Grants
S Moe
** Joined the City in FY2020
** Shared position with the Nashua School District
** Worked to establish relationships with existing leadership at the schools and across city departments, to better
understand existing needs and to lay the groundwork for a potential quick turnaround of a grant application if an
opportunity for funding is identified.
Administrative
** Implementation of new Budget Narratives
** Support Mayor and Financial Services with Budget Preparation
** Updated Finance Committee Forms
¢* Purchasing Manual Update and Vendor List (in Process)
** Contracted with Shred-it for City Hall Shredding
** Implemented paperless bid record management; updated bid documents and issued 36 bids
** Docuware — scanning of property records (in process)
** New Contract Management System (to be complete in March)
City of Nashua — Administrative Services Division
Assessing, ASCC, GIS, Grants, HR, IT, Purchasing, Risk
Departments and Responsibilities 9 wr
The Administrative Services Division provides day-to-day support to all divisions within the City of
Nashua. This includes:
e Supply and equipment procurement e Safety, Security and Access Controls
e Building Management: including Repairs, Maintenance, and Custodial Services
Special Board of Aldermen 02-09-2021 Page 10
ADJOURNMENT
MOTION BY ALDERMAN O’BRIEN THAT THE FEBRUARY 9, 2021, SPECIAL MEETING OF THE
BOARD OF ALDERMEN BE ADJOURNED BY ROLL CALL
A viva voce roll call was taken to adjourn the Board of Aldermen meeting which resulted as follows:
Yea: Alderman O’Brien, Alderman Klee, Alderwoman Kelly, Alderman Dowd,
Alderman Caron, Alderman Clemons, Alderman Lopez, Alderman Tencza,
Alderwoman Lu, Alderman Jette, Alderman Schmidt, Alderman Laws,
Special Board of Aldermen 02-09-2021 Page 9
Alderman Lopez
Director Kleiner, with all the renovations that happened at City Hall on all the different floors, did you guys
manage to get that one light fixture that doesn’t match in the City Auditorium.
Director Kleiner
No, I’m not sure | know which fixture you are talking about but if you show me.
Alderman Lopez
It's been like that for like 10 years; | am getting used to it.
Director Kleiner
I'll take a look.
Alderman Lopez
Thanks.
Alderwoman Lu
Special Board of Aldermen 02-09-2021 Page 8
Special Board of Aldermen 02-09-2021 Page 7
We had 108 laptops that needed to be deployed and when those are deployed they need to be purchased,
brought into the City, loaded with City software and security systems. We transferred 125 phones to what
we call “soft phones” by Jabber. We deployed printers and web cams, monitors and remote access
throughout the City.
Special Board of Aldermen 02-09-2021 Page 6
| have to say that our HR Department specifically Nancy Trask, worked very hard on this as well as making
sure that all of our new employees this year had orientations which was very difficult to do in a COVID
atmosphere. We completed an RFP and obtained a vendor for the Dependent Audit which will begin later
this month. We hired a new Purchasing Manager and as we've said a new Chief Assessor.
Special Board of Aldermen 02-09-2021 Page 5
We also updated the Conference Room 208, this includes painting, a total revamp of the room as well as
installation of audio and video capabilities so that we may now broadcast from that room. That’s something
that we were looking to do without bringing in the television cameras, having another room within City Hall
for our various boards that meet.
