Finance Committee

REPORT OF THE FINANCE COMMITTEE MAY 1, 2013 A meeting of the Finance Committee was held on Wednesday, May 1, 2013 at 7:00 p.m. in the Aldermanic Chamber. Mayor Donnalee Lozeau, Chair, presided. Members of the Committee present: Alderman-at-Large Lori Wilshire, Vice Chair Alderman-at-Large David W. Deane Alderman-at-Large Barbara Pressly Alderman Paul M. Chasse, Jr. Alderman June M. Caron Alderman Arthur T. Craffey, Jr. Also in Attendance: Alderman Mary Ann Melizzi-Golja, Arrived After Roll Call PUBLIC COMMENT – None Alderman Chasse I received two phone calls from the last Finance meeting and one for the full Board of Aldermen meeting. It seems like some of the individuals are not talking in the mic. The individuals watching on TV cannot hear us. Mayor Lozeau I’m just curious, was that ever me? Alderman Chasse Guilty, but not the last time, the previous time. Mayor Lozeau I’ve never been accused of not being able to be heard. We will try to do better. Thank you, Alderman Chasse. COMMUNICATIONS From: Robert Gabriel, Purchasing Manager Re: Purchase of Two VHF Radio Base Stations (Value $45,962) MOTION BY ALDERMAN CHASSE TO ACCEPT, PLACE ON FILE AND AUTHORIZE THE PURCHASE FROM MOTOROLA SOLUTIONS THROUGH NEW HAMPSHIRE WSCA CONTRACT #8000153 IN THE AMOUNT OF $45,962. FUNDS ARE AVAILABLE IN DEPARTMENT: 157, CITY WIDE COMMUNICATIONS; CITY WIDE COMMUNICATIONS GRANT FUND ON THE QUESTION Alderman Pressly Apparently this is a grant. Finance – 05/01/13 Page 2 Mayor Lozeau It was a grant. Alderman Pressly We have some money left over. What are the choices? What are the possibilities for the amount that’s left over? Mayor Lozeau This is a grant from Homeland Security for a feasibility study between Nashua and Manchester about compatibility issues, interoperability. There are apparently very minimal choices. Equipment was one of the few things that Mr. Mansfield could get their okay. This was on his list of all those things that we’re looking at bonding over the next few years. They were willing to support that so that’s what he has brought before us tonight. Alderman Pressly I do support the project. I sort of wondered what do they have plans for, what is it, $30,000? Mayor Lozeau There’s $31,000 left after this. I believe he’s looking at other equipment or programming for equipment. That’s my understanding. Alderman Pressly Thank you. Mayor Lozeau You’re welcome. MOTION CARRIED From: Robert Gabriel, Purchasing Manager Re: Contract Award for Miscellaneous Sewerage Improvements Requested by Public Works Engineering (Value: $1,645,984) MOTION BY ALDERMAN CHASSE TO ACCEPT, PLACE ON FILE AND, CONTINGENT UPON BOARD OF ALDERMEN APPROVAL, AWARD THE CONTRACT TO PARK CONSTRUCTION IN THE AMOUNT OF $1,645,984. SOURCE OF FUNDING IS DEPARTMENT 169, WASTEWATER; WASTEWATER FUND, SEWER REHAB AND SEWER STRUCTURES ON THE QUESTION Alderman Deane The memo mentions the water lines. Does this have anything to do with water main improvements? Finance – 05/01/13 Page 3 Mayor Lozeau We’ve identified the locations for the sewer replacement work. As is our customary practice, we worked with Pennichuck and with the gas company, the other utilities that are in those same locations, and they are going to be upgrading their pipes. I don’t believe any of them end up where there’s a main, but it is possible. Alderman Deane It states: “The bidders were required to submit bids on both the City’s sewer contract and Pennichuck water main improvements in the project area.” Mayor Lozeau Pennichuck Water mains in the project area will be rebid. If it’s in the memo I trust that it’s correct. Alderman Deane Has it been usual and customary for the sewer contractor to dig out the water mains while the water company replaced them? Mayor Lozeau It doesn’t happen at the same time. It’s not legal for you to use the same equipment on both the pipes. I know that, but this is, I believe, I want to say it’s our third year. At the very least, it’s our second year, where we’ve bid a project together to save dollars. It’s been beneficial to all of us. Alderman Deane What’s Pennichuck Water Company’s contribution to this project then? They’re replacing their water lines and the contractor we’re hiring to do the sewer work is also digging the lines for the water mains. Is that right/ Mayor Lozeau They are doing the project together as it says in here. It talks about that deep excavations for sewer, drain and water performed by one contractor. Alderman Deane I understand that. If we’re taking our sewer fees and using them to replace sewer lines plus we’re paying the same firm to dig out the water lines so the water lines can be replaced, don’t you think there should be some contribution from Pennichuck Water Works Corporation? Mayor Lozeau I do. On the back side of the memo, you’ll see that the combined city bid with Pennichuck Water Works for park is $2,328,441. Of that our project is $1.6 million. The difference between the two is a cost to Pennichuck. Alderman Deane Which is about $700,000. The contract award is for what? What was the motion? Was it for $2.3 or $1.6? Finance – 05/01/13 Page 4 Mayor Lozeau 1.6 Alderman Deane There’s a separate contract with Pennichuck Water Works for the balance of this. Mayor Lozeau That’s correct. Alderman Deane The motion read $1.645 million, is that what it was? Alderman Chasse That’s correct. Mayor Lozeau That’s correct. Alderman Deane The city can’t do any of this work? Mayor Lozeau Where the city can do work, the city does do work. This project, no. The city is not doing this work. Alderman Deane I had another question about Northeastern Boulevard. Is that section of roadway, is that down by Belletetes Lumber Yard? Mayor Lozeau I don’t know. I know its 720 feet on Northeastern Boulevard. Off the top of my head, Alderman Deane, I don’t know the location. I believe the work over by Belletetes was already done where it used to have the big flooding problem. I believe some of that work was done. Alderman Deane When the paved their parking lot, the city made them put a little retention structure in the front. Mayor Lozeau All towards helping that goal. That’s what happens when you try to put a brook and a pipe. It doesn’t usually go very well. Finance – 05/01/13 Page 5 Alderman Deane That’s what happens when you have site plan approvals and pave the world in the back. That’s what created most of the problems. There were problems there but when they put that condominiums or whatever they were in the back and then Harvey came in and you have all that roof area, water has to go somewhere. Thank you. Alderman Pressly I travel Mulberry Street fairly often. Last year it was all torn up then they covered it up and said we’re going to be here next year. It’s clear that they do it in two stages. Is that common practice? It seems to me the purpose of doing this together is to minimize the times you have to tear up the street. Mayor Lozeau That’s correct. We do want to minimize that, but you don’t change out water pipes and sewer pipes at the same time. You do it as part of the same project, but you don’t do it at the same time. Alderman Pressly But a whole season part. We went through the winter. Is it more of a scheduling issue to find out when they can do the one system and then have to cover it over and come back the next season? Mayor Lozeau It’s a significant project. To do it right, it takes a longer period of time than most people might expect. They got one part of the project done in the first construction season. Remember our construction season you’re limited by the weather. We’re lucky we get in the ground in April and then we’re usually out of the ground by November, December if we’re lucky. Alderman Pressly Were all the streets involved in this started last year or was it just Mulberry? Do you happen to know? Mayor Lozeau I think Franklin had some work. Park and Court Street is where we had the sink hole. Middle Street had some work, I believe, and Mulberry Street is, is that a yes, Alderman Craffey? Alderman Craffey Yes, it is. Mayor Lozeau Yes. And then Mulberry Street. I don’t think Northeastern Boulevard has had any. Alderman Pressly Just one further question then. The part that was done last year was in last year’s budget and the second round for the same streets is part of this year’s budget? Finance – 05/01/13 Page 6 Mayor Lozeau This is out of the wastewater fund which is a fund that’s there every year. That’s where the funds come from. Alderman Pressly Although it has to be done by two different teams, it seemed it’d be awfully nice if we could do it all in the same season once the road is torn up. Mayor Lozeau When we can, we do. It’s our preference too, Alderman Pressly. We don’t like it to be any more disruptive to anybody than it has to be. It’s hard work. Also, they’re doing a lot of drain pipe lining as part of this project too in some areas. MOTION CARRIED From: Robert Gabriel, Purchasing Manager Re: Purchase of Digester Transfer Pump Requested by Wastewater (Value: $19,858) MOTION BY ALDERMAN CHASSE TO ACCEPT, PLACE ON FILE AND AUTHORIZE THE PURCHASE FROM WESCOR ASSOCIATES IN THE AMOUNT OF $19,858. FUNDS ARE AVAILABLE IN DEPARTMENT 169, WASTEWATER; WASTEWATER FUND; 81, CAPITAL PROJECTS/IMPROVEMENTS ON THE QUESTION Alderman Deane Are they going to put the new pump in right away or are they just going to leave it on the shelf? Mayor Lozeau This pump is to have a spare pump. Alderman Deane I understand that, but are they going to put it in right away or are they just going to leave it on the shelf? Mayor Lozeau If it arrives before the one that’s down being repaired is fixed, they will probably put it in place but we anticipate the other one will be fixed and it will just be on the shelf. Alderman Deane What major problems are we having now with only one pump pumping sludge? Mayor Lozeau We’re not having major problems, it’s just a slower process. Finance – 05/01/13 Page 7 Alderman Deane I would understand that if there’s two pumps. I didn’t know if there were some other problems. We want to make sure the digest is full, don’t we? Mayor Lozeau We do. MOTION CARRIED From: Robert Gabriel, Purchasing Manager Re: Purchase of Two (2) Wheel Drive Backhoe Loaders for Division of Public Works (Value: $210,435) MOTION BY ALDERMAN CHASSE TO ACCEPT, PLACE ON FILE AND AUTHORIZE THE PURCHASE FROM SOUTHWEST-MILTON IN THE AMOUNT OF $210,435. SOURCE OF FUNDING IS THE CAPITAL EQUIPMENT RESERVE FUND; 81, CAPITAL PROJECTS/IMPROVEMENTS ON THE QUESTION Alderman Deane Was there an option for a four-wheel drive on these? Mayor Lozeau They are four-wheel drives. Alderman Deane Oh, okay. I’m sorry. Mayor Lozeau That’s okay. What’s interesting about this one that you might like, Alderman Deane, we got a split bucket on them. A split bucket so it opens in half and can be used as a claw to pick things up. Alderman Deane If somebody wants to hand somebody a coffee, the guy can pick it up. Mayor Lozeau They’d be pretty darn talented if they could do that. This is meant to help us with storm debris and things that would have been nice to have before. Alderman Deane We’re trading in the other two? Mayor Lozeau Yes, I believe we are. One’s a 1998 with 9700 hours, and one’s a 1999 with 8500 hours. Finance – 05/01/13 Page 8 Alderman Deane How do these people not read the bid specifications? Mayor Lozeau I don’t know. In the beginning I used to be surprised about things like that but not so much anymore. Alderman Deane You’re not surprised much anymore? Mayor Lozeau I’m not surprised much anymore when people don’t read some of the specs that you would just assume that they would read. Alderman Deane If they are taking the time to bid on a sale of a product, you’d think that someone would be a little more attentive to what the requirements were on the bid specifications. Mayor Lozeau I would agree. MOTION CARRIED From: Robert Gabriel, Purchasing Manager Re: Purchase of Wheel Loader for Solid Waste Department (Value: $345,000) MOTION BY ALDERMAN CHASSE TO ACCEPT, PLACE ON FILE AND AUTHORIZE THE PURCHASE FROM NORTRAX IN THE AMOUNT OF $345,000. FUNDS ARE AVAILABLE IN THE CAPITAL EQUIPMENT RESERVE FUND; 81, CAPITAL PROJECTS/IMPROVEMENTS ON THE QUESTION Alderman Deane Are there maintenance records associated with these vehicles, these last three pieces of equipment? This one and the prior two? Mayor Lozeau The older pieces of equipment, while there is some limited information, it’s not the same as the new protocols that we have developed for new equipment. This one here that’s being replaced is a 1999. Alderman Deane So there is some limited information? Finance – 05/01/13 Page 9 Mayor Lozeau Limited information, yes. Alderman Deane In the account to fund this, was that total dollar amount in there or was there other monies moved around to cover the total cost? Mayor Lozeau This is an item that was approved through CERF. Alderman Deane Oh that’s right. CERF is just a big cluster pile of money. They’re not depreciated anymore. Mayor Lozeau Actually, Alderman Deane, I don’t think CERF is a cluster of money. Actually we’ve done a pretty good job putting a plan together for the next ten to fifteen years. It’s all laid out with all the equipment. It’s been purged and gleaned. What you see demonstrated, and it isn’t a depreciation because we’re not a taxable entity, what you see is the replacement cost, is what we carry in that. Alderman Deane You can depreciate equipment even though you’re not a taxable entity, Mayor. Mayor Lozeau I understand that you can, but it’s not a big value for us to do that. It’s more of a value for us for the replacement. That’s what we need to make we can do. Alderman Deane And we have to make sure we maintain things too. Mayor Lozeau I understand that, and we do do that. Alderman Deane We should have records of everything that we do to all the equipment. Mayor Lozeau I don’t disagree but, Alderman Deane, I can’t go back to 1999 and recreate them. All I can do is create them on the equipment that we’ve been purchasing and on the equipment that’s not needing to be replaced relatively soon. We’ve been doing that. MOTION CARRIED UNFINISHED BUSINESS - None Finance – 05/01/13 Page 10 NEW BUSINESS – RESOLUTIONS R-13-110 Endorsers: Alderman Mary Ann Melizzi-Golja Alderman-at-Large Lori Wilshire Alderman Richard A. Dowd Alderman June M. Caron Alderman Michael J. Tabacsko Alderman Diane Sheehan Alderman Arthur T. Craffey, Jr. Alderman-at-Large Barbara Pressly Alderman-at-Large Brian S. McCarthy AUTHORIZING THE CITY OF NASHUA TO ENTER INTO AN OFFICE SPACE LEASE AGREEMENT WITH RENAISSANCE DOWNTOWNS AT NASHUA MOTION BY ALDERMAN WILSHIRE TO RECOMMEND FINAL PASSAGE ON THE QUESTION Alderman Melizzi-Golja Before you tonight, you have a new lease for Renaissance Downtowns. It is for Office Space #5 which is up on the second floor. The rent that has been listed is $450/month. If this lease is approved this evening, they would like to move in on June 1st. If this lease is approved there will be only two spaces remaining: Office Space #6, which is also up on the second floor, and Office Space #3, which is on the lower level. As you know currently Great American Downtown has the large office in the lower level and Nashua Area Artists Association is in the lower level. We have Hartman Learning Center, which has rented the office on the main floor and will be moving in on June 1st also. We will be 2/3 leased if this is approved. Mayor Lozeau That’s good news. Alderman Melizzi-Golja Yes. As the liaison for the Hunt Board of Trustees, I can say that they are working very diligently to lease the building and work towards maintaining it as much as possible with the rent money that they are getting in terms of covering the expenses associated with the building. Alderman Chasse Are they paying the same amount of rent per square footage as the other individuals? Alderman Melizzi-Golja Yes. These are the things that were calculated out in advance. There’s been no change in that. Mayor Lozeau It’s about $14/square foot plus taxes. Finance – 05/01/13 Page 11 Alderman Pressly As a follow up to that question, are the terms of the lease pretty much identical? Alderman Melizzi-Golja The lease is exactly the same for everyone. The only thing that’s different is the space and the rent. Alderman Pressly Just a comment with that. I know we spent a lot of time with this last time. My position had been if we stayed with the system that we already put in place, it would probably work pretty well. Thank you. Alderman Deane Who are the principals of Renaissance Downtown, LLC? Alderman Melizzi-Golja James Vayo is certainly a representative. Ryan Porter, who has presented to us before, I believe, is the person that James and the city interact with the most. Mayor Lozeau It’s the group, Alderman Deane, that we’ve entered into an agreement with BIDA, Business Industrial Development Authority, for the project on Bridge Street. Alderman Deane They have signature authority for lease agreements? Mayor Lozeau They do. Alderman Melizzi-Golja Yes. Mayor Lozeau They had been leasing on Main Street next door to Bippity Boppity Baby, soon to be an Enterprise Bank and wanted to, I think, downsize some of their space. MOTION CARRIED Finance – 05/01/13 Page 12 R-13-112 Endorsers: Alderman-at-Large Jim Donchess Alderman-at-Large Lori Wilshire Alderman Diane Sheehan Alderman-at-Large Barbara Pressly Alderman Arthur T. Craffey, Jr. Alderman June M. Caron Alderman Mary Ann Melizzi-Golja Alderman-at-Large David W. Deane AUTHORIZING THE CITY OF NASHUA TO ENTER INTO A LEASE AGREEMENT WITH GATE CITY COMMUNITY GARDENS, INC. MOTION BY ALDERMAN WILSHIRE TO RECOMMEND FINAL PASSAGE OF R-13-112 ON THE QUESTION Alderman Wilshire I’m pleased to have this come before us this evening. This is a group that’s worked long and hard to promote community gardens here in the city. I know they’ve looked at different sites. This seems to be a really good fit and a good place for it. I support this wholeheartedly, and I hope the rest of us do too. I hope these community gardens become more and more throughout the city and they are successful. Alderman Pressly I totally agree. I think it’s a great idea, and I’m supportive. My concern is maintenance and who’s going to make sure that it’s tidy and clean. Sometimes walking along that area there’s a lot of garbage along the way. I’d like to think that if there was a garden there would be less, but who’s in charge of keeping it tidy and to see that it succeeds? And also, is this on sort of a trial basis to see how it works? Mayor Lozeau Alderman Pressly, the answer is: Park and Rec is responsible for the rail trail. As you know, we’ve talked about that we’ve so much expanded things like the river walk, the rail trail, additional conservation land that abuts different city parks, things like that. It’s not easy for Park-Rec to keep up. In this particular area it’s also difficult because it gets a lot of foot traffic on a certain stretch. There’s one stretch that we’re more concerned about than others which the Human Affairs Committee has recommended and the board has passed legislation to light up that piece that we hope will go a long way. Fort the particular piece that’s being leased here, the responsibility is with Gate City Community Gardens. That group is responsible for their plot that they are leasing. I think they are interested in trying to do more in the city. I think they want to see how this one goes. I think all of us would agree that more activity on the rail trail leads to more use and people taking a little more pride to keeping it up. It’s something we all should participate in when you see things, if you can. I know we’ve had trouble in some areas when we’ve put trash cans in before. They disappear or they are used to create damage so we’re trying to see if there are some options there where we can get something. We’ve talked about maybe putting some flash cams along the trail. There are other things that we are looking at. But it would be important to keep it nice. Alderman Pressly Just a further comment. I feel that we’ve put a lot of pressure on Park-Rec this season. We’ve added a lot of projects for them. Do you plan in the budget to add some personnel? Are you able to discuss that? Finance – 05/01/13 Page 13 Mayor Lozeau We are having some conversations now about Park-Rec. One of the things that you see when you look at public works and it comes as no surprise, seasonally work demands change. Parks-Rec busy time isn’t the same as the streets department’s busy time and things like that. We are looking at all of that and plan to make a recommendation around that and what we might be planning to do. IN the meantime, they’re a month behind because of the way the weather fell. Usually they are out there in March doing a lot of prep work so they are really trying to get caught up right now. Alderman Pressly At this point you don’t know if you’re going to be adding personnel? You’re thinking of shifting streets to parks and parks to streets? Mayor Lozeau No, no, no. I’m just saying that when you staff a department like Public Works, you have to be mindful of when the seasonable work happens. You also have to be careful because different employees feel that certain work is their work and not somebody else’s. The Board of Public Works is having some conversations with the staff right now to see what we can do about that. That has not been completed yet, that conversation. Alderman Caron I’d like to say that I think this is a great idea to do this because being part of park-rec for a long time and seeing the Victory Gardens and how it has been handled since way back, even before me, people take a lot of pride in their gardens. There are some that don’t bother taking care of them, but I think having this garden committee involved with this, they are going to oversee this a lot more than they do in the bigger gardens down at Greeley Park. I think this will add to this. I agree with you the more activities you have in the area, the less you see of vandalism and problems because there are more people in that area. I think this is a good idea. I think it will work and they can find some to put some place else to go with this, I think that will be wonderful too. And I agree. Just on a side note concerning staffing for park-rec , from April until September, that’s their busy time and that’s when they need the staff. That’s when they need a lot of summer staff because they have grass, they have ball fields to take care of, besides pools and other things. That’s when you really have to look at that. I’m glad to hear that you’re really looking at that a little bit more carefully as to how the employees are put out there during the summertime. I appreciate that, and I certainly am in favor of this wholeheartedly. Mayor Lozeau It’s probably worthwhile to mention also the PAL gardens are going to be on a piece of the rail trail also. PAL is working with public health on a little area where they maintain the trail to do some small gardens as well. Alderman Chasse Do people have the gardens right now? Mayor Lozeau No. Finance – 05/01/13 Page 14 Alderman Chasse This is going to go to the full board and hopefully it will get passed at the full Board. Then people are going to line up and you’re going to give them a plot? Mayor Lozeau They presented a proposal that walks through how they plan to do this. They’ve really put a lot of thought into it and how it’s going to work. They are trying really hard to be able to look at planting for May 15th. Alderman Chasse Time is of the essence when you plant crops. Mayor Lozeau They are also interested in the Big Day of Serving, being able to help out, which is happening this weekend. What they’re hoping to at least glean from that is volunteers that they can count on for later when they get started on it. Alderman Chasse May 15th. Mayor Lozeau That’s their deadline. I think they’re make it. Alderman Craffey I was going to touch on the Big Day of Serving this weekend coming up and how that was going to tie into everything. I am in support of this. I really am. I do have some concerns about vandalism in the area, and I do hope that it does get off to a very good start. This is a very heavily traveled area. There’s skateboarders and bicyclists and a hang out there for teens. It’s off the beaten path a little bit and kids like to hang out around there. Hopefully the gardens will do the thing and keep the traffic moving. T Hat’s what I hope. I will support this at the full Board. I’ll support it here. I hope it is a success and it does go forward from there. I just want to keep a curious eye on it and see if we can develop some more along this thing. This is in my ward so I’ve sort of got an extra eye on it to keep it going. I hope it does work out with the Big Day of Serving that’s coming up this weekend. Again from what I understand, there’s going to be a lot of people coming down the path in these bright yellow shirts so if people are watching, don’t be alarmed if you see all these people out there. I have another question related to the rail trail if you’ll allow me a little latitude. When are we ever going to get the lights? Mayor Lozeau We just re-purposed some of the money in Human Affairs. There’s a stretch that we’re looking at. We’ve asked for a price from Union Metal, the company that we’re using for the downtown lights because we’re hoping that we might be able to get a reasonable price. I believe that that price has come in at $6,000, I think. Don’t quote me for certain on it, but I think that’s the number. We’re trying to put in solar lights instead of digging it up and wiring it all up and then having to worry about ongoing costs. I’m hopeful that we’ll get them before the end of summer. We’ll have to see how it goes, but I’ll make certain that you and Human Affairs are in the loop on what the plans are. Finance – 05/01/13 Page 15 Alderman Craffey I’d like the solar lights also. A little greener and less destructive to the area would be much better. Mayor Lozeau I would agree. MOTION CARRIED NEW BUSINESS – ORDINANCES - None DISCUSSION Alderman Pressly I’d like to bring up a subject that really involves just the Board of Aldermen. This is the first meeting that we’ve had since our last Board of Aldermen, but some things happened at the last meeting where there were two of us that did not have the usual instructions on our desks that we expect to have the meeting run smoothly. This has happened to me before, but at this last meeting there were two of us. It happened to Alderman Caron and myself. I wouldn’t bring it up except that the newspaper suggested that I was hesitate about making a motion when in fact I was looking for my instruction and I thought I can’t make the motion because it’s sitting on somebody else’s desk that has the privilege to do that. So I thought well, what does this mean? It’s sort of embarrassing to be an elected official and have a system when it fails and makes you look pretty silly. It is embarrassing and probably needs to be addressed. My first reaction was well, we’ve been working with a diminished staff for a long time. I did speak with Ms. Lovering so she knows I am going to be bringing this up. She remembers clearly putting them on our desks that night and for some reason they disappeared. I don’t think it was a diminished staff, but the other possibility is apparently right before the Board of Aldermen meeting, there was another meeting that took place in here. I don’t know if anyone sat here or not, but when I arrived by instructions for the night, half of it was missing, as was Alderman Caron’s. I think we probably should talk about this. I’ve been learning that this room is used by lots of people for lots of things. I know we have weddings that take place in here. I’ve walked by it. It’s sort of fun to see a wedding taking place right in here. I understand that school kids get to come in and sit at our desk. I’m thinking if it’s not a staff issue, it might be a security issue. I think it’s worth bringing up, and I think it’s something that we, as the Board of Aldermen, have to talk about and try to solve the problem so that we don’t have this type of thing happen again. As I say, this is the second time it’s happened to me. I bring it up only because it was covered in the newspaper so I felt I sort of had to highlight it. But it is in a way a problem to be solved. I don’t know why it’s taking so long to get an assistant for our staff person, but I know we’ve been minus a staff person. I know legal, we’ve been missing a lawyer to help us for a year. I do know I had an incident I that situation also where it diminished my ability to do what I like to do and serve the public. I hope in the future that those of you who are here will think about it. How do we make sure that we, as the Board of Aldermen, we’re all very cost conscious, we try to make do with what we have but we have not even had what we’re supposed to have. I don’t know what the solution is but this is the first opportunity I’ve had to bring it up to those of you who are here. Thank you. Alderman Wilshire In my 14 years on the Board, I’ve never seen this as an issue. It was probably someone picked it up thinking it was scrap paper maybe from the meeting before. I don’t think it’s a staffing issue because she put them out. I think it was just maybe a timing issue with the other meeting. Someone might have picked it up by mistake with their paperwork because it doesn’t look like much. If someone coming in saw that piece of paper sitting there, they probably would think it’s just scrap paper. And I understand what you’re saying that the press called attention to it, but I don’t think it’s a staffing issue. I know Sue does a really good job putting those out for us. Sorry that that happened. Finance – 05/01/13 Page 16 Alderman Caron I know there was someone sitting here so obviously it must have gotten lost. My only suggestion, and I don’t think it’s a real staffing problem, my only suggestion is that if there’s a meeting prior to a regular Board of Aldermen meeting that Ms. Lovering or whoever doesn’t put anything on our desks until five minutes before or right after that meeting. I think that would probably solve the problem. I was scrambling too because I was looking for the information and I usually keep it to my right so I can review it again before we vote. When my name was called, I totally had a blank expression on my face. I felt kind of silly, but that’s okay. Things happen. That would be my suggestion so it doesn’t happen again. I agree with Alderman Wilshire. To me that could be a piece of scrap paper, and I’d roll it up and take it with me. But it is understandable because I felt kind of foolish and poor Alderman Pressly got called on it in the paper. That simple change I think should resolve that, I would think. Alderman Wilshire I’m certain that Sue will take that advice. It’s good advice but I don’t think it was intentional on anyone’s part. Alderman Pressly No one’s suggesting that. Alderman Wilshire But if you look at it, it really looks like scrap paper and only has meaning to us. Someone probably inadvertently scooped it up. I’ll ask her not to put it out if there’s another meeting in here before our meeting. I’m sure she’d be happy to do that. Alderman Chasse Alderman Pressly, you were on that committee that was going to look for the new technology. What happened to all our computers for our desks or maybe the little screens up there where we can just read it off the monitor? Alderman Pressly I’ve been thinking of that too. It seems like the Board of Aldermen is the last in line. Mayor Lozeau With all due respect, Alderman Pressly, the committee did not recommend computers for the aldermen’s desks. Alderman Pressly No, but we were assured that the next step would be taken. Mayor Lozeau The next step is going to be taken. Alderman Pressly Okay, and there were some plans and other things were going to happen. Finance – 05/01/13 Page 17 Mayor Lozeau You’re getting a projector. You’re getting a few desks that have an ability to plug in with a thumb drive. There will be a monitor here on this desk for the clerk and others and then that screen will remain. As far as technology on individual desks, that has not been made as a recommendation. Alderman Pressly If I recall the plan was that the IT people would start to interview and get some ideas as to what it would cost to get a plan for here, to hire someone who specializes and to get an idea of what it would cost. There were some action plans. I’ll speak to Alderman McCarthy, but he specifically did have a next step which was to get a professional designer of this type of a room so we could see what was there. I appreciate your thoughts on this, and as I say, I wouldn’t bring this up except it’s happened a couple times. Maybe it was just bad luck. The other thing would be maybe when we have a full Board of Aldermen meeting to not allow a meeting to be scheduled right before because I don’t know if it’s fair to Sue. And I told her I was going to bring it up. We theorized that probably someone scooped it up with their paperwork, but I don’t know if it’s fair for her to have to check this out right before a meeting. She has so many other responsibilities. I think it should be more of a scheduling, maybe to have it be that that night should be sort of just specifically for the Board of Aldermen so people can plan for the evening and not have to worry about coming in and seeing other people sitting at our desks. Mayor Lozeau I’m going to wrap that up, Alderman Pressly. It’s probably a better conversation with all of your colleagues with the Board president rather than at a Finance Committee. I gave you the latitude because this is your first public opportunity to respond. Alderman Pressly Absolutely, and I knew that Alderman Caron was going to be here and I thought at least it gives everybody a chance to think about it and just try to come up with some. But I think I’d prefer the scheduling solution rather than having our staff have to run around at the last minute. But thank you very much, I appreciate the time. Mayor Lozeau You’re welcome. RECORD OF EXPENDITURES MOTION BY ALDERMAN CHASSE THAT THE FINANCE COMMITTEE HAS COMPLIED WITH THE CITY CHARTER AND ORDINANCES PERTAINING TO THE RECORD OF EXPENDITURES FOR THE PERIOD APRIL 12, 2013 TO APRIL 25, 2013 MOTION CARRIED PUBLIC COMMENT POSSIBLE NON-PUBLIC SESSION Finance – 05/01/13 Page 18 ADJOURNMENT MOTION BY ALDERMAN CRAFFEY TO ADJOURN MOTION CARRIED The Finance Committee meeting was adjourned at 7:41 p.m. Alderman Paul M. Chasse, Jr. Committee Clerk