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Staff Activity Report for July 15-21, 2012
Engineering Department
* Kickapoo Street Widening Project (from MacArthur Street to Kickapoo Spur)
> City Staff completed all the additional easements given to the City by ODOT and submitted them back to ODOT R/W Division Monday (7/16/2012). Upon review by ODOT, they have indicated that the Citys R/W acquisition is now cleared and that the Kickapoo Project could be placed on their November bid letting after their internal review is completed.
* Harrison Street Median Landscaping Project (Median just south of I-40 and north of Gordon Cooper Vo-Tech entrance)
> Bid Opening occurred Monday, July 16, 2012, and the low bid was submitted by Rudy Construction in the amount of $98,000. Project will be awarded at the next City Commission meeting which will occur August 6, 2012, and construction work on the project would be able to start by the third week in August. The project should take no longer than 12 weeks to complete. This project will consist of concrete removal and installation of raised stamped concrete border, backfilled with suitable soil and then landscaped with a variety of bushes and ornamental plantings.
* Kickapoo & Kulhbird Lane Safety Improvements
> Bid Opening was on June 18, 2012 with the apparent low bid by C-P Integrated Services in the amount of $54,211.30. City Commission at their July 16, 2012 meeting awarded the project to C-P Integrated Services. A Pre-work meeting has been scheduled for Tuesday, July 31 to discuss the project. Anticipate work starting on this project by mid August, but, actual date to issue Notice to Proceed will be determined at the Pre-work meeting.
* ADA Sidewalk & Ramp Project
> Contractor continues to work on the sidewalk along Kennedy Street from Ford to Kickapoo Spur. The Shawnee Public Schools has agreed to the closing of two drive approaches along Kennedy at the old Brackeen Motors site which makes for a better sidewalk project.
* Expo Parking Lot Improvements
> CGC, LLC the contractor whom was awarded the project and City Street Department had completed the project as scheduled, one week before Rodeo time. A Punch List of items to correct was given to the Contractor on July 22, 2012 and they will be working on those to complete within the next 3 weeks. Staff has begun measuring up items of work to determine final as-built construction costs.

* Gordon Cooper Bridge (southbound lanes)
> Work has started on the Project, and Contractor (PbX Corp) is approximately 85% 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. Bridge Deck repair quantities have been increased after onsite inspections following milling revealed additional areas that had to be addressed. A change Order in the amount of $85,000 was presented to the CPN for work to repair the concrete pier caps and columns underneath the bridge deck. PbX will begin placing back the latex modified concrete overlay Thursday morning at around 4:00 am in the morning. They will need to do that because the latex modified concrete overlay cannot be placed if the temperature exceeds 92 degrees, thus the early start to beat the afternoon heat.
* Lake Road Bridge Repair Project
> Project is complete and both lanes are opened to traffic. Bridge surfacing is 100% better and smoother rideable deck than previous condition. Final As-Built quantities shows final construction costs to have been $615,039.10 with the original contract bid at $630,316.30. Final acceptance of project and placing Maintenance Bonds into effect will occur at the August 6, 2012 City Commission Meeting.
* Bryan & Independence Intersection Traffic Signal Project
> Bid Opening was on June 18, 2012 with the apparent low bid by Traffic & Lighting Systems in the amount of $198,562.60. City Commission at their July 16, 2012 meeting awarded the project to Traffic & Lighting Systems. A Pre-work meeting has been scheduled for Tuesday, July 31, 2012 to discuss project and scheduling of work. Anticipate work starting on this project by second week in August.
* Rehab Asphalt Streets Project (FY11-12)
> Bids were opened at the June 18th City Commission meeting, with the apparent low bid by Nash Construction in the amount of $589,090.00. The City Commission awarded the project to them on July 16, 2012. This is our annual asphalt streets maintenance contract and streets identified for milling and overlaying are Independence from Kickapoo to Airport Drive, Independence from Park to Broadway, MacArthur from Leo to Acme, 45th Street from Kickapoo to Leo, and Bradley from Center to Bryan. Anticipate construction beginning by first week in August.
* Rehab Concrete Streets Project (FY11-12) (Independence from Center to Sequoyah)
> City Commission awarded the project to All Roads in the amount of $387,409.00 on July 16, 2012. A Pre-work meeting has been scheduled for Friday, July 27, 2012 to discuss project and probable locations to begin maintenance repairs. This is our annual concrete streets maintenance contract whereby badly broken and cracked concrete panels are removed and replaced. Focus of this contract will be on Independence from Center to Sequoyah.
* Airport Trails Project
> Preliminary survey work has begun on this project to enable design of plans to proceed. This project will be a complete removal and replacement of the City existing trail(s) around the Airport, and trail widened to 10 feet. Design work will be once survey work completed.
* Federal Street Bridge Repair Project
> City Staff has begun preparing plans and bid documents for the repair of the Federal Street bridge over the Railroad Tracks. Anticipate being able to let this project for bids October 2012.

Traffic Control
> Painted school crosswalks for North Rock Creek, Will Rogers, Shawnee Middle School, Grove, and OBU
> Recovered barricades, cones, and stop signs from Expo Center
> Replaced LED for southbound left turn red at Leo & Hwy 177
> Retrieved traffic counters from Lake Rd
> Removed rodeo parking signs
> Painted stop bar, arrows, and lane line at Federal & Beard
> Replaced LED for eastbound red at 45th & Hwy 177
> Removed Hwy 177 signs
> Painted Lake Rd (Hwy 102 to Post Office Neck)
> Reset the intersection of Federal & Harrison (on flash / conflict)
> Cut out street markers for Crest & Bryan, Elberta & MacArthur, and Dunbar & Beard
> Checked type I barricades that came in from the field
Street Department
> Repaired the following water-cuts: 628 W. Kirk (15x15), 1231 E. 10 north (17x8), 1231 E. 10 south (11x9), Kimberly & Highland (10x10), and Park & Pulaski (7x13)
> Repaired the following valve cuts: 706 E. Main (11x8) and Tucker & Main (11x14)
> Ran Street Sweeper 4 days
> Box bladed the following alleys: Between Harrison & Kickapoo from Wallace to Highland and the alley behind Sonic off Harrison
> Started working on the bridge just south of 709 S. Oklahoma/80% complete
> Cleaned the walkway under the MacArthur Airport Bridge
> Bladed the following streets: Archery Range, Magnino (north and south), Walker Road (east and west), and cleaned the bar ditches on Magnino and Pecan (west)
> Repairing an intake at 9th & Kickapoo/80% complete
* Water Treatment Plant (Staff of 10)
> Average production: *MGD - 5.806 Last week: *MGD - 5.866
> Pumped 858,808,000 MG to date compared to 837,410,000 MG for same period last year
> Performed routine plant maintenance
*MGD: Million Gallons Daily
* Southside Wastewater Treatment Plant (Staff of 7)
> Flows averaged: *MGD - 1.064 **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 - 1.581 **BOD - 2.1 mg/l ***TSS - 2.5
> Hauled 240,000 gallons of bio-solids for the month so far
> 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 - 81, Water/Sewer Line Locates - 21, Leak Checks - 22, Cut-offs Replaced - 2, Main Breaks Repaired - 2, and Reset Water Meters - 1
> Repaired 12” water main break at 4001 N. Bryan and a 6” water main break at 1821 Airport Drive.
> Oiled, serviced, and exercised 17 fire hydrants
> Worked shop tickets
* Wastewater Collection (Staff of 7)
> Sewer lines flushed - 20,225 ft. Flushed (year to date) - 555,292 ft.
> Total Service Calls - 45, Sewer Lines Checked -26, Emergency Sewer Calls - 7, and Lift Stations Checked - 18
> Worked on the preventative maintenance flusher list and maintenance on Lift Stations
> Camera inspection of sewer lines, lines looked good
* Valve Maintenance (staff of 4)
> Located and performed serviceability check on valves at the following locations: 7th & Bryan, 1 Turkey Knob, 9 Turkey Knob, Independence & Center, 1202 Bradley, Center & Orchard, 2101 Rose, 1201 Monroe, 1227 Dougherty, 1713 Ricky Rd, 1223 E. Monroe, and 1301 Charles
> Raised/realigned valve boxes at the following locations: Center & Edwards and 322 N. Bryan
* Construction Inspector
> Sewer line at Grays Addition is installed. The pressure test in complete and the line passed.
* Capital Projects
> Utility System Master Plan
On June 18, 2012 the Commission authorized the Shawnee Municipal Authority to enter into a contract with Smith Roberts Baldischwiler, LLC for an amount to not exceed $549,460. There was $300,000 budgeted for the 2011/12 fiscal year and $300,000 for the 2012/13 year. A Notice to Proceed was issued on June 25, 2012. A kickoff meeting took place on July 18, 2012 at 2:30 p.m. Data requests were a large part of the meeting and are already in progress.
> Water Line Replacement: Lakeview Estates: Minnesota, Franklin, and Hughes Circle
Budgeted project amount $257,875.00. Bid was awarded on June 4, 2012 to Jordan Contractors. Estimated completion of the project is August 5, 2012. Jordan Contractors is continuing to lay water line at Lake View Estates. Jordon Contractors is continuing to lay water line. They have lain approximately 900 ft. of line. Current location is at the intersection of Franklin & Minnesota. Job is roughly 65% complete.
Midland Street: between Kickapoo & Airport Drive and between Midland & Franklin
Received plans, have red-lined plans and will schedule a meeting with Land Run to discuss any and all changes that need to be made before project is let out for bid.
> 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. The completion date on this project has been extended until July 31, 2012. They started work on this project June 29, 2012.
> 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 late July to mid August 2012.
> 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. They have been gone this week but will return next week to burst the two 4” lines north of Drummond and north of Severn. These will be the last line for this pipe bursting contract.

* Planning
> Staff continued its emphasis on dilapidated structures
> Staff attended meetings with the Chamber of Commerce and the Shawnee Economic
Development Foundation
> Staff met with developers on several pending projects
> Staff continued work on revising the Shawnee Zoning Code
* Shawnee Urban Renewal Authority
> Completed the demolition of one structure
> Inspected three properties and held a pre-construction conference
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
> Working on Park inspections
> Performing various repairs and graffiti removal in several city parks and buildings
> Mowing and weed eating in all areas including the Lake and dams
> Mosquito control every Tuesday and Thursday evening weather permitting
> Daily Municipal Pool operations
> Repaired swim areas at the Lake
> Mowed frog ponds for the Water Department
> Repaired swimming pool circulation line break
> Started Boyscout Park tennis court change over to basketball
* Cemetery Division (staff of 4)
> One (1) burial last week
> Leveling markers, herbicide spraying, mowing, and weed eating
* Central Garage (Staff of 6)
> 37 units in last week with 44 total repairs to vehicles and equipment
> Servicing equipment for the Expo
> Exploring the possible use of CNG/Propane vehicles for city fleet
* Current Projects
> Roofing Project to begin soon at the Library
> Lake #1 fishing dock is closed due to storm damage. Budget for new dock in FY 12-13
> Bidding out Floating Fishing Dock on Lake #1
> Working on various projects on Lake #1
> 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., July 18, 2012 in the Airport Terminal
˚ Discussed future marketing efforts
˚ Discussed implementing tie-down fees for airplane parking on the ramp
* Parallel Taxiway Project
> All construction complete
> Punch list items have been addressed
> FAA grant will remain open until all seeded areas have established a permanent root system
> A small area of the new apron paving has settled. Contractor has submitted a solution to correct
the situation. Work will be done with asphalt operations of Runway Project Phase II.
* Runway Rehabilitation Project
> FAA Grant: $3, 524,477 and the OAC Grant: $221,006
> Phase I construction is complete:
˚ South 2,400 feet of runway is open
> Phase II construction is underway:
˚ Safety area grading
˚ Asphalt leveling course nearing completion
˚ Construction of access road serving FAA lighting equipment underway
* Foreign Trade Zone Application
> Matthew Weaver reports that the application is under final agency review
* Department of Commerce “Oklahoma Certified Site Program - Aerospace Park”
> Application is being completed by SEDF and airport staff
* 2012 Pilots and Pancake Fly-in – Saturday, October 6, 2012
> Planning for larger air show including acrobatic planes
* Enterprise Car Rental Office
> Lease approved by City Commission
> Office modifications under way in terminal
> Projected opening day August 15
EXPOSITION CENTER/Mike Jackson, Operations Manager
> July 16, OGE Training, Conference Center, Upstairs
> July 19, SC&CDA Board Meeting
> July 21, Wedding Reception
> Tear down from IFYR
> Set up for the National JR Brahman Show that moves in July 22. Show will be here for a week
and will consist of 13 states being involved and over 500 head of cattle
* City Clerk
> Preparation of 7/16/12 meeting agenda
> Began preparation of 7/16/12 meeting minutes
> Filed 23 public nuisance liens with Pottawatomie County Clerk
> Normal routine duties including tort claims and insurance on vehicles/property
* Utility Billing/Customer Service
> Zone 1 billing (7/20/12)
> Zone 1 cut-off (7/18/12)
> Continued interviews for customer service clerk vacancy
> 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
> Processing items for compensation study
FINANCE DEPARTMENT/Cynthia Sementelli, Finance
> Worked on year end
> Worked on salary adjustments
> Attended CVB special meeting
> Worked on Fly-in budget
> Attended airport meeting
> Worked on capital project numbering system
INFORMATION SYSTEMS/Steve Nolen, Chief Information Officer
> Produced, edited, and published City Commission Meeting
> Rescheduled Ch30 for new City Report / published City Report to Web
> Established Fire Access Control updates with vendor, reviewed work
> Final review for Imaging System replacement / request purchase
> Finish build of new Server
> Start of Workstation builds
> Meeting with VOIP Vendors
> Installed Air sensor devices at Public Works facilities
> Work on Backups of network servers
> Review video systems for police cars
> Help with installation of access control at Fire stations
> Meet with vendors for the VOIP system
FIRE DEPARTMENT/David Short, Chief
* Suppression
> Responded to 83 emergency calls: Breakdown of calls: Fires - 7, Rescue/EMS - 63,
Hazardous Conditions - 1, Service Calls - 2, Good Intent Calls - 7, and False Alarms - 3
* Training
> Physical Fitness, Street & Hydrant Review, Ventilation, Rescue/Extrication, Heat Injuries,
SCBA, Company Evolutions
> Kaplan Fire C.E.U. Training: Burns, Chest Pain, Dehydration, Portable Fire Extinguishers, and
Fire Officer
> Continuation training three (3) Probationary Fire Fighters
> Continuation training two (2) Lieutenant Candidates
> Total Staff Training Hours = 61
* Communications Technician
> Conducted EOC radio tests
* Emergency Management Technician
> Attended meeting of County 9-1-1 Advisory Board
> Coordinated with County Addressing Coordinator on problems
> Worked on address assignments with developer
* Emergency Management Director
> Made presentation to City Commission on communications projects
> Participated in emergency management radio tests
> Attended Central Oklahoma Emergency Managers meeting on Thursday morning
> Made initial contact with communications consulting firm to work on proposal for services on
license and technical specifications for north tower site.
* Police
> Reports: 159 Total Citations: 101 / Handwritten Citations: 38 / E-Citations: 63 (62.38%)
> Arrests: 22
> Two Driver License Checkpoints on July 21, 2012
* Dispatch
> Managed 1761 calls for service (Police/Fire/REACT)
* COPs Grant Program
> Assisted Dayshift, Evening Shift, DTF / Assisted patrol with EOD
> Assist DA investigation follow up
> Mall patrol
> Organize Drug Tips / Citizen drug tip follow ups
> Met with DA task force re: drug tips
> Typed up surveillance reports. Downloaded photographs Face book surveillance
> Set up and traffic stop attempting to locate subject with felony warrants
> Assist with search for suicidal subject by the mall.
> Participated in a Driver’s License Check Point
> 23 Cases forwarded to CID for review / 6 Felony Cases assigned / 2 Non Felony Cases
> 8 Felony Cases cleared / 0 Non Felony Cases cleared
> 6 Felony Cases Filed through District Attorney’s Office
> $130.00 Total Property Recovered
> 3 NFN Cases being looked into
> 2 Assists with Patrol and Other Agencies
> Continued Work Child Porn Computer Forensic Case from Public Library
> Continued Work on 2 Missing Persons Cases
* 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: 13 – OPS 301-303, OPS 305, OPS 307,
OPS 309, and OPS 402-408
> Number of calls: 3
* Evidence
> Number of evidence items brought in: 28
> Number of evidence items released: 7
> Number of bicycles taken in: 1
> Number of found property items taken in: 2
> Number of found property items returned to owner: 2
> Amount of drug money returned: $201.00
> Number of items submitted to OSBI: 10
> Number of disposition files/cases cleared: 6
> Items Flagged and pulled for Destruction: 230
> Number of police reports taken: 1 Number of calls: 2
* Staff
> Police positions-59 / 3 open positions left to fill
> Dispatch positions-12: 7 available for service / 3 in training / two open positions
> Animal Control Positions-4: 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.