HomeMy WebLinkAbout2007-09-12 Fire Commission Minutes
Harry KimDixie Kaetsu
MayorManaging Director
Barbara J. Kossow
Deputy Managing Director
HAWAII COUNTY FIRE COMMISSION
C/O 25 Aupuni Street #217, Hilo, Hawaii 96720
Phone: 961-8316; Fax: 933-1521
Email: Firecomm-agenda@co.hawaii.hi.us
REGULAR SESSION MINUTES
AS AMENDED
September 12, 2007
Liquor Control Conference Room
Kailua-Kona, Hawaii
CALL TO ORDER
The meeting was called to order by Chair Brazier at 10:00 a.m.
ROLL CALL
PRESENT:
John Bertsch
Stephen Bowles
Neil Brazier, Chair
James Browne
Karen Kudlo
Karen Maedo
Wil Okabe
HenryPomroy
Bill Rosehill
A quorum was present.
ALSO PRESENT:
Tom Brandt
Bill Brilhante, Deputy Corporation Counsel
Kaycie Carter
Laurie Kaneta
Jerry Lum
Darryl Oliveira, Fire Chief
Noni Sanford
Betsy Tranquilli
Hawaii County is an Equal Opportunity Provider and Employer
Commissioners:JohnBertsch,StephenBowles,NeilBrazier,JamesBrowne,
Karen Kudlo, Karen Maedo, Wil Okabe, Henry Pomroy, Jr., Bill Rosehill
(Open to the Public)
STATEMENTS ON AGENDA ITEMS
None
APPROVAL OF MINUTES
Commissioner Okabe moved to accept the August 8, 2007, regular session
minutes. The motion was seconded by Commissioner Maedo and unanimously
carried.
APPROVAL OF WRITTEN COMMUNICATIONS
None
CHIEFS REPORT
Chief Oliveira introduced newly promoted Battalion Chief Jerry Lum.
Budget
FY 2007/08 Budget: Will begin to prepare for FY 08/09 budget.
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Scheduled to meet with the Finance Department on September 21, 2007,
to receive directive from the Mayor. Chief Oliveira will provide more
information at the October meeting.
Alternative Funding and Grants
FEMA FY 2005 Assistance to Fire Fighters Grant (Plymo-Vent):
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Hardware in the stations is installed. Still finishing some modifications on
the exhaust systems.
Capital Improvement Projects
Six Year Capital Improvements Program: A summary of departmental
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requests listing was disseminated to the Fire Commissioners. The list was
approved by the Mayors Office. The listed funds are not included in the
Fire Departments budget; it is part of the Countys CIP projects. (See
Attachment A)
Makalei Fire Station: Moved to the design plan stage. There was a
·
change in ownership. The owner transferred the deed to the Fire
Departmentspartneredcorporationandwillremainpartofthe
organization.
PahoaFireStation:Constructioncontinuing.Targetcompletiondateis
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May 2008.
Fire Administration and Support Facility: Awaiting contact by the design
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consultanttobeginpreliminarydiscussionsonthisproject.TheHFDsent
a formal inquiry to Police Chief Mahuna requesting that the Police
DepartmentidentifyarepresentativetoworkwiththeFireDepartmenton
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this project. It is necessary to address the communication needs of both
Fire and Police Departments dispatchers for their new communication
center. The Police Department selected Major Henry Tavares to be the
liaison.
Central Fire Station: Received approval for a $25,000 allotment to
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conduct an Environmental Assessment. However, it appears that the
projected funds may be inadequate. The department is discussing with
the Mayors Office whether to receive new bids or additional funds for the
project.
Central Fire Station Retrofit Project: Currently, the only remaining work to
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be done is the plastering and painting in the kitchen/dining room.
Captain Cook Fire Station: Still in design phase for additional apparatus
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bay. As of yet, no plans were received from consultant. In addition to the
expansion of the station, the Department of Public Works is working on
addressing the ADA mandate requirements.
Keaau Fire Station: On August 30, 2007, Projects Manager Desmond
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Wery met with the Director of Finance, the Police Department, and
representatives from Kamehameha Schools to discuss a possible site
near Kamehameha Schools Keaau, in order to acquire and subdivide a
parcel for a future Keaau Fire Station.
PromotionsandHiring
Active recruits include:
Open-Competitive Recruitment
Firefighter Recruit: The Physical Agility test will be conducted on
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September 29, 2007. Will be testing the top 130 scores. The Fire
Commission is welcome to observe.
Fire Radio Dispatcher I: Completed recruitment. Selected two candidates
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to fill the existing vacancies. Targeted for hire on November 6, 2007.
Internal Recruitment
Fire Captain: Opened recruitment on September 4, 2007 and close on
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September 14, 2007. Expecting at least 20 applicants.
Introductions: Met Battalion Chief Jerry Lum earlier. Will introduce
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Battalion Chief Michael Gahan, who filled the Fire Auxiliary Services
Officer position, at a future meeting.
Projected Retirements
An updated report was distributed to the Commission which indicates
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names of potential retirees, their years of service, where theyre assigned,
age, and when they are qualified for retirement. Last year there was a
record number of 22 retirees.
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Emergency Operations Division
Prescribed Burn Project and Training Opportunity: Tentatively scheduled for
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September 19-21, 2007, a partnership with Department of Hawaiian Homes
Land, Division of Forestry and Wildlife (DOFAW), U.S. Forestry and Wildlife.
Will be conducting a live burn at Mauna Kea, in order to eradicate invasive
species and replant more appropriate native species. The date may be
rescheduled depending on when the burn plan is approved and the
availability of the resources.
Large Scale Natural Disasters: In order to improve the flow of communication
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to personnel, the department developed a format and received endorsement
by the Mayors Office and the Civil Defense Agency. The format consists of
the department receiving information through the National Weather Service in
the EOC. As a result, a situational update will be generated through email to
the Fire Stations in order to keep personnel informed. The email will include
internal recommendations/directives, such as making sure the equipment is
serviced, everything is secured, and will allow the personnel time to take care
of their personnel needs in the event that a mandatory recall is required.
SupportServicesDivision
FireAuxiliaryServicesBureau
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AssistantChiefQuinceMentoiscontinuingtoworkwiththeStatewide
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Communications Planning Program in conjunction with the States Civil
Defense and the Countys Department of Data Systems. Discussions
consist of ways to provide for a Statewide Interoperability Plan.
Warehouse Section
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Maui Fire Department Support Service personnel visited the
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warehouse in order to observe and exchange ideas on operations.
Continues to work on identifying Personal Protective Equipment and
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Wildland boots specifications for personnel. Will submit to the
Purchasing Division by the end of the month.
Training Bureau
Operations Section
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Recruit Training
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th
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Firefighter Recruit Class: Were given new station assignments on
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August 1, 2007, for their second of three rotations.
th
35 Firefighter Recruit Class: Presently in their clinical phase of
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EMT-B. Targeting completion for November.
th
36FirefighterRecruitClass:PresentlygoingthroughtheirFirst
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Responder course this week. They are half-way through their Fire
EssentialsTraining.AnticipatingtheirEMTtrainingtobeginin
January.
th
37 Firefighter Recruit Class: Scheduling their physical agility tests to
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occurthismonth.Somecandidateswhowereidentifiedinthe
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previous recruitment are being scheduled for their COMPASS tests
and interviews in October.
Volunteer Section
Volunteer Chiefs Quarterly Meeting: The next meeting will be held on
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October 27, 2007, at the Puuanahulu Fire Station. Concurrently, there will
be an open house and blessing of the new station.
Report provided by Volunteer Fire Chief Tom Brandt.
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In an effort to recruit volunteers, an article was printed in this months
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Kau Calendar. The headline read, Volunteer Fire Departments need
help in Kau and Volcano. (See attachment B) As a result of the
article, Station 19 has received three inquiries. An in-house training
was conducted on September 9.
Volunteers will begin Fire Essential training this month.
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Chief Oliveira reported that the department is working with the Office of the
Corporation Counsel on finalizing the relocation of the repeater site from Kapoho
to Puna Geothermal.
New Projects/Business
Explorer Program: First pilot program was successful. Met last week with
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the original group of participants and their parents in order to move them
into phase two of the project. The second phase will involve a ride-along
ontheapparatusinordertoexposethemtofieldoperations.The
departments goal is to gradually expand the program islandwide because
it requires a lot of coordination, direction and participation from staff.
Fire Science Class: A record number of approximately 45 students for
·
two classes participated. Two of the students were career firefighters.
Hawaii Fire Chiefs Conference: Scheduled for November 15-18, 2007, at
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the Turtle Bay Resort on Oahu. The Fire Administration will work directly
with Commissioners who are interested in attending.
Employee/Public Relations
Fifth Annual Employees and Awards Dinner: Event was held on
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August 17, 2007. Appreciation was offered to Commissioners Maedo,
Pomroy and Bowles for attending.
Fire Prevention Week: Scheduled for Saturday, October 13, 2007, from
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9:00 a.m. 1:00 p.m., at Hilo Bayfront. Commissioner Pomroy
volunteered to organize the Fire Commissions team in the annual bucket
brigade challenge.
Daniel Robert Sayre Foundation Dinner: Held on September 1, 2007.
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Commissioners were thanked for attending and showing their support.
Two sizeable checks were received that evening, one in the sum of
$39,000 and another in the sum of $49,000.
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Commissioner Bowles expressed his concern regarding the loss of experienced
personnel to retirements. It is necessary to maintain the level of service with the
EMS Bureau. He questioned whether the department considered occasionally
rotating in the retirees.
Chief Oliveira replied that the most viable solution would be to support legislation
on approving a deferred retirement option program. This would allow an
employee to retire from his/her position and then be retained by the employer up
to five years. At the present time, the Fire Department would be in violation of
rules and laws if it contracted a retired employee to a civil service position.
Deputy Corporation Counsel Brilhante agreed on the legalities involved.
Commissioner Bowles questioned who would pursue the issue with the
legislature.
ChiefOliveirarepliedthattheMayorsOfficeandtheDepartmentofHuman
Resources submitted testimony in support of the bill. He is unsure which
legislator proposed the legislation. The HFD will keep the commission informed
of the progress.
Commissioner Bowles stated that the commission would be remiss if it didnt
support the Fire Department in this effort.
Regarding the Chiefs memorandum to the Captain Cook Fire Station personnel,
Commissioner Rosehill inquired about the blueprint that was left at the station.
Chief Oliveira replied that he met with personnel and one individual informed the
Chief that the drawing was his suggestion to the consultant. Therefore, the
drawing was based on one employees ideas and suggestions.
Chief Oliveira stated that once a timeline was offered to the department he would
provide the Fire Commission with it. Although the department does not currently
have funding for the project, he ensured the commission that the personnel input
would be included in any future discussions.
Commissioner Kudlo inquired on a land donation by the Pace family.
Chief Oliveira explained that he believes discussions regarding that parcel
(located near Konawaena School) were being held with former Councilwoman
Virginia Isbell. At this time, he suggested that the Pace family should inform the
Mayors Office that they would like to open discussions on property;
especially if
thePaceFamilyhaspropertynearHookenainSouthKonabecausetheFire
Department would like to add fire service in that area.
Commissioner Kudlo asked whether there were any issues raised by the recent
threatofHurricaneFlossie.
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Chief Oliveira commended the Countys Emergency Operations Center for their
professional performance during Hurricane Flossie.
Commissioner Kudlo stated that she recently joined the Coast Guard Auxiliary
and a concern was raised with regards to communication with both Police and
Fire. She also mentioned that the Coast Guard has an office at Kailua pier with
two full time employees. Commissioner Kudlo suggested that a representative
from the Fire Department attend a future Coast Guard Auxiliary meeting.
Chief Oliveira stated that, fortunately, Special Operations Battalion Chief Clint
Coloma is in the Coast Guard reserves, and the Chief will advise him to
reconnect with the unit in Kona.
Commissioner Kudlo asked whether there would be an Ocean Safety report.
Chief Oliveira replied that Ocean Safetys quarterly statistics was distributed in
thecommissionspackets.HewillmakeanefforttohaveeitherCaptainChris
Stelfox or John Kapsky attend the commissions meetings. Also, the statistics
generated are the Department of Healths data collection. Chief Oliveira will
recommend that it be customized.
Commissioner Browne questioned whether there was a volunteer station being
established in Kawaihae.
Chief Oliveira replied that he communicated to Councilman Hoffman that there
was interest from the Kanehoa Community Association.
Commissioner Browne inquired on the reorganization of positions in the Ocean
Safety Division.
Chief Oliveira stated that Battalion Chief Coloma is working with Captain Kapsky
on filling positions. There are a number of part-time and temporary employees
who would like the opportunity to move to full-time status. A selection process is
being conducted.
Commissioner Browne asked if the commission could review the requirements
for the Ocean Safetys entry level positions.
Chief Oliveira stated that it has come to their attention that there is very limited
availability of first aid, CPR, and water safety classes in order for individuals to
achieve the entry level requirements. Therefore, having the Fire Departments
trained personnel conduct classes on the weekend is being considered.
Commissioner Bertsch questioned whether the Chief was conducting a Chiefs
forum at various stations. He also inquired on the tracking of the volunteers
call-outs in the Records Management Systems.
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Chief Oliveira answered that he is committed to having an open forum quarterly
in East and West Hawaii. Usually, he will hold the West Hawaii forum at the
Kailua Station after the Fire Commissions meeting.
In response to Commissioner Bertschs inquiry of the volunteers call-out data,
Chief Oliveira stated that the data has been inputted into the master pick list.
Therefore, the officers responding to an incident will now grab off the pick list and
drop it into the RMS. The volunteers activity report will be distributed to the
commission starting next month.
Commissioner Bertsch suggested that the Fire Commission form a
commendation document that will be presented to an individual on behalf of the
commission.
UNFINISHED BUSINESS
Fire Chiefs Evaluation form Changes and Suggestions.
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Commissioner Maedo asked if there was any input from the members regarding
the Fire Chief Evaluation tool/process and draft document that she and
Commissioner Okabe proposed at last months meeting.
Commissioner Maedo stated that the Fire Department is the one department that
has a strategic plan in place. In order for the evaluation tool to become
performance-based, the core values need to be looked at. She asked whether
the Chiefs report should be separate, and if it not be incorporated in the
evaluation. An evaluation tool is only as meaningful and appropriate to the
extent it enables the commission to foresee ways that the chief can improve.
CommissionerMaedoaskedChiefOliveiraforinput.
ChiefOliveirastatedthathefeelsuncomfortablewithprovidinginputonthis
subject. Although there were challenges and issues last year with soliciting the
inputfromthemanagementdivisionssectionalleaderpositions,ChiefOliveira
still would like to incorporate their feedback, because they are tasked with
disseminating and communicating procedures. Their input is valuable because
they are the ones to follow up on the direction of the Chief. Chief Oliveira
distributed an evaluation form that the Fire Department uses for general Chief
Officer Positions; this form could be used and tweaked to be specific for the Fire
Chiefs position.
Commissioner Kudlo asked if the rank-and-files evaluation forms were different.
Chief Oliveira replied that the form distributed would be disseminated to the
people from whom the commission would solicit input.
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Commissioner Maedo reminded everyone that it is the commission which is
tasked with evaluating the Chief. The difficulty comes when the rank and file
thinks its their input that evaluates the chief.
Commissioner Pomroy agreed that the input should only come from the Chief
Officers.
Chair Brazier reminded the commission of the poor response it received the last
time the commission tried to solicit input from the personnel. He recommended
that the method be kept simple.
Commissioner Bertsch stated that when the commission evaluates the Fire
Chief, the evaluation is kept confidential. Historically, both Police and Fire
Departments have elected to release their evaluation to the public. This is done
forpublicrelationpurposes.Herecommendedthatthecommissionusethe
direction of the strategic plan. Commissioner Bertsch fears that if the
commission rates the Fire Chief with meets expectations, the general public
could question why the County of Hawaii does not have a Fire Chief who
exceeds expectations. Therefore, he strongly recommended that the
commission use the last sheet as the evaluation form and the first three sheets
as a worksheet. In this way, there would be no numerical or empirical
association to the Fire Chiefs evaluation.
Chair Brazier suggested that the wording be changed.
Commissioner Bertsch replied that the comments may be interpreted differently
by each individual. It is necessary for the commission to make its evaluation
unambiguous.
Commissioner Okabe stated that the last page gives the commissioners an
opportunity to expand on their comments. A new commissioner would not be
able to fill out the last page; however, by using the tool of the first three pages, it
would enable a new commissioner to make an evaluation.
Commissioner Maedo asked whether the commission should keep the
benchmarks. If not, should the commission keep the format and rely on the
Chiefs Annual presentation from which the commission can keep that hard data?
It is necessary for the commission to substantiate the ongoing employment of the
Fire Chief.
Commissioner Bertsch recommended that Chief Oliveira report the status of
strategic plan with regards to the budget at the October or November meeting.
Commissioner Bowles expressed his concern regarding the continuity of the
process created by the Fire Commissions charter members. The proposed draft
lays out a method of maintaining continuity. His apprehension is with new
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members not understanding the strategic plan. It is necessary for the
Commission to make sure that new members understand the strategic plan.
The Fire Commission timeline for the Fire Chiefs Annual Performance evaluation
will proceed as follows:
December Fire Chiefs Annual end-of-the-year presentation and review.
January Fire Commission to submit completed evaluation form to Chair.
March Chair to submit completed Annual Performance Report to Mayor.
Chair Brazier requested that the Fire Commission review and consider the Fire
Chiefs draft evaluation form. The commission will continue the discussion at the
October meeting and make its decision.
Deputy Corporation Counsel Brilhante advised that the commission have a
collaborated and summarized version of the Fire Chiefs performance evaluation.
That product should be forwarded to the Mayor.
COMMITTEE REPORTS
Budget & Finance (Kudlo) Commissioner Kudlo suggested that the Fire
Department clarify the miscellaneous information in the expenditure report.
Office Management and Staffing (Bertsch) No report.
Rules and Policies (Rosehill) No report.
Public Relations (Pomroy) Commissioner Pomroy met with Chief Oliveira and
Deputy Chief Honda to discuss public relations. The Fire Department is working
on Fire Prevention Week. Laurie Kaneta will provide Commissioner Pomroy the
sponsors contact information. Commissioner Pomroy will give an update of
specific information on the event at next months meeting. Commissioner
BertschofferedhisassistancetoCommissionerPomroy.CommissionerBertsch
requested that Commissioner Pomroy research the idea of distributing a
commendationcertificatefromthecommission.CommissionerPomroyagreed
to and will research this issue and report to the commission.
Training and Education (Maedo) No report.
NEW BUSINESS
None
PUBLIC STATEMENTS
None
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ANNOUNCEMENTS
The next meeting is scheduled for Wednesday, October 10, 2007, at
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10:00 a.m. in the Aupuni Center Conference Room, Aupuni Center,
101 Pauahi Street, Hilo, Hawaii.
Set agenda for October 10, 2007, meeting.
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Meeting was adjourned at 11:58 a.m.
SUBMITTED BY:
__________________________
KAYCIE A. I. CARTER
Secretary
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