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HomeMy WebLinkAbout2025-08-28 Fire Commission Minutes HAWAI`I FIRE COMMISSION REGULAR SESSION MINUTES AUGUST 28, 2025 WEST HAWA`I 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 9.06 a.m. Present: Gerald Kosaki, Chair Steven Hirakami, Vice Chair Brian Cushnie, Commissioner Les Hanano, Commissioner Shon Magsalin, Commissioner Wesley Mattos, Commissioner Carlene Wolf, Commissioner Absent: Wayne Perrin Jr., Commissioner Rick Porter, Commissioner A quorum was present. Also present: Kazuo Todd, Fire Chief Daniel Volpe, Deputy Fire Chief Bradley Young, Ocean Safety 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. Hearing none, he requested a correction under "Approval of Minutes." The statement, "the regular session minutes of the June 26, 2025, meeting were approved," will be revised to read, "the regular session minutes for June 26, 2025, were approved." The minutes were approved as amended. FIRE CHIEF'S REPORT Chief Todd highlighted items from the Fire Chief's Report. A detailed report is on file. • Format Change to Chief's Report: Chief Todd introduced a new report format. The first half is a data-driven section featuring tables and charts tied to the program budget, while the second half, "Snapshots and Stars," serves as a newsletter, highlighting key events and one-off events. The format is a work-in-progress. Hawaii Fire Commission Regular Session Minutes August 28, 2025 Page 2 • Fiscal: The county has transitioned to a new cloud-based fiscal system, Oracle, which has caused significant reporting issues. Currently, the department has minimal ability to run financial reports or access detailed spending data. • Grants: Chief Todd reported that no new grant applications have been submitted since July 1, though some awards have been received from prior-year applications. The department recently received authorization to apply for $1-2 million in CDBG funding in the coming month. For the 2023 CDBG grant, valued at $600,000, three brush trucks have arrived at Ford and are awaiting upfitting, with delivery expected before the October 9 closeout deadline. The 2024 CDBG grant, which funded a UTV and a brush truck, has been completed and will be removed from the report. Under the 2024 CDBG MIT grant, three brush trucks have been received and are undergoing final outfitting. The trailer is still pending, and the command vehicle remains under review. The 2023 AFG Hazard Zone Training Program is ongoing, and the 2023 VFA grant for two brush trucks is still pending delivery. Supplies under the 2024 VFA grant are continuing to arrive. Regarding the 2025 SAFER grant request of$1.3 million for 12 firefighter positions, no award has been announced, though recent communication from grant reviewers is considered a positive sign. The 2025 AFG grant is funding the rollout of new SCBAs, and the 2025 HMGP post- fire projects, totaling $3 million and $11 million, are under review (a possible reporting error was noted in the report). Additionally, an AFG radio grant was submitted but not listed in the current report, and will be verified. • Human Resources: The department's goal is to maintain a total vacancy rate below 7%. The current vacancy rate is 11%, with 54 out of 520 positions vacant. Vacancies by division are: Fire (15), EMS (9), Communications (16), and Ocean Safety (14). Many of these will be filled in the coming months. Numerous recruitments, promotions, and selections are in progress. • Emergency Operations: Chief Todd reported fire salaries are at 12.89% and OCE at 18.41%. Helicopter salaries are at 2.4% and OCE at 35.51%, reflecting the transition from contracts to employee positions. Deputy Chief Volpe noted that pilot contracts have been signed and are awaiting final approval. Program objectives reported 95% completion of assigned training, 90% completion of daily vehicle checks, an average chute time of 2.13 (goal 1.20), and 99% of reports completed within 10 days. Commissioner Cushnie asked about the contract length, and Chief Todd mentioned they are on 89-day contracts, which are renewable once, before moving to full employment pending union matters. Deputy Chief Volpe provided additional details on the contract process. Total Calls for Calendar Year 2025: For July, there were 87 fire calls, 1,797 EMS calls, and 673 other calls, totaling 2,557. Year-to-date (January through July), there have been 17,904 calls. Hawaii Fire Commission Regular Session Minutes August 28, 2025 Page 3 Response Times: Average response times were 9 minutes and 12 seconds for EMS and 12 minutes and 58 seconds for Fire. Wildland Calls: In July, there were 18 wildland calls, with an equally high number anticipated in August due to increased brush fire activity. • Special Operations: Chief Todd reported that a separate budget is being established for Special Operations to ensure funding for equipment and other operational needs. A battalion chief will oversee tracking expenditures for items such as ropes, scuba gear, hazmat suits, detectors, and related equipment. Program objectives for July reported aircraft operational uptime at 99.3%. Chief Todd noted a recent dive incident with no injuries and stated plans to arrange training in the third quarter to qualify rescue personnel as public safety diver instructors and to implement the public safety diver program. Chair Kosaki asked for clarification on the dive incident. Deputy Volpe explained that during training, an FRS ran out of air at about 90 feet and was able to buddy breathe. The incident is being treated as a near miss. As they investigate, they will identify missed steps at various levels. He emphasized the need for accountability and compliance with existing policies, noting a broader issue of noncompliance culture. Chief Todd added that they are evaluating minimum proficiency training hours and plan to transition to the Public Safety Diver Program, with instructor certifications expected next year. Vice Chair Hirakami called a point of order to return the discussion to the chief's report. • Ocean Safety: Chief Todd reported Ocean Safety expenditures at 11% for salaries and wages and 12.5% for OCE. Program objectives include maintaining more than nine watercraft operators, providing 80% tower staffing during daylight hours, and keeping policies and procedures updated. Emergency Medical Services Branch: Salaries and wages are at 10.86%, OCE at 2.6%, and equipment at 0%. Program objectives reported a ROSC rate of 16.7% for the month. AILS transport volume was 1,290 calls, and BLS 121 calls. Objectives include maintaining a paramedic vacancy rate below 10% (currently six vacancies), completing quality reviews of critical calls, and maintaining a fleet of at least eight spare medics (currently 11). Four new ambulances arrived and are undergoing radio installation and detailing. EMS personnel assisted Training and HPD with three-day ALERRT Active Shooter Training, met with the 53rd firefighter recruit class to review EMS operations, and conducted Hands-Only CPR/AED training for the State Department of Health. The EMS store processed 62 orders totaling approximately $41,000. The community paramedicine program had five engagements in July. • Training Services: The Training Services Branch is currently at 14.96% of salaries and wages and 28% of OCE. The 53rd Recruit Class graduated on July 11, 2025, and the 54th Recruit Class began on August 1, 2025, with 22 HFD and 3 ARFF Hawaii Fire Commission Regular Session Minutes August 28, 2025 Page 4 candidates. Recruitment is underway for the next class, potentially starting in February. Of the 22 HFD candidates, five have resigned, leaving 17. The current recruit class is undergoing Firefighter I and II training, with wildland and driver training planned for next spring. Program objectives include developing a professional development program for officers into command training, structural firefighting training for recruits and field personnel, and a future wildland firefighting training program. Program highlights included Tactical Chemistry for Emergency Responders training at Haihai and service training for the county's new electric buses. • Volunteer Services Section: Salaries and wages are at 6.25% and OCE at 26.49%. they currently have a total of 111 volunteers. Program objectives include applying for at least two grants annually, fully managing and expending grant funds, ensuring volunteer online training compliance, and maintaining at least one spare qualified driver per volunteer station. • Fire Prevention Section: The Fire Prevention Section has expended 11% of salaries and wages and 3.33% of OCE. Program objectives for the period included conducting two inspections, two public events, 57 plan reviews, one fire investigation, and three complaints, maintaining an average of 10.5 plans reviewed. Budget objectives include reviewing plans within 14 calendar days, conducting two public education outreach events per month, maintaining certified fire investigative technician designations for at least two personnel, and inspecting more than six high-hazard sites per month. Chief Todd noted that the Prevention Bureau has been integrating data into the EPR Fireworks system. • Auxiliary Services Section: Currently, salaries and wages are at 10.28%, 38% of OCE, and 4% on equipment. They had 119 orders in July, and approximately $91,000 worth was sent to the department. They maintain 512 variants inside the warehouse, and 364 of those are currently in stock. • Vehicle Maintenance Section: 11% of salaries expended and 34% of OCE. There was a total of 265 repairs, 38 service calls, and 24 contracted out tows. They're currently maintaining 242 active vehicles, with 14 additional vehicles expected to be deployed within the next month and a half. The primary budget goal is to transition all vehicle work orders into the EPR Fireworks system for data. Chair Kosaki asked for clarification on the numbers in the report. Chief Todd noted that some data in the report are calendar year to date, and others are fiscal. • Emergency Communications: The section has expended 4.68% of salaries and wages and 12% of OCE. In July, dispatch handled 4,563 calls, including 2,415 911 calls and 2,148 administrative calls. The average 911 call duration was approximately three minutes, with 87.3% answered within 10 seconds. The goal for Emergency Medical Dispatch (EMD) compliance is 70% or greater; current Hawaii Fire Commission Regular Session Minutes August 28, 2025 Page 5 compliance stands at 64%. The section aims to answer 90% of 911 calls within 10 seconds, with an average processing time goal of less than 180 seconds. Further discussion addressed the time from call receipt to dispatch. • Snapshots and Stories: SFCO Tasha Kodani-Pereira attended this year's Association of Public-Safety Communications Officials (APCO) conference in Baltimore, Maryland, from July 27-30. HAZMAT Company 4 responded to a propane leak at the Wastewater Treatment Plant on Kekuanaoa Street involving a 1,000-gallon tank. Crews secured the scene and coordinated with Hawaii Gas to transfer the propane to a secured tank. HAZMAT Company 21 responded to AmeriGas Baseyard in the Kona Industrial Area following reports of a propane odor. They found three unattended 1,000-gallon tanks releasing propane. • Volunteers: Volunteers participated in community events, conducted wildland refresher training, responded to rubbish and brush fires, including 65 fires in the Hamakua region compared to 25 last year, assisted with tsunami watch notifications, supported the Fourth of July Parade and water operations, responded to a vehicle fire, and completed training. • Fire Prevention Bureau: Fire Prevention participated in Revitalize Puna's Community Preparedness & Resilience Fair and attended Hawaiian Electric's Wildfire Safety Strategy meeting. They were involved in a District 5 fire investigation that resulted in a civilian fatality; the cause remains undetermined. Chief Okinaka, Chief Mechanic Buyuan, and FEM Supnet traveled to Rebel Strike in Henderson, Nevada, to complete the final inspection of three brush trucks funded through CDBG and MIT. • Safety Program: The Safety Program has focused on HIOSH compressor inspections and facility safety, including mold testing and particle counts, as a proactive measure following issues at the Waiakea Fire Station. Work continues on ground ladder testing supplies, and preparations are underway for the next Continuity of Operations (COOP) exercise, scheduled for October. Three new Incident/Accident Reports and one Vehicle/Equipment/Property Damage Report were received. The safety specialist is coordinating with Risk Management to review all vehicle claims. A safety bulletin was issued regarding cracks in Bullard FX helmets. The Joint HFD/HFFFA Safety Committee met in July to review a potential OSHA two-in/two-out precedent. • Aviation Operations: Choppers 1 and 2 flew approximately 35 hours in July. Notable missions included responding to a plane crash near Ellison Onizuka Kona International Airport, a high-altitude brush fire on Mauna Kea at 8,500 feet, assisting HPD with a body recovery on Kohala Mountain, multiple brush fire responses, hiker extractions, search and rescue operations, and training flights. The helicopters also Hawaii Fire Commission Regular Session Minutes August 28, 2025 Page 6 conducted a flower drop for Captain Whittle's memorial and were deployed for tsunami public announcements and evacuation flights during the tsunami warning. • Highlights, Awards, and Promotions: There was a blessing ceremony in Hilo for four new ambulances, conducted with the assistance of Council Chair Dr. Holeka Inaba., all ambulances are now in service. Accountant III Keiko Furukawa received the Haweo Award for July 2025 in recognition of her exceptional work ethic and technical expertise. A promotional ceremony in Hilo honored five personnel, while a second ceremony scheduled for July 29 in Kona was cancelled due to the tsunami and has not yet been rescheduled. A celebration of life was held at Hapuna Beach for the late Capt. Charley Whittle. Assistant Chief of Operations Okinaka retired after more than 25 years of service with HFD. Recess was called at 10.22 a.m., and the meeting reconvened at 10.36 a.m. Following the Chief's report, commission members asked questions and discussed topics including the 23 VFA grant, purchase and delivery of the tow vehicle, the Radon boat contract, the AC I position, vacancies, the special operations training budget, recruitment rotational assignments, recruit resignations and a smaller candidate pool, operating capital expenditures, issuance of SCBAs, structural mitigation, dispatch vacancies, electronic reporting in Ocean Safety, response and turnout times for day and night hours, and recent commendations and complaints. Chair Kosaki inquired about rescue training. Ocean Safety Chief Bradley Young stated they aim to train as many crew members as possible to maximize rescue watercraft uptime. When asked about the HazTech class, Deputy Volpe noted that a class was held in January with 24 attendees, and the department currently has approximately 40- 45 certified HazTech personnel. NEW BUSINESS Discussion of the Fire Department's watercraft program: Chair Kosaki thanked Chief Young for attending to provide a presentation on the watercraft program. Kosaki noted that the program began in 2015 using jet skis as rescue tools, funded with $320,000 approved by the mayor at that time, to support ocean safety. Since its inception, no new operators have been trained, reducing the number of active operators from nine to three. There has been minimal utilization of jet skis in Hilo due to this lack of trained personnel, with only one ski currently operating for five days in West Hawaii. Chair Kosaki inquired why no training had occurred since 2015. Chief Young explained that the initial plan was to hold a second training class to certify assistant instructors for future in-house classes. However, the plan stalled due to funding issues, including the expiration of a Hawaii Tourism Authority grant. Recently, the department obtained national certification for the program and revamped the in- house training to align with existing aquatics competency standards. The goal is to train Hawaii Fire Commission Regular Session Minutes August 28, 2025 Page 7 six new operators, filling current vacancies and potentially adding or expanding another unit. Further discussion addressed funding challenges, training roadblocks, and the operational needs of Hawai'i County, including the reopening Pohoiki. Chief Todd noted the importance of having a dedicated Ocean Safety training captain to focus solely on training, allowing Chief Young to prioritize management and other chief officer duties. UNFINISHED BUSINESS (added by amendment of agenda) Commissioner Cushnie made a motion to amend the agenda to add discussion on the development and implementation of an evaluation process in which department employees provide feedback on the performance of the department head. The motion was seconded by Commissioner Hirakami, with no discussion; the motion carried unanimously. Commissioner Cushnie recapped the commission's prior decision to engage a survey consultant to gather anonymous upward feedback from Fire Department personnel for the chiefs performance evaluation. He noted an informational meeting was held with the vendor Gallup and asked how to proceed with funding and procurement. Vice Chair Hirakami expressed concerns about Gallup, stating their standard 10- question survey was too generic and not specific to the department's needs. He noted Gallup's inflexibility in customizing questions and their pay-to-see model for additional options. He advocated for developing specific questions that would yield more valuable data for the department and emphasized that the commission needs to define the purpose of this survey. Commissioner Mattos recommended that the commission first identify a funding source before proceeding. The process for funding and procuring such a service was discussed, with the chief noting it would likely require an Invitation for Bid (IFB) or Request for Proposal (RFP). Other funding options were also discussed, and the possibility of asking the finance director to attend a meeting to discuss options. There was further discussion regarding Gallup's core questions, the option to add additional questions, how the company handles results and data, developing an action plan for improvements, and presenting the results. DCC Salas-Ferguson recommended that the commission form a Permitted Interaction Group (PIG) to investigate all related issues, including funding, procurement methods, and the best survey tool. The PIG would then report its findings and recommendations back to the full commission. Commissioners Cushnie, Hirakami, and Kosaki volunteered to serve on the PIG. Hawaii Fire Commission Regular Session Minutes August 28, 2025 Page 8 Commissioner Cushnie moved to form a permitted Interaction Group consisting of himself, Kosaki, and Hirakami. The group's purpose is to investigate the funding and procurement process to secure an independent entity to conduct an anonymous poll to provide data to be used for the performance evaluation of the chief. The motion was seconded by Commissioner Mattos, with no discussion; the motion carried unanimously. AGENDA ITEMS FOR THE NEXT MEETING Chair Kosaki requested that the survey remain on the agenda. DCC Salas-Ferguson noted that, since a permitted interaction group has been formed, the item will remain off the agenda until the group completes its investigation and reports back. Once the report is made, the group will automatically dissolve, and the commission can make a decision at the following meeting. Chair Kosaki asked to keep the rescue watercraft operator training on the agenda for updates. Chief Todd stated that updates would be included in the Ocean Safety section of the report, so it did not need to be listed separately on the agenda. Chair Kosaki agreed. Vice Chair Hirakami noted that the commission needs to discuss the timing of the Fire Chief's evaluation before year-end. The commission agreed to place this discussion on the next agenda. ANNOUNCEMENTS Chair Kosaki announced the next regular meeting is scheduled for Thursday, September 25, 2025, at 9.00 a.m., in Hilo, and the Sayres Foundation Awards Dinner will be held on Saturday. ADJOURNMENT The meeting adjourned at 12.58 p.m. SUBMITTED BY: CHARISSE CORREA, SECRETARY APPROVED BY: GERALD KOSAKI, CHAIR