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Staff Activity Report for June 3 - 9, 2012 THIS NEWS ITEM EXPIRED 11/18/2012 AND IS NO LONGER ACTIVE AND MAY NOT REFLECT CURRENT INFORMATION! THIS INFORMATION IS FOR ARCHIVAL PURPOSES ONLY!
6/18/2012 ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
* Kickapoo Street Widening Project (from MacArthur Street to Kickapoo Spur)
> City Staff is still in the process of obtaining the additional temporary construction easements and paperwork that ODOT Officials indicated needed to be obtained. We have secured easements from 25 of the 33 property owners thus far, and continue making contact with the other 8 to try to work with them to secure their signatures. ODOT has indicated that EST, Inc (ODOTs consultant engineering firm that has designed the project) is completed and ODOT will let the project for bids as soon as the City acquires the additional easements ODOTs consultant now says is needed.
* 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 Project is currently out for bids. Bid Opening is scheduled for July 16, 2012. A Pre-Bid Meeting has been scheduled for June 27, 2012 with ODOT officials and all plan-holders interested in bidding project. 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 90% completed. Work on the project is in full progress as Contractor is hurrying to meet deadline of having project completed a week before Rodeo Time!! 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)
> Work has started on the Project, and Contractor (PbX Corp) is approximately 15% completed. Funding for this Project has been provided by the Citizen Potawatomi Nation (CPN). The City and Citizen Potawatomi Nation (CPN) 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 had been completed by the City, and the CPN let the project for bids. The low bid on the project was PbX Corporation in the amount of $417,000. Project is anticipated to be completed by first week in August.
* 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. Project is completed and both lanes are opened to traffic. Bridge surfacing is 100% better and smoother rideable deck than previous condition. Staff will be measuring up quantities of work to determine final as-built construction costs.
* 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.
* Bell & Farrall Street Return Modification
> Shawnee Milling is in the process of widening the northwest corner of Bell & Farrall, relocating the curb and drainage inlet, making the radius return larger for better truck traffic movements. This modification will make it easier for trucks turning onto Farrall without having to turn wide onto Farrall taking up two lanes of traffic. Shawnee Milling is paying 100% of the construction costs for this modification.
* 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
> Ran street sweeper on route 6 & 7
> Replaced “Stop” signs on Garretts Lake Rd and at Acme Rd & Clear Pond Rd
> Installed “No Soliciting” signs at I-40 & Harrison
> Replaced LED for west bound red at Main & Harrison
> Removed tree limbs obscuring view on Highland (Center - Pulaski)
> Tested the following conflict monitors: 45th & Kickapoo, MacArthur & Kickapoo, Union & MacArthur, Federal & Kickapoo, Independence & Kickapoo, Pottenger & Independence, Kennedy & Kickapoo Spur, Pottenger & Kickapoo Spur, Leo & Hwy 177, 45th & Hwy 177, Union & Mall Dr, Airport Dr & MacArthur, Raley & MacArthur, University & Kickapoo, Kickapoo Spur & Kickapoo, Draper & Highland, Wallace & Harrison, Benedict & Kickapoo, Beard & Highland, Broadway & Highland, and Union & Highland
> Replaced flasher at 45th & Hwy 177
> Replaced LED for east bound green at Draper & Highland
> Assisted Street Department with concrete at Expo Center
> Streets Department has been at the EXPO reconstructing perimeter road. This is a Priority project to get completed prior to the IFYR.
> Bladed Lake Area roads (various locations)
UTILITY DEPARTMENT/Jim Bierd, Director
* Water Treatment Plant (Staff of 10)
> Average production: *MGD - 4.901 Last week: *MGD - 4.824
> Pumped 616,184,000 MG to date compared to 584,240,000 MG for same period last year
> Performed routine plant maintenance
*MGD: Million Gallons Daily
* Southside Wastewater Treatment Plant (Staff of 7)
> Flows averaged: *MGD - 1.144 **BOD - 11 mg/l ***TSS - 5
> 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 - 1.512 **BOD - 2.7 mg/l ***TSS - 2.1
> Hauled 66,000 gallons of bio-solids for June
> 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 - 57, Water/Sewer Line Locates - 36, Leak Checks - 8, Cut-offs Replaced - 3,
Main Breaks Repaired - 0, and Reset Water Meters - 4
> Installed 2” water line from Leo to Dockery ball field. Project is 90% complete
> Hauled 20 loads of dirt from the Water Tower to the Police Range
> Tapped 16” water main located at 3930 N. Kickapoo
> Worked shop tickets
* Wastewater Collection (Staff of 7)
> Sewer lines flushed - 18,575 ft. Flushed (year to date) - 455,292 ft.
> Total Service Calls - 57, Sewer Lines Checked - 33, Emergency Sewer Calls - 1, and Lift
Stations Checked - 11
> Worked on the preventative maintenance flusher list and maintenance on Lift Stations
> Repaired sewer main behind 311 N. Tucker
* Construction Inspector
> Tri-Star has ordered a 4” camera to locate services for the 4” lines north of Drummond and Severn. While waiting for this camera they have moved over to the line west of Pottenger from the manhole north of Highland south to the end of the line.
> Seidl Construction has installed the fire hydrant and laid water line at Grays Addition.
* Capital Projects
> Water Line Replacement
Lakeview Estates: Minnesota, Franklin, and Hughes Circle
Budgeted project amount $500,000.00. Bids were awarded on June 4, 2012 to Jordan Contractors in the amount of $257,875.00. Plans, specifications, site and hydraulic evaluation report prepared by The Land Run Group, LLC., Shawnee, Oklahoma. A permit to construct has been submitted to Department of Environmental Quality on the 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.
> 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.
Additionally, there were two emergency point repairs on the 24” sewer main at Farrall and McKinley next to railroad tracks. To date, there have been five bursted lines and two point repairs on the project. Project is 30% complete.
> 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-nine valves 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 and presented materials at the following meetings: Shawnee Planning
Commission, Shawnee City Commission, and the Shawnee Beautification meeting
> Staff continues work on a Tree Grant to beautify Shawnee
> Staff reviewed permit requests and conducted inspections as requested
> Staff processed Lake Lot Lease transfers and renewals
> Nuisance abatement staff prepared reports and notices for upcoming demolition hearings.
> Planning staff continued work on a revised zoning code
* Shawnee Urban Renewal Authority
> CDBG one year Action Plan completed and approved by City Commission and SURA
> Held monthly SURA Board meeting
> Conducted inspections on applicants homes
> Opened bids for demolition and Emergency Assistance projects
PARKS/CEMETERY/EQUIPMENT SERVICES/James Bryce, Director of Operations
* Parks Maintenance Division (Staff of 10)
> 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
> Installation of water line at Dockery has started
* Cemetery Division (staff of 4)
> No burials last week
> Leveling markers, herbicide spraying, mowing, and weed eating
* Central Garage (Staff of 6)
> 26 units in last week with 30 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 are being
> 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 being 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 14, 2012)
> 964 contestant
> 1,669 event entries
> States – 31 Canada – 3
CITY CLERK’S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
* City Clerk
> Preparation of 6/4/12 City Commission Meeting Minutes
> Obtain signatures and distribute contracts to agencies for FY 2012-13
> Filed 25 public nuisance liens with Pottawatomie County Clerk
> Filed 17 lien certifications with Pottawatomie County Treasurer
> Normal routine duties including tort claims, insurance on vehicles, and property
> Met with HR and Finance Department at Records Center to remove storage items
* Utility Billing/Customer Service
> Zone 3 billing (6/4/12)
> Continue last minute preparations 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
> Working on finalizing FY12-13 budget
> Working with new auditors
INFORMATION SYSTEMS/Steve Nolen, Chief Information Officer
> 56 New Incidents / 50 Incidents Cleared / 6 gain/loss / 153 Remaining
> Resolved various court support questions, Brazos, etc
> Provided temporary WiFi / Internet access solution for Airport hanger 13
> Setup RDP server / Application Extender for auditors
> Produced / edited 06/04/2012 City Commission Meeting
> Resolved OESC upload issues for Finance
> Developed QR Code for Utility Bill and E-Citations for scan to pay
> Developed analytic code for QR click through for Utility / Citations
> Reviewed iPad mount options in Fire Engines
> Added new users to system / Access Control
> Built warrant export tag data for ALPR system
> Built HotCheck export for US Payments kiosk systems
> Reviewed / setup demo for paperless court processes for TCM/TOP
FIRE DEPARTMENT/Dru Tischer, Interim Chief
> Responded to 104 emergency calls: Breakdown of calls: Fires - 3, Rescue/EMS - 71,
Hazardous Conditions - 3, Service Calls - 6, Good Intent Calls - 15, and False Alarms - 5
New Construction Inspections
> Shawnee Community Center, 804 S. Park (fire sprinkler system)
> First Steps Early Learning Center, 1402 E. Independence
> 308 N. Kimberly (structure fire)
> 42400 Garrett’s Lake Road (open burn)
EMERGENCY MANAGEMENT/Don Lynch, Director
> Conducted EOC Radio tests on Wednesday morning
> Assisted Pottawatomie County Sheriffs Office with identification of a radio obtained from
> Prepared radio cache for potential use in mutual aid events
> Worked on Health & Wellness information
> Assisted Public information Officer with ideas for newsletter
> Received the site plan for the Kickapoo Casino & assigned address
> Finalized some addresses with OBU for existing buildings previously addressed all under 1
address. They will start marking each building with identifiers
> Confirmed address for developers on project by Legacy Park
> Registered 2 individual tornado shelters
> Attended the Board of County Commissioners meeting on Monday afternoon
> Participated in conference call with A.T.&T. concerning 9-1-1 fees
> Conducted EM radio test on Tuesday night
> Sent Telephone Replacement RFP notice to vendors and published notice on City Website
> Met with building representative to look at potential alternate public tornado shelter facility
POLICE DEPARTMENT/Russ Frantz, Chief
> Reports: 85 Total Citations: 70 / Handwritten Citations: 45 / E-Citations: 25 (35.71%)
> Assisted with fallen Sailor funeral
> Arrested lawn mower thieves
> Held police candidate interviews
> Sentinel Class is proceeding and doing well (Police Volunteer Group)
> Managed 1774 calls for service (Police/Fire/REACT)
* COPS Grant Program
> Special assignment with Task Force
> 19 Cases Forwarded to CID for Review
> 2 Felony Cases Assigned / 1 Non Felony Case Assigned
> 4 Felony Cases Cleared / 2 Non Felony Cases Cleared
> 5 Felony Charges Filed through DA’s Office
> 2 Total Arrests Made
> 3 NFN Cases Being Looked Into
> 1 Call Out
> 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: 8 – ADM 101-102 and OPS 101-106
> List of files sent to Chief’s Office for review for the week: OPS 101-106
> Nuisance alarm letters distributed for the week: 2
> Number of Police Reports Taken: 3 Number of Calls: 4
> Assisted Patrol on Tuesday, June 5, 2012 - Funeral
> Number of evidence items brought in: 37 Number of evidence items released: 6
> Number of found property items taken in: 8
> Number of items submitted to OSBI: 9
> Number of items released from OSBI back to the department: 4
> Number of Police Reports Taken: 1 Number of Calls: 2
> Number of evidence disposition files/cases cleared: 1
> 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
Events in next 7 Days
Title @ Location
Shawnee and Pottawatomie County Book Signing @ 614 E Main St, Shawnee, OK 2:00:00 PM 4:00:00 PM
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.