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HomeMy WebLinkAbout2024-06-25 Fire Commission Minutes HAWAI`I FIRE COMMISSION REGULAR SESSION MINUTES JUNE 25, 2024 WEST HAWAFI CIVIC CENTER, BUILDING A, COUNCIL CHAMBERS 74-5044 ANE KEOHOKALOLE HWY., KAILUA-KONA, HI CALL TO ORDER AND ROLL CALL Chair Kosaki called the meeting to order at 9:00 a.m. Present: Gerald Kosaki, Chair Carlene Wolf, Vice Chair Brian Cushnie, Commissioner Steven Hirakami, Commissioner Corey Luke, Commissioner Shon Magsalin, Commissioner Wesley Mattos, Commissioner Absent: Wayne Perrin Jr., Commissioner A quorum was present. Also present: Eric Moller, Deputy Fire Chief Keyra Wong, Deputy Corporation Counsel Charisse Correa, Secretary PUBLIC STATEMENTS ON AGENDA ITEMS (None) APPROVAL OF MINUTES Chair Kosaki asked if there were any comments or discussions regarding the minutes. Hearing none, the minutes from the May 23, 2024 meeting were approved as drafted, with no objections. FIRE CHIEF'S REPORT Deputy Chief Moller highlighted items from the Fire Chief's Report. A detailed report is on file. • Highlights: Team Rubicon undertook a project in Waikoloa Village, collaborating with the Hawai'i Wildfire Management Organization, while HFD supported their efforts to clear vegetation around the village. This project also served as a training opportunity for residents on how to maintain the surrounding fire break. From May 71" to 9t", the County of Hawai'i Leadership participated in Texas A&M Engineering Extension Service (TEEX) training. The training focused on critical aspects of emergency management, crisis leadership, senior officials' workshops, and comprehensive community emergency management planning. Additionally, the sessions emphasized the importance of community engagement and the utilization of local resources in disaster preparedness. Hawaii Fire Commission Regular Session Minutes June 25, 2024 Page 2 • Fiscal Branch Report: Deputy Chief Moller reported that the financial outlook for this year is very positive. They have expended about 98-99% of their funds and will not need to request additional funds for salaries and wages. All spending benchmarks have been met, ensuring a fiscally sound status without any issues. Throughout the year, there were adjustments such as increases to the captains' and battalion chiefs' pay and catch-ups for union-negotiated pay raises. • Alternative Funding & Grants: HFD currently has seven brush trucks in the pipeline, in addition to their regular apparatus purchases. Notably, their SAFER grant is being used to fund positions that were established three years ago. They are approximately 91% funded and anticipate that the SAFER funds will be depleted by August 2024. Chair Kosaki noted that much of the budgeted amount has not been spent and asked if the remaining funds would be used or carried over to the next fiscal year. Deputy Chief Moller explained that they expect to meet all their benchmarks this year and utilize the granted funds. Several multi-year projects will have their baseline funding from this year carried over to the next fiscal year, but they do not anticipate a significant amount of money being returned. They have also received last-minute funding for some big purchases. Currently, they are between 98% and 99% of their spending benchmark and are confident they will meet their targets as the final numbers come in this month. • HR Branch Report: Deputy Chief Moller reported that they are working on improving their performance in meeting their goals, focusing on personnel actions. Their main goal is to complete these actions within 30 days, aiming to consistently stay under this timeframe. He also reported the promotion of Fire Captain Stacy Domingo who was promoted to Battalion Chief of Emergency Communications, effective May 1, 2024. Chair Kosaki inquired if there were four promotions for Safety Officer III. Deputy Chief Moller clarified there were three promotions made, with a current open grievance, there was a question regarding seniority and whether seniority affects promotions. Chair Kosaki observed that promotions were being made for WSO III before WSO IV and V, and asked why it wasn't done the other way around. Deputy Chief Moller explained that they will now start promoting from the top down. Initially, WSO III positions opened before the IV and V positions were ready. They have paused the process and will next promote WSO V, followed by WSO IV. Any necessary corrections for WSO III promotions will be addressed. Chair Kosaki noted that someone promoted to WSO III could be subsequently promoted to IV and then V. Deputy Chief Moller acknowledged this and said they are adjusting the process to correct the issue. Hawaii Fire Commission Regular Session Minutes June 25, 2024 Page 3 Commissioner Mattos asked about the term "personnel actions" in the report. Deputy Chief Moller explained that it refers to transfers or the completion of Form 13s. He mentioned that next month will see a significant increase in these actions due to pay adjustments for everyone. Chair Kosaki noted a typo in the report where it says "greater than 30 days," but it was supposed to be "less than 30 days." Deputy Chief Moller confirmed this and said it would be corrected. • Total Calls for Service: Deputy Chief Moller reported they are at almost 13,000 calls for service for the calendar year. They're estimating around 31,000 total calls for service for the year. • Response Times: They are generally satisfied with the response times, though Deputy Chief Moller noted that they don't have the complete data set yet. • Fire Impacts: They anticipate a milder-than-usual wildland fire season this year due to expected wetter conditions from spring into summer. This presents a double- edged sword: entering a La Nina season typically brings more vegetation growth with cooler and wetter weather, but it also means a delayed drying-out period. They project this dry period to occur later in the year, likely around August or September, possibly July or August. As a result, they anticipate an increase in wildland fires in the near future. • Emergency Operations: o Battalion 1 (East Hawai'i): Two individuals were trapped by floodwaters in Narnia, they were extricated via chopper, without any reported injuries. o Battalion 2 (West Hawai'i): In Kawaihae, a swift water rescue took place when unexpected floodwaters descended from the hillside, surrounding a person in their car. The water split around the vehicle, leaving the individual stuck in the middle. There were no injuries reported. • Special Operations: o Haz-Mat: At Aloha Island Mart on the east side, there was a carbon dioxide release, prompting the evacuation of all employees and customers. On June 4t", a comprehensive multi-agency drill involving CST was conducted, with strong participation and valuable lessons learned that they can apply. o Rescue: Training for Rescue Boat 7 has been completed, and mechanical issues have been repaired. Work on the other boat is progressing well with the repair of the fuel tanks. They aim to have the boat back in operation by summertime. Hawaii Fire Commission Regular Session Minutes June 25, 2024 Page 4 Chair Kosaki inquired about the rescue stations' training practices, specifically asking if they conduct monthly training sessions. Deputy Chief Moller confirmed that yes, there is monthly training in place. There was further discussion regarding various rescue scenarios and the importance of ensuring adequate personnel training. Commissioner Cushnie inquired about the status of the tow vehicle for the rescue boat. Deputy Chief Moller clarified that the vehicles have been ordered and are currently awaiting delivery Chair Kosaki mentioned he had noticed the recruitment for the operations manager and asked if it pertained to air operations. Deputy Chief Moller clarified that the position is titled "Chief Pilot" and will serve as the director of operations for the helicopter. • Support Services: o Emergency Medical Services: The eight personnel enrolled in the Fall 2023 paramedic class have started their last cycle and are expected to be in paramedic roles this summer, around July. May 19-25, 2024, marked the 50t" Anniversary of EMS Week. They participated in the EMS Week proclamation at the State Capitol alongside Governor Green and EMS providers statewide. Deputy Chief Moller emphasized that their EMS service is unmatched in the State, praising their exceptional dedication. The CARES report for 2023 has been released, showing that Hawai'i exceeds the national average for survival rates, achieving approximately a 12.6% save rate compared to the national average of 10.2%. He noted that this success is attributed to robust outreach and educational programs within the community, and the professionalism of their paramedics and firefighters. The EMS Branch office on the west side has moved to the West Hawai'i Civic Center. They can now be found in the Kohala Room, which is located on the first floor below building D, facing the parking lot. o Training Services: The 52"d recruit class completed their Driver Training Competency Certification, marking one of the final steps before their upcoming graduation. They are scheduled to graduate on July 15t", and by August 1st, they will receive their initial station assignments and begin their duties on the ground. The 53rd recruit class is getting started, with nine positions and five alternates. Deputy Chief Moller mentioned that significant turnover is anticipated in the coming years. About two decades ago, there were multiple recruit classes due to a substantial personnel deficit, and they foresee a similar scenario as Hawaii Fire Commission Regular Session Minutes June 25, 2024 Page 5 many personnel become eligible for retirement within the next two years. Additionally, a two-day live fire training program took place in Honolulu. o Volunteer Training: The volunteer program has seen strong engagement, with approximately 165 volunteers actively participating. There was a noticeable decline in volunteer numbers over the past year and a half, but in the last six months, the decrease has stabilized, and some stations have experienced a resurgence. Recently, the department bid farewell to long-time volunteer Kenneth Shisler from Station 11 C, who relocated to the mainland. Volunteers from Pu'uanahulu were involved in the Rubicon exercise in Waikoloa, where they received three-day training sessions on establishing and maintaining firebreaks, along with discussions on fire management plans. o Fire Prevention: For May, the Fire Prevention Branch investigated two structure fires: one was a laundromat, and the other was a residence. The cause of one fire remains undetermined, while the other is still under review. Additionally, they participated in the DARE Program organized by the Hawai'i Police Department. • Logistics, Emergency Communications, and Vehicle Maintenance Section: May and June were dedicated to their annual inventory, which is a significant task due to the large amount of equipment at various stations. Deputy Chief Moller reported that they have a better handle on their equipment this year compared to previous years. At the Pahoa Fire Station, the kitchen AC has been repaired. He noted, more importantly, that the notice to proceed for the contractor on the roof project has just been issued. Deputy Chief Moller reported that in May, a total of 187 repairs and services were conducted on apparatus and equipment and 32 service or trouble calls that required addressing issues on the side of the road. • Emergency Communications: On May 1, 2024, Stacy Domingo began her role as the new Battalion Chief of Emergency Communications. She is currently developing a program to onboard new dispatchers and prepare for the upcoming move to the new dispatch center. The close collaboration with the Police Department's dispatch has proven highly beneficial. While there was previously a division between the two, dispatchers now express a preference for a collocated facility to enhance communication. Initially, there were plans to separate the two, but now they favor staying together. He is optimistic about the future of this collaboration. Additionally, all five current Fire Communications Officer I personnel have completed their EMD certification. HFD has eight candidates lined up for interviews in June, intending to train them over the next six to nine months and achieve full staffing in dispatch. • Information Technology Highlights: There is a lot of ongoing work with their MDTs to get everything up and running. They have transitioned to a new reporting system, Hawaii Fire Commission Regular Session Minutes June 25, 2024 Page 6 with the first step being to ensure it functions properly in the vehicles. This system provides real-time data on system and building outages, which has been successfully integrated. The next step is to ensure they can pull data for pre-fire planning, fire loading, and fire flow, giving responding units more functionality. Once the equipment is properly inputted into the system, any apparatus or equipment needing repair, the work order system will be handled through RMS. This will be directed to the warehouse or maintenance section, enabling them to track costs and the location of items. This measure enhances efficiency and provides better tracking of equipment, leading to cost savings. Safety Specialist Report: As mentioned in previous meetings, HiOSH completed an inspection of the Central Fire Station, which resulted in several findings and potential violations. They have addressed everything on their end. Due to recent manpower turnover, they are still awaiting a response. A tabletop exercise for the Continuity of Operations Plan was conducted, moving the administrative facility to the Office of Housing's conference room. This was done in conjunction with a tsunami exercise, and they were pleased to have successfully performed all their work from the remote location. In an emergency requiring evacuation, he feels confident they could maintain operations and take care of their staff reporting to work. Other Updates: May marked the National Fallen Firefighter Memorial Weekend. There was strong representation at the Mayor's Office, with a proclamation issued and activities conducted nationwide. He reminded everyone to keep this in mind, noting the loss of a water safety officer in Oahu due to a shark attack over the weekend. This serves as a reminder of the inherent dangers of their work. This month, they had the opportunity to honor those who have fallen. Chair Kosaki inquired about the wildfire reduction and education efforts mentioned in the report, specifically, the work done with Team Rubicon. Team Rubicon cleared Kiawe trees and brush around homes. He asked if they were like a commercial landscaper. Deputy Chief Moller explained that Team Rubicon brought in their experts from the mainland and biologists to ensure no endangered species were affected. It was a collaborative effort with Rubicon leading. Chair Kosaki asked who did the actual cleanup, and Deputy Chief Moller confirmed that Rubicon had about 35 people who camped out for the week, with HFD providing some equipment. When asked where the brush and green waste were taken, Deputy Chief Moller advised that there was an arrangement with a green waste company to remove it off-site, and he believed some chippings were used for mulch. Chair Kosaki explained his concern about just moving the brush to another location rather than processing it properly. Commissioner Cushnie mentioned the loss of Fire 135 and asked if it had returned. Deputy Chief Moller confirmed that it was back. Further discussion followed about Hawaii Fire Commission Regular Session Minutes June 25, 2024 Page 7 Fire 135, including FAA requirements, operational control requirements, pilot turnover, and whether the pilots would be contracted or county employees. Commissioner Mattos asked if the water safety officers work closely with Station 7, specifically regarding their jet skis at Kailua Pier. He mentioned that there were two new jet skis that seemed unused. Deputy Chief Moller stated he believed that's correct. Commissioner Mattos explained that he wasn't very familiar with Water Safety, but he was approached just before this meeting and was asked to bring this up and ask for the status of Unit 3, the jet ski with the Kailua Station. Deputy Chief Moller explained that the Sayre Foundation had provided more jet skis than currently needed due to a lack of trained personnel. Two jet skis are stored to prevent damage and there aren't enough personnel to cover the jet skis. There was further discussion regarding higher-level training and safety issues. Deputy Chief Moller added that HFD is exploring a robotic water rescue drone system. Chair Kosaki raised concerns about drug testing, specifically mentioning a case where someone tested positive for THC and had a prescription containing THC. He expressed concerns brought up to him about the individual working alongside others and operating equipment without clarity on drug presence in their system. He acknowledged the confidentiality between the employee and the Medical Review Officer (MRO). He noted that he believes that traces of THC might be present due to the prescription, but higher levels would indicate active drug use. Deputy Chief Moller explained that marijuana is prohibited, regardless of prescription, according to union agreements. Any positive test result handled by DHR would be treated as a contract violation. There was further discussion regarding reasonable suspicion, guidelines, and policies. Commissioner Mattos inquired about the actions taken and asked if they were placed on leave. Deputy Chief Moller responded that they were suspended and entered into a program where they must complete certain requirements, including a subsequent test, to return to work. He further explained that this program is managed by DHR, and a positive test result reported by DHR would lead to termination as a second contract violation. Commissioner Mattos asked if having a medical card mattered, to which Deputy Chief Moller clarified that it did not. He explained that according to the DAT policy within the Collective Bargaining Agreement (CBA), having a prescription does not exempt someone from responsibility. The discussion also touched on the MRO's role and employee confidentiality rights. Chair Kosaki asked about the upcoming continuing challenge and the department's interest in attending. Deputy Chief Moller mentioned he was unsure of the current status and would follow up and provide an update. Discussion continued about conferences and attendance. Hawaii Fire Commission Regular Session Minutes June 25, 2024 Page 8 Chair Kosaki asked if he heard about the Sayre Foundation golf tournament happening on July 27t", in Kona. Deputy Chief Moller acknowledged hearing about it but mentioned not having specific details. He noted that it sounded like a good event and encouraged anyone interested in golf to attend. Vice Chair Wolf referred to the chief's report and inquired about the EMILY Rescue Robot. Deputy Chief Moller clarified that it's the drone he mentioned earlier and mentioned they are in the process of arranging a demonstration. When asked about the cost, he wasn't certain and stated he would get that information for her. Commissioner Cushnie asked about maintenance and the progress toward having a mechanic on the west side of the island. Deputy Chief Moller clarified that they are currently on hold with the one approved position intended for Kona. They are still working through some logistical details before moving forward. Recess was called at 10:16 a.m., the meeting reconvened at 10:26 a.m. UNFINISHED BUSINESS Discussion regarding the Annual Fire Commission Reports. The commission reviewed the Fire Commission Annual Reports for 2022 and 2023. There was discussion regarding whether it should be based on a calendar year or fiscal year. Ultimately, the commission agreed to continue completing the reports on a calendar year basis. Vice Chair Wolf made a motion to approve the 2022 Annual Report, seconded by Commissioner Mattos with no discussion, it carried unanimously. Vice Chair Wolf made a motion to approve the 2023 Annual Report, seconded by Commissioner Mattos. Commissioner Magsalin expressed opposition, suggesting that the conclusion should highlight some positive aspects. She acknowledged the value retired firefighters bring in providing information but emphasized the need for a formal process when issues are raised. Chair Kosaki clarified the procedural steps, explaining how concerns are added to the agenda or addressed within the chief's report. This allows the commission to raise issues with the chief, who can then provide explanations and address the situation. DCC Wong confirmed the vote results, noting that the annual report was approved with 6 in favor and one opposed. She clarified that Commissioner Magsalin, having voted against the motion, would not be able to initiate reconsideration herself. A member who voted with the majority would need to propose reconsideration. Chair Kosaki asked if anyone wanted to reconsider the motion. Commissioner Hirakami stated for the sake of continuing the discussion, he moves to reconsider the motion, seconded by Commissioner Luke. The motion to reconsider was up for discussion. Hawaii Fire Commission Regular Session Minutes June 25, 2024 Page 9 Commissioner Hirakami noted that he was not part of the commission at the time, but expressed concern that the conclusion in the report appears subjective rather than objective. He suggested that such comments should be part of an objective evaluation process rather than appearing as a standalone comment. He emphasized the need for a structured evaluation that includes goal setting and allows the chief to provide comments, enabling the commission to assess performance objectively. He expressed readiness to contribute ideas for improving the evaluation process. Commissioner Luke stated that the commission's role is to offer recommendations to the chief, who receives them accordingly. His concern was that the report might imply a requirement for the chief to act on these recommendations. He stressed that the commission's intention is not to interfere with operations or micromanage but to provide suggestions. Therefore, whether the recommendations are implemented should not be a basis for judging the chief's performance. Commissioner Luke acknowledged that the chief listens to and considers suggestions, but the interpretation of whether they are acted upon lies with the recommendation-makers. He emphasized that the chief's transparency and receptiveness to input should be the focus, rather than the outcomes of the recommendations. DCC Wong stated that if there are no further discussions or comments on the motion to reconsider, a roll call vote must be conducted. Commissioner Cushnie inquired whether those who were not on the commission at the time should abstain from voting. She noted that it was up to each individual's discretion — if they felt uncomfortable voting due to their absence during that period, they could choose to abstain. Both Commissioners Cushnie and Hirakami opted to abstain. There was further discussion about the template and process for the chief's evaluation. DCC Wong suggested that the comments regarding the evaluation should be deferred to later in the agenda under new business when discussing the fire chief's annual evaluation. She requested a roll call vote on the motion to reconsider the approval of the 2023 annual report. Ms. Correa called for a roll call vote: Commissioner Mattos — no, Commissioner Magsalin — yes, Commissioner Luke — yes, Vice Chair Wolf— no, Chair Kosaki — no. The motion to reconsider failed, and the original decision of the commission stands. UNFINISHED BUSINESS Discuss, and finalize the letter addressed to the Mayor's Office in response to Correspondence No. 23-03 from the Department of Human Resources regarding the review of the commission's secretary position. Chair Kosaki inquired whether everyone had reviewed the letter to the Mayor and if there were any comments or revisions to be made. Finding none, Chair Kosaki Hawaii Fire Commission Regular Session Minutes June 25, 2024 Page 10 explained that the letter was straightforward, requesting the Mayor to arrange for a substitute in case their secretary is unavailable. With no further comments, he called for a motion to approve the letter. Commissioner Hirakami acknowledged that the letter was well-stated but noted that it lacked a specified response time, potentially leaving it open to being ignored. Chair Kosaki suggested monitoring for a response within a month, and if none is received, they could follow up with the Mayor's office. Commissioner Luke motioned to approve the letter as written, seconded by Commissioner Hirakami. With no further discussion, the motion carried unanimously. Chair Kosaki announced that the letter would be sent to the Mayor. NEW BUSINESS Discuss the Fire Chief's annual evaluation period (fiscal year vs. calendar year) and the process. Chair Kosaki explained the reason the chief's evaluation was conducted in the fiscal year is because Chief Todd began his tenure in April 2021 , so his initial evaluation period was from July 1 to June 30t" Commissioner Mattos inquired whether it would pose any issues to conduct evaluations on a calendar year basis aligned with the terms of commissioner members. Chair Kosaki stated that transitioning to calendar year evaluations would be appropriate, especially considering the previous half-year without a meeting. He expressed that he was open to suggestions, if they want to do it that way, that's appropriate, as long as they do an annual evaluation. Commissioner Mattos made a motion to complete the chief's evaluation on a calendar year basis instead of a fiscal year, beginning in 2024. Commissioner Hirakami seconded the motion and stated it makes sense to do it that way coinciding with the annual report. He suggested that before the evaluation begins, he could offer input to improve the evaluation system. With no further discussion, the motion carried unanimously. Chair Kosaki requested that this matter be included on the agenda for the next meeting to discuss the chief's evaluation process. ANNOUNCEMENTS Chair Kosaki announced the commission's next monthly meeting is scheduled for July 25, 2024, at 9:00 a.m., at the County Building, Council Chambers, Suite 1401, 25 Aupuni St., Hilo, HI. ADJOURNMENT The meeting adjourned at 11:14 a.m. Hawaii Fire Commission Regular Session Minutes June 25, 2024 Page 11 SUBMITTED BY: CHARISSE CORREA, SECRETARY APPROVED BY: GERALD KOSAKI, CHAIR