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HomeMy WebLinkAbout2024-04-30 Fire Commission Minutes HAWAFI FIRE COMMISSION REGULAR SESSION MINUTES AP RI L 30, 2024 WEST HAWAFI CIVIC CENTER, BUILDING G CONFERENCE ROOM 74-5044 ANE KEOHOKALOLE HWY., KAILUA-KONA, HI CALL TO ORDER AND ROLL CALL Chair Kosaki called the meeting to order at 9:59 a.m. He proceeded by introducing the three new Fire Commissioners and invited all present to introduce themselves. Present: Gerald Kosaki, Chair Carlene Wolf, Vice Chair Brian Cushnie, Commissioner Steven Hirakami, Commissioner Wesley Mattos, Commissioner Wayne Perrin Jr., Commissioner Absent: Corey Luke, Commissioner Shon Magsalin, Commissioner A quorum was present. Also present: Kazuo Todd, Fire Chief Keyra Wong, Deputy Corporation Counsel Charisse Correa, Commission's Secretary PUBLIC STATEMENTS ON AGENDA ITEMS (none) APPROVAL OF MINUTES DCC Wong updated the commission, noting that motions are now unnecessary for approving minutes or adjournment. The chairperson could state, "Unless anyone has corrections to make to the minutes, they are approved." Chair Kosaki sought clarification if this amendment was following Robert's Rules, and DCC Wong confirmed. Chair Kosaki invited questions or discussions regarding the minutes, but there were none. The minutes for March 28, 2024 were approved. FIRE CHIEF'S REPORT Fire Chief Todd highlighted items from the Fire Chief's Report, a detailed report is on file. • Highlights: Firefighter Anson Arakaki was honored with the Firefighter of the Year Award from the Aloha Exchange Club of East Hawaii. FMS II Erickson Kohatsu was recognized with the Haweo Award, while Fire Communications Officer II Allison Ford received a certificate of commendation. • Fiscal Branch Report: Chief Todd reported that the fiscal year, spanning from July to June, is now approximately 75% complete. Currently, expenditures on salaries Hawaii Fire Commission Regular Session Minutes April 30, 2024 Page 2 and wages stand at 77.05%, slightly below their target of 79.17%. OCE expenses are at 82.68%, aligning with their planned expenditure. Regarding equipment expenditures, 61.98% has been utilized, although some funds remain unspent due to pending deliveries of procured items. Chief Todd provided an update on the financial status, mentioning that grants & misc are currently lower due to pending purchases and some unexpended salaries and wages. EMS salaries and wages are on track at 77.10%, while OCE is lower at 65.54%. He highlighted that the EMS line item (6227) is fully covered by the State. Ocean Safety salaries and wages stand at 58.41% due to vacancies. OCE is 72%, while equipment expenditure is 37.30%, with a relatively small allocation of about $400,000. Pending deliveries of towers and other equipment. Chair Kosaki sought clarification regarding Ocean Safety equipment funding, noting it as a one-time allocation for the fiscal year, not an ongoing provision. Chief Todd informed that HFD receives approximately $200,000 annually from the State, previously, the State hadn't provided funding for Kua Bay and Hapuna Beach. He recounted his advocacy efforts at the legislature, mentioning a year when the State didn't allocate any funds, necessitating County funding for a year during the pandemic-related beach closures. This prompted his lobbying at the legislature, resulting in the addition of$200,000 annually for equipment. Chief Todd reflected that the current funding situation is an improvement from previous years. Chair Kosaki asked whether the report exclusively reflects the County budget. Chief Todd clarified that the report encompasses both County and State allocations. Commissioner Mattos inquired if the procedure remained the same as in previous years, where unutilized funds go to the County's general fund. Chief Todd confirmed, and explained that any unencumbered funds would return to the County's general fund. Chief Todd provided an update on the SAFER Grant, stating that HFD has currently expended approximately 84% of its allocation and anticipates exhausting the funding by August. He mentioned that next year's budget has accounted for this, and most of those positions are now funded through the standard process. • HR Branch Report: Chief Todd reported on internal recruitments within the department. Interviews for the Battalion Chief (Emergency Communications) were concluded, resulting in the promotion of Stacy Domingo. The Fire Captain position, which opened on March 3, 2024, closed on March 12, 2024. The Department of Human Resources referred 24 names, and the selection process is underway. For the Fire Equipment Operator position, 21 candidates passed the written exam. The Fire/Hazardous Materials Specialist exam took place on March 28, 2024. The WSO V position opened on March 31 , 2024, and closed on April 9, 2024. Chief Todd also discussed ongoing open-competitive recruitment efforts, including the addition of five Hawai'i Fire Commission Regular Session Minutes April 30, 2024 Page 3 new Fire Communications Officer Is. The final position for Fire Equipment Mechanic was filled. The WSO I position closed on April 9, 2024, with 50 referred names. Regarding firefighter recruits, 36 interviews were conducted, with conditional offers extended to nine candidates. Depending on future vacancies, Chief Todd estimates the possibility of having 10-11 recruits in the next class. While the department applied for the SAFER Grant, Chief Todd expressed doubts about its approval. Chair Kosaki briefed the new commissioners on the SAFER Grant, highlighting its federal funding for staffing purposes. He noted the AFG Grant as the Assistance to Firefighters Grant, designated for equipment and related needs. There was further discussion with Chief Todd who noted that HFD applies for various grants annually. Additionally, he mentioned collaboration with the Sayre Foundation and offered to provide additional details should the commission require them. Commission Hirakami inquired if the SAFER Grant addresses deficiencies. Chair Kosaki clarified that its primary purpose is to enhance staffing levels. He explained that the grant facilitates increasing staffing but with the condition that recipients match the funds provided by the federal government. Chief Todd added that the previous SAFER Grant was fully funded at 100% for three years, and there was no obligation to sustain the funding beyond that period. Essentially, it provided initial support to start it up. Chief Todd shared that he had met with Bobby Lee, during which they both acknowledged the need for more firefighters. There also needs to be a holistic plan for volunteers. While they are aligned on most aspects, they acknowledged that the challenge lies in the details of how they can support each other to achieve their goals. Neither of them wants conflicts, recognizing that there are often miscommunication leading to inaccurate stories circulating. Chief Todd emphasized his commitment to visiting every station, every shift, annually, and making efforts to connect with Ocean Safety and Prevention personnel. He strives to connect with each employee at least once a year. Reflecting on the department's progress, Chief Todd remarked that HFD is currently in a much better position than it has been in a long time, although there's still much work to be done, overall, they're doing a good job. Commissioner Mattos inquired about the volunteers, specifically questioning their budget allocation within the report. He asked whether the funds for HFD's volunteers came from Sayre's or through grants. Chief Todd clarified that there isn't a specific allocation for volunteer funds. Within their budget section, approximately $400,000 is designated, with $200,000 allocated for salaries and wages of two HFFA Captains responsible for volunteer training, while the remainder is generally grant money for the volunteers. Hawaii Fire Commission Regular Session Minutes April 30, 2024 Page 4 Further, Commissioner Mattos asked about the procurement of equipment for volunteers through grants, to which Chief Todd responded that it's usually sourced through hand-me-downs. Commissioner Mattos recalled discussions from the previous meeting regarding fitting volunteers with SCBAs. There were also rumors about providing uniforms, both of which incur costs. Chief Todd clarified that his objective does not include equipping volunteers with SCBAs. He spoke about partnerships with Pohakuloa Training Area (PTA), Forestry and Wildlife (DOFAW), the National Park, the airport, and volunteers allowing them to deploy 58 units in the Kohala region. He emphasized the importance of expanding volunteer participation island-wide to bolster emergency response capabilities and prevent dissolution due to lack of funding and support. Chief Todd highlighted the decline in volunteer numbers from 350 to 150 over the past few years, with a reduction in volunteer stations from 25 to 18. He expressed concern over the neglect of volunteer support, stressing the necessity of strengthening both the career and volunteer sides to enhance island-wide emergency response capabilities. He dispelled misconceptions regarding budgetary allocations for training positions, clarifying that no additional funding was secured; rather, existing overtime funds were reallocated to create these positions without increasing the budget. Chair Kosaki expressed his understanding that SCBA equipment wasn't planned for volunteers. Chief Todd confirmed there is presently no intention to equip them with SCBAs or similar gear. He emphasized the need for compliance with NFPA standards, Firefighter One certification, formal training protocols, and other prerequisites before considering that. Presently, there is insufficient training, systematic procedures, and funding to support such a system. Chad Kosaki stated he doesn't have anything against volunteers, but raised concerns about the inconsistency of their response due to a lack of standardized procedures. He expressed favor to increasing the paid staff. Chief Todd elaborated that ideally, a team of HFFA employees would manage volunteers, ensuring a standardized certification process. He emphasized the importance of strengthening both career and volunteer sides while maintaining strong partnerships with the National Park Service, DOFAW, and PTA. • Total Calls for Service: Chief Todd reported during the first three months of the year, HFD has observed a decrease in call volume compared to the same period last year. Should this trend persist, it is anticipated that there will be a decrease in overall call volumes or stay around the same for the year. • Fire Impacts: In March, a 15-acre brush fire occurred at the 8-mile marker on Akoni Pule Highway. As we transition into May, this marks the onset of the fire season, which typically peaks in August and tapers off by October. Between November and April, the wet season promotes grass growth, followed by its subsequent dry-out, Hawaii Fire Commission Regular Session Minutes April 30, 2024 Page 5 setting the stage for heightened fire risk by August, which is the pattern on the island, exacerbated during El Nino years. Conversely, El Nina years often witness milder weather conducive to vegetation growth. There was further discussion regarding the utilization of dozers, funding implications, and associated costs. Commissioner Perrin proposed the possibility of Chief Todd negotiating with the operators' union, rather than directly with companies, to secure volunteer dozer operators during peak seasons. This collaborative approach could potentially reduce costs. Chief Todd expressed interest in exploring this idea further. • Special Operations: o HazMat: The CST training for hazmat took place from April 15t" to 19tn Additionally, the bid for replacing the Hazmat x-vehicle was awarded, and they are currently conducting its Annual Hazmat Refresher Training. o Ocean Safety: The department has filled the position of an additional WSO I, closing the previous recruitment cycle, and currently has one candidate on the current list along with 15 new applicants. Interviews for WSO III recruitment were scheduled for April 23-24. While the application period for WSO V has ended, Chief Todd noted that he doesn't think interviews for this position have been scheduled yet. This year, the Junior Lifeguard Program's State Championship will take place on Hawai'i island. Chief Todd highlighted the excellence of the Junior Lifeguard Program, emphasizing its value. Furthermore, the department is in the process of finalizing equipment purchases for Kohanaiki. o Rescue: The contract for the Radon has been awarded to Riddle Marine for several months now, with the department awaiting confirmation from them to start repairs on the fuel tank. The new rescue boat arrived, with its blessing ceremony held last Saturday. However, there are ongoing issues with the electrical systems communicating effectively, they're working to resolve this issue. Chief Todd is also working to determine the arrival date of the new truck purchased months ago. Training has been authorized for eight hours per shift on the boat. • Other Apparatus Procurement Updates: Finance approval is pending to proceed with the procurement of two Type I pumpers and replacement for Hazmat 4. The quarterly chiefs meeting is scheduled for tomorrow, during which they will discuss and identify the next three firetrucks for purchase. Chief Todd aims to finalize specifications for these trucks within the next three months and submit them to finance for further processing. • Sayre Foundation Donation Updates: A blessing ceremony marked the recent receipt of donated four new brush trucks. Two from BME and two from Rebel Brush Trucks. Four additional tankers were also funded through donations, three off-road Hawaii Fire Commission Regular Session Minutes April 30, 2024 Page 6 tankers, and one on-road tanker. Engine 14 is anticipated to arrive by the end of the year. Tentatively scheduled for December 2025 is the arrival of the new Airbus H- 145 helicopter. • Call Volume: Chief Todd referenced the breakdown of call volumes in the written report. Kailua is the busiest station, with 340 calls recorded last month, closely followed by Central with 314 calls. Commissioner Cushnie inquired about the possibility of adding a medic to either stations 21 or 7 soon, noting their extended turnaround times and high call volumes. Chief Todd indicated that while discussions have taken place regarding the addition of new medics, the focus has shifted towards implementing peak medics. Given that most calls occur during daylight hours, the proposal involves staffing a second ambulance specifically during those times. However, currently, the problem lies with funding. Additionally, Chief Todd highlighted the challenges related to the wear and tear as well as the ongoing repairs required for ambulances. Commissioner Cushnie clarified that he was inquiring about staffing a second unit rather than acquiring a new physical ambulance. Chief Todd stated that both staffing and funding for additional units are provided by the State and need to be included in the budget. Commissioner Cushnie asked about lobbying efforts for EMS needs, Chief Todd detailed his efforts, including regular visits to various representatives and senators' offices to advocate for funding. Additionally, Chief Honda participates in similar lobbying efforts periodically. Chief Todd also engages with County Council and representatives at the county level. He reiterated that addressing staffing shortages is a high priority for the department, although the timeline remains uncertain. Commissioner Mattos inquired whether obtaining a medic solely relies on the State or if a private donor could contribute. Chief Todd explained that they had a private donor willing to donate a new ambulance for Makalei, but the State declined to fund the necessary positions. He noted that the costliest aspects are not the equipment itself but rather the staffing, maintenance, and ongoing operational expenses associated with keeping the unit operational. • Support Services: o Emergency Medical Services Branch: Paramedic students have completed their first rotation, with another class set to conclude in August, that'll be going out onto the line. FMS promotions will be announced shortly. EMT clinical rotations are in progress. The Supraglottic Airway device was put out in the field, and hands-on CPR training sessions have been conducted by EMS branch personnel. o Training Services Branch: Personnel completed the Fire Instructor II Certification Course and attended a forty-hour ProBoard certification course Hawaii Fire Commission Regular Session Minutes April 30, 2024 Page 7 following NFPA 1041 standards. Additionally, auto-extrication training sessions were conducted at the Honoka'a Fire Station, along with CPR and basic first aid instruction sessions. They've also applied for an Assistance to Firefighters Grant to support operational training. o Fire Prevention Branch: In honor of Women's History Month, the focus was on highlighting women in HFD. They interviewed Joan Fagerness, the first female firefighter in HFD history, which is available on HFD's YouTube channel. Additionally, Fire Prevention investigated three structure fires, held a meeting with Kawaihae Village Subdivision residents, HELCO, and HWMO regarding wildfire preparedness, and attended the International Association of Fire Chiefs Wildland Urban Interface Conference. Educational outreach was also conducted. In March, Fire Prevention completed a total of 114 inspections and 71 plan reviews. • Logistics, Emergency Communications, and Vehicle Maintenance Section: The new FCO class started on March 18th with five candidates. Progress is being made on the PPE Deacon Project. Captain Domingo, recently promoted to battalion chief, participated in the Pacific Executive Leadership Program. HFD welcomed a new fire equipment mechanic, and all stations received new treadmills. • Information Technology: Progress continues on the joint communications center. They are expected to relocate to the new dispatch center in July or August. Finalization of wiring and computer setups by Hawaiian Tel and HELCO is underway. The commission will be invited to visit upon completion. Chief Todd mentioned a recent tsunami drill conducted by the Civil Defense Agency, during which HFD's administration employees evacuated to Housing's conference room. Plans are in place to conduct another drill after the new dispatch center opens, potentially in October, allowing for resource prepositioning in their new conference room. • Safety Specialist Report: HFD experienced four incidents/accidents and two cases of vehicle property damage (two minor fender benders). Commissioner Cushnie asked the chief to summarize Fire 2, AC 1, and AC 2's current structure and duties. Chief Todd explained that Fire 2 is focused on policy and procedure rewrites, alongside managing promotions and transfers. AC 1 shares responsibility for transfers, with promotions primarily overseen by the deputy. On the operational side, AC 1 supervises the six battalion chiefs and assumes special ops duties after the conversion of the special ops battalion chief position to the training battalion chief. AC 2 manages four sections, Auxiliary services (warehouse and mechanics), procurement, repairs, and the EMS battalion chief. There was further discussion regarding the new battalion chief position assigned to dispatch and the reason for its creation. Chief Todd explained that HFFA Hawai'i Fire Commission Regular Session Minutes April 30, 2024 Page 8 emphasized the need for a chief officer who needed to be excluded managerial, with supervisory capabilities. Approval was obtained for the appointment of four captains and a battalion chief to oversee dispatch operations. This aim is to have 24-hour, uniformed, badged personnel managing the dispatch center, with the hopes that this will address issues related to retention and workplace culture. Recess was called at 11:41 a.m., the meeting reconvened at 11:54 a.m. UNFINISHED BUSINESS Discussion and finalize the Annual Fire Commission Reports. Chair Kosaki informed the commission that the reports for 2022 and 2023 were emailed and hard copies provided. However, there was no report completed for 2021, and Commissioner Luke is currently working on it. Vice Chair Wolf inquired about the procedure for handling this situation, to which DCC Wong advised they could defer it to the next meeting. Chair Kosaki then decided to defer the matter to the next meeting, adding it to the next agenda. NEW BUSINESS Review and discuss Correspondence No. 23-03: Letter from the Department of Human Resources regarding the review of the commission's secretary position. The commission reviewed the correspondence, discussing the role of the Fire Commission Secretary. It was suggested that the secretary should only be assigned to the Police Commission, and the Fire Department should explore the possibility of providing administrative and clerical support for the Fire Commission. Alternatively, if this is not feasible, consideration could be given to increasing or reallocating the secretary's pay to a higher SR rating and having a backup position in case of unavailability. The question arose whether the Fire Commission needs to request the Fire Department provide a position or funding for someone to assume this responsibility, or if the commission can recommend keeping the current secretary and increasing or reallocating her pay. DCC Wong advised that either approach is acceptable. Commissioner Mattos proposed a pay increase, while Chair Kosaki sought input from Ms. Correa. Ms. Correa noted that in 2019, HR denied a pay increase, citing that the position is not classified as "secretary to boards/commissions" because the Fire and Police Commissions are not deemed quasi-judicial commissions. Ms. Correa explained that she currently serves as the sole employee for both commissions, without backup support. Initially, the former secretary she replaced was Hawaii Fire Commission Regular Session Minutes April 30, 2024 Page 9 asked to assist the Fire Commission temporarily, but this arrangement has persisted for over ten years. The former secretary requested a reallocation, but HR denied it, maintaining the same pay, and modifying the position description to include duties for the Fire Commission. Chair Kosaki sought clarification on the definition of a quasi-judicial commission. DCC Wong explained that quasi-judicial commissions, such as the Board of Appeals or Tax Board of Review involve hearings with opposing parties, akin to mini-trials, with appealable decisions. The Fire and Police Commissions, however, do not perform such functions; while they address community complaints, their decisions are recommendations rather than appealable judgments. Chair Kosaki sought clarification from DCC Wong regarding the inability to reallocate the secretary's position due to the Fire and Police Commissions not being quasi-judicial commissions. DCC Wong affirmed this limitation, specifying that the position cannot be reallocated to that of "secretary to boards and commissions." Chair Kosaki concluded that the only feasible option would be to inquire whether the Fire Department could assume the duties of the secretary or provide a backup position. Commissioner Cushnie expressed his opinion that having an additional person for backup would ensure the continued functionality of either commission. He noted that without the secretary's presence, the meetings cannot proceed. Chief Todd shared his experience when attempting to provide temporary support for the meetings. Legal concerns arose due to potential conflicts of interest, as providing an employee from his department could be problematic during executive sessions. He suggested that if the Fire Commission seeks backup or additional support, it should be requested through the Mayor's Office, which is responsible for providing administrative support to boards and commissions. Currently, the secretary is paid from the Police Department's budget, and Chief Todd recommended that any requests for additional support be directed to the Mayor's Office. DCC Wong explained that they received a request from the chief to have one of his employees cover the Fire Commission meeting at the last session. However, there were concerns regarding potential conflicts of interest, particularly if the meeting entered executive session, as there may be confidential communications discussed. They wanted to avoid situations where the employee would feel obligated to disclose such information to their boss, the chief. Chair Kosaki raised a question about whether a similar issue exists with Ms. Correa, given her affiliation with the police department. DCC Wong clarified that Ms. Correa does not directly report to the chief. Last month, they sought assistance from the Mayor's Office, and one of the executive aides, Alexey, sat in on the meeting, as he has experience in running boards and commission sessions. This was viewed as a Hawaii Fire Commission Regular Session Minutes April 30, 2024 Page 10 temporary solution, as there have been attempts to establish a clerical pool from the Mayor's Office, but without success. Chair Kosaki proposed the idea of an assistant, to which Ms. Correa emphasized the necessity of having a backup. She raised concerns about unforeseen circumstances preventing her from attending meetings and questioned what would happen in such scenarios. Chair Kosaki then inquired about whether they should submit a request to the Mayor's Office. DCC Wong confirmed that they could send a letter outlining their concerns and requesting a backup secretary. She assured the commission that in the worst-case scenario if the secretary were unavailable during a meeting, she could figure it out, so the meeting could carry on. Commissioner Cushnie inquired if HFD has any secretaries or clerks who do not directly report to the chief. Chief Todd advised that the commission's secretary position is unique in that the funding comes out of the police department, but the secretary does not report within the police department's structure, which is like LEPC, which Gerald Kosaki sits on. LEPC's budget falls under the Fire Department, they manage that budget, but he doesn't report to him at all. Technically everyone else in the department may not directly report to him, but they are his employees and that's the issue. While the department could provide an employee to assist, the commission wouldn't be able to enter executive sessions due to potential conflicts of interest. DCC Wong suggested that if the Fire Department were to provide an employee, it could adopt a structure like that of the Board of Appeals, where the secretary falls under the Planning Department. In this setup, the secretary would report to the director of the Planning Department but would handle all secretarial and clerical duties for the board. Chief Todd pointed out that, unlike other boards, the Board of Appeals cannot replace the planning director. However, the Police and Fire Commissions have the authority to potentially replace the chiefs, which could lead to ethical dilemmas during executive sessions. Therefore, it is not ideal for the chiefs to have direct oversight of the commission's secretary. DCC Wong noted that in an ideal scenario, clerical support would be provided by the Mayor's Office or the Office of Management. Chair Kosaki inquired about the content of the letter to be drafted. He proposed whether they should request the assignment of a secretary for the Fire Commission or seek a backup in case the current secretary is unavailable. DCC Wong suggested including both requests in the letter, along with outlining the issues and expressing their desired outcomes. It was recommended to present recommendations and options for consideration, allowing the recipient to make an informed decision. Hawaii Fire Commission Regular Session Minutes April 30, 2024 Page 11 Commissioner Cushnie inquired whether the mayor was informed about the correspondence from Human Resources. DCC Wong mentioned that the managing director was aware. Chair Kosaki suggested including the previous letters in the correspondence to keep them updated. Chair Kosaki then asked if there were any further points for discussion, to which there were none. He confirmed that he would draft the letter, send it to Ms. Correa, and she will distribute it to the commission to review before the next meeting. The item would be included on the agenda for the next meeting, where a motion would be made to approve and send the letter to the mayor. ANNOUNCEMENTS Chair Kosaki announced the commission's next monthly meeting is scheduled for May 23, 2024, at 9:00 a.m., in the County Building, Council Chambers, Suite 1401, 25 Aupuni St., Hilo, Hawaii. ADJOURNMENT The meeting adjourned at 12:19 p.m. SUBMITTED BY: CHARISSE CORREA, SECRETARY APPROVED BY: GERALD KOSAKI, CHAIR