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Staff Activity Report for April 15-21, 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 there 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.
* Expo Parking Lot Improvements
> Project was awarded to CGC, LLC in the amount of $1,696,850. Project is approximately 55% completed. The east parking lots are completed and will be opened for use the week of April 23rd. Work will begin on the west parking lots and scheduled completion date is the 3rd week in June with addition of landscaping and irrigation work. 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.
* 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.
* Lake Road Bridge Repair Project
> Project was awarded to PbX Corporation in the amount of $630,316.30. Eastbound lane completed and open to traffic. Contractor is working on the westbound lane completing all the deck repairs. Next week Contractor is scheduled to install the westbound overlay. Overall project is approximately 90% complete. The Contractor should be completed with project within two weeks.
* 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 a 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.
* Rehab Asphalt Streets Project (FY11-12)
> Staff reviewing and evaluating asphalt streets that will be recommended for maintenance work, i.e. milling and overlaying. Anticipate taking list of recommendations to City Commission at their May 14, 2012 meeting to request authorization to advertise project for bids.
Traffic Control Department
> Ran street sweeper on routes 1 and 2
> Replaced speed limit signs and installed railroad crossing signs on Wolverine Road
> Vacuumed out signal cabinets and replaced filters at Hardesty & Hwy 177, Dunbar & Beard, Beard & Farrall, Beard & Main, Broadway & Main, Bell & Main, Union & Main, Philadelphia & Main, Minnesota & Main, Main & Harrison, and 10th & Harrison
> Installed bridge end markers on Acme Road
> Replaced no parking sign at 920 E. 7th
> Recovered work zone for Street Department on S. Beard at James Allen bridge – Dunbar and
Hayes – Dunbar, both for lane closures
> Replaced signal lamp for westbound green at Union & Highland
> Reset the intersection of Union & Main and Kickapoo & Kickapoo Spur
> Replaced load switch for eastbound signals at Kickapoo & MacArthur
> Replaced entrance sign for parking lot G
> Re-striped traffic drums
Street Department
> Patched potholes various locations throughout town.
> Working on removing / replacing perimeter access roads into the Expo facility
> Box-bladed various alley locations throughout town
> Graded gravel roads in vicinity of Shawnee Twin Lakes area
> Street sweeper running throughout town

* Water Treatment Plant (Staff of 10)
> Average production: *MGD - 3.881 Last week: *MGD - 3.939
> Pumped 369,614,000 MG to date compared to 366,859,000 MG for same period last year
> Performed routine plant maintenance
*MGD: Million Gallons Daily
* Southside Wastewater Treatment Plant (Staff of 7)
> Flows averaged: *MGD - 1.356 **BOD - 20 mg/l ***TSS - 4
> 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 - 1.132 **BOD - 3.9 mg/l ***TSS - 2.3
> Hauled 150,000 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 - 71, Water/Sewer Line Locates - 42, Leak Checks - 15, Cut-offs Replaced - 3,
Main Breaks Repaired - 0, and Reset Water Meters - 2
> Replaced a service line at 628 W. Kirk and the fire hydrant at the Public Works Service Center
> Replaced a 3” meter with a 2” meter at 1200 W. Benedict
> Tapped a 16” main with a 6” tap for a fire line at 804 S. Park
> Doing clean-up and placing top soil where needed following main break repairs
* Wastewater Collection (Staff of 7)
> Sewer lines flushed - 20,700 ft. Flushed (year to date) - 313,380 ft.
> Total Service Calls - 44, Sewer Lines Checked - 35, Emergency Sewer Calls - 2, and Lift
Stations Checked - 17
> Worked on the preventative maintenance flusher list and maintenance on Lift Stations
* Construction Inspector
> Urban Contractors has finished the replacement of Lake #1 tower valves. Estimated cost $51,000.00. The final inspection is scheduled for April 27, 2012.
> Received three cost estimates on 24” sewer main. We are currently reviewing all three options to determine what will be the best course of action to take.
* Capital Projects
> Water Line Replacement
Lakeview Estates: Minnesota, Franklin, and Hughes Circle
Budgeted project amount $500,000.00. Bids will be opened at May 21, 2012 Commission meeting Plans, specifications, site and hydraulic evaluation report prepared by The Land Run Group, LLC., Shawnee, Oklahoma. An estimated cost for Lakeview project $143,085.80. A permit to construct is presently in the process with Department of Environmental Quality for project.
Midland Street: between Kickapoo & Airport Drive and between Midland &Franklin
The Land Run Group, LLC., Shawnee, Oklahoma are currently in the process of preparing plans, specifications, and estimated project cost.
> Sanitary Sewer Rehab Project/Pipe Bursting (Various Locations)
Budgeted project amount $500,000.00. This project has been awarded to Tri-Star Utilities, Inc., Independence, Kansas. The Notice to Proceed was issued on February 16, 2012 with 180 days for project completion with approximate date of completion August 16, 2012. As of this date, there have been four individual pipe bursted lines totaling 2,230 feet. Two emergency repairs have been completed, one in the alley south of Pulaski Street between Broadway and Beard and one in the alley east of Tucker between Darrow and Anna. Following the emergency repairs Tri-Star moved to Seneca Street to start the list of line bursts and onto Chapman and 45th. They are currently at Drummond Street between Broadway and Union where they are going to camera the line and locate services.
> Valve Insertion Equipment
Budgeted project amount $35,000.00. Insta-Valve Unit was purchased from Hydra-Stop, Alsip, IL for $37,500.00 on December 16, 2011. Twenty-two inserta-valves were purchased for $63,339.20 on January 13, 2012. On April 23, 2012, an additional twenty-nine inserta valves were ordered for installation at $89,619.30 with an approximate delivery date of May 7, 2012. As of this date, twenty valves have been installed in previously identified problem areas.
> Airport Sewer Lift Station Rehab Project
Budgeted project amount $70,000.00. Actual project cost $139,918.00 Project was awarded to Slattery Construction, Woodward, Oklahoma. The Notice to Proceed was issued on March 23, 2012 with 90 days completion, approximate project date of completion June 25, 2012.
> Mounted CCTV Multi-Conductor Inspection System (Camera Inspection Truck)
Budgeted project amount $175,000.00. Actual cost $109,786.00 awarded to Baker Equipment, Edmond, Oklahoma. The Notice of Award was issued on January 18, 2012. The estimated date of delivery on truck is scheduled for June 2012.
> Drain for Final Contact Basin/Northside Wastewater Treatment Plant
Budgeted project amount $40,000.00. Actual project cost $20,815.00. Project awarded to Ron Welcher Construction, Sapulpa, Oklahoma. Project will begin on April 24, 2012 with an approximate date of project completion by end week, April 27, 2012. Contractor will install 130 feet of 8” drain, valve and will link seal at both ends. Cut wall on final weir down 12” and reinstall weir plate with stainless steel anchors.
> Rebuild one (1) Primary Clarifier and (1) Intermediate Clarifier/Southside Wastewater Treatment Plant
Budgeted project amount $100,000.00. Actual project cost $117,000.00. This project awarded to DPS Equipment Services, Inc., Byron, IL. The Notice to Proceed was issued on December 27, 2011 with 90 days completion, date of completion March 30, 2012. Project is 100% complete.
> Refurbish Screw Pumps/Northside Wastewater Treatment Plant
Budgeted project amount $100,000.00. Actual project cost $171,700.00. Project awarded to J.S. Haren Company, Athens, Tennessee. The Notice to Proceed was issued on November 8, 2011 with 60 days completion, date of completion January 10, 2012. Project is 100% complete.
> Land Application Apparatus (Sludge Truck)
Budgeted project amount $350,000. Actual cost $304,341.00. Project awarded to Quality Truck & Equipment Company, Bloomington, IL on October 2011. Estimated date of delivery scheduled for July 2012, because manufacturer will not build truck until beginning of the new line of production that will begin the end of May.
> Sludge Pond Valve Replacement/Water Treatment Plant
Budgeted project amount $25,000.00. Actual project cost $11,036.84. Project awarded to Urban Contractors, Oklahoma City, Oklahoma. Project began September 13, 2011. Project completed October 7, 2011. Project is 100% complete.
> Multi-Reservoir Yield & Operations Analysis
Budgeted Project Amount $98,300.00. Actual project cost $98,300.00. Project awarded to CDM (Camp, Dresser, and McKee) Incorporated in December 2010. Project completed in April 2012.
Project is 100% complete.
> Pumps & Controls Replacement/Water Treatment Plant
Budgeted Loan Amount $1,485,000.00. Project cost $1,443,393.40. This was a green project that saved $222,750.00 in principal forgiveness therefore actual project cost $1,220,643.40. Actual construction began in February 2011. Project completed April 2012. Project is 100% complete.
> 30” Raw Water Line & Lake #2 Intake Tower Valve Replacement
Combined budgeted loan amount $7,780,000.00. Actual combined project cost $6,698,958.00. These projects were funded from DWSRF (Drinking Water State Revolving Fund) loan. Installation of 30” raw water line from Twin Lake #1 to Water Treatment Plant. This project was awarded to Merryman Construction, Rockford, IL. Project began September 2010. Project completed December 2010. Project is 100% complete.
> Lake #2 Intake Tower Valve Replacement
The project awarded to Urban Contractors, Oklahoma City, Oklahoma. Project began December 2010 and completed December 2010. Final Inspection, March 28, 2011. Project is 100% complete.
> 2011 Sewer Jetter Truck
Budgeted project amount $177,189.00. Actual cost $177,189.00. Jetter truck was purchased for Wastewater Collections from J&R Equipment, Oklahoma City, Oklahoma for equipment reliability. WWC took possession of jetter truck on February 10, 2012.

* Planning
> Staff attended and presented materials at the Planning Commission Workshop
> Staff attended and presented materials at the City Commission meeting
> Staff attended various other meetings, including the City Beautification Meeting
> Inspections staff completed many new construction and remodel inspections
> Code compliance staff continued working through the backlog of tall grass and weed
complaints. Numerous properties were mowed by the City’s contractor
* Shawnee Urban Renewal Authority
> Working with Native American Housing Services to create additional affordable housing
> Working with COCAA to donate property on Chapman St. as match funding to be used for
construction of duplex for low income persons
> Conducted initial inspection of owner occupied property for rehabilitation

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 in all areas
> Herbicide spraying fence lines
> Mosquito control every Tuesday and Thursday evening weather permitting
* Cemetery Division
> Two (2) burials last week
> Leveling markers, herbicide spraying, mowing, and weed eating
* Central Garage
> 22 units in last week with 29 total repairs to vehicles and equipment
> Training has begun for EVT and ASE
> Exploring the possible use of CNG vehicles for city fleet

* Current Projects
> Trash Off Day in Shawnee was held Saturday, 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 in underway (plans submitted)
> AC repair at City Hall and new AC at Auditorium (Estimates have been received)
> Completing landscape project at City Hall

AIRPORT/Rex Hennen, Assistant Airport Manager
* Airport Advisory Board
> Monthly meeting scheduled for 5:30 p.m., April 18, 2012 was held in the Airport Terminal.
> Discussed proposal from Oklahoma Aviation, LLC, to open a flight training/airplane
rental business at the Airport
> Recommended negotiating lease terms to present to City Commission in discussions with
Enterprise Car Rental to locate their operations at the Airport.
* 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 and placement of aggregate is complete
> Subgrade has been stabilized with lime
> Overlay/strengthening of south 3,000 feet of the runway
> Placement of asphalt leveling course is underway
> 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
> Event was well attended and ran smoothly
* 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 16-17, FMCA Planning Meeting, Conference Center
> April 18-21, Baptist Campers on a Mission, West & East Grandstands
> April 18, LEPC, Conference Center, Upstairs
> April 19, SC&CDA Board Meeting
> April 20, 2012, Youth in Aviation Volunteer Dinner, Conference Center, upstairs
> April 20-21, Oklahoma Foundation Quarter Horse Show, Fred Humphrey Pavilion
> April 20-21, Relay for Life, Otto Krause Building
> April 21, Ragin Cajun, Conference Center
* East Parking Lot Project
> Construction continues on parking lot: installing irrigation in island and stripping parking area and topsoil in island.
The east parking lot was opened up to RVs on Saturday, April 21, 2012
* 50 Amp Upgrade
> Working on the 400 section with underground wire and electric pedestals
* IFYR 2012 (entries as of April 21, 2012)
> 496 contestant pre-entries
> 922 event pre-entries
> States – 25
> Canada – 1

* City Clerk
> Preparation of 4/16/12 City Commission minutes
> Preparation of 4/23/12 special called agenda
> Normal routine duties including tort claims and insurance on vehicles and property
> Contract Review Committee meeting
> Preparation of minutes from Contract Review Committee meeting
> Filed 7 public nuisance liens and 10 nuisance lien releases with Pottawatomie County Clerk
* Utility Billing/Customer Service
> Zone 1 cut-off for non-payment of accounts (4/18/12)
> Zone 1 billing (4/20/12)
> Routine customer service/billing transactions and issues
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,
> Worked on 2012-2013 Budget
> Attended Contract Review meeting
> Met with Dru Tischer concerning the Fire Department Budget
> Met with City Manager concerning budget
> Continue training within department

INFORMATION SYSTEMS/Steve Nolen, Chief Information Officer
> Built and deployed new Court Desktop and prepared an additional Court replacement System
> Built Multi-Monitor system for EOC Command Center
> Meeting / Discussion in regards to VoIP RFP and the related work behind it
> Recovered Video Server System / Ch30 and Streaming Back Online
Information Systems (continued)
> Additional end user helps for Legal Assistance
> Install Backup Exec / Configure jobs on new Document Storage Server
> Various End User Printer support
> Various basic End User support – Windows / Office / Outlook
> Reviewed other police mobile platform solutions
> Reviewed issues with dispatch third station
> Assisted Court with various software / form questions
> Removed various employees from systems due to terminations or resignations
> Research / Prepare for new imaging system purchase
> Produced 04/02, 04/09, and 04/16 City Commission Meetings
> Continued process of data server migration and testing thereof
> Installed Police mobile systems
> Maintenance and updates on Police mobile systems
> End user support for Global Records / document Attachments processing
> Resolved hung CAD record for Dispatch
> Misc end user support – printer mappings, scanner operations, and basic skills assistance

FIRE DEPARTMENT/Dru Tischer, Interim Chief
* Suppression
> Responded to 71 emergency calls: Breakdown of calls: Fires - 0, Rescue/EMS - 47, Hazardous
Conditions - 4, Service Calls - 5, Good Intent Calls - 9, and False Alarms - 6
* Prevention
Plan Reviews
> Central Disposal, 4650 N. Harrison
Requested/Administrative Inspections
> Stay-N-Play Daycare, 1009 E. Wayne
> Cinderella Inn, 623 Kickapoo Spur
Permits and On-Site Inspections
> Open Burn: 643 N. Cleveland and 701 N. Pesotum
* Training
> Physical Fitness and Street & Hydrant Review, Apparatus/Equipment Familiarization, Hydrant
Operation & Maintenance, Video Training, and Public Information & Education
> Kaplan EMS C.E.U. Training: Anaphylaxis, Pediatric Seizures
> Kaplan Fire C.E.U. Training: Incident Command System, Building Construction, and Fire
Anatomy & Behavior
> Continuation training three (3) Probationary Fire Fighters
> Total Staff Training Hours = 152.75
> Attended City Commission meeting on Monday night
> Worked on developing jurisdiction profile for Hazard Mitigation Plan and EMPG sub-grant
> Prepared reports for Local Emergency Management Committee meeting
> Performed EOC radio tests on Wednesday morning
> Attended the Local Emergency Planning Committee meeting on Wednesday afternoon
> Attended the central regional emergency managers meeting in OKC on Thursday morning
> Worked with consultant on hazard mitigation plan development on Friday

* Dispatch
> Handled 1609 calls for service (Police/Fire/REACT)
* COPS Grant Program
> Citations: 17 / Arrests: 4 / Warrants: 4
> Assisted Dayshift, Evening Shift, and DTF
> Field Training Officer Program / 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 Day, Midnights, and evening
> Community Contacts: Sub Station, DA Office, PCSO & DTF, City Court, MATCS, REOW,
Neighborhood Watches, A-Ok railroad, Tecumseh PD, Pottawatomie County, and CPN Police
> Senior Citizen Presentation: 85 attended
> Girl Scouts presentation: 33 attended
> 25 Cases forwarded to CID for review
> 3 Felony Cases Assigned / 8 Non-felony Cases Assigned
> 4 Felony Cases Cleared / 2 Non-felony Cases Cleared
> 3Felony Cases Filed through DA’s Office
> One arrest made
> 5 NFN Cased being looked into
* 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: 9
> Files worked on for the week: OPS 101 – 106 and ADM 1201, ADM 1401, and ADM 1403
> Number of Police Reports Taken: 3 Number of Calls: 4
* Evidence
> Number of evidence items brought in: 11
> Number of evidence items released: 2
> Number of found property items returned to owner: 1
> Number of items submitted to the OSBI: 4
> Number of evidence disposition files/cases cleared: 7
> Items flagged and pulled for destruction: 60
> Number of police reports taken: 1 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 / 2 positions to fill
> 4 Animal Control Positions / 4 available for service

Bill said...
Wow - Lots of water information. good to hear so much is happening
4/27/2012 3:52:52 PM

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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.

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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.