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Finance Committee - 04/15/2020 Page 15

Nay: 0

MOTION CARRIED

From: Dan Kooken, Purchasing Manager

Re: Purchase of Replacement Grounds Maintenance Vehicle (Value $46,039), Department: 181 Community
Development; Fund: Trust, Activity: CERF

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND AUTHORIZE THE

PURCHASE OF REPLACEMENT GROUNDS MAINTENANCE VEHICLE IN THE AMOUNT OF $46,039 TO

GRAPPONE FORD. FUND ARE AVAILABLE IN DEPARTMENT: 181 COMMUNITY DEVELOPMENT; FUND: TRUST,

ACTIVITY: CERF, BY ROLL CALL

ON THE QUESTION

Mayor Donchess

So Community Development on this one is also wrong, this another school Department vehicle which Mr. Smith already
... but are there any other questions or comments? Could you please call the roll?

Alderwoman Lu

| do have a question, I’m sorry. Thank you. Isn’t the reference to Community Development in that reading simply stating
that the funds are available in Community Development? OK | misunderstood. Alright.

Mayor Donchess

| think it is a mistake because the funds are coming from the Capital Equipment Reserve Fund and these are clearly
School Department vehicles. So | don’t know, | think there was just an error in the Agenda as it was prepared.

Alderwoman Lu
Ok thank you.

Mayor Donchess

So we are talking about money coming from CERF, Capital Equipment Reserve Fund to purchase this School Department
Grounds Maintenance Vehicle. Any other discussion or questions? Could you please call the roll?

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

Yea: Alderman Klee, Alderman Lu, Alderman Harriott-Gathright, Alderwoman Kelly,
Alderman Laws, Alderman O’Brien, Mayor Donchess 7

Nay: 0

MOTION CARRIED

From: Dan Kooken, Purchasing Manager

Re: Contract with Caterpillar for Certified Rebuild for Compactor #52 (Value: Not-To-Exceed $500,000),
Department: 168 Solid Waste; Fund: Solid Waste

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND APPROVE THE CONTRACT

WITH CATERPILLAR FOR CERTIFIED REBUILD FOR COMPACTOR #52 IN A NOT-TO-EXCEED AMOUNT OF

$500,000 TO MILTON CAT. FUNDS ARE AVAILABLE IN DEPARTMENT:

168 SOLID WASTE; FUND: SOLID WASTE, BY ROLL CALL

ON THE QUESTION

Finance Committee - 04/15/2020 Page 16

Mayor Donchess

For our landfill, Superintendent is here.

Jeff Lafleur, Superintendent of Solid Waste

Yes Mayor, thank you so much. This is for the rebuild of our compactor, our 1999 compactor. It is no longer in service.
Right now we are using our dozer as a back-up. The back-up dozer is not heavy enough to compact trash the way we like
to or we need to. So this $500,000.00 will completely strip the 1999 compactor right down to the frame, repaint it, put in
all new parts and pieces and give us a four-year warranty on it.

Mayor Donchess
As | recall in our discussion, the rebuild compactor is as good as a new one. A new one would cost $1 million dollars.
Jeff Lafleur, Superintendent of Solid Waste

That is correct and it seems like we get even a better warranty on it. A new compactor we would only get a three-year
warranty. With this rebuild, we’d be getting a four-year warranty.

Mayor Donchess

What this thing does is clamps down the trash as you bring in every day.
Jeff Lafleur, Superintendent of Solid Waste

Exactly, it is the big steel-wheeled loader that we have.

Mayor Donchess

Any questions or comments? If not, could you please call the roll?

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

Yea: Alderman Klee, Alderman Lu, Alderman Harriott-Gathright, Alderwoman Kelly,
Alderman Laws, Alderman O’Brien, Mayor Donchess 7

Nay: 0
MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Contract for (Value $1,271,700) Department: 170 Hydroelectric Operations; Funds: Bond

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND AWARD THE CONTRACT
FOR TURBINE REPLACEMENT AT JACKSON FALLS IN THE AMOUNT OF $1,271,700 TO MAVEL AMERICAS, INC.
FUNDS ARE AVAILABLE IN DEPARTMENT 170 HYDROELECTRIC OPERATIONS; FUNDS: BOND, BY ROLL CALL

ON THE QUESTION
Sarah Marchant, Community Development Director

Good evening, thank you all. So this is a project we’ve been before you several times with. Deb is here with me too if we
have more complicated questions that | can’t answer off the top of my head. But last June we were here before you for
the Bond Approval for Hydroelectric Facilities which included the rebuild of the Jackson Turbine. It also included funds for
the relicensing process of Mine Falls which we are well underway with. So this contract to rebuild Jackson Falls, this is
one of the three parts that go along with this. We were before you in January to bring on Turner Construction who is our
Construction Engineering Firm. This contract with Mavel is for the actual widget, the giant widget of the new turbine. It
was a long process with amazing help for Risk and Legal and Turner and certainly all of our efforts to get us here it is a bit
of a different kind of widget than we normally buy. But we are very much looking forward to this product, it is the best from

Finance Committee - 04/15/2020 Page 17

our RFP Process and it will be the best fit for us overall. It is a long process from approving a contract to getting a product
in the facility and so we really need to get moving on this. I’d be happy to answer any questions that you have.

Mayor Donchess

Questions or comments?

Alderman O’Brien

Alderman Mike O’Brien Mayor, can | ask a question?

Mayor Donchess

Of course.

Alderman O’Brien

Throw it out to the both of you, while we are doing this particular work at over $1 million dollars, we will still — it seems to
me unfortunately at the 1-megawatt capacity. And is that the top, because | am really hoping at the State Leve if we can
get that together, that we could do better than current 1 megawatt standing. And | just want to know if changing the
turbine, the propeller, you Know go to this or versus another type of thing. Would that increase the flow rate and would
this be the time to do that in anticipation? Because we are going to solve the problem at the State Level to increase our
megawatt capacity. Can you just speak on that, please?

Sarah Marchant, Community Development Director

I can. So this facility, one of the really critical things that saves us a lot of money and headache is this facility does not
have to be licensed. So we have to replace this turbine in-line with the current approvals that we have. If we go beyond
what we have, then we would have to go and apply for a licensing process like we are doing at Mines Falls which is a
many, potentially millions of dollars of work and licensing that has to be re-done every 30 years and opens us up to very
expensive studies and processes. So we are maximizing everything we can but we are staying within the limits of our
non-license on this facility at this time. The Mine Falls Dam we are greatly forward to taking advantage of the
improvements that will be coming from the State as you spoke about. But as a one megawatt we are enjoying that
metering at that facility right now.

Alderman O’Brien

Thank you for your answer.

Mayor Donchess

Any other questions or comments? Alright, will you please call the roll?

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

Yea: Alderman Klee, Alderman Lu, Alderman Harriott-Gathright, Alderwoman Kelly,
Alderman Laws, Alderman O’Brien, Mayor Donchess 7

Nay: 0
MOTION CARRIED

Mayor Donchess

That concludes our communications. Unfinished business we have none. And thank you everybody for participating and
coming to the meeting. The Alder people are not through yet but | think everybody else is, so thank you very much.

UNFINISHED BUSINESS — None

NEW BUSINESS — RESOLUTIONS - None

Finance Committee - 04/15/2020 Page 18

RECORD OF EXPENDITURES

MOTION BY ALDERMAN HARRIOT-GATHRIGHT THAT THE FINANCE COMMITTEE HAS COMPLIED WITH THE
CITY CHARTER AND ORDINANCES PERTAINING TO THE RECORD OF EXPENDITURES FOR THE PERIOD FROM
MARCH 27, 2020 TO APRIL 9, 2020, BY ROLL CALL

ON THE QUESTION

Alderwoman Lu

| have a couple of questions about that.

Mayor Donchess

Go ahead.

Alderwoman Lu

Thank you. General Fund under Financial Services, are several charges to revenue funds, motor vehicle revenue funds

and | wondered if anybody there has the or can look at Page #4 in the most recent week and just help me understand
that.

Mayor Donchess

How large is the check? What is the amount?

Alderwoman Lu

Well together they are about $3,000.00. There’s about 12 of them.
Mayor Donchess

| don’t think Mr. Fredette is here or Mr. Griffin, are you?

John Griffin, CFO

Mayor, can you hear me?
Mayor Donchess
Yeah this is Mr. Griffin, the CFO.

John Griffin, CFO

Yeah that question has come up before, Alderwoman Lu, that’s probably refund checks. But we can definitely get you the
specifics of these 12 items.

Alderwoman Lu

Oh that makes sense, right motor vehicle. Thank you. Can | ask another question? Do we do all of our own
snowplowing with City workers?

John Griffin, CFO

No.
Alderwoman Lu

No, oh we hire out also?

Finance Committee - 04/15/2020 Page 19

Mayor Donchess

It is a combination of City Workers, but also we have contract plowers.
Alderwoman Lu

| see.

Mayor Donchess

The Streets and the Parking Lots are also plowed via contract.
Alderwoman Lu

| see, OK. | was just curious about a payment to rent school, for the schools to rent them. | just didn’t know that. If we use
the schools, we pay rent?

Mayor Donchess

If the City uses a School for a City Meeting or anything else, we do not have to pay rent. But if a private party wants to
use a School Building for some reason, which occasionally does happen, they do pay a rental fee. Because the City
doesn't pay for the use of a School Building.

Alderwoman Lu

But why would it appear in the record of expenditures?

Mayor Donchess

What page?

Alderwoman Lu

Page #17. It’s Elite Performance Challenge and Spirit of Dance Performance?

Mayor Donchess

Who is the check written to?

Alderwoman Lu

Oh well | think it is Elite Performance Challenge.

Mayor Donchess

This is a School Department issue so we would have to check into this, which we would be glad to do. Mr. Griffin can talk
to the School Department and find out exactly what that is.

Alderwoman Lu

Oh that’s fine, it just didn’t seem logical to me.

Mayor Donchess

Mr. Griffin, you probably don’t know exactly what that check is, do you?

John Griffin, CFO

No but we can certainly check into it and provide it for the Members of the Committee. So is that on Page 17.

Finance Committee - 04/15/2020 Page 20

Alderwoman Lu

Let me see, | think | already turned the page, just one second.
Mayor Donchess

It was Page 17.

Alderwoman Lu

Yes.

Mayor Donchess

We can definitely check into that and get back to you.
Alderwoman Lu

Ok | just have | think one more question. In the expenditures from the previous period, there’s a $12.000.00 charge and it
is to an asset account and that just kind of confused me to see. | thought all of the accounts would be expenses.

Mayor Donchess

This is not the current record of expenditures? It is the previous one?

Alderwoman Lu

Correct.

Mayor Donchess

Do you have what page on the previous one it was?

Alderwoman Lu

Page 1.

Mayor Donchess

What is the item?

Alderwoman Lu

It’s the first one. It’s the very first item. It says the account is overlay, prior year asset, no prior year, not prior year asset.
Mayor Donchess

What the overlay is, is that is a reserve account that is used to resolve tax abatement cases.
Alderwoman Lu

Oh OK.

Mayor Donchess

There is always a discussion or a negotiation that takes place. Sometimes a lawsuit. But let’s just suggest in this case
there’s a settlement and the taxes for a year or more are reduced or the assessment is reduced pursuant to the appeal,
then the taxes that were paid by the tax payer on the higher assessment get refunded down to the level of the new
assessment. So if the taxpayer says they want to appeal their assessment, that’s called “Apply for an abatement” they
still have to pay the taxes that are billed to them. Then, if they are successful either in settling the case to resolve the

Finance Committee - 04/15/2020 Page 21

assessment at a lower level or litigation, the amount of the taxes that they have paid that are due that were paid on the
amount of the assessment over the agreement, those taxes get refunded. And that is an on-going process. There are
some millions of dollars in the overlay; $3 to $4 million.

Alderwoman Lu

Ok thank you. If it’s a company then it is probably somebody that assisted in that process, correct?

Mayor Donchess

It could be the taxpayer but the payment could be made to a representative or a lawyer or something like that to their trust
account. It would depend (inaudible).

Alderwoman Lu
Thank you, | have only one question more. In the most recent record, under the School Department, there were a couple

of charges that totaled $50,000.00. They were to Eversource, but they went to an account that is water. Just wondering if
that was a mis ...

Mayor Donchess

That’s in the current record of expenditures?
Alderwoman Lu

Correct, Page 13.

Mayor Donchess

Mr. Griffin could you take a look at that?

John Griffin, CFO

Certainly.
Alderwoman Lu
It’s the $10,000.00 and the $40,000.00 figure.

Mayor Donchess

Eversource doesn’t provide water so | don’t know, they provide electricity obviously. Can you, again it is a School
Department item, which we can investigate. Mr. Griffin can you make sense of that, just right off the bat?

John Griffin, CFO

Yeah it looks like, I’m not sure where the water comes in but it looks like the subject of the check went to electric expense
but I'll have to check.

(Inaudible, people speaking over each other)
Alderwoman Lu
Yeah, the account number — yeah. That’s water correct, water expense?

John Griffin, CFO

The 54141 I'll check it but you’ve got Eversource.

Finance Committee - 04/15/2020 Page 22

Mayor Donchess

The utilities are kind of kept together.

John Griffin, CFO

| mean | can definitely check it.
Alderwoman Lu
Alright, those were my questions, thank you for taking note.

John Griffin, CFO

I'll check that out as well.

Mayor Donchess

Ok Mr. Griffin will check the two School Department items and get back to you.
Alderwoman Lu

That would be fine.

Mayor Donchess

There’s nothing wrong with asking the questions during the meeting, but if you have these questions before the meeting,
you could direct them to Mr. Griffin and he will have an answer for you at the meeting or even before.

Alderwoman Lu
Yeah, I'll try to do that.

Mayor Donchess

It is your choice which was to go. But if you wanted to get an answer before the meeting or at the meeting, if you ask Mr.
Griffin or just e-mail him. He can investigate these things or answer your questions at the meeting or beforehand,
however you wish. Alright, | think that’s all for the questions, right? So the pending Motion is to approve the Record of
Expenditures. Any other discussion.

Alderman Klee

Mr. Mayor | just have a question about procedure. We were sent the signature page; did we actually need to sign that
and send that in or is this roll call going to be sufficient for our signature.

Mayor Donchess
Mr. Griffin, we have to sign, right?

John Griffin, CFO

Yeah typically we still have to figure out with Donna how to do that, Donna Graham.
Alderman Klee

| mean | can easily sign mine, but other than mailing it. | mean | can scan it in.

Finance Committee - 04/15/2020 Page 23

Mayor Donchess

Why don’t we get back to you on this? This is the first virtual Finance Committee Meeting and normally we were there to
sign this document, so we will have to figure out what needs to be done. With that, will the Clerk please call the roll?

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

Yea: Alderman Klee, Alderman Lu, Alderman Harriott-Gathright, Alderwoman Kelly,
Alderman Laws, Alderman O’Brien, Mayor Donchess 7

Nay: 0
MOTION CARRIED

GENERAL DISCUSSION - None

PUBLIC COMMENT - None

REMARKS BY THE ALDERMEN

Alderman Harriott-Gathright

| just want to say, thank you guys for being patient with me on my first go at this.

Mayor Donchess

Well you were very good. There were no problems, other than sometimes people were muted, they muted themselves
and forgot about it. Alright.

Alderwoman Lu
| had a quick question. Thank you very much Mayor Donchess. Do you see any, maybe this is kind of premature, | can

understand if it is not something that you want to speculate on, but are you seeing any savings in any of our Departments
due to this?

Mayor Donchess

Well | think the School, well first of all, the expenditures we know about those, a lot of money is being — you are talking
about the COVID-19 crisis, correct?

Alderwoman Lu

Yes and | know there are a lot of new expenses, | just wondered if there any savings as well.

Mayor Donchess

| think there are some in the School Department, for example, substitute teachers. We are probably on gasoline to some
degree. Probably saving on utilities to some degree as the building, you know, City Hall is really not fully operational. So
there’s electricity. We are probably saving on mileage reimbursements to the extent that we offer those to certain people
who make house calls and things like that. So | mean nothing huge. Many people, our First Responders, our Essential
Employees are all working, Fire, Police, Public Works, maybe even more than usual. That leaves pretty much City Hall.
Some people in City Hall are working 7 days a week. | mean they are working than usual not less and we have a daily
conference call 7 days a week on what is going on.

Then the other people are working remotely. So there may be some savings which we can document over time, but right
now it is hard to quantify at all.

Alderwoman Lu

Thank you.

Finance Committee - 04/15/2020 Page 24

NON-PUBLIC SESSION - None

ADJOURNMENT

MOTION BY ALDERMAN KLEE TO ADJOURN BY ROLL CALL
A viva voce roll call was taken which resulted as follows:

Yea: Alderman Klee, Alderman Lu, Alderman Harriott-Gathright, Alderwoman Kelly,
Alderman Laws, Alderman O’Brien, Mayor Donchess 7

Nay: 0
MOTION CARRIED
The Finance Committee meeting was adjourned at 8:09 p.m.

Alderman Linda Harriott-Gathright
Committee Clerk