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Finance Committee Page 5
October 5, 2016

ON THE QUESTION

Alderman Siegel

| understand that we are getting this licensing and the number of seats that we are paying for is very high. |
understand that we can’t use a generic login and that it’s not simultaneous users. | saw the contract but, do we
really have 55 people that are accessing this particular module and that seemed pretty high.

Mr. Codagnone

It does seem pretty high. The way the user licenses work in this particular ERP system is very convoluted.
We've had many discussions with them about it. | myself have to have a full financial license and all | do is
approve requisitions. My admin in the IT Division submits a requisition | just go into Lawson and click approve
and for that | need a full license. People do a variety of things within Lawson and they are not full financial
people but that’s the way their licenses are structured.

Alderman Siegel

Just as a follow-up, | understand that is the case but 55 is still high. Are you saying that any department head
that approves any purchase at all has to have a license seat?

Mr. Codagnone

Yes.

Alderman Siegel

Plus every single person in finance? How did we get to the 55? The audit was performed by who, Lawson?

Mr. Codagnone

Yes, by Lawson. When we first implemented the application a few year back no one in the city was really
familiar with how Lawson worked so it was a rough guess on how many licenses we needed. They purchased
them very conservatively at the time and then two years ago we came before the Finance Committee
requesting the purchase of additional licenses. At that time, INFOR basically gave us a break and ignored
some of the licenses that we were short on and those are the ones that we are coming back now for. They
came back with an astronomical number two years ago and we basically told them that we couldn’t afford it
and we didn’t budget for it and they worked with us. They gave us a very decent discount on the pricing and
also said that they would allow us to slide basically on these particular licenses and they would catch up on us
later. Now is later.

Alderman Siegel

That have really caught up on us.

Mr. Codagnone
Right.

Alderman Siegel

Those licensing terms in my opinion, are onerous, I’m sorry to say.

Finance Committee Page 6
October 5, 2016

Mr. Codagnone
Yes, | agree, | don’t really like the way its structured but | feel like we are between a rock and hard place.
Alderman O’Brien

Within those 55 licenses would that be some of our shift commanders and police and fire that do the payroll
and the attendance and stuff like that?

Mr. Codagnone

It could be.

Alderman O’Brien

So it could even extend into Parks & Rec and the Department of Public Works as well.

Mr. Codagnone

The schools as well.

Alderman Siegel

So if you walk past the screen and it’s got financial information on it then that’s a license requirement
apparently.

Mr. Codagnone

Well you do have to log in.

Alderman Wilshire

Are you saying that this includes the school district, out of these 55 licenses?
Mr. Codagnone

Correct.

Alderman Wilshire

Well that’s not so bad.

Mr. Codagnone

It’s citywide.

Alderman Siegel

| know you would think it wasn’t that bad but if you look at the module that we are talking about, it’s bad. It’s
every bit as bad as you would think it is.

Alderman Wilshire

You are talking about the Lawson module itself that’s bad?

Finance Committee Page 7
October 5, 2016

Alderman Siegel

The specific one that we are licensing here is the one that’s bad, not Lawson in general.
Alderman Wilshire

And the name of the module is Human Capital?

Mr. Codagnone

No, it’s called Finance.
Alderman Deane

| thought that was the golden egg of Lawson. Now | realize why | voted no when this came up before. It’s the
gift that keeps on giving.

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Contract for David W. Deane Skateboard Park Design Build (Value: $550,000)

MOTION BY SIEGELTO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO ARTISAN
SKATEPARKS IN THE AMOUNT OF $550,000. FUNDS ARE AVAILABLE IN DEPARTMENT 177, PARKS
AND RECREATION; DAVID W. DEANE SKATEBOARD PARK TRUST FUND

ON THE QUESTION

Alderman Siegel

Alderman Deane, is Renaissance going to start to pay for any of this?
Alderman Deane

No. Renaissance, unbeknownst to some people, that ship has sailed. The Board of Aldermen gave that
property to BIDA and legislation was approved and they are not paying for anything. They are paying for the
demolishing of the existing park but that’s it. That was the agreement under the legislation. | know that there
is a Board of Public Works commissioner that has a lot of angst about that. We just approved a piece of
legislation on the Committee on Infrastructure on the extension of the right-of-way and the parks and it’s
coming down on the 1*' of July. What we are doing now is | have spoken with the builder the other day and
he’s going to be coming up here on the 19" through the 23” of this month. | talked to Director Fauteux and
what we are going to do is meet with him and start the process on reclaiming the site to allow us (inaudible)
existence than it used to be prior to all of that work being done over there, the asphalt, etc. Everything will be
up and grubbed out and ready for construction in the spring. The design work that is being done is being; we
are looking at stormwater mitigation and things of that nature but the design work that is being done is being
done by Brian Fisk and James Powers along with Andy and they are going to be working together on that. It’s
going to come back to our committee to take a look at. A lot of that is the people who work in this field; the way
the flow and the transitions and the elevations and all of that work. They know how that works. They are
having a cement design but it probably will not all be cemented in. There are going to be some changes, they
will not be substantial changes but they will be working on that together and I’m kind of grateful that those guys
are doing that. Brain and James worked on the other park as well.

Finance Committee Page 8
October 5, 2016

Alderman Cookson
| believe that the motion that Alderman Siegel made was for $550,000 and I’m looking at the agenda and |’m

only seeing $500,000 for this contract and | am trying to figure out what the discrepancy is between the motion
that Alderman Siegel made and the on-line agenda.

Alderman Siegel

| was reading off of what is typed here. There may be a discrepancy but | did read what was typed here so it
wasn't a discrepancy because | can’t read because that would definitely be believable. There is something to
be resolved here.

Mayor Donchess

| think that this is a typo on the agenda because the contract itself is for $550,000.

Alderman Cookson

Very good. | also wanted to add that the contractor that has been identified, | like the fact that they work in
cold weather. One of the examples that were provided was from Sweden. They work in really cold weather.
It's nice to see that they have some design and work in other areas that have a similar climate to that of
Nashua and New Hampshire. | am looking forward to seeing what the ultimate design would be for this space.

Alderman Caron

Does this wipe out the skateboard park enterprise fund?

Alderman Deane

No.

Alderman Caron

Do you know if there will be a bowl?

Alderman Deane

Yes.

Alderman Caron

That was a big part of everybody’s enthusiasm.

Alderman Siegel

Apparently everyone is very excited about me being in a suit and tie and skating. | guess | am obligated to do
that.

MOTION CARRIED

CITY OF NASHUA REPRESENTATIVE: REPRESENTATIVE:

Mayor Jim Donchess Marc D. Bellaud
229 Main Street, PO Box 2019 Solitude Lake Management
Nashua, NH 03060 590 Lake Street

Shrewsbury, MA 01545
With Copy to
Deb Chisholm
Waterways Manager
229 Main Street, PO Box 2019
Nashua, NH 03060

Any notice required or permitted under this contract, if sent by United States mail, shall be deemed to be
given to and received by the addressee thereof on the third business day after being deposited in the mail.
The City of Nashua or Independent Contractor may change the address or representative by giving written
notice to the other party.

IN WITNESS WHEREOF, the parties hereto have caused this contract to be signed and intend to be legally
bound thereby.

City of Nashua, NH (signature) Solitude Lake Management (signature)

James Donchess, Mayor
(Printed Name and Title) (Printed Name and Title)

Date Date

Finance Committee Page 9
October 5, 2016

From: Dan Kooken, Purchasing Manager
Re: | Change Order #1 — 2016 Sewer Replacement Project (Value: $419,325)

MOTION BY ALDERMAN SIEGELTO ACCEPT, PLACE ON FILE AND AUTHORIZE CHANGE ORDER #1
TO THE CONTRACT WITH PARK CONSTRUCTION CORPORATION IN THE AMOUNT OF $419,325.
SOURCE OF FUNDING IS DEPARTMENT 169, WASTEWATER; SEWER REHAB AND SEWER
STRUCTURES; AND, DEPARTMENT 160, ADMINISTRATION/ENGINEERING; PAVING TRUST FUND

ON THE QUESTION

Alderman Siegel

| am certainly in favor of doing this but it brought a question to my mind. We are going to be paving a good
deal of roads and underneath that those roads are going to be obviously sewer lines. One of the things that
happened here is this sewer line was unexpected and so | understand that but are we going to scope the
sewer lines underneath the new paving that we are doing to make sure that we don’t all of sudden find out that
we’ve got a problem and we have to re-do it?

Alderman Deane

That’s the practice that is used. The utilities are all contacted and they are given their, along with the
homeowners, whether it be natural gas or whatever the case may be; everybody is contacted and then public
works sends out the sewer and stormwater scope to see if any replacement work has to be done before the
paving starts. This is a yearly; $419,000 for the size of this city is a drop in the bucket when you look at the
amount of failing stormwater and sewer lines we have. They do go through a rigorous inspection prior to
paving.

Alderman Siegel

Thank you, | appreciate that. Again, | don’t have a problem with this expense, | understand where it comes
from, again, it just touched off a question that | had.

MOTION CARRIED

UNFINISHED BUSINESS — None

NEW BUSINESS - None

TABLED IN COMMITTEE

From: Dan Kooken, Purchasing Manager

Re: Contract Award for City Hall Elevator Modernization (Value: $184,000); Department: 126

Financial Services; Fund: Trust Fund; Accounting Classification: 81 Buildings and Improvements
e Tabled 8/3/16

MOTION BY ALDERMAN SIEGEL TO TAKE FROM THE TABLE THE COMMUNICATION REGARDING
THE CITY HALL ELEVATOR

ON THE QUESTION

Mayor Donchess

Mr. Kooken and his team have been re-examining this issues and are recommending that they this project not
go forward at this time. The elevator seems to have been holding up pretty well and want to review all of the

Finance Committee Page 10
October 5, 2016

city elevators to make an evaluation as to which ones might be in the most need of repair. We could either
leave it on as a tabled item or indefinitely postpone it.

MOTION CARRIED

Alderman O’Brien

| think what we did here is we kind of disagreed with the price and it was a single vendor that was doing it and
we questioned if we were going to get the best type of pricing and if it would be better to go out to other types
of vendors. | would not be in objection if we shot this down completely since the elevator seems to be
operating good at this particular time. Next time there is an issue and we go out to bid then maybe we look at

other vendors to get involved and give us the best price that we possibly can for repair. | would have no
objections to starting fresh at this point.

Mayor Donchess

The committee did a good job because the delay, the questions resulted really in a re-examination of the issue
which is going to end up with a better result.

MOTION BY ALDERMAN SIEGEL TO WITHDRAW THE COMMUNICATION PENDING ADDITIONAL
INFORMATION

MOTION CARRIED

DISCUSSION

Alderman Deane

Mr. Kooken, the change order on the parkway lights, the state RSA requires projects that exceed $35,000 to
be bonded.

Mr. Kooken

It should have been a bonded.

Alderman Deane

Does everybody understand that?

Mr. Kooken

Yes, $35,000.

Alderman O’Brien

Mr. Kooken, just look at purchasing emergency, like a police cruiser that was damaged in an accident out of
the CERF account and at that time we did push it through so the police could have that vehicle which was wise
however, we did have some questions on the insurance. Do we have any update on that?

Mr. Kooken

| believe we communicated that as far as they were going after the insurance recovery on that and the actual
fund goes back into the general fund when it is recuperated.

Finance Committee Page 11
October 5, 2016

Alderman O’Brien

So depending upon the litigation we could probably put this question to bed then.

RECORD OF EXPENDITURES

MOTION BY ALDERMAN SIEGELTHAT THE FINANCE COMMITTEE HAS COMPLIED WITH THE CITY
CHARTER AND ORDINANCES PERTAINING TO THE RECORD OF EXPENDITURES FOR THE PERIOD
SEPTEMBER 16, 2016, TO SEPTEMBER 30, 2016

MOTION CARRIED

PUBLIC COMMENT - None

POSSIBLE NON-PUBLIC SESSION

ADJOURNMENT

MOTION BY ALDERMAN WILSHIRE TO ADJOURN
MOTION CARRIED

The Finance Committee meeting was adjourned at 7:32 p.m.

Alderman Ken Siegel
Committee Clerk

City of Nashua Paring ané Zoning

Building Safety

Community Development Division Code Enforcement
City Hall, 229 Main Street, PO Box 2019 Cen Programs nigsion
Nashua, New Hampshire 03061-2019 Transportation
www.nashuanh.gov FAX

589-3095
589-3090
589-3080
589-3100
589-3085
589-3105
880-0100
589-3119

October 4, 2016
To: Finance Committee
From: Madeleine Mineau, Waterways Manager
Re: Jackson Mills Group Net Metering Agreement

Under the current agreement between the City and Essex Power Services for the operation and
maintenance of the Jackson Mills Hydroelectric facility, Essex has the responsibility to
“negotiate and sell the energy” generated. Essex recently negotiated an advantageous
opportunity to increase revenues from the sale of electricity at Jackson Mills Hydro facility. The
contract sets forth terms to enter into a group net metering agreement administered by Standard
Power of America for a term of 1 year. We anticipate that in November 2017 when third party
electricity supplier contracts expire, we will be able to group net meter Jackson Mills with City
electricity accounts. Until then, this agreement would substantially increase revenues compared
to selling electricity to the utility at the hourly market rate.

Thus far in 2016 the average price per kWh sold has been 2.3 cents. This group net metering
agreement would increase revenues to 7.5 cents per kWh generated, increasing revenues from
the sale of electricity more than 3-fold.

Energy markets are volatile and the window to enter into this agreement is shorter than the
typical legislative process for the approval of contracts. Under their authority to negotiate and
sell the electricity generated at Jackson Mills has negotiated this contract but the City is party to
the contract as the owner of the facility.

cc: Sarah Marchant, Director Community Development Division

FINANCE COMMITTEE

OCTOBER 5, 2016

7:00 PM Aldermanic Chamber

ROLL CALL

PUBLIC COMMENT

COMMUNICATIONS

From: Dan Kooken, Purchasing Manager

Re: Replace Three (3) Trades Cargo Vans (Value: $100,742)
Department: 191 School; Funds: CERF

From: Dan Kooken, Purchasing Manager

Re: Contract Award for the Nashua Public Library West Wing Renovations (Value: $468,913)
Department: 179 Nashua Public Library; Fund: Capital Projects; Activity: West Wing Renovations

From: Dan Kooken, Purchasing Manager

Re: Change Order #1 Broad Street Parkway Bridge LED Lighting (Value $2,250)
Department: 181 Community Development; Fund: Capital Project

From: Dan Kooken, Purchasing Manager

Re: Contract Award for Supervised Visitation and Safe Exchange Services (Value: Not-To-Exceed
$140,000); Department: 171 Community Services; Fund: Department of Justice, Safe Havens Grant

From: Dan Kooken, Purchasing Manager

Re: Purchase of Radio System Fiber Optics Installation (Value: $14,550)
Department: 157 Citywide Communications; Fund: Citywide Communications Capital Projects
Account

From: Dan Kooken, Purchasing Manager

Re: _ Infor/Lawson License Purchase (Value: $50,820); Department: 122 Information Technology
Fund: Technology Operations

From: Dan Kooken, Purchasing Manager

Re: Contract for David W. Deane Skateboard Park Design Build (Value: $500,000)
Department: 177 Parks and Recreation; Funds: Trust; Activity: David W. Deane Skateboard Park

From: Dan Kooken, Purchasing Manager

Re: | Change Order #1 — 2016 Sewer Replacement Project (Value: $419,325)

Department: 169 Wastewater; Fund: Wastewater; Activities: Sewer Rehab and Sewer Structures
Department: 160 Admin/Engineering; Fund: Trust; Activity: Paving

UNFINISHED BUSINESS — None

NEW BUSINESS - None

TABLED IN COMMITTEE

From:
Re:

Dan Kooken, Purchasing Manager
Contract Award for City Hall Elevator Modernization (Value: $184,000); Department: 126
Financial Services; Fund: Trust Fund; Accounting Classification: 81 Buildings and Improvements

Tabled 8/3/16