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Finance Committee - 05/05/2021 Page 4
Mayor Donchess

Mr. Fredette.

Mr. Fredette

| am not sure | know the exact answer to that. | just know at one time we had two temp employees and right
now we just have one.

Mayor Donchess

But the question is $40,000.00 between now and the end of the year, that’s the question.
Mr. Griffin

Maybe | could answer it, Mr. Chairman. John Griffin, CFO.

Mayor Donchess
Yes, Mr. Griffin?

Mr. Griffin

As we all know, when we started the partial opening, we had a lot of our colleagues out front or out back |
guess handing out tickets to folks that wanted to register vehicles. It became obvious that we needed an
electronic means of signing up for appointments. So the first staffing person that worked with me created or
configured, whatever the right word is, the appointment system that we have today and that’s going very well.
That individual left for another opportunity and we subsequently got an individual to help us, most particular,
Deb Martel, who is the supervisor Motor Vehicles. And as David is indicating, coming off of a closed shop with
a partial opening, it took us awhile to catch up. So this particular expenditure began, | believe it was
August/September of 2020. It continues today and because of certain illnesses in the team and certain COVID
absences, we would respectfully request that we continue the relationship with the Leddy Group through June
30" of fiscal ’21. So we haven't spent all the money yet; we’ve spent a fair amount of it. We would like to
continue to do that staff augmentation. Hopefully that answers the question.

Mayor Donchess

Alderwoman Lu do you have any follow-up?
Alderwoman Lu

No, | don’t. Thank you for that answer.
Mayor Donchess

OK. Any other questions or comments?
Alderwoman Lu

| have another question if no one else does, sorry | just found it. So it is $40,000.00 that will be spent within 2
months is that correct?

Finance Committee - 05/05/2021 Page 5

Mr. Griffin

Maybe | misspoke. The $40,000.00 would be the total amount we’ve spent from last August until this June
30". We have spent pretty close to $25,000.00 that’s why we felt it important to come in and ask for Finance
Committee approval.

Alderwoman Lu

OK. | see and is it weekly.

Mr. Griffin

Yes, Mr. Chairman. It is weekly this person (audio cuts out) for approximately 40 hours a week, no benefits.
Mayor Donchess

You were breaking up there for a moment, could you try to repeat that.

Mr. Griffin

Sure. This is an hourly person, this is a staffing augmentation person. They get paid for hours worked, no

benefits. But these two people who have worked with us proved to be very helpful. Sorry if | am breaking up,
my internet is unstable at this point.

Mayor Donchess

Any follow up, any other questions.
Alderwoman Lu

Just a comment.

Mayor Donchess

OK go ahead.

Alderwoman Lu

| just remember that we had been talking about not doing any hiring and | wonder if this was actually sticking to
that. But thank you for your answers.

Mr. Griffin

You're welcome.

Mayor Donchess

Well you know, we’ve made exceptions where we have necessary people and this Automobile Registration

brings in what for the City? $16 million dollars a year; $17 million and so we got to make sure that all of this
gets done and the citizens have got to get their cars registered as well. So this is what it has taken. Alright,

well anyone else? If there isn’t, Madam Clerk, could you please call the roll?

Finance Committee - 05/05/2021 Page 6

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

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

Nay: 0
MOTION CARRIED

From: Kelly Parkinson, Purchasing Manager
Re: City Hall Temporary Staffing in the amount not to exceed $33,000 funded from accounts 53452
Staffing Services

MOTION BY ALDERMAN HARRIOTT-GATHRIGHTTO ACCEPT, PLACE ON FILE, AND APPROVE THE
CONTINUED TEMPORARY STAFFING SERVICES TO ASSIST RESIDENTS WITH VERIFYING
APPOINTMENTS AND NAVIGATION OF THE CITY HALL DURING CONSTRUCTION WITH HW STAFFING
SOLUTIONS IN AN AMOUNT NOT TO EXCEED $33,000 THROUGH JUNE 30, 2021. FUNDING WILL BE
THROUGH DEPARTMENT: 111 HUMAN RESOURCES ADMINISTRATION; FUND: 53452 STAFFING
SERVICES, BY ROLL CALL.

ON THE QUESTION

Mayor Donchess
Alright. Mr. Griffin?

Kim Kleiner, Director of Administrative Services

Good evening Mayor.

Mayor Donchess

Oh is it Ms. Kleiner on this one.
Director Kleiner

It is following suit right after CFO Griffin and Mr. Fredette. Last fall around the same time period as CFO Griffin
was working on the appointment system, the Administrative Services Division and Risk Management decided
that we needed to have someone who could assist our residents that were coming into the building. As you
know, we were under construction and that certainly brings some liability when you are having residents
navigate the space. We also wanted to verify the appointments and assist Motor Vehicles. As we have
continued on, this position has done a number of other things such as give out information for the City Clerk’s
Office, assist individuals in how to navigate the City Web Site should they need to get additional information
and also schedule some appointments for Motor Vehicles if it was off in the future.

Now as we are looking to have other Departments join the appointment system and we are looking to have
more activity at City Hall, we would like to continue this temporary staffing service to what we call the “City
Greeter’. This is our second City Greeter who is actually in this role. The first City Greeter worked for quite a
few months for the City and eventually applied and was hired by the City in one our Departments. So that
worked out quite well. We are asking for through June 30" with a total amount not to exceed $33,000.00.

Finance Committee - 05/05/2021 Page 7

Mayor Donchess

OK thank you. Questions/comments? Anyone? Alright Madam Clerk, could you please call the roll?

Alderman Harriott-Gathright

Mayor, Alderwoman Lu has her hand up.

Mayor Donchess

Alderwoman Lu.

Alderwoman Lu

Thank you. | apologize | was having trouble finding the screen. Thank you for catching that. Again, | think it is
the way the Memo is written up. It says $33,000.00 weekly and | am just, | am sorry to have to ask, but we are
talking about $33,000.00 max between now and the end of June 30, 2021. Is that correct.

Director Kleiner

Yes, that is correct.

Alderwoman Lu

Thank you. | am all set.

Mayor Donchess

Alright, anyone else? Madam Clerk, then?

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

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

Nay: 0
MOTION CARRIED

Mayor Donchess

The next item is a Communication from me, Mayor Jim Donchess, it’s an informational item to advise you that the
lighting contract for the River has been amended to reduce the price by $9,500.00 roughly. Unless you have
questions | will go on to the next item.

From: Mayor Jim Donchess
Re: Change Order for Riverfront Lighting Change Order #1

There being no objection, Mayor Donchess accepted the communication and placed it on file.

Finance Committee - 05/05/2021 Page 8

Mayor Donchess

Next is also another informational item because we are just advising you of an amendment to the contract, the
scope of the contract regarding software because the net amount of the contract does not go up. They have
agreed to waive any additional amount. So they are going to be doing additional hours but not charging any
additional fees. So that, again, is an informational items and we could answer, I’m sure Ms. Kleiner could
answer any questions if you have any. But if not we will move to the next item.

From: Mayor Jim Donchess
Re: Change Order for Budgeting/Planning Software Implementation Change Order #1

There being no objection, Mayor Donchess accepted the communication and placed it on file.

From: Kelly Parkinson, Purchasing Manager

Re: Nashua Police Department HVAC Repair Project in the amount of $3,601,767 funded from accounts
81200 Buildings & Improvements

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

CONTRACTING SERVICES FOR THE NASHUA POLICE DEPARTMENT HVAC REPAIRS AND SYSTEM

UPGRADES TO TURNSTONE CONSTRUCTION IN THE AMOUNT OF $3,601,767. FUNDING WILL BE

THROUGH DEPARTMENT: 150 POLICE DEPARTMENT; FUND: 81200 BUILDINGS & IMPROVEMENTS,

BY ROLL CALL.

ON THE QUESTION

Mayor Donchess

There may be someone on from the PD here, if not | can handle it. Are you here on this?

Daniel Mederos, Captain Nashua Police Department.

Mr. Mayor, it is Captain Mederos with the Nashua PD.

Mayor Donchess

Alright, please Captain, go ahead.

Captain Mederos

Thank you Mayor and members of the committee. Just speaking on this, the contract before us stems from
our heating ventilation and air conditioning project that we started back in 2019 when we had an overall
assessment in inventory of our system, due to the failures and inefficiency. Obviously, we were recommended
to mostly a total upgrade which we went forth with, secured initial funding, was able to, based on the original
estimate, we were able to secure a design through (inaudible) & Associates. And moving forward from there,
the pandemic struck and held off on the design. By the time we were able to go to bid, which was this
February, where we became aware of 4 bids which one kind of ended up dropping out. We ended up after the
vetting process and going through Purchasing, Reference and Interviews with Turnstone Corporation for this
price of a $3,601,767. Unfortunately it was much higher than what was expected. We were able to go back to
budget and secure the additional funding and moving forward for our upgrade. Most of it is the overhaul of the
vintage 1971 original part of the building and then upgrading the secondary 2000 HVAC systems that we have
here at the Department.

Finance Committee - 05/05/2021 Page 9

Mayor Donchess

Alright. And | would simply add that the Police Building uses a lot of energy in part because of its antiquated
and about to break down HVAC System. So we think that once this can be replaced, certainly the system will
be much more dependable. But also we anticipate being able to save on energy costs although we cannot
quantify that. We will be able to report on that after the fact. But if you see this thing, it looks like it was built in
another era or something because it is like held together by chicken wire almost. So any questions or
comments on this from any members of the Committee. | don’t see anything, but | don’t see everyone either.
Alderwoman Wilshire.

Alderman Wilshire

Thank you Mayor, | just wanted to encourage the Finance Committee to support this. It is a long overdue
project and | think it will serve the City well in the long run. So thank you.

Mayor Donchess

Anyone else?

Alderwoman Kelly

Alderman Kelly?

Mayor Donchess

Alderwoman Kelly.

Alderwoman Kelly
| called myself Alderman kind of trip you up there. | just wanted to say that | appreciate the potential savings

with swapping this out for something more energy efficient. | Know that that is on our list of things we are trying
to do at the City so | appreciate this.

Mayor Donchess
Anyone else?

Alderman Harriott-Gathright

There is a hand up, Doria has her hand up.
Mayor Donchess
Who does?

Alderman Harriott-Gathright

Doria Brown.

Mayor Donchess

Doria are you here?

Finance Committee - 05/05/2021 Page 10

Doria Brown, Energy Manager

Yes | am here. | wanted to speak as the Energy Manager in support of this project. It is going to be very
important to get this done in a timely manner to compliment the window project that the Police Department just
did. From doing the analysis for the windows for the Police Department, they don’t have nearly as much
savings as they should in energy because they still have that antiquated system. So as soon as we get this
project done the better. Also we were able to get access to some Eversource Relief fund for this project which
should help to pay back the bond or it will go back to this project or something.

Mayor Donchess

Alright and, of course, Doria will carefully document the savings which occur after the completion of the project.
Anyone else, though, wish to speak on this. Alderwoman Klee.

Alderman Klee

Thank you so much. | truly appreciate the comments from Doria. | think that does lead us to the fact that if we
just do the windows we are only doing half the project and it is important to make sure that we get full
advantage of monies that Eversource is offering or whatever other organization, whether it be grants or
something to that nature. We need to take advantage of it because eventually this is going to have to be done
anyway. So it’s better to do it now, reap the cost benefits of the energy savings and just on a whole green
issue, | think it is so important. So thank you so much.

Mayor Donchess

Alright. Anyone else? If not, Madam Clerk, could you please call the roll?
A viva voce roll call was taken which resulted as follows:

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

Nay: 0
MOTION CARRIED

From: Kelly Parkinson, Purchasing Manager
Re: Renovation Change Order #1 for the Public Health Building in the amount not to exceed
$150,000 funded from accounts 81200 Buildings & Improvements

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND APPROVE
RENOVATION CHANGE ORDER #1 FOR THE PUBLIC HEALTH BUILDING FOR UNANCITIPCATED
EXPENSES TO MARTINI & NORTHERN IN AN AMOUNT NOT TO EXCEED $150,000. FUNDING WILL BE
THROUGH DEPARTMENT: 183 ECONOMIC DEVELOPMENT; FUND: 81200 BUILDINGS &
IMPROVEMENTS/COMMUNITY HEALTH BUILDING IMPROVEMENT BOND, BY ROLL CALL.

ON THE QUESTION

Mayor Donchess

Now | believe Mr. Cummings is here on this?

Finance Committee - 05/05/2021 Page 11

Tim Cummings, Director of Economic Development

Yes, good evening Mayor.

Mayor Donchess

Could you just cover it please?

Director Cummings

Yes absolutely. So for the record Tim Cummings, Director of Economic Development. | am here before you
this evening to ask for approval for an additional $150,000.00 on the contract to Martini & Northern for the
construction and renovation, rehabilitation of the Public Health building. | should note for the record that we
have this money set aside; it is in the budget. We had planned for this originally, the bond authorization was
for $3.6 million dollars. The total contract pre this request was just under $2.8 after this gets approved we
would just be under $3 million. And we have that money available. So this was available through our
contingency our contingency budget that we have retained and we had set that at $175,000.00.

Just to note what some of these items are that we will be looking to do. These are really, most of them are
code-driven changes that we need to make to be compliant. We have a fire escape repair at $55,000.00 that
needs to be done; we have building exterior lighting at $15,000.00, that’s a Risk issue; landscaping that we
need to do, not so much we need to do, but | think it’s one that we should do if we have the money for it is
pressure washing the exterior. That building hasn’t been cleaned in | don’t know how long so now is the time
to do it. Security cameras we need to do: ADA signage we need to do; sprinkler heads we need to do all for
Code-related reasons along with roof access for Code-related reasons. Maintenance reason — a relocation of
the utility closet; maintenance improvement filter brills, and then corresponding site work for the fire escape
that we need to do. And then lastly a maintenance-related driven change just a relocation of the water closet
which will create some efficiencies.

So with that being said, Mr. Mayor, looking to get approval for $150,000.00. We are on track to wrap this
project up by the end of May and we are trying to get the Public Health personnel back into their building
sometime this summer. When all is said and done, if we don’t have any other surprises, we will bring this

project in under budget. And | will have a better answer for you once we finalize all the numbers, but we will be
well under the $3.6 we set aside. Thank you.

Mayor Donchess
Questions or comments? Alderwoman Lu?
Alderwoman Lu

Thank you Mr. Mayor. Through you to Director Cummings, are the security cameras both inside and outside of
the building?

Director Cummings
Those security cameras would be exterior.
Alderwoman Lu

OK. Thank you. | am all set.

Finance Committee - 05/05/2021 Page 12

Mayor Donchess

Thank you. Anyone else? Alderwoman Kelly?

Alderwoman Kelly
| just wanted to comment that | know that the Department of Public Health is looking forward to getting back in
their building and this was a long overdue project. So | am happy to support this and get them back in a space

that is healthy and clean and allows them to do their jobs which we know over the last year, it has been very
hard.

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

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

Nay: 0
MOTION CARRIED

UNFINISHED BUSINESS - None

NEW BUSINESS — RESOLUTIONS

R-21-133
Endorsers: Mayor Jim Donchess

Alderman Patricia Klee
Alderman-at-Large Michael B. O’Brien, Sr.
Alderman Jan Schmidt
Alderman Thomas Lopez
Alderman Linda Harriott-Gathright
Alderman-at-Large Lori Wilshire

AUTHORIZING THE CITY OF NASHUA TO ENTER INTO A JOINT POWERS AGREEMENT OF

COMMUNITY POWER COALITION OF NEW HAMPSHIRE

MOTION BY ALDERWOMAN HARRIOTT-GATHRIGHT TO RECOMMEND FINAL PASSAGE, BY ROLL
CALL.

ON THE QUESTION

Mayor Donchess

| believe we have Doria Brown here to address the contract?
Ms. Brown

Yes | am here to address the contract. | also have a short presentation because | understand that it’s been a
little bit since we have come in contact with Community Power.

Finance Committee - 05/05/2021 Page 13

Mayor Donchess
OK why don’t you go ahead?
Ms. Brown

So here we are, can you guys see this screen before | start?

Mayor Donchess

Yes.
Ms. Brown

Awesome. So | wanted to present about the Community Power Coalition of New Hampshire which is an
organization that | have been working to form with the City of Lebanon, the town of Hanover and Cheshire
County for the last year and a half. So we are finally at the milestone to officially join this organization by
signing a joint powers agreement which is the contract that we are looking at today. But first | wanted to go
over what Community Power is.

Community Power is a way for towns, cities and counties to procure electric supply on behalf of their residents
and businesses and provide related customer services. For example, net energy metering, supply rates and
etc. So you are pooling purchase power. The utility company will still be in charge of delivering that energy to
residents so that part of the bill will be unchanged. But what we are really changing is where that kilowatt hour
side of the energy bill comes from. We will be able to purchase potentially lower cost energy on behalf of the
community and also greener energy if we decide that is the way we want to go in Nashua. So this is a very
new and innovative program; something that would help us get to our 100% renewable by 2050 goal.

So what is the Community Power Coalition which is what you would be joining when you sign the JPA? It is a
peer network, technical service group. So we are coming together to share services. | quickly realized when |
started researching what community power is after RSA 53E passed, that | could not implement a program
alone as the Energy Manager. So this will allow us to share programs and services with other communities; for
example customer service, going out to bid for power supply and also coming up with new and innovative
renewal energy projects. So that brings us together with a bunch of other communities to share that cost which
would make it extremely expensive for Nashua to do by itself.

So who pays? | know that specific side of Finance. So this agreement is free. To join in the JPA we are not
obligated or putting up any sort of money to join Community Power Coalition of New Hampshire. What we are
doing is setting ourselves up to be able to create an aggregation plan with our Aggregation Committee with
help from this organization which is something that would be very difficult to start up and do on our own. When
it comes to cost of buying power supply, all of the cost of this program will be wrapped into the price of power
like it is now with Eversource. They wrap up any sort of cost that they are incurring of buying our kilowatt
hours into the price that we pay. So we would be doing the same for our residents, that part wouldn’t change.
We would potentially be able to leverage less expensive energy by negotiating for ourselves in the wholesale
market or the New England market.

How do you join a coalition? This is the part where we are at right now which is the Joint Powers Agreement.
This is an agreement that has not been officially executed so the Community Power Coalition of New
Hampshire is not an official entity until we have three communities who have adopted the JPA and are ready to
start becoming a real entity. Right now the JPA has been approved by our Attorney General. Lebanon has
passed the JPA, so has Hanover and so has Cheshire County. So Nashua is the last group to pass the JPA
from the original organizers of this program. But we are expecting between 5 to 10 communities to have
passed it by July 2021 so that’s coming up very quickly. And once we have that initial group of 5 to 10
communities, the coalition will become a real entity and we will be able to, probably not go out for power supply
yet, because we are still waiting for rules to be made by the PUC.