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HomeMy WebLinkAbout2025-07-24 Fire Commission Minutes HAWAII FIRE COMMISSION REGULAR SESSION MINUTES JULY 24, 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 Brian Cushnie, Commissioner Les Hanano, Commissioner Shon Magsalin, Commissioner Wesley Mattos, Commissioner Wayne Perrin Jr., Commissioner Carlene Wolf, Commissioner Absent:Steven Hirakami, Vice Chair Rick Porter, Commissioner A quorum was present. Also present:Kazuo Todd, Fire Chief Daniel Volpe,Deputy Fire 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 amendments to the minutes. There were none. He noted a typoon page 6, where “vic chair” should read “vice chair.” With that amendment, the regular session minutes for June 26, 2025, were approved. FIRE CHIEF’S REPORT ChiefToddhighlighted items from the Fire Chief’s Report. A detailed report is on file. Format Changeto Chief’s Report:Chief Toddannounced a new format for his monthly report, starting next month. The new structure will feature two main sections: "Program Reporting" with data and analytics at the front, and "Snapshot and Stories" with community events,photos, retirements, promotions, newsletters, etc.,in the second half. This change aims to align monthly reporting with annual goals, the strategic plan, and the master plan. Budget: The department came in under budget for the fiscal year, spending 92.36%, though some invoices are still outstanding, and grants continue as normal. Regular Session Minutes July 24, 2025 Page 2 Human Resources:Numerous recruitments, promotions,and selections are in progress, with a large promotional process scheduled for August 1st. A recruit class of about 20-25candidates is set to begin on August 1st. Emergency Operations: For June, there were a total of 2,475 calls, bringing the total year to date to15,347, with the estimated total for the year about30,700.Chief Todd reportedseveral incidents, including structurefires, brushfires,and rescues, as shown in the report. Special Operations: Hazmat personnel requested to attend the Hazmat Continuing Challenge. New X-Vehicles are on Oahu, expected to ship later this month or next month. They are moving forward with Ocean Safety positions, such as WSO V, I, III, and IV. Regarding Rescue, the bid for Radon’s repairs went through and was awarded to Riddle Marine. They are working on processing new equipment purchases with the new budget. In June, Aviation logged a total of 22.6 flight hours across various missions, including wildfire response, patient extrication, and shark surveys. Of this, 10.8 hours were dedicated to critical wildfire operations in Honoka providing water drops and aerial support. Chopper 2 accounted for 7.5 flight hours. An additional 4.8 hours were spent supporting DLNR shark surveys. Chief Todd highlighted several notable responses, including a patient extraction in Waimanu Valley, search and rescue missions near Boiling Pots and Eagle’s Nest, a calls. Aviation also supported a multi-day DLNR shark survey near Mauna Kea Beach. Support Services: Four new ambulances are expected to be in service by early August. EMS SUVs are also awaiting installation of the proper center consoles. The EMS Branch Equipment Committee recently attended a symposium hosted by The current paramedic class completed its fourth rotation and final testing at the end of June and is now working toward state and national licensure requirements with DCCA. Chief Todd reported on various trainings and certifications completed by the Training Services Branch, as well as activities, training, and responses handled by the Volunteer Section. The Fire Prevention Section continued its community outreach through events, trainings, and media coverage, and all plan reviews were completed within the required 14-day timeframe. Deputy Volpe reported that a major fire in District 14 was investigated and contained with no injuries. Residents were alerted by smoke detectors, underscoring the importance of electrical safety and maintaining working smoke detectors. Regular Session Minutes July 24, 2025 Page 3 Chief Todd provided updates on the Auxiliary Section. Highlights included a FASO promotion on June 16, reported Shopify sales, and completion of the department’s annual fixed asset inventory.There were 20 work order requests for various repairs and installations for fire facilities. The maintenance shop had a total of 260 repairs in June, 68 call outs, 12 contracted out,and tows. A total of134 annual DOT inspections were performed island-wide.Additionally, the department received two 2025 Toyota Tacomas,one assigned to Ocean Safety and the other to Auxiliary Services. Emergency Communications: HFD received its first Subaru, which will be assigned to the Emergency Communications Section. Chief Todd reportedcall data for June: 2,448 emergency (911) calls and 2,130 administrative calls, for a total of 4,578 calls. Information Technology: Chief Todd reported on the CradlePoint VPN system and GPS-based traffic light integration to improve response times. He also noted trials with satellite connectivity to maintain communications in areas without cellular or radio coverage.iPads and cases have been received,and IT will work on setting them up. Each station will receive two iPads for inventory and vehicle maintenance checks in EPR Fireworks. Safety Specialist: Chief Todd reported progresson the Respiratory Protection Program, with compressor inspections and fit testing underway. FireGrid is on hold as IT reviews FireWorks for PPE tracking. Class B foam was fully disposed of. They continue with air sampling to monitor mold levels. A survey for ANSI-compliant first- aid kits identified a need for 45 new Class A kits throughout all facilities. Planning also continues for the COOP exercise and the Admin Active Threat Plan. Snapshots & Stories: Chief Todd reported partnering with Civil Defense to host a pilot ICS 100 course and holding blessing ceremonies for two new brush trucks and the new lifeguard tower at Kohanaiki. He hosted a Coffee with the Chief session to discuss the department’s mission and vision, and noted that volunteer Bob Becker was featured in Firehouse Magazine. Personnel also attended the ICS 305 course on Oahu in June.He added that HFD maintains a robust social media presence on Instagram, Facebook, and YouTube, with QR codes available in the Chief’s Report. Commissioner Cushnie asked about the aviation program, leading to further discussion on its structure, pilot retention, policies, and compliance with FAR 135 for medical transport. It was noted that whennot in compliance, patient transport can occur under public use exceptions, but cannot be billed.Chief Todd added that HFD must formally register the helicopter call signs with the FAA. Since "Chopper One" and "Chopper Two" were already registered by someone else, the department is now working to secure appropriate names. Regular Session Minutes July 24, 2025 Page 4 Chair Kosaki commended Chief Todd on his presentation and ongoing improvements.He emphasized that questions from the commission are intended to support the department, personnel, and community safety, and to bring attention to issueshe may or may not already be aware of. Chair Kosaki encouraged greater flexibility for dispatch promotions and raised concern that no new rescue watercraft operators have been trained since 2015,resulting in limited coverage, particularly in Discussion followed regarding Ocean Safety operations, training needs, and dispatch staffing. Chair Kosaki suggested exploring a positionin dispatchdedicated to answering non-emergency calls.Chief Todd acknowledged challenges in Ocean Safety, noting limited rescue watercraft operator training but expects progress in the future. DCC Salas-Ferguson clarified that questions outside the report require a motion to place the matter on a future agenda for full discussion. Recess was called at 11:01 a.m., and the meeting reconvened at 11:15 a.m. UNFINISHED BUSINESS Guidelines for Fire Commissioners Visiting Stations: The commission reviewed the internal policy for commissioners visiting Fire Department facilities. Commissioner Perrin asked about identification for members; Chief Todd stated photos would be sent with a memo, noting that Mayor Alameda has been pulling IDs from all board and commission members. An amendment was proposed to broaden the scope from “fire stations” to include other Fire Department locations (e.g., lifeguard towers, administrative buildings). Chair Kosaki requested a motion to approve the memo with this amendment. Commissioner Perrin moved, Commissioner Wolf seconded, withno discussion;the motioncarried unanimously. Commissioner Magsalin left the meeting at 11:55 a.m. UNFINISHEDBUSINESS Employee Feedback Evaluation Process: Commissioner Cushnie presented a proposal to engage an external company, such as Gallup, to administer an employee feedback survey. He outlined the benefits of this approach, such as it being a proven tool, utilizing established survey instruments with 12 core questions and optional additions.There would be anonymity; the primary goal is to ensure anonymity through an external third party, encouraging honest and widespread participation to get a true sense of the department's health.The survey would use a rating scale with no open-ended questions to prevent abusive comments and protect anonymity.Controls would ensure one survey per employee.Thedata would provide the commission with an effective tool to aid in the performance evaluation of the Fire Chief.Commissioner Cushnie cited the County Regular Session Minutes July 24, 2025 Page 5 Charter, which allows the commission to engage consultants as necessary to perform its duties. There was discussionamong commissioners, Chief Todd, and DCCSalas-Ferguson. Chief Todd raised concerns. He expressed disagreement with an anonymous process, citing concerns that it could allow for unsubstantiated or abusive comments without accountability. He also noted the legal responsibility to follow up on critical issues raised, which is complicated by anonymity.He stressed the need for safeguards to prevent individuals from submitting multiple surveys.He raised the logistical challenge of including personnel without department email addresses, such as Ocean Safety staff. He also questioned the value of feedback from employees with whom he has limited direct interaction, such as firefighters he may only seeannually.Chief Todd explained concerns regarding funding and procurement,stating the commission is not a part of the department and does not have its own budget to procure such a service.He outlined potential options, such as reallocating funds from the current budget or requesting a supplemental budget from County Council. DCC Salas-Ferguson clarified that while the commission does not have a separate line- item budget, it is part of the Fire Department. He advised that the commission's first step is to vote on whether to pursue the engagement of a consultant. The subsequent steps of identifying funding and managing procurement would be handled in conjunction with the chiefand the department's financepersonnel. The formation of a Permitted Interaction Group (PIG) was mentioned as a possibility for commissioners to work on the details of the process outside of a formal meeting. A motion was made by Commissioner Wolf and seconded by Commissioner Hanano to pursue engagement of a survey consultant to gather upward feedback from Fire Department personnel to be used for the performance evaluation of the Fire Chief. Discussion:Commissioner Wolf asked if funding should be addressed; Chair Kosaki said it could be worked out later. Commissioner Cushnie inquired about procurement. DCC Salas-Ferguson explained that funding and procurement should bediscussed with HFD finance staff and the chief.Commissioner Wolf asked about reviewing HFD’s budget or requesting funding from the Mayor; DCC Salas-Ferguson said that would followlater,after consultation with the chief.There was no further discussion;the motion carried unanimously. Commissioner Perrin left the meeting at 12:08 p.m. UNFINISHED BUSINESS Commission Secretary Position: The commission reviewed and approved a draft letter addressed to the Mayor, Fire Chief, and HR Director proposing changes to the commission’ssecretary position. Chair Kosaki asked if the commission had a chance to read it,and asked if anyone had proposed any changes;there were none. Regular Session Minutes July 24, 2025 Page 6 Commissioner Cushnie made a motion to approve and forward the letter,seconded by Commissioner Mattos. Commissioner Wolf asked if the position would be full-time or part-time. Chair Kosaki noted details would be determined later. With no further discussion, the motion carried unanimously. AGENDA ITEMS FOR THE NEXT MEETING Chair Kosaki made a motion toadd the discussion of the rescue watercraft programon the next agenda. Seconded by Commissioner Cushnie. There was no discussion, the motion carried unanimously. ANNOUNCEMENTS Chair Kosaki announced the next regularmeeting is scheduled for Thursday, August -Kona. Chief Todd announced he will be on vacation and noted that the Sayres Foundation annual gala will be held on the 30th, encouraging attendance. ADJOURNMENT The meeting adjourned at 12:22 p.m. SUBMITTED BY:CHARISSE CORREA, SECRETARY APPROVED BY:GERALD KOSAKI, CHAIR