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Finance Committee - 02/17/2021 Page 4

Mayor Donchess

Now | notice that Alderwoman Lu is also present. Alderwoman Lu you should probably follow the protocol of
telling us whether you are in the room alone and etc.

Alderwoman Lu

Yes | am here alone and | can hear the proceedings.

Mayor Donchess

Alright thank you. Does anybody have any questions or comments for Mr. Codagnone.

Alderman O’Brien

Mr. Mayor, Mike O’Brien. | would just like to say that | am going to definitely support this; actually falling victim
myself to Mr. Codagnone’s test that was given, because | receive a plethora of an amount of emails from very
worthwhile constituents. But the thing is, we all heard the tragedies of municipalities that have been held
hostage and other different things that can happen negatively if somebody enters into our system. So even

though it’s sort of like getting a little bit of a warning when you are speeding down the street, so I'll take the
slap, but | definitely support this for what it does. Thank you.

Mayor Donchess

Alderwoman Klee?

Alderman Klee

Thank you, Mr. Mayor. And | am going to echo Alderman O’Brien’s words | support it too. And having fallen
victim to some of the phishing emails, the test ones, | most definitely think that it is a worthwhile thing. | thought
| was in my personal email and clicked on a link to Google photos because my niece-in-law just had a baby

and | was on the City Website, | mean on the City Email. So yes, it’s a good thing, it makes us all a little bit
more suspicious and it educates us better. | am grateful that we have it to keep us all in line. So thank you.

Mayor Donchess
Well thank you. And anyone else? Alderman Harriott-Gathright.

Alderman Harriott-Gathright

| ditto my colleagues. It is well worth it: | think we have all fell short in it.
Mayor Donchess

Alright, good.

Alderman O’Brien

Mr. Mayor | think we need to have a little bit of counseling session of who has fallen victim to this. Can you run
like a little rehab for us or something.

Finance Committee - 02/17/2021 Page 5

Mayor Donchess

Well let me say categorically if you get an email from me asking for gift cards, do not answer it. How about
that?

Alderman O’Brien

That works sir.

Mayor Donchess

Because | am never going to email you asking for gift cards and that has happened a few times. Ok could the
Clerk please call the roll?

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

Yea: Alderman Klee, Alderwoman Lu, Alderman Harriott-Gathright,
Alderman Laws, Alderman O’Brien, Mayor Donchess 6

Nay: 0
MOTION CARRIED
From: Kelly Parkinson, Purchasing Manager

Re: Software Maintenance for Infor Smart Office in the amount of $274,847.69 funded from account 54407 Software
Maintenance

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND APPROVE THE
ANNUAL SOFTWARE ASSURANCE RENEWAL TO INFOR SMART OFFICE IN THE AMOUNT OF
$274,847.69. FUNDING WILL BE THROUGH DEPARTMENT 122 INFORMATION TECHNOLOGY;
ACCOUNT 54407 SOFTWARE MAINTENANCE, BY ROLL CALL.

Mayor Donchess

Mr. Codagnone, are you going to explain this one?

Director Codagnone

Yes, Bruce Codagnone again for the record, IT Director for the City of Nashua. This is our yearly maintenance
and for Lawson which is the ERP Application for the entire City including Police, Fire, Schools and City
Departments for HR, Payroll, Financials, the employee self-service. So it is the yearly maintenance for all of
those functions.

Mayor Donchess

Any questions or discussion? Alderwoman Klee?
Alderman Klee

Thank you Mr. Mayor. | apologize, | had seen this and meant to ask the question prior to the meeting so |
apologize for doing this. When | went through each of the line items, | noticed there was a teacher's contract
admin on it for 1,500 users. Where they have a separate budget from the rest of the City do we doa
chargeback sort to speak on that so that their budget is — Mr. Mayor maybe you can answer this or Director
Kleiner? No, we don’t? Director | can see your head shaking no.

Finance Committee - 02/17/2021 Page 6
Director Kleiner
Mayor if | may.

Mayor Donchess

Go ahead, please.
Director Kleiner

So there are some items on here and we do handle the (inaudible) package through the City; it is handled
through the IT Division. It’s important that this is handled through IT, it’s handled through one significant
Department who is overseeing so we have a number of employees, Mr. Miseirvitch, Mr. Pearl that work on this
software and know it and support it. It’s very significant both Mr. Griffin and | work with schools in a number of
different fashions. So it really wouldn’t be worthwhile to do that. | did look at that particular item and
questioned the 1,500 users. But! think | was going to check back with Mr. Codagnone later. I’m not sure that
that is specifically accurate to that line item. Although | get your point on the 1,500, you’re not being charged
for the 1,500 that’s a total of all the software that it covers.

Alderman Klee

If | may follow up Mr. Mayor.

Mayor Donchess

Yes, yes, please.
Alderman Klee

| wasn’t necessarily questioning, | mean | did think that 1,500 seemed like quite a few just like the Human
Resources package having 3,500 users but then | assumed that it was all of the employees that were able to
access and so on. | just didn’t know if we knew what the cost of that was if we did a chargeback to the School
Department to their budget. You know how we are doing some, | don’t know how to explain it but last year |
noticed that we were doing some chargebacks in other words it would fall into one Department. They did the
service but there was a line item on their budget too. So | didn’t know if this fell into their budget as well. And |
can see Mr. Codagnone has a comment as well?

Director Codagnone

If | could clarify. The money that we pay for in for Lawson is a lump sum so all of the different items such as
Teacher's Contract and the Employee Self-Service and all those things, we are not paying by line item. So
even if we eliminate something from that line or charge someone else, we don’t have a price per line we have it
for the entire thing, for the entire application. So it would be very difficult to figure out per line item, you know, if
we wanted to charge 2,500 employees for a charge to schools, we don’t know what line item breaks down to.
So it would be very difficult to do that line item chargeback.

Alderman Klee
That answers my question perfectly. Thank you so much both of you.

Mayor Donchess

Alright, any other questions or comments? Madam Clerk could you please call the roll?

Finance Committee - 02/17/2021 Page 7

Alderwoman Lu

Oh I’m sorry | was looking for my mute button.

Mayor Donchess

Oh sorry. That’s fine, Alderwoman Lu?
Alderwoman Lu

Thank you. The only question | have about this contract is when | saw Lawson on it | wondered are we using
that program, do we only use that for one application which is the abatement tracking or ....

Director Codagnone

No. Again Bruce Codagnone, IT Director. It’s not even used for anything dealing with abatements or
assessing or anything. Lawson is used for the financials, payroll, HR and Employee Self-Service. So all the
financials within the City are controlled within Lawson.

Alderwoman Lu

| had asked a question last week or last meeting about the presentation of the abatement disbursements. The
answer that | got to that over the interim, Mayor Donchess, was that those disbursements for the rebates are
processed via our Lawson program and we don’t know how to get Lawson to talk to what we use for our record
of expenditures. Now the other question was whether we would even want to do that. The discussion never
got that far. But | was under the impression that those abatement names are held in Lawson, that’s what | was
told?

Director Kleiner
Mayor, | may Mayor?

Mayor Donchess

Well | did, | was going to get to this when we did reach the Record of Expenditures but | thought the question
was were we legally required to state the name of the owner of the property when an abatement check was
written, if the abatement check was payable to a mortgage company or some third party which happens now
and again. And the answer | received from Legal was, no there is no legal requirement that the owner be
stated. There were some reasons why that’s not always so ... why it might be difficult to do that. Mortgage
companies are more interested in the account number than the name of the owner because a mortgage
company may have a number of properties with one owner and if all they get is the owner’s name as opposed
to the account number for the property, then they wouldn’t know which property to apply it to. But | was really
asking the Legal question, is that somehow required by the Ordinance and the answer to that was “no”. Now
the rest of it maybe Ms. Kleiner can address?

Director Kleiner

Yes, thank you Mayor. So | think there’s — just to clarify Lawson is the financial package. So when you talk
about the disbursements, the disbursements the actual check being cut is through Treasury, that’s the Lawson.
The abatement right, so when the abatement comes in, the abatement is processed through Assessing, goes
to the Board of Assessors and is approved by the Board of Assessors. We issue a report to Treasury on
behalf of the Board of Assessors to authorize the payment. So while | understand maybe the difference is a
little confusing, the actual check being cutis finance.

Finance Committee - 02/17/2021 Page 8
Alderwoman Lu

Thank you. | would just like to follow up with something.

Mayor Donchess

Yeah of course.
Alderwoman Lu

My original query was just, it didn’t seem to follow the spirit of the — it doesn’t seem transparent to me. And to
talk about it being a financial item, | mean so are disbursements for overpayment of for camp fees, for
overpayment for refunds on car registrations and that type of thing. So my thought is simply if it is possible to
have the property owner listed there, then | think it provides more transparency. And we don’t typically go to
people that we are cutting checks for and say, “Do you want that check cut to yourself or would you prefer it be
cut to someone else or would you prefer it to be cut in the name of your financial institution?” We just cut the
check to the people we owe money to. So that’s the point that | wanted to make.

And | wondered whether if it is decided or it was decided that that’s a more transparent way to go, then would
Lawson be able to somehow train our staff to allow it to talk to the Record of Expenditures or is this — say the
way it does with other payments / checks sent out to different people?

Mayor Donchess

Now of course the issue of who is getting abatements and how much is totally public and transparent. The only
issue is where do you look for it. So you can get that from the Assessing Office at any time. And this is just a
Record of Checks that are cut. So if someone wanted to know who is getting an abatement and for how much,
this would not be the best place to go. | mean there’s just another place to get that information.

Alderwoman Lu
Well thank you. | don’t think people know they can go — they’d have to contact an individual at City Hall and

say, “Hey I'd like a list of who got abatements”. People don’t typically want to do that. | just think it is more, it is
a better policy. But I’ve had my say. Thank you very much.

Mayor Donchess

Alright. Any other questions or comments? If not, we are simply following a question, we did vote on the
second issue, right? The second, did we vote on that? No? Ok. Could you please call the roll Madam Clerk?

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

Yea: Alderman Klee, Alderwoman Lu, Alderman Harriott-Gathright,
Alderman Laws, Alderman O’Brien, Mayor Donchess 6

Nay: 0

MOTION CARRIED

Finance Committee - 02/17/2021 Page 9

From: Kelly Parkinson, Purchasing Manager
Re: Engineering Services for EPA MS4 Permitting in the amount of $187,550 funded from account 81700
Infrastructure Improvements

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND APPROVE THE
ENGINEERING SEVICES CONTRACT FOR TASKS REQUIRED BY THE EPA MS4 PERMIT WITH HAZEN
AND SAWYER, PC, OF MANCHESTER, MA, IN THE AMOUNT OF $187,550. FUNDING WILL BE
THROUGH DEPARTMENT 169 WASTEWATER; FUND: WASTEWATER; ACTIVITY: STORMWATER
ABATEMENT, BY ROLL CALL.

ON THE QUESTION

Mayor Donchess
Alright, is Mr. Hudson here?

Dan Hudson, City Engineer

Yes, sir. Thank you Mr. Mayor. So the City is under a number of EPA permits. This one here is for the
municipal separated storm sewer system, otherwise known as MS4. And this is for all the storm water
discharges that aren’t part of our combined sewer systems. So this is for closed drainage systems that
discharge to the river and that sort of thing. So this permit is focused obviously on water quality. As part of that
permit, there’s a number of things that we need to do as a City, you know, record keeping, testing of storm
water outfalls, making sure we are implementing best management practices from treatment and storm water
and things like that. This is a large permit, it requires a lot of effort to comply with and so this is hiring an
engineering company to help us stay in compliance for that permit.

Mayor Donchess

Discussion/questions? Alderwoman Lu? You’re muted. Sorry.
Alderwoman Lu

No I’m sorry about that. Is this a charge to Solid Waste or to Wastewater?
Mr. Hudson

Wastewater.

Alderwoman Lu

Thank you.

Mayor Donchess

Anyone else? Alright 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,
Alderman Laws, Alderman O’Brien, Mayor Donchess 6

Nay: 0
MOTION CARRIED

Finance Committee - 02/17/2021 Page 10

From: Kelly Parkinson, Purchasing Manager
Re: Replacement of a Drywell Hoist in the amount of $47,280 from account 81300 Machinery & Equipment

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND APPROVE THE
CONTRACT WITH MASS CRANE CORPORATION OF TYNGSBORO, MA, IN THE AMOUNT OF $47,280
FOR REPLACING THE DRY WELL HOIST IN THE RAW SEWERAGE PUMP ROOM AT THE NASHUA
WASTEWATER TREATMENT FACILITY. FUNDING WILL BE THROUGH DEPARTMENT 160
WASTEWATER; FUND: WERF; ACCOUNT: 71-EQUIPMENT, BY ROLL CALL.

Mayor Donchess

Alright, now is Mr. Boucher here?

David Boucher, Wastewater Superintendent

Yes | am, Mr. Mayor. I’m David Boucher, Wastewater Superintendent. Yes, this is for the replacement of a 3
ton hoist at the wastewater plant that’s reached its useful life. We put it out to bid; we had two bidders and
Mass Crane was the low bid on it. Mass Crane is a company that’s worked with us, installed several hoists at
the Wastewater Plant. They do our inspection of our hoist and safety equipment. And this is a hoist that is
used to life our raw sewage pumps. I'll take any questions if you have them.

Mayor Donchess

Questions/comments? Alright, 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,
Alderman Laws, Alderman O’Brien, Mayor Donchess 6

Nay: 0
MOTION CARRIED

From: Kelly Parkinson, Purchasing Manager
Re: Design Services for Phase || Pump Station Upgrades in the amount not to exceed $39,500 funded from account
SFR Loan

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT ACCEPT, PLACE ON FILE, AND APPROVE THE
CONTRACT WITH WOODARD CURRAN TO PREPARE PLANS AND SPECIFICATION FOR THE PHASE II
PUMP STATION UPGRADES REBID IN AN AMOUNT NOT TO EXCEED $39,500. FUNDING WILL BE
THROUGH DEPARTMENT 169 WASTEWATER; FUND: SRF LOAN; ACTIVITY: PUMP STATION
UPGRADES PHASE II, BY ROLL CALL.

Mayor Donchess

Mr. Boucher?
Mr. Boucher

David Boucher, Wastewater Superintendent. So we are near completion on Phase | and we are prepping to
put Phase II out to bid, hopefully in April. Prior to putting out the bid, we have to get the services of Woodard &
Curran who are the original design planners for the project. It was originally one project, to have all 12 pump
stations upgraded. We broke it down into two separate so we need the original designers to modify the plans
to take out all of the pump stations that are complete and modify the specs of the pump stations that are going

Finance Committee - 02/17/2021 Page 11

to be in Phase II, plus they are going to do some changes that we have requested before we put it out to bid.
So we are hoping to go out to bid April 19"". The reason we have to use Woodard & Curran is because it’s an
SRF qualified loan and the State requires that the plans be stamped by the original designers.

Mayor Donchess

Alright, discussion/questions on this item? Alright 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,
Alderman Laws, Alderman O’Brien, Mayor Donchess 6

Nay: 0

MOTION CARRIED

From: Kelly Parkinson, Purchasing Manager

Re: Parking Study for the Elm & High Street Garages in the amount not to exceed $40,845 funded from account
55699 Other Contracted Services and 53142 Consulting Services

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND APPROVE THE
CONTRACT WITH THORNTON TOMASETTI, INC., OF PORTLAND, ME, FOR AN EXISTING CONDITIONS
STUDY OF THE ELM AND HIGH STREET PARKING GARAGAES IN AN AMOUNT NOT TO EXCEED
$40,845.00. FUNDING WILL BE THROUGH DEPARTMENT 166 PARKING, BY ROLL CALL.

ON THE QUESTION

Mayor Donchess

Alright is Mr. Cummings here?

Tim Cummings, Director of Community Development

lam, yes Mayor.

Mayor Donchess

Could you please brief us on this one?

Director Cummings

Yes certainly. So for the record Tim Cummings, Director of Economic Development. What you have before
you tonight is a contract as outlined in existing conditions type study basically on the deferred capital
maintenance on our two parking structures in our downtown; the High Street and Elm Street parking garages.
This item has been hanging out there for quite a while. We put an RFP out before COVID-19. We received
something like 5 or 6 responses; we narrowed it down to 2. We did two interviews; COVID hit, we pressed
pause on everything. To be clear this is not the parking study relative to best practices and looking at the
marketplace supply and demand. That’s a separate contract that we have already awarded. This is a very
specific contract that we wanted to pursue relative to the maintaining our capital assets.

Finance Committee - 02/17/2021 Page 12

So with that being said, with that parking study still being on hold, we thought it would be prudent to move
forward with what we could which is obviously the study of the parking structures. So we are before you
tonight asking for permission to move forward with the contract that’s before you, hoping to have it wrapped up
in the next couple of months so we can evaluate and understand what we have for maintenance that we may
need to pursue. The last time we did something like this was, I’m going to say 10 plus years ago. And asa
rule of thumb in the industry this is something that should be done every 10 or so years. So we are on track for
it. Thank you.

Mayor Donchess

So, of course, what you are trying to do is determine what shape these garages are in and what repairs might
be necessary, correct?

Director Cummings

That’s correct, Mayor.

Mayor Donchess

And the High Street Garage is about, is more than 40 years old. And the Elm Street Garage is about 35 so
these have some age and they might need maintenance so that’s the point.

Director Cummings

That’s correct Mayor. | think it is safe to say that these will need maintenance and the best practice is to do
ongoing continuous maintenance of your parking structures. It's much easier to maintain an existing asset
than trying to build a brand new parking structure which could be cost prohibitive.

Mayor Donchess

Alright, any questions or comments?

Alderman O’Brien

Mr. Mayor?

Mayor Donchess

Alderman O’Brien.

Alderman O’Brien

Yeah Mr. Cummings, are you seeing anything really concerning, like spalling or anything else in these

garages. Because | support this; we invested heavily into these garages, we must take care of our
infrastructure. But are we showing true wear and tear with it?

Director Cummings

If | may, Mr. Mayor.

Mayor Donchess

Yes.

Finance Committee - 02/17/2021 Page 13

Director Cummings

Yes, Alderman O’Brien. We are seeing some wear and tear particularly around the joints which is what we
want to make sure we have a good understanding of because the water damage gets through and starts at the
top and goes all the way through the structure.

Alderwoman Lu

Thank you Mayor Donchess. | have a couple of questions about how we will pay for it. But | wondered through
you to Director Cummins, would the people who are doing our parking study have been able to do this type of
thing or is this more of an engineering contract?

Director Cummings

Yes so the group that we hired, it would be a separate business unit within the company does offer this type of
service. So we could have pursued it and they were one of the respondents that actually put in a bid for the
proposal of this project.

Alderwoman Lu

OK and their price didn’t come out right?

Director Cummings

Well their price was cheaper than this contract but it wasn’t an apples to apples comparison because they
didn’t include everything that we were asking for in the proposal. They were going to not do “some new
testing”. They were going to use some old data that they had on file to make an assessment. So taking that
into consideration we felt it wasn’t the best way to move forward. That coupled with the interviews, there were
two interviews by various stakeholders within City Hall; Building Safety, Risk, Parking obviously, they felt that it
would be good to get a fresh set of eyes on this.

Alderwoman Lu
OK. The other question | have may be for Ms. Parkinson. What dollar amount is going to other contracted
services versus consulting. Do we have that breakdown? | know sometimes we are provided that. | just don’t

see $40,845.00 in other contracted services?

Kelly Parkinson, Purchasing Manager

Other contracted services is $31,100.00. And consulting services is $9,745.00.
Alderwoman Lu
OK so the budget...

Director Cummings

Can we clarify that this prior escrows money. So we escrowed money for this initiative. So this is not in our
Operating Budget, to be clear.

Alderwoman Lu

Oh well, OK. Is it in a fund, a different fund that it is coming from?