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Board of Aldermen 02-16-2021 Page 9

better job of keeping streets clear during snow storms than applying rock salt after the storm
begins. And it also saves money.

At City Hall, the Assessing and IT Departments have put new assessing search and analysis
tools on the City’s website and have put many documents online. Nashua, as a result, has the
most open, accountable, and transparent assessing department in New Hampshire. Thank you
to Administrative Services Director Kim Kleiner and new Chief Assessor Rick Vincent for these
improvements.

A Greener Nashua

Nashua is also doing its part in fighting global warming. Our City Energy Manager, Doria Brown,
has stepped up the Green Action Plan. LED Street lights. Solar panels installed on the Lake
Street Fire Station, also on the transit garage, on Conway arena, and on three schools, Dr.
Crisp, and Fairgrounds and Pennichuck. Converting our two high schools to LED lighting.
Hybrid buses. These projects are reducing the City’s energy use and saving money.

Since 2016 we have actually reduced our greenhouse gas emissions from Public Works vehicles
and from Nashua Transit buses by 1,661 tons of carbon per year — that’s down 40%. We are
also working on a host of other energy saving projects.

Affordable Housing and Homelessness

As always, no matter how much we move our City forward, there will always be more work to
do. We need more affordable housing. Housing demand is strong, and rents and the values of
Nashua homes have risen dramatically in the last few years. But there are still many people in
our community who are struggling to pay the rent or the mortgage. We have worked with a
private developer to build 150 units of workforce housing on Marshall Street, and we are working
with the Nashua Housing Authority to redevelop the Bronstein Apartments to include 200
affordable units. The Housing Authority has been clear about one aspect of this project from the
beginning. Although a temporary move willbe required, all current Bronstein residents will be
guaranteed to be able to return to Bronstein in a new and better apartment.

Alongside this need for more housing, we are seeing a rise in homelessness across New Hampshire.
Mike Reinke and the Nashua Soup Kitchen and Shelter are working with St. Patrick’s parish to convert
the former St. Patrick’s School on Spring Street into housing for homeless individuals and families.

Another great project is Infant Jesus and Family Promise working together to add transitional housing for
families who are in need in the former Infant Jesus School on Crown Street. Family Promise is an
established nonprofit that has had remarkable success in providing the support that families need to get
themselves back on their feet.

There’s More Work to Do — Let’s Get to It

The last year has been difficult for everyone. But we will recover even stronger by continuing to work
together in the ways that Nashuans always have. We are all neighbors and friends. We want our families
to build meaningful lives with the health and safety we need, and the individual freedom and the local
control that we deserve. And we want our young people to have the opportunities they need to build

Board of Aldermen 02-16-2021 Page 10

careers and families. If you have ideas about how we can make Nashua an even better place to live, you
can get involved in Imagine Nashua, the citizen led effort to create an updated master plan for our City.

We have a lot of work to do. Overcoming the pandemic, improving our schools, building a stronger
economy, fostering the downtown resurgence, and creating a greener Nashua. Let’s get to it.

God bless the great City of Nashua. Thank you very much.
President Wilshire

Thank you, Mayor. Alderman O’Brien?

ADJOURNMENT

MOTION BY ALDERMAN O’BRIEN THAT THE FEBRUARY 16, 2021, MEETING OF THE BOARD OF
ALDERMEN BE ADJOURNED BY ROLL CALL

A viva voce roll call was taken to adjourn the Board of Aldermen meeting which resulted as follows:
Yea: Alderman O’Brien, Alderman Klee, Alderman Dowd, Alderman Caron,

Alderman Clemons, Alderman Tencza, Alderwoman Lu, Alderman Jette,

Alderman Schmidt, Alderman Laws, Alderman Cleaver,

Alderman Harriott-Gathright, Alderman Wilshire 13
Nay: 0
MOTION CARRIED

The meeting was declared adjourned at 7:36 p.m.

Attest: Susan K. Lovering, City Clerk

7:00 PM MEETING OF THE BOARD OF ALDERMEN FEBRUARY 16, 2021

Meeting is being conducted remotely in accordance with Governor's Emergency Order #12 pursuant to
Executive Order 2020-04

Join Zoom Meeting: https://us02web.zoom.us/j/83 156167369 2pwd=UHFgW TVHZUQ4Sktx dEFhUHNpQ0tuZz09
Meeting ID: 831 5616 7369 Passcode: 681020

Join by phone: 1-929-205-6099 Meeting ID: 831 5616 7369 Passcode: 681020

lf anyone has a problem accessing the meeting or Channel 16, please call 603-821-2049 and they will help you
connect.

PRESIDENT LORI WILSHIRE CALLS ASSEMBLY TO ORDER

PRAYER OFFERED BY CITY CLERK SUSAN K. LOVERING

PLEDGE TO THE FLAG LED BY ALDERMAN JUNE M. CARON

ROLL CALL

MAYOR’S ANNUAL STATE-OF-THE-CITY ADDRESS

ADJOURNMENT

A special meeting of the Board of Aldermen was held Tuesday, February 9, 2021, at 6:45 p.m. via Zoom
teleconference.

President Lori Wilshire presided; City Clerk Susan K. Lovering recorded.

Prayer was offered by City Clerk Susan K. Lovering; Alderwoman Shoshanna Kelly led in the Pledge to the
Flag.

President Wilshire

As President of the Board of Aldermen, | find that due to the State of Emergency declared by the
Governor as a result of the COVID-19 pandemic and in accordance with the Governors Emergency
Order #12 pursuant to Executive Order 2020-04, this public body is authorized to meet electronically.

Please note that there is no physical location to observe and listen contemporaneously to this meeting,
which was authorized pursuant to the Governors Emergency Order. However, in accordance with the
Emergency Order, | am confirming that we are:

Providing public access to the meeting by telephone, with additional access possibilities by video or
other electronic means:

To access Zoom, please refer to the agenda or the City’s website for the meeting link.

To join by phone dial: 1-929-205-6099 Meeting ID: 892 3145 4969 Passcode: 946427

The public may also view the meeting via Channel 16.

We previously gave notice to the public of the necessary information for accessing the meeting, through
public postings. Instructions have also been provided on the City of Nashua’s website at www.nashuanh.gov
and publicly noticed at City Hall and the Nashua Public Library.

If anyone has a problem accessing the meeting via phone or Channel 16, please call 603-821-2049 and they
will help you connect.

In the event the public is unable to access the meeting via the methods mentioned above, the meeting will
be adjourned and rescheduled. Please note that all votes that are taken during this meeting shall be done
by roll call vote.

Let’s start the meeting by taking a roll call attendance. When each member states their presence, please
also state whether there is anyone in the room with you during this meeting, which is required under the
Right-To-Know Law.

City Clerk Lovering called the roll and asked them to state the reason he or she could not attend, confirmed
that they could hear the proceedings, and stated who was present with him or her.

The roll call was taken with 15 members of the Board of Aldermen present: Alderman Michael B. O’Brien,
Sr., Alderman Patricia Klee, Alderwoman Shoshanna Kelly, Alderman June M. Caron, Alderman Benjamin
Clemons, Alderman David C. Tencza, Alderwoman Elizabeth Lu, Alderman Ernest Jette, Alderman Jan
Schmidt, Alderman Brandon Michael Laws, Alderman Skip Cleaver and Alderman Wilshire.

Aldermen Tom Lopez, Richard A. Dowd and Linda Harriott-Gathright arrived after Roll Call.

Special Board of Aldermen 02-09-2021 Page 2

Mayor James W. Donchess, Corporation Counsel Steven A. Bolton, Kim Kleiner, Administrative Services
Director were also in attendance.

ROLL CALL

Alderman O’Brien

| am present, | can hear the proceedings and | am home alone.
Alderman Klee

| am home alone, | can hear the proceedings.
Alderwoman Kelly

| am here, | can hear everyone and | am alone.
Alderman Caron

Yes, | am here, | can hear everyone and | am alone.
Alderman Clemons

| am here, | can hear everyone and | am by myself.
Alderman Tencza

| am present, | am by myself, and | can hear everyone.
Alderwoman Lu

| am here alone and | can hear everyone.

Alderman Jette

| am here alone and | can hear the proceedings.
Alderman Schmidt

Present, alone and | can hear everyone.

Alderman Laws

| am here, | am alone and | can hear everyone.
Alderman Cleaver

Present, alone and | can hear the proceedings.
President Wilshire

| am here, | am alone and | can hear everyone.

Special Board of Aldermen 02-09-2021 Page 3

Susan Lovering, City Clerk

You have 12 in attendance.

President Wilshire

Thank you.

Alderman Lopez

| just showed up too.

President Wilshire

Alderman Lopez, thank you.

Alderman Lopez

| am here, | can see everybody, | am alone.
President Wilshire

Excellent. | am going to turn the presentation over to Administrative Services.

PRESENTATION

Administrative Services

President Wilshire recognized Kim Kleiner, Administrative Services Director on the Administrative
Services presentation.

Mayor Donchess

Thank you, Madam President. | want to introduce to you, of course, Director Kim Kleiner, Director of
Administrative Services and we wanted to report to you tonight regarding progress that has been made in
various areas of Administrative Services during the pandemic, particularly in the areas of assessing where
we have introduced Rick Vincent who come up to speed very quickly and we are very happy to have him
with the City and with IT. A lot of projects have been done with IT; Nick Miseirvitch has worked very hard to
accomplish these projects. You will hear from Ms. Kleiner the details of the projects that have been
accomplished. And with that, | just want to thank everybody involved and with that, | will give you Ms.
Kleiner.

Kim Kleiner, Director of Administrative Services

Good Evening, Madam President, Members of the Board. If it’s acceptable, | would like to share my screen
for a presentation. So as Mayor Donchess stated, tonight | would like to report to the Board a little bit about
the many Departments within the Division. We have had the opportunity to speak to you a few times now
about the improvements within the Assessing Department which we are very proud of. Rick Vincent has
joined the Department and they are settling well into their new space and getting ready for what we expect
to be a limited opening next week by appointment only.

Tonight while we focus a little bit on the many other Departments, we would like to talk about the
accomplishments of many of the very dedicated employees this year. So as you know, the Administrative
Services Division consists of many Departments; Assessing, GIS, HR which includes HR, Benefits and

Special Board of Aldermen 02-09-2021 Page 4

Payroll, IT, Purchasing, Risk Management, the Arlington Street Community Center and our Grant Writer.
Together we provide support day in and day out to all Divisions within the City of Nashua. And as you can
here, it’s along list. We also provide support to the community through services at the Community Center,
information on the City Website and programming on the Government TV Channel 16, Access Nashua,
Channel 96, and E-TV Channel 99.

We would like to focus this evening on a few of the projects undertaken this past year. Working with the
Mayor’s Office and Financial Services last Budget season we developed a new set of Budget Narratives
which you saw in the Fiscal 21 Budget. We worked with the Mayor and Financial Services on the Budget
in Budget preparation. We were joined by Kelly Parkinson, our new Purchasing Manager, who has updated
all of our Finance Committee forms; she is working on a purchasing manual update and vendor listing
which many of the Directors have asked for over the past few years. We have contracted with Shred-It for
City Hall shredding to get rid of some benefit and other forms which are sensitive in nature. We
implemented a paperless bid record management system. We are really trying to cut down on our paper
within the City and take advantage of our technology. We are working with Docuware as you know, on the
scanning of property record cards. We have actually had our first introduction to the system and we hope
to have that complete within the next couple of months.

We also are working on a new Contract Management System, a way to move contracts throughout the City
Divisions that have to weigh in and sign off on contracts, and an easier way to update them to the City
Website for public viewing. We instituted way back last year bi-weekly Administrative Services Division
Meetings. And the reason we did this was we wanted to take advantage of the various expertise within our
Division so that we can solve complex problems and develop new ideas. We have a lot of employees
within the Administrative Services Division that have very specific expertise and we have found that this
leads to very good collaboration and sometimes things that you wouldn’t necessarily think of once you have
a shared approach.

We developed the GIS Steering Committee, this was a Committee that is formed by DPW, Economic
Development, Community Development, Assessing, IT so that we can develop a more collaborative
approach to how we use GIS throughout the City and make sure that all of our Divisions are having their
needs met. Right now, Nick Miseirvitch is working with ESRI our provider to upgrade all of our software
and after that we have a new viewer that will be released. The viewer has been worked on by Pam
Andruskevich in GIS working with CDM Smith. As you know, we have been working on the Citywide Re-
evaluation which is going well. You can find updates on the City website.

Recently we started with a Committee from the Division who is working on updating all of our city policies
and developing a process to ensure distribution to all City employees. We know that this issue was raised
at least within Assessing awhile back and we want to make sure Citywide that our employees have access
to the best information that we can provide.

Back in 2020 Pamela Davies joined as our Grant Writer. Pamela has been very busy. This is a shared
position with the Nashua School District. She jumped right in, she established relationships with all of our
leadership both at the Schools and across the City. She created a method for searching grants, utilizing
different grant databases, developed a grant calendar and has been busy building grant applications for all
of our Divisions. You can see here a list of some of the grants that she has been successful in receiving.
Twenty-five applications were submitted; 12 grants to date, almost $142,000.00 brought in for the Nashua
School District and almost $1.3 million for the City of Nashua. And then she worked with the United Way
on getting a grant for regional kindergarten readiness. So it’s a total of $1.8 million and that is certainly a
lot of hard work for one individual.

Looking at the Building Projects that we have accomplished and are still underway within the City. So as
you know, we issued you a report on the Court Street Theater, so you might have read about the Fire
Suppression System and the Alarm Panel Upgrades. We completed the Aldermanic Chamber Renovation
which hopefully you will be back in and get to use.

Special Board of Aldermen 02-09-2021 Page 5

We also updated the Conference Room 208, this includes painting, a total revamp of the room as well as
installation of audio and video capabilities so that we may now broadcast from that room. That’s something
that we were looking to do without bringing in the television cameras, having another room within City Hall
for our various boards that meet.

We constructed the temporary space in the City Hall Auditorium which is where our Motor Vehicles
Department is now housed. And then we started the City Hall Renovations, which includes Motor Vehicles,
Assessing, Tax and City Clerk. As you know, that project is to comply with CDC Social Distancing
Guidelines and that is still underway. As | just said, Assessing is the first, they have moved back into their
space and are now unpacking and getting ready for a limited opening.

We also painted the lower level of City Hall and updated the employee lunch room. Here you can see the
temporary space in the City Auditorium for Motor Vehicles, if you haven’t had the pleasure of going up to
register your car. We also have the new Motor Vehicle area on the first floor that is still currently under
development. But as you can see here, these partitions that you see along the way, each one of those
windows will be a separated space so that when residents go up to the window to be serviced, they will be
socially distanced and have privacy, one thing that we didn’t have with the previous counter system. This
lower picture is the entrance to the Rotunda, | have to say yes one doorway was probably one of the most
complex issues with this renovation. We actually had to have a marble expert come in from Boston. We
wanted to make sure that we preserved the historic nature of City Hall. So they had to cut the existing
marble, they widened the door which used to be a single door. And then they used that marble to
reconstruct the framing around the door. There is one center piece there that is still being constructed and
we hope to have in place within the next couple of weeks. It certainly was a process to see.

Down below, this is the garden level as we like to call it at City Hall. The first picture of the prior lower level
is where we used to see when we came down to the bottom of the stairs. To the right is the new customer
service area which is being finished up; just has some counters to be installed. This is what we call using
an innovative approach to deal with considerable space constraints that were in Assessing. So Assessing,
when at full staff has 9 employees and the GIS Department. Looking at social distancing that number of
employees and housing a customer service area within the existing space, did not work. So we needed to
find a way where we could take advantage of this so-called “dead space” at the bottom of the stairs which
was once used as an entrance to a vault that is no longer being accessed from this area. We believe that
this is going to provide both our residents and our employees ample room to comfortably do their business.

The bottom picture is a picture of the new Conference Room. This provides Assessing with a room to meet
with residents. As you know, we reported over a year ago that for privacy they would take residents out in
the hallway and they accessed a table within the hallway. Well we can do better. Here they will get to
meet with residents in a comfortable and a secure location with privacy to discuss any business that our
residents may have.

Healthcare and Labor is always an issue within the City and we have been working strongly in this area. So
we had the creation of the CBA Strategy Team that includes all of School Employee Groups as well as
School, Police and Fire. This is to develop an informed and uniform approach to Collective Bargaining and
we have had four meetings of the group and | think the shared approach is definitely sharing some new
ideas that many of us may not have thought of as well as understanding the differences and the difficulties
that the different Labor Groups may face. We worked on the Healthcare redesign which will reduce the
increase of healthcare costs in the City. It was introduced to the Unaffiliated Employees and adopted so far
by 4 Bargaining Units.

The Administrative Services Division led the group for the UAW Professional & Clerical Collective
Bargaining Contract together with many of our City Directors and our Legal Department and that was
adopted by the Board not too long ago. We have increased our participation in the High Deductible Health
Plan so you can see 423 in 2018 up to 750 this past Open Enrollment in 2020. We supported our City
Clerk with the processing of Absentee Ballots by hiring 25 temporary City Clerk employees and 225
Election Workers.

Special Board of Aldermen 02-09-2021 Page 6

| have to say that our HR Department specifically Nancy Trask, worked very hard on this as well as making
sure that all of our new employees this year had orientations which was very difficult to do in a COVID
atmosphere. We completed an RFP and obtained a vendor for the Dependent Audit which will begin later
this month. We hired a new Purchasing Manager and as we've said a new Chief Assessor.

Technology — there’s been many projects. We are lucky in the City to have a wonderful Technology Team.
They work very hard to make sure that we have access to the best technology and to make sure that all of
our systems are updated as well as secure. So the Assessing Software, as you all know, was upgraded to
AP5 and | will say without issues. We have had a successful website redesign earlier last spring; they
migrated the Telestaff which is the employee system for the Police Department. We had an upgrade to our
camera servers which service our City Hall Buildings. They created a new Cemetery Application, a
ClerkWorks Software for the City Clerk, a Solid Waste Billing System for DPW. They worked on the
relocation of all the computers for Public Health, Motor Vehicles, Tax, Assessing so that we could perform
the renovations. They have been working on Civic Gov with the City Clerk going live last October, now
working with Environment Health. They worked with the GIS Department on the planning for the ESRI
upgrade and Mr. Miseirvitch is currently working with ESRI on the update of the servers. And they
upgraded our Kronos timekeeping system.

One of the things that we were hoping to cover tonight was the various endeavors that the Division had to
perform under COVID-19. We have heard a lot about COVID-19, we cannot say enough about Director
Kates and the EOC. As a Division a few of us were speaking the other day and saying we have learned a
lot during COVID-19, starting way back to the shutdown last March and it seems hard to believe that it has
been almost a year. But with a very limited notice that everyone had, we were able to shut down City Hall
and secure the building. We worked on building signage and then worked with City Departments and
Divisions on who needed access to what buildings and when.

We led and operated the supply unit for the EOC and that consisted of providing all of our divisions
personal protective equipment and sanitation supplies. This includes Emergency Personnel, we had to
reach out and procure the supplies, track all of the costs. We did ordering and distribution to non-profits
and local city businesses. We converted the employee break room to a supply unit room where we had
inventory control and reporting. Thank you to Janet Graziano from Financial Services for assisting with that
inventory control. As you may know, during this time, there were a lot of vendors, a lot of emails, a lot of
people that reached out to peddle for lack of another word, different supplies. All of these vendors and
products had to be well researched; we had to make sure that we were living by City guidelines when we
were purchasing these products. And we had to make sure that they met the guidelines provided by the
State and the CDC.

At this time, we had just lost the current Purchasing Manager and | have to give a shut out to Amy Girard in
our Purchasing Department. She stepped up and led the way placing all these orders and with the help of
Risk Management and the Administrative Assistant here in Admin, we worked this out. We never went
without any supplies within the City. You can see here a limited list of wnat was sourced and ordered. And
we also worked with some Community Groups to get fabric for facemasks and they provided us with
facemasks when it was needed.

Here are a few pictures of the COVID-19 supply room at its fullest; and as you can see, everything from
gloves and masks were there. Divisions would order from us and we would arrange pick up on the City
Hall loading dock. It was very serious to make sure that all of our employees were well taken care of and
had protective equipment during a very difficult time.

Technology was a large item within the COVID-19 pandemic because we needed to make sure that City
Services were maintained. So as you can see on this slide, over 4,000 Help Desk Tickets were answered
by Technology since March 23” of last year. This is everything from service requests to Divisions
requesting different software or different hardware.

Special Board of Aldermen 02-09-2021 Page 7

We had 108 laptops that needed to be deployed and when those are deployed they need to be purchased,
brought into the City, loaded with City software and security systems. We transferred 125 phones to what
we call “soft phones” by Jabber. We deployed printers and web cams, monitors and remote access
throughout the City.

Rich Berube our Web Site Designer worked almost daily with the Joint Information Center through the
Mayor’s Office to keep our Web Site updated for all of the community. We set up the virtual public
meetings via Zoom. CTV worked with the Mayor’s (audio cuts out)

President Wilshire
Director Kleiner you are on mute.
Director Kleiner

| apologize. We also, during COVID-19, had to research and implement the Coronavirus Federal Policies
which included timekeeping and payroll policies as well as the COVID-19 Leave Policies which the Board of
Aldermen adopted. We administered over 200 of these Coronavirus Act and employee FMLA leaves. We
counseled managers on COVID-related issues and questions. We worked with all Divisions on quarantine
and we utilized a hybrid approach of both in-person and virtual meetings to hire and have employee
orientations throughout the pandemic. We hired 85 employees and 60 DPW and Cemetery Seasonal
Employees during this time. I'd like to recognize our HR Department that worked very hard. They were
very innovative at meeting employees, meeting potential employees in areas even outside of City Hall to
meet their needs.

Our Payroll Department has never wavered and they have put tireless hours into making sure that all of our
City Employees had no interruption to their pay or their benefits during this time. And most of the time had
to be within the City building to get this done. We also had an Annual Open Enrollment which was
transitioned to virtual meetings and an online benefits selections process. And then we worked on the
safety team with the EOC and Director Kates. We helped provide Citywide Building Evaluations,
recommendations for Engineering, Administrative and PPE changes to those buildings. We worked in the
assisting and planning of the COVID-19 testing sites. And the implementation of protective barriers across
the City.

If you’ve been in City Hall, you will notice that everyone that enters City Hall, all employees all contractors
will go to the Risk Department when they enter the building. This is because we have a daily health
screening and temperature check on all employees. This includes 7 questions which are recommended by
the State as well as temperature checking also provides us being able to track employees should there be
an outbreak and should we have to conduct contact tracing.

We assisted Motor Vehicles with scheduling and appointments and we worked with the EOC on a Citywide
Reconstitution Plan which include the planning and procurement of supplies and technologies that our
Divisions would need to remain moving forward during COVID and after. Pam Andruskevich our GIS
support worked with the EOC providing maps and data. This was used not only for our EOC briefings that
were held daily but also for providing the public information via the website.

We worked with Economic Development and coordinated the moving of the Public Health Building to the
Landmark Building. As you know, the Public Health Building is under construction and several of us sit on
the Committee with Director Cummings on that project. Our Building Department worked with the City
Clerk with the setup of elections and temporary registration spaces. As you know, the City Clerk’s office
had a lot of work and scheduling and moving to different locations. And we also provide setting up of PPE
and working with them on recommendations for safety of temporary employees.