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Special Board of Aldermen 8-24-2020 Page 2

The roll call was taken with 12 members of the Board of Aldermen present: Alderman Michael B. O’Brien,
Sr., Alderman Patricia Klee, Alderwoman Shoshanna Kelly, Alderman Richard A. Dowd,

Alderman June M. Caron, Alderman Benjamin Clemons, Alderman David C. Tencza, Alderwoman
Elizabeth Lu, Alderman Jan Schmidt, Alderman Brandon Michael Laws, Alderman Skip Cleaver, Alderman
Lori Wilshire.

Alderman Ernest Jette, Alderman Linda Harriott-Gathright and Alderman Tom Lopez were recorded absent.
Mayor James W. Donchess, Corporation Counsel Steven A. Bolton were also in attendance.

Alderman O’Brien

| am present, | can hear the proceedings and | am alone.

Alderman Klee

| am here, | can hear everyone, | am alone at that moment and | am home due to social distancing and the
pandemic.

Alderman O’Brien

If | may, Madam President, | just got a text and it was from Alderman Kelly’ she’s having difficulty logging
on.

Alderwoman Kelly
I’m here, I’m alone | am socially distancing and | can hear everyone.
Alderman Dowd

| can hear everyone, | am alone and | am practicing social distancing in accordance with the Governor’s
Directive.

Alderman Caron

| am here, | can hear everyone. | am alone and | am following Governor's Orders.
Alderman Clemons

| am here, | can hear everyone and there is no one with me.

Alderman Tencza

| am here, | can hear everyone and right now my son is here in the room with me.
Alderwoman Lu

| am here alone and | can hear you.

President Wilshire

Alderman Jette won't be joining us this evening.

Special Board of Aldermen 8-24-2020 Page 3
Alderman Schmidt

| am present and | am alone.

Alderman Laws

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

Alderman Cleaver

I’m here, my daughter is with me and | am social distancing. | can hear those who have spoken so far.
President Wilshire

| am here, | am alone and | am social distancing.

Susan Lovering, City Clerk

You have 12 in attendance.

President Wilshire

Thank you, Madam Clerk. Tonight we have two Public Hearings; the first is on Resolution 20-057
Authoring the Mayor and the City Treasurer to issue bonds not to exceed the amount of $20 million dollars
to refund all or a portion of certain outstanding bonds of the City in order to achieve interest cost savings. |
see that Mr. Fredette is on with us. Would you care to give the Board a brief overview of this? No? He’s

not here? He was here.

Steve Bolton, Corporation Counsel

| have help, Madam President, if you wish. It’s very similar to refinancing your home mortgage. When
interest rates are low you can take advantage of that and get a better interest rate and save money. It’s a
little more complicated with City Bonds, we can only refinance the bonds that are callable, at a time when
they are callable and this is our opportunity to do so with these $20 million dollars’ worth. So we can call in
the outstanding bonds, we borrow $20 million at a better rate and it saves us money.

President Wilshire

Thank you, Attorney Bolton. So at this point, | will take Public Testimony in favor of Resolution 20-057 if
there’s anyone?

PUBLIC HEARINGS
R-20-057 - AUTHORIZING THE MAYOR AND THE CITY TREASURER TO ISSUE BONDS NOT TO
EXCEED THE AMOUNT OF TWENTY MILLION DOLLARS ($20,000,000) TO REFUND ALL
OR A PORTION OF CERTAIN OUTSTANDING BONDS OF THE CITY IN ORDER TO
ACHIEVE INTEREST COST SAVINGS
TESTIMONY IN FAVOR - None

TESTIMONY IN OPPOSITION - None

TESTIMONY IN FAVOR - None

Special Board of Aldermen 8-24-2020 Page 4

TESTIMONY IN OPPOSITION — None

President Wilshire
Seeing no one, | will close that Public Hearing and open the Public Hearing on Resolution 20-061 Relative

to the Supplemental Appropriate of $63,865.00 of unanticipated revenue into Fund #7026, Capital
Equipment Reserve Fund. Is there someone to give us an overview on that?

Mayor James Donchess

Madam President, | think Karen Smith was on here from the PD but maybe no longer, the Deputy is here,
but it is to replace a damaged vehicle. But if the Deputy wants to go into more detail into how that
happened, he’s certainly there.

President Wilshire

Thank you, Mayor; Deputy Testaverde?

Police Deputy Jim Testaverde

Yes unfortunately as you know when you are running an organization like Police & Fire that run vehicles 24
hours a day, 7 days a week, unfortunately accidents happen. We go out of our way to not be at fault. This
particular accident was right in the heart of downtown. There was significant damage to the Police Vehicle
and some damage to, | believe, the building where 7 Star Pizza is. So the Police Vehicle is totaled and
does need to be replaced because we are right at minimum, currently with our vehicles.

President Wilshire
Thank you very much. So | am going to open it up for testimony in favor of Resolution 20-061.

R-20-061 - RELATIVE TO THE SUPPLEMENTAL APPROPRIATION OF $63,865 OF UNANTICIPATED
REVENUE INTO FUND #7026 “CAPITAL EQUIPMENT RESERVE FUND”

Testimony in Favor - None

Testimony in Opposition - None

Testimony in Favor - None

Testimony in Opposition - None

President Wilshire closed the public hearings on R-20-057 and R-20-061 at 7:11 p.m.
COMMUNICATIONS REQUIRING FINAL APPROVAL

From: Susan K. Lovering, City Clerk
Re: Request to Temporarily Relocate Ward 6 Polling Location for November 3, 2020 General Election

MOTION BY ALDERMAN DOWD TO ACCEPT, PLACE ON FILE, AND APPROVE THE TEMPORARY
RELOCATION OF WARD 6 POLLING SITE FROM FAIRGROUNDS MIDDLE SCHOOL TO
FAIRGROUNDS ELEMENTARY SCHOOL FOR THE NOVEMBER 3, 2020 STATE GENERAL
ELECTION, BY ROLL CALL

Special Board of Aldermen 8-24-2020 Page 5

ON THE QUESTION

Alderman Dowd

And | can discuss briefly if you desire?

President Wilshire

Alderman Dowd?

Alderman Dowd

We have worked with City Clerk Lovering to be able to conduct the primary at the Middle School even
though it is under construction. But in November, the site will not be conducive to having the public there.
So we are just moving it across the street to the gymnasium, right across (audio cuts out) and the election
will be held there in November.

President Wilshire

Thank you, Alderman Dowd. Any questions, does anybody have any questions/concerns? The Motion
before us is to accept and place on file and approve the temporary relocation of Ward 6 Polling Site from

the Fairgrounds Middle School to the Fairgrounds Elementary School for the November 3” State General
Election. Alderwoman Kelly?

Alderwoman Kelly

Thank you and thank you for that explanation Alderman Dowd. It seems to make sense. My question is
what are we doing to make sure people know where they are voting. | realize it is across the street but |
would never want anyone to not be able to vote because they got confused.

Alderman Dowd

| will turn that over to City Clerk Lovering who has got this well in hand and is meeting all the requirements
of the State.

President Wilshire
Madam Clerk?

City Clerk Loving

Thank you very much. We are hoping that you will pass this measure this evening so that we can provide
adequate signage at the State Primary. But in addition to that, we will be following the State Law and
giving mails to all registered voters within the Ward, as well as public announcements, web site, Telegraph
and other means that we can get it out to the public.

Alderwoman Kelly
Thank you.
President Wilshire

Anyone else? Alderman Dowd?

Special Board of Aldermen 8-24-2020 Page 6
Alderman Dowd

Yes also in November there will be signs at the Junior High saying “it’s across the street”.

City Clerk Lovering

Thank you, Alderman Dowd.

President Wilshire

Anyone else? Seeing none would the Clerk please take the roll?
A viva voce roll call was taken which resulted as follows:

Yea: Alderman O’Brien, Alderman Klee, Alderwoman Kelly, Alderman Dowd,
Alderman Caron, Alderman Clemons, Alderman Tencza,
Alderwoman Lu, Alderman Schmidt, Alderman Cleaver,
Alderman Laws, Alderman Wilshire 12

Nay: 0
MOTION CARRIED

Without objection, President Wilshire allowed for suspension of rules for final approval of two
communications that were approved at the August 18, 2020 Planning and Economic Development
Committee Meeting.

From: Tim Cummings, Economic Development Director
Re: Contract Amendment for Professional Engineering Services related to the Nashua Downtown
Riverfront Implementation Project VHB, Inc.

MOTION BY ALDERMAN TENCZA TO ACCEPT, PLACE ON FILE, AND APPROVE THE CONTRACT
AMENDMENT WITH VHB, INC., FOR PROFESSIONAL ENGINEERING SERVICES TO THE NASHUA
DOWNTOWN RIVERFRONT IMPLEMENTATION PROJECT IN THE AMOUNT OF $500,000, BY ROLL
CALL

A viva voce roll call was taken which resulted as follows:

Yea: Alderman O’Brien, Alderman Klee, Alderwoman Kelly, Alderman Dowd,
Alderman Caron, Alderman Clemons, Alderman Tencza,
Alderwoman Lu, Alderman Schmidt, Alderman Laws,
Alderman Cleaver, Alderman Wilshire 12

Nay: 0
MOTION CARRIED

From: Tim Cummings, Economic Development Director
Re: Contract Amendment for Professional Engineering Services related to the Nashua Downtown
Riverfront Implementation Project Hayner/Swanson, Inc.

MOTION BY ALDERMAN SCHMIDT TO ACCEPT, PLACE ON FILE, AND APPROVE THE CONTRACT
AMENDMENT WITH HAYNER/SWANSON, INC., FOR PROFESSIONAL ENGINEERING SERVICES
RELATED TO THE NASHUA DOWNTOWN RIVERFRONT IMPLEMENTATION PROJECT IN THE
AMOUNT OF $118,730, BY ROLL CALL

Special Board of Aldermen 8-24-2020 Page 7

A viva voce roll call was taken which resulted as follows:
Yea: Alderman O’Brien, Alderman Klee, Alderwoman Kelly, Alderman Dowd,
Alderman Caron, Alderman Clemons, Alderman Tencza,
Alderwoman Lu, Alderman Schmidt, Alderman Laws,
Alderman Cleaver, Alderman Wilshire 12
Nay: 0
MOTION CARRIED

UNFINISHED BUSINESS — RESOLUTIONS

R-20-054
Endorsers: Mayor Jim Donchess
Alderman Richard A. Dowd
Alderman Patricia Klee
Alderman Linda Harriott-Gathright
AUTHORIZING THE CITY OF NASHUA TO EXECUTE A LEASE WITH WHITING BUILDING, LLC
Given its second reading;

MOTION BY ALDERMAN KLEE FOR FINAL PASSAGE OF R-20-054, BY ROLL CALL
A viva voce roll call was taken which resulted as follows:
Yea: Alderman O’Brien, Alderman Klee, Alderwoman Kelly, Alderman Dowd,

Alderman Caron, Alderman Clemons, Alderman Tencza,

Alderwoman Lu, Alderman Schmidt, Alderman Cleaver,

Alderman Laws, Alderman Wilshire 12
Nay: 0
MOTION CARRIED
Resolution R-20-054 declared duly adopted.

NEW BUSINESS — RESOLUTIONS

R-20-065
Endorsers: Mayor Jim Donchess
Alderman Richard A. Dowd
RELATIVE TO THE ACCEPTANCE AND APPROPRIATION OF $165,846.36 FROM THE STATE
OF NEW HAMPSHIRE CORONAVIRUS AID, RELIEF, AND ECONOMIC SECURITY ACT (“CARES
ACT”) RELATED TO ELECTION EXPENSES
Given its first reading; assigned to the HUMAN AFFAIRS COMMITTEE and PERSONNEL
ADMINISTRATIVE AFFAIRS COMMITTEE by President Wilshire

MOTION BY ALDERMAN DOWD TO SUSPEND THE RULES FOR A SECOND READING OF R-20-065,
BY ROLL CALL

Special Board of Aldermen 8-24-2020 Page 8

ON THE QUESTION

President Wilshire

Any discussion on that? Alderwoman Lu?

Alderwoman Lu

Thank you. What are we planning to use that money for?
President Wilshire

| would have to defer to the Mayor.

Mayor Donchess

Well we, of course, we could get a complete explanation from City Clerk Lovering. We expect many, many
absentee ballots. Right now the City Clerk for the Primary has processed about 3,300, 3,400, 3.500 but we
expect many more ballots than that for the General Election. We have about 60,000 voters, we expect
maybe 45,000 will vote, maybe more than that.

This is all guess work but 50% may vote absentee. So in order to process these absentee ballots we need
additional personnel in the City Clerk’s Office. If you were to sit down with the City Clerk and go over the
process that is required for each absentee ballot, it requires six to eight different steps to be completed over
a period of time as the ballot comes back and forth. There are multiple entries into a data base up at the
State of New Hampshire. And each ballot probably takes, in total, 15 or 20 minutes to process for a single
person.

So we need to add a lot of people in the City Clerk’s Office. Some of them have been added already but we
are looking to add more; considerably more. This money will be used to pay those employees to process
these absentee ballots.

President Wilshire

Thank you, Mayor. Madam Clerk, did you want to add anything to that?

City Clerk Lovering

| think that was an excellent summation of what we have in front of us. | thank everyone for their
consideration and support in this time.

Alderman Klee

Madam President, | do have a question but would it be more appropriate after we have brought this in for the
second reading to ask my question or would now be the better? Ok | will wait for then, thank you.

President Wilshire

Ok the Motion is to suspend for a second reading; further discussion on the Motion to Amend? Seeing
none, would the Clerk call the roll?

Special Board of Aldermen 8-24-2020 Page 9
A viva voce roll call was taken which resulted as follows:

Yea: Alderman O’Brien, Alderman Klee, Alderwoman Kelly, Alderman Dowd,
Alderman Caron, Alderman Clemons, Alderman Tencza,
Alderwoman Lu, Alderman Schmidt, Alderman Laws,
Alderman Cleaver, Alderman Wilshire 12

Nay: 0
MOTION CARRIED
Resolution R-20-065 was given its second reading;

R-20-065
Endorsers: Mayor Jim Donchess
Alderman Richard A. Dowd
RELATIVE TO THE ACCEPTANCE AND APPROPRIATION OF $165,846.36 FROM THE STATE
OF NEW HAMPSHIRE CORONAVIRUS AID, RELIEF, AND ECONOMIC SECURITY ACT (“CARES
ACT”) RELATED TO ELECTION EXPENSES
Given its second reading;

MOTION BY ALDERMAN DOWD FOR FINAL PASSAGE OF R-20-065, BY ROLL CALL
ON THE QUESTION
Alderman Klee

Thank you, Madam President, | appreciate that. First, | am definitely for this but | do have a question for |
think Attorney Bolton would probably be the appropriate one on this. In looking at the Fiscal Note on this
there is a mention of $33,000.00 of matching funds that the City would have to do. | believe that it would
cost us more than that anyways with this going on. Obviously accepting money is a good thing. |’m not
sure Attorney Bolton if you’d be able to answer, the question | had is, and this is for the public as well as
myself, the last sentence basically says, “if the standard cost rate is insufficient to cover the local match,
certain costs would have to be absorbed by the City Clerk’s FY2021 Operating Budget”. Can you explain
that or would you be the appropriate person to do that?

Attorney Bolton

Well it means if there are additional costs, at least in the first instance, it will come out of the Department's
Operating Budget. | suppose if those costs get high enough, there may end up being a supplemental
appropriation at some point. But basically, we’ve got to pay to get through the election and that will be
done and then I’m sure Sue will be looking at where the Budget stands to get through the remainder of the
year.

Alderman Klee

Thank you. And Madam President if | can just make one more comment?

President Wilshire

Alderman Klee?

Special Board of Aldermen 8-24-2020 Page 10
Alderman Klee

Thank you, | appreciate the time. We don’t have a whole lot of choice here; the election is coming up. We
are going to be doing, as the Mayor pointed out, a lot of absentee ballots and all these other extra
expenses to keep everyone safe for those that do want to come in person and do it. | think this, for lack of a
better word, kind of a no-brainer to accept this money and realize that the cost is going to be what the cost
is going to be. So | hope people do look favorable on this and | can see what they wouldn’t. Thank you for
the time.

President Wilshire

Thank you. Alderman Dowd?

Alderman Dowd

Two things; one — this is to allow people to vote successfully so | don’t think there should be any issues and
secondly, we need to get this passed because we are within 2 weeks of the election. So that’s the first
election so we need to secure this funding.

President Wilshire

Anyone else? Motion is for Final Passage of Resolution 20-065. Alderwoman Lu?

Alderwoman Lu

Thank you. This is a learning curve for me and | just wondered, | didn’t think of this question until the
meeting here but this is a very precise amount. Is that arrived at by our own you know assessment of our
needs or is that just a formula that the State has applied and determine that Nashua, you know, Nashua is
part of that — this specific dollar amount?

President Wilshire

Do you know the answer to that, Madam Clerk?

City Clerk Lovering

Thank you, President Wilshire. It is my understanding from the State that it is based on a formula for
absentee ballots over and above what was processed in 2016. So these funds can be used for temporary
help and postage and the processing of those absentee ballots over and above what the City of Nashua
received in 2016. That was approximately $600 and some odd; | don’t have the figure with me. So we
waited, knowing that that was probably what they were going to earmark in the allocation of this. Mayor
Donchess and | waited before we added temporary help until we reach the 672 — whatever that number
was, exceeded the 2016 and we brought in temp and we have assigned their duty specifically to that task
which falls within the guideline of the grant.

President Wilshire
All set Alderman Lu?
Alderwoman Lu

Thank you.

Special Board of Aldermen 8-24-2020 Page 11
President Wilshire

Anyone else? Seeing no one, would the Clerk please call the roll?

A viva voce roll call was taken which resulted as follows:

Yea: Alderman O’Brien, Alderman Klee, Alderwoman Kelly, Alderman Dowd,
Alderman Caron, Alderman Clemons, Alderman Tencza,

Alderman Laws, Alderman Wilshire 12
Nay: 0
MOTION CARRIED
Resolution R-20-065 declared duly adopted.
ADJOURNMENT
MOTION BY ALDERMAN O’BRIEN TO ADJOURN, BY ROLL CALL
A viva voce roll call was taken which resulted as follows:
Yea: Alderman O’Brien, Alderman Klee, Alderwoman Kelly, Alderman Dowd,
Alderman Caron, Alderman Clemons, Alderman Tencza,
Alderwoman Lu, Alderman Schmidt, Alderman Cleaver,
Alderman Laws, Alderman Wilshire 12
Nay: 0
MOTION CARRIED

The special meeting was declared adjourned at 7:30 p.m.

Attest: Susan K. Lovering, City Clerk