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Finance Committee - 09/16/2020 Page 8
Alderwoman Lu

Ok, thank you.

Mayor Donchess

Any other questions/comments? Alderwoman Klee.
Alderman Klee

Thank you Mr. Mayor and thank you Alderwoman Lu for bringing up the ADA and the requirement, | think that
was a good point to make to the audience. Director Kleiner, | see that there is Fire Protection that’s going to
be changing and the HVAC you mentioned. Will the HVAC | am glad to see that we are going to try to do
energy efficiency, but would that also increase the recirculation and the air and therefore even help with the
virus. Will we be peaking it up sort to speak or will we be kind of replacing, the HVAC areas that we are talking
about here?

Director Kleiner

Good question Alderwoman Klee. We will be looking at the air circulation as it relates to the guidelines that
have been set forth. We know that as you are completing any building project now, the air circulation within
your building, our Public Health Department tells us all the time, that’s one of the most important things that
you can do. One of the reasons our duct work will need to be changed is there is a significant moving of walls.
There’s a creation of a new room outside of Assessing where a significant amount of our duct work on the
lower level. So those areas will all need to be looked at and have a redistribution.

Alderman Klee

Mr. Mayor | have a couple more questions.

Mayor Donchess

Yes?

Alderman Klee

Thank you so much. So relative to the fire protection, that would the same thing, we are going to be moving
walls and dong things like this, so we need to ensure that that is working safely and upgrade if necessary to
meet any kind of standards, is that correct?

Director Kleiner

That is correct.

Alderman Klee

Ok and then my next question is a little bit more to some of the e-mails and comments that we have received.
One of them was relative to a “kitchen” that was being put in and that it was kind of wasteful. But when | look
at everything | see that there’s possibly an upgrade to a break room (audio cuts out) with cabinetry and so on.

Is that again also to create social distancing or is that just because it happens to be near a space that we are
working on?

Finance Committee - 09/16/2020 Page 9
Director Kleiner

Great question. So there is a room by the City Clerk’s Office in-between City Clerk and Finance. That will be
made into a break room. There is currently very limited break room space in City Hall. It would be impossible
for our City Hall departments to socially distance with the current break room space that we have. There is
one small room in Motor Vehicles that serves all Motor Vehicle Staff and all Tax Staff. That in itself is a small
room with a significant amount of employees. HR, City Clerk, Finance, my office, there’s no room for them to
go into except for the room that is in the basement area and that is handled by the staff in Assessing,
Purchasing, Accounts payable. So unfortunately for social distancing purposes you have to create another
break space.

Alderman Klee

Thank you Director Kleiner, just one more comment Mr. Mayor. Thank you, Director Kleiner, | appreciate that.
Every place I’ve worked, we’ve always had a break room and it was to allow people to get away from their
desks without necessarily leaving the confines of the building which tend to increase longer breaks than they
would have expected, because it’s hard to come and go and so on. So | truly appreciate that you are doing

this, maintaining social distancing. | don’t believe it is a waste or extravaganza expense. So thank you for
keeping that in mind when you were all developing this plan. Thank you.

Mayor Donchess

Anyone else? Could the Clerk please call the roll?

Alderwoman Lu

I’m sorry Mr. Mayor, | thought of something else, if | could just ask.
Mayor Donchess

Yes.

Alderwoman Lu

Is it common or is it general practice at this point in time to install bullet proof protection? So | am concerned
about the cost of that.

Director Kleiner

So Mayor if | may. You know | was on a phone call today where someone that we were dealing with from
another City brought up a shooting that occurred in two different municipalities within New Hampshire. Is it
common these days? Yes, | would say it is common unfortunately and | find that unfortunate. But is our
responsibility to protect not only our employees, but our citizens at all times. You'll find this type of glass
installed in many different public areas, stores, banks, anything that has access to the public. So these days,
this is not unordinary and | do consider it a safety measure.

Alderwoman Lu

How expensive is it?

Finance Committee - 09/16/2020 Page 10
Director Kleiner

Relatively speaking, it is not that much more expensive than the alternative that we were given. But we felt
that it was necessary, it was adding somewhere around $30,000.00 to $40,000.00 overall in the project.

Alderwoman Lu

Ok, alright, thank you.

Alderwoman Kelly

Mr. Mayor, if | could.

Mayor Donchess

Alderwoman Kelly.

Alderwoman Kelly

Thank you, through you to Director Kleiner, | was just wondering if there any renovations being done to the
Aldermanic Chamber. | know we just renovated it and | know that some of the renovations were not COVID
friendly and | would love to eventually get back into our Chamber.

Director Kleiner

| would love you to be back in your Chamber. So to that point, the Chamber came out, in my opinion very well.
And I'd certainly like to thank our City Building Staff for that and that was DL King so we are very proud of that.
At this time, it does not include any modifications to the Chamber which would be somewhat difficult with the
limited space. We had difficulty fitting in the new counter areas for the horseshoe with the limited space that
you have within that room. We do have some modifications that will be coming, they are not directly connected
to this project, but some modifications to Room 208 in a future project so we can create some additional
meeting space. Meeting space within the City Hall Building is a challenge, it’s a challenge for City Staff as well
as outside organizations and we realize that.

Mayor Donchess
Anyone else? Could the Clerk please call the roll?
A viva voce roll call was taken which resulted as follows:

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

Nay: 0
MOTION CARRIED

Mayor Donchess

Now if you don’t mind, Director Tim Cummings is here on the third item. He’s got childcare duties tonight so he
has a young son, who needs fatherly care. So if we go to the third item which would be the snowplowing
contract?

Finance Committee - 09/16/2020 Page 11

From: Kelly Parkinson, Purchasing Manager
Re: Snow Plowing Contract FY21

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND APPROVE THE
EXTENSION FOR SNOW PLOWING AND OPTIONAL SAND/SALT TREATMENT AND SNOW REMOVAL
SERVICES IN THE AMOUNT NOT TO EXCEED $40,000 TO ACCURATE DIMENSIONS, LLC, OF
BEDFORD, NH, BY ROLL CALL.

ON THE QUESTION

Mayor Donchess

Mr. Cummings?

Tim Cummings, Director of Economic Development

Yes thank you Mr. Mayor; for the record Tim Cummings, Director of Economic Development. This is an annual
contract that you’ve seen in the past. A year or two ago we went out for an RFP, this is just following along
with that three-year contract where we are looking to amend it for its second year. The terms have not
changed from our previous awarding of the contract in any great manner. So we are just looking to get this
approved, so we can have our outside vendor in place for the snowfall season coming up this year.

Mayor Donchess

Questions or comments?

Alderwoman Kelly

| have a question. Thank you. I'll keep it short | Know you have fatherly duty. | just wanted to ask you if this
includes sidewalk snow removal?

Director Cummings

If | may, Mr. Mayor. So it wouldn’t be prohibited from it but that is not the main thrust of this contract; this
contract is for parking lots predominantly throughout the City. The City Staff itself does the sidewalks in certain
select areas in the downtown solely. But if needed be, could we call on the group to help us? The answer is
yes.

Alderwoman Kelly

I'd like to follow up. Thank you. Thanks for that answer, | know you guys all work hard, | definitely have heard
from downtown businesses that more snow removal especially on the sidewalks would be helpful. So I’m sure
we can talk about that at a different time. But! just wanted to ask if it was included in this contract. Thanks.

Mayor Donchess
Any other questions/comments? Alderwoman Lu.
Alderwoman Lu

Thank you. Did we get a credit from snow removal last year or is that just not the way these contracts are set
up, | would think it’s not.

Finance Committee - 09/16/2020 Page 12
Director Cummings

No these contracts are not set up so that we get a credit. We don’t the issue the money upfront.
Alderwoman Lu

We don’t pay the money up front, is that what you said/meant?

Director Cummings

Correct. There was no credit.

Alderwoman Lu

Right, but it’s a — this contract is for — it’s a flat fee?

Director Cummings

No.

Alderwoman Lu

Oh it’s not, | see.

Mayor Donchess

It’s up to a certain number, up to $40,000.00, it could be less, depending on snowfall.
Alderwoman Lu

Thank you.

Mayor Donchess

Anyone else? Alderwoman Harriott-Gathright, would you please call the roll?

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

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

Nay: 0
MOTION CARRIED

From: Kelly Parkinson, Purchasing Manager
Re: Transit Van Purchase

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND APPROVE THE
PURCHASE OF ONE (1) LOW FLOOR CUTAWAY VAN TO REPLACE A NASHUA TRANSIT VAN THAT
WAS TOTALED ON 4/30/20 IN THE AMOUNT OF $123,521 TO NEW ENGLAND WHEELS, INC. THIS
PURCHASE WILL BE FUNDED BY THE FY21 CERF ACCOUNT, BY ROLL CALL.

Finance Committee - 09/16/2020 Page 13
ON THE QUESTION

Mayor Donchess

| believe Ms. Deshaies is here on this? Or you Ms. Parkinson, | don’t know who is covering this?

Kelly Parkinson, Purchasing Manager

Yes it’s me, Ms. Marchant e-mailed and asked me to cover tonight for her on this.

Mayor Donchess

Ok, go ahead.

Ms. Parkinson

Sure, this is for a van that was totaled in April for the transit. It was reimbursed for $63,865.00 by Risk to the

Capital Reserve Fund. The balance was approved by the Budget Review on August 5". It’s a like for like
replacement.

Mayor Donchess

Questions? Alderman O’Brien.

Alderman O’Brien

Thank you, Mr. Mayor. | Know the answer because we have these situations that have occurred before. As
with anything else, you put a vehicle on the road, you can expect an accident to happen. But however | am
referring to an e-mail that | think all of us Aldermen have gotten by one concerned citizen that was basically, |
don’t know if it was accusatory, but the question was raised. And maybe they didn’t completely understand our
process. So! am going, for that particular person and to the general public, when we do have part of the City
equipment that is involve in an accident such as this and when it is appropriate, if we can get insurance money

that money, can you just reaffirm that that money does somehow travel back and get into CERF and replace
the cost to that particular item. I'll throw it out there if somebody can just verify that is our procedure.

Mayor Donchess

Well Ms. Deshaies is here from Risk but basically the amount that we can recover from insurance yes goes
into CERF but it doesn’t necessarily cover the entire cost of replacement, a new vehicle.

Alderman O’Brien

Well | am good thank you.

Mayor Donchess

In this case, | think we recovered $63,000.00 or something like that. What was the number, Ms. Deshaies?
Ms. Parkinson

| have it, it’s $63,865.00.

Finance Committee - 09/16/2020 Page 14
Mayor Donchess

That is what we recovered from the insurance carrier. Alright can the Clerk please call the roll?

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

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

Nay: 0
MOTION CARRIED

From: Kelly Parkinson, Purchasing Manager
Re: Monopole Tower & Foundation Installation

Mayor Donchess

And we have Mr. Mansfield who is going to address this Communications Tower.
Alderwoman Lu

| just thought I’d check in with you. Ok. Alright. (inaudible)

Bill Mansfield, Radio System Manager

Thank you, Mayor. Bill Mansfield, | am the Radio System Manager for the City of Nashua.

Mayor Donchess

Ms. Lu, we can hear you talking on the side.
Alderwoman Kelly
Sorry, was the Motion for the Records of Expenditures or the tower?

Alderman Harriott-Gathright

This is for expenditures, did | miss, that’s what my next one was and then we go into, well we do have other
stuff later, but that’s the way this is written and | am following the outline that was sent out today.

Alderwoman Kelly

Alderman Harriott-Gathright, maybe just because you went out of order, | think there was an additional piece of
business.

Alderman Harriott-Gathright

What?

Mayor Donchess

We have done Items 1, 2 and 3 at this point.

Finance Committee - 09/16/2020 Page 15

Alderman Harriott-Gathright

Alright, alright, | see, 1, 2, 3 oh | am sorry, should | read it now. You're right, you’re right. Ok.

MOTION BY ALDERMAN HARRIOTT- GATHRIGHT TO ACCEPT, PLACE ON FILE, AND AWARD THE
TOWER FOUNDATION AND INSTALLATION OF AN 88' MONOPOLE PUBLIC SAFETY
COMMUNICATIONS TOWER IN THE AMOUNT OF $109,970.00 TO GREEN MOUNTAIN
COMMUNICATIONS, BY ROLL CALL.

ON THE QUESTION

Mayor Donchess

Alright, Mr. Mansfield, now we are on the right item.
Mr. Mansfield

Bill Mansfield | am the (audio cuts out). A few weeks ago before the Finance Committee to purchase an 88
Monopole Tower and that was approved at that point in time. This tower, just to revisit the project for Kessler
Farm Drive to where our communications equipment on top of the water tank, owned by Pennichuck Water
Works and moving it on to a tower at that site. A few weeks ago, the Purchasing Department went out to bid
requesting bids from various vendors to basically construct the foundation of the tower and to put the tower
and the antenna mounts on the tower.

Last week we received three bids. One of them was from Nexxus, they were disqualified due to the fact that
they were missing documents in their bid. The next low bidder was Green Mountain Communications from
Pembroke, New Hampshire and they had a bid of $109,970.00 and that is to basically hammer the ledge that’s
up at that site, pour a foundation and then assemble and get the tower operational to include the light on top
which is required by the FAA.

The funding for this is going to be provided by City Wide Communications Capital Projects Account. | know that
was missing off another document, but this was pulled together kind of quickly and | apologize for that.

Mayor Donchess

Ok and maybe just fill people in on what the communications, what the tower will do for emergency
communication?

Mr. Mansfield

So currently the antennas for the all the public safety, radio communications as a matter of fact it’s not just
public safety, it’s all radio communications that are associated with the City. That is where the three tower
sites or one of the three sites that we have in the City. If we lose this particular site for any reason we would
lose a quadrant of the City’s radio communications. So that would involve Police, Fire, EMS, and it would also
include the Public Works Department, Sewer Department, anybody in the City that has a radio, would be
affected by this. It is important that we get the antennas off of this tower as soon as possible; I’m sorry — off
the water tanks as soon as possible so Pennichuck can continue with replacing the water tank at that site.
Does that answer your question, Mr. Mayor?

Mayor Donchess

Yeah | just wanted to make sure that | understand what this was all about. Any questions or comments?
Could the Clerk, please call the roll?

Finance Committee - 09/16/2020 Page 16
Alderman Klee

I’m sorry, Mr. Mayor, | think Alderman Dowd did have a comment.

Mayor Donchess

Oh Alderman Dowd, | didn’t see you. Sorry.

Alderman Dowd

Just real quick, all the other parts of the tower project have been approved and this is required by the City and
this is just for the foundation. So | recommend approving it.

Alderwoman Lu

Yeah, this is just for the foundation? This isn’t the whole thing.

Mr. Mansfield

No, we met if | may, Mayor.

Mayor Donchess

Please.

Mr. Mansfield

A few weeks ago we had already received approval for the tower manufacturing itself. This is just for
constructing the foundation for the tower and assembling the tower on site and having it ready to have the
antennas mounted on it.

Alderwoman Lu

So I’m sorry, what percentage of the total cost is this?

Mr. Mansfield

The total cost of the entire project?

Alderwoman Lu

Yeah | thought this was the total project. So if you could just help me understand what part of the total project
is this?

Mr. Mansfield
This would probably total about half the project.
Alderwoman Lu

Ok, thank you.

Tomorrow

Total Price Unit Price Total Price Unit Price Total Price Unit Price Total Price
$1,500.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00
$2,500.00 $0.00 $0.00 $0.00
$1,500.00 $0.00 $0.00 $0.00
$1,000.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00
$6,500.00 $0.00 $0.00 $0.00