Board of Directors' Meeting Agenda - 04/08/2026

Location: SWNHDFMA, 32 Vernon St, Keene, NH
Time: 1900
Zoom details: Meeting ID: 469 507 7818

Approval of March 2026 Minutes

Report of Treasury

Budget Report - March 2026

Committee Reports:

• By-laws Committee: see attached/proposed bylaw change submitted with last month’s meeting minutes approved.

Regional Training Committee

Public Relations Committee

Chief’s Monthly Activity Report

Old Business:

• 2024 Audit

• Interested SWNHDFMA potential new board members

• Annual Meeting Date- April 29, 2026

• Harassment Policy

• NHEDA Conference April

• Contracts IAR/CSI

New Business:

• DCFR-Vermont/New Hampshire

• AVTEC Consoles

• Staff Movement

Personnel Issues:

Correspondence:

Open Discussion:

Adjournment:

Board of Director's Meeting Minutes - 02/11/2026

Directors Present:  Vice President Tirrell, Director Wilson, Director Bazin, Director Bates, Director Manning, Director Seymour, Director Nelson, Director Boynton.

Administration Present: Interim Chief Winn, Executive Assistant Putney

Guests: None

The meeting was called to order at 1900 hours by Vice President Tirrell.

A motion was made by Director Bazin and seconded by Director Nelson to approve the minutes of the January,16 2026 meeting, as presented; Motion Passed via unanimous voice vote.

Treasurer’s Report: Last month’s budget was approved with the approval of last month’s minutes, [motioned] by Vice President Tirrell and seconded by Director Nelson, none opposed. 

Coordinator’s Activity Report:

• As presented in the packet, additionally discussed the CAD email from Matt Yeatman talking about the imagetrend problematic NERIS integration. ESO is pushing through updates for the systems integration as well, for notation and the agency has its Audit coming up.

• Board discussed issues pertinent to departments about ‘I Am Responding’ with CSI seeming to be where the issue lies. Board wants clarification from Sean [CSI] if improvements are forthwith. 

Committee Reports:

• By-Laws Committee –  Director Seymour and Director Boynton presented the proposed changes to language on Articles 3 and 6 as reported in the attachment. Director Wilson asked if any changes were made that only one vote and electorate per town at this time no changes to that wording was made.  Motion made to present Changes to language in Article 3 and 6 for vote at the annual meeting was made by Director Bazin and seconded by Director Manning. Motion passed with no opposition. [See Below]

• Regional Training Committee – No Report

• Public Relations Committee – No Report

• Finance Committee –  E.A. Putney  presented  updates on the Audit and hoped to have a draft copy for ‘FY 24 Audit within the next 60 days. Our Auditor made remarks that once finished with ‘24 we would be ready to start ‘25.

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

• Director Bazin asked if we test the pagers and radios in harder to reach service areas when issues are reported. It was replied that ‘we absolutely do’ as long as the issue is reported to us. 

• Director Wilson asked if Oliver still had concerns with the Motorola deal, it was explained that all issues have been worked out and Phase one is moving forward as planned. 

New Business: New Business reviewed as presented by Chief Will within the meeting agenda packet  

Personnel:  Vice President Tirrell reports contract negotiations are still underway and the proposal for a 1 year contract is being discussed and a resolution anticipated to be reached by next meeting.  

Correspondence: As reported in the meeting agenda packet

Open Discussion: 

• Radio Survey: Will be hosted by MRI with anticipation to get a handle on how many radio units we have in our service area.  Ham radio access to sites was asked about, at this time it is requested particularly with the moving pieces of the infrastructure projects that nothing is added. At this time board advised some sort of MOU or posting be added to sites or requests. 

Next Meeting is scheduled for Wednesday March 11, 2026 @ 1900 hours, to be held at FMA Headquarters

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

Meeting adjourned at 20:32 hours

Respectfully submitted
E.A. Putney

Section 1 – Board Nominations and Elections

1.1 Current By-Law Language and Effect

Article VI currently provides: “The President shall appoint a nominating committee of three to prepare a slate of officers for the ensuing year to be acted upon at the next annual meeting of the members and Directors.”

1.2 Proposed Language Change

The proposed amendment replaces the existing clause with the following: “The President shall appoint a Nominating Committee of three (3) members to identify, organize, and present nominations for Board of Directors positions, including At-Large Director positions when applicable, to be acted upon at the next Annual Meeting of the members.”

In addition, a new section is added: “All nominees for Board of Directors positions, including member-affiliated and At-Large Director nominees, shall be presented to the membership at the Annual Meeting prior to voting. The Nominating Committee shall ensure that each nominee is afforded a reasonable and equal opportunity to be introduced to the membership. All eligible nominees properly brought forward shall be submitted to the membership for consideration and popular vote, and no nominee shall be excluded from the election once properly nominated.”

Section 2 – Addition of At-Large Directors

2.1 Current By-Law Language and Effect

Article III currently provides that: “The affairs of the corporation shall be managed by a Board of Directors of twelve members. Eleven members shall be elected, and have full voting powers. The Chief Coordinator shall serve in an advisory role, with no voting privileges.”

2.2 Proposed Language Change

The proposed amendment adds the following language to Article III: “Of the eleven (11) elected members of the Board of Directors, up to two (2) may be elected as At-Large Directors. At-Large Directors may be individuals who are not affiliated with a member department of the Southwestern New Hampshire District Fire Mutual Aid System, provided they possess experience, expertise, or professional qualifications beneficial to the mission, operations, or governance of the System.”

Safeguards are added as follows:

“At all times, a majority of the Board of Directors shall be affiliated with member departments of the Southwestern New Hampshire District Fire Mutual Aid System.”

“At-Large Directors shall be nominated and elected in the same manner as other Directors, shall serve the same term length, shall have full voting privileges, and shall be subject to all fiduciary duties, conflict-of-interest requirements, and ethical standards applicable to members of the Board of Directors.”

“At-Large Directors shall not be eligible to serve in the offices of President or Vice-President of the Corporation.”

Board of Directors' Meeting Agenda - 03/11/2026

Location: SWNHDFMA, 32 Vernon St, Keene, NH
Time: 1900
Zoom details: Meeting ID: 469 507 7818 Passcode: YA2fbV

Introduction of Guests: Don Bliss, MRI

Approval of February 2026 Minutes

Report of Treasury

Budget 2026

Chief’s monthly activity report

Committee Reports:

• By-laws Committee: see attached/proposed bylaw change submitted with last month’s meeting minutes approved.

Regional Training Committee

Public Relations Committee

Old Business:

• Phase 1 and Phase 2 Radio

• Hyland Hill Update

• Mid Station Radio

• Guilford VT paging issues

• East Dover Tower Site

• Temple Mountain

• Interested SWNHDFMA potential new board members

• Annual Meeting Date-Changed to April 29, 2026

New Business:

• Coverage Maps

• Credit Card Update-SWNHDFMA

• Jeep (Surplus)

• Harassment Policy

• NHEDA Conference April

Personnel Issues:

• Need to begin a hiring process for our next two full time members and to augment/complement our part time cadre. BOD to be involved or handle in house?

Correspondence:

Open Discussion:

Adjournment:

Board of Directors' Meeting - January 14, 2025

Directors Present: President March, Vice President Tirrell, Director Bazin, Director Bates, Director Manning, Director Seymour, Director Nelson.

Administration Present: Interim Chief Winn, Executive Assistant Putney

Guests: None

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

A motion was made by Vice President Tirrell and seconded by Director Nelson to approve the minutes of the December,17 2025 meeting, as presented; Motion Passed via unanimous voice vote.

Treasurer’s Report: Last month’s budget was approved with the approval of last month’s minutes.

Coordinator’s Activity Report: Nothing additional to report.

Committee Reports:

• By-Laws Committee – Director Manning had questions about the nomination processes and number of vacancies and how to fill the empty secretary role temp, permanent post annual meeting, the options were discussed but with the unclarity in the by-laws a change needed to be made.
  
  Director Seymore feels confident that the rewording of the election by-laws should be completed by the next meeting. Rewording motion made by Director Seymore and seconded by Director Manning. Motion passed with one in opposition.

• Regional Training Committee – No Report

• Public Relations Committee – No Report

• Finance Committee – E.A. Putney presented the January budget numbers. Director Nelson approved and President March seconded.
  
  Director Manning clarified the status update presented by EA Putney about the ‘FY 24 Audit anticipating a 60 day window to the draft after final submission of documentation.
  
  Vice President Tirrell submitted for comment the Proposal for the taxable non-revolving line or credit from M&T Bank. The board voted to take on the 2500 dollar fee for the LOC approved by Director Bazin and seconded by Director Nelson. Director Manning drew attention to the Legal fee of 1000 dollars which the board acknowledged and approved as well seconded again by Director Nelson.

Old Business: Old Business reviewed as presented by Chief Winn within the meeting agenda packet

New Business: New Business reviewed as presented by Chief Winn within the meeting agenda packet

FCC License renewals: a message was requested to be sent to all members after review showed that historically we took care of this for many departments. The problem is due to the dissemination of information we are not receiving renewals timely or in some cases at all. An Email will be sent to all members to check their FCC status and inform the agency if anything has happened or if renewal is due.

Personnel:

• Hiring committee wanted to clarify that LT Whipple was returning as a per diem employee only

• Vice President Tirrell reports contract negotiations are underway and the proposal for a 1 year contract was received by the membership and under consideration.

Correspondence: As reported in the meeting agenda packet

Open Discussion:

• Director Bazin asked what additional responsibilities our Lt’s have taken on was provided with the following listing:

  -Scheduling and Shift filling
  -Alarm Billing updating of files
  -CAD Administrators
  -Training of New hires
  -Policy Procedures and SOGs
  -Completion of New hire/ training handbook

• President March asked about the ordering of the ZOOM equipment and firewall, was advised to be purchased.

• The board again expressed its dissatisfaction with “I am responding” and how it was sold to them would very much encourage a rep to come speak to them prior to the Annual meeting April 29th.

Next Meeting is scheduled for Wednesday February 11, 2026 @ 1900 hours, to be held at FMA Headquarters

Motion made by Vice President Tirrell and seconded President March to adjourn; Motion passed

Meeting adjourned at 20:53 hours

Respectfully submitted
E.A. Putney

Board of Directors' Meeting Agenda (02/11/2026)

Location: SWNHDFMA
32 Vernon St
Keene NH

Date: February 11, 2026

Time: 1900hrs

Introduction of Guests

Committee Reports:

• By-laws Committee

• Regional Training Committee

• Public Relations Committee

Chief Coordinators Report

Old Business:

• Line of Credit: M&T Bank-Taxable Non-Revolving Line of Credit -Director Tirrell

• Green Mountain Communications-32 Vernon ST

• Windham County Fire Chiefs Meeting

• Windham County Legislative Breakfast

• Lt David Whipple-SNHDFMA

• FCC Licensing Renewals

• Mid Station Radio

• Safety Committee Local 3265

• Annual Meeting April 29, 2026 1700-2100hrs

• Apparatus Showcase

• Eversource

• Parks and Land

New Business:

• Radio System Upgrade-Backhaul costs.

• HAM Radio equipment on SWNHDFMA Sites

• POV and Radio installations-COD sending letter authorizing.

• Gift Account Conversation

Personnel Issues:

Correspondence:

Open Discussion:

Adjournment:

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