Staff Activity Report for February 3 - 9, 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. 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 was scheduled to begin on Feb 11, 2013 but due to the weather (snow and rain) no work has begun other than contractor moving pipe and equipment and getting ready to start work next week. 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 75% complete. Work on Independence Street will continue in this area for the next 5-7 weeks. Work on Independence Street is on-going.
* Airport Trails Project
> City Commission awarded project to Bishop Paving in the amount of $633,409.90. Work on the track has begun, and 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 45% complete. 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. Anticipate construction being completed by June 2013.
* Main Street Streetscape Project
> 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 55% 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 (no change on project this week)
> Preliminary 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 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.
* Bryan & Independence Intersection Traffic Signal Project (no change on project this week)
> 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. Staff not completed with as-built determination of final construction costs, thus, 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 19, 2013 City Commission meeting.
* Federal Street Bridge Repair Project (no change on project this week)
> 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.
* 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
> Repaired the following water-cuts: 624 W. Kirk (23x13), Dorothy & Franklin (17x19), Thompson & Lavern (10x10), 1303 Whittaker (29x8), Beard & Georgia (15x9), 801 E. Jefferson (10x24), McKinley & Wayne, and two on Beard & Pulaski
> Saw-cut water-cuts at: 136 S. Dixon, 303 S. Dixon, and Park & Elizabeth
> Patch truck ran 4 days
> Hauled 2 loads of dirt from the lake area to yard for backfill dirt
> Graded the following roads: Post Office Neck, Pecan Grove (east and west), Archery Range, Stevens Road, Walker (north), Clearpond Lane, and Cow Trail
> Ran intakes 1 day
Traffic Control Division
> Replaced dead end sign at Burlison & Lake Rd
> Replaced 4-way sign with all way signs at Dixon & Walnut, Draper & Walnut, Dunbar & Bell,
Eden & Oakland, Main & Pesotum , Main & Bryan, Walnut & Lindale , Union & Wallace,
Independence & Union, Independence & Center
> Checked intakes in sector 5
> Met with Traffic Signals at Acme & Hwy 177 (new intersection)
> Changed out bulbs & photo cells for luminaires at Beard & Farrall, Kennedy & Kickapoo Spur,
Pottenger & Kickapoo Spur, Independence & Pottenger, Wallace & Harrison, 10th & Harrison,
Main & Harrison, Independence & Kickapoo, Draper & Highland, Bryan & Highland, Union &
MacArthur, Raley & MacArthur, Airport Dr & MacArthur, Federal & Kickapoo
> Checked and repaired type I barricades that came in from the field
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UTILITY DEPARTMENT/Steve Nelms, Interim Director
* Water Treatment Plant (Staff of 10)
> Average production: *MGD - 3.753 Last week: *MGD - 3.824
> Pumped 153,614,000 MG to date compared to 121,736,000 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 - .983 **BOD - 14 mg/l ***TSS - 6 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 - 1.262 **BOD - 6.3 mg/l ***TSS - 10.0 mg/l
> 121,000 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 - 139, Leak Checks - 9, Main Breaks Repaired - 6, Reset Water Meters - 1,
Water/Sewer Line Locates - 111, and Cut-offs Replaced - 3
> Repaired the following main breaks: 14" main at 1702 N. Park, 8" main at 1206 E. Independence, and 4" main at 303 S. Dixon and 1702 W. Dewey
> Completed concrete at the Lake Channel tin horns
> Installed new clocks on meter at 1001 E. Independence
> Worked Shop Tickets
* Valve Maintenance (staff of 3)
> Located/performed serviceability check on valves at several locations throughout the city, Wes Watkins, and Lake 1 & 2
> Dug up, raised, and realigned valve boxes at the following locations: McKinley & Federal and Tucker & Federal.
* Wastewater Collection (Staff of 7)
> Sewer lines flushed - 17,600 ft. Flushed (year to date) - 79,425 ft.
> Total Service Calls - 44, Sewer Lines Checked - 28, Lift Stations Checked - 15, and Emergency Sewer Calls - 8
> Installed data loggers at the River, Country Club, Tennessee, and Airport Sewer Lift Stations
> Worked on the preventative maintenance flusher list and maintenance on Lift Stations
* Capital Projects
> North Park Block 5 Sewer Line Replacement Project
Trent Construction was awarded the bid on December 17, 2012. The estimated start date is February 15, 2013
> Kimberly Sewer Lift Station Rehab
Jordon Contractors was awarded the bid on February 4, 2013
> 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 85% 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. 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 presented information at the Planning Commission regular meeting
> Staff presented information at the City Commission meeting
> Met with developers working on projects in the City, including housing and commercial projects
> Attended the final O.U. IQC presentation regarding the Downtown Shawnee Plan
> Held demolition hearings and condemned additional structures - a total of 91 structures have now been condemned over the last three years
> Staff attended the final Chamber of Commerce planning session
* Shawnee Urban Renewal Authority
> Continuing work on a handicap accessibility project
> HUD Director and Field Representative toured projects completed with HUD funds
> Placed a project out for bid
* 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
> Installed No Smoking signs at Kidspace Park
> Cleaned out drainage ditch at the YMCA
> Set up disc golf at Boy Scout Park
> Preparing equipment for herbicide spraying
> Painting and hanging fence at the Community Center Basketball Court
> 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)
> One (1) burial last week
> Leveling markers and preparing equipment for herbicide spraying
* Central Garage (Staff of 6)
> 22 units in last week with 37 total repairs
* Current Projects
> Municipal Court offices remodel: Drawings and specifications are nearing completion
> Preparing contract for Municipal Swimming Pool architect no change on project)
> Scheduling removal of fuel storage tank at City Hall no change on project)
> Preparing a project list for National Guard volunteers (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
* 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 (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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EXPOSITION CENTER/Mike Jackson, Operations Manager
> February 4, Pottawatomie County JR Livestock Pig Roast, Conference Center
Pig roast is also a trophy auction to support local youth in 4H & FFA for the upcoming JR livestock show, over 500 people attended & over $26,000.00 was raised from local business.
> February 7-8, Unit Liner 2013 Water Garden Expo, Conference Center
Exposition Center (continued)
> February 7, Grissoms LLC John Deere Showcase, Otto Krausse Building Section (B)
> February 9-10, Central 4D Barrel Racers, Fred Humphrey Pavilion
* 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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CITY CLERK'S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
* City Clerk
> Preparation of 2/4/13 City Commission and Authorities minutes
> Preparation of 2/11/13 Special Called City Commission meeting; and preparation of 2/11/13 Special called SMA meeting.
> 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 3 billing (2/4/13)
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FINANCE DEPARTMENT/Cynthia Sementelli, Finance
> Worked on the following: bank statements and agenda items
> Started 2014 budget
> Worked with auditors on single audit
> Review monthly financials
> Worked with Accounts Payable on Fixed Assets
> Met with City Manager and MaryAnn Karns concerning Granada Estates
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INFORMATION SYSTEMS/Steve Nolen, Chief Information Officer
> Completed video copy requests for 02/04/2013 Commission meeting
> Completed open records request for Insurance related email
> Updated Court annual statistical reports on COS website
> Resolved out of date TOC on primary website - not auto updating as it should
> Re-validated tribal tag lookup website access - it works, has been for months
> Various dispatch support questions / software already installed / not used
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FIRE DEPARTMENT/David Short, Chief
* Suppression
> Responded to 106 emergency calls: Breakdown of calls: Fires - 6, Good Intent Calls - 11,
Rescue/EMS - 71, Service Calls - 9, False Alarms - 4, and Hazardous Conditions - 5
* Prevention
New Construction Inspections
> North Rock Creek School/Gymnasium
Plan Reviews
> OBU Apartments, 500 W. University (fire alarm system)
> O'Reilly Auto Parts
> Round House Mfg. (sprinkler system)
> G. E. Oil & Pressure Control (fire alarm system)
Requested/Administrative Inspections
> Crossroads Headstart, 401 N. Bell
Investigations
> 2 W. St. Louis (vehicle fire)
Consultations/Meetings
> Development Review Committee
> 45th & Kickapoo (new construction preparation)
> Liberty Academy (severe weather readiness
> Communication Manager at Station #3
Permits and On-Site Inspections
> Open Burn Permits: 1314 E. Edwards, 32 Bella Vista, 1002 S. Beard, and 2 Post Office Lane
* Training
> Shift Training: Fire Strategy and Tactics
> Probationary Fire Fighter three (3) month skills evaluation
> Continuation Training seven (7) Probationary Fire Fighters
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EMERGENCY MANAGEMENT/Don Lynch, Director
* Communications Technician
> Conducted weekly EOC radio tests
> Repaired County Fire VHF repeater
> Continued with programming of Outdoor Warning Devices
* Emergency Management Technician
> Enrolled in OK-First Assistants training course
> Made corrections to draft public shelter contract
> Entered 2 new personal storm shelters into registry
* Emergency Management Director
> Participated in monthly FEMA Region VI Regional Emergency Communications Working Group Conference call on Thursday
> Participated in bi-weekly OKWIN Governance Board Conference call on Friday
> Worked on draft contract language, occupant emergency plan book revisions, and revised severe weather operations procedures
* Current Projects (no change on projects this week)
> Telephone System Replacement
Process of coordinating contract with vendor under way; working on list of equipment needed
> Narrowbanding
Fire Stations # 2 and 3 control stations are awaiting installation/reprogramming from Total Radio
800 MHz radio connection to EOC console awaiting interface cables from Motorola
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: 148 / Total Citations: 99 / Handwritten Citations: 53 / E-Citations: 46 (46.6%)
> Arrests: 40
> Joint OK Bureau of Narcotics and Shawnee PD human trafficking sting operation
* Dispatch
> Managed 1579 calls for service (Police/Fire/EMS)
* COPs Grant Program
> Mall patrol
> DA Special assignment and follow up with ADA on upcoming trail
> Meeting on Safety Corridor
> Assist w/ warrant service and follow up 4 arrests
> OBN prostitution sting
> Investigate drug cases
> Assist DEA & DTF with controlled purchase
> Conducted controlled drug buy operation
* Evidence
> Number of evidence items brought in: 12 Number of evidence items released: 5
* CID
> 41 Cases Forwarded to CID for Review
> 3 Felony Cases Assigned
> 3 Felony Cases Cleared
> $1,125.92 Total Property Recovered
> Working one child pornography digital forensic case for Seminole PD
* 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
* Animal Control
>Calls Responded: 96 >Animals reclaimed: 4 >Animals adopted: 3
* 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