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Home My WebLink AboutCOM 0733.003 2020-2022 County of Hawaii (wrier ,f Office of the County Auditor •, County Auditor 120 Pauahi St., 309 i v ; County of Hawaii Hilo, HI 96720 Office of the County Auditor F 808.961.8905 Ph 808.961.8386 www.hawaiicounty.gov April 18, 2022 Maile Medeiros David, Council Chair and r j Members of the Hawaii County Council Hawaii County Council 25 Aupuni Street Hilo, Hawai'i 96720 -- RE: Hawaii Fire Department Performance Audit Presentation Aloha Chair David and Council Members: The Office of the County Auditor has prepared a PowerPoint Presentation to summarize the results of our Hawaii Fire Department Performance Audit Report No. 2022-02 dated March 21, 2022. 1 will be available to answer any questions at the Parks and Recreation and Public Safety Committee Meeting on April 19, 2022. Please contact me at 961-8386 if you have questions. With Aloha, Tyler J. Benner County Auditor Enclosures Comm. No. Ref. Date APR 19 2022 Hawai`i County is an Equal Opportunity Provider and Employer r � HAWAVI FIRE DEPARTMENT County of Hawaii Office of the County Auditor AIRF tiA PERFORMANCE AUDIT r Report No.,2022-02 L� � March 21, 2022 County of Hawai'i _ 0L.tO , Office of the County Auditor �y r k ¢ 120 Pauahi St.,309 Hilo. HI 96720 ❑ _ +' Ph 808.961.8386 ■ www.hawaiicountv.aov OBJECTIVES • Is the Hawaii Fire Department internal control system suitably designed and operating effectively to ensure compliance with applicable laws, National Fire Protection Association (NFPA) standards,and County policies and procedures? • Is the Hawaii Fire Department internal control system suitably designed and operating effectively to deliver an array of fire protection services adequately? • Evaluate key performance indicators such as demand for services, best practices, public expectations, and outcomes to determine if current resources contribute or limit department success? Has the department established adequate internal controls to ensure applicable operational procedures were completed and adequately enforced? SCOPE & METHODOLOGY To accomplish our objectives, we: Interviewed: Conducted Site Visits: Reviewed: • Management Team: • All 20 career fire stations Industry standards • Fire Chief • Deputy Fire Chief • All 18 volunteer stations Policies • Assistant Chief's I & II • Accountant IV • Apparatus stored at volunteer residences Procedures • Training Team: Mechanic Shop Rules • Battalion Chief • Onsite staff at the training center • Warehouse Regulations • Volunteer training captains • Training Bureau Standard Operating Guidelines • Chief Mechanic • Admin Staff • Schedules • Warehouse Battalion Chief • Timesheets • Volunteer Coordinator • Expenditures • On shift staff at each station (unless responding to an emergency) HIGHLIGHTS The men and women of the Hawaii County Fire Department are a passionate staff who are invested in the goal of protecting the life and property of those who live and visit the island. Dot 1 r I x: LL WHAT KEEPS HFD UP AT NIGHT? ADMINISTRATION Chief Mechanic • Staying operationally ready ` We have too much work • Employee safety enroute to a .- infront of us response .f • Employee safety initial - We have to choose vehicles engagement on a structure fire that might break or the ones • Employee safety initial that are already broken engagement on a wildland fire down We are just surviving TRAINING BUREAU STATION COMPANIES VOLUNTEERS f I R • We don't report a lot of issues 'Al pop A • We lack guiding documents p We are very limited in where we �� ti�ol • We lack training facilities because only the easy items get can deploy with the gear we have • We lack the time and budget to fixed • We lack emergency planning �� effectively train • We lack placement in the Epp organization �O1 8 Masterplan WHAT WE RECOM MEND Incorporate CFAI FinancialUpdat Volunteers Accreditation Set aside hours for training Address isolated _ Fraud Waste & Procedures Vehicles Plan Stewardship Abuse & Profile Facilities Add a Relief Pool workorder Master List Masterplan elements include: 1) Current Conditions 1) 2) Insurance Services Organization (ISO) • 2) SWOT Analysis Community Fire Service Performance 1) DEVELOP A MASTERPLAN • Mission, Vision, Values • Public protection • Governance and • 2) Community Risk Review Structure (Community Risk Analysis) • Organization Design • Performance • Organization Structure • Prevention Cause and Condition • Service Area • Personnel Without a master plan, HFD's strategic plan loses its purpose, and the • Budget and Finance • Training vision diminishes overtime. • Professional Development • Training Manual Effect 1) Management Components • Training Administration Stakeholders who cannot clearly see the vision, do not understand why it • 2) Strategic Planning is important. • 2) & Documents, Processes • 2) & lRecord Keeping and documentation Recommendation • .Staffing We recommend HFD develop a master plan. • Service Delivery and Performance • 2) Standards of Cover • Support Programs • Prevention What would cause recommendation to fail: • EMS Systems • HFD develops masterplan without the Department of Finance • 3) Capital Assets and Improvement Programs • HFD does not develop the masterplan with its field employees • 5) Facilities feedback • 5) Capital Replacement Planning • HFD tries to incorporate too much (unreasonable within the timeline) • 3) & ehicle Profiles • HFD is not held accountable for deliverables in the accompanying • 3) &11ehicle Life and Replacement Plan strategic plan Future Delivery Systems WHAT IS CFAI ACCREDITATION? 2) PURSUE CFAI ACCREDITATION Cause and Condition HFD was unable to commit ongoing resources to achieve accreditation. Z Effect HFD is not proactively developing internal methods to improve service rift] delivery in the communities it is expected to serve and protect. We recommend HFD work toward CFAI accreditation as reported in their Hawai'i Fire Department Strategic Plan 2015-2020. Pursing the m accreditation process will serve as the foundational building block to help HFD meet the department's performance, mission, and public expectations. What would cause recommendation to fail: • HFD takes a sprint approach rather than a marathon • HFD does not adapt its operations while trying to obtain the designation HFD gets too far into the process before understanding the accrediting Kingman Fire Department CFAI Accreditation -ISO Rating 1-YouTube • bodies expectations Power B °lease sign in to view this report Sign-In View in Power BI https://www.firerescuel.com/fire-chief/articles/auditor-overtime-is-no-longer-cheaper-than-hiring firefighters-d6ReHrEXUTghRgMb/ _ w r Questions? County of Hawaii Office of the County Auditor M We wish HFD much success in implementing our recommendations Mahalo Report No. 2022-02 Ldp March 21, 2022 ' •--iii County of Hawai i o Viso Office of the County Auditor r k { 120 Pauahi St.,309 Hilo, H1 96720 , Ph 808.961.8386 VV www.hawaiicountv.aov