Staff Activity Report for March 24 - 30, 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). 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. Work on the track has begun, and Contractor has completed removal of existing track. All CKD base stabilization has been completed and Contractor has begun laying the asphalt track. Overall, project is approximately 75% 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
> 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 80% complete. ODOT has announced that the City of Shawnee was approved for the $400,000 enhancement grant, and with funding from the Downtown TIFF District, 302 Street Fund, and SMA, the City should be in shape to advertise for bids soon.
* Federal Street Bridge Repair Project
> City Commission awarded the project to PbX Corporation in the amount of $685,565. Work is scheduled to begin the middle part of April. ONG has scheduled cutting and capping their line so that it can be removed from the bridge. SMA has completed inserting valves on both ends of their waterline that is attached to the bridge so that that section can be isolated and removed when the bridge deck is removed. AT&T is scheduled to begin removing their conduit/cable from the bridge beginning Monday, April 1, 2013 and taking a week to complete. Thus, it looks like we should be able to meet our start date of April 15, 2013 for the actual bridge rehabilitation construction work.

* 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 85% 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. Bid Opening was on April 1, 2013 and three bids were received ranging in cost from $196,000--235,000. Bids are under review and a recommendation of award will be made at the April 15, 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 approximately 85% complete. The week of Spring Break the Contractor worked on the area between Sequoyah School and Rickey Road. Work continues on Independence Street in that area for the next 3-4 weeks.
Traffic Control Division
> Replaced chevrons on Federal curve
> Replaced stop signs at Main & Bryan, Federal & Minnesota, and Highland & Ione
> Set work zone for Utility Department on Bell (Forrest - 7th)
> Replaced speed limit sign at 548 N Ione and a no parking sign at 517 N Dorothy
> Replaced signal lamp for east bound red at Union & Highland
> Reset loop detector for north bound signals at Airport Dr & MacArthur
> Set up and recovered work zone for Utility Department on Federal (Minnesota - Tucker)
> Repaired guard rail on S. Beard
> Set up and recovered work zone for Utility Department on Oak (Walnut - Oakland)
> Replaced load switch for east bound left turn signal at Independence & Harrison
> Reset the intersection of Independence & Harrison (on flash / conflict)
> Recovered barricades for Street Department at Barnes & Crown Point
> Checked type I barricades that came in from the field and repaired type III barricades
Street Department
> Repaired water-cuts at 1211 Monroe(21x18) and 1218 N. Park (25x16) 75% complete
> Saw-cut water-cuts at 311 W. Kirk, Lindale & Oakland, and 1706 Walnut
> Removed and replaced concrete panels at Crownpoint and Barnes (96x11)
> Hauled 4 loads of rock to Perry Road and graded.
> Hauled 2 loads of rock to the alley behind 411 N. Park and bladed.
> laded the following roads: Nickelson, Wolverine, Pecan Grove, Eckel Road, Hornbeck, Patterson, Acme, Clearpond, Cow Trail, Westech, Lake Rd., and Hart Road
> Ran sweeper 3 1/2 days and ran intakes 1/2 day.
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UTILITY DEPARTMENT/Steve Nelms, Interim Director
* Water Treatment Plant (Staff of 10)
> Average production: *MGD - 3.613 Last week: *MGD - 3.661
> Pumped 336,061,000 MG to date compared to 295,472,000 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 - 1.027 **BOD - 15 mg/l ***TSS - 8.9 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 - 1.173 **BOD - 4.2 mg/l ***TSS - 8.9 mg/l
> 390,500 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 - 50, Main Breaks - 2, Leak Checks - 2, Cut-offs Replaced - 3, and Water/Sewer Line Locates - 59
> Set new water meter at the Shawnee Mall
> Worked Shop Tickets
* Valve Maintenance (staff of 3)
> Located/performed serviceability check on valves at 3 locations throughout the city
> Cut and capped lines at the Federal Bridge Project
* Wastewater Collection (Staff of 7)
> Sewer lines flushed - 16,550 ft. Flushed (year to date) - 219,977
> Total Service Calls - 31, Sewer Lines Checked - 19, Lift Stations Checked - 16, and Emergency Sewer Calls - 13
> 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 completed laying the sewer line and stubbing up all services. This project is about 75% complete.
> Kimberly Sewer Lift Station Rehab (no change on project)
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 April 3, 2013.
> Utility System Master Plan
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 April. SRB has started work on the Wastewater Hydraulic Model. Staff met with SRB on March 22nd for a basis of planning meeting.
> 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 95% complete.
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PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
* Planning
> Staff met with developers and discussed pending and future applications.
> Staff continued work on mid-range planning efforts, including work on the development code revisions and preparation of the wayfinding scope of work.
> Inspections staff reviewed new home permits and conducted numerous inspections.
* Shawnee Urban Renewal Authority
> Completed a home repair project and prepared fiscal funding reports.
> Inspected a rental property owned by the Authority.
* Current Projects
> Downtown Streetscape Project (no change on any of the projects this week)
ODOT awarded the City of Shawnee a $400,000.00 Transportation Enhancement Grant 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.
> 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.
> 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
> Mowing in City Parks has begun
> Beginning to open Park restrooms
> Repairing playground equipment in several city parks
> Herbicide spraying as weather permits
> Performing repairs in several city buildings (lights, ceiling tile, wall repair, etc)
* Cemetery Division (staff of 4)
> 2 burials last week
> Leveling markers
> Herbicide spraying when weather permits
* Central Garage (Staff of 6)
> 30 units in last week with 40 total repairs
> EVT School and testing
* Current Projects
> Tennis Courts at the Shawnee High School
Contractor completed resurfacing 8 tennis courts. The cost of the repairs is split 50/50 with the Shawnee School System.
> Municipal Swimming Pool
Staff and committee met with Waters Edge Aquatic Design on March 20 & 21, 2013. We discussed results of the survey the committee completed; discussed various types of equipment and shapes. We will be taking to the commission and public soon for comments.
> Municipal Court Offices Remodel
Drawings and specifications are complete. We will bid this project soon.
> City Hall ADA Restroom Project (no change on project)
Drawings nearing completion; bid project in July 2013

Current Projects (continued)
> Trash Off (no change on project)
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.
> Auditorium Exterior Restoration and Window Replacement (no change on project)
Specifications are nearing completion; will bid project soon.
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AIRPORT/Rex Hennen, Assistant Airport Manager (no changes on report this week)
* 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
&#9642; March 2012 = Avgas 2,135.14 Gallons; Jet A 2,003.60 Gallons
&#9642; March 2013 = Avgas 2,611.42 Gallons; Jet A 3,232.66 Gallons
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CITY CLERK'S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
* City Clerk
> Preparation of 4/1/13 City Commission and Authorities agenda
> City Clerk and Deputy Clerk attended training provided by Gordon Cooper Vo-Tech
> 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 2 Billing (3/28/13)
> Zone 2 Cut-off (3/27/13)
> Routine customer service/billing, water and sewer transactions and issues involving payment arrangements, cut-offs, past-due collections, and sanitation.
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INFORMATION SYSTEMS/Steve Nolen, Chief Information Officer
> Review Vipre anti-virus solution
> Review backup appliance options
> Research / planning for Police tablet deployments
> Update website with new Police policies
> Online training regarding virtualization
> Installed Knox software for dispatch use
> Installed 3d scene software for CID
> Resolved Fire Station 3 Internet outage
> Pricing / quotes / initiate replacement for:
AFIX System
Police Video Server
Workstation replacements
Engineering Scanner / Plotter parts
> Various end user support for City Attorney, Police Records, etc
> Planned UPS install and Projector install at FS03
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FINANCE DEPARTMENT/Cynthia Sementelli, Finance
> Met with City Manager concerning budget
> Began to prepare narrative
> Worked on Capital Budget, General budget, and small funds
> Worked on Airport paperwork for April meeting
> Prepare for Lion Club presentation
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EXPOSITION CENTER/Mike Jackson, Operations Manager
* Events: March 17-24, 2013
> March 25, City luncheon, Conference Center
> March 26, OG&E meeting, Conference Center
> March 26-27, Exxon Mobil, Conference Center
> March 28, Bison Federal Credit Union Customer Appreciation Dinner, Conference Center
> March 30, Excel Auction, Otto Krausse Building
> NBHA Barrel Racing, Fred Humphrey Pavilion
> Unzner Center, Conference Center
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FIRE DEPARTMENT/David Short, Chief
* Suppression
> Responded to 106 emergency calls: Breakdown of calls: Fires - 7, Good Intent Calls - 14,
Rescue/EMS - 72, Service Calls - 3, False Alarms - 4, and Hazardous Conditions - 6
* Prevention
New Construction Inspection
> OBU new dorms 2nd building/2nd floor sprinkler system
Public Education
> Smoke detector installation/Check at 426 N. Mead
Investigations
> 120 W. Wallace (structure fire)
Consultations/Meetings
> Rose Manor about Fire Watch
Permits and On-Site Inspections
> Open Burn: 5 Creek Drive
* Training
> 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
> Reprogrammed radios for 2 new fire department brush pumpers
> Continued with work on remodel of EOC radio and transmitter rooms
* Emergency Management Technician
> Worked on addressing requests
> Received and logged registrations for upcoming ICS 300& 400 and Spotter Training Courses
> Worked on EOP rewrite materials
> Completed word processing of final changes to City Hall Draft Occupant Emergency Plan

* Emergency Management Director
> Met with Motorola sales and engineering staff on project quotes Tuesday morning
> Conducted Outdoor Warning system test at Noon on Wednesday
> Worked on materials for draft Emergency Operations Plan revision
> Met with salesman from Chickasaw Personal Communications on Wednesday morning
concerning Raytheon interoperable communications equipment and other services provided
> Met with salesman from My Back Office notification system on Wednesday afternoon.
> Prepared final draft corrections of City Hall Occupant Emergency Procedures book
* 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.
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: 145 / Total Citations: 100 / Handwritten Citations: 49 / E-Citations: 51 (51.00%)
> Arrests: 33
> Barricaded suspect in attic - suspect apprehended
> Handgun Licensing class for city employees
* Dispatch
> Managed 1680 calls for service (Police/Fire/EMS)
* 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
* COPs Grant Program
> Tracking School
* Evidence
> Number of evidence items brought in: 80 Number of evidence items released: 16
* CID
> 33 Cases Forwarded to CID for Review
> 8 Felony Cases Assigned / 1 Other Case Assigned
> 7 Felony Cases Cleared / 1 Misdemeanor Case Cleared / 3 Other Cases Cleared
> 4 Felony Cases Filed through the DA's Office
> $800.00 Total Property Recovered
> 7 Assists with Patrol and Other Agencies
* Animal Control
>Calls Responded: 86 >Animals Impounded: 18 >Animals reclaimed: 2 >Animals adopted: 0
* Staff
> Police Officers - 59 / 3 open positions / 1 in FTO Training / 2 on extended leave / 53 available
> Dispatch positions - 13 / 13 available for service / 3 in training status
> Animal Control Positions - 4 / 4 available for service