BOARD OF DIRECTORS MEETING MINUTES

DRAFT COPY NOT APPROVED

Southwestern NH District Fire Mutual Aid
Board of Director’s Meeting
August 9, 2017

DIRECTORS PRESENT
Vice President Harry Boynton, Treasure Chris Liller, Secretary Ted Tillson, Chief Phil Tirrell, Directors Harry Nelson, Curtis Barnes, Dan Eaton, and Tom Goddard.

The meeting was called to order at 1905 hours.

GUEST – None

MEETING MINUTE
A motion was made by Director Eaten, seconded by Director Nelson and unanimously voted by the board members present to accept August 2017 Board of Director’s meeting minutes. Motion passes.

TREASURES REPORT
Chief Tirrell provided a detailed report on where we are financially with the operational budget and the radio repair shop. A motion was made by Director Eaten seconded by Director Goddard and unanimously voted by the board members present to accept the current Treasure’s report as presented. Motion passed.

COORDINATORS REPORT
Chief Tirrell presented a report on his monthly activities for the months of June 21st through 7 12, 2017 these activities are above the normal day to day operational activities. A motion was made by Director Goddard, seconded by Director Nelson and unanimously voted by the board members present to accept the Coordinator’s report. Motion passed.

COMMITTEE REPORTS

• By-Laws Committee – The committee was asked to review a portion of the Lakes Reagion Mutaul Aid By-Laws to determine if some of the definitions could be added to SWNHDFMA By-Laws. (Automatic Response, Contracted Services, and Primary Protection)

• Regional Training Committee – SWNHDFMA has secured a grant from Firefighter support network to train firefighters within SWNHDFMA. Currently there are 15 hoist departments for the class titled “surviving the Insult- interior Benchmarking”. If interested if there are others who would like to hoist please contact Deputy Chief Redin at tredin@firemutualaid.com.

• Public Relations Committee – Nothing to report

OLD BUSINESS

• Attorney Adam Kossayda received a letter from Town of Charlestown for recovering lost monies. They do not agree. Attorney Kossayda needs additional information and possible witness.

• Chief Tirrell stated the new Emergency Products Division is going well and is moving forward. The new division can also outfit non-emergency vehicles with lighting as well. Please call 603-355-2315 for more info

NEW BUSINESS

• Chief Tirrell stated there will be an EMT class starting August 22 held Tuesdays and Thursdays.

• Chief Tirrell is working on writing an AED grant to be place in the dispatch center building.

• Chief Tirrell meet with Chief Skantz about all of the re-tones and how they could resolve them.

PERSONNEL ISSUES – None

CORRESPONDENCE – Letter from Attorney Kossayda

OPEN DISCUSSION –

The meeting was adjourned at 2015

Respectfully Submitted,

Ted Tillson, Recording Secretary

APPROVED

Southwestern NH District Fire Mutual Aid
Board of Director’s Meeting
July 12, 2017

DIRECTORS PRESENT
Vice President Harry Boynton, Secretary Ted Tillson, Chief Phil Tirrell, Directors Jay Wilson, Harry Nelson, Dan Eaton, Tom Goddard and Real Basin

The meeting was called to order at 1902 hours.

GUEST – None

MEETING MINUTE
A motion was made by Director Wilson, seconded by Director Goddard and unanimously voted by the board members present to accept June 2017 Board of Director’s meeting minutes. Motion passes.

TREASURES REPORT
Chief Tirrell provided a detailed report on where we are financially with the operational budget and the radio repair shop. A motion was made by Director Goddard, seconded by Director Nelson and unanimously voted by the board members present to accept the current Treasure’s report as presented. Motion passed.

COORDINATORS REPORT
Chief Tirrell presented a report on his monthly activities for the months of June 21st through 7 12, 2017 these activities are above the normal day to day operational activities. A motion was made by Director Goddard, seconded by Director Nelson and unanimously voted by the board members present to accept the Coordinator’s report. Motion passed.

COMMITTEE REPORTS

• By-Laws Committee – Nothing to report

• Regional Training Committee – SWNHDFMA has secured a grant from Firefighter support network to train firefighters within SWNHDFMA. We are looking for hoist departments class titled “surviving the Insult- interior Benchmarking”. If interested in hoist please contact Deputy Chief Redin at tredin@firemutualaid.com.

• Public Relations Committee – Nothing to report

OLD BUSINESS

• Attorney Adam Kossayda is still working on the paperwork to file suit against the Town of Charlestown for recovering lost monies.

• Re-tone Issues: Chief Tirrell presented data for the month of June of how many re-tones occurred by town. There are approximately re-tones 188 for June. The Board has requested Chief Tirrell to draft a letter to the Town of Swanzey expressing concern over the number of re-tone Swanzey has had.

• Chief Tirrell stated MAC1 vehicle has been purchased and can in last week. The Vehicle is not in service as of yet, it needs lettering and radios installation.

• SWNHDFMA has taken on a new division out fitting emergency vehicles with code 3 lighting. The new division can also outfit non-emergency vehicles with lighting as well. Please call 603-355-2315 for more info.

NEW BUSINESS

• Chief Tirrell conducted a small demo on a new portable P25 which has 10,000 channels to operate. The cost is approximately $1800.00.

PERSONNEL ISSUES – None

CORRESPONDENCE – Letter from Attorney Kossayda

OPEN DISCUSSION – Soon Bellows Falls Fire will not be responding to EMS calls unless the ambulance request assistance.

The meeting was adjourned at 1947.

Respectfully Submitted,

Ted Tillson, Recording Secretary

APPROVED

Southwestern NH District Fire Mutual Aid
Board of Director’s Meeting
June 14, 2017

DIRECTORS PRESENT
President Ken March, Vice President Harry Boynton, Treasurer Chris Liller, Secretary Ted Tillson, Chief Phil Tirrell, Directors Jay Wilson, Harry Nelson, Dan Eaton and Curt Barnes

The meeting was called to order at 1902 hours.

GUEST – None

MEETING MINUTE
A motion was made by Director Nelson, seconded by Director Wilson and unanimously voted by the board members present to accept May 2017 Board of Director’s meeting minutes. Motion passes.

TREASURES REPORT
Chief Tirrell provided a detailed report on where we are financially with the operational budget and the radio repair shop. A motion was made by Vice President Boynton, seconded by Director Wilson and unanimously voted by the board members present to accept the current Treasure’s report as presented. Motion passed.

COORDINATORS REPORT
Chief Tirrell presented a report on his monthly activities for the months of May 11th through June 14th , 2017 these activities are above the normal day to day operational activities. A motion was made by Director Wilson, seconded by Vice President Boynton and unanimously voted by the board members present to accept the Coordinator’s report. Motion passed.

COMMITTEE REPORTS

• By-Laws Committee – Nothing to report

• Regional Training Committee – SWNHDFMA has secured a grant from Firefighter support network to train firefighters within SWNHDFMA. We are looking for hoist departments class titled “surviving the Insult- interior Benchmarking”. If interested in hoist please contact Deputy Chief Redin at tredin@firemutualaid.com.

• Public Relations Committee – Nothing to report

OLD BUSINESS

• Attorney Adam Kossayda is still working on the paperwork to file suit against the Town of Charlestown for recovering lost monies.

• Re-tone Issues: Chief Tirrell presented data for the month of May of how many re-tones occurred by town. There are approximately re-tones 196 for May, this is up from the month of April. The board will continue reviewing this data monthly and come back with some type of proposal to address this issue. The Board has requested Chief Tirrell to draft a letter to the Town of Swanzey expressing concern over the number of re-tone Swanzey has had.

• Chief Tirrell stated MAC1 vehicle has been purchased and can in last week. The Vehicle is not in service as of yet, it needs lettering and radios installation.

• Chief Tirrell briefly discussed the situation in Unity and how the area departments would help with fire protection for the Town. The town has started this month responding on its own and there are approx. 10 members.

NEW BUSINESS

• SWNHDFMA has taken on a new division out fitting emergency vehicles with code 3 lighting. The new division can also outfit non-emergency vehicles with lighting as well. Please call 603-355-2315 for more info.

• Chief Tirrell discussed turning over the fire prevention trailer to the Jaffrey Fire Department. The trailer will still be available to all members and the Jaffrey Fire Department will maintain the trailer.

o A motion was made by Vice President Harry Boynton, seconded by Director Liller and unanimously voted by the board members present to turn over the fire prevention trailer to the Jaffrey Fire Department. Motion passes.

PERSONNEL ISSUES – None

CORRESPONDENCE – None

OPEN DISCUSSION –

The meeting was adjourned at 2033.

Respectfully Submitted,

Ted Tillson, Recording Secretary

APPROVED

Southwestern NH District Fire Mutual Aid
Board of Director’s Meeting
May 10, 2017

DIRECTORS PRESENT
President Ken March, Vice President Harry Boynton, Secretary Ted Tillson, Chief Phil Tirrell, Directors Jay Wilson, Harry Nelson, Dan Eaton and Real Bazin

The meeting was called to order at 1900 hours.

GUEST – None

MEETING MINUTE
A motion was made by Vice President Boynton, seconded by Director Wilson and unanimously voted by the board members present to accept March 2017 Board of Director’s meeting minutes. Motion passes.

TREASURES REPORT
Chief Tirrell provided a detailed report on where we are financially with the operational budget and the radio repair shop. A motion was made by Director Wilson, seconded by Vice President Boynton and unanimously voted by the board members present to accept the current Treasure’s report as presented. Motion passed.

COORDINATORS REPORT
Chief Tirrell presented a report on his monthly activities for the months of March 15th through May 10th , 2017 these activities are above the normal day to day operational activities. A motion was made by Director Nelson, seconded by Vice President Boynton and unanimously voted by the board members present to accept the Coordinator’s report. Motion passed.

COMMITTEE REPORTS

• By-Laws Committee – Nothing to report

• Regional Training Committee –Nothing to report

• Public Relations Committee – Nothing to report

OLD BUSINESS

• Attorney Adam Kossayda is still working on the paperwork to file suit against the Town of Charlestown for recovering lost monies.

• Re-tone Issues: Chief Tirrell presented data for the month of March and April of how many re-tones occurred by town. There are approximately re-tones 211 for March and 180 for April, there are a few towns which re-tone are extremely high. The board will continue reviewing this data monthly and come back with some type of proposal to address this issue. The Board has requested Chief Tirrell to draft a letter to the Town of Swanzey expressing concern over the number of re-tone Swanzey has had.

• Chief Tirrell stated MAC1 vehicle has been purchased and can in last week. The Vehicle is not in service as of yet, it needs lettering and radios installation.

• Radio Grant – Grafton County wrote a grant for $80,000 for radio upgrades and replacement. The grant was extended to other areas of NH including Southwestern NH. SWDFMA will be getting a cache of 12 radios (UHF, VHF, and 800 MHz).

NEW BUSINESS

• Election of Board officers,
o President – Ken March was nominated by Director Real and second by Director Boynton and unanimously voted by the board members present to accept Ken March as President. Motion Passed
o Vice President – Harry Boynton nominated by Director Real and second by Director Nelson and unanimously voted by the board members present to accept Harry Boynton as Vice President. Motion Passed
o Treasure – Chris Liller nominated by Director Nelson and second by Director Boynton and unanimously voted by the board members present to accept Chris Liller as Treasure. Motion Passed
o Secretary – Ted Tillson nominated by Director Boynton and second by Director Nelson and unanimously voted by the board members present to accept Ted Tillson as Secretary. Motion Passed

• Chief Tirrell stated he made a brief presentation to Cheshire County Commissioners last month, which the county commissioners requested.

• Chief Tirrell briefly discussed the situation in Unity and how the area departments would help with fire protection for the Town.

PERSONNEL ISSUES – None

CORRESPONDENCE – None

OPEN DISCUSSION – There was a request for Chief Tirrell to email the Board minutes to a few fire Chief in the System.

The meeting was adjourned at 2033.

Respectfully Submitted,

Ted Tillson, Recording Secretary

APPROVED

SOUTHWESTERN NEW HAMPSHIRE DISTRICT FIRE MUTUAL AID SYSTEM
2017 ANNUAL MEETING
APRIL 26, 2017

The annual meeting of the Southwestern New Hampshire District Fire Mutual Aid system was called to order at 1910 hours by President Ken March. The Pledge of allegiance was followed by a moment of silence in memory of our fallen members.

President March introduced the members of the Board of Directors who were in attendance: President Ken March, Vice-President Harry Boynton, Treasurer Chris Liller, Secretary Ted Tillson, Tom Goddard, Dan Eaton, Harry Nelson, Real Brazin, Jay Wilson, Curt Barnes, and Chief Phil Tirrell. He also introduced special guests from FirstNet Mike Varney and John Stevens NH SWIC/SPOC.

John Stevens and Mike Varney provided a short presentation of what FirstNet is all about. FirstNet is the First Responder Network Authority (FirstNet) which is an independent authority within NTIA to provide emergency responders with the first nationwide, high-speed, broadband network dedicated to public safety. Both stated FirstNet’s plan would be presented to the Governor for approval, if he approves the plan FirstNet could implement the first phase as early as last this fall. However if the Governor do not approve of the plan an alternative plan from Rivada networks would be reviewed.

Deputy Chief Redin read the roll call which showed _32__ departments represented.

The 2016 treasurer’s report was read and a motion was made by Chief Peterson, seconded by Director Boynton and unanimously voted by the members present to accept the current Treasure’s report as presented. Motion passed.

Chief Tirrell presented the following:
• Outstanding attendance for 2016 – 2017 to Deputy Joe Sangermano, Lieutenant Kevin Kennedy, and Dispatcher Ashton Nyre.
• Years-of-service awards to:
Lieutenant Arthur French for 10 y.o.s.
Dispatcher Michael Bailey for 15 y.o.s.
Deputy Chief Thomas Redin for 25 y.o.s.
Lieutenant David Whipple for 30 y.o.s.
Chief Tirrell introduced the staff of SWNHDFMA and their years of service.
• Deputy Joe Sangermano with 28 yrs
• Deputy Thomas Redin with 25 yrs
• Lt David Whipple with 30 yrs
• Lt Matt Yeatmen with 17 yrs
• Lt Kevin Kennedy with 11 yrs
• Lt Jay French 10 yrs
• Lt Ed Mattson with 39 yrs
• Erik Kaslouskas 17 yrs
• Kassie Lunderville 8 yrs
• Virginia Foote 8 yrs
• Ashton Nyre 5 yrs
• John Bates 23 yrs
• Bobby Maynard 22 yrs
• Mike Bailey 15 yrs
• Ann Kercewich 8 yrs
• Dustin Holmes 7 yrs
• Corey Conroy 3 yrs
• Ryan Shafer 2 yrs
• Joe Amato 1 yr
• Alysa Abbott 1 yr

and Radio repair
• Cynthia Paquin
• Charlie Wright
• Julianne Caron-Dale

Chief Tirrell’s coordinator’s report covered some of the accomplishments of the past year.

• Chief Tirrell talked about the different social media to follow SWNHDFMA and thanked Deputy Redin for up-dating.
• Chief Tirrell discussed the building renovation in progress (up stairs kitchen, IT/Radio room, new headquarters sign, some brick work outside, he also encouraged everyone to stop by for a tour.
• Chief Tirrell briefly spoke about regional training and if anyone knows speakers please contact Deputy Redin or himself.
• Chief Tirrell discussed how the building is being used such as, FFI training, EMT training, EMT testing, APCO courses etc…..
• SWNHDFMA received a grant from Homeland Security for $79,271.76 to purchase 12 Motorola APX 8000 which are capable of VHF/UHF/700/800.
• Chief Tirrell spoke about spotted dog and a new monitor.
• Chief Tirrell briefly discussed an EMS meeting which occurred on March 29th with all ambulances within the Mutual Aid System and reviewed an ambulance mutual aid agreement. Another meeting will follow.
• Chief Tirrell briefly spoke about the new talk back channel and how it will be used
• Chief Tirrell briefly spoke about Code Black and what is all about.
Both Deputy Chief Sangermano, and Redin discussed the following items: Town Liaison, CAD program, Digitize alarms, Communication training, Address up-dates, EM live, and MDC codes.

New Business
Director Liller Chair of the Nominating Committee reported that three board members (Ken March, Harry Boynton, and Dan Eaton) are standing for re-election. There were no nominations from the floor. A motion were made by Chief Peterson, seconded by Chief D, to cast one vote by the secretary to accept re-electing to above board members, and unanimously voted by the members present to accept the nominees as presented. Motion passed.

The By-Law committee stated there were no changes to present this year.

President March provided an over view of what the board has been working on this past year, most of the items have already been mentioned by Chief Tirrell.

The meeting adjourned
Respectfully Submitted,
Ted Tillson
Secretary

APPROVED

Southwestern NH District Fire Mutual Aid
Board of Director’s Meeting
March 8, 2017

DIRECTORS PRESENT
President Ken March, Vice President Harry Boynton, Secretary Ted Tillson, Treasure Chris Liller, Chief Phil Tirrell, Directors Jay Wilson, Harry Nelson, Curt Barnes, Tom Goddard, and Real Bazin

The meeting was called to order at 1902 hours.

GUEST – None

MEETING MINUTE
A motion was made by Director Nelson, seconded by Vice President Boynton and unanimously voted by the board members present to accept February 2017 Board of Director’s meeting minutes. Motion passes.

TREASURES REPORT
Chief Tirrell provided a detailed report on where we are financially with the operational budget and the radio repair shop. A motion was made by Director Nelson, seconded by Director Goddard and unanimously voted by the board members present to accept the current Treasure’s report as presented. Motion passed.

COORDINATORS REPORT
Chief Tirrell presented a report on his monthly activities for the months of February 2017 through March 8, 2017 these activities are above the normal day to day operational activities. A motion was made by Director Boynton, seconded by Director Goddard and unanimously voted by the board members present to accept the Coordinator’s report. Motion passed.

COMMITTEE REPORTS

• By-Laws Committee – The By-Law committee reviewed several documents from Capital area dispatch and the Lakes Region dispatch any By-Law language which would address ambulance mutual aid response similar to fire mutual aid. The documents reviewed did not address the issue through By-Laws however did so through protocols/standard operating procedures. The By-Law committee recommends this approach rather than the By-Laws. The Board would like to set up a round table discussion with all area ambulance services to discuss this approach and to come to some type of resolution for response.

• Regional Training Committee –Nothing to report

• Public Relations Committee – Nothing to report

OLD BUSINESS

• Attorney Adam Kossayda is still working on the paperwork to file suit against the Town of Charlestown for recovering lost monies.

• Re-tone Issues: Chief Tirrell presented data for the month of February 2017 of how many re-tones occurred by town. There are approximately over 200 re-tones monthly, there are a few towns which re-tone are extremely high. The board will continue reviewing this data monthly and come back with some type of proposal to address this issue.

• Chief Tirrell has gathered data and quotes on replacing MAC1 vehicle in 2017through state bid and will be passing the current vehicle down to radio repair to replace their current vehicle which will not pass inspection. The new vehicle will cost approximately $46,000.00 and will need an additional amount of monies for radio install, lettering, and lighting which is approximately and additional $10,000.00. Director Goddard made a motion to order the vehicle for the purchase price of $46,000.00 and to expend the additional cost of $10,000.00 for the additional items, motion was made and seconded by Vice President Boynton and unanimously voted by the board members present to purchase the Chief’s vehicle and expend the additional funds. Motion passes.

• Radio Grant – Grafton County wrote a grant for $80,000 for radio upgrades and replacement. The grant was extended to other areas of NH including Southwestern NH. SWDFMA will be getting a cache of 12 radios (UHF, VHF, and 800 MHz).

NEW BUSINESS

• There are three director positions up for nomination this year, Harry Boynton, Ken March, and Dan Eaton. The nomination committee is Director Goddard and Director Liller.

• The Board of Directors had decided not to meet during the month of April as the Annual meeting will be held during that month.

• April 26th 2017 will be the annual meeting of SWDFMA at the Best Western Hotel in Keene, NH. Apparatus display at 1730 followed by a presentation by Firstnet at 1900 hours. The annual meeting will follow at 1900 hours.

PERSONNEL ISSUES – None

CORRESPONDENCE – None

OPEN DISCUSSION –

The meeting was adjourned at 2033.

Respectfully Submitted,

Ted Tillson, Recording Secretary

APPROVED

Southwestern NH District Fire Mutual Aid
Board of Director’s Meeting
January 11, 2017

DIRECTORS PRESENT
President Ken March, Treasure Chris Liller, Secretary Ted Tillson, Chief Phil Tirrell, Directors Curt Barnes, Jay Wilson, Tom Goddard, Real Bazin, Ed Walker, and Dan Eaton

The meeting was called to order at 1902 hours.

GUEST – None

MEETING MINUTE
A motion was made by Director Eaten, seconded by Director Goddard and unanimously voted by the board members present to accept Dec 2016 Board of Director’s meeting minutes. Motion passes.

TREASURES REPORT
Chief Tirrell provided a detailed report on where we are financially with the operational budget and the radio repair shop. A motion was made by Director Liller, seconded by Director Goddard and unanimously voted by the board members present to accept the current Treasure’s report as presented. Motion passed.

COORDINATORS REPORT
Chief Tirrell presented a report on his monthly activities for the months of December, 2016 through January, 2017 these activities are above the normal day to day operational activities. A motion was made by Director Eaton, seconded by Director Goddard and unanimously voted by the board members present to accept the Coordinator’s report. Motion passed.

COMMITTEE REPORTS

• By-Laws Committee – Nothing to report

• Regional Training Committee –Nothing to report

• Public Relations Committee – Nothing to report

OLD BUSINESS

• Attorney Adam Kossayda is still working on the paperwork to file suit against the Town of Charlestown for recovering lost monies.

• Keene Fire Department is changing out their Digitize for fire alarms and Chief Tirrell is looking into purchasing it from them as a backup to our current system.

• Chief Tirrell is still gathering data and quotes on replacing MAC1 vehicle in 2017.

• Radio Grant – Grafton County wrote a grant for $80,000 for radio upgrades and replacement. The grant was extended to other areas of NH including Southwestern NH. SWDFMA will be getting a cache of 12 radios (UHF, VHF, and 800 MHz).

NEW BUSINESS

• Chief Tirrell proposed a new procedure for using the talk back frequency WQYC234 151.1075:

“WQYC234 Talkback Frequency 151.1075 shall be referred to as “234” and shall be installed in the SWNHD Fire Mutual Aid Dispatch consoles, System wide mobile radios and Chief’s Portable radios only.
This Frequency will be used only as a clear communications channel to and from the dispatch center. This frequency is not to be used for mobile or portable radio to mobile or portable radio communications. This frequency will not be assigned as a tactical channel and will not be used for routine operations.
Any member town installing this frequency in a radio will provide SWNHD Fire Mutual Aid with a list of the radios that have been programed including serial numbers and call identifier.
Violations of these procedures will result in the loss of the right to operate on this frequency up to and including fines and forfeiture.”

A motion was made by Director Goddard, seconded by Director Liller and unanimously voted by the board members present to accept the above proposal. Motion passes.

• Re-tone Issues: Chief Tirrell presented data for the month of December 2016 of how many re-tones occurred by town. There are 233 re-tones for the month, there are a few towns which re-tone are extremely high. The board would like to review this data and come back next month with some type of proposal to address this issue.
• Chief Tirrell and Director Goddard proposed a new policy called “Code Black”. This can be transmitted by a field user when a member or members are involved in something that has overcome them, overwhelmed them or over run them. This would be a true emergency and would require the immediate dispatching of police. This is a no questions asked and no answers to be given request for help. Additionally the next due mutual aid engine company and ambulance would be dispatched and asked to stage away from the incident.

A motion was made by Director Eaten, seconded by Director Wilson and unanimously voted by the board members present to accept the above proposal made by Chief Tirrell and Director Goddard on “Code Black”. Motion passes.
• Chief Tirrell provided a briefing on the telephone loss which occurred on Saturday. Chief Tirrell stated the dispatch center did not really loss telephone service, the power supply was damaged which created the phone line to go down. However there are procedure in place when this happens to move lines from one phone jack to another, this was a good training exercise for all and provided an opportunity for more training in this area.

PERSONNEL ISSUES – One of the new part-time dispatchers has sent in his resignation.

CORRESPONDENCE – None

OPEN DISCUSSION – There was a discussion about mutual aid agreements for EMS services which there is no agreement such as the fire service has, possibly adding some language to our By-Laws to address this issue.

The meeting was adjourned at 2033.

Respectfully Submitted,

Ted Tillson, Recording Secretary

APPROVED

Southwestern NH District Fire Mutual Aid
Board of Director’s Meeting
December 14, 2016

DIRECTORS PRESENT
President Ken March, Vice President Harry Boynton, Treasure Chris Liller, Secretary Ted Tillson, Chief Phil Tirrell, Directors Harry Nelson, Curt Barnes, Tom Goddard, Real Bazin, Ed Walker, and Dan Eaton

The meeting was called to order at 1902 hours.

GUEST – None

MEETING MINUTE
A motion was made by Director Eaten, seconded by Director Nelson and unanimously voted by the board members present to accept Nov 2016 Board of Director’s meeting minutes. Motion passes.

TREASURES REPORT
Chief Tirrell provided a detailed report on where we are financially with the operational budget and the radio repair shop. A motion was made by Director Goddard, seconded by Vice President Boynton and unanimously voted by the board members present to accept the current Treasure’s report as presented. Motion passed.

COORDINATORS REPORT
Chief Tirrell presented a report on his monthly activities for the months of November 10, 2016 through December 14, 2016 these activities are above the normal day to day operational activities. A motion was made by Vice President Boynton, seconded by Director Goddard and unanimously voted by the board members present to accept the Coordinator’s report. Motion passed.

COMMITTEE REPORTS

• By-Laws Committee – Nothing to report

• Regional Training Committee –Nothing to report

• Public Relations Committee – Nothing to report

OLD BUSINESS

• The contract between SWFMA and the Union has concluded and been signed by both parties.

• Attorney Adam Kossayda is still working on the paperwork to file suit against the Town of Charlestown for recovering lost monies.

• Chief Tirrell stated the talkback frequency will be 151.1075 ? with a PL of 179.79. The equipment has been installed and is working. Chief Tirrell stated they are working on protocols for the new ? and they will roll them out soon.

• Chief Tirrell is still gathering data and quotes on replacing MAC1 vehicle in 2017.

• Radio Grant – Grafton County wrote a grant for $80,000 for radio upgrades and replacement. The grant was extended to other areas of NH including Southwestern NH. SWDFMA will be getting a cache of 12 radios (UHF, VHF, and 800 MHz).

NEW BUSINESS

• Chief Tirrell discussed gift cards ($100.00) for the Dispatchers as an end of the year thank you.
A motion was made by Vice President Boynton, seconded by Director Eaton, and unanimously voted by the board members present to accept the above motion. Motion passed.

PERSONNEL ISSUES – Three new part-time dispatchers – Joe Amato, Matt Goodell, and Alyssa Abbott have been hired.

CORRESPONDENCE – None

OPEN DISCUSSION –
There was a large discussion on fees for third party ambulance services, should there be a fee or not. No decision was determined.

The meeting was adjourned at 2035.

Respectfully Submitted,

Ted Tillson, Recording Secretary

APPROVED

Southwestern NH District Fire Mutual Aid
Board of Director’s Meeting
November 9, 2016

DIRECTORS PRESENT
President Ken March, Vice President Harry Boynton, Treasure Chris Liller, Secretary Ted Tillson, Chief Phil Tirrell, Directors Harry Nelson, Tom Goddard, Real Bazin, Ed Walker, and Dan Eaton

The meeting was called to order at 1856 hours.

GUEST – None

MEETING MINUTE
A motion was made by Director Goddard, seconded by Director Nelson and unanimously voted by the board members present to accept Oct 2016 Board of Director’s meeting minutes. Motion passes.

TREASURES REPORT
Chief Tirrell provided a detailed report on where we are financially with the operational budget and the radio repair shop. A motion was made by Vice President Boynton, seconded by Director Goddard and unanimously voted by the board members present to accept the current Treasure’s report as presented. Motion passed.

COORDINATORS REPORT
Chief Tirrell presented a report on his monthly activities for the months of October 21, 2016 through November 9, 2016 these activities are above the normal day to day operational activities. A motion was made by Vice President Boynton, seconded by Director Goddard and unanimously voted by the board members present to accept the Coordinator’s report. Motion passed.

COMMITTEE REPORTS

• By-Laws Committee – Nothing to report

• Regional Training Committee –Nothing to report

• Public Relations Committee – Nothing to report

OLD BUSINESS

• Attorney Adam Kossayda is still working on the paperwork to file suit against the Town of Charlestown for recovering lost monies.

• Chief Tirrell stated the talkback frequency will be 151.1075 ? with a PL of 179.79. The equipment has been installed and is working. Chief Tirrell stated they are working on protocols for the new ? and they will roll them out soon.

• Chief Tirrell is still gathering data and quotes on replacing MAC1 vehicle in 2017.

• Radio Grant – Grafton County wrote a grant for $80,000 for radio upgrades and replacement. The grant was extended to other areas of NH including Southwestern NH. SWDFMA will be getting a cache of 12 radios (UHF, VHF, and 800 MHz).

NEW BUSINESS

• The Board discussed finalizing the budget for 2017. After a lengthy discussion Vice President made a motion to have a 0% increase in the 2017 budget and place any balance into capital improvement. Motion seconded by Director Eaton and unanimously voted by the board members present to accept. Motion Passed.

• Chief Tirrell stated they have received 17 applications for review. The have narrowed the applicants to 8. Chiwef Tirrell stated he hope to have them down to 6 with a final interview of 3.

• Contract negotiations between SWFMA and the Union have concluded. Chief Tirrell stated the contract had not been signed off yet by the dispatch members, they are reviewing the health insurance and then they are accepted to sign off.

PERSONNEL ISSUES – None

CORRESPONDENCE – Chittenden County is developing a mutual aid system in their area and wanted some information to help build their model.

OPEN DISCUSSION – Vice President Boyton stated Herb Hurlburt’s funeral services. Calling hours from 5pm to 8 pm at Fenton & Hennessey Funeral Home on Friday November 11 and Services will be held on November 12, 2pm at the Walpole Fire Department. A motion was made by Director Goddard to send flowers, second by Director Eaton, unanimously voted by the board members present to accept. Motion Passed.

Director Bazin asked if we could survey the Chiefs of each department on what they are looking for when they ask for an engine company or any mutual aid response.

Director Eaton asked if we should invite as a quest speaker someone from First Net to communicate to all communities what the program is all about.

The meeting was adjourned at 2030.

Respectfully Submitted,

Ted Tillson, Recording Secretary

APPROVED

Southwestern NH District Fire Mutual Aid
Board of Director’s Meeting
October 19, 2016

DIRECTORS PRESENT
President Ken March, Vice President Harry Boynton, Treasure Chris Liller, Secretary Ted Tillson, Chief Phil Tirrell, Directors Harry Nelson, Tom Goddard, Jay Wilson, Curt Barnes, and Dan Eaton

DIRECTORS EXCUSED
Directors Ed Walker and Real Bazin

The meeting was called to order at 1900 hours.

GUEST – None

MEETING MINUTE
A motion was made by Director Eaton, seconded by Director Goddard and unanimously voted by the board members present to accept Sept 2016 Board of Director’s meeting minutes. Motion passes.

TREASURES REPORT
Chief Tirrell provided a detailed report on where we are financially with the operational budget and the radio repair shop. A motion was made by Director Eaton, seconded by Director Goddard and unanimously voted by the board members present to accept the current Treasure’s report as presented. Motion passed.

COORDINATORS REPORT
Chief Tirrell presented a report on his monthly activities for the months of September 15, 2016 through October 19, 2016 these activities are above the normal day to day operational activities. A motion was made by Vice President Boynton, seconded by Director Liller, and unanimously voted by the board members present to accept the Coordinator’s report. Motion passed.

COMMITTEE REPORTS

• By-Laws Committee – Nothing to report

• Regional Training Committee –No training was held in September due to low enrollment (15)

• Public Relations Committee – Nothing to report

OLD BUSINESS

• Attorney Adam Kossayda has begun the paperwork to file suit against the Town of Charlestown for recovering lost monies. Attorney Kossayda is still moving forward.

• Chief Tirrell has received licenses from the FCC for a talkback frequency. The equipment has been received and the installation should begin within the next few of weeks. Chief Tirrell will be drafting a set of protocols to send out to departments on how the new frequency will be utilized.

• Chief Tirrell is still gathering data and quotes on replacing MAC1 vehicle in 2017.

NEW BUSINESS

• The Board will be discussing and finalizing the budget for 2017 on November 12, 2016.

• Chief Tirrell stated they have received 17 applications for review. These applicants will start proceeding through the process.

• Contract negotiations between SWFMA and the Union have concluded. Chief Tirrell and President March presented a copy of the contract and agreed on by both parties. After discussion of the contract Director Eaton made a motion to accept the contract as presented, seconded by Director Liller and unanimously voted by the board members present to accept the contract as presented. Motion passed.

PERSONNEL ISSUES – None

CORRESPONDENCE – None

OPEN DISCUSSION – None

The meeting was adjourned at 2015.

Respectfully Submitted,

Ted Tillson, Recording Secretary

APPROVED

Southwestern NH District Fire Mutual Aid
Board of Director’s Meeting
September 14, 2016

DIRECTORS PRESENT
President Ken March, Vice President Harry Boynton, Secretary Ted Tillson, Chief Phil Tirrell, Directors Harry Nelson, Ed Walker, Tom Goddard, Jay Wilson, Curt Barnes, Dan Eaton, and Real Bazin

The meeting was called to order at 1900 hours.

GUEST – John Curran and Deputy Chief Joshua Patrick both of Peterborough Fire

MEETING MINUTE
A motion was made by Director Eaton, seconded by Vice President Boynton and unanimously voted by the board members present to accept August 2016 Board of Director’s meeting minutes. Motion passes.

TREASURES REPORT
Chief Tirrell provided a detailed report on where we are financially with the operational budget and the radio repair shop. A motion was made by Director Eaton, seconded by Vice President Boynton and unanimously voted by the board members present to accept the current Treasure’s report as presented. Motion passed.

COORDINATORS REPORT
Chief Tirrell presented a report on his monthly activities for the months of August 11, 2016 through September 14, 2016 these activities are above the normal day to day operational activities. A motion was made by Director Eaton, seconded by Director Goddard, and unanimously voted by the board members present to accept the Coordinator’s report. Motion passed.

COMMITTEE REPORTS

• By-Laws Committee – Nothing to report

• Regional Training Committee –Dr Harry Carter will be coming on September 24th to conduct a training seminar, however the presentation is in jeopardy of being cancelled due to low application.

• Public Relations Committee – Nothing to report

OLD BUSINESS

• Attorney Adam Kossayda has begun the paperwork to file suit against the Town of Charlestown for recovering lost monies. Attorney Kossayda will be submitting the suit to court sometime next week.

• Chief Tirrell has received licenses from the FCC for a talkback frequency. The equipment is on order and the installation should be completed by end of year.

• The Ames hill tower site may need to be moved to a different location. The new location is close to the current tower and the owner(s) of the tower will allow SWDFMA to occupy the site at no charge. The coverage of the current site will stay the same on the new tower.

• John Curran presented PulsePoint Respond a cell phone app which alerts anyone who is trained in CPR/AED and is within a few miles of the cardiac incident to be alerted via cell phone to assist. For most detailed information see their website at www.pulsepoint.org .

NEW BUSINESS

• The Union has started negotiations on their contract and all parties will be meeting sometime next week for further discussions.

• Chief Tirrell is still gathering data and quotes on replacing MAC1 vehicle.

• Chief Tirrell stated there will be training September 20, 2016 at Fall Mtn Regional High School on radio procedures presented by SWDFMA, everyone is welcome.

• Chief Tirrell stated they have received 17 applications for review. These applicants will start proceeding through the process.

PERSONNEL ISSUES – None

CORRESPONDENCE – None

OPEN DISCUSSION
• Director Eaton provided a brief report on First net and NH will be building a partnership with them.

• Director Bazin asked about a new designation he heard over the radio – paramedic designation, Chief Tirrell stated it was for the Doctor Suozzi out of Cheshire hospital, Dr Suozzi feels if there is a trauma incident and he responds to the scene he can be of help.

• Director Goddard stated the VT State Police would like to no longer be in the dispatching business and the Counties might be taking over.

The meeting was adjourned at 2015.

Respectfully Submitted,

Ted Tillson, Recording Secretary

APPROVED

Southwestern NH District Fire Mutual Aid
Board of Director’s Meeting
August 10, 2016

DIRECTORS PRESENT
President Ken March, Vice President Harry Boynton, Treasure Chris Liller, Secretary Ted Tillson, Chief Phil Tirrell, Directors Harry Nelson, Ed Walker, Tom Goddard, Curt Barnes, Dan Eaton, and Real Bazin

The meeting was called to order at 1905 hours.

GUEST
Kurt from Harris Corp., which provides communications solutions, provided SWNHDFMA with 4 two-way portable radios to demo (GX-15P, GX-25P, GX-75P and GX-100P).

MEETING MINUTE
A motion was made by Director Nelson, seconded by Director Goddard and unanimously voted by the board members present to accept June 2016 Board of Director’s meeting minutes. Motion passes.

TREASURES REPORT
Chief Tirrell provided a detailed report on where we are financially with the operational budget and the radio repair shop. A motion was made by Vice President Boynton, seconded by Director Liller and unanimously voted by the board members present to accept the Treasure’s report. Motion passed.

COORDINATORS REPORT
Chief Tirrell presented a report on his monthly activities for the months of June 9, 2016 through August 10, 2016 these activities are above the normal day to day operational activities. A motion was made by Vice President Boynton, seconded by Director Walker, and unanimously voted by the board members present to accept the Coordinator’s report. Motion passed.

COMMITTEE REPORTS

• By-Laws Committee – Nothing to report

• Regional Training Committee –Dr Harry Carter will be coming on September 24th to conduct a training seminar.

• Public Relations Committee – Nothing to report

OLD BUSINESS

• Attorney Prigge has asked attorney Adam Kossayda, a litigation lawyer, to help with recovering lost monies from Charlestown. We are currently consulting with Attorney Kossayda to determine what our options are.
• Chief Tirrell has filed paperwork to the FCC for a talkback frequency, the frequency has been determined and a license for 5 sites has begun. The equipment is on order and the installation should be completed by end of year.

NEW BUSINESS

• The Union has requested to start negotiations on their contract, Chief Tirrell has provided some date which were denied. The Union President has contacted Chief Tirrell, he would like to talk about setting up dates to proceed forward.

• Chief Tirrell has contacted Mike from MHQ for quotes on replacing MAC1 vehicle

PERSONNEL ISSUES – None

CORRESPONDENCE – Lisa Jacobs from Fitzwilliam has contacted Chief Tirrell, for information regarding issues in her neighborhood.

OPEN DISCUSSION
Director Nelson stated the training provided by SWFMA was well received by those who attended.

The meeting was adjourned at 2000.

Respectfully Submitted,

Ted Tillson, Recording Secretary

APPROVED

Southwestern NH District Fire Mutual Aid
Board of Director’s Meeting
June 8, 2016

DIRECTORS PRESENT
President Ken March, Treasure Chris Liller, Secretary Ted Tillson, Chief Phil Tirrell, Directors Jay Wilson, Harry Nelson, Ed Walker, Tom Goddard, Harry Boynton, and Real Bazin

The meeting was called to order at 1905 hours.

GUEST
None

MEETING MINUTE
A motion was made by Director Wilson, seconded by Director Goddard and unanimously voted by the board members present to accept May 2016 Board of Director’s meeting minutes. Motion passes.

TREASURES REPORT
Chief Tirrell provided a detailed report on where we are financially with the operational budget and the radio repair shop. A motion was made by Director Boynton, seconded by Director Liller and unanimously voted by the board members present to accept the Treasure’s report. Motion passed.

COORDINATORS REPORT
Chief Tirrell presented a report on his monthly activities for the months of May 12, 2016 through June 8, 2016 these activities are above the normal day to day operational activities. A motion was made by Director Boynton, seconded by Director Goddard, and unanimously voted by the board members present to accept the Coordinator’s report. Motion passed.

COMMITTEE REPORTS

• By-Laws Committee – Nothing to report

• Regional Training Committee – There was a discussion about having Dr Harry Carter come on September 24th to conduct a training seminar.

• Public Relations Committee – Nothing to report

OLD BUSINESS

• The second letter to the Town of Charlestown for payment has been drafted was reviewed by Attorney Prigge. The Board agreed to move forward with procuring back payment.

• Chief Tirrell discussed some ways to reduce the excessive radio usage. By adding an additional frequency to Highland Hill tower (TAC 1) responders could talk back to dispatch while the dispatcher is transmitting on 415. The cost to make this happen is $51,00.00 which would come from the capital reserve funds already established. There was some discussion related to how this would work along with the pros and cons. Director Goddard made a motion to spend up to $51,000.00 to install the Daniels equipment which will allow talk back capabilities. Second by Director Boynton and unanimously voted by the board members present to accept the motion. Motion Passed.

NEW BUSINESS

• Election of Board officers,
o President – Ken March was nominated by Director Goddard and second by Director Boynton and unanimously voted by the board members present to accept Ken March as President. Motion Passed
o Vice President – Harry Boynton nominated by Director March and second by Director Goddard and unanimously voted by the board members present to accept Harry Boynton as Vice President. Motion Passed
o Treasure – Chris Liller nominated by Director Nelson and second by Director Boynton and unanimously voted by the board members present to accept Chris Liller as Treasure. Motion Passed
o Secretary – Ted Tillson nominated by Director Liller and second by Director Nelson and unanimously voted by the board members present to accept Ted Tillson as Secretary. Motion Passed

PERSONNEL ISSUES – None

CORRESPONDENCE – None

OPEN DISCUSSION
Director Bazin stated Westminster is still having issues with Golden Cross Ambulance not being on the proper radio frequency. Chief Tirrell with follow up

The meeting was adjourned at 2020.

Respectfully Submitted,

Ted Tillson, Recording Secretary

APPROVED

Southwestern NH District Fire Mutual Aid
Board of Directors Meeting
May 11, 2016
Directors Present:
President Ken March, Treasurer Chris Liller, Chief Phil Tirrell, Directors Tom Goddard, Curt
Barnes, Harry Nelson, Jay Wilson, Real Bazin, and Harry Boynton.
The meeting was called to order at 1900 hours.
Guest:
None
Meeting Minute:
A motion was made by Director Goddard to accept the minutes of the April 2016 Annual
Meeting. The motion was seconded and passed.
A motion A motion was made by Treasurer Liller to accept the minutes of the March 2016 Board
of Directors meeting. The motion was seconded and passed.
Treasurers Report:
Chief Tirrell provided a detail report on where we are financially with the operational budget and
the radio repair shop. A motion was made by Treasurer Liller and seconded by Director Goddard to accept the treasurers report. Motion passed.
Coordinators Report:
Chief Tirrell presented his monthly report of activities for the period of March 10, 2016 to May
9, 2016 that are above the normal day to day operational activities. A motion was made by
Director Nelson and seconded by Treasurer Liller to accept the Coordinators report. Motion passed.
Committee Reports:
By-Laws Committee: Nothing to report.
Regional Training Committee: Planning to have Dr. Harry Carter do a seminar on
September 24th.
Public Relations Committee: Nothing to report.
Old Business:

The annual meeting was well attended in spite of the number of brush fires going on at that time.
Commissioner Finn did an excellent presentation about the Beacon Street fire in Boston.
The certified letter sent to Charlestown in regards to money owed to SWNHDFMA has been
picked up with no response from Charlestown. It was the general consensus of the board to push forward in an effort to recover the money owed.
The health insurance issue is still not resolved with Local 3265.
New Business:
The high amount of brush fires in recent weeks has kept dispatch extremely busy. They are to be
commended for the outstanding performance during those extremely busy times.
Chief Tirrell continues to work with Vermont Yankee in obtaining surplus equipment for the
system and members as a result of the plant closing.

Personnel Issues: The board went into Executive Session to discuss.
Correspondence: None
Open Discussion:
There was discussion about excessive and incorrect radio use. Some ideas for resolution were
discussed and will be revisited for further discussion.
The meeting was adjourned at 2030.
Respectfully submitted,
Harry Boynton, Acting Secretary

APPROVED

SOUTHWESTERN NEW HAMPSHIRE DISTRICT FIRE MUTUAL AID SYSTEM 2016 ANNUAL MEETING
APRIL 20, 2016

The annual meeting of the Southwestern New Hampshire District Fire Mutual Aid System was called to order at 20:17 by President, Ken March. The Pledge of Allegiance was followed by a moment of silence in memory of our fallen members.

President March introduced the members of the Board of Directors who were in attendance: President Ken March, Vice-President David Chamberlain, Treasurer Chris Liller, Harry Boynton, Thomas Goddard, Real Bazin, Jay Wilson, Daniel Eaton, Harry Nelson, Curt Barnes and Chief Phil Tirrell. He also introduced special guests including retired dispatchers Deputy Bonnie Johnson, Walt Kesek and Win Wright.

Deputy Redin read the roll call which showed 37 departments represented.

Treasurer Ted Tillson was absent from the meeting. President March explained that the meeting minutes from 2015 were posted on the website and they were accepted as posted by unanimous vote by the members present.

The 2016 treasurer’s report was read by Treasurer Chris Liller and unanimously voted by the members present to accept the meeting minutes as read.

Chief Tirrell presented the following awards. Deputy Joe Sangermano, Retired Deputy Bonnie Johnson, Lieutenant Kevin Kennedy and Dispatcher Ashton Nyre were all recognized with outstanding attendance. Joe Sangermano was presented with a certificate of appreciation for his service to the administration. Tom Redin was presented with a certificate for outstanding service to dispatch operations. Kevin Kennedy was recognized for ten years of service. Dale Paquin was recognized for 20 years of service. Mike Tkaczyk, Tom Redin and David Chamberlain were presented with certificates of appreciation for their service to the board of directors. Ken March presented Chief Tirrell with an award for 30 years of service to SWNHDFMA.

Chief Tirrell’s coordinator’s report covered the following:
• Introducing all of the staff (Officers, dispatchers and radio technicians)
• RERP Grants for capital improvements $40,775, which will be used to link us to Capital Area to set up a backup for dispatch
• Simulcast system is still up and running with many radio sites and a full backup
• Regional training seminars-if you know of anyone you would like to come to talk to our system, let Phil Tirrell or Tom Redin know. This year we have Boston Fire Commissioner Finn
• Building Renovation-The upstairs kitchen is in progress, Server upgrades are completed, IT/radio room is in progress
• Building Use-Currently being used for EMT testing, Firefighting training, Forest Fire Wardens Training, Federation of Forest Wardens Association, New Hampshire Emergency Dispatchers Association Training, APCO Courses. If you would like to use the building, feel free to ask
• Social Media-We utilize our website, facebook and twitter and have many followers. If you have something you would like posted to those, please forward it to Tom Redin or dispatchers@firemutualaid.com and we will be sure to get it posted
• Text Alert Programs-Some departments are using Firefighter Response Systems, I Am Responding or Spotted Dog. This should not be your primary source of notification

Both Deputy Chiefs Redin and Sangermano discussed the following items:
• Town liaison- All towns have a liaison in the dispatch center, if you do not know who your town has, please ask.
• CAD program-We update this often twice a month.
• Digitize alarms-We currently have 305 customers. This generates $76,600 of income per year. Encourage home owners and businesses in your area to have their alarms monitored by us. Fire departments can have their alarm monitored by us at no additional charge.
• Communication training-We have a program we can put on for your department, please contact us to schedule a time.
• Address updates and phone numbers-Please contact us at least once per year with updates to fire department officer lists, phone numbers and email addresses.
• CAD text messaging-There is a few different people able to set this up but it does take some time. Please remember this is NOT to be used as a primary notification system for calls. Do not respond on text messages only.
• EM Live
• MDC Codes
• Radio Traffic-Please try to limit radio communication to chief officers or first on scene. We do not need to hear from every member individually. Please try to use mobile radios; portables often do not make it to us. Please go to your assigned TAC channels and don’t use the main dispatch frequencies for communicating between the units on scene. Please do not use one way transmissions.
• Premise names and site info-We can program in addresses of certain landmarks or businesses that callers might use when calling in an incident. We can add information such as medical info, safety info, lock box codes etc into the CAD to relate to responding units.
• Runcards/master inventories-please keep these up to date at least once per year. Let us know about any specialty equipment your department has that others around you may want to utilize.

President March’s report on Board Activities:
• Board of Director Meetings are held the 2nd Wednesday of every month at 1900 at Headquarters.
• This past year the BOD made the decision per RSA 154:30d to limit any future members to dispatched only members. Current non-dispatched members are grandfathered.
• Renovations are ongoing

New Business
Director Harry Boynton of the Nominating Committee reported that four board members (Tom Goddard, Harry Nelson, Chris Liller and Curt Barnes) are standing for re-election. Also, member David Chamberlain is stepping down as of this meeting. The nominating committee presented a slate of Tom Goddard, Harry Nelson, Chris Liller, Curt Barnes and Ed Walker. There were no nominations from the floor. A motion was made by Dan Eaton, seconded by many, to cast one vote by the temporary secretary to accept re-electing the above board members and unanimously voted to accept the nominations as directors by the members present.

There will be a part time dispatchers hiring process starting in the fall of 2016.

The meeting adjourned at 21:17.

Respectfully Submitted,

Kassie Lunderville
Dispatcher 6 (in place of Ted Tillson, who was absent)

APPROVED

SOUTHWESTERN NEW HAMPSHIRE DISTRICT FIRE MUTUAL AID SYSTEM
2015 ANNUAL MEETING
APRIL 22, 2015

The annual meeting of the Southwestern New Hampshire District Fire Mutual Aid system was called to order at 1910 hours by President Ken March. The Pledge of Allegiance was followed by a moment of silence in memory of our fallen members.

President March introduced the members of the Board of Directors who were in attendance: President Ken March, Vice-President David Chamberlain, Treasurer Chris Liller, Secretary Ted Tillson, Tom Goddard, Harry Boynton, Harry Nelson, Tom Redin, and Chief Phil Tirrell. He also introduced special guest including Deputy Chief Joe Sangermano, Deputy Chief Bonnie Johnson, Dispatchers Virginia Gilman, Ed Mattson, Kevin Kennedy,Corey Conroy, Mike Burke, and Bobby Maynard.

Director Redin read the roll call which showed 45 departments represented.

The 2014 treasurer’s report was read and unanimously voted by the members present to accept the meeting minutes as read.

Chief Tirrell presented the following years-of-service awards. Deputy Chief Joe Sangermano, Deputy Chief Bonnie Johnson, Kevin Kennedy, Eric Kazlouskas, and Virginia Gilman were all recognized with outstanding attendance. Both Matt Yeatman and Eric Kazlouskas received for 15 years of service with monogramed wooden pen set. Bobby Maynard received for 20 years of service a clock plaque and Deputy Johnson received for 30 years of service a deputy chief leather helmet.

Chief Tirrell’s coordinator’s report covered some of the accomplishments of the past year.

• Adding towers to the current simulcast system.
• Chief Tirrell talked about the different social media to follow SWNHDFMA and thanked Dispatcher Lt Redin for up-dating.
• Chief Tirrell discussed the building renovation what has been accomplished and encouraged everyone to stop by for a tour.
• Chief Tirrell briefly spoke about regional training and if anyone know speakers please contact Lt Redin or himself.
• Chief Tirrell discussed how the building is being used such as, FFI training, EMT testing, APCO courses etc…..
• SWNHDFMA received over $40,775.00 in grant funding over the past year.
• Chief Tirrell spoke about some fire fighter response systems such as spotted dog and I AM RESPONDING. Currently the dispatch center is piloting these systems for a few departments.
• Chief Tirrell discussed a mutual aid net program and will be requesting information for departments to enter into this program.

Both Deputy Chief Sangermano, and Johnson discussed the following items: Town Liaison, CAD program, Digitize alarms, Communication training, Address up-dates, EM live, and MDC codes.

Secretary Tillson presented the By-Law changes to the membership. A motion was made by Chief Dan Peterson of Goshen and seconded by George Lang of S. Londonderry to accept the by-law changes as written. Roll call of each department representative was taken: 29 votes for Yes and 12 Votes for No and 2 votes abstained. See attachment for the changes.

New Business
Director Liller Chair of the Nominating Committee reported that four board members (Ted Tillson, Larry Daley, Tom Redin and Dave Chamberlain) are standing for re-election. The committee presented a slate of Tom Redin, Jay Wilson to replace Larry Daley, and Dave Chamberlain. There were no nominations from the floor. A motion were made by Chief Weston, seconded by Chief Donavan, to cast one vote by the secretary to accept re-electing to above board members, Director Boynton cast one vote for Ted Tillson and unanimously voted to accept the nominees as directors by the members present.

The meeting adjourned at 2330 hours
Respectfully Submitted,
Ted Tillson
Secretary

APPROVED

Southwestern NH District Fire Mutual Aid
Board of Director’s Meeting
March 9, 2016

DIRECTORS PRESENT
President Ken March, Vice President Dave Chamberlain, Secretary Ted Tillson, Chief Phil Tirrell, Directors Curt Barnes, Harry Boynton, and Real Bazin

The meeting was called to order at 1905 hours.

GUEST
None

MEETING MINUTE
A motion was made by Vice President Chamberlain, seconded by Director Barnes and unanimously voted by the board members present to accept February 2016 Board of Director’s meeting minutes. Motion passes.

TREASURES REPORT
Chief Tirrell provided a detailed report on where we are financially with the operational budget and the radio repair shop. A motion was made by Director Boynton, seconded by Director Barnes and unanimously voted by the board members present to accept the Treasure’s report. Motion passed.

COORDINATORS REPORT
Chief Tirrell presented a report on his monthly activities for the months of February 11, 2016 and March 9, 2016 these activities are above the normal day to day operational activities. A motion was made by Director Boynton, seconded by Vice President Chamberlain, and unanimously voted by the board members present to accept the Coordinator’s report. Motion passed.

COMMITTEE REPORTS

• By-Laws Committee – Nothing

• Regional Training Committee – Deputy Redin is working on arrangements to have a guest speaker, at the annual meeting in April at 1830 hours, Commissioner Joseph Finn from Boston Fire Alarm, the subject MAYDAY.

• Public Relations Committee – Chief Tirrell has been meeting upon request with Town Boards of Selectmen to discuss the 2016 budget. It was suggested the BOD hold an open house with Town Boards of Selectmen in October to advise the Selectmen what the budget covers.

OLD BUSINESS

• SWNHDFMA annual meeting will be held on April 20, 2016, apparatus showing from 1730 to 1830, guest speaker 1830 to 1930, annual meeting will start at 1930 hours.

• On March 1, 2016 Chief Tirrell meet with Dale Girard of Golden Cross Ambulance service to discuss radio procedures, and asked that Golden Cross switch to the proper tactical frequency, this way departments can communicate directly with the ambulance which is responding.

• A second letter to the Town of Charlestown for payment has been drafted and will be sent out within the next few days.

• On March 3 Chief Tirrell met with Brandon Adams of the NHRS for an Audit. The audit unveiled a few minor items which need to be fixed (items in the wrong category) which need to be moved.

• The 2014 Audit has been completed by Paul Mercier and given to Chief Tirrell for signatures.

NEW BUSINESS

• The Health insurance for employees for the next cycle will not be available to purchase. This has been discussed with the employees and options have been presented to everyone.

• Chief Tirrell has been working with Vermont Yankee to obtain surplus equipment for the down grade.

• President March asked the BOD if anyone would like to be on the Nominating Committee, we have four Board members up for re-election, Directors Tillson, Boynton, and President March volunteered. The members up for re-election are Director Goddard, Director Liller, Director Nelson, and Director Barnes.

PERSONNEL ISSUES – None

CORRESPONDENCE – None

OPEN DISCUSSION
Vice President Chamberlain stated to the Board he will be resigning from the Board as of April 20th 2016. Vice President Chamberlain stated he does not have the time to commit any more, he stated it has been a pleasure working with everyone.

The Board thanked Vice President Chamberlain for his time and contribution to the Board.

The meeting was adjourned at 2020.

Respectfully Submitted,

Ted Tillson, Recording Secretary

APPROVED

Southwestern NH District Fire Mutual Aid
Board of Director’s Meeting
February 10, 2016

DIRECTORS PRESENT
President Ken March, Vice President Dave Chamberlain, Treasure Chris Liller, Secretary Ted Tillson, Chief Phil Tirrell, Directors Curt Barnes, Tom Goddard, Harry Nelson, Jay Wilson and Real Bazin

The meeting was called to order at 1905 hours.

GUEST
None

MEETING MINUTE
A motion was made by Director Goddard, seconded by Vice President Chamberlain and unanimously voted by the board members present to accept January 2016 Board of Director’s meeting minutes. Motion passes.

TREASURES REPORT
Chief Tirrell provided a detailed report on where we are financially with the operational budget and the radio repair shop. A motion was made by Vice President Chamberlain, seconded by Director Goddard and unanimously voted by the board members present to accept the Treasure’s report. Motion passed.

COORDINATORS REPORT
Chief Tirrell presented a report on his monthly activities for the months of January 14, 2016 and February 10, 2016 these activities are above the normal day to day operational activities. A motion was made by Vice President Chamberlain, seconded by Director Goddard, and unanimously voted by the board members present to accept the Coordinator’s report. Motion passed.

COMMITTEE REPORTS

• By-Laws Committee – Nothing

• Regional Training Committee – Deputy Redin is working on arrangements to have a guest speaker from Boston Fire Department, the subject MAYDAY. The speaker would speak at the annual meeting in April at 1800 hours.

• Public Relations Committee – Nothing

OLD BUSINESS

• Chief Tirrell stated the license for KCF415 which Cheshire County is listed on the license will be turned over to SWNHDFMA. The commissioners signed an MOU to turn it over.

• Chief Tirrell discussed the retirement party for Deputy Chief Johnson it was well attended and went well.

• The second letter to the Town of Charlestown for payment has not been sent out yet, Chief Tirrell is waiting on the audit report from 2014 to be sent to him from the auditor before sending out the letter.

NEW BUSINESS

• The Health insurance for employees for the next cycle will not be available to purchase. This has been discussed to the employees and options have been presented to everyone.

• A question was asked how much have we saved on heating the new building since the renovation, between 2014 and 2015 we saved $6,000.00 on heating cost by the upgrades.

PERSONNEL ISSUES – None

CORRESPONDENCE – None

OPEN DISCUSSION – None

The meeting was adjourned at 2010.

Respectfully Submitted,

Ted Tillson, Recording Secretary

APPROVED

Southwestern NH District Fire Mutual Aid
Board of Director’s Meeting
January 13, 2016

DIRECTORS PRESENT
President Ken March, Vice President Dave Chamberlain, Treasure Chris Liller, Secretary Ted Tillson, Chief Phil Tirrell, Directors Curt Barnes, Dan Eaton, Harry Nelson, Jay Wilson and Real Bazin

The meeting was called to order at 1905 hours.

GUEST
None

MEETING MINUTE
A motion was made by Vice President Chamberlain, seconded by Director Liller and unanimously voted by the board members present to accept December 2015 Board of Director’s meeting minutes. Motion passes.

TREASURES REPORT
Chief Tirrell provided a detailed report on where we are financially with the operational budget and the radio repair shop. A motion was made by Director Liller, seconded by Director Wilson, and unanimously voted by the board members present to accept the Treasure’s report. Motion passed.

COORDINATORS REPORT
Chief Tirrell presented a report on his monthly activities for the months of December 10, 2015 and January 13, 2016 these activities are above the normal day to day operational activities. A motion was made by Vice President Chamberlain, seconded by Director Liller, and unanimously voted by the board members present to accept the Coordinator’s report. Motion passed.

COMMITTEE REPORTS

• By-Laws Committee – Nothing

• Regional Training Committee – Nothing

• Public Relations Committee – Nothing

OLD BUSINESS

• Chief Tirrell discussed the license for KCF415 which still has Cheshire County listed on the license. Chief Tirrell met with the County Administrator and the Sherriff which they were good with turning over the licenses. However the County Commissioners must vote on turning over the licenses, they are meeting this week.

• Chief Tirrell discussed the retirement party for Deputy Chief Johnson on January 30 at 1800 hours location will be the Best Western. Anyone that has not contacted the Chief if they are planning to attend should do so ASAP.

• There was a discussion regarding the Town of Charlestown paying their share of the 2015 assessment. The Board of Directors unanimously agreed to send out a second letter to the Town of Charlestown.

NEW BUSINESS

• The annual meeting will be held on April 20, 2016 at the Best Western in Keene NH, a show of apparatus at 1730, followed by training at 1800 to 1900 hour. Meeting will start a 1900 hours. Vice President Chamberlain will contact Deputy Redin for contact info for quest speakers.

• Town assessments have been mailed out to all communities, using the flat rate of 6% which was voted on by the Board during November 2015 meeting.

PERSONNEL ISSUES – None

CORRESPONDENCE – The NewBrook Fire & Rescue sent a letter of Commendation for Chief Tirrell and all Dispatchers for an outstanding job with the gas leak in Keene in December.

OPEN DISCUSSION – There was a discussion on Spotted Dog and IAM Responding and how to handle the growing demand of members who would like to use these types of system. No solution at this time.

The meeting was adjourned at 1955.

Respectfully Submitted,

Ted Tillson, Recording Secretary

APPROVED

Southwestern NH District Fire Mutual Aid
Board of Director’s Meeting
December 9, 2015

DIRECTORS PRESENT
President Ken March, Treasure Chris Liller, Secretary Ted Tillson, Chief Phil Tirrell, Directors Curt Barnes, Dan Eaton, Harry Boynton, Jay Wilson and Harry Nelson

The meeting was called to order at 1900 hours.

GUEST
None

MEETING MINUTE
A motion was made by Director Nelson, seconded by Director Wilson and unanimously voted by the board members present to accept November 2015 Board of Director’s meeting minutes. Motion passes.

TREASURES REPORT
Chief Tirrell provided a detailed report on where we are financially with the operational budget and the radio repair shop. A motion was made by Director Eaton, seconded by Director Boynton, and unanimously voted by the board members present to accept the Treasure’s report. Motion passed.

COORDINATORS REPORT
Chief Tirrell presented a report on his monthly activities for the months of November and December 2015 these activities are above the normal day to day operational activities. A motion was made by Director Boynton, seconded by Director Liller, and unanimously voted by the board members present to accept the Coordinator’s report. Motion passed.

COMMITTEE REPORTS

• By-Laws Committee – Nothing

• Regional Training Committee – Nothing

• Public Relations Committee – Director Eaton has spoken to NH Chronicle asking them if they would be interested in featuring SWNHDFMA and it history to the region. Director Eaton stated they are interested, but they would not be able right know.

OLD BUSINESS

• Chief Tirrell discussed the license for KCF415 which still has Cheshire County listed on the license. Director Eaton has been in contacted with the new County Administrator for assistance in removing the County from the license. Director Eaton has a meeting set up to discuss the history and licensing with the County Administrator.

• Chief Tirrell discussed the retirement party for Deputy Chief Johnson on January 30 at 1800 hours location will be the Best Western. Anyone that has not contacted the Chief if they are planning to attend should do so ASAP.

• Director Wilson asked about the Putney Mountain site and if any progress has been made. Chief Tirrell stated he passed the information on to Dale Paquin to follow up. Chief Tirrel had not heard anything at this time and will follow up with Dale.

NEW BUSINESS

• The Town of Charlestown would like to come and review our account books for the years of 2013, 2014, and 2015.

PERSONNEL ISSUES – None

CORRESPONDENCE – Director Tksczyk presented a letter of resignation to the Board stating he has no time.

OPEN DISCUSSION – We discussed increasing the fees for radio repair from $65 – $75 to $75 – $85 and hour and increasing the mileage charge from $45 to $55 a mile.

The meeting was adjourned at 1955.

Respectfully Submitted,

Ted Tillson, Recording Secretary

APPROVED

Southwestern NH District Fire Mutual Aid
Board of Director’s Meeting
November 11, 2015

DIRECTORS PRESENT
President Ken March, Vice President Dave Chamberlain, Treasure Chris Liller, Secretary Ted Tillson, Chief Phil Tirrell, Directors Dan Eaton, Harry Boynton, Jay Wilson and Tom Goddard

The meeting was called to order at 1902 hours.

GUEST
None

MEETING MINUTE
A motion was made by Director Eaton, seconded by Director Goddard and unanimously voted by the board members present to accept October 2015 Board of Director’s meeting minutes. Motion passes.

TREASURES REPORT
Chief Tirrell provided a detailed report on where we are financially with the operational budget and the radio repair shop. A motion was made by Director Boynton, seconded by Director Eaton, and unanimously voted by the board members present to accept the Treasure’s report. Motion passed.

COORDINATORS REPORT
Chief Tirrell presented a report on his monthly activities for the months of October and November 2015 these activities are above the normal day to day operational activities. A motion was made by Director Boynton, seconded by Director Goddard, and unanimously voted by the board members present to accept the Coordinator’s report. Motion passed.

COMMITTEE REPORTS

• By-Laws Committee – Nothing

• Regional Training Committee – Nothing

• Public Relations Committee – Director Eaton has spoken to NH Chronicle asking them if they would be interested in featuring SWNHDFMA and it history to the region. Director Eaton stated they are interested, but they would not be able to right now.

OLD BUSINESS

• Chief Tirrell discussed the license for KCF415 which still has Cheshire County listed on the license, which should have been removed when we removed ourselves from the County. Director Eaton contacted the new County Administrator for assistance in removing the County from the license. Director Eaton has a meeting set up to discuss the history and licensing with the County Administrator.

• Chief Tirrell passed out a proposed 2016 budget. After much discussion of each line item, the Board felt each line item could not be cut any more without sacrificing the infrastructure of the System.
A motion was made by Director Boynton and Seconded by Director Goddard to accept the 2016 budget as amended and using a 6% increase for all Members, including Associate Members, as the assessment for services formula. A unanimous vote by the board members presents to accept the above motion. Motion passed.

NEW BUSINESS
• Chief Tirrell discussed having a retirement party for Deputy Chief Johnson on January 30 at 1800 hours location will be the Best Western.
A motion was made by Director Eaton and Seconded by Director Boynton to hold a retirement party for Deputy Chief Johnson on January 30 and unanimously voted by the board members present to accept the motion. Motion passed.
Director Eaton made a suggestion to allow Chiefs of Departments to purchase a ticket to the retirement party.

• Chief Tirrell discussed gift cards ($75.00) for the Dispatchers as an end of the year thank you. The gift card would be from Paul’s Choice and for the amount of $75.00.
A motion was made by Director Boynton, seconded by Vice President Chamberlain, and unanimously voted by the board members present to accept the above motion. Motion passed.

PERSONNEL ISSUES – None

CORRESPONDENCE – None

OPEN DISCUSSION – Director Wilson asked about the Putney Mountain site and if any progress has been made. Chief Tirrell stated he passed the information on to Dale Paquin to follow up. Chief Tirrel had not heard anything at this time and will follow up with Dale.

The meeting was adjourned at 2011.

Respectfully Submitted,

Ted Tillson, Recording Secretary

APPROVED

Southwestern NH District Fire Mutual Aid
Board of Director’s Meeting
October 14, 2015

DIRECTORS PRESENT
President Ken March, Treasure Chris Liller, Secretary Ted Tillson, Chief Phil Tirrell, Directors Dan Eaton, Harry Boynton, Harry Nelson, Jay Wilson and Tom Goddard

The meeting was called to order at 1904 hours.

GUEST
Deputy Chief Joe Sangermano

MEETING MINUTE
A motion was made by Director Eaton, seconded by Director Boynton and unanimously voted by the board members present to accept September 2015 Board of Director’s meeting minutes. Motion passes.

TREASURES REPORT
Chief Tirrell provided a detailed report on where we are financially with the operational budget and the radio repair shop. A motion was made by Director Eaton, seconded by Director Goddard, and unanimously voted by the board members present to accept the Treasure’s report. Motion passed.

COORDINATORS REPORT
Chief Tirrell presented a report on his monthly activities for the months of September and October 2015 these activities are above the normal day to day operational activities. A motion were made by Director Eaton, seconded by Director Goddard, and unanimously voted by the board members present to accept the Coordinator’s report. Motion passed.

COMMITTEE REPORTS

• By-Laws Committee – Nothing

• Regional Training Committee – Nothing

• Public Relations Committee – Director Eaton has spoken to NH Chronicle asking them if they would be interested in featuring SWNHDFMA and it history to the region. Director Eaton stated they appeared interested, but they would not be able until later this year.

OLD BUSINESS

• Chief Tirrell stated they narrowed the part-time dispatcher applicants down to three and know they need to complete an orientation period.
• The letter addressed to the Town of Charlestown regarding payment has been mailed.
• Chief Tirrell discussed the license for KCF415 which still has Cheshire County listed on the license, which should have been removed when we removed ourselves from the County. Director Eaton contacted the new County Administrator for assistance in removing the County from the license.

NEW BUSINESS
Next month’s meeting we will be discussing the 2016 budget.

Chief Tirrell will post for an opening on the Board of Directors.

PERSONNEL ISSUES – None

CORRESPONDENCE – see old business.

OPEN DISCUSSION – None

The meeting was adjourned at 2011.

Respectfully Submitted,

Ted Tillson, Recording Secretary

APPROVED

Southwestern NH District Fire Mutual Aid
Board of Director’s Meeting
September 9, 2015

DIRECTORS PRESENT
Secretary Ted Tillson, Chief Phil Tirrell, Directors Harry Boynton, Tom Redin, Harry Nelson, and Jay Wilson

The meeting was called to order at 1900 hours.

GUEST
None

MEETING MINUTE
A motion was made by Director Boynton, seconded by Director Redin and unanimously voted by the board members present to accept August 2015 Board of Director’s meeting minutes. Motion passes.

TREASURES REPORT
Chief Tirrell provided a detailed report on where we are financially with the operational budget and the radio repair shop. A motion was made by Director Boynton, seconded by Director Nelson, and unanimously voted by the board members present to accept the Treasure’s report. Motion passed.

COORDINATORS REPORT
Chief Tirrell presented a report on his monthly activities for the months of August and September 2015 these activities are above the normal day to day operational activities. A motion were made by Director Boynton, seconded by Director Redin, and unanimously voted by the board members present to accept the Coordinator’s report. Motion passed.

COMMITTEE REPORTS

• By-Laws Committee – Nothing

• Regional Training Committee – Nothing

• Public Relations Committee – This Fall there will be an open house at Head Quarters.

OLD BUSINESS

• Chief Tirrell has received 14 applications for the part time dispatcher’s position which they have narrowed down to 6 – 8 applicants. The next phase will begin in mid-September. Chief Tirrell is also using this process to fill a full time position.

• The Deputy’s position has been filled. There were two excellent candidates at the final round. Congratulations to Lt Tom Redin, Deputy Redin will start his new position on September 28th.

NEW BUSINESS
Only new business is the promotion of Lt Tom Redin to Deputy. There was a brief discussion of his role/duties and the role/duties of Deputy Sangermano.

PERSONNEL ISSUES – None

CORRESPONDENCE A draft letter from attorney Prigge was presented and discussed. This letter was in response to a letter received last month by Charlestown’s attorney referencing an invoice issued to Charlestown for the second half of their 2015 payment. A motion was made by Director Boynton and second by Director Redin and unanimously voted by the board members present to send the letter presented by attorney Prigge. Motion passes.

OPEN DISCUSSION Director Redin presented a letter of resignation to the Board. The letter was received by Secretary Tillson on behalf of President March. Director Redin felt with his recent promotion it was time for someone else fill the position. Director Redin has been on the Board for 13 years and will be missed.

The meeting was adjourned at 1952.

Respectfully Submitted,

Ted Tillson, Recording Secretary

**************************************************************************************************************************************************************************************************************************************************

APPROVED

Southwestern NH District Fire Mutual Aid
Board of Director’s Meeting
August 12, 2015

DIRECTORS PRESENT
President Ken March, Vice President Dave Chamberlain, Treasure Chris Liller, Secretary Ted Tillson, Chief Phil Tirrell, Directors Harry Boynton, Tom Redin, Dan Eaton, Harry Nelson, and Tom Goddard

The meeting was called to order at 1902 hours.

GUEST
None

MEETING MINUTE
A motion was made by Director Eaton, seconded by Director Nelson and unanimously voted by the board members present to accept June 2015 Board of Director’s meeting minutes. Motion passes.

TREASURES REPORT
Chief Tirrell provided a detailed report on where we are financially with the operational budget and the radio repair shop. A motion was made by Director Eaton, seconded by Director Liller, and unanimously voted by the board members present to accept the Treasure’s report. Motion passed.

COORDINATORS REPORT
Chief Tirrell presented a comprehensive report on his monthly activities for the month of July and mid-August 2015 these activities are above the normal day to day operational activities. A motion were made by Director Boynton, seconded by Director Redin, and unanimously voted by the board members present to accept the Coordinator’s report. Motion passed.

COMMITTEE REPORTS

By-Laws Committee – Nothing

Regional Training Committee – Nothing

Public Relations Committee – This Fall there will be an open house at Head Quarters.

Director Eaton has contacted Adam Secton, a taped interview is scheduled and Director Eaton will try to get Adam to complete a feature on NH Chronicle about SWNHDFMA.

OLD BUSINESS

Chief Tirrell has received 14 applications for the part time dispatcher’s position which they have narrowed down to 6 – 8 applicants.

Chief Tirrell advised the Board all equipment at the Charlestown site had been removed. The only item not returned is a laptop computer, which the Charlestown Fire Chief stated he will return once he completes his pay roll.

NEW BUSINESS

Chief Tirrell advised the Board he will be advertising for a full time dispatcher position.

Chief Tirrell led a discussion on replacing one of the Deputies. Chief Tirrell talked about many different options on how to best replace Deputy Johnson and her current responsibilities including changing the job description. Three people have sent letters expressing interest in the position, the application dead line is August 25th and by mid to end of September a new Deputy will be selected.

Chief Tirrell has received grant money for Vermont Yankee which he has placed into the capital improvement account. This account provides the best interest rate. There was a discussion on how best to utilize this money, however on action was taken.

PERSONNEL ISSUES – There will be two fulltime staff members going out on maternity leave starting around November and December of this year. Chief Tirrell has asked the other staff members to help fill positions for this period of time.

CORRESPONDENCE A letter from Charlestown’s attorney was received and discussed.

OPEN DISCUSSION None

The meeting was adjourned at 2010.

Respectfully Submitted,

Ted Tillson, Recording Secretary

**************************************************************************************************************************************************************************************************************************************************

APPROVED

Southwestern NH District Fire Mutual Aid
Board of Director’s Meeting
June 10, 2015

DIRECTORS PRESENT
President Ken March, Vice President Dave Chamberlain, Treasure Chris Liller, Secretary Ted Tillson, Chief Phil Tirrell, Directors Tom Redin, Tom Goddard, Dan Eaton, Harry Nelson, Jay Wilson and Tom Goddard

The meeting was called to order at 1900 hours.

GUEST
None

MEETING MINUTE
A motion was made by Director Eaton, seconded by Director Goddard and unanimously voted by the board members present to accept May 2015 Board of Director’s meeting minutes. Motion passes.

TREASURES REPORT
Chief Tirrell provided a detailed report on where we are financially with the operational budget and the radio repair shop. A motion was made by Director Eaton, seconded by Director Nelson, and unanimously voted by the board members present to accept the Treasure’s report. Motion passed.

COORDINATORS REPORT
Chief Tirrell presented a comprehensive report on his monthly activities for the months of May and June 2015 these activities are above the normal day to day operational activities. A motion were made by Director Goddard, seconded by Director Redin, and unanimously voted by the board members present to accept the Coordinator’s report. Motion passed.

COMMITTEE REPORTS

• By-Laws Committee – Nothing

• Regional Training Committee – Nothing

• Public Relations Committee – This Fall there will be an open house at Head Quarters.

o Director Eaton contacted Adam Secton with NH Chronicle to talk to them about doing a feature on SWNHDFMA sometime after July 1st.

o Director Redin felt it would be a good idea to put together a presentation about how dispatch works. This would be for Firefighters, Town Selectmen, and the general public to understand what they are paying for with the dispatch fees. Chief Tirrell will work on the presentation.

OLD BUSINESS

• Chief Tirrell gave an up-date on the current servers which have been received and are installed. Currently they are working on moving all the data to the new servers, which will take about two weeks to complete.

• Chief Tirrell contacted E911 to advise them of Charlestowns status (leaving SWDFMA July 1, 2015).

• Chief Tirrell advised the Board within the next week or two we will be removing the equipment from the Charlestown site.

• Chief Tirrell and President March will be drafting a letter to Towns around Charlestown to inform them about the Charlestown Fire Department leaving dispatch and how this could impact their community.

NEW BUSINESS

• Chief Tirrell advised the Board he will be advertising for part time dispatchers.

• Chief Tirrell led a discussion on Deputy Johnson’s retirement. Chief Tirrell is looking at many different options on how to best replace Deputy Johnson and her current responsibilities.

PERSONNEL ISSUES None

CORRESPONDENCE None

OPEN DISCUSSION None

The meeting was adjourned at 2000.

Respectfully Submitted,

Ted Tillson, Recording Secretary

**************************************************************************************************************************************************************************************************************************************************

APPROVED

Southwestern NH District Fire Mutual Aid
Board of Director’s Meeting
May 13, 2015

DIRECTORS PRESENT
President Ken March, Vice President Dave Chamberlain, Treasurer Chris Liller, Secretary Ted
Tillson, Chief Phil Tirrell, Directors Tom Redin, Mike Tksczyk, Dan Eaton, Harry Boynton, Harry
Nelson, Jay Wilson and Tom Goddard

The meeting was called to order at 1907 hours.

GUEST
Chief Cole Streeter and Deputy Chief Real Bazin from the Westminster Fire and Rescue

MEETING MINUTE
A motion was made by Director Eaton, seconded by Director Nelson and unanimously voted
by the board members present to accept March 2015 Board of Director’s meeting minutes and the 2015 Annual meeting minutes. Motion passes.

TREASURES REPORT
Chief Tirrell provided a detailed report on where we are financially with the operational budget
and the radio repair shop. A motion was made by Director Eaton, seconded by Director Boynton, and unanimously voted by the board members present to accept the Treasure’s report. Motion passed.

COORDINATORS REPORT
Chief Tirrell presented a comprehensive report on his monthly activities for the months of April
thru May 13, 2015 these activities are above the normal day to day operational activities. A motion were made by Director Boynton, seconded by Vice President Chamberlain, and unanimously voted by the board members present to accept the Coordinator’s report. Motion passed.

COMMITTEE REPORTS

• By-Laws Committee – The approved By-Laws will be up-date and emailed to all Directors by
then end of the week (Friday May 15, 2015).

• Regional Training Committee – Director Redin asked if the Board members had any speakers
they know of who would be willing to provide training. President March has some
information he will send to Director Redin.

• Public Relations Committee – This Fall there will be an open house at Head Quarters.

o Director Eaton will contact NH Chronicle to talk to them about doing a feature on
SWNHDFMA.

o Director Redin felt it would be a good idea to put together a presentation about how
dispatch works. This would be for Firefighters, Town Selectmen, and the general public

to understand what they are paying for with the dispatch fees. Chief Tirrell will work on
the presentation.

OLD BUSINESS

• Chief Tirrell gave an up-date on the current servers which have been received and are installed.
Currently they are working on moving all the data to the new servers, which will take about two weeks to complete.

• The annual meeting was well attended.

• There is a benefit auction for Herb Hurlburt on May 23 at 1030 hours at the Fall Mountain
Regional High School.

• Chief Tirrell and President March will be drafting a letter to Towns around Charlestown to
inform them about the Charlestown Fire Department leaving dispatch and how this could impact their community.

NEW BUSINESS

• President March introduced a new Board member Jay Wilson Captain of Newbrook
Fire/Rescue

• A motion was made by Director Redin and second by Director Goddard for the Secretary to
cast one ballet vote to re-elect the current set of officers (President March, Vice President
Chamberlain, Treasurer Liller and Director Eaton to cast one ballet vote to re-elect Ted Tillson as
Secretary. Motion passes

• The Town of Sunapee is shopping for a dispatch and they have approached Chief Tirrell about
becoming a member of SWNHDFMA. Chief Tirrell provided some information. They will get back once they have gathered all of their information.

• There was a brief discussion about charging ambulance services for dispatching.

PERSONNEL ISSUES A grievance was settled with the Union without going to arbitration.

CORRESPONDENCE None

OPEN DISCUSSION The Westminster Fire and Rescue Chiefs asked some questions and
provided some concerns they have. Their question and concerns were addressed by the Board members. Here are a list of the questions and concerns: Why they are paying $33,000.00 for dispatching fees, they had concerns about the level on non-essential radio traffic on KCF415, They wanted to know what the protocols were for sounding a 1st alarm (Chief Tirrell stated he would send those protocols to them).

The meeting was adjourned at 2100.

Respectfully Submitted,

Ted Tillson, Recording Secretary

**************************************************************************************************************************************************************************************************************************************************

APPROVED

SOUTHWESTERN NEW HAMPSHIRE DISTRICT FIRE MUTUAL AID SYSTEM
2015 ANNUAL MEETING
APRIL 22, 2015

The annual meeting of the Southwestern New Hampshire District Fire Mutual Aid system was called to order at 1910 hours by President Ken March. The Pledge of allegiance was followed by a moment of silence in memory of our fallen members.

President March introduced the members of the Board of Directors who were in attendance: President Ken March, Vice-President David Chamberlain, Treasurer Chris Liller, Secretary Ted Tillson, Tom Goddard, Harry Boynton, Harry Nelson, Tom Redin, and Chief Phil Tirrell. He also introduced special guest including
Deputy Chief Joe Sangermano, Deputy Chief Bonnie Johnson, Dispatchers Virginia Gilman, Ed Mattson, Kevin Kennedy,Corey Conroy, Mike Burke, and Bobby Maynard.

Director Redin read the roll call which showed 45 departments represented.

The 2014 treasurer’s report was read and unanimously voted by the members present to accept the
meeting minutes as read.

Chief Tirrell presented the following years-of-service awards. Deputy Chief Joe Sangermano, Deputy
Chief Bonnie Johnson, Kevin Kennedy, Eric Kazlouskas, and Virginia Gilman were all recognized with
outstanding attendance. Both Matt Yeatman and Eric Kazlouskas received for 15 years of service with
monogramed wooden pen set. Bobby Maynard received for 20 years of service a clock plaque and Deputy Johnson received for 30 years of service a deputy chief leather helmet.

Chief Tirrell’s coordinator’s report covered some of the accomplishments of the past year.

• Adding towers to the current simulcast system.
• Chief Tirrell talked about the different social media to follow SWNHDFMA and thanked
Dispatcher Lt Redin for up-dating.
• Chief Tirrell discussed the building renovation what has been accomplished and encouraged
everyone to stop by for a tour.
• Chief Tirrell briefly spoke about regional training and if anyone know speakers please contact Lt
Redin or himself.
• Chief Tirrell discussed how the building is being used such as, FFI training, EMT testing, APCO
courses etc..
• SWNHDFMA received over $40,775.00 in grant funding over the past year.
• Chief Tirrell spoke about some fire fighter response systems such as spotted dog and I AM
RESPONDING. Currently the dispatch center is piloting these systems for a few departments.
• Chief Tirrell discussed a mutual aid net program and will be requesting information for
departments to enter into this program.

Both Deputy Chief Sangermano, and Johnson discussed the following items: Town Liaison, CAD
program, Digitize alarms, Communication training, Address up-dates, EM live, and MDC codes.

Secretary Tillson presented the By-Law changes to the membership. A motion was made by Chief Dan Peterson of Goshen and seconded by George Lang of S. Londonderry to accept the by-law changes as written.
Roll call of each department representative was taken: 29 votes for Yes and 12 Votes for No and 2 votes Sustained. See attachment for the changes.

New Business
Director Liller Chair of the Nominating Committee reported that four board members (Ted Tillson,
Larry Daley, Tom Redin and Dave Chamberlain) are standing for re-election. The committee presented a slate
of Tom Redin, Jay Wilson to replace Larry Daley, and Dave Chamberlain. There were no nominations from the
floor. A motion were made by Chief Weston, seconded by Chief Donaven, to cast one vote by the secretary to accept re-electing to above board members, Director Boynton cast one vote for Ted Tillson and unanimously voted to accept the nominees as directors by the members present.

The meeting adjourned at 21:15 hours
Respectfully Submitted,
Ted Tillson
Secretary

**************************************************************************************************************************************************************************************************************************************************

APPROVED

Southwestern NH District Fire Mutual Aid
Board of Director’s Meeting
March 11, 2015

DIRECTORS PRESENT
President Ken March, Vice President Dave Chamberlain, Treasure Chris Liller, Secretary Ted
Tillson, Chief Phil Tirrell, Directors Tom Redin, Mike Tksczyk and Tom Goddard The meeting was called to order at 1905 hours.

GUEST
None present

MEETING MINUTE
A motion was made by Director Redin, seconded by Director Liller and unanimously voted by
the board members present to accept February 2015 Board of Director’s meeting minutes. Motion passes.

TREASURES REPORT
Chief Tirrell provided a detailed report on where we are financially with the operational budget
and the radio repair shop. A motion was made by Director Redin, seconded by Director Goddard, and unanimously voted by the board members present to accept the Treasure’s report. Motion passed.

COORDINATORS REPORT
Chief Tirrell presented a comprehensive report on his monthly activities for the months of
February 12, 2015 thru March 11, 2015, these activities are above the normal day to day operational activities. A motion were made by Director Redin, seconded by Director Goddard, and unanimously voted by the board members present to accept the Coordinator’s report. Motion passed.

COMMITTEE REPORTS

• By-Laws Committee – At our special meeting we asked fire chief if they would provide some
information on what they would like to see in Article VIII-B. We received letters from a few
Fire Chief regarding Article VIII-B which were read to the board.

After some discussion a motion was made by Director Goddard pertaining to Non- Dispatched Members under Article VIII-B, “Any current members categorized as Non- Dispatched Members will, as of December 31, 2014 continue being Non-Dispatched Members, however, on or after January 1, 2015, no new Non-Dispatched Members will be accepted into the System”. The Motion was seconded by Director Liller and unanimously
voted by the Board Members present to accept Director Goddard’s motion. Motion passed.

Here is the current By-Law proposed change:

Article VIII-B Dispatched and Non-Dispatched Members
Membership in the Southwestern New Hampshire District Fire Mutual Aid System is currently in two classes, Dispatched Members and Non-Dispatched Members. The terms and conditions pertaining to Non-Dispatched Members who are in the category as of December 31,

2014 will continue, however, on or after January 1, 2015, no new Non-Dispatched Members
will be accepted in the System.
The terms and conditions of Dispatched Membership are as follows:
A. Dispatched Members are assessed for services based on the following formula:

10% of the annual budget is divided equally among all dispatched members;

40% of the annual budget is divided proportionately among all dispatched members based on
the equalized property value of the town;

50% of the annual budget is divided proportionately among all dispatched members based on the latest population count available from the town or state. The Board of Directors may assess additional fees as necessary.

B. Dispatched Members receive the following services: 1. Taking initial call. 2. Toning of pagers.
3. Activating fire alarm, if necessary. 4. Announcing of incident.
5. Conduct all emergency communication traffic. 6. Activate running card.
7. Record all phone and radio information.
8. Maintain electronic records, including times, of all incidents.
9. Monitoring all calls on primary frequencies. 10. Guarantee mutual aid requests.
11. Conducting communications of service calls. 12. Offer radio repair services.
13. Test toning on either a scheduled basis or on request.

Dispatched Members are full members of the System, having obligations and privileges of membership as described in these By-Laws and as enumerated below in subparagraphs A and B above.
The terms and conditions of Non-Dispatched Membership for the municipalities who
are in that category as of December 31, 2014 are a follows:
A. Non-Dispatched Members are assessed flat rate membership dues.
B. Non-Dispatched Members are assessed a minimum rate established by Board of Directors. C. Non-Dispatched Members receive the following services that include but are not limited to: 1. Tone pagers and fire alarms of towns in our System for mutual aid. 2. Maintain electronic records, including times, of all incidents. 3. Monitor all calls on primary frequencies.
4. Conducting communications of service calls. 5. Offer radio repair services.
6. Activate running cards.

D. Non-Dispatched Members operate on their own primary frequency. The dispatch frequencies
of 154.430, 154.445, and 159.450 may be used when requesting or responding to mutual aid calls.

E.

Non-Dispatched Members may receive regular notice, attend and address meetings of this
corporation, but will not be entitled to vote.
Any municipality may apply for Non-Dispatched Membership in the Southwestern New Hampshire District Fire Mutual Aid System. Any request for membership, or any request for a change in status of membership from any current Non-Dispatched Member to become a Dispatched Member should be directed to the President. The Matter will then be placed on the agenda of a regular meeting of the Board of Directors. The Board shall consider any such applications as it sees fit in the best interest of the System and its membership, and notify the applicant municipality. The final determination on any application for membership in the System or change in status of membership shall rest solely with the Board of Directors.
Any municipality may withdraw from the System provided that 90 days written notice is given to the Chief Coordinator or President of the Board advising of the municipality’s intent to withdraw. Provided further that a withdrawing municipality will be responsible for its share of the budgeted appropriations for the calendar year during which the withdrawal takes place. In the event a withdrawing municipality gives notice of intent to withdraw on or before September 30 of any year, that municipality’s share will not be considered in the budgetary process of the following calendar year.
In the event a municipality withdraws from the System, and wishes to rejoin, the municipality must wait for two years from the date of withdrawal to have its application for readmission as a member considered.

A motion was made by Director Redin to accept the proposed By-Law change and present at the annual meeting to the membership for vote, seconded by Director Goddard, and unanimously voted by the board members present to accept the proposed By-Law change and present at the annual meeting to the membership. Motion passed.

• Regional Training Committee – None

• Public Relations Committee – There are plans to have an open house in the spring.

OLD BUSINESS

• Chief Tirrell gave an up-date on the Dispatch and entry area, the majority of the renovation is
complete, there are a few small things which need to be completed.

• Do not forget the Annual meeting will be held at the Best Western Hotel in Keene on April 22,
2015. A display of apparatus will be held at 1730 and at 1800 a guest speaker, Hooksett NH Capt. Jesse Gayer will present on a Mayday call of himself while fighting a commercial building fire. The annual meeting will start at 1900 hours.

• Chief Tirrell gave an up-date on the current servers which have been ordered, they will be
delivered in 4 to 6 weeks.

NEW BUSINESS

• President March has asked Director Boynton, Director Liller, and Director Goddard to head up
the nominating committee for director whose three year terms are coming up. The three are
Larry Daly, David Chamberlain, Ted Tillson and Tom Redin.

• Chief Tirrell talked to the Board about making a donation to the Herb Herlburt Benefit, Herb
has been very active in the organization over the many years and he would like to see the Board make a donation. Director Redin made a motion to donate $1,000.00 to the Herb Herlburt Benefit Auction, seconded by Director Liller, and unanimously voted by the board members present to accept Director Redin’s motion. Motion Passed.

PERSONNEL ISSUES There was a grievance filed by the union and a reply has been sent. On April 20th there will be an Arbitration hearing.

CORRESPONDENCE Letters from the area Fire Chief’s already discussed

OPEN DISCUSSION None.

The meeting was adjourned at 2035.

Respectfully Submitted,

Ted Tillson, Recording Secretary