Board of Director’s Meeting - June 8, 2016

APPROVED

DIRECTORS PRESENT President Ken March, Treasure Chris Liller, Secretary Ted Tillson, Chief Phil Tirrell, Directors Jay Wilson, Harry Nelson, Ed Walker, Tom Goddard, Harry Boynton, and Real Bazin

The meeting was called to order at 1905 hours.

GUEST None

MEETING MINUTE A motion was made by Director Wilson, seconded by Director Goddard and unanimously voted by the board members present to accept May 2016 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 Liller 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 May 12, 2016 through June 8, 2016 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 to report

• Regional Training Committee – There was a discussion about having Dr Harry Carter come on September 24th to conduct a training seminar.

• Public Relations Committee – Nothing to report

OLD BUSINESS

• The second letter to the Town of Charlestown for payment has been drafted was reviewed by Attorney Prigge. The Board agreed to move forward with procuring back payment.

• Chief Tirrell discussed some ways to reduce the excessive radio usage. By adding an additional frequency to Highland Hill tower (TAC 1) responders could talk back to dispatch while the dispatcher is transmitting on 415. The cost to make this happen is $51,00.00 which would come from the capital reserve funds already established. There was some discussion related to how this would work along with the pros and cons. Director Goddard made a motion to spend up to $51,000.00 to install the Daniels equipment which will allow talk back capabilities. Second by Director Boynton and unanimously voted by the board members present to accept the motion. Motion Passed.

NEW BUSINESS

• Election of Board officers, o President – Ken March was nominated by Director Goddard and second by Director Boynton and unanimously voted by the board members present to accept Ken March as President. Motion Passed o Vice President - Harry Boynton nominated by Director March and second by Director Goddard and unanimously voted by the board members present to accept Harry Boynton as Vice President. Motion Passed o Treasure – Chris Liller nominated by Director Nelson and second by Director Boynton and unanimously voted by the board members present to accept Chris Liller as Treasure. Motion Passed o Secretary – Ted Tillson nominated by Director Liller and second by Director Nelson and unanimously voted by the board members present to accept Ted Tillson as Secretary. Motion Passed

PERSONNEL ISSUES - None

CORRESPONDENCE – None

OPEN DISCUSSION Director Bazin stated Westminster is still having issues with Golden Cross Ambulance not being on the proper radio frequency. Chief Tirrell with follow up

The meeting was adjourned at 2020.

Respectfully Submitted,

Ted Tillson, Recording Secretary

Board of Directors Meeting - May 11, 2016

APPROVED

Directors Present: President Ken March, Treasurer Chris Liller, Chief Phil Tirrell, Directors Tom Goddard, Curt Barnes, Harry Nelson, Jay Wilson, Real Bazin, and Harry Boynton.

The meeting was called to order at 1900 hours.

Guest: None

Meeting Minute: A motion was made by Director Goddard to accept the minutes of the April 2016 Annual Meeting. The motion was seconded and passed.

A motion was made by Treasurer Liller to accept the minutes of the March 2016 Board of Directors meeting. The motion was seconded and passed.

Treasurers Report: Chief Tirrell provided a detail report on where we are financially with the operational budget and the radio repair shop. A motion was made by Treasurer Liller and seconded by Director Goddard to accept the treasurers report. Motion passed.

Coordinators Report: Chief Tirrell presented his monthly report of activities for the period of March 10, 2016 to May 9, 2016 that are above the normal day to day operational activities. A motion was made by Director Nelson and seconded by Treasurer Liller to accept the Coordinators report. Motion passed.

Committee Reports:

By-Laws Committee: Nothing to report.

Regional Training Committee: Planning to have Dr. Harry Carter do a seminar on September 24th.

Public Relations Committee: Nothing to report.

Old Business:

The annual meeting was well attended in spite of the number of brush fires going on at that time. Commissioner Finn did an excellent presentation about the Beacon Street fire in Boston. The certified letter sent to Charlestown in regards to money owed to SWNHDFMA has been picked up with no response from Charlestown. It was the general consensus of the board to push forward in an effort to recover the money owed. The health insurance issue is still not resolved with Local 3265.

New Business: The high amount of brush fires in recent weeks has kept dispatch extremely busy. They are to be commended for the outstanding performance during those extremely busy times. Chief Tirrell continues to work with Vermont Yankee in obtaining surplus equipment for the system and members as a result of the plant closing.

Personnel Issues: The board went into Executive Session to discuss.

Correspondence: None

Open Discussion: There was discussion about excessive and incorrect radio use. Some ideas for resolution were discussed and will be revisited for further discussion.

The meeting was adjourned at 2030.

Respectfully submitted, Harry Boynton, Acting Secretary

2016 Annual Meeting - April 20, 2016

APPROVED

The annual meeting of the Southwestern New Hampshire District Fire Mutual Aid System was called to order at 20:17 by President, Ken March. The Pledge of Allegiance was followed by a moment of silence in memory of our fallen members.

President March introduced the members of the Board of Directors who were in attendance: President Ken March, Vice-President David Chamberlain, Treasurer Chris Liller, Harry Boynton, Thomas Goddard, Real Bazin, Jay Wilson, Daniel Eaton, Harry Nelson, Curt Barnes and Chief Phil Tirrell. He also introduced special guests including retired dispatchers Deputy Bonnie Johnson, Walt Kesek and Win Wright.

Deputy Redin read the roll call which showed 37 departments represented.

Treasurer Ted Tillson was absent from the meeting. President March explained that the meeting minutes from 2015 were posted on the website and they were accepted as posted by unanimous vote by the members present.

The 2016 treasurer’s report was read by Treasurer Chris Liller and unanimously voted by the members present to accept the meeting minutes as read.

Chief Tirrell presented the following awards. Deputy Joe Sangermano, Retired Deputy Bonnie Johnson, Lieutenant Kevin Kennedy and Dispatcher Ashton Nyre were all recognized with outstanding attendance. Joe Sangermano was presented with a certificate of appreciation for his service to the administration. Tom Redin was presented with a certificate for outstanding service to dispatch operations. Kevin Kennedy was recognized for ten years of service. Dale Paquin was recognized for 20 years of service. Mike Tkaczyk, Tom Redin and David Chamberlain were presented with certificates of appreciation for their service to the board of directors. Ken March presented Chief Tirrell with an award for 30 years of service to SWNHDFMA.

Chief Tirrell’s coordinator’s report covered the following: • Introducing all of the staff (Officers, dispatchers and radio technicians) • RERP Grants for capital improvements $40,775, which will be used to link us to Capital Area to set up a backup for dispatch • Simulcast system is still up and running with many radio sites and a full backup • Regional training seminars-if you know of anyone you would like to come to talk to our system, let Phil Tirrell or Tom Redin know. This year we have Boston Fire Commissioner Finn • Building Renovation-The upstairs kitchen is in progress, Server upgrades are completed, IT/radio room is in progress • Building Use-Currently being used for EMT testing, Firefighting training, Forest Fire Wardens Training, Federation of Forest Wardens Association, New Hampshire Emergency Dispatchers Association Training, APCO Courses. If you would like to use the building, feel free to ask • Social Media-We utilize our website, facebook and twitter and have many followers. If you have something you would like posted to those, please forward it to Tom Redin or dispatchers@firemutualaid.com and we will be sure to get it posted • Text Alert Programs-Some departments are using Firefighter Response Systems, I Am Responding or Spotted Dog. This should not be your primary source of notification

Both Deputy Chiefs Redin and Sangermano discussed the following items: • Town liaison- All towns have a liaison in the dispatch center, if you do not know who your town has, please ask. • CAD program-We update this often twice a month. • Digitize alarms-We currently have 305 customers. This generates $76,600 of income per year. Encourage home owners and businesses in your area to have their alarms monitored by us. Fire departments can have their alarm monitored by us at no additional charge. • Communication training-We have a program we can put on for your department, please contact us to schedule a time. • Address updates and phone numbers-Please contact us at least once per year with updates to fire department officer lists, phone numbers and email addresses. • CAD text messaging-There is a few different people able to set this up but it does take some time. Please remember this is NOT to be used as a primary notification system for calls. Do not respond on text messages only. • EM Live • MDC Codes • Radio Traffic-Please try to limit radio communication to chief officers or first on scene. We do not need to hear from every member individually. Please try to use mobile radios; portables often do not make it to us. Please go to your assigned TAC channels and don’t use the main dispatch frequencies for communicating between the units on scene. Please do not use one way transmissions. • Premise names and site info-We can program in addresses of certain landmarks or businesses that callers might use when calling in an incident. We can add information such as medical info, safety info, lock box codes etc into the CAD to relate to responding units. • Runcards/master inventories-please keep these up to date at least once per year. Let us know about any specialty equipment your department has that others around you may want to utilize.

President March’s report on Board Activities: • Board of Director Meetings are held the 2nd Wednesday of every month at 1900 at Headquarters. • This past year the BOD made the decision per RSA 154:30d to limit any future members to dispatched only members. Current non-dispatched members are grandfathered. • Renovations are ongoing

New Business Director Harry Boynton of the Nominating Committee reported that four board members (Tom Goddard, Harry Nelson, Chris Liller and Curt Barnes) are standing for re-election. Also, member David Chamberlain is stepping down as of this meeting. The nominating committee presented a slate of Tom Goddard, Harry Nelson, Chris Liller, Curt Barnes and Ed Walker. There were no nominations from the floor. A motion was made by Dan Eaton, seconded by many, to cast one vote by the temporary secretary to accept re-electing the above board members and unanimously voted to accept the nominations as directors by the members present.

There will be a part time dispatchers hiring process starting in the fall of 2016.

The meeting adjourned at 21:17.

Respectfully Submitted,

Kassie Lunderville Dispatcher 6 (in place of Ted Tillson, who was absent)

Board of Director’s Meeting - March 9, 2016

APPROVED

DIRECTORS PRESENT President Ken March, Vice President Dave Chamberlain, Secretary Ted Tillson, Chief Phil Tirrell, Directors Curt Barnes, Harry Boynton, and Real Bazin

The meeting was called to order at 1905 hours.

GUEST None

MEETING MINUTE A motion was made by Vice President Chamberlain, seconded by Director Barnes and unanimously voted by the board members present to accept February 2016 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 Barnes 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 February 11, 2016 and March 9, 2016 these activities are above the normal day to day operational activities. A motion was 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 – Nothing

• Regional Training Committee – Deputy Redin is working on arrangements to have a guest speaker, at the annual meeting in April at 1830 hours, Commissioner Joseph Finn from Boston Fire Alarm, the subject MAYDAY.

• Public Relations Committee – Chief Tirrell has been meeting upon request with Town Boards of Selectmen to discuss the 2016 budget. It was suggested the BOD hold an open house with Town Boards of Selectmen in October to advise the Selectmen what the budget covers.

OLD BUSINESS

• SWNHDFMA annual meeting will be held on April 20, 2016, apparatus showing from 1730 to 1830, guest speaker 1830 to 1930, annual meeting will start at 1930 hours.

• On March 1, 2016 Chief Tirrell meet with Dale Girard of Golden Cross Ambulance service to discuss radio procedures, and asked that Golden Cross switch to the proper tactical frequency, this way departments can communicate directly with the ambulance which is responding.

• A second letter to the Town of Charlestown for payment has been drafted and will be sent out within the next few days.

• On March 3 Chief Tirrell met with Brandon Adams of the NHRS for an Audit. The audit unveiled a few minor items which need to be fixed (items in the wrong category) which need to be moved.

• The 2014 Audit has been completed by Paul Mercier and given to Chief Tirrell for signatures.

NEW BUSINESS

• The Health insurance for employees for the next cycle will not be available to purchase. This has been discussed with the employees and options have been presented to everyone.

• Chief Tirrell has been working with Vermont Yankee to obtain surplus equipment for the down grade.

• President March asked the BOD if anyone would like to be on the Nominating Committee, we have four Board members up for re-election, Directors Tillson, Boynton, and President March volunteered. The members up for re-election are Director Goddard, Director Liller, Director Nelson, and Director Barnes.

PERSONNEL ISSUES - None

CORRESPONDENCE – None

OPEN DISCUSSION Vice President Chamberlain stated to the Board he will be resigning from the Board as of April 20th 2016. Vice President Chamberlain stated he does not have the time to commit any more, he stated it has been a pleasure working with everyone.

The Board thanked Vice President Chamberlain for his time and contribution to the Board.

The meeting was adjourned at 2020.

Respectfully Submitted,

Ted Tillson, Recording Secretary

Board of Director's Meeting - February 10, 2016

APPROVED

DIRECTORS PRESENT President Ken March, Vice President Dave Chamberlain, Treasure Chris Liller, Secretary Ted Tillson, Chief Phil Tirrell, Directors Curt Barnes, Tom Goddard, Harry Nelson, Jay Wilson and Real Bazin

The meeting was called to order at 1905 hours.

GUEST None

MEETING MINUTE A motion was made by Director Goddard, seconded by Vice President Chamberlain and unanimously voted by the board members present to accept January 2016 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 Vice President Chamberlain, 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 January 14, 2016 and February 10, 2016 these activities are above the normal day to day operational activities. A motion was made by Vice President Chamberlain, 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 - Deputy Redin is working on arrangements to have a guest speaker from Boston Fire Department, the subject MAYDAY. The speaker would speak at the annual meeting in April at 1800 hours.

* Public Relations Committee - Nothing

OLD BUSINESS

* Chief Tirrell stated the license for KCF415 which Cheshire County is listed on the license will be turned over to SWNHDFMA. The commissioners signed an MOU to turn it over.

* Chief Tirrell discussed the retirement party for Deputy Chief Johnson it was well attended and went well.

* The second letter to the Town of Charlestown for payment has not been sent out yet, Chief Tirrell is waiting on the audit report from 2014 to be sent to him from the auditor before sending out the letter.

NEW BUSINESS

* The Health insurance for employees for the next cycle will not be available to purchase. This has been discussed to the employees and options have been presented to everyone.

* A question was asked how much have we saved on heating the new building since the renovation, between 2014 and 2015 we saved $6,000.00 on heating cost by the upgrades.

PERSONNEL ISSUES - None

CORRESPONDENCE - None

OPEN DISCUSSION - None

The meeting was adjourned at 2010.

Respectfully Submitted,

Ted Tillson, Recording Secretary

Board of Director's Meeting - January 13, 2016

APPROVED

DIRECTORS PRESENT President Ken March, Vice President Dave Chamberlain, Treasure Chris Liller, Secretary Ted Tillson, Chief Phil Tirrell, Directors Curt Barnes, Dan Eaton, Harry Nelson, Jay Wilson and Real Bazin

The meeting was called to order at 1905 hours.

GUEST None

MEETING MINUTE A motion was made by Vice President Chamberlain, seconded by Director Liller and unanimously voted by the board members present to accept December 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 Liller, seconded by Director Wilson, 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 December 10, 2015 and January 13, 2016 these activities are above the normal day to day operational activities. A motion was made by Vice President Chamberlain, 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 - Nothing

OLD BUSINESS

* Chief Tirrell discussed the license for KCF415 which still has Cheshire County listed on the license. Chief Tirrell met with the County Administrator and the Sherriff which they were good with turning over the licenses. However the County Commissioners must vote on turning over the licenses, they are meeting this week.

* 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.

* There was a discussion regarding the Town of Charlestown paying their share of the 2015 assessment. The Board of Directors unanimously agreed to send out a second letter to the Town of Charlestown.

NEW BUSINESS

* The annual meeting will be held on April 20, 2016 at the Best Western in Keene NH, a show of apparatus at 1730, followed by training at 1800 to 1900 hour. Meeting will start a 1900 hours. Vice President Chamberlain will contact Deputy Redin for contact info for quest speakers.

* Town assessments have been mailed out to all communities, using the flat rate of 6% which was voted on by the Board during November 2015 meeting.

PERSONNEL ISSUES - None

CORRESPONDENCE - The NewBrook Fire & Rescue sent a letter of Commendation for Chief Tirrell and all Dispatchers for an outstanding job with the gas leak in Keene in December.

OPEN DISCUSSION - There was a discussion on Spotted Dog and IAM Responding and how to handle the growing demand of members who would like to use these types of system. No solution at this time.

The meeting was adjourned at 1955.

Respectfully Submitted,

Ted Tillson, Recording Secretary