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Finance Committee - 08/19/2020 Page 9

There being no objection, Mayor Donchess suspended the rules to allow for the introduction of three
additional communications received after the agenda was prepared.

From: Tim Cummings, Economic Development Director
Re: Memorandum Seeking Approval of $35,167.56 for Jersey Barriers (Pilot) & Explaining the Current
Plan Narrowing Main Street with Barriers

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND APPROVE THE
PURCHASE OF 20 (10-ft.) CURVED CONRETE JERSEY BARRIERS IN THE AMOUNT OF $35,167.56
FROM CROWD CONTROL WAREHOUSE. FUNDING WILL BE AVAILABLE IN THE GOFERR FUND
GRANT, BY ROLL CALL.

ON THE QUESTION

Mayor Donchess

And Mr. Cummings is here to explain this item and | see he is on so | will turn it over to him.
Tim Cummings Director Economic Development

Thank you Mr. Mayor, for the record, Tim Cummings, Director of Economic Development. | am more than
happy to discuss, actually the broader plan or conversation that this specific expenditure is going to ultimately
trigger. So before you is a request to spend no more than $36,000.00 for a specific type of barrier. Why are
we asking for this? Because ultimately we are in the early stages of trying to contemplate whether we should
continue the narrowing of Main Street into next season. | had a conversation with PEDC last night and this is
the start of a conversation. | know Legislation is going to be required to amend the previous approved
Ordinance or Resolution that was adopted.

Ultimately, we have heard positive feedback over the last few months. It seems as though there is strong
interest to continue with the narrowing of the Main Street for the future outdoor dining seasons. When we first
started this, we were in the midst of COVID-19 and we were just starting to open back up not just as a City but
in the State and time was of the essence. We really looked at having the barriers through the lens of what was
safe and functional but not necessarily with an eye towards aesthetics. Moving forward, you know, there’s a lot
of variables that still need to be decided upon; my Memo goes into detail on some of those variables that we
will need to discuss. | hope that this group here is part of that conversation as we move forward. But
ultimately what we would like to do is if there is a desire, an ambition and it is my recommendation we do
continue with the narrowing of Main Street, we do it with an eye towards having a little bit better of the
aesthetics.

So with that being said, we’ve outreached to a couple groups that could provide us some barriers. We want to
pilot them for the next month or so along Main Street and assess, you know, based off of the feedback that we
get from the community, based on DPW’s input, based on your input as well. We will then ultimately look to try
to go out for a procurement where we would own barriers. So with that being said, Mr. Mayor and through you
to the Finance Committee, | am asking for you to favorably approve this request of just over $35,000.00 so we
can start this conversation.

Mayor Donchess

So of course, we are leasing the barriers now and if we are going to continue this in future years, it would be
better to purchase the barriers because the lease expense is quite a bit. And secondly, we want to put these
out so people, including The Board of Aldermen and the Public can see a couple of different alternatives that
we could ultimately pursue to get public feedback and feedback from the Board of Aldermen regarding those
alternative. Alderwoman Klee?

Finance Committee - 08/19/2020 Page 10
Alderman Klee

Thank you Mr. Mayor. Director Cummings, the question that | have, | love the idea of letting us see different
ones and | love the idea of doing this year after year. | don’t love the idea of this being there during the winter
months. | am assuming that we would still remove them during the winter months if we decided that this
becomes a permanent way of doing business? And if we did decide, and | again | know there’s an “if”, if we
did decide to move forward with this, year after year, would we here in the City have the ability to put these in
place. | know we not only rented them but we had to hire someone to put them in place because of their weight
and so on. Would we be able to do that or would we still have to contract that out.

Director Cummings

Thank you Mr. Mayor if | may? So those are excellent questions, ones we don’t have answers to only
because it really depends on the barriers that we choose. | think ultimately we would always be picking up the
barriers at the end of the “outdoor dining season” which is November 15". These barriers would be our
responsibility so we would need to have storage for them over the winter months. That all needs to be taken
into consideration; those logistical considerations have been raised by DPW. Those are going to be some of
the things that we will be looking to develop plans for when and if we move forward.

Ultimately the barriers that we are piloting meet all the concerns are outlined. We would be able to store these
barriers. One of the barriers we would be more easily able to implement year after year. If we go with one of
the other barriers, | think we would probably need to have a third party deploy them every year. So there are
going to be trade-offs, pros and cons, depending on which ones we actually choose. And so we will make that
clear as time goes on.

Alderman Klee

Thank you, Mr. Mayor if | could just do a follow up?

Mayor Donchess

Yes.
Alderman Klee

Thank you. | like the idea that they are not going to be there during the winter more for snow removal and for
the protection of the barriers themselves too. | think that there would be a lot of damage. | also just my two
cents, | had seen on-line another town that had done something similar and then they had local artists actually
paint them and create them and do different types of things that they had. They actually looked a little similar
to the Jersey Barriers but they had a different texture to them. | kind of liked that idea too so | am interested in
seeing what you will be putting forward so thank you.

Mayor Donchess

Now, of course, if we own them we can authorize that if we wanted to. The concrete barrier alternative is, it is
still a concrete barrier but it’s more of a pastel color and the shape is not quite as austere as the Jersey
Barriers. It's more pleasing shape | am going to say. When we talked with Boston about their approach
towards all this, because of one of the barriers we are suggesting be piloted is a water filled metal barrier that
would allow plantings and the like. We are thinking we would do that on a side street where there’s not the
same kind of traffic resistance and parallel to the traffic. The concrete barriers, in Boston they still use
concrete barriers for any walls that face the traffic, but then the parallel walls they allow greater latitude on
what can be used. But in any event, we would be able to see two alternatives here and begin to consider. With
the concrete barriers we could authorize, you know, if we own them, obviously we could let someone paint
them. But that again would be one of the things we would discuss once we see how these work and what they
look like. Alderwoman Kelly?

Finance Committee - 08/19/2020 Page 11

Alderwoman Kelly

Yes, most of my questions were asked so | was trying to decide if | had any additional ones. | wanted to ask
about timing. | think this is great, | know that we’ve heard really good feedback from downtown. But my
question is we are running up against fall. When does the lease run out on the current ones and is there a
reason why we need to approve it now when we probably won’t put them up until after winter.

Mayor Donchess

Well we would put these up when we get them. So we think we could get these up in September so we’d see
them for a couple of months this year, at least that’s the plan.

Alderwoman Kelly

So is our lease out on the ones that are currently there?

Mayor Donchess

The lease goes until | think November 15, doesn’t it?

Director Cummings

Correct.

Mayor Donchess

So that kind of the drop dead date. So if we get these in September they'd be out 6 / 8 weeks before the
removal.

Alderwoman Kelly

What’s the price comparison if we kept with the lease versus switching to the purchase?

Mayor Donchess

For next year or for this current year?

Alderwoman Kelly

Current year.

Mayor Donchess

We can use GOFERR Funds for these, meaning Federal Funds directed through the State of New Hampshire.
So the tax impact here is zero.

Alderwoman Kelly

My question is are we breaking a lease of the ones that we have and the cost per month and are we getting a
better deal by buying them and using them for 6 to 8, that’s my question.

Director Cummings

If | may, Mr. Mayor?

Finance Committee - 08/19/2020 Page 12

Mayor Donchess

The idea would be to move the Jersey Barriers to provide additional dining space on some of the side streets.
So the cost, we would continue to lease those as we are and it is a seasonal lease so returning them early
wouldn’t get us anything anyway. In future years | mean we would present the cost to you, it depends how we
go. Certainly the cost of buying would be more than the cost of leasing but the lease is almost like $100,000.00
for installation and leasing and we probably have a 3 or 4 year, depending on which way we went, if we did
this, we would have a 3 or 4 year payback if we bought them and we’d have more attractive barriers on top of
it. But that would be an analysis and decision we’d have to make after we see the barriers and when we are
able to present you with the final cost of purchase. Does that answer that?

Alderwoman Kelly
Yes.

Alderman Harriott-Gathright

| have a question.

Mayor Donchess

Alderwoman Harriott-Gathright.

Alderman Harriott-Gathright

So right now the $35,167.56 that’s would be paid through the GOFERR Fund correct/
Mayor Donchess

Correct.

Alderman Harriott-Gathright

So that’s for the purchase?

Mayor Donchess

Correct. But it’s 200 feet, it’s not the whole City, it is just 200 feet. We currently have 2,400 feet out there. So
you know it is a decent section but certainly not a full replacement of everything.

Alderman Harriott-Gathright

OK so going forward, let’s say next year, are we expecting to purchase more and probably not be on the
GOFERR.

Mayor Donchess

We are not aware that there would be GOFERR Funds available next year. But were we to purchase, we
would need to use city funds. And, of course, we’d own 200 feet already if we went with the concrete ones but
we would need to buy the remainder with city funds.

Finance Committee - 08/19/2020 Page 13

Alderman Harriott-Gathright

Ok | guess my other question is — so if we pass this in the Finance Committee, it goes to the Board of
Aldermen, is there | guess a public hearing on this or is it just not necessary. Or is this something just if they
want to have public comments. | am just curious because | already know that | have quite a few constituents
who would not be for this to be honest with you. | already know that so | am just trying to figure out if we go for
it, then is public comment is that correct?

Mayor Donchess

The decision as to whether to make — this is not a commitment to buy anything more than these 200 feet and
the metal things that would also be covered by GOFERR. So there’s no commitment beyond this pilot. So the
idea here would be we get these, we put them out, people can see them, you can see them. We can decide
do we want to go forward or not, you know, if so what kind of thing do we want. Do we want to lease, do we
want to buy? But this would just show what a couple of other alternatives are at no cost to the city. And then,
again, ultimately if the city were to buy these, there would need to be an appropriation, there would need to be
a vote by the Board of Aldermen just like any other expenditure. Director Cummings?

Director Cummings

Thank you Mr. Mayor. And then in addition to that that there would have to be a Legislation authorizing that
the barriers continue to narrow Main Street. The current Legislation reads that it expires on November 15". So
separate and aside from the financial expenditure, there will also need to be a conversation which | think gets
to your question is a piece of policy for the city to adopt which there would be a Committee Hearing on. | don’t
necessarily believe there would be a Public Hearing, but there absolutely would be a Committee Hearing which
would be public, where testimony could be given on that specific issue.

Alderman Harriott-Gathright

Thank you.

Mayor Donchess

Alderwoman Kelly?

Alderwoman Kelly

So you said that this is for 400 feet and | apologize if you outlined, | thought that was what the Mayor said.

Mayor Donchess
200 feet.

Alderwoman Kelly

Sorry, so | want to know what the full amount of feet that we have out now is?

Mayor Donchess
It’s 2,400 linear feet right now, so this is 200 out of 2,400 feet.

Alderwoman Kelly

If we decide that after this we don’t want to do that is there a place for us to repurpose these barriers?

Finance Committee - 08/19/2020 Page 14

Mayor Donchess

I’m sure there would be, | mean we’d have to think about. But for example there’s a little park you Know around
the oval where we closed off part of the oval with the unnecessary sort of lanes over there. That could be
duplicated on the other end of the Court House Oval. On the south end there’s a similar configuration down
there. You know, I’m sure we could find a use for them. Alderwoman Kelly do you have another follow up.

Alderwoman Kelly

Yeah I’m not sure that’s it is a question, it is just sort of acomment. So again | reiterate that | think this project
has been great. | am just concerned that it is $30 something thousand for 200 linear feet and if we decide to
then buy the rest, we are looking at 2,200 square feet that we would need to fund next year and likely will not
have GOFERR to cover that. So | just want to make sure that as we are thinking about this, we are being
thoughtful about what would come down to the City as an expense if we decide to go forward with this next
year.

Mayor Donchess

Did Alderman O’Brien raise his hand?
Alderman O’Brien

| did, but I'll yield to Alderman Klee and then you may call me afterwards, please.

Mayor Donchess

Alderwoman Klee?
Alderman Klee

Thank you, Mr. Mayor. | have a question as much as | have a comment. | understand what the two previous
Alderwoman have commented as far as the cost of hitting this next year. But this would not then turn into an
annual cost, other than if the possibility of us having to put them out. This would be a one and done cost as far
as the purchasing of these items. So keeping that in mind it would be possible if we decided that we were just
going to do Main Street and maybe some of them rather than expanding beyond the current 2,400 feet that we
are doing now. Because you are talking about taking these 200 and adding them to the 2,400, is that correct to
do a sample so then next year if we bought it, we could buy just maybe 2,200 feet or less, depending upon
how we wanted to do this. And then the following year we don’t have to buy them because we already have it.
So it’s not like this is going to become an annual cost, unlike if we decided to rent these as we are doing now,
then it becomes an annual cost and so on. Am | correct on this thinking?

Mayor Donchess

Yes.

Alderman Klee

Thank you very much and thank you Alderman O’Brien.

Mayor Donchess

Alderman O’Brien?

Finance Committee - 08/19/2020 Page 15
Alderman O’Brien

Thank you, Mr. Mayor. My question is to Director Cummings, and | do have a couple of them. Is this going to
come in the future to the Infrastructure Committee?

Director Cummings

If | may Mr. Mayor.

Mayor Donchess

Yes.

Director Cummings

| mean that’s a question ultimately for the President but | would have to believe that that Legislation that would
request the narrowing of Main Street to continue would need to be referred to Committee and PEDC and
Infrastructure would be the two like Committees that | think would want to hear this, but absolutely
Infrastructure | think would need to weigh in on it. And I’d be happy to come to you at whatever meeting you’d
like before any Legislation is filed as well so we can start that conversation.

Alderman O’Brien

Thank you, Director Cummings, If | may follow up, because as you know, working together with you,
Infrastructure has a pending parking study that is pending out there. And the longer that this type of outside
dining stays is going to skew the numbers with the parking study. But! think that is something that maybe at
the termination of the outdoor dining, maybe with the Infrastructure Committee, maybe we could jump into that
and get into it at that particular time. But the thing is | have several other Infrastructure concerns. There is a
loss of revenue in parking with this. It is the additional cost of these barriers, we did meet the safety need and
that’s why we went with the original although concrete ones, they don’t look as nice | understand that. But the
thing is they do meet the safety needs and that’s the one that is most priority.

So therefore because of the revenue that’s involved and | would like to have and I'll speak to the Board
President on this to have Infrastructure a little bit more involved. Maybe perhaps in the future, looking to a joint
partnership between the Public and the Private and supplementing some of these barriers because with the
loss of revenue of parking and then there seems to be the only sole profit would be the different proprietors of
the restaurants, maybe there’s something that could be jointly shared. It is something possibly that could be
explored at the very least. But! am going to support this because this, as you say, is a pilot program, this is
going to give us the opportunity as we move into the future if this is what we decide what we want to do, we are
going to have enough time and good weather to look at the two in comparison and to help beautify the City if
this is what we are going to do in the future. But I'll have further discussion with the Board President with this
like | say and perhaps conversation with you. I’m sure you didn’t forget about the parking study out there and |
know you didn’t so we will have that discussion later on. Thank you, Mr. Cummings.

Director Cummings

Thank you, sir.

Mayor Donchess

Alderwoman Kelly.

Finance Committee - 08/19/2020 Page 16

Alderwoman Kelly

Making sure I’m not on mute again. | appreciate the conversation around this and | think that Alderman O’Brien
brought up some good Infrastructure questions that were also on my mind. So | am inclined to be ok with this
for now but | want to make sure we are doing our due diligence and | know we will to make sure that we have
these conversations and make sure traffic is appropriate amount of parking, we are not getting completely
down the line with revenue and that also is pushing — | think some of the things | have heard from other
businesses too is that it works great for the outdoor diners but some of the retailers are feeling like there’s not
parking in front of their retail establishment. So | think is a fine first phase, but | want to make sure that all
those concerns come up and we talk about it because as the Memo stated, this was originally supposed to be
a temporary solution and when you start to think about it as permanent it is a very different conversation or
semi-permanent.

Mayor Donchess

Anyone else? Alright, could the Clerk please call the roll?
A viva voce roll call was taken which resulted as follows:

Yea: Alderman Klee, Alderman Harriott-Gathright, Alderwoman Kelly,
Alderman O’Brien, Mayor Donchess 5

Nay: 0
MOTION CARRIED

From: Kelly Parkinson, Purchasing Manager
Re: Radio Communications Tower

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND AWARD THE
CONTRACT FOR THE FABRICATION AND DELIVERY OF AN 88' MONOPOLE PUBLIC SAFETY
COMMUNICATIONS TOWER WHICH WILL BE RELOCATED FROM THE WATER TANK ON KESSLER
FARM DRIVE IN THE AMOUNT OF $35,426 FROM VALMONT INDUSTRIES, INC. FUNDING WILL BE
AVAILABLE IN CITYWIDE COMMUNICATIONS CAPITAL PROJECTS ACCOUNT 57.5050.81300, BY
ROLL CALL.

ON THE QUESTION

Mayor Donchess

And Mr. Mansfield has outlined in a communication from Mr. Mansfield to Kim Kleiner dated August 16. 2020.
Let’s have Mr. Mansfield explain the project.

William Mansfield, Radio Systems Manager

Good evening, | want to thank you Mr. Mayor for allowing this to move forward. And | also want to thank Kim
Kleiner for her assistance and Ms. Parkinson for her assistance in the RFP process in this. For those of you
who don’t know, | am the Radio Systems Manager for the City. Basically what we do is we handle all of the
radio communications for Police, Fire, DPW anybody who has a radio that is attached to the City, that is our
responsibility. We have three sites in the City, 3 tower sites in the City. One of the tower sites is located on
Kessler Farm Drive. Since 2017 the City has been told by Pennichuck Water Works that they had intended on
tearing down the water tank on Kessler Farm Drive. This particular water tank has housed one of the City’s
antenna systems for the last 20 years. It has been a very viable location for us to operate the radio
communications for the City.

Finance Committee - 08/19/2020 Page 17

In this particular circumstance, the Pennichuck Water Works announced that they were going to be dismantling
the water tank at that site and that we would have had to move our radio communications antennas off that
tank so that they could basically tear down the water tank. We can’t operate our radio communications system
without that site. If we lost that site we would lose pretty much the northwestern quadrant of the City for radio
communications. So we worked with Pennichuck Water Works and we came up with a plan to, you know, we
worked also with the Kessler Farm Condominium Association and Alderman Dowd to allow us to put a tower
on that location. The initial location we had chosen was approved by Pennichuck Water Works and shortly
thereafter they came back and said they wanted the site moved. We had already received FAA Approval to
build the tower at that location although since Pennichuck wanted us to move the tower to a different location
we had to go for reapproval through the entire re-approval process.

We went through that process, we expected to have a quick turnaround from the FAA and it actually took us 8
months to get that process approved. In the meantime, Pennichcuk Water Works had intended on tearing
down the water tank is Kessler Farm Drive in April and our project was to be completed in March of this year.
We did not receive approval from the FAA until Just 1* of this year. So | hate to say this but because of
COVID-19 in March, Pennichuck Water Works shut down their plan to dismantle the water tank and basically
extended it until next year which has given us a very small window to now construct a communications tower
and have our antennas added to it and have basically the site up and running.

The other issue that we are running into like | said we finally received approval on July 1* from the FAA, now
that we are running into the issue of snow. We don’t want to be pouring concrete in the snow, we don’t want to
be building a tower in the snow and we don’t want to be adding any antennas in the snow. So that’s why | had
asked for this to be pushed forward this evening so that we can hopefully get this portion of the project
approved.

An RFP was sent out last month to several vendors to fabricate a 88 foot tower which would hold multiple
antennas and microwave dishes for the City’s Radio Communication System. This tower is not going to be
built for any other antennas, it is not a cell tower, it is strictly for public safety communications and Pennichuck
Water Works Communications. We received the bids back | believe last week, four bids came back from the
RFP Process. They were evaluated, there was an evaluation process that was in the RFP so each vendor
who responded knew exactly how we were going to be evaluating the proposals. After evaluation the first one
that came in was Belfort Capital out of Louisville, Ohio that came in with a price of $21,920.00. Their proposal
was missing everything but pretty much the price of it, the tower. So we had no idea what they were proposing
so at this point they were disqualified from the running for the bids.

We received three other quotes or three other proposals. One was from Valmont Industries out of Valley
Nebraska, in the amount of $35,426.00; one from Saver Industries out of Sioux City, lowa in the amount of
$46,107.00; and one from Green Mountain Communications out of Pembroke, New Hampshire for $48,404.00.
After reviewing the remaining proposals, we decided to go with the second bidder, the second lowest bidder for
cost which was Valmont Industries. They are one of the top three leading manufacturers of towers in the
United States. We actually have one of their towers right now on Shakespeare Road. | am looking to have an
approval this evening to purchase this tower in the amount of $35,426.00.

There is another part to this, there will be another part coming forward which will be another request for
proposal for bidders to now bid on the foundation construction of the tower site and also to basically put the
tower up, to erect the tower so that it’s operational. This bid will hopefully be going out no later than next week
and there will be a very short turnaround time for that as well. The turnaround time for the tower from Valmont
Industries is between 8 and 10 weeks. Going with worst case scenario of 10 weeks which would have us
having a delivery if we cut a purchase order tomorrow, we would have delivery by the last week in October.
Before that tower is delivered we need that foundation to set for 28 days that’s why we are under a very tight
timeline.

Finance Committee - 08/19/2020 Page 18

So that’s the rest of the process as it goes. Once the tower is up we have already approved for the antennas
to be attached and they should be attached shortly thereafter the tower has set. Now, thank you for your time
and are there any questions Mr. Mayor?

Mayor Donchess
Anybody? Questions or comments? Alderman Dowd?
Alderman Dowd

| just want to point out that the new antennas could not go on top of the new tower because the new tower is
going to be concrete not steel and it will have a rounded top. So the antennas had to go on a tower which has
been through the Board at Kessler Farm and approved. And it’s been like a two or three year process but it is
something that really needs to be done.

Mayor Donchess
Anyone else? Alderman O’Brien.
Alderman O’Brien

Thank you, Mr. Mayor, to Mr. Mansfield, would there be other additional costs such as the axillary
infrastructure such as the generator, air conditioning, something like to power up the equipment that is going to
be generated on this tower or is that already exist and it will be transferred off-site or closer where this tower is
going to be erected?

Mr. Mansfield

Thank you Alderman O’Brien and it is nice to see you get back and looking healthy. Currently there is a
building already on-site with a generator and it is already set up. The intent would be to build this tower directly
next to the building that we have on-site so there would be no loss of communication. | would have the
antennas mounted, cabled and put into the Communications Building that is on site and within minutes | would
be able to transfer the antennas from the full antennas to the new antennas with very little to no disruption of

our radio communications. Once that is complete, we are going to have the antennas removed off of the water
tank and we would be saving those for future use.

Alderman O’Brien

Very good, thank you Mr. Mansfield and Mr. Mayor.
Mayor Donchess

OK anybody else? Would the Clerk please call the roll?
A viva voce roll call was taken which resulted as follows:

Yea: Alderman Klee, Alderman Harriott-Gathright, Alderwoman Kelly,
Alderman O’Brien, Mayor Donchess 5

Nay: 0