Board of Director's Meeting - December 9, 2015

December 9, 2015 Fire Mutual Aid

APPROVED

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

Board of Director's Meeting - November 11, 2015

November 11, 2015 Fire Mutual Aid

APPROVED

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

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

Board of Director's Meeting - October 14, 2015

October 14, 2015 Fire Mutual Aid

APPROVED

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

Board of Director's Meeting - August 12, 2015

August 12, 2015 Fire Mutual Aid

APPROVED

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

Board of Director's Meeting - June 10, 2015

June 10, 2015 Fire Mutual Aid

APPROVED

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

Board of Director's Meeting - May 13, 2015

May 13, 2015 Fire Mutual Aid

APPROVED

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.

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

* 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.

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