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28500 Clemens Road
Westlake, OH 44145
United States of America

Hyland Hyland Software, Inc. MAINTENANCE INVOICE _—-_LEO1-173148

Electronic Remittance Information Subtotal} 50,154.47 USD
Niaaed Sottwoce ine Wire/ACH Payments: Tax 0.00 USD
PO Box 846261. Bank Name: Bank of America, N.A. Total Invoice Amount| 50,154.47 USD
Dallas, TX 75284-6261 SWIFT: BOFAUS3N

ACH Routing Ne: 071000089
Wire Routing Ne: 026009593

Amount Due After| 55,169.92 USD
01/30/2021 *

Account No: 8670616576
CHIPS No: 0959
Account Name: Hyland Software, Inc.

For billing or payment inquiries, please call 1-440-788-5045 and select
Option 1 for Accounts Receivable or email accountsreceivable@hyland.com.

This proforma invoice is for maintenance fees which cover technical support and the latest software updates and enhancements for the billing
period. If you have any questions regarding this invoice or you elect to discontinue maintenance coverage please conlact your account
manager or email accountsreceivable@hyland.com. To continue maintenance coverage, plaase process this invoice for payment.

*A 10% reinstatement fee will be charged for maintenance fees received more than 30 days after the due date.

These iterns ara controlled by the U.S.government and authorized for expart only to the county of ultimatedestination for use by the ultimate consignge or end-user(s) herein
identified. They may not be resald, transterred, or otherwise disposed of, lo any othercountry or to any person other than the authorized witimate consignee orend-user(s), elther in their
original form or after being incorporated inteother items, without first obtaining approval from the U.S. government or asotharwise authorized by U.S. law and reguiations.

Further, if you are located in a European UnianMember State, Norway or Swilzerland, The software is also subject to CouncilRegulation (EC} Neo 428/2003. The software must not se
transmitted outside ofthe European Union, Norway or Switzerland without a licence or authorisationbeing Issued by the export contro! authority of the relevant Member State orihe
applicable authorities in Norway or Switzerland or as otherwise authorizedby law or regulations in the relevant Member State or appiicable authorities in Norway or Switzertand.

2o 2

REPORT OF THE FINANCE COMMITTEE

OCTOBER 7, 2020

A meeting of the Finance Committee was held on Wednesday, October 7, 2020, at 7:00 p.m. via
teleconference.

Mayor Jim Donchess, Chairman, presided.

Mayor Donchess

As Chairman of the Finance Committee, | find that due to the State of Emergency declared by the
Governor as a result of the COVID-19 pandemic and in accordance with the Governors Emergency Order
#12 pursuant to Executive Order 2020-04 and subsequent extensions, this public body is authorized to meet
electronically.

Please note that there is no physical location to observe and listen contemporaneously to this meeting, which
was authorized pursuant to the Governor's Emergency Order. However, in accordance with the Emergency
Order, | am confirming that we are:

Providing public access to the meeting by telephone, with additional access possibilities by video or other
electronic means:

To access Zoom, please refer to the agenda or the City’s website for the meeting link.

To join by phone dial: 1-929-205-6099
Meeting ID: 847 2720 1775
Passcode: 303204

The public may also view the meeting via Channel 16.

We previously gave notice to the public of the necessary information for accessing the meeting, through public
postings. Instructions have also been provided on the City of Nashua’s website at www.nashuanh.gov and
publicly noticed at City Hall and Nashua Public Library.

If anybody has a problem accessing the meeting via phone or Channel 16, please call 603-821-2049 and they
will help you connect.

In the event the public is unable to access the meeting via the methods mentioned above, the meeting will be
adjourned and rescheduled. Please note that all votes that are taken during this meeting shall be done by roll
call vote.

Let’s start the meeting by taking a roll call attendance. When each member states their presence, please
also state whether there is anyone in the room with you during this meeting, which is required under the
Right-To-Know Law.

The roll call was taken with 6 members of the Finance Committee present: Alderwoman Elizabeth Lu,
Alderman Linda Harriott-Gathright, Alderwoman-at-Large Shoshanna Kelly, Alderman-at-Large Brandon
Michael Laws, Alderman-at-Large Michael B. O’Brien, Sr., and Mayor Jim Donchess. Alderman Patricia Klee
recorded absent.

Members not in Attendance: Alderman Patricia Klee

Finance Committee - 10/07/2020 Page 2

Also in Attendance: John Griffin, CFO/Comptroller
David Fredette, Treasurer/Tax Collector
Kim Kleiner, Administrative Services Director
Kelly Parkinson, Purchasing Manager
Jonathan Ibarra, Superintendent Street Department
Karen A. Smith, NPD Business Manager
Captain Joseph Fay, Nashua Police Department

ROLL CALL
Alderwoman Lu
| am present, alone.

Alderman Harriott-Gathright

| am present, | can hear everyone, | am in this room alone and | am practicing social distancing,
Alderwoman Kelly

I’m here, | am alone and | can hear everyone.

Alderman Laws

| am here, | am alone and | can hear everyone.

Alderman O’Brien

| am present, | can hear the proceedings, | am alone but let me give you a warning, the computer says that I’m
stable platform, perhaps maybe with the storm, so | hope | don’t get kicked off. Thank you.

Mayor Donchess

| am, of course, present, and | am alone in the room and | am practicing social distancing. Alright, first item is
public comment. Is there any member of the public who would like to speak to the Committee about anything?

PUBLIC COMMENT - None
COMMUNICATIONS

From: Kelly Parkinson, Purchasing Manager
Re: Purchase of Asphalt and Aggregates for Street Operations from the General Fund: Supplies &
Materials in the Amount of $144,500

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND APPROVE THE
SOLE SOURCE PURCHASE OF ASPHALT AND AGGREGATES FROM BROX INDUSTRIES OF HUDSON,
NH, AND CONTINENTAL PAVING OF LONDONDERRY, NH, IN THE AMOUNT OF $144,500. FUNDING
WILL BE THROUGH DEPARTMENT 161 STREETS; FUND: GENERAL; ACCOUNT CLASSIFICATION: 61
SUPPLIES AND MATERIALS, BY ROLL CALL.

ON THE QUESTION

Finance Committee - 10/07/2020 Page 3

Mayor Donchess

Alright and there’s an explanation we have to give here. So for many years, the Department of Public Works
did not come to either the Board of Public Works or to the Finance Committee regarding the purchase of
asphalt because two Purchasing Managers ago who left | don’t know, 10 years ago or so, maybe not that
much but quite a few years had the opinion that it was a Commodity Contract which didn’t need approval. Then
that practice was followed by the previous Purchasing Manager who you all met earlier. Then in recent
months, Kelly Parkinson has joined the City as Purchasing Manager and she has raised the point that she
thought that this should be approved by the Board of Public Works and the Finance Committee; fine, no
problem, we will do that from now on.

The only issue is that pursuant to previous custom, pursuant to previous practice, the Department of Public
Works has already bought $25,000.00 of asphalt this Fiscal Year against this $144,000.00 Budget amount.
Now | am just repeating that this is what has been done for years pursuant to a practice that was established
about 10 years ago. Apparently, that was not, at least the current thinking is that is not the way it should have
been done, so we are correcting the situation now. And from here on in, we will bring this contract to the
Finance Committee at the beginning of the Fiscal Year. Questions or comments? Let’s let Mr. Ibarra speak
about the asphalt and what it is all about and then you can ask questions or comments on any of this. So Mr.
Ibarra could you tell us about the asphalt?

Jon lbarra, Superintendent of Streets

| would be happy to Mr. Mayor, thank you. So this motion is for funding the asphalt and aggregates for our
street operations. We use the asphalt for mill and fill, shims and overlays on roads that may not be part of the
existing paving program that we do annually. So this more or less gives us the ability to get some more time
out of the roads when they are deteriorated but not yet on the paving list. We also run the hot box out of this
and do berm mix. And on the aggregate end of things we would buy stone and sand through the same
companies that we would use for project-based stuff or sewer repairs, or drainage repairs, whether we need
stone or sand or fill. So this is really something we use daily in our operations.

Mayor Donchess
Ok questions or comments? Alderwoman Lu?
Alderwoman Lu

Thank you, just wondering is this pretty much a year’s worth? | am just trying to get a sense of how much of
this we buy a year or use?

Mr. Ibarra
Glad you asked, so | had a similar question out of the Commissioners at our BPW and this past year, last
season, we used approximately $99,000.00 worth of material. But to put in perspective the prior year to that,

Fiscal 19, we used $126,000.00. So it does vary based on the Departmental needs and projects that are
coming around every year.

Mayor Donchess

But as | understand it you do not necessary — you only spend for the product that is delivered. So if you end up
using $99,000.00 you pay $99,000.00 not $144,000.00.

Mr. Ibarra

That’s correct.

Finance Committee - 10/07/2020 Page 4
Mayor Donchess

It’s a so-called requirements contract.

Mr. Ibarra

Correct.

Alderwoman Lu

Ok thank you.

Mr. Ibarra

You’re welcome.

Mayor Donchess

Are there any questions or comments? Could the Clerk please call the roll?
A viva voce roll call was taken which resulted as follows:

Yea: Mayor Donchess, Alderwoman Lu, Alderman Harriott-Gathright,
Alderwoman Kelly, Alderman Laws, Alderman O’Brien 6

Nay: 0
MOTION CARRIED

From: Kelly Parkinson, Purchasing Manager
Re: Purchase of MNVD Monocular Night Vision Devices utilizing 2019 Homeland Security Law
Enforcement Terrorism Prevention Activities (LETPA) Grant in the amount of $35,710

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND AWARD THE
PURCHASE OF MNVD MONOCULAR NIGHT VISION DEVICES IN THE AMOUNT OF $35,710 TO
MAXAVISION TECHNOLOGIES OF JUPITER, FL. FUNDING IS AVAILABLE THROUGH HOMELAND
SECUIRTY 2019 LAW ENFORCEMENT TERRORISM PREVENTION ACTIVITIES GRANT, BY ROLL CALL.
ON THE QUESTION

Mayor Donchess

And | believe Karen Smith is on here from the PD.

Karen Smith, Nashua Police Department

Karen Smith and | have Captain Fay to speak to the binoculars and any questions you might have.

Mayor Donchess

Could you just give us a brief overview of what, | know this is grant-funded, but what it is you are buying?

Finance Committee - 10/07/2020 Page 5

Captain Joseph Fay, Nashua Police Department

Good evening Mr. Mayor, we are intent on buying night vision devices, binocular type devices. As you know
most of the work is done, public safety and police work is done during the low light or nighttime hours so it is
important for us to have the capability to be able to see at night so we can do our work effectively. So that’s
kind of applied to both our search and rescue (inaudible) sets as well as our law enforcement you know,
(inaudible) sets. So night devices will be issues out to individual members of our team and it is going to
increase our ability to be able to see at night.

Mayor Donchess
Ok, any questions or comments?

Alderman Harriott-Gathright

Yes, can | have the spelling of the Captain’s last name? F-A-Y

Mayor Donchess

That’s just for the minutes.

Mayor Donchess

Alderman O’Brien.

Alderman O’Brien

Yeah, thank you. | just wondered if Captain Fay can answer a technical question. Of course | support this. |
think it will definitely enhance the safety of our officers, particularly working in a low light environment. But

having experience with the Fire Department, heat sensing cameras, | imagine this will pick up some of the
heat’s signature. But is it capable of looking through walls and different types of environments and everything?

Captain Fay

No these devices do not have a thermal capability. We do have a couple of thermal devices in inventory but
these ones in particular will not do that. It will be a much expensive device if we were to go with that option.
Some of the newer technology does include night vision technology with thermal technology blended together,
but it is extremely expensive.

Alderman O’Brien

Thank you for the explanation, thank you.

Captain Fay

You’re welcome.
Mayor Donchess
Anything else? Could the Clerk please call the roll?

A viva voce roll call was taken which resulted as follows:

Finance Committee - 10/07/2020 Page 6

Yea: Mayor Donchess, Alderwoman Lu, Alderman Harriott-Gathright,
Alderwoman Kelly, Alderman Laws, Alderman O’Brien 6

Nay: 0
MOTION CARRIED

UNFINISHED BUSINESS - None

NEW BUSINESS — RESOLUTIONS

R-20-076
Endorsers: Mayor Jim Donchess
Alderman Richard A. Dowd
Alderwoman-at-Large Shoshanna Kelly
Alderman Patricia Klee
Alderman Skip Cleaver
Alderman Thomas Lopez
Alderman-at-Large Michael B. O’Brien, Sr.
Alderman Linda Harriott-Gathright
Alderman-at-Large Lori Wilshire
AUTHORIZING AN ENERGY PERFORMANCE CONTRACT AND LEASE FINANCING
ARRANGEMENT

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO RECOMMEND FINAL PASSAGE, BY ROLL CALL.

Mayor Donchess

The members I’m sure are aware that this was the subject of last night’s public hearing and a rather extensive
explanation was given at that time. But basically this is authorizing the payment of lease payments, in order to
do a major energy saving project with the School Department at the two High Schools. The objective is to
convert to LED lighting and make a number of other energy efficiency measures at each High School. The
resulting savings will be about $460,000.00 a year. The engineering company that has designed this project is
guaranteeing the $460,000.00 of savings and will write a check to the City if that level of savings is not
achieved in any one or any number of years. But they are very confident that it will be for 60 or more. EEl,
who is the engineering company, has done extensive work with Manchester and other public bodies so they do
know what they are doing. The School Department, Shaun Smith, and Dan Donovan, and also Doria Brown,
Energy Manager have worked on this.

The lease payments will be $450,000.00 a year so the City would save at least $10,000.00 probably more. But
the reduction of the carbon footprint is considerable. This will save about 1,600 tons of carbon emissions
every year equivalent and Doria figured this out to be 340 something automobiles. The City, in terms of
automobiles and SUV’s only has about 80 which are used regularly and about 16 sort of back ups so it’s like
taking the City’s car and SUV fleet off the road several times over. It will be a big step to achieving the energy
goals that we have articulated of a 20% reduction in carbon emissions by 2025. | won’t go into more detail just
because | think a lot of you heard it last night. But! did have one question for Alderwoman Lu. You asked a
question about the interest rate and | actually answered it but then when | got through, | think that my speaker
was on mute, so | don’t know if you heard the answer great, if you didn’t | can answer it again. But | didn’t know
if you could hear that or not?

Alderwoman Lu

Yes, | heard you speak, yes.

Finance Committee - 10/07/2020 Page 7
Mayor Donchess

Ok because when | finished speaking, | looked and it was on mute and | wasn’t sure if it had been on mute.
Alderwoman Lu

No, you came through.

Mayor Donchess

Ok. Alright any other questions or comments? Yes, Alderwoman Lu.

Alderwoman Lu

| did have a — shortly after the meeting last night | sent a couple of questions and | haven’t heard back and it
sounds wonderful. There’s just one thing, when | read — when | looked through the paperwork there were
references to the energy performance contract but | didn’t see it, for instance on Page 138, it refers to the
energy performing contract and it says it is Exhibit C1. So | only saw the equipment lease purchase
agreement. That was my question that | sent last night.

| mean there were a couple of other things but they are not, you know. But the question | also had is | noticed
that if at some point we decide its better to buy because we’ve already got the assets installed, etc., but there’s

kind of a pre-payment penalty. And does anyone on the call know when that pre-payment penalty goes away.
| noticed that for several years, | only went 5 years and | saw that it’s about a $200,000.00 fee if you prepay it.

Mayor Donchess

The attorneys were on last night, there’s been extensive interchange regarding this contract. These are
questions, | don’t know who you wrote your question to, but these are certainly questions we can get
answered. But we would need to bring in the Legal Office to do that, which, of course, I’m glad to do but they
are not here tonight.

Alderwoman Lu

No that’s fine. | did include them on that so | will just wait for that answer.

Mayor Donchess

Alright, | will follow up with them and make sure they get back to you.

Alderwoman Lu

I’m sure they will. No problem.

Mayor Donchess

Any other questions or comments? Alderwoman Kelly?

Alderwoman Kelly

Yes, thank you. | wasn’t feeling well last night so | didn’t hear the full context of the conversation but | have
been following this closely as a member of the Energy Environment Committee and | am happy to see this
come forward. | would commend both the Mayor and Doria Brown for making our commitment to carbon
footprint reduction a reality with projects like this. So thank you.

Finance Committee - 10/07/2020 Page 8

Mayor Donchess

Thank you. Now | want to also say the School Department has been very important in this and we believe we
can work with them on a lot of other projects in various schools. So | think this is a big project, but hopefully
just the first. There’s a couple of smaller projects, but hopefully there will be a number of projects following up
from this.

Alderwoman Kelly

| look forward to it, thank you.

Mayor Donchess

Anyone else? Alright, could the Clerk please call the roll?
A viva voce roll call was taken which resulted as follows:

Yea: Mayor Donchess, Alderwoman Lu, Alderman Harriott-Gathright,
Alderwoman Kelly, Alderman Laws, Alderman O’Brien 6

Nay: 0
MOTION CARRIED

NEW BUSINESS — ORDINANCES - None

RECORD OF EXPENDITURES

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT THAT THE FINANCE COMMITTEE HAS COMPLIED
WITH THE CITY CHARTER AND ORDINANCES PERTAINING TO THE RECORD OF EXPENDITURES
FOR THE PERIOD FROM SEPTEMBER 11, 2020 TO OCTOBER 1, 2020, BY ROLL CALL

A viva voce roll call was taken which resulted as follows:

Yea: Alderwoman Lu, Alderman Harriott-Gathright, Alderwoman Kelly,
Alderman Laws, Alderman O’Brien, Mayor Donchess 6

Nay: 0
MOTION CARRIED

GENERAL DISCUSSION - None

PUBLIC COMMENT - None

REMARKS BY THE ALDERMEN - None

NON-PUBLIC SESSION - None

City of Nashua

Purchasing Department
Administrative Services Division (603) 589-3330
229 Main Street - Nashua, NH 03060 Fax (603) 594-3233

June 28, 2022
Memo #23-293

TO: Mayor Donchess
Finance Committee

SUBJECT: Ammunition and Supplies in the amount not to exceed $72,798.99 funded from 61121
Ammunition & Supplies/General Fund

Please see attached communications from Karen Smith, Buisiness Office Manager, dated June 23, 2022 for
project specific details related to this purchase. Below please find a summary of the purchase approval
request:

Item: Ammunition and Supplies
Value: not to exceed $72,798.99
Vendor: Eagle Point Gun/T.J. Morris & Sons

Department: 150 Police Department
Source Fund: 61121 Ammunition & Supplies/ General Fund

Ordinance: Pursuant to § 5-84 Special purchase procedures A/(3) Purchases which can be
procured through cooperative intergovernmental purchase agreements with
other governmental jurisdictions.

The Nashua Police Department, and the Purchasing Department respectfully request your approval of this
contract.

Regards,
Kelly Parkinson

Purchasing Manager

Ce: K Smith