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Finance Committee - 01/06/2021 Page 4

This is the City’s fifth lead paint award and we have worked with this person in the past. They have a good
sized company, they are locally based in New Hampshire. So really what they do is we contract this out
because it’s highly specialized and licensed. The State of New Hampshire licenses the individuals, they carry
all the liability insurance. So we coordinate with them, they go in and basically test every painted surface in the
property after we’ve qualified the units and draw up a report to tell us exactly where those lead hazards are.
And from that we internally have staff that do a scope of work and then it gets put out to bid to licensed
abatement contractors. So this is kind of the first piece of it, again it will cover about 3 % years. The money
had been committed by HUD and we really hope to have another successful program. We were thankful to get
that grant as the Mayor said. It is great for the City, it protects hundreds of young children from the dangers of
lead paint and lead poisoning.

Mayor Donchess

Any members of the Committee have comments, questions? | don’t see anything. So, Madam Clerk, could
you please call the roll?

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

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

Nay: 0
MOTION CARRIED

From: Kelly Parkinson, Purchasing Manager
Re: Hybrid Vans for Transit in the amount not to exceed $346,000 funded from an FTA Low-No Emissions
Grant, FY17 CERF & NH State FY19 Budget Funding

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND APPROVE THE
PURCHSE OF TWO (2) ELECTRIC HYBRID GASOLINE VANS TO CREATIVE BUS SALES IN AN
AMOUNT NOT TO EXCEED $346,000 ($173,000 EACH). FUNDING WILL BE $294,100 FROM FTA LOW-
NO EMISSION GRANT; $25,950 FROM NH STATE FY19 FISCAL BUDGET AND STATE

TRANSPORTATION IMPROVEMENT PLAN (STIP), AND $26,828 FROM FY17 CERF BUDGET, BY ROLL
CALL.

ON THE QUESTION
Mayor Donchess
And Ms. Camille Patterson, the Transit Manager is here to discuss this item, this purchase.

Camille Patterson, Transit Manager

Thank you. The purchase of these two electric hybrid vans will replace our last two old vehicles in the fleet.
This is a nationally competitive grant, the LOW-NO Emissions; these are difficult funds to obtain. We have
some local match from the State and then the rest from the CERF. As | said, at this point after we place these,
our entire fleet will be relatively new; nothing is beyond its useful. This will continue because they are the
electric hybrids, continue to help the City achieve the goal of reducing municipal vehicle emissions by 25% by
2025.

Mayor Donchess

And this was a competitive grant that we obtained because you were doing such a good job managing the
system, right?

Finance Committee - 01/06/2021 Page 5

Ms. Patterson

Exactly. Actually it helped that they were electric hybrid. The advantage to an electric hybrid versus electric,
you don’t have to have quite as much of the electrical infrastructure and the price point for vans is better to go
with the electric hybrid than the fully electric.

Mayor Donchess

Any comments or questions from the Committee? OK, | don’t see anyone, could the Clerk please call the roll?
A viva voce roll call was taken which resulted as follows:

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

Nay: 0
MOTION CARRIED

From: Kelly Parkinson, Purchasing Manager
Re: Landfill Water Quality Testing & Monitoring in the amount of $29,888 funded from account 55699 Other
Contracted Services

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND APPROVE
CHANGE ORDER #1 TO THE CONTRACT WITH CHEMSERVE ENVIRONMENTAL ANALYSTS OF
MILFORD, NH, FOR WATER QUALITY TESTING AND MONITORING SERVICES AT ALL OF THE CITY OF
NASHUA LANDFILL SITES FOR THE SOLID WASTE DEPARTMENT IN THE AMOUNT NOT TO EXCEED
$29,888. FUNDING WILL BE THROUGH: DEPARTMENT 168 SOLID WASTE; FUND: SOLID WASTE;
ACCOUNT CLASSIFICATION: 55 OTHER CONTRACTED SERVICES, BY ROLL CALL.

ON THE QUESTION

Mayor Donchess

And | believe Mr. LaFleur is here, the Landfill Manager, although | guess his dog is barking so you need to get
out for a minute?

Jeffrey LaFleur, Superintendent of Solid Waste

Sorry about that, yes. Jeff LaFleur, Superintendent of Solid Waste. This is a three year contract that we have
with ChemServe; this is our last year with ChemServe for this contract. Each year DES decides what we need
to do for testing at the landfills and PFOA’s was a big one in the past three years.

So the added expenditures are here and we decided to take the added expenditures from each year and just

roll them over to the last year and just do one change order at the end. So this is why you are seeing the
$29,000.00 change order for the contract.

Mayor Donchess

Anyone? Madam Clerk, could you please call the roll?

Finance Committee - 01/06/2021 Page 6
A viva voce roll call was taken which resulted as follows:

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

Nay: 0
MOTION CARRIED

From: Kelly Parkinson, Purchasing Manager
Re: Landfill Permit Application in the amount of $30,000 funded from account 81650 Land Improvements

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND APPROVE
SERVICES FROM SANBORN HEAD & ASSOCIATES, INC. (SHA) OF CONCORD, NH, IN AN AMOUNT OF
$30,000 TO ADDRESS NEW HAMPSHIRE DEPARTMENT OF ENVIRONMENTAL SERVICES (NHDES)
COMMENTS TO THE TYPE 1A PERMIT APPLICATION FOR THE PROPOSED PHASE IV SECURE
LANDFILL EXPANSION. FUNDING WILL BE THROUGH DEPARTMENT: 168 SOLID WASTE; FUND:
SOLID WASTE; ACTIVITY: EXPANSION PHASE 3 AND 4, BY ROLL CALL.

ON THE QUESTION

Mayor Donchess
Mr. LaFleur?
Mr. LaFleur

Yes sir, sorry about that. Jeff LaFleur, Superintendent of Solid Waste. This is for Sanborn Head to respond to
all of our questions that we got after we submitted our permit application for the Phase 4 Landfill. There were
37 some odd questions, so there’s a lot of engineering that has to go into this to answer the questions properly
the way that DES would like to have them answered. This will help us secure the Phase 4 Landfill which
should help secure 40 years plus of air space.

Mayor Donchess
Discussion? Any members of the Committee? Could the Clerk please call the roll?
A viva voce roll call was taken which resulted as follows:

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

Nay: 0

MOTION CARRIED

From: Kelly Parkinson, Purchasing Manager

Re: — City Hall Building Renovation Change Orders #1, 2 & 3 in the amount of $26,552.21 funded from
account GOFERR Grant

MOTION BY ALDERMAN HARRIOTT-GATHRIGHTTO ACCEPT, PLACE ON FILE, AND APPROVE THE
CITY HALL BUILDING RENOVATION CHANGE ORDERS #1, 2 & 3 WITH DL KING & ASSOCIATES IN
THE AMOUNT OF $26,552.21. FUNDING WILL BE THROUGH THE GOFERR GRANT, BY ROLL CALL.

Finance Committee - 01/06/2021 Page 7
ON THE QUESTION

| see that we have Ms. Kleiner, Administrative Services Director here and | suspect she’s here to address this
item?

Kim Kleiner, Director of Administrative Services

Good evening, Mayor, Members of the Finance Committee. Yes, so what you will see here is throughout the
past few months with this project starting in October and still presently in the works we have had a number of
change orders; none of which are of great surprise. When you have a project of this sort with a building the
age of City Hall, it's to be expected that you are going to find things, once you get into the type of construction
that we are undertaking. There is certainly some where we have tried to cut expenses, we have done so, so
you will see a number of credits that are offset by some other unforeseen charges that were completely
necessary in order to move forward with the project.

Just to give the Committee a little bit of wnere we are currently; Assessing — we expect to be done and have
some staff back in by the end of the month. Motor vehicles is going to take a little longer with materials being
delayed due to COVID. But we are hoping for the end of February. And then we will move on to the City Clerk
once both of these Departments are finished. And | can certainly speak to any of the items that are listed or
any of the change orders. | do think the most important to note is in Change Order 1, there was some
abatement work that needed to be done for asbestos that was found in both the motor vehicles flooring and the
pipes within the Assessing ceiling. We knew that we may come across some, so prior to starting the project,
Risk Management had called in a firm and they had given us an estimate which was included in the RFP. We
made sure it was included in the bid, however, it was not enough once they reached down and really looked
into the scope of the sub-flooring. So that’s one of the most costly items that you will see.

Mayor Donchess

Any questions from the Committee? Alderman O’Brien?
Alderman O’Brien

Thank you Mr. Mayor and | would like to address a question to Ms. Kleiner. Maybe the public would like to
know the history of City Hall, about when it was built during the Depression Era. It was built economically at
the time so | think today we are trying to keep it modern, save the taxpayers instead of replacing it. It is a grand
old building. So all this money, it is about time, because a lot of this stuff is antiquated. | do know we have
some staff almost offices are in closets. But we are doing well and making space, so if you could speak
something on how we are really trying to improve all of that.

Director Kleiner

Certainly and Alderman O’Brien you couldn’t be more correct. Not only is it an old building, there are
significant space issues within City Hall and we’ve tried to be as creative as possible as staff is added or
Departments change in their scope and their size. I'll give you a for instance, part of this project included when
you are entering from the back of the Elm Street entrance, and heading into the Rotunda, there was a doorway
there that was a single doorway due to the addition on the old original City Hall. That doorway, being a single
doorway into a very large Rotunda, often caused problems for people. It certainly called problems for social
distancing. In order to widen that doorway to the size that it should have been had the building originally been
built to have that hallway, we actually had to remove the marble on the Rotunda side of the hallway. That has
to be done very carefully, there are very few contractors that will even undertake this work. We are very happy
with how it has turned out and we wanted to make sure that the historical preservation of the building was
intact.

Finance Committee - 01/06/2021 Page 8

Our Assessing Department, we had people on top of people and with files stacked everywhere outgrowing our
vault, we are handling that not only with the building renovations but also with the addition of Docuware and
now making electronic files. But every time there is an addition to City Hall, there is an issue with space and
that’s just as the City grows, City Hall is going to grow. We need to make sure we are using all of our space to
the best advantage that we can. | think people are going to be very happy with the changes that we are
making. We are keeping in mind that our number one priority is serving our residents and making sure that we
can serve them in the way that they deserve to be.

Mayor Donchess

Alright. | think | saw that — do you have anything else Alderman O’Brien?

Alderman O’Brien

All set, thank you Mr. Mayor.

Mayor Donchess

| think | saw Alderwoman Lu?

Alderwoman Lu

Yes thank you Mr. Chairman. If | could, through you to Ms. Kleiner, when did the construction begin?

Director Kleiner

So, Mayor, the Finance Committee approved the project in September. By the time crews had actually entered
the facility and started to get to the work it was the beginning of October. We certainly had our challenges
with COVID. We've had some staff that have been out, some closings, we have had materials that have been
delayed because manufacturers had COVID issues. Anyone who is undergoing construction right now is quite
familiar with extremely long lag times getting materials in. So we expected at the time that we had put the RFP
out that we could have this phase of the project completed by the end of November and as you can see, that
has not happened. But DL King is moving as fast as they can and putting as much pressure on their
subcontractors as they possibly can.

Alderwoman Lu

OK, thank you. | just have a follow up if | could please?

Mayor Donchess

Of courses.

Alderwoman Lu

| wanted to say it’s so funny | always do this, | thought it had been about 6 months. But that always seem to be
the case with me, | think that I’ve been waiting for a return call for about 2 weeks and someone says, well you
called me 3 days ago. But is it possible that we could just respond to the concerns about the question that the

public had on putting the funds into GOFERR when the member of the public feels that our GOFERR Fund is
empty. | am curious about that question. So if | could just ask you to — or have someone respond to it?

Mayor Donchess

Yes, of course. Could you please, can you update us on the status of the GOFERR Funds?

Finance Committee - 01/06/2021 Page 9
Director Kleiner

So CFO Griffin and | updated the Budget Committee a little over a week ago. So when this project and some
other projects were — we knew that these needed to be done in order to comply with CDC social distancing
protocols and we knew that the City was going to receive the GOFERR Grant from the State. A GOFERR
Grant Fund was set up within the City which these charges are being charged to. That’s why you see that
referenced in Ms. Parkinson’s Memo. As CFO Griffin explained to the Budget Committee, what we found was
that he was informed by the State that charges needed projects completed and those charges needed to be
submitted to the State in October. So in order to do that one of the eligible expenses was safety and First
Responder payroll. So that is what was submitted to the State which brings up money in our Budget for these
other charges which we are tracking to the GOFERR Fund. It’s a simple as that. We expected that we would
have this project done and that we would be able to submit the whole project completed to the State. That
didn’t happen but we had other eligible expenses that we were able to submit which brings up other money. It’s
as simple as that.

Alderwoman Lu

OK, thank you. Could | just follow up on that?

Mayor Donchess

| could supplement that a little bit. So you have probably seen that there are some transfers being proposed
from the Police Department. So what happened is we are using the GOFERR Funds for Police expenses and
then transferring money from the Police Department because now they have extra because of the use of the
GOFERR Funds back over to City Hall uses.

Alderwoman Lu

Yes | remember that happening at the Budget Committee. | just wanted to point out for the record that a lot of
the work, once we needed to do COVID work in the City Hall, we needed to, we were required to do ADA
complaint work as well. And while we can’t expect to be reimbursed for that through the GOFERR Fund, it is

just the price of doing business at this point. We had to conform with ADA, Americans with Disabilities. So,
OK, | just wanted to point that out for the record. Thank you.

Mayor Donchess

Alright, anyone else have any questions or comments for Ms. Kleiner? Madam Clerk, could you please call the
roll?

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

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

Nay: 0
MOTION CARRIED

Board of Aldermen Page 19
July 12, 2016

important piece of legislation. | understand the procedural points. | wish | could answer the question as
to whether it really should be done today. | suspect August is good enough, but I’m not actually positive
of that.

Alderwoman Melizzi-Golja

Based on the response from the Mayor, | withdraw my motion and move to postpone until August. |
would just say | voted to accept and to pass R-16-043. | did that because | think it’s really important that
we in a timely manner acquire equipment that could save a life. | would hate to know we delayed
something and it put off the purchase of that equipment and then the old equipment was needed and
failed. For this piece of legislation, it appears that we can postpone it. So my motion would be to
postpone until the August meeting.

MOTION BY ALDERWOMAN MELIZZI-GOLJA TO POSTPONE TO THE AUGUST MEETING
ON THE QUESTION

Alderman Siegel

I’m not sure what the construction season is going to be like for this or the lead time to get this done. If it
were going to take longer than a construction season anyway then it makes sense, and | don’t get if it is
postponed as much. But it seems to me that if we allocate the money now, we can get started sooner
and we might get this done before the season is over rather than just waiting around another year.
Again, the same arguments apply. Let’s not rehash them.

Alderman Lopez

| wasn’t against the last one. | don’t understand that we have violated anything other than maybe
tradition. | don’t see any reason to wait.

Alderman Deane
It’s the coming of the new board; vote your conscience.

Division Taken
MOTION FAILED

MOTION BY ALDERMAN SIEGEL FOR FINAL PASSAGE OF R-16-046
MOTION CARRIED

Resolution R-16-046 declared duly adopted.

Board of Aldermen — 9/12/17 Page 30
Alderman LeBrun

| will not be supporting this resolution. While | believe this to be a viable effort, in the future, not now, not this
location. Not this process as it has been presented to us. There are other alternatives we have not even
considered such as Daniel Webster College. Overwhelming support has been mentioned this evening. There
are about 87,000 people living in Nashua. We heard from maybe 30 or 40 here in this Chamber. Each of us
have been contacted by maybe 25 people each in our areas. This is not overwhelming by any means. In fact,
not all were in support. Additionally, approximately 300 petitions have been submitted, certainly not
overwhelming. Mr. Mayor, when we had a presentation on the Burke Street property upstairs when you were
presented with a question on financing, your response, and | quote was: “Ve will have to see what the
taxpayers can stand.” Mr. Mayor, the taxpayers are maxed out. They cannot stand anymore.

Mayor Donchess

That is totally false, Mr. LeBrun.
Alderman LeBrun

You will have to check the transcript, Mr. Mayor.

Mayor Donchess

So will you.
Alderwoman Melizzi-Golja

| would like to thank everyone who came here this evening and for those who signed the petitions that were
presented to us and also those who contacted me via email. Some were in favor and some were opposed.
The contacts | had were primarily in support of this. Last week | had the opportunity talk with Taylor Caswell.
He was recently appointed by Governor Sununu as the Commissioner of Business and Economic
Development for the State. Prior to that he was Director of Community Development and Finance Authority.
We were talking about what was happening in Nashua. He was very excited about what he heard was
happening here. He mentioned the impact other downtown theatre projects had had, many of the ones
mentioned by the Mayor. He made a comment that | think all of us need to think about. We all talk about
revitalization of downtowns. | think all of us think about the downtown we grew up. Mine had a Five & Dime, a
grocery store, an A&P, a butcher shop, a soda shop, two cafes, two florists, and a couple of dress shops and a
menswear store and a very small department store and a couple of jewelers. His comment was today’s
downtown is different. Today’s downtown is to use his term “the community living room.” It’s where we come
together.

Several people this evening mentioned coming together and growing community in our downtown. We’re
looking at downtowns that have galleries, specialty shops, specialty businesses, cafes, restaurants. We're
looking at a place where the many, many people who are coming into our community who are knew and don’t
have family to go visit come downtown to form connections because their family is living like where my
husband’s, halfway around the world; like other people’s maybe in Europe or Asia or Africa; or, maybe they are
living in Boston but they don’t’ want to fight the traffic. So, they go downtown to meet people and form
connections. | think we need to think about the picture we havfe for the future of Nashua and part of what we
want is for people to form connections and become part of our community . | think many of us feel that we
want those people to live here, work here, play here and maybe eventually run for office and become involved
as volunteers in our community.

If you look at the study, initially Alec wasn’t mentioned and Alec kind of popped into the picture at what | think
is very critical moment. | don’t feel we were steered there because | feel this consulting group would have said
no because they said no to Spring Street and to those plans, that they were too big. | really think we need to
think long and hard about this decision. | believe the impact of this decision will impact the city long after we’re

Finance Committee - 01/06/2021 Page 10

From: Kelly Parkinson, Purchasing Manager
Re: Dependent Eligibility Verification Audit in the amount not to exceed $33,000 funded from Benefits Self
Insurance Fund Account 53999 Other Professional Services

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND AWARD A
CONTRACT TO CONDUCT A DEPENDENT ELIGIBILITY VERIFICATION AUDIT ON THE CITY’S
MEDICAL AND DENTAL PLANS TO HEALTH DECISIONS — PART D ADVISORS, IN AN AMOUNT NOT
TO EXCEED $33,000. FUNDING WILL BE THROUGH ACCOUNT 53999 OTHER PROFESSIONAL
SERVICES, BY ROLL CALL.

ON THE QUESTION

Mayor Donchess

Ms. Kleiner?
Director Kleiner

Good evening. So this is actually a project that we discussed during the Budget last spring. Most employers
undergo some sort of dependent eligibility audit. It’s common that you would undergo this in a certain period of
time, five to ten years. It has been awhile since the City has done this. But, as you know, with Health Care
costs being a major concern, it is not only a good audit to undergo for that reasoning, but it’s also a good audit
to undergo just to make sure that we are living up to our role of being a good healthcare provider.

Back in November, we received this in through WBS, Workplace Benefit Solution our provider, from four
different firms that perform this type of service. Myself, the Workplace Benefit Solution Team, Director Budreau
and our Benefits Team reviewed all the proposals. It was quite clear to us that Health Decisions PDA was the
firm that we should choose. They have over 27 years in business and they average a 5% removal in eligible
rate and they’ve never had a successful employee appeal. And that is important, it’s also rare to never have
one in the past 30 years that they have been performing audits. Their costs were also in line. They do offer a
performance guarantee of a maximum 5% of their fee. And although that is common for firms to offer, they
were the highest of all the firms that did bid the project.

We have been having discussions, this does includes Schools and all of the City. So we have been in
conversations with the Schools. This firm will do all of the work and meet with the City Staff regularly to let us

know of any concerns. But we expect that the project will be complete in time for open enrollment late
April/early May of this year.

Mayor Donchess
Questions, comments? Madam Clerk, could you please call the roll?
A viva voce roll call was taken which resulted as follows:

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

Nay: 0
MOTION CARRIED

Finance Committee - 01/06/2021 Page 11

From: Kelly Parkinson, Purchasing Manager
Re: | Contract Amendment Jackson Mills Turbine, Generator & Controls Replacement Change Order #1

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND APPROVE
CHANGE ORDER #1 TO MAVEL AMERICAS CONTRACT BY ADDING TWO (2) VIBRATION SENSORS
TO THE GENERATOR AND SIX (6) VIBRATRION SENSORS TO THE GEARBOX, CONNECTING ALL
SENSORS TO THE TERMINAL BOX, AND CONFIGURING ALL SENSORS IN THE CONTROL SYSTEM BY
INCREASING THE CONTRACT PRICE BY $5,800 FROM $1,272,700 TO $1,277,500, BY ROLL CALL.

ON THE QUESTION

Mayor Donchess

Alright and | believe Waterways Manager Deb Chisholm is here. So could you please, Ms. Chisholm explain
this item?

Deb Chisholm, Waterways Manager

Well as you know this turbine replacement project at Jackson Mills is a major investment. That really shows
the City’s commitment to clean renewable energy. And this small change order, which is hopefully the only
change order on this contract, is really, it’s something that adds additional measures that will protect that
investment. These vibration sensors are really the first warning signal if you will to any type of vibration issues

with the turbine itself. We’ve got heat sensors that are also being installed, but the vibration sensors actually
can sense the problem, even before the heat sensors. So it’s just a bit of added protection on this investment.

Mayor Donchess

Ok. Now the Change Order is for $5,800.00 right?
Ms. Chisholm

Correct.

Mayor Donchess

Now technically we don’t have to come to the Committee on a change order of that size, but we thought we’d
let you know about it anyway. Anybody have any questions or concerns or comments about this?
Alderwoman Lu?

Alderwoman Lu

Sorry about this. Isn’t the change order $5,800.00?

Mayor Donchess

Yeah it is, yeah. The threshold though is $25,000.00 actually.

Alderwoman Lu

| didn’t hear that Mayor.

Mayor Donchess

We are coming to you with a change order that is smaller than the minimum that we really have to, but we just
wanted to ...