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Board of Aldermen 12-10-2019 Page 4

MOTION BY ALDERWOMAN MELIZZI-GOLJA FOR FINAL PASSAGE OF R-19-183 AS AMENDED
MOTION CARRIED

Resolution R-19-183 declared duly adopted.

R-19-185
Endorser: Mayor Jim Donchess
RELATIVE TO THE SUPPLEMENTAL APPROPRIATION OF $2,900,000 FROM FY2020
ASSIGNED FUND BALANCE

Given its second reading;

MOTION BY ALDERMAN DOWD FOR FINAL PASSAGE OF R-19-185 BY ROLL CALL

ON THE QUESTION

Alderman Jette

Similarly wasn’t that amended, wasn’t the Resolution amended in Committee?

Alderwoman Melizzi-Golja

It says as amended here.

Alderman Dowd

We can make a motion to amend that too.
President Wilshire

What is the amendment?

Alderman Dowd

| believe to the current levels? No?
Alderman Tencza

We amended it so that the $900,000.00 would be going right into the Trust Fund.
President Wilshire

Instead of the General Fund?

Alderman Dowd

The amended motion was to, instead of going into a General Account, it goes into a specific account for
expenditures and | don’t remember the account number.

President Wilshire
The account number is 6600, Internal Service Fund, Department 111; the description is The Benefit Self-

Insurance Fund and that is where the $900,000.00 is going directly into instead of where it was going, the
General Fund.

Board of Aldermen 12-10-2019 Page 5
Alderman Dowd
We will start with a motion to amend R-19-185 to reflect the wording as just read by the President.

MOTION BY ALDERMAN DOWD TO AMEND R-19-185 FOR $900,000.00 TO BE PUT DIRECTLY INTO
ACCOUNT NUMBER 6600, INTERNAL SERVICE FUND, DEPARTMENT 111, BENEFIT SELF-
INSURANCE FUND

MOTION CARRIED

MOTION BY ALDERMAN DOWD FOR FINAL PASSAGE OF R-19-185 BY ROLL CALL AS AMENDED
A viva voce roll call was taken which resulted as follows:

Yea: Ald. O’Brien, Ald. Gathright, Ald. Ald. Dowd,
Ald. Klee, Ald. Laws, Ald. Caron,
Ald. Kelly, Ald. Jette, Ald. Melizzi-Golja
Ald. Teneza, Ald. Schmidt, Ald. Clemons,
Ald. Wilshire 13

Nay: 0
Resolution R-19-185 declared duly adopted.

R-19-188
Endorsers: Mayor Jim Donchess
Alderman Richard A. Dowd
Alderman-at-Large Michel B. O’Brien, Sr.
Alderman Patricia Klee
Alderman-at-Large Brandon Michael Laws
Alderman Linda Harriott-Gathright
Alderman Thomas Lopez
Alderman June M. Caron
Alderwoman-at-Large Shoshanna Kelly
Alderwoman Mary Ann Melizzi-Golja
Alderman-at-Large David C. Tencza
Alderman Jan Schmidt
Alderman-at-Large Lori Wilshire
RELATIVE TO THE TRANSFER OF $200,000 FROM DEPARTMENT 194 “CONTINGENCY”,
ACCOUNT 70112 “CONTINGENCY FOR EDUCATIONAL PRIORITIES”
Given its second reading;

MOTION BY ALDERMAN DOWD FOR FINAL PASSAGE OF R-19-188
ON THE QUESTION
Alderman Dowd

I’d like to talk to it briefly. This is to allow the transfer of the funds to the School Department that we put in
contingency for hiring ELL. They have done the hiring and now this is transferring the money to them.

MOTION CARRIED

Resolution R-19-188 declared duly adopted.

Board of Aldermen 12-10-2019 Page 6

R-19-190
Endorsers: Mayor Jim Donchess
Alderman-at-Large Michel B. O’Brien, Sr.
Alderman Ken Gidge
Alderman Linda Harriott-Gathright
Alderman Richard A. Dowd
Alderman Patricia Klee
Alderman June M. Caron
Alderwoman-at-Large Shoshanna Kelly
Alderwoman Mary Ann Melizzi-Golja
Alderman-at-Large David C. Tencza
Alderman Jan Schmidt
Alderman-at-Large Ben Clemons
Alderman-at-Large Lori Wilshire
RELATIVE TO THE TRANSFER OF $95,700 FROM DEPARTMENT #194 “CONTINGENCY”,
ACCOUNT #70100 “GENERAL CONTINGENCY” INTO VARIOUS ACCOUNTS IN DEPARTMENT
#132 “ASSESSING” FOR THE PURPOSE OF FUNDING THE SALARY AND BENEFITS OF A
CHIEF ASSESSOR POSITION FOR THE REMAINDER OF FY2020
Given its second reading;

MOTION BY ALDERMAN O’BRIEN FOR FINAL PASSAGE OF R-19-190
MOTION CARRIED

Resolution R-19-190 declared duly adopted.
UNFINISHED BUSINESS — ORDINANCES

O-19-064
Endorsers: | Mayor Jim Donchess
Alderman-at-Large Michel B. O’Brien, Sr.
Alderman Ken Gidge
Alderman Linda Harriott-Gathright
Alderman Richard A. Dowd
Alderman Patricia Klee
Alderman-at-Large Brandon Michael Laws
Alderwoman Mary Ann Melizzi-Golja
Alderman-at-Large David C. Tencza
Alderman Jan Schmidt
ADDING ADDITIONAL PARCELS TO THE NASHUA RIVERFRONT TAX INCREMENT FINANCING
DEVELOPMENT DISTRICT
Given its third reading;

MOTION BY ALDERMAN O’BRIEN TO TABLE OF O-19-064
President Wilshire

The motion is to table and the reason for that is that it hasn’t had its 15 days, so we are not able to pass it
this evening.

MOTION CARRIED

Board of Aldermen 12-10-2019 Page 7

NEW BUSINESS — RESOLUTIONS

R-19-197
Endorsers: Mayor Jim Donchess
ESTABLISHING POLLING TIMES FOR THE PRESIDENTIAL PRIMARY ELECTION ON
FEBRUARY 11, 2020

Given its first reading;

There being no objection, President Wilshire suspended the rules to allow for a second reading of
R-19-197

MOTION BY ALDERMAN O’BRIEN FOR FINAL PASSAGE OF R-19-197

ON THE QUESTION

Alderman Clemons

Quickly | want to say that | appreciate the fact that we are keeping our polls open as tradition, 6:00 AM to
8:00 PM. | know it is a long day for the City Clerk and our Poll Workers but Nashua is a commuter town.
People leave for work early; they get back late. We don’t have a great absentee ballot law in New
Hampshire so my only request would be that some of our legislators can work on trying to make voting
easier for people who may or may not be in the City at that time. Until that happens, | think we are doing
the right thing by keeping it open from 6:00 to 8:00.

Alderwoman Melizzi-Golja

Yes, with the establishment of the date, once we pass this, | would just encourage people who are
interested in volunteering, even for a short time to relieve some of our poll workers to contact the City Clerk
so people can take breaks to have dinner or just leave for an hour. So thank you.

MOTION CARRIED

Resolution R-19-197 declared duly adopted.

NEW BUSINESS — ORDINANCES - None

PERIOD FOR GENERAL PUBLIC COMMENT

Laurie Ortolano Good evening, Laurie Ortolano, 41 Berkeley Street. There’s a couple things | wanted to
address with the Board regarding some things that are happening in Assessing. The capturing of permits
and sales data has been a really big issue that has been discussed for certainly more than a year within the
Assessing Office. We don’t have any mechanism to track open and closed permits and captured sales
data. | don’t understand why after all this time, that’s not available in a reporting system. It absolutely floors
me. We have Lynn Cameron down there, produces an open permit report every month. Building
Department permits get captured, sent down, they load on to the property cards, she does the report to
hand to the Assessors on all the open permits that can be captured by Assessing and the value permits.

We have no way of tracking what the Assessors have done to close the permits which has been a huge
issue for me. This Administration, you folks, the Mayor, the Board of Assessors, all say to me, “It is nota
problem Lori” — Steve Bolton “We only miss a few, we’ve got 2,900 cards, sometimes we miss some”. How
do you know? You have no tracking system. Last year my husband wrote a letter to the editor every
month on abatements and it really kind of ended up being a hit. He would say, “This many got done this
month”, he had like a meter going, 475 OK we are done to 400, OK we are down to 350, OK we are done
to 275.

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Board of Aldermen 12-10-2019 Page 8

People were waiting for it and watching, how are they going? And then they started calling their Wards and
saying, “OH are they going to get to mine, we are running out of time and the abatements aren’t done”.
People watched. | want to track these permits. Now the Mayor went to a Budget Meeting and he said at
the Budget Meeting, when he said these right-to-knows were killing us and Mrs. Ortolano is causing a lot of
problems and causing us to run up our bills and we have to hire outside people. We have several thousand
building permits we have to capture in a month. So they open up $50,000.00 to hire outside people; they
couldn’t get anyone to come. So they had to hire KRT. The report that | saw that went to the Board of
Assessors, | believe said, and don’t hold me to it, KRT took care of 250 or 300 residential permits to close,
ran around and took care of those. But there were, | thought, a couple thousand. So what happened to the
others? Did they end up getting closed, how were they handled? Did we close out the tax bills, the
property record cards without being able to capture those? How many were left open that weren’t captured
from last year? We don’t know and nobody will speak to that.

I’ve asked the Board of Assessors, “can you find that out’. Ask that question; no interest. Sales Data for
MLS correcting, great we have those tools, | am thrilled we have that technique to do that. But when they
take the sales data and they are supposed to capture it, how do we know what they do? There’s no report.
We had an audit come out that showed that we had tremendous management weaknesses. We produced
a new Policy Manual and the entire Manual is completely deficient on any management objectives. How
could we be so critical of management and then create a new manual with no management objectives?
You got rid of the Chief, you are bringing him back, that’s fine. But the whole intention at the time was the
Directorship was going to the management oversight, that’s fine. Then write a manual that says what the
reports are going to be that are going to be run quarterly, half-year, yearly that are going to show the
accountability that we are expecting in an Assessing Office; no data.

| have asked the Board of Assessors to please produce something in the Policy Manual that gives a list of
the reports that are available to the public. They are not willing to do that. That leaves me in a bind
because when | am looking for data and | write to Legal, | get bounced out of the City because | don’t know
the name of the reports, | am not specific enough and | don’t know what they are called. | end up working
with the State, the State is much more compliant. The Board of Assessors is a nightmare. They may all be
nice men but the sum of the parts does not make a whole and their underperformance is overwhelming me.
| learned that they take their model from the Zoning Board. | went to a Zoning Board meeting maybe a
month ago. | realized that they are reading the script of the Zoning Board when they run the meeting now in
Board of Assessors; and it changed since I’ve been going.

My observation is the Zoning Board is a pretty together Board like the Assessing Board they have a Policy
Manual or a Regulations Manual that | am sure is several thousand pages thick. A lot of regulations in
Zoning, a lot of regulations in Assessing OK? They read the same words at the beginning of the meeting,
“If you have questions direct them to us, we will answer your questions” you know “here’s our format”.
They are very open. | go in | spend two hours in a meeting over there, they start it off introducing
themselves, they ask the public “does anyone have any questions before we start”. They bring each
member up that is presenting a variance or a request. Those people dialogue with the Board, they answer
their questions, the end the discussion. They have an open meeting where they dialogue very effectively
on why they approve it or do not approve it. They allow more discussion, they ask the public for input and
then the next person comes up, very efficient, very well done.

Now | am not going to tell you that Board is perfect, because the mark of a really good Board for me is how
they handle a problem. How do they handle dissention? How do they handle somebody who thinks
something isn’t done right? That to me is a real mark. | didn’t see any of that that night but | did see a
Board that worked very effectively with the public. That does not happen and has not happened once in a
year at a Board of Assessor's meeting. They read every meeting “We will answer your questions, should
you have them” and then they proceed to answer nothing. The last Board of Assessor’s meeting | wrote
them an e-mail; couple of basic questions. When is the List & Measure Starting? Has the contract been
signed? Will the company vision have a form for people who do not allow them to enter their home? |
noticed on line that some appraisal companies, knowing they can’t get entry, have a pretty nice form that
allows you to give details to the Assessors on your home should you not allow entry.

Board of Aldermen 12-10-2019 Page 9

| received no response. | am hoping they will discuss it when | go to the meeting, no response. Why is that
a secret? Why is it a secret to know when the List & Measure is starting? Why is it a secret to know
whether the contract has been signed? The City had said to me when | asked for the contract through
Legal, of course, it got forced up there, when | asked for it six weeks ago it wasn’t signed. And they
wouldn’t leave it open for me, | think | told you this. They said, “Lori, you just have to keep submitting
Right-To-Knows every couple of weeks until it is done”. Well that seems like a waste of time, I’m using
Legal’s time, they are tallying up the numbers, I’m writing the same thing, because they won’t tell me. So |
called the State, and | said, “Will you tell me when it comes up there for your approval” and they said,
“Definitely”. Hasn’t been sent up yet, | talked to them today, good. But | don’t have to keep writing Right-
To-Knows to the State to figure it out. | have to do that to my City. It is ridiculous and basic questions like
this should be answered by the Board. | am so underwhelmed by this Board. And | don’t see where there
has been any development by the City, the NH Municipal Association, the State, to come in, do training and
get this Board up to speed. We are spinning ourselves to nowhere.

Accessing the property record cards; the 2018 cards are on-line and we all know that by June or so of this
year we put property cards on-line. That was awesome, I’m super appreciative of that. I’ve been waiting for
the 2019 property cards to come on-line. They were due on-line mid-November. And | asked the end of
October when they were coming out, mid-November. Well it is December 10" and they are not out. | asked
a couple days ago, e-mailed down to Assessing, “when are the 2019 property record cards going to be on-
line”. | got a response back, “We don’t know’. It is an unacceptable answer to me, OK. Somebody find out
when or why, are we talking a month, are we talking three months. Here’s the problem, abatements are
coming in for 2019, | always follow that schedule, | go to all the meetings, | want the property record cards
to track them but they are not on-line OK? Now | have got to go to City Hall and | start printing, | also want
the permit and sales data for 2019. We are going into 2020 in two weeks. | have to get the data, you are
behind, I’m OK with that but | want to be able to look at it. It is not available. So | either have to go into City
Hall and the sales, the permit and the abatement data will cost me probably $2,500.00 by record card or try
to get it on a thumb drive which they say in the manual they can do. But Kim Kleiner e-mailed me tonight
and said she’s not certain they can. It’s unacceptable.

And the e-mail really points out that they are busy, the property record cards are created through Archive
Pro, a software purchased this past summer. Our IT Department is working with a vendor, we apologize for
any inconvenience, with the AP5 upgrade sales inspection and the issuing of December tax bills, both
Departments are working effectively and as efficiently as possible. | will inquire IT into the possibility of the
28,000 property record cards on a thumb drive. Your manpower and staffing issues are your issue and |
have asked you to look into these. Nobody will do that. The property tax bills went out a month ago, | don’t
see how property tax bills are affecting the department to put on the new software or to put on the new
property cards. We already purchased the software, | really don’t know what the hang-up is, but what you
are telling me is, the data is no longer available, go into City Hall and start printing again and pay out-of-
pocket, because that’s the best we can do. And it is not acceptable. You are very understaffed in
Assessing, you lost your clerical coordinator, there’s no sign or evidence that you are going to hire a new
one, there is no job posting. What are we doing to fill that position? You don’t have a Chief. You have one
Commercial Assessor that seems to be ware housed in the basement, not going out. We lost a data
collector years ago that we never put in there. We don’t have a lot of manpower. And the Mayor’s audit
ordered that a manpower and staffing review be done and it was never done. Why aren’t we looking at
this? Because to me we have a staffing problem and you dangle these carrots to the public saying, “OH we
have got this stuff on line, you can use it” “Oh sorry we are really busy, it’s not there for you, you can’t really
have it, figure something else out”. OK?

Right-To-Know requests, this is hot topic, Ms. Schmidt has done some clever work to try to fix all the City’s
problems; awesome. | put in a Right-to-Know request to get John Duhamel’s e-mails for September and
October of last year. | was really interested in the two months when | was first entering the office and
nobody would talk or work with me. Were they following me, were they tracking me, what was going on,
what did they know about me? Well it turned out to be very interesting, there were well over 100 e-mails
about me. They were very interesting, but when | asked for these e-mails 5 months ago | got a response
back from IT that there were over 1,000 and it was going to take them a long time to go through them.

Board of Aldermen 12-10-2019 Page 10

It took 5 months OK? And they have to be redacted, but when | received the e-mails, they are all jumbled,
so | don’t understand when you ask for e-mails through IT and you ask for a consecutive time frame, they
send them to you in all scrambled dates, no order to them. And the batches came out in six batches, ok, all
scrambled. And there were a lot of August time frames in there, | didn’t ask for August, | hadn’t even been
in Assessing in August, | started in Assessing in September.

Out of those 5 batches a lot of duplicates, so they are redacting the same e-mails over and over again, in
some cases four, four of the same e-mails batched out. The long and short when | compiled and put
through a program that the “1,000 emails” it was really 1,200, it was really 700, there were 500 too many in
there that were repeats or not in the timeframe.

President Wilshire

Ms. Ortolano, there is one minute left of public comment.

Ms. Ortolano So my concern is this: Legislation like Jan Schmidt's that charges me for the hour to obtain
data that | don’t want, that | didn’t ask for, the last batch, batch #6, that they sent me November 15" was
3,000 pages of August e-mails and data. | wrote to Celia Leonard and said, “I didn’t ask for these dates, |
didn’t even ask for anything in August, you just spent a month redacting all of this stuff that | didn’t even ask
for’. And | got a very curt response back, “We have satisfied your Right-to-Know Mrs. Ortolano”. OK, |
don’t want to pay for that. And | wish Jan would write some legislation that would maybe have cities
produce e-mails in sequential order that would help not only the citizen who is looking at the data but the
Legal Office that has to go through it and is paying for redacting.

President Wilshire

Our public comment period is over.

Ms. Ortolano Thank you.

President Wilshire

Thank you.

REMARKS BY THE MEMBERS OF THE BOARD OF ALDERMEN

Alderman Tencza

| just want to thank the crews for the DPW for their work over the past couple of weeks, the past
snowstorms they did a great job clearing the main streets, the side streets. And then also you know
coming in over the weekend to clear the trash because of the delay. | was down here on Main Street
Saturday one of the merchants mentioned to me, you know, it is a busy time of year, they’d really like to get
the snow cleared. And then | was out there again today and it was cleared. So | think they are doing a
great job hopefully we don’t have too many more snowstorms this winter, but if we do | think we can rest
assured that they will be ready for them. So thank you to them.

Alderwoman Melizzi-Golja

Yes | would like to echo Alderman Tencza’s words about the quality of work DPW did. | think it was just a
very tough situation for them trying to have our downtown clean so people could easily come in and out a
couple of weekends before Christmas and at the same time delaying trash pick-up and doing that on
Saturday and Sunday. | would just like to thank all of the residents who were patient with that. | know
people brought their trash barrels and then saw “Oh a 2 day delay” and they brought them back in. Thank
you to everyone for your understanding.

Board of Aldermen 12-10-2019 Page 11
Alderman Jette

| want to thank the Department of Public Works for having the Public Information Meeting last night. There
were a lot of people there from the Department of Public Works. There were a lot of Commissioners of the
Public Works Department; the Mayor was there, | was there, Alderman Dowd was there, Alderman
Gathright.

Alderwoman Melizzi-Golja

| showed up after you left.
Alderman Jette

Oh did you, OK? Unfortunately to my knowledge only one resident came. So | don’t know if it was lack of
interest or people are happy with what is going on or if it was the weather. Also, the presentation that was
made to the Board of Public Works by the construction company, Harvey Construction and the architect,
Hoyle Tanner, was recorded and is available in the minutes of the Board of Public Works. So maybe
people just looked at that and were happy with it. But anybody who is still interested in getting information,
that presentation is available on-line and the Public Hearing will be this coming Monday, weather
permitting. | understand that the presentation will be made by the construction manager and the architect
again so people can get information there. If they have any concerns they are welcome to come to the
public hearing. | understand the Full Board will be then voting on it December 23". So if anybody has
anything to say in favor or against, you’ve got plenty of opportunity before then to let your voices be heard.
Thank you.

Alderwoman Kelly

Yeah thank you. Actually Alderman Lopez has asked me to remind everybody that the Homeless Vigil will
be on December 23™ at 6:00 PM at the steps of City Hall. They usually do it on the longest night of the
year to recognize homeless people who we have lost in the community; that’s a Saturday this year so that’s
why they are doing it on the 23". So that’s it.

Alderman Klee

| also attended the Public Works.

Alderman Jette

OH yes you did, |’m sorry, | remember you now.
Alderman Klee

That’s ok. What | wanted to comment on was that the boards and so on that they put up and the different
stations, | wish more residents had come. The resident that did come, he came with an issue and | think
they are going to be working on this single issue. So | think that was a great thing. But there were a lot of
people standing around eating cookies and water and waiting for residents to come in. But as you pointed
out there are a lot of other issues. As far as the storm and the trash and so on, | think our Public Works
people went above and beyond. | did get complaints that there were contractors that didn’t widen the road
enough and so on. For the most part, when | explained to people we had a 40 hour storm, back to back
storms, they were very reasonable and so on. Then there was the sidewalk issue; | think our Public Works
people got out there and cleaned the sidewalks. | know | spoke to them yesterday and on Monday they
were really getting down and cleaning the sidewalks as clear as possible. Most of them are just clean now
because of the odd weather that we had.

Board of Aldermen 12-10-2019 Page 12

Lastly I’d like to thank Al Savage and Marion for all that they have done for the City and | am glad we were
able to do that proclamation for them. Thank you.

Alderman Dowd

| also want to thank the DPW and | was there last night and took the opportunity to talk to some of the
people that work there. When you have a storm that long, the State requirements are that drivers can only
drive for so many hours before they have to go rest. So they can’t be out on the street until they pass out. |
will say that | found out that a lot of the supervisors at the DPW were also out driving plows and driving to
keep the roads as clear as possible. The other thing | would ask is when people call the DPW, they will
help you, but please be polite. | heard that they get the occasional phone call where they are ripping into
this poor woman that is answering the phone trying to help them and sometimes using language that is not
appropriate. So people need to be a little more patient because they are doing their best and just want
everybody to know that.

The other thing is that we are diligently working on a Frequently Asked Questions Pages that have been
asked at all the Public Meetings on the School Project. It will be available hopefully tomorrow. | had to go
through a few people just for editing directions. | will be sending it to each one of you so you'll have it when
people ask questions and it will be published on the School District’s Web Site that has a site just for the
Middle School Project. So that’s it for that.

| did call the Telegraph today there was a headline that we were spending $172 million dollars on the
Middle School Project; a lot more than is really true. The bond is $118 million. Of course, if you used every
penny, you use the highest interest rate that we put when we do bond legislation and you spend it all and
you don’t have other things to consider, that’s probably the worst case that you could spend over 25 or 30
years. But the bond is $118 million, that is the cost of the three school construction.

Alderwoman Melizzi-Golja

| just thought of this just to get it on people’s calendars and especially for members of the Board of
Aldermen who may be in town. The Monday, | believe it is December 30", the last Monday in December,
the Performing Arts Center Steering Committee is going to be having a meeting. At that point Harvey is
going to be giving us number; so we will be getting our numbers. | know we have one more meeting left,
but just thinking out and if you are planning your calendar, that meeting will be at 5:00 PM so just to make
everyone aware of it.

President Wilshire
In Room 208?

Alderwoman Melizzi-Golja

208, yes thank you.

President Wilshire

Thank you.

Committee announcements:

Alderman Dowd

Yes as we’ve heard a couple times, there’s a Public Hearing on this coming Monday on R-19-186, R-19-

187 and R-19-191. We need everyone from the Board here for the Public Hearing and that will be followed
immediately by the Budget Review Committee which will take the initial votes on those three bonds.