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Finance Committee - 10/04/2017 Page 5
Ms. Osborne

One of the byproducts of the digester that we are cleaning out is methane gas. We utilize that methane gas
through an energy recovery generator. That generator has a couple of purposes. One it powers that part of
the digester complex, and the other is we can actually produce enough energy to feedback into the electric
grid. It provides us some energy credits. It’s a cost savings more than anything else. The generator that we
had in existence has since ceased to function and it is not financially responsible to attempt to fix it any longer.
We've band aided it quite a few times at large price tags. It is at the point where we really need to replace it.
This contract is to have a consultant come in and price out dual generators at this point. Previously we were
only running one and we lose a fair bit. Redundancy is important. When one goes down, it’s responsible to
have a second one to pick up the slack. It also allows us the opportunity for preventative maintenance and
begin able to maintain functions. That’s what this contract is for.

Alderman Cookson

So you wouldn’t be running both of these generators at the same time?
Ms. Osborne

Each one would be able to run our peak capacity.

Alderman Cookson

They are the same specs/

Ms. Osborne

They should be. It’s not designed yet but that’s the intention, to have two exactly the same generator so you
can run one and then the other.

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Headworks Upgrade Project — Change Order #6 (Value: $29,760)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AUTHORIZE CHANGE ORDER
#6 TO THE CONTRACT WITH T-BUCK CONSTRUCTION IN THE AMOUNT OF $29,760. FUNDS ARE
AVAILABLE IN DEPARTMENT 169, WASTEWATER; STATE REVOLVING LOAN FUND

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: 2017 Paving Program — Phase 2 - Change Order No. 3 (Value: $137,945)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND APPROVE CHANGE ORDER #3
TO THE CONTRACT WITH BROX INDUSTRIES, INC., IN THE AMOUNT OF $137,945. SOURCE OF
FUNDING IS DEPARTMENT 160, ADMIN/ENGINEERING; GENERAL FUND; MULTI-YEAR PAVING AND
DEPARTMENT 169, WASTEWATER; SEWER STRUCTURES

ON THE QUESTION
Ms. Gill
This is part of the bond money which was approved by all of you recently. As part of the approval, we are

paving 42-43 residential streets. They have very thin pavement. We did collect core samples, but it’s just a
rough approximation of the thickness of asphalt. Once we started milling and removing asphalt, the base

Finance Committee - 10/04/2017 Page 6

started getting exposed more. Before we put the new top coat, we have to patch these exposed areas. We
underestimated previously. That is why we are requesting an additional 4,000 square yards of patch work.
The second request as part of this change order is Beauview. There was a section which starts from Charlotte
Avenue to a dead end which we would like to mill and overlay.

Mayor Donchess
So that’s being added to the list.

Ms. Gill

Yes.

Alderman Siegel

We're taking this money out of the pool that we allocated for doing the street paving. | agree with spending the
money to do this. Does that imply we are going to be able to pave less miles of streets because we're using
this extra money, not that it’s not well spent?

Ms. Gill

On an average we are seeing out of $2 million, we are paving approximately 6-7 miles. Right now we are
working with residential streets. They are old residential streets that have only been paved once in like 30
years. That’s why. This is just 15 streets that we opened. In the future what we will try to do is remove less
asphalt so the patchwork needed is less.

Alderman Siegel

So we will still get the same amount of street work done, it’s just that we need to do more work here and
somehow we will do less work than we estimated on the other streets?

Ms. Gill

Yes.

Mayor Donchess

The plan is to spend $2 million this fall and then to again spend $7.5 million in calendar year 2018. Plus, we
do have the repurpose money from the Broad Street Parkway amounting to $4 million, so we should spend a
total of $11 million plus next calendar year. | think the point here is in order to do these streets properly, like
one of the streets we’re doing here in terms of the patching, is Everett Street which is over here. It’s a little
street off the beginning of Ledge. When they initially assessed these streets, they thought one paving would
be sufficient. They want to get a 3-inch pave. Upon further investigation there are certain parts of these
streets where the paving is not thick enough so when they grind it down there would not be three inches. The
idea is to patch this so there’s a patch in the thin spots so when they put down the two inches it makes a three-
inch service. Is that correct?

Ms. Gill
Yes.

Mayor Donchess

In order to do these streets right this needs to be done.

Finance Committee - 10/04/2017 Page 7
Alderman Cookson

| thought Everett was a small connector between Central and the Garden that the Great American Downtown
does. Is that where Everett is?

Mayor Donchess

Yes. It dead-ends and then there’s a walking section. You can walk up the hill or down the hill to and from the
rail trail. The actual street ends 50 yards before the rail trail, something like that.

Alderman Cookson
My question was going to be how did that short section of street, how was it determined that that was going to
be one of the initial priorities of this paving project. | understand there’s a PCI index and so forth, but this is a

relatively short street. I’m no engineer, but it would seem to me that we would rather go for length rather than
short pockets of streets.

Mayor Donchess

This whole project that we are talking about includes 41 different streets. I’m giving Everett as an example.
There are other streets that are not short. It’s based on the PCI analysis and where we can spend the money
most effectively. Everett was on the list.

Ms. Gill

Stantec is assessing all of these streets and they assign the PCI index. They do look at collector, arterial and
these residential streets. They give us a mixed bags of all of these streets. Again, some of the streets are like
Buck Meadow is a collector road which has more heavy traffic, it is not a dead end.

Alderman Cookson

It’s fine. It was just an observation.

Mayor Donchess

| don’t think Everett has been done since the seventies.

Alderman Cookson

| Know there are several streets within my neighborhood that haven’t been done since the seventies either and
they are in really good shape, but again, just another side comment.

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: 2017 Pavement Preservation Maintenance Program — Change Order No. 1 (Value: $150,000)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AUTHORIZE CHANGE ORDER

#1 TO THE CONTRACT WITH SEALCOATING, INC., IN THE AMOUNT OF $150,000. FUNDS ARE
AVAILABLE DEPARTMENT 160, ADMIN/ENGINEERING; GENERAL FUND; MULTI-YEAR PAVING

ON THE QUESTION

Finance Committee - 10/04/2017 Page 8
Wayne Husband, Traffic Engineer

There was an error in the Finance Committee memo. The number should be $137,945.

Ms. Gill

It was a previous memo. We are doing the patchwork on Beauview, the previous motion.

Mayor Donchess
Didn’t you say $137,000?

Alderman Siegel

On this sheet in front of me, it is correct.
Mr. Husband

It’s in the Finance Committee memo.
Ms. Gill

The last sentence of the memo.

Mayor Donchess

The motion that was made was $137,000. And as you explained that consisted as one part of it for the
patching that we discussed and the other the extension of Beauview, west of Charlotte Street. | think we’re
fine with the previous motion.

The motion now has to do with the Change Order #1 of a value of $150,000, having to do with seal coating.
Ms. Gill

Okay. Sealcoating is sealing a couple of cracks in three streets. We have almost 15 to 20 to 30 streets which
have a very high PCI in the range of 90 which we would like to get cracked sealed this fall. We have already
spoken with SealCoating and they can take additional work if we get approval.

Mayor Donchess

These are streets where the PCI is good, 80-93 typically is the range. But, they have cracks in them which
makes them vulnerable to deterioration during the winter. Stantec who is now involved in a contract to after
two years take another look at various streets has suggested that we, the city, have not been doing enough
sealcoating, in other words fixing these cracks. The theory, and its more than a theory, the facts are if you fill
these cracks with sealcoat you raise the PCI from 87-93 into the high 90’s. You take a street that’s in pretty
good shape, but at risk of deterioration, you seal it up and put it in very tip-top shape. For the cost here of
$150,000 you can preserve five miles of streets and that’s what would be done here approximately. Five miles
of streets for a period of years. It’s like preventative maintenance on a fairly large number of streets for a
relatively small amount of money, $150,000. It would cost to pave, as an example, five miles of streets,
probably $1.5 million. This is ten percent of that. Is that accurate?

Ms. Gill

Yes, | agree with you.

Finance Committee - 10/04/2017 Page 9
MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Main Street Vehicle Detection at Allds Street (Value: $17,880)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT
TO ELECTRIC LIGHT COMPANY IN THE AMOUNT OF $17,880. SOURCE OF FUNDING IS
DEPARTMENT 161, GENERAL FUND; STREET INFRASTRUCTURE IMPROVEMENTS ($4,174)
AND THE PAVING TRUST, 81, INFRASTRUCTURE IMPROVEMENTS ($13,706)

ON THE QUESTION

Alderman Siegel

For people watching, this is to avoid the problem of having the loops in the street constantly getting cut. It
allows it to be out of the way so there’s less maintenance going forward and it’s a better system. Is that a good
summary, Mr. Husband?

Mr. Husband
Yes.
MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: FY18 Winter Road Salt (Value: $465,000)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE, AND AWARD THE CONTRACT IN
EQUAL AMOUNTS OF $232,500 TO GRANITE STATE MINERALS, INC., AND EASTERN MINERALS,
INC. FOR A TOTAL AMOUNT OF $465,000. FUNDS ARE AVAILABLE IN DEPARTMENT

161, STREETS; GENERAL FUND

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Communication - Retiree Drug Subsidy “Reopening” Plan Years 2012 And 2013

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND, CONTINGENT UPON BOARD OF
ALDERMEN APPROVAL, AUTHORIZE THE CITY TO ENTER INTO THE SERVICE AGREEMENT AND
BUSINESS ASSOCIATE AGREEMENT WITH PART D ADVISORS, INC., ON A CONTINGENCY FEE
BASIS OF 20% OF ANY ADDITIONAL MEDICARE DRUG SUBSIDY RECEIVED OVER AND ABOVE THE
$773,000 PREVIOUSLY AWARDED

ON THE QUESTION
Mr. Budreau

The Medicare Drug Subsidy is a program instituted by the Medicare and Senators for Medicare and Medicaid
Services in 2003. It was intended to incent health insurers sponsor to provide retirees health plans with
prescription benefits that would make it attractive for retirees to use those health plans rather than go to
Medicare D. We no longer participate in that program directly because we moved from a self-funded retiree
plan to a fully insured plan. In the years that we were self-funded, we applied and received subsidies from the
government. For those two years in question, 2012 and 2013, it was about $773,000. A small industry has
sprung up in the last several years because what has been found is that with basically the use of software and
data there’s a handful of companies that have gone back and reviewed the applications that were previously
submitted and genuinely found that there’s still some money lying on the table. Part D Advisors is one of those

Finance Committee - 10/04/2017 Page 10

firms. What we wish to do is enter a contract with them. They will take the data from our insurance company
and from the application that was done previously and perhaps in their estimate come up with another $60,000
to $115,000 that would be due the city. If they do so, we will retain 80 percent of that, and they will invoice for
20 percent. A well regarded company. We have heard from two. Twenty percent | think is the best deal out
there. That’s what our insurance broker thinks. There’s no cost to us. We seek approval to enter the contract
with them.

Alderman Cookson

In the situation where there may be zero returned, would there be a cost associated with engaging with this
firm to do the exercise?

Mr. Budreau

None.

MOTION CARRIED
UNFINISHED BUSINESS — None
NEW BUSINESS — None
TABLED IN COMMITTEE

MOTION BY ALDERMAN SIEGEL TO TAKE FROM THE TABLE R-17-128
MOTION CARRIED

R-17-128
Endorsers: Alderwoman Mary Ann Melizzi-Golja
Alderman Richard A. Dowd
Alderman-at-Large Michael B. O’Brien, Sr.
AUTHORIZING THE MAYOR TO ENTER INTO THE COOPERATIVE AGREEMENT FOR
HOUSEHOLD HAZARDOUS WASTE COLLECTION WITHIN THE NASHUA, NEW HAMPSHIRE
REGION

e Also assigned to the Board of Public Works; Favorable Recommendation Issued 9/28/2017
® Tabled 9/20/2017

MOTION BY ALDERMAN SIEGEL TO RECOMMEND FINAL PASSAGE
ON THE QUESTION

Alderwoman Melizzi-Golja

As you know and was briefly stated at our Board of Aldermen meeting, this agreement is not only for our
community but there’s a cooperative agreement that is being presented throughout the region. We have a bit
of a different circumstance because we actually host five events per year. As noted in the resolution, we
receive a discount in our annual dues for hosting those events.

Ms. Hyland

It’s been the Division of Public Works that has been hosting events for collection of household hazardous
waste since the mid-eighties. In the mid-nineties, Nashua was chosen to be the site of the state’s first
permanent household hazardous waste site which allowed us to get a grant to purchase a building where
household hazardous waste can be stored for up to 90 days. We continue with the Regional Planning
Commission, who has also right at the beginning organizing these events, to work with the district. We found

Finance Committee - 10/04/2017 Page 11

that working cooperatively with other communities nearby has allowed us to get a higher level of grant money
from the state to get more stuff out of the waste stream in our immediate district. It has worked very well. This
is simply an agreement codifying what we do now. Right now what we do is we have five events held in
Nashua at the public works garage each year. It’s been the same for a long time. The district also provides
one or two satellite collections at the extremes of the district, either Pelham or Milford, to gather more people
from that side of the district. Because we have the landfill and we have the most population of all of the
communities, it really behooves us to have these events held here. We appreciate that.

Ms. Czysz

| am interim executive director at NRPC. Our role in this is we provide the staffing support to the district and to
each of the municipalities as part of the cooperative agreement. We have provided those services since the
mid-1980s when the district was established. Our goal here is to make sure that the communities are
successful and have some positive events where they can get the household hazardous waste out of the
waste stream.

Alderman Siegel

Is there a collection this Saturday?

Ms. Hyland
There is, thank you for brining that up. In Nashua at the public works garage from 8:00 a.m. to noon. We

anticipate a good turnout for the October event. After this we have one more event on the first Saturday in
November. Then we'll start up again in April.

Alderman Lopez

| just want to remind everybody that | work with Safe Stations. Does this include needle collection?

Ms. Hyland

No, it doesn’t. We do not collect any kind of prescription drugs or over-the-counter drugs at these events.

Unidentified Speaker

If we do get calls from people who are looking to dispose of needles, we have literature to tell them where safe
places are to dispose of that.

Alderman Siegel

So no latex paint, but if you put kitty litter in it and dry it out and remove it, you can throw the latex paint can
away. Is that still true?

Ms. Hyland

The Department of Environmental Services says that latex paint once it is solidified can go into the landfill. So
we ask residents to do that, add kitty litter or anything to dry it out so it is not pourable and then bring it to the
landfill and put it in the trash. | also ask them to put it into plastic trash bags so nobody sees them doing it and
thinks, “Oh, | will put my hazardous waste there too.”

Mayor Donchess

Bring it to the landfill rather than put it in the tot?

Finance Committee - 10/04/2017 Page 12

Ms. Hyland

That’s what | advise people simply because | don’t want the drivers to have to worry about whether or not it is
latex or oil based paint or stains or thinners which are hazardous. At the collection events we take oil based
paints, stains, thinners, and anything that has to do with solid waste.

Alderman Siegel

What are common things that are not accepted for those people that are watching?

Ms. Hyland

We do not accept asbestos. Nashua, however, for its own residents has an approved asbestos disposal site at
the landfill. We can take care of our residents that way. We don’t accept ammunition or flares.

Unidentified Speaker

We don't accept smoke detectors. We do not accept fire extinguishers. No medications, no sharps. Latex
paint is the biggest one for anyone listening at home.

Ms. Hyland

We don't take waste oil because all of the communities have some appropriate disposal for used motor oil. We
recycle it at the landfill. We get it recycled.

Alderwoman Melizzi-Golja
There is a charge for cars at $10.

Unidentified Speaker

Ten dollars charge per vehicle. That covers up to 10 gallons or 20 pounds of waste. People are welcome to
bring more than that but we charge them accordingly. We also encourage people to carpool. If you and your
neighbor combine and have less than ten gallons, put it all in a single car and you will only get charged the ten
dollars. It helps the environment to carpool as well.

Alderwoman Melizzi-Golja

All of this information is on the NRPC website.

Unidentified Speaker

It’s all on the NRPC website as well as the city’s website. Also | should add the ten dollar charge per vehicle is
payable with cash or check. We do not take credit cards.

Alderman Cookson
What’s the fee used for ultimately?

Unidentified Speaker

The fee is used to help pay for the program. The program is funded through three measures. One is a grant
from the New Hampshire Department of Environmental Services. The second is through municipal fees paid
by the 11 members. The third is through fees collected at the collection event.

Finance Committee - 10/04/2017 Page 13
Ms. Hyland

The cost per participant is much higher than ten dollars.

MOTION CARRIED

RECORD OF EXPENDITURES

MOTION BY ALDERMAN SIEGEL THAT THE FINANCE COMMITTEE HAS COMPLIED WITH THE CITY
CHARTER AND ORDINANCES PERTAINING TO THE RECORD OF EXPENDITURES FOR THE PERIOD
SEPTEMBER 15, 2017 TO SEPTEMBER 28, 2017

ON THE QUESTION

Alderman Cookson

| provided Treasurer Fredette with a multitude of questions with regard to the Record of Expenditures. |
wanted to thank him publicly for the job that he did to give me the responses to my questions which involved
the Director of IT, Chief of Fire. | certainly appreciate the effort that was taken to get the responses. It was
very helpful. Therefore, | don’t have any questions this evening.

MOTION CARRIED

PUBLIC COMMENT

REMARKS BY THE ALDERMEN

POSSIBLE NON-PUBLIC SESSION

ADJOURNMENT

MOTION BY ALDERMAN WILSHIRE TO ADJOURN
MOTION CARRIED

The Finance Committee meeting was adjourned at 7:47 p.m.

Alderman Ken Siegel
Committee Clerk

CONTRACTOR'S FINAL RELEASE AND WAIVER OF LIEN

Project:

Owner: Contractor:
Owner: City of Nashua, New Hampshire Name:
Address: 229 Main Street Address:

Nashua, New Hampshire 03060
City State Zip City State Zip

Contract Date:

TO ALL WHOM IT MAY CONCERN:

For good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the
undersigned Contractor hereby waives, discharges, and releases any and all liens, claims, and rights to liens against
the above-mentioned project, and any and all other property owned by or the title to which is in the name of the
above-referenced Owner and against any and all funds of the Owner appropriated and available for the
construction of said project, and any and all warrants drawn upon or issued against any such funds or monies,
which the undersigned Contractor may have or may hereafter acquire or process as a result of the furnishing of
labor, materials, and/or equipment, and the performance of Work by the Contractor on or in connection with said
project, whether under and pursuant to the above-mentioned contract between the Contractor and the Owner
pertaining to said project or otherwise, and which said liens, claims or rights of lien may arise and exist.

The undersigned further hereby acknowledges that the sum of

DOLLARS

(S )

has been paid to date and that

DOLLARS

(S }
constitutes the entire unpaid retainage balance due the undersigned in connection with said project whether
under said contract or otherwise and that the payment of said sum to the Contractor will constitute payment in
full and will fully satisfy any and all liens, claims, and demands which the Contractor may have or assert against
the Owner in connection with said contract or project.

Dated this day of 20__
Contractor
Witness to Signature
By Title

IFBO779-021022 2022 SEWER REPLACEMENT PROJECT
Contractor’s Final Release and Waiver of Lien