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HomeMy WebLinkAbout2023-08-24 Fire Commission Minutes HAWAII FIRE COMMISSION REGULAR SESSION MINUTES AUGUST 24, 2023 WEST HAWAII CIVIC CENTER, BUILDING A, COUNCIL CHAMBERS 74-5044 ANE KEOHOKALOLE HWY., KAILUA-KONA, HI CALL TO ORDER AND ROLL CALL Chair Kosaki called the meeting to order at 9:00 a.m. Present: Gerald Kosaki, Chair Carlene Wolf, Vice Chair Gregory Henkel, Commissioner Corey Luke, Commissioner Shon Magsalin, Commissioner Wesley Mattos, Commissioner Gene Nakashima, Commissioner A quorum was present. Also present: Darwin Okinaka, Assistant Chief Ian Chadwick, Assistant Chief Suzanna Tiapula, Deputy Corporation Counsel Charisse Correa, Commission's Secretary Lauren Williamson, Chief's Secretary PUBLIC STATEMENTS ON AGENDA ITEMS • Natalie Reynolds came before the commission and introduced herself as having family members in the police and fire departments and discussed the importance of first responders and funding for them. She expressed her concern about recent fires and inquired about the island's firefighting aircraft capabilities and plans for improving fire boats and rescue equipment. She suggested increasing the budget for the fire department and emphasized the importance of education. She expressed her personal responsibilities and desire to help ensure the safety of the community, and to take measures so we don't face the same catastrophe that happened in Maui. Commissioner Mattos expressed his ongoing concern about equipment issues within the department. Specifically, he mentioned that there had been a lack of a rescue boat for two years, and the existing equipment was deteriorating. He received photos from personnel illustrating the deterioration of this equipment. Commissioner Mattos expressed that he had intended to inquire with the chief about his plans for improving the quality of equipment on their side of the island and while the chief had acquired new brush trucks, they were for the volunteers. Commissioner Mattos acknowledged the validity of her concerns and expressed hope that the other commissioners would also address these problems. He had intended to discuss these issues with the chief at the meeting, but unfortunately, the chief wasn't present. Hawaii Fire Commission Regular Session Minutes August 24, 2023 Page 2 Commissioner Henkel shared that about 20 years ago in lower Puna he lived adjacent to a big state acreage, that faced a wildfire. He recounted being impressed by the firefighting operations at that time. The response involved setting up a pool in his neighborhood, with tanker trucks filling it with water. Additionally, a large helicopter, possibly Chopper One, scooped water from the pool to contain the fire, along with the use of bulldozers. He emphasized that the changing environmental conditions, such as climate change and increased fuel sources, along with the potential for high winds, would render the same firefighting approach ineffective today. He suggested that individuals in neighborhoods consider discussing the creation of firebreaks around their homes or communities as a proactive measure. He proposed the need to increase the budget for firefighting equipment. He even suggested exploring the possibility of borrowing equipment from the National Guard, specifically the large tanker planes. Commissioner Magsalin discussed an article titled "Hawaii Has Long Shortchanged Wildfire Protection" from Civil Beat. She feels the fire chief is doing a good job and further stated there are a lot of things that still need to be addressed. Additionally, she mentioned the Mayor's commendation letter, which recognized the Hawaii Fire Department's response to the recent fires. Commissioner Luke joined the meeting at 9:12 a.m. APPROVAL OF MINUTES Chair Kosaki raised questions before the approval of the meeting minutes because he had not been present at the previous meeting. Since Fire Chief Todd couldn't attend the meeting, Chair Kosaki suggested that they call the chief and put him on speakerphone. This would allow the chief to answer the questions he had, especially if the assistant chiefs present were unable to provide the necessary information. Secretary Williamson facilitated this process by conveying the questions to the chief for his response. Chair Kosaki asked for clarification regarding the promotion ceremony, brush trucks being allocated to paid and volunteer stations, State lifeguard contracts and funding, acquiring a lifeguard tower for Kohanaiki, and the open recruitment process and duties for the Fire Safety Specialist position. Commissioner Magsalin mentioned that these matters had already been addressed during the previous meeting. She expressed concern that if all absent members attempted to clarify issues from the minutes, it would lead to an abundance of questions and potentially prolong the meeting. She proposed establishing a procedure for situations when the chief is absent and when members are not present to receive the full context. Commissioner Magsalin suggested that continuing in this manner would make the meeting lengthy and recommended moving forward to the main agenda. • Commissioner Henkel motioned to approve the regular session minutes of July 27, 2023. Commissioner Luke seconded, no discussion, it carried unanimously and the minutes were approved. Hawaii Fire Commission Regular Session Minutes August 24, 2023 Page 3 • Commissioner Henkel motioned to approve the executive session minutes of July 27, 2023. Commissioner Luke seconded, no discussion, it carried unanimously and the minutes were approved. FIRE CHIEF'S REPORT Assistant Chief Darwin Okinaka highlighted items from the Fire Chief's Report, a detailed report is on file. • Highlights: HFD recently received a new H125 Airbus helicopter as a donation from the Daniel Sayre Foundation, with a blessing ceremony held on July 29th. Currently, they are conducting pilot training and developing a training program for all station personnel. In addition to this, HFD successfully completed its first Junior Lifeguard Program since the onset of COVID-19. He expressed gratitude to various organizations and individuals, including Ocean Safety personnel, the Alex and Duke De Rego Foundation, the Daniel R. Sayre Foundation, Councilmember Rebecca Villegas, Olukai, and the Hawaii Lifeguard Association, for their valuable support in these endeavors. • Budget: AC Okinaka provided a fiscal year 2023-2024 update, stating that the adjusted appropriation for salaries and wages is $40,379,243. As of now, year-to- date expenditures amount to $4,778,266.20, representing 11.83% of the allocated budget, with a target of 12.5%. For the OCE budget, it stands at $6,370,972.15, with year-to-date expenditures totaling $1,078,243.68. The State grant awards for the fiscal year 2024 are pending for EMS, Hapuna, Kua Bay, and Kekahakai State Park. Chair Kosaki inquired about USDA Forest Service Grants and whether they were intended for volunteers. AC Okinaka clarified that these grants are typically for volunteer firefighters and have been used to purchase equipment and provide training in the past. Recently, they have also been used to acquire brush trucks. Chair Kosaki asked whether there was a matching fund requirement from the department or the county for these grants. AC Okinaka indicated that he was unsure about any matching fund requirements. Assistant Chief Chadwick added that he wasn't directly involved in USDA Grants but could speak to the SAFER (Staffing for Adequate Fire and Emergency Response) and AFG (Assistance to Firefighters Grant) programs. He mentioned that they're constantly in pursuit of alternative funding. Commissioner Henkel confirmed that only County Council could raise the budget and asked if HFD could prepare requests for increased services and what would be required to meet the growing demand. AC Okinaka responded by explaining that HFD already engages in this process annually. They submit requests for increased services along with supplementary requests as part of their budget planning. Hawaii Fire Commission Regular Session Minutes August 24, 2023 Page 4 There was further discussion regarding conditions in the Waikoloa area, with an emphasis on the strong winds in that area. It was noted that in the village, many homes have extensive grassy areas near them, which could pose a significant risk if a bushfire were to occur, potentially spreading to the homes. Chair Kosaki noted that conversations have taken place with the association about the possibility of establishing firebreaks around these homes. These firebreaks could involve the use of materials like gravel or mulch to create barriers that would slow down or inhibit the progress of a fire if it were to approach the area. • Budget (cont.): HFD was awarded the Assistance to Firefighters Grant (AFG) which was for washers/extractors. • Deputy Fire Chief Initiatives: AC Okinaka mentioned that the chief's report includes a list of revised policies and procedures. Many of these revisions have already been forwarded to the union for their final review and input. Commissioner Magsalin inquired about the process for monitoring whether all employees have read the completed policies and procedures. AC Okinaka explained that HFD uses a web-based program called Vector or Target Solutions for its online training courses. This system automatically records and tracks training progress. When important materials or documents need to be distributed within the department, they are assigned to specific personnel electronically. These individuals then read and electronically acknowledge receipt of the materials, allowing for efficient tracking and record-keeping. • Personnel Report: There were no Fire Rescue Specialist vacancies, so the assessment center has not been scheduled. One Fire/EMS Recruit was hired but resigned after a few days. Currently, preparations are underway to send out letters of interest and provide a realistic job preview for the Fire Communications Officer I position. Effective August 1st, a total of 18 Fire Fighter Recruits were hired, one candidate resigned due to injury. Another candidate was subsequently hired on August 7t". Interviews were scheduled for the Accountant I/Professional Trainee positions. The selected candidate for the Senior Account Clerk declined the job offer, while the second candidate did not respond to the formal offer. Consequently, a new recruitment process was initiated, pending referred names from DHR. Account Clerk, Kaila Kaaihue was hired, effective September 1st. On August 21st, a PAE was conducted for Water Safety I positions, with 27 candidates expressing interest, 15 showed up for the evaluation, and nine candidates will be interviewed. Allocation of 10 positions for Fire Communications Officer II and two positions for Fire Communications Officer I, effective July 16, 2023. Two positions for Fire/EMS Specialist I were reinstated to Fire Fighter status, effective June 16, 2023. On August 1st, an orientation was held for the 18 Fire Fighter Recruits and one Fire/EMS Recruit. Hawaii Fire Commission Regular Session Minutes August 24, 2023 Page 5 • Total Calls for Service: For the month of July, HFD received a total of 2,540 calls, of those calls, 72% were related to rescue and EMS. Looking ahead, the projected number of calls for the year 2023 is expected to reach 31,000. • Fire Impacts: For the month of July, there were 26 wildland fires, 49 acres burned, 7 structure fires, and other fires are at 78. • Emergency Operations: o Battalion 1 (East Hawaii): There was a brush fire on Kamaoa Dr., approximately 42 acres burned, with no injuries or fatalities. There was a structure fire in Leilani Estates, with no injuries, or fatalities. o Battalion 2 (West Hawaii): Boat in distress off the shore of Anaehoomalu Bay, no injuries. There was a structure fire on Kahako PI., the house was fully engulfed, with no injuries or deaths. There was a brush fire in Puuanahulu, on Highway 190, near the 20-mile marker (on the S turn). • Special Operations: o HazMat: Planning for Chemical Safety Days tabletop exercise and functional training for chlorine response. Three personnel are attending the Hazmat Continuing Challenge in Sacramento. o Ocean Safety: WSO I Recruitment PAE scheduled for August 21st, with interviews to follow. Junior Lifeguard Program completed Championships at Hapuna Beach in July. Rescue Watercraft Operator training recruitment continues and the tentative schedule for training will be between September and October. o Rescue: Rescue Boat 7 (Radon) transom and drive legs work has been completed. However, when it started running, an issue was discovered with the saltwater pump. The new boat build for Kailua, funded by the Daniel R. Sayre Foundation is continuing. Commissioner Mattos expressed concern that this situation has been ongoing for two years. At the previous meeting, he was told that it would be on line by September 1 st. AC Okinaka clarified that this timeline was established before the discovery of the control issue and the current problem with the saltwater pump. September 1 st was the originally anticipated completion date, but he received a call on Saturday regarding the saltwater pump issue. There was further discussion between AC Okinaka and Commissioner Mattos regarding the boat. Commissioner Mattos stated it was sitting outside of the station for two years, without it being started up, which is likely the reason behind the current issues it is facing. Hawaii Fire Commission Regular Session Minutes August 24, 2023 Page 6 • Support Services: o Emergency Medical Services Branch: EMS personnel participated in a wellness program at the West Hawaii Civic Center in Kona. Fire Medical Specialist III K. Kanae was involved in the pre-delivery inspection of a helicopter in Carlsbad, California. HFD's most recent paramedic class successfully graduated. Paramedic preparation courses for July included sessions on autopsies, benefiting both paramedic school candidates and certified operations personnel. The County Council provided alternative funding for acquiring five new LUCAS compression devices, which will be distributed to Haihai, Kailua-Kona, Keauhou, Waikoloa, and Volcano Fire Stations. The EMS Branch engaged in multiple meetings with various vendors focusing on integrated cloud software, narcotic security, storage, and tracking systems designed for EMS and Fire. o Training Services: Nozzle Forward Training was conducted at the Pohakuloa Training Area, and it was attended by firefighters from various locations across the state. As part of a promotional assessment for the Fire Training Specialist position, three firefighters - Monalisa Durkan, Paul Umemoto, and Adam Veloria applied, interviewed, and presented a lesson plan, all of whom were successfully promoted. Bronson Pocock, representing No Ka Oi Services, traveled from Maui to provide training on the Holmatro Pentheon line of extrication tools. Additionally, the 52nd Recruit Class commenced its training on August 15t o Volunteer Training Section: Some of the USDA Grant funding was used to purchase profiles for volunteers to be part of the Vector Solutions training platform, which is now available to all current volunteer personnel. 1 Alpha (Pepeekeo) Conducted their own monthly training to go over their extrication tools and pneumatic lifting devices. 5 Bravo (Hawaiian Acres) FEO has been using his skills as a welder to repair vehicles with significant rust and body damage. 5 Charlie (Fern Forest) assisted in various fires. 7 Bravo (Kalaoa) is a proactive company, they respond island-wide. 9 Alpha (Waikii) received a new tanker, which was another donation through the Sayre Foundation. 10 Delta (Ainaloa) a volunteer firefighter resigned and will be part of the next HFD recruit class. 11 Alpha (Naalehu), 11 Charlie (Discovery Harbor), and 11 Delta (Pahala) participated in the Kau Independence Day parade. 16 Bravo (Puuanahulu) assisted with the brush fire on Highway 190. 19 Alpha (Volcano) participated in Independence Day festivities at Cooper Center. 20 Alpha (HOVE) a volunteer resigned and is currently in the 52nd HFD Recruit Class. Chair Kosaki mentioned that the Mayor has been actively engaged in community outreach efforts. He pointed out that there was a recent committee meeting in Waikoloa Village, where department heads were present. Although the chief was not in attendance, the deputy chief was and made a comment emphasizing the essential Hawaii Fire Commission Regular Session Minutes August 24, 2023 Page 7 role of volunteer firefighters within the department. The deputy chief stated that volunteers perform the same tasks as paid firefighters but without compensation. Chair Kosaki expressed his dissatisfaction with the statement because he believed it was inaccurate. He pointed out that volunteer firefighters do not receive the same level of training and do not have the same physical requirements as paid firefighters. He considered the assertion that they perform the exact same job as paid firefighters to be disrespectful to the paid firefighters within the Fire Department. Chair Kosaki expressed his intention to discuss this matter with the chief, as he believed it was not a message that should be conveyed to the public. He asked the assistant chief for his opinion on this matter. Commissioner Mattos shared that he received a call from stations in his district, where concerns were raised about the department treating volunteers almost the same as paid firefighters. He sought clarification on whether this was indeed the case. The specific concern was regarding a situation where the chief of the volunteers appeared at a fire dressed as a battalion chief, leading to confusion about chain of command. Commissioner Mattos emphasized that this raised safety concerns. He clarified that he had no issues with volunteer firefighters, having been a volunteer firefighter himself before joining the department. However, he believed there should be a clear distinction between the roles of paid and volunteer firefighters, especially because some volunteer firefighters may be elderly and have not undergone the same rigorous training as their paid counterparts. Commissioner Mattos expressed his disagreement with the statement suggesting that both groups perform identical roles and believed this had an impact on the morale and safety of paid firefighters. Commissioner Magsalin added that John Bertsch had mentioned that anyone, regardless of age, could volunteer and contribute in various capacities, including providing food. Age, according to Commissioner Magsalin, was not a factor in volunteering, and specific job descriptions were provided to volunteers, ensuring that they were not assigned to frontline duties if they were elderly. AC Okinaka clarified that volunteer firefighters are essential and play a vital role in their operations when they assist career firefighters in their designated capacity during responses. He noted that while they do receive training similar to career firefighters, it is not as extensive. Additionally, he mentioned that there are some volunteer firefighters who are of retirement age actively participating in firefighting duties. Chair Kosaki emphasized that they do not wish to diminish the essential role of volunteer firefighters. However, he expressed concern about the deputy chief making statements suggesting that volunteers perform the same job as paid firefighters, which he believes is not accurate. Such statements could create a false sense of security among the public. Chair Kosaki acknowledged that many Hawaii Fire Commission Regular Session Minutes August 24, 2023 Page 8 firefighters, both paid and volunteer, work diligently, with some volunteers even working harder than their paid counterparts. • Fire Prevention: For the month of July, the Fire Prevention Branch investigated two structure fires, 64 plans were completed, 113 inspections were conducted to include 29 new commercial inspections, 31 commercial re-inspections, four certificates of occupancies, one educational inspection, 16 fire protection system acceptance testing, seven site inspections, and three tent inspections. There were seven requests for comments for information on incidents and 14 public education presentations. • Logistics, Emergency Communications, and Vehicle Maintenance Section: The FCO I class, consisting of five individuals, is currently undergoing training, and they have commenced their training on radio operations. Fire personnel have shown voluntary interest in signing up for the Emergency Medical Dispatch (EMD) course, which has been scheduled for those who are interested. The annual inventory process is nearly finished, and a total of 31 record requests have been successfully completed. In the vehicle maintenance shop, during the month of July, there were 77 repairs and services completed, along with 16 service and trouble calls attended to, and 5 contracted tows. • Information Technology: The Mobile Data Terminal (MDT) installation in Brush Truck 6 has been completed. The outstanding orders and purchase orders have been transferred to the new Shopify eCommerce Fire Warehouse website. The new Shopify eCommerce Fire Warehouse website became operational on July 31st. A layout plan for the data wall outlet faceplate has been sent to DPW for the Joint Communication Center, which is currently under construction. The process of finalizing new CAD workstations for the new center is ongoing. Assistance was provided to the Finance department with inventory-related tasks. A meeting with DIT is scheduled to discuss increasing domain access for Fire IT positions, aiming to enhance support for HFD. A new shared email account has been set up for the mechanic shop. A check has been conducted on the Motorola Radio setup for Station 2, and plans are in place to add a battery backup to the handset power supply for added reliability Recess was called at 10:30 a.m., the meeting reconvened at 10:41 a.m. DCC Tiapula asked for the commission to take note of§7-4.6 of the Hawaii County Charter, Powers, Duties, and Functions of the Fire Commission, which says except for the purpose of inquiry or as otherwise provided in this charter, neither the commission nor its members shall interfere in any way with the standard operational activities of the department. Hawaii Fire Commission Regular Session Minutes August 24, 2023 Page 9 NEW BUSINESS Correspondence No. 23-02: Salary Commission's inquiry to the appointing authorities concerning proposed salary adjustments for fiscal year 23-24: Chair Kosaki mentioned that Chief Todd has provided responses to questions 1 through 6 from the Salary Commission. He then invited the members to ask any questions or share their comments on this matter. Commissioner Magsalin pointed out that they need to discuss the salary, however, the previous attorney mentioned that they could invite an HR representative to guide them, as it's been challenging for the commission to come up with a decision. DCC Tiapula clarified that Chief Todd has addressed questions 1 to 6 in the letter, and the commission's input regarding question number 7 is now open for discussion. The Fire Commission would then draft a formal letter to the Salary Commission. Commissioner Magsalin inquired about the possibility of inviting an HR representative to provide guidance. DCC Tiapula confirmed that they could do so and mentioned that they also have the authority to discuss salary adjustments. Chair Kosaki proposed including this topic on the agenda for the next meeting and suggested inviting an HR representative to assist in navigating the process. Commissioner Luke inquired about the type of letter they needed to draft, specifically if an informal one would suffice. In response, DCC Tiapula clarified that a formal letter was required. Ms. Correa sought clarification on what exactly the Department of Human Resources (DHR) was expected to present. Commissioner Magsalin expressed her uncertainty about the chief's current salary, making it challenging to reach a decision. She noted that it seemed the Salary Commission was seeking a prompt response. Ms. Correa provided the commission with the chief's current salary and explained that the Salary Commission was simply requesting the Fire Commission's opinion on whether salaries should remain status quo, increased, or decreased. Ultimately, the decision rests with the Salary Commission, and they are only seeking input. Vice Chair Wolf inquired about whether there was any historical data on salary adjustments from previous years. Chair Kosaki responded that DHR would most likely have that information. Commissioner Mattos asked if the salaries of chiefs from other counties are public information chief's salaries are public information. Chair Kosaki confirmed that such information is indeed public. Chair Kosaki further clarified that they would like DHR to provide the salary history for their own chiefs over the past decade and request salary data for chiefs in other jurisdictions. Hawaii Fire Commission Regular Session Minutes August 24, 2023 Page 10 NEW BUSINESS Hawaii Labor Relations Board Decision No. 515: Bran Keopuhiwa v. Hawaii Fire Department, County of Hawaii; and Hawaii Fire Fighters Association, IAFF, Local 1463, AFL-CIO. Chair Kosaki inquired if AC Okinaka was familiar with this situation. AC Okinaka acknowledged that he knew there was an ongoing process involving a labor board but wasn't well-informed about its current status. Chair Kosaki mentioned that a decision had already been made in this matter. The AC acknowledged this but clarified that a follow-up process from the labor board is still ongoing. Chair Kosaki explained that a grievant had petitioned to amend the order, and the order was dated June 30t". They were supposed to comply with the order within 30 days, but it was now nearing the end of August, and the Fire Department had not yet complied. The question was raised regarding why the chief had not complied with the order. AC Okinaka stated that he was not familiar with the current details of the situation and did not want to provide inaccurate information. Chair Kosaki expressed concern about the chief's failure to comply with the order and noted that the chief had requested this matter to be placed on the agenda due to a conflict with HFFA (Hawaii Fire Fighters Association). The chief had mentioned that HFFA was not satisfied with the ruling. Chair Kosaki explained that he later communicated with HFFA and discovered that they had a meeting where Corporation Counsel was present. During the meeting, there was a discussion about the order, and Bobby Lee from HFFA stated that they had complied with their part of the order but questioned why the Fire Department had not done the same. The chief justified the department's non-compliance (under the advice of Corp Counsel) by mentioning the pending petition, but Chair Kosaki believed that the law required compliance regardless, and he wanted to question the chief about why he wasn't following it. Chair Kosaki recommended postponing the discussion of this matter to the next meeting's agenda, and the commission agreed. ANNOUNCEMENTS Chair Kosaki announced the commission's next monthly meeting is scheduled for September 28, 2023, at 9:00 a.m., in the County Building, Council Chambers, Suite 1401, 25 Aupuni St., Hilo, Hawaii. Commissioner Mattos inquired about the procedure for entering an executive session, specifically whether it needs to be included on the agenda beforehand. He was informed that; indeed, it should be on the agenda. DCC Tiapula mentioned that if Commissioner Mattos wanted to request legal advice and add it to the agenda, he could do so. Commissioner Mattos expressed his desire to Hawaii Fire Commission Regular Session Minutes August 24, 2023 Page 11 seek legal advice related to the fire department but couldn't bring it up at that moment since they were not planning to go into executive session. DCC advised him to articulate what he would like added to the agenda next month. Commissioner Magsalin confirmed that the appropriate course of action would be to discuss it with the chair, who would then request Ms. Correa to add it to the agenda. Chair Kosaki confirmed this process as correct. ADJOURNMENT The meeting adjourned at 11:05 a.m. SUBMITTED BY: CHARISSE CORREA, SECRETARY APPROVED BY: GERALD KOSAKI, CHAIR