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Staff Activity Report for June 2 - 8, 2013 THIS NEWS ITEM EXPIRED 9/18/2013 AND IS NO LONGER ACTIVE AND MAY NOT REFLECT CURRENT INFORMATION! THIS INFORMATION IS FOR ARCHIVAL PURPOSES ONLY!
6/18/2013 EMERGENCY MANAGEMENT/Don Lynch, Director
> No Report Submitted this week
ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
* Kickapoo Street Widening Project
> ODOT awarded this 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 proceeding with installation of new, larger water main(s) that will be located from outside of the street paving instead of under the paving as where the existing lines are located. Water line replacement has proceeded from the Spur to north of Elizabeth. Contractor has uncovered an underground storage tank (UST) which ODOT informs the City that it is the Citys responsibility to have removed. City is currently working with a Contractor certified by the Oklahoma Corporation Commission (OCC) to submit a cost proposal to the City for consideration. The existing traffic signals have been taken down from the intersections of Kickapoo & the Spur and Kickapoo & Independence, and temporary signals on span wire have been erected as the Contractor is readying the section from the Spur to Independence to be able to start actual roadway construction in that area. Project is scheduled to be completed by May of 2014
* Airport Trails Project
> Project awarded to Bishop Paving in the amount of $633,409.90. All the asphalt is in place for the track/trail, and people are able to use the facility. The Contractor is working on the concrete replacement for driveways and ramps along the section of the track that is adjacent to Airport Drive. Also, work on backfilling the asphalt track/trail with topsoil is in progress. Anticipate construction being completed by June 2013.
* Rehab Concrete Streets Project (FY11-12)
> Project awarded to All Roads in the amount of $387,409.00. Work on Independence was halted May 3, 2013, because the only section remaining to be removed and replaced was right in front of Sequoyah Schools drives. Work had been stopped on this project until school was out, and All-Roads resumed paving operations on May 20, 2013. The heavy rains and severe weather we have experienced the last few weeks has delayed and hampered the contractor’s progress.
* ADA Sidewalk and Ramps Project
> Project awarded to All-Roads Paving in the amount of $127,337.75. We are targeting ramps at the intersections along 10th Street from Harrison to Bell Street. Work is in progress, and Contractor has been working intersection ramps at 10th & Union and 10th & Philadelphia.
* Federal Street Bridge Repair Project
> Project awarded to PbX Corporation in the amount of $685,565. City staff completed the design plans and specifications for the project. The project was awarded to PbX Corporation in the amount of $685,565. All the utilities, ie, water, ONG, and OG&E have moved their facilities from underneath the bridge deck and construction work could be started, however, we are still waiting on the BNSF to give approvals to PbX Corp to proceed. The bridge being over the railroad’s right-of-way gives them jurisdiction over construction and we need their approvals before proceeding. Contact has been made with the BNSF, and although Contractor and BNSF have executed an Agreement, the railroad (BNSF) is still holding up construction start date until their Demolition Division has approved the Contractors method of operations and the BNSF provides a flagger. The BNSF requires one of their own personnel to be onsite even though there is only one train per week that uses that track. Start date has now been pushed back till at least June 24, 2013.
* Bell Street Streetscape Project (from Farrall to 7th Street)
> Project awarded to All Roads Paving in the amount of $98,500. Project is approximately 95% completed, but had been put on-hold while Shawnee Municipal Authority (SMA) installs a water meter and vault. SMA indicates they still have work to complete and will be another 3-4 weeks before completion. The project also includes an enhanced crosswalk at Farrall with in-paving strobe lighting, and that is scheduled to be installed within the next two weeks. OG&E will install decorative lighting along the east side of Bell Street upon completion of the sidewalk project, and OG&E is tentatively scheduled to begin their lighting installation in four weeks from today.
* City Hall Parking Lot Improvements
> Project awarded 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 has been held and a Notice to Proceed for this project has been issued effective June 3, 2013. Contractor has not started nor moved onsite as of this Friday, 6/14/2013.
* Main Street Streetscape Project (no change to this project this week)
> 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.
Traffic Control Department
> Reset processor for south bound left turn signal at Hardesty & Hwy 177
> Replaced controller at Federal & Kickapoo
> Recovered barricades and advance warning signs from Lake Road Bridge
> Replaced LED for west bound green at Draper & Highland
> Replaced signal lamp for west bound red at Broadway & Highland
> Checked intakes in sector 3
> Reset the twelve (12) intersections at various locations in the City
> Removed fallen trees at four (4) various locations in the City
> Closed off Whittaker Street (Shawnee - Center) (flooding)
> Cleaned intakes at 1100 blk. E. Whittaker
> Closed off south bound lane on Broadway (Highland - Ridgewood) (sink hole)
> Removed debris from lake all week
> Ran intakes
UTILITY DEPARTMENT/Steve Nelms, Interim Director
* Water Treatment Plant (Staff of 10)
> Average production: *MGD - 4.016 Last week: *MGD - 3.996
> Pumped 615,695,000 MG to date compared to 612,112,000 MG for same period last year
> Performed routine plant maintenance
> Performed routine water testing
*MGD: Million Gallons Daily
* Southside Wastewater Treatment Plant (Staff of 7)
> Flows averaged: *MGD - 3.143 **BOD - 18 mg/l ***TSS - 10 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 - 2.911 **BOD - 2.0 mg/l ***TSS - 3.0 mg/l
> Hauled 27,500 gallons of bio-solids have been hauled 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 - 87, Main Breaks - 1, Leak Checks - 29, Cut-offs Replaced - 3, Reset Water Meters - 8, and Water/Sewer Line Locates - 159
> Repaired a 1” main on S. Park
> Worked Shop Tickets and Service Orders from Customer Service
> Leak Checks - 4, Set/Reset Water Meters - 3, Meter Re-reads - 2, and Water Line Locates - 15
> Total Miles: 239 Total Man Hours: 87
* Valve Maintenance (staff of 3)
> Located/performed serviceability check on valves at 13 different locations
> Located/performed serviceability check on fire hydrants at 10 different locations
> Repaired existing valves at the following locations: 901 N. Kickapoo and on Bell Street on the east side of Shawnee Milling
> Repaired water main line at the following locations: 4817 N. Kickapoo and 27 W. Interstate Parkway
* Wastewater Collection (Staff of 7)
> Sewer lines flushed - 27,025 ft. Flushed (year to date) - 420,802 ft.
> Total Service Calls - 53, Sewer Lines Checked - 47, Lift Stations Checked - 56, and Emergency Sewer Calls - 4
> Worked on the preventative maintenance flusher list and maintenance on Lift Stations
* Capital Projects (no change on any of the projects this week)
> North Park Block 5 Sewer Line Replacement Project
Trent Construction was awarded the bid. Contractors have completed laying the sewer line and stubbing up all services. Sink holes have occurred around the service clean outs. Contractor will go back and fix when weather permits.
> Kimberly Sewer Lift Station Rehab
Jordon Contractors was awarded the bid. Contractor is waiting on other utilities to be relocated. ONG is scheduling relocation of gas lines; OG&E has lowered all their lines; waiting on cable lines to be moved.
> Sanitary Sewer Rehab Project (Pipe Bursting)
Budgeted project amount is $1,000,000.00. Project awarded to Jordon Contractors. Contractors are reviewing the sewer line list and are videoing lines to find service on the first 5 lines on the list. Review of manholes to be replaced will be done on a line by line basis.
> 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.
AIRPORT/Rex Hennen, Assistant Airport Manager
> The airport has received 20”+ of rain since April 1st of this year.
* Fuel Sales
> May 2013 fuel sales were considerably higher than May 2012 due to more favorable weather conditions overall. Fuel sales continue to steadily increase:
▪May 2012 = Avgas 1,630.51 Gallons; Jet A 631.00 Gallons
▪May 2013 = Avgas 2,598.34 Gallons; Jet A 2,613.38 Gallons
* Foreign Trade Zone Application (approved)
> Working with SEDF to market the Airport’s new designation
* “Oklahoma Certified Site Program - Aerospace Park”
> Application is being completed by SEDF and airport staff
PARKS/CEMETERY/EQUIPMENT SERVICES/James Bryce, Director of Operations
* Parks Maintenance Division (Staff of 8)
> Cleaning up tornado damage at the Lake
> Daily cleanup route on Main Street and in city parks
> Mowing in City Parks and at the Lake
> Performing Park inspections
> Performing various building repairs during rain days
* Cemetery Division (staff of 4)
> One (1) burial last week
> Cleaning up tree debris
> Filling in burial sites that have settled due to the recent rainfall
> Leveling markers
* Central Garage (Staff of 6)
> 34 units in last week with 41 total repairs
> EVT School and testing
* Shawnee Twin Lakes
> Lake #1 has been reopened
> Isaac Walton Park has been cleaned up but waiting on the electric company to repair a broken pole and restore power.
* Wes Watkins Reservoir
> All boat ramps remain open and all campgrounds remain busy
> Cleaning up debris from the storm damage
* Current Projects
> Municipal Swimming Pool
Project is on the June 10, 2013 Commission Agenda; Architects are ready to begin the engineered drawings and bid sheets.
> Glory Daze Games and Fireworks (no change on project this week)
This event is set for June 29, 2013 at the Expo Center from 3:00 pm till the fireworks show is complete. $40,000.00 dollars has been raised for this event.
> Municipal Court Offices
Will choose a contractor this week and begin the scheduling process for the work to begin
> Auditorium Exterior Restoration and Window Replacement
Bid opening is on the June 10, 2013 Commission Meeting
> City Hall ADA Restroom Project (no change on project this week)
We will bid project in July 2013
EXPOSITION CENTER/Mike Jackson, Operations Manager
* Events: May 19-25, 2013
> June 5, OG&E
> June 6, United Way
> June 7-9, Fullblood Limousine Alliance Show/Sale
> June 8, Cromwell Class Reunion
* IFYR totals as of June 8, 2013
> Contestants Entries – 744 >Event Entries – 1,326 >States – 28
PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
> Staff prepared materials and attended the June 6 City Commission meeting.
> The Shawnee Planning Commission met on June 6; Staff presented reports and transmitted recommendations.
> Staff is preparing to assist in the implementation of the businesses licenses in conjunction with the Finance Department. Building Division staff will ensure that new business occupancy applicants are provide with the necessary forms and comply prior to a certificate of occupancy being issued.
> Staff attended the Oklahoma Preservation Conference in Perry, OK.
> The City of Shawnee received a Citation of Merit from the Oklahoma State Historic Preservation Office for the establishment of the downtown façade grant program.
> Total new home permits issued January – May 2013: 32 (same time last year: 16)
> The Action Center is currently investigating the following complaints:
▪ Dilapidated Buildings: 38 active cases
▪ Derelict Vehicles: 3 active cases
▪ Junk/Trash: 9 active cases
▪ Tall Grass/Weeds: 118 active cases
* Project Updates
Staff is continuing work on a Phase 1 Wayfinding Bid Packet to include the EXPO and main entrance signs to the City. Sign companies have been contacted so that preliminary cost estimates can be known and the phase can be scaled accordingly. The expected bid time is September 2013.
> Code Revision
Staff continues work preparing drafts of a revised Shawnee Zoning and Subdivision Code. The Planning Commission is expecting to hold another workshop in July or August, with the expected completion of the codes in late-2013. The residential code sections are complete, expecting final edits. Current work centers on commercial zoning designations and design standards.
CITY CLERK’S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
* City Clerk
> Preparation of rescheduled City Commission meeting and authorities from June 3rd to June 10th (lack of quorum)
> Filed 23 public nuisance liens and 15 lien releases with Pottawatomie County Clerk
> Filed 4 lien certifications with Pottawatomie County Treasurer
> Reviewed Human Resource storage facility to incorporate with City’s archived records
> 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 3 billing (6/4/13)
> 203 total number of customers using kiosks for May, 2013
> $16,860.38 total amount received in kiosks payments for May, 2013
> Routine customer service/billing, water and sewer transactions and issues involving payment arrangements, cut-offs, past-due collections and sanitation
INFORMATION SYSTEMS/Steve Nolen, Chief Information Officer
> Continued project review / management for master projects
▪ VoIP Telephony Project
▪ Remote VPN Replacements
▪ Airport WiFi/Hotspot/Captured Portal replacement
▪ TCM Imaging Solution Project
▪ Unitrends Backup Appliance Deployment
▪ Fire Dashboard Deployment
▪ Mobile Device Management Deployment
> Corrected outage at Animal Shelter and the Airport
> Built/deployed Workstation replacement
> General User Support for the various departments
> Preformed research and report for TCM project
> Worked with Vendors on quotes and orders
> Continued ProQA server and workstation installs
> Added InfoWater licensing to server
> Installation of ArcGIS / InfoWater on workstations
FIRE DEPARTMENT/David Short, Chief
* Fire Chief
Red Cedar Project
▪ We received quotes on prices for eradication
▪ We received prices on special equipment for possible purchase
▪ Visited with various agencies concerning programs for removal as well as possible funding
> Responded to 117 emergency calls: Breakdown of calls: Fires - 7, Good Intent Calls - 9,
Rescue/EMS - 80, Service Calls - 3, False Alarms - 6, and Special Incidents: - 2
* Fire Prevention
> Joann Fabric, 4901 N. Kickapoo
> GE Pressure Control (fire sprinkler system and fire alarm system)
New Construction Inspections
> Boom-A-Rang Diner, 400 W. MacArthur (final Inspection)
> Domenica’s Italian Restaurant, 2033 N. Kickapoo (final inspection/hood suppression system)
Requested / Administrative Inspections
> Oklahoma Families First, 904 E. Wilson
Consultations / Meetings
> Architect for new church at Harrison and Westech
Permits and On-Site Inspections
> Burn Permits issued: 10
> Boom-A-Rang Diner, 400 W. MacArthur (hood system)
> Continuation Training for seven (7) Probationary Fire Fighters
POLICE DEPARTMENT/Russ Frantz, Chief
> Reports: 140 / Total Citations: 115 / Handwritten Citations: 30 / E-Citations: 85 (73.91%)
> Arrests: 38
> Formal presentation of “Accredited” status from OACP
> Received two free HMMWVs with trailers/other supplies from Ft Sill through LESO program
> Announcement of Brynes Grant at Commission meeting
> Received replacement patrol boat that was destroyed in storms
> Lake damage assessment
> Managed 1897 calls for service (Police/Fire/EMS)
* Accreditation/Lt. King, Accreditation Manager
> Developing crime prevention presentation (fraud) for community groups; first presentation scheduled with the Lions Club for June 6th.
> Working on new hire orientation program and an officer handbook
> Reviewing In-House Recruit Training Manual from Stillwater PD and editing for our use
> Number of evidence items brought in: 32 > Number of evidence items released: 1
> 21 Cases Forwarded to CID for Review
> 3 Felony Cases Assigned / 5 Other Case Assigned
> 5 Felony Cases Cleared / 1 Misdemeanor Case Cleared / 3 Other Cases Cleared
> $900.00 Total Property Recovered
> 3 Felony Cases Filed through the DA’s Office
> 6 Assists with Patrol and Other Agencies
> Completed 6 Cell Phone Forensic Cases for Tecumseh Police Department
> Completed 1 Cell Phone Forensic Case for Shawnee Police Department
> Completed 2 Cell Phone Forensic Cases for DA Task Force
> Received 1 Cell Phone Forensic Cases for Tecumseh Police Department / two now working.
> Received 1 Cell Phone Forensic Case for Shawnee Police Department
> Received 3 Cell Phone Forensic Cases for DA Task Force
* COP’s Grant Program
> Searched suspected drug dealer residence
> Prepared and served phone search warrant
> Accreditation presentation, Kiwanis presentation, and the Boys and Girls Club summer camp
> Safe Corridor report
> Supervised day shift and assisted evening shift
> Investigated drug cases
> Conducted Face book surveillance
> Worked homicide; two arrested for 1st degree murder
> Arrest two for possession of meth
> Intent to distribute and possession of a firearm
> Seized half ounce of meth, three pistols, one truck
> Police Officers - 59 / 3 open positions / 1 at FBI Academy / 1 deployed on Military / 54 available
> Dispatch positions - 13 / 11 available for service / 2 in training status / 2 open position
> Animal Control Positions - 4 / 4 available for service
* Animal Control
> Calls Responded: 65 >Animals Impounded: 31 >Animals reclaimed: 1 >Animals adopted: 6
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.