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HomeMy WebLinkAbout2004-07-14 Fire Commission Minutes HAWAII COUNTY FIRE COMMISSION REGULAR SESSION - MINUTES July 14, 2004 Liquor Control Conference Room Hilo Lagoon Centre CALL TO ORDER The meeting was called to order by Commissioner Neil Brazier at 10:00 am. ROLL CALL: PRESENT: Stephen Bowles Neil Brazier Dale Fergerstrom Karen Maedo Laura Ward Clifford (Joe) Whitney A quorum was present. Excused: Rudolph Hart Absent: Glen Matsuda ALSO PRESENT: Kaycie Carter LaurieKaneta Diane Noda DarrylOliveira Martha Rodillas NoniSanford Ron Sanford STATEMENTS ON AGENDA ITEMS Kaycie Carter was introduced as the new secretary to the Fire Commission. Kaycie waswelcomedbyall. Hawai`i County is an Equal Opportunity Provider and Employer APPROVAL OF MEETING PROCEEDINGS Commissioner Maedo moved that the minutes of the June 16, 2004 regular session be approved. The motion was seconded by Commissioner Whitney and unanimously carried. APPROVAL OF WRITTEN COMMUNICATIONS Commissioner Maedo moved to accept communication numbers 04-028 through 04-032. The motion was seconded by Commissioner Bowles and unanimously carried. NEW BUSINESS: None CHIEFS REPORT Chief Oliveira addressed questions raised by the HFC from the June meeting regarding budget issues. (See Attachment €A). Part of the reorganization proposal is the consideration of creating two assistant fire chief positions. One assistant fire chief would be responsible for emergency operations, and the other would be responsible for support services. Therefore, the creation of three more positions would be necessary. This includes a volunteer division battalion chief, and two assistant chiefs. Costs will be incurred for this proposal. Commissioner Brazier asked for clarification between an 8-hour position and a 24-hour position. Chief Oliveira explained that six proposed battalion chiefs would be in charge of operations for their separate battalions. On the west side of the island one battalion chiefisresponsibleforsevenfirestations,ontheeastsideoftheislandonebattalion chief is responsible for 11 fire stations. There are long range plans to accommodate dividing the island up into different battalions and breaking the island into quadroons. The desirable span of control would be that each battalion chief be responsible for 5-7 stations. 8-hour positions would have separate and distinct responsibilities. At this time, there is a fire auxiliary service battalion chief responsible for all of support services, which also supervises two line supervisors, and their personnel. A battalion chief in the Prevention Division supervises the Prevention Program on both sides of the island. The EMS division chief provides oversight for the EMS program for the island. Chief Oliveira stated that it would be more effective to bridge the gap between the support services and the operations to better serve the community. There has been past issues with both services not working closely together due to ranking structure and lack of coordination between the two. 2 The budget report format has been changed, due to the new FRESH system. Chief Oliveira would like to see comparisons between the current and previous yearsto show increases/decreases. (Justify/show need to increase salary and wages, equipment repair, mechanic fund etc.) (See Attachment "B") Budget It has been publicized that the budget is approved and moving forward. · Funding for 12 additional fire fighters has been approved as of · November, 2004. Alternative Funding & Grants Continue to monitor the Safer Act Grant. The County will eventually take over · the salary and wage package. Assistance to Firefighters Grant Program (FIRE Act): Waiting to hear response · on HFD's application. U.S. Senate released the Department of Homeland Security Appropriations Bill for FY 2005, funding the FIRE Act grant program at $700 million. This reduces fundingby nearly $50 million from last year's appropriation of $750 million, however, it is a significant increase over the $600 million funding level provided in the House bill. The reduced funding for the FIRE Act and the lack of funding for SAFER contained in the Senate bill are another indication of the significant budget pressures facing Congress. Fortunately, the Senate bill funds the FIRE Act by $100 more than the House bill. It is likely, when the two houses seek to reconcile the bills, that the FIRE Act will be funded somewhere between these two amounts. Trying to keep the dialog going with our representatives and encourage them to maintain that dollar amount, money is being routed through homeland security funds. Want to secure the Fire Act grant as it benefits many fire departments across the country. FEMA commented that this is a good grant process and a model for all federal grants because it is peer driven and peer reviewed. Commissioner Brazier requested to clarify the one-man stations becoming two- man stations. Chief Oliveira stated that there will be three personnel assigned per station. These include Hawaiian Paradise Park, Hawaiian Ocean View Estates, Waikoloa and Laupahoehoe. There will be two personnel per shift and six personnel per station. There will be three shifts, which include a driver, and a fire fighter assigned per shift. This is the first phase of getting improvements at the one-man stations. The goal is to reach the minimum standard. 3 Commissioner Bowles asked how is the rotation covered when there are vacation and sick leave to be considered. Chief Oliveira stated that a recall or delegation of temporary assignments and/or transfers are administered to personnel from other stations. Given the number of vacancies recall and overtime is expected. Commissioner Bowles asked if HFD is on target for this matter. Chief Oliveira stated that this is only the first phase of increasing staffing levels, and reaching the goal. The goal is to fill five positions per apparatus. That will bring the staffing level to 110%. This is a partnership between the administration and employees. Commissioner Bowles stated that it doesnt seem efficient; although he recognizes this as a National standard, a consideration for a rotating pool would seem better. Chief Oliveira stated that problems with a pool would incur expenses such as travelcosts,awarenessofgeographicarea,meals,andunionissues.Relocating personnel is a very short move between stations and allows more flexibility in accommodating vacation and sick leaves. Commissioner Fergerstrom explained that more money is paid when people are moved out of district due to government unions and labor contracts. Commissioner Fergerstrom agreed with Chief Oliveira that once manpower is increased some personnel will feel its okay to be absent because the positions are filled. Changing the mentality will be an evolutionary process. Commissioner Bowles stated that there is a need to recognize the responsibility of the fiscal side of this. It may be cheaper to pay the overtime than to hire additional people. The community looks at the costs of government and the taxes theyre paying. The HFC needs to be responsive to the people they are representing. Chief Oliveira stated that the HFD is at the start of the next collective bargaining negotiations with the Union. The first issue discussed was a package arbitrated regarding rank to rank overtime. This proposal was put together by the Union. If a ranked individual is on vacation the HFD will back fill that position with overtime-ranked personnel on recall. This would allow safer operations with qualified individuals replacing their counterpart. One problem is that after a while the personnel doesnt want the overtime, they would rather have their time off. Another problem is fire service using 24-hour schedule brings liability issues nationwide. The HFD needs to be fiscally responsible. 4 Commissioner Bowles acknowledged that is a good explanation. His concern is conveying it to the public. He also stated that there is a need to be clear on what the "staffing level" means. Chief Oliveira stated that looking at dataon rank to rank overtime HFD anticipated a decline in T/A but instead it has held a nice levelon the chart. Commissioner Maedo stated that it would be a matter of educating the rank and file. The public will perceive their needs of what the Fire Department wants. If the public will see that it is okay for personnel to take time off. The public may ask, "Why should the taxpayers pay for more staff?" Chief Oliveira stated that the membership has been dealing with this problem for a long time. There is a need for a partnership between the employer and the employee. CommissionerBowlessuggestedthataUnionrepresentativebepresentatthe HFC meetings. Commissioner Fergerstrom stated that the issue of overtime would also have an increase on sick leave. Chief Oliveira stated that when the rank to rank provision was adopted on Oahu, some captains anticipating retiring, however they instead boosted their hours to get their €high three. Commissioner Fergerstrom stated that the Union should be involved at the HFC meetings to hear financial issues before it gets to the arbitration level. Chief Oliveira stated that he has monthly meetings with the Union regarding personnel and any issues. Commissioner Bowles stated that it would be good for the HFC to have the opportunity to interchange with the Union. Chief Oliveira runs an open department. Chief Oliveira stated that this builds the confidence in the members. Its a team effort all the way through. Commissioner Bowles asked who are the Fire Fighters Union Representatives. Chief Oliveira stated that there are three representatives: Ty Medeiros, Local Chair; Gerald Kosaki, Secretary; and Aaron Arbles, Associate Member. 5 Capital Improvement Projects Puna Public Safety Complex: No new updates · Pahoa Fire Station: Right of access has been received for the Pahoa Property. · Captain AhYo is working on identifying the consultant/architect for the project. Fire Administration: Captain AhYo is doing research on two potential properties · located at Komohana/Mohouli and Komohana/Kumukoa. Identifying the infrastructure needs such as power, water, sewer line, and the costs associated with both properties will narrow the selection. This will allow the HFD to make a recommendation to the Mayor and acquire State land. Promotions & Hiring Recruit class will start on August 2, 2004 with 20 candidates. · 18 candidates have accepted formal offers of employment. Medical screening continues for two. Interviews will be conducted on July 15, 2004 to fill a dispatcher vacancy. · Operations Division Helicopter crash occurred on July 8, 2004 at Paauilo between Waikaalulu and · Kukuipapa Road. There were six patients that were transported to North Hawaii Community Hospital. They were in stable condition. Seven of HFD's our units responded. Barge incident occurred on July 4, 2004 due to flange leak, pump failure and fire · on the deck of the barge. The pump was shut off and the fire was put out. This was the most significant incident like this that occurred in the State. Investigation is on going with the Coast Guard regarding what caused the fire. HFD wants to do maritime fire fighting. HFD personnel need to become more familiar with the barges. No planning has been done on fuel hauling with freight barges. Smith- Maritime is a big company and HFD is hopeful to negotiate a partnership with them to sponsor training. HFD is pleased with their personnel, but frustrated with the lack of support from the barge staff. In the petroleum industry employee's come from foreign countries and speak little English. An inspection on deck of the barge was done. There were openings that personnel could have fallen into. The tug remained hooked up to the barge but was just moving. These issues could be addressed in pre-planning. There must be better coordination and communication. Everyone was driven to put the fire out. No one was willing to make a statement to evacuate the area. Evacuation decisions need to be determined early. Someone needs to make this decision even if public complains later. Dealing with complaints rather than fatalities would be better. Commissioner Bowles asked if this kind of incident is normal. Chief Oliveira stated that once the boat is tied to the dock, it is the responsibility of the harbormaster. If the boat is safe, the Coast Guard needs to inspect and 6 determine that the boat can go back to Oahu. Smith-Maritime said that a pump shaft broke, and started spinning uncontrollably. This ignited lubricant in the lube box caused a spark. Once the system is pumped and charged, it doesnt stop spinning. One of the engineers from the tugboat closed down the fuel line. Chief Oliveira also stated that the tugboat personnel agreed that training is needed. The barge company should be involved in training and provide information. Wildland Fire Pre-Planning meeting: A meeting was called with different agencies · involved with brush fires. This was done in anticipation of entering wildfire season. Since July 1, 2004 there has been 17 brush fires. HFD vehicle fleet is falling apart going "off road." Discussions with the State on providing HFD with the equipment are on-going. HFD is in process of establishing an equipment pre-positioning policy. This should streamline the process on calling out equipment. When a fire is on going, its difficult for dispatch to coordinate equipment needs. Commissioner Bowles stated that there is a new water supply in the area. Chief Oliveira stated that a new meeting would include the private water system operators and the large landowners for gate access, etc. People are concerned regardingtheKohalaranchareaandHighway190,thePohakuloaarea. th Hawai`i Army National Guards Activation: There is one recruit from the 30 · th recruit class being activated. He will be the 6 individual activated in August. Two army reserves at the HFD haven't received word yet. CERT: Community Emergency Response Team. The HFD is in the process of · scheduling and coordinating CERT training. A fire fighter stationed in Keaau who received training in Maryland volunteered to coordinate a training program to teach the community. The HFC will be informed when classes will begin. Stations by Districts Listing: Provided listing of stations by districts at the request · of Commissioner Whitney. (See Attachment "C") Prevention Division thth 4 of July Stats: 42 permits were issued for the 4 of July fireworks, six fires · were responded to due to fireworks. Two may havebeen campfires rather than fireworks. Hilo Prevention Office: Hilo Inspector Jack Pacleb has been relocated to the Fire · Administration Office. Inspector Pacleb said that he likes working with the public whentheyturnintheirplans.Also,hewillbeworkingwiththePlanning Department, Building Department and Corporation Counsel on how to expedite thepermitprocess. TrainingDivision th 30recruitclass:presentlyinEMTTraining,whichbeganonJuly6. · th 29 recruit class: HFC members were thanked for attending the graduation · ceremoniesheldonJune18.Futureplansarebeingworkedonforamore formal graduation ceremony. 7 Driver Competency Training Program: Of the 271 drivers, a total of 260 audits · has been completed and is certified to date. Volunteer Division 25-30% done with classroom portion of driver training program completion. · Making slow progress. EMS Division MICT class has positive feedback from participants both from mentors and · students. Fire Auxiliary Services EPA Clean-Up Project: Chief Matsui is working on this project supplying them · with equipment and support to remove contaminated soil and hazardous waste located at Ponahawai/Kamehameha streets. New projects/Business Senate Bill 2690: Governor Lingle signed This bill on July 2, 2004. Chief Oliveira · spoke with Donna Maiava from the Department of Health. Ms. Maiava is waiting for funds to be released. Chief Oliveira also spoke with the Mayor about this project. When funds are made available, services will begin. Citizen Awards Program: Dennis Iyo is working with Diane Noda to finalize this · program. Unauthorized Backyard Burning Issue: HFD is working with editors from both · newspapers. The Hawai`i Tribune Herald took the lead on this story. The County ordinance may need to be changed due to numerous daily complaints. This backyard burning practice culturally accepted before but now has become a nuisance and a problem for the community. People are burning plastic and rubber; it is no longer just paper. It also poses a possible hazard of brush fires. The HFD is working with the Legislative Auditor's Office and the Corporation Counsel's Office regarding the change in the ordinance. Kukio: A meeting was held on July 12, 2004 regarding the building of a fire · station and a support facility. A bond mechanism floated by the County and paid for by the developer to improve infrastructure to the area was discussed. A private developer in partnership with the County together are working towards improving the infrastructure for the community. The proposed relocation will be at the crossroads of the entrance to the Four Seasons Resort at Kaupulehu on the mauka side. The development site will include infrastructure. There is good visibility, which is about 200 yards off the highway, › mile from the previous site. There are better response times in that area. There was a request to reconsider the training tower. This needs to come from the developer's side and offer it to the County. 8 Change in Duty Uniform: A meeting with the Mayor was held on July 13, 2004 · regarding a proposed change in duty uniform. A sample will be brought to the next meeting. This proposal comes from the members in the HFD. They would like to keep the light blue uniform as a dress uniform and use for formal functions, but would like a more practical work uniform for daily activities. The design and prototype came from the members. Input will be solicited. The Mayor is very supportive. This uniform will maintain visibility with clear identification and recognition that personnel are fire fighters. This uniform will separate them from looking like certain security organizations and the post office employees. Volcano: Working with National Park service on acquiring a fund to provide an · apparatus. Diane Noda is working with the National Park on an agreement for funds to be made available. As of January 1, 2005 there is an agreement to allow the HFD to use their truck, until the purchase of new truck can me made. Public relations Puainako Express: August 7, 2004 a 10K run and 5K walk is being coordinated · by the East Hawai`i Coalition for the Homeless, and supported by County departments. This event begins at 7:00 a.m. World Sprints: August 9-15 Worldwide Canoe Regatta - expecting several · thousandpersonsinHilo.HFDisinvolvedintheplanningprocessfortheimpact on Hilo. th 4 of July Pool Splash at NAS: Captain Coloma conducted a Pool Splash Day at · the NAS pool for all HFD personnel as well as volunteers. This event is growing. American Cancer Society Relay for Life: Waimea crew put together a team on · July 10-11, 2004. They had a steak fry and raised over $1,800. They also collected over $1,000. The Hilo event will take place on July 17-18, 2004. Ron Sanford reported that they changed the designation to 19 alpha from 12 alpha. Chief Oliveira stated that the next Volunteer Fire Chief Association meeting will be in Pahala on August 14. UNFINISHED BUSINESS None (Discussed during Chiefs Report) COMMITTEE REPORTS None Budget&Finance(Bowles/Hart) · None OfficeManagementandStaffing(Fergerstrom) · None Rules and Policies (Maedo) · 9 A vendor list is needed for the Sayre Foundation Public Relations (Ward) · NEW BUSINESS None Commissioner Brazier asked Deputy Corporation Counsel Noda if it is a necessary procedure to have a formal motion to adjourn the meeting. Deputy Corporation Counsel Noda stated she is not sure. Commissioner Bowles stated that he would like to discuss Kurt Penrose's Communication No. 04-029. Deputy Corporation Counsel Noda stated that there can be a motion made to reopen this item for discussion. Commissioner Bowles moved to discuss Communication 04-029 from Mr. Penrose. Commissioner Karen Maedo seconded this motion and it was unanimously carried. Commissioner Bowles asked if Chief Oliveira had a chance to read this letter. Chief Oliveira stated that he has read this letter and met with Mr. Penrose. Mr. Penrose has tried to do contract work with HFD. Under the rules of Civil Service, the HFD must go through its own employees before it can be contracted out. Internal recruitment is a methodofapromotionalprocess.TheHFDhasarecruitablepool.Mr.Penrose highlights the area of training and emphasizes to everyone that the training takes time and the investment takes time. There is little retention for 8-hour employees. HFD is working with the union. The HFD needs to expand its Prevention Bureau. Commissioner Maedo suggested that this letter be added to Chief Oliveira's list of evidence in support of these issues. Mr. Penrose expresses the concerns that the HFC hears. Chief Oliveira stated that when this issue comes up, he would like to use Mr. Penrose as a witness; he has vested interest. PUBLIC STATEMENTS None ANNOUNCEMENTS The next meeting is to be held on Wednesday, August 11 2004, at 10:00 a.m. at the · LiquorControlConferenceRoom,HiloLagoonCentre,Hilo,Hawaii. 10 ADJOURNMENT Commissioner Maedo moved to adjourn the meeting. This motion was seconded by Commissioner Ward and unanimously carried. Meeting was adjourned at 11:12 a.m. SUBMITTED BY: __________________________ KAYCIE A. I. CARTER Secretary B&C:Fire Commission:Regular Session Minutes 6-16-04 LSA/mr 11