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City of Nashua

. Planning & Zoning 603 589-3090
Plan ging Department WEB www.nashuanh.gov

Nashua, New Hampshire 03061-2019

MEMORANDUM

Date: May 21, 2021

To: Ald. Lori Wilshire, President, and Board of Aldermen
Ald. David Tencza, Chair and Planning & Economic Development
Committee

From: Matthew Sullivan, Planning Manager

RE: Referral from the Board of Aldermen on proposed, R-21-144 — Authorizing
the purchase of property located at “L” Pine Street (Map 77, Lot 5).

At the Nashua City Planning Board's regularly scheduled meeting of May 20, 2021
the Planning Board voted 5 Yes, 1 No and 0 abstained to make a favorable
recommendation on R-21-144.

If you have any questions concerning this notification, please contact me at 589-
3090 or via sullivanm@nashuanh. gov.

cc: | Mayor Jim Donchess
Donna Graham, Legislative Assistant
Susan Lovering, City Clerk
Scott LeClair, Chair, NPCB

Sarah Marchant, Community Development Director

Finance Committee — 02/16/2022 Page 6

Tim Cummings, Economic Development Director

That’s correct.
Alderman Klee
Okay, thank you.

Mayor Donchess

Anyone else? Could the Clerk please call the roll?
A viva voce roll call was taken which resulted as follows:

Yea: Alderman Klee, Alderman Comeau, Alderman Gouveia, Alderman Clemons,
Alderwoman Timmons, Alderman Moran, Mayor Donchess 7

Nay: 0
MOTION CARRIED

From: Kelly Parkinson, Purchasing Manager
Re: 4 Cisco Switches in the amount not to exceed $86,049.35 funded from 81342 Computer Software &
Hardware/CERF (IT Department)

MOTION BY ALDERMAN GOUVEIA TO ACCEPT, PLACE ON FILE AND AWARD A BID TO SHI FOR THE
PURCHASE OF FOUR (4) NEW SWITCHES AND CORRESPONDING COMPONENTS IN THE BUILDOUT OF THE
DISASTER RECOVERY SITE IN AN AMOUNT NOT TO EXCEED $86,049.35. FUNDING THROUGH DEPARTMENT:
122 INFORMATION TECHNOLOGY; FUND: 81342 COMPUTER SOFTWARE & HARDWARE/CERF, BY ROLL CALL

ON THE QUESTION

Nick Miseirvitch, ClO, Information Technology

Nick Miseirvitch, Chief Information Officer. This communication as you can see is the next step in the building out the
disaster recovery site. The first meeting this year | mentioned that the next step would be storage. However due to
supply chain issues, | had to swap things around. The switching hardware is a three month lead time. The storage is
only a two month lead time. So members of the committee are aware, switches are the hardware components that all the
devices connect to so they can communicate with each other. These switches will provide ten gigabyte fiber connections
to all components and then a 40 gigabyte connection from site to site. So we're increasing the speed to improve
performance and that’s really about it.

Mayor Donchess

All right. Thank you very much. Anyone?

Alderman Thibeault

Thank you Mr. Mayor. Hey Nick, you look much different than you did a couple hours ago. A constituent asked me this
question and | just wanted to throw it out there because | wanted to make sure that people know the answer to this taking
some training by Alderman Klee. So why weren't we able to get this locally in New Hampshire? That was what the
constituent had asked?

Nick Miseirvitch, ClO, Information Technology

Actually | did reach out to a firm that we do regular business with in New Hampshire. Unfortunately their pricing was
$20,000 higher. The difference in that is probably with the CISCO products there’s a partnership level that vendors deal
with CISCO. So they more they sell, the higher their level and the greater discount they can offer. So unfortunately the
New Hampshire firm probably wasn’t at a high enough level to get us the utmost optimum pricing.

/ Community Development 589-3095

City of Nashua Planning and Zoning 589-3090

. sone Building Safety 589-3080
Community Development Division Code Enforcement 589-3100
City Hall, 229 Main Street, PO Box 2019 Co eras mission Ba-at08
Nashua, New Hampshire 03061-2019 Transportation 880-0100
www.nashuanh.gov FAX 589-3119

Date: May 215, 2021

To: James Donchess, Mayor
Board of Aldermen
Planning Board
Lori Wilshire, President, Board of Aldermen
Donna Graham, Legislative Affairs Manager
Cheryl Lindner, Chief of Staff
Richard A. Dowd Chair, Aldermanic Budget Review Committee
Division/Department Directors
CIC Committee

From: Matt Sullivan, Planning Department Manager/Capital Improvements Committee (CIC) Secretary

Memo: Referral R-21-145 AND Amendments to approved FY2022 Capital Improvement Program (CIP)

Mayor Donchess and Board of Aldermen Members:

The Capital Improvement Committee voted unanimously at its May 20, 2021 meeting, via a vote of 6-0, to
recommend the Mines Falls Park Gateway project (R-21-145). The project was further provided with a
project ranking of A-1, the highest possible ranking.

The Planning Board, at its regularly scheduled meeting of May 20", 2021, recommended and accepted via a
vote of 5-0-1, the following two (2) amendments to the previously approved FY2022 CIP.

« The Spruce Street Multi-Use Trail Connection project will connect the Nashua Riverwalk with the
Nashua Heritage Rail Trail through improvements to an existing trail and the construction of a new
10' wide buffered multi-use path on Spruce Street. The project is proposed to be funded through a
federal Transportation Alternatives Program (TAP). The total project cost is $1.25M, which requires
the City provide 20% match ($250,000).

« The Mines Falls Park Gateway project focuses on the purchase of Lot 77-5 for the purposes of
creating an entryway for Mine Falls Park, providing space for a possible dog park, and facilitating the
connection from the Park to the Downtown Millyard and Riverfront. The purchase price of this
property has been negotiated to $325,000.

The amended FY2022 CIP is attached for your review. Thank you for your consideration of these critical
project amendments.

Sincerely,

Matt Sullivan, Planning Department Manager, CIC Secretary

Addendum 1 FY 2022
CAPITAL
IMPROVEMENTS
PROGRAM

LONG-TERM & SHORT-TERM
PROGRAMS & PROJECTS

SIX-YEAR PLAN OF
REQUESTED PROJECTS

CITY OF NASHUA
PLANNING DEPARTMENT
NASHUA, NEW HAMPSHIRE

May 20, 2021

CAPITAL IMPROVEMENTS COMMITTEE MEMBERS

FISCAL YEAR 2022: CITY OF NASHUA, NEW HAMPSHIRE

Name / Affiliation

Scott LeClair
Nashua City Planning Board
And Citizen Representative

Charles Budris
Citizen Representative

Matt Sullivan

Planning Manager

Nashua City Planning Department
City Charter Member (City Employee)

Bob Canaway
Citizen Representative

Laurence C. Szetela, CPA
Citizen Representative

David Fredette
City Treasurer
City Charter Member (City Employee)

John Griffin
City Comptroller
City Charter Member (City Employee)

David Tencza
Alderman

Jan Schmidt
Alderwoman

CIC Role

Chair, CIC

Vice-Chair, CIC

Secretary, CIC

Aldermanic Representative

Aldermanic Alternate

Planning Department Staff

Matt Sullivan
Planning Manager
City Employee

Marcia Wilkins
Planner |
City Employee

THE FUNCTION OF THE CAPITAL IMPROVEMENTS COMMITTEE

The Capital Improvements Committee (CIC) is a subcommittee of the Nashua City Planning Board
(NCPB). The CIC is an appointed committee, with its composition as follows: four (4) citizens
appointed by the NCPB, the City Treasurer, the City Comptroller, the City Planning Director, and a
liaison of the Board of Aldermen. Historically, one of the citizen members is a NCPB member. In
an annual cycle that begins in late summer and is completed in late spring, the CIC receives,
evaluates, and makes recommendations on capital improvement projects requested by each
municipal department. The CIC's function as an appointed body is advisory in that it makes
recommendations to the NCPB, and then to the Mayor, and Board of Aldermen on priorities for
funding requested capital improvement projects.

lThe CIC process is as follows;|

A. Late summer: Letters are sent out to Division/Department Heads requesting their detailed
CIP project submittal information for the next fiscal year, in addition to a listing of projects
within a six-year time frame. Each year, Division/Department Heads reassess all of their prior
project requests and add a new sixth year.

B. Fall through early winter: The CIC reviews all project requests, conducts site visits to
locations of proposed projects, and schedules public meetings for Division/Department Heads
to present their project requests for the next fiscal year.

C. Beginning of calendar year: After all requests have been heard, the CIC meets to prioritize
all requested projects.

D. Late winter: The CIC makes its recommendations to the Nashua City Planning Board
(NCPB), and then to the Mayor, and the Board of Aldermen.

E. 30 days of receipt of the CIC's recommendations: The NCPB may attach its own
amendments to the CIC's recommendations to the Mayor and Board of Aldermen, but such
amendments shall be in the form of supplementary recommendations or comments attached
to the proposed CIP Budget.

F. Early spring: The Mayor reviews all recommendations regarding the CIP, together with the
rest of the City's budget requests, and makes recommendations for funding to the Board of
Aldermen.

G. Through the spring: The Budget Committee hearings are held for the proposed CIP Budget
and for City Division/Department budget requests.

H. Atstart of Budget Committee hearings: The CIC makes its presentation to the Aldermanic
Budget Committee regarding its recommendations for project funding and the relative
priorities assigned to each, including rationale and justification for those recommendations.

l. By the end of Spring: The Aldermanic Budget Committee makes its recommendations to
the full Board of Aldermen; a public hearing is held, and by the end of the fiscal year (June
30) the Board of Aldermen adopts the final City Budget.

3

IDEFINITION OF A CAPITAL IMPROVEMENT

A capital improvement will be any single project requiring expenditure by the City of $50,000 or
more, and which falls into one of the categories listed below. Projects under $50,000 will only be
considered by the CIC if there are exceptional circumstances.

1. The purchase, construction, replacement or rehabilitation of any physical facility for the
community with an anticipated life in excess of ten (10) years*

2. The purchase of equipment for any physical facility when first erected or acquired;

3. Significant equipment purchases. *

4. The acquisition of property of a permanent nature;

5. The acquisition of land or interests in land;

6. The construction, reconstruction, or major improvement of public facilities such as highways
and sewerage lines;

7. Any other expenditure which increases the physical assets of the community;

8. Surveys or studies relative to the aforementioned items or of significant value to the

Community; and

9. The purchase of wheeled vehicles or motorized equipment having an anticipated life of over
twelve (12) years, and which are not included in the City's Capital Equipment Reserve Fund.

IDEFINITION OF PRIORITY CATEGORIES;|

In order to evaluate each proposed capital improvement project with other projects for the same
department, and with projects from other departments, the Committee utilizes the following priority
categories:

A Rating. Essential (highest priority) - Projects which are required to complete or renovate a major
public improvement; projects which will remedy a condition dangerous to the health, safety,
and welfare of the public; or projects which will provide facilities for a critically needed
community program.

B Rating. Desirable (second priority) - Projects which will benefit the community; whose validity of
planning and timing have been established.

C Rating. Acceptable (third priority) - Projects which are adequately planned, but which can be
postponed if budget reductions are necessary.

D Rating. Deferrable (fourth priority) - Projects which are definitely recommended for postponement
or elimination from the capital improvements program since they pose serious questions of
adequate planning, proper timing, or community need.

E Rating. Other - Those projects presented as capital improvement projects by various departments
but which in the CIC's opinion do not meet the definition of a capital improvement project as
such or which are more appropriately funded in another manner, Non-prioritized.

* Amended by the CIC February 15, 1994 for the FY 96' process.

4

ICHARTER AND RELATED LAWS, NASHUA REVISED ORDINANCES

§ 77-a. Capital Improvements Committee

(a)

Establishment and purpose.

There is hereby established, as a subcommittee of the City Planning Board, Capital
Improvements Committee with the responsibility of preparing a six-year Capital Improvement
Program and a one-year capital improvement budget for the consideration of the mayor and
Board of Aldermen. It is also the responsibility of the committee to annually review the
progress of approved capital improvement projects and annually update and revise its six-
year program and one-year budget.

Requests for capital improvement projects.

All requests for capital improvement projects, as defined by the committee, shall be referred
to the committee for a recommendation prior to any formal commitment by the city to proceed.
All departments shall supply the necessary information required by the committee to properly
conduct their review.

Membership and term of office.

(1) The committee shall consist of four citizen members appointed by the City Planning
Board, the City Treasurer, the City Comptroller, the City Planning Director and a member
of the Board of Aldermen appointed by it.

(2) Terms of office shall, for ex-officio members, coincide with their terms of office and, for
citizen members, be for a two-year term with two of the four terms ending in alternate
years.

Responsibilities. Tne committee shall have the following responsibilities:

(1) To receive, evaluate and make recommendations on capital improvement projects
requested by each municipal department. To the extent feasible, the review of each
project shall be premised upon the master plan for the city of Nashua or parts thereof,
as amended from time to time:

(2) The committee shall recommend to the City Planning Board those capital improvement
projects, which should be considered in the ensuing six-year period, and those which
should be deferred beyond;

(3) The committee shall also recommend to the City Planning Board those capital
improvement projects which should be considered in the coming year's fiscal budget for
the city;

(4) The committee shall also include in its report to the City Planning Board the financial
effects of the proposed capital improvements program;

ICHARTER AND RELATED LAWS, NASHUA REVISED ORDINANCES...continued...|

(9)

(8)

The committee shall also review the progress of all approved capital improvement
projects and issue a status report semi-annually to the City Planning Board, Mayor and
Board of Aldermen:

The committee, upon submission to it by the Mayor and Board of Aldermen shall review
and report on any capital improvement request received by the Mayor and/or the Board
of Aldermen for inclusion within the one-year capital improvements budget which has not
previously been reviewed by the committee. The committee shall submit its report on the
proposed capital improvement to the City Planning Board within 30 days of its referral to
the committee from the Mayor and/or Board of Aldermen. The City Planning Board shall
submit the committee's report and any additional comments of the Planning Board to the
Mayor and Board of Aldermen within 30 days of receipt of the committee's report.

The City Planning Board, upon receiving the committee's recommended capital improvements
program and budget, may amend the program and budget before its submission to the Mayor and
the Board of Aldermen, but such amendments shall be in the form of supplementary
recommendation or comments attached to the submitted program and/or budget.

(Nov. 4, 1975, Referendum, Proposal No. 2; amended Res.R-83-223, effective Jan. 1, 1984)

C: Charter.CIP

10.

[REQUIRED BOND AUTHORIZATION PROCESS|

Project conception by the originating division.
Estimated project cost by the originating division.

Presentations to the Capital Improvements Committee per Section 77-a of the City
Charter, (if applicable).

Go through the Budget process (if applicable).

Consult with the Treasurer to determine if and how the specific project aligns with previously
authorized projects, the availability of funds for the project, and if the project meets the city's
annual bonding plan previously worked out, arrange a review with the financial advisors and
bond counsel. In addition:

a. Tentative start-up date.
b. Estimated project length.
c. Estimated cash flow projection.

Request bonding authorization from the Board of Aldermen with required public hearing.
Resolution to be prepared by the Financial Services Department and reviewed by Corporation
Counsel.

After authorization is obtained from the Mayor and Board of Aldermen a certified copy of the
resolution is sent to the Bond Counsel. Legal requirements are determined by Bond Counsel
allowing the Treasurer to begin the bond or Bond Anticipation Note process.

Notify the Treasurer of the desired start-up date and provide a confirmed cash flow projection
from the project's architect.

Project start-up will be subject to the bond anticipation note borrowing schedule restrictions
and limitations determined by the Tax Reform Act of 1986, the project having met the legal
requirements as outlined in the Tax Reform act of 1986 and determined by Bond Counsel.

Funds may not be available for project start-up if the above steps and requirements are not
followed.

C: BondAuth.Pro