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HomeMy WebLinkAbout2011-03-09 Fire Commission Minutes William P. Kenoi Toby Taniguchi Mayor Chairman Scott Stabo Vice-Chairman HAWAI‘I COUNTY FIRE COMMISSION C/O 25 Aupuni Street #2602, Hilo, Hawai‘i 96720 Phone: 961-8317 ; Fax: 933-1521 Email: Firecomm-agenda@co.hawaii.hi.us REGULAR SESSION -MINUTES March 9, 2011 Kona Department of Liquor Control Conference Room, West Hawai‘i Civic Center, 74-5044 Ane Keohokalole Highway, nd Building B, 2Floor, Kailua-Kona, Hawai‘i CALL TO ORDER The meeting was called to order by Chair Taniguchi at 10:03a.m. ROLL CALL PRESENT: Chair Toby Taniguchi Commissioner Stephen Bowles Commissioner Kimo Lee Commissioner Luahiwa Namahoe (arrived at 10:06) Commissioner Greg Henkel Commissioner Bill Rosehill Commissioner Byron Moku ABSENT: Vice Chair Scott Stabo Commissioner Kaloa Robinson A quorum was present. ALSO PRESENT: Deputy Corporation Counsel Bill Brilhante Jennifer Kualii, Fire Commission secretary Glen Honda,Deputy Fire Chief Ralph Yawata, Assistant Fire Chief Hawai‘i County is an Equal Opportunity Provider and Employer Commissioners: Stephen Bowles, Greg Henkel, Kimo Lee, Byron Moku, Luahiwa Namahoe, Kaloa Robinson, Bill Rosehill, Scott Stabo and Toby Taniguchi STATEMENTS FROM THE PUBLIC ON AGENDA ITEMS Mark Ignacio stated that he a 24-year veteran of the Fire Department,assigned to the Laupahoehoe Fire Station. He has been on administrative leave, through actions of himself and as directed by Fire Chief Oliveira, since November 8,2010. He has gone through what was required of him by the Fire Chief which included counseling sessions with the Employee Assistance Program and referral to a psychiatric review which was completed. As of today, he doesn’t know what the status is ofhis getting back to work at the fire station. Mr. Ignacio stated he has some complaints about the Fire Chief and his administration since Fire Chief took office in 2002regarding some of the goals and policies Fire Chief planned to implement that has not been followed through. Two of his main concerns are the updating of the Fire Department Procedures Manual and the Rules and Regulations, the last revision was done in 1994. Mr. Ignacio provided copies of four exhibits of which one showed that on April 27, 2004, the Fire Chief assigned different sections of the Rules and Regulations and Policies & Operational Guidelines to different personnel. Mr. Ignacio stated it was never followed up on and the last revision was in 1994. He indicated that he was part of the Firefighters’ Union at the time the Fire Commission was established and he worked with the original commission on the guidelines and qualifications for the fire chief. Part of the union contract was to have a Safety Committee which hasn’t been established. Mr. Ignacio stated the importance of the Safety Committee is to review incidents in the Fire Department and to brainstorm suggestions or solutions as to policy changes that could make a safer work environment. ChairTaniguchi read into the record the following exhibits that were provided by Mr. Ignacio: Exhibit 1 -Memorandum dated December 30, 2004 toAllPersonnel from Darryl Oliveira, Fire Chief, Subject: Employee Safety Committee Exhibit 2 –Memorandum dated April 27,2004 to AllPersonnel from Darryl Oliveira, Fire Chief, Subject: Rules & Regulations/Polices & Operational Guidelines Exhibit 3 – Memorandum dated July 15, 2008 to AllPersonnel from Darryl Oliveira, Fire Chief, Subject: Establishment of a Safety Committee Exhibit 4 – Memorandum dated April 2, 2009 to AllPersonnel from Darryl Oliveira, Fire Chief, Subject: Safety Officer Designation Chair Taniguchi thanked Mr. Ignacio for his testimony. There were no other statements from the public. 2 APPROVAL OF MINUTES Commissioner Bowles moved to approve the Regular Session Minutes of February 9, 2011. The motion was seconded by Commissioner Moku and carried unanimously by voice vote. APPROVAL OF WRITTEN COMMUNICATIONS Commissioner Namahoe moved to accept Communication Number 11-03. The motion was seconded by Commissioner Moku and unanimously carried by voice vote. CHIEF’S REPORT The Chief’s Report was presented by Deputy Fire Chief Glen Honda and AssistantChief Ralph Yawata. Chief Oliveira was out of state attending th the Western Fire Chiefs Association 6annual President’s Forum in Tucson, Arizona. Budget : FY 2011/12 Budget Mayor presented his budget to Council on Tuesday, March 1. -Third consecutive year this administration has reduced spending. Proposed operating budget for FY 11/12 is $366,128,000 vs. $375,908,000 for present FY, a 2.6 percent decrease. -Reduced size of government—now have 141 fewer people working for County than at beginning of this administration. -FY 2011/12 cuts funding for 100 vacant positions. -Furloughs will end on June 30 for all County employees, except Mayor’s executive staff. -Implements a payroll lag to save the County $6M. Delaying each payment by a day or several days will allow the County to push one payment from FY 11/12 into FY 12/13 for a one-time savings. At this time, we do not know the mechanics of implementation. Fire Department: -Will receive one clerk position for our Human Resources section effective April 1. Position is being transferred from the Mayor’s office, not just the position but the person in the position as well. Much needed position for department as staffing has doubled over the past years, but HR section stayed the same with two positions. Also additional duties transferred from the County’s Department of Human Resources to individual departments, which increased workload. -Funds two months lease for two replacement apparatus. 3 -Will be focusing on filling all vacancies as soon as possible. -Unfunded 12 fire fighter positions last year, as well as this upcoming year. Would like to re-allocate positions to Station 14 (S. Kohala) for assignment to aerial apparatus. Unfunding of positions does not affect our ability to adequately staff companies/vehicles. Will be meeting with Council on March 28 at about 1:30 p.m. Anticipating them going through budget with fine tooth comb. Will have until April 8 to submit any budget changes. Commissioner Bowles stated that one of his concerns has always been the overtime issues and in looking at the spreadsheet for the current year, he wants to know what kind of program is being instituted to keep the overtime number as low as possible. Deputy Chief Honda stated that the Department has removed the rank for rank program which was one of the areas the Department wasable to reduce the budget. There is no set program to curb the overtime. He stated that overtime is incurred when employees are on sick leave or vacation and the stations have to be manned. Commissioner Bowles asked if there isa way to break down the categories when the budget is presented. Deputy Chief Honda stated that he would find out. Commissioner Moku asked for a breakdown of the miscellaneous salary & wages category. Deputy Chief Honda stated that he would get a breakdown of the items. Alternative Funding and Grants : FY 2009 Assistance to Fire Fighters Grant: (254 turn out coats and 251 pants). All PPE purchased through this grant has been distributed to both Emergency Operations and Volunteer personnel. Because the bid for the PPE came in lower than anticipated, have an opportunity to use excess funds to procure an additional $5,000 for PPE, purchase of portable fire extinguisher props and implement a smoke detector program for seniors. FY 2010 Assistance to Fire Fighters SAFER (Staffing for Adequate Fire & Emergency Response). Unfortunately, turned down grant for 20 new positions as the County unable to commit to Year 3. Grant would have funded 100% for first two years. It is somewhat disappointing because the department worked hard on grant. However, did receive typical favorable initial review for Volunteer Retention grant, which if approved,will fund marketing program costs 4 to recruit new volunteers, as well as travel costs for professional development and higher education participation for volunteers. (National Fire Academy). FY 2010 CDBG –Tanker/Tender –Pahala Fire. Assistant Chief Darren Rosario of Operations and our Chief Mechanic attended pre-construction meeting with vendor, Freedom Fire, in Marietta, Georgia. Currently awaiting the chassis from Peterbuilt, and once arrives, should take three weeks to deliver out of shop. With the extra money as bid came in lower than anticipated, working on equipping the tanker. New tanker for Ka’u District on target for June delivery. FY 2011 CDBG –Fire Apparatus –Pahoa Fire. On February 16, informed by Housing and Community Development that project will be recommended for CDBG funding for $600,000. However, Federal government’s 2011 budget has not been approved and project funding amount may have to change to accommodate actual amount of grant funds received for 2011 CDBG program. If for some reason do not get sufficient funds, we are in a position to get funding up to $300,000 through Councilmember Fred Blas utilizing Puna Geothermal funds. FY 2010 DOT Highway Safety Grant: Received notification of $24,000 award for vehicle extrication training. Submitted required documents to DOT and presently awaiting formal notification on use of funds. This is important for the Department because the vendor that comes to do the training will also leave the equipment with the Department. Capital Improvement Projects : Makalei Fire Station: Bids were opened and all bids came in under $7M. Bid should be awarded soon. Administration & Support Facility: No new updates. Central Fire Station: No new updates. Kawailani Fire Station: Working with our County’s property manager to negotiate a deal with the State for corner lot at Ainaola/Komohana intersection. As of this time, officially declining the offer of Keone street property. Ka’u Public Safety Package: Met with Public Works. Bid package is being completed for construction to erect two volunteer garages for Naalehu and Pahala. Paauilo: No new updates. DPW ADA Compliance, HazMat Abatement: Laupahoehoe station is waiting on replacement missile impact o windows. Honoka‘a station completed. o Waimea waiting on missile impact windows and photovoltaic system. o North Kohala is 90% done, waiting for lamp post for the ADA ramp. o Waimea and N. Kohala have a few items on the punch list which will o be taken care of. 5 Pohoiki Radio Re-Location :Recently completed wind load analysis that allows installation of antennas at 90 and 110 feet elevations. Received approval from Helco to install the antennas; working with Pacific Wireless Communications to initiate installation of radios and antennas at this new site. Commissioner Bowles asked that in relation to the Makalei Fire Station, once contract is awarded, how long after is the notice to proceed issued. AssistantChief Yawata replied that it would probably be about summer. Chair Taniguchi inquired as to the status of the dispatchers working on one switchboard. Deputy Corporation Counsel Brilhante stated that Dispatch has received a new housing board andthey were working off that new board. Assistant Chief Yawata stated that it’s a telex system which has touch screen capability. Commissioner Namahoe wanted to confirm that for the Kawailani Station, the Department was declining the offer of the Machado Acres property on Keone Street. Assistant Chief Yawata indicated, yes. The Department is looking at another lot in that same district, District 3,inthe Kawailani area at the corner of Ainaola and Komohana Streets. Commissioner Henkel asked how new capital improvement projects are initiated. With the rapid growth in the Puna district, he is interested in the establishment of another volunteer station in the Kalapana area. Commissioner Henkel stated maybe this is a project he could approach councilman Blas and see what he could provide. Assistant Chief Yawata stated that the last volunteer station in Ainaloa, a committee group was already organized; they contacted their council person and came up with a plan. Deputy ChiefHonda stated that Commissioner Henkel would need to work with the Fire Chief to establish a volunteer station. Promotions and Hiring: Open-Competitive Recruitments: th Fire Fighter Recruits: Targeting April 1 to hire 17 candidates for our 40 Fire Fighter Recruit class. 6 Internal Recruitments: In process of initiating recruitments for Fire Captain, Fire Equipment Operator, Fire Hazmat Materials Specialist, Fire Rescue Specialist, and Water Safety Officers positions. Emergency Operations Bureau Acquireda nationally recognized trainer to train the aerial apparatus personnel. He provided 16 hours of training for each watch. Support Services Division EMS Bureau: Permission granted by Dr. Linda Rosen, Chief of Emergency Medical Services, Department of Health, toallow American Medical Response to bill patient directly for all PRO QA “non-emergent” calls effective 2/1/11. PRO QA is a computer based program for callsreceived by dispatchers. The dispatcher asks a series of questions based on the chief complaint, with that it will come out with a determinant ranging from Alpha to Echo. Alpha is the least serious. When a call is determined to be an Alpha call, which is 30% of calls, and if there is an AMR in the district, they will get dispatched.This is a cost savings to the Department and allows the units to be available for other callsthat may be of serious nature. FMS II Chris Honda conducted in-service training for newly hired Hilo Medical Center Emergency Room RNs. He provided EMS skills such as patient extrication from a privately owned vehicle, C-spine precautions and standing takedowns were discussed and practiced. The focus of this pilot program was to facilitate better interagency relationships, share pre-hospital skills to assist the hospital practitioner and to educate the Emergency Room RNs as to the capabilities and challenges of the EMS Provider. Training was conducted on 2/7/11. ththth February 9, 11and 12-Fire Recruits successfully passed their EMT-I National Registry written exam on Oahu, completing their EMT training. th February 16-attended an EMS Providers meeting on Oahu with Dean Patricia O’Hagan of Kapi‘olani Community College. EMS Providers discussed challenges with continuing education, acquiring pre-requisites for MICT class and preceptor training. Also met with Professor Moeng of KCCto look over the MICT pre-requisite on-line program. KCC is planning to offer an exclusive MICT pre-requisite program for HFD and other State EMS providers. th February 18-Delivered new ambulance to North Kohala Fire station. Last Friday – 7 Training Bureau: thth February 25-Graduation ceremony for the 39Recruit Class. Thanks to Commissioners Taniguchi and Robinson for attending. Total of 17 graduates. Volunteer Training Section Completed issuing the new personal protective equipment that was part of the grant. Prevention Bureau nd March 2, Prevention Bureau staff did testing of aerial luminary devices; will evaluate fire safety concerns with the devices. Took an aggressive position due to potential fire hazard. The testing will evaluate and qualify the risk— measuring, documenting burn rates, distance travelled, flame lengths. Per Chief Oliveira, will do things the right way and expressed his kudos for Prevention Bureau for taking the lead statewide. Auxiliary Services: Communication Section: nd February 2: Pacific Wireless Communications began installation of the rest of the Telex Radio Consoles at Dispatch. rd February 3:Hawaiian Telephone in Fire Dispatch to install interface equipment for the new Telex consoles and to relocate the 911 call system from the Fire Communications Supervisor Office to Fire Dispatch Center. New Projects/Business : 2011 Legislature: Continuing to monitor various fireworks bills, government operations and fire related bills. Employee/Public Relations Hilo Start! Heart Walk and Health Fair: Participated in Heart Walk on Saturday, February 26. Staff also o provided EMS support at event. American Red Cross Hats Off Campaign: Annual event upcoming on Saturday, April 2 at 4 sites in Kona and 2 sites in Hilo. EMS Week:Continuing to plan for 2011 EMS Week, to be held Sunday, May 29, at Liliuokalani Gardens. Invitations will be sent to all Commissioners. NEW BUSINESS None. 8 COMMITTEE ASSIGNMENTS Chair Taniguchi stated that according to the Charter, there are four standing committees: Budget and Finance, Office Management and Staffing,Rules and Policies and Public Relations. Training and Education is not actually a standing committee based on the Charter,but assumedit was set up as an ad hoc committee at some point. He stated that if there are no volunteers for the committees, he would invoke, Rule 5(a)(3) which states the Chair will appoint chairs to the committees. Commissioner Moku asked if he could get a brief description of each committee. Deputy Corporation Counsel Brilhante described the following: Budget & Finance –annually reviews the Department’s proposed budget Office Management & Staffing –deals with current personnel issues within the Department such as reallocations and obtaining additional positions Rules and Policies –deals with the policy and procedures manual for the Department Public Relations – relays information from the Department to the commission and various media outlets to ensure that the Department is received in the best light possible Training and Education –communicates with the Department regarding required training for the Department on specific topics or issues Commissioner Bowles stated that some of this refers to the commission itself and originally felt that the commission should have a more visible role. Since then, it has been more subdued and more of just a background. What came out today was important because it’s reflecting concerns that are ongoing. At some point, there will a change in administration and that’s where the commission needs to be extremely sensitive. In reading the original strategies and looking at what’sgoing to make a good chief that is something that has to be part of the commission’s duties and responsibilities. The commission also needsto look at the budget issue as being perhaps the most supportive thing. Commissioner Bowles is concerned of the wages for the chief and it is important the commission to be aware of this as the chief and deputy are impacted at that level. Everyone below are part of the civil service system, so often the assistant chiefs are paid more than the chief and there’s a very serious discrepancy that has arisen.The salary of the chief and deputy are set by the Salary Commission. Chair Taniguchi stated that because of the Sunshine Law, the committees will be limited to just two members, the chair and one other member. Deputy Corporation Counsel Brilhante elaborated the Sunshine Law requires that there shall be no more than two members having a communication on any particular matter without the meeting being:1) noticed tothe public; and 2) agendized. In an effort to be more diligent,ifthe commission is able to limit the membership for each committee to two members, there can be direct 9 communication between the two members regarding the subject and the commission can agendize to have each committee formulate a report tobe given at a scheduled meeting. Deputy Corporation Counsel Brilhante asked if anyone had a particular desire to serve on any specific committee at this point. Commissioner Henkel replied that he would best fit on the Public Relations Committee. Commissioner Namahoe replied that based on her skills, she would be strongest in the area of Office Management and Staffing. She would like to take a proactive yet cautious approach because there are many things the commission is unable to door are beyond its jurisdiction. Commissioner Bowles suggested that the commission look at the original work that was done decide what would be the most valuable. Deputy Corporation Counsel Brilhante stated that would be a very good point. Go back to the original justification for the creation of each committee and if the commission determines the current committees need to be revised, that would entail a revision to the Fire Commission’s Rules and Regulations, which is doable and more formalized. Chair Taniguchi stated that since there was a lot of thought and effort put into the development of the Rules and Regulations, he prefers to move forward with the four standing committees and start making progress instead of going back and revisiting the current Rules and Regulations. Commission Moku asked what the perspective of these committees was when the commission started ten years ago. Now, in 2011, it’s a good time to either: 1) look at the credibility or relevance of these standing committees;2) what’s before the commission in 2011; and 3) should the commission revisit what the committees should be. Chair Taniguchi stated he is a bit concerned in a sense that he doesn’t necessarily think the commission should be deeply involved in operations.He does believe in getting in there,work collectively and collaboratively in making improvements but a little adverse to go back and look at things which would necessitate a change in a greater scope relative to the commission’s Rules and Regulations.He believes the standing committees were well thought out and alot of merit involved, good can come out if the commission can activate these committees. Deputy Corporation Counsel Brilhante recommended the committee members make the determination as to whether or not their capacity is best served inthe committee currently identified or if there should be another course of action. That can be part of the initial report from each committee at the next meeting. 10 Commissioner Namahoe clarified that the Rules and Regulations are open for revision with a collaborative approach. Commissioner Bowles made one more observation. The primary emphasis of the commission has always been with respect to the chief and the budget aspects. The chief is the chief of operations. It’s the responsibility of the commission to see that the chief is doing the job that he is contracted with. The Chief needs support when it comes to the budget. The posture of the commission needs to be supporting the efforts of the chief. If there’s disagreement with the chief,that needs to be done at this table oron a one-on-one with the chief to discuss matters.I would strongly encourage commissioners to meet one-on-one with the chief to better understand what his problems and restrictions are within his role. It’s all too often we see in the public something flash up and we don’t always understand how his hands may be tied by some rule we are not aware of, as commissioners. Itis very important the commission understands what that role is. Deputy Corporation Counsel Brilhante elaborated that the charter and rules specifically says neither the commission nor its members shall interfere in any way with the administrative affairs of the Department, so there is a real specific set of parameters that the commission can operate under. Commissioner Bowles stated the original intent of the Office Management and Staffing committee was that the commission would have its own secretarial service and office, but because of budget reasons it was never instituted. Commissioner Moku suggested the commission begin with the existing committees, get to learn more about it and if there is a need for any proposed amendments, the commission can discuss at that time. Chair Taniguchi noted thatCorporation Counsel will try to obtain committee reports that were previously generated, if any. Chair Taniguchi stated that relative to the chairmanship of each committee, he appointed the following: Budget and Finance: Chair Taniguchi, Chair, and Commissioner Moku, member. Office Management and Staffing: Commissioner Stabo, Chair, and Commissioner Lee, member. Rules and Policies: Commissioner Lee, Chair, and Commissioner Henkel, member. Public Relations: Commissioner Henkel, Chair, and Commissioner Namahoe, member. 11 Training and Education: Commissioner Namahoe, Chair, and Commissioner Robinson, member. Chair Taniguchi thanked everyone for their openness and willingness to participate as this commission movesforward. Nothing is written in stone and collectively the commission can make strides for improving the Department. th Chair Taniguchi noted that the next meeting will be on Wednesday, April 13at 10:00 a.m. at the HiloLagoon Centre, Suite 145. Commissioner Moku moved toadjourn the meeting. The motion was second by Commissioner Namahoe and carried unanimously by voice vote. ANNOUNCEMENTS The next meeting is to be held on Wednesday, April 13, 2011, at the Hilo Lagoon Centre Conference Room, 101 Aupuni Street, Suite 145, Hilo, Hawai‘i ADJOURNMENT Meeting was adjourned at 11:27 a.m. SUBMITTED BY: JENNIFER M. KUALII Secretary 12