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«1. MEMORANDUM Police Chief - Special Mission Vehicle Six Month Report - July 1 to December 31, 2014 2. MEMORANDUM Recreation Programmer - Summer ...»

FINANCE, ORGANIZATION AND

PERSONNEL COMMITTEE Mitchell H. Greenwald, Chair

Kris E. Roberts, Vice Chair

Council Chambers A

Terry M. Clark

January 22, 2015

Thomas F. Powers

5:30 PM

Randy L. Filiault

1. MEMORANDUM Police Chief - Special Mission Vehicle Six

Month Report - July 1 to December 31, 2014

2. MEMORANDUM Recreation Programmer - Summer Soccer

Camp - Facility Use Agreement

3. MEMORANDUM Parks, Recreation and Cemeteries Director - Acceptance of Donation - Keene Recreation Center

4. MEMORANDUM Assistant City Manager/Human Resources Director - Acceptance of Donations

5. REFERRAL FROM City Owned Hangar/Office Building

COUNCIL

6. MEMORANDUM IMS Director - Managed Print Services Contract

7. MEMORANDUM Mapping Technician - RFP 02-14-13: Aerial Flyover, Photogrammetry and Base Mapping

8. MEMORANDUM Planning Director - Letter of Support - MEDC' s Request for Brownfields Assessment Funds - Environmental Assessment - 797 Marlborough Road

9. RESOLUTION R-2015-01: Authorizing the Execution and Delivery of an Equipment Lease Financing Agreement Finance, Organization and Personnel Committee January 22, 2015 Page 2 of 2

10. DISCUSSION CIP Review - Administrative Services & Community Services Portfolios & Airport, Facilities and Planning Departments Possible Non-public Session More Time R-2014-34: Fees for Registration Permits - Transportation Improvement Fund I.

(Public Hearing Feb 5) Police Department City of Keene, New Hampshire Date: January 8, 2015 To: ~ nd Finance, Organizatio Personnel Committee Through: John Maclean, City ger Chief ~ Kenneth J. Meola, Polic captai~ From: Steven Russo, Police Subject: Specialized Mission Vehicle Six Month Report - July 1 to December 31, 2014

Recommendation:

Move that the Finance, Organization, and Personnel Committee recommend this report concerning the use and costs associated with the Homeland Security grant Special Mission Vehicle be accepted as informational.

Background:

In 2011 the City's grant request for a 2010 Department of Homeland Security grant for the above listed vehicle was approved and, in 2012, the City Council subsequently approved the acceptance of the grant. On November 16th, 2012 the vehicle was placed into use by the Police Department. During this process the Police Department was directed by the City Council to present six-month reviews of vehicle use and costs.

From July 1st, 2014 through December 31st, 2014, the vehicle has been logged out eight times. These encompass three times for training purposes, and five times for operational purposes.

–  –  –

Through: John Maclean, City M From: Meghan Spaulding, Recreation Programmer® Subject: Summer Soccer Camp- Facility Use Agreement

Recommendation:

Move that the Finance, Organization and Personnel Committee recommend that the City Manager be authorized to execute a facility use agreement between the City of Keene and Challenger Sports Corporation to hold a one week soccer camp during the week of August 17-21, 2015 at Fuller School Field.

Background:

The Recreation Department organizes extra programming as a revenue source. This summer we have Challenger Sports Corporation coming August 17-21, 2015 to provide fundamental soccer skills training to children. Challenger Soccer Camp is returning for its fourth year with the City. This camp is designed for children between the ages of 3 and 12 and will be divided according to age. Mini Soccer will be offered for ages 3-6 and will run from 9AM to 10:30AM for $88 per person. A half day soccer camp for ages 7-12 will run from 9AM to 12PM for a cost of $118 per person.

City of Keene New Hampshire January 12, 2015

–  –  –

Andy Bohannon, Director of Parks, Recreation & Cemeteri~

FROM:

SUBJECT: Donation

Recommendation:

Move that the Finance, Organization and Personnel Committee recommend that the City Manager be authorized to do all things necessary to accept the donation of $300.00 from the Monadnock Squares and that the money is used for any improvements needed at the Keene Recreation Center.

Background:

–  –  –

THROUGH : John A. MacLean, SUBJECT: Report - Donations Received by Welcome & Recognition Committee Recommendation That the Finance, Organization and Personnel Committee accept this report as informational.

Background The annual employee recognition event was held in conjunction with the holiday luncheon on December 11, 2014. The recognition event celebrates City employees' achievements and service longevity.

To assist the Holiday Luncheon Committee with its efforts to hold a grand event, the Welcome & Recognition Committee solicited donations as reported below. Contributions with a total estimated value of $306 were solicited to use either as event door prizes or as fundraising items to help pay a share of the event.

–  –  –

Recommendation That the Finance, Organization and Personnel Committee recommend that the City Council accept this memorandum as informational.





Background The City executed a Managed Print Services contract with Conway Office Systems in August of2013.

Upon contract execution, City staff began working with Conway staff to inventory copiers and printers, evaluate pre-existing equipment leases, and identify printer and copier usage patterns and costs. With this information, new multi-function copiers replaced existing copier solutions, and Conway became a single, central source for device procurement, maintenance, support and supply.

The cost of the services from Conway has replaced the prior cost ofreplacing the printers. Fees charged to departments on an annual basis to maintain and replace printers are about the same, only now the fees charged cover the cost of the contract which includes printer maintenance and replacement as well as service and supplies including toner, thus yielding a savings of about 46% for covered printers. At a time when printer procurement and repair costs were steadily increasing, this has been a welcome arrangement.

–  –  –

Recommendation:

Recommend that City Council approve the City Manager to negotiate and execute a contract with the selected firm, James W. Sewall Company for their services and should negotiations fall through; enable the City Manager to negotiate with the next highest ranked firms in turn.

Background:

RFP 02-14-13, the Aerial Flyover, Photogrammetry and Base Mapping project is a long awaited and needed update to GIS mapping data and aerial photography that was initially done in 2001-2002. The project is scheduled in the CIP for fiscal year 2015 and has a total budget of $180,000.

The RFP was issued on August 28, 2014 with an initial due date of September 5, 2014. Due to the level of interest and volume of questions received regarding the RFP from responding firms, an addendum for extension of deadline to September 12, 2014 was issued as well as two addendums on September 5 and 8, 2014 with answers to questions that had been received during the RFP period.

Eight proposals were received by the due date and the RFP selection committee met October 9, 2014 for initial review of all proposals and a determination on the top three candidates for interview was made during a meeting on November 17, 2014. The three candidates for final interview were as follows, Sandborn Map Company, Kucera, and James W. Sewall Company. Interviews for all three were held on January 9, 2015. Review records can be seen in the attached documents.

A final determination on the James W. Sewall Company based out of Old Town, Maine, was made after all interviews were conducted and the selection committee had discussed and submitted rankings for each. Sewall's final proposal price was $115,727.32. Sewall Company offers a set of unique proprietary services as well as a strong understanding of the City's project, needs and has a recent and long history of providing excellent services to the City including the initial flyover project in 2001-2002.

ws Firm Committee Member RL DL AM HM

–  –  –

Recommendation Move that the Finance, Organization, and Personnel Committee recommend that the City Manager be authorized to write a letter of support for the request by Monadnock Economic Development Corporation (MEDC) for Brownfields assessment funds from the Southwest Region Planning Commission.

Background

In December 2014, the Planning Department received an email from J.B. Mack at the Southwest Region Planning Commission requesting a letter of support from the City regarding an application for brownfields assessment funds by MEDC. The funds would be used to perform an environmental investigation at 797 Marlborough Road in Keene in connection with the development of a new Cheshire County Nursing home on the property. This property is currently owned by Theresa P. Hill and is located uphill of the County Correctional Facility on Route 101. The property is in the Rural Zoning District.

The letter is being requested by Southwest Region Planning Commission as part of the Brownfields Assessment Grant process.

Rhett Lamb

–  –  –

Hi Rhett, Thanks for speaking to me just now.

I'm writing to see if the City of Keene would submit a letter supporting SWRPC using its brownfields assessment funds to perform an environmental investigation at 797 Marlborough Street in Keene. The Monadnock Economic Development Corporation has requested using our funds in order to assess environmental conditions that may impact the feasibility of developing a new Cheshire County Nursing Home. When a nomination is obtained from a nonmember, SWRPC asks its member communities to indicate whether they support the environmental investigation, in order to ensure that the assessment activities are not working at cross purposes with the community's own goals. For other towns, we've asked the Boards of Selectmen to issue the letter. In the case of a City, I would leave it to the City Manager as to whether it could be signed by him, or needs to go through City Council. This matter of record is important for the Brownfields Advisory Committee when making a decision on the use of the funds.

If Keene is willing to submit the letter, the letter could state something like the following: "On behalf of the City of Keene, I am writing to express the City's support for Southwest Region Planning Commission to use its EPA Brownfields Assessment funds to conduct environmental investigation at 797 Marlborough Street. We recognize the importance that an environmental study will have in helping Monadnock Economic Development Corporation and Cheshire County evaluate the feasibility of building and operating a nursing care facility at the site." The letter should be on City letterhead and can be addressed to me, information below.

Thank you, J. B. Mack Principal Planner Southwest Region Planning Commission 37 Ashuelot Street Keene, NH 03431 {603) 357-0557 (tel) (603) 357-7440 (fax)

–  –  –

Section 3. The City Manager of the City of Keene is authorized and directed to execute and deliver any and all papers, instruments, opinion, certificates, affidavits and other documents and to do or cause to be done any and all other acts and things necessary or proper for carrying out this resolution and the Agreement.

PASSED Section 4. The City of Keene hereby designates the Agreement as a "qualified taxexempt obligation" within the meaning of Section 265(b)(3) of the Internal Revenue Code of 1986, as amended.

–  –  –

In City Council January 15, 2015.

Referred to the Finance, Organization and P~Commit

~(___,/OI1A t, ~"'--"'"''-"--------City Clerk



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