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Finance Committee - 12/02/2020 Page 27
Mr. Ibarra

Thank you Mr. Mayor. So this is a replacement of two of our existing sidewalk tractors. So these are critical to
our snow removal Citywide on the sidewalks. We start out around the schools, this is how we open up the
sidewalk 1,000 feet in all directions within 48 hours, after every storm. And then we go into our primary runs
and then secondary runs. We maintain about 50 miles of sidewalk Citywide. And that’s concurrent to our
snow removal operations. We get done plowing and we staff the tractors and put them out, clear the
sidewalks. These are multi-use, so we actually get milling attachments and brooms that we can use in the
summer during our construction season as part of our mill and fill program. So these are versatile tractors that
are a key part to our operation. Happy to answer any questions.

Mayor Donchess

Alderman Lopez.

Alderman Lopez

So the Economic Development office mentioned that we would potentially be purchasing concrete barriers to
expand the use of downtown during the summer next year and that we would need special concrete lifting
forks that | guess that could be attached to tractors. Do these happen to be the same tractors those would go
on.

Mr. Ibarra

No, these are not. Nope.

Alderman Lopez

And then as a follow up, is our current sidewalk cleaning capacity do you think adequate to do the job. Asa
pedestrian it definitely doesn’t feel that way but that’s also probably because | am walking into every street that
isn’t cleared. They can’t all be cleared | know because they are not the right width.

Mr. Ibarra

Right, we can’t fit on every sidewalk in the City. And we are stretched to get 50 miles of sidewalk cleared.
There are variables depending on how much snow we get, how big the bankings get, the duration of the storm.
But we do the best we can with what we have.

Alderman Lopez

So I'll take that as you don’t want to tell everybody that you need more but it wouldn’t hurt. Another thing is
when individual business owners make like they do their snow management and removal, a lot of times it can
start to fall over on the sidewalk. Is there like a follow up sweep that is done for that like over the ensuing
weeks or is that more like constituent driven where someone might say, hey the Plus Company put a giant
snowbank on Central Street and then you’d make a trip to go out and move it or you'd ask them to do it.

Mr. Ibarra
So there’s both, there’s both. So yes, constituents or management will call and ask for problem areas, line of

sight issues, and then couple that with our snow removal of Main Street and inner city sidewalks. Again, based
on snow accumulation and the size of the bankings.

Alderman Lopez

Ok, alright, thanks a lot | appreciate it.

=
V

vhb

As part of this task, VHB will arrange for up to three pre-application meetings with the
Conservation Commission and/or their representative and NHDES pursuant to Env-Wt 311.02.

Task 3. Stream Geomorphic Assessment

Although the project area is in a highly-modified reach of the Nashua River, NHDES has advised
that the proposed new pedestrian bridge will need to comply with Env-Wt 900. Therefore, a VHB
water resources scientist will conduct a geomorphic assessment of Nashua River at the
proposed new pedestrian bridge crossing as required by NH Administrative Rule Env-Wt 904.01
and 904.08. VHB will document field conditions at the proposed crossing and will attempt to
determine bank full width and depth and flood prone width, and will complete the
corresponding NHDES Wetlands Permit Application Stream Crossing Worksheet as needed. VHB
anticipates that an appropriate reference reach may be lacking, and may employ regional
regression equations in making bankfull determinations if needed. VHB understands that
bathymetry will be provided by others. This field work will allow VHB to address the
requirements for stream crossings as outlined in NH Administrative Rule Env-Wt 900 during

permitting of the proposed bridge if required.

Task 4. Rare Species Coordination

VHB will identify state-listed rare species using the NH Natural Heritage Bureau's Online Data
Check Tool and the USFWS !PaC. Our team will consult with the NH Natural Heritage Bureau and
the NH Fish & Game Department Non-Game Program to address recommended avoidance
measures if any rare species are identified. Generally, these avoidance measures can be
negotiated without extensive field surveys. However, if additional field surveys or mitigation
plans are required, VHB's biologists would be available to conduct field surveys as needed.

Task 5. NHDES Wetlands Permit Application

Because wetland impacts appear to be unavoidable, the project team would develop up to two
wetlands permit applications according to RSA 482-A. Elements of the permit applications will

include:
° Wetlands Permit Application Form
° Project Narrative, including brief Alternatives Analysis
. Attachment to the Wetlands Permit Application addressing review criteria
° USGS Site Location Map
° Evidence of Natural Resource Agency Review
° Representative Site Photographs
° Tax Map, Abutters List, and Abutters Notifications
. Existing Conditions Plan

Finance Committee - 12/02/2020 Page 28

Mayor Donchess

Alderwoman Klee?

Alderman Klee

Thank you, Mr. Mayor. | Know Mr. Ibarra and you might not be able to answer this question. | know in like on
Lock Street, where we have a walking, they walk to school through all those areas and so on. | know that they
have tried to clean the sidewalks but those are too narrow and we have obstacles in the middle of sidewalks. In
that case, you can’t use this type of machine, it has to all be done by hand, is that correct?

Mr. Ibarra

That would not be correct, no. So we do have problems on Lock Street to that point, yes, it’s tight because of
the utility poles. That being said, | understand there’s a project in the works, I’m not sure of its status currently
of expanding Lock Street and clearing some of those obstacles.

Alderman Klee

But another year.

Mr. Ibarra

Yeah. So | know that’s in the background, that’s in the works. We do Summer, Lock and Tolles to try and
maintain a safe route over there to Mt. Pleasant. And we will have to go down with loaders and backhoes and
sidewalk tractors with blades that fit on where we can push it off of the sidewalk and then pick it up with
machines and load it out as we can.

Alderman Klee

And just a quick follow up Mr. Mayor.

Mayor Donchess

Yes.

Alderman Klee

| Know a number of, actually | think it was the first year | became an Alderman, we had a really bad winter
where we literally had one storm right after another. | think it might have been over a weekend and that snow
became quite, quite packed and it never got up until we got some melting and so on. Would this type of
equipment be able to work there, or again, is this just too narrow for something like this?

Mr. Ibarra

Lock Street presents its various issues, but as a rule a sidewalk tractor can work through some pretty
significant bankings.

Alderman Klee

And that project that you spoke of, | am hoping that by next fall it’s starting. So we are just waiting for the
money to come from the State so fingers crossed.

Finance Committee - 12/02/2020 Page 29

Mayor Donchess

Alderman O’Brien.
Alderman O’Brien

Thank you and doing former research on this, some antiquated Supreme Court Ruling came down and
basically said that is not a requirement to shovel your sidewalk, that it came down to the municipality. | don’t
agree with that, growing up in the Boston area, we always, that was part of my chore to shovel the sidewalk.
And unfortunately New Hampshire has, in Live Free or Die, has made it a municipal issue. | don’t see the Live
Free and Die in that but anyways, if you are concerned about your sidewalk, you want good passage for the
kiddos going to school, if you are able-bodied and capable of doing so, nothing stops you from being the good
neighbor to shoveling the sidewalk in front of your facility or your business. And the City, I’m sure will come
along at some point in time. But as living in the community, it all takes us together. And | think when it comes
down to snow removal, | am sure Mr. Ibarra would agree. A little bit of help would go a long way to that issue. |
don’t think we can change the law at this particular time but a little bit of community pride would go a long way.
Thank you.

Mr. Ibarra
| wholeheartedly agree and we encourage that.

Mayor Donchess

Alderman Lopez.

Alderman Lopez
Just to clarify a comment made. So my understanding of the New Hampshire Supreme Court ruling is that it’s

not the — the municipality can’t make the private land owner remove the snow but | don’t believe the
municipality has to remove all the snow on every sidewalk either.

Mayor Donchess
Correct.

Alderman Harriott-Gathright

That’s correct.

Alderman Lopez

So just to clarify we weren't saying that like we are going to try to quadruple our snow removal. | would love it
as a professional pedestrian; | am looking forward to trudging through the snow and playing the usual game of
pac man where the street that | was normally going to go down isn’t cleared yet. It’s a hassle and it’s difficult
but | also know the City is working on planning routes out specifically that would be easier to clean such as the
East Hollis side of the rail trail and routes like that. So that at least there is a path even if it’s not in front of
every single door, and every single location. And then to Alderman O’Brien’s point in terms of civic pride, |
know in Ward 4 we have a golden shovel competition where basically anybody in the Ward takes pictures of
themselves shoveling in front of their house, they get a point. If they shovel in front of a neighbor’s house, they
get 2 points and if they shovel in front of a Fire Department, like a fire hydrant they get a third point. And then
at the end of the year, we add up the points for each storm and then vote on who the winner is for those prizes.
It’s one way to go. We never have like blockbuster participation but at the same time, every square foot that is
shoveled is somebody who can get someplace easier. Just an idea to throw that out to the other Aldermen.

Finance Committee - 12/02/2020 Page 30
Mr. Ibarra

Interesting.

Mayor Donchess
Alright, anyone else? 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,
Alderwoman Kelly, Alderman Laws, Alderman O’Brien, Mayor Donchess 7

Nay: 0
MOTION CARRIED

From: Kelly Parkinson, Purchasing Manager
Re: 2 Six Wheel Dump Truck Up Fit Packages in the amount of $223,754 from account 81500
Vehicles/Trust/FY21 CERF

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND APPROVE THE
PURCHASE OF TWO (2) 6-WHEEL UP FIT PACKEAGES FROM TENCO USA OF BARRE, VT, IN THE
AMOUNT OF $223,754. FUNDING WILL BE THROUGH DEPARTMENT 161 STREET; FUND: TRUST;
ACTIVITY: CERF, BY ROLL CALL.

ON THE QUESTION

Mayor Donchess

Mr. Ibarra?

Mr. Ibarra

Thank you, Mr. Mayor. So earlier you approved the purchase of two cab and chassis the international plow
trucks. These are the upfit packages, so the dump bodies, the plows, the wings, the nose gear for those said
vehicles. Last year, in September we went out to bid for this upfit to try and keep people honest and get the
price that we could for the City and Tenco up in Vermont was the lowest bidder and they agreed to hold their

price on these two bids, so we recommend we go with this company again. They just delivered two trucks to us
this summer that came out very nice. So we are pleased with the work they have given us. Any questions?

Mayor Donchess

Alderwoman Lu?

Alderwoman Lu

Thank you very much, Mr. Mayor. | had in my notes to — | wonder what the word upfit meant?

Mr. Ibarra

So all the gear, so when we buy the trucks it is literally a frame, wheels and a cab. So all the components that

complete that unit and make it operational, the dump body, the nose, the plow frame and the wing plow, that’s
what is included in these upfit packages.

Finance Committee - 12/02/2020 Page 31
Alderwoman Lu

Ok and my second note was are these replacements. But now | am getting the sense that these aren’t trucks
on their own. They go with the...

Mr. Ibarra

They go with the two previously approved cab and chassis. So we bought the trucks but this comes from a
separate entity so this completes the vehicle.

Alderwoman Lu

| could not figure that out. So they are going to complete the Internationals?
Mr. Ibarra

That is correct.

Alderwoman Lu

Is that right?

Mr. Ibarra

The two International Cab & Chassis, yes. | had that as Motion B | am not sure how it shows on your
paperwork. But yes, the two International Cab & Chassis.

Alderwoman Lu

Thank you.

Mr. Ibarra

You’re welcome.

Mayor Donchess

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,
Alderwoman Kelly, Alderman Laws, Alderman O’Brien, Mayor Donchess 7

Nay: 0
MOTION CARRIED

Finance Committee - 12/02/2020 Page 32

From: Kelly Parkinson, Purchasing Manager

Re: Snow Plowing Services in the amount not to exceed $40,000 funded from account 54207 Snow
Plowing Services

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND APPROVE THE
SNOW PLOWING CONTRACT WITH THE DOTY GROUP, INC., OF MERRIMACK, NH, IN AN AMOUNT
NOT TO EXCEED $40,000. FUNDING WILL BE THROUGH DEPARTMENT 166 PARKING, BY ROLL
CALL.

ON THE QUESTION

Mayor Donchess

This was something that Economic Director Tim Cummings wanted to speak to but he had a conflicting
meeting that he had to go to. So | can provide an explanation, if there’s a lot more detail we could hold it and
bring him in. But we previously had awarded the contract on the same terms for the plowing of the municipal
parking lots and the contractor backed out. So this is a contractor that the City had worked with successfully in
the past, Doty, for some years. So the recommendation here is to move from the contractor who no longer
wants to do the job to Doty who does. They have done good work in the past and this is a maximum price
contract $40,000.00. So it depends on the level of snow as to how much the contractor gets paid. But | think |
see a question from Alderwoman Klee.

Alderman Klee

Thank you, Mr. Mayor. | guess | am, | think | know the answer to this but for the public listening, we don’t plow
our own parking lots and so on within the City? We don’t do that, we usually contract that out?

Mayor Donchess

That’s correct.

Alderman Klee

Is there a reason for this or is it just not staff and we need it to be turned over?

Mayor Donchess

| think the reason is that our public works and everyone is at full force going to the streets.
Mr. Ibarra

Our focus is the streets, yes.

Mayor Donchess

They don’t really have the capacity to divert resources into the parking lots, which do need to be plowed
quickly. | think for decades the City has contracted for this type of work.

Alderman Klee
That makes a lot (audio cuts out) thank you for my question.

Mayor Donchess

Alderman O’Brien?

Finance Committee - 12/02/2020 Page 33

Alderman O’Brien

Thank you Mr. Mayor. I’m in favor of this seeing this is December 27, | don’t know when the next snow is
going to come and approving this, but we are not in jeopardy of any bidding process, just to be cautious.

Mayor Donchess

We are not because it went out to bid and there were no qualified bidders, that’s my understanding of it. So we
are proposing an award to a previous contractor.

Alderman O’Brien

Thank you.

Mayor Donchess

Alright, any other questions? If not, Madam Clerk, could you call the roll?
A viva voce roll call was taken which resulted as follows:

Yea: Alderman Klee, Alderwoman Lu, Alderman Harriott-Gathright,
Alderwoman Kelly, Alderman Laws, Alderman O’Brien, Mayor Donchess 7

Nay: 0
MOTION CARRIED

Mr. Ibarra

Mr. Mayor? | believe one of my vehicles was missed.

Mayor Donchess

Which one?

Mr. Ibarra

| show it as Motion D in my DPW Package. It was a 2020 International CV515 SVA Cab & Chassis.
Mayor Donchess

| don’t think it’s on the finance...

Alderman Harriott-Gathright

It's not on here.
Mr. Ibarra
It should be.

Alderman Harriott-Gathright

Yes, itis. Yes itis.

Finance Committee - 12/02/2020 Page 34

Mayor Donchess

Which one?

Alderman Harriott-Gathright

It’s at the bottom of Page 5. | apologize.
Mr. Ibarra
No problem sorry for interrupting.

Alderman Linda Harriott-Gathright

You’re right.
Mayor Donchess
Well it’s on the outline but not on the Agenda.

Alderman Harriott-Gathright

Well it’s on my outline.

Mayor Donchess

Alright, why don’t we move forward with that then.
Mr. Ibarra

Thank you.

Mayor Donchess

Alderman Harriott-Gathright.

Alderman Harriott-Gathright

Ok, | motion to accept, place on file and ... nope, | take that back. | am sorry, | don’t have that one. The one
that | was getting ready to read, we already did vote on it at the top of page 6.

Mayor Donchess
So Mr. Ibarra, | don’t think it’s on the Agenda.

Alderman Harriott-Gathright

| don’t have that one.

Mayor Donchess

If we hold it ‘til the next Finance Meeting is this a problem.

Finance Committee - 12/02/2020 Page 35
Mr. Ibarra

It’s used for snow Mayor. We did pass through the Board of Public Works with it. I’m not quite sure it didn’t
make the Agenda, but we could use this vehicle.

Ms. Parkinson

| believe that it was included on my Memo, 21 058, there were 3 vehicles on that Memo.
Alderwoman Lu

Yeah that’s what | have.

Mr. Ibarra

It’s going to take me probably 6 to 8 months to get this truck, so | guess if it has to wait it has to wait. It’s not
like | am going to purchase it in a month or two.

Mayor Donchess

Do we have a prepared motion on this?

Alderman O’Brien

Well Mr. Mayor may | ask a question please?

Mayor Donchess

Yes, of course.

Alderman O’Brien

And my question is directed to the purchasing director, Ms. Parkinson and Mr. Ibarra, Being the Liaison to the

Board of Public Works. This was heard by the Board of Public Works and has their approval and it has been
properly vetted. So it can come before this Board.

Mayor Donchess

Yes, it’s been approved by Public Works, it definitely has been approved by Public Works. Alright, Ms.
Parkinson, what do you have on this?

Ms. Parkinson

It was included with the trucks on my Memo, 21 058, the HV 507 and the CV 515.
Mayor Donchess

And the source of funds?

Ms. Parkinson

8150 Vehicles Trust.