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HomeMy WebLinkAbout2026-06-25 Fire Commission Draft Minutes FIRE COMMISSION c/o Office of the Mayor, 25 Aupuni Street, Suite 2603 Hilo, HI 96720 HAWAIʻI COUNTY FIRE COMMISSION REGULAR SESSION MINUTES THURSDAY, JUNE 25, 2026 WEST HAWAIʻI CIVIC CENTER, COUNCIL CHAMBERS 74-5044 ANE KEOHOKALOLE HIGHWAY KAILUA-KONA, HI 96740 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, Vice Chair Derwin Ignacio, Commissioner Wayne Perrin Jr., Commissioner Carlene Wolf, Commissioner Rollin Rabara, Commissioner Brian Cushnie, Commissioner Rick Porter, Commissioner A quorum was present. Also present: Daniel Volpe, Temporary Fire Chief Cameron Takamura, Deputy Corporation Counsel Sommer Tokihiro, Department of Human Resources Director Stacie Iwasaki, Department of Human Resources, Recruitment & Examination Micah Alameda, Temporary Fire Commission Secretary CHAIR’S OPENING REMARKS None. STATEMENTS FROM THE PUBLIC • Celeste Nip (Hawaiʻi Fire Fighters Association) offered comments, thanking the Commission for enabling Zoom participation and expressing appreciation for the Fire Department’s collaboration with union members. She highlighted the union’s willingness to answer members' questions and their curiosity about the Fire Chief selection process. APPROVAL OF MINUTES A. Approval of the meeting minutes of May 28, 2026, regular session. Chair Kosaki called for public testimony. There being no public testimony, the meeting continued as follows. Action: Chair Kosaki called for a motion to approve. A motion was made by Commissioner Wolf to approve the regular session minutes of May 28, 2026, Fire Commission Meeting Regular Session June 25, 2026 Page 2 of 7 which was seconded by Commissioner Hanano. The motion was carried by a vote of 8:0. B. Approval of the meeting minutes of May 28, 2026, executive session. Chair Kosaki called for public testimony. There being no public testimony, the meeting continued as follows. Action: Chair Kosaki called for a motion to approve. A motion was made by Commissioner Ignacio to approve the executive session minutes of May 28, 2026, which was seconded by Commissioner Perrin Jr. The motion was carried by a vote of 8:0. FIRE CHIEF’S REPORT Temporary Fire Chief Daniel Volpe presented a comprehensive report covering budget, grants, personnel, operations, and ongoing initiatives. Key highlights included: • Special Operations and Rescue o Discussion of a pilot program to place Rescue Specialist personnel at Station 14 with Chopper 2 to improve response. The program aims to optimize training, equipment, and operational readiness. o In response to Chair Kosaki’s question regarding the configuration for Chopper 2 rescues, the Chief clarified the removal of certain equipment (the “can” for the Billy Pew net) due to FAA regulations and described current rescue procedures, including deployment logistics and safety measures (e.g., visible streamers, buoys). o Chair Kosaki asked about the impact of these changes, referencing past incidents to emphasize the importance of proper training and equipment for firefighter safety. • Financial and Grants Report o Updates on departmental finances were provided, with emphasis on ongoing challenges with the county’s CoHnect system and the lag in reporting certain budget items. o Grants: Over $7 million in applications, $2.5 million received. Notable grants included brush trucks, command trailer, and the Rural Health Transformation Program for behavioral health transport alternatives. o Chair Kosaki asked about unspent funds in Special Operations and whether these are returned to the general fund. Chief Volpe responded by saying unspent funds do return to the general fund. The department is working hard to expend all allocated funds before fiscal year-end but reporting limitations in the Connect system continue to impact accuracy. • Human Resources o Vacancy rate at 12% (goal is 7%); impacted by retirements and new positions. Recruitment efforts are ongoing, with 15 recruits expected soon and plans for additional classes. o Discussion of the new Fire Captain positions in Emergency Communications, their shift structure, and their operational roles. The Chief clarified the recruitment and transfer processes for these positions and the rationale behind the changes. Fire Commission Meeting Regular Session June 25, 2026 Page 3 of 7 o Chair Kosaki asked about training models and best practices from other jurisdictions. The Chief cited the Honolulu Fire Department and discussed the evolution and validation of the department’s approach. • Operations, Equipment, and Maintenance o The Chief presented updates on equipment spending, daily vehicle checks (noting an increase to 70%), and call volume statistics. The department responded to approximately 2,600 calls in May, with EMS comprising 70%. o Fire incidents, property loss, and reporting practices were discussed, with a focus on improving data accuracy. o Special Operations, Hazmat, and Ocean Safety sections reported on training, equipment, and program expansion efforts. o Chair Kosaki inquired about budget underspending and the ability to reallocate funds across sections; the Chief detailed strategies for end-of-year spending and contingency planning. • Training and Professional Development o Updates on recruit training, wildland firefighter training, and professional development initiatives, including the public safety dive program and stress management. o Chair Kosaki asked for clarification on the career progression from firefighter to Fire Medical Specialist 1 and 2 (FMS1/FMS2), and temporary assignments. The chief explained the years-of-service and licensure requirements for promotion. Firefighters can work as paramedics before official promotion if licensed, and the pay scale changes with each level. • Volunteer and Prevention Sections o Increase in volunteer numbers, ongoing grant applications, and efforts to improve online training compliance. Commissioners asked about support for volunteers and inspection/reporting metrics. • Auxiliary Services and Technical Services o Status of warehouse operations, PPE distribution, and technology upgrades (e.g., Power BI for real-time tracking). o Discussion of budget transfers, repairs, and the challenges of planning for unknowns (e.g., unexpected equipment failures). o Chair Kosaki asked if auxiliary and vehicle maintenance sections always use up funds quickly and whether requests for additional money are made. The Chief replied by saying sections do often use funds quickly due to planned equipment purchases and unpredictable expenses like fuel. The department plans spending as best as possible given a status quo budget and seeks additional support as needed. • Wellness and Safety o Updates on the respiratory program and cancer screening initiatives, including a donation for NFPA 1582-compliant physicals. o The Chief emphasized the importance of ongoing wellness programs and partnerships for member health. Fire Commission Meeting Regular Session June 25, 2026 Page 4 of 7 • Community Engagement and Recognition o The department’s involvement in community events, promotional ceremonies, and historical preservation continue to rise (e.g., restoration of the Sea Grave truck). • Commission Discussion and Questions o Commissioner Wolf inquired about the Fire Department’s role in addressing homelessness, particularly regarding partnership with police and paramedicine outreach. The Chief described both EMS involvement and prevention section actions. o Commissioner Wolf further asked about the impact of local shelter programs; the Chief personally affirmed support for efforts to care for vulnerable populations. NEW BUSINESS None. UNFINISHED BUSINESS A. Consideration of the Process to Appoint a Permanent Fire Chief • Deputy Corporation Counsel Cameron Takamura and Department of Human Resources (HR) Director, Summer Tokihiro provided an update on the Fire Chief recruitment: o Notices were sent to applicants not meeting minimum qualifications; letters requesting residency documentation were sent to remaining candidates. o The deadline for documentation had just passed; final review was pending. o Maximum of 13 possible qualified candidates. o The Commission discussed (at length) the process for narrowing the pool, interview procedures, and fairness to applicants. Multiple commissioners expressed support for interviewing all who qualify. o The Commission also approved the form of a letter to be sent to disqualified applicants, affirming the integrity of the process. • Commissioners debated the interview panel composition (decided: full Commission with quorum), format (one facilitator asking questions; all score), and whether to include a written component (consensus: oral interview only). • Action: Chair Kosaki called for a motion to approve the full commission to serve as the interview panel. A motion was made by Commissioner Perrin Jr., to approve the entire fire commission as the members of the hiring panel which was seconded by Commissioner Rabarra. The motion was carried by a vote of 8:0. • HR and the Deputy Corporation Counsel raised concerns about open-session interviews and the risk that later candidates would have an advantage. The Commission voted to enter executive session to discuss legal considerations regarding the interview format. • Action: Chair Kosaki called for a motion to enter into executive session to consult with the deputy corporation counsel on the Boards powers and duties. A motion was made by Commissioner Wolf to enter into executive session which was seconded by Commissioner Hanano. The motion was carried by a vote of 8:0. Fire Commission Meeting Regular Session June 25, 2026 Page 5 of 7 EXECUTIVE SESSION The Commission entered executive session at 11:36 a.m. Action: Chair Kosaki called for a motion to return to open session. A motion was made by Commissioner Rabarra to return to open session, which was seconded by Commissioner Perrin Jr. The motion was carried by a vote of 8:0. OPEN SESSION The Commission returned to open session at 11:56 a.m. • Interview Format Discussion o The commission discussed the format for upcoming candidate interviews. It was proposed that the format be hybrid, with a portion of questions presented in written format and a portion conducted via live (oral) interview. o Action: A motion was made by Commissioner Hanano to accept this hybrid interview format. The motion was seconded by Commissioner Wolf. The motion was carried by a vote of 8:0. • Delegation of Question Development o Discussion was held regarding delegation of authority to a subgroup to develop both written and oral interview questions and to determine which questions would be in each format. o Action: A motion was made by Commissioner Perrin Jr., to delegate the authority to a subgroup to develop both written and oral interview questions and to determine which questions would be in each format. The motion was seconded by Commissioner Wolf. The motion was carried by a vote of 8:0. o It was clarified that the subgroup would meet next week to develop and finalize the questions. • Interview Facilitation and Scoring Panel o The commission discussed and reconfirmed the process for facilitating the oral interview. It was proposed that the Chair would ask interview questions and that the entire commission, including the facilitator, would serve as the scoring panel. o Action: A motion was made by Commissioner Rabarra., to have the Chair ask interview questions and that the entire commission, including the facilitator, would serve as the scoring panel. The motion was seconded by Commissioner Perrin Jr. The motion was carried by a vote of 8:0. o The commission was reminded that the specific individual to facilitate could be identified later, but the current consensus was for the Chair to serve this role. • Scoring Rubric and Executive Session o The commission discussed the use of a scoring rubric tied to position duties. A sample rating key was reviewed. The consensus was to use a straightforward rating system (e.g., 0-25 points per answer). o Members discussed whether ratings should be kept private or discussed openly. The consensus was to discuss the positives and negatives of answers, but keep individual ratings private, with scores tallied at the end. Fire Commission Meeting Regular Session June 25, 2026 Page 6 of 7 o It was clarified that under Sunshine Law, executive session for scoring could only take place if privacy interests were at stake or for legal questions. o The need for sample answers or grading criteria was discussed. It was agreed that this would depend on the types of questions—objective questions may have sample answers, but subjective/background questions would not. • Candidate Names and Public Release Process o The commission discussed the process for releasing candidate names. It was recommended that names be made public only after written consent forms are signed by the candidates. o Discussion included the process used by the Police Commission as precedent. o Clarification was sought on whether the commission or HR/the mayor’s office releases names. It was decided that HR will notify qualified applicants, gather consent forms, and coordinate with the mayor’s office for public release. The Public Information Officer will then release the names. o Action: A motion was made by Commissioner Ignacio to delegate this authority to HR and coordinate with the Mayor’s Office. The motion was seconded by Commissioner Ignacio, and seconded by Commissioner Perrin Jr. The motion was carried by a vote of 8:0. • Candidate Applications and Materials o Commissioner Cushnie asked when commissioners would receive candidate background materials (e.g., resumes, cover letters). o HR confirmed that commissioners would receive all application materials prior to the interviews, similar to the process used by the Police Commission. o The application process requires a resume, cover letter, and completed application from each candidate. • Next Steps and Scheduling o The next meeting will address the number of qualified candidates and allow for scheduling of interviews and assessments. The written assessment will be administered separately from the oral interview. o After the next meeting, HR will send out interview invitations and consent forms, and upon receipt, candidate names will be released to both the commission and the public. o A brief discussion was held about the timeline for the process and the scheduling logistics for written and oral assessments. EXECUTIVE SESSION REPORT The Commission entered executive session to consult its attorney on questions and issues pertaining to its powers, duties, privileges, and immunities for Agenda Item VI(A) - Consideration of the Process to Appoint a Permanent Fire Chief, pursuant to HRS § 92-4 and 92-5(a)(4). No final actions were taken in executive session, and the discussion was not subject to disclosure as it would be inconsistent with or defeat the purpose of the executive session. AGENDA ITEMS FOR NEXT MEETING The appointment process for the permanent Fire Chief will remain on the agenda, including the selection of interviewees after state residency verification. Fire Commission Meeting Regular Session June 25, 2026 Page 7 of 7 Future meetings will address the establishment of interview procedures and post-conditional offer requirements. ANNOUNCEMENTS Next meeting to be held on July 21, 2026, at 9:00 a.m., in the Hilo Council Chambers, at 25 Aupuni Street, Suite 1401, Hilo, HI 96720. ADJOURNMENT A. Adjournment 1) Meeting adjourned at 12:26 p.m.