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HomeMy WebLinkAbout2025-06-26 Fire Commission Regular Minutes HAWAI`I FIRE COMMISSION REGULAR SESSION MINUTES J U N E 26, 2025 WEST HAWAI`I CIVIC CENTER, COUNCIL CHAMBERS, BUILDING A 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 Steven Hirakami, Vice Chair Brian Cushnie, Commissioner Les Hanano, Commissioner Shon Magsalin, Commissioner Wesley Mattos, Commissioner Rick Porter, Commissioner Carlene Wolf, Commissioner Absent: Wayne Perrin Jr., Commissioner A quorum was present. Also present: Daniel Volpe, Deputy Fire Chief Sinclair Salas-Ferguson, Deputy Corporation Counsel Charisse Correa, Secretary PUBLIC STATEMENTS ON AGENDA ITEMS Police Commission Chair Rick Robinson and Vice Chair John Bertsch addressed the Fire Commission regarding the shared secretarial position. They provided historical context, explaining the role was "loaned" from the Police Commission as a temporary measure 12-15 years ago, but has since become permanent, with the Police Department funding the entire salary and office space. The Police Commission's workload has increased significantly, creating an "undue hardship" on the secretary and raising concerns about potential burnout. Several solutions were proposed by commissioners, including drafting a joint letter with the Police Commission, requesting an assistant to support the current secretary, and allocating the Fire Commission's budget for its own secretarial support, possibly including a student assistant. Bertsch highlighted that the Fire Commission has the authority under the County Charter to appoint its own staff. APPROVAL OF MINUTES Chair Kosaki asked if there were any comments or amendments to the minutes; there were none. The regular session minutes from the May 29, 2025, meeting were approved as drafted. Hawaii Fire Commission Regular Session Minutes June 26, 2025 Page 2 FIRE CHIEF'S REPORT Deputy Chief Volpe highlighted items from the Fire Chief's Report, in the Fire Chief's absence. A detailed report is on file. • Fiscal & Budget: The department is on track with spending as the fiscal year nears its end. Updates were provided on various grant-funded projects, including the delivery of new brush trucks and the installation of a new lifeguard tower at Kohaniki, which was blessed and is now in service. The Leleiwi tower is expected in 2026. • Human Resources: The HR Program Specialist position has been filled. The department has successfully transitioned to a six-month assessment period for internal promotions to improve predictability for members. Numerous recruitment and promotion processes are underway, including a firefighter recruit class expected to start in August. • Operations & Training: Deputy Chief Volpe reported on Battalion 1 and 2 responses, and shared highlights for Hazmat, Ocean Safety, Rescue, Emergency Medical Services, the Training Branch, Volunteer Section, Fire Prevention Section, Auxiliary Services, Information Technology, and the Safety Specialist. He highlighted the "Calm the Chaos" command and control training program as a significant initiative aimed at improving operational effectiveness and firefighter safety. The department also conducted "Nozzle Forward" training, which focused on core engine company operations. Additionally, it was announced that Ocean Safety will become a standalone division. • Facilities: Dispatchers have been moved to the joint communication center, and the Prevention Office has been moved to that vacant space. Personnel from the Central Fire Station have relocated to the temporary building, while Central undergoes repairs. • Recognition & Retirements: HFD held two Spring 2025 Promotional Ceremonies in May, one in Kona and one in Hilo. The department received a prestigious Community Partnership Award at the Pentagon for its outstanding collaboration with the Pohakuloa Training Area (PTA). Firefighter Wilson was honored with the Haweo Award for May for his actions during a motor vehicle accident response. Three members of the department retired at the end of May. Commissioner Wolf inquired about volunteer meetings. Volunteer commander Bertsch explained that the meetings are held quarterly without a fixed calendar. The next meeting is scheduled for Saturday, July 26th, at Station 8-A in Honoka`a. Meetings begin around 9.00 a.m. with executive leadership discussions or training for captains, followed by the main meeting at 10.00 a.m. The agenda includes administering the oath of office to recruits and presenting service and retirement certificates. The gathering concludes with food and conversation. "Save the Date" notices are sent to the commission secretary for distribution to all commissioners. Hawaii Fire Commission Regular Session Minutes June 26, 2025 Page 3 Vice Chair Hirakami inquired about dispatch vacancies, and there was discussion on current vacancies and ongoing recruitment efforts. Commissioner Cushnie previously requested Chief Todd include updates about the Aviation Division in future Chief's Reports, and it might've been overlooked. He asked if it could be included in the reports moving forward. Commissioner Mattos inquired about the status of the rescue boat bid. Deputy Chief Volpe confirmed the project went out to bid, a vendor was selected, funding was secured, and the process is moving forward. Mattos noted this has been a concern for over four years. He also requested updates on the volunteer program, sharing his own experience as a former volunteer. He asked whether volunteers are considered county employees. Deputy Chief Volpe clarified they are not. Mattos expressed concerns about liability, CDL licensing, drug testing, and grooming standards. Volpe explained that volunteers go through the same driver training as career personnel, which meets required standards. However, unlike career staff, volunteers are not subject to the same grooming and drug testing policies due to union agreements. Regarding liability, Volpe stated that volunteers are covered if injured while performing their duties, as their actions are considered part of their service. Volunteer commander Bertsch explained that the volunteer division is established and mandated by the Charter, which also outlines the issues currently being addressed. He responded to concerns about driving and grooming standards, noting that volunteers are not permitted to use SCBAs (self-contained breathing apparatus. He noted that a previous chief had indicated that grooming standards for volunteers could be adjusted, allowing for beards and mustaches. Bertsch emphasized that volunteers are held to high standards and are conscientious in their duties. He acknowledged that funding is a primary challenge, which they continually work to address. He also provided historical context, explaining that volunteers were issued SCBAs in the past. Chair Kosaki inquired about the Leleiwi lifeguard tower, noting that the previous structure was deemed unsafe. There was also discussion on applying for or transferring into the Fire Communications Captain position, WSO recruitment, and safety committee meetings. Additionally, the 5-6 gallon foam spill mentioned on page 14 of the Fire Chief's Report was discussed. Deputy Chief Volpe explained that the Class B foam involved contains "forever chemicals," which pose serious carcinogenic risks. All such foam was pulled and stored on pallets in the warehouse for disposal. An employee discovered a spill from a cardboard box of 5-gallon containers. The hazmat team was called in to isolate, clean, and properly dispose of the material, and the incident was reported. Hawaii Fire Commission Regular Session Minutes June 26, 2025 Page 4 Recess was called at 11.33 a.m., and the meeting reconvened at 11.46 a.m. UNFINISHED BUSINESS Review and Discuss Guidelines for Fire Commissioner Station Visits. The commission reviewed a draft internal memo outlining the process for station visits. Suggestions were made to improve the language related to visit requests and to clarify that commissioners shall not interfere with departmental administrative matters or operations. The item will be continued to the next meeting. Chair Kosaki and DCC Salas-Ferguson will revise the draft, incorporating the suggested edits into a revised draft for review and approval at the next meeting. UNFINISHED BUSINESS Employee Feedback Evaluation Process: The commission discussed a preliminary questionnaire designed to gather feedback from department employees on the department head's performance. A key point of discussion was whether to create different surveys for different ranks or a single, anonymous survey that allows respondents to select their rank category. The item will be continued to the next meeting. Commissioner Cushnie will refine the questionnaire and research best practices, including potential standardized survey options such as those offered by Gallup. UNFINISHED BUSINESS Commission Secretary Position: The Commission discussed options to address the secretary position, including providing an assistant to help alleviate the workload or reinstating a dedicated secretary for the Fire Commission, as was done in the past. Budget considerations were also discussed. The Commission agreed to draft a letter to the Mayor, Fire Department, and Human Resources outlining possible solutions, including funding a dedicated secretary for the Fire Commission in accordance with the Charter. The letter will also request a formal backup and contingency plan for times when the secretary is unavailable. This item will be continued to the next meeting. NEW BUSINESS The Commission reviewed the draft 2024 Annual Report and discussed whether to accept it as is or make amendments. Chair Kosaki called for a motion to accept the report as written and begin work on the 2025 report, which would include the annual budget, a pie chart, and new additions such as the opening of the new dispatch center. Hawaii Fire Commission Regular Session Minutes June 26, 2025 Page 5 Commissioner Mattos made a motion to accept the report as is, seconded by Commissioner Wolf. Vice Chair Hirakami then made a motion to amend the report to include a 2024 budget recap, a pie chart of station responses, and a note that the Commission looks forward to the opening of the new dispatch center in 2025. He also requested the removal of a sentence referencing safety concerns at a station, as it was considered hearsay and opinion-based. Commissioner Magsalin seconded the motion, agreeing with the proposed edits and highlighting the department's positive progress. Hirakami emphasized that the report should be optimistic, informative, and reflective of the Commission's efforts, especially since it is submitted to the Mayor, County Council, and Managing Director. Magsalin also shared her perspective as a member of the Commission. Chair Kosaki responded that the report is a factual overview of the Commission's activities and not a negative evaluation. He stated that it's his responsibility as chair to present a realistic picture, acknowledging that while the chief provides good reports, there is always room for improvement. With no further discussion, the commission voted on the motion to amend the report. In favor— Commissioners Porter, Magsalin, and Hirakami Opposed — Commissioners Wolf, Cushnie, Mattos, and Kosaki Abstained — Commissioner Hanano (newly appointed) Motion to amend failed. Chair Kosaki then called for a vote on the original motion to accept the report as written. In favor— Commissioners Wolf, Porter, Cushnie, Kosaki, and Mattos Opposed — Commissioners Magsalin and Hirakami Abstained — Commissioner Hanano Motion carried. Chair Kosaki directed Ms. Correa to submit the report. NEW BUSINESS Fire Chief Performance Evaluation Form: A new, simplified draft of the Fire Chiefs performance evaluation form was reviewed. The form is similar to the original version and includes six main categories with bullet points to guide the evaluation. DCC Salas-Ferguson recommended amending the form to incorporate duties required by the County Charter. Commissioner Wolf moved to accept the new form with the suggested amendment to include Charter requirements. The motion was seconded by Commissioner Cushnie. There was no further discussion, and the motion carried unanimously. Hawaii Fire Commission Regular Session Minutes June 26, 2025 Page 6 NEW BUSINESS Correspondence No. 25-01: Letter from the Hawaii Fire Fighters Association regarding recent promotions: Chair Kosaki invited Deputy Chief Volpe to respond to the letter from the Hawaii Fire Fighters Association (HFFA) concerning recent promotions. Deputy Chief Volpe emphasized the confidentiality of the promotion process, stating that details such as candidate scores and performance cannot be discussed publicly to maintain the integrity of the process. He explained that he would discuss general procedures. DCC Salas-Ferguson confirmed that certain personnel matters are confidential, as advised by HR, but general information about the promotion process can be shared. Chair Kosaki noted the union's concerns regarding candidates not meeting minimum qualifications. Deputy Chief Volpe reviewed publicly available job specifications and explained the qualifications and roles for Battalion Chiefs, Captains, and Assistant Chiefs. When asked about the Special Operations Battalion Chief role, Volpe explained that their role is a program manager. They shifted their BCs away from supervisors to managers. All BC positions are management positions. They manage the budget, financial planning, training resources, research and development, policies, and procedures. Chair Kosaki recognized the complexity of the position and noted that prior experience is invaluable, quoting "there's no substitute for experience." Volpe agreed and stated they're pulling the special operations chief out of the task mindset and getting them into a strategic mindset, where they can oversee a program. Vice Chair Hirakami asked about the interview process, confidentiality, and union representation. Volpe explained that HR manages the application and qualification screening process, and the department develops the assessment. He confirmed that scores are confidential and only shared directly with candidates during follow-up meetings to provide performance feedback. Regarding union representation, Volpe clarified that Battalion Chiefs are excluded managerial employees, not part of the HFFA, and they're not automatically included in HGEA. There's a segment of HGEA that will represent them; some do pay HGEA union dues. Commissioner Wolf emphasized that the key issue raised by the HFFA letter is safety. She stated that, as a citizen, it is crucial to have leadership with experience. She noted that the union's concerns extend beyond just one or two isolated issues. Deputy Chief Volpe noted that no official personnel orders announcing promotions have been issued yet. DCC Salas-Ferguson expressed concerns that confidential information may have been improperly disclosed by the union but reminded the commission of its role to ensure fair recruitment standards without interfering in individual hiring decisions. Hawaii Fire Commission Regular Session Minutes June 26, 2025 Page 7 Commissioner Cushnie agreed that requiring candidates to have experience in all three phases of the Special Operations Chief's duties would limit the pool of applicants. He asked if Training and Experience (T&E) points are awarded for relevant experience, such as time spent as a rescue captain or in aviation, so candidates receive credit for their background rather than being discounted. Deputy Chief Volpe explained that T&E points are based on the candidate's position and years served, with credit given accordingly. He emphasized that the process aims to be fair and equitable and that awarding points for specific positions was found to be unfair. Cushnie stressed the value of time and experience and noted that while some candidates may lack certain background due to timing or opportunity, it shouldn't diminish their experience. Volpe agreed but added that while prior experience is important, the role focuses on strategic leadership beyond task-level duties and candidates are not penalized for their experience or lack thereof. Commissioner Cushnie inquired about the selection process for the assessment panel. Deputy Chief Volpe indicated some details might be best discussed in executive session. DCC Salas-Ferguson advised caution to avoid disclosing sensitive information. Volpe explained that the panel typically includes evaluators at least one rank higher than the candidates (e.g., Captains evaluate FEOs, BCs evaluate Captains), and panelists are chosen based on familiarity with the specialized functions being assessed. When asked about using outside panelists from other jurisdictions, Volpe said this had been attempted in the past but was rejected by Human Resources, requiring the process to be repeated. He expressed confidence that internal panelists possess sufficient relevant experience. Commissioner Magsalin asked about grievances related to candidate selection. Deputy Chief Volpe acknowledged a few grievances in recent years, generally related to changes in criteria or instructions, but he was not directly involved. AGENDA ITEMS FOR THE NEXT MEETING No agenda items were suggested. Chair Kosaki advised that anyone wishing to submit items for a future agenda should email him at least two weeks before the meeting. He will then forward the requests to DCC Salas-Ferguson and Ms. Correa. ANNOUNCEMENTS Chair Kosaki announced the next regular meeting is scheduled for Thursday, July 24, 2025, at 9.00 a.m., at the County Building, Council Chambers, Suite 1401, 25 Aupuni Street, Hilo, HI. ADJOURNMENT The meeting adjourned at 1.35 p.m. Hawaii Fire Commission Regular Session Minutes June 26, 2025 Page 8 SUBMITTED BY: CHARISSE CORREA, SECRETARY APPROVED BY: GERALD KOSAKI, CHAIR