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RESOLUTION:

PURPOSE:

SPONSOR(S):

COMMITTEE

ASSIGNMENT:

FISCAL NOTE:

LEGISLATIVE YEAR 2021

R-21-140

Authorizing the City of Nashua to enter into a contract with
the Town of Merrimack for transit services.

Mayor Jim Donchess

Finance Committee

This revenue contract provides local matching funds to the transit
operating grant.

ANALYSIS

This resolution authorizes the City of Nashua to enter into a contract with the Town of
Merrimack for transit services for the period of July 1, 2021through June 30, 2022.

Approved as to form:

Office of Corporation Counsel
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REPORT OF THE FINANCE COMMITTEE

MAY 5, 2021
A meeting of the Finance Committee was held on Wednesday, May 5, 2021, at 7:00 p.m. via teleconference.

Mayor Jim Donchess, Chairman, presided.

Mayor Donchess

As Chair 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 Governor's 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: 882 8540 8513 Passcode: 974493

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 anyone 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 7 members of the Finance Committee present: Alderman Patricia
Klee, 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

Also in Attendance: Alderman-at-Large Lori Wilshire
John Griffin, CFO/Comptroller
David Fredette, Treasurer/Tax Collector
Kim Kleiner, Administrative Services Director
Kelly Parkinson, Purchasing Manager
Sarah Marchant, Community Development Director
Captain Mederos, Nashua Police Department
Doria Brown, Energy Manager
Tim Cummings, Economic Development Director

Finance Committee - 05/05/2021 Page 2
ROLL CALL

Alderman Klee

| am here, | can hear the proceedings and | am alone in this room.

Alderwoman Lu

| am alone here and | can hear you.

Alderman Harriott-Gathright

The Clerk is present, | am alone and | can hear you.
Alderwoman Kelly

| am 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 and | am alone.

Mayor Donchess

Yes | am distancing as a result of the pandemic and | am alone in the room. Thank you Madam Clerk. We, of
course, have a quorum. Public Comment. Is there anybody who would like to address the Committee?

PUBLIC COMMENT - None

Alderman Harriott-Gathright

| would like to acknowledge that President Lori Wilshire is on board as well.
Mayor Donchess
Oh, OK. Thank you for doing that. Is there any other members? David Fredette, Kim Kleiner.

Alderman Harriott-Gathright

Yes John Griffin and Tim Cummings.
Mayor Donchess
Welcome Alderwoman Wilshire.

Alderman Harriott-Gathright

It’s quite a few.

Finance Committee - 05/05/2021 Page 3

COMMUNICATIONS

From: Kelly Parkinson, Purchasing Manager
Re: DMV Staffing/Online Appointment Management in the amount not to exceed $40,000 funded from
accounts 53452 Staffing Services

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND APPROVE THE
CONTINUED CONTRACT WITH THE LEDDY GROUP IN ASSISTING WITH THE ONLINE APPOINTMENT
SYSTEM FOR MOTOR VEHICLE REGISTRATION CUSTOMERS IN AN AMOUNT NOT TO EXCEED
$40,000 THROUGH JUNE 30, 2021. FUNDING WILL BE THROUGH DEPARTMENT: 126 FINANCIAL
SERVICES; FUND: 53452 STAFFING SERVICES, BY ROLL CALL.

ON THE QUESTION

Mayor Donchess

| believe Mr. Fredette is here on this, City Treasurer. David are you here on this one or is it Ms. Kleiner?

John Griffin, CFO

Mr. Mayor, this is John Griffin.

Mayor Donchess

Alright we’ve got Mr. Fredette and CFO Griffin. Go ahead, explain the item please?

David Fredette, City Treasurer

Well briefly, | could talk about it for half an hour, but briefly since March of 2020, not March of 2021 but 2020
through today | have had at least 2 to 4 employees out on medical or COVID-19 issues and | still have
employees out. I’ve needed some extra help to deal with emails, telephone calls and the appointment system.
We are seeing about 120 people a day and | need that extra help with the short-handedness with the people
that have some health issues, basically is the answer.

Mayor Donchess

OK. Questions or comments from the Committee or any members of the Board?

Alderwoman Lu

| have a question.

Mayor Donchess

Alderwoman Lu.

Alderwoman Lu

Thank you, Mr. Chairman. So in the past, you know, | don’t have my notes taken very well on my sheet of
paper here but over the last year, we have spent | think it was $24,000.00. But the end date on this staffing |

thought was June 30", 2021. So | am asking about why the addition that’s the end date is in two months is
close to what the original year was?

Finance Committee - 05/05/2021 Page 4
Mayor Donchess

Mr. Fredette.

Mr. Fredette

| am not sure | know the exact answer to that. | just know at one time we had two temp employees and right
now we just have one.

Mayor Donchess

But the question is $40,000.00 between now and the end of the year, that’s the question.
Mr. Griffin

Maybe | could answer it, Mr. Chairman. John Griffin, CFO.

Mayor Donchess
Yes, Mr. Griffin?

Mr. Griffin

As we all know, when we started the partial opening, we had a lot of our colleagues out front or out back |
guess handing out tickets to folks that wanted to register vehicles. It became obvious that we needed an
electronic means of signing up for appointments. So the first staffing person that worked with me created or
configured, whatever the right word is, the appointment system that we have today and that’s going very well.
That individual left for another opportunity and we subsequently got an individual to help us, most particular,
Deb Martel, who is the supervisor Motor Vehicles. And as David is indicating, coming off of a closed shop with
a partial opening, it took us awhile to catch up. So this particular expenditure began, | believe it was
August/September of 2020. It continues today and because of certain illnesses in the team and certain COVID
absences, we would respectfully request that we continue the relationship with the Leddy Group through June
30" of fiscal ’21. So we haven't spent all the money yet; we’ve spent a fair amount of it. We would like to
continue to do that staff augmentation. Hopefully that answers the question.

Mayor Donchess

Alderwoman Lu do you have any follow-up?
Alderwoman Lu

No, | don’t. Thank you for that answer.
Mayor Donchess

OK. Any other questions or comments?
Alderwoman Lu

| have another question if no one else does, sorry | just found it. So it is $40,000.00 that will be spent within 2
months is that correct?

Finance Committee - 05/05/2021 Page 5

Mr. Griffin

Maybe | misspoke. The $40,000.00 would be the total amount we’ve spent from last August until this June
30". We have spent pretty close to $25,000.00 that’s why we felt it important to come in and ask for Finance
Committee approval.

Alderwoman Lu

OK. | see and is it weekly.

Mr. Griffin

Yes, Mr. Chairman. It is weekly this person (audio cuts out) for approximately 40 hours a week, no benefits.
Mayor Donchess

You were breaking up there for a moment, could you try to repeat that.

Mr. Griffin

Sure. This is an hourly person, this is a staffing augmentation person. They get paid for hours worked, no

benefits. But these two people who have worked with us proved to be very helpful. Sorry if | am breaking up,
my internet is unstable at this point.

Mayor Donchess

Any follow up, any other questions.
Alderwoman Lu

Just a comment.

Mayor Donchess

OK go ahead.

Alderwoman Lu

| just remember that we had been talking about not doing any hiring and | wonder if this was actually sticking to
that. But thank you for your answers.

Mr. Griffin

You're welcome.

Mayor Donchess

Well you know, we’ve made exceptions where we have necessary people and this Automobile Registration

brings in what for the City? $16 million dollars a year; $17 million and so we got to make sure that all of this
gets done and the citizens have got to get their cars registered as well. So this is what it has taken. Alright,

well anyone else? If there isn’t, Madam Clerk, could you please call the roll?

Finance Committee - 05/05/2021 Page 6

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: City Hall Temporary Staffing in the amount not to exceed $33,000 funded from accounts 53452
Staffing Services

MOTION BY ALDERMAN HARRIOTT-GATHRIGHTTO ACCEPT, PLACE ON FILE, AND APPROVE THE
CONTINUED TEMPORARY STAFFING SERVICES TO ASSIST RESIDENTS WITH VERIFYING
APPOINTMENTS AND NAVIGATION OF THE CITY HALL DURING CONSTRUCTION WITH HW STAFFING
SOLUTIONS IN AN AMOUNT NOT TO EXCEED $33,000 THROUGH JUNE 30, 2021. FUNDING WILL BE
THROUGH DEPARTMENT: 111 HUMAN RESOURCES ADMINISTRATION; FUND: 53452 STAFFING
SERVICES, BY ROLL CALL.

ON THE QUESTION

Mayor Donchess
Alright. Mr. Griffin?

Kim Kleiner, Director of Administrative Services

Good evening Mayor.

Mayor Donchess

Oh is it Ms. Kleiner on this one.
Director Kleiner

It is following suit right after CFO Griffin and Mr. Fredette. Last fall around the same time period as CFO Griffin
was working on the appointment system, the Administrative Services Division and Risk Management decided
that we needed to have someone who could assist our residents that were coming into the building. As you
know, we were under construction and that certainly brings some liability when you are having residents
navigate the space. We also wanted to verify the appointments and assist Motor Vehicles. As we have
continued on, this position has done a number of other things such as give out information for the City Clerk’s
Office, assist individuals in how to navigate the City Web Site should they need to get additional information
and also schedule some appointments for Motor Vehicles if it was off in the future.

Now as we are looking to have other Departments join the appointment system and we are looking to have
more activity at City Hall, we would like to continue this temporary staffing service to what we call the “City
Greeter’. This is our second City Greeter who is actually in this role. The first City Greeter worked for quite a
few months for the City and eventually applied and was hired by the City in one our Departments. So that
worked out quite well. We are asking for through June 30" with a total amount not to exceed $33,000.00.

Finance Committee - 05/05/2021 Page 7

Mayor Donchess

OK thank you. Questions/comments? Anyone? Alright Madam Clerk, could you please call the roll?

Alderman Harriott-Gathright

Mayor, Alderwoman Lu has her hand up.

Mayor Donchess

Alderwoman Lu.

Alderwoman Lu

Thank you. | apologize | was having trouble finding the screen. Thank you for catching that. Again, | think it is
the way the Memo is written up. It says $33,000.00 weekly and | am just, | am sorry to have to ask, but we are
talking about $33,000.00 max between now and the end of June 30, 2021. Is that correct.

Director Kleiner

Yes, that is correct.

Alderwoman Lu

Thank you. | am all set.

Mayor Donchess

Alright, anyone else? Madam Clerk, then?

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

The next item is a Communication from me, Mayor Jim Donchess, it’s an informational item to advise you that the
lighting contract for the River has been amended to reduce the price by $9,500.00 roughly. Unless you have
questions | will go on to the next item.

From: Mayor Jim Donchess
Re: Change Order for Riverfront Lighting Change Order #1

There being no objection, Mayor Donchess accepted the communication and placed it on file.

Finance Committee - 05/05/2021 Page 8

Mayor Donchess

Next is also another informational item because we are just advising you of an amendment to the contract, the
scope of the contract regarding software because the net amount of the contract does not go up. They have
agreed to waive any additional amount. So they are going to be doing additional hours but not charging any
additional fees. So that, again, is an informational items and we could answer, I’m sure Ms. Kleiner could
answer any questions if you have any. But if not we will move to the next item.

From: Mayor Jim Donchess
Re: Change Order for Budgeting/Planning Software Implementation Change Order #1

There being no objection, Mayor Donchess accepted the communication and placed it on file.

From: Kelly Parkinson, Purchasing Manager

Re: Nashua Police Department HVAC Repair Project in the amount of $3,601,767 funded from accounts
81200 Buildings & Improvements

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

CONTRACTING SERVICES FOR THE NASHUA POLICE DEPARTMENT HVAC REPAIRS AND SYSTEM

UPGRADES TO TURNSTONE CONSTRUCTION IN THE AMOUNT OF $3,601,767. FUNDING WILL BE

THROUGH DEPARTMENT: 150 POLICE DEPARTMENT; FUND: 81200 BUILDINGS & IMPROVEMENTS,

BY ROLL CALL.

ON THE QUESTION

Mayor Donchess

There may be someone on from the PD here, if not | can handle it. Are you here on this?

Daniel Mederos, Captain Nashua Police Department.

Mr. Mayor, it is Captain Mederos with the Nashua PD.

Mayor Donchess

Alright, please Captain, go ahead.

Captain Mederos

Thank you Mayor and members of the committee. Just speaking on this, the contract before us stems from
our heating ventilation and air conditioning project that we started back in 2019 when we had an overall
assessment in inventory of our system, due to the failures and inefficiency. Obviously, we were recommended
to mostly a total upgrade which we went forth with, secured initial funding, was able to, based on the original
estimate, we were able to secure a design through (inaudible) & Associates. And moving forward from there,
the pandemic struck and held off on the design. By the time we were able to go to bid, which was this
February, where we became aware of 4 bids which one kind of ended up dropping out. We ended up after the
vetting process and going through Purchasing, Reference and Interviews with Turnstone Corporation for this
price of a $3,601,767. Unfortunately it was much higher than what was expected. We were able to go back to
budget and secure the additional funding and moving forward for our upgrade. Most of it is the overhaul of the
vintage 1971 original part of the building and then upgrading the secondary 2000 HVAC systems that we have
here at the Department.

Finance Committee - 05/05/2021 Page 9

Mayor Donchess

Alright. And | would simply add that the Police Building uses a lot of energy in part because of its antiquated
and about to break down HVAC System. So we think that once this can be replaced, certainly the system will
be much more dependable. But also we anticipate being able to save on energy costs although we cannot
quantify that. We will be able to report on that after the fact. But if you see this thing, it looks like it was built in
another era or something because it is like held together by chicken wire almost. So any questions or
comments on this from any members of the Committee. | don’t see anything, but | don’t see everyone either.
Alderwoman Wilshire.

Alderman Wilshire

Thank you Mayor, | just wanted to encourage the Finance Committee to support this. It is a long overdue
project and | think it will serve the City well in the long run. So thank you.

Mayor Donchess

Anyone else?

Alderwoman Kelly

Alderman Kelly?

Mayor Donchess

Alderwoman Kelly.

Alderwoman Kelly
| called myself Alderman kind of trip you up there. | just wanted to say that | appreciate the potential savings

with swapping this out for something more energy efficient. | Know that that is on our list of things we are trying
to do at the City so | appreciate this.

Mayor Donchess
Anyone else?

Alderman Harriott-Gathright

There is a hand up, Doria has her hand up.
Mayor Donchess
Who does?

Alderman Harriott-Gathright

Doria Brown.

Mayor Donchess

Doria are you here?