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HomeMy WebLinkAbout2023-07-27 Fire Commission MinutesHAWAII FIRE COMMISSION REGULAR SESSION MINUTES JULY 27, 2023 HAWAII COUNTY BUILDING, COUNCIL CHAMBERS 25 AUPUNI ST., SUITE 1401, HILO, HI CALL TO ORDER AND ROLL CALL Vice Chair Wolf called the meeting to order at 9:00 a.m. Present: Carlene Wolf, Vice Chair Gregory Henkel, Commissioner Corey Luke, Commissioner Shon Magsalin, Commissioner Wesley Mattos, Commissioner Gene Nakashima, Commissioner A quorum was present. Absent: Gerald Kosaki, Chair Also present: Kazuo Todd, Fire Chief Sinclair Salas-Ferguson, Deputy Corporation Counsel Charisse Correa, Secretary PUBLIC STATEMENTS ON AGENDA ITEMS (None) APPROVAL OF MINUTES • Commissioner Henkel motioned to approve the regular and executive session minutes of June 22, 2023. Commissioner Mattos seconded, no discussion, it carried unanimously, and the minutes were approved. FIRE CHIEF'S REPORT Chief Todd highlighted items from the Fire Chief's Report. A detailed report is on file. • Highlights: HFD's promotional ceremony highlighted the achievements of seven personnel who were recognized for their promotions. It was well attended, with about 50 people present. The goal is to do promotions about twice a year and hold a formal ceremony about a month later, which will take place on both sides of the island. Budget: Chief Todd referred to the chief's report and pointed out that it doesn't display comprehensive expenditures for all items. He explained their fiscal year extends into fourteen periods, each month is considered a period and after the year ends there are certain procurement paperwork and things that haven't arrived that were ordered in the year. Essentially, they ended within budget on salaries and wages. • Alternative Funding & Grants: They're continuing with State funding to produce their EMS contract. HFD applied for an additional 12 positions through the new Staffing Hawaii Fire Commission Regular Session Minutes July 27, 2023 Page 2 for Adequate Fire and Emergency Response (SAFER) Grant, however, there has been no communication or response received yet regarding the status of this grant application. There's a 50% likelihood of securing Port Security funding, specifically allocated for a boat. Additionally, the Sayre Foundation has essentially provided the entire funding necessary to acquire a new boat. This project is fully funded, and they are aiming to acquire a second boat by December, which will serve as the primary boat out of Kailua-Kona. All repairs for rescue boat seven have been completed except for the legs, which have been placed on order. The anticipated timeline is for the entire work to be finished by the end of August, and the boat back on the line at the start of September. HFD has successfully concluded one USDA Forest Grant and is currently in the process of finalizing the second one, intended for the acquisition of a brush truck. The bid for the truck has been approved at $177,000, and the procurement process is progressing. They're pushing forward for five additional brush truck acquisitions, with the same specifications. Among these, two trucks are being procured through the Community Development Block Grant (CDBG), having already secured the award, while the remaining three are being sourced from CDBG-MIT. Commissioner Mattos wanted to know the reasoning behind allocating new trucks to volunteer stations. Chief Todd explained that the USDA Forest Service Grant is 100% for volunteers. HFD wouldn't be eligible for it if they didn't have volunteers in the department. Those two grants are almost $400,000 and this year's grant will possibly be half a million. Among the six trucks currently discussed, three are designated for volunteer stations, and three at paid stations. Alternative Funding & Grants (cont.): They're continuing with the Assistance to Firefighters Grant. HFD received about half a million dollars for extractors, which they're in the process of installing. The first purchase went through, and there is anticipation of receiving a substantial shipment of cabinet dryers and washers this month. The finalization of the state lifeguard contracts for Hapuna and Kua Bay from the previous year has been completed. Each of these locations was allocated $100,000. While every effort was made to utilize these funds to their fullest extent, the complete expenditure was hindered due to the delayed allocation of funds. Presently, there's an ongoing initiative to acquire a new lifeguard tower for Kohanaiki by utilizing fair share funds through CIP, which aligns with the expansion of services in that area. Personnel Report: The Fire Captain assessment has been completed, involving a total of seven candidates. These candidates have been evaluated and ranked, although the official ranking will not be released until September. Three potential candidates have been identified for HazMat specialists. Regarding the Fire Safety Specialists, an open competitive recruitment process has taken place, resulting in referred names. There's a likelihood of progressing with the next steps within the coming month. One candidate has been selected for the Fire EMS Recruit position, set to begin on August 1 st, with the next recruit class that is expected to have Hawaii Fire Commission Regular Session Minutes July 27, 2023 Page 3 approximately 25 members. Interviews were completed for the Accountant III position, leading to the promotion of Keiko Furukawa, effective July 16, 2023. Efforts are ongoing to fill her former role as an Accountant I, and concurrently, positions for senior and regular account clerks are also being addressed. Interviews have been conducted for the Clerk III position. The Department of Human Resources (DHR) has referred 56 names for the Water Safety I position. Tentatively scheduled for August, a performance appraisal exercise is in the works. This year, around 10 positions are anticipated to be added to the Ocean Safety division. Commissioner Magsalin wanted to know how many new positions were created since Chief Todd assumed the role of chief. Chief Todd explained he has been working on adding several new positions. He also noted the process of adding new positions has been challenging and time-consuming, often taking around a year to implement even after the funding is approved. Commissioner Mattos referred to the open recruitment for Fire Safety Specialists and Fire Communication Officers and asked who did those jobs before. Chief Todd clarified that the Fire Safety Specialist position was previously nonexistent within the department and Fire Communication Officers are dispatchers. Commissioner Mattos inquired about the rationale behind external recruitment for the Fire Safety Officer position, rather than considering internal promotions. Chief Todd explained that the Fire Safety Officer position falls under HGEA rather than HFFA, and he went on to discuss the challenges with firefighter positions being expensive and the high costs associated with fringe benefits. He pointed out that HGEA positions tend to have a smoother approval process. He noted that Safety Officer Position descriptions already exist within the county system due to the presence of safety officers in other departments. Commissioner Magsalin inquired about the existence of an independent IT section within HFD. Chief Todd clarified that among the positions established last year, one was specifically for an IT role within the fire department. This led to a subsequent conversation about tackling access rights concerns and exploring a cost-effective firewall solution. Commissioner Nakashima stated he hopes HFD gets its Public Information Officer (PIO) position. He expressed concern about the lack of effective communication during emergencies, particularly regarding road closures and fires. Chief Todd stated he's not sure if he will be getting a PIO anytime soon. Commissioner Nakashima advised him to work with the Police Department and Civil Defense. There was further discussion around the challenges with the present methods of information distribution and potential drawbacks of the Nixle/Everbridge alert system due to information overload, making it less effective. Chief Todd emphasized the importance of finding a balance between providing enough information and avoiding overwhelming the public with excessive notifications. Hawaii Fire Commission Regular Session Minutes July 27, 2023 Page 4 • Total Calls for Service: Total calls for the month of June is 2,500, year to date at 15,363, and the estimated number of calls for service at the end of the calendar year is 30,726. • Turn Out Times: Response times have not yet reached the desired level. Chief Todd reported that he is actively working with operations and wants to refine the data presented. • Fire Impacts: Chief Todd reported there were 23 wildland calls in June and about half a million dollars worth of property contents that were lost. • Emergency Operations: ➢ Battalion 1 (East Hawaii): Hikers who had gone missing were successfully located during daylight hours, and no injuries were sustained. A structure fire occurred in Tiki Gardens, which was a total loss. The "Live Like Tre" event occurred at UH Hilo, where they engaged by presenting a static display. A motor vehicle collision occurred, resulting in two individuals sustaining critical injuries and another facing a serious injury. One of the critically injured individuals was transported by air ambulance. ➢ Battalion 2 (West Hawaii): A diver who had gone missing was successfully located and safely brought back to shore using a jet ski. A brush fire incident occurred at Keokea Beach Park, and a separate structure fire took place at Charley's Thai Restaurant. Fortunately, the fire at the restaurant was extinguished by the sprinkler system. • Special Operations: ➢ Haz-Mat: Captain Matt Ho from Makalei C shift secured the second -place position in the HEER unknown sample category of the hazmat competition. The specifications for the new Hazmat 4 apparatus have been successfully finalized. There are upcoming training sessions scheduled for the Continuing Challenge event. ➢ Ocean Safety: Efforts are still underway to develop the class specifications for the WSO V position, which serves as the equivalent of a battalion chief for Ocean Safety. Progress is being made with the recruitment process for Water Safety Officers. The Junior Lifeguard program continues its operations, spanning four different beaches over a span of four weeks, with 25 children per beach per week. In total, as many as 400 kids could potentially take part. The championships are scheduled for this weekend, on the 29th, at Hapuna. Additionally, on the same date, at station 14 in South Kohala, there will be a significant event — the grand acceptance of HFD's new $5 million H125 Airbus helicopter. Hawaii Fire Commission Regular Session Minutes July 27, 2023 Page 5 ➢ Rescue: New tow vehicles are required for rescue companies Station 2 and Station 7. Funding was approved for this fiscal year, and the specifications have been forwarded to facilitate the purchasing process. Specifications for two fire prevention vehicles have also been forwarded. Furthermore, efforts are presently underway to formulate specifications for X-vehicles. Emergency Medical Services: Five paramedic school personnel traveled to Honolulu for psychomotor testing and the final written exams. Concurrently, nine individuals applied for the upcoming paramedic class, set to start on August 16, 2023. HFD continues to grapple with the challenge of paramedic shortages. However, if things progress as intended, the chief estimates that all paramedic positions will be filled by the summer of the following year. Sapphire medication pumps have been deployed and in-service training has been completed. Additionally, this year, they will move on with the procurement of Lucas compression devices — these are the CPR compression chest -mounted devices intended for every medic. The goal is to equip every ambulance with these new devices. Looking ahead, there's a plan to transition some of these devices onto engines, ensuring that engines also possess Lucas compression devices. CPR/AED training has also been successfully conducted, and the EMS Branch is currently in the process of introducing a new CPAP device. Notably, the EMS team provided assistance with standby personnel during the Ironman 70.3 triathlon, where around 1,300 athletes took part in this year's event. Training Services: During the month of June, comprehensive training sessions were conducted specifically addressing lithium -ion battery emergencies. This training aimed to enhance both awareness and proficiency in effectively responding to such incidents. In addition, live fire training exercises were carried out at Pohakuloa Training Area. The team remains diligent in staying updated with EMD, ProQA, and conducting physical exams for personnel. Over time, efforts are being made to align the firefighter medical exams with NFPA 1582 guidelines, which advocate for thorough screening, particularly for cancer and other related factors. However, there are existing challenges in the current implementation of these recommendations. • Volunteer Training Section: The chief's report provides a summary, indicating that the volunteers have been actively responding to calls and engaging in training activities. Fire Prevention: The Fire Prevention Branch had a total of 168 inspections, acceptance, and certificates issued. Both BC Kurashige and Inspector Requelman participated in the NFPA Convention and Expo held in Las Vegas. During the event, they received training covering various aspects such as fire inspections, investigations, code adoption, maintenance inspections, and code enforcement. Hawaii Fire Commission Regular Session Minutes July 27, 2023 Page 6 Auxiliary: ➢ Fire Communications Dispatch Center: The Fire Communication Officer I class is currently in progress with four trainees undergoing didactic and scenario -based training. External contractors were engaged to facilitate the training for new hires. Eight positions have been added with the intention to potentially hire an additional five personnel. Unfortunately, efforts to collaborate with HFFA for uniformed personnel to assist within the dispatch center have encountered multiple setbacks, leading to a temporary pause in progress. In light of this, Chief Todd recently met with DHR to explore alternative strategies concerning supervisory roles. Chief Todd estimates that achieving full staffing levels will likely take a year. To accommodate the situation, existing employees have been moved to the police department, allowing them to operate from that location. Chief Todd expressed his belief that the two dispatch centers should be unified, although previous police administrations have shown reluctance primarily due to concerns related to privacy and confidentiality. He believes that enhanced collaboration would ultimately result in improved community service. Chief Todd also highlighted the importance of co -training and fostering collaboration with the Police Department. Presently, plans are underway to develop Keaau, with approximately 20 acres set aside for this purpose, as presented in the recent future land plan presentation. The new Police and Fire station project includes the potential for a shared training center featuring multiple classrooms. ➢ Mechanic Shop: Chief Todd extended praise to Chief Chadwick for his exceptional performance in attending to matters at the mechanic shop on multiple occasions. ➢ Ordering System: The new ordering system is currently undergoing beta testing, while efforts are also being directed toward the replacement of the previous RMS system. Chief Todd expressed the need for a cloud -based RMS system and is moving forward with EPR Fireworks. This solution will enable comprehensive scheduling and tracking of all vehicle maintenance and repair tasks. ➢ Vehicle Maintenance: They are up to date with records requests and repairs and service calls were completed. Information Technology: Provided IT assistance for EMD and ProQA training. Currently engaged in replacing the projector at Haihai. Addressing the replacement of a malfunctioning vehicle power distribution unit and updating the cellular SIM card. Recently participated in a meeting regarding the new joint communications center. Other Department Highlights: Fireworks Auditor Michael Matsui retired and was celebrated for his 42 years of service to HFD and the community. Hawaii Fire Commission Regular Session Minutes July 27, 2023 Page 7 Goals for the Department: At its last meeting the Fire Commission asked Chief Todd to put together and present his goals for this fiscal year. He reported on department goals: master planning and strategic process completion, vehicle replacement funding advocacy, program budgeting process improvement, policy and procedure overhaul, document classification system reconstruction, fiscal oversight and project completion, and performance audit review and refinement. He also reported his personal goals: executive fire officer program completion, Laserfiche systems training, and holistic project management system implementation. Commissioner Henkel wanted to know about the development of a drone program, he asked if it would be used for Ocean Safety. Chief Todd explained the reason behind proposing the creation of the specialized Air OPS BC position, citing drones as a pivotal aspect of the future. While efforts are underway to form a committee, he emphasized the necessity of having a single individual oversee the initiative. Currently, there are six drones stored in the warehouse, donated by the Sayre Foundation as part of last year's event. Additional funding from the Ironman Foundation has contributed to this endeavor. Among the six drones, two are multi- use, two are equipped with thermal capabilities, and the remaining two are designed for water -based operations, capable of floating and potentially serving Ocean Safety or Rescue needs. The process of appointing personnel and assembling the committee is progressing. Commissioner Luke referred to the chief's goals and expressed his desire to maintain an ongoing focus on the matter of project management. He emphasized the importance of consistently ensuring the availability of necessary resources to effectively excel in this area. As a commission, this is a key topic that requires consistent consideration and discussion. Recess was called at 10:26 a.m., the meeting reconvened at 10:39 a.m. NEW BUSINESS • Correspondence No. 23-02: Salary Commission's inquiry to the appointing authorities concerning proposed salary adjustments for the fiscal year 2023-2024. Vice Chair Wolf thanked Chief Todd for providing responses to the inquiries outlined in the letter from the Salary Commission. She indicated that in order to discuss this matter, the agenda would need to be amended with a two-thirds vote. DCC Salas-Ferguson further explained that the Fire Commission received a last- minute communication from the Salary Commission asking for information. There wasn't enough time to add it to the agenda with proper notice. Under the provisions of the Hawaii Revised Statute, if a situation of this nature arises, an agenda item can be added through an amendment if two-thirds of the commission members, which amounts to six members, are in agreement. If the commission would like to add this to the agenda and address this today, someone could make a motion to amend the agenda, followed by a second, followed by a discussion and a vote. If all six Hawaii Fire Commission Regular Session Minutes July 27, 2023 Page 8 members agree, the commission would then proceed to address this communication from the Salary Commission. Commissioner Luke made a motion to amend the agenda, seconded by Commissioner Henkel. Discussion: Commissioner Henkel asked if it was time - sensitive. Vice Chair Wolf stated time is of the essence. The Salary Commission's next meeting is August 41" and they requested a response by August 2nd. DCC Salas-Ferguson stated that is their internal deadline, but if they don't get it by then, they could get it after the next hearing. He advised that the Fire Commission could start the discussion and defer to the next meeting to continue the discussion. Commissioner Mattos stated he would like to have more time, he wouldn't feel comfortable voting on anything today. DCC Salas-Ferguson explained they wouldn't need to vote on it today, they could just start the conversation. He suggested amending the agenda to start the conversation, do further research, and continue the discussion at the next meeting, but it's up to the commission. Vice Chair Wolf asked if there was any further discussion. There were none. ➢ Ms. Correa called the vote by roll call: Vice Chair Wolf: no, Commissioner Henkel: yes, Commissioner Luke: yes, Commissioner Magsalin: yes, Commissioner Mattos: no, Commissioner Nakashima: no. The motion failed and will be added to next month's agenda. EXECUTIVE SESSION (CLOSED TO THE PUBLIC) Commissioner Henkel motioned to meet in executive session to discuss the evaluation of the fire chief, where matters affecting privacy will be involved, and for the purpose of consulting with the commission's attorney on questions and issues pertaining to the commission's powers, duties, privileges, immunities, and liabilities pursuant to HRS Sections 92-5, (a)(2)(4)(6) and the Hawaii County Charter 13-20 (b). Commissioner Luke seconded, with no discussion, and it carried unanimously. Executive session convened at 10:49 a.m. Motion to reconvene open session was made by Commissioner Luke, seconded by Commissioner Henkel, with no discussion, and it carried unanimously, open session reconvened at 11:28 a.m. DCC Salas-Ferguson announced the Fire Commission discussed their powers, duties, and privileges relating to the evaluation of the chief and the requirements of the Sunshine Law. No action was taken on either item of discussion. ANNOUNCEMENTS Vice Chair Wolf announced the commission's next monthly meeting is scheduled for August 24, 2023, at 9:00 a.m., at the West Hawaii Civic Center, Building A, Council Chambers, 74-5044 Ane Keohokalole Highway, Kailua-Kona, HI. Hawaii Fire Commission Regular Session Minutes July 27, 2023 Page 9 ADJOURNMENT The meeting adjourned at 11:31 a.m. SUBMITTED BY: CHARISSE CORREA, SECRETARY APPROVED BY: GERALD KOSAKI, CHAIR