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Staff Activity Report for April 1 - 7, 2012

Engineering Department:
* Kickapoo Street Widening Project (from MacArthur Street to Kickapoo Spur)
> ODOT and EST, Inc., indicate they have completed the Kickapoo design plans and right of way plans. ODOT has scheduled a meeting with City officials on April 27, 2012 to go over in detail what ODOT now says is needed for the road project to move forward. The City had previously acquired all right-of-way parcels based on what ODOT and their previous engineering firm (Clour Engineering) had directed the City to do, but, apparently some of that work was in error, due to closure errors. The City will learn more details when the April 27th meeting is held, but, it appears their may be minor issues with legal descriptions of several of the parcels that will need to be addressed. ODOT has indicated that efforts are still proceeding towards letting the project in June 2012.
* 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. City has had to revise plans at ODOTs direction and will get those returned to ODOT within the next 2 weeks. 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
> Design plans for the signalization of the intersection are approximately 95% complete, and a request to authorize letting the project for bids will occur at the May 7, 2012 City Commission meeting.
Kickapoo & Kulhbird Lane Safety Improvements
> Plans are being prepared that will result in the wall at the referenced intersection being terraced to provide better sight distances at intersection to improve safety. Plans are approximately 80% complete, and request to advertise the project for bids will be sought at the May 7, 2012 City Commission meeting.
* 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 50% 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. Contractor has completed work on the eastbound lane of the bridge and has moved traffic over onto the newly completed overlay. Contractor is now 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. Overall project is approximately 75% complete.
* Gordon Cooper Bridge (southbound lanes)
> The City and Citizen Potawatomi Nation (CPN) have entered into an Agreement to provide funding to repair and resurface the bridge deck for the southbound two lanes of the bridge. Specifications, bid documents, and plans have been completed by the City, and will be given to the CPN by April 12, 2012 for them to solicit bids to do the work. City will still have inspection responsibilities for the project once work gets underway.
* Traffic Control
> Ran street sweeper on central business district & route 1 and checked intakes in sector 3
> Replaced speed limit signs on Leo
> Replaced LED for eastbound red at I-40 & Kickapoo and Independence & Harrison
> Replaced signal lamp for northbound left turn red at Independence & Harrison
> Replaced signal lamps for westbound red & northbound red at Union & Highland
> Replaced stop sign at Park & Forrest
> Set up work zones on S. Beard at James Allen Bridge – Dunbar and Hayes – Dunbar
> Reset loop detector for northbound signals at Raley & MacArthur
> Checked pedestrian heads for burn outs
> Recovered work zone for Street Department on Harrison at Federal
* Street Department
> Installed a 30 ft. tinhorn and two end caps at the Expo. Replaced road over tinhorn
> Finished concrete panel replacement at the intersection of Harrison & Dunloup (35x33)
> Grinded south side of Midland where water was standing
> Cleaned culverts at 920 Buck and Magnino Road
> Installed 6 tactical warning plates on Mall Dr.
> Put in driveway approaches on Beard south of Farrell (70% complete)
> Bladed several alleys in Dunbar Heights
> Patch truck ran 2 days.
> Fixed washout at 1223 Faye.
> Assisted the Water Dept. with setting up and pouring concrete for there new pad (25x50)
> Hauled 6 loads of rock from Wewoka to yard.
> Bladed roads: Walker Rd., Post Office Neck, Daley, Ingram, and re-cut bar ditch on Magnino

* Water Treatment Plant (Staff of 10)
> Average production: *MGD - 3.967 Last week: *MGD - 3.808
> Pumped 314,859,000 MG to date compared to 312,917,000 MG for same period last year
> Completed all bac-t and monthly testing.
> 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 - 1.369 **BOD - 24 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 - 1.091 **BOD - 2.3 mg/l ***TSS - 2.0
> Hauled 12,000 gallons of bio-solids for April
> 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 - 80, Water/Sewer Line Locates - 40, Leak Checks - 12, Cut-offs Replaced - 11,
Main Breaks Repaired - 3, and Reset Water Meters - 2
> Doing clean-up and placing top soil where needed following main break repairs
* Wastewater Collection (Staff of 7)
> Sewer lines flushed - 17,050 ft. Flushed (year to date) - 266,880 ft.
> Total Service Calls - 29, Sewer Lines Checked - 16, Emergency Sewer Calls - 4, and Lift
Stations Checked - 14
> Worked the flusher list, maintenance on Lift Stations, and manhole rehab
* Construction Inspector
> All Bac-T samples came back negative taken at the Expo. Recommended accepting water and
sewer lines
> Pipe-bursted 200 feet of sewer line in the 800 block of Tucker and placed one manhole

* Planning
> Presented reports at the Planning Commission meeting
> Met with developers and applicants on various projects
> The Action Center dealt with an unusually high number of tall grass/weed complaints
> Attended the City Commission meeting
* Shawnee Urban Renewal Authority
> Held discussions with Family Promise on lease agreements
> Met with COCAA interim director Rebecca Stone to discuss possible assistance in SURA
donating properties for an application for multifamily housing construction
> Conducted inspections on several properties for rehab
> Conducted blanket mailing of SURA flyers to obtain applicants

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 fence lines
* Cemetery Division
> No burials last week
> Leveling markers, herbicide spraying, mowing, and weed eating
* Central Garage
> 32 units in last week with 41 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 21st 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 (plans submitted)
> 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
> Removal is complete
> Subgrade has been stabilized with lime
> Placement of aggregate base is underway
> 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
> April 3-7, Sugar & Spice Children’s Consignment Sale, Conference Center
> April 3, OGE Meeting, Conference Center, Upstairs
> April 5, OGE Meeting, Conference Center
> April 6-8, Heart of Oklahoma Alpaca Show, Otto Krause Building
> April 7-8, Ultimate Calf Roping, Fred Humphrey Pavilion
* East Parking Lot Project
> Construction continues on parking lot pouring concrete on east road and curbing
* 50 Amp Upgrade
> 100 section is complete and will start on the 300 section
> Entries opened on April 1st

* City Clerk
> Preparation of 4/2/12 City Commission minutes and preparation of 4/9/12 special called meeting
> Normal routine duties including tort claims, insurance on vehicles and property
> Preparation of Contract Review agenda & documents
> Budget preparation (M & O)
> Filed 9 public nuisance liens and 1 lien release with County Clerk
> Filed 5 lien certifications with County Treasurer.
> Accepted items for archival at the records storage facility
* Utility Billing/Customer Service
> Zone 3 billing (4/4/12)
> Continued work on Policy and Procedures Manual for Utility Billing
> Budget preparation
> Staff meeting regarding kiosk – including utility kiosks at Homeland Stores
> Continued work on Policy and Procedures Manual for Utility Billing
> Review of Utilities section of Municipal Code in preparation for re-codification.
> Budget preparation (M & O)
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 and Review and attend WC case proceedings
> Processing new employee insurance/retirement/new hire paperwork
> Conducting interviews for open positions
> Observe crews in the field for safe work procedures

FINANCE DEPARTMENT/Cynthia Sementelli, Finance
> Worked on Bank Reconciliations, 2011-2012 Budget, and monthly journal entries
> Attended meeting in Oklahoma City with City Manager
> Attended meeting concerning Kiosks for lake
> Attended IAFF negotiations meeting with staff and union members

INFORMATION SYSTEMS/Steve Nolen, Chief Information Officer
> Set up various accounts in Global Records Management
> Upgrade Adobe software on various systems
> Set up new Toughbook mobile systems
> Help Finance with reports from Incode product
> Install new computers in Police cars
> Install Photoshop at public works system
> Print various ID and Access control cards.
> Repaired Fire Station #1 Printer and Police Printer
> Worked with Vendor for quotes and Licensing elements for our Symantec products
> Worked on VoIP RFP elements
> Setup of users on new systems in accounting
> Updated Court Violation Code information and various Court word templates
> Ran sewer averaging report for summer average resets for Utility Billing
> Finalized Youth Aviation administrative page for map viewing, email notifications, and XLS

FIRE DEPARTMENT/Dru Tischer, Interim Chief
* Suppression
> Responded to 84 emergency calls: Breakdown of calls: Fires - 4, Rescue/EMS - 62
Service Calls - 2, Good Intent Calls - 13, and False Alarms - 2
* Prevention
> Landes Engineering
Permits and On-Site Inspections
> Red Rock BHS, 101 N. Union
* Training
> Physical Fitness and Street & Hydrant Review
> Kaplan EMS C.E.U. Training: Anaphylaxis, Pediatric Seizures
> Kaplan Fire C.E.U. Training: Incident Command System, Building Construction, and Fire
Anatomy & Behavior
> Apparatus/Equipment Familiarization, Fire Tactic & Strategies, and Hydrant Operation &
> Continuation training three (3) Probationary Fire Fighters
> Car Seat Technician Recertification (2 members)
> Total Staff Training Hours = 67.75

> Continued work on addressing project at OBU
> Sent list of the dates Fire Department did TB testing so they would have them for their
> Processed paperwork for a potential exposure to an employee
> Activated new phone line for Garage and the Fire Department for the new computerized
maintenance system
> Prepared and sent blackboard connect message for valve installation
> Registered 2 new personal safe rooms in Shawnee
> Received radio returned from a former employee and issued a portable radio to a new employee.
Emergency Management (continued)
> Assisted vendor with installation of SCADA software and equipment on 800 MHz radio system
on Tuesday
> Discussed potential ordinance changes with City Attorney in afternoon
> Worked on updates to RFP for telephone system replacement
> Reviewed candidate applications for Communications Technician position opening and
prepared interview questions
> Worked on restoration/cleaning of Radio Shop
> Prepared and submitted quarterly reports for Hazard Mitigation Planning Grant and Emergency
Management Performance Grant

* Police
> 47 Arrests – 169 reports
> Total Citations: 122 - Handwritten Citations: 67 - E-Citations: 55 Percent: 45.08%
> Dispatch handled 1579 calls (Police/Fire/EMS)
* COPS Grant Program
> Citations: 9 / Arrests: 7 / Warrants: 3
> Assisted Dayshift, Evening Shift, and DTF
> Metro Area Traffic Safety
> Take 25 Events with Citizen Pottawatomie Nation
> Assisted DA with investigation 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, and CPN Police
> 18 Cases forwarded to CID for review
> 5 Felony Cases Assigned / 3 Non-felony Cases Assigned
> 7 Felony Cases Cleared / 4 Non-felony Cases Cleared
> 4 Felony Cases Filed through DA’s Office
> 1 Total Arrest Made
> $5,800.00 Total Property Recovered
> 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
> Number of Accreditation files worked on this week: 14
> Files worked on for the week: ADM 901–903, ADM 1001-1002, ADM 1005, ADM 1101,
ADM 1201-1202, ADM 1301, and ADM 1401 - 1404
> Files sent to Chief’s Office for review: ADM 1201-1202, ADM 1301, and ADM 1401- 1404
> Meetings attended for the week: 1 (PATC Policies & Procedures Course)
> Number of Police Reports Taken: 2 Number of Calls: 2
* Evidence
> Number of evidence items brought in: 16
> Number of found property items taken in: 6
> Number of found property items returned to owner: 3
> Number of calls: 1
* 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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Visit the Shawnee Online Shelter by clicking here now!

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Click here for more information.
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.