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Staff Activity Report for April 14 - 20, 2013 THIS NEWS ITEM EXPIRED 7/29/2013 AND IS NO LONGER ACTIVE AND MAY NOT REFLECT CURRENT INFORMATION! THIS INFORMATION IS FOR ARCHIVAL PURPOSES ONLY!
4/29/2013 ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
No change on any of the projects this week due to the rainfall.
* 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, once waterline work is completed in the vicinity of Kickapoo & Independence the paving Contractor (Haskel-Lemon) will be able to begin on paving construction from the Spur to Independence. The existing street just south of Arvest Bank on the west side of Kickapoo has been removed and grade work started for the new City Street to be built at that location. 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. Work on the track has begun, and Contractor has completed removal of existing track. All CKD base stabilization has been completed and Contractor has begun laying the asphalt track. Overall, project is approximately 80% complete. Weather and rains have really hampered this project. The project is a calendar day project with 180 days allotted for completion of the 3.75 miles of 10 foot trail being installed. This project is 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 80% complete. ODOT has announced that the City of Shawnee was approved for the $400,000 enhancement grant, and with funding from the Downtown TIFF District, 302 Street Fund, and SMA, the City should be in shape to have full funding for the project. A landscape architect will be employed to finalize irrigation and landscape plans, and the City may be able to advertise this project sometime Fall 2013.
* ADA Sidewalk and Ramps Project
> Bid Opening for this project was at the April 15, 2013 City Commission meeting. Four bids were received ranging in costs from $127,000 to $249,000. Bids are under review and a recommendation of award will be made at the May 6, 2013 City Commission meeting.
* Federal Street Bridge Repair Project
> City Commission awarded the project to PbX Corporation in the amount of $685,565. Work is scheduled to begin the middle part of April. As of last week all the utilities have been removed from the bridge so that demolition work could proceed. The Contractor (PbX Corp) though is having difficulty with the railroad in getting approvals for their work and safety plan to protect the tracks from damage, but, that issue should be resolved within the next few weeks. It has been decided that actual demolition of the bridge and closure of Federal Street will occur on May 20, 2013 which will be the week following when school is out at Liberty School.
* 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 90% 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 Commission awarded the project to All Roads Paving in the amount of $195,235.40. Project consists of constructing a new 73 space concrete parking lot and milling/overlay the existing asphalt City Hall parking lot and alley. 90 calendar days are allotted to the project by contract, but a start date has not yet been determined. A Pre-work meeting is scheduled for April 25, 2013 at which time the All Roads will submit their executed contract with bonds and insurance, and from discussions held, a Notice to Proceed date will be determined.
* Rehab Concrete Streets Project (FY11-12)
> City Commission awarded the project to All Roads in the amount of $387,409.00. The focus of this project has been entirely on Independence Street east of Center. All Roads Paving (Contractor) began work January 2, 2013, and work is approximately 85% complete. Contract time ends May 2, 2013 and if contractor is not completed by that time, then the City has the ability to assess them $1,000 per day as damages until the project is completed.
Traffic Control Division
> Replaced Stop sign at Union & Independence and a No Parking sign at Kennedy & Wood
> Recovered drums & flagging from Veterans Awareness Celebration and Shawnee Cruise Events
> Replaced street marker for Juel & La Donna
> Set-up and recovered work zone for the Utility Department on Union
> Replaced 3 signal lamps and reset 9 intersections in town due to storm
> Replaced load switch for phase 5 at Main & Harrison
> Blocked off the following street due to flooding: Buck Dr, Benedict, and the Airport Tunnel
> Completed repairing two water-cuts: 311 W. Kirk and Ridgewood between Broadway & Beard
> Saw-cut water-cut at 1201 N. Park
> Grinded asphalt on Southwest corner of Broadway & 9th
> Repaired 5 x 6 hole on the Federal Bridge
> Ran intakes 2 daya
> Cleaned culverts and mud off streets at various locations
> Ran sweeper at airport
> Bladed at Expo
> Graded the following roads: Post Office Neck, Pecan Grove, Eckel Road, Walker (north), Westlake Road, and Clearpond Road
UTILITY DEPARTMENT/Steve Nelms, Interim Director
* Water Treatment Plant (Staff of 10)
> Average production: *MGD - 3.865 Last week: *MGD - 3.646
> Pumped 416,555,000 MG to date compared to 380,674,000 MG for same period last year
> Performed routine plant maintenance and water testing
*MGD: Million Gallons Daily
* Southside Wastewater Treatment Plant (Staff of 7)
> Flows averaged: *MGD - 1.876 **BOD - 15 mg/l ***TSS - 4 mg/l
> Performed routine maintenance and testing 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 - 1.893 **BOD - 3.8 mg/l ***TSS - 5.8 mg/l
> Hauled 192,500 gallons of bio-solids so far this month
> Performed routine maintenance and testing on the plant
*MGD: Million Gallons Daily **BOD: Biochemical Oxygen Demand ***TSS: Total Suspended Solids
* Water Distribution (Staff of 11)
> Service Calls - 67, Main Breaks - 2, Leak Checks - 8, Cut-offs Replaced - 1, Water/Sewer Line Locates - 43, and Reset Water Meters - 4
> Repaired the following main breaks: 730 N. Pennsylvania and 1806 E. Main
> Worked Shop Tickets
* Valve Maintenance (staff of 3)
> Located/performed serviceability check on valves at 2 locations throughout the city
> Located/performed serviceability check on a fire hydrant located at Minnesota & Wayne
> Eliminated a fire hydrant no longer in use on Airport Drive south of University Street
* Wastewater Collection (Staff of 7)
> Sewer lines flushed - 17,400 ft. Flushed (year to date) - 264,527
> Total Service Calls - 32, Sewer Lines Checked - 20, Lift Stations Checked - 16, and Emergency Sewer Calls - 4
> Worked on the preventative maintenance flusher list and maintenance on Lift Stations
* Capital Projects (no changes on any of the projects this week)
> Kimberly Sewer Lift Station Rehab
Jordon Contractors was awarded the bid. Contractor is waiting on other utilities to be relocated.
> Water Line Replacement Project Midland Street
All water line has been installed. Clean-up has started and sod is being laid. The overall project is 95% complete.
> North Park Block 5 Sewer Line Replacement Project
Trent Construction was awarded the bid. Construction began Wednesday, February 27, 2013. Contractors have completed laying the sewer line and stubbing up all services. This project is about 75% complete.
> 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 April 3, 2013.
> Utility System Master Plan
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 April. SRB has started work on the Wastewater Hydraulic Model. Staff met with SRB on March 22nd for a basis of planning meeting.
PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
> The City held nuisance abatement hearings and five (5) additional structures were ordered removed.
> The City has condemned 102 structures between 2011 and the date of this report.
> Staff prepared and presented materials at the April 15 City Commission meeting.
> Staff met with developers and discussed current and future projects.
> Staff attended the Chamber Beautification and Enhancement Meeting.
> Staff prepared materials and reports for the Planning Commission.
> Building inspections staff conducted numerous inspections and plan reviews.
> Action Center staff process dozens of nuisance complaints.
* Current Projects (no changes on any of the projects this week)
> 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
Staff collected submitted application for Round 2 of the Façade Grant process.
> Land Development Code
Staff continues work on revising the City’s development regulations.
> Wayfinding Study Implementation
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)
> Repairing sprinkler systems (Mall Drive and Bell Street)
> Daily cleanup route on Main Street and in city parks
> Repairing playground equipment in several city parks
> Performing repairs in several city buildings (lights, ceiling tile, wall repair, etc)
* Cemetery Division (staff of 4)
> 1 cremation burial last week
> Leveling markers
* Central Garage (Staff of 6)
> 16 units in last week with 28 total repairs
> EVT School and testing
* Current Projects
> Municipal Swimming Pool
Public viewing and comment session on April 11th went well. Architect is applying the comments to the drawing and going back over costs
> Municipal Court Offices Remodel
Drawings and specifications are complete. We are acquiring quotes on this project
> Trash Off
We had six groups signed up for a total of 38 volunteers who collected 31 bags of trash. There is one more group set up to work on April 28th in the downtown area
> 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
AIRPORT/Rex Hennen, Assistant Airport Manager (no changes this week)
* Fuel Sales
> Sales are steadily increasing
March 2012 = Avgas 2,135.14 Gallons; Jet A 2,003.60 Gallons
March 2013 = Avgas 2,611.42 Gallons; Jet A 3,232.66 Gallons
* Airport Advisory Board
> Regular monthly meeting rescheduled to April 24, 2013
* 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
CITY CLERK’S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
* City Clerk
> Preparation of 4/15/13 City Commission and Authorities minutes
> 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 cut-off for non-payment (4/17/13)
> Zone 1 billing (4/19/13)
> Routine customer service/billing, water and sewer transactions and issues involving payment arrangements, cut-offs, past-due collections, and sanitation
EXPOSITION CENTER/Mike Jackson, Operations Manager
* Events: April 14-21, 2013
> April 16, St. Anthony’s Spring Style Show, Conference Center
> April 17, St. Anthony’s PAL, Conference Center
> April 18-19, St. Anthony’s Employees Training, Conference Center
> April 19, Pipeline Awareness, Conference Center, Upstairs
> April 20, Ragin Cajun, Conference Center
> April 20-21, Oklahoma Quarter Horse Foundation Show, Fred Humphrey Pavilion
* IFYR totals as of April 13, 2013
>Contestants Entries – 496 >Event Entries – 922 >States – 26
INFORMATION SYSTEMS/Steve Nolen, Chief Information Officer
> Reset forgotten passwords and added new users for imaging system in Utilities
> Reviewed new imaging system configuration process, functions
> Produced, edited, and promoted 04/15/2013 Commission meeting
> VOIP meeting / planning session
> Replaced desktops at Fire station #2 and deployed UPS updates at Fire Stations
> Resolved end user created display issue in Emergency Management
> Updated various Fire Departments software
> Continued police mobile device deployments
> Updated social media for Mall Fire Alarm questions over weekend
> Forwarded / responded to various Facebook comments/questions
> Program Ch30 City Report / Connect videos
* Various Major Project Updates
▪ Backup appliance documentation / PO input processed
▪ VoIP network equipment upgrade project order processed
▪ Desktop replacement systems order processed
▪ Enterprise Antivirus / anti malware product migration reviewed/planned
▪ Construction inspector mobile replacement processed
▪ Mobile tablet testing parts / mounts processed
FINANCE DEPARTMENT/Cynthia Sementelli, Finance
> Prepared items for agenda
> Met with City Manager concerning budget
> Worked on General Budget, small funds, 301 and 302 budgets, and completed SMA budget
> Met with a few commissioners concerning budget
> Entered budget amendment
> Worked on CDBG
> Completed budget narrative
EMERGENCY MANAGEMENT/Don Lynch, Director
* Communications Technician
> Performed Weekly EOC Radio Tests on Wednesday morning
> Continued maintenance and operational checks on outdoor warning devices
> Continued renovating the EOC radio room and transmitter room
> Repaired battery charger for Police Department
> Installed Firecom system for new brush pumpers for Fire Department
* Emergency Management Technician
> Assisted Communications Technician with outdoor warning device tests
> Processed telephone bills
> Worked on addressing request
> Assisted with EOC staffing for 2 Severe Weather Events
> Registered 3 storm shelters
> Participated in videotaping of operations in EOC for channel 30
* Emergency Management Director
> Attended mandatory Emergency Vehicle Operations Course Refresher on Monday afternoon
> Activated EOC with partial staffing for storm watch operations on Monday night
> Activated EOC for storm watch operations on Thursday afternoon.
Emergency Management (continued)
* Current Projects
> Telephone System Replacement
Products received and in vendor warehouse; Awaiting network switch upgrade for installation.
Time frame for network Switch Replacement is May 17, 2013
Tentative Target Date for running cable is May 22-23, 2013
Tentative Target Date for installation of Desk sets is May 28
> Conventional Radio Upgrade:
Fire Stations # 2 and 3 control stations are awaiting installation/reprogramming from Total Radio.
VHF and UHF new frequency licenses received from the FCC
Installation of Interface cable for Oklahoma Ma/Com interoperability radio to GAItronics console still awaiting installation from Total Radio.
> 800 MHz Upgrade/Enhancement (no change on project)
Proceeding with verifying project requirements and components list
FIRE DEPARTMENT/David Short, Chief
> Responded to 98 emergency calls: Breakdown of calls: Fires - 6, Good Intent Calls - 22,
Rescue/EMS - 62, Service Calls - 3, and False Alarms - 5
New Construction Inspections:
> Shawnee Memory Care, 1723 Airport Road
> Cottage Park, 1702 N. Kickapoo
> Follow-up investigation at 120 W. Wallace
Permits and On-Site Inspections
> Open Burn at 1406 Cambridge
> Continuation Training for seven (7) Probationary Fire Fighters
POLICE DEPARTMENT/Russ Frantz, Chief
> Reports: 146 / Total Citations: 109 / Handwritten Citations: 19 / E-Citations: 90 (82.57%)
> Arrests: 37
> Traffic Saturation Patrols and Checkpoints Friday night
> Two subjects arrested at disturbance at Buffalo Wild Wings
> Motorcycle club house 200 Block S. Penn cited for disturbance
> Managed 1815 calls for service (Police/Fire/EMS)
* COP’s Grant Program
> Saturation Patrols and Checkpoints
> Continuing investigation on old missing person/homicide case – three bodies located
> ALICE training for community at Gordon Cooper Technology Center
> 24 Cases Forwarded to CID for Review
> 13 Felony Cases Assigned / 4 Other Case Assigned
> 16 Felony Cases Cleared / 1 Other Case Cleared
> 14 Felony Cases Filed through the DA’s Office
> 1 Total Arrest Made
> $4,969.13 Total Property Recovered
* Animal Control
>Calls Responded: 76 >Animals Impounded: 31 >Animals reclaimed: 4 >Animals adopted: 2
> Police Officers - 59 / 3 open positions / 1 in FTO Training / 1 at FBI Training / 1 deployed on Military / 53 available
> Dispatch positions - 13 / 12 available for service / 2 in training status / 1 open position
> 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.