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Finance Committee Page 2
September 20, 2016

Mayor Donchess

There is nobody from the police department here.

Alderman Siegel

Mr. Kooken, | really would like to know if this is going to be satisfied by insurance from the driver that blew into
the police car? It is my understanding that the police car was stationery and that this really has nothing to do
with the police officer trashing the vehicle.

Mr. Kooken

| don’t know but | will check into that and get back to you. | know that one of the cruisers was totaled that is
being replaced but I’ll have to find out what the outcome was.

Alderman Siegel

| am aware of the incident but I’m a little concerned that this is coming out of the CERF fund because this is;
my understanding is that this was a pretty new cruiser so it wasn’t really ready for replacement it just got rear
ended and totaled.

Alderman O’Brien

If the money is insurance would that go back into CERF to replenish this account if that is the case?

Mayor Donchess

| think that’s what we should do that but that might require Aldermanic action but we can propose that if we are
getting insurance money.

Alderman Siegel
Regarding replenishing expenditure out of CERF and putting the money back in there, that would technically

represent a budget spending cap change? |’m not sure we can accept money and put it back into CERF that
way. I’m not sure.

Mayor Donchess

Mr. Kooken, do you think there is any urgency to this purchase or do you think this might hold off for two weeks
while we get these questions answered?

Mr. Kooken
| believe we could hold off.

Alderman Siegel

It was not my intention to change the purchase timeline because this clearly has to be taken care of. We have
a cruiser that needs to be replaced. How we pay for the mechanics of it | think we can work in the background.
It would be my preference to not hold up this purchase.

Mayor Donchess

If this becomes expenditure against the spending cap we do have about $50,000 of room, right?

Finance Committee Page 3
September 20, 2016

Mr. Griffin

The police cruiser that was totaled, it was determined as you can see from the proposal that $7,650 is coming
from the Property & Casualty Fund. Alderman Siegel’s question is, are we going after the party that caused
the damage and | just sent a text to Jen Deshaies and she will be able to get back to us on that. If we do get
funds, let’s say we get the $25,000; it would generally go into that Property & Casualty fund. We do have
enough money, if the Board so chooses, to move it from that fund into CERF. As you recall, one of the
suggestions that the members of the Board of Aldermen had was to any funds, either through insurance or
through the sale of vehicles that were originally purchased by CERF go back into CERF. There isn’t any such
mechanics right now because its revenue that’s not an appropriation but there was some discussion during the
budget process that if that could happen it might not conflict us from trading in versus outright sale of the
vehicle to more effectively fund CERF. We can get those answers pretty quickly. If Jen sees my text she will
probably get right back to me.

Alderman O’Brien

| don’t want to hold up the purchase of this vehicle because | think we can work in the background and get a
good operating vehicle back on the street for our police department.

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Purchase of Extrication Equipment Upgrade/Replacement (Value: $77,792)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND, CONTINGENT UPON FINAL
PASSAGE OF R-16-064, AUTHORIZE THE PURCHASE FROM FIRE TECH AND SAFETY IN THE
AMOUNT OF $77,792. FUNDS ARE AVAILABLE IN DEPARTMENT 152, FIRE; DEPARTMENT OF
HOMELAND SECURITY ASSISTANCE TO FIREFIGHTERS GRANT

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Purchase of Three (3) Bard Air Conditioning Units (Value: $11,114)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO AAA
ENERGY SERVICE IN THE AMOUNT OF $11,114. SOURCE OF FUNDING IS DEPARTMENT 157,
CITYWIDE COMMUNICATIONS; CITYWIDE COMMUNICATIONS CAPITAL PROJECTS ACCOUNT
MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Purchase of One (1) 10’ X 12’ Concrete Building to House a 50 KW Generator (Value: $38,645)

MOTION BY ALDERMAN SIEGELTO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO VEFP,
INC., IN THE AMOUNT OF $38,645. FUNDS ARE AVAILABLE IN DEPARTMENT 157, CITYWIDE
COMMUNICATIONS; CAPITAL IMPROVEMENTS, MACHINERY AND EQUIPMENT

ON THE QUESTION

Alderman Siegel

| know that Mr. Mansfield is here and | have a quick question about a pre-fab, drop down concrete room.
Normally these things are built on-site, is that correct?

Finance Committee Page 4
September 20, 2016

Mr. Bill Mansfield, Radio Systems Manager

All of the buildings that we currently have are all pre-fab buildings; they were built outside at another entity. As
a matter of fact, two of the buildings came from Louisiana and they were shipped up and put in place.

Alderman Siegel
So it’s more cost effective to just drop them down like that?
Mr. Mansfield

They are longer lasting buildings compared to having a cinder block type building put in place. The walls are
much thicker than what they would be. We have also gone with and industry standard is pre-fab buildings.

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Heritage Rail Trail Electrical Installation (Value: Not-To-Exceed $67,000)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO
JOHNSON’S ELECTRIC SUPPLY, INC., IN AN AMOUNT NOT-TO-EXCEED $67,000. SOURCE OF
FUNDING IS DEPARTMENT 177, PARKS & RECREATION; CAPITAL IMPROVEMENTS, RAIL TRAIL
LIGHTING

ON THE QUESTION

Alderman Wilshire

| didn’t see in here the timeframe, do you know what it is?

Mayor Donchess

We want to complete this by the end of the season; meaning this years’ construction season.

MOTION CARRIED

UNFINISHED BUSINESS — None

NEW BUSINESS - None
TABLED IN COMMITTEE

From: Dan Kooken, Purchasing Manager

Re: Contract Award for City Hall Elevator Modernization (Value: $184,000); Department: 126
Financial Services; Fund: Trust Fund; Accounting Classification: 81 Buildings and Improvements

e Tabled 8/3/16

DISCUSSION
RECORD OF EXPENDITURES

MOTION BY ALDERMAN SIEGELTHAT THE FINANCE COMMITTEE HAS COMPLIED WITH THE CITY
CHARTER AND ORDINANCES PERTAINING TO THE RECORD OF EXPENDITURES FOR THE PERIOD
SEPTEMBER 2, 2016, TO SEPTEMBER 15, 2016

Finance Committee Page 5
September 20, 2016

ON THE QUESTION

Alderman Siegel

| did have a question for Mr. Griffin on a school department expenditure and | recognize that we don’t have any
control over it but it seemed a little bit unusual to see a payment to the High Mowing School.

Mr. Griffin

| actually was able to meet with Dan Donovan after he had met with the Mayor on another matter and that is an
out-of-district tuition.

Alderman Siegel

We are paying for people to go to the High Mowing School for an out-of-district tuition?
Mr. Griffin

That was the account that was charged and that was the purpose of the expenditure.

Alderman Siegel

But that’s not a special education facility and | have my own viewpoints about what education may or may not
be received there. It struck me as a little bit unusual.

Mayor Donchess

The out-of-district account is a special education related account so this must be regarded as a special
education situation but we could inquire further and get back to you if you like.

Alderman Siegel

That would be great.

Mayor Donchess

Mr. Griffin, would you talk to him a little bit more about that?
Mr. Griffin

| don’t have a problem with that. | don’t know if there are any regulations about divulging purpose or not, I’m
not sure. Special education has a unique set of rules but | will certainly follow-up with Mr. Donovan.

Alderman Siegel

l’ve been to that school as a possible alternative education for my oldest daughter and that’s why | have the
opinion that | do, I’ll leave it at that.

MOTION CARRIED

Finance Committee Page 6
September 20, 2016

TABLED IN COMMITTEE

From: Dan Kooken, Purchasing Manager

Re: Contract Award for City Hall Elevator Modernization (Value: $184,000); Department: 126

Financial Services; Fund: Trust Fund; Accounting Classification: 81 Buildings and Improvements

e Tabled 8/3/16

PUBLIC COMMENT - None

POSSIBLE NON-PUBLIC SESSION

ADJOURNMENT

MOTION BY ALDERMAN WILSHIRE TO ADJOURN
MOTION CARRIED

The Finance Committee meeting was adjourned at 7:16 p.m.

Alderman Ken Siegel
Committee Clerk

£:00 PM

FINANCE COMMITTEE

SEPTEMBER 21, 2016
Aldermanic Chamber

ROLL CALL

PUBLIC COMMENT

COMMUNICATIONS

From:
Re:

From:
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From:
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From:
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From:
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From:
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From:
Re:

John Griffin, Chief Financial Officer/Comptroller
Notification of Entry into Contract with a 3“ Party Supplier for Natural Gas Supply

Dan Kooken, Purchasing Manager

Purchase of Nashua Police Department Bulletproof Vests (Value: $26,950)
Department: 150 Police; Fund: 50% from 2015 Bulletproof Vest Partnership Grant
and 50% from NPD Protective Clothing

Dan Kooken, Purchasing Manager
Purchase of One (1) 2017 Ford Police Interceptor Utility Vehicle (Value: $35,244)
Department: 150 Police; Fund: CERF

Dan Kooken, Purchasing Manager
Purchase of Extrication Equipment Upgrade/Replacement (Value: $77,792)
Department: 152 Fire; Fund: Department of Homeland Security Assistance to Firefighters Grant

Dan Kooken, Purchasing Manager

Purchase of Three (3) Bard Air Conditioning Units (Value: $11,114)

Department: 157 Citywide Communications; Fund: Citywide Communications Capital Projects
Account

Dan Kooken, Purchasing Manager

Purchase of One (1) 10’ X 12’ Concrete Building to House a 50 KW Generator (Value: $38,645)
Department: 157 Citywide Communications; Fund: Citywide Communications Capital Projects
Account

Dan Kooken, Purchasing Manager
Heritage Rail Trail Electrical Installation (Value: Not To Exceed $67,000)
Department: 177 Parks & Recreation; Fund: Capital; Activity: Rail Trail Lighting

UNFINISHED BUSINESS — None

NEW BUSINESS - None

TABLED IN COMMITTEE

From:
Re:

Dan Kooken, Purchasing Manager

Contract Award for City Hall Elevator Modernization (Value: $184,000); Department: 126
Financial Services; Fund: Trust Fund; Accounting Classification: 81 Buildings and Improvements
Tabled 8/3/16

DISCUSSION

RECORD OF EXPENDITURES
PUBLIC COMMENT
NON-PUBLIC SESSION

ADJOURNMENT

City of Nashua

Financial Services Division

229 Main Street - Nashua, NH 03060 (603) 589-3171
Fax (603) 589-3209

September 14, 2016

TO: Mayor Donchess
Finance Committee

FROM: John Griffin, Chief Financial Officer/Comptroller

SUBJECT: Notification of entry into contract with a 3" party supplier for natural gas supply.

On Thursday, September gi 2016, Financial Services, 1n conjunction with the Nashua School District,
competitively solicited and entered into an agreement with a 3™ party energy supplier for the tariff-
controlled supply portion of its natural gas utility bills. Pursuant to the communication approved at the
September 7'", 2016 Finance Committee meeting, please find attached the executed contract (“Exhibit
A”), as well as the Commodity Master Agreement (“Exhibit B’’), which is referred to within the executed
contract.

Contract Terms:
Fixed Price: $5.280 per dekatherm
Fixed Term: 36 months beginning June 1, 2017

EXHIBIT A BW Direct:
WM Energy
Business
NEW HAMPSHIRE CUSTOMER DISCLOSURE STATEMENT
To the Commodity Master Agreement between
Direct Energy Business Marketing, LLC d/b/a Direct Energy Business
and
Nashua, City of A/F Multiple customers as set forth on Exhibit A
Competitive Natural Gas | Direct Energy Business Marketing, LLC d/b/a Direct Energy
Supplier (“CNGS") | Business,
Information One Hess Plaza, Woodbridge, NJ 07095,

Phone: 1-800-437-7872; Website: business.directenergy.com

Commission Information

responsibilities, contact the New
21 South Fruit Street,

For general inquiries related to your rights and
Hampshire Public Utility Commission, Consumer Affairs Division,
Suite 10, Concord, N.H. 03301-2429; (800) 852-3793.

Fixed or Variable Price

The “Purchase Price” is individually tailored and negotiated. For the exact price, please
see the “Purchase Price” Section in the attached Transaction Confirmation.

Billing, Payment Date and
Amount of Late Payment
Fee

“Section 4. Billing and Payment’ sets forth the billing terms, payment due date, the
Interest Rate for late payments and the calculation of any costs incurred in collecting
payment.

Length of the agreement
and end date

The Agreement may only terminate upon notice (provided that notice is not required in a
Bankruptcy situation).

The “Delivery Period’ is individually tailored and negotiated. For the exact length of the
Transaction and end date, please see the “Delivery Period” Section and/or the “Special
Provisions’ Section in the attached Transaction Confirmation.

The Customer may change its CNGS, upon the requisite notice at the end of the
“Delivery Period,” as stated the “Delivery Period” Section and/or the “Special Provisions”
Section in the attached Transaction Confirmation. However, there are no contractual rights
to rescind during the Delivery Term without penalty or without calculation of a Liquidation
Value or Net Settlement Amount.

Amount of Early Termination
Fee and =~method'= of
Calculation

In "Section 12. Remedies’ of the Agreement the non-defaulting Party has the right to
terminate and liquidate all Transactions, calculate a settlement amount by calculating the
Liquidation Value for each Transaction and aggregate all amounts owing between the

parties under this Agreement or any other energy-related agreements between the
Parties and their affiliates.

For the specific text contained in this provision, please see Section 12o0f the
Agreement.

Dispute Resolution

“Section 6. Disputes” of the Agreement provides for the dispute resolution procedure
available under the Agreement.

Deposit Requirements

information
attached

Deposit requirements are individually tailored and negotiated. For specific
regarding deposits, please see the Special Provisions’ Section in the
Transaction Confirmation and/or “Section 10. Financial Responsibility’ of the Agreement.

Confidential Customer | Direct Energy will not release confidential information about Buyer without Buyers written
Information consent. Pease see the Special Provisions’ Section in the attached Transaction
() aN Confirmation for type of information Direct Energy will not disclose. _

2016-03-12

Buyer’s Initials: +//7_/ 4__j Direct Energy Business Marketing, LLC d/b/a Direct Energy Busi +, 7
fa Mf —TF35:38 -
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Drrvet Energy Buainass. LLC