| THE CITY OF NASHUA The Gate City’
Administrative Services Division
Date: April 4, 2020
To: Members of the Board of Aldermen
cc: Mayor Jim Donchess
Director Justin Kates, Emergency Management
From: Kim Kleiner, Administrative Services Director
Re: R-20-027
On March 11, 2020, the Board of Aldermen approved R-20-022, the transfer of $50,000 from
General Contingency into the Fund Property and Casualty - Loss Prevention account. This
transfer funded the costs of the City dealing with the COVID-19 pandemic. At this time, we
were still defining essential services and the Office of Emergency Management was working
with Division Directors to develop an emergency plan. While still in operation, the city
understandably incurred an increase of costs for cleaning supplies.
On March 16, 2020, the Board of Aldermen approved R-20-024, the additional transfer of
$100,000 from Debt Service-Interest Expense into the Fund Property and Casualty ~ Loss
Prevention account. The City, working under the direction of the Mayor, the Office of
Emergency Management and the Department of Public Health, had developed a plan for the
closing of City Hall and essential services to be delivered remotely. Additional purchases were
required for the execution of this plan. These purchases included; additional remote “Citrix”
licenses, the setup of “soft phones”, the purchase of additional laptops and chrome books and
the purchase of licenses for remote meetings.
On March 24, 2020, the Division of Administrative Services, under the direction of the Mayor
and the Emergency Operations Center (EOC), began to procure personal protective equipment
(PPE) and additional cleaning supplies for all city divisions, Operating under a standard
operating procedure (SOP), see attached, developed by the EOC and Administrative Services,
we have developed a uniform system for the tracking of inventory. This system will determine
the burn rates of PPE used by each division. This critical information will allow us to procure
additional essential inventory needed to ensure our first responders, public health staff and
essential city workers remain safe while they continue to deliver needed services for our
Nashua residents.
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