Staff Activity Report for March 10 - 16, 2013

ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
No changes this week on any of the projects
* 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.
* City Wide Streets Evaluation & Inspection
> 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.

* 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
> 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.
* 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
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UTILITY DEPARTMENT/Steve Nelms, Interim Director
* Water Treatment Plant (Staff of 10)
> Average production: *MGD - 3.561 Last week: *MGD - 3.708
> Pumped 284,106,000 MG to date compared to 241,853,000 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 - 1.171 **BOD - 11 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 - 1.288 **BOD - 6.2 mg/l ***TSS - 6.4 mg/l
> 176,600 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 - 45, Main Breaks - 2, Leak Checks - 10, Reset Water Meters - 9, Cut-offs Replaced - 2, and Water/Sewer Line Locates - 64
> Dug up water main and ran a new service line at 1205 N. Park
> Ran new service line at 1222 N. Park
> Worked Shop Tickets

* Valve Maintenance (staff of 3)
> Located/performed serviceability check on valves at 14 locations throughout the city
> Installed valve at the Federal Bridge Project
* Wastewater Collection (Staff of 7)
> Sewer lines flushed - 17,350 ft. Flushed (year to date) - 156,052
> Total Service Calls - 39, Sewer Lines Checked - 14, Lift Stations Checked - 13, and Emergency Sewer Calls - 6
> 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. Construction began Wednesday, February 27, 2013. Contractors have set a new manhole on Union and have installed 200 ft. of pipe on Severn. This project in s the beginning stages and is about 10% complete.
> Kimberly Sewer Lift Station Rehab
Jordon Contractors was awarded the bid. Estimated start date is March 13, 2013
> Sanitary Sewer Rehab Project (Pipe Bursting)
Budgeted project amount is $1,000,000.00. This project was awarded to Jordon Contractors on March 4, 2013. Estimated start date is March 13, 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. 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
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PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
* Planning
> The City of Shawnee held nuisance abatement hearings and ordered that two additional structures be demolished.
> The City has now condemned 95 structures in less than three years and 84 have already been removed.
> Staff prepared materials and reports for the March 18 City Commission meeting.
> Staff participated in the filming of a "City Connect" segment about pedestrian improvements..
> Staff reviewed complete façade grant applications.
* Shawnee Urban Renewal
> Inspected and placed two projects for bid.
> Previous HOME project was deeded back to SURA. We have a potential buyer awaiting qualification.
> One project is presently under construction.
* 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
> Tilled ball fields
> Stump grinding
> Beginning to open Park restrooms
> Repairs to playground equipment in several city parks
> Four employees went for Herbicide spray tech testing
> Herbicide spraying as weather permits
> Performing repairs in several city buildings (lights, ceiling tile, wall repair, etc)
* Cemetery Division (staff of 4)
> No burials last week
> Leveling markers
> Herbicide spraying when weather permits
* Central Garage (Staff of 6)
> 29 units in last week with 35 total repairs
> Two mechanics will attend a refresher class for the TYMCO street sweeper
* Current Projects
> Tennis Courts at the Shawnee High School
Work has begun on surfacing and crack repair. The cost of the repairs is split 50/50 with the Shawnee School System. Crews are working to complete the courts by the end of Spring Break.
> Municipal Swimming Pool
Waters Edge Aquatic Design will be in town March 20 & 21, 2013. The Pool Committee will be reviewing the results from a survey the committee completed.
> Trash Off
This event will take place on April 20, 2013 in Woodland Memorial Veterans Park from noon to 4:00 pm. We are teaming up with SWAT (Students Working Against Tobacco). SWAT will have some booths set up and will be picking up cigarette butts in the park.
> Municipal Court Offices Remodel (no change on project)
Drawings are complete and the specifications are nearing completion; will bid this project in March.
> City Hall ADA Restroom Project (no change on project)
Drawings nearing completion; bid project in July 2013
> Auditorium Exterior Restoration and Window Replacement (no change on project)
Specifications are nearing completion; will bid project soon.
> City Auction (no change on project)
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.
AIRPORT/Rex Hennen, Assistant Airport Manager
* 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 3/18/13 City Commission and Authorities agendas
> Filed 2 lien certifications with Pottawatomie County Treasurer
> Filed 12 lien releases with Pottawatomie County Clerk.
> Normal routine duties including tort claims, management of archived records, research of records for staff and Commissioners, distribution of payroll, preparation of inbound/outbound mail, and overseeing insurance on vehicles and property owned by the City of Shawnee.
* Utility Billing/Customer Service
> Zone 1 cut-off (3/13/13)
> M & O budget preparation
> Routine customer service/billing, water and sewer transactions and issues involving payment arrangements, cut-offs, past-due collections, and sanitation.
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FINANCE DEPARTMENT/Cynthia Sementelli, Finance
> Attended meeting with Staff to discuss business license
> Met with City Manager concerning budget
> Met with Chief Frantz, Chief Short, and Dru Tischer concerning their department budget
> Worked on Budget
> Prepared for Airport Board Meeting
> Met with Greg Price and City Manager Concerning budget brochure

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EXPOSITION CENTER/Mike Jackson, Operations Manager
> March 11-12, Exxon Mobil, Conference Center, Upstairs
> March 15-17, Silver Spur Barrel Racers, Fred Humphrey Pavilion
> March 16, JR Miss Honors Dance, Otto Krausse Building
* Comfort Station Project
> Patterson & Associates Construction award bid for roof replacement, siding, and gutter on four (4) comfort stations in the amount of $47,019.00
The outside of the comfort stations has been completed with new metal roofs and vinyl side on the eves and new metal soffits and cornish work
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INFORMATION SYSTEMS/Steve Nolen, Chief Information Officer
> Reviewed and debugged email routing / delivery issues from previous week
> Reviewed backups at WTP and SSWTP
> Deployed new system and replaced the printer at Fire Station #3
> Replaced failed Hub at Fire Station #2
> Corrected Outage at Animal Shelter due to someone meddling with connection at Expo
> Installed software at Animal Shelter for new Cameras they purchased
> Resolved Pitney Bowes mail system issue
> Removed and placed retired and excess equipment in Pod storage
> Worked on Budget for equipment
> Worked with Bryce on network elements for Court Remodel
> Assisted Allegiance cable with Fiber repair and testing.
> Updated Car Diagnostic equipment for Garage
> Researched in Window Tablet solutions driven by CDBG
> Video Server research and Quote requests for Police
> Symantec Backups once again error due to daylight saving changes
> Work on Voting system for Commission Chambers
> Continued inbound email issue resolution, DNS, MX, Firewall, configuration checks
> Various basic end user assistance; includes password resets, printer mapping, and file access
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FIRE DEPARTMENT/David Short, Chief
* Suppression
> Responded to 119 emergency calls: Breakdown of calls: Fires - 9, Good Intent Calls - 15,
Rescue/EMS - 83, Service Calls - 5, False Alarms - 6, and Hazardous Conditions - 1
* Prevention
New Construction Inspections
> Shawnee Memory Care, 1723 Airport Road (flow test)
> OBU 3rd Floor sprinkler system
> Cottage Park pressure test
Public Education
> Fire Evacuation Drill at Will Rogers Elementary School
Investigations
> Vehicle fire at Cimarron Apartments
> Structure fire at 1109 N. Louisa
Consultations/Meetings
> Met with Primrose to discuss fire evacuation plan and Knox-box
> Met with Alko-Kober to discuss use and installation location of Knox-box
Permits and On-Site Inspections
> 101 St. Johns Road: open burn site inspection
> Treasured Moments Day Care: Compliance inspection
> Masonic Building: Met with individuals interested in opening a business on the bottom floor
* Training
> Review of 2009 International Fire Code
> EMT refresher
> Continuation Training for seven (7) Probationary Fire Fighters
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EMERGENCY MANAGEMENT/Don Lynch, Director
* Communications Technician
> Performed Weekly EOC Radio Tests on Wednesday morning
> Repaired headlight flasher on 1 police vehicle and repaired 2 radios for the Police Department
> Continued with battery replacement and service checks of outdoor warning devices
> Continued with work on remodel of EOC radio and transmitter rooms
* Emergency Management Technician
> Attended the Tornado Summit in Oklahoma City on Sunday
> Attended the OK-First Assistants Course at Oklahoma Climatological Survey in Norman Monday through Thursday
> Attended the OK-Fire Workshop at Oklahoma Climatological Survey in Norman on Friday.
* Emergency Management Director
> Met with consultant working on Hazard Mitigation Plan, received worksheets for completion, and discussed changes to FEMA requirements
> Met with Motorola and Total Radio sales and engineering staff on Communications Upgrade projects. Reviewed scope of work, potential timeline, and cost estimates.
> Conducted meeting on Spotters, Shelter Monitors, and dispatch staff discussing severe weather operations on Thursday night.
> Worked on materials for draft Emergency Operations Plan revision
> Received 2 storm shelter registrations.
* Current Projects (no change on projects this week)
> Telephone System Replacement
Contract and advanced payment received by vendor; products on order
> 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: 149 / Total Citations: 65 / Handwritten Citations: 27 / E-Citations: 38 (58.46%)
> Arrests: 31
> Large burglary of old Cinderella Motel/Bar - juvenile suspect in custody / arrest warrants sought for other suspects
> Vehicle Pursuit - suspect in custody
> Sexual Assault occurred in Tulsa but victim showed up at local hospital
* Dispatch
> Managed 1676 calls for service (Police/Fire/EMS)
* COPs Grant Program
> Attending CLEET
* CID
> 45 Cases Forwarded to CID for Review
> 8 Felony Cases Assigned / 1 Misdemeanor Case Assigned / 4 Other Cases Assigned
> 6 Felony Cases Cleared / 5 Other Cases Cleared
> $5,350.05 Total Property Recovered
> 2 Call Outs
> 9 Assists with Patrol and Other Agencies
> Worked 3 Cell Phone Forensic Cases for Tecumseh 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
> Meeting with shifts to prepare for accreditation inspection
* Evidence
> Number of evidence items brought in: 36 > Number of evidence items released: 4
* Animal Control
>Calls Responded: 81 >Animals Impounded: 35 >Animals reclaimed: 13 >Animals adopted: 2
* 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