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.”