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HomeMy WebLinkAbout2025-10-23 Fire Commission Minutes HAWAI`I FIRE COMMISSION REGULAR SESSION MINUTES OCTOBER 23, 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 9.00 a.m. Present: Gerald Kosaki, Chair Brian Cushnie, Commissioner Les Hanano, Commissioner Shon Magsalin, Commissioner Wesley Mattos, Commissioner Rick Porter, Commissioner Absent: Steven Hirakami, Vice Chair Wayne Perrin Jr., Commissioner Carlene Wolf, 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 There were none. APPROVAL OF MINUTES The minutes for the September 25, 2025, regular session were approved. CHAIR'S OPENING REMARKS Chair Kosaki discussed a recent workshop for commission chairs and vice chairs. He explained that, unlike advisory commissions (such as the Environmental Management Commission), which only provide recommendations, the Police and Fire Commissions have authority under the County Charter to hire, fire, and oversee their respective chiefs. He noted this gives the commission a greater responsibility to hold the department head accountable and understand departmental operations. He added that although he has been criticized for questioning the Chief, he believes it is the commission's duty to do so, as failing to uphold that responsibility could result in liability for the chair or the commission. Hawaii Fire Commission Regular Session Minutes October 23, 2025 Page 2 FIRE CHIEF'S REPORT Chief Todd highlighted items from the Fire Chief's Report. A detailed report is on file. • Fiscal: The report shows "No Data" for many sections due to a county-wide rollout of a new system, which cannot currently produce expenditure reports. The Finance Department indicated a fix might be 4-6 weeks away. Salary & wages (S&W) data is still available as it remains on the old Eden Fresh system. The budget is 16.74% expended, though this is not 100% accurate. • Grants: The department was awarded the SAFER 2025 Grant for $2.678 million, funding 12 new firefighter positions. Grant applications for AFG (radios) and FP&S (prevention equipment) were denied. A Community Wildfire Defense Grant (CWDG) was not awarded to HFD, though three were awarded to the State of Hawai'i and one to the non-profit HWMO on-island. • Human Resources: A new annual recruitment and promotional calendar was created. The department's overall vacancy rate is 12%; the communications branch is highest at 16%. Internal investigations are averaging 120+ days, exceeding the less than 60-day goal. An independent investigator is being procured to help clear the backlog. o Several new hires are scheduled to start on December 1st: Water Safety Officers, five new paramedics, four new Fire Communications Officers, and an assistant fire chief. Two new clerks have been hired, two other clerk positions are being filled, and account clerks are in the hiring process. Both Water Safety captain positions were staffed, effective October 16th. • Emergency Operations: The budget is 30% expended on S&W (goal: 29%). Chief Todd reported on program objectives (vehicle checks, training, chute time, report completion) as listed in the report. o In response to commission questions regarding a mechanic for West Hawai'i, Chief Todd stated he was touring a potential shared maintenance facility at NELHA OTEC that day. He noted the position is funded and moving forward with DHR, and he hopes to have the mechanic stationed in West Hawai'i within three months. • Reporting System: The department switched from the INFERS system to the new National Emergency Incident Reporting System (NEIRS) on October 1st. • Total Calls (Calendar Year 2025): As of September, there were 115 fire calls, 17708 EMS calls, and 632 other calls (total 2,455). Year-to-date call volume is 23,131, with an estimated end-of-year total of 30,841. Hawai'i Fire Commission Regular Session Minutes October 23, 2025 Page 3 • Significant Incidents: o There were 36 wildland calls. The Ka'ala fire (550 acres) is still active and will be included in the report when complete. o There were 10 structure fires (59 year-to-date). The Wild Ginger Inn in Hilo burned down on October 23rd (a total loss) and will significantly impact next month's property loss figures. • Special Operations: OCE and equipment appropriations were listed, but spending data is unavailable. Aircraft operational uptime was 86%. There were 288 hours of rescue training; no hazmat or Air Ops training occurred in the month. • Ocean Safety Branch: S&W is 26% expended (goal 29%) due to vacancies. For September, there were 272,808 beach visitors, 281 preventable actions, 211 minor medical aids, 7 major medical aids (transports), and 51 rescues. The rescue watercraft operations program is proceeding, and a solicitation memo has been sent. • Emergency Medical Services (EMS) Branch: S&W is 23.91% expended (goal 29%). The ROSC rate for September was 4% (6.9% year-to-date). There were 937 ALS and 420 BLS transports. o In response to Commissioner Cushnie, Deputy Chief Volpe clarified the paramedic vacancy rate. The report's four vacancies reflect temporary re- assignments. While five recent graduates are filling spots, the permanent vacancy rate on paper is nine. The net gap in staffing remains the same until permanent assignments are made. o Chief Todd reported on discussions with Hawai'i Life Flight regarding a legislative push for rural healthcare funding ($50 million/year per state). A state-level suggestion is to use this to establish compliant helicopter landing pads at all island hospitals. He noted current issues, such as non- working lights at Hilo Hospital's pad, still require ambulance transport from the pad to the ER. Upgrading pads on all islands could allow for direct-to- Honolulu transports from rural locations (e.g., Ka'u to Queen's). o The branch participated in health fairs, an Alzheimer's walk, and a triennial exercise. Two replacement EMS SUVs are expected. The EMS store processed 56 orders totaling approximately $48,000 in gross product. Chief Todd noted this equates to approximately $50,000 per month, or $600,000 annually, in EMS supplies. • Training Service Branch: S&W is 13% expended, partially due to grant-funded money that will be re-allocated later. The 54th recruit class is in progress. Driver training is expected in spring 2026, and incident command training is planned for spring. Hawaii Fire Commission Regular Session Minutes October 23, 2025 Page 4 • Volunteer Training Section: S&W is 20% expended. No volunteers were added in September. The section is experiencing churn as personnel get promoted, so it is currently maintaining its status. • Fire Prevention Section: S&W is 25% expended. September scats. 36 inspections for occupancy, 6 public education events, 46 plans reviewed, 3 fire investigations, and 4 complaints. Average plan review time is 10.5 days. The section is working on EPR Fireworks data entry and a hydrant layer system. • Auxiliary Services Branch: S&W is 26% expended. B 202 and ERC requests for vehicle replacement were submitted. The Shopify system had 118 orders ($35,000). • Vehicle Maintenance Section: S&W data was unavailable. There were 283 repairs, 40 service calls, and 18 contracted work or tows in September. The long- term goal is to log 100% of work orders into EPR Fireworks. • Commissioner Questions (System & Warehouse): 0 In response to Commissioner Mattos, Chief Todd confirmed the data reporting issue with the new Oracle system is county-wide. 0 In response to Commissioner Hanano, the Chief clarified the warehouse's gross products' data, which is split into three areas: station, personnel, and state-funded medic supplies. He also addressed 'variant items' (e.g., boot sizes), explaining that the report is a first attempt to report this data. • Emergency Communications: S&W is 11% expended. Four new hires start on December 1st. 0 Stats: 2,486 911 calls (avg. duration 191 seconds); 87% answered within 10 seconds (goal: 90%). 0 2,044 non-emergency calls (4,530 total calls to dispatch). 0 EMD compliance: 39%. 0 Call to dispatch time: 133 seconds (goal: less than 60-90 seconds). • Snapshots & Stories: A promotional ceremony was held, recognizing five personnel, including the department's first female operational battalion chief and first ocean safety battalion chief. • Emergency Operations Highlights: 0 Battalion 1 & 2: The Ka'ala brush fire is now more than 600 acres; HFD received assistance from multiple agencies. A structure fire in Waipi'o Valley required drafting from a river. A 4-acre brush fire occurred on Lehua Street. Arson is suspected in various Hamakua brush fires. An overturned bus resulted in multiple injuries. The historic Helani Church was a total loss in a structure fire. Hawaii Fire Commission Regular Session Minutes October 23, 2025 Page 5 o Aviation: Chopper 1 flew 34 hours; Chopper 2 flew 22.8 hours. 51.1 hours were dedicated to brush fires. A rescue was performed at Black Sands. Flights were also used for training, maintenance, and a DLNR shark survey. o Aviation Q&A: Commissioner Cushnie noted zero flight hours for EMS. Deputy Chief Volpe confirmed this but stated Chopper 2 protocols (135 compliant) have not changed, and it is still dispatched to medical calls. He noted only one EMS transport occurred this year (while non-135 compliant, which required a letter to the FAA) and acknowledged they could provide better data. Regarding the bus incident, Chief Todd stated injuries were mostly minor, and he was unsure if a chopper was dispatched, but he could check. o Notable Rescues: Company 7 responded to and towed a boat in distress. • Ocean Safety: The Rescue Watercraft Operator (RWCO) training memo was sent, and the policy is being worked on for USLA approval. • Volunteers: 1-A assisted with the Ka'ala fire. 5-C (Fern Acres) is now 19-B. Ron Ebert (11-A, Na'alehu), a volunteer for 24+ years, is retiring. Other companies completed training and responded to incidents. • Fire Prevention: Participated in several health fairs and community events. Captain Goo spoke at the National Association of State Foresters 2025 Annual Meeting. • Safety Program: Work continues on COOP (postponed), NFPA ladder testing procurement, OSHA two-in/two-out policy, a hazardous/vacant building procedure (Code-H), the Boiling Pots dive training after action review, and the respiratory protection program. The Safety Specialist visited Maui's fire department. HIOSH identified a malfunctioning switch on an air compressor at Station 10. Mold testing is ongoing. A joint safety committee meeting was held with H FFA. • Chief's Engagements: Chief Todd was a guest speaker at the Hawai'i State Association of Counties (HSAC) Conference on wildfire resilience and at a UH Hilo "Kuleana and Community Talk Stories" series on fire safety and disaster preparedness. (Recess was called at 10.32 a.m. and the meeting reconvened at 10.45 a.m.) Hawaii Fire Commission Regular Session Minutes October 23, 2025 Page 6 • Follow-up Discussion: o Commissioner Mattos thanked Chief Todd for the progress on the rescue boat repairs. o Commissioner Magsalin asked about staff retention. Chief Todd stated personnel loss is mostly due to retirement; it's rare for fire-side personnel to quit. o The uniform committee is convening this week to address uniform policy. o Fire communications vacancies (8 of 16) will be filled shortly. o In response to Chair Kosaki, Deputy Chief Volpe confirmed the "zero" for Hazmat training in the report was for the month only, and training is ongoing. o Further discussion was held on beach staffing and precautions during red flag warnings. o Chief Todd stated he will bring all department section heads to the next meeting. UNFINISHED BUSINESS Review and discussion regarding Fire Chief Todd's annual evaluation form, with possible action to approve the form with amendments. The commission reviewed the form. DCC Salas-Ferguson advised that language marking the form as confidential should be removed, as the Chief's performance is a public matter. Chief Todd had no objections. Chair Kosaki confirmed the form would be amended to remove the "confidential personnel report" box and related language. • A motion to request that Chief Todd complete a self-evaluation was made by Commissioner Magsalin. The motion failed for lack of a second. • Commissioner Porter made a motion to approve the Fire Chiefs annual evaluation form as amended by counsel's recommendations, seconded by Commissioner Magsalin, with no discussion; the motion carried unanimously. Updates and discussion on the progress of the rescue watercraft operator (RWCO) training program. Chief Todd confirmed applications remain open until October 31 st. The program is expected to begin by December 1st. Chair Kosaki asked that the item remain on the agenda for future updates. NEW BUSINESS Discussion regarding the previously submitted letter concerning the commission secretary position. Chair Kosaki reported that he spoke with the Mayor and Managing Director at the recent workshop and again on Monday. They stated they are actively looking for a replacement secretary to be assigned specifically to the Fire Commission. Chief Todd suggested keeping the item on the agenda and inviting the executive assistant to the next meeting. Hawaii Fire Commission Regular Session Minutes October 23, 2025 Page 7 Establish a permitted interaction group (PIG) to investigate issues related to funding, procurement methods, and the selection of an appropriate survey tool for use in the evaluation process of the Fire Chief. This item was reintroduced to comply with the Sunshine Law. • Chief Todd stated he was not comfortable committing HFD funds at the beginning of the fiscal year but would support using unspent excess funds for this purpose near the end of the fiscal year (around February-March). • The commission discussed the procurement process, including the difference between a Request for Proposal (RFP) and an Invitation for Bid. • The commission agreed to table the formation of a PIG. Chair Kosaki will gather preliminary information on funding and procurement. The item will remain on the agenda. AGENDA ITEMS FOR THE NEXT MEETING • Rescue Watercraft Operator (RWCO) Training Program updates. • Commission's secretary position status. • Report from the Chair regarding the Chiefs evaluation survey funding/procurement. • Fire Chief's Report (with department section heads present). ANNOUNCEMENTS • Next Meeting: Chair Kosaki announced the next regular meeting is scheduled for Thursday, November 20, 2025, at 9.00 a.m. at the County Building, Council Chambers, Suite 1401, 25 Aupuni St., Hilo, HI. • Meeting Format: Chair Kosaki noted the workshop also included discussions on meeting formats (in-person, hybrid, Zoom) and related challenges, which the Mayor's Office is reviewing for consistency. • Corporation Counsel: DCC Salas-Ferguson shared that while his office has had vacancies, some positions have been filled and duties redistributed. He announced that Cameron Takamura will be the Fire Commission's Deputy Corporation Counsel, effective next month. ADJOURNMENT The meeting adjourned at 12.04 p.m. SUBMITTED BY: CHARISSE CORREA, SECRETARY APPROVED BY: GERALD KOSAKI, CHAIR