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Special Board of Aldermen 8-24-2020 Page 6
Alderman Dowd

Yes also in November there will be signs at the Junior High saying “it’s across the street”.

City Clerk Lovering

Thank you, Alderman Dowd.

President Wilshire

Anyone else? Seeing none would the Clerk please take the roll?
A viva voce roll call was taken which resulted as follows:

Yea: Alderman O’Brien, Alderman Klee, Alderwoman Kelly, Alderman Dowd,
Alderman Caron, Alderman Clemons, Alderman Tencza,
Alderwoman Lu, Alderman Schmidt, Alderman Cleaver,
Alderman Laws, Alderman Wilshire 12

Nay: 0
MOTION CARRIED

Without objection, President Wilshire allowed for suspension of rules for final approval of two
communications that were approved at the August 18, 2020 Planning and Economic Development
Committee Meeting.

From: Tim Cummings, Economic Development Director
Re: Contract Amendment for Professional Engineering Services related to the Nashua Downtown
Riverfront Implementation Project VHB, Inc.

MOTION BY ALDERMAN TENCZA TO ACCEPT, PLACE ON FILE, AND APPROVE THE CONTRACT
AMENDMENT WITH VHB, INC., FOR PROFESSIONAL ENGINEERING SERVICES TO THE NASHUA
DOWNTOWN RIVERFRONT IMPLEMENTATION PROJECT IN THE AMOUNT OF $500,000, BY ROLL
CALL

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

Yea: Alderman O’Brien, Alderman Klee, Alderwoman Kelly, Alderman Dowd,
Alderman Caron, Alderman Clemons, Alderman Tencza,
Alderwoman Lu, Alderman Schmidt, Alderman Laws,
Alderman Cleaver, Alderman Wilshire 12

Nay: 0
MOTION CARRIED

From: Tim Cummings, Economic Development Director
Re: Contract Amendment for Professional Engineering Services related to the Nashua Downtown
Riverfront Implementation Project Hayner/Swanson, Inc.

MOTION BY ALDERMAN SCHMIDT TO ACCEPT, PLACE ON FILE, AND APPROVE THE CONTRACT
AMENDMENT WITH HAYNER/SWANSON, INC., FOR PROFESSIONAL ENGINEERING SERVICES
RELATED TO THE NASHUA DOWNTOWN RIVERFRONT IMPLEMENTATION PROJECT IN THE
AMOUNT OF $118,730, BY ROLL CALL

Special Board of Aldermen 8-24-2020 Page 7

A viva voce roll call was taken which resulted as follows:
Yea: Alderman O’Brien, Alderman Klee, Alderwoman Kelly, Alderman Dowd,
Alderman Caron, Alderman Clemons, Alderman Tencza,
Alderwoman Lu, Alderman Schmidt, Alderman Laws,
Alderman Cleaver, Alderman Wilshire 12
Nay: 0
MOTION CARRIED

UNFINISHED BUSINESS — RESOLUTIONS

R-20-054
Endorsers: Mayor Jim Donchess
Alderman Richard A. Dowd
Alderman Patricia Klee
Alderman Linda Harriott-Gathright
AUTHORIZING THE CITY OF NASHUA TO EXECUTE A LEASE WITH WHITING BUILDING, LLC
Given its second reading;

MOTION BY ALDERMAN KLEE FOR FINAL PASSAGE OF R-20-054, BY ROLL CALL
A viva voce roll call was taken which resulted as follows:
Yea: Alderman O’Brien, Alderman Klee, Alderwoman Kelly, Alderman Dowd,

Alderman Caron, Alderman Clemons, Alderman Tencza,

Alderwoman Lu, Alderman Schmidt, Alderman Cleaver,

Alderman Laws, Alderman Wilshire 12
Nay: 0
MOTION CARRIED
Resolution R-20-054 declared duly adopted.

NEW BUSINESS — RESOLUTIONS

R-20-065
Endorsers: Mayor Jim Donchess
Alderman Richard A. Dowd
RELATIVE TO THE ACCEPTANCE AND APPROPRIATION OF $165,846.36 FROM THE STATE
OF NEW HAMPSHIRE CORONAVIRUS AID, RELIEF, AND ECONOMIC SECURITY ACT (“CARES
ACT”) RELATED TO ELECTION EXPENSES
Given its first reading; assigned to the HUMAN AFFAIRS COMMITTEE and PERSONNEL
ADMINISTRATIVE AFFAIRS COMMITTEE by President Wilshire

MOTION BY ALDERMAN DOWD TO SUSPEND THE RULES FOR A SECOND READING OF R-20-065,
BY ROLL CALL

Special Board of Aldermen 8-24-2020 Page 8

ON THE QUESTION

President Wilshire

Any discussion on that? Alderwoman Lu?

Alderwoman Lu

Thank you. What are we planning to use that money for?
President Wilshire

| would have to defer to the Mayor.

Mayor Donchess

Well we, of course, we could get a complete explanation from City Clerk Lovering. We expect many, many
absentee ballots. Right now the City Clerk for the Primary has processed about 3,300, 3,400, 3.500 but we
expect many more ballots than that for the General Election. We have about 60,000 voters, we expect
maybe 45,000 will vote, maybe more than that.

This is all guess work but 50% may vote absentee. So in order to process these absentee ballots we need
additional personnel in the City Clerk’s Office. If you were to sit down with the City Clerk and go over the
process that is required for each absentee ballot, it requires six to eight different steps to be completed over
a period of time as the ballot comes back and forth. There are multiple entries into a data base up at the
State of New Hampshire. And each ballot probably takes, in total, 15 or 20 minutes to process for a single
person.

So we need to add a lot of people in the City Clerk’s Office. Some of them have been added already but we
are looking to add more; considerably more. This money will be used to pay those employees to process
these absentee ballots.

President Wilshire

Thank you, Mayor. Madam Clerk, did you want to add anything to that?

City Clerk Lovering

| think that was an excellent summation of what we have in front of us. | thank everyone for their
consideration and support in this time.

Alderman Klee

Madam President, | do have a question but would it be more appropriate after we have brought this in for the
second reading to ask my question or would now be the better? Ok | will wait for then, thank you.

President Wilshire

Ok the Motion is to suspend for a second reading; further discussion on the Motion to Amend? Seeing
none, would the Clerk call the roll?

Special Board of Aldermen 8-24-2020 Page 9
A viva voce roll call was taken which resulted as follows:

Yea: Alderman O’Brien, Alderman Klee, Alderwoman Kelly, Alderman Dowd,
Alderman Caron, Alderman Clemons, Alderman Tencza,
Alderwoman Lu, Alderman Schmidt, Alderman Laws,
Alderman Cleaver, Alderman Wilshire 12

Nay: 0
MOTION CARRIED
Resolution R-20-065 was given its second reading;

R-20-065
Endorsers: Mayor Jim Donchess
Alderman Richard A. Dowd
RELATIVE TO THE ACCEPTANCE AND APPROPRIATION OF $165,846.36 FROM THE STATE
OF NEW HAMPSHIRE CORONAVIRUS AID, RELIEF, AND ECONOMIC SECURITY ACT (“CARES
ACT”) RELATED TO ELECTION EXPENSES
Given its second reading;

MOTION BY ALDERMAN DOWD FOR FINAL PASSAGE OF R-20-065, BY ROLL CALL
ON THE QUESTION
Alderman Klee

Thank you, Madam President, | appreciate that. First, | am definitely for this but | do have a question for |
think Attorney Bolton would probably be the appropriate one on this. In looking at the Fiscal Note on this
there is a mention of $33,000.00 of matching funds that the City would have to do. | believe that it would
cost us more than that anyways with this going on. Obviously accepting money is a good thing. |’m not
sure Attorney Bolton if you’d be able to answer, the question | had is, and this is for the public as well as
myself, the last sentence basically says, “if the standard cost rate is insufficient to cover the local match,
certain costs would have to be absorbed by the City Clerk’s FY2021 Operating Budget”. Can you explain
that or would you be the appropriate person to do that?

Attorney Bolton

Well it means if there are additional costs, at least in the first instance, it will come out of the Department's
Operating Budget. | suppose if those costs get high enough, there may end up being a supplemental
appropriation at some point. But basically, we’ve got to pay to get through the election and that will be
done and then I’m sure Sue will be looking at where the Budget stands to get through the remainder of the
year.

Alderman Klee

Thank you. And Madam President if | can just make one more comment?

President Wilshire

Alderman Klee?

Special Board of Aldermen 8-24-2020 Page 10
Alderman Klee

Thank you, | appreciate the time. We don’t have a whole lot of choice here; the election is coming up. We
are going to be doing, as the Mayor pointed out, a lot of absentee ballots and all these other extra
expenses to keep everyone safe for those that do want to come in person and do it. | think this, for lack of a
better word, kind of a no-brainer to accept this money and realize that the cost is going to be what the cost
is going to be. So | hope people do look favorable on this and | can see what they wouldn’t. Thank you for
the time.

President Wilshire

Thank you. Alderman Dowd?

Alderman Dowd

Two things; one — this is to allow people to vote successfully so | don’t think there should be any issues and
secondly, we need to get this passed because we are within 2 weeks of the election. So that’s the first
election so we need to secure this funding.

President Wilshire

Anyone else? Motion is for Final Passage of Resolution 20-065. Alderwoman Lu?

Alderwoman Lu

Thank you. This is a learning curve for me and | just wondered, | didn’t think of this question until the
meeting here but this is a very precise amount. Is that arrived at by our own you know assessment of our
needs or is that just a formula that the State has applied and determine that Nashua, you know, Nashua is
part of that — this specific dollar amount?

President Wilshire

Do you know the answer to that, Madam Clerk?

City Clerk Lovering

Thank you, President Wilshire. It is my understanding from the State that it is based on a formula for
absentee ballots over and above what was processed in 2016. So these funds can be used for temporary
help and postage and the processing of those absentee ballots over and above what the City of Nashua
received in 2016. That was approximately $600 and some odd; | don’t have the figure with me. So we
waited, knowing that that was probably what they were going to earmark in the allocation of this. Mayor
Donchess and | waited before we added temporary help until we reach the 672 — whatever that number
was, exceeded the 2016 and we brought in temp and we have assigned their duty specifically to that task
which falls within the guideline of the grant.

President Wilshire
All set Alderman Lu?
Alderwoman Lu

Thank you.

Special Board of Aldermen 8-24-2020 Page 11
President Wilshire

Anyone else? Seeing no one, would the Clerk please call the roll?

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

Yea: Alderman O’Brien, Alderman Klee, Alderwoman Kelly, Alderman Dowd,
Alderman Caron, Alderman Clemons, Alderman Tencza,

Alderman Laws, Alderman Wilshire 12
Nay: 0
MOTION CARRIED
Resolution R-20-065 declared duly adopted.
ADJOURNMENT
MOTION BY ALDERMAN O’BRIEN TO ADJOURN, BY ROLL CALL
A viva voce roll call was taken which resulted as follows:
Yea: Alderman O’Brien, Alderman Klee, Alderwoman Kelly, Alderman Dowd,
Alderman Caron, Alderman Clemons, Alderman Tencza,
Alderwoman Lu, Alderman Schmidt, Alderman Cleaver,
Alderman Laws, Alderman Wilshire 12
Nay: 0
MOTION CARRIED

The special meeting was declared adjourned at 7:30 p.m.

Attest: Susan K. Lovering, City Clerk

§ A.3 CAPABILITIES
§ A.3.1 List the categories of work thal your organization typically self-performs,

Selective demolition, cutting and patching, small concrete work, carpentry, doors, frames and hardware, painting and
drywall

§ A.3.2 Identify qualities, accreditations, services, skills, or personnel that you believe differentiate your organization
from others,

Strong qualities to consider at SCMI is our ability to communicate effectively with the customer. We have a good
record of daing this throughout the project. We are in the process of making communication even better with the
implementation of PROCOR to use as a project management tool with all our customers, architects, subcontractors,
and employees. SCMI has received accreditation for past projects completed with GSA most notably the Social
Security Office in Littleton NH, All personnel at SCMI are hard workers, and have been working here for 16 to over
4 years. Our specialty is on commercial and institutional renovations.

§ A.3.3 Does your organization provide design collaboration or pre-construction services? If so, describe those
services,

Design collaboration and pre-construction services are provided at SCMI. On design build projects we hire Civil and
Structural Engineers and Architects to do pre-construction planning for customers. Most recently we completed a
Metal Building in this way to build an airplane hangar classroom building addition for the City of Manchester NH at
the Manchester School of technology. This was a public bid project that required design documents prior to
construction for permitting and construction.

§ A.3.4 Does your organization use building information modeling (BIM)? Ifso, describe how your organization uses
BIM and identify BIM software that your organization regularly uses.

No - SCMI does not use BIM software. We do have a metal building estimating program with our Ceco Building
partnership. This program will generate ID wire building models for design use.

§ A.3.5 Does your organization use a project management information system? If so, identify that system.
PROCORE

§ A.4 REFERENCES
§ A.4.1 Identify three client references:

Gianni D’Intino, Director — Manchester Housing & Redevelopment Authority tel: 605-624-2111
John Waszezuk — General Electric Aviation tel: 603-666-8145
Harry Vogt- General Service Administration- email: Harry.vogt@gsa.gov

§ A.4.2 Identify three architect references:

Matuszewski & Associates, Architects — Frederick Matuszewski 29 Bourbon St., Bedford, NH 03110 tel: 603-785-7519
Stevens & Associates, PC - Diane Abate, RA-95 Main St., Brattleboro, VT 05301 tel: 802-257-9329-x 125
Lauer Architects -Kurt Lauer — 118 Paige Hill Rd., Goffstown, NH 03045 tel: 603-497-844]

AJA Document A305" = 2020 Exhibit A, Copyright @ 2020 by The American Inslilule of Architects. All righls reserved, The “American Institule of Architects,” “AlA,"
the AIA Laga, and “AIA Contact Documents" are registered lrademarks and may nol be used wilhoul permission, This document was produced by AIA soflware al
09:08:18 ET on 11/03/2021 under Order No,4399661920 which expires on 03/30/2022, is nal for resale, is licensed far one-time Use only, and may only be used in
accordance with the AIA Canlract Documents® Terms of Service, To reporl copyrighl violations, e-mail copyrigh@aia.org,

User Notes: (1264661828)

3

SPECIAL BOARD OF ALDERMEN

AUGUST 24, 2020

7:00 PM Meeting is being conducted remotely in accordance with Governor’s
Emergency Order #12 pursuant to Executive Order 2020-04

To aecess Zoom:
hitos://usO0?2web.zoom.us//88559989575 ?pwd=¥ 2g 1INDOVYVR2SnFyWGd5iaDZJS2hIQTO9

Meeting ID: 885 5998 9575 - Passcode: 741725

To join by phone: 1-929-205-6099 - Meeting Passcode: 741725

If for some reason you cannot connect to Zoom, please contact us at (603) 821-2049 and they will help you
with connectivity. The public may also view the meeting via Channel 16.

PRESIDENT LORI WILSHIRE CALLS ASSEMBLY TO ORDER
PRAYER OFFERED BY CITY CLERK SUSAN K. LOVERING
PLEDGE TO THE FLAG LED BY ALDERMAN BRANDON MICHAEL LAWS
ROLL CALL
PUBLIC HEARINGS
R-20-057
AUTHORIZING THE MAYOR AND THE CITY TREASURER TO ISSUE BONDS NOT TO
EXCEED THE AMOUNT OF TWENTY MILLION DOLLARS ($20,000,000) TO REFUND

ALL OR A PORTION OF CERTAIN OUTSTANDING BONDS OF THE CITY IN ORDER TO
ACHIEVE INTEREST COST SAVINGS

Testimony in Favor

Testimony in Opposition

Testimony in Favor

Testimony in Opposition

R-20-061

RELATIVE TO THE SUPPLEMENTAL APPROPRIATION OF $63,865 OF
UNANTICIPATED REVENUE INTO FUND #7026 “CAPITAL EQUIPMENT RESERVE
FUND”

Testimony in Favor

Testimony in Opposition

Testimony in Favor

Testimony in Opposition

COMMUNICATIONS REQUIRING FINAL APPROVAL

From: Susan K. Lovering, City Clerk
Re: Request to Temporarily Relocate Ward 6 Polling Location for November 3, 2020 General Election

UNFINISHED BUSINESS — RESOLUTIONS

R-20-054
Endorsers: Mayor Jim Donchess
Alderman Richard A. Dowd
Alderman Patricia Klee
Alderman Linda Harriott-Gathright
AUTHORIZING THE CITY OF NASHUA TO EXECUTE A LEASE WITH WHITING BUILDING, LLC
*« Finance Committee Recommends: Final Passage

NEW BUSINESS —- RESOLUTIONS

R-20-065
Endorsers:; Mayor Jim Donchess
RELATIVE TO THE ACCEPTANCE AND APPROPRIATION OF $165,846.36 FROM THE STATE
OF NEW HAMPSHIRE CORONAVIRUS AID, RELIEF, AND ECONOMIC SECURITY ACT (“CARES
ACT”) RELATED TO ELECTION EXPENSES

ADJOURNMENT

City of Nashua 229 Main Street

P.O. Box 2019

Office of the City Clerk Nashua, NH 03061-2019

. . (603) 589-3010 Option #5
Susan K. Lovering Nicole Reyes Fax (603) 589-3029

City Clerk Deputy City Clerk cityclerkdept@NashuaNH.qov

MEMORANDUM

To: Board of Aldermen

From: Susan Kk. Lovering, City Clerk
Ce: Mayor Jim Donchess

Date: August 19, 2020

Re: Request to Temporarily Relocate Ward 6 Polling Location for November 3, 2020 General Election

| recently toured Fairgrounds Middle School with Alderman Dowd and Director of Plant Operations Shawn
Smith, and ft was determined that current renovations to the school prevent it from being used as a polling
site for the State General Election. Therefore, | respectfully request the Board of Aldermen’s approval to
temporarily relocate the Ward 6 polling site from Fairgrounds Middle School to Fairgrounds Elementary
School for the November 3, 2020 State General Election.

We believe this change of location will have minimal impact to the voters of Ward 6, as well as minimal
impact on setup/teardown logistics. It is my hope the Board will approve this request at its special
meeting on August 24, 2020, so we may issue notice of the poll relocation to all registered voters in
Ward 6 by mail and public announcements.

| would like to thank Alderman Dowd and Director Smith for their time and support in finding a suitable
location for the State General Election. Thank you for your consideration.