Loading...
HomeMy WebLinkAbout2024-10-24 Fire Commission Minutes HAWAI`I FIRE COMMISSION REGULAR SESSION MINUTES OCTOBER 24, 2024 WEST HAWAI`I 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 9:01 a.m. Present: Gerald Kosaki, Chair Carlene Wolf, Vice Chair Brian Cushnie, Commissioner Steven Hirakami, Commissioner Shon Magsalin, Commissioner Wayne Perrin Jr., Commissioner Absent: Corey Luke, Commissioner Wesley Mattos, Commissioner Rick Porter, Commissioner A quorum was present. Also present: Kazuo Todd, Fire Chief Daniel Volpe, Deputy 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 September 26, 2024, meeting were approved as drafted, with no objections. FIRE CHIEF'S REPORT Chief Todd highlighted items from the Fire Chief's Report. A detailed report is on file. • Fiscal Branch Report: Chief Todd provided budget updates regarding salaries and wages, Operating Capital Expenditures, and equipment for Fire, EMS, and Ocean Safety. He confirmed that the AFG grant has been fully utilized and is now closed. The county is now fully funding six captain and three firefighter positions. Overall, the budget is on track and aligned with their goals, and they are progressing steadily with grants and all other fiscal matters. Chair Kosaki asked about the "Calm the Chaos" training. Chief Todd clarified that this is a department-wide initiative designed for all operational captains, not related to hazmat or other specialized training. Deputy Chief Volpe explained that the program, developed by Anthony Kastro, focuses on mastering fireground command. It introduces a structured and organized command system similar to ICS but on the Hawaii Fire Commission Regular Session Minutes October 24, 2024 Page 2 fireground level. This training aims to align company officers and provides consistency. • HR Branch Report: HR is meeting its targets for processing actions, including recruitments, promotions, and other personnel activities. Chief Todd reported on recent HR developments, noting promotions, recruitment efforts, and new hires. Roy Henderson has been promoted to Fire Prevention Battalion Chief, and Keenan Parker to Fire Rescue Specialist. The Fire/EMS Specialists I promotion is progressing, with candidates awaiting their Fire/Hazardous Material Specialist interview and assessment center dates. A request has been submitted to fill the position of Supervising Fire Communication Officer. Open competitive recruitments have resulted in filling the Professional Trainee I position, and recruitment has begun for roles such as Fire Fighter Recruits, Fire/EMS Recruits, and Fire Maintenance Worker. Chair Kosaki noted that dispatch wasn't listed among the open recruitments. Chief Todd clarified that they are not actively recruiting for dispatch right now because a class is currently in progress. Chair Kosaki then asked if dispatch operations had returned to central, to which Chief Todd explained that some staff are based at central while others are at the Police Department. The new dispatch center is anticipated to be up and running within the next six months. • Total Calls for Service: Chief Todd reported a projected 31,000 calls for the year. Year to date, Rescue/EMS calls are at 66%, good intent calls at 13%, severe weather at 10%, and a small percentage is fire-related at 3%. • Emergency Operations: o Battalion 1 (East Hawai`i): In Pauka`a, a 72-hour search was conducted after divers spotted a body in the ocean, but no one was located after three days. At Boiling Pots, a search for a missing swimmer concluded with the body being recovered two days later. There was a rescue in Pauka`a, a missing person was found deceased. Additionally, a commercial diesel tanker caught fire in Laupahoehoe, but the fire was extinguished with no injuries or fatalities reported. o Battalion 2 (West Hawai`i): A structure fire occurred on Hua`ai Street, engulfing a 1,700 sq. ft. residence, which was a total loss, there were no injuries or fatalities. • Special Operations: o Haz-Mat: Personnel attended the 2024 Hazmat Continuing Challenge in Sacramento, California. The IFB for the new Hazmat 4 has opened, closed, and been awarded. Specifications for Engines 21, 3, and 6 are nearly finalized and will be submitted to finance for procurement within the next week. Additionally, Engine 14 has been picked up. Hawaii Fire Commission Regular Session Minutes October 24, 2024 Page 3 o Ocean Safety: The IFB for the Punalu`u WSO III has been completed, closed, and awarded. The process for replacing the Leleiwi tower has also closed, with awards submitted. SKI-2 participated in the USCG SAREX on September 10th and 12th. New WSO I hires are planned to follow the recruitments for WSO V, WSO IV, and WSO III positions. Discussions with HGEA are ongoing, and once approved, recruitments will proceed. Vice Chair Wolf inquired about the acronym IFB, and DCC Wong explained that it stands for "Invitation for Bid," a procurement method. o Rescue: The USCG SAREX was completed on September 10th and 12th. The Radon fuel tank has been replaced, and they are awaiting some items purchased through the Sayre Foundation fundraiser. Chair Kosaki referenced the report on the completed Radon fuel tank replacement and asked what the Radon would be used for. Chief Todd explained that it is operational but requires upgrades. Chair Kosaki requested that the chief provide a total cost for the Radon. Chief Todd agreed to look into it. • Support Services: o Emergency Medical Services: The transition to the EMS Online Ordering system using Shopify was successfully completed. EMS Branch personnel assisted the Training Branch with CPR and Stop the Bleed Training for the 53rd firefighter recruit class. On September 11, 2024, EMS personnel participated in a Hawaii State Fusion Center Global Threat Meeting, led by the National Counter Terrorism Center. They also took part in the Kona Community Health Resource Fair. The mandatory ambulance audits through the State Department of Health have been completed. Personnel provided a presentation to support EMS recruitment efforts. The Fall 2024 paramedic class students have recently completed their American Heart Association Advanced Cardiovascular Life Support certifications. Pulsara in-service training has been finished. New ambulance units are expected to arrive in January and will be assigned to Central, Keauhou, Waikoloa, and Ocean View Fire Stations. Additionally, a new ambulance fabrication contract was awarded for Kailua, Keaau, Pahoa, and Hawaiian Paradise Park. The base station meeting took place on October 15th. o Training Services: The Hazmat training continued in collaboration with the State Department of Health's Hazardous Evaluation and Emergency Response (HEER) office, providing a one-day session for Battalions 1 and 2 Hazmat Companies, with 30 personnel attending. HFD hosted a three-day Individual and Group Crisis Intervention (GRIN) course at the Haihai Fire Department Training classroom. The 53rd recruit class completed CPR and Hawaii Fire Commission Regular Session Minutes October 24, 2024 Page 4 Stop the Bleed training. Chief Volpe participated in a memorial workout with the 53rd recruit class and HPD recruits, marking 23 years since 9/11. The Training Branch also took part in a career day presentation at the Panaewa Tutu and Me preschool. o Volunteer Training: volunteer personnel from 6-B responded to a small brush fire in Ocean View. 7-B responded to two structure fire calls, two fire alarm calls, and one rubbish fire call. 8-A completed driver training. 9-B held two trainings. 16-B cleared brush from a fuel tank break and completed vehicle maintenance and repairs. Chair Kosaki noted that he didn't see any updates on rescue training. He reminded Chief Todd that during the last meeting, the chief mentioned the status of the training was on his desk, and he was going to take action. Chief Todd explained that existing training is still ongoing, with personnel authorized to conduct eight hours of training on their days off. Additionally, there is a new proposal to standardize the training and formalize it in writing, which is currently on his desk. This proposal aims to make the training more procedural and develop long-term plans for rescue training. Chair Kosaki confirmed that training is continuing. Chief Todd clarified that they have the same authorizations as before but noted that he has been focused on the budget recently. o Fire Prevention: The Fire Prevention Branch recently hired a Clerk III. Fire inspectors have been conducting business inspections according to a rotating schedule, utilizing EPR Fireworks and adding properties as inspections are completed, while storing historical data. Personnel have been actively engaged in community outreach and events, and they have maintained a strong presence on social media. They met with the seniors of Alu Like, participated in a career presentation at Youth Challenge, and joined Governor Josh Green for the declaration of Fire Prevention Month in October. The HWMO has been collaborating with the Prevention Branch to develop short video clips on fire prevention and wildfire tips to promote during October Fire Prevention Month. The Prevention Branch has maintained a 14-day turnaround time for plan reviews. Inspectors have been busy with commercial construction testing for new and updated buildings with fire suppression systems across both East and West Hawai'i. They are also involved in the UAS pilot program. Inspectors are also working on the UAS pilot program. • Logistics, Emergency Communications, and Vehicle Maintenance Section: o Maintenance: In September, the fire ordering site had 349 customers, 61 orders, and gross sales amounted to approximately $13K in products. The new Engine 14 has arrived on the island, and efforts are underway to fill the vacant clerk position. Mechanics completed a total of 174 repairs, made 23 service calls, and 11 contracted out. Hawaii Fire Commission Regular Session Minutes October 24, 2024 Page 5 o Emergency Communications: The HCECC project is making steady progress toward completion. Students from the HCC Fire Science program recently visited HFD dispatchers for a presentation on Fire Communications operations. Capt. Kaneshiro is currently on a one-month temporary assignment in the Fire Captain position within dispatch to gain a deeper understanding of the role. o Information Technology: Chief Todd praised their IT specialist, Chris Cerrone, for his outstanding work and service. A new ISA I will be joining the team to work under Chris Cerrone. Chief Todd provided an update on software enhancements and EPR FireWorks inspection updates. • Safety Specialist Report: They have moved back into the Waiakea Fire Station and are focusing on mold awareness. Medical checkups have been offered to all personnel who were previously exposed. Online training through Target Solutions is available, and they continue to monitor the situation. Chair Kosaki referred to the meeting minutes about the safety specialist conducting mold awareness training and asked if the specialist visits all stations to check for mold. Chief Todd clarified that the safety specialist does not check for mold. Instead, the department hired a company, Lehua Environmental, to conduct the testing. The company was selected through the county's system. Chair Kosaki inquired if this testing is done at all stations, to which Chief Todd confirmed that, in addition to routine inspections, they requested Lehua Environmental to include mold checks. While mold is common in Hawaii, the goal is to ensure the living conditions meet safety standards by maintaining clean roofs and dorms. They have also reached out to DPW and the mayor to have the roofs treated with a product like Flex Seal or Rhino Lining to prevent leaks, as this is the main source of the mold. Chair Kosaki then asked who determines if mold is considered a hazardous condition at the stations. Chief Todd explained that they'll monitor and test for any issues, and if problems arise, they will address them. However, the bigger concern is the need to replace the roofs. He also discussed how personnel can report safety concerns, emphasizing that there are processes in place to address these issues. Chief Todd expressed satisfaction with the progress made so far and outlined his long-term goals, which he documented in his self-assessment. Vice Chair Wolf mentioned that during her visit to the Waiakea Station, she noticed a large sign warning about falling tiles. While the mold issue had been addressed, she was concerned about the falling tiles. Chief Todd explained that the problem has not been resolved yet; the tiles are actually shingles that have been falling off. He has been trying to have them removed but advised avoiding that area for now. He also shared an example of a similar issue in Pahala, where a fix led to additional problems. Deputy Chief Volpe clarified that a section of ceiling tile became wet, Hawaii Fire Commission Regular Session Minutes October 24, 2024 Page 6 crumbled, and fell, but the damaged tile has since been removed. He also explained that Lehua Environmental installed a protective barrier, allowing them to identify areas where leaks persist. Once the roof is completed by DPW, to the extent that DPW is willing to complete at this point, the tiles will be replaced appropriately. Vice Chair Wolf expressed concern that it seemed like a safety issue and it was horrifying for her to go into the station and see all the problems there. There was additional discussion about the expenditure status report and the county's budget process. Commissioner Hirakami suggested that the report might not need to be provided monthly and that a semi-annual or annual summary would suffice. Chair Kosaki agreed and left the decision to the commission, noting that a quarterly report works well for him. He invited suggestions, but there were none. It was ultimately decided that a quarterly expenditure status report would be appropriate for the commission. • Safety Specialist Report (cont.): Chief Todd reported that they are working on a cancer screening initiative, which remains a top priority for the department. They have been in discussions with GRAIL, the company used by the Honolulu Fire Department, and are actively seeking grant opportunities and other funding to support this important effort. The department is also making progress with updates to their respiratory protection program, which now includes a centralized SharePoint folder with updated forms and resources. They are in the process of re-establishing FireGrid, a software program designed to improve equipment maintenance tracking. On October 18th, the department conducted its Continuity of Operations (COOP) exercise, during which all administrative personnel activated the plan to ensure the department's preparedness for large-scale disruptions while relocating to a secondary location. Additionally, Chief Todd reported one new incident/accident report and two vehicle property reports for September. The discussion continued with topics including Pulsara, volunteer fire training schedules, the condition of county buildings, and the processes involved in their repair, upkeep, maintenance, and the capital improvement budget. Recess was called at 10:39 a.m., the meeting reconvened at 10:48 a.m. UNFINISHED BUSINESS Chair Kosaki asked if there were any public comments on this agenda item, but there were none. Chair Kosaki then announced that Ms. Correa had created an online survey for the commissioners to complete their evaluations. He asked her to explain. Ms. Correa explained that she set up the survey so that commissioners would need to provide an email address, allowing them to request a copy of their evaluation after submitting it. Respondents would have a certain period to edit their responses, but after the deadline, this option would be disabled, and no further changes could be Hawaii Fire Commission Regular Session Minutes October 24, 2024 Page 7 made. Once all responses are submitted, she will compile the results. The finalized instructions and deadline will be emailed to the commission. The commission reviewed and discussed Chief Todd's self-evaluation and appendices. Chief Todd pointed out that at the end of his self-assessment, there is a letter addressed to the commission explaining some overlap in the questions. He emphasized that his goal in working with the commission is to create a strong evaluation process for the Fire Chief, not just for himself but for future chiefs as well, which will benefit the department overall. He hopes the commission holds chiefs to the highest standards. In the spirit of transparency, he has already shared his self- evaluation with the entire department, and it will soon be sent to the mayor's office and county council. He stated that whether the commission chooses to make their evaluation public is up to them, but he has nothing to hide. He encourages the commission, if they are willing, to make their results public individually. If they have comments, they should be able to stand behind their name and make them. He has no objections to making the evaluations public. Additionally, he mentioned that he sent a brief survey to the department for feedback and suggestions for improvement. He believes that the best evaluation process will benefit the department in the long run. Chief Todd mentioned that he feels certain areas of the evaluation didn't receive enough attention, particularly since the department is not only a fire department but also includes EMS, volunteer, and ocean safety. He also noted that health and safety is another aspect that could be better addressed in the evaluation. Chair Kosaki noted that the self-evaluation is very comprehensive, with 60 questions. He suggested that commissioners look at the totality of it, look at each one, and narrow it down to each section at a time rather than trying to read through the whole thing and try to decipher if the chief is doing what he says he's doing. When you do it that way it can cloud your thoughts. Commissioner Hirakami agreed, emphasizing that the evaluation should be based on the key sections rather than every individual question. The goal of the evaluation is to set objectives and improve performance quality. Chair Kosaki's suggestion would help simplify the process. Chair Kosaki also reminded the commission to consider the chief's reports at each meeting and the successes and challenges they bring up. Commissioner Hirakami expressed his agreement with the chief's perspective on being accountable for one's comments, stating that it promotes transparency rather than hiding behind anonymous comments. DCC Wong asked Chief Todd to clarify the relationship between the appendices and the self-evaluation. Chief Todd explained that there are two types of documents: references and appendices. The references include links to documents that are not Hawaii Fire Commission Regular Session Minutes October 24, 2024 Page 8 essential to read but are provided for those interested in reviewing them. The appendices, on the other hand, are guiding documents that Chief Todd uses for the department. They are intended for the commission to reference during future discussions, as he frequently consults these documents when making decisions about the department's direction. The commission now has physical copies of these documents to use in their conversations. Commissioner Magsalin mentioned that visiting fire stations and being actively involved provides valuable insight into how the department is performing and progressing. She emphasized that it helps the commission understand the department's current status and future direction. Chief Todd explained that the appendices include a framework for the department's growth and success, a document he initially shared with the Fire Commission during his application for Fire Chief. These documents outline goals he set over three years, many of which have been achieved, driving significant progress within the department. He emphasized that the documents offer the commission insight into his planning process, outlining both his past and ongoing objectives. These foundational documents, which he printed and provided to the commission, are central to his decision-making as he evaluates the department's direction, goals, and measures of success. Chair Kosaki asked DCC Wong if the commission could go into executive session to discuss internal matters. DCC Wong inquired about the purpose, asking if they intended to ask a legal question. Chair Kosaki explained that the goal was to discuss the evaluation process and gain some insights about the chief's assessment. DCC Wong stated that typically, executive sessions are used for personnel and privacy matters to protect the individual being evaluated. However, based on the chief's statements, it appears he has waived that privacy and is open to keeping the discussion in open session. If the commission chooses to keep it open, that's acceptable. Chair Kosaki clarified that while the evaluation is thorough and well-written, the commission should be mindful not to get caught up in the language or structure of the organization when reviewing it. He encouraged them to focus on what is actually happening in the department and consider the discussions from meetings. He emphasized that there are both positive and negative aspects to consider and advised the commission to approach the self-evaluation with their own objective viewpoints. He clarified that this was not intended as criticism of the chief, but rather as a reminder to keep an open and independent perspective. He then asked if there were any further questions. Commissioner Hirakami noted that the chair and two other members have a deeper understanding of the department, allowing them to take the evaluation at face value. However, as a general public commissioner who has never been inside the Hawaii Fire Commission Regular Session Minutes October 24, 2024 Page 9 department, he views the evaluation from a different perspective. He serves on the commission as a neutral party. He agreed that it's important to remain objective in reviewing what's presented and making a decision. The evaluation exceeded his expectations, and he expressed that he didn't just want to assign scores from one to five across seven categories, he wanted something more substantial to provide a thorough and complete evaluation. Chief Todd emphasized that one of the responsibilities of the Fire Commissioners is to actively engage beyond just attending meetings and reviewing reports, as there are limited opportunities to fully understand the department's operations. He has no objections to commissioners shadowing him for a day, as he values transparency and welcomes them to reach out and schedule a visit. This would allow them to gain a deeper understanding of his work and have discussions on various issues. He encouraged all commission members to take advantage of this opportunity, as it would be beneficial for their assessments. Commissioner Perrin expressed that after attending several meetings, he has witnessed the chief handle all questions with thorough answers, and if he doesn't have an immediate response, he ensures to follow up. He praised the chief for his exceptional work. He acknowledged the challenges of the role and the progress Chief Todd has achieved. Commissioner Magsalin shared a personal experience when she was new to the commission. Chief Todd reached out to her during a major fire in Paauilo, located in her district. She met him at the scene, where he gave her a tour of the incident command and the affected area. She expressed how much she learned about her community and was grateful for the chief's efforts to involve her. Chair Kosaki explained that he joined the Fire Commission because in the past, there were commissioners without fire experience, which was frustrating. Attending meetings and knowing what was happening behind the scenes in the department, he often wondered how others couldn't see the issues (he clarified that he's not referring to the current chief, but previous chiefs). His goal in being on the commission isn't to criticize or be negative, but to support the chief and the department. Ultimately, his focus is on the safety of both responders and the community. He emphasized that the questions he asks are not meant to harm the chief but to gather input from the personnel, weigh whether concerns are valid, and address those that could impact safety. He acknowledged that no one is perfect, and everyone has room for growth. While he agrees with the commissioners that the chief has accomplished many positive things, there are challenges as well. Commissioner Hirakami expressed appreciation for having experienced firefighters on the commission. He noted that their questions to the chief provide valuable insights into existing issues, helping to educate the commission, and he is grateful for their expertise. Hawaii Fire Commission Regular Session Minutes October 24, 2024 Page 10 Chair Kosaki asked if there were any further comments regarding the evaluation. It was agreed that commissioners should come to the next meeting having reviewed all materials and be prepared to discuss the evaluation. Ms. Correa will send out the survey following the meeting. Commissioner Hirakami recommended having a follow-up discussion with the chief to review the evaluation and asked if that would take place at the next meeting or in December. DCC Wong responded that it would depend on whether the evaluation is completed at the next meeting or if it needs to be carried over to December. He also inquired if the discussion would be in executive session, acknowledging that not all feedback might be positive. She explained that it would be up to the chief; when the evaluation is discussed, they will ask him if he prefers an open or closed session, as he seems to prefer an open session, but that could change. NEW BUSINESS Inquiry regarding operations and administration, including EMS standby by volunteer firefighters, helicopter donation and interisland transport, project manager responsibilities, hydrant maintenance updates, and volunteer uniform provisions. Chair Kosaki inquired if there was any public testimony on this agenda item. Charles Spain, Chairman of HFFA, addressed the commission. He came to provide testimony and primarily wanted to make himself available to answer any questions from the commission. He noted that while some members of the commission have experience within the department, others may not, leading to a situation where only one side of the argument is being heard. Mr. Spain raised concerns about EMS standby by volunteer firefighters. He explained that they had been made aware of a situation where volunteers were performing EMS standby at an event. As the union, they have questions, are these personnel trained in EMS, what exactly are they doing, and what service are they providing to the community? He also mentioned a previous discussion about hydrant maintenance. Mr. Spain explained that, following a directive from the Chief, personnel were instructed to go out and maintain fire hydrants. However, HFFA views this as work that falls under another bargaining unit, not their members. Mr. Spain shared that after meeting with the Chief and the head of the Department of Water, it was acknowledged that hydrant maintenance is the responsibility of the Department of Water, not HFD. HFFA has asked the Chief to retract the memo, as any directive from the Fire Chief is considered a direct order. They requested that the order be rescinded, but as of now, it has not been addressed. Hawaii Fire Commission Regular Session Minutes October 24, 2024 Page 11 Regarding volunteer uniform provisions, Mr. Spain explained that the current county code distinguishes between the Hawaii Fire Department and the Hawaii Volunteer Fire Department, recognizing them as separate entities. However, there is an issue with the uniforms, as volunteers are dressed in the same uniform as career firefighters. This has led to confusion, potential safety concerns, and growing morale issues. While they do not disagree with the Volunteer Fire Department, he stressed that assuming volunteers provide the same level of service as career firefighters is inaccurate. Volunteers are not medically trained, unlike career firefighters who undergo EMT training before becoming certified. Additionally, career firefighters must meet rigorous physical fitness requirements and are subject to drug and alcohol testing policies. There is a clear distinction between the two, and Mr. Spain emphasized that portraying volunteers as capable of performing the same duties as career firefighters, while receiving no pay, is misleading. He concluded by asking if there were any questions, but none were raised. Chair Kosaki thanked Mr. Spain for his testimony and inquired if there was anyone else who wished to provide testimony. There were none. Chair Kosaki mentioned that he would address several points he had previously discussed. He noted that he had received calls from people at various stations and even a picture of one of the volunteers. He emphasized that there was no ill will towards the volunteer firefighters, but there was a desire to distinguish them from the paid firefighters. He also referenced correspondence he had received concerning EMS standby, mentioning that he believed the volunteers only received basic first aid and CPR training. Chief Todd clarified that the volunteers are not trained to the EMT level, unlike the career firefighters. He acknowledged that the correspondence Chair Kosaki referred to was an oversight on his part. He explained that he had been cc'd in an email where a councilmember had requested the volunteer company to attend an event to show presence and recruit, while career personnel provided EMS standby. Chief Todd explained he had not read the full email chain, it seemed like it was already addressed and assured that they would handle similar situations more carefully in the future. Commissioner Cushnie inquired whether it's made clear to those requesting EMS standby what level of service they are getting whether it's EMT-level, paramedic- level, or just basic first aid. Is the level of service they'll receive clearly communicated at the time of the request? Chief Todd responded that it varies. They've had issues with this in the past and are currently implementing a new form to better clarify the level of service requested. This involves clerks having conversations with the requesters to ensure they understand what they're asking for. However, in this particular instance, the council Hawaii Fire Commission Regular Session Minutes October 24, 2024 Page 12 member bypassed the usual system by sending direct emails to individuals with specific requests, circumventing the standard process. The discussion continued on the process of EMS standby requests, community events, and regulations. Chair Kosaki brought up another issue regarding volunteer uniforms. He asked who receives the Nomex uniforms. Chief Todd responded that all of them do. Chair Kosaki clarified, asking if that applied to the entire rank and file, and Chief Todd confirmed, explaining that there is a contract that allows them to purchase one uniform through it. Chair Kosaki then asked about the patches, and Chief Todd explained that the volunteers wear the Hawaii Fire Department patch on one side and the volunteer patch on the other. When asked if the badge indicates "volunteer," Chief Todd replied that the word "volunteer" is embroidered on the shirt, but the badge itself is the same for both career and volunteer firefighters. Commissioner Hirakami proposed implementing a clear flow chart and process for handling complaints, emphasizing that anonymous complaints should not reach the commission. He explained that there is an established complaint process in place, which requires complaints to be notarized and not anonymous. Issues within a large organization like the Fire Department should first be addressed at the lowest level and through the proper chain of command. If the issue remains unresolved, it can then move to a formal complaint process. He warned that if anonymous complaints continue to reach the commission, they could become overwhelmed by them. He suggested that only unresolved complaints should be escalated to the commission. Chief Todd responded by explaining that the department already has policies, chain of command, and procedures in place to resolve issues internally. He asked if the commission was suggesting they abandon these established processes, allowing anyone within the department who is unhappy with a supervisor's decision to send anonymous complaints directly to the commission. Chief Todd cautioned that endorsing this approach would lead to a flood of similar complaints, as people often voice dissatisfaction through the chain of command but don't always like the answers they receive. He stressed that if the commission supports bypassing the chain of command, they would quickly face an influx of such complaints. He emphasized that the department has a process in place for managing internal issues. Chair Kosaki moved on to the next agenda item, hydrant maintenance. Chief Todd explained that he had promised the union he would clarify the memo regarding hydrant maintenance but had not yet done so. He emphasized that it is the responsibility of firefighters to be familiar with their communities, which includes checking on things like hydrants and fire protection systems. Chair Kosaki acknowledged this but noted that personnel seemed to be concerned with being held responsible for maintaining the hydrants. Chief Todd clarified that the email was Hawaii Fire Commission Regular Session Minutes October 24, 2024 Page 13 intended to communicate that firefighters should check hydrants, but some personnel misinterpreted it as being responsible for maintaining them. He agreed with the union that more clarity is needed and that the message should have been more precise. The intention was to ensure firefighters are familiar with their districts, and he acknowledged that the wording in his email could have been better. Commissioner Hirakami mentioned that while he was aware of the inquiry about EMS standby, he had no background information on the other items, such as helicopter donations, project manager responsibilities, and hydrant maintenance. He felt it was not relevant for him to discuss these topics without proper context. Chair Kosaki explained that they couldn't discuss these items unless they were officially on the agenda, which is why he couldn't provide information in advance. Commissioner Hirakami emphasized that boards and commissions typically receive detailed information for agenda items before the meeting so they can be prepared for discussion. He expressed he wasn't ready to address these topics at this meeting and deferred to legal counsel. DCC Wong explained that the chair sets the agenda, which needs to be specific enough for the public to understand the topics being discussed. She acknowledged that some of these items had been lingering from previous meetings, but placing them on the agenda allows for discussion and information gathering. While the commission is not obligated to act on everything, it can provide recommendations to the Fire Chief as outlined in the County Charter. She agreed with Commissioner Hirakami's point on having a formal process for filing complaints. Moving forward, she stated she would review agenda items more thoroughly before meetings. Commissioner Hirakami expressed concern about the lack of details in the agenda items, noting that they are too general. DCC Wong explained that he and the chair can discuss the items as long as no decisions or votes are made. However, they cannot call individual members to discuss the same topic, as that could violate the Sunshine Law. If Commissioner Hirakami needs more information on an agenda item, he can reach out to the chair directly. He also questioned the relevance of certain items, like the helicopter donation, interisland transport, the program manager, and hydrant maintenance, noting that these could have been included in the chief's report. He pointed out that other commissions typically provide more specific information for agenda items, rather than broad topics. DCC Wong acknowledged the concern and stated that they would ensure more detailed information is included in future agendas, where appropriate. Commissioner Hirakami suggested that the chair could ask the chief to include updates on these topics in his report, rather than adding them to the agenda. This would allow for simple communication between the chair and the chief, as is done on other boards. Chief Todd mentioned that if the chair wants specific emails included in the commission's packets, they can discuss that. If the commission seeks updates on Hawaii Fire Commission Regular Session Minutes October 24, 2024 Page 14 certain topics, they can raise them in advance, and he can incorporate them into his report. Chair Kosaki agreed, noting that it was a good idea, especially for topics like the hydrants, where an email had been sent. He will ask the chief to include it in the packet and forward it to Ms. Correa, who can then distribute it to the commission. Chair Kosaki also confirmed with Chief Todd whether he would be sending out a clarifying memo regarding the hydrants. Chief Todd responded that he had spoken with the union and committed to sending an updated memo to clarify the intent and outline where the department's responsibilities end. He acknowledged that it was important but admitted he hadn't had the time to do it yet, which he considered a failure on his part. Chair Kosaki informed the commission that there was an email that went out to the whole department regarding hydrants and that personnel are required to maintain the hydrants in their districts. They received a lot of calls saying it's not the personnel's responsibility to do maintenance on the hydrant. They should be training with the hydrants, but it's not their responsibility. Chair Kosaki mentioned that if there are any issues, he would email the chief and ask him to include them in his report. He also suggested that the remaining agenda items be addressed at the next meeting and stated he would email the chief accordingly. There was a discussion about whether the commission could address the project manager position, as it was listed on the agenda. Chief Todd said he could speak on it now, but DCC Wong recommended waiting for the next meeting. She suggested that the chief include it in his report for the next meeting, ensuring everyone would be prepared. Chair Kosaki asked if there were any questions or comments. There were none. ANNOUNCEMENTS Chair Kosaki announced the commission's next monthly meeting is scheduled for November 21, 2024, at 9:00 a.m., at the County Building, Council Chambers, Suite 1401, 25 Aupuni St., Hilo, HI. He also shared that a new commissioner, Rick Porter from Kau, will be attending the next meeting. ADJOURNMENT The meeting adjourned at 12:21 p.m. SUBMITTED BY: CHARISSE CORREA, SECRETARY APPROVED BY: G E RAL D KOSAKI, CHAIR