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HomeMy WebLinkAbout2024-08-22 Fire Commission Minutes HAWAI`I FIRE COMMISSION REGULAR SESSION MINUTES AUGUST 22, 2024 WEST HAWAFI CIVIC CENTER, BUILDING A, COUNCIL CHAMBERS 74-5044 ANE KEOHOKALOLE HWY., KAILUA-KONA, HI CALL TO ORDER AND ROLL CALL Vice Chair Wolf called the meeting to order at 9:01 a.m. Present: Carlene Wolf, Vice Chair Brian Cushnie, Commissioner Steven Hirakami, Commissioner Corey Luke, Commissioner Shon Magsalin, Commissioner Wesley Mattos, Commissioner Wayne Perrin Jr., Commissioner Absent: Gerald Kosaki, Chair A quorum was present. Also present: Kazuo Todd, Fire Chief Ian Chadwick, Assistant Chief Daniel Volpe, Battalion Chief Keyra Wong, Deputy Corporation Counsel Charisse Correa, Secretary PUBLIC STATEMENTS ON AGENDA ITEMS None. APPROVAL OF MINUTES Vice Chair Wolf asked for comments on the minutes. Hearing none, the minutes from the July 25, 2024, meeting were approved as drafted, with no objections. FIRE CHIEF'S REPORT Fire Chief Todd highlighted items from the Fire Chief's Report. A detailed report is on file. • Highlights: The Junior Lifeguard Program's championships were held and the 52nd recruit class graduated in July, the ceremony was shared on social media. • Fiscal Branch Report: Chief Todd reported that July marks the first reporting period of the fiscal year. HFD submitted approximately $22 million in grants, including funds related to the August 8t" fires from the previous year, it may take one to two years to determine the outcome of these grants. The department's budget goal is set at 12.5%, with 12.22% already allocated for salaries and wages. Operating capital is higher than usual due to early expenditures, particularly for equipment, which is at 38%. This higher percentage is intentional, as they're making proactive purchases to avoid delays in the procurement process. Overall, they are on track. Hawaii Fire Commission Regular Session Minutes August 22, 2024 Page 2 • Alternative Funding & Grants: Grants are continuing on pace. The first AFG grant yielded a positive result of approximately $500,000. • HR Branch Report: Current internal recruitments are underway for the positions of Fire Captain and Fire Equipment Operator. Assessment center letters have been issued to six candidates for Fire Captain and 16 candidates for Fire Equipment Operator. Interview assessments for Hazmat Materials Specialists are also in progress. The recruitment process for Water Safety Officer (WSO) positions is being re-evaluated due to a grievance regarding the WSO III process. The revised recruitment will take place between September and December, starting with WSO V, IV, and III positions, followed by WSO II and I. Commissioner Cushnie asked for clarification regarding the budget, specifically about equipment purchases and the high percentages. He inquired whether "equipment" covers everything from hoses and appliances to fire trucks. Chief Todd explained that "equipment" generally refers to higher-cost items like extrication tools, ATVs, UTVs, and trucks. Smaller items, such as hoses, fall under the "public safety supply" category. Commissioner Hirakami arrived at 9:17 a.m. Chief Todd reported that the new class of firefighter and EMS recruits began on August 1st. A total of 13 firefighter recruits and one EMS recruit were hired, bringing the department to full staffing on the operational fire side. For the Fire Communication Officer I position, seven candidates were interviewed, but none were selected. Conditional offers were extended for Water Safety Officer I, but the process is currently on hold due to a lack of vacancies until higher-level WSO positions are filled. A request to fill the Professional Trainee I position has been submitted to DHR, and interviews for an account clerk position were conducted, with results pending. • Total Calls for Service: Chief Todd reported 18,170 calls for the calendar year. They received 2,640 calls for service for July. They're estimating around 31,149 total calls for service for the calendar year. • Fire Impacts: In July, there were 22 wildland fire calls, with two fires burning a total of 82 acres. The department has begun utilizing drones for GIS layer mapping, which provides aerial views and real-time information on fire activity and the actual size of the fires. • Emergency Operations: o Battalion 1 (East Hawai`i): There was a drowning at Kehena Beach and another at Leleiwi Beach Park. Additionally, a structure fire occurred in District 18, and a three-acre brush fire was reported on Kamaili Road. Hawaii Fire Commission Regular Session Minutes August 22, 2024 Page 3 o Battalion 2 (West Hawai`i): A brush fire occurred in Waikoloa Village. Another brush fire in Waikoloa burned 7.5 acres. Additionally, there were reports of a missing swimmer and a missing hiker. • Special Operations: o Haz-Mat: Five personnel have been selected to attend the 2024 Hazmat Continuing Challenge, scheduled for the coming weeks. A hazmat technician refresher course will be held by the end of September, and planning has begun for the next hazmat technician class. o Ocean Safety: Chief Todd briefed the commission on the Junior Lifeguard Program, encouraging them to attend and observe, noting it as an impressive event. He also provided an update on the WSO III grievance, stating that their goal is to incorporate education and experience into the recruitment process. o Rescue: To mitigate challenges encountered with new pilots, they are developing evaluation criteria for mission-specific tasks. Commissioner Magsalin arrived at 9:35 a.m. • Support Services: o Emergency Medical Services: The Fall 2023 paramedic class completed national and state testing requirements for state licensure. Personnel attended a one-day Mass Casualty Incident (MCI) Preparedness Conference in Honolulu and assisted with a week-long Active Attack Integrated Response (AAIR) train-the-trainer course for HPD and HFD personnel. Captain Lam was recognized and honored with the Haweo Award. o Training Services: The 52nd firefighter recruit class completed their final training at Pohakuloa. Their graduation ceremony took place on July 12t" where recruits were honored and recognized. The 53rd firefighter recruit class started on August 18t o Volunteer Training: Volunteers took part in community service events and picnics, and Company 7B hosted their annual Fourth of July pancake breakfast fundraiser in collaboration with the Sayre Foundation. Ainaloa volunteers, alongside personnel, responded to a brush fire. Company 11 C honored Former Captain Kenneth Shisler and his wife Dina, who recently relocated to the mainland, for his years of dedicated service. o Fire Prevention: The Fire Prevention Branch investigated two structure fires in July. They continue to use social media for public education, showcasing department highlights, recruit training videos, and graduation ceremonies. Plan reviews are consistently completed within the 14-day review window, Hawaii Fire Commission Regular Session Minutes August 22, 2024 Page 4 and the EPR Property list buildout is progressing with a monthly target of 30 EPR inputs. There were no major injuries or fatalities during the Fourth of July. Chief Todd announced the appointment of Dan Volpe, the Operations Battalion Chief in West Hawaii, as his new deputy chief. He will officially assume the position on August V. • Logistics, Emergency Communications, and Vehicle Maintenance Section: o Logistics: The annual inventory, conducted at the end of each fiscal year, has been completed. For the fire ordering site, there were 323 customers and 47 orders processed in July, with approximate sales reaching $19,000—nearly $20,000 worth of products. Chief Todd also shared information about the warehouse site, detailing the inventory process and its operations. Commissioner Perrin inquired about the dozer issue and asked if the County and State provide assistance. Chief Todd confirmed that they do. Commissioner Perrin also asked if HFD had considered purchasing their own dozer. Chief Todd acknowledged that while he has considered it, the department rarely uses the dozer and primarily relies on the county for assistance. He noted that issues with response time and availability make it a complex problem. Commissioner Mattos praised the chief for the improvements to the warehouse, recalling a time when everything was managed on paper and there were long wait times. Chief Todd responded that, although there is still room for improvement, he is pleased with the progress made so far. Chief Todd reported that the maintenance section has been working on installing water stations at the fire stations. In total, the repair area completed 185 repairs, handled 25 service calls, and managed 34 contracted repairs and tows. o Emergency Communications: Four fire communication officers I and three battalion chiefs participated in Emergency Fire Dispatch (EFD) training as they work towards implementing EFDs. Two personnel also attended the NENA Conference in Orlando, Florida. Discussions are underway to transition most of the dispatchers back to the Fire Department. Due to a personnel shortage, some dispatchers were temporarily moved to police dispatch while additional communication officers were trained. Now that the training is complete, the plan is to reintegrate the dispatchers into their center, except for the midnight shift. The ultimate goal is to move all dispatchers to the new joint communication center once it opens. Hawaii Fire Commission Regular Session Minutes August 22, 2024 Page 5 o Information Technology: They can now order their bunker gear through the new Shopify website, which offers all bunker gear options directly online. CradlePoint changed out on E03 due to MDT VPN. Long-term plans include continued discussions with Opticom, a traffic control system that helps emergency vehicles manage traffic lights at intersections. Currently, Opticom operates using infrared light, the latest version will use GPS technology. This upgraded system will enable traffic signals to detect approaching emergency vehicles in advance and change the lights before they arrive, clearing the way for smoother passage. This system will require GPS data from responding units to function effectively. Additionally, new iPads have been received for the Ocean Safety Section, and ProQA has been updated. • Safety Specialist Report: In July, they focused on a mold awareness campaign and conducted a Water Rescue GAP analysis. They also advanced their respiratory protection program, achieving 95% compliance with fit testing in West Hawaii, while continuing to train additional personnel in East Hawai'i. Planning is underway for the Continuity of Operations (COOP) exercise scheduled for October 17t" Chief Todd added that since January 2023, he's been working to have cameras installed on the island. They encountered funding challenges and faced obstacles but have been collaborating with private entities, including hotels and donors, to advance the project. After the August 81" fires, he approached HELCO and other stakeholders with the proposal. HECO is now fully supportive. Chief Todd shared that the live feeds from these cameras provide real-time updates. The system uses artificial intelligence to detect smoke in the images and alerts human operators on the mainland if smoke is detected. These operators then verify the presence of smoke and, if confirmed, contact 911. The system has already successfully identified brush fires in Honolulu ahead of time. Vice Chair Wolf had follow-up questions regarding the helicopter status and the hydrants. She asked whether the helicopter would be used for inter-island transfers, how the funding was sourced, and whether the hydrants are managed by the Fire Department or the Department of Water Supply. Chief Todd explained that Helicopter 3 was donated by an individual to facilitate inter-island transfers. The department's current focus is to support this process rather than to enter the inter- facility transport business. As a 911 response organization, its primary goal is to address emergencies. They are working to help the Sayres either establish a company or secure a contract for these transfers. HFD does not intend to manage inter-island facility transports themselves but supports the initiative as it benefits the state and the island. In response to Vice Chair Wolf's question about the hydrants, Chief Todd clarified that the Department of Water Supply is the sole provider for all hydrants on the island. They are responsible for the maintenance, repairs, and replacements of hydrants. This responsibility does not fall under HFD, as defined by state law. Hawaii Fire Commission Regular Session Minutes August 22, 2024 Page 6 Regarding a memo he issued, referenced by Vice Chair Wolf, Chief Todd explained that the memo directed firefighters and companies to familiarize themselves with their district, including the locations and operations of hydrants and sprinkler systems. He emphasized that while it is not their responsibility to maintain the hydrants, knowing their district and understanding the hydrants is crucial. Chief Todd confirmed that he has no intention of retracting his statements, as they pertain to the necessity of being knowledgeable about the district rather than the maintenance responsibilities. Commissioner Mattos brought up an email he had received regarding a previous inquiry. At the last meeting, he had asked Chief Todd about volunteer involvement and EMS standby. Commissioner Mattos explained that the person who had raised concerns about EMS standby had provided documents indicating that some level of first aid or EMS standby was conducted. He clarified that he was not opposed to the volunteers. Chief Todd stated that he was unfamiliar with the documents mentioned and asked if they were included in the agenda. He also inquired whether the documents were related to a letter concerning dispatch. Commissioner Mattos was informed that this issue was probably a separate agenda item and could be discussed later. UNFINISHED BUSINESS Discussion on the Fire Chief's annual evaluation: DCC Wong mentioned that inquiries had been made about sending an electronic survey to department employees for feedback on the chief's performance. She is awaiting a response from HR and noted that the union's input might be needed and participation would be voluntary. Additionally, there was a request for HR to present best practices for performance evaluations. DCC Wong emphasized that the evaluation framework will depend on the questions and topics considered. Questions in the survey should be relevant to the chief's evaluation and aligned with the evaluation criteria to ensure meaningful feedback. Commissioner Cushnie suggested that involving HR would be beneficial. He noted that gathering feedback directly from employees at the stations is challenging due to existing rules. He is exploring ways to get input from those under the chief, as current feedback tends to be one-sided, coming only from the chief. DCC Wong agreed and will update the commission on HR's response. She will either send a memo before the next meeting or have DCC Salas-Ferguson provide additional information at the next meeting. UNFINISHED BUSINESS Correspondence No. 24-01: Correspondence received concerning dispatch operations: Vice Chair Wolf asked Chief Todd for comments on the received correspondence. Chief Todd explained that in 2023, they faced an unforeseen staffing shortage due to COVID- Hawaii Fire Commission Regular Session Minutes August 22, 2024 Page 7 19. They have been actively recruiting Fire Communication Officers, reclassified dispatch positions for higher pay, and added more supervisors. Employees now earn $2,000-3,000 more per month. Assistant Fire Chief Ian Chadwick responded to the letter's claims about staffing shortages. He noted that six new hires were made in April 2023, a month before the alleged issue, with training taking about a year. Three of those hires remain with the department, showing improvement. They brought in a consultant from the mainland who is a manager of a fire communications organization to help train BC Domingo. Currently, there are five trainees nearing the end of their probation. Recent recruitment efforts included interviewing eight candidates from 60 applicants, though seven did not meet the typing speed requirement. The training lasts 9-12 months, managed by one BC. The department faces challenges, but they have also made strides, including sending personnel to the mainland for training. Dispatchers were temporarily relocated to HPD due to unsustainable working conditions, with one person per shift now stationed at HPD for the midnight shift while other shifts return to Fire. Commissioner Perrin asked how many dispatchers are needed to meet operational standards. Chief Todd explained that they currently staff eight-hour shifts with 3 dispatchers for the day shift, 3 for the afternoon, and 2 for overnight. Ideally, he wants more dispatchers for major incidents, with some dedicated to managing incidents separately from taking 911 calls. In the long term, he aims for six or seven dispatchers per shift. Chief Todd mentioned that the number of dispatchers needed to be fully staffed is around 16. If the current class of five trainees maintains a 50% retention rate, they will reach 11, which is still below the ideal number. While 24 might be challenging due to turnover, 16 fully trained dispatchers would be the ideal target. DCC Wong announced that Vice Chair Wolf, the acting chair, needed to leave, but there would still be a quorum. Members needed to elect someone to serve as acting chair for the remainder of the meeting. Commissioner Hirakami motioned to appoint Commissioner Luke as chair for the rest of the meeting. Commissioner Perrin seconded the motion, and with no further discussion, the motion carried unanimously. Vice Chair Wolf left the meeting at 10:46 a.m. Commissioner Hirakami asked if the separation of fire dispatchers between locations causes delays in dispatching and response times. Chief Todd explained that ideally, having all dispatchers at HPD would allow them to work together in one room, which would be more efficient. However, he is concerned about delays when calls are filtered through police dispatchers before reaching Fire or EMS. The new call center will address this issue by consolidating dispatchers in the same building, but for now, this arrangement is the best available solution. Hawaii Fire Commission Regular Session Minutes August 22, 2024 Page 8 Commissioner Hirakami also asked about call volume patterns and staffing. Chief Todd confirmed that call volume is highest during the day, which is why staffing is heavier during those hours. Although call volume drops from midnight to 0800 hours, major incidents can still occur. Commissioner Mattos noted that since he first started as chief, dispatch has been a recurring topic. He acknowledged Chief Todd's efforts and observed that the writer of the letter seemed unhappy with the current arrangements. Chief Todd confirmed that there is mixed feedback. He highlighted safety concerns with employees working alone. Commissioner Magsalin, drawing from her hospital experience, expressed an understanding of the challenges of working short-staffed and acknowledged the difficulties in finding solutions. Commissioner Cushnie added that one of the writer's complaints was that police dispatchers lacked training in taking medical and rescue calls. He asked how often HPD dispatchers handle such calls and whether there have been any negative outcomes. AC Chadwick stated he was unaware of any instances of that occurring and acknowledged that police dispatchers field the call in the initial stages until a fire dispatcher was freed up. He added that, despite the challenges of moving dispatchers to HPD, the collaboration between Police and Fire dispatchers has improved and proved beneficial. ANNOUNCEMENTS Commissioner Luke announced the commission's next monthly meeting is scheduled for September 26, 2024, at 9:00 a.m., at the County Building, Council Chambers, Suite 1401, 25 Aupuni St., Hilo, HI. Commissioner Hirakami asked about a communication received too late to be included on the current agenda, referring to Commissioner Mattos' earlier concerns. He suggested addressing it at the next meeting. DCC Wong noted that any new topics should be sent to the chair for inclusion in the agenda, ideally 10 business days before the meeting. She suggested sending a quick email to the chair after the meeting to describe any agenda items you want to discuss in September. If the item requires the chief's input, make sure to provide any relevant documents and allow time for the chief to prepare for the discussion. Commissioner Magsalin asked for Daniel Volpe to introduce himself. He shared that he's originally from Las Vegas and moved to the Big Island 21 years ago and has been with the Hawaii Fire Department for 19.5 of those years. He's been in operations his entire career, started as a firefighter, became a paramedic in Kona for about three years, moved back to the east side, and was a paramedic for another four or five years. He was promoted to driver in Puna, later became captain in Central, and most recently was promoted in February to battalion chief in West Hawaii. With the recent opportunity Hawaii Fire Commission Regular Session Minutes August 22, 2024 Page 9 to be appointed as deputy chief, he is enthusiastic about supporting the chief's vision and goals for the department. The commission congratulated him on his new position and expressed their approval. ADJOURNMENT The meeting adjourned at 11:12 a.m. SUBMITTED BY: CHARISSE CORREA, SECRETARY APPROVED BY: GERALD KOSAKI, CHAIR