Staff Activity Report for May 26 -June 1, 2013

EMERGENCY MANAGEMENT/Don Lynch, Director
> Staff continued with disaster recovery operations
> Participated on team conducting preliminary structural damage assessment.
> Met with FEMA/State officials for Public Assistance Applicants Briefing
> Received and processed 35 storm shelter registrations
> Participated in the Public Assistance Preliminary Damage Assessment
> Began working with City department to gather data about equipment, personnel, and supplies used in the response/recovery effort.
> Received 3 tents donated by Alaska Shelters for use in storing donated goods. Coordinated with manufacture to set up tents at Gordon Cooper Technology Center
> Answered numerous telephone calls from people wanting to donate items to disaster relief.
> Toured the damage area with videographer for City Connect program on Monday afternoon.
> Coordinated with American Red Cross, the Salvation Army, and Oklahoma Baptist Convention
> Disaster Relief, FEMA, and other organizations on recovery activities.
> Met with Federal and State Coordinating Officers for the disaster to review impact of event and recovery activities needed.
> Meetings with City, County, State, and Federal officials on debris management activities
> Attended FEMA/State Kickoff meeting for Public Assistance
> Began development of Debris Removal Bid Specifications
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ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
(No project updates submitted this week)
* Kickapoo Street Widening Project
> ODOT awarded this 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 proceeding with installation of new, larger water main(s) that will be located from outside of the street paving instead of under the paving as where the existing lines are located. Water line replacement has proceeded from the Spur to north of Wall Street thus far. The existing traffic signals have been taken down from the intersections of Kickapoo & the Spur and Kickapoo & Independence, and temporary signals on span wire have been erected as the Contractor is readying the section from the Spur to Independence to be able to start actual roadway construction in that area. Project is scheduled to be completed by May of 2014
* Airport Trails Project
> Project awarded to Bishop Paving in the amount of $633,409.90. The Contractor is working on the concrete replacement for driveways and ramps along the section of the track that is adjacent to Airport Drive. Anticipate construction being completed by June 2013.
* Rehab Concrete Streets Project (FY11-12)
> Project awarded to All Roads in the amount of $387,409.00. Work on Independence was halted on May 3, 2013, because the only sections remaining to be removed and replaced are right in front of Sequoyah Schools drives. We will wait until school is out on May 17, 2013 to have the Contractor (All Roads Paving) back onsite to have the sections of paving repaired that would result in blocking the schools driveways that they use to drop off and pick up the school children.
* Federal Street Bridge Repair Project
> Project awarded to PbX Corporation in the amount of $685,565. All the utilities, ie, water, ONG, and OG&E have moved their facilities from underneath the bridge deck and construction work could be started, however, we are still waiting on the BNSF to give approvals to PbX Corp to proceed. The bridge being over the railroads right-of-way gives them jurisdiction over construction and we are in need of their approval before proceeding. Contact was made with the BNSF this week and although Contractor and BNSF have executed an Agreement, the railroad (BNSF) is still holding up construction start date until their Demolition Division has approved the Contractors method of operations. Start date has now been pushed back till at least May 28, 2013.
* Bell Street Streetscape Project (from Farrall to 7th Street)
> Project awarded to All Roads Paving in the amount of $98,500. Project is approximately 95% completed. The project also includes an enhanced crosswalk at Farrall with in-paving strobe lighting, and that is scheduled to be installed within the next two weeks. OG&E will install decorative lighting along the east side of Bell Street upon completion of the sidewalk project, and OG&E is tentatively scheduled to begin their lighting installation in four weeks.
* ADA Sidewalk and Ramps Project
> Project awarded to All-Roads Paving in the amount of $127,337.75. We are targeting ramps at the intersections along 10th Street from Harrison to Bell Street. Contractor has started work at the intersection of Tucker & 10th Street, and work is in progress.
* City Hall Parking Lot Improvements
> Project awarded to All Roads Paving in the amount of $195,235.40. Project consists of constructing a new 73 space concrete parking lot and milling/overlay the existing asphalt City Hall parking lot and alley. 90 calendar days are allotted to the project by contract, but a start date has not yet been determined. A Pre-work meeting was held and a Notice to Proceed for this project has been issued effective June 3, 2013. Contractor will start construction the week of June 3rd.
* 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 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 have full funding for the project. A landscape architect will be employed to finalize irrigation and landscape plans, and the City may be able to advertise this project sometime Fall 2013.
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UTILITY DEPARTMENT/Steve Nelms, Interim Director
* Water Treatment Plant (Staff of 10)
> Average production: *MGD - 3.996 Last week: *MGD - 3.941
> Pumped 586,335,000 MG to date compared to 577,245,000 MG for same period last year
> Performed routine plant maintenance
> Performed routine water testing
*MGD: Million Gallons Daily
* Southside Wastewater Treatment Plant (Staff of 7)
> Flows averaged: *MGD - 1.784 **BOD - 10 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 - 1.966 **BOD - 2.7 mg/l ***TSS - 4.5 mg/l
> Hauled 374,000 gallons of bio-solids were hauled for the month of May
> 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 - 115, Main Breaks - 0, Leak Checks - 36, Cut-offs Replaced - 5, Reset Water Meters - 28, and Water/Sewer Line Locates - 167
> Repaired two service lines
> Worked Shop Tickets
* PCDA
> Leak Checks - 5, Total Tickets - 5, and Water Line Locates - 22
> Total Miles: 92
> Total Man Hours: 407
* Valve Maintenance (staff of 3)
> Located/performed serviceability check on valves at 7 different locations
> Repaired existing valves at the following locations: 901 N. Kickapoo and on Bell Street on the east side of Shawnee Milling
> Replaced an existing valve at Broadway & Ayre
* Wastewater Collection (Staff of 7)
> Sewer lines flushed - 17,375 ft. Flushed (year to date) - 393,777 ft.
> Total Service Calls - 42, Sewer Lines Checked - 32, Lift Stations Checked - 16, and Emergency Sewer Calls - 2
> 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. Contractors have completed laying the sewer line and stubbing up all services. Sink holes have occurred around the service clean outs. Contractor will go back and fix when weather permits.
> Kimberly Sewer Lift Station Rehab (no change on project)
Jordon Contractors was awarded the bid. Contractor is waiting on other utilities to be relocated. ONG is scheduling relocation of gas lines; OG&E has lowered all their lines; waiting on cable lines to be moved.
> Sanitary Sewer Rehab Project (Pipe Bursting) (no change on project)
Budgeted project amount is $1,000,000.00. Project awarded to Jordon Contractors. Contractors are reviewing the sewer line list and are videoing lines to find service on the first 5 lines on the list. Review of manholes to be replaced will be done on a line by line basis.
> Utility System Master Plan (no change on project)
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.
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PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
* Planning
> Staff prepared materials for the City Commission meeting.
> Staff completed reports for the Planning Commission June meeting.
> Staff approved five new home permits in the month of May.
> Staff met with applicants and discussed pending and future projects.
> The Action Center continues to have an unusually high call volume with lots of complaints concerning tall grass and weeds.
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PARKS/CEMETERY/EQUIPMENT SERVICES/James Bryce, Director of Operations
* Parks Maintenance Division (Staff of 8)
> Cleaning up tornado damage at the Lake; dock repair to start soon
> Set a Horse at Joe Cooper Ford
> Daily cleanup route on Main Street and in city parks
> Mowing in City Parks and at the Lake
> Performing Park inspections
> Set storage building at the Public Works Facility
* Cemetery Division (staff of 4)
> One (1) burial last week
> Cleaning up tree debris
> Filling in burial sites that have settled due to the recent rainfall
> Leveling markers
* Central Garage (Staff of 6)
> 33 units in last week with 21 total repairs
> EVT School and testing
* Shawnee Twin Lakes
> Lake #1 and Isaac Walton Park are closed due to tornado damage. No date at this time as to when they will re-open. Lake #2 will remain open for fishing only and Glen Collins Park will remain open.
> The courtesy boat dock was up righted and temporarily repaired until new parts can be purchased.
> The floating fishing dock will take some time to repair and will not be usable for some time.
> The old courtesy boat dock has been removed and will not be reused.
> We hope to be able to get out on the Lake and make sure that all is safe. Even though the lake is closed, people are still going around the barricades to unload boats and swimming in areas that are not designated for swimming.
* Wes Watkins Reservoir
> Water levels rose 5.5 ft.
> Cleaning up debris from the storm damage
* Current Projects (no change on any of the projects this week)
> Municipal Swimming Pool
Project is on the June 3, 2013 Commission Agenda
> Glory Daze Games and Fireworks
This event is set for June 29, 2013 at the Expo Center from 3:00 pm till the fireworks show is complete. $40,000.00 dollars has been raised for this event.
> Municipal Court Offices
Looking at bids this week and will select a contractor.
> Auditorium Exterior Restoration and Window Replacement
Bid opening is on the June 3, 2013 Commission Meeting
> City Hall ADA Restroom Project
We will bid project in July 2013
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AIRPORT/Rex Hennen, Assistant Airport Manager
* Fuel Sales
> May 2013 fuel sales were considerably higher than May 2012 due to more favorable weather conditions overall. Fuel sales continue to steadily increase:
&#9642;May 2012 = Avgas 1,630.51 Gallons; Jet A 631.00 Gallons
&#9642;May 2013 = Avgas 2,598.34 Gallons; Jet A 2,613.38 Gallons
* Foreign Trade Zone Application (approved)
> Working 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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EXPOSITION CENTER/Mike Jackson, Operations Manager
* Events: May 19-25, 2013
> May 30-31, 4H Camp, Conference Center, Upstairs
> June 1, Wedding Reception, Conference Center
> Excel Auction, Otto Krausse Building Section D
> June 1-2, Oklahoma Quarter Horse Foundation Show, Fred Humphrey Pavilion
* IFYR totals as of May 31, 2013
> Contestants Entries - 731 >Event Entries - 1,307 >States - 28
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HUMAN RESOURCES/Tammy Johnson, Director
> Processing evaluations/PAA's for status changes of employees
> Processing insurance status changes/retirements/resignations
> Updating and maintaining employee records for insurance
> Processing monthly reports for workman's comp
> Processing new employee's insurance/retirement/new hire paperwork
> Conducting interviews for open positions.
> Processing open enrollment paperwork for yearly insurance enrollment.
> Other routine HR duties
> Review & attend WC case proceedings.
> Observe crews in the field for safe work procedures.
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CITY CLERK'S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
* City Clerk
> Preparation of minutes for City Commission and Authorities for 5/28/13 continued meetings from May 20, 2013
> Worked with insurance company regarding tornado damage to city owned equipment, vehicles, and structure.
> Preparation of June 3, 2013 City Commission and Authorities agendas
> 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 3 cut-off for non-payment (5/29/13)
> Zone 3 billing (5/28/13)
> 203 total number of customers using kiosks for May, 2013
> $16,860.38 total amount received in kiosks payments for May, 2013
> 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
> Reviewed / Resolved ISA / VPN Issues after finding Microsoft patch issues
> Reviewed / resolved data store server performance issues
> Moved all old IT equipment from POD into IT storage building
> Contacted Vendors for quotes and order info for tablets, cables and billing issues
> Various printer support and supplies
> Finalized 05/19 Tornado mapping and assessment data
> Update network storage permissions for Police / CID
> Setup temp account to Emergency Management Temp PIO
> Reset various end user passwords; assist with basic log in processes
> Continued work on police mobile system deployments
> Prepared for ProQA CAD installation
> Query Brazos vendor for Global records integration solution process
> Finalization of Sonicwall remote router VPN / Wireless configurations
> Airport WiFi replacement solution research and reviews
> Broadcast / produce live Commission meeting
> Channel 30 schedule updates and maintenance
> Misc administrative / AP / Credit card reconciliations completed
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FIRE DEPARTMENT/David Short, Chief
* Fire Chief
Red Cedar Project
&#9642; Due to tornado and storms, have been limited on time spent with cedar issue
&#9642; Contacted companies concerning equipment, labor cost and availability
* Suppression
> Responded to 127 emergency calls: Breakdown of calls: Fires - 9, Good Intent Calls - 13,
Rescue/EMS - 79, Service Calls - 4, Hazardous Conditions - 15, False Alarms - 6, and Special Incidents: - 1
* Fire Prevention
Plan Reviews
> New Church at Harrison & Westech
> Boom-A-Rang Diner, 400 W. MacArthur (hood system)
New Construction
> Round House, 1 American Way (new addition)
Requested / Administrative Inspections
> Project Safe's Safe House
> Stay and Play #2, 30 Ken Del
Investigations
> 826 W. Benedict (structure fire)
Consultations / Meetings
> Proposed new church at I-40 and Westech
> New restaurant, 2033 N. Kickapoo
Permits and On-Site Inspections
> Burn Permits issued: 6
> Boom-A-Rang Diner, 400 W. MacArthur (hood system)
* Training
> EMS Jane (CHF vs. COPD)
> Tour of the Shawnee Memory Care facility (all shifts)
> Continuation Training for seven (7) Probationary Fire Fighters
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POLICE DEPARTMENT/Russ Frantz, Chief
* Police
> Reports: 162 / Total Citations: 103 / Handwritten Citations: 22 / E-Citations: 81 (78.64%)
> Arrests: 27
> Attended retired Officer Funeral
> Click-it or Ticket Operation
> Follow up on Sandy Rea 1984 missing person case
> Friday night storms
* Dispatch
> Managed 2010 calls for service (Police/Fire/EMS)
* CID
> 22 Cases Forwarded to CID for Review
> 7 Felony Cases Assigned / 1 Other Case Assigned
> 8 Felony Cases Cleared
> $900.00 Total Property Recovered
> 6 Felony Cases Filed through the DA's Office
> 13 Assists with Patrol and Other Agencies
> Running 7 Cell Phone Forensic Cases for Tecumseh Police Department
> Running 1 Cell Phone Forensic Case for Shawnee Police Department
* Staff
> Police Officers - 59 / 3 open positions / 1 in FTO Training / 1 at FBI Academy / 1 deployed on Military / 53 available
> Dispatch positions - 13 / 11 available for service / 2 in training status / 2 open position
> Animal Control Positions - 4 / 4 available for service
* COP's Grant Program
> Conducted face book surveillance
> Assisted day shift and evening shift
> Planned internet sting
> Prostitution sting
> Click - it or ticket operation
> Picked up new lake patrol boat
> Conducted surveillance on known drug houses
> Investigate drug cases
> Assist with audit sight check for evidence
> Search for Fugitive felon, arrest-1 Felony Warrant
> Detail for retired officer funeral
> Investigate possible disaster relief scammers
> Assisted OBN in serving High Risk narcotics search warrant, Dist. #18 Drug Task Force reference joint case
* Accreditation/Lt. King, Accreditation Manager
> Conducted Basic Supervision and Supervisor Liability Courses for CLEET in Ada on May 30 & 31, 2013
> Developing crime prevention presentation (fraud) for community groups; first presentation scheduled with the Lions Club for June 6th.
> Working on new hire orientation program and an officer handbook
* Evidence
> Number of evidence items brought in: 19 > Number of evidence items released: 3
* Animal Control
> Calls Responded: 28 >Animals Impounded: 14 >Animals reclaimed: 1 >Animals adopted: 0