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Finance Committee — 09/15/2021 Page 8

Mayor Donchess

Yes.
Alderman Klee

Thank you. So if | heard you right, you said that you have to bring in consultants, and hire contractors, and so
on to come in when you have to do certain investigations could take a couple of days. So the money that you
would save off of that would equal and take care of this. So you have that already budgeted. Is that correct?
So you may not actually need any more money because you're not going to be using those services? Do |
understand that correctly?

Jim Testaverde, Deputy Police Chief

We have it budgeted under - we don't know what it's going to look like. When we have the average, it falls
under our investigative account. So if we had someone that needed the use of American Sign Language, we
would have to contract with a company. They would send the interpreter down and then, you know, they bill by
the minute, hour, half hour, what have you, and then we would end up spending that amount of money out of
our existing budget. We have been conducting these interpretations for decades and decades within our own
budget. To my knowledge, and I'm only going by my experience, | don't recall a time that we've come to City
Hall asking for more money for translation and interpreting services. We've always been able to manage it
within our own budget.

This grant - the plan is to increase what we've had and not just use it on a limited basis to increase it. So
you're having a Ward meeting and you contact us and say would it be possible to have an officer come by with
the app because | have someone from this country that could really benefit otherwise they're not going to be
able to attend the meeting meaningfully. Yes, we can do that. Chief Rhodes calls and says, would you guys
be able to come where we're at this incident and we're having trouble with an interpretation? Yes, of course,
we can do that and we want to increase that number as opposed to now if it's not directly a criminal
investigative matter, we might say, | don't have anyone that speaks that dialect or that language. Therefore, |
can't contract a company to come to your Ward meeting and | can't help you Chief Rnodes. Does that make
sense what I'm saying? | don't look at it as big of a concern because we're already doing this now with our
existing budget. That grant will allow us to do more. Without the grant, we’ll continue to do status quo. We'll
meet the needs of the city within the budget.

Alderman Klee

Yeah, yes and no. | feel like you've said that you're going to be able to handle it with within your budget
because you're already doing something of a different ilk kinda by contracting them out. | always look at that
we're not going to get the grant. We always hope to get the grant but | always look at it as not getting the
grant.

Jim Testaverde, Deputy Police Chief

Sure.

Alderman Klee

| will just this time hope we get the grant. Thank you.

Jim Testaverde, Deputy Police Chief

You're welcome Ma’am.

Mayor Donchess

Alderwoman Lu.

Alderwoman Lu

Thank you. When do you expect to hear about the grant or when is the grant being... ?
Jim Testaverde, Deputy Police Chief

End of October. We expect to hear by the end of October.

Finance Committee — 09/15/2021 Page 9

Alderwoman Lu

And your reduced trial time extends through... ?

Jim Testaverde, Deputy Police Chief

From the time that the contract is signed, we can immediately download the application and we can start using
it immediately. Once the contract goes through, we can start using immediately. So let's say sometime to
September until the end of October, you're talking about roughly, and I'm estimating, a four to five week period
maximum.

Alderwoman Lu

| see. Okay thank you.

Jim Testaverde, Deputy Police Chief

You're welcome.

Mayor Donchess

Do you have something?

Alderman Harriott-Gathright

Yeah.

Alderman Harriott-Gathright

Just a question just only because I'm just trying to understand this. When it says that the funding will be
mony theese 150 Police Department and it gives the fund number that means that there's already

Jim Testaverde, Deputy Police Chief

Yes. We already received different grants. If Karen Smith is still on, she can explain exactly what that account
is but | know you know that the amount of grants that we have there’s already something...

Alderman Harriott-Gathright

| know. | Know you guys you do a lot. | just want to make sure that you know because | think we're kind of
worried about where we're going to get the money from when you might already have the money. No?

Jim Testaverde, Deputy Police Chief

Not to do what we want to do. Again...

Alderman Harriott-Gathright

... [f you wanted though.

Jim Testaverde, Deputy Police Chief

I'm not coming here to ask for this program because for the past several years, we've been unable to
communicate with the community. I'm saying we would like this program and we apply for this grant because
we want to continue to attain this vision that the Chief has and that we support of a culturally effective
organization. There are many facets to it. This is just having a communication plan is one of about seven
facets that we're focusing on and this actually is a major step in the right direction of allowing us to do that.
Alderman Harriott-Gathright

Thank you.

Finance Committee — 09/15/2021 Page 10

Jim Testaverde, Deputy Police Chief

You're welcome.

Mayor Donchess

Alderwoman Kelly.

Alderwoman Kelly

Thank you. Thank you for your thorough, you know, explanation here. | do share some of the concerns
around do we get the grant? Do we don't get the grant? Does the grant come year after year or is it a one-
time grant and then you still have to find room in your budget? | don't want to add more administrative tasks
for people but | think | would feel better if in the beginning we had a little bit more like once a month what's
being happened because as we roll this out, you don't have the grant and you're not for how often your officers
are using It.

Jim Testaverde, Deputy Police Chief

Correct.

Alderwoman Kelly

So do have a plan to kind of keep your eyes on that.
Jim Testaverde, Deputy Police Chief

Yes. Until we understand the status of the funding through the grant, we are going to scrutinize when we use
it. We're going to use it in the most - | hate to use the word “dire” circumstances - knowing and, again, we're
talking dollars and cents. So we'll be blunt -knowing we're getting the most bang for our buck with this
program. That doesn't mean if we are in a situation or responding to a call where there is a language barrier
that we're going to say this is not worth using this application. Therefore we are going to just drive away.
We're going to continue to do exactly what we do today. We are going to contact emergency 911, other
agencies. We are going to find someone in the immediately that can assist us with that but because that can
be time consuming, there can be a time delay, this is something that we can...and again, | want to make sure
I'm wording this correctly. I'm not coming here saying we are having a problem communicating with our
residents and without this, we can't do our jobs. We're saying we're doing it. We can do it much better with
this application and the goal isn't let's communicate better. The goal is the culturally effective organization.
Again, | just say it's one of the facets. The reason | haven't gone through the others, and I'd be more than
happy to, is this is the out of the seven facets, this is the only one that applies to what I'm here for tonight. It's
it's a multifaceted approach to how to be more culturally effective.

Alderwoman Kelly

If | could respond?

Mayor Donchess
Yeah.

Alderwoman Kelly

Thank you and | applaud you for bringing this forward, especially knowing that the other police departments
who have used this and it's been effective and if it can help in situations where someone's unable to interact
because of a language barrier, I'm behind that. Just as a teenager who lived through when cell phone started
and a mom, I've seen the before we get unlimited all of a sudden, you're doing texts and you keep going oh
when you're paying per. So that is just the anxiety that | have is just making sure that you guys have the
effective tools to do this but we don't end up in a situation where we run up a lot of money in a month.

Jim Testaverde, Deputy Police Chief
| totally understand. I've seen over my career, I've seen some very staggering bills from translation services

for - and I'm talking not day to day these 43 minute - I'm talking about a three hour interview with a hearing
impaired person when we needed the services of American Sign Language and we're spending hundreds, and

Finance Committee — 09/15/2021 Page 11

hundreds, and hundreds and we will always do that. Without this, we're going to continue to do it because we
have an obligation.

Mayor Donchess

Alderwoman Lu.
Alderwoman Lu

Thank you. | just want to be sure | understood Alderwoman Gathright’s question. This has been charged to
other contracted services and you have funding, you have appropriations for that type of thing. | imagine that
other contracted services are typically somewhat unplanned, you know, that's why they're called other
contracted services. It's kind of a catch all. So | think that you do have funding for this in your budget. You
have some funding for it.

Jim Testaverde, Deputy Police Chief
We do not have...

Alderwoman Lu

This fund 55699.

Jim Testaverde, Deputy Police Chief
Yes.

Alderwoman Lu

It's called “Other Contracted Services”. So you know you have some funds there. I'm not saying that it would
necessarily cover it all.

Jim Testaverde, Deputy Police Chief

And that where I’m going. This approach and this idea is not something that was earmarked under those
funds. So | can't say no, there's not a cent within our budget to pay for any of this. I'm saying we would not be
able to accomplish what we're looking to accomplish with what we currently have because we didn't apply for a
grant for this. It didn't exist.

Alderman Klee

Mr. Mayor, Miss Smith has got her hand raised. | think she wants to add to the conversation.

Mayor Donchess
Miss Smith.

Karen Smith, Business Manager

Yes. Karen Smith. If | can just comment that the $2,500 and the $1,000 that we set aside is consider it like a
seed to the grant and yes Deputy Testaverde has mentioned that grants do look to see that initiative and that is
encouraged. Now | don't know if the grant would end up paying for the $2,500 or if that is something that's
kind of our investment in this. The budget will accommodate paying for the $2,500 and then we did put an
allotment of the $1,000 to bring us into the first quarter, if you will, of this program. After Finance, this is a
multi-year contract. It will need to go through the Board of Aldermen. So that timeframe is still going to, if this
is approved, going to take time. So we're probably going to be running right along nicely with hopefully the
approval from the grant program. Again, it's an appropriation so | don't even know if it's really considered a
grant but any funding that we could receive would definitely be something that we would need because the
amount of money that we have for this type of transcriptions is small - $ 2,500 and the $1,000 is about what
we're looking at for our budget program. We would definitely need the dollar amount that we're looking at for a
future program as the Deputy has explained is much greater than the parameters that we have for our working
budgets. Hope that helps.

Finance Committee — 09/15/2021 Page 12
Mayor Donchess

All right. Thank you very much.

MOTION CARRIED

Jim Testaverde, Deputy Police Chief

Thank you all have a great night.

From: Kelly Parkinson, Purchasing Manager
Re: Landfill Gas Expansion Phase III in the amount not to exceed $457,720 funded from accounts 81300
Machinery & Equipment (Solid Waste Department)

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE AND APPROVE A
CONTRACT WITH SCS FIELD SERVICES OF RESTON, VA, TO CONSTRUCT AN EXPANSION OF THE
LANDFILL GAS COLLECTION SYSTEM IN THE AMOUNT OF $457,720 PENDING BOND APPROVAL.
FUNDING WILL BE THROUGH DEPARTMENT 168 SOLID WASTE; FUND: BOND; ACTIVITY: LANDFILL
GAS SYSTEM EXPANSION

ON THE QUESTION
Mayor Donchess

And | believe we have Mr. Boucher here.

Jeff Lafleur, Superintendent of Solid Waste

It's Superintendent Jeff Lafleur Mayor. Sorry.

Mayor Donchess

Sorry.

Jeff Lafleur, Superintendent of Solid Waste

No, no, no problem. | know the waste throws people off. This this is an expansion of our gas expansion as it
says. We're going to extend our main header vacuum into the brand new Phase III landfill. It's going to also

include seven new horizontal gas collection wells and six leachate cleanout pipes to vacuum. This is part of
our operating plan and part of DES’s, you know, we have to do this per our operating plan.

Mayor Donchess

Questions, comments? So could you get in the truck behind you and just drive it away?
Jeff Lafleur, Superintendent of Solid Waste

I'd love to right now.

Mayor Donchess

All right. You could do a little demonstration for us right now.
Jeff Lafleur, Superintendent of Solid Waste

Right.

Mayor Donchess

All right. No questions that | see.

MOTION CARRIED

Finance Committee — 09/15/2021 Page 13

Jeff Lafleur, Superintendent of Solid Waste
Thank you all.

From: Kelly Parkinson, Purchasing Manager
Re: Engineering Consulting in the amount not to exceed $2,600,000 funded from accounts SFR Loan
(Engineering Department)

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE AND APPROVE THE
ENGINEERING CONSULTANT CONTRACT WITH HAZEN AND SAWYER OF MANCHESTER, NH, FOR
THE CMOM IMPLEMENTATION PHASE II IN AN AMOUNT NOT TO EXCEED $2,600,000. FUNDING WILL
BE THROUGH DEPARTMENT 169 WASTEWATER; FUND: SRF LOAN; ACTIVITY: CMOM PHASES II
(PENIDNG APPROVAL)

ON THE QUESTION

Mayor Donchess

Mr. Hudson is here on this.

Dan Hudson, Engineer

Thank you, Mr. Mayor. So this contract is for the CMOM program which stands for “Capacity Management and
Operation and Maintenance” and it has to do with our wastewater and stormwater system. We are required to
implement this plan as part of our permitting.

In 2018, the Hazen and Sawyer started this process. They develop the plan, we sought funding approval from
DES and it was split into two phases. The first phase $2.6 million. This phase $2.6 million. During the first
phase, we completed efforts such as completing CCTV inspection of pipes, identifying what needed to be fixed
and replaced. As part of that, we found 11 pipes needing full replacements, 76 locations where we had to
make point repairs, you know, pick up a pipe and fix just one spot, and we found 320 pipes that require the
lining which we did under a separate contract. In this arrangement, this firm kind of works as an extension of
our staff providing engineering support for the maintenance of these systems and it helped us do a number of
important things. So bringing forward the second phase for your review and consideration.

Mayor Donchess
Alderwoman Klee.
Alderman Klee

Yes, | don't actually have a question for Mr. Hudson. It was just clarification. When the Clerk read the dollar
amount, it should be $2,600,000 and that $2,000,600.

Mayor Donchess

Correction noted.

Alderman Klee

And I'm fine with what Mr. Hudson had to say.

Mayor Donchess

Anyone else? Oops, Alderwoman Lu.

Alderwoman Lu

Thank you. Mr. Hudson, who is the loan through? Who is the loan through?

Dan Hudson, Engineer

So the loan is with the State of New Hampshire actually. It's implemented through DES. We do work and then

Finance Committee — 09/15/2021 Page 14

close a loan and this loan currently is pending Governor and Council approval but it's on the list of DES’s
projects and we fully expect that to be approved in the near future.

Alderwoman Lu
And just a couple follow ups. Is this is this project contingent on getting the loan approved?

Dan Hudson, Engineer

Yes. That's how we drafted the motion and these loans are similar to if we were going to bond work, you
know, the benefit of this type of program which benefits the system over a long period of time is borne out over
time as part of the one a payment. So yes, this is contingent upon that being approved.

Alderwoman Lu

Do you happen to know the interest rate? It must be favorable?

Dan Hudson, Engineer

| don't happen to know it. Itis favorable. Yeah these loans are very, very competitive and that's why a lot of
communities including the Nashua pursue them.

Alderwoman Lu
I’m all set.

MOTION CARRIED

From: Kelly Parkinson, Purchasing Manager
Re: Water Pump Repairs in the amount not to exceed $43,541 funded from accounts 54487 Equipment
Repairs & Maintenance (Wastewater Department)

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE AND APPROVE THE
REBUILD OF A RAW WATER PUMP BY FIRST ELECTRIC MOTOR SERVICES, INC., OF WOBURN, MA,
IN THE AMOUNT OF $43,541. FUNDING WILL BE THROUGH DEPARTMENT 169 WASTEWATER; FUND:
WASTEWATER; ACCOUNT CLASSIFICATION: 54 PROPERTY

ON THE QUESTION

Mayor Donchess

All right now | think Mr. Boucher is up.

Dan Boucher, Wastewater Superintendent

Yes Mayor. Thank you. Dave Boucher, Wastewater Superintendent. This is the second of four wet weather
facility raw water pumps. Motors that were going to send out to rebuild, this one has been sent out. Went to
First Electric. What they do is they break it down, inspect it, make sure that it can be rebuilt, and this is the

quote for the rebuild which includes rewinding the stater, testing of it, all new seals, and new cables. They'll
also deliver it and then we'll have two more motors to go in this particular facility.

Mayor Donchess
Questions?

MOTION CARRIED

Finance Committee — 09/15/2021 Page 15

From: Kelly Parkinson, Purchasing Manager

Re: 2021 Paving Program: Arterial & Collector Roadways Change Order 1 in the amount not to exceed
$766,725 funded from accounts 81704 Paving Bond & 81700 Sewer Rehab Bond (Engineering
Department)

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE AND APPROVE A
CHANGE ORDER WITH SUNSHINE PAVING CORPORATION OF HUDSON, NH, IN AN AMOUNT NOT TO
EXCEED $766,725 FOR THE PAVING OF ADDITIONAL ROADWAYS. FUNDING WILL BE THROUGH
DEPARTMENT 160 ADMIN/ENGINEERING; FUND: BOND AND TRUST; ACTIVITY: PAVING;
DEPARTMENT 169 WASTEWATER; FUND: BOND; ACTIVITY: SEWER REHAB

ON THE QUESTION
Mayor Donchess

| think we’re back to Mr. Hudson.

Dan Hudson, Engineer

Yes, we are. Thank you, Mr. Mayor. So Sunshine Paving was the low bidder on both of our paving contracts
this year. We bid out an arterial and a residential contract. This is a proposed change order to the arterial
contract. As part of this year's paving program, as is the case, often there was a number of roads that we
couldn't complete for various reasons whether meaning finding out we needed utility work that we didn't expect
or other things like that. So this proposal was to add additional roads offsetting that over one mile that we
couldn't do with an additional 3.4 miles. This, as | said, that Sunshine is working through completing the
currently contracted work and when they meet certain milestones, then we will award this additional work for
these additional streets.

Mayor Donchess

Alderwoman Klee.
Alderman Klee

Thank you. So the question that | have is that you said that there were some roads that we were unable to do
because of utility work and so on. Does that mean that that list that sits on the site there are going to be some
streets that will not get done? And if so, is it possible for us to get a list of those so we can talk to the
constituents that have been watching that list to see their road paved.

Dan Hudson, Engineer

Yes, absolutely. We will amend or post a deferred list and it's not that those won't be done in the near future,
it's just for whatever reason we ran into a hiccups so they couldn't be done, you know, promptly this year. So
yeah, we will provide that that information.

Unfortunately, you know, we do our best planning we can but there's always changes. There's always roads
that get deferred and so those people are disappointed but then we add roads where people weren't expecting
it and so they're happy and benefit from it. So it's always an evolving thing but yes, we will make public those
roads that need to be deferred.

Alderman Klee

Just one more thing. And | truly appreciate that. | thank you very much but | think all of us as Aldermen have

heard this. Why are they doing this road over that road? | have the answers to those questions that that's not
a problem. It's just that when people see that their road is on there and they get that excitement. So | think as
an Alderman, | truly appreciate the heads up so we can kind of counteract it before that phone call comes. So
thank you very much.

Dan Hudson, Engineer

You're welcome. Thank you.

Finance Committee — 09/15/2021 Page 16

Mayor Donchess

Alderwoman Lu.
Alderwoman Lu
Is this coming out of Streets or...?

Dan Hudson, Engineer

So this is funding that's already been bonded. It's out of the payment bond. So it's funding that's remaining
that's previously been authorized.

Alderwoman Lu

Oh, it's all bond?

Dan Hudson, Engineer

Yeah. It's all previously authorized bond money.
Alderwoman Lu

Thanks.

Dan Hudson, Engineer

And | should know that we will be coming soon. We're five years into what was a vision as a 10 year paving
program. So we will be back. This is our final year of this paving program or the fifth year of the bonding that
we secured. So we will be back in the near future seeking future funding for the program.

Mayor Donchess
All right.
MOTION CARRIED

From: Kelly Parkinson, Purchasing Manager
Re: Postage Machine lease in the amount not to exceed $6,000.60 funded from accounts 55607 Postage &
Delivery (Library)

MOTION BY ALDERMAN HARRIOT-GATHRIGHT TO ACCEPT, PLACE ON FILE AND APPROVE THE
REQUEST TO ENTER INTO A NEW POSTAGE METER LEASE AGREEMENT WITH PITNEY BOWES FOR
FISCAL YEARS 2022 THROUGH 2024 IN AN AMOUNT NOT TO EXCEED $6,000.30. FUNDING WILL BE
THROUGH DEPARTMENT 179 LIBRARY; FUND: 55607 POSTAGE AND DELIVERY

ON THE QUESTION

Mayor Donchess

Ms. Parkinson are you on?

Kelly Parkinson, Purchasing Manager
Yes | am.

Mayor Donchess

Okay. This was for the Library, right?
Kelly Parkinson, Purchasing Manager

It is for the Library. It's a replacement postage meter for their existing meter that came up for renewal. So
rather than renew the old equipment, | got a new lease like for like for an additional five years.

Finance Committee — 09/15/2021 Page 17

Mayor Donchess
Anyone?

MOTION CARRIED

From: Kelly Parkinson, Purchasing Manager
Re: Change Order for Public Health Renovation

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

There being no objection, Mayor Donchess suspended the rules to allow for a communication received
after the agenda was prepared.

From: Kelly Parkinson, Purchasing Manager
Re: Ford Police Interceptor Vehicles in the amount not to exceed $186,084 funded from accounts 81500
Vehicles/FY20 & FY22 CERF

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE AND APPROVE THE
REQUEST TO REPLACE FOUR (4) MARKED VEHICLES WITH THE 2022 FORD POLICE INTERCEPTOR
UTILITY VEHICLES WITH MHQ, INC., IN AN AMOUNT NOT TO EXCEED $186,084. FUNDING WILL BE
THROUGH DEPARTMENT 150 POLICE DEPARTMENT; FUND: 81500 VEHICLES/FY20 AND FY22 CERF
REPLACEMENT SCHEDULES

ON THE QUESTION

Mayor Donchess

Ms. Smith or someone from the PD? Now|! don't have that. That's that wasn't - | didn't get it. They didn’t put it
on the desk here. But that is accepted under suspension of the rules. But is there someone from the PD still
on?

Karen Smith, Business Manager

| am here Mr. Mayor. Brian Sojka. He may not be here, but | can help you.
Mayor Donchess

Yeah, just give us a brief explanation.

Brian Sojka, Fleet Maintenance Manager

| am sorry. | am here.

Mayor Donchess

Okay.

Karen Smith, Business Manager

Yes, Brian can answer anything technical you might have. Brian, you want give a description?
Brian Sojka, Fleet Maintenance Manager

Yes. We're going to be replacing four marked patrol vehicles. Two of them are Ford Crown Victorias and two
of them are Ford Utilities. This is going to include the vehicle and all the new equipment because we're