Staff Activity Report for February 10 -16, 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 3, 2013 Transportation Commission meeting. Brewer Construction, a subcontractor of Haskell-Lemon will be doing all the waterline relocation and improvements, as well as installation of all the drainage and storm sewer improvements. Work was scheduled to begin on Feb 11, 2013 but due to the weather (snow and rain) work was rescheduled to begin Feb 18th, BUT, again rain and snow this past week hampered any real production of work on the project. I guess one way to get the drought busted is to schedule construction work on the long awaited Kickapoo Paving Project. 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.
* 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 approximately 80% complete. Work will continue on Independence Street in that area for the next 4-5 weeks, with the majority of work scheduled during the upcoming school spring break
* Airport Trails Project
> City Commission awarded project to Bishop Paving in the amount of $633,409.90. Contractor has completed removal of existing track. CKD base stabilization has begun and is on-going, expected to be completed in the next two weeks barring any bad weather. Overall, project is approximately 48% complete. By Contract they have 180 days to complete the reconstruction. 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. Anticipate construction being completed by June 2013.
* 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 58% complete.
* Bell Street Streetscape Project (from Farrall to 7th Street)
> 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. Cost of OG&E lighting will be approximately $30,050.20. Project was awarded to All-Roads Paving. A Pre-work meeting is scheduled for February 19, 2013, after which a Notice to Proceed will be issued effective the last week in February. Contractor will have 90 days to complete the project.
* City Hall Parking Lot Improvements
> Design plans for a proposed parking lot have been completed at the site of where the old Al & James Grocery once stood. 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. At the March 4, 2013 City Commission meeting, a request to authorize staff to advertise the Parking Lot Project will be considered. If approved, project will be let for bids, with a bid opening scheduled for the first meeting in April, and a tentative construction start date of the first week in May 2013.
* Federal Street Bridge Repair Project (no change on project this week)
> City Commission awarded the to PbX Corporation in the amount of $685,565. 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.
* 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.
Street Department
> Started repair on the following water-cut: Park & Elizabeth (25x25) and 303 S. Dixon (14x16)
> Completed removal and replacement of concrete panels at Crown Point & Castle Creek
> Ran intakes 1 day
> Repaired a water-cut at 136 Dixon (15x5)
> Repaired intake and gutter-line at Independence & Harrison.
> Saw-cut water-cuts at Kickapoo & Highland and Highland & Broadway
> Bladed the following roads: Wolverine, Pecan Grove, Walker (north), Magnino Rd, Westech, Patterson Rd, Clearpond Ln, and Stevens Rd
Traffic Control Division
> Replaced 4-way signs with all way signs
> Replaced speed limit sign on Lake Rd
> Setup 3 work zones for Street Dept. and setup/recovered 2 work zones for Utility Dept.
> Replaced 3 signal lamps
> Checked intakes in sector 3
> Cut 5 street markers
> Checked area for flooding
> Checked type I barricades that came in from the field and repaired type III barricades
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UTILITY DEPARTMENT/Steve Nelms, Interim Director
* Water Treatment Plant (Staff of 10)
> Average production: *MGD - 3.627 Last week: *MGD - 3.753
> Pumped 176,628,000 MG to date compared to 143,725,000 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 - 1.257 **BOD - 15 mg/l ***TSS - 7 mg/l
> DEQ performed their annual inspection
> 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 - 1.186 **BOD - 10.3 mg/l ***TSS - 8.8 mg/l
> 154,000 gallons of bio-solids have been hauled for the month of February
> 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 - 173, Leak Checks - 29, Reset Water Meters - 16, and Water/Sewer Line Locates - 98
> Replaced service line at 416 N. Broadway
> Repaired fire hydrant at 1606 Windmill Ridge
> Worked Shop Tickets
* Valve Maintenance (staff of 3)
> Located/performed serviceability check on valves at 17 locations throughout the city.
> Dug up, raised, and realigned valve boxes at 4 locations throughout the city.
* Wastewater Collection (Staff of 7)
> Sewer lines flushed - 23,202 ft. Flushed (year to date) - 102,627
> Total Service Calls - 41, Sewer Lines Checked - 24, Lift Stations Checked - 15, and Emergency Sewer Calls - 9
> 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 90% complete
> North Park Block 5 Sewer Line Replacement Project (no change on project this week)
Trent Construction was awarded the bid on December 17, 2012. The estimated start date is February 15, 2013
> Kimberly Sewer Lift Station Rehab (no change on project this week)
Jordon Contractors was awarded the bid on February 4, 2013
> 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. 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
> Staff attended and discussed agenda items at the City Beautification Committee meeting.
> Staff held nuisance abatement hearings and ordered two additional structures removed.
> Staff processed citizen inquiries regarding zoning and land use rules.
> Inspections staff conducted numerous inspections on active projects, including the many new homes under construction.
* Shawnee Urban Renewal Authority
> Completed an Emergency Assistance project
* Current Projects
> Façade Grant Program
Staff collected submitted application for Round 2 of the Façade Grant process.
> Land Development Code (no change on project this week)
Staff continues work on revising the City's development regulations.
> Downtown Streetscape Project (no change on project this week)
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 (no change on project this week)
Staff continued work on the Wayfinding Plan implementation process; 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 8)
> Daily cleanup route on Main Street and in city parks
> Installing several new charcoal grills in various parks
> Preparing equipment for herbicide spraying
> Removing dead trees at the Lake and in town
> Performing various repairs and graffiti removal in several city parks and buildings
* Cemetery Division (staff of 4)
> Two (2) burials last week
> Leveling markers
> Herbicide spraying when weather permits
* Central Garage (Staff of 6)
> 36 units in last week with 61 total repairs
* Current Projects
> Municipal Court Offices Remodel
Drawings are complete and the specifications are nearing completion; will bid this project in March.
> Municipal Swimming Pool
The City has an agreement on a contract with Waters Edge Aquatic Design. We will place this on the March 4, 2013 Commission Agenda.
> Fuel Storage Tank at City Hall
Scheduled for removal beginning March 7, 2013. OCC has been notified of the project and will have a Licensed Remediation Consultant taking soil samples during the tank removal. If any contamination is detected there is a remediation fund that will help with the expense of the contamination clean up.
> City Hall ADA Restroom Project
Drawings nearing completion; bid project in July 2013
> Auditorium Exterior Restoration and Window Replacement
Specifications are nearing completion; will bid project soon.
> City Auction
Auction will take place on March 30, 2013. The Resolution and a list of the items to the auctioned will be presented at the March 4, 2013 Commission Meeting.
> Trash Off
Will take place on April 20, 2013 in Woodland Memorial Veterans Park from noon to 4:00 pm.
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AIRPORT/Rex Hennen, Assistant Airport Manager (no changes on report this week)
* Youth Aviation Adventure - April 6, 2013
> Event will take place at the Gordon Cooper Technology Center Aviation Campus
> Planning/organizational meetings will begin this month.
* Airport Advisory Board
> Regular monthly meeting scheduled for February 20, 2013
* Runway Rehabilitation Project
> Construction substantially complete; full runway open
> FAA has requested minor wiring modifications to MALSR lights
* Foreign Trade Zone Application
> Application has been approved; will work with SEDF to market the Airport's new designation
* "Oklahoma Certified Site Program - Aerospace Park"
> Application is being completed by SEDF and airport staff
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CITY CLERK'S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
* City Clerk
> Preparation of 2/19/13 City Commission and Authorities agenda
> Preparation of 2/11/13 Special Called City Commission meeting minutes; and preparation of 2/11/13 Special called SMA meeting minutes.
> Preliminary preparation of Community Service Contract Review meeting; contact with committee members; contact with contracting agencies.
> Normal routine duties including tort claims, insurance on vehicles and property
* Utility Billing/Customer Service
> Routine customer service/billing transactions and issues
> Zone 1 billing (2/15/13) and Zone 1 cut-off for non-payment (2/13/13)
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EXPOSITION CENTER/Mike Jackson, Operations Manager
> February 12-13, OGE Meeting, Conference Center, Upstairs
> February 14, Exxon Mobil, Conference Center, Upstairs
> February 16-17, G&S Promotions Gun & Knife Show, Conference Center
> February 16-17, HOYRA Youth Rodeo, Fred Humphrey Pavilion

Exposition Center (continued)
* 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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FINANCE DEPARTMENT/Cynthia Sementelli, Finance
> Meeting with City Attorney, City Manager and Mayor concerning south sewer lines
> Meet with HR and City Manager concerning upcoming issues
> Worked on fiscal year 2013-2014 budget
> Worked on agenda items
> Worked with auditors on single audit
> Review monthly financials
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INFORMATION SYSTEMS/Steve Nolen, Chief Information Officer
> Added CADCom Nature Codes / Updated Configuration
> Added various code for Fire Web Dashboard Leave Calendar
> Reprogrammed Ch30 Schedule for OBU Live Broadcast
> Research keyboards for police to use with tablets
> Research / plan NetMotion server upgrade
> Discussion with HR for additional security cameras at Public Works
> Create reports of completed projects for 2012
> Reviewed / responded to Community Calendar solution
> Reviewed / Resolved VPN issues on primary firewall
> Reviewed Allegiance sale paperwork / permit / forwarded to legal
> Resolve various end users questions, password resets, etc
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FIRE DEPARTMENT/David Short, Chief
* Suppression
> Responded to 100 emergency calls: Breakdown of calls: Fires - 8, Good Intent Calls - 14,
Rescue/EMS - 71, Service Calls - 1, False Alarms - 4, and Hazardous Conditions - 5
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EMERGENCY MANAGEMENT/Don Lynch, Director
* Communications Technician
> Continued work on outdoor warning device radio reprogramming and operational checks
> Programmed 2 radios for Police Department
> Coordinated with City of Tulsa radio staff on new radio ID assignment
* Emergency Management Technician
> Made corrections to Draft Occupant Emergency Procedures Book
> Worked with Communications Technician on Outdoor Warning Device operational checks following radio narrowbanding
> Registered 3 private storm shelters
> Completed 2 Independent Study Courses re: EOP update
> Met with George Haines from OBU re: addressing facilities on campus
* Emergency Management Director
> Attended Pottawatomie County 9-1-1 Board meeting on Monday morning
> Participated in Town Hall meeting in Maud concerning community disaster resiliency
> Hosted Pottawatomie County Amateur Radio Club in EOC on Tuesday evening
* Current Projects (no change on projects this week)
> Telephone System Replacement
Process of coordinating contract with vendor under way
> VHF System Narrowbanding
Fire Stations # 2 and 3 control stations are awaiting installation/reprogramming from Total Radio.
Interface cables received for 800 MHz radio connection to EOC console awaiting technician to install.
Awaiting VHF/UHF licenses from FCC
> 800 MHz Upgrade/Enhancement
Proceeding with verifying project requirements and components list
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POLICE DEPARTMENT/Russ Frantz, Chief
* Police
> Reports: 156 / Total Citations: 107 / Handwritten Citations: 73 / E-Citations: 34 (31.78%)
> Arrests: 40
> Officially started OACP Accreditation process
> ALICE Training for head start regional meeting
* Dispatch
> Managed 1691 calls for service (Police/Fire/EMS)
* COPs Grant Program
> Conducted ALICE training for regional head start meeting
> Narcotics tips follow ups
* CID
> 38 Cases Forwarded to CID for Review
> 6 Felony Cases Assigned / 2 Other Cases Assigned
> 5 Felony Cases Cleared / 1 Other Case Cleared
> 5 Felony Cases Filed through DA's Office
* Accreditation: Lt. King, Accreditation Manager
> Working on preparing the department for State Accreditation and proofs of compliance
> Working on Criminal Justice Information Services Facility Protection & Security requirements
> Continuing with In-Service policy training on all shifts
* Evidence
> Number of evidence items brought in: 46 > Number of evidence items released: 11
> Amount of drug seizure money taken in: $774.73 Pandering
* Animal Control
>Calls Responded: 93 >Animals Impounded: 48 >Animals reclaimed: 3 >Animals adopted: 1
* Staff
> Police Officers - 59 / 2 open positions / 1 in FTO Training / 2 on extended leave / 54 available
> Dispatch positions - 13 / 13 available for service / 3 in training status
> Animal Control Positions - 4 / 4 available for service