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Board of Aldermen 03-16-2020 Page 33
Director Bagley

Well thank you. Just as the idea was to reduce the opportunity for infection or to at least break the
chain of infection, this decision tree unlike with Police and Fire where they have to respond and they
have to go in and they have to deal with the emergent need of an individual. With this decision tree if
certain questions are asked in particular around the fever and the symptoms, if the answer is “yes”
then the inspector will postpone an inspection until further notice. If the answer is “no” then they go to
the next question which is “have you come into close contact with someone who has a laboratory
confirmed COVID-19 diagnosis”. If the answer to that is “yes”, again they are going to postpone the
inspection until further notice. If it is “no”, they can proceed with the routine inspection as usual but
following some social distancing guidance, that’s also written on the sheet as well. Avoid shaking
hands or direct contact because as a part of our culture we do tend to greet one another that way as
professionalism, but in this case, we want to make sure that that is avoided. Stay at least six feet
away from the individual at all times when possible. Minimize what you touch, while conducting the
inspection, again avoid touching your own eyes, nose and mouth. After completing the inspection,
was your hands at least 20 seconds and use hand sanitizer. So again putting some of those very
same, very basic prevention practices in place will help reduce exposure, contact and spread of this
infection.

Alderman Clemons

Thank you. So my question was going back to the quorum. We were briefly talking and so | am going
to direct it through you to Corporation Counsel. Is it your interpretation that we still need a quorum, a
majority of people present to establish a quorum under the State Law?

Attorney Bolton

In most cases, there is an exception requirement so it depends upon the exact circumstances. So why
is the meeting being held? What is the urgency of the meeting? If it is a near life or death situation
and there has to be a Special Board of Aldermen’s meeting and we find out about this eight hours in
advance, yeah, | think ;you can provide whatever notice is feasible under the circumstances and have
as many as necessary participate remotely. If this is an ordinary, regularly scheduled meeting and
most of what is on the Agenda is whether to put up a stop sign on some fairly small neighborhood
street, | don’t think that’s the kind of emergency that is going to allow physical participation of less than
a quorum.

Alderman Clemons

So | would just ask the President to think about if we are doing, we have to do meetings, that we take
a poll of members to find out, first of all who is going to be at the meeting, what is going to constitute a
quorum at that meeting and what is the maximum amount of people based on that that can call in?
And then prioritize who it is that can call in. If somebody is sick obviously, they’d be at the top but if
somebody is older than | am, then perhaps they would be on the top of the list as opposed to me
where | would probably be asked to come in. So | just think that there are some things that we can do
to keep business moving along and still follow the State Law. But obviously if we can cancel meetings
that would be preferable, but in the event that we have to, let’s see if we can work something out.

President Wilshire

OK will do.

Board of Aldermen 03-16-2020 Page 34

Alderman O’Brien

Thank you, Madam President. | would like to retro back a little bit to Alderman Dowd’s point. Many of
the Aldermen here that share double duty with me up at the State House are reminding the Aldermen
and the Mayor and all the listeners, we went to Concord the first day from 9:00 in the morning to 7:00
that night. And then the second day we went to Concord from 9:00 in the morning to 4:00 in the
morning. That is something like 30 hours of legislation. Do you think we could come up with
something better? Don’t hold your breath OK, so just to put it right there.

But my second retro question back, it was stimulated by Alderman Klee in looking at and Mr. Mayor it
may be directed to you on the second paragraph of Page 2 of your Proclamation, it says, “Including
essential employees”. Who are they? Are they the Police and Fire Fighters and if they do self-
quarantine, how long should they self-quarantine before they should come back to duty? And that
needs to be addressed | think to come up with that parameter if they are to be included into that.

Director Kates

I’m at the standards for quarantine now.

Director Bagley

And so for any one of us if we were to be exposed to COVID-19, the current recommendation for
quarantine is 14 days.

Mayor Donchess

And they would be covered by this policy as well.

Alderman O’Brien

They would be covered, OK, thank you. Sorry 35 years on the Fire Department. I’m deaf so | didn’t
hear exactly how long is the quarantine?

Director Bagley

14 days.

Alderman O’Brien

14 days OK, thank you so much.

Alderman Caron

Thank you. And | know next week we have like three meetings, so | guess we will have to think about
how we are going to handle that. But | have a question because we are looking at a Resolution for

Board of Aldermen 03-16-2020 Page 35

$100,000.00 and Director Kleiner you said that there are 100 employees already able to remotely work
from home.

Director Kleiner

So there’s 100 employees that have access. There are currently only 20 licenses. So of those 100
employees, only 20 people could sign on remotely.

Alderman Caron

OK so you are trying to expand that. But my question to you is how many more people are you
looking that would be able to work from home to be able to sign? Because this is a lot of money and |
am just trying to establish, we have more than 200 people that work for the City. So how are you
going to choose who is going to be able to do that and how many more are you looking to add to this
licensing problem?

Director Kleiner

So there’s two parts of it; there’s the part of buying the additional server to be able to house the
licensing that we need. We would actually like to get to a point where we do buy 80 licenses so that
we establish 100 licenses. There may be only some employees that sign on. It’s the difficulty in
figuring out when people do sign on. You don’t want to flood the system and you want to make sure
that you have enough capability. So the Division Directors working with Emergency Management,
they have figured out and identified who those essential personnel need to be. SO we will work
through that matrix of giving out those licenses but had 100 employees that had access, you know,
that had signed up when we only had 20 licenses. We got a flood of additional employee requests
since we have been doing this exercise. So we really think building ourselves up to that 100 is
important, just so we can meet critical functions.

There’s the $25,000.00 for the server, $26,000.00 for the additional Citrix licenses; then there’s
another $1,200.00 to $1,500.00 in soft phone access. Then they are still doing research on how much
the two-way authentication would cost and then there’s the cost of just today the 10 Chromebooks and
20 laptops. So right there you are already at about $80,000.00 and as we look at the additional
software, we want to make sure we have money for that without coming back.

Alderman Caron

OK | appreciate that and | am glad to see that your Division Directors are already looking at what
employees should be doing this because | am thinking of some departments that really are not, they
are essential but they are not essential at this point in time, because let’s face it, you are not playing
baseball, you are not playing basketball, all of these things are closed off to people. So staff in that
particular department, it’s not necessary for them to do that. They could actually work in the office for
an hour. But | just wanted to establish that $100,000.00 to make sure that people understood that you
may have 100 employees that can go on-line and work from home but not necessarily all at the same
time because you only have a limited amount of licenses. Alright, thank you.

Board of Aldermen 03-16-2020 Page 36

Director Kates

So | just want to add two items to that as well. So one of the things as part of the exercise where we
determine those essential employees is we also looked for opportunities to streamline the unique
operations that we are going to be working under. So as an example, Purchasing; instead of having
Division/Department being able to start a requisition and go through a process which they would need
access to Citrix for, we are actually going to set it up so that everything goes to Purchasing and they
are able to process that. So it is now only one license for that. Same thing for payroll, we are looking
to have payroll set up so there is only need for Kronos access. What will end up happening are
exceptions people doing overtime because they are involved in the disaster work. They would all
process that through that central mailbox and get it done that way. So that has been one thing we
have tried to do to limit that.

The other thing | think is important to note about the document that is front of you is about our ability to
leverage employees related to other types of disaster activities. So my number one concern is that
while we might be dealing with biddy basketball, we could be in need, great need of City employees to
take some sort of a part of disaster roles. So we want to have the ability to provide remote access if
we get to circumstances where those employees are doing weird things that they wouldn’t normally do.

Alderman Caron

Ok thank you, | appreciate that.

Alderwoman Lu

Thank you. | have a couple questions about — first of all, regarding meetings of the four Boards that
were mentioned. | wonder if there are ways of adapting to this situation where we can still meet but we
support the social distancing. My thoughts are you know, | don’t know how many of these four get
frequent visitors, | don’t go to all of them. The Board of Aldermen, unless it’s a public meeting, it is
frequently just minimally visited. And for cases like the ZBA, maybe holding more meetings with each
meeting involving only one case.

Now, the reason | am thinking this way is, am | right, it is my understanding that although we want to
flatten the curve, the nature of this is we are not going to reduce the number of illnesses or the rate of
infection but we make it more bearable for the resources to be able to handle it. So because | heard
that | am under the impression that we aren’t not going to — just really decreasing or increasing social
distancing, generally in the City is our goal. But we don’t have to eliminate every meeting. So | don’t
know if | understand that right.

But the other thing | wonder if | understand correctly is that the exposure or that it is carried by people
but after two days on a surface, | thought | had read something about how long it survives on the
surface. And for that reason | am curious why everything has to be deep cleaned. I’m not against that
but | know that’s a large expense and | recall having read that there is a certain life ability to survive on
a surface. And if the schools are all going to be closed for two weeks, do we really expect there to be a
risk after two weeks of no one being in the schools? Thank you.

President Wilshire

Bobbie do you want to address that.

Board of Aldermen 03-16-2020 Page 37
Director Bagley

So there are a couple of different responses to the comments that you have just shared with us or your
concerns. If we maintain social distancing and you don’t give the virus the opportunity to spread from
one person to another, you are reducing the number of cases. That is also how you are flattening that
curve as well. With regards to the surfaces there is actually some information about how long the virus
does stay on different types of materials. So it can stay, I'll just read from this article that Ren
Beaudoin who is our Environmental Health Officer, Deputy Health Officer and Lab Director shared with
us at work.

It says, “Overall stability is very similar to HCOV-19 and SARS. They found that the viable virus could
be detectable in aerosols up to three hours post air isolation and up to four hours on copper, up to 24
hours on cardboard, two to three days on plastic and stainless steel. SARS exhibited similar half lives
in aerosols and medium estimates were 2.7 hours”. So it can be on a surface for a while but what
happens is that the viability of the virus decreases and so it may not be as infectious but it still can be
infection on a surface for a longer period of time. So that’s why we want to make sure that we are
wiping down surfaces with disinfectant that can kill it.

Alderwoman Kelly

So Manchester is cancelling their meetings and they're moving to remote meetings. There was a
Memo put out by the Governor around 6:00 p.m. this evening saying that we can do electronic
meetings. | am sure Corporation Counsel and other people will weigh in on this but it says that we can
do them remotely but we still have to have some place for the public to interface with us even if that’s a
room with just a speaker phone in it.

Attorney Bolton

Let me reiterate, that’s only a meeting to deal with this emergency. It is not a meeting for ordinary
business.

Alderwoman Kelly

OK also a new one | found, that’s not how | understood it, but also a new one that | found, but | know
that Manchester is going to...

Attorney Bolton

I’ve read the Memo from the Governor and the Attorney General.

Alderwoman Kelly

All right.

President Wilshire

Does anyone else have any questions for any of the Directors? Seeing none, thank you. Alright well |

Board of Aldermen 03-16-2020 Page 38

guess that ends our discussion on the Coronavirus. | am going to ask without objection to suspend
the rules to allow for a communication from Mayor Donchess relative to the Coronavirus Emergency.

Communications

From: Mayor James Donchess
Re: Coronavirus Emergency

There being no objection, President Wilshire suspended the rules to allow for a communication
from Mayor Donchess relative to the Coronavirus Emergency.

President Wilshire

| would like to ask for a motion to accept, place on file the communication and authorize the Mayor to
execute the temporary policy on shutdowns and emergency leave due to Coronavirus, COVID-19.

MOTION BY ALDERMAN O’BRIEN TO ACCEPT FROM MAYOR JIM DONCHESS THE
MARCH 16, 2020 CORONAVIRUS DISEASE 19 EMERGENCY COMMUNICATION AND TO
ACCEPT IT AND TO AUTHORIZE THE POLICY

MOTION CARRIED

President Wilshire

I’d also like to suspend the rules to allow for the first reading of Resolution R-20-024 received after the
Agenda was prepared.

First Reading of Resolution R-20-024 Relative to the Transfer of $105,000.00 from Department 192,
Debt Service, Account 75200 Interest Expense into Various accounts.

R-20-024
Endorser: Mayor James Donchess
RELATIVE TO THE TRANSFER OF $105,000.00 FROM DEPARTMENT 192 “DEBT
SERVICE”, ACCOUNT 75200 “INTEREST EXPENSE INTO VARIOUS ACCOUNTS”
Given its first reading;

President Wilshire suspended the rules without objection to allow for a second reading of Resolution
R-20-024.

MOTION BY ALDERMAN O’BRIEN TO RECOMMEND R-20-024 FOR FINAL PASSAGE
MOTION CARRIED

Alderman Dowd

| had one thing first; did we ever find a place for Thursday’s meeting? Budget? It was supposed to be
at the Police Station but they are using their room for an emergency center. Fire Station?

President Wilshire

177 Lake Street.

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Board of Aldermen 03-16-2020 Page 39

Alderman Dowd

Because of the timing, | would like to cancel the Thursday meeting and move the meetings off and I'll
consult with Alderman Wilshire and Donna on how we will set up the new schedule.

President Wilshire
OK so Thursday’s meeting of the Budget Committee has been cancelled.

Donna Graham, Legislative Manager

Also another point on Monday and Wednesday of next week, we have two public hearings, one for
Budget and two for Infrastructure.

President Wilshire

OK well we will get back to you by the end of the week. Thank you.

ADJOURNMENT

MOTION BY ALDERMAN O’BRIEN THAT THE MARCH 16, 2020, SPECIAL MEETING OF THE
BOARD OF ALDERMEN BE ADJOURNED

MOTION CARRIED

The meeting was declared adjourned at 9:20 p.m.

Attest: Susan K. Lovering, City Clerk

Dy THE CITY OF N ASHUA "The Gate City"

To: Board of Aldermen
From: Jim Donchess, Mayor
Date: March 16, 2020

Subject: Coronavirus Disease COVID-19 Emergency

To the Honorable Board of Aldermen:

Given the exigencies of the emergency we face I, together with the Division of Public Health and
Community Services, Office of Emergency Management, and all Division Directors, am
considering all necessary precautions that we may wish to institute in the days to come. One of
these would be to close City Hall and perhaps other city buildings to the public. Therefore, |
request you approve the following:

1. That the Mayor is authorized, at such time and for such duration as he deems necessary, to
close City Hall and other city buildings over which the Board of Aldermen or the Mayor
exercise jurisdiction, to the public and to institute such substitute access to city services as
he deems appropriate. Further, the Mayor is authorized to determine which employees will
be urged to remain home, work from home, be on an on-call basis, or continue working.

2. That the accompanying Temporary Policy on Shutdowns and Emergency Leave due to
Coronavirus Disease COVID-19 is adopted.

My current intention is that effective Wednesday March 18, many City buildings, including City
Hall, should be closed to public access, and that beginning Monday March 23, all but essential
employees will be asked to remain home until further notice. I have been working with Division
Directors to enact plans for some employees to be able to work remotely.

Thank you for your swift action as we all seek to deal with this emergency in the best interests of
all our residents and employees.

S2)\ THE CITY OF NASHUA Se eeteene

Temporary Policy on Shutdowns and Emergency Leave due to Coronavirus Disease COVID-19

Starting Monday, March 23, 2020, most employees will be asked to stay home. Employees may
be required to perform work remotely, as directed by their supervisor, and to the extent they are
able todoso. Essential employees will be identified by their Division Director and will be
required to continue to work. Work may entail continuation of normal duties, it may entail
working remotely, or it may entail special assignments that result from the current public
emergency. All employees will be paid their regular wages without requiring the use of personal
leave time, such as vacation, sick, or earned time.

Effective Monday March 16, any employees, including essential employees, who should isolate
or quarantine themselves due to potential exposure to, or the potential presence of, COVID-19,
or cannot make necessary child care arrangements, should do so, and the City will continue to
pay that employee their regular wages without requiring them to use any personal leave

time. Employees who are isolated or quarantined may be required to perform work remotely, as
directed by their supervisor, and to the extent they are able to do so. Guidance to help
employees decide if they should isolate or quarantine can be found on the City’s website @
https://www.nashuanh.gov/1332/COVID-19.

This policy will be effective immediately, regardless of contractual obligations or lack
thereof. City administration will work towards approval by each employer board and union. The
Mayor is authorized to set an end date for this temporary policy.

Approved by the Board of Aldermen on March 16, 2020.

Jim Donchess, Mayor Date