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Staff Activity Report for May 27-June 2, 2012 THIS NEWS ITEM EXPIRED 12/8/2012 AND IS NO LONGER ACTIVE AND MAY NOT REFLECT CURRENT INFORMATION! THIS INFORMATION IS FOR ARCHIVAL PURPOSES ONLY!
6/8/2012 ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
Engineering Department: No status changes on projects this week
* Kickapoo Street Widening Project (from MacArthur Street to Kickapoo Spur)
> City Staff is in the process of obtaining temporary construction easements that ODOT officials submitted to us on May 24, 2012. ODOT has indicated that EST, Inc (ODOTs consultant engineering firm that has designed the project) is completed. ODOT will let the project for bids as soon as the City acquires the additional easements ODOTs consultant now says is needed. City Staff anticipates it will take 3-4 weeks to contact all the property owners and arrange contacts/meetings around their schedules.
* Harrison Street Median Landscaping Project (Median just south of I-40 and north of Gordon Cooper Vo-Tech entrance)
> Final Plans were approved by ODOT and we received Notice to Proceed with bid letting from ODOT on May 30, 2012. Project will be advertised and also sent to ‘plan rooms in OKC and Tulsa. Pre-bid meeting is scheduled for June 27, 2012, and The Bid Opening will be on July 16, 2012 at the City Commission regularly scheduled meeting. The median just south of I-40 and north of Gordon Cooper Vo-Tech entrance is to have the concrete removed and installation of raised stamped concrete border, backfilled with suitable soil and then landscaped with a variety of bushes and ornamental plantings.
* Expo Parking Lot Improvements
> Project was awarded to CGC, LLC in the amount of $1,696,850. Project is approximately 85% completed. The east parking lots are completed. Landscaping and irrigation of the west parking lot is to be included in the project due to action taken by the City Commission at their April 2, 2012 meeting authorizing a Change Order for landscaping and irrigation system, approximate cost of landscaping & 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. The southbound two lanes are closed, but traffic in both directions will be maintained on the northbound two lanes for the duration of this repair project. Specifications, bid documents, and plans have been completed by the City, and were given to the CPN. The low bid on the project was PbX Corporation and began work on the bridge Wednesday May 23, 2012. Project will take approximately 3 months to complete.
* Kickapoo & Kulhbird Lane Safety Improvements
> Design plans completed and project currently out for bids. The Bid Opening is scheduled for June 18, 2012.
* Lake Road Bridge Repair Project
> Project was awarded to PbX Corporation in the amount of $630,316.30. Currently all deck work has been completed, but bridge is down to one lane while contractor works on repair columns and pier caps from underneath the bridge. All bridge work should be completed by June 8th and opened to two lane traffic. Staff will begin determining final quantities and costs of work from field measurements of work completed.
* Bryan & Independence Intersection Traffic Signal Project
> Design plans for the signalization of the intersection have been completed and the project is currently out for bids. The Bid Opening is scheduled for June 18, 2012.
* Rehab Asphalt Streets Project (FY11-12)
> Project is currently out for bids. The Bid Opening is scheduled for June 18, 2012.
* Rehab Concrete Streets Project (FY11-12)
> This project is a maintenance type project whereby badly broken and cracked concrete paving panels are removed and replaced. Project will be advertised for bids and the Bid Opening scheduled for June 18, 2012. Currently only $350,000 is budgeted for this maintenance project, and the main focus of repairs will be on Independence Street from Center to Sequoyah.
Traffic Control Department
> No update this week
> No update this week
UTILITY DEPARTMENT/Jim Bierd, Director
* Water Treatment Plant (Staff of 10)
> Average production: *MGD - 4.824 Last week: *MGD - 4.720
> Pumped 558,258,000 MG to date compared to 518,102,000 MG for same period last year
> Performed routine plant maintenance
*MGD: Million Gallons Daily
* Southside Wastewater Treatment Plant (Staff of 7)
> Flows averaged: *MGD - 1.085 **BOD - 12 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 - 1.550 **BOD - 2.4 mg/l ***TSS - 1.9
> Hauled 522,000 gallons of bio-solids for May
> 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 - 52, Water/Sewer Line Locates - 29, Leak Checks - 5, Cut-offs Replaced - 6,
Main Breaks Repaired - 0, and Reset Water Meters - 6
> Set 6” water taps for a contractor at 2608 and 2612 N. Leo
> Replaced bolts on 12” leaking valve at 4817 N. Kickapoo
> Doing clean-up and placing top soil where needed following main break repairs
* Wastewater Collection (Staff of 7)
> Sewer lines flushed - 21,775 ft. Flushed (year to date) - 436,717 ft.
> Total Service Calls - 23, Sewer Lines Checked - 20, Emergency Sewer Calls - 1, and Lift
Stations Checked - 15
> Worked on the preventative maintenance flusher list and maintenance on Lift Stations
* Construction Inspector
> Tri-Star began doing the point repairs on the 24” sewer main on Thursday, 5/31 at Farrall and McKinley next to railroad tracks. The first repair, the one closest to Farrall appears to be a separation of joints. The other point repair appears to be a hole in the top of the clay sewer line. Once the emergency repairs are complete, they will begin on 4” line between Drummond and Severn Street. Project is 25% complete.
> Cottage Place water bac-t samples came back negative. Job is 100% complete.
> Jordan Construction moved a fire hydrant and valve for the Shawnee Mill located at the corner of Farrall and Bell.
> Grays Addition has started with the location of the existing water line. Water and sewer will be placed on one block cul-de-sac located on the corner of Farrall & Bell.
* Capital Projects
> Multi-Reservoir Yield & Operations Analysis
Budgeted Project $98,300.00. Actual project cost $98,300.00. Project awarded to CDM (Camp, Dresser, and McKee) in December 2010. Project completed April 2012.Project is 100% complete.
> 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 2230 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 have completed the sidewalk and retaining wall at 16 E. Drummond Street between Broadway & Union. Presently 470 ft. of pipe has been pulled and six (6) services hooked up. Tri-star spent the week going back to previous jobs on Seneca and Chapman and finished clean up and raking out yards and restoring properties as they were prior to construction. They are currently bursting lines on Severn Street and will continue forward with project as planned.
This week Tri-Star is scheduled to complete two emergency point repairs on the 24” sewer main at Farrall and McKinley next to railroad tracks which appears to be a separation of joints. The second is a hole in the top of the clay sewer line. To date, five bursted lines and two point repairs on the project. Once the emergency repairs completed, they will begin working on 4” between Drummond and Severn Street. Project is 25% complete.
> Water Line Replacement
Lakeview Estates: Minnesota, Franklin, and Hughes Circle
Budgeted project amount $500,000.00. On Monday, May 21, 2012 bids were opened, read aloud, and tabled at the Shawnee Commission Meeting. Due to the relative closeness in all bids, all four bidders will be sent questionnaires and all evaluated to determine the best bid. As stated in the specifications, the best bid will be awarded the contract. Item is on agenda for Commission meeting scheduled for June 4, 2012.
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 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.
> Airport Sewer Lift Station Rehab
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 is 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.
> 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-eight have been installed in previously identified problem areas.
> 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 middle of May.
PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
> Staff prepared packets and information for the following meetings: Planning Commission
regular meeting and the City Commission regular meeting
> Code compliance staff processed Action Center calls and nuisance complaints. Tall grass
complaints have been numerous and overall there are 190 active cases.
> Code compliance staff is compiling dilapidated structure cases for public hearings in July.
> Building inspections staff reviewed newly submitted building permits and conducted numerous
inspections on existing permitted projects.
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
> Mowing and weed eating in all areas
> Herbicide spraying fence lines
> Mosquito control every Tuesday and Thursday evening weather permitting
> Daily Municipal Pool operations
> Removed and re-installed restroom panels at the Library for HVAC installation
> Installed bricks in Veterans Memorial
> Mowed creek area for the Expo
* Cemetery Division
> Three (3) burials last week
> Leveling markers, herbicide spraying, mowing, and weed eating
* Central Garage
> 24 units in last week with 27 total repairs to vehicles and equipment
> Training has begun for EVT and ASE
> Exploring the possible use of CNG/Propane vehicles for city fleet
* Current Projects
> 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 is near completion
> AC repair at City Hall and new AC at Auditorium (Estimates have been received)
AIRPORT/Rex Hennen, Assistant Airport Manager
* Airport Advisory Board
> Monthly meeting was held at 5:30 p.m., May 23, 2012 in the Airport Terminal.
˚ Recommended lease terms for Oklahoma Aviation to present to City Commission for
˚ In discussions with Enterprise Car Rental to locate their operations at the Airport.
˚ Update of the Airport’s Business Plan is underway.
* Parallel Taxiway Project
> All construction complete and final inspection was held Tuesday, September 6
> Punch list items have been addressed.
> FAA grant will remain open until all seeded areas have established a permanent root system.
> Portion of payment for seeding being withheld from contractor until grass established
Contractor has completed reseeding/sodding the bare areas
> A small area of the new apron paving has settled. Contractor is preparing a proposal to correct
* 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 ft. of the runway (Removal has
˚ Overlay/strengthening of south 3,000 feet of the runway
˚ Subgrade has been stabilized with lime
˚ Placement of aggregate base is complete.
˚ Placement of asphalt leveling course is complete.
˚ Placement of fabric and surface course is complete.
˚ Installation of runway edge lighting is underway.
> Installation of LED runway lights: electrical conduit and concrete bases for lights being are
> 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 Pilots and Pancake Fly-in – Saturday, October 6, 2012
> Planning for larger air show including acrobatic planes
EXPOSITION CENTER/Mike Jackson, Operations Manager
* IFYR 2012 (entries as of June 5, 2012)
> 922 contestant
> 1,603 event entries
> States – 28Canada – 3
> Numbers are down from last year and official packets to be fully entered are coming in slow
CITY CLERK’S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
* City Clerk
> Preparation of 6/4/12 City Commission Minutes
> Preparation of end of fiscal year annual contracts
> Normal routine duties including tort claims, insurance on vehicles and property
> General record management maintenance at Record Center
* Utility Billing/Customer Service
> Zone 3 cut-off for non-payment of accounts (5/30/12)
> Finalize advertising for Homeland kiosk and order banners
> 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
> Processing Open Enrollment paperwork
> 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
> Processing items for compensation study
FINANCE DEPARTMENT/Cynthia Sementelli, Finance
> Meet with Rex concerning budget
> Worked on budget presentation
> Worked on publication
> Preparing for new auditors
> Worked on budget presentation
INFORMATION SYSTEMS/Steve Nolen, Chief Information Officer
> +41 New Incidents / -43 Resolved, Net gain/loss (-2) – 153 Remaining
> Resolved Server8 patch / restart issues
> Reviewed / Updated Data Store Server backups
> Reviewed / resolved UPS issues at Annex
˚ Need to order additional localized UPS systems
> Reviewed / Tested Hyper-V works for virtualization efforts
> Updated Flash players for numerous Annex systems
> Reviewed Firing Range Video surveillance options with vendor / obtained quotes
> Review outsourcing options with technology vendor
> Reviewed future traffic light connectivity options for cameras and controls
> Reviewed / resolved Ch30 video server hard drive issues
> Updated online data system user management page
> Attended Fire iPad training session, noted possible improvements to system
> Discussed E-Discovery with City Attorney office, records retention policy needs
> Reviewed coding requirements / system design for Road Closed database / web / map solutions
> Reviewed demonstration of Imaging System, Output Processor, and Work/paper flow
> Continued build of Police Mobile Laptops
> Was not advised of PAVE forum 5/31/2012 – resolved broadcast through remote iPad controls
> Reviewed stolen iPad issue, activated tracking and notifications
> Worked on stolen City iPad and recovery of device using GPS location services 2am Saturday
FIRE DEPARTMENT/Dru Tischer, Interim Chief
> Responded to 82 emergency calls: Breakdown of calls: Fires - 3, Rescue/EMS - 60, Hazardous
Conditions - 4, Service Calls - 5, Good Intent Calls - 9, and False Alarms - 1
> Primrose Communities, Bryan & Bradley (fire alarm system)
> Calvary Baptist Church (new daycare)
> Shawnee CARE Association, 111 N. Kickapoo
> Trican, 41500 Wolverine Road
> 1915 E. 10th (open burn)
> Shawnee Country Club (firework display)
> 1200 W. Benedict (open burn)
> Physical Fitness, Street & Hydrant Review, PFF Skills Evals, and Fire Tactics & Strategies
> Kaplan EMS C.E.U. Training: Anaphylaxis, Pediatric Seizures
> Kaplan Fire C.E.U. Training: Incident Command System, Building Construction, and Fire
Anatomy & Behavior
> In-service training with REACT EMS on LUCAS II CPR Device (All Shifts)
> iPad Apparatus Deployment Training (All Shifts)
> Continuation training three (3) Probationary Fire Fighters
> Continuation training two (2) Lieutenant Candidates
> Total Staff Training Hours = 70.5
EMERGENCY MANAGEMENT/Don Lynch, Director
> EOC radio tests were conducted on Wednesday morning
> Audible test of outdoor warning devices was conducted at Noon on Wednesday
> Storm Watch Operations were conducted on Tuesday and Wednesday evenings
> Worked on budget amendments and purchases
> Researched and developed analysis of 9-1-1 fees
> Worked on update to damage assessment procedures
> Worked on updates to radio station licenses
> Coordinated with Hazard Mitigation Planning consultant on plan development
> Continued work on OBU addressing project
> Processed phone bills and claims
> Followed up on employee exposure report
> Worked on LEPC mid-year report
POLICE DEPARTMENT/Russ Frantz, Chief
> 15 Arrests – 62 reports
> Total Citations: 123/Handwritten Citations: 30E-Citations: 52 (75.61%)
> Worked stolen iPad case – iPad recovered and suspect in custody
> Saved suicidal lady from jumping off building
> Sentinel Class is proceeding and doing well (Police Volunteer Group)
> Managed 1762 calls for service (Police/Fire/REACT)
* COPS Grant Program
> Special assignment with Task Force
> 19 Cases Forwarded to CID for Review
> 8 Felony Cases Assigned / 1 Non Felony Case Assigned
> 12 Felony Cases Cleared / 0 Non Felony Cases Cleared
> 6 Felony Charges Filed through DA’s Office
> 1 Total Arrests Made
> 3 Call Outs
> 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: 7 – OPS 309 – 315
Nuisance alarm letters distributed for the week: 1
> Number of Police Reports Taken: 2Number of Calls: 4
> Number of evidence items brought in: 60
> Number of evidence items released: 4
> Number of found property items taken in: 1
> Number of items submitted to OSBI: 24
> Number of items released from OSBI back to the department: 1
> Number of Police Reports Taken: 1Number of Calls: 4
> Note: Worked Patrol on Monday, May 28th, completed ADM Section, and proofread corrections
> Police positions-59: 3 open positions / 1 in Field Training Program
> Dispatch positions-12: 9 available for service / 3 in training
> Animal Control Positions-4: 4 available for service
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
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.
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.