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Staff Activity Report for March 17 - 23, 2013
No report submitted this week on any of the projects
* Bike Routes Plan Map
> City Commission approved the Bike Routes Map at their March 4, 2013 City Commission meeting which will enable staff to begin preparing a proposed signage project and putting projected costs for budgeting purposes for this upcoming FY 2013-2014.
* Kickapoo Street Widening Project
> ODOT awarded the Kickapoo Paving Project to Haskell-Lemon Construction for a total project construction cost of $10,930,517.98 (including water line costs). Work on the project is underway with relocation of the waterline. Contractor has laid line from the Spur to Independence, and has been preparing a roadbase on the east side of street for temporary asphalt paving placement that will need to be installed, then the two lanes on the west side will be shut down as removal and construction takes place there from the Spur to Independence. Project is scheduled to be completed by May of 2014
* Airport Trails Project
> City Commission awarded project to Bishop Paving in the amount of $633,409.90. Contractor has completed removal of existing track. CKD base stabilization has begun and is on-going, expected to be completed in the next two weeks barring any bad weather. Overall, project is approximately 52% complete. By Contract they have 180 days to complete the reconstruction. This project will be a complete removal and replacement of the City existing trail(s) around the Airport, and trail widened to 10 feet, approximately 3.75 miles of trail. Anticipate construction being completed by June 2013.
* Main Street Streetscape Project
> Field survey work has been completed and submitted to City for review. Preliminary design work has been started as time allows on this project. Project design will follow closely the design layout that was used on the Bell Street Streetscape Project. Preliminary design is approximately 60% complete.
* City Wide Streets Evaluation & Inspection
> Work expected to start shortly after the Thanksgiving Holidays and take approximately 4-5 months to complete. Street selections and recommendations for upcoming street paving projects anticipated to be presented to City Commission in April 2013. Evaluations are on-going.

* Bell Street Streetscape Project (from Farrall to 7th Street)
> Project was awarded to All Roads Paving ($98,500) and work has begun on sidewalk installation beginning at Farrall Street and working north along Bell. Project is approximately 15% complete. Work will also include an enhanced crosswalk at Farrall with in-paving strobe lighting. Upon completion of project, OG&E will install decorative street lighting along the east side of Bell Street from 7th to Farrall at a cost to the City of Shawnee of $30,050.20.
* City Hall Parking Lot Improvements
> City Commissioners authorized staff to advertise the project for bids. Bid Opening is scheduled for the April 1, 2013 City Commission meeting. Estimated cost of project is at $210,573 and will be taken out of the 302 Street Fund. City is in process of having underground storage tank (UST) removed which started on Thursday, March 8th and is expected to be completed within two weeks.
* Federal Street Bridge Repair Project
> City Commission awarded the to PbX Corporation in the amount of $685,565. Anticipate issuing a Notice to Proceed by the first week in April, and Contractor will have 3 months to complete. There are several utilities hanging from the bridge deck, the most critical is the ONG gas line that feeds the eastern part of Shawnee, and ONG has requested that work not start until after the winter months because they are unable to route the amount of gas that flows through this line to adequately serve the east side of Shawnee.
* Rehab Concrete Streets Project (FY11-12)
> City Commission awarded the project to All Roads in the amount of $387,409.00. All Roads Paving has begun work on Independence east of Sequoyah with removal and replacement of badly broken and cracked concrete paving panels. Work is approximately 80% complete. Work will continue on Independence Street in that area for the next 4-5 weeks, with the majority of work scheduled during the upcoming school spring break
UTILITY DEPARTMENT/Steve Nelms, Interim Director
No changes submitted this week on any of the projects
* Capital Projects
> North Park Block 5 Sewer Line Replacement Project
Trent Construction was awarded the bid. Construction began Wednesday, February 27, 2013. Contractors have set a new manhole on Union and have installed 200 ft. of pipe on Severn. This project in s the beginning stages and is about 10% complete.
> Kimberly Sewer Lift Station Rehab
Jordon Contractors was awarded the bid. Estimated start date is March 13, 2013
> Sanitary Sewer Rehab Project (Pipe Bursting)
Budgeted project amount is $1,000,000.00. This project was awarded to Jordon Contractors on March 4, 2013. Estimated start date is March 13, 2013
> Utility System Master
Contract awarded to SRB (Smith Roberts Baldischwiler, LLC) for an amount to not exceed $549,460. The Water Hydraulic Model will be completed by the end of this month. SRB has started work on the Wastewater Hydraulic Model
> Water Line Replacement Project Midland Street
This week Jordan Contractors completed installing the 12” water line and the 6” water line. The overall project is 90% complete

* Planning
> Staff attended the City Commission meeting on March 18 and presented reports and ordinances.
> Staff was notified that the City was successful in obtaining $400,000 in ODOT funding for Phase II of the Downtown Shawnee Streetscape Project.
> Staff pursued other grant opportunities.
> Staff attended a planning session on the Utility Master Plan.
> Staff attended the Chamber of Commerce, Beautification and Enhancement Committee meeting.
> Building inspection staff remains very busy with numerous new residential and commercial structures under construction.
* Current Projects
> Downtown Streetscape Project
ODOT awarded the City of Shawnee a $400,000.00 Transportation Enhancement Grant A survey was recently done of the area and engineering and design work is ongoing so that the project can be bid immediately upon notice of funding decision. Phase 2 of the Streetscape Plan will improve a four-block area of Main Street with new sidewalks, landscaping, street lights, signal lights, pedestrian improvements and utility work.
> Façade Grant Program (no change on project)
Staff collected submitted application for Round 2 of the Façade Grant process.
> Land Development Code (no change on project)
Staff continues work on revising the City’s development regulations.
> Wayfinding Study Implementation (no change on project)
Staff continued work on the Wayfinding Plan implementation process; preparing to bid the wayfinding (signage) project in early 2013. At present, review of the previous implementation plan and the preparation of documents for bid are underway.

PARKS/CEMETERY/EQUIPMENT SERVICES/James Bryce, Director of Operations
* Parks Maintenance Division (Staff of 8)
> Daily cleanup route on Main Street and in city parks
> Stump grinding
> Beginning to open Park restrooms
> Repairs to playground equipment in several city parks
> Four employees went for Herbicide spray tech testing
> Herbicide spraying as weather permits
> Performing repairs in several city buildings (lights, ceiling tile, wall repair, etc)
> Many repairs in City Hall for Police Accreditation
* Cemetery Division (staff of 4)
> 2 burials last week
> Leveling markers
> Herbicide spraying when weather permits
* Central Garage (Staff of 6)
> 13 units in last week with 19 total repairs
> EVT School and testing
* Current Projects
> Tennis Courts at the Shawnee High School
Work has begun on surfacing and crack repair. The cost of the repairs is split 50/50 with the Shawnee School System. Crews are working to complete the courts, but due to the weather there has been a delay on the repairs.
> Municipal Swimming Pool
Waters Edge Aquatic Design will be in town March 20 & 21, 2013. The Pool Committee discussed results of the survey the committee completed; discussed various types of equipment and shapes. We will be taking to the commission and public soon for comments.
> Trash Off (no change on project)
This event will take place on April 20, 2013 in Woodland Memorial Veterans Park from noon to 4:00 pm. We are teaming up with SWAT (Students Working Against Tobacco). SWAT will have some booths set up and will be picking up cigarette butts in the park.
> Municipal Court Offices Remodel (no change on project)
Drawings are complete and the specifications are nearing completion; will bid this project in March.
> City Hall ADA Restroom Project (no change on project)
Drawings nearing completion; bid project in July 2013
> Auditorium Exterior Restoration and Window Replacement (no change on project)
Specifications are nearing completion; will bid project soon.
> City Auction (no change on project)
Auction will take place on March 30, 2013. The Resolution and a list of the items to the auctioned will be presented at the March 4, 2013 Commission Meeting.
AIRPORT/Rex Hennen, Assistant Airport Manager (no changes on report this week)
* Foreign Trade Zone Application
> Application has been approved; will work with SEDF to market the Airport’s new designation
* “Oklahoma Certified Site Program - Aerospace Park”
> Application is being completed by SEDF and airport staff
* Fuel Sales
> Sales are steadily increasing

* City Clerk
> Preparation of 3/18/13 City Commission and Authorities minutes
> Deputy Clerk attended the OMCTFOA conference in Stillwater on 3/18-22/2013
> Filed 12 lien releases with Pottawatomie County Clerk.
> Normal routine duties including tort claims, management of archived records, research of records for staff and Commissioners, distribution of payroll, preparation of inbound/outbound mail, and overseeing insurance on vehicles and property owned by the City of Shawnee.
* Utility Billing/Customer Service
> Zone 1 Billing (3/21/13)
> Zone 2 Cut-off (3/20/13)
> Routine customer service/billing, water and sewer transactions and issues involving payment arrangements, cut-offs, past-due collections, and sanitation.

FINANCE DEPARTMENT/Cynthia Sementelli, Finance
> Attended OWRB board meeting in Oklahoma City
> Met with City Manager concerning 2013-2014 City budget
> Met with HR concerning their budget
> Prepared for and attended the Airport Board Meeting
> Worked on 2013-2014 Budget

EXPOSITION CENTER/Mike Jackson, Operations Manager
* Events: March 17-24, 2013
> March 21-24, Rollin Squares RV Rally, Conference Center, Upstairs
> March 21-23, Buckles & Banners Boar Goat Production Sale, Otto Krausse Building
> March 21, SC&CDA Board Meeting
> March 22, City of Shawnee Interview Luncheon, Conference Center, Upstairs
> March 23-24, Garland Arts & Crafts Show, Conference Center
* SC&CDA Board Meeting on March 21, 3013
> Board approved to retain same personnel that worked 2012 IFYR
* National Llama Show
> Booked for October 24-27, 2013, show will have exhibitors from 10 or so different states

INFORMATION SYSTEMS/Steve Nolen, Chief Information Officer
> Replaced failed Fire Station #1 Dayroom machine #2
> Misc Support for CDBG, Court, Attorney, and other departments
> Misc Printer and end user support and generate Access Control / ID Cards
> Workstation / Server patches deployed
> Continued work on inbound email hit/miss domains
> Resolved inbound email issues by re-deploying a standalone SMTP scanner in virtual server
> Worked with Allegiance in regard to Ch30 broadcast audio issues, video noise
> Resolved streaming audio noise issues – moved to new encoder system
> Moved to paid UStream streaming account for ad removal
> Discussions with audio vendor for on-site review, lapel mic solutions for Commissioners
> Production of live Commission Meeting
> Installed / configured Knox software for Fire
> Continued builds for Toughbooks / Police tablet PC’s

FIRE DEPARTMENT/David Short, Chief
* Suppression
> Responded to 88 emergency calls: Breakdown of calls: Fires - 3, Good Intent Calls - 10,
Rescue/EMS - 71, Service Calls - 2, False Alarms - 1, and Special Incident - 1
* Prevention
Requested / Administrative Inspection
> Project Safe, 1813 N. Harrison (new occupant)
Follow-up Inspection
> Project Safe, 1813 N. Harrison (new occupant)
> 1109 N. Louisa (structure fire)

> Met with insurance investigators at 1109 N. Louisa in regards to structure fire
> Development Review Committee Meeting
Permits and On-Site Inspections
> Open Burns: 6800 N. Kickapoo, 831 S. Beard, and 1011 E. Farrall
> Dominica’s Italian Restaurant, 2033 N. Kickapoo (hood system)
* Training
> Continuation Training for seven (7) Probationary Fire Fighters

* Communications Technician
> Performed Weekly EOC Radio Tests on Wednesday morning
> Reprogrammed radios for 2 new fire department brush pumpers
> Continued with work on remodel of EOC radio and transmitter rooms
* Emergency Management Technician
> Worked on addressing requests
> Entered 2 storm shelters in database
> Worked on EOP rewrite materials
* Emergency Management Director
> Attended Follow-up session for Maud Town Hall exercise on Tuesday night
> Conducted Outdoor Warning system test at Noon on Wednesday
> Worked on materials for draft Emergency Operations Plan revision
* Current Projects (no change on projects this week)
> Telephone System Replacement
Contract and advanced payment received by vendor; products on order
> VHF System Narrowbanding
Fire Stations # 2 and 3 control stations are awaiting installation/reprogramming from Total Radio.
Interface cables received for 800 MHz radio connection to EOC console have been installed by the technician. Awaiting VHF/UHF licenses from FCC
> 800 MHz Upgrade/Enhancement
Proceeding with verifying project requirements and components list

* Police
> Reports: 158 / Total Citations: 89 / Handwritten Citations: 26 / E-Citations: 63 (70.79%)
> Arrests: 29
> Homicide – Suspect in custody / Domestic related homicide / weapon used – handgun
> Drug Raid – residence on Center Street – heroin bust
> OHSO DUI patrols enforcement
> ALICE training for BancFirst employees
* Dispatch
> Managed 1613 calls for service (Police/Fire/EMS)
* Accreditation: Lt. King, Accreditation Manager
> Working on preparing the department for State Accreditation and proofs of compliance
> Working on Criminal Justice Information Services Facility Protection & Security requirements
> Meeting with shifts to prepare for accreditation inspection
* COPs Grant Program
> Assist with armed robbery and man hunt
> Conducted Facebook surveillance
> Wrote and executed SW on 1226 N Center
-arrested one for possession of heroin, possession of Xanax, possession of drug
paraphernalia, unlawful use of a telecommunication device to facilitate a felony.
-seized .6 grams of heroin
> Interviewed informants (confidential) and conduct surveillance on drug houses
> Search for wanted felon (sting operation)
> Intercept equipment for endeavoring to cultivate marijuana
-seized five individually packaged feminized marijuana seeds and fertilizing solution
> Event with OHP, Tecumseh PD, CPN Safety corridor
> 39 Cases Forwarded to CID for Review
> 6 Felony Cases Assigned / 2 Misdemeanor Case Assigned
> 8 Felony Cases Cleared / 1 Misdemeanor Case Cleared
> 4 Felony Cases Filed through the DA’s Office
> $2,284.03 Total Property Recovered
> 4 Call Outs
> 7 Assists with Patrol and Other Agencies
> Worked 1Cell Phone Forensic
> Called out on Homicide and made one Arrest
* Evidence
> Number of evidence items brought in: 43
> Number of items submitted to the OSBI: 6 (91 Drug Cases for Destruction)
> Items Flagged & Pulled for Destruction: 10 (15 Guns)
* Animal Control
>Calls Responded: 56 >Animals Impounded: 33 >Animals reclaimed: 3 >Animals adopted: 5
* Staff
> Police Officers - 59 / 2 open positions / 1 in FTO Training / 2 on extended leave / 54 available
> Dispatch positions - 13 / 13 available for service / 3 in training status
> 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.