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Finance Committee - 03/17/2021 Page 11

From: Kelly Parkinson, Purchasing Manager
Re: Landfill Gas Expansion Engineering in the amount of $27,800 funded from Account Bond: Landfill Gas
Expansion

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND AWARD THE
CONTRACT WITH SANBORN HEAD & ASSOCIATES, INC. (SHA) CQA AND ENGINEERING SUPPORT
SERVICES TO PROVIDE ENGINEERING SUPPORT AND CQA SERVICES DURING CONSTRUCTION OF
THE LANDFILL GAS COLLECTION SYSTEM EXPANSION THAT ADDRESSED FUGITIVE METHANE
EMISSIONS ALONG THE CONCRETE BLOCK RESIDENTIAL SETBACK WALLS IN THE PHASE Il
LANDFILL IN THE AMOUNT OF $27,800. FUNDING WILL BE THROUGH DEPARTMENT 168 SOLID
WASTE; FUND: BOND; ACTIVITY: LANDFILL GAS EXPANSION, BY ROLL CALL.

ON THE QUESTION

Mayor Donchess

Yes and Mr. LaFleur who is the Superintendent of the Landfill is here to explain this?

Jeff LaFleur, Superintendent of Solid Waste

Thank you Mayor. Yes this is for the engineering services just as was stated for the gas expansion along our
setback barrier wall. This will be needed to eliminate or reduce the amount of emissions given off by our
landfill to satisfy our permit with New Hampshire DES.

Mayor Donchess

Anyone with questions or comments? Madam Clerk, could you 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: Kelly Parkinson, Purchasing Manager
Re: Landfill Gas Expansion Construction in the amount of $406,860 funded from Account Bond: Landfill
Gas Expansion

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND AWARD THE
CONTRACT WITH SCS FIELD SERVICES OF RESTON, VA, TO CONSTRUCT AN EXPANSION OF THE
LANDFILL GAS COLLECTION SYSTEM IN THE AMOUNT OF $407,860. FUNDING WILL BE THROUGH
DEPARTMENT 168 SOLID WASTE; FUND: BOND; ACTIVITY: LANDFILL GAS EXPANSION, BY ROLL
CALL.

ON THE QUESTION

Mayor Donchess

Mr. LaFleur?

Finance Committee - 03/17/2021 Page 12
Mr. LaFleur

Thanks again Mayor. This is to actually do the construction adding 9 new vertical gas wells up in the landfill
doing some drainage tube surface collection layers, HDPE membranes, to do this gas expansion that we just
spoke about with my engineering services along the whole 1,000 foot wall to help eliminate any fugitive
methane surface emissions. And that would help us comply with the NH DES Operating Plan. SCS Field
Services is our preferred vendor; they have done 95% of the gas work in our landfill. They know where all the
wellheads, well valves, everything is in our landfill and they are very confident in the procedures that they are
going to do.

Mayor Donchess

Any questions, any comments from any member of the Committee or the Board? Alright, 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: Kelly Parkinson, Purchasing Manager
Re: Video Detection System in the amount of $25,460 funded from Account DW Hwy Trust Fund 55699
Other Contracted Services

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND APPROVE THE
PURCHASE OF AN OVERHEAD 360-DEGREE VEHICLE DETECTION CAMERA SYSTEM FROM
ELECTRIC LIGHT COMPANY FOR THE DANIEL WEBSTER HIGHWAY/DANFORTH ROAD SIGNALIZED
INTERSECTION IN THE AMOUNT OF $25,460. FUNDING WILL BE THROUGH DEPARTMENT 160
ADMIN/ENGINEERING; FUND: TRUST; ACCOUNT CLASSIFICATION: 71 EQUIPMENT, BY ROLL CALL.

ON THE QUESTION

Mayor Donchess

And who is covering this one?
Mr. Hudson

| can speak to that Mr. Mayor. Dan Hudson, City Engineer. So the existing traffic signal at DW Highway and
Spit Brook Road is operating but the detection cameras which, you know, with cameras view the cars and
trigger the signal cycles. Those are reaching the end of their useful life and we have had trouble with them. So
what this request is, is to replace that with a new camera system. The newer systems have additional
capabilities. They can continuously count traffic and provide us the ability to remote in and look and address
issues remotely. Through the continual collection of data it enables us to change timings over time and things
like that to optimize system performance. So that’s what this request is and it is being funded through the DW
Highway / Spit Brook Road Traffic Corridor Funds. And we have been to the Board of Public who authorizes
expenditures for those funds. But since it’s just over the $25,000.00 limit we bring it to you for consideration as
well.

Finance Committee - 03/17/2021 Page 13

Mayor Donchess

Alright, questions or comments? Alderwoman Lu?
Alderwoman Lu

Thank you Mayor. Just through you to ask and | apologize, if the Clerk could just repeat what it’s being
charged to?

Mayor Donchess

Isn’t it the Sector Funds?

Mr. Hudson

Yeah it is the Corridor Accounts for DW Highway and Spit Brook Road and those are funds that developers
contribute to if they have a project, they contribute to help alleviate and address traffic congestion and issues
on the corridor. So each individual developer may not warrant its own improvement by pooling those funds
over time and it enables us to make larger improvements such as this.

Alderwoman Lu

OK and just a follow up?

Mayor Donchess

Of course, yes go ahead.

Alderwoman Lu

Thank you. Is that meant to make the lights work better, be more sequenced?

Mr. Hudson

Yes. So one of the issues is we have equipment at the end of its useful life so when that fails it doesn’t work
properly and it defaults into, kind of a pre-timed operation. We get the phone calls and we try to address
those, so there’s that. Just having functioning equipment is one benefit. But then the other as | mentioned, we
can do much more data collection to better modify timings and things to maximize efficiency. So this provides
additional capability that the other system never had.

Alderwoman Lu

Thank you.

Mayor Donchess

Alderwoman Lu, anything else?

Alderwoman Lu

Thank you.

Finance Committee - 03/17/2021 Page 14

Mayor Donchess

Alderwoman Klee?
Alderman Klee

Thank you Mr. Mayor. | don’t so much have a question as a comment; as a person who has been stuck in
traffic there quite often, and recently it seems like it is becoming quite inefficient. And I’ve been there all
different times and so on and been stuck at the light thinking, “there’s nobody here”. | appreciate the fact that
we are going to be upgrading and updating this equipment and | am sure those businesses and so on that are
down in that area in the south area will appreciate that. Because | hear more and more people talk about how
the traffic flow is just not well. So you said you will be able to monitor and as Alderwoman Lu mentioned, make
it more efficient and so on. So | truly appreciate that, thank you.

Mayor Donchess
| don’t see any other hands. So Madam Clerk, could you 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

Mayor Donchess

So we have another communication but before we get to that, we do have Ms. Parkinson with us, she never is
really called up to say a whole lot but she’s the one who does all this paperwork. So we appreciate her efforts.

Alderman Harriott-Gathright

Thank you.

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

From: Tim Cummings, Economic Development Director
Re: Barrier Installation in the amount of $67,060 funded from Account 81300 Machinery & Equipment

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND APPROVE
DOWNTOWN BARRIER INSTALLATION AND REMOVAL TO WEAVER BROTHERS CONSTRUCTION CO.
IN THE AMOUNT OF $67,060. FUNDING WILL BE THROUGH DEPARTMENT 183: ECONOMIC
DEVELOPMENT; FUND: ESCROW; ACCOUNT 81300 MACHINERY & EQUIPMENT, BY ROLL CALL.

ON THE QUESTION

Mayor Donchess

Now this was going to be covered by Director Cummings, but he had something come up and couldn’t make it.
So what this is, is the deployment of the barriers which we purchased last year for $20,000.00.

Finance Committee - 03/17/2021 Page 15

The deployment, in other words, hiring the company to put out the barriers, the cost and this is Weaver
Brothers Construction from Bow, New Hampshire, which is the same organization that deployed the barriers
and took them in last season. The cost for the deployment and the pickup, this is a combined contract is
$67,060.00. The funds come from money that was escrowed last fall to cover barriers for 2021. The thought
at that point was that we would have to buy the barriers for much, much, much more than $20,000.00. We
were able to acquire them at the end of last season and now this contract is for the deployment and the
removal of the barriers for 2021. Alderwoman Kelly, | see you have your hand up | believe, your electronic
hand anyway.

Alderwoman Kelly

| do and it’s very yellow but I'll go with it.

Mayor Donchess
OK.

Alderwoman Kelly

So | am excited for this project and we have talked quite a bit about this. | am just wondering, | feel like
perhaps the City did some of this work last year. Is there a reason why we are bidding it out versus having the
City do this?

Mayor Donchess

The Public Works has the ability to do a little but they, for example, Public Works put out the barriers in the last
couple of days for Peddler’s. There is a specialized piece of equipment which is very, very expensive,
hundreds of thousands of dollars that is used to put these out efficiently and Public Works does not have the
piece of equipment. So they are only able to handle deployment on a very limited basis, because there is
always other work they are supposed to be doing.

Alderwoman Kelly

Understood. If | could follow up, please?

Mayor Donchess

Proceed.

Alderwoman Kelly

Thank you. So we would be anticipating if we continue the expanded Main Street outdoor dining, which | hope
we do, we would anticipate this cost year over year to put these out?

Mayor Donchess

Yes, unless we were to acquire this piece of equipment. Ms. Fauteux was out today too. We can get the exact
price from her but it is very expensive, it’s hundreds of thousands of dollars. It’s a specialized kind of truck with
an arm and everything. At least thinking about this year, we thought it was most cost effective to pay a
contractor as opposed to trying to buy a very expensive piece of equipment.

Alderwoman Kelly

And if | could, one more follow on please?

Finance Committee - 03/17/2021 Page 16

Mayor Donchess

Yes.

Alderwoman Kelly

So | think this makes sense obviously, | am very behind this. | think it was a big piece of our COVID response
and | think the small businesses really were appreciative of it. If we continue this in the future, is there a
possibility for us to a do multi-year contract and hopefully bring that cost down?

Mayor Donchess
That is a possibility.
Alderwoman Kelly
OK, I'd like to see us definitely explore that in the future, but obviously | am in support of it for this year.
Mayor Donchess
Thank you. Anyone else? Could 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

UNFINISHED BUSINESS - None

NEW BUSINESS — RESOLUTIONS - None

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 FEBRUARY 26, 2021 TO MARCH 11, 2021, BY ROLL CALL

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

GENERAL DISCUSSION - None

Finance Committee - 03/17/2021 Page 17
PUBLIC COMMENT - None

REMARKS BY THE ALDERMEN

Mayor Donchess

Alderwoman Lu?
Alderwoman Lu

Thank you Mr. Mayor. Looking through the Record of Expenditures this week, | happened to notice the
overtime on many of our Departments. | wondered if we could address this or get a report on overtime. | found
that several Departments have between 3% and 6% of their payroll is overtime. And one Department, Streets
Department seems to be around 20%. And | wonder, looking at that particular type of wage payment, most of
the Departments in the City seem to be very careful as you would expect them to be with some managerial
oversight. But some of them are very high and | wondered whether it is worth taking a look at them.

Mayor Donchess

Well we could certainly get a report. Now, you know, the Street Department, of course, is involved with
snowplowing. So during the winter when there is snow to clear, they run 24 hours a day. So we incur,
overtime costs to do that and expect to do so at the beginning of the year. | think for this year we are actually,
to some degree, under the anticipated cost. But! am keeping my fingers crossed, | probably shouldn’t say
anything for fear of jinxing us. But we are under, but that’s where you will see much or most or all of the
overtime for the Street Department. But certainly we can get a report.

Now the other Departments that tend to include a lot of overtime are Police and Fire. And that’s kind of
happens on a somewhat regular basis. Like in the PD if they have a big crime, then all of a sudden there’s a
burst of overtime. But what would you like the report to reflect? How much overtime in the last month or
something like that?

Alderwoman Lu
Well | found the Streets Department having high levels of overtime for 6 or 8 periods in the past and so |

wondered about that because | know it hasn’t snowed very often. | think maybe a year of overtime might be
interesting to look at.

Mayor Donchess

Alright, we can get Ms. Fauteux to come in, Director Fauteux. Now, you know, they are often out putting down
salt, even when there’s snow. But it would be no problem to have Ms. Fauteux to come in and talk about how
much overtime has been expended and how much they expected to spend; how much has been done in prior
years and the like. | mean, that’s no problem.

Alderwoman Lu

Just a follow up?

Mayor Donchess

Yes.

Finance Committee - 03/17/2021 Page 18

Alderwoman Lu

You know, | may be — maybe | don’t understand municipal, so in business you typically try to avoid overtime.
And maybe these are Departments that cannot do that, | don’t know. But! just thought I’d bring it up and
would look forward to a little discussion.

Mayor Donchess

Well maybe we should have the other Departments report as well. But remember when they are out on the
road when the day is over and there is snow on the ground or there is snow coming or they are putting brine
down or they are salting the roads or whatever. We don’t bring them in because the day is over, we keep
going until the storm is done. And the same might be true on a Saturday or Sunday if the streets are slippery
on Saturday and Sunday, those crews are sent out to clear the streets regardless of the fact that it’s not during
the regular work day. And that, of course, means incurring overtime. And | think that’s what the citizens
expect, you know? | mean | don’t think they would accept very well ,"Well we didn’t this weekend because it
was an overtime deal”. But there’s no problem in having Ms. Fauteux come in and kind of discuss how they
handle it. | would just say this, no problem having her come in.

They did a very good job in negotiating the last contract which we just entered. For many years, decades, the
contract had required shotguns in a truck with a wing plow. Shotgun is a second person right? Now
traditionally or a long a time ago, before more modern technology what the shotgun did was kind of manually
operate the wing plow. But that has now been taken over by automation but the contract required still the
shotgun and that created a lot of inefficiency in the snowplowing operation for reasons even beyond having 2
people in the truck. So Ms. Fauteux and Attorney Bolton in negotiating this contract, were able to obtain an
agreement that shotguns would no longer be required. And so for the first time now and, you know, forever,
the truck drivers are going out with just 1 person in the truck. So that will save some overtime, but certainly we
are still going to use overtime during snowstorms and other winter events. Again, though, no problem having
Ms. Fauteux come in and | will talk with her and probably have her come in at the next meeting. How does that
sound?

Alderwoman Lu
| thought just a report would be fine just to get a sense of what the trend has been. But yeah that would be...

Mayor Donchess

It might be easier to just kind of explain it but certainly she’ll have something on paper. | am sure she’d be glad
to talk about it. She’s very into the whole snowplowing operation so I’m sure she’d be glad to talk about. In
fact, sometimes in previous years or every so often, we have a snowplowing briefing, which | don’t think we
had this year, but we could sort of doing something like that now.

Alderwoman Lu

Thank you.

Mayor Donchess

Anyway, thank you for the question. And that was what, under Aldermanic Comments? Yes, Remarks by
Aldermen, any other Remarks by Aldermen?

Alderman Dowd

Mr. Mayor?

Finance Committee - 03/17/2021 Page 19

Mayor Donchess

Alderman Dowd?
Alderman Dowd

Yeah just real quickly, | am a liaison to the Police Commissioners and the Police Department puts out an
exhaustive list every month of what their overtime has been spent on and that’s available. And it varies and it
is managed very closely by their finance person, Karen. And | do believe the Fire Department has a similar
report. And the Fire and the Police Departments, they have things that have to be manned and if somebody is
out for any number of reasons, whether it is COVID exposure, or injuries due to arrests which they have had
several. They have to be filled, those positions have to be filled and when they are filled they drive overtime. |
know both Departments manage their overtime very closely and there’s detailed reports on it. So they are
available if any Alderman wants them.

Mayor Donchess
Alright, thank you. Anyone else? Alright. We now have a non-public session. Alderman Harriott-Gathright?

NON-PUBLIC SESSION

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT THAT THE FINANCE COMMITTEE GO INTO NON-
PUBLIC SESSION BY ROLL CALL PURSUANT TO RSA 91-A:3, II

(A) THE DISMISSAL, PROMOTION, OR COMPENSATION OF ANY PUBLIC EMPLOYEE OR THE
DISCIPLINING OF SUCH EMPLOYEE, OR THE INVESTIGATION OF ANY CHARGES AGAINST
HIM OR HER, UNLESS THE EMPLOYEE AFFECTED (1) HAS A RIGHT TO A MEETING AND (2)
REQUESTS THAT THE MEETING BE OPEN, IN WHICH CASE THE REQUEST SHALL BE
GRANTED; and

(C) MATTERS WHICH, IF DISCUSSED IN PUBLIC, WOULD LIKELY AFFECT ADVERSELY THE
REPUTATION OF ANY PERSON, OTHER THAN A MEMBER OF THE PUBLIC BODY ITSELF,
UNLESS SUCH PERSON REQUESTS AN OPEN MEETING. THIS EXEMPTION SHALL EXTEND
TO ANY APPLICATION FOR ASSISTANCE OR TAX ABATEMENT OR WAIVER OF A FEE, FINE,
OR OTHER LEVY, IF BASED ON INABILITY TO PAY OR POVERTY OF THE APPLICANT

SECONDED BY ALDERMAN KLEE
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
The Finance Committee went into non-public session at 7:50 p.m.

The Finance Committee came out of non-public session at 7:59 p.m.

Finance Committee - 03/17/2021 Page 20

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT THAT THE FINANCE COMMITTEE SEAL THE
MINUTES OF THE NON-PUBLIC SESSION BY ROLL CALL UNTIL SUCH TIME AS THE MAJORITY OF
THE COMMITTEE VOTES THAT THE PURPOSE OF THE CONFIDENTIALITY WOULD NO LONGER BE
SERVED, BY ROLL CALL

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

ADJOURNMENT

MOTION BY ALDERMAN KLEE TO ADJOURN BY ROLL CALL

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
The Finance Committee meeting was adjourned at 8:02 p.m.

Alderman Linda Harriott-Gathright
Committee Clerk