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HomeMy WebLinkAbout2025-01-23 Fire Commission Minutes HAWAII FIRE COMMISSION REGULAR SESSION MINUTES JANUARY 23, 2025 25 AUPUNI ST., SUITE 1401, HILO, HI CALL TO ORDERAND ROLL CALL Chair Kosakicalled the meeting to order at 9:02a.m. Present:Gerald Kosaki, Chair Carlene Wolf, Vice Chair Brian Cushnie, Commissioner Steven Hirakami, Commissioner Corey Luke, Commissioner Wesley Mattos, Commissioner Wayne Perrin Jr., Commissioner Rick Porter, Commissioner Absent:Shon Magsalin, 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 therewere any comments or discussions regarding the minutes. Commissioner Hirakami noted that while the regular minutes were posted online, the executive session minutes were not. DCC Sinclair Salas-Ferguson clarified that executive session minutes are confidential. With no further discussion or objections, the minutes from the December 12, 2024, meeting were approved as drafted. FIRE CHIEF’S REPORT Chief Toddhighlighted items from the Fire Chief’s Report. A detailed report is on file. -28:Chief Todd recommended attending on the 27th if choosing one day. Up to four commissioners will attend, and they should confirm by the end of the monthfor ticket purchases. Chair Kosaki suggested discussing the meeting date change later. Fiscal Branch Report:Chief Todd reported that as the calendar year ends and the fiscal year reaches its midpoint, Fire’s salaries and wages are 52.13% expended (goal: 54.17%), operating capital at 55%, and equipment at 66.93%. EMS salaries Regular Session Minutes January 23, 2025 Page 2 and wages are on track, OCE is currently low, and equipment is in excellent shape at 96%, with all necessary items encumbered. Vice Chair Wolf noted that only 5% of funds were used in line item 6226 under grants & miscellaneous OCE and asked if funds could be reallocated. Chief Todd explained that grants have strict federal constraints and cannot be moved. He will look intothe low usage, likely due to pending financial paperwork, and report back next month. Grants: CDBG grants are still pending delivery, the MIT Wildfire Mitigation grant is moving ahead. They’re also moving ahead with the AFG base station refresh project which at the end of last year is 100% obligated. Unused extractor funds were approved for radio purchases. The 2023 AFG grant awarded $488,000 for an incident command training program, bringing in "Calm the Chaos." A USDA grant- funded brush truck, ordered three years ago, has arrived and is being prepped for Ocean View Fire Station. Two trucks from the 2023 volunteer capacity grant are pending delivery, while this year’s grant is funding hose, PPE, and other equipment. They are still awaiting lifeguard towers from fair share funds, and recent approval was granted to design a new mechanic shop and possibly a warehouse. Further discussion covered the mechanic shop, helicopter maintenance, the Kona HR Branch Report:Five Fire/EMS Specialists II were promoted in mid-December. The Fire/Hazardous Materials Specialist assessment took place on 12/20/24. A Supervising Fire Communication Officer was selected and promoted. Internal recruitments for Battalion Chief of Operations and Special OPS have closed. For open competitive recruitment, five candidates were referred for the Program Support Technician position, but none were selected. One applicant for Clerk III is in the hiring process. A Fire Maintenance Worker was hired but has since resigned. The Firefighter Recruit physical agility test is set for February 2nd. Three Professional Development Trainee positions remain open: ISA I, Grant Specialist, and Info & Education Specialist. Chief Todd provided updates on WSO positions and a supplemental agreement. Further discussion addressed potential changes to firefighter recruitment requirements to enhance flexibility, improve hiring, and expand the candidate pool. Total Calls for Service: Chief Todd reported closing the calendar year with 31,143 recorded 911calls, though the actual call volume was likely around 34,000 due to multiple calls for the same event. Incident breakdown: Fire calls 3%, Rescue and EMS 73%. He also noted upcoming changes to the national fire incident reporting system. Regular Session Minutes January 23, 2025 Page 3 Fire Impacts: In 2024, structure fires resulted in $5,721,816 in property losses, while $6,409,700 was saved. Non-structure fires accounted for an additional $1.8 million in losses. Commissioner Cushnie asked about the progress of red flag warnings and the status of up-staffing and protocols. Deputy Volpe and Chief Todd outlined the interim directives and ongoing efforts to establish formal protocols. Emergency OperationsHighlights: o Battalion 1 (East Hawaii):Responded to a structure fire at Val Hala Apartments, where rescue operations included saving three lost hunters. Additional incidents included a fire on Hopue Road and a rescue at a steam vent in Volcano National Park. o There was a structure fire at the old bowling alley in Kainaliu, where a successful rescue was made. Theyworked diligently with nearby businessesto remove artwork and other items, preventing damage and saving hundreds of thousands of dollars in property. Additionally, there was a brush fire at Upolu Point and an aircraft emergency involving a Cessna hard landing in District 9. Special Operations: o Haz-Mat:The new Hazmat 4 IFB was awarded to Hughes Fire. X-4 and X-21 are currently at the upfitter for the installation of aftermarket accessories. A Haz-Tech class is scheduled for January 6-17, with 24 personnel selected to attend. o Ocean Safety: They are in discussions with HGEA about a staffing proposal. The staffing models in Hilo and Kona have historically been different, and they are working to align them for consistency across the island. While they initially thought it would be straightforward,it has proven to be more challenging, and meetings are ongoing. o Rescue: Confined space rescue equipment has been purchased, and Sayre- funded equipment acquisitions have begun. X-2 and X-7 are currently at the upfitter for the installation of aftermarket accessories. Support Services: o Emergency Medical Services: Chief Todd provided an update on EMS training, including hands-only CPR and medical standby at events. The 2025 distributed. The community paramedicine program and Narcan awareness efforts continue, with EMS personnel collaborating with Kona Community Hospital on a community education project. Pulsara is being used to improve Regular Session Minutes January 23, 2025 Page 4 stroke patient care, resulting in positive outcomes. Theyare also working with o Training Services Branch: The 53rd recruit class participated in a firefighter combat challenge, featuring seven skill stations such as PPE donning, stair climb with a high-rise pack, hose hoist, Keiser sled (simulating forcible entry), 24-foot extension ladder throw, hose drag, and victim rescue. The challenge aims to integrate firefighting skills, promote fitness, and highlight the effort needed in emergencies. The class also completed the Fire Ground Survival Program and one week of Rapid Intervention Training to teach self-rescue and firefighter rescue techniques. HFD personnel, along with Civil Defense, National Parks, and DOFAW, attended ICS 300 and 400 training at Haihai Training Classroom. o Volunteer TrainingSection: 1-participated in “Heroes and Helpers” at Target.5-B (Hawaiian Acres)assisted with fire suppression operations.5-D (Fern Acres)responded to four calls in Decemberand participated in numerous community outreach events.5-C (Fern Forest)was dispatched to fires.7-B (Kalaoa)was dispatched to a total of six calls.8-A was dispatched to four fires.9-B (Kanehoa)maintained a Firewatch on New Year’s Eve.Chief Todd noted that most volunteers were on standby at the volunteer stations on New Year's, in preparation for potential fireworks- related fires. o Fire PreventionBranch:Chief Todd reported that fire inspectors are conducting business inspections on a rotating schedule across Districts 1, 3, 7, and 9 this month, while continuing community outreach and social media efforts. Captain Goo has led the implementation of the drone system, recently using it at South Point for a vehicle off a cliff. Deputy Chief Volpe addedthat divers discovered the car in the water and, using the drone, they were able to verify its location more quickly, safely, and cost-effectively than using a helicopter. This incident helped demonstrate the drone's potential over traditional methods. While still refining the deployment model to comply with HFFA guidelines, they are working toward creating an aviation section to manage helicopters and the expanding drone program, with progress expected through Special OPS. Chief Todd reported that the Prevention Branch continues with community outreach, events, and social media efforts. They supported a home adult care company with their Home Fire Evacuation Plan and Basic Fire Extinguisher Education, and also assisted the training division with Fireground Survival. On December 13th, they assisted with the Magic of the Season event. On December 14th, they attended Waiakea High School’s Health and Safety Fair. On December 18th, they visited the Arc of Hilo for a special event, Regular Session Minutes January 23, 2025 Page 5 presenting on fire safety. They are maintaining a 14-day turnaround for plan reviews. Fire investigations included two incidents: a residential structure fire on December 5th and a commercial fire on December 15th. Logistics, Emergency Communications, and Vehicle Maintenance Section: o Maintenance:Canopy tents for stations are being planned to provide shelter for vehicles parked outside. Chief Todd reported that the roof at Pahala Fire Station has been completed after 18 years. Upcoming work includes Stations 2, 4, and 7. Equipment for Engine 14 has been installed and deployed. The apparatus and repair section completed 213 repairs, 40 service calls, and eight contracted out. o Emergency Communications: One interview was held for the Supervising Fire Communications Officer position, which was offered to Richard Arias. He accepted and began on January 1, 2025. Several meetings are ongoing to prepare for the move to the new communication center, though the go-live date has been delayed due to various factors. Discussions with HR continue regarding the filling of Fire Captain Emergency Communications positions. o Information Technology:The Professional Trainee ISA I position has been filled. Work is underway on the installation of mobile data terminal equipment for the new Engine 14, along with Windows 11 upgrades. They are in the process of conducting inventory checks and planning to integrate it into the EPR Fireworks system, allowing digital tracking of equipment in individual folders. The goal is to provide iPads for digital record-keeping, replacing paperwork. This will also extend to vehicle checks, allowing for digital records. Additionally, they are addressing firewall issues to enable mobile data terminals to connect back to Spillman. Safety Specialist Report: They are continuing with their respiratory program, including fit testing and other related activities. They are also testing Firegrid software for tracking the fit testing program. Work is ongoing on aviation safety initiatives, including the development of a video. Additionally, updates are being made to the return-to-work policy. In December, there were five accidents, four vehicle/property damage reports, and one resolved aviation event. Further discussion took place regarding risk management meetings with the county, which had been paused for three or four years. These meetings will now resume and be held quarterly. Chief Todd announced that Captain Eric Loyola retired on December 30 after a 30- December 30, following a 25-year career, including service with the Police Department. Senior Account Clerk Jason retired on December 30 aftermore than 34 Regular Session Minutes January 23, 2025 Page 6 years of service. Additionally, Human Resources Specialist II Jean Viernes passed Recess was called at 10:46a.m., the meeting reconvened at 10:59a.m. NEW BUSINESS El 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, while Kosaki nominated Commissioner Wolf. Commissioner Mattos nominated Kosaki. No further nominations were made. Chair Kosaki asked if everyone accepted their nominations—Hirakami accepted, Wolf declined, and Kosaki accepted. Commissioner Luke motioned to close nominations for chair, which was seconded by Vice Chair Wolf. With no discussion, the motion carried unanimously. Ms. Correacalled for a roll call vote: o For Hirakami as Chair: yeas fromCommissionersLuke, Perrin, Porter, and Hirakami. NaysfromCommissioners Wolf, Cushine, Mattos, and Kosaki. The motion failed. o For Kosaki as Chair: yeasfromCommissionersWolf, Cushine, Mattos, and Kosaki. Nays fromLuke, Perrin, Porter, and Hirakami.The motion failed. The votes resulted in a 4-4 deadlock. Chair Kosaki noted that they are missing one member, Commissioner Magsalin, and stated that the matter will be deferred to the next meeting. NEW BUSINESS Training on parliamentary procedure, ethics, Sunshine Law, and Fire Commission Rules andthe review of meeting guidelines for effective and productive discussions. DCC Salas-Ferguson explained that he wasn’t able to complete everything on time but will aim to have it ready for the next meeting. He believes it will work out better, as a new commissioner may be present by then. The next meeting is scheduled for Kona, and he and DCC Wong plan to attend to conduct it. He also requested that the agenda item "Review of Meeting Guidelines for Effective and Productive Discussions" be deferred, as it was requested by Commissioner Magsalin, who is not present today. NEW BUSINESS Discussion regarding the process and guidelines for Fire Commissioners visiting stations. Regular Session Minutes January 23, 2025 Page 7 Commissioner Cushnie requested a discussion on the process and guidelines for Fire Commissionersvisiting stations. He proposed that the chief issue a blanket letter allowing commissioners to stop by stations anytime to chat with personnel, as long as it’s a convenient time. If it’s not a good time, personnel could inform them and request a return visit. The goal is to make visits more flexible and easier for commissioners when they are in the area. Chair Kosaki asked if the proposal was acceptable to the chief. Chief Todd explained that in the past, he had offered commissioners the opportunity to sit in on interviews and other activities but was told that wasn’t allowed, referencing the Fire Commission Rules. He stated he is open to the idea, as long as it aligns with the commission's purpose and duties. Ultimately, he deferred to the commission's legal guidelines. If counsel approves, he has no issues, but if counsel disagrees, the answer would be no. He is willing to issue a letter based on what is allowed. DCC Salas-Ferguson explained that there is no specific rule or law regarding commissioners visiting stations. The previous guidance was likely to avoid interfering with operations or administration. The Fire Commission oversees the chief and has limited roles, such as hiring and firing the chief. The law prohibits the commission from interfering with the department's standard operations or administrative affairs. However, the fire chief has indicated that it's acceptable for commissioners to visit stations and speak with personnel, as long as they give notice. He also questioned whether members ofthe public can visit stations and ask questions. Fire Chief Todd stated that it’s courteous for commissioners to give a heads-up notice before visiting stations so personnel can be informed. While retired commissioners may be recognized, other members may not be. He emphasized that the commission is technically the boss and if they decide on a process, he will issue a memo. Chair Kosaki clarified that the public can walk into fire stationsand talk to personnel as long as it doesn’t interfere with operations.Chief Todd pointed out that while the public can visit, they can’t sit in the commission’s seats or bring up issues during meetings. He stated that the commission, guided by legal standards, can decide as a group on this matter. Commissioner Hirakami emphasized the ethical responsibility of commissioners to avoid interfering with operations. He stated that commissioners should not ask personnel about operational or wage-related matters and should act as part of the general public, respecting the boundaries of their position. Commissioner Mattos disagreed, statingthat as a representative of his district, he should be able to visit stations, talk to personnel, and bring up issues to the chief without being accused of interfering. He believed it was part of supporting his district. Regular Session Minutes January 23, 2025 Page 8 Commissioner Hirakami clarified that commissioners are not there to represent individual districts but the entire County of Hawai'i. Commissioner Mattos responded that prior commissioners had visited stations, introduced themselves, and asked about concerns, and questioned why that would be an issue now. Commissioner Perrin clarified that while it's fine for commissioners to visit stations and introduce themselves, they should avoid asking personal questions or discussing the fire chief or equipment. DCC Salas-Ferguson agreed that notifying the fire chief about a station visit is a good idea, particularly if the purpose is to learn about operations and suggest improvements. He mentioned that at the next training, commissioners would receive a packet outlining their rules and the commission’s purpose. He emphasized that if commissioners have issues to raise, they should bring them to the commission as a whole, rather than addressing them individually. Chair Kosaki shared thatin his past experience, Fire Commissioners were encouraged to stop by stations and ask questions, but he questioned whether they should have to go through the chief every time, which could be cumbersome. He suggested the chief issue a blanket letter notifying personnel that commissioners might stop by to visit. DCC Salas-Ferguson explained that the fire chief is the administrative head and would need to decide, possibly consulting with his attorney. Chief Todd disagreed, stating the commission is his boss, and it’s up to them to decide how to handle visitations. He reiterated that commissioners could simply call him to let him know before visiting, and he had no issues with that approach. Commissioner Perrin agreed with Commissioner Mattos, emphasizing that commissioners should be able to visit any station, regardless of district, to review operations and recommend improvements to the fire chief. Commissioner Cushnie proposed streamlining the process by providing a list of commissioner names to station personnel. This would allow commissioners to visit, introduce themselves to the officer in charge, and ask if it’s a good time to talk. If not, they could schedule another visit. DCC Salas-Ferguson agreed with Commissioner Cushnie's suggestion as a good compromise. Chair Kosaki asked if everyone agreed on visiting stations at their convenience to review operations, with the understanding that commissioners should check in with the captain first. Chief Todd emphasized the need for a formal written policy, rather than just a verbal agreement, and offered to send out a memo to personnel. Commissioner Wolf recalled that under the previous administration, Mayor Roth had allowed commissioners to visit stations without needing permission. Chair Kosaki felt the process involved too much red tape. Chief Todd reiterated that the commission should formalize the procedure in writing and agree on it. Regular Session Minutes January 23, 2025 Page 9 DCC Salas-Ferguson suggested making a motion to formalize the process and submit it for approval at the next meeting, confirming that commissioners can visit stations with a phone call. Commissioner Cushnie clarified that the phone call would be a courtesy, but not always realistic, and that commissioners should check in with the officer in charge upon arrival. Chair Kosaki proposed that the chief send a notice to staff, informing them of the fire commissioners' names and that they may stop by, without creating a strict protocol. The goal would be for visits to be at the convenience of personnel, with no pressure to speak unlessavailable, fostering a collaborative effort to support the chief and the community. Commissioner Hirakami emphasized that it's not about how commissioners perceive themselves, but how others might view their authority. Drawing from his experience on the school board, he noted that some may think they have the power to challenge the CEO. He stressed that commission members should maintain a neutral stance. Further discussion followed on the appropriate procedures for handling internal complaints and public complaints directed to the commission. Chair Kosaki suggested deferring the discussion to allow time to think about a simple procedure. DCC Salas-Ferguson confirmed that everyone is comfortable with Fire Commissioners visiting stations to learn about areas within their authority, acknowledging that there may be issues raised outside their scope. He emphasized that commissioners should check with the officer in charge when visiting, and if uncertain about jurisdiction, they should bringthe matter to the chair and attorney for further discussion at the next meeting. Chief Todd stressed the importance of formalizing this process to avoid confusion in the future. Commissioner Cushnie proposed drafting a rough version of the discussed procedure for review. Chair Kosaki agreed, and Cushnie will prepare the draft for the commission to review and amend if necessary. DCC Salas-Ferguson suggested Cushnie send the draft to him for any adjustments, and they can discuss it further at the next meeting. The draft should be simple, ideally two sentences. Chair Wolf inquired whether DCC Wong had provided an update on the secretary position and who would fill in if she were absent, as this issue had been tabled for several months. Chief Todd responded that he was unaware of any updates. DCC Salas-Ferguson confirmed she was referring to a backup for the secretary. Vice Chair Wolf confirmed this, and DCC Salas-Ferguson agreed to look into it. Chief Todd mentioned he would discuss the matter with the new administration to determine if they have a plan in place. EXECUTIVE SESSION(CLOSED TO THE PUBLIC) Commissioner Luke motioned toenter executive session to consider the evaluation of the Fire Chief, where consideration of matters affecting privacy will be involved, and may consult with the board’s attorney on questions and issues pertaining to the Regular Session Minutes January 23, 2025 Page 10 commission’s powers, duties, privileges, immunities, and liabilities pursuant to HRS 92- 5 (a)(2)(4) a-20 (b). Seconded by Commissioner Mattos, with no discussion, the motion carried unanimously. Executive session convened at 11:58 a.m. Motion to reconvene open session made by Commissioner Cushnie, seconded by Commissioner Wolf, with no discussion, it carried unanimously. The regular session reconvened at 12:07 p.m. ANNOUNCEMENTS Chair Kosaki announced the next regular meeting is scheduled for Thursday, February 27, 2025, at 9:00 a.m., at the West Hawaii Civic Center, Building A, Council Chambers. There is the Hawaii Wildfire Summit scheduled for February 27-28. The commission discussed potential dates for the next meeting. Considering schedule conflicts, the commission agreed to cancel the February meeting and resume in March. Commissioner Luke motioned to cancel the February meeting due to scheduling conflicts, seconded by Vice Chair Wolf, with no discussion, the motion carried unanimously. ADJOURNMENT Themeeting adjourned at 12:07p.m. SUBMITTED BY:CHARISSE CORREA, SECRETARY APPROVED BY:GERALD KOSAKI, CHAIR