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: