Board of Directors' Meeting - 12/17/2025 ***postponed from 12/10/2025

Southwestern NH District Fire Mutual Aid
Board of Directors Meeting
Wednesday December 17, 2025

Directors Present: President Ken March, Vice President Phil Tirrell, Directors Thomas Goddard, Harry Nelson, Greg Seymour, Real Bazin, Jay Wilson, John Manning

The meeting was called to order at 1900 hours by President March

Administration Present: Chief Winn, Admin Asst Putney

Guests: Chief Walker-Peterborough FD, Chief Chamberlain-Jaffrey FD

Meeting Minutes November 12, 2025:A motion was made by Vice President Tirrell and seconded by Director Bazin to approve the minutes of November 12, 2025 meeting, as presented; Motion Passed via unanimous voice vote

Treasurer’s Report: Kathryn presented account summaries for 12/2025 and budget breakdowns to 12/16/2025

Coordinator’s Activity Report: Coordinator’s report included within Chief Winn’s overall update presentation

Committee Reports:

• By-Laws Committee – No Report

• Regional Training Committee – No Report

• Public Relations Committee – No Report

• Finance Committee – Director Manning and Vice President Tirrell confirmed the audit is still ongoing, with additional documents still being requested; Vice President Tirrell advised establishing a line of credit has been discussed with M&T Bank, and will likely be made available to us in the event it is required

Old Business:

• Old Business reviewed as presented by Chief Winn within the meeting agenda packet (See Attached)

• The Board approved via unanimous voice vote to authorize President March to sign and execute contracts with Motorola for Phase 2 System Upgrade work, in the amount of $2,421,245.00 for NH costs, and $965,380.00 for VT costs, including financing for all site work to be performed

New Business:

• New Business reviewed as presented by Chief Will within the meeting agenda packet (See Attached)

• Via unanimous voice vote, the Board tabled approval of a quote provided by Da Brothers Construction for interior building repairs, and requested additional quotes from other contractors in order to prevent a possible conflict of interest scenario; Additional quotes will be obtained for review at the next BOD meeting.

• Via unanimous voice vote, the Board approved an expenditure of $24,580.00 for electrical system upgrades within Headquarters and Hyland Hill in order to support the Phase 1 System Upgrades, in accordance with a quote provided by Green Mountain Communications

• Via unanimous voice vote, the Board approved a new policy presented by Chief Winn regarding the release of records of emergency responses, with specific forms and alike to be developed and adopted internally

• Chief Walker and Chief Chamberlain presented the BOD with concerns regarding IAR and the app not working well at all for them presently

Personnel / Staff:

• Non-Public Session: A motion was made by Director Eaton and seconded by Vice President Tirrell to enter into Non-Public Session, under RSA 91 – A:3, 11(b) The Board of Directors, via roll-call confirmation of approval by each individual Board member present, entered into Non-Public Session at 2040 hours

• At 2050 hours, the Board of Directors exited Non-Public Session, and returned to open session, via roll-call confirmation of approval by each individual Board member present; A motion was made by Director Eaton and seconded by Director Bazin to seal the minutes of the Non-Public Session; Motion passed by unanimous voice vote

Correspondence: None

Open Discussion:

Next Meeting is scheduled for Wednesday January 14, 2025 hours, to be held at FMA Headquarters

Motion made by Director Manning and seconded Director Bazin to adjourn; Motion passed

Meeting adjourned at 2105 hours

Respectfully submitted

Director Thomas Goddard

Meeting Agenda Packet (12/10/25) **postponed to 12/17/25 (weather)**

Agenda: Introduction of Guests

Approval of 12Nov25 BOD Meeting minutes

Treasury Report-Please see attached budget spread sheet.

• Current Budget-Please see attached budget spread sheet.

Chiefs Monthly Activity Report-see below

Committee Reports:

• Bylaws Committee

• Regional Training Committee

• Public Relations Committee

Old Business:

• Phase 1 Radio System Upgrade-First payment of $100,000.00 waiting for invoice from Motorola for radio equipment required for upgrade made on 25Nov25 after re-negotiation of the NTP. Hyland Hill antenna repairs and microwave re-install completed on 08Dec25.

• Phase 2 Radio System Upgrade-Contracts are in hand and need to be signed for PHASE 2 of the Radio System upgrade. Contracts are due to be signed by 31Dec25. NH Cost $2,421,245.00 and Vermont cost, $965,380.00 with site work included. Motorola to offer financing for both sides that includes financing the site work through Motorola. Notice to Proceed needed prior to 01Jan26 to save $500k.

• Roof Repairs to SWNHDFMA, 32 Vernon St Keene completed on 25Nov25. Just prior to the roof repairs being made, a significant water leak occurred to SWNHDFMA on Monday 17Nov25 that resulted in the fire alarm system sounding throughout the building twice. Keene Fire was amazing in assisting SWNHDFMA and 4 members of KFD assisted with shoveling ice cover off the roof and then squeegeeing the remaining water off. This drastically reduced the water damage and peril to the building. Roof repairs were completed on 03Dec25 and Brass Monkey. Brass Monkey HVAC re-installed HVAC equipment for SWNHDFMA on 04Dec25.

  Total Roof CostMelanson Company: $79,400.00 (check sent)

  Brass Monkey for HVAC: $9,000.00 (checks sent) 

  Plumber for the roof: $1,000.00 (estimate based as work is not complete)

  Roof work Permit (City of Keene): $850.00 (Paid)

  So estimated total is: $90,250 (still waiting for final bill from plumber)

• Hyland Hill Radio Tower Repair-08Dec25-Oliver Fox, Jack Lyons and Tom Goddard assisted by Green Mountain Towers, Two-way Radio Repairs and others removed new microwave link, repaired same and re-installed the system in two-days. In addition, the Hyland Tower itself was repaired by Green Mountain by tightening and adjusting guide wires and replacing necessary cables-leveling the tower. Both microwave systems are running in parallel currently while the new system is tested for weather and adjustment.

• Hyland Hill-Low Band Amplifier. Efforts are under way to Add a low band amplifier to Hyland Hill that will boost our power for primary audio distribution from the 65 watts our current amplifier is operating at. All potentially affected users of 33.78 have been contacted and advised of the pending changes. No one has stated that they still use 33.78.

• Internet Speed Increase-Consolidated was on site at SWNHDFMA on 05Dec25 to open the pathway for 500mgz of internet access both in and out of our facility. Choke hold remains on NID device from ADTRAN. Fidium and Consolidated have been advised again. Conference call held on 16Dec25 to find out what is NEXT for Fidium and Consolidated to fix the ADTRAN and SDWAN issues.

• 2026 SWNHDFMA Annual Assessments- All upcoming 2026 yearly assessments for SWNHDFMA were mailed on 26Nov25. As a reminder to all, this adherence to the assessment formula embedded in the SWNHDFMA By-Laws requires the use of each community’s valuation and the increased cost of business for SWNHDFMA. We have received payment from 6 departments so far and are waiting till 01Jan26 to cash those checks.

• SOP/SOG Update-Work continues with Lieutenant Nyre on an update of SWNHDFMA SOP’s and SOG’s. The last update on record was 2013/2007 and many if not all the SOG/Ps require updating and revision. This is a work in progress and great strides have been made. I wish to thank Local 3265 for their collaboration and effort on this thus far.

• 32 Vernon St Cleanup-Radio shop continues its effort to clean up our headquarters and align storage and surplus items after discarding those no longer relative or obsolete.

• Audit FY24-The Auditor has begun to complete the audit for FY 24. Katherine has been providing what we have been able to produce for that effort.

New Business:

• DaBrothers Construction provided a quote to repair falling/failing dispatch floors, Positions 4 and 5, and to repair ceilings on the 2 nd floor and gut and repair 2 nd floor female bathroom. Total quote cost $ 21, 414.47 BOD Action Required

• Phase 1 Electrical System Upgrade-Green Mountain Communications has provided a quote for the necessary internal upgrades to SWNHDFMA infrastructure to support the Phase 1 system upgrades. This quote includes internal to 32 Vernon St upgrades to electrical system and grounding AND internal upgrades to Hyland Hill including electrical system and grounding. Total cost is $24,580.00. BOD action required on this quote.

• Records request SOG and Form-SWNHDFMA is routinely and frequently asked to provide records of emergency responses. These records are most commonly audio recordings of dispatch and scene operations. Included with this month’s BOD report is the form now required of all parties requesting records from SWNHDFMA and is compliant with NH RSA 91-A. The purpose of formalizing this process is to provide higher level of both internal and external accountability and follow through. Requesting parties can have the form passed via email or in person. Forms will be available in dispatch and via the website. BOD approval required on this form.

• Radio System Updates-Raven Voters will be added to our system improving the current in place voters which will improve inbound radio coverage. This should be happening during January 2026. Additional improvements to our inbound coverage are anticipated upon installation, as we will no longer be fighting the poor performance of the comparators in large sections of our coverage area.

• Broken Position 3 Dispatch Furniture-Position 3 dispatch console broken. Two used sets of identical XYBEX furniture purchased from Lincoln NH for $3,000.00. T. Powers/Radio Shop to pick up and repair furniture. Replacement costs would be more than $15,000.00 if used equipment had not been found.

• GIFT Cards-Requesting approval from the BOD on providing gift cards as past practice indicates to all employees for holiday thanks.

• 12Nov25-2 nd Alarm Structure Fire 496 Route 8A Whitingham Vt

• 02Dec25-Residential Structure Fire 3928 Vt Route 11, Londonderry VT

• 05Dec25-Residential Structure Fire-Swanzey NH

• 15Dec25-Residential Structure Fire 44 Mountain Rd Rindge NH

Personnel:

Correspondence:

Open Discussion:

Board of Directors' Meeting Agenda (01/14/2026)

Location: SWNHDFMA
32 Vernon St
Keene NH

Date: January 14, 2026
Time: 1900hrs

-Introduction of Guests

-Committee Reports:
By-laws Committee
Regional Training Committee
Public Relations Committee

Old Business:

• Phase 1 of Radio System

• SDWAN Update-

• Hiring of (2) new Full Time Dispatchers

• Katherine Putney

• Budget Report FY25

• Budget Report FY26

New Business:

• Green Mountain Communications-HQ Electrical

• Green Mountain Communications-Hyland Hill

• Windham County Fire Chiefs Meeting

• Windham County Legislative Breakfast

• Lt David Whipple

• Mid Station Radio

• Swanzey NH

• Francestown Radio Coverage Issues

Personnel Issues:

Correspondence:

Open Discussion:

Adjournment:

Board of Directors' Meeting Agenda (12/10/25)

Agenda-BOD Meeting 10Dec25
Location: Chesire County Building, 12 Court St, Keene NH
Time 1900hrs

Agenda:

-Introduction of Guests

-Approval of 12Nov25 BOD Meeting minutes

-Treasury Report

-Current budget status

-Chiefs Monthly Activity report

-Committee Reports:
Bylaws Committee
Regional Training Committee
Public Relations Committee

-Old Business:

• Phase 1 Radio System Upgrade

• Phase 2 Radio System Upgrade

• Roof Repairs to SWNHDFMA

• Hyland Hill-Microwave Radio Tower Repair

• Hyland Hill-Low Band Amplifier

• CAD/IAR issues

• Internet Speed Increase

• 2026 SWNHDFMA Annual Assessments

• SOP/SOG Update

• 32 Vernon St Cleanup

New Business:

• Records request SOG and Form

• Radio System Updates

• Floor Repairs to Dispatch Area

• Broken Position 3 Dispatch Furniture

• GIFT Cards

Personnel:

Correspondence:

Open Discussion:

Board of Directors' Work Session - 10/22/2025

Directors Present: President Ken March, Vice President Phil Tirrell, Directors Thomas Goddard, Thomas Bates, Dan Eaton, Greg Seymour, Real Bazin, Jay Wilson, Harry Boynton, John Manning

The meeting was called to order at 1900 hours by President March

Administration Present: None

Guests In Person: None

Guests Via Zoom: None; Not available

Headquarters Lighting Upgrades – Vice President Tirrell presented a project which Ret. Chief Sangermano had initiated regarding the replacement of all lighting at Headquarters, with a final proposal having been submitted; This project is through Eversource, who has hired contractors to perform the work; VP Tirrell advised the total cost to be assumed by FMA is $2500.00, with the balance of the cost to be paid for via grant funding; A motion was made by Vice President Tirrell and seconded by Director Boynton to move forward with the project and schedule to work to be completed, via Tom Powers

IamResponding – Directors raised concerns over the many frustrations being heard from departments relative to IAR; Director Goddard put forth an idea from Lt. Foote, which would involve holding a system wide meeting, both in person and virtual, in order to discuss the new CAD/IAR and air the issues and the things that are being worked on for improvement, and identifying any additional issues/concerns; Follow up will take place

Staffing & Operations Manager Position – A significant amount of discussion took place regarding staffing and the creation of an Operations Manager position; After discussion, a motion was made by Director Eaton and seconded by Director Bazin to hire 2 new full time dispatchers, and fill 2 full time dispatcher positions currently vacant; The motion passed unanimously vis voice vote; A motion was made by Director Eaton and seconded by Vice President Tirrell to table further action regarding the Operations Manager position; The motion passed unanimously via voice vote

Deputy Chief Lunderville Resignation – President March advised the Board that Deputy Chief Lunderville had resigned from FMA effective October 17, 2025

Consultant Contracts - Vice President Tirrell confirmed draft contracts had been received from our attorney for the two consultant positions that are required for the system communications upgrade; One consultant will be charged with the administration of the upgrade funding and site engineering oversight, while the second will be charged with functioning as a technical consultant working directly with our internal communications staff; These contracts will be reviewed and solidified for action at our next Board meeting

IT Upgrades – Considering actions taken at the previous Board meeting of 10/8/2025 regarding the purchase and installation of the required hardware, equipment, and software to provide remote interactive access for meetings and training purposes at Headquarters, a motion was made by Director Manning and seconded by Director Bazin to allocated and expend no more that $5000.00 for this project; The motion passed via voice vote with Director Eaton opposed

Next Meeting is scheduled for Wednesday November 12, 2025 @ 1900 hours, to be held at Cheshire County Building w/ remote access accommodations available

Motion made by Director Manning and seconded Director Seymour to adjourn; Motion passed

Meeting adjourned at 2050 hours

Respectfully submitted

Director Thomas Goddard

Board of Directors' Meeting - October 8, 2025

Southwestern NH District Fire Mutual Aid

Board of Directors Meeting

Wednesday October 8, 2025

Directors Present: President Ken March, Vice President Phil Tirrell, Directors Thomas Goddard, Harry Nelson, Thomas Bates, Dan Eaton, Greg Seymour, Real Bazin, Jay Wilson, Harry Boynton

The meeting was called to order at 1902 hours by President March

Administration Present: Chief Joe Sangermano, Interim Chief Mike Winn (via Zoom)

Guests In Person: Chris Coates – Cheshire County Administrator, Don Bliss - MRI

Guests Via Zoom: Chief David Chamberlain (Jaffrey); Chief Thomas Vanderbilt (Dublin); Chief Josh Brooks (Surry); Chief Rob Skrocki (Richmond); Bryan Wetherby (Walpole); Dispatchers Mike Depres, Matt Yeatman, Chelsea Amato, Ashton Nyre

Meeting Minutes September 10, September 18, September 24:

A motion was made by Director Eaton and seconded by Director Nelson to approve the minutes of the September 10, 2025 meeting, the September 18, 2025 special meeting, and the September 24, 2025 Board work session as presented; Motion Passed via unanimous voice vote

Treasurer’s Report:

Chief Sangermano presented the financial report; Motion made by Director Nelson and seconded by Director Boynton to accept the financial report; Motion Passed via voice vote with Director Eaton abstaining

Coordinator’s Activity Report:

No written Coordinator’s Activity Report presented; Chief Sangermano presented a verbal synopsis of his activities; Motion made by Director Bazin and seconded by Director Wilson to accept the Chief Coordinator’s activity report; Motion passed by unanimous voice vote

Committee Reports:

Finance Committee – No Report

Hiring Committee: Vice President Tirrell reported the Committee had met with Mike Winn, who accepted the offer to serve as Interim Chief Coordinator upon Chief Sangermano’s retirement; Interim Chief Winn has been working with Chief Sangermano, and will continue to do so until Chief Sangermano’s retirement

By-Laws Committee – No Report

Regional Training Committee – No Report

Public Relations Committee – No Report

Old Business:

CAD – Chief Sangermano advised the new CAD is working very well and we are receiving great support from CSI representatives who continue to correct issues as they arise; Director Seymour advised of area Chiefs who have noted deficiencies, primarily the lack of pre-alerts via third-party vendor apps; These issues are to be addressed with CSI, as well as internally via operational SOP’s; It was noted and discussed that we have the ability to upgrade our existing fiber line in order to enhance our internet speed; Directors Bazin, Boynton, and Nelson raised noted issues involving severe dispatch delays and incorrect dispatch information – these issues will be investigated and corrected as feasible; Chief Sangermano advised we will be addressing those issues we have direct control over, however those issues which involve third party vendors, we have no control over.

Dispatch Consoles – Chief Sangermano advised all of the new equipment is at Dispatch, and the installation is in the process of being scheduled 

Ladder Bay Roof Replacement – The roof replacement project is being scheduled

Communications System Upgrade – At the request of President March, Chris Coates and Don Bliss presented the Board with the current funding available for our system upgrades, and advised of an additional federal grant funding opportunity, in the amount of $1,000,000 per year for a five year time frame, for the three major New Hampshire Dispatch Centers – Lakes Region, Capital Area, and SW Fire; They explained this funding is directly tied to EMS communications capabilities; Director Goddard questioned any needs for additional system engineering and/or upgrades in order to meet the intent/requirements of this grant and it was confirmed that any additional needs will be addressed via this grant funding; Both Coates and Bliss advised they have completed the first round of submittals for the State of New Hampshire for this grant; Updates will follow

Hyland Microwave System – Chief Sangermano confirmed the new Hyland Hill microwave is fully set up, with final tuning required; Once this is completed, the new system will be live

New Business:

Board Member Term Limits – Director Bazin advised of concerns from area Chiefs regarding term limits for Board members; It was confirmed that there presently are no term limits for Board members, and discussion ensued regarding By-Law changes that would institute term limit, as well as potentially increasing the number of Board members as well as increasing the number of Board members not associated or affiliated with emergency services, but instead from the general public and public sector professionals; No decisions were made, and further discussion will take place

Administrative Positions - Vice President Tirrell initiated discussion relative to the Chief Coordinator and Operations Manager positions, their associated job descriptions, and advertising for these positions; This lead to additional budget discussions and discussing the actual need for both Deputy Chief and Operations Manager positions to be filled/created; No decisions were made and discussions will continue

Personnel / Staff:

Director Seymour sincerely thanked Lt. Matt Yeatman and all of our dispatchers for their hard work and desiccation during the CAD transition, as well as all of the work they are doing to support the changes being brought about with operational and dispatch changes for Keene FD

Correspondence: None

Open Discussion:

IT Infrastructure – After some discussion, a motion was made by Vice President Tirrell and seconded by Director Seymour to investigate and gather pricing for purchase and installation of all necessary hardware and software to allow for live streaming of meetings at Headquarters; The motion passed unanimously via voice vote

Next Meeting is scheduled for Wednesday October 22, 2025 @ 1900 hours, to be held at FMA Headquarters; This meeting is scheduled as a dedicated work session with Administration

Motion made by Director Bazin and seconded Director Boynton to adjourn; Motion passed

Meeting adjourned at 2055 hours

Respectfully submitted

Director Thomas Goddard