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Jim Donchess
Mayor e City of Nashua

To: Board of Aldermen

From: Jim Donchess

Date: 11/16/18

Re: Contract for Board of Public Works Pension Administration

Pursuant to NRO § 5-74 (B), which states that a contract that extends from the current fiscal year into
succeeding fiscal year(s) in which no funds have been appropriated nor otherwise designated for this
purpose shall be approved by the full Board of Aldermen before the contract shall become binding on the
City.

The Finance Committee approved and placed on file the notification of the award of the referenced contract
at their November 15, 2018 meeting. | am requesting the concurrence and approval of the full Board of
Aldermen for the award of the following contract:

Contract for Board of Public Works Pension Administration - Included is the Purchasing Manager’s Memo
#19-092 dated November 8, 2018 regarding the award of this contract at the Finance Committee meeting.
This is a five (5) year contract.

229 Main Street * PO Box 2019 * Nashua, New Hampshire 03061-2019
603.589.3260 * fax 603.594.3450 * NashuaMayor@NashuaNH. gov
www. NashuaNH. gov

B\ THE CITY OF NASHUA “The Cate City’

Financial Services

Purchasing Department

November 8, 2018
Memo #19-092

TO: MAYOR DONCHESS
FINANCE COMMITTEE

SUBJECT: CONTRACT FOR BOARD OF PUBLIC WORKS PENSION ADMINISTRATION
SERVICES (VALUE: $49,000)
DEPARTMENT: FINANCIAL SERVICES; FUND: PENSION ADMINISTRATION

Please see the attached communication from Derek S. Danielson, Assistant Treasurer, dated November
8, 2018 for information related to this contract.

Pursuant to § 5-78 Major purchases (greater than $10,000) A. All supplies and contractual services,
except as otherwise provided herein, when the estimated cost thereof shall exceed $10,000 shall be
purchased by formal, written contract from the lowest responsible bidder, after due notice inviting bids.
The Assistant Treasurer and the Purchasing Department recommend the approval of this contract in the

amount of $49,000 to Hooker & Holcombe of West Hartford, CT.

Respectfully,

Dan Kooken
Purchasing Manager

Coc: D. Danielson _ D. Fredette

229 Main Street * Nashua, New Hampshire 03061 © Phone (603) 589-3330 e Fax (603) 589-3233

Jim Donchess
Mayor e City of Nashua

To: Board of Aldermen

From: Jim Donchess

Date: 11/20/18

Re: Purchase Replacement for 2017 Ford Explorer Police Cruiser

The purpose of this communication is to provide background information to the Board of Aldermen
regarding the item on your agenda tonight.

NRO 5-127.1 D Capital Equipment reserve Fund, states: “During that fiscal year, the city may purchase that
equipment, or equipment that will serve the same stated purpose as the listed equipment, as long as the
price does not vary by more than ten percent of the estimated replacement value. All purchases from the
Capital Equipment Reserve Fund must comply with the City’s purchasing approval process. Any other
requests to use funds from the Capital Equipment Reserve Fund must be approved by the Board of
Aldermen.”

Recently, a 2017 Ford Explorer Police Cruiser (Plate# MP6465, VIN# 1FMS5K8AR4HGCO7453) was
totaled in an accident. The vehicle was planned to be replaced in the FY2020 CERF Schedule at an
estimated cost of $37,507. Since the vehicle was in an accident, the Risk department will reimburse
$19,394 of the total replacement cost. Therefore, the net cost to CERF will be $18,697.75 ($38,091.75
less $19,394.00).

229 Main Street * PO Box 2019 * Nashua, New Hampshire 03061-2019
603.589.3260 * fax 603.594.3450 * NashuaMayor@NashuaNH. gov
www. NashuaNH. gov

. THE CITY OF NASHUA “the Cate Cy"

Financial Services

Purchasing Department

November 8, 2018
Memo #19-0971

TO: MAYOR DONCHESS
FINANCE COMMITTEE

SUBJECT: 2018 FORD POLICE INTERCEPTOR UTILITY VEHICLE (VALUE: $38,092)
DEPARTMENT: 150 NASHUA POLICE DEPARTMENT; FUND: CERF & RISK
Please see the attached communication dated November 2, 2018 from Karen A. Smith, Business

Manager for the information related to this purchase.

Pursuant to § 5-84 Special purchase procedures A. (3) Purchases which can be procured through
cooperative intergovernmenial purchase agreements with other governmental jurisdictions.

The Nashua Police Department and the Purchasing Depariment recommend the award of this purchase
in the amount of $38,092 to M-H-Q Municipal Vehicles of Marlborough, MA.

Respectfully, ~ +
wg C_. a , or

wy
coal a of f ao
aa vA } ferry / <a i .
Dan Kooken

Purchasing Manager

Co: K. Smith A. Lavoie

229 Main Street « Nashua, New Hampshire 03061 ® Phone (603) 589-3330 »@ Fax (603) 589-3233

City of Nashua, New Hampshire
Uncompleted Project Status Report

FY 2016
Division: Fire
Department: Fire

Per NRO 5-134-c the Financial Services Division shall report to the Board of Aldermen the status of all uncompleted projects.

"Project type" as defined by the ordinance is any one of the following:

(1) An endeavor requiring expenditure in excess of $50,000

(2) The purchase, construction, replacement or rehabilitation of any physical facility, including but not limited to, roads, buildings,

bridges, and sewerage, with an anticipated life in excess of ten (10) years
(3) The acquisition of tangible personal property with an anticipated life in excess of ten (10) years
(4) The acquisition of land or any interest in land
(5) Surveys or studies relative to the aforementioned categories
(6) Contractual services provided to the city

Accounting Unit Activity # Account . Budget Percent Funding Required
7 7 Source of Fundi F
Project ‘Account (if applicable) Name © ob sDnOInE Amount unds Expended | Funds Encumbered Complete | to Complete Project
Project Name Type Brief Description of Project

Renovations/Deferred (2) | Ongoing projects at various 52.1001 1100 Cap Improvements - (General Fund Appropriations 50,000 13,369 - 27% 36,631
maintenance to existing stations with many repairs/ FY2016 Fire Deferred
facilities maintenance needs Maintenance
Fire Truck Replacement (3) [Purchase of replacement fire 52.5040 2101 Cap Project - Fire (General Obligation Bonds 530,223 - 530,223 0% $0

truck with a life span of 15 Trucks Replacement

years
Fire Station Renovations (2) |Spitbrook Road Fire Station 52.5040 2013 Cap Project - Spitbrook |General Fund Appropriations 70,000 - 13,250 0% 56,750

Renovation Road Fire Station

Renovation

Page 6

UNFINISHED BUSINESS — ORDINANCES

O-19-038, Amended
Endorsers: Alderwoman Mary Ann Melizzi-Golja
Alderman June M. Caron
Alderman Tom Lopez
AMENDING THE SIGN ORDINANCES RELATIVE TO ADDRESS NUMBERS OF GROUND SIGNS
e Withdrawn from Committee, Amended & Re-Referred to PEDC & NCPB — 3/26/2019
e PEDC & NCPB Recommend Final Passage as Amended

NEW BUSINESS — RESOLUTIONS

R-19-134
Endorser: Alderwoman Mary Ann Melizzi-Golja
Alderwoman-at-Large Shoshanna Kelly
ADOPTION OF STRATEGIC PLANNING GOALS

R-19-135
Endorser: Mayor Jim Donchess
RELATIVE TO THE APPROPRIATION OF $24,850 FROM DEPARTMENT #194 “CONTINGENCY”,
ACCOUNT #70100 “GENERAL CONTINGENCY” INTO VARIOUS NEW ACCOUNTS IN DEPARTMENT
#106 “ADMINISTRATIVE SERVICES”

R-19-136
Endorser: Mayor Jim Donchess
Alderman-at-Large Lori Wilshire
Alderwoman Mary Ann Melizzi-Golja
Alderwoman-at-Large Shoshanna Kelly
AUTHORIZING THE FORMATION OF TWO VOLUNTARY NONPROFIT CORPORATIONS UNDER
RSA 162-G FOR THE PERFORMING ARTS CENTER

R-19-137

Endorser: Mayor Jim Donchess
AUTHORIZING THE SALE OF TAX DEEDED PROPERTY LOCATED AT 342 MAIN STREET

R-19-138
Endorser: Alderman-at-Large Lori Wilshire
Alderwoman-at-Large Shoshanna Kelly
RELATIVE TO THE APPROPRIATION OF ADDITIONAL U.S. DEPARTMENT OF HOUSING
AND URBAN DEVELOPMENT HOME INVESTMENT PARTNERSHIP PROGRAM FUNDS TO
NEIGHBORWORKS OF SOUTHERN NEW HAMPSHIRE
NEW BUSINESS — ORDINANCES
PERIOD FOR GENERAL PUBLIC COMMENT
REMARKS BY THE MEMBERS OF THE BOARD OF ALDERMEN

Committee announcements:

ADJOURNMENT

Proposed Amendments made in Personnel — 4/15/19 AMENDED
R-18-073

RESOLUTION

PROPOSING AN AMENDMENT TO THE CITY CHARTER RELATIVE TO FILLING
VACANCIES ON ELECTED BOARDS BY MAJORITY VOTE OF THE REMAINING
MEMBERS OF THAT BOARD

CITY OF NASHUA

In the Year Two Thousand and Eighteen

RESOLVED by the Board of Aldermen of the City of Nashua that pursuant to RSA 49-
B:5, the following amendment to the Nashua City Charter is deemed necessary and shall be
submitted to the voters by placing it on the ballot at the next regular municipal election on
November 5, 2019, in the manner required by NH RSA 49-B with the following summary:

Shall the municipality approve the charter amendment summarized below?

This amendment changes the way that vacancies on the Board of Aldermen, Board of Education,
Board of Public Works, and Board of Fire Commissioners are to be filled until the next
municipal election. Currently, if there are more than six (6) months remaining in an unexpired
term that has been vacated, the vacancy is filled by a special election held after forty (40) days
but before one hundred and eighty (180) days following the creation of the vacancy, or, if the
regular election timing is appropriate, the vacancy can be filled by the non-incumbent candidate
who receives the most votes at the regular municipal election for the next term of office which is
then vacant. This charter amendment would instead require vacancies on the Board of
Aldermen, Board of Education, Board of Public Works, and Board of Fire Commissioners to be
filled until the next municipal election by majority vote of the remaining members of that board
within sixty (60) days following the creation of the vacancy. The amendment further clarifies
issues concerning vacancies caused by death or declination of office before inauguration and
when persons elected to fill vacancies assume office.

Amend the City Charter by adding new underlined language as follows:

Ҥ 44. Vacancy in office of aldermen

Vacancies occurring in the office of alderman [aldermen] from any cause shall be filled

term-as-soon as the election results-are final until the next t municipal election by the election
of some qualified person (see Charter §6a) by the recorded votes of at least _a majority of all
members of the board of aldermen at the next regular meeting or at a special meeting called
for the express purpose of filling the vacancy within sixty (60) days following the creation of
the vacancy. Ifthe unexpired term is to conclude at the inauguration following said
municipal election the election shall be conducted in the usual fashion. Ifthe individual
elected by the board of aldermen is elected at the municipal election, that individual shall
continue in such office. If the individual elected by the board of aldermen is not elected at
the municipal election, then the candidate receiving the greatest number of votes for that
office who is not an incumbent shall complete the remainder of the unexpired term beginning
at the next regular meeting of the board of aldermen. If the unexpired term continues for an
additional period following the next inauguration then the municipal election shall include an
election to that office for the remainder of the unexpired term and the candidate receiving the
greatest number of votes shall complete the remainder of the term beginning with the next
regular meeting of the board of aldermen unless said candidate is an incumbent member of
the board in which case the person elected by the board of aldermen shall continue in office

until the inauguration.”

[Board of Public Works]
Ҥ 59. How chosen: tenure of office

The board of public works shall be composed of the mayor and four members to be
chosen by the qualified voters of the city at large, voting in their respective wards. .

? A A Aa until the
next municipal election by the election of some qualified person (see Charter §59-a) by the
recorded votes of at least_a majority of all members of the board of public works at the next
regular meeting or at_a special meeting called for the express purpose of filling the vacancy
within sixty (60) days following the creation of the vacancy. Ifthe unexpired term is to
conclude at the inauguration following said municipal election the election shall be
conducted in the usual fashion. Ifthe individual elected by the board of public works is
elected at the municipal election, that individual shall continue in such office. Ifthe
individual elected by the board of public works is not elected at the municipal election, then
the candidate receiving the greatest number of votes for that office who is not an incumbent
shall complete the remainder of the unexpired term beginning at the next regular meeting of
the board of public works. If the unexpired term continues for an additional period following
the next inauguration then the municipal election shall include an election to that office for
the remainder of the unexpired term and the candidate receiving the greatest number of votes
shall complete the remainder of the term beginning with the next regular meeting of the
board of public works unless said candidate is an incumbent member of the board in which
case the person elected by the board of public works shall continue in office until the

inauguration.”

Ҥ 73. Fire commissioners, how chosen

..At each subsequent general municipal election three or two members of the fire
commission shall alternatively be elected for a full four-year term, in order to maintain a

board of five members.. Vacancies > shall be filled te ronewws: there is of least si (©)

the election resutts-are-final until the next municipal election by the election of some person,
qualified to vote in the City of Nashua, by the recorded votes of at least_a majority of all
members of the board of fire commissioners at the next regular meeting or at a special
meeting called for the express purpose of filling the vacancy within sixty (60) days following
the creation of the vacancy. Ifthe unexpired term is to conclude at the inauguration
following said municipal election the election shall be conducted in the usual fashion. Ifthe
individual elected by the board of fire commissioners is elected at the municipal election, that
individual shall continue in such office. If the individual elected by the board of public
works is not elected at the municipal election, then the candidate receiving the greatest
number of votes for that office who is not an incumbent shall complete the remainder of the
unexpired term beginning at the next regular meeting of the board of fire commissioners. If
the unexpired term continues for an additional period following the next inauguration then
the municipal election shall include an election to that office for the remainder of the
unexpired term and the candidate receiving the greatest number of votes shall complete the
remainder of the term beginning with the next regular meeting of the board of fire
commissioners unless said candidate is an incumbent member of the board in which case the
person elected by the board of fire commissioners shall continue in office until the

inauguration.”

Ҥ 75. Board of education: How chosen

....[F]our or five candidates shall be elected to the board at each general municipal
election in order to maintain a board of nine members. Vacancies shall be filled as-follows:-

term-as-soon-as the election results-are final until the next municipal election by the election
of some qualified person (see above in this section) by the recorded votes of at least a
majority of all members of the board of education at the next regular meeting or ata special
meeting called for the express purpose of filling the vacancy within sixty (60) days following
the creation of the vacancy. Ifthe unexpired term is to conclude at the inauguration
following said municipal election the election shall be conducted in the usual fashion. Ifthe
individual elected by the board of education is elected at the municipal election, that
individual shall continue in such office. If the individual elected by the board of education is