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HomeMy WebLinkAbout2026-02-26 Fire Commission Regular Minutes HAWAI`I FIRE COMMISSION REGULAR SESSION MINUTES FEBRUARY 26, 2026 WEST HAWAI`I CIVIC CENTER, COUNCIL CHAMBERS, BUILDING A 74-5044 ANE KEOHOKALOLE HWY., KAILUA-KONA, HI UNAPPROVED MINUTES These minutes are DRAFT minutes. The commission has not voted to accept them. Changes may/may not be made prior to their adoption at the next meeting CALL TO ORDER AND ROLL CALL Chair Kosaki called the meeting to order at 9.00 a.m. Present: Gerald Kosaki, Chair Les Hanano, Commissioner Derwin Ignacio, Commissioner Rollin Rabara, Commissioner Carlene Wolf, Commissioner Absent: Brian Cushnie, Commissioner Wayne Perrin Jr., Commissioner Rick Porter, Commissioner A quorum was present. Also present: Daniel Volpe, Temporary Fire Chief Keyra Wong, Deputy Corporation Counsel Cameron Takamura, Deputy Corporation Counsel Sommer Tokihiro, Department of Human Resources Director Charisse Correa, Fire Commission Secretary CHAIR'S OPENING REMARKS Chair Kosaki announced the appointment of new Fire Commissioners Derwin Ignacio and Rollin Rabara and asked those present to introduce themselves. Chair Kosaki also shared that it was expected to be Ms. Correa's last meeting as Secretary to the Fire Commission, although the details are still uncertain. He noted the Commission would be sad to see her go but wished her well in her next chapter. PUBLIC STATEMENTS ON AGENDA ITEMS None. ELECTION OF THE CHAIR AND VICE CHAIR FOR 2026 Chair Kosaki explained that the election was originally scheduled for the December meeting; however, the meeting was canceled due to a lack of quorum. The item was deferred to the January meeting, where a quorum was present, but there were not Hawaii Fire Commission Regular Session Minutes February 26, 2026 Page 2 enough votes to determine the chair. The Commission agreed to defer the matter to the current meeting. Chair Kosaki opened the floor for nominations for Chair and Vice Chair of the Fire Commission for 2026. Nominations: Gerald Kosaki was nominated by Commissioner Wolf for Chair, Commissioner Hanano seconded, and Kosaki accepted. Les Hanano was nominated by Commissioner Kosaki for Vice Chair, Commissioner Wolf seconded, and Hanano accepted. Vote: Kosaki for Chair was carried unanimously with all five votes. Hanano for Vice Chair was carried unanimously with all five votes. APPROVAL OF MINUTES Commissioner Hanano motioned to approve the regular and executive session meeting minutes for January 15, 2026, seconded by Commissioner Wolf, with no discussion; the motion carried unanimously, and the minutes were approved. FIRE CHIEF'S REPORT Presented by Temporary Fire Chief Volpe. A detailed written report is on file. Highlights are summarized below. Opening Remarks: Chief Volpe recognized the recent passing of Chief Todd and thanked the commissioners and community for their support. Referring to the cover page of the report, taken during Chief Todd's service, he highlighted the 1947 vehicle, which has been part of the department and funeral processions for decades. In front of it is a new EMS response vehicle, and flying above is Chopper 2. The picture represents the department's history and future as it turns the page and moves on to new chapters. Fiscal & Grants: The department's total operating budget was reported at approximately $76.85 million; in addition to that are a number of grants and state funding for two beaches and the EMS program. The state funding is approximately $30 million, which is included in the operating budget. The program objective to maintain 95% currency of policies, procedures, MOUs, and MOAs was at 59% year-to-date, with the expectation of reaching the 95% target by year-end. He noted that it has been difficult to report accurately due to the county's transition to the CoHnect system for finance and payroll, but some figures are now available. Hawaii Fire Commission Regular Session Minutes February 26, 2026 Page 3 Chief Volpe reported on grants. The department applied for more than $7 million in grant funding during the fiscal year, exceeding its target for grant applications. Approximately $2.6 million in grant awards have been received so far. Human Resources: Chief Volpe reported on upcoming assessment and recruitment efforts. He shared that the overall vacancy rate is about 8%, which is below the yearly goal. There are three vacancies in administrative and support positions, about a 15% vacancy rate on the fire side, and about 8% on the EMS side. He explained that the difference is due to funding sources, with fire positions funded by the county and EMS positions funded through state funds that pass through the county via grants. There was discussion regarding PPE. Chief Volpe reported that the Department received a federal grant for PPE extractors and drying racks; installation has been challenging, but five stations are now equipped, with a goal of 20. He also reported staffing updates in dispatch, noting ongoing recruitment challenges and a national shortage. Current staffing levels were discussed and clarified, with acknowledgment that vacancy reporting could be improved by including percentages. Chief Volpe further reported on HR process improvements, including faster response times, expansion to four HR positions, and efforts to reduce internal investigation timelines, with the use of external investigators as needed. Emergency Operations: Chief Volpe reported salaries and wages, and OCE are above target due to temporary COVID-19 hazard pay being charged to the department budget. He stated the department is working with the County Controller to reallocate those costs. Once corrected, numbers will align. He also reported on the transition to a digital vehicle check system, which has caused some under-reporting; checks are still being completed daily. Training completion is at about 89% (goal 95%), and average turnout time is approximately 2.27, showing improvement. For January 2026, total call volume was 2,728, including fire, EMS, and rescue calls. The Chief also reported on fire activity, property loss, and property saved, and response times impacted by geography. Special Operations: Chief Volpe reported on Special Operations, which includes aviation, rescue, and hazardous materials. He noted improved tracking of funding across these areas and reported that a new Special Operations Battalion Chief is overseeing policy development, staffing, and equipment planning. Aircraft uptime in January was about 97%, exceeding the 90% goal. The department operates two helicopters and has returned to full Part 135 status, allowing seven-day-a-week Hawaii Fire Commission Regular Session Minutes February 26, 2026 Page 4 operations and improved 911 response capability. He clarified that the department is responsible for 911 emergency air response, while interfacility transports are primarily handled by private providers, with the department assisting only if needed. He also confirmed that department helicopters do not fly between islands. Chief Volpe highlighted several recent rescue incidents, including cliff rescues, a missing diver recovery, ocean rescues, and multiple water-related assists. He noted that Kahalu`u Beach Park is currently the busiest beach on the island based on new ocean safety data Ocean Safety: Chief Volpe reported that Ocean Safety, which manages 16 beaches, has recently been established as its own section under an Ocean Safety Chief. The section has about 70 personnel. For January, there were approximately 443,000 beach visitors, 61 rescues, numerous preventative actions, and medical aids. He provided budget updates and noted that rescue watercraft operator staffing is below target, with only three certified operators. Recruitment and training efforts are ongoing, though initial testing has had low pass rates. Chair Kosaki also provided background on the program, noting it began in 2015 and that the number of qualified operators has since declined. EMS Branch: Chief Volpe reported that S&W is at 68%, OCE is underspent, and equipment is at 55%. For January, the department's ROSC rate was about 6.2%, with 1,123 AILS and 658 BLS responses. He provided an update on the new Makalei ambulance, with a soft launch planned for March and full staffing by July—August. This will temporarily increase paramedic vacancies, which are expected to decrease once current trainees complete the program later this year. The Chief also highlighted ongoing training efforts, recent EMS support activities, and an update on the Medical Director position, noting that an interim director has been appointed while recruitment for a permanent replacement continues. Training Services Branch: Budget is on track, with OCE underspent and equipment slightly over but within range. Chief Volpe reported that training efforts are focused on ensuring recruits graduate with required certifications and aligning programs with job performance expectations. The 54t" Recruit Class has begun EMT training and is meeting academic standards. Additional training initiatives included wildland command workshops, AFG Calm the Chaos training, and planning for upcoming structural and specialized training programs. Hawaii Fire Commission Regular Session Minutes February 26, 2026 Page 5 Volunteer Services Section: Chief Volpe noted that Hawaii County is the only county in the state that retains an extensive volunteer fire program, operating about 17 volunteer stations with 113 volunteers. The county primarily funds two career training captains (East and West) and limited equipment; major apparatus and PPE for volunteers are largely funded via federal grants with county matching funds. The Chief described ongoing efforts to modernize the volunteer fleet, phasing out very old apparatus and replacing them with new brush trucks and tankers. He also discussed the challenge of access for volunteers to online training and the department's attempts to bring laptops and mobile hotspots to quarterly volunteer meetings to facilitate required training. A key objective is to ensure at least one spare qualified driver per volunteer company. Fire Prevention Section: Chief Volpe reported that Fire Prevention oversees commercial inspections, plan reviews, fire investigations, public education, and now drone operations and wildland fuel mitigation projects. The section has eight personnel, including three inspectors. He clarified that inspections focus on fire code compliance, not zoning or building code issues, and that complaints are coordinated with other agencies as needed. In January, Fire Prevention conducted 63 inspections, held four public education events, investigated four significant fires, reviewed 37 plans, and handled 16 complaints, with an average plan review time of 10.5 days, meeting the less than 14-day goal. Auxiliary Services Section: S&W and OCE are at 68%, equipment at 25%, with 90% of 400 plus supply variants in stock and an average fulfillment time under 10 days. Fire Maintenance is repairing and replacing small engine equipment with a one-week target turnaround. Extractors are installed at multiple stations. Vehicle Maintenance Section: Vehicle Maintenance handled 177 repair orders and 24 service calls in January, maintaining approximately 270 vehicles. The Chief noted the ongoing need for a new maintenance facility. Emergency Communication Branch: S&W is low due to vacancies; OCE and equipment are near target. In January, they received 2,660 911 calls, 84% answered within 10 seconds, and 2,254 non-emergency calls. Compliance with Emergency Medical Dispatch protocols is at 63% (goal 70% or higher), and plans are underway to implement Emergency Fire Dispatch protocols. Deputy Chief Volpe referred to the Chief's Report and highlighted updates from Operations, Fire Prevention, Ocean Safety, and Volunteer Training sections. Hawaii Fire Commission Regular Session Minutes February 26, 2026 Page 6 Technical Service Highlights: Chief Volpe reported that the department completed the email migration to Outlook.com and established distribution lists for external domains. Spillman CAD one-touch buttons were tested for MDT-equipped units, allowing status updates via the MDT touch screen once instructions and memoranda are finalized. Safety Program: All five department breathing air compressors remain certified through March 20, 2026. FireWorks PPE/SCBA tracking rollout is ongoing, with annual SCBA flow testing at 100% and fit-testing at 60%. NFPA ground ladder testing equipment has been ordered and is in fabrication. A mold and environmental testing program is being developed in partnership with a contracted environmental firm, with ongoing improvements to windows and HVAC systems. OSHA 300 reporting compliance was noted, and the Joint Safety Committee met on January 28, 2026. Haweo Award: FMS II Imiola Lindsey was recognized for extended service, ensuring ALS coverage in Ocean View Estates and surrounding areas, and selected as the January 2026 recipient. This was Chief Todd's final Haweo selection. Chief Volpe also highlighted efforts to document and display department history, including memorabilia and historical articles, and continuing the Honor Guard tradition. No public testimony was received on the Chief's report. Recess was called at 11.07 a.m., and the meeting reconvened at 11.14 a.m. UNFINISHED BUSINESS Consideration and Process to Appoint a Permanent Fire Chief. DCC Takamura explained that, upon Chief Todd's unfortunate passing, Deputy Chief Volpe automatically became Acting Chief pursuant to the department's line of succession. The Commission subsequently appointed him as Temporary Chief under Rule 13, and he will serve in that capacity until the Commission appoints a permanent Fire Chief under Rule 11. He further explained that Rule 11 requires that when a vacancy occurs in the office of the Fire Chief, the Commission is required to publish a notice of vacancy in one or more newspapers of general circulation in the State of Hawaii, once a week for three consecutive weeks. The notice must state that a vacancy exists (or will exist), and explain how interested persons may obtain information on application procedures and position qualifications. The Commission needs to review and approve the Fire Chief job posting, decide what to include in the notice, and consider where and how long to publish it. HR would then handle the posting and initial screening. Hawaii Fire Commission Regular Session Minutes February 26, 2026 Page 7 The Commission discussed a previous request made by Commissioner Cushnie for training on interviewing best practices, including prohibited interview questions and fair selection criteria. HR Director Sommer Tokihiro explained that all county employees who sit on interview panels are required to complete the mandatory interview and selection training, and HR would be willing to provide the same content to the Fire Commission, although it is not mandatory for commissioners. The training should be approximately one hour, and can be done via Zoom or in person. DCC Takamura noted that, due to the Sunshine Law, commissioners could either receive the training at a noticed regular meeting, individually, or in pairs under a permitted interaction, provided they do not make commitments on how they will vote. After discussion, the Commission agreed that all members should receive the training together. Commissioner Wolf moved to schedule the HR interview and selection training as an agenda item for the next regular Fire Commission meeting on March 19, seconded by Commissioner Rabara. The motion carried unanimously, with no further discussion. The Commission reviewed the draft Fire Chief job posting. DCC Takamura recommended several changes and clarifications before publication. The proposed changes were to leave the job number, opening date, and closing date blank for HR to fill in, since the dates must align with publication timelines. Add a notice of vacancy statement consistent with Rule 11, stating that there is (or will be) a vacancy in the Office of the Fire Chief, and that the Fire Commission is the appointing authority for the position. Correct and complete the minimum qualifications to reflect Hawaii County Charter §7-4.3(C), which requires that, in addition to being a U.S. citizen and state resident, the Fire Chief shall have "a combination of education and experience substantially equivalent to possession of a bachelor's degree from an accredited college or university", and the requisite years of responsible administrative experience in fire control. The prior posting referenced the article, chapter, and section but omitted the explicit bachelor's equivalent education and experience language. Adjust the driver's license requirement so that possession of a valid State of Hawaii class 3 (or comparable) driver's license is required at the time of hire, rather than at the time of filing, since HR only collects and verifies driver's license information at hire. Applicants would still affirm on their application that they possess a valid license, but the formal verification occurs upon appointment. Add supplemental questions to the application asking applicants to affirm and detail how they meet each minimum qualification, including citizenship, residency, required years of fire control experience and administrative responsibility, and education/experience equivalent to a bachelor's degree. This would support HR's screening process. Add a non-discrimination and equal employment opportunity statement. The Commission could also defer Hawaii Fire Commission Regular Session Minutes February 26, 2026 Page 8 implementing these amendments and responsibility for posting to Ms. Tokihiro and DCC Takamura. There was a discussion regarding the education requirement. Commissioner Wolf expressed concern that mentioning a bachelor's degree in the posting might discourage qualified applicants who do not hold such a degree, and questioned whether the Commission might face criticism if it selected a candidate without a degree over someone who had one. DCC Takamura clarified that the charter does not require a bachelor's degree, but requires a combination of education and experience substantially equivalent to that level. Ms. Tokihiro further explained that, in county practice, equivalent experience is evaluated year-for-year in terms of professional-level work, and the supplemental questions would allow applicants to demonstrate equivalency even without a degree. DCC Wong and Director Tokihiro stressed that omitting the education/experience language from the notice would be inconsistent with the charter and could expose the county to challenge from applicants who later claim they were not given notice of all required qualifications. Commissioner Ignacio moved to accept the changes identified by DCC Takamura, seconded by Commissioner Rabara; all were in favor except Commissioner Wolf, who opposed due to the bachelor's degree requirement language. The motion failed. With clarification that the exact charter language would be used (emphasizing "combination of education and experience substantially equivalent..."), Commissioner Wolf stated she was comfortable adding the requirement, so long as it was clear applicants could qualify by experience. Commissioner Wolf moved to approve the job posting with the proposed amendments and delegated authority to HR and DCC Takamura to implement the changes and post the recruitment. This motion was seconded by Commissioner Rabara, with no further discussion; the motion carried unanimously. The Commission discussed where and how long to publish the Notice of Vacancy, as required by Rule 11. The Commission agreed it was reasonable and efficient to follow the same approach used for the Police Chief recruitment. Commissioner Hanano made a motion to publish the Fire Chief Notice of Vacancy in compliance with Rule 11, at least once per week for three consecutive weeks in a newspaper of general circulation in Hawaii, consistent with the Police Chief posting. Commissioner Ignacio seconded the motion. Hawaii Fire Commission Regular Session Minutes February 26, 2026 Page 9 During discussion, Commissioner Rabara inquired about the residency requirement and how mainland applicants were eligible for the Police Chief position. DCC Takamura explained that HRS §78-1 provides specific exceptions and a waiver process for certain appointed positions, including the Police Chief, and offered to address its applicability to the Fire Chief in Executive Session. The Commission agreed this was unnecessary. With no further discussion, the motion carried unanimously. There was no public testimony for this agenda item. NEW BUSINESS Commission's Secretary Position. Chair Kosaki noted that Commission Secretary, Ms. Correa, would be vacating the position effective March 1, due to a new opportunity, and expressed concern that the Commission had previously been unable to meet during periods when the position was vacant, both during the transition from the prior secretary and when Ms. Correa was on leave, because no backup staff exists. HR Director, Ms. Tokihiro, explained that the Commission Secretary position is within the Police Department, though it serves both the Police and Fire Commissions. HR has opened a recruitment for the position; currently accepting applications, and is scheduled to close next Tuesday. If fewer than five qualified applicants apply by that date, HR will convert the recruitment to continuous so they can continue to accept applications. No applications had yet been confirmed at the time of the meeting. Ms. Tokihiro noted that, in the interim, it might be possible to place an existing employee on temporary assignment. Commissioners expressed concern that a single secretary is currently assigned to both commissions, noting that efforts to address this have been ongoing for years. They indicated that the March 19 HR selection training and Fire Chief recruitment could not proceed without a secretary. Ms. Tokihiro added that the situation is under review to ensure all secretaries for boards and commissions are covered. There was no public testimony for this agenda item. NEW BUSINESS Hawaii County Fire Commission's Annual Report. Chair Kosaki explained that the report is based on activities and oversight and covers the calendar year January—December 2025. Chair Kosaki read the report, which summarized the Commission's role under County Charter §7-4.6; its membership and meetings (nine meetings held; five in Hilo and four in Kona; February canceled due to a wildfire summit, March and April canceled due to secretary unavailability); and public complaints and investigations (one formal complaint from the public heard and Hawaii Fire Commission Regular Session Minutes February 26, 2026 Page 10 addressed by the Commission; an internal investigation report from the Mayor's Office referred to the Commission, with that matter still ongoing). The report acknowledged that the Commission did not complete a formal annual performance evaluation of the Fire Chief for 2025 due to unforeseen circumstances surrounding Chief Todd's death in December 2025, but stated that the Commission planned to discuss with the Temporary Chief the department's strengths and challenges that should be addressed, based on Commission recommendations. The report states that the Fire Chief provides a monthly written and oral report to the Commission. Based on these reports and Commission discussions, the annual report set forth a series of Commission recommendations to the Fire Department, including continuing to seek alternative funding (grants and other sources) to augment budgeted operations, equipment, and staffing; supporting minimum staffing needs and exploring expansions where warranted; strengthening Special Operations and technical rescue capabilities (hazmat, Wildland, air operations); improving the Ocean Safety Division, especially focusing on staffing and the Rescue Watercraft program and expanding RWC coverage; supporting the department's vehicle replacement program; supporting and enhancing the department's safety program, including exploring or defining roles such as Incident Safety Officer and Health and Safety Officer; continuing Incident Command System training and All-Hazards Incident Management Team development; continuing joint training with the Civil Support Team for hazmat and rescue; reviewing MOUs/MOAs with other agencies to clarify jurisdiction and improve interagency coordination; exploring retention alternatives and incentives, particularly for Communications (dispatch), which has remained a significant staffing challenge; and improving communication and working relationships with the unions (HFFA, UPW, HGEA). The conclusion of the annual report states that the Commission strives to uphold the charter while providing guidance and advice to the Fire Chief, to ensure the safety of departmental personnel and the community, and acknowledges ongoing funding constraints while recognizing the former Chief's success in expanding the budget and leveraging alternative funding. It called for continued attention to union relations, consistent application of corrective action as appropriate, and support for operational and cultural improvements. Chair Kosaki asked if there were any proposed revisions. No amendments were offered. Commissioner Wolf moved to approve the 2025 Fire Commission Annual Report and transmit it pursuant to Rule 4 to the Mayor, Managing Director, and County Council Chair. The motion was seconded by Commissioner Hanano, with no discussion; the motion carried unanimously. Hawaii Fire Commission Regular Session Minutes February 26, 2026 Page 11 EXECUTIVE SESSION (CLOSED TO THE PUBLIC) Commissioner Wolf moved to go into executive session pursuant to HRS §§ 92-4, 92- 5(a)(4) for the purpose of consulting with the commission's attorney on questions and issues pertaining to the commission's powers, duties, privileges, immunities, and liabilities. Seconded by Commissioner Rabara, with no discussion, the motion carried unanimously, executive session convened at 12.23 p.m. Motion to reconvene open session made by Commissioner Wolf, seconded by Commissioner Hanano, with no discussion, and it carried unanimously. The regular session reconvened at 12.53 p.m. CONSIDERATION OF EXECUTIVE SESSION MATTERS Draft Confidential Communication to Temporary Chief Volpe Relating to Correspondence No. 25-04. Commissioner Hanano moved to approve the letter to the Temporary Fire Chief, seconded by Commissioner Wolf, with no discussion; the motion carried unanimously. There was no public testimony for this agenda item. Chair Kosaki noted that there was no one from the public present. EXECUTIVE SESSION REPORT DCC Takamura provided the executive session report: Agenda item VIII A (Consideration of a Draft Confidential Communication to Temporary Chief Volpe). The Commission entered into executive session pursuant to HRS §§ 92-47 92-5(a)(2), (a)(4), and Charter of the County of Hawaii § 13-20(b) for the purpose of considering a draft confidential communication to Temporary Chief Volpe related to Correspondence No. 25-04 as described in the agenda. The discussions held therein are not subject to disclosure as they would tend to defeat the purpose of the executive session, and the Commission took no final actions; its action to approve the draft letter was taken in open session. AGENDA ITEMS FOR THE NEXT MEETING Continue agenda item: Consideration and Process to Appoint a Permanent Fire Chief. ANNOUNCEMENTS Chair Kosaki announced the next regular meeting is scheduled for Thursday, March 19, 2026, at 9.00 a.m., at the County Building, Council Chambers, Suite 1401, 25 Aupuni Street, Hilo, HI. Temporary Chief Volpe noted that he will be unavailable for the next March Commission meeting and will have a designee attend in his place. Hawaii Fire Commission Regular Session Minutes February 26, 2026 Page 12 ADJOURNMENT The meeting adjourned at 1.04 p.m. SUBMITTED BY: CHARISSE CORREA, SECRETARY APPROVED BY: