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Finance — 06/15/16 Page 5

From: Dan Kooken, Purchasing Manager
Re: Award Contract for Brick Repointing at Nashua Public Library (Value: $39,444)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO
WESFIELD CONSTRUCTION IN THE AMOUNT OF $39,444. SOURCE OF FUNDING IS DEPARTMENT
179, NASHUA PUBLIC LIBRARY; GENERAL FUND; 54, PROPERTY/BUILDING

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Pictometry Contract (Value: $104,217)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND APPROVE THE PURCHASE FROM
PICTOMETRY INTERNATIONAL CORP. IN THE AMOUNT OF $104,217. FUNDS ARE AVAILABLE IN
DEPARTMENT 134, GIS; GENERAL FUND; 54, PROPERTY EQUIPMENT

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Renewal of Medical Director Contract for FY17 (Value: $10,800)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO DR.
ALEXANDER GRANOK IN THE AMOUNT OF $10,800. SOURCE OF FUNDING IS DEPARTMENT 172,
COMMUNITY HEALTH; GENERAL FUND; 55, OTHER SERVICES ($2,800); AND COMMUNITY HEALTH

STD/HIV GRANT; 55, OTHER SERVICES ($8,000)
MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Renewal of Animal Control Services Contract for FY17 (Value: $99,081)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO THE
HUMANE SOCIETY FOR GREATER NASHUA CORPORATION IN THE AMOUNT OF $99,081. FUNDS
ARE AVAILABLE IN DEPARTMENT 171, COMMUNITY SERVICES; GENERAL FUND; 56, COMMUNITY
EXPENSES

ON THE QUESTION

Alderman Wilshire

If we did not approve a contract with the Humane Society, who else would do this? There isn’t anyone else
that does this, right?

Mayor Donchess

| would say that’s correct.

Alderman Wilshire

Okay. Not that | have any problem with them; | think they do a great job.

Mayor Donchess

My recollection is this contract we’ve had with the Humane Society for a long time. There was a period when
we didn’t have a contract, and we were struggling with what do we do with stray animals. They kind of took us
off the hook, but on the other hand we have a contract with them.

Finance — 06/15/16 Page 6
Alderman Clemons

We could make a change to the Charter and have a dog catcher.

Mayor Donchess

We have a dog catcher, but he or she doesn’t take care of animals longer term.

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Traffic Detection Repairs And Replacement Along Main Street (Value: $26,120)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND, CONTINGENT UPON BOARD
OF PUBLIC WORKS APPROVAL, AWARD THE CONTRACT TO ELECTRIC LIGHT COMPANY IN THE
AMOUNT $26,120. SOURCE OF FUNDING IS DEPARTMENT 161, STREETS; GENERAL FUND; MAIN
STREET

ON THE QUESTION
Alderman Caron
Is this going to help our lighting system on Main Street?

Mayor Donchess

We have six broken circuits or sensors in the street. They get broken by plows and wintertime operations and
other things. Part of this contract is for some of these to put cameras on the poles in a configuration that will
not be destroyed or ruined by snow plowing. The camera functions automatically to see whether there is
traffic. They think it will improve things to some degree, but it’s not going to make a night and day because of
the volume in traffic. It won’t make a night and day type change.

Alderman Caron

Any little improvement | think is okay. Thank you.

Alderman Siegel

| suspect this will keep George Russell from constantly carping about the Main Street lights.
MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: | Concord Street Crosswalk Improvements (Value: $34,658)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND, CONTINGENT UPON BOARD
OF PUBLIC WORKS APPROVAL, AWARD THE CONTRACT TO ARLINGTON PAVING IN THE AMOUNT
OF $34,658. FUNDS ARE AVAILABLE IN DEPARTMENT 161, STREETS; PRIOR YEAR; CROSSWALK
IMPROVEMENTS ESCROW

ON THE QUESTION

Finance — 06/15/16 Page 7
Alderman Wilshire

These are the crosswalks we just did recently, and it looks like we have to reconstruct them?

Mayor Donchess

The ones that are furthest north were just painted. They are not really correct in terms of lining up with where
the corners are and everything. This is one of those crosswalks that’s a brick-like situation. It’s construction.
Instead of it being a painted crosswalk, it will be a crosswalk more like the ones you see down at the bottom of
Concord Street that have been constructed already.

Alderman Clemons

Is it raised?

Mayor Donchess

It’s not raised, but it’s textured so you can feel going over it a little bit.
MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: — Citywide Infiltration/Inflow Analysis - Amendment #2 (Value: $23,709)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND APPROVE CHANGE ORDER #2
TO THE CONTRACT WITH WRIGHT-PIERCE IN THE AMOUNT OF $23,709. SOURCE OF FUNDING IS
DEPARTMENT 169, WASTEWATER; INFLOW AND INFILTRATION

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Capacity Management Operation and Maintenance for Sewer Collection System
(Value: Not To Exceed $200,000)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO
CDM/SMITH IN AN AMOUNT NOT-TO-EXCEED $200,000. FUNDS ARE AVAILABLE

IN DEPARTMENT 169, WASTEWATER; CSO CONSENT DECREE PROJECTS

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: FEMA Hazardous Mitigation Grant — Purchasing of Survey Equipment (Value: $54, 168)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO
WAYPOINT TECHNOLOGY GROUP IN THE AMOUNT OF $54,168. SOURCE OF FUNDING IS
DEPARTMENT 169, WASTEWATER; FEMA HAZARD MITIGATION ($46,600); DEPARTMENT 160,
ADMINISTRATION AND ENGINEERING; GENERAL FUND; 61, SUPPLIES & MATERIALS ($2,000); AND
DEPARTMENT 169, WASTEWATER; SEWER STRUCTURES ($5,568)

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Pump Station Upgrades Design Services — Phase II — 30% Design (Value: $479,051)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO
WOODARD & CURRAN IN THE AMOUNT OF $479,051. FUNDS ARE AVAILABLE IN DEPARTMENT
169, WASTEWATER; PUMP STATION UPGRADES

Finance — 06/15/16 Page 8
MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Purchase of Mobile Lift Columns (Value: $22,039)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND APPROVE THE PURCHASE
FROM TOOL & EQUIPMENT CONNECTION, INC., IN THE AMOUNT OF $22,039. SOURCE OF FUNDING
IS DEPARTMENT 161, STREETS; GENERAL FUND; 71, EQUIPMENT

MOTION CARRIED

UNFINISHED BUSINESS — None

NEW BUSINESS — None

TABLED IN COMMITTEE

MOTION BY ALDERMAN SIEGEL TO TAKE FROM THE TABLE THE COMMUNICATION REGARDING
THE CONTRACT AWARD FOR SINGLE STREAM RECYCLING

MOTION CARRIED

From: Dan Kooken, Purchasing Manager

Re: Contract Award for Single Stream Recycling (Value: Not-to-Exceed $249,925); Department:

168 Solid Waste; Fund: Solid Waste; Account Classification: 55 Other Contracted Services
e Tabled - 6/1/16

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND, CONTINGENT UPON APPROVAL
OF THE FY17 BUDGET, AWARD THE CONTRACT TO CASELLA RECYCLING, LLC, IN AN AMOUNT
NOT-TO-EXCEED $249,925. SOURCE OF FUNDING IS DEPARTMENT 168, SOLID WASTE; 55, OTHER
CONTRACTED SERVICES

ON THE QUESTION

Mayor Donchess

This was tabled based on the question is it contingent upon the budget approval. The answer is yes. The
motion reflects that. If we approve the contract now, we're in the last meeting of the fiscal year, we will not
enter and | won’t sign the contract unless the budget passes.

Alderman Clemons

Will they hold the value if we go over a little bit? I’m just curious, or will they renegotiate?

Mayor Donchess

| don’t know. A little bit. A day? Yes. If we went a month over? | think so, but I’m not sure. But! think the
budget is in one form or another will pass.

MOTION CARRIED
DISCUSSION
Alderman Wilshire

| wondered if you could tell us where we are on the road paving software project.

Finance — 06/15/16 Page 9

Mayor Donchess

They are nearing completion of the work. They’re beginning to get to the point where they can give
conclusions. There’s going to be a presentation in a work session before the Public Works Board in the near
future. Ultimately it’s going to require quite a bit of work, meaning catching up on paving is going to require a
fairly significant expenditure. Public Works believes that in view of the fact they need to do a lot of preliminary
work in terms of notifying everybody who is adjacent to a paving project that they cannot open a street for five
years, and notify the gas company and the water company regarding every street that’s going to be paved.
They think they can handle about $6.5 to $7 million dollars a year in paving and successfully work with the gas
company and the water company and the electric company with that volume of paving. | think ultimately the
recommendation will be that for at least two years, and probably after that we’ll see how things are going, we
bond and pave, in addition to the regular budget, $6.5 to $7 million a year over the next two years.

Alderman Wilshire

Thank you, and one other question | had from a constituent, street sweeping. Is that still done by request or is
that being scheduled?

Mayor Donchess

It's done citywide without scheduling. There’s five sweepers including the sidewalk sweepers. They go over
the entire city more than once a year, all the streets more than once a year. They did my street the other day.
There used to be only two sweepers; now there’s more.

Alderman Wilshire

If someone had a particular problem, could they call someone?

Mayor Donchess

Sure. There’s a schedule where they plot out where they are going to. But if there were a particular problem
or something, certainly we could take it up at public works. If you have something, just call us. Once we do
this presentation before the Board of Public Works on the paving, we will come to the Board of Aldermen to
present everything to the Board, not only to keep you informed but because any bonding, which | assume | will
propose to you, needs to obviously be approved by the Board of Aldermen. It will probably be in the range of
$6.5 to $7 million a year for at least two years and maybe more. Probably more is a reality.

Alderman Wilshire

Getting back to my other question about the street sweeping, you mentioned sidewalk sweepers. Do we do
that as well? | haven’t seen that.

Mayor Donchess

That’s mostly a downtown activity. | think there are two sidewalk sweepers. That's mostly downtown. They
are not sweeping sidewalks citywide.

Alderman Wilshire
| did have particular request for the back of Mount Pleasant School. There’s some runoff that comes down and

all the sand and dirt is all over that sidewalk behind Mount Pleasant. I’ve had parents ask me if someone
would take care of that.

Finance — 06/15/16 Page 10

Mayor Donchess

| can definitely check that out and we'll keep in touch.

Alderman Siegel

As long as it’s not on the school property because then you get this problem with real estate, where is the line.
The city sidewalk sweepers are a certain width. You can’t just take them anywhere unfortunately. They are
good for downtown, but it’s hard to take them on a residential sidewalk unfortunately. It would be fun though.
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
MAY 27, 2016 TO JUNE 9, 2016

MOTION CARRIED

PUBLIC COMMENT- None

POSSIBLE NON-PUBLIC SESSION

ADJOURNMENT

MOTION BY ALDERMAN WILSHIRE TO ADJOURN
MOTION CARRIED

The Finance Committee meeting was adjourned at 7:32 p.m.

Alderman Ken Siegel
Committee Clerk

City of Nashua
Office of the Chief Financial Officer

229 Main Street - Nashua, NH 03060 Fax tao 48003993
TO: Mayor Jim Donchess
Finance Committee f) b
FROM: John Griffin, Chief Financial Officer \
DATE: June 14, 2016
SUBJECT: Internal Revenue Service Audit

The purpose of this communication is to notify the Finance Committee that over the course of the past nine
months, Financial Services has been undergoing a randomly selected audit with the Internal Revenue Service
(IRS). The objective of the audit was to review all Accounts Payable transactions for calendar years 2013 and
2014 in an effort to monitor compliance in the following two areas:

* Proper classification of Employees vs. Independent Contractors
* Proper treatment of taxable fringe benefits to employees

During the audit, the IRS noted a number of Accounts Payable vendor payments to individuals performing the
following services:

3s City Camp Counselors
City Game Officials

e Cable TV Videographers
School Tutors

The IRS determined that the individuals performing the above services in 2013 should not be classified as
vendors and should to be treated as employees subject to withholding and employment taxes.

The IRS also examined employee reimbursements and concluded that wellness reimbursements for gym dues
made during 2013 and 2014 to Police Department employees are a taxable fringe benefit and are also subject
to withholding and employment taxes.

The audit findings result in a total tax payment due to the IRS in the amount of $19,473.72. No penalties or
interest will be assessed and no additional taxes will be imposed for 2014, 2015 and 2016 provided that the
City agrees to comply with the reclassification requirements.

Sufficient funds are available within FY2016 departmental budgets, account #52100 FICA/Medicare taxes, to
cover the additional tax due.

FINANCE COMMITTEE

JUNE 15, 2016

7:00 PM Aldermanic Chamber

ROLL CALL

PUBLIC COMMENT

COMMUNICATIONS

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Dan Kooken, Purchasing Manager
To Approve Contract Award for Healthcare Stop Loss Insurance (Value: $750,692)
Department: Human Resources; Fund: Benefits Self Insurance Fund

Dan Kooken, Purchasing Manager
Nashua City Wide Telecom Project (Value: $2,200,000); Department: 122 information
Technology Fund: Bond; Activity Classification: 71 Equipment

Dan Kooken, Purchasing Manager
NTS Fixed Route CNG Bus Procurement (Value $3,966,832); Department: 186 Nashua
Transit Fund: Grant Funds; Account Classification: 81 Major Capital Outlay

Dan Kooken, Purchasing Manager

Engineering Services for New Canal Pedestrian Bridge Project (Value $109,862)
Department: 181 Community Development; Fund: NNDOT Tap Grant

Account Classification: 53 Professional And Technical Services

Dan Kooken, Purchasing Manager
Purchase of PakFlatt 4-Station Voting Booths (Value: $52,994); Department: City Clerk
Fund: Wages Full Time

Dan Kooken, Purchasing Manager

Award Contract for Brick Repointing at Nashua Public Library (Value: $39,444)
Department: 179 Nashua Public Library; Fund: General Fund; Account
Classification: 54 Property/Building

Dan Kooken, Purchasing Manager
Pictometry Contract (Value: $104,217}; Department: 134 GIS; Fund: General Fund
Operating Budget; Accounting Classification: 54 Property Equipment

Dan Kooken, Purchasing Manager

Renewal of Medical Director Contract for F¥17 (Value: $10,800); Department: 172,
Community Health; Fund: General Fund $2,800; Account Classification: 55 Other Services
Department: 172 Community Health; Fund: Community Health Grant Std/Hiv $8,000
Account Classification: 55 Other Services

Dan Kooken, Purchasing Manager

Renewal of Animal Control Services Contract for FY17 (Value: $99,081)
Department: 171 Community Services; Fund: General Fund; Account Classification:
56 Community Expenses

Dan Kooken, Purchasing Manager
Traffic Detection Repairs And Replacement Along Main Street (Value: $26,120)
Department: 161 Streets; Fund: General; Activity: Main Street

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Dan Kooken, Purchasing Manager
Concord Street Crosswalk Improvements (Value: $34,658); Department: 161 Streets
Fund: Street Department Prior Year, Crosswalk Improvements Escrow

Dan Kooken, Purchasing Manager
Citywide Infiltration/Inflow Analysis — Amendment #2 (Value: $23,709); Department: 169,
Wastewater, Fund: Wastewater; Activity: Inflow And Infiltration

Dan Kooken, Purchasing Manager

Capacity Management Operation and Maintenance for Sewer Collection System
(Value: Not To Exceed $200,000); Department: 169 Wastewater; Fund: Wastewater
Activity: CSO Consent Decree Projects

Dan Kooken, Purchasing Manager

FEMA Hazardous Mitigation Grant — Purchasing of Survey Equipment (Value: $54,168)
Department: 169 Wastewater; Fund: Wastewater; Activity: FEMA Hazard Mitigation $46,600
Department: 160 Admin & Engineering; Fund: General; Account Classification: 61 Supplies

& Materials $2000; Department: 169 Wastewater; Fund: Wastewater; Activity: Sewer Structures
$5,568

Dan Kooken, Purchasing Manager
Pump Station Upgrades Design Services — Phase II — 30% Design (Value: $479,051)
Department: 169 Wastewater; Fund: Wastewater; Activity: Pump Station Upgrades

Dan Kooken, Purchasing Manager
Purchase Of Mobile Lift Columns (Value: $22,039); Department: 161 Streets; Fund: General
Account Category: 71, Equipment

UNFINISHED BUSINESS — None

NEW BUSINESS — None

TABLED IN COMMITTEE

From:

Re:

Dan Kooken, Purchasing Manager
Contract Award for Single Stream Recycling (Value: Not-to-Exceed $249,925); Department:

168 Solid Waste; Fund: Solid Waste; Account Classification: 55 Other Contracted Services
¢ Tabled - 6/1/16

DISCUSSION

RECORD OF EXPENDITURES

PUBLIC COMMENT

NON-PUBLIC SESSION

ADJOURNMENT

S) THE CITY OF NASHUA ‘The Gate City"

Financial Services

Purchasing Departement

June 8, 2016
Memo #16-158

TO: MAYOR DONCHESS
FINANCE COMMITTEE

SUBJECT: TO APPROVE CONTRACT AWARD FOR HEALTHCARE STOP LOSS INSURANCE

(VALUE: $750,692)
DEPARTMENT: HUMAN RESOURCES; FUND: BENEFITS SELF INSURANCE FUND

Please see attached communication from Thomas DeLacey, Principal Consultant, Workplace Benefits
Solutions (WBS) dated June 6, 2016 for information related to this contract award. —

Bay way of background, the WBS solicited several firms to bid on the Stop Loss insurance with deductible
levels of $250,000 and $350,000, WBS has recommended that the City renew Stop Loss insurance with
HCC at the higher $350,000 deductible level. HCC was selected for several reasons. 1) the City does
not have to fill out additional disclosure forms relative to any claims we may know about (i.e., a $600,000
claim just materialized). 2) as HCC is the incumbent, there is no risk of any items falling through the
cracks during a transition period. 3) we have worked with HCC in the past and have a higher comfort
level with their ability to integrate data with both Anthem and Harvard.

The Human Resources Director, Chief Financial Officer and the Purchasing Department recommend
awarding this contract fo HCC in an amount of $750,692.

Respectfully,

Dan Kooken
Purchasing Manager

Cc: L Budreau J Griffin

229 Main Street « Nashua, New Hampshire 03061 « Phone (603) 589-3330 » Fax (603) 589-3344