Finance Committee

REPORT OF THE FINANCE COMMITTEE MAY 5, 2010 A meeting of the Finance Committee was held on Wednesday, May 5, 2010 at 7:00 p.m. in the Aldermanic Chamber. Mayor Donnalee Lozeau presided. Members of the Committee present: Alderman-at-Large David W. Deane, Vice Chair Alderman-at-Large Ben Clemons Alderman-at-Large Barbara Pressly Alderman Kathy Vitale Alderman Arthur T. Craffey, Jr. Alderman Paul M. Chasse, Jr. Also in Attendance: Alderman Diane Sheehan Alderman Richard P. Flynn COMMUNICATIONS From: Robert Gabriel, Purchasing Manager Re: Contract Extension for On-Line Homework Services Requested by Nashua Public Library (Value: $21,500) Account: 575-45903-7302 Electronic Reference Resource $16,125 Account Balance Remaining After Purchase: $5,875 Account: 375-45050-7302-6704 Lost/Damaged Overdue & Fines $5,375 Account Balance Remaining After Purchase: $0 MOTION BY ALDERMAN CLEMONS TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO TUTOR.COM IN THE AMOUNT OF $21,500. FUNDS ARE AVAILABLE IN ACCTS. 575-45903-7302 ($16,125) AND 375-45050-7302-6704 ($5,375) ON THE QUESTION Alderman Deane I just had a question on the amount of hits the site gets. Mayor Lozeau It’s huge. It’s growing every year. When they started back in 2004, the price was about $13,000. It has grown to $21,000. That is a direct reflection of how many hits they have received. I wish I could tell you. I know the library is coming in tonight for their budget so… Alderman Deane We can ask them then I guess. Alderman Pressly They were here earlier. Finance – 05/05/10 Page 2 Alderman Deane Might not be the right people though. Mayor Lozeau The other thing I wanted to make sure I told you was ordinarily you don’t see this come across through out process. They normally pay the cost of the tutoring program through their fines, and this year they needed to use the fine dollars for their library integration software, which is basically changing their card catalogue system. That is why they have to request the funds through this process. Is there further discussion on this item? It’s also probably worth the committee knowing that this is the only company that provides this service. MOTION CARRIED From: Robert Gabriel, Purchasing Manager Re: Contract Award for City-Wide Document Management & Scanning System (Value: $61,700) Account: 506-06-9994 CIP – Electronic Records System - IT Account Balance Remaining After Purchase: $59,100 MOTION BY ALDERMAN CLEMONS TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT IN AN AMOUNT NOT-TO-EXCEED $61,700 TO THE FOLLOWING FIRMS: DELL ($4,300), HP ($7,250), INCEPTION TECHNOLOGY ($20,550) AND AIR GRAPHICS ($29,600). SOURCE OF FUNDING IS THROUGH ACCOUNT #506-06-9994 ON THE QUESTION Mayor Lozeau I would let the committee know that this is an item that went through the capital improvement plan for this fiscal year, and it is funded in the fiscal year budget for this purpose. Alderman Deane I noticed it just does black and white. There is no need for color? Mayor Lozeau I think most people would like color, but I don’t believe that is one of its features. Although for some of the maps – the large one actually, I think the wide format one does color mapping. I’m pretty certain. Alderman Deane But it was cost prohibitive? It just says black and white on the bottom. Mayor Lozeau I think it will scan that way. It doesn’t necessarily print that way. Finance – 05/05/10 Page 3 Alderman Deane What’s that? Mayor Lozeau I said I believe it will scan that way, but you won’t necessarily print from it that way. If you pull it up on your screen you can see what it has scanned in. Alderman Vitale What I had seen here is that there are two wide format color ones in city hall that are used currently. Mayor Lozeau Thank you. Alderman Deane Wasn’t this to be replacing those? Mayor Lozeau Some of these are high speed. We have some now. Alderman Deane So we are keeping the existing two and… Mayor Lozeau Yes. Alderman Deane So we are adding. Mayor Lozeau Right. This is to be able to expand the use; community development, assessing, legal, finance, City Clerk, my office, DPW. We’re really trying to make an effort into not expanding our storage needs and the ability to put your hands on things, the ability to have a resident be able to call in and say I’d like to be able to see all the plans that were filed last month. You could just send him all that information. Alderman Craffey Is this going to be integrated into the ERP process? Mayor Lozeau It will be part of what they are looking at when they do the rest of the document management system so yes. This is an early component of it because we knew we could get started with it. Finance – 05/05/10 Page 4 Alderman Deane This is another component of ERP? Mayor Lozeau Well it can be. One of the things that we have talked about with ERP and even prior to ERP was the ability to do document management. We’re looking at ERP pulling some of that in. This is an opportunity to get some of it started. ERP will do more than what this is going to do. Further discussion on this item? Alderman Flynn This is coming out of capital improvement. This has nothing to do with the ERP bond. Mayor Lozeau That’s correct. Alderman Flynn Are there maintenance contracts that are in the budget for next year for these things? Mayor Lozeau Yes. Is there further discussion? MOTION CARRIED From: Robert Gabriel, Purchasing Manager Re: Contract Award for Granite Street Paving (Value: $16,400) Account: 653-23 Capital Improvement – FY10 Street Paving Program Account Balance Remaining After Purchase: $70,595 MOTION BY ALDERMAN CLEMONS TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT, CONTINGENT UPON BOARD OF PUBLIC WORKS APPROVAL, TO PENNICHUCK WATER WORKS IN THE AMOUNT OF $16,400. FUNDS ARE AVAILABLE IN ACCT. #653-23 ON THE QUESTION Mayor Lozeau I would let the committee know that we’ve often talked about what happens when we’re paving roads and who is talking together. This is a result of the fiscal 2009 street list going out to all of our partners in the roads; gas company, water company, and Pennichuck picked up on it and knew they were going to be on Granite Street doing some work. That enabled us not to spend money paving Granite Street. They are in there now doing the work as Alderman Sheehan knows very well. One of the other benefits to this is they are actually going to do a reclamation of the road not just pave it, which is more than we had planned to do and it really needs it. In the long run for less money we get more work. Finance – 05/05/10 Page 5 Alderman Deane So our pre sewer and storm water work has been done? Mayor Lozeau Yes it has. Alderman Deane Thank you. Mayor Lozeau You’re welcome. Is there further discussion on this item? MOTION CARRIED UNFINISHED BUSINESS – None NEW BUSINESS – None DISCUSSION - None WARRANT MOTION BY ALDERMAN CLEMONS TO APPROVE WARRANT #20 IN THE TOTAL AMOUNT OF $11,555,981.53 OF WHICH $1,887,075.52 ARE ACCOUNTS PAYABLE, $5,259,372.89 ARE PAYROLL AMOUNTS, $6,900.32 ARE PREPAY AMOUNTS AND $4,402,632.80 ARE WIRE TRANSFERS MOTION CARRIED NON-PUBLIC SESSION MOTION BY ALDERMAN CLEMONS THAT THE FINANCE COMMITTEE GO INTO NON- PUBLIC SESSION BY ROLL CALL PURSUANT TO RSA 91-A:3,II(e) TO CONSIDER A PENDING CLAIM OR LITIGATION WHICH HAS BEEN THREATENED IN WRITING OR FILED AGAINST THE CITY SECONDED BY ALDERMAN DEANE A Viva Voce Roll Call was taken, which resulted as follows: Yea: Mayor Lozeau, Alderman Deane, Alderman Clemons, Alderman Pressly, Alderman Vitale, Alderman Craffey, Alderman Chasse 7 Nay: 0 MOTION CARRIED The Finance Committee went into non-public session at 7:15 p.m. The Finance Committee came out of non-public session at 7:26 p.m. Finance – 05/05/10 Page 6 MOTION BY ALDERMAN CLEMONS THAT THE FINANCE COMMITTEE SEAL THE MINUTES OF THE NON-PUBLIC SESSION BY ROLL CALL UNTIL SUCH TIME AS THE MAJORITY OF THE COMMITTEE VOTES THAT THE PURPOSE OF THE CONFIDENTIALITY WOULD NO LONGER BE SERVED MOTION SECONDED BY ALDERMAN DEANE A Viva Voce Roll Call was taken, which resulted as follows: Yea: Mayor Lozeau, Alderman Deane, Alderman Clemons, Alderman Pressly, Alderman Vitale, Alderman Craffey, Alderman Chasse 7 Nay: 0 MOTION CARRIED ADJOURNMENT MOTION BY ALDERMAN CHASSE TO ADJOURN MOTION CARRIED The Finance Committee meeting was adjourned at 7:27 p.m. Alderman-at-Large Ben Clemons Committee Clerk