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Staff Activity Report for March 25 - 31, 2012

Engineering Department:
* Kickapoo Street Widening Project (from MacArthur Street to Kickapoo Spur)
> Met with ODOT officials and EST on March 13, 2012 to go over corrections/revisions to final set of Kickapoo Paving Plans. EST still needs to complete the final drawings and plans for the project, and needs to get survey information to ODOT Right-of-Way Division by Friday, March 16. If ODOT R/W receives that information then they said they could be completed with their review in 3 weeks to get comments back to the City for any corrections that may be necessary. It may still take EST 8-9 more weeks to finalize the construction plans. The City has caused all utility relocations to be completed, and has acquired all right-of-way and easements that ODOT had previously said the City needed to acquire. Notification was given to ODOT in October that the utilities were cleared for the project, and in December ODOT was notified that the City has acquired (or right of entry) on the last remaining r/w parcel. ODOT has indicated that efforts are still proceeding towards letting the project in June 2012.
* Beard Street Widening Project (from Farrall to the Canadian River Bridge)
> Project was awarded to All Roads Paving in the amount of $367,732. Traffic Signals Inc. has now completed installation of the traffic loops for signal operation, and all punch list items have been corrected.
* Harrison Street Median Landscaping Project (Median just south of I-40 and north of Gordon Cooper Vo-Tech entrance)
> Concrete removed and installation of raised stamped concrete border, backfilled with suitable soil and then landscaped with a variety of bushes and ornamental plantings. No bid letting schedule has been determined yet.
* Safe Routes to School Sidewalk Project (from Shawnee Middle School, north along Union Street to Chapel Ridge Apts.)
> Project awarded to Parathon Construction in the amount of $87,352.50. Project is 100% complete. ODOT’s final field inspection passed and the city is in the process of preparing close-out documentation for submittal to ODOT.
* Bryan & Independence Intersection Traffic Signal Project
> Surveying and field data acquisition has been completed and plan preparation is underway. Anticipate being able to let project for bids May-June of 2012.
* Expo Parking Lot Improvements
> Project was awarded to CGC, LLC in the amount of $1,696,850.00. Project began Monday January 16th with removal operations being started. Contractor has completed water line and sanitary sewer installation for east parking lot(s), and will begin curb & gutter installation by March 2, 2012. Work is being coordinated with OG&E and Shawnee Lighting on their electrical and lighting installations. Project is approximately 40% completed, and is scheduled as a 150 day calendar day project, with completion by end of May, barring any substantial and prolonged weather delays, the project should be completed well before the July rodeo events scheduled. City Commission at their April 2, 2012 meeting authorized staff to proceed with formalizing a Change Order for landscaping and irrigation system, approximate cost of landscaping and irrigation is at $136,000.
* Lake Road Bridge Repair Project
> Project was awarded to PbX Corporation in the amount of $630,316.30. Project began January 31, 2012. Contractor has completed work on the eastbound lane of the bridge and has moved traffic over onto the newly completed overlay. Contractor will now be working on the westbound lane. Single lane traffic will still be maintained, and the travelling public is encouraged to obey the mobil traffic signal system when crossing the Lake Road Bridge.
* Gordon Cooper Bridge (southbound lanes)
> Proposed bridge deck repair project under review. At the March 19, 2012 City Commission meeting, an agreement was made with CPN for funding participation not to exceed $625,000.
* Traffic Control
> Ran street sweeper in central business district
> Set up work zone for Street Department on Harrison and the Engineering Department on S. Beard
> Replaced signal lamp for westbound left turn red at Pottenger & Kickapoo Spur
> Replaced street markers for Industrial Way & Kickapoo, Kuhlbyrd & Kickapoo, and Hazel Del & Kickapoo
> Installed turn signs on Coker Rd, weight limit signs on Garretts Lake Rd, and replaced speed limit signs on N. Kickapoo
* Street Department
> Completed tinhorn replacement at 2601Park/80ft. of 12 in. pipe
> Finished grinding asphalt at Beard & Main (Approx. 50 ft long)
> Patch truck ran 4 days
> Cleaned out tinhorns at 1331 N. Pennsylvania
> Grinded north side of Midland (approx. 50ft long)
> Concrete repair on Beard Bridge (3x6)
> Put in a 2 1/2 ft shoulder on east and west ends on south side of Lake Bridge (280x2)
> Repaired concrete panels at the intersection of Harrison & Dunloup (35 x 33) 70% complete
> Repaired edge of roadway east of Buford Whites on Tucker east side of road
> Repaired water-cut at 1342 E. Ada
> Saw-cut curb and gutterline for driveways on Beard
> Graded alley at 418 W. Ridgewood (Ridgewood to Wallace)
> Bladed and put 3 loads of rock each on Post Office Lane and Clear Pond (south)

* Water Treatment Plant (Staff of 10)
> Average production: *MGD - 3.808 Last week: *MGD - 3.814
> Pumped 287,545,000 MG to date compared to 287,380,000 MG for same period last year
> Performed routine plant maintenance
> Standard Masonry continues to repair earthquake damage
*MGD: Million Gallons Daily
* Southside Wastewater Treatment Plant (Staff of 7)
> Flows averaged: *MGD - 2.172 **BOD - 12 mg/l ***TSS - No test ran this week
> Performed regular maintenance 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 - 1.264 **BOD - 3.2 mg/l ***TSS - 4.6
> Hauled 234,000 gallons of bio-solids for March
> Performed regular maintenance on the plant and mowed
*MGD: Million Gallons Daily **BOD: Biochemical Oxygen Demand ***TSS: Total Suspended Solids
* Water Distribution (Staff of 11)
> Service Calls - 88, Water/Sewer Line Locates - 44, Leak Checks - 20, Cut-offs Replaced - 5,
Main Breaks Repaired - 3, and Reset Water Meters - 6
> Doing clean-up and placing top soil where needed following main break repairs
> Repaired a leak on a 2” service line at the Expo
* Wastewater Collection (Staff of 7)
> Sewer lines flushed - 15,955 ft. Flushed (year to date) - 249,830 ft.
> Total Service Calls - 48, Sewer Lines Checked - 25, Emergency Sewer Calls - 10, and Lift
Stations Checked - 14
> Worked the flusher list, maintenance on Lift Stations, and manhole rehab
* Construction Inspector
> All Bac-T samples have been taken at the Expo. The City tests have passed and we are waiting
on results from DEQ
> Pipe-bursted 500 feet of 8” sewer line in the alley south of Pulaski between Broadway and
Beard and replaced 14 services
> We did a camera inspection of the sewer line in the 800 block of Tucker due to customer
complaints. Because of our findings from the camera inspection, Tri-Star will begin pipe
bursting this sewer line

* Planning
> Staff prepared reports for the Planning Commission agenda.
> Staff reviewed permits and applications for various land use actions.
> Code compliance staff fielded numerous calls for tall grass and weeds.
> Staff met with developers concerning current and future projects.
* Shawnee Urban Renewal Authority
> Staff attended HUD training on rental properties in OKC
> Completing One Year Action Plan for next year’s funding
> Conducted a lead-based paint inspection

PARKS/CEMETERY/EQUIPMENT SERVICES/James Bryce, Director of Operations
* Parks Maintenance Division
> Daily cleanup route on Main Street and in city parks
> Completing Park inspections
> Various repairs and graffiti removal in several city parks and buildings
> Painting and clean-up around lake area
> Turning water on in various city parks
> Mowing and weed eating has begun in all areas
> Herbicide spraying right-of-ways
* Cemetery Division
> One (1) burial last week
> Leveling markers, herbicide spraying, mowing, and weed eating
* Central Garage
> 26 units in last week with 32 total repairs to vehicles and equipment
> Exploring the possible use of CNG vehicles for city fleet
* Current Projects
> Trash Off Day in Shawnee is scheduled for April 21 at Kidspace Park
> Lake #1 fishing dock is closed due to storm damage, no date for reopening. Budget for new
dock in FY 12-13
> Writing specifications for the Floating Fishing Dock on Lake #1
> Working on various projects on Lake #1
> Community Center Fire Suppression System installation to begin soon
> Al & James Building Remodel/Demolition Project: received estimates
> Tennis Courts Resurfacing Project: obtaining bids
> AC repair at City Hall and new AC at Auditorium (Estimates have been received)
> Working on ordinances for recodification

AIRPORT/Rex Hennen, Assistant Airport Manager
* Runway Rehabilitation Project
> FAA Grant: $3, 524,477 and the OAC Grant: $221,006
> Phase I construction underway:
> Complete removal/replacement of east side of the south 1,700 feet of the runway
> Overlay/strengthening of south 3,000 feet of the runway
> Installation of LED runway lights
> Grading of safety areas
* Foreign Trade Zone Application
> Matthew Weaver reports that the application is under final review and approval is imminent.
* Department of Commerce “Oklahoma Certified Site Program - Aerospace Park”
> Application is nearing final completion by SEDF and airport staff.
* 2012 Youth Aviation Adventure – Saturday, April 21, 2012
> Special Guest Instructor – Commander John B. Herrington, the first Native American to fly and
walk in space.
* 2012 Pilots and Pancake Fly-in – Saturday, October 6, 2012
> Planning for larger air show including acrobatic planes
> Planning committee meeting monthly

EXPOSITION CENTER/Mike Jackson, Operations Manager
* Events
> March 25-31, GMC International RV Rally, Conference Center/96 total rig count
> March 31, Excel Auction, Otto Krause Building Section (D)
> March 31 – April 1, Sooner POA Club Horse Show, Fred Humphrey Pavilion
* East Parking Lot Project
> Construction continues on parking lot with curbing and laying asphalt
* 50 Amp Upgrade
> The 500 section and 200 section is complete
> Started on the 100 section running wire and setting pedestals

* City Clerk
> Preparation of 4/2/12 City Commission agenda
> Preliminary preparation of 4/9/12 special called meeting
> Normal routine duties including tort claims, insurance on vehicles and property.
> Budget preparation
* Utility Billing/Customer Service
> Customer Service clerks collected $4,612.73 in past due bills in March
> Zone 2 billing (3/28/12) and Zone 3 cut-off for non-payment (3/28/12)
> Meeting with BancFirst regarding lock box option for mail payments
> One meter reader tested and received Class D Water Certificate
> Continued work on Policy and Procedures Manual for Utility Billing
> Budget preparation

HUMAN RESOURCES/Tammy Johnson, Director
> Processing evaluations/PAA’s for status changes/retirements/resignations
> Processing insurance status changes/retirements/resignations
> Updating/maintaining employee records for insurance
> Processing monthly reports for workman’s comp
> Processing new employee insurance/retirement/new hire paperwork
> Conducting interviews for open positions
> Review and attend WC case proceedings
> Observe crews in the field for safe work procedures
> Processing items for compensation study

FINANCE DEPARTMENT/Cynthia Sementelli, Finance
> Worked on Bank Reconciliations, Budget, and CDBG issues
> Attended meeting in Oklahoma City with City Manager
> Review RFP for new auditing services
> Meet with Banc First concerning lockbox
> Prepared for IUPA Arbitration
> Attended IUPA Arbitration
> Met with Police Chief concerning his budget
> Training within department

INFORMATION SYSTEMS/Steve Nolen, Chief Information Officer
> Resolved utility billing handheld not connecting
> Work on printing issues from Toughbooks with new RDP
> Set up mail account for end user Utility Billing.
> Install Linko FOG software
> Change permission for employee moves and changes
> Investigated printer jams for both CID and Fire/Units will need replacement in near future
> Follow up on WTP cable outage with cable vendor – still not resolved
> Setup Skype for EOC conferencing
> Review of VoIP RFP and discussions

FIRE DEPARTMENT/Dru Tischer, Interim Chief
* Suppression
> Responded to 118 emergency calls: Breakdown of calls: Fires - 3, Rescue/EMS - 82
Service Calls - 3, Good Intent Calls - 23, and False Alarms - 7
* Prevention
Requested/Administrative Inspections
> Avonlea Cottage
> Oklahoma Families First
Permits and On-Site Inspections
> Community Center, 804 S. Park (suppression system)
> Homer Road (open burn)
* Training
> Physical Fitness and Street & Hydrant Review
> Kaplan EMS C.E.U. Training: Abdominal Aortic Aneurysm and Hypothermic Patient
> Kaplan Fire C.E.U. Training: Orientation, Safety, Communications, Fire Officer, and
Hazardous Materials
> Fire Department Connection Operations, Truck Company Operations, Hydrant Maintenance &
Operations, Pre-Fire Planning, and Ground Ladders
> Continuation training three (3) Probationary Fire Fighters
> Fire Fighter Safety: SCBA Emergency, Self Rescue, and RIT Pack Operations

> Worked with planning on address verifications
> Requested meeting with IT to discuss possible solution for INCODE addressing problem
> Reviewed draft RFP for telephone system replacement.
> Attended the 1st meeting of the Employee Health & Wellness group.
> Prepared files to be taken to records center.
> Discussed possible changes to our Local Emergency Planning Committee procedures with the
LEPC Chair. Prepared and sent membership letters to prospects.
> Conducted EOC Radio Tests on Wednesday morning
> Completed and reviewed draft RFP for Telephone System Replacement, sent to management
team for review
> Conducted silent test of Outdoor Warning Devices at Noon on Wednesday
> Researched and prepared materials for updates to City ordinances for Emergency Management,
Oil and Gas and E9-1-1

* Police
> 33 Arrests – 72 reports – 64 Handwritten Citations – 58 E-Citations/E-Citations: 47.54%
> Dispatch handled 1708 calls (Police/Fire/EMS)
> Took a juvenile EOD to facility in Tulsa
* COPS Grant Program
> Citations: 24 / Arrests: 6 / Warrants: 5
> Assisted Dayshift, Evening Shift, US Marshal and DTF on locating and arresting two on Drug
and Gun charges and execution of search warrant
> Assist DA investigation with homicide follow up
> Initiated programs picked up: Reserve program, Drug tip hotline, Crime stoppers, Boy Scout
facilitators for Explorer program
> Patrols: Extra patrol, School Zones Patrol, Mall Patrol, Park Patrol for increased vandalism,
> Planned activities: Boy Scouts, Sentinels, DL checks, Warrant sweeps, Compliance Checks,
Safety Corridor, Assisted patrol
> Community Contacts: Sub Station, DA Office, PCSO & DTF, City Court, MATCS, REOW,
Neighborhood Watches, A-Ok railroad, Tecumseh PD, Pottawatomie County, CPN Police
> 28 Cases forwarded to CID for review
> 7 Felony Cases Assigned / 2 Non-felony Cases Assigned
> 7 Felony Cases Cleared / 2 Non-felony Case Cleared
> 2 Felony Cases Filed through DA’s Office
> 1 Total Arrest Made
> 2 NFN Cased being looked into
> 1 Call Out
* Accreditation
> Lt King has been assigned the accreditation manager and is working the state accreditation
process for the department
* Evidence
> Number of evidence items brought in: 24
> Number of evidence items released: 2
> Number of bicycles taken in: 1
> Amount of drug seizure money taken in: $761.73
> Number of items submitted to the OSBI: 4
> Number of Reports Taken: 3 Number of calls: 3
* Staff
> Police positions-59: 2 open position / 2 not available for Service / 1 away on extended military
service / 3 in Field Training Program
> 12 Dispatch positions /9 available for service / 1 in training / two positions to fill
> 4 Animal Control Positions / 4 available for service
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If you're thinking about starting a construction project?
Be sure to check on the necessary permits and licenses. Call the Code Enforcement Division at 405-878-1666 if you have questions regarding City Building Codes. Zoning issues are handled by the Community Development Division 

Building Permits and Licenses If you’re thinking about starting a construction project, be sure to check on the necessary permits and licenses. You can download a permit application at Building Permits and Licenses or call 405-878-1666 if you have any questions.

Residential or "Garage" Sales require a permit too. The cost is $10.00 for a 2 day permit and you are allowed 3 sales a year. The price includes 3 signs. They can be obtained at 222 N Broadway and you can call 405-878-1616 if you have any questions. Your sale will be Listed Here for free as well.

The City issues numerous other permits and licenses. If in doubt, call the Planning and Building Department at one of the above numbers.

Need to Report Nuisance Property?
You can view and report high grass and weeds, inoperative cars, derelict cars, or vacant buildings, online at the Action Center or call 405-878-1602.

Housing Information
Several assistance programs are available to help ensure that our citizens are able to afford quality housing. The City's CDBG Urban Renewal Office administers loan and grant programs for emergency repairs and home improvement.