Staff Activity Report for February 24 - March 2, 2013

ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
* Bike Routes Plan Map
> City Commission approved the Bike Routes Map at their March 4, 2013 City Commission meeting which will enable staff to begin preparing a proposed signage project and putting projected costs for budgeting purposes for this upcoming FY 2013-2014.
* 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). Work on the project is underway with relocation of the waterline. Contractor has laid line from the Spur to Independence, and has been preparing a roadbase on the east side of street for temporary asphalt paving placement that will need to be installed, then the two lanes on the west side will be shut down as removal and construction takes place there from the Spur to Independence. Project is scheduled to be completed by May of 2014
* 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 52% 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 60% complete.
* Bell Street Streetscape Project (from Farrall to 7th Street)
> Project was awarded to All Roads Paving ($98,500) and work has begun on sidewalk installation beginning at Farrall Street and working north along Bell. Project is approximately 15% complete. Work will also include an enhanced crosswalk at Farrall with in-paving strobe lighting. Upon completion of project, OG&E will install decorative street lighting along the east side of Bell Street from 7th to Farrall at a cost to the City of Shawnee of $30,050.20.
* City Hall Parking Lot Improvements
> City Commissioners authorized staff to advertise the project for bids. Bid Opening is scheduled for the April 1, 2013 City Commission meeting. Estimated cost of project is at $210,573 and will be taken out of the 302 Street Fund. City is in process of having underground storage tank (UST) removed which started on Thursday, March 8th and is expected to be completed within two weeks.
* 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.
* Rehab Concrete Streets Project (FY11-12) (no change on project this week)
> 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
Traffic Control Division
> Replaced stop signs and stop ahead signs on 45th St
> Set up and recovered work zone for Utility Department on Federal (Minnesota - Tucker)
> Set up work zone for Utility Department on Federal (Pottenger - Kickapoo)
> Set up and recovered work zone for Utility Department on Draper (Main - Walnut)
> Set up and recovered work zone for Utility Department on McKinley (Highland - Ada)
> Set up work zone for Utility Department on Broadway (Cammack - Emmett)
> Checked intakes in sector 3
> Put together signs for Parks Department
> Assisted Street Department with snow removal
> Checked type I barricades that came in from the field
Street Department
> Repaired two water cuts: Dewey west of 177 (9x12) and Broadway & Highland (7x8)
> Repaired a road buckle at 1212 E. 11th (27x31) 50% complete
> Uncovered intake at 1021 E. 10th. Homeowner had covered grate with concrete in his driveway
> Patch truck ran 3 days and the sweeper truck ran 2 days
> Hauled 10 loads of rock to North Walker and bladed.
> Roads bladed: Westech, Wolverine, Ingram Road, and Post office Lane
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UTILITY DEPARTMENT/Steve Nelms, Interim Director
* Water Treatment Plant (Staff of 10)
> Average production: *MGD - 3.583 Last week: *MGD - 3.666
> Pumped 231,931,000 MG to date compared to 188,894,000 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 - 1.644 **BOD - 16 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 - 1.604 **BOD - 4.1 mg/l ***TSS - 6.8 mg/l
> 181,500 gallons of bio-solids have were 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 - 144, Main Breaks - 1, Leak Checks - 30, Reset Water Meters - 20, Cut-offs Replaced - 4, and Water/Sewer Line Locates - 146
> Worked Shop Tickets
* Valve Maintenance (staff of 3)
> Located/performed serviceability check on valves at 17 locations throughout the city
> Installed Inserta Valve at one (1) location
* Wastewater Collection (Staff of 7)
> Sewer lines flushed - 27,375 ft. Flushed (year to date) - 136,852
> Total Service Calls - 51, Sewer Lines Checked - 29, Lift Stations Checked - 19, and Emergency Sewer Calls - 12
> Indentified a collapsed sewer line at 606 N. Pesotum, will do a point repair next week
> 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. Construction started Wednesday, February 27, 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. The Water Hydraulic Model will be completed by the end of this month. SRB has started work on the Wastewater Hydraulic Model
> Water Line Replacement Project Midland Street (no change on project this week)
This week Jordan Contractors completed installing the 12" water line and the 6" water line. The overall project is 90% complete
> Kimberly Sewer Lift Station Rehab (no change on project this week)
Jordon Contractors was awarded the bid on February 4, 2013
> 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 prepared reports for the Planning Commission regular meeting
> The Action Center has 96 active cases; 46 of those involving suspected dilapidated structures
> The Building Division issued seven new single-family home permits in February
> Staff continues work on longer-range efforts including:
&#9702;Implementation of the 2007 Wayfinding Study; and
&#9702;Work on Shawnee Development Regulations
* Shawnee Urban Renewal
> Processed applications for assistance
* Current Projects (no change on any of the projects this week)
> Façade Grant Program
Staff collected submitted application for Round 2 of the Façade Grant process.
> Land Development Code
Staff continues work on revising the City's development regulations.
> 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 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
> Pulled well at Dockery Ball Park and checked out existing well at dead end of Patterson Road
> Preparing equipment for herbicide spraying
> Performing repairs in several city buildings (lights, ceiling tile, wall repair, etc)
> Performing various repairs and graffiti removal in several city parks and buildings
* Cemetery Division (staff of 4)
> No burials last week
> Leveling markers
> Herbicide spraying when weather permits
* Central Garage (Staff of 6)
> 34 units in last week with 44 total repairs
> Two mechanics will attend a refresher class for the TYMCO street sweeper
* Current Projects (no change on any of the projects this week)
> 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
This event will take place on April 20, 2013 in Woodland Memorial Veterans Park from noon to 4:00 pm.
AIRPORT/Rex Hennen, Assistant Airport Manager
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* Youth Aviation Adventure - Cancelled for 2013
* Airport Advisory Board
> Regular monthly meeting was held on February 20, 2013
* Runway Rehabilitation Project
> Construction substantially complete; full runway open
> FAA requested minor wiring modifications to MALSR lights; this has been completed
* 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
* Fuel Sales
> Sales are steadily increasing
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CITY CLERK'S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
* City Clerk
> Preparation of 3/4/13 City Commission and Authorities agenda
> Attended Community Service Contract Review meeting 2/26/13
> M & O budget preparation
> Filed three public nuisance liens with Pottawatomie County Clerk
> Filed two lien certifications with Pottawatomie County Treasurer.
> Normal routine duties including tort claims, insurance on vehicles and property
* Utility Billing/Customer Service
> Zone 2 billing (2/25/13)
> Zone 3 cut-off for non-payment of bills (2/27/13)
> M & O budget preparation
> Collection efforts by staff on delinquent water bills during the month of February resulted in $9,838.77 additional revenue
> Kiosk revenues for the month of February: 217 users; $18,557.30 collected
> Routine customer service/billing transactions and issues
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FINANCE DEPARTMENT/Cynthia Sementelli, Finance
> Attend Police Union and Fire Union Negotiations
> Attended Contract Review Meeting
> Meeting with Commissioners on Tuesday and Wednesday
> Worked with auditors on single audit
> Worked on Budget
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INFORMATION SYSTEMS/Steve Nolen, Chief Information Officer
> Replacement desktop at Fire Station #2
> Review of Court Remodeling Plans
> Continued desktop system refreshment / replacement builds
> Budget reviews / plans / assessments for current and next Fiscal Year
> Updated Net Motion to newest version
> Employee Insurance committee meeting
> Review / temporary resolution to Ch30 audio issues - Allegiance to resolve fiber issues
> Review ProQA / Global CAD integration / options / pricing
> Approved / updated various MS patches via WSUS
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EXPOSITION CENTER/Mike Jackson, Operations Manager
> February 28, Crosstimbers Banquet, Conference Center
> March 1-3, Almost Ready to Cruise Car Show/Swap Meet, Fred Humphrey Pavilion
> March 2-3, Showrite Feeds Barrow Battle, Otto Krausse Building
> Meet with National Llama Show personnel to discuss booking for National Show to be held at the Expo Center; in October 2013 show is previously being held in Lincoln, Nebraska
* 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 92 emergency calls: Breakdown of calls: Fires - 1, Good Intent Calls - 12,
Rescue/EMS - 68, Service Calls - 5, False Alarms - 4, and Hazardous Conditions - 4
* Prevention
New Construction Inspections
> Shawnee Memory Care, 1723 Airport Road (fire alarm system)
Requested/Administrative Inspection
> South Central Industries Group Homes, 301 and 314 W. 9th
> Focus Mental Health, 1127 N. Kickapoo
> Project Heart, 400 N. Bell
Follow-up Inspection
> Elaine Ellis Daycare, 1916 N. Pennsylvania
> St. Anthony's Physicians, 3315 Keithly
* Training
> EMT refresher at Station 3
> CPR Instructor at Gordon Cooper Technology Center
> EMS Jane-Narcotic Abuse
> Continuation Training for seven (7) Probationary Fire Fighters
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EMERGENCY MANAGEMENT/Don Lynch, Director
* Current Projects (no change on projects this week)
> Telephone System Replacement
Purchase order processed
> 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: 136 / Total Citations: 92 / Handwritten Citations: 61 / E-Citations: 31 (33.70%)
> Arrests: 22
> Stabbing call - suspect in custody
> Convicted felon shot out vehicle window with sawed off shotgun at domestic incident - suspect in custody
> Convicted felon firing off firearm in street (domestic situation) Suspect tried to flee police officers - K-9 took suspect down / suspect in custody
> Had to transport EOD to Lawton OK facility
* Dispatch
> Managed 1606 calls for service (Police/Fire/EMS)
* COPs Grant Program
> Met with OBN Agent
> Reviewed evidence and reports for court cases and investigated Drug Cases
> Conducted stationary surveillance on suspected drug houses
> Follow up on reported suspicious activity
> Meeting shift commander, PCSO, Mall patrol, Day shift, Rx Misuse Sub-Committee
> District Court on several cases
> Conducted Face book Surveillance
* CID
> One Detective away on military leave for three weeks
> 33 Cases Forwarded to CID for Review
> 5 Felony Cases Assigned / 2 Other Cases Assigned
> 11 Felony Cases Cleared / 1 Other Case Cleared
> 4 Felony's Filed through DA's Office
> $100.00 Total Property Recovered
* 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: 29 > Number of evidence items released: 7
* Animal Control
>Calls Responded: 116 >Animals Impounded: 32 >Animals reclaimed: 2 >Animals adopted: 4
* 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