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Board of Aldermen 6-23-2020 Page 15

Director Cummings

If | may, Madam President? So it’s technically that $24,000.00 it would not actually be required to go
before Finance Committee. Putting that whole issue aside, the way that the TIF Legislation that was written
and adopted by the Board of Alderman a while back, says that any contract has to be approved by the
Board of Aldermen. So any contract that is TIF related, needs full Board of Aldermen approval and is not a
Finance Committee process.

Alderman Clemons

OK, so just to sort of back up what Alderman Lu said, if there’s anything like this coming in the future, if you
could just provide an explanation for us, | think that would be helpful. But! do think that the contract itself, if
you took the time to read it, was pretty upfront. | kind of understood where it was going but | wasn’t sure if
it was something that had gone before Finance before. So thank you very much.

President Wilshire

Anyone else? Alderman Lopez.

Alderman Lopez

Yeah just a reminder, my fellow Aldermen that when all have our video on it slows down the bandwidth, so
those of us with less bandwidth can’t be heard. But | wanted to say some of what Alderman Clemons had
said is for the public, we did get this in advance and we did have the opportunity read it. Obviously living in
Ward 41 am more familiar with GAD so | kind of understood both the contract and the Dancing in the Street
happened for several years. So there is nothing | think that was insinuated to be “under the table” and |
definitely don’t think there actually was anything. If anything, Alderman Jette did his job a little more
thoroughly than usually and was the one who brought up the whole Dancing in the Street thing. And | think
it was a completely logical concern that was raised by Alderman Klee and Alderman Schmidt, | mean we
can’t just have something called, “Dancing in the Streets” go by and not comment on the social distancing
aspect and all of that.

| would just say that unless we want to start micromanaging events and | have put in my time doing that, so
| would not recommend it. GAD does it well, they are doing it in concert with Economic Development, who
is also doing things well. | have not always agreed with their decisions in the past but we can’t really argue
with how effectively the concrete blocks are going or how businesses that would otherwise be struggling,
are doing business in a very, very different way. So this is a time when we have to be a little flexible and
we have to let the people who are going to spend all week working on passion project, do that kind of stuff.
| also appreciate the attention to process that we have seen, and it is important that we communicate to the
public effectively.

But | think GAD has a pretty solid track record. As a non-profit they exist almost exclusively to do things for
us. So! think we can trust them to kind of take this project and do it really well. And | don’t just mean the
Dancing in the Streets because | am probably not going to go to that. But! think they will find a way to use
this effectively and in a way that promotes downtown and vibrancy in whatever shape it takes, | think we
will all be happy with it.

President Wilshire
Anyone else? | see five hands raised but no one wants to talk. So if you don’t want to speak, can you un-

raise your hand, put your hand down. Ok the motion is to accept, place on file and approve the contract.
Further discussion? Seeing none, would the clerk please call the roll?

Board of Aldermen 6-23-2020 Page 16
A viva voce roll call was taken which resulted as follows:
Yea: Alderman O’Brien, Alderman Klee, Alderwoman Kelly, Alderman Dowd,
Alderman Clemons, Alderman Lopez, Alderman Tencza,
Alderman Jette, Alderman Schmidt, Alderman Cleaver,
Alderwoman Harriott-Gathright, Alderman Wilshire 12
Nay: 0
MOTION CARRIED

From: Jim Donchess, Mayor
Re: | Temporary Policy on Emergency Leave due to Coronavirus (COVID-19) — July 6, 2020

MOTION BY ALDERMAN CARON TO ACCEPT, PLACE ON FILE, AND ADOPT THE TEMPORARY
POLICY ON EMERGENCY LEAVE DUE TO CORONAVIRUS (COVID-19) EFFECTIVE JULY 6, 2020, BY
ROLL CALL

ON THE QUESTION

Alderman Caron

And | have a question, please?

President Wilshire

Alderman Caron.

Alderman Caron

Thank you. Thank you. | think this is great that we are following the Federal Law. But | do have a question
for the Mayor. A couple of weeks ago at our last meeting, we talked about the vacation time for non-
affiliate employees of the City because obviously no one has taken vacation time and we certainly would
not like them to lose any of that. | was wondering where we stand with that, at this point in time, Mayor.
Thank you.

President Wilshire

Mayor?

Mayor Donchess

Yes, thank you for bringing this up Alderwoman Caron. So, the unaffiliated employees, the policy we did on
the Public Health employees allowed them to carry forward personal days which they moved. But they can
carry forward vacation days under the Ordinance. But beyond that, Director Kim Kleiner, Administrative
Services Director, has been checking this out and can report further.

President Wilshire

Director Kleiner.

Board of Aldermen 6-23-2020 Page 17
Kim Kleiner, Director of Administrative Services

Good evening, Madam President, Members of the Board. So we are researching, the Legislation that
brought before you prior, the Mayor is correct. That was addressing personal days that would be lost at the
end of the year as of June 30". That’s what the policy was addressing, we hadn’t addressed vacation days
as of yet, it is something that we are working on. We are speaking with Division Directors and we are
gathering more information.

The reason that we brought forth the personal days is as you know unaffiliated employees have their 5
days and they'll lose it at the end of, as of June 30". But there are other unions like UAW who have earned
time. So it’s different for different employee groups. We felt that the Public Health Employees that had
personal days and we did reach out to all Division Directors and we discussed this. We felt pretty strongly
that the Public Health Employees that were all unaffiliated deserved to have those days carried forward
because they absolutely hadn’t had a chance to take those personal days. Where when we looked at the
balances of other employees, they had either taken the days earlier in the year or they had very little time
left and, again, as of July 1*', they receive another 5 days for the unaffiliated. So that was just addressing
those personal days and we will certainly update the Board more in regards to vacation.

Alderman Caron

So my question would be to either Director Kleiner or the Mayor, if | remember correctly, your vacation
days, you lose them on your anniversary not the fiscal year. Am | correct?

Director Kleiner

So you can only carry forward two times your annual allotment. So it is different for many different people,
but you’re right, it’s certainly not on the fiscal year. It’s on your anniversary date.

Alderman Caron

Ok so you have time to look at this to make sure no one is losing anything as they are moving forward in
the next few months. | just think it is important that we look at all our employees. | think everyone has really
done a fabulous job with this horrendous thing that has taken place, so that’s why | am asking. | just want to
make sure that we are doing our due diligence for all of our employees and | appreciate that.

Director Kleiner

Absolutely and we want to be very careful to make sure that we are reaching out and getting all of the
Division Director’s input on their employees.

Alderman Caron

Thank you.

President Wilshire

Anyone else? Ok seeing none, would the Clerk please call the roll?
Alderwoman Lu

| have to sign back in, could you please tell me what we are voting on?

Board of Aldermen 6-23-2020 Page 18
President Wilshire

We are voting on — the motion was to accept, place on file and adopt the temporary policy on emergency
leave due to COVID-19 effective July 6".

Alderwoman Lu

Thank you.

President Wilshire

You’re welcome.

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 Lopez, Alderman Tencza,
Alderwoman Lu, Alderman Jette, Alderman Schmidt,

Alderman Cleaver, Alderwoman Harriott-Gathright, Alderman Wilshire 14

Nay: 0

MOTION CARRIED

PETITIONS - None

NOMINATIONS, APPOINTMENTS AND ELECTIONS - None

REPORTS OF COMMITTEE

Human Affairs Committee... 20.0.0 .0. eee cce cee ceeeee cer ese ver erevartererererererersers, 06/08/2020

There being no objection, President Wilshire declared the report of the June 8, 2020 Human Affairs
Committee accepted and placed on file.

Budget Review Committee... 00.2.0... cee cette tte tee ste ttsttettteeseseeeeess 06/10/2020

There being no objection, President Wilshire declared the report of the June 10, 2020 meeting of the
Budget Review Committee accepted and placed on file.

Pennichuck Special Water Committee.........0..... 000 cee cee cette cette eee eeeeess 06/15/2020

There being no objection, President Wilshire declared the report of the June 15, 2020 Special Pennichuck
Water Committee accepted and placed on file.

Planning & Economic Development Commiittee............... 0... cece eee eee eeeeee 06/16/2020

There being no objection, President Wilshire declared the report of the June 16, 2020 Planning & Economic
Development Committee accepted and placed on file.

Finance Committee... 0... cece eee cee eee ceeseseseseeatettetttrettatettrtereresse, 06/17/2020

There being no objection, President Wilshire declared the report of the June 17, 2020 Finance Committee
accepted and placed on file.

Board of Aldermen 6-23-2020 Page 19

CONFIRMATION OF MAYOR'S APPOINTMENTS - None
UNFINISHED BUSINESS — RESOLUTIONS

R-20-023, Amended
Endorsers: Mayor Jim Donchess
RELATIVE TO THE ADOPTION OF THE FISCAL YEAR 2021 PROPOSED BUDGET FOR
THE CITY OF NASHUA GENERAL, ENTERPRISE, AND SPECIAL REVENUE FUNDS
Given its second reading;

MOTION BY ALDERMAN DOWD TO AMEND R-20-023 BY REPLACING IT WITH THE GOLDEN ROD
COPY OF AMENDMENTS MADE AT THE BUDGET REVIEW COMMITTEE, BY ROLL CALL

ON THE QUESTION
Alderman Dowd

Ok the changes to Mayor’s Budget the Mayor gave us an appropriation of $284,584,488.00. We reduced
that by $1,700,00.00 via the following actions. We reduced the Library Plaza Renovations by $1 million
dollars; we replaced the Mayoral bottom line reduction in the Police Department by $207,062.00 and we
reduced a portion of the CERT transfer by that same amount of $207,062.00 having a zero impact
financially on the Budget. Then we reduced a portion of the Contingency for Educational Priorities by $1
million dollars and we reduced a portion of the CERF transfer by $245,000.00.

We then increased a portion of the Contingency Education Priorities by $300,000.00, adding the
$300,000.00 back to the $1 million dollars in the motion a couple of motions ago. And then we reduced the
Mayoral bottom line budget for Citywide Communications by $20,394.00 and we reduced a portion of the
CERF transfer for the $20,394.00 leaving a General Fund Appropriation for this Budget from the Board of
Aldermen of $282,884 408.00.
President Wilshire
Ok the Motion is to amend Resolution 20-023. Further discussion on the Motion to Amend.
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 Lopez, Alderman Tencza,

Alderwoman Lu, Alderman Jette, Alderman Schmidt,

Alderman Cleaver, Alderwoman Harriott-Gathright, Alderman Wilshire 14
Nay: 0

MOTION CARRIED

Board of Aldermen 6-23-2020 Page 20
MOTION BY ALDERMAN DOWD FOR FINAL PASSAGE OF R-20-023 AS AMENDED, 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 Lopez, Alderman Tencza,
Alderwoman Lu, Alderman Jette, Alderman Schmidt, Alderman Laws,

Alderman Cleaver, Alderwoman Harriott-Gathright, Alderman Wilshire 14

Nay: 0
MOTION CARRIED

Resolution R-20-023 declared duly adopted as amended.

Alderman Dowd

Before we address the final vote, | would like to make one more amendment to the R-20-023. You all
received a Memo from Director Kleiner on June 9" relative to the monies set aside for Workplace Benefit
Solutions for healthcare. In that Memo it said that we could reduce the $3 million dollars that we were
going to allocate out of the 2021 Budget by $348,334.00 therefore still maintaining a balance in our
healthcare account that would carry us through the next year. In further discussions with Director Kleiner
and the Mayor and others including President Wilshire, it was determined that we could adjust that number
to $500,000.00 and | would like to make a motion to amend the Budget to take the half a million dollars and
place it in General Contingency for the Budget so that it could be allocated later if and where needed.

MOTION BY ALDERMAN DOWD TO FURTHER AMEND R-20-023 BY REDUCING $500,000.00 FROM
THE HEALTHCARE LINE AND MOVING THE $500,000.00 TO GENERAL CONTINGENCY

ON THE QUESTION

President Wilshire

Discussion on that motion to amend? Alderman Jette?

Alderman Jette

Yes so a point of clarification, are we reducing the Budget by $500,000.00 or are we just moving the
$500,000.00 around so it really doesn’t lower the Budget it just takes it out of the healthcare contingency
and puts it into some other contingency fund?

President Wilshire

That’s correct.

Alderman Dowd

That’s correct. It is moving it out the healthcare and into a General Contingency so that it could be used for
something else. And the reason that it is not taken toward the tax are is if we take any more towards the
tax rate based on the motions we have taken before, that if you really need a detailed explanation, you’d
have to get it from John Griffin. But it would exacerbate the issue that we might have in FY22. So we are

not really changing the end number on the Budget, all we are doing it we are taking it out of that Healthline
and moving it into General Contingency where it could be used for other things during the year.

Board of Aldermen 6-23-2020 Page 21
President Wilshire

All set, Alderman Jette?

Alderman Jette

Yes, thank you.

Alderman Clemons

Thank you. So | had originally looked at that Memo and thought that the money, my initial though was that
the money could go towards the tax rate, reduce the tax burden further. | can understand putting it into
Contingency. However, | feel that a better use of the money would be to put $255,000.00 back into the Fire
Department Budget so that they can fully fund the Firefighter's Contract. So | don’t know if it is appropriate
to amend the motion or if | can do that but that’s what | would vote to do.

Alderman Dowd

My suggestion would be do we do this one step at a time or it is going to get too confusing. So let’s do the
one change and then we will address anything else that people have towards the Budget.

Alderman Clemons
Sounds like a good idea.
Alderwoman Lu

Thank you. Alderman Dowd could you just help me understand, what is the purpose of moving it from
(audio cuts out).

Alderman Dowd

It gives us more flexibility when we determine how we would want to spend that money. The Healthcare
Account can handle the loss of that amount of money because of all the explanations in the June 9 Memo
and further discussions that we had. And the reason is that that was available was because a lot of the
things that we had anticipated paying for in health expenses, were not realized because people weren’t
going to the hospital for normal things because of COVID-19. We also feel that given a couple of days from
now that that’s also going to be the same reason that people aren’t going to be rushing to the hospital
under the same conditions to get what | would call normal medical things taken care of. They will put them
off for a bit further, the longer they put them off, the more savings we have. It has been determined that a
half million dollars would be better placed in General Contingency so we can address other things, if
necessary.

Alderwoman Lu

Just a follow up, so essentially we are doing it now so we don’t have to do it later.
Alderman Dowd

Easier to do it now.

Alderwoman Lu

Thank you.

Board of Aldermen 6-23-2020 Page 22

John Griffin, CFO

Madam President, John Griffin, CFO. | completely understand Alderman Dowd’s request. It is a little bit
more complicated in that the by us putting the pensions and benefits in each Department’s Budget, there is
no one account that you folks would be able to reduce to end up with what Alderman Dowd is requesting.
So as a suggestion | would increase the Contingency amount as Alderman Dowd suggested, but | would
reduce, take $100,000.00 out of Police and $100,00.00 out of Fire and $300,000.00 out of the School
Appropriation for benefits and that will create the desired result. And | say that because we drew up based
on actual experience, we drew up the expenses every year at the end of the year. So you will basically be
reducing $500,000.00 within the Budget from those 3-line items and you will get the desired result which
will put the $500,000.00 into Contingency. So if | could offer that, that would be recognized by our auditors
and regulators and all of those folks. Thank you.

President Wilshire
Thank you, Mr. Griffin. Alderman Dowd, do you want to amend your motion to do that?
Alderman Dowd
Yes, | had had that discussion with Mr. Griffin, | thought it was going to be very confusing to people that is
in essence what we are doing in this. Because those are the places where this money would anticipated
have been spent but it is not going to be, we believe. And we feel confident that it hasn’t been spent in the
2020 Budget so that money stayed in the Healthcare Accounts for those Departments that he just talked
about. So those reductions in those Departments will not impact them and it meets the requirements of this
motion so | will amend so that the language reflects what Mr. Griffin just said.
MOTION BY ALDERMAN DOWD TO AMEND SO THE LANGUGE REFLECTS $500.000.00 INTO
GENERAL CONTINGENCY AND REDUCING $100,000.00 FROM POLICE DEPARTMENT BENEFITS;
$100,000.00 FROM FIRE DEPARTMENT BENEFITS; AND $300,000.00 FROM SCHOOLD EPARTMENT
BENEFITS
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 Lopez, Alderman Tencza,

Alderman Jette, Alderman Schmidt, Alderman Cleaver,

Alderwoman Harriott-Gathright, Alderman Wilshire 13
Nay: Alderwoman Lu, 1
MOTION CARRIED
Alderman Dowd
The Motion is for Final Passage of R-20-023 as amended by roll call. Now | believe somebody can ...
MOTION BY ALDERMAN DOWD FOR FINAL PASSAGE OF R-20-023 AS AMENDED, BY ROLL CALL
ON THE QUESTION

Alderman Clemons

Thank you. I'd like to make an amendment and the Motion would be to take $255,000.00 from Contingency
and to put the $255,000.00 from Contingency into the Fire Department Budget.

Board of Aldermen 6-23-2020 Page 23

MOTION BY ALDERMAN CLEMONS TO AMEND R-20-023 BY TAKING $255,000 FROM
CONTINGENCY AND PUTTING THE $255,000.00 INTO THE FIRE DEPARTMENT BUDGE

ON THE QUESTION

Alderman Clemons

And I'd like to speak to that Motion.
President Wilshire

Alderman Clemons?

Alderman Clemons

So as we have heard from the Chief and other folks, when the Budget was crafted by the Mayor, there was
a $500,000.00 cut, roughly a little bit over that, but $500,000.00 cut from the Fire Department Budget. And
we, in the Budget Committee, put $245,000.00 back. And we did that a few motions ago by amending it —
the budget — with the Golden Rod copy. So now that we have seen $500,000.00 in additional savings from
the healthcare line, which | might add a lot of that comes from the Fire Department. My opinion is we ought
to make that whole so that we can have a clear conscious in voting for the Fireman’s Contract. It will at
least enable the funding to be there for that. That was one of the chief concerns that were brought forward
was that if we don’t have enough funding in the Fireman’s Budget, in the Fire Department Budget, then
there won’t be enough money to fund the contract because we are not going to have enough money for
that in next year’s Budget.

So if we take $255,000.00 which we just put into contingency, (audio cuts out) sorry about that, back into
the Fire Department Budget, that money will be there and so that would be the purpose of this motion and |
would hope that you all could support that. So that is the motion.

President Wilshire

The motion is to cut contingency by $255,000.00 and add it to the Fire Department Budget, $255,000.00.
Discussion on that motion? Alderman Klee?

Alderman Klee

Thank you, Madam President. | agree wholeheartedly with Alderman Clemons. | think that the fact that we
are putting this into contingency and we are not using it to reduce the taxes, | think we should make the
Fire Department whole. If | remember correctly we did something similar to the Police Department with
some of the amendments that we made. And | think it’s just fair to kind of make them as whole as they had
requested and so on. So! completely support that.

Alderman Jette

Yes, so | think Alderman Clemons is much more experienced in dealing with these budgets than | am as is
Alderman Dowd. But if we keep it the way it is, in other words, if the money goes into the contingency as
we just voted on and we left it there, then if, in fact, we vote to approve the Firefighter's Collective
Bargaining Agreement, the money could then be transferred from contingency into the Fire Department
Budget to fund that, | think. However, if we vote to put it into the Fire Department’s Budget now, we are
kind of putting the cart before the horse. | think we ought to wait and vote on Collective Bargaining
Agreement and if that passes, then a transfer could be made. If it doesn’t pass, then that money is sitting
in the Fire Department Budget and it would no longer be required until a further Collective Bargaining
Agreement came out of negotiations or fact finding or whatever. So | am going to vote against doing this
now; | think it is premature.

Board of Aldermen 6-23-2020 Page 24

President Wilshire

Anyone else? Alderman Cleaver and then Alderman Tencza.

Alderman Cleaver

| thank Alderman Clemons for this idea, | think it is a brilliant idea and | am all for it.

Alderman Tencza

So Madam President, just a point of order, a question for either Attorney Bolton or Mr. Griffin. If this
amendment does not pass, what opportunity would we have if the Firefighter's Contract passes later on in

the meeting to assign this money from contingency back into the Fire Department Budget.

Steve Bolton, Corporation Counsel

You do it whenever you want.

John Griffin, CFO

Control, as Attorney Bolton, as Alderman Jette indicated you do it now or you do it later. | would suggest
one change. What you want to do is basically eliminate the Mayor’s bottom-line cut. That’s where you’d
need to put a positive where there’s a negative. You don’t need to increase the salary lines as we reviewed
a few times. That would be my only change. Thank you.

President Wilshire

Alderman Clemons, did you want to amend your motion.

Alderman Clemons

Yeah that was my intention was to make that whole or roughly whole with the $255,000.00 but it was to
restore that bottom line cut.

President Wilshire
Ok, anyone else? Alderman Dowd?
Alderman Dowd

Mr. Griffin at some point we should be transferring the money for negotiations in the Fireman’s Budget just
like we would with any other to the contingency negotiations account, is that correct?

Mr. Griffin

Yes, as Alderman Dowd indicated, whatever that final number is on the line inside the Fire Budget, my
recommendation is to move that amount down to contingency negotiations, so it is out of the Fire Budget
before it is approved by the Board of Aldermen to transfer it back into that Budget. So that makes sense
Alderman Dowd.