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Finance Committee - 04/15/2020 Page 3

ON THE QUESTION

Mayor Donchess

Alright we did cover this last night but | believe Mr. Hudson is on to explain, if anybody has any questions. Is Mr. Hudson
on?

Dan Hudson, City Engineer

Thank you, Mr. Mayor. So this is a higher actually the work of an existing consultant that does our testing, quality
assurance testing for the paving program. That’s to make sure that we are getting the specified products and that they are
being installed correctly and to spec. So this work that we need done and it is a specialized service and we are asking to
add on to their existing contract.

Mayor Donchess
Discussion? Could the Clerk please call the roll?
Alderwoman Lu

Excuse me, | did have a question. | missed the discussion so | will vote yes. | just wanted to make sure | could be heard,
you got my vote, yes.

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

Mayor Donchess

This morning | was at one of these meetings and the echo was so severe that it was almost like we were underwater.

From: Bruce Codagnone, IT Director
Re: Annual Software Maintenance

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND AUTHORIZE THE ANNUAL
SOFTWARE MAINTENANCE REQUIRED FOR THE CONTINUED OPERATION OF THE LAWSON APPLICATION BY
ROLL CALL

ON THE QUESTION

Mayor Donchess

| believe either Ms. Kleiner or Mr. Cadognone is on this? This is the annual software maintenance contract for the main
software package.

Kim Kleiner, Administrative Services Director

Yes Mr. Mayor this is Kim Kleiner.

Mayor Donchess

Can you speak to this briefly?

Finance Committee - 04/15/2020 Page 4

Kim Kleiner, Administrative Services Director

Yes certainly. So Lawson is our main software package and it includes all of our financials, all of our purchasing as well
as several administrative functions. This is an annual maintenance cost that before has not always been brought to the
Board, but because of the amount we thought it would forthwith to bring it forward.

Mayor Donchess

Are there any questions? Would the Clerk please call the roll?
Alderwoman Lu

Can you hear me?

Alderman Harriott-Gathright

What is your vote Alderwoman Lu?

Alderwoman Lu

| don’t even know what we are voting on. | saw you couldn't hear me and I’ve been trying to fix my phone.
Mayor Donchess

Well we are voting on Item #2 which is the annual software maintenance.
Alderwoman Lu

Yes.

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: Kim Kleiner, Director of Administrative Services
Re: D.L. King & Associates, Chamber Renovations, Change Order

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND AUTHORIZE THE CHANGE
ORDER FOR CHAMBER RENOVATIONS IN THE AMOUNT OF $12,358.06 FROM D.L. KING & ASSOCIATES BY
ROLL CALL

ON THE QUESTION

Mayor Donchess

Ms. Kleiner is here to update us on this change order.

Kim Kleiner, Administrative Services Director

Good evening Mr. Mayor. So we have had a number of change orders that have come through at the beginning, it had
been estimated in putting drawers on the sides of the desks for the mayor and for Legal Counsel that had side drawers.
One they were installed, we noticed the limited leg room, so we asked for those to be altered. Additionally, we had some
change orders for some additional rugs that needed to be done, additional outlets that needed to be installed and a table
in the back that is normally used for the news media.

Finance Committee - 04/15/2020 Page 5

Mayor Donchess

Any questions or discussion.

Alderman Harriott-Gathright

Alderwoman Lu had a question, | don’t know if she is having problems again.
Alderwoman Lu
Its ok, | am all set | just wanted to know what it was for, thank you.

Alderwoman Kelly

| have a question. Perhaps | missed it in the packet but was there a number involved with the change orders? It just
doesn’t have it in the ....

Alderman Harriott-Gathright

The financial? The $12,358.06.

Alderwoman Kelly

Thank you.

Mayor Donchess

Alright, | think we are partially through the roll, if not could we start again?

Alderman Harriott-Gathright

Yes.
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: Dan Kooken, Purchasing Manager
Re: FY21 Unleaded Fuel Contract — City of Nashua (Value Estimated $337,986), Department: 186
Transportation; Fund: Various Department’s General Funds and Grant Funds

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND AWARD THE FY21
UNLEADED FUEL CONTRACT — CITY OF NASHUA - IN THE AMOUNT OF $337,986 TO GLOBAL MONTELLO
GROUP CORP. FUNDS ARE AVAILABLE IN DEPARTMENT 186 TRANSPORTATION; FUND: VARIOUS
DEPARTMENT’S GENERAL FUNDS AND GRANT FUNDS, BY ROLL CALL

ON THE QUESTION

Mayor Donchess

Director Marchant is here on this, correct?

Finance Committee - 04/15/2020 Page 6

Sarah Marchant, Community Development Division Director
Correct, thank you. So the FTA dollars that are associated with the Transit Funds require us to go out to bid for unleaded

fuel. We went back out to bid this spring and this contract came in as the lowest bidder. But the fuel used here will be
used for all different departments.

Mayor Donchess

Because the FTA requires bidding, to bid on everything together right?
Sarah Marchant, Community Development Division Director

Correct.

Mayor Donchess

Questions?

Alderman Laws

| have a question Mayor. Forgive me for even asking but | mean fuel costs have gone down so much in recent weeks. Is
this priced into this contract we are getting?

Sarah Marchant, Community Development Division Director

There is a provision that we added into the contracts so that if they were to drop that we could still take advantage of the
drop.

Alderman Laws

Excellent thank you.

Mayor Donchess

Further discussion? Would the Clerk 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: Dan Kooken, Purchasing Manager

Re: Contract for Professional Services with Property Valuation Advisors (Value: $35,000) Department: 132
Assessing; Fund: General Fund — Overlay

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND AWARD THE CONTRACT

FOR PROFESSIONAL SERVICES FOR CONSULATION AND APPRAISAL SERVICES IN THE AMOUNT OF $35,000

WITH STEPHEN TRAUB OF PROPERTY VALUATION ADVISORS. FUNDS ARE AVAILABLE IN DEPARTMENT 132
ASSESSING; FUND: GENERAL FUND — OVERLAY, BY ROLL CALL

ON THE QUESTION

Mayor Donchess

Alright, | believe Ms. Kleiner is here on this.

Finance Committee - 04/15/2020 Page 7

Kim Kleiner, Administrative Services Director

Good evening Mayor. This contract actually went through Legal Department. As many of you know, the Legal
Department handles many of our appeals that go to either the Board of Tax & Land Appeals or to the Superior Court. Mr.
Traub is a very well-known expert especially when it comes to the valuing of commercial properties and he is working with
our Legal Counsel on those appeals.

Mayor Donchess
Questions? Anything. Could you please call the roll Madam Clerk?
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: Dan Kooken, Purchasing Manager

Re: Contract for Aquatic Invasive Species Control and Management (Value $91,567) Department: 181 Community
Development; Funds: General $22,547 and Grant $35,196; 177 Parks & Recreation; Fund: Trust $33,824

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND AWARD THE CONTRACT

FOR AQUATIC INVASIVE SPECIES CONTROL AND MANAGEMENT IN THE AMOUNT OF $91,567 TO SOLITUDE

LAKE MANAGEMENT. FUNDS ARE AVAILABE IN DEPARTMENT: 181 COMMUNITY DEVELOPMENT; FUNDS:

GENERAL $22,547 AND GRANT $35,196; 177 PARK & RECREATION; FUND: TRUST $33,824, BY ROLL CALL

ON THE QUESTION

Mayor Donchess

| think | saw Ms. Chisholm here, is that correct?

Deb Chisholm, Environmental Scientist(Waterways Manager

| am here.

Mayor Donchess

Welcome to our virtual meeting.

Deb Chisholm, Environmental Scientist/(Waterways Manager

Thank you.
Mayor Donchess
Can you give us ... it’s pretty self-explanatory.

Deb Chisholm, Environmental Scientist/(Waterways Manager

It’s pretty self-explanatory. It is something that we do every year. We hire a contractor, Solitude, to go out and spray
herbicides over the Nashua River north of the Mine Falls Dam. This year we are doing the Mill Pond behind DPW and the
Conway Arena and we are doing the canal.

(Phone Ringing)

w MELANSON

Accounting principles generally accepted in the United States of America, (U.S. GAAP,) as
promulgated by the Governmental Accounting Standards Board (GASB) require that
management’s discussion and analysis (MD&A), the budgetary comparison for the general fund
and major special revenue funds, and various pension and other post-employment benefits
(OPEB) schedules, be presented to supplement the basic financial statements. Such information,
although not a part of the basic financial statements, is required by the Governmental Accounting
Standards Board, who considers it to be an essential part of financial reporting for placing the basic
financial statements in an appropriate operational, economic, or historical context. As part of our
engagement, we will apply certain limited procedures to the required supplementary information
(RSI) in accordance with auditing standards generally accepted in the United States of America,
(GAAS). These limited procedures will consist primarily of inquiries of management regarding their
methods of measurement and presentation, and comparing the information for consistency with
management’s responses to our inquiries. We will not express an opinion or provide any form of
assurance on the RSI.

Supplementary information other than RSI will accompany the City’s basic financial statements.
Such information, which is the responsibility of management, will be subject to the auditing
procedures applied in our audit of the basic financial statements and certain additional
procedures, including comparing and reconciling the supplementary information to the
underlying accounting and other records used to prepare the financial statements or to the
financial statements themselves, and additional procedures in accordance with auditing
standards generally accepted in the United States of America. We intend to provide an opinion
on the supplementary information in relation to the financial statements as a whole.

Also, the document we submit to you will include the following other additional information that
will not be subjected to the auditing procedures applied in our audit of the financial statements:

e Introductory Section

e Statistical Section
Auditor Responsibilities

We will conduct our audit(s) in accordance with GAAS, the standards applicable to financial audits
contained in Government Auditing Standards, issued by the Comptroller General of the United
States of America; the audit requirements of Title 2 U.S. Code of Federal Regulations (CFR) Part
200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal
Awards (Uniform Guidance). As part of an audit in accordance with those standards, we exercise
professional judgment and maintain professional skepticism throughout the audit. We also:

e Identify and assess the risks of material misstatement of the financial statements, whether
due to fraud or error, design and perform audit procedures responsive to those risks, and

800.282.2440 | melansoncpas.com

Finance Committee - 04/15/2020 Page 8

Alderwoman Harriott-Gathright
| am trying, sorry.
Deb Chisholm, Environmental Scientist/(Waterways Manager

We do the Mill Pond and the Canal every other year; we do the Nashua River every year. So far, we have been doing
Sandy Pond every year as well. So all three of those locations will be done fairly simultaneously this summer.

Mayor Donchess

Questions or discussion?

Alderman Klee

| have a question Mr. Mayor. You said that you do the Mill Pond and the Nashua Canal every other year. Is this keeping
it under control by doing that? And you said some other ones you are doing every year. Is this contract, does that include
all of those plus the Mill Pond and the Nashua Canal right? That’s what | am seeing, the Nashua Canal?

Deb Chisholm, Environmental Scientist(WVaterways Manager

Correct. This contract includes all three of those locations. We evaluate at the end of each season; we evaluate what we
are going to need for the following season. And so far, doing the Mill Pond and the Canal every other year seems to be
working. If it doesn’t seem like it is working then we can try to switch it to being an annual basis.

Alderman Klee

Thank you very much.

Deb Chisholm, Environmental Scientist(WVaterways Manager

You’re welcome.

Alderman O’Brien

Mr. Mayor, may | speak.

Mayor Donchess

Of course.

Alderman O’Brien

Ok, Ms. Chisolm, perhaps maybe it would help the rest to explain, we may eradicate or temporarily eradicate one
particular species such as the water chestnut, but then we may groom for another invasive species to come in and
repopulate that particular zone. This is why we suggest to people to good boating practices, not to bring these
contaminated species into our waterways, but we are kind of passed that. But this kind of a never-ending battle to try to
mitigate this, to save our waterways. If you want to enlighten a little bit more on that?

Ms. Chisholm

Well you are right Alderman O’Brien, it is really a maintenance thing and it is something that we will be doing every year,
forever. And you are right about the water chestnuts, the water chestnuts we don’t necessarily treat with an herbicide, we
did have mechanical harvesting going on a few years ago. That took out most of the water chestnuts. We now have a
volunteer group that goes out; we team up with the Nashua River Watershed Association and get volunteers to go out. |
think we are scheduled hopefully, fingers crossed, we are scheduled to go out in July with two groups to pull them by

hand, which | will let you all know when that is happening and you are all welcome to join us to see how the invasive
species eradication actually works.

Finance Committee - 04/15/2020 Page 9

Alderman Laws

Mr. Mayor I’ve got a question. | am just going to go ahead. Ms. Chisholm, it might be a ridiculous question, but the fact
that we are doing this in perpetuity, and that | mean it does cost a significant amount of money. Is there a job opportunity
that we could hire someone on full-time and thereby save the City some money by paying a contractor to do this?

Deb Chisholm, Environmental Scientist/(Waterways Manager

Well the reason that we hire the contractor on is that the spraying of the herbicides, whether it is aquatic or land-based,
has to be done by a licensed professional. This particular company is the only one that is available to this for us, that is
why we are sole sourcing it to Solitude. So they have extensive knowledge. You know, could we hire somebody on, |
suppose that we could. We've been very successful with getting grant money from the State. | see some familiar faces
who were at the Human Affairs Committee Meeting when we accepted the grant money. We got about $35,000.00 which
was about maybe 40% of what our total cost is, is being paid by the State. So we were able to get some grant money,
this year we got some grant money, last year, so the Invasive Species Group at the NH DES has been very good about
helping us out with this program.

But | suppose if you were that interested in actually hiring somebody on, that is a possibility. But | think with the way
things change up there as Alderman O’Brien had referenced that there are different species out there, you would have to
be very specific about who wanted to hire on, somebody that was very knowledgeable about the different types of
invasive species and what is the best herbicide to use on them.

Alderman Laws

My fiancé is available and she can’t keep grass alive, so you just let me know. I'll sublet her out to you. Thank you very
much for your answer.

Deb Chisholm, Environmental Scientist/(Waterways Manager

Well you can tell her she’s welcome to come and do the water chestnut pulling in July.
Alderman Laws

Certainly.

Mayor Donchess

Any other discussion? Would the Clerk please call the roll?

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

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

Nay: 0
MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: 2019 CIPP Program - Change Order 2 (Value: $1,500,000) Department: 169 Wastewater; Fund: Bond

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND APPROVE THE 2019 CIPP
LINING PROJECT — CHANGE ORDER 2 IN THE AMOUNT OF $1,500,000 TO KENYON PIPELINE INSPECTION.
FUNDS ARE AVAILABLE IN DEPARTMENT: 169 WASTEWATER; FUND: BOND, BY ROLL CALL

ON THE QUESTION

Mayor Donchess

Mr. Hudson.

Finance Committee - 04/15/2020 Page 10

Dan Hudson, City Engineer

Thank you, Mr. Mayor. So in 2019 we have been at this work, this is our pipe inspection and lining program for sewer
pipes, important work. We are looking at and evaluating sewer pipes that haven’t been looked at in maybe 100 years and
finding problems and fixing them before they become bigger problems where we have sink holes and things like that to

deal with. So it has been a successful program. Kenyon has done what we feel to be a good job and they have agreed to
hold their °19 pricing. So we are asking to expend their contract to continue work in 2020.

Mayor Donchess

We would get about 10 miles of it, is that right? 10 miles of sewer lining?

Dan Hudson, City Engineer

Yes, that’s correct. To date we have inspected about 27% of the City’s 313 miles of sewer system, this will help us

continue that work and you know, the downtown areas, the older sewers But this is, as | said, we feel as though this is a
good program and is going well and we want to continue that.

Mayor Donchess

Questions or comments?

Alderman Klee

| have a question Mr. Mayor. Mr. Hudson, this is in addition to the current sewage project that’s going on. So for instance
| Know they are going to be doing a big job on Orange Street. This would be in addition to what we have already been
planning for this year?

Dan Hudson, City Engineer

Yes, so we do two things in parallel. This program is a video inspection and lining, where it is a no-dig project. That other
work, we are actually digging up and replacing pipe. So that work is much more invasive, whenever we can, it is in the
City’s best long-term interest to line pipes because it is much more cost-effective. So we are trying to do as much of this
lining as we can to get ahead of things. But that other work needs to be done and we are doing it in parallel.

Alderman Klee

Thank you.

Alderwoman Lu

| have a question. Thank you. Mr. Hudson, do our employees perform this work?

Dan Hudson, City Engineer

So we work hand-in-hand. We actually have three different entities that are doing video inspection around the City. We
do some in-house through our forces. We have other inspection folks that are working through our engineering
consultants. This contract, these folks, Kenyon, is working directly with us. They are the ones doing the work. The
others are doing inspection and cleaning work. But yeah, we work hand-in-hand with them. Everyday they are out
working on pipes and we are monitoring that, we are working closely with them. When they give us video, we assess it,
see what needs to be repaired and work together on getting that done.

Alderwoman Lu

It is my understanding that he lining process is a little controversial and that there are questions about the safety of the
process for the people, well definitely for the people who are doing that. Can you talk to that point?

Finance Committee - 04/15/2020 Page 11

Dan Hudson, City Engineer

| am not the best resource for that, | am sure there is a lot of information online and we could probably provide information
about that. It is a process that is done routinely, you know, throughout the whole country and the world. So it’s not like
we are doing something that nobody else is doing. It is a pretty standardized process at this point. | can certainly provide
additional information about that if folks are interested.

Alderwoman Lu

Well how long have we been including this process in our streets program?

Dan Hudson, City Engineer

We have been doing some lining going back as far as 2004 from our records. But we certainly have ramped our efforts
over the last year and then this year will be another big effort. So we are definitely ramping up to try to catch those pipes
before they become bigger problems.

Alderwoman Lu

Is there any danger to you know pedestrians walking by?

Dan Hudson, City Engineer

| don’t believe there is, like | said, we can get some additional data, product data and what not if that is of interest to
people. But again, (inaudible) around as much as possible when people are working regardless of the type of work. But
no, it is a standard process and it is done lots of other places as well.

Alderwoman Lu

Well thank you. Feel free to forward me any you know further information. | have a couple of people in my Ward who
have expressed concern about it. So, thank you.

Dan Hudson, City Engineer

Yeah, | know one of the parts here is you do see like steam because they have to heat the liners up so people will see
things coming out of the pipe. That doesn’t mean that that’s necessarily dangerous, it is just part of the work that they do.

Alderwoman Lu
Oh no, I’m sure the steam doesn’t. Thank you.

Alderwoman Kelly

Mr. Mayor | have a question. This is actually more about the way that we are approaching it, not necessarily the need to
update the sewers because | know they are very old. But you know the last program we authorized, we went through and
then from the notes it seems like we realized that there was more deterioration. So at what point does it stop being a
change order and we look at and evaluate it as a larger program?

Dan Hudson, City Engineer

Do you want me to address that Mr. Mayor?

Mayor Donchess

Yes.

Dan Hudson, City Engineer

| think we are actually finding fewer pipes that need lining then we anticipated. Brick sewers especially are in pretty good
shape and that is surprising because those go back to the 1800’s. | guess, you know, they did a good job back then.