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Senor

—_ ACTIVITY CENTER.

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December 5, 2021

Mayor James Donchess
Board of Alderman
City of Nashua

On behalf of the Nashua Senior Activity Center please accept our sincere appreciation and gratitude for
your 2021 allocation of funds to be used replacing the “Thrift Store” floor. This legislation has proven
most valuable in our continuance to keep our beautiful, City Building, well maintained and a welcoming
place for area senior citizens.

The current flooring in the Shop is carpet and has been in place since 2006 when we moved to the
current location. Although well maintained, it is adjacent to the front door and has a great deal of
outside traffic and starting to show substantial wear. After a good deal of research and gathering
quotes on floor types to include: nylon carpet, glue down plank vinyl, click and lock vinyl and VCT tile; it
was decided that VCT tile would be the most durable for that location.

The program schedule is as follows:
December 15 and 16 items will be boxed and moved

December 17 furniture will be moved from store $ 500.00
December 20 and 21 carpet removed and tile installed 5868.00
December 27 floor scrubbed, 2 coats sealer and 3 coats finish 425.00
December 29 and 30 items moved back in shop 500.00
Annual fee for winter walk-out Mat 200.00
§ 7493.00

Remaining City money from $25,000 ($17,507) allocation will be put in a restricted account for the sole
intent of building upkeep to include carpet replacement, painting and so forth.

Again, your support is invaluable. Thank you for believing in the Nashua Senior Activity Center and the
population we serve.

Sincerely,

Margo Belt

Executive Director

Nashua Senior Activity Center
70 Temple St

Nashua, NH 03060
(603)-816-2643

70 TEMPLE STREET © NASHUA, NH 03060 ® 603-889-6155

John Kosian
309 Willowsgate Rise
Holiston, MA 01746
(774)292-9525
kosian@comcast.net

I have seen George Russell and Bob Bartis apply imagination, talent, business acumen and
empathy to enhance the quality of life of Nashua area residents over many years.

Today, traditional electronic media - radio and tv - are well suited to provide easy access for
diverse segments of the community to express their perspectives toward advancing a public
service oriented dialog.

Bob and George have already demonstrated their dedication to facilitating responsible local
content creation by and for Nashua area residents.

What Bartis and Russell also bring to the effort is a spark with just the right emphasis on
entertainment, as well as information. They know how to attract and grow an audience -
strengthening a channel’s overall effectiveness as well as its reputation as a trusted community
resource.

John Kosian
Retired broadcast manager; local and national; public and private.
New Hampshire and Boston area.

fice) THE CITY OF NASHUA “The Gate City’

Economic Development

To: L. Wilshire, President
From: T. Cummings, Economic Development Director

Ce: Board of Aldermen
Date: December t0, 2021

Re: Presentation by NPAC Consultant Reviewing NMTC Transaction

On December 15" at 3 PM Nie! Cannon, NPAC’s NMTC Consultant will be in the City Hall Auditorium
to provide a recap and review of the NMTC Transaction should you or any member of the Board of
Aldermen care to attend.

Thank you.

THE CITY OF NASHUA “The Gate City’

Administrative Services Division

Date: December 8, 2021
To: Mayor Donchess
Board of Aldermen
From: Kimberly Kleiner, Administrative Services Director
Subject: O-21-077 and O-21-080

On Monday, December 6", the Administrative Services Division appeared before the Personnel
‘Administrative Affairs Committee to discuss revisions to the Administrative Services Division,
under O-21-077 and Updates to the Purchasing Ordinance, under O-21-080.

The attached documents were supplied to the committee that evening to assist the Board of
Aldermen by providing additional information to justify the requested changes.

We wish to share these documents with the full Board and as always, are available for any
questions.

Q-21-077 Proposed Ordinance Changes

Updates to Administrative Services Division

Chapter 5, Part 2

Chief Information Officer in coordination with the Legislative Manager develop and publish
standards for the electronic dissemination of information to the Aldermen. This includes the
City issued devices and personal devices accessing the city servers. (Changed from Director of
IT)

Chapter 5, Part 3

Administrative Services Director’s duties include the maintenance of the City’s self-insurance
programs. (Changed from Director of Human Resources).

Human Resources Division becomes Human Resources, Benefits and Payroll Departments.
Appointment of Manager of each department by the Mayor and Director of Administrative
Services.

Appointment of Chief Assessor to oversee the Assessing Department.

Appointment of Chief Information Officer (CIO) who shall assist the Director of Administrative
Services with the providing information technology to the City. The ClO will oversee security,
infrastructure and assess the City’s data processing needs.

Chapter 5, Part 4

Includes the Human Resource Manager on the Joint Employee/ Administration Advisory
Committee.

Chapter 12. Article 6

Includes the Chief Information Officer on the Cable Television Advisory Board.
Chapter 50 Personnel, Article 3

The Director of Administrative Services with the approval of the Mayor shall issue policies to
implement this chapter. (Changed from Director of Human Resources).

Chapter 50, Article 4 Self Insurance Funds

The Administrative Services Director shall manage the Employee Benefits Fund. (Changed from
Human Resources Department}. The Risk Manager shall be authorized to settle claims for
liability against the city by payment of sums not to exceed $25,000. (Changed from $15,000)

FY22 Initiatives:

The Administrative Services Division is charged with providing excellent customer service to
our residents, support to city divisions, and professional development and training for our
staff. We also provide key data, policies and best practices to the administration for
consideration. We have successfully:

1. Implemented a Health Plan Redesign (cont’d from FY21) — six labor groups, active in 4
negotiations.

2. Completed the City’s first Dependent Audit and developed policy to ensure compliance
moving forward.

3. Created a quarterly newsletter for all city employees to be informed and feel connected.
Second issue will be released Dec. 15".

4. Created a Professional Development and Employees Resource Portal with Webinars and
direct links to services.

5. Launched a free Information Technology online education & skills program for
employees.

6. Issuing a Request for Proposals for our Access Nashua Channel and Renewal of the
Comcast Franchise agreement.

7. Improvements within the City Print Shop.

8. Launch of the Savory Living Healthy Eating program and Shatterproof, an Addiction,
Prevention and Treatment resource for employees and their families.

9. New Hiring and Employee change tool for Managers to be able to facilitate employee
hiring and personnel changes from one site.

10. Creation and implementation of an Employee Inventory Management System to track
all City Assets.

11. Automated our Building Access System.

12. Training on Family Medical Leave Act and Implementation of new COVID policy.

13. Automated Grant Pre-approval process.

Ongoing:

14. Researching Employee Benefits Admin System.

15. Redesign of our Wellness Committee.

16. Redesign and streamlining of our Purchasing forms and process.
17. Review/update of Policies and Procedures.

18. Automating our Contract Administration Process with Docuware.
19. Design and Implementation of a new GIS Viewer.

20. Plan for the usage and on-going improvement of Court St. Theater.

ADMINISTRATIVE SERVICES DIVISION MANAGEMENT

Divisional Administration # of Direct
Reports

Kim Kleiner ADMINISTRATIVE SERVICES DIRECTOR 16

* | Diane Veino ADMINISTRATIVE SERVICES OFFICE ADMINISTRATOR N/A

* | Pamela Davies GRANT WRITER N/A
Arlington Street Community Center

* | Megan Caron ARLINGTON STREET COMMUNITY CENTER DIRECTOR N/A
Assessing

* | Rick Vincent CHIEF ASSESSOR 8
Benefits

*! OPEN BENEFITS MANAGER 2
GIS

* | Pamela GIS TECHNICIAN II N/A
Andruskevich
Human Resources

* | Nancy Trask HUMAN RESOURCES MANAGER 2

* | Rick Kazanjian HRIS & PAYROLL ANALYST * Supports HR, Benefits and Payroll | N/A
information Technolo

* | Nick Miseirvitch DEPUTY DIRECTOR IT Proposed Chief Information Officer 3

* | Dan McMullen IT MANAGER, INFRASTRUCTURE 2

* | Jason Toohey IT MANAGER, PROJECT/DEVELOPMENT SERVICES 3

* | Jeff Poehnert PEG PROGRAM MANAGER 11

* ) Ann Surwell Admin Assistant I! N/A
Payroll

* | Peter Donovan PAYROLL MANAGER 2
Purchasing

* | Kelly Parkinson PURCHASING MANAGER 3
Risk Management

* | Jennifer Deshaies RISK MANAGER 5
Jay Hunnewell BUILDING MANAGER 4

Total Employees 61

BEFORE WE START:

WHAT IS ADMIN
SERVICES, ANYWAY?

Think of it like this: Admin departments are a support system
that assists the day-to-day operations within our city divisions.
We're here to provide all of Nashua’s departments and
employees with the training, systems, resources, policies, and
environment to perform at the highest level. You may not see
us every day, but we're here working behind the scenes to make
things happen.

When you thrive, we thrive, and the City of Nashua thrives.

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Admin Services Arlington Street Assessing Benefits
& Grant Support Community
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Technology Management

A QUARTERLY NEWSLETTER FROM
NASHUA'S ADMINISTRATIVE SERVICES DIVISION

COVERED iN THIS ISSUE:

Maps & Datasets GIS

Online Education E-Learning:
skills and business courses

Meet the Tech Support Team
Community TV during COVID-19

Webinars for
Work/Home Success

Food as Medicine -
The Safety Zone
We're Hiring - Got a Friend?

Love Your Block 2021 grant

News from the Printshop

Community Connections

10 Reminders & Announcements

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WE HAVE THE MAPS AND DATASETS

IN THE LAST QUARTER GIS TIP

The GIS Department reviewed nearly 170 deeds and
processed 30 approved subdivisions or site plans.
Corresponding GIS datasets were revised to reflect all

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most used and popular maps
changes. We update building footprints based on the an ae ai P SS
assessor's field measurements. This is done when a To easily set data layers, select from the |

-—“ When using the online GIS Parce! Viewer, you
can access pre-set map layers to find the City's

certificate of occupancy is issued, or when building NY “Quick Maps” button
permits are closed. Last quarter, we added or updated
180 building footprints. We also work with the planning
and fire departments to review and recommend
addresses for new homes or for those which may not
be compliant with emergency guidelines.

NEW THIS QUARTER

The GIS Department has been working on a new Internal
Portal for city staff use. This site will be coming soon
and is dedicated to providing geospatial information in
the form of maps, data, applications, and data editing
templates.

The initial GES Enterprise Portal will focus on three
department sites - Assessing, DPW, and Community
Development. GIS staff from each of these departments,
as well as Information Technology, have been working to
configure these individual sites, and to post a collection
of applications and data for internal use. The goal is to
have a central location for easy access to the data sets
and applications used most frequently. Stay tuned!

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SAMPLES OF A FEW PUBLIC GIS APPLICATIONS

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CBIALTIZEVES.

GIS MAP VIEWER PROPERTY SAt SEARC BUILDING PERMIT LOOKUP

AOMINISTRATIVE SERVICES QUARTERLY NEWSLETTER

E-LEARNING

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INFORMATION TECHNOLOGY

ONLINE EDUCATION
& SKILLS COURSES

Need to brush up on Microsoft Word skills or wish to become a
spreadsheet jockey?

The IT Department is partnering with an online training
organization to provide training for any employee interested in
furthering their background in MS Office, Adobe, and Google
products, just to name a few. Business classes are also available.
Courses are broken up into hour long segments for ease of use.
These can be done from the comfort of your home and at your
pace since they are on the web — 100% online,

Contact the HelpDesk for more information or to get signed up!

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MEET THE TECHNICAL SUPPORT TEAM

The Technical Support Team consists of three full time staff
members and are the initial point of contact for all computer and
technical/system related requests. Dan, Nate and Adam provide
technical support, strategic planning and implementations for 35
citywide locations. Need assistance? Email tech support directly at
helpdesk@nashuanh.gov to create a HelpDesk incident. Do NOT
email IT staff members directly for initial requests, we assign

incidents to available staff. Call 603-589-3320 for critical issues only.

ITEMS OF INTEREST:
Successfully Moved/Setup: e Upgraded MS Office Suite on over
« MVR 100 PCs for Exchange Migration
« Tax/Wastewater « Upgraded Microsoft OS to Windows
« City Clerk 10 on over 100 PCs
e CS/Public Health e Upgraded and replaced 5 MFP Units
e Legal Department (Printers) for better performance
« Assessing Department and lower costs

VOL 11 Q1

TECH TIP

Getting to Know Search — Tips & Tricks

USING PUNCTUATION IN SEARCH
Search engines have gotten so good at
guessing what we want, quotation
marks aren't as necessary as they used
to be. But they can still be helpful. By
default, if you search for several words.
most search engines will show results
where both or all of the words are found.
if you include quotes or parenthesis. you
can help define and narrow down what
you want to find.

Example:
"Board of Aldermen Special Meeting”

will find that exact phrase, where
searching without the quotes would lead
to several pages talking about all words
including Aldermen, Board, Special, and
Meeting (not in any order and not the
entire exact phrase).

Example:
Aldermen AND °2017°

(including the quotes) - This search
tells the search engine (Google) that you
are really interested in 2017, the results
are forced to include 2017. Quotes are
usually used to join words as a single
search phrase, but individually quoted
words can tell search that word is
required.

Now, we can wrap paired words with
parenthesis while still requiring an exact
phrase match.

Example:

(“Energy Committee” OR "Environment
Committee”) ("Electric Aggregation”
“Community Power")

This will find pages containing either the
phrase “Energy Committee” or the
phrase “Environment Committee” and
also the words Electric Aggregation or
Community Power.