Staff Activity Report January 13 - 19, 2013

ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
* Kickapoo Street Widening Project
> ODOT awarded the Kickapoo Paving Project to Haskell-Lemon Construction for a total project construction cost of $10,930,517.98 (including water line costs) at their December 3rd Transportation Commission meeting. There is a Pre-work Meeting scheduled for January 23rd with ODOT representatives and inspectors, the Contractor and his subs, and City personnel to go over the logistics and scheduling of the construction project. Brewer Construction, a subcontractor of Haskel-Lemon will be doing all the waterline relocation and improvements, as well as installation of all the drainage and storm sewer improvements. Work is scheduled to begin on Feb 11, 2013 at the Kickapoo Spur location with work progressing northward. First section (or phase) of construction will be from the Spur to Independence Street and once that section is completed that Contractor will then move forward from Independence to Federal, and so on.
Project is estimated to take 18-24 months construction time. Kickapoo will not be closed, and two-way traffic will be maintained at all times.
* Harrison Street Median Landscaping Project (Median just south of I-40 and north of Gordon Cooper Vo-Tech entrance)
> Rudy Construction has completed the project and final as-built quantities being determined. Original contract amount was at $98,624.00. Upon completion of determining final as-built quantities for payment and reconciling that with the Contractor the project will be brought forward for acceptance by the City Commission and Maintenance Bond put into effect. Project should be brought forward for acceptance by the City Commission at their February 4, 2013 Commission meeting. Upon acceptance, the City will then put in for reimbursement from ODOT whom is to pay approximately 80% of the construction costs.
* Federal Street Bridge Repair Project
> Plans, bid documents, and specifications had been completed by City Staff. The project was let for bids and at the last City Commission meeting the project was awarded to PbX Corporation in the amount of $685,565. Pre-work meeting is scheduled for February 13th to go over the project and logistics of scheduling work. Anticipate issuing a Notice to Proceed by the first week in April, and Contractor will have 3 months to complete. There are several utilities hanging from the bridge deck, the most critical is the ONG gas line that feeds the eastern part of Shawnee, and ONG has requested that work not start until after the winter months because they are unable to route the amount of gas that flows through this line to adequately serve the east side of Shawnee.
* Bryan & Independence Intersection Traffic Signal Project
> Project was awarded to Traffic & Lighting Systems in the amount of $198,562.60. Work is 100% complete and traffic signals are in operation, however, there are several items on the punch list that contractor will complete by next week. Final as-built quantities being determined for determination of final construction costs. Project will be brought forward for acceptance and placing maintenance bond into effect upon completion of as-built quantities of work determination at the February 4, 2013 City Commission meeting.
* Rehab Concrete Streets Project (FY11-12)
> City Commission awarded the project to All Roads in the amount of $387,409.00. All Roads Paving has begun work on Independence east of Sequoyah with removal and replacement of badly broken and cracked concrete paving panels. Work is 35% complete. Work on Independence Street will continue in this area for the next 5-7 weeks. Work on Independence Street is on-going.
* Independence Street (west of Center Street)
> Work has been completed by the Oklahoma Corporation Commission in the clean up of the petroleum release that had occurred from the gas station located on the southwest corner of Independence and Center. All areas that had been affected have been removed and disposed of, and the street paving is now completed and opened to traffic. Contractor has placed some temporary road markings, and permanent street striping will occur as the weather warrants. Awaiting test results of the concrete paving to assure concrete has passed strength tests.
* Airport Trails Project
> City Commission awarded project to Bishop Paving in the amount of $633,409.90. Work on the track began this week with the initiation of existing track removal. Contractor has completed removal of existing track, and the week of January 14th they are to begin with soil stabilization of the sub-base. CKD treatment will begin by Wednesday, January 23rd. Contractor wont be allowed to do any more base stabilization in a week's period than he will be able to cover with asphalt paving. Thus, Contractor shall begin asphalt operations one week after base stabilization has started in any particular area of the track. By Contract they have 180 days to complete the reconstruction of approximately 3.75 miles of 10 foot trail being installed. This project will be a complete removal and replacement of the City existing trail(s) around the Airport, and trail widened to 10 feet, approximately 3.75 miles of trail.
* Main Street Streetscape Project
> Field survey work has been completed and submitted to City for review. Preliminary design work has been started as time allows on this project. Project design will follow closely the design layout that was used on the Bell Street Streetscape Project. Preliminary design is approximately 40% complete.
* Bell Street Streetscape Project (from Farrall to 7th Street) (no change on project this week)
> Design plans have been completed on the sidewalk from 7th to Farrall, and the City has received back approval for an enhanced lighted crosswalk across Farrall. ODOT had conducted a recent traffic and pedestrian study and came back with the conclusion that no warrants were met for signalization or crosswalk improvements; however, they have given the City to install inpaving yellow strobe lights actuated by pedestrians and a lighted flashing crosswalk signage when in use. Also we received back the OG&E cost proposal on installing decorative lighting along the sidewalk and the City Commission approved the Agreement at their December 17th Commission meeting. Cost of OG&E lighting will be approximately $30,050.20. Bids were opened at the last meeting and the City received 7 bids ranging from $95,000 to $164,000. Staff is in process of compiling bid tabulations and will report back to the City Commission at their February 4, 2013 Commission meeting with a recommendation.

* City Wide Streets Evaluation & Inspection (no change on project this week)
> Work expected to start shortly after the Thanksgiving Holidays and take approximately 4-5 months to complete. Street selections and recommendations for upcoming street paving projects anticipated to be presented to City Commission in April 2013. Evaluations are on-going.
* City Hall Parking Lot Improvements (no change on project this week)
> Prelim plans are under review for added comments from City Administration. City is in process of having underground storage tank (UST) removed which will need to be done before any parking lot work can be started. Preliminary cost estimate for the parking lot project is at $210,573 and if project is to be done this fiscal year then funding must first be identified because this project was not a budgeted project this year.
Traffic Control Division
> Removed snowflakes
> Installed end of road markers at 129 N Cleveland and a dead end sign at 9th & Cleveland
> Checked pedestrian heads for burn outs
> Replaced No Parking signs on 10th St, Bryan St, Remington St, and Draper & 10th
> Replaced Adopt a Road sign on Mall Dr
> Hung Lions Club banner
> Set up and recovered work zone for Street Department on Minnesota (Wallace - Wayne)
> Set up and recovered work zone for Utility Department on Main (Harrison - Dixon)
> Set up and recovered work zone for Utility Department on Walnut (Lindale - Bryan)
> Recovered work zone for Utility Department on Whittaker (Draper - Pesotum)
> Set up work zone for Utility Department at Georgia & Beard
> Set up work zone for Utility Department on Alice (Draper - Pesotum)
> Replaced load switch at Philadelphia & Main
> Replaced pedestrian push buttons at MacArthur & Harrison
> Cut boards for type I & type III barricades
> Checked and repaired type I barricades that came in from the field
Street Department
> Repaired the following watercuts: Union & Wallace (17x16), Main Street east of Harrison (11x6)driveway and (16x7)roadway * 50%complete still has leak, 708 N. Minnesota (11x10) driveway and (13x19) roadway, 901 N. Minnesota (10x20), 28 Arapaho (20x20), 1 Mojave (6x12) *50% complete still has leak, and 4016 Pine Ridge (12x10)
> Street Sweeper ran 3 days.
> Hauled 5 loads of sand from Prague to the Public Works Service Center
> Roads bladed: Wolverine, Westech, Magnino, Ingram, Post Office Lane, Walker North, Eckel Road, Pecan Grove
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UTILITY DEPARTMENT/Steve Nelms, Interim Director
* Water Treatment Plant (Staff of 10)
> Average production: *MGD - 3.844 Last week: *MGD - 4.429
> Pumped 71,382,000 MG to date compared to 54,180,000 MG for same period last year
> Performed routine plant maintenance and water testing
*MGD: Million Gallons Daily
* Southside Wastewater Treatment Plant (Staff of 7)
> Flows averaged: *MGD - 1.151 **BOD - 13 mg/l ***TSS - 0 mg/l
> Performed routine maintenance and testing on the plant
*MGD: Million Gallons Daily **BOD: Biochemical Oxygen Demand ***TSS: Total Suspended Solids

* Northside Wastewater Treatment Plant (Staff of 7)
> Flows averaged: *MGD - 1.108 **BOD - 5.4 mg/l ***TSS - 5.1 mg/l
> 214,500 gallons of bio-solids have been hauled so far this month
> Performed routine maintenance and testing on the plant
*MGD: Million Gallons Daily **BOD: Biochemical Oxygen Demand ***TSS: Total Suspended Solids
* Water Distribution (Staff of 11)
> Service Calls - 113, Water/Sewer Line Locates - 65, Leak Checks - 27, Cut-offs Replaced - 4, and Main Breaks Repaired - 3
> Repaired the following main breaks: 8" main at 1327 N. Union and 6" mains at 1303 E. Whittaker and 1312 E. Alice
> Rebuilt the fire hydrant at 111 S. Kickapoo
> Worked Shop Tickets
* Valve Maintenance (staff of 3)
> Located/performed serviceability check on valves at the following locations: Benedict & Pottenger, Highland & Pottenger, Highland & Chapman, 501 N. Aydelotte, Union & Ayre, Union & Drummond, Union & Kirk, Draper & Whittaker, 1529 N. Kickapoo, Airport & University, and 39409 W. MacArthur
> Repaired existing valve at the following location: McKinley & Grant
> Flushed valve boxes at the following locations: Buck & Main, Dixon & Main, Main & Harrison, Lindale & 7th, and Kickapoo & Wolverine
* Wastewater Collection (Staff of 7)
> Sewer lines flushed - 19,775 ft. Flushed (year to date) - 41,575 ft.
> Total Service Calls - 45, Sewer Lines Checked - 21, Lift Stations Checked - 17, and Emergency Sewer Calls - 11
> Performed a point repair at 1823 & 1825 W. Rosa; added section of main to the pipe burst list.
> Worked on camera inspection list and identified two more sections of main to be added to the pipe burst list.
> Worked on the preventative maintenance flusher list and maintenance on Lift Stations
* Capital Projects
> Water Line Replacement Project Midland Street
This week Jordan Contractors completed installing the 12" water line and the 6" water line. The overall project is 60% complete
> Utility System Master (no change on project this week)
Contract awarded to SRB (Smith Roberts Baldischwiler, LLC) for an amount to not exceed $549,460. A Notice to Proceed was issued on June 25, 2012. Flow meters have been received, and will be utilized for gathering data. The Water Hydraulic Model will be completed by the end of this month. SRB has started work on the Wastewater Hydraulic Model.
> Sanitary Sewer Rehab Project (Pipe Bursting) (no change on project this week)
Budgeted project amount is $1,000,000.00. This project will begin in the Spring of 2013.
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PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
* Planning
> Held nuisance abatement hearings/two structures were condemned and ordered removed.
> The City has now condemned four structures in 2013 and 88 between 2010 to present.
> Building Dept. conducted numerous inspections/reviewed new building permits submitted.
> Staff continued work on development code revisions that are expected to be in place in 2013.
> The Shawnee Urban Renewal Authority continued work on current rehabilitation projects.
* Current Projects (no change on projects this week)
> Façade Grant Program
Round 2 Façade Grants are now available and are due in February 2013.
> Land Development Code
Staff continues work on revising the City's development regulations. The Planning Commission will hold a workshop session on February 6, 2013.
> Downtown Streetscape Project
Staff is awaiting a funding decision from ODOT on a Transportation Enhancement Grant that was submitted almost two years ago. A survey was recently done of the area and engineering and design work is ongoing so that the project can be bid immediately upon notice of funding decision. Phase 2 of the Streetscape Plan will improve a four-block area of Main Street with new sidewalks, landscaping, street lights, signal lights, pedestrian improvements and utility work. If the City is not successful obtaining a grant, a reduced Phase 2 project will still be implemented.
> Wayfinding Study Implementation
Staff is preparing to bid the wayfinding (signage) project in early 2013. At present, review of the previous implementation plan and the preparation of documents for bid are underway.
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PARKS/CEMETERY/EQUIPMENT SERVICES/James Bryce, Director of Operations
* Parks Maintenance Division (Staff of 10)
> Daily cleanup route on Main Street and in city parks
> Assisting the Traffic Control Division with Snowflake Decoration Removal
> Painting fence at the Community Center Basketball Court
> Removing dead trees at the Lake and in town
> Working on Park inspections
> Performing various repairs and graffiti removal in several city parks and buildings
> Down two employees in the Parks Department
* Cemetery Division (staff of 4)
> three (3) burials last week
> Leveling markers
* Central Garage (Staff of 6)
> 33 units in last week with 44 total repairs
* Current Projects
> Scheduling removal of fuel storage tank at City Hall (ready to hire a contractor)
> New Library furniture to be delivered around January 23, 2012
> Preparing a project list for National Guard volunteers (no change on project)
> Municipal Swimming Pool architect selected; working on contract (no change on project)
> AC repair at City Hall and new AC at Auditorium (Estimate received) (no change on project)
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AIRPORT/Rex Hennen, Assistant Airport Manager
* Airport Advisory Board
> Regular monthly meeting was held on January 16, 2013
* Runway Rehabilitation Project (no change on project)
> Construction substantially complete; full runway open
> FAA has requested minor wiring modifications to MALSR lights
> Project won the National Asphalt Pavement Association's "2012 Quality in Construction
(QIC) Award"!
> Project also runner up for Oklahoma Asphalt Pavement Association's "Airport Paving
Project of the Year"!
* Foreign Trade Zone Application (no change on project)
> FTZ application has been approved
> Staff will work with SEDF to market the Airport's new designation
* "Oklahoma Certified Site Program - Aerospace Park" (no change on project)
> Application is being completed by SEDF and airport staff
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INFORMATION SYSTEMS/Steve Nolen, Chief Information Officer
> Attended OGITA officers' meeting and the OML fall conference planning meeting via OGITA
> Deployment of additional Fire Station 3 desktop system
> Planned deployment of other replacement system at Fire Station 3
> Build out of dedicated Fire Training room system completed
> Various Fire Department and City Manager Department Support / Questions
> Reviewed Unzner Center reported outage - was related ISA issues from the week prior
> Geosafe Service restart and Event Log review / email per vendor request
> Provided support for webinar in Commission Chambers
> Discussion with Police Chief in regard to SIBRS, future plans, contact vendor on plan
> Find player and then convert security video for county officer
> Work on getting video from city hall security cameras for police chief
> Assorted new employee ID cards, access control access updates, removals
> Assist court with website use questions
> Copy the slides of the Bosss Guide to Performance Appraisals to the network for HR
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FINANCE DEPARTMENT/Cynthia Sementelli, Finance
> Worked on bank statements and reviewed monthly financials
> Worked on draw downs for the FAA
> Worked on the 2013/2014 budget
> Worked with auditors on single audit
> Prepare for Airport board meeting
> Worked on sales tax issue
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CITY CLERK'S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
No report this week
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EXPOSITION CENTER/Mike Jackson, Operations Manager
> January 16, St. Anthony's (PAL) Conference Center
> January 17, OG&E Meeting, Conference Center
> January 17, SC&CDA Meeting
> January 18-19, Triangle Horse Sale, All grounds
* IFYR
> IFYR Youth Directors were in attendance for the annual winter meeting
> Discussed rules for IFYR, any new ideas that the youth directors might have, and what
expectations we have for our youth directors
> IFYR 2013 Youth Directors come from the states of Florida, New Mexico, Colorado, Kentucky,
Kansas, and Texas
* Comfort Station Project (no change on project)
> Patterson & Associates Construction award bid for roof replacement, siding, and gutter on four
(4) comfort stations in the amount of $47,019.00
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FIRE DEPARTMENT/David Short, Chief
* Suppression
> Responded to 114 emergency calls: Breakdown of calls: Fires - 5, Good Intent Calls - 17,
Rescue/EMS - 80, Service Calls - 5, False Alarms - 5, and Hazardous Conditions - 2
* Prevention
New Construction
> Primrose, 1905 N. Bryan (final)
Requested/Administrative Inspections
> Avonlea Cottage, 789 Country Grove
Follow-up Inspection
> CTSA Head Start, 1533 N. McKinley
Consultations/Meetings
> Old Sears Building for possible COS Safety Center
> Shawnee Rescue Mission to discuss fire safety requirements for remodel
Permits and On-site Inspections
> Open Burns: OBU (500 W. University) and 18901 Brangus Road
> GE Pressure Control, 14311 Hwy 177 (alarm system)
* Training
> Probationary Fire Fighter three (3) month skills assigned
> Continuation Training seven (7) Probationary Fire Fighters
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EMERGENCY MANAGEMENT/Don Lynch, Director
* Communications Technician
> Coordinated with Police and Fire Departments on potential changes to radio templates.
> Programmed radio for Animal Control and fixed scan problems with Police Department
portable radio
> Continued work on Narrowbanding/EOC Radio Room Remodel Projects
> Performed EOC Radio Tests on Wednesday morning
> Replaced 2 damaged antennas on Police Department vehicles and two spotlight bulbs
> Briefed new Emergency Management Technician on radio operation and simple trouble
shooting techniques
* Emergency Management Technician
> Learning location of equipment and supplies related to office and began job-specific training
> Attended Local Emergency Planning Committee meeting Wednesday at 2 PM
> Attended Mass Immunization and Prophylaxis Strategy meeting at 3 PM on Wednesday
* Emergency Management Director
> Provided training to new EM Technician on duties and responsibilities
* Current Projects (no change on projects)
> Telephone System Replacement
Recommendation received from consulting telephony engineer
Recommendation prepared for the January 21 City Commission Meeting
> Narrowbanding
RF Engineering study results received from vendor showing improved coverage with addition of north repeater tower site. Vendor processing paperwork to request FCC Licenses to add 3 more frequencies at current site and 10 new frequencies for North Repeater Site. Frequencies to become available for coordination / application process at the end of January, 2013.
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POLICE DEPARTMENT/Russ Frantz, Chief
* Police
> Reports: 144 / Total Citations: 79 / Handwritten Citations: 60 / E-Citations: 19 (24.05%)
> Arrests: 26
> Armed Robbery at Flash Stop convenience store - shot fired into ceiling by suspect
> Strong Arm Robbery in Mall parking lot
> Prescription drug bust /search warrant - four suspects apprehended
* Dispatch
> Managed 1643 calls for service (Police/Fire/EMS)
* COPs Grant Program
> Worked drug tips, Mall patrol, and assisted evening and day shift patrols
> Special assignment and assisted the DA's office
> Meeting with OSBI, OBN, and the Bethany PD
> Followed up on homicide investigation
> CDS fraud and served search warrant with 4 arrests,
> Meeting with Police Foundation for benefit dinner, assisted with reserve program and toy
donation, and met with Canadian Valley Boy Scout Commissioner for the Explorer Program
> Assisted OBN and the Pottawatomie Sheriff's Office
* CID
> 38 Cases Forwarded to CID for Review
> 5 Felony Cases Assigned / 4 Other Cases Assigned
> 6 Felony Cases Cleared / 1 Other Case Cleared
> 4 Felony Cases Filed through DA's Office
> $1,000.00 Total Property Recovered
* Accreditation: Lt. King, Accreditation Manager
> Working on preparing the department for State Accreditation and proofs of compliance
> Continuing with In-Service policy training on all shifts
> Working on Criminal Justice Information Services Facility Protection & Security requirements
* Evidence
> Number of evidence items brought in: 20 Number of evidence items released: 2
> Number of found property items taken in: 2 Found property items returned to owner: 1
> Number of items submitted to OSBI: 5 Items released from OSBI back to the dept: 1
* Animal Control
>Calls Responded: 62 >Impounded animals: 18 >Animals reclaimed: 1 >Animals adopted: 1
* Staff
> Police Officers-59 / 2 open positions / 1 in FTO Training / 1 on extended leave / 54 available
for service
> Dispatch positions-13 / 10 available for service / 2 in training / 2 open positions / 1 on extended
leave
> Animal Control Positions-4 / 4 available for service