Search

Finance Committee - 02/17/2021 Page 8
Alderwoman Lu

Thank you. | would just like to follow up with something.

Mayor Donchess

Yeah of course.
Alderwoman Lu

My original query was just, it didn’t seem to follow the spirit of the — it doesn’t seem transparent to me. And to
talk about it being a financial item, | mean so are disbursements for overpayment of for camp fees, for
overpayment for refunds on car registrations and that type of thing. So my thought is simply if it is possible to
have the property owner listed there, then | think it provides more transparency. And we don’t typically go to
people that we are cutting checks for and say, “Do you want that check cut to yourself or would you prefer it be
cut to someone else or would you prefer it to be cut in the name of your financial institution?” We just cut the
check to the people we owe money to. So that’s the point that | wanted to make.

And | wondered whether if it is decided or it was decided that that’s a more transparent way to go, then would
Lawson be able to somehow train our staff to allow it to talk to the Record of Expenditures or is this — say the
way it does with other payments / checks sent out to different people?

Mayor Donchess

Now of course the issue of who is getting abatements and how much is totally public and transparent. The only
issue is where do you look for it. So you can get that from the Assessing Office at any time. And this is just a
Record of Checks that are cut. So if someone wanted to know who is getting an abatement and for how much,
this would not be the best place to go. | mean there’s just another place to get that information.

Alderwoman Lu
Well thank you. | don’t think people know they can go — they’d have to contact an individual at City Hall and

say, “Hey I'd like a list of who got abatements”. People don’t typically want to do that. | just think it is more, it is
a better policy. But I’ve had my say. Thank you very much.

Mayor Donchess

Alright. Any other questions or comments? If not, we are simply following a question, we did vote on the
second issue, right? The second, did we vote on that? No? Ok. 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,
Alderman Laws, Alderman O’Brien, Mayor Donchess 6

Nay: 0

MOTION CARRIED

Finance Committee - 02/17/2021 Page 9

From: Kelly Parkinson, Purchasing Manager
Re: Engineering Services for EPA MS4 Permitting in the amount of $187,550 funded from account 81700
Infrastructure Improvements

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND APPROVE THE
ENGINEERING SEVICES CONTRACT FOR TASKS REQUIRED BY THE EPA MS4 PERMIT WITH HAZEN
AND SAWYER, PC, OF MANCHESTER, MA, IN THE AMOUNT OF $187,550. FUNDING WILL BE
THROUGH DEPARTMENT 169 WASTEWATER; FUND: WASTEWATER; ACTIVITY: STORMWATER
ABATEMENT, BY ROLL CALL.

ON THE QUESTION

Mayor Donchess
Alright, is Mr. Hudson here?

Dan Hudson, City Engineer

Yes, sir. Thank you Mr. Mayor. So the City is under a number of EPA permits. This one here is for the
municipal separated storm sewer system, otherwise known as MS4. And this is for all the storm water
discharges that aren’t part of our combined sewer systems. So this is for closed drainage systems that
discharge to the river and that sort of thing. So this permit is focused obviously on water quality. As part of that
permit, there’s a number of things that we need to do as a City, you know, record keeping, testing of storm
water outfalls, making sure we are implementing best management practices from treatment and storm water
and things like that. This is a large permit, it requires a lot of effort to comply with and so this is hiring an
engineering company to help us stay in compliance for that permit.

Mayor Donchess

Discussion/questions? Alderwoman Lu? You’re muted. Sorry.
Alderwoman Lu

No I’m sorry about that. Is this a charge to Solid Waste or to Wastewater?
Mr. Hudson

Wastewater.

Alderwoman Lu

Thank you.

Mayor Donchess

Anyone else? Alright 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,
Alderman Laws, Alderman O’Brien, Mayor Donchess 6

Nay: 0
MOTION CARRIED

AMENDED
ORDINANCE

O-17-044

B. Membership of Commission.

(1)

(2)

3)

(4)

Composition. The Citizens Advisory Commission for Community Grants
shall consist of seven members, representing a cross section of the
community, including one member who is a representative of the low-

income community.

(a) Four members shall be appointed by the Mayor and
confirmed by the Board of Aldermen.

(b) Two members shall be appointed by the President of the
Board of Aldermen and confirmed by the Board of
Aldermen.

(c) One aldermanic member, who is on the Human Affairs
Committee, shall be appointed by the President of the
Board of Aldermen and confirmed by the Board of
Aldermen.

(d) The low-income representative member may be appointed
by the Mayor or the President of the Board of Aldermen.
The appointed member shall be a low-income resident of
the City of Nashua as defined by the U.S. Department of
Housing and Urban Development.

Qualifications. In determining the qualifications of a member of the
Commission, the Mayor and Board of Aldermen shall take into
consideration the individual's demonstrated interest and ability to
understand, appreciate and promote the purposes of this section. All
members shall be residents of the City. Potential members must fully
disclose all potential or real conflicts of interest

Terms. The members of the Commission shall be appointed for three-year
terms. Initial appointments shall be staggered so that subsequent
appointments shall not occur at the same time. The Aldermanic Human
Affairs Committee member shall serve concomitantly with his or her term
of office. The term of the Chairman of the Commission shall be for one
year. A Chairman shall serve no more than three consecutive terms.

Vacancies. If a vacancy is created, an interim appointment for the
remainder of the term shall be made in accordance with the procedures
hereinbefore described.

Finance Committee - 02/17/2021 Page 10

From: Kelly Parkinson, Purchasing Manager
Re: Replacement of a Drywell Hoist in the amount of $47,280 from account 81300 Machinery & Equipment

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND APPROVE THE
CONTRACT WITH MASS CRANE CORPORATION OF TYNGSBORO, MA, IN THE AMOUNT OF $47,280
FOR REPLACING THE DRY WELL HOIST IN THE RAW SEWERAGE PUMP ROOM AT THE NASHUA
WASTEWATER TREATMENT FACILITY. FUNDING WILL BE THROUGH DEPARTMENT 160
WASTEWATER; FUND: WERF; ACCOUNT: 71-EQUIPMENT, BY ROLL CALL.

Mayor Donchess

Alright, now is Mr. Boucher here?

David Boucher, Wastewater Superintendent

Yes | am, Mr. Mayor. I’m David Boucher, Wastewater Superintendent. Yes, this is for the replacement of a 3
ton hoist at the wastewater plant that’s reached its useful life. We put it out to bid; we had two bidders and
Mass Crane was the low bid on it. Mass Crane is a company that’s worked with us, installed several hoists at
the Wastewater Plant. They do our inspection of our hoist and safety equipment. And this is a hoist that is
used to life our raw sewage pumps. I'll take any questions if you have them.

Mayor Donchess

Questions/comments? Alright, 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,
Alderman Laws, Alderman O’Brien, Mayor Donchess 6

Nay: 0
MOTION CARRIED

From: Kelly Parkinson, Purchasing Manager
Re: Design Services for Phase || Pump Station Upgrades in the amount not to exceed $39,500 funded from account
SFR Loan

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT ACCEPT, PLACE ON FILE, AND APPROVE THE
CONTRACT WITH WOODARD CURRAN TO PREPARE PLANS AND SPECIFICATION FOR THE PHASE II
PUMP STATION UPGRADES REBID IN AN AMOUNT NOT TO EXCEED $39,500. FUNDING WILL BE
THROUGH DEPARTMENT 169 WASTEWATER; FUND: SRF LOAN; ACTIVITY: PUMP STATION
UPGRADES PHASE II, BY ROLL CALL.

Mayor Donchess

Mr. Boucher?
Mr. Boucher

David Boucher, Wastewater Superintendent. So we are near completion on Phase | and we are prepping to
put Phase II out to bid, hopefully in April. Prior to putting out the bid, we have to get the services of Woodard &
Curran who are the original design planners for the project. It was originally one project, to have all 12 pump
stations upgraded. We broke it down into two separate so we need the original designers to modify the plans
to take out all of the pump stations that are complete and modify the specs of the pump stations that are going

Finance Committee - 02/17/2021 Page 11

to be in Phase II, plus they are going to do some changes that we have requested before we put it out to bid.
So we are hoping to go out to bid April 19"". The reason we have to use Woodard & Curran is because it’s an
SRF qualified loan and the State requires that the plans be stamped by the original designers.

Mayor Donchess

Alright, discussion/questions on this item? Alright 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,
Alderman Laws, Alderman O’Brien, Mayor Donchess 6

Nay: 0

MOTION CARRIED

From: Kelly Parkinson, Purchasing Manager

Re: Parking Study for the Elm & High Street Garages in the amount not to exceed $40,845 funded from account
55699 Other Contracted Services and 53142 Consulting Services

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND APPROVE THE
CONTRACT WITH THORNTON TOMASETTI, INC., OF PORTLAND, ME, FOR AN EXISTING CONDITIONS
STUDY OF THE ELM AND HIGH STREET PARKING GARAGAES IN AN AMOUNT NOT TO EXCEED
$40,845.00. FUNDING WILL BE THROUGH DEPARTMENT 166 PARKING, BY ROLL CALL.

ON THE QUESTION

Mayor Donchess

Alright is Mr. Cummings here?

Tim Cummings, Director of Community Development

lam, yes Mayor.

Mayor Donchess

Could you please brief us on this one?

Director Cummings

Yes certainly. So for the record Tim Cummings, Director of Economic Development. What you have before
you tonight is a contract as outlined in existing conditions type study basically on the deferred capital
maintenance on our two parking structures in our downtown; the High Street and Elm Street parking garages.
This item has been hanging out there for quite a while. We put an RFP out before COVID-19. We received
something like 5 or 6 responses; we narrowed it down to 2. We did two interviews; COVID hit, we pressed
pause on everything. To be clear this is not the parking study relative to best practices and looking at the
marketplace supply and demand. That’s a separate contract that we have already awarded. This is a very
specific contract that we wanted to pursue relative to the maintaining our capital assets.

Finance Committee - 02/17/2021 Page 12

So with that being said, with that parking study still being on hold, we thought it would be prudent to move
forward with what we could which is obviously the study of the parking structures. So we are before you
tonight asking for permission to move forward with the contract that’s before you, hoping to have it wrapped up
in the next couple of months so we can evaluate and understand what we have for maintenance that we may
need to pursue. The last time we did something like this was, I’m going to say 10 plus years ago. And asa
rule of thumb in the industry this is something that should be done every 10 or so years. So we are on track for
it. Thank you.

Mayor Donchess

So, of course, what you are trying to do is determine what shape these garages are in and what repairs might
be necessary, correct?

Director Cummings

That’s correct, Mayor.

Mayor Donchess

And the High Street Garage is about, is more than 40 years old. And the Elm Street Garage is about 35 so
these have some age and they might need maintenance so that’s the point.

Director Cummings

That’s correct Mayor. | think it is safe to say that these will need maintenance and the best practice is to do
ongoing continuous maintenance of your parking structures. It's much easier to maintain an existing asset
than trying to build a brand new parking structure which could be cost prohibitive.

Mayor Donchess

Alright, any questions or comments?

Alderman O’Brien

Mr. Mayor?

Mayor Donchess

Alderman O’Brien.

Alderman O’Brien

Yeah Mr. Cummings, are you seeing anything really concerning, like spalling or anything else in these

garages. Because | support this; we invested heavily into these garages, we must take care of our
infrastructure. But are we showing true wear and tear with it?

Director Cummings

If | may, Mr. Mayor.

Mayor Donchess

Yes.

Finance Committee - 02/17/2021 Page 13

Director Cummings

Yes, Alderman O’Brien. We are seeing some wear and tear particularly around the joints which is what we
want to make sure we have a good understanding of because the water damage gets through and starts at the
top and goes all the way through the structure.

Alderwoman Lu

Thank you Mayor Donchess. | have a couple of questions about how we will pay for it. But | wondered through
you to Director Cummins, would the people who are doing our parking study have been able to do this type of
thing or is this more of an engineering contract?

Director Cummings

Yes so the group that we hired, it would be a separate business unit within the company does offer this type of
service. So we could have pursued it and they were one of the respondents that actually put in a bid for the
proposal of this project.

Alderwoman Lu

OK and their price didn’t come out right?

Director Cummings

Well their price was cheaper than this contract but it wasn’t an apples to apples comparison because they
didn’t include everything that we were asking for in the proposal. They were going to not do “some new
testing”. They were going to use some old data that they had on file to make an assessment. So taking that
into consideration we felt it wasn’t the best way to move forward. That coupled with the interviews, there were
two interviews by various stakeholders within City Hall; Building Safety, Risk, Parking obviously, they felt that it
would be good to get a fresh set of eyes on this.

Alderwoman Lu
OK. The other question | have may be for Ms. Parkinson. What dollar amount is going to other contracted
services versus consulting. Do we have that breakdown? | know sometimes we are provided that. | just don’t

see $40,845.00 in other contracted services?

Kelly Parkinson, Purchasing Manager

Other contracted services is $31,100.00. And consulting services is $9,745.00.
Alderwoman Lu
OK so the budget...

Director Cummings

Can we clarify that this prior escrows money. So we escrowed money for this initiative. So this is not in our
Operating Budget, to be clear.

Alderwoman Lu

Oh well, OK. Is it in a fund, a different fund that it is coming from?

Finance Committee - 02/17/2021 Page 14

Director Cummings

Yes it was done through the escrow process and then the separate charge is going to be from the Parking
Trust Fund that was set up for parking related type of needs.

Alderwoman Lu
So what are the two funds, the two dollar amounts are coming from?

Director Cummings

So again the $30 and change is coming from a prior year escrow and the $10,000.00 is coming from a Parking
Trust Fund.

Alderwoman Lu

Ms. Parkinson would you be able to get that to me?

Ms. Parkinson

To get you the breakdown?

Alderwoman Lu

| don’t know if | am alone in the Committee who recalls when other meetings when we have had — | am used to
having a specific breakdown and what fund or account, not necessarily the charge, whether it would be other

contracted services. But where it is held now? What is that escrow account. Certainly someone here knows
the answer to that?

Mayor Donchess

So what an escrow is, is ...

Alderwoman Lu

Oh | understand what the escrow is but aren’t they all named and numbered?

Mayor Donchess

Yes, they are all name and numbered. Now this, as | am looking at this, this tells you that the account is
55699. But certainly Ms. Parkinson can get you a Memo on this.

Alderwoman Lu
Well 55699 indicates “other contracted services”. And Ms. Parkinson said $31,1 is going from there.

Mayor Donchess

Well the escrow may be named “other contracted services” but we can get you the clarification or the detail,
that’s no problem.

Finance Committee - 02/17/2021 Page 15
Alderwoman Lu

Sorry | cut my teeth on Dan Kooken and | think | just, maybe I’m not flexible enough. But thank you, if could
that would be great.

Ms. Parkinson
I’ve got you.
Alderwoman Lu
Thank you.

Mayor Donchess

Alright so we will follow up on that. Any other questions or comments. Alright 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,
Alderman Laws, Alderman O’Brien, Mayor Donchess 6

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 JANUARY 29, 2021 TO FEBRUARY 11, 2021, BY ROLL CALL

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

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

Nay: 0
MOTION CARRIED

GENERAL DISCUSSION- None

PUBLIC COMMENT - None

Finance Committee - 02/17/2021 Page 16

REMARKS BY THE ALDERMEN

Alderwoman Lu

Yes, | have one. Thank you Mayor Donchess. | just wanted to ask about actually maybe it is a discussion but
have we had our, oh darn now | can’t think of the name of it, our annual review?

Mayor Donchess

Audit?

Alderwoman Lu

Yes it’s not an audit but it is a CAFR right?

Mayor Donchess

Well the CAFR is the output from the audit.

Alderwoman Lu

Right. When does that usually come out?

Mayor Donchess

That comes out soon.

Alderwoman Lu

OK. What | would love to see is for the accepted budget, I’ve asked a few people for this, but sometimes |
want to look at the current budget, the adopted budget. But there’s nowhere to find it because the website only

has the proposed budget. And I’ve mentioned this a few times. | mean there were changes to our proposed
budget.

Mayor Donchess

Yes, definitely. The final budget should be there and if itis ...
Alderwoman Lu

| agree.

Mayor Donchess

If it’s not there, you know, the proposed budget is interesting but the final budget is really the operative
document.

Alderwoman Lu
I’m with you 100%, | agree with that, yeah.

Mayor Donchess

So Ms. Kleiner do you have any insight into that, are you still on?