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HomeMy WebLinkAbout2025-05-29 Fire Commission Minutes HAWAII FIRE COMMISSION REGULAR SESSION MINUTES MAY 29, 2025 25 AUPUNI ST., SUITE 1401, HILO, HI CALL TO ORDERAND ROLL CALL Chair Kosakicalled the meeting to order at 9:00a.m. Present:Gerald Kosaki, Chair Carlene Wolf, Vice Chair Brian Cushnie, Commissioner Les Hanano, Commissioner Steven Hirakami, Commissioner Shon Magsalin, Commissioner Wesley Mattos, Commissioner Wayne Perrin Jr., Commissioner Rick Porter, Commissioner A quorum was present. Also present:Kazuo Todd, Fire Chief Sinclair Salas-Ferguson, Deputy Corporation Counsel Charisse Correa, Secretary PUBLIC STATEMENTS ON AGENDA ITEMS Robert Becker provided testimony before the commission. He introduced himself as a 40-year emergency management p Community College, former Fire Commission member, chair, and vice chair, and a of annual reportsand cited the County Charter’s provisions limiting commission interference in administrative affairs. Becker emphasized the commission’s role in ensuring the department follows HR and fiscal rules and regulations. He stated station visits are appropriate with a courtesy call to the chief’s office, encouraging respectful engagement with staff. He highlighted the importance of volunteer firefighters, noting their critical role and long-standing service. Becker expressed disappointment that current commissioners do not attend volunteer captains’ meetings and urged greater involvement. He praised the department’s progress over the past four years under current leadership and cautioned against using the commission for personal agendas or union interests. He called on the commission to provide proper oversight and take a positive, active role in supporting the department. Commissioner Hirakami asked about the status of annual reports. Mr. Becker stated he had submitted reports to the previous secretary and that reports were completed from 2015 to 2018 during his time on the commission. When asked if he knew when the last report was completed, Mr. Becker said he did not. Chair Kosaki clarified that although Regular Session Minutes May 29, 2025 Page 2 reports were not completed in the first year of his term or the year prior, they have since been completed annually and are on file. Commissioner Mattos asked if Mr. Becker was part of a volunteer company before serving on the commission; Mr. Becker responded that he was not. APPROVAL OF MINUTES Chair Kosaki asked if there were any comments or amendmentsto theminutes;there were none. Theregular and executive session minutes from the January 23, 2025, meeting wereapproved as drafted. FIRE CHIEF’S REPORT Chief Toddhighlighted items from the Fire Chief’s Report. A detailed report is on file. Fiscal Branch Report:Chief Todd reported that the department is on track with its program budget goals and provided an update on the fiscal status, including procurement, salaries, and equipment expenditures across Fire, EMS, and Ocean Safety. He discussed the fleet replacement plan, noting vehicle orders and delivery delays. A new fire engine currently housed at training was clarified to be a spare. Additional discussion covered expenditures and incumbencies. Grants: Chief Todd provided an update on apparatus and grant-funded projects. He reported having three brush trucks and one stock engine (Rosenbauer), currently managed by Training and scheduled for blessing and naming at the county building in the coming weeks. Three additional brush trucks are moving forward through Orchid Ford under the 2024 CDBG grant, with one (from Rebel) included in the upcoming blessing. The CDBG MIT grant also funded three more brush trucks, expected to arrive in about two years. The mobile command vehicle requires rebidding due to certification issues. The 2021 AFG grant has been fully obligated for base station upgrades and is being closed out. The 2023 AFG grant is funding Hazard Zone (IDLH) Incident Command and Control Training, which is ongoing. The department is still awaiting brush trucks from the 2023 USDA Volunteer Fire Capacity grant. The 2024 USDA grant has largely been expended,approximately $600,000,with remaining supplies still pending. The Kohanaiki lifeguard tower is expected to arrive in June or July, with a blessing and service at the beach planned for July. Following Commissioner Cushnie’s question, Chief Todd explained that the delay in the delivery of Station Seven’s tow vehicle is due to factors beyond his control, with delivery expected in the third quarter of this year. He also noted that the fleet replacement plan, including a master list of all vehicles, has been distributed. HR Branch Report:Chief Todd reportedthey arecurrently 100% on track with program budget goals.He introduced the new HR Program Specialist, Monica Louie, who started on 5/16/25, andbriefly shared her background. Selections have been made for Battalion Chief (EMS) effective 5/1/25, with a Special Ops Battalion Chief selection effective 7/1/25. Chair Kosaki inquired about Regular Session Minutes May 29, 2025 Page 3 qualifications for the Special Ops position; Chief Todd clarified that it aligns with operational chief requirements. Internal recruitment is underway for Battalion Chief (FASO), with interviews and assessments planned forJune. Recent selections include Fire Equipment Operator (effective 5/1/25) and Fire Prevention Inspector II (effective 5/16/25). There are two Fire Prevention I vacancies, with assessments scheduled for June,and seven applicants. Assessments for Fire Rescue Specialist are planned this week, and interviews for Water Safety Officer V are being scheduled for four candidates. Open-competitive recruitments include a Program Support Technician (warehouse) who started 5/16/25, conditional offers for Firefighterand Fire EMS recruits aiming for an August start class of about 20 personnel, Automotive Storekeeper selection made, ongoing recruitment for Fire Communication Officer I classes, and hiring of two Senior Account Clerks. Physical agility testing is plannedfor 44 Water Safety Officer candidates. Total Calls for Service: Chief Todd reported the total calls for calendar year 2025 is 10,340. They expect the annual total to be similar to 2024, with approximately 31,000 calls. The call breakdown is 70% rescue/EMS, 4% fire, and the remainder categorized as service calls, good intent, and false alarms. Response Times: Average turnout times are currently below expectations, though they have improved from around three minutes to about two minutes over the past year. Chief Todd hopes this positive trend continues as they work with personnel to maintain progress. However, he noted that response times from station to scene are largely influenced by the island’s size. Fire Impacts: Year-to-date wildland calls total 90,with 222 acres burned. The department is entering its peak fire season, with July through September being the most active months. Chief Todd noted this period also coincides with hurricane season and explained the connection between the two. The discussion then continued regarding the Firewise program. Emergency OperationsHighlights:Battalion 1 (East Hawaii):Abrush fire occurred in Honokaa, with follow-ups and inspections ongoing. Inspectors are workingwith the councilmember, and community meetings are being organized to address the situation. The fire may have been linked to issues with homeless encampments. Additionally, there was another brush fire in District 5, whichwas caused by someone burning trash. A golf cart fire occurred in a garage in District 14. Additionally, there were two major search operations,one for a missing boater and another for a missing kayaker. Regular Session Minutes May 29, 2025 Page 4 Special Events:Engine operations training took place on 4/10 at PTA with West assistedwith Merri Monarch tent setups and EMS standby. Special Operations Highlights: Haz-Mat:The 93rd CST Hazmat training was scheduled to take place from May 1–9.CST Hazmat training was scheduled for May 1-9. Rescue: The IFB for Radon has been issued. Preparations are underway for the solicitation of annual Daniel R. Sayre Memorial Foundationequipment requests and award nominations. Support Services:Emergency Medical Services: Battalion Chief Honda retired after 25 years of service. The department has been in communication with Hilo Benioff Medical Center regarding a roof clearance issue atthe ER. Waiakea High School recently hosted its Health Academy senior project presentations, where EMS Branch personnel assisted as judges. The next four new ambulance units are currently in the fabrication stage. The recruit has completed EMT training, and MICT students are expected to finish their program by August. Field death pronouncement protocols have been implemented. Emergency Medical Responder recertifications are progressing, and work is ongoing on the health data exchange process with ESO. Training Services Branch: Firefighter Recruit interviews have been completed for thirty candidates. HR Orientation is scheduled for May 16, 2025, marking the next phase of the screening process for prospective hires. Additionally, Training completed the Engine Company Operations programat PTA. Recess was called at 10:08 a.m., and the meeting reconvened at 10:20 a.m. Volunteer Training Section:1-A assisted with the Merrie Monarch Parade. Units 5-B, 5-C, and 5-D responded to the large brush fire in Fern Acres. 6-B provided support at an MVA until HFD arrived on scene. 7-B assisted with a brush fire in District 12. 8- A participated in community events with HWMO, and 9-B hosted an HWMO meeting. A member of 10-D completed the initial 40-hour classroom and closed- course competency requirements and is working on completing driver training. 14-A is awaiting delivery of a new 2025 International chassis with OSCO buildout. A new water tanker is also planned for South Kohala at Kohala Ranch. 16-B completed 63 hours of training. 19-A also supported the Fern Acres brush fire response, while 12- A responded to multiple fire incidents. Fire Prevention Section: Fire Prevention has been actively conducting inspections and community outreach. In preparation for wildfire season, they’ve produced social media and other community platforms. They’ve participated in various school Regular Session Minutes May 29, 2025 Page 5 and community events and are also creating video interviews with recent retirees, which are being shared on their YouTube, Facebook, and Instagram pages. Additionally, they are advancing their fire investigations and UAS (drone) program, recently completing nearly seven hours of flight and mapping using the Nova program. They alsosupported search efforts for the missing kayaker and boater. Auxiliary Services Section: The Program Support Technician position has been filled. Orders are still being processed through Shopify, with 100 orders placed in April totaling approximately $30,000 in products delivered to stations. Work is ongoing on the canopy tent extension at Station 18 while the department continues to await the dorm expansion. Items from the VFA grant are continuing to arrive at the warehouse and are being distributed. In April, the Apparatus and Equipment Repair section handled a total of 264 repairs, 23 service calls, and 16 contracted tows. Emergency Communications:In April, the new dispatch center was officially blessed and opened. The switchover took place on April 24th and went smoothly. Both police and fire dispatchers are now fully operating out of the new facility. Information Technology:IT continues to upload all equipment into EPR FireWorks. As they transition away from paper-based processes,iPads have been purchased to streamline equipment and vehicle checks, work orders, and status tracking, improving data collection and decision-making. They are also developing internal dashboards using EPR FireWorks to analyze and visualize data more effectively. Additionally, IT is progressing on mobile data terminal plans. In April, IT supported the setup of the new central station near the Mormon church, allowingDPW to begin safety repairs at the existing fire station. They also played a key role in the IT setup and transition work for the new Joint Communication Center. Safety Specialist: Progress continues on the Respiratory Protection Program, and work is ongoing with Class B foam disposal. The recent continuity of operations test went well. Chief Todd expressed satisfaction and emphasizedthe goal of making the department more resilient and prepared for major disastersor disruptions. During the next test, held every six months, all administrative staff will be required to take their laptops and relocate to an alternate site; this upcoming exercise will be more comprehensive. An internal memorandum was issued concerning measles precautions. There were two accident reports, and the April safety committee meeting was canceled due to a lack of quorum. Commissioner Cushnie requested an update on the aviation program, including pilot contracts, FAR 135 compliance, and hours of operation. Chief Todd reported that st the department plans to implement 89-day pilot contracts starting July 1. However, challenges have arisen dueto a determination by the Department of Human Resources that pilots must fall under Bargaining Unit 11 (HFFA), which the union has declined, citing the pilots’ status as contract employees. The department is now working with counsel to submit the issue to Regular Session Minutes May 29, 2025 Page 6 Funding has been reallocated to support the contracts, and the goal is to finalize the process within the first quarter of the fiscal year (July–September). Chief Todd noted it is unlikely everything will be resolved by July. In response to a question about pilot retention, Chief Todd stated there have been no recent changes in staffing, but bringing pilots in on contract is intended to provide stability and help prevent future retention issues. Additional discussion followed regarding hours of operation. Chair Kosaki asked about theFire Project Manager Transition Coordinator position. th Chief Todd explained that the position ends on June 30 , and he is currently working on transitioning all policy and procedure materials. He noted that four years ago, one of the major issues he identified was that the department’s policies and procedures were still typewritten from the 1980s. His goal has been to digitize and properly format these documents. While progress has been made and most documents, memos, and policies are now available online, about 75% remain in the old format and still need to be consolidated and updated. Recess was called at 11:04 a.m., and the meeting reconvened at 11:14 a.m. UNFINISHED BUSINESS Training onparliamentary procedure, ethics, Sunshine Law, and Fire Commission Rules:DCC Salas-Ferguson provided training to the commission on parliamentary procedure, ethics, the Sunshine Law, and Fire Commission rules, and recommended holding an annual refresher. Parliamentary Procedure: The commission is required to follow Robert’s Rules of Order under Commission Rule 5 to ensure meetings are fair, efficient, and orderly. The chair maintains order, recognizes speakers, manages motions and voting, and ensures discussions remain respectful and on-topic. Commissioners should direct comments to the chair, who typically votes only to break a tie and speaks last. Agenda Management:The chair is responsible for opening meetings, overseeing public testimony, and guidingthe agenda flow, including the approval of minutes and the Fire Chief’s report. Discussion must stay within the scope of the posted agenda. Sunshine Law:This law supersedes Robert’s Rules. It requires all agenda items to be publicly posted six days prior to a meeting. Commissioners may only ask clarifying questions about what’s presented in the Fire Chief’s report; discussing topics outside the posted agenda is not permitted without a two-thirds vote to amend, which is discouraged. Items not on the agenda must be placed on a future agenda to allow public comment.All commission business must be discussed in open meetings. Discussions outside of meetings involving board business (items on or likely to appear on an agenda) are limited to two members unless a Permitted Interaction Group (PIG) is formally established. Regular Session Minutes May 29, 2025 Page 7 Ethics:Commissioners are required to submit annual financial disclosures. Every year, there’s a reminder sent to the commission and board members. DCC Salas-Ferguson noted he would provide copies of the County’s Code of Ethics at the next meetingand explained that commissioners must follow the County Code of Ethics, which sets minimum standards of conduct. Key points included treating everyone fairly, courteously, and impartially, regardless of personal feelings. Commissioners should not use their position to gain special privileges or advantages. Any offers of gifts related to commission service must be disclosed and cleared through counsel before acceptance. There was discussion regarding keeping the commission on track. DCC Salas- Ferguson suggested the possibility of sitting next to the chair to assist. They also discussed asking the chiefquestions about operations not specifically listed on the agenda. DCC Salas-Ferguson noted he would provide more guidance on inquiries.The discussion included the chair’s role in voting, with DCC Salas-Ferguson explaining that while there are general principles in Robert’s Rules, practices can vary across county and state commissions. Chair Kosaki noted hetypically votes, as he does on other boards he chairs. DCC Salas-Ferguson clarified that while some actions,such as amending the agenda or entering executive session,require a two-thirds vote, most other commission actions requireamajority. Fire Commission Rules: DCC Salas-Ferguson explained that Rule 4 outlines the commission’s responsibilities, including adopting and reviewing rules for the administration of the Fire Department.Chief Todd notedthat all department rules, policies, and procedures are now posted online and accessible to the commission. The commission is also required to review the Fire Department’s annual budget and provide recommendations to the mayor, managing director, and council. Chief Todd suggested amending the rules to include specific calendar dates for these reviews to assist future commissions and counsel. The commission discussed the timing and process for budget reviews. The commission must evaluate the chief’sperformance at least annually, which has beenscheduled based on the calendar year. They are also required to review the chief’sposition description and program at work for the purpose of improvement,which could be added to the agenda alongside other annual requirements.The commission must review personnel actions to ensure they comply with policies designed to maintain qualified and professional leadership. This includes reviewing recruitment standards to attract highly qualified candidates, ensuring promotions and personnel actions are merit-based, and verifying that appropriate training is provided to the fullest extent possible andpracticable. Chair Kosaki requested that the next meeting agenda include a review of the Fire Chief’s evaluation form. Regular Session Minutes May 29, 2025 Page 8 DCC Salas-Ferguson stated the commission is also responsible for hearing complaints from the public regarding the department or its personnel and for submitting an annual report to the mayor, managing director, and council. He also explained that after the chief’s report, the chair may ask if there are any questions. Commissioners should indicate they have a question by turning on their light, andthe chair will recognize them. Questions must be relevant to the agenda. DCC Salas-Ferguson clarified that it is everyone’s responsibility to stay on topic and noted he will sit next to the chair to help guide the meeting. Inquiries: DCC Salas-Ferguson stated that Fire Commission Rule 4 permits the commission to conduct inquiries, as authorized by the County Charter and County Code. While "inquiry" is not specifically defined, there is a process in place. Commissioners are prohibited from interfering in the department’s administrative or operational matters, except for purposes of inquiry. Rule 7 outlines how inquiries may be conducted.He conferred with his supervisor and created a procedure. If a commissioner believes an inquiry should be made, they may email the chair, commission secretary, or DCC Salas-Ferguson at least 10 days before the meeting, including a draft letter describing the proposed inquiry. A standard letter template will be provided for this purpose. The letter would be included on the meeting agenda as an action item for the commission to consider and vote on. If approved, the inquiry would be placed on the following agenda, with notice to the chief.Alternatively, a commissioner may suggest an inquiry during the “agenda items for next meeting” portion of a meeting. If the topic falls within the commission’s jurisdiction, it will be placed on the next agenda for consideration. Commissioner Hirakami asked if a vote was needed to place a suggested inquiry on the next meeting agenda. DCC Salas-Ferguson explained that suggesting an inquiry signals interest, and a draft letter describing the inquiry would be prepared for the commission to adopt or not at the next meeting. Chair Kosaki asked if, instead, an item raised during a meeting could be added to the next agenda without a letter. DCC Salas- Ferguson noted that while the process may seem cumbersome, Sunshine Law requires public notice in advance. Chair Kosaki clarified that the matter would not be discussed or voted on immediately but would be listed on the next agenda for future discussion. The commission further discussed procedures for placing items on upcoming agendas. DCC Salas-Ferguson encouraged commissioners to reach out with any questions and noted that each situation will continue to be reviewed on a case-by-case basis. If the commission wishes to pursue an inquiry, it should be submitted to the chair, the commission secretary, and himself for further consideration. He added that the process is still evolving and is a work in progress. UNFINISHEDBUSINESS Review of meeting guidelines for effective and productive discussions:Commissioner Magsalin, who requested this item, noted that DCC Salas-Ferguson had addressed the Regular Session Minutes May 29, 2025 Page 9 topic during his training. She recommended allowing Chief Toddto complete his report before asking questions. DCC Salas-Ferguson suggested the chair could invite questions either at the end of the report or after each section, depending on the commission’s preference. Commissioner Hirakami proposedthat members take notes during the report and ask questions afterward for greater efficiency. The commission agreed to a trial run at the next meeting, during which the chiefwill deliver his report without interruption, followed by questions from the commission. Commissioner Cushnie recommended adding an aviation section to the Chief’s Report to ensure related questions remain within scope. Chief Todd agreed and will include it in future reports. UNFINISHED BUSINESS Discussion regarding the process and guidelines for Fire Commissioners visiting stations:The commission discussed the draft memo regarding station visits. Chair Kosaki invited comments, and Chief Todd recommended including a photo, name, district, and title for each commissioner in a department-wide memo to verify their identity when visiting stations. He noted that this was previously discussed, and while the commission had concerns in the past, he believes it is important for personnel to recognize commissioners and have their contact information available. He also suggested commissioners call ahead before visiting, noting that if there’s no answer, they can still stop by. DCC Salas-Ferguson asked whether the memo would come from the commission or Chief Todd. Chair Kosaki clarified that it would come from the chief, but reflect the Fire Commission’s policy. Chief Todd recommended amending the draft to include a note that commissioners should call in advance, but may still visit if they are unable to make contact. He will compile an org chart with commissioner photos and contact details to accompany the memo. Chair Kosaki will revise the draft for the commission to vote on at the next meeting. Commissioner Hirakami suggested rewording a phrase in the memo, stating that “related issues” implies they are looking for problems, when the intent is to gather suggestions and identify areas for improvement. Chair Kosaki clarified that the memo is for internal use and will not be sent to stations. Commissioner Perrin requested a list of the captains in each district; Chief Todd said his secretary would provide that. Chair Kosaki requested the item remain on the agenda. UNFINISHED BUSINESS Discussion and follow-upregardingpotential changes to the commission secretary position:The commission revisited the issue of having a backup for the commission secretary position. Chair Kosaki shared that, following recent events, a request was made to the Mayor’s Office. He spoke withthe Mayor’s Executive Assistant,Micah Alameda, who oversees boards and commissions, who indicated he would be willing to Regular Session Minutes May 29, 2025 Page 10 step in if the situation arises again. However, the mayor and managing director noted that Micah has a full workload. Commissioner Cushnie inquired about the letters previously sent to the former administration regarding this issue. Vice Chair Wolf recalled that DCC Wong was supposed to follow up with the administration about identifying a backup.Commissioner Hirakami noted that it also affectsthe Police Commission. DCC Salas-Ferguson confirmed there is currently no backup in place and noted that Micah is aware of the issue. When asked if there is a contingency plan in place, Ms. Correastated there is not. Chair Kosaki asked if the previous letter is still on file; Ms. Correaconfirmed that it is. He suggested reviewing it at the next meeting to possibly resend it to the current administration. DCC Salas-Ferguson recommended adding the letter to the agenda for consideration and potential adoption. UNFINISHED BUSINESS Rule 5(a)(1):Chair Kosaki noted that previous attempts to vote for the chair and vice chairwere delayed due to not havingthe full commission present and a deadlock in votes. He asked whether the commission could proceed with the prior nominations. DCC Salas-Ferguson recommended reopening nominations and allowing candidates to make brief statements before conducting a roll call vote, with five votes needed to elect achair. Election of Chair and Vice Chair for 2025: Commissioner Perrin nominated Commissioner Hirakami for chair, and Vice Chair Wolf nominated Chair Kosaki. Both accepted their nominations. Commissioner Hirakami shared that he brings experience from otherboards and commissions and aims to run meetings efficiently and effectively. He emphasized his commitment as a volunteer and his desire to make the most of meeting time. Chair Kosaki spoke about his 29 years of experience with the Fire Department, his intent to support the chief, and his focus on departmental and community safety with no personal agenda. Commissioner Magsalin asked Hirakami about his involvement in revising the chief’s evaluation. He explained thathe felt the original form lacked opportunities to identify areas for improvement. Drawing from his experience on the water board, he believed a more comprehensive evaluation would be beneficial. Commissioner Hanano raised a concern about Hirakami’s earlier comment on running faster meetings, noting the importance of careful deliberation, especially given the department’s $80 million budget. Hirakami clarified that he meant greater efficiency, Regular Session Minutes May 29, 2025 Page 11 such as allowing the chief to complete his report before taking questions to avoid getting off-topic. A roll call vote was conducted by Ms. Correa: Hirakami:4 votes (Porter, Perrin, Magsalin, Hirakami) Kosaki:5 votes (Hanano, Mattos, Wolf, Cushnie, Kosaki) Result:Commissioner Kosaki was elected chair for the remainder of 2025. Election of Vice Chair for 2025: Chair Kosaki opened the floor for nominations for vice chair. Vice Chair Wolf nominated Commissioner Cushnie, who declined, noting that since he and Chair Kosaki share a similar background, it might be better to have someone with a different perspective. He stated he would accept only if no one else did. Commissioner Perrin nominated Commissioner Magsalin, who declined, as this is her final year on the commission. She then nominated Commissioner Hirakami, who accepted. Chair Kosaki nominated Commissioner Wolf, who accepted. Commissioner Mattos nominated Commissioner Hanano, who declined. With two candidates,Commissioners Wolf and Hirakami,a roll call vote was conducted by Ms. Correa: Hirakami:6 votes (Porter, Hanano, Perrin, Magsalin, Hirakami, Cushnie) Wolf:3 votes (Mattos, Wolf, Kosaki) Result:Commissioner Hirakami was elected vice chair for 2025. NEW BUSINESS Discussion on the development and implementation of an evaluation process in which department employees provide feedback onthe performance of the department head: Chair Kosaki commended Commissioner Cushnie,who found this evaluation form with the assistance ofCouncilmember Inaba. He suggested the commission review the form and discuss it further at the next meeting ratherthan deciding immediately. Commissioner Cushnie explained that the draft is an initial set of questions combining input from Commissioner Hirakami’s evaluation and standard HR evaluations. The plan is to send the survey out via a professional company to ensure confidentiality, proper Regular Session Minutes May 29, 2025 Page 12 data collection, and analysis. Councilmember Inaba helped draft a preliminary RFP for this purpose. The commission discussed whether the survey should be distributed to all department employees.DCC Salas-Fergusonstatedthat HR recommends distributing it department-wide.Commissioner Cushnie explained thatthose unfamiliar with certain duties wouldselect “N/A.” Chief Todd raised questions about how demographic data could be incorporated to interpret results better and suggested questions be specific enough for meaningful analysis without compromising anonymity. Commissioner Cushnie shared that Councilmember Inaba envisions this as a model for other commissions, with HFD serving as a pilot. Chief Todd recommended expanding the evaluation scope beyond the department, including stakeholders such as legislators and other agencies, but noted cost constraints.Chief Todd also suggested considering lower-cost tools like Survey Monkey to administer the survey internally, emphasizing the importance of asking meaningful questions and analyzing data effectively. Concerns were raised about employee reluctance to participate due to anonymity fears. Chief Todd noted the survey could be managed by the Mayor’s Office or the Fire Commission secretary to maintain separation from the chief. Commissioner Hirakami proposed includingquestions about overall department culture and employee well-being, rather than focusing solely on the chief’s performance.Chief Todd confirmed similar surveys had been done in the pastand expressed openness to the commission’s preferred approachand noted the potential benefits of using professional services like Gallup for advanced analytics. Commissioner Perrin asked about Councilmember Inaba’s role regarding this. Commissioner Cushnie explained that, as his district’s councilmember, he reached out to Inaba for advice, noting that money is an issue. He attended a Zoom presentation by Gallup, but their fees were high. Inabastarted looking at various other commissions and noticed similar challenges across the board. He saw potential in developing a standardized approach that could benefit multiple commissions. His intent is to streamlineother commissions and improve the overall process. Commissioner Hanano inquired whether the chiefconducts performance evaluations for captains and battalion chiefs.Chief Todd responded that heevaluates his secretary and deputyand explained that they followa paramilitary structure. He also noted that he visits each station three times a year to engage with personnel. ANNOUNCEMENTS Chair Kosaki announced the next regular meeting is scheduled for Thursday, June 26, 2025, at 9:00 a.m., at the West Hawaii Civic Center, Building A, Council Chambers. Regular Session Minutes May 29, 2025 Page 13 Commissioner Perrin emphasized that the commission’s role is to support both the community and the chief. He expressed concern that,at times,it feels like the commission is criticizing the chief rather than helping, but reiterated his belief that their purpose should be to assist in improving the department for the benefit of the community. ADJOURNMENT Themeeting adjourned at 1:48p.m. SUBMITTED BY:CHARISSE CORREA, SECRETARY APPROVED BY:GERALD KOSAKI, CHAIR