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HomeMy WebLinkAbout2024-12-12 Fire Commission Minutes HAWAI`I FIRE COMMISSION REGULAR SESSION MINUTES DECEMBER 12, 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 Wayne Perrin Jr., Commissioner Absent: Rick Porter, Commissioner A quorum was present. Also present: Kazuo Todd, Fire Chief Daniel Volpe, Deputy Chief Sinclair Salas-Ferguson, 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 November 21, 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 reported that Fire's salaries and wages are on target, while OCE expenditures are slightly above the goal. Equipment allocations align with expectations. Grants and miscellaneous expenditures are generally on target. EMS salaries and wages are also on track, capital expenditures are slightly low, and they aim to secure additional purchases. Ocean Safety salaries and wages remain low due to vacant positions. OCE expenditures are slightly high, while equipment budgets are on target. Overall, the department has utilized 45.83% of its annual budget for salaries and 41% for OCE, with an ideal target of 45.35%. No significant changes were reported regarding grants. Hawaii Fire Commission Regular Session Minutes December 12, 2024 Page 2 • HR Branch Report: The HR branch is operating within budget goals. Three internal recruitments are moving forward. The Fire/Hazmat Materials Specialist is pending their assessment center, with interviews scheduled. A candidate for the Supervising Fire Communications Officer position was promoted, effective December 16. For open recruitments, a Program Support Technician position has received five referrals from DHR, with interviews pending. The Clerk III position for Auxiliary Services was filled but became vacant after four days; options to revisit the original candidate pool are being explored. The Fire Maintenance Worker position has been filled and is expected to start on December 16. There are 61 candidates for Firefighter Recruits and three for Fire/EMS Recruits. Other recruitments, including Account Clerk and Automotive Storekeeper positions, are in progress. There was further discussion regarding the Fire Communications Officer position, addressing topics such as its previous classification, manpower challenges, recruit class trainees, captain positions within dispatch, staffing levels and associated issues, the role of captains in the dispatch center, plans for the new joint communications center, and long-term goals for increasing manpower per shift. • Total Calls for Service: As of the end of November, the year-to-date total is 28,260, with an estimated 30,829 calls for service expected at the end of the year. • Fire Impacts: In November there were five wildland calls and a total of four acres burned • Emergency Operations Highlights: o Battalion 1 (East Hawai`i): Responded to a structure fire on Andrews Avenue in District 2 with no reported injuries or fatalities. Rescue operations included extracting a person who fell off a cliff. Additionally, there was a rescue at Pohoiki in District 10 involving a lost hiker; the individual was recovered, there was one fatality reported. o Battalion 2 (West Hawai'i): Responded to a one-acre brush fire in Pua Lani Ranch Subdivision. o Special Events: The Waimea Community First Responder Appreciation Dinner was held. EMS provided standby services for the Vice President's visit. A blessing ceremony and gifting event at Station 16 for the new Engine 14 also took place. • Special Operations: o Haz-Mat: New Hazmat 4 IFB award is proceeding. The next Hazmat Captain's meeting is scheduled for January 2025. Engines 21 , 6, and 3 IFB are on hold per Finance. Hawaii Fire Commission Regular Session Minutes December 12, 2024 Page 3 o Ocean Safety: WSO Promotional Recruitment E&E: The update has been approved by HGEA and is now awaiting review by DHR. A consultation letter was submitted to HGEA for the Hilo District tower staffing, proposing seniority-based staffing as a priority over the rotation schedule. They've been using the Hapuna mobile office space to conduct safety work. They moved to a new records management system, Watchtower, which is more straightforward and user-friendly, and used to track analytics at the beaches. o Rescue: Confined space rescue equipment has been purchased, and additional necessary items are being procured. Discussions are ongoing regarding CMC Rope Rescue training (Levels I, II, and possibly III) for all Rescue personnel. An Off-Duty Rescue training program has been authorized for the entire year starting January 2025. • Support Services: o Emergency Medical Services: Training and EMS Branch personnel participated in ALERRT training in collaboration with the Police Department. New medics are under fabrication and will be assigned to Stations 1, 12, 16, and 20. Medical Specialist II assessment center was held on November 12t" and those positions have been assigned, effective on the 16t". FMS III Kilipaki Kanae was recognized by the County Council in Kona with the Haweo Award. EMS Branch personnel attended a meet-and-greet with Adjutant Major General Logan and Brigadier General Mallory from the State of Hawaii Department of Defense. They also participated in the quarterly Kona Community Hospital trauma meeting and assisted with coordinating dignitary standby for the vice president. Additionally, they took part in the Caregiver Resource Fair held at the Royal Kona Resort. o Training Services Branch: The 53rd recruit class completed the Firefighter Two Pro Board curriculum. Personnel attended SoCal Live Fire Training in California. The 53rd recruit class completed swim week, earning their Aquatics Competency Certification, and concluded Active Attack Integrated Response Training at Pohakuloa Training Area. o Volunteer Training Section: Multiple Volunteer Companies attended the Waimea Community Association's Mahalo First Responders Dinner. o Fire Prevention Branch: Chief Todd reported efforts to build out EPR Fireworks properties. Prevention personnel participated in the Kealakehe High School Career Fair and have been conducting safety talks, collaborating with Na Leo to provide safety tips for January, February, and March. Chief Henderson met with staff to discuss amendments to the State Fire Code. On November 7th and 8th, Fire Prevention Inspectors worked with recruits to cover the IFSTA portions of fire prevention. They also participated in a fire safety talk at Waimea Country School and assisted with the career fair for 8th Hawaii Fire Commission Regular Session Minutes December 12, 2024 Page 4 to 12th graders. Additionally, they supported swim week, participated in ALERT training, and took part in the Christmas parade. For planning review, they are maintaining a 14-day turnaround time and are actively working on the Fire Investigations/UAS Pilot Program. • Logistics, Emergency Communications, and Vehicle Maintenance Section: o Maintenance: In November, there were 353 customers and 51 orders, with gross order sales of$14.9k in products. Auxiliary services are working on installing canopy tents at Stations 15 and 7 to provide shelter for vehicles parked outside. They will also be reviewing applicants for the Program Support Technician position. The mechanics handled a total of 224 calls, including 36 service calls and 16 contracted out. o Emergency Communications: FCO I had the opportunity to attend ALERRT training with the HFD and HPD recruit classes. FCOs are working shifts out of HFD for the first two shifts, with one dispatcher transitioning to work out of HPD from midnight to 8:00 a.m. Progress continues with the implementation of EFD, which includes protocol systems integrated into the computer that prompt dispatchers with specific questions. This system is designed for compliance, with built-in quality assurance to ensure standardization. Additionally, they began collaborating with Spillman representatives to develop response plans for CAD. o Information Technology: They held meetings and site visits to the Joint Communications Center. Certificate of Occupancy was issued on November 1, 2024, but they are still awaiting the installation of various IT systems. Chief Todd reported that there is no tentative move-in date yet. Additionally, an ISA I will begin on the 16th. There was discussion about the dispatch BC's duties and whether they assist in the center during times of need. Chair Kosaki questioned why the BC in dispatch doesn't help if she has expertise in that area. Chief Todd explained that she doesn't want to set an expectation to be in dispatch every time there's an issue. Deputy Chief Volpe stated that as a BC, their role isn't to be a dispatcher, and it's unrealistic to expect someone to be available 24/7, the goal is ongoing recruitment. He also mentioned that support, like covering breaks, likely happens when necessary. Chair Kosaki clarified that the expectation is not for the BC to be in dispatch all the time, but rather to assist when short-staffed, as the team works together. DCC Salas-Ferguson noted that the purpose of reviewing the department's operations is to recommend improvements. • Safety Specialist Report: They're still working on the respiratory protection program and FireGrid for improved inventory and equipment tracking. They've also been Hawaii Fire Commission Regular Session Minutes December 12, 2024 Page 5 updating the bloodborne pathogens training. Chief Todd has directed the Safety Specialist to initiate countywide safety meetings. In November, two incidents occurred due to failure to follow general safety protocols. The Ocean Safety Office at Hapuna was reviewed for recommendations. There was an issue with the air compressor at Station 21, which was shut down due to high CO levels. • Highlights: Chief Todd announced that Battalion Chief Michael Hayashida retired on November 30 after a 32-year career with the Hawai'i Fire Department. Roof repairs are currently underway at the Pahala Fire Station, following 18 years on the project list. Additionally, HFD made a donation of gifts for Operation Christmas Child. • Follow-up Items for Fire Commission o Mold Remediation/Repair Update: All personnel have returned to the station. They are still coordinating with DPW to have the roof painted to address rust and holes. Most personnel have opted for additional medical screening, which included x-rays, bloodborne pathogen tests, and various other assessments. Mold testing is also being added to the contract for station environmental testing. Chair Kosaki inquired if personnel were still occupying Central Station, and Chief Todd confirmed they were. He then asked if there were plans to move out soon, to which Chief Todd replied that if the contract is signed and renovations at the second warehouse are completed, the move could happen in 3-4 months. Chair Kosaki also asked about any incidents of spalling in the dorm, referencing a ceiling collapse in the bathroom three years ago. Chief Todd noted that it was temporarily fixed with plywood. Since then a chunk of concrete fell around 2023. Deputy Volpe explained that engineers and DPW have reviewed the building and found it safe for occupancy. Chair Kosaki suggested getting written confirmation of this, as it could be a liability. Deputy Volpe confirmed they have structural engineer reports, and Chief Todd mentioned that a report confirmed the building was safe. o Interisland Helicopter Transport: Chief Todd reported that the Daniel R. Sayre Foundation is purchasing an H145 from Airbus with donor support. HFD has been actively assisting the foundation by lending its expertise in managing a FAR135-compliant program and offering guidance on the helicopter's specifications, design, and outfitting. Discussions are ongoing with the State EMSIPB, the Sayre Foundation, and Hilo Hospital to explore contract options for managing and funding this resource. In response to Chair Kosaki's inquiry about HFD's potential role in coordinating interisland helicopter operations, Chief Todd clarified that such operations fall outside HFD's current scope. He explained that this type of inter-facility transport helicopter introduces complex issues, including union and pay considerations, beyond the department's present capacity to resolve. Hawaii Fire Commission Regular Session Minutes December 12, 2024 Page 6 Chief Todd emphasized that while HFD does not intend to take on the responsibility of operating the helicopter, the department fully supports its arrival. They recognize the significant benefit this resource will bring to the island community and are committed to assisting where they can. o FAR135 Issues: They identified gaps in operational control, which is necessary to charge for services under FAR135 regulations. While the lack of operational control does not prevent HFD from performing missions or transporting patients, it limits their ability to bill and collect fees for these services. Commissioner Cushnie asked if inter-facility transports are affected by the lack of operational control. Chief Todd clarified that without operational control and FAR135 compliance, inter-facility transports must meet additional criteria: approval by the base station physician, a life-threatening or emergent patient condition, and consideration of alternatives like ground transport. He also noted that without operational control, HFD cannot bill for these services. Deputy Chief Volpe explained that the memo issued was to address misconceptions and provide clarity. These situations, which are rare, critical, and high-stress, had varying interpretations of policy among captains, BCs, and other personnel. The memo doesn't introduce changes but reinforces expectations in clear terms. Commissioner Cushnie inquired if the pilots were aligned on these guidelines to avoid mission refusals due to misunderstandings. Chief Todd confirmed this was a key reason for issuing the memo. o Fire Projects Transition Coordinator Duties: Former Deputy Chief Eric Moller has taken on the temporary role of Fire Projects Transition Coordinator to ensure a smooth handoff of projects to the new Deputy Fire Chief. The transition process is nearly complete. While Moller has vacated the deputy's office, he remains available to assist and is working on specific projects assigned by Chief Todd. His term concludes in June. Chair Kosaki asked if the transition could have been completed before Deputy Chief Volpe's promotion. Chief Todd explained that a month-long transition occurred prior, and since September 1st, Volpe has been collaborating with Moller to ensure continuity. The position was created specifically to manage this handover process. Commissioner Mattos inquired about the pay for the Fire Projects Transition Coordinator position. Chief Todd stated he could not disclose the salary but noted the role is listed as a projects coordinator position in the county job Hawaii Fire Commission Regular Session Minutes December 12, 2024 Page 7 system. Commissioner Mattos questioned the necessity of the position, asserting the current deputy could handle the responsibilities. Commissioner Hirakami expressed concern about questioning the chief on personnel matters, stating it might be inappropriate and sought clarification from legal counsel. DCC Salas-Ferguson explained that personnel decisions fall under the chief's discretion. However, the Fire Commission holds the authority to remove or supervise the chief and may review departmental operations to recommend improvements. He and DCC Wong are drafting guidance for a formal process to ensure clarity and transparency in these matters, citing relevant sections of the County Charter. Chief Todd addressed further questions about the position, explaining that it is temporary, he has the funding, and it was created to address specific work that needs completion. He noted that the Fire Projects Transition Coordinator reports directly to him, not the deputy, and is focused on closing out key projects such as implementing the policies and procedures system via Laserfiche and other assignments. Chief Todd emphasized that he has the funding for the position. He explained that the fire section alone ended last year with $1.3 million in surplus salaries and wages. The contract for the role expires at the end of the fiscal year. Chair Kosaki requested further clarification about the position. Commissioner Hirakami responded that this line of questioning concerns operations and deemed it inappropriate, emphasizing that commissioners are meant to act as a collective body rather than as individuals expressing personal opinions. Chair Kosaki clarified that he intended to seek clarification. Recess was called at 10:40 a.m., the meeting reconvened at 10:56 a.m. NEW BUSINESS Election of Chair and Vice Chair of the Hawaii County Fire Commission for 2025, per Rule 5(a)(1). Chair Kosaki opened the floor for nominations and asked if anyone wished to make a nomination. Commissioner Perrin nominated Commissioner Hirakami for Chair, and Commissioner Hirakami accepted. Commissioner Mattos nominated Chair Kosaki, who also accepted the nomination. No additional nominations were made. Chair Kosaki called for a vote: o For Commissioner Hirakami as Chair: Commissioners Perrin, Magsalin, Luke, and Hirakami raised their hands. Hawaii Fire Commission Regular Session Minutes December 12, 2024 Page 8 o For Chair Kosaki as Chair: Commissioners Wolf, Mattos, Cushnie, and Kosaki raised their hands. The vote resulted in a 4-4 deadlock. DCC Salas suggested taking a break to research the appropriate course of action in this situation. Recess was called at 10:59 a.m., the meeting reconvened at 11:08 a.m. DCC Salas-Ferguson advised that in the case of a deadlock vote, the matter must remain unresolved until a majority decision is reached. The vote can be deferred to the next meeting, ideally with all nine members present, unless someone chooses to change their vote. As no one opted to change their vote, Chair Kosaki announced that the matter would be deferred to the next meeting. AGENDA ITEMS FOR NEXT MEETING Chair Kosaki asked if there were suggestions for agenda items for the next meeting. There were none. AMENDMENT TO THE AGENDA Commissioner Hirakami referred to a memo from counsel and moved to amend the agenda to include "consideration of a motion to rescind the chief's evaluation issued on November 21, 2024." Commissioner Perrin seconded. Commissioner Mattos questioned the motion, asking how they could rescind an evaluation that was already agreed upon, voted on, and distributed to the mayor. Commissioner Hirakami explained that the evaluation contained unresolved and inaccurate statements that could make the commission liable. He noted serious issues and suggested going into an executive session to allow the chief to address these concerns. He proposed rescinding the evaluation and preparing a revised summary without those statements. Commissioner Mattos asked counsel if the evaluation contained anything illegal. DCC Salas-Ferguson clarified that under Robert's Rules, the commission could rescind or amend the evaluation with a two-thirds vote (6 commissioners). He acknowledged at least one inaccurate statement and recommended executive session for further guidance. He noted the chief hadn't been given an opportunity to respond to the comments, suggesting that allowing input from the chief before finalizing evaluations would be a better practice moving forward. EXECUTIVE SESSION Commissioner Hirakami withdrew his original motion and moved to enter into executive session to consult with the boards' attorney under HRS §92-5 and to consider the evaluation of the employee. The motion was seconded by Commissioner Perrin, with no discussion, it carried unanimously. Executive session convened at 11:19 a.m. Hawaii Fire Commission Regular Session Minutes December 12, 2024 Page 9 Commissioner Luke motioned to reconvene open session. Seconded by Commissioner Cushnie, with no discussion, and it carried unanimously. The regular session reconvened at 12:12 p.m. SUMMARY OF EXECUTIVE SESSION MATTERS Chair Kosaki announced that they discussed the comments in the evaluation and identified some that could pose legal risks. They decided to amend the evaluation by removing the comments and will re-send the amended evaluation. Chief Todd clarified that he initially sought clarification on certain comments and was unsure of the process to address them. He asked if he should submit a letter or have a conversation with the commission. Chair Kosaki explained that after a thorough discussion, they agreed to develop a clear process for handling such issues in future evaluations. Rather than addressing each comment individually, they chose to amend this year's evaluation by removing the comments for this year's evaluation. Chief Todd stated that two meetings ago, they discussed de-anonymizing the evaluation, so each comment would be attributed to the individual who made it. In the last meeting, they voted to put the evaluation forward maintaining full anonymity. He asked if this would be the direction moving forward and what the plan is. DCC Salas-Ferguson explained that during executive session, they discussed the evaluation process and the commission's responsibilities. He clarified that there are no established rules or past practices regarding the process, which has been evolving. The current evaluation process is part of an ongoing trial-and-error approach to find the best method moving forward. The commission will soon entertain a motion, which will help clarify the direction, and the chief could provide input if he wishes. Chair Kosaki stated that in the future, they will establish a clear process and will explain it to the chief. AMENDMENT TO THE AGENDA Commissioner Hirakami motioned to amend the agenda to include an item entertaining a motion to amend the evaluation issued on November 21, 2024. Seconded by Commissioner Luke, with no further discussion, the motion carried unanimously. AMENDMENT TO THE FIRE CHIEFS EVALUATION Chair Kosaki requested a motion to amend the evaluation. Commissioner Perrin motioned to amend the evaluation by removing the comments. Commissioner Cushnie seconded. Commissioner Hirakami noted that since the evaluation with comments had already been sent to the relevant parties, it should be accompanied by an explanatory letter clarifying that the commission made an error in sending the evaluation with comments. The letter should instruct recipients to disregard the previous evaluation and consider the amended version as the final evaluation of the Fire Chief. With no further discussion, the motion passed unanimously. Hawaii Fire Commission Regular Session Minutes December 12, 2024 Page 10 ANNOUNCEMENTS Chair Kosaki announced the next regular meeting is scheduled for Thursday, January 23, 2025, at 9:00 a.m., at the County Building, Council Chambers in Hilo. Chief Todd inquired if the Fire Commission plans to attend the Hawaii Wildfire Summit on February 27-28. He noted that the Fire Commission meeting could be rescheduled, as he would be unable to attend. He recommended the commission making a decision or discussing the matter at the January meeting. DCC Salas-Ferguson confirmed that, based on his research, up to four commissioners could attend without violating open meeting laws, as long as no votes are taken and they report back at the next meeting. Chief Todd asked if a permitted interaction group would be necessary. DCC Salas-Ferguson confirmed it would not be, four members could attend. Commissioner Hirakami suggested checking with Dianna Mellon-Lacey, as she allowed more than two members of the Water Board to attend conferences on Oahu. He believes attending relevant events for their duties might be permitted and plans to look into it. DCC Salas-Ferguson clarified that this situation doesn't apply. Chief Todd mentioned that he plans to hold this conference annually, and if only four attend this year, there will be future opportunities for board members to attend other fire-related events. He emphasized the value of exposing the board to topics beyond the Fire Chief's perspective. DCC Salas-Ferguson asked Chief Todd if he was comfortable allowing two commissioners to visit a station for a day. Chief Todd requested advance notice so the station could be notified of their visit. He asked that they call him beforehand to arrange the visit. Chair Kosaki stated he was fine with not attending the conference. Three or possibly four commissioners are interested in attending. Since the meeting on February 27t" is in Kona, they could meet at the Chambers and those interested can head to the conference afterward. Chief Todd inquired how the Fire Chief's report should be delivered, as the deputy will be at the conference with him. Chair Kosaki suggested sending someone else in his place, such as an AC. Chair Kosaki noted the possibility of rescheduling the regular meeting and other details could be addressed during the January meeting. ADJOURNMENT The meeting adjourned at 12:36 p.m. SUBMITTED BY: CHARISSE CORREA, SECRETARY APPROVED BY: GERALD KOSAKI, CHAIR