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Finance Committee - 03/03/2021 Page 3

Jeff LaFleur, Superintendent Solid Waste

Yes | am, thank you Mayor; Jeff LaFleur, Superintendent of Solid Waste. This change order is requested
because of some rules and added reports that we had to do for DES. As you know, when DES makes a
change we have to hire an engineer and go through all of our paperwork and make sure everything is right.
There was a list submitted with this, if you’d like me to go through it | could. Just a few of them, the big ones
that these charges are going towards is — renew the Four Hills Groundwater Management Permit. We have to
actually file for the groundwater report, they changed some of the regulations on that because of PFAS, so we
had to resubmit that. Our Federal Greenhouse Gas Report was changed also because of some changes at
DES. Another big one was we had to review and comment on the draft of our new Title V which is our air
permit for the landfill.

Mayor Donchess

Alright any questions or anyone from the Committee or the Board.

Alderman Klee

Mr. Mayor?

Mayor Donchess

Yes, Alderwoman Klee?

Alderman Klee

Thank you. So just more for the public because | can see it in the document, Mr. Lafleur, this $31,000.00 is
very specific to these remaining scope items, these reports and so on that you had to do. The Administrative
cost of these is the $31,000.00 that you are asking for the change order, is that correct?

Mr. LaFleur

Exactly. Thank you.

Alderman Klee

It is nothing specific to the actual program but just these added additional requirements that the DES put on us,
is that correct?

Mr. LaFleur

Yes exactly. | usually budget a certain amount each year for our engineering through Sanborn Head and these
are above and beyond because of DES Regulations and Changes.

Alderman Klee

Thank you.

Finance Committee - 03/03/2021 Page 4

Mayor Donchess
Anyone else? Alright, Madam Clerk would 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: Multi Year Software Maintenance Agreement in the amount of $4,860 funded from account General
Fund Prior Year Escrow, 54407 Software Maintenance

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND APPROVE THE 3-
YEAR RENEWAL REQUIRED FOR THE CONTINUED OPERATION OF LOGICMONITOR IN THE AMOUNT
OF $4,860 ANNUALLY FOR 3 YEARS FOR A TOTAL OF $14,580. FUNDING WILL BE THROUGH
DEPARTMENT: 122 INFORMATION TECHNOLOGY; FUND: GENERAL FUND — SOFTWARE
MAINTENANCE - PRIOR YEAR ENCUMBRANCE, BY ROLL CALL.

ON THE QUESTION

Mayor Donchess

Alright, | believe Ms. Kleiner is here on this.

Kim Kleiner, Director of Administrative Services

Director Kleiner

Good evening, so LogicMonitor is a program that we currently have within the City. It monitors our entire IT
Infrastructure. It is cloud based and it puts all of the information regarding our various infrastructure, all of our
servers, all of our programs into one dashboard to allow IT to monitor everything. It is a system that has
worked very well and has allowed our IT Staff to keep on top of any performance issues or security issues or
things that we may have within the large IT Infrastructure within the City. It is a 3-year contract which is the
main reason that it is flowing to you and it will require BOA approval. And as Alderwoman Gathright said it is
$4,860.00 a year.

Mayor Donchess

Alright any questions or comments?
Alderman Klee

Mr. Mayor?

Mayor Donchess

Alderwoman Klee.

Finance Committee - 03/03/2021 Page 5
Alderman Klee

Thank you so much. Ms. Kleiner, just for clarification, the $4,860.00 is per year and not the total 3 years. Is
that correct?

Director Kleiner

Correct. It is per year for a total of $14,580.00 for the life of the contract.

Alderman Klee

And, OK that answered my question. Thank you.

Mayor Donchess

Anyone else?

Alderwoman Lu

Yes, Alderwoman Lu please?

Mayor Donchess

Alderman Lu?

Alderwoman Lu

Thank you. And this is something that we are just renewing that we have purchased in the past, is that right?
Director Kleiner

Yes, that is correct. We have had it for a number of years. The latest dating back, | think, to 2016 that | could
find. It does provide these comprehensive dashboards, as you can imagine, with an IT Infrastructure the size of
the City, the various servers, the various programs; it is important to keep all this information in one place on a
dashboard that can easily be read so that we can stay ahead of any performance issues that there may be.
Alderwoman Lu

Just a follow up, please?

Mayor Donchess

Yes, of course.

Alderwoman Lu

Just because we saw a really large contract last meeting for a whole suite of software items. And | am just
curious why this was not included in that. Was that a different vendor or something?

Director Kleiner

Yes. So we generally bring contracts as they come up for renewal, so you would see different items within the
year. They wouldn’t all necessarily be at the same time and it is by vendor.

Finance Committee - 03/03/2021 Page 6

Alderwoman Lu

OK thank you.

Mayor Donchess

Anyone else? 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

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 12, 2021 TO FEBRUARY 25, 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

Alderwoman Lu

| had a couple of questions | hoped to ask.

Mayor Donchess

Please go ahead.

Alderwoman Lu

Thank you. Just looking at a couple of things, | wondered about, | was curious about the revenues, it is related
to the Finance Committee. The property taxes as of December 31°‘ were 100% collected. Is the December

payment the second payment of the year or do we just get a lot of people that pre-pay. December is final
payment?

Finance Committee - 03/03/2021 Page 7

Mayor Donchess

December is the final payment, but | don’t think we collected 100%. | mean we collected a high percentage but
not 100%. David ...

Alderwoman Lu

Well | think so according to the property taxes on December 31°. But, you know what, I’ve been wrong before
ll tell you that, in fact, in the last two meetings I’ve been in. So I'll go back and look.

Mayor Donchess

| can say we are usually in the 95% but never at 100% there’s always someone who does not pay.
Alderwoman Lu

And are we collecting, are we getting our rents from Court Street property regularly?

Mayor Donchess

Ms. Kleiner can probably answer that. We suspended the rents for the non-profits for a time because of
COVID; they really even couldn’t use the space. But where are we with that at this point, Ms. Kleiner? You’re
on mute; | don’t know if you can the answer the question now or you need to get back to us.

Director Kleiner

Yes, Mayor you are correct we did suspend rents due to COVID. Renters were not allowed to use the City
building. We issued that information in the Court Street report that we sent the Board about three weeks ago
and we included that on why we would have a shortfall for Fiscal ’21. They are back now and we are collecting
rents. The only issue now is that we have not allowed rental of the theater which we generally collect revenue
for. We estimate, hopefully, looking at resuming that in September.

Alderwoman Lu

OK thank you, | had not noticed that in the past. Just one last question, in terms of the monthly reports, | know
toward the end of last Fiscal Year the reports, well how frequently after the last month do they typically come

out, because we are into March and we don’t have January’s. And | was just trying to get a sense of the flow
that’s typical.

Mayor Donchess

Which report are you asking about?

Alderwoman Lu

The monthly reports, you know, the monthly financials?
Mayor Donchess

Ms. Kleiner or Mr. Griffin, are you on?

Director Kleiner

| do not believe Mr. Griffin was able to — Mr. Fredette may know.

Finance Committee - 03/03/2021 Page 8

Alderwoman Lu

It's something | came across this afternoon. | could shoot an email over to CFO Griffin. Thank you.
Mayor Donchess

That’s something we could get back to you on.

Alderwoman Lu

Thank you.

Mayor Donchess

Anyone else? If not, public comment. Is there any member of the public who would like to address the
Committee?

PUBLIC COMMENT - None

REMARKS BY THE ALDERMEN - None

POSSIBLE 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: Mayor Donchess, Alderman O’Brien, Alderwoman Kelly, Alderman Laws,
Alderman Klee, Alderwoman Lu, Alderman Harriott-Gathright 7

Nay: 0
MOTION CARRIED
The Finance Committee went into non-public session at 7:20 p.m.

The Finance Committee came out of non-public session at 7:42 p.m.

Finance Committee - 03/03/2021 Page 9
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: Mayor Donchess, Alderman O’Brien, Alderwoman Kelly, Alderman Laws
Alderman Klee, Alderwoman Lu, Alderman Harriott-Gathright 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 7:44 p.m.

Alderman Linda Harriott-Gathright
Committee Clerk

FINANCE COMMITTEE

MARCH 3, 2021
7:00 PM

To Join Zoom Meeting: https://usO2web.zoom. us//85176750841 ?pwd=V1hhUIl1eDBVQUQrSEpLZUJ3MkJGZz09
Meeting ID: 851 7675 0841
Passcode: 628446

Join by telephone: 1-929-205-6099
Meeting ID: 851 7675 0841
Passcode: 628446

If there is a problem with the audio, please dial 603-821-2049 to advise.

ROLL CALL

PUBLIC COMMENT

COMMUNICATIONS

From: Kelly Parkinson, Purchasing Manager

Re: General Engineering Service Contract Change Order in the amount of $31,000 funded from
account 53107 Architect & Engineering Services

From: Kelly Parkinson, Purchasing Manager

Re: Multi Year Software Maintenance Agreement in the amount of $4,860 funded from account General
Fund Prior Year Escrow, 54407 Software Maintenance

UNFINISHED BUSINESS

NEW BUSINESS — RESOLUTIONS

NEW BUSINESS — ORDINANCES

RECORD OF EXPENDITURES

GENERAL DISCUSSION

PUBLIC COMMENT

REMARKS BY THE ALDERMEN

POSSIBLE NON-PUBLIC SESSION

ADJOURNMENT

City of Nashua

Purchasing Department
Administrative Services Division (603) 589-3330
229 Main Street - Nashua, NH 03060 Fax (603) 594-3233

February 24, 2021
Memo #21-080

TO: Mayor Donchess
Finance Committee

SUBJECT: General Engineering Service Contract Change Order in the amount of $31,000 funded
from account 53107 Architect & Engineering Services

Please see attached communications from Jeff Lafleur, Superintendent of Solid Waste, dated February 25,
2021 for project specific details related to this purchase. Below please find a summary of the purchase
approval request:

Item: Change Order #1 to contract for engineering services relating to finance memo
20-013 for $270,000

Value: $31,000

Vendor: Sanborn Head

Department: 168 Solid Waste
Source Fund: 53107 Architect & Engineering Services

Ordinance: Pursuant to NRO § 5-83 Professional Services (A) In the purchase of accounting,
architectural, auditing, engineering, legal, medical and ambulance services and
purchases of independent professional consultant services for personnel, data
processing, actuarial, planning, management and other comparable purchases
competitive bidding shall not be required.

The Board of Public Works (2/25/21 BPW Meeting), the Solid Waste Department, and the Purchasing
Department respectfully request your approval of this change order.

Regards,

Kelly Parkinson
Purchasing Manager

Ce: C O'Connor
J Lafleur

To:

From:

Re:

A. Motion:

Attachments:

Discussion:

City of Nashua, Public Works Division

Board of Public Works Meeting Date: February 25, 2021

Jeff Lafleur, Superintendent
Solid Waste Department

Change Order #1 - Landfill Engineering Services Contract

To approve Change Order #1 to the engineering services contract for the City of
Nashua’s active and closed landfills with Sanborn Head and Associates of
Concord, NH in the amount of $31,000.00 Funding will be through: Department:
168 Solid Waste; Fund: Solid Waste; Account Classification: 53 Professional and
Technical Services.

Sanborn Head and Associates updated scope of services

Sanborn Head and Associates (SHA) is the City’s primary engineering consultant
for landfill and solid waste related issues, including landfill gas management,
design and construction; groundwater, air and solid waste permitting; capacity
analyses; regulatory representation; and general landfill operations. They review
and prepare documents required by the City’s Title V air emission permit. They
also prepare the annual Greenhouse Gas Emissions report that is required by the
USEPA.

This year the Solid Waste Department has required more engineering services
than a typical year. All of the City of Nashua landfill site groundwater
management permits need to be renewed as well as the Four Hills Landfill Title V
Air Permit including updating our air dispersion model to include the Phase II
area. Because of this extra work that must be completed for NHDES, Sanborn
Head has provided an updated scope of services for the rest of FY21. As a result
Solid Waste Department will need an additional $31,000.00 to pay for the
remaining work to be completed.

As such, they have a thorough understanding of the issues and requirements of the
Four Hills facility and other closed City landfills, and provide consistent, high
quality engineering and consulting services to the department in a timely manner.
They have demonstrated superior abilities relative to regulatory reporting,
permitting, design and construction oversight. Therefore, they are considered a
sole source for these services.

Sanborn Head has provided the required certificate of insurance to accomplish
these services.