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HomeMy WebLinkAbout2026-07-21 Fire Commission Meeting Minutes FIRE COMMISSION c/o Office of the Mayor, 25 Aupuni Street, Suite 2603 Hilo, HI 96720 HAWAIʻI FIRE COMMISSION REGULAR SESSION MINUTES TUESDAY, JULY 21, 2026 25 AUPUNI STREET, PUNA CONFERENCE ROOM HILO, HI 96720 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. Link to meeting recordings: Part 1: https://youtu.be/fGdG0h-hCh4?si=D_0j4ECAv0IdJlgK Part 2: https://youtu.be/JWq0kvvJd8s?si=V4T6Bxc3yWovciRt 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 (Joined meeting at 9:15 a.m.) Brian Cushnie, Commissioner Rick Porter, Commissioner Eric Inouye, Commissioner Excused: Rollin Rabara, Commissioner A quorum was present. Also present: Cameron Takamura, Deputy Corporation Counsel Keyra Wong, Deputy Corporation Counsel Micah Alameda, Temporary Fire Commission Secretary Daniel Volpe, Temporary Fire Chief Lauren Williamson, Private Secretary to the Temporary Fire Chief Lono Lindsey, HFD Battalion Chief Kalei Gregory, HFD Special Operations Monica Louie, HFD Human Resources Program Specialist Sommer Tokihiro, Department of Human Resources Director Stacie Iwasaki, Department of Human Resources, Recruitment & Examination CHAIR’S OPENING REMARKS Chair Kosaki welcomed the newest Commissioner, Eric Inouye, representing Council District 4. STATEMENTS FROM THE PUBLIC Michael Foster and Elijah McCdaniel submitted testimony. Fire Commission Meeting Regular Session July 21, 2026 Page 2 of 11 APPROVAL OF MINUTES A. Approval of the meeting minutes of June 25, 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 Vice Chair Hanano to approve the regular session minutes of June 25, 2026, which was seconded by Commissioner Inouye. The motion was carried by a vote of 8:0. B. Approval of the meeting minutes of June 25, 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. Commissioner Cushnie made a motion to approve the executive session minutes of June 25, 2026, which Commissioner Ignacio seconded. 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: Rescue Watercraft Program • Training ongoing to expand and shore up the rescue watercraft program. • Operations involve a driver (operator) and a grabber (rescuer). • Noted: Some equipment (rescue sleds) not visible on all craft in training photos; Chief confirmed intention that all operational craft are properly equipped. Fiscal and Budget Report • Year-end (June) report not fully reconciled due to ongoing purchases and invoice processing. • Expenditure reporting system (Connect) has limitations; actual fiscal-year spending reconciled to 100% of budgeted amount. • Grants: $630,000 applied for in June; $7 million year-to-date, exceeding goals. Grant management position now filled. • Equipment updates: o CBDG-funded brush trucks and compressors pending delivery. o SAFER grant recruitment completed; 12 temporary firefighter positions to be filled over 3 years. • Discussion: Locations for new maintenance shop (Hilo primary; exploring Kona options). • Community paramedicine program funded by state and federal grants. Staffing and Human Resources • Vacancy rate reported below 7%; expected to decrease with 15 new recruits graduating. • Ongoing HR and fiscal staff shortages noted. • Recruitments: Multiple classes starting soon for various positions (firefighter, EMS, water safety, clerical, HR tech, etc.). Fire Commission Meeting Regular Session July 21, 2026 Page 3 of 11 • New HR structure: First time with 4-person HR staff. Grant and Personnel Allocation Discussion • Commissioners inquired about the process for distinguishing SAFER grant vs. regular hires; Chief explained separate recruitments, selection, and tracking for temporary and permanent positions. Operations and Program Metrics • Overtime and equipment budgets closely managed; most categories at or near 100% utilization. • Training metric discussion: Issues with accuracy due to reporting systems and assignment nuances. • Daily vehicle checks: Goal is 90%; currently at 67%, improving. • Turnout time: Average at 2 minutes; goal is to reduce further. • Calls for service: 2,600 in June; projected 31,200 for the year. • Aircraft operational uptime: 94% in June; maintenance downtime anticipated. Special Operations, EMS, Ocean Safety, and Training • Swift water rescue program expanded; technician and awareness training ongoing. • Ocean safety: 12 certified rescue watercraft operators now, up from 9. • EMS: 95% budget spent despite significant vacancy rate; successful recruitments and personnel development reported. • Training: Notable courses include tactical chemistry, structural and wildland firefighting, mental health and resilience, aircraft rescue, and rapid intervention. • Volunteer services: Growth in volunteer staff; ongoing challenges with online training participation and driver qualifications. • Fire prevention: Increased building inspections, fire investigations, public education, and improved plan review times. • Technical services: Transition to fully digital inventory and reporting. • Safety and wellness: New cancer screening initiative, regular safety committee meetings, accident/injury tracking, and peer support system. Questions and Commission Discussion regarding Fire Chief's Report: • Safer Grant Fire Recruits o Question from Chair Kosaki: Chief, you know that the fire recruit conditional offers, you have, one that's identified as paying through the Safer Grant. Yes. So, how do you determine which recruits are gonna be regular fire recruits, or the ones that are going to be paid with the Safer Grant? o Temporary Fire Chief Volpe’s Answer: Good question. We've talked about it over the last few months, but it is murky. The Safer Requisition Grant is a temporary hire. There's no commitment to make them permanent; we had to recruit them as temporary. DHR rules require candidates to know what job they're applying for, so recruitment is very clear. Of our 60 temporary firefighter recruits, DHR carved out 12 positions for the grant. We ran parallel recruitments for permanent and temporary positions; some applied for both. All took the same tests and interviews but were placed on different lists. At the conditional offer stage, Fire Commission Meeting Regular Session July 21, 2026 Page 4 of 11 they can select which list. The 12 SAFER positions are at specific stations. As permanent vacancies arise, SAFER firefighters can apply and transition to permanent. • Training and Vehicle Checks o Question from Chair Kosaki: For the training, you talk about the nuances and the reason why the number is low, but I think we should get it more accurate, because, like you said, public and, you know, even us looking at it, you know, how can you have a terrible number, yeah? And the next one is the daily vehicle checks… 57%, you mean? Yeah. You know, looking at it at base value, you're saying, are we only checking half the vehicles? o Temporary Fire Chief Volpe’s Answer: No, not exactly. The metric is misleading because not everyone who gets assigned paramedic training is actually a paramedic; some assignments are not required, so they go unfinished. For vehicle checks, every vehicle should be checked daily, but sometimes documentation lags, especially for backup vehicles. Engines and ambulances are almost always checked daily, but the numbers don't reflect that because they include all vehicles, including spares. • Tier 2 Reports (Hazardous Materials) o Question from Chair Kosaki How do you guys handle your Tier 2 reports? I mean, is that inputted into your pre-plans? o Temporary Fire Chief Volpe’s Answer: That's a great question. Some Tier 2 report data comes into Fire Admin, which sends it to operations battalion chiefs for incident planning. The goal is to include that information in the same map layers on our MDTs. Some Tier 2 reporting is already in the system, some needs to be added. Ultimately, the goal is to get those reports right on scene for all relevant stations, not just hazmat companies. • Dispatch Data o Commissioner Wolf: I was wondering, how do you keep track of that? o Temporary Fire Chief Volpe’s Answer: These metrics come from the dispatching software, which produces times from when calls come in and go out. E911 manages and collects the data, which is then given back to the sections for reporting. • Non-Emergency Call Handling o Chair Kosaki: You ever thought about having, like, an admin assistant or a clerk, sitting there just to help answer the phones? Fire Commission Meeting Regular Session July 21, 2026 Page 5 of 11 o Temporary Fire Chief Volpe’s Answer: Absolutely. If Chief Domingo could, she would, as a call taker. Creation of a new position is possible, but current focus is on filling existing dispatcher vacancies. There is a clerk being recruited for dispatch to help with clerical duties. Funding is a key issue for more positions. • Daily Vehicle Checks (Clarification) o Commissioner Hanano: Chief, you know on the daily vehicle checks, is that per vehicle or per station? o Temporary Fire Chief Volpe’s Answer: That's per vehicle. Each vehicle, whether used or not, must be checked every single day. This ensures readiness for any call. • Rescue Watercraft Inventory o Commissioner Perrin: How many jet skis we got for water safety? And do we have photo boards for everyone? o Temporary Fire Chief Volpe’s Answer: Right now, in operation, we run 2 skis; total inventory is about 6. When they go in service, each will have the platform (sled). Every ski we train with should have a sled; not sure why it wasn't in a particular training photo. NEW BUSINESS A. Hawaiʻi County Fire Department’s Aviation Program, Including Its Helicopter in South Kohala (Chopper 2) Battalion Chief Lono Lindsey and Special Operations contract hire Kalei Gregory provided a detailed overview of the aviation program along with Temporary Fire Chief Volpe and Monica Louie, HFD Human Resources Program Specialist: • Two helicopters currently in operation: Chopper 1 (rescue) and Chopper 2 (aeromedical, stationed in South Kohala). • Staffing: 5 pilots, including cross-coverage assignments and a dedicated director of operations per FAA requirements. • Historical transition from vendor-contracted pilots to direct county hires (currently on 89-day contracts pending union representation and firefighter training requirements). • Goal: Move to one-year contracts with full county benefits, then ultimately to permanent civil service status. • Ongoing negotiations with Hawaii Firefighters Association (union); firefighter training for pilots underway as required for union representation. • Discussion of staffing models, redundancy needs, and challenges in recruiting/retaining highly qualified pilots. • Commissioners inquired about timeline, legal requirements for benefits, impacts of 89-day contracts, and steps to expedite transition to permanent employment. • Chief and team committed to regular updates; acknowledged urgency due to competitive market for pilots and critical public safety needs. • Public input invited; none provided. Fire Commission Meeting Regular Session July 21, 2026 Page 6 of 11 Questions and Commission Discussion o Commissioner Cushnie: How long can we keep renewing these 89-day contracts before we run into issues? o Battalion Chief Lono’s Answer: As far as I know, indefinitely, as is done for other county positions, though DHR would prefer not to. The goal is to move to one-year contracts with full benefits, and ultimately civil service. o Commissioner Cushnie: Is the one-year contract like, to transition to permanent status? o Temporary Fire Chief Volpe’s Answer: The long-term goal is career civil service, but that has complexities around salary schedule and supervision. Contracts provide flexibility and benefits in the interim. o Commissioner Hanano: So, are they 1099s? o Monica Louies Answer (HFD Human Resources Specialist): They are W-2s, not 1099s; they are temporary employees. 89-day contracts avoid medical benefit requirements under Hawaii law. o Chair Kosaki: So, what I'm hearing is that you were trying to get them to be in the fire department, but with HFFA, they said they would have to be trained as firefighters? o Temporary Fire Chief Volpe’s Answer: Yes and no. They are fire department employees, but not BU11 (firefighter union) members until they complete firefighter training. HFFA must recognize them for the transition to one-year contracts. o Chair Kosaki: Where are we now, what is the plan for the pilots? o Temporary Fire Chief Volpe’s Answer: Transition them to HFFA representation, with ongoing firefighter training. Once HFFA agrees, contracts will move from 89-day to one-year, with full county benefits. o Commissioner Cushnie: Currently, you said we have 4 full-time pilots, and then Clay fills in. How many pilots, optimally, do we need? Fire Commission Meeting Regular Session July 21, 2026 Page 7 of 11 o Temporary Fire Chief Volpe’s Answer: Four covers the basics but is tight; five provides redundancy. In a perfect world, nine would provide optimum coverage. o Commissioner Wolf: How long has the 89-day rule been in effect? o Monica Louie, (HFD Human Resources Specialist) Answer: It's a Hawaii Revised Statutes carve-out, in place for decades. o Commissioner Wolf: What can we do as a commission to move along the process? o Temporary Fire Chief Volpe’s Answer: How you operate as a body can be very beneficial. o Commissioner Cushnie: Are there any current pilots that we're in danger of losing if this continues to drag on? o Kalei Gregory's Answer: Yes, our pilots are highly qualified and could get jobs elsewhere. There is competition from new EMS companies offering higher pay. EXECUTIVE SESSION Action: Chair Kosaki called for a motion to enter into executive session. A motion was made by Commissioner Wolf to enter executive session pursuant to HRS § 92-4, 92-5(a)(2) and 92-5(a)(4), to consider charges against one or more members of the Commission where matters affecting privacy will be involved, and to consult with the Commission's attorneys on questions and issues pertaining to the Commission's powers, duties, privileges, immunities, and liabilities relating to a communication from a member of the public alleging conflicts of interest involving the commission pertinent to the process to appoint a permanent chief. The motion was carried by a vote of 8:0. The Commission entered executive session at 11:26 a.m. Action: Chair Kosaki called for a motion to return to open session. A motion was made by Commissioner Cushnie to return to open session, which was seconded by Vice Chair Hanano. The motion was carried by a vote of 8:0. EXECUTIVE SESSION REPORT Deputy Corporation Counsel Cameron Takamura provided a report. The Commission entered in executive session pursuant to HRS §§ 92-4, 92-5(a)(2), and 92-5(a)(4), to consider charges against one or more members of the Commission, where matters affecting privacy will be involved, and to consult with the Commission’s attorney on questions and issues pertaining to the Commission’s powers, duties, privileges, immunities, and liabilities, relating to a communication from a member of the public Fire Commission Meeting Regular Session July 21, 2026 Page 8 of 11 alleging conflicts of interest involving the Commission pertinent to the process to appoint a permanent Fire Chief. No final actions taken in executive session. The public email from Elijah McDaniel was recorded as public testimony and determined to be within the jurisdiction of the County’s Board of Ethics. UNFINISHED BUSINESS A. Consideration of the Process to Appoint a Permanent Fire Chief The Commission opened a discussion with an update from Chair Kosaki, Sommer Tokihiro, Director of Human Resources, and Stacie Iwasaki, Recruitment & Examination. Development of Interview and Assessment Questions Chair Kosaki, Human Resources, and Deputy Corporation Counsel Takamura finalized oral and written questions for the fire chief selection. They vetted the questions for legal compliance and clarity. • Questions: 6 for the oral interview, 7 for the written assessment. • Scoring table: Separate 0-5 scale for both oral and written sections. • Professionalism/Demeanor: 0-5 points added, with discussion about increasing to 10 but consensus to retain 5 to emphasize content over appearance. Review and Adoption of Rating Scales Deputy Corporation Counsel Takamura distributed sample oral interview and written assessment rating scales for the Commission’s review and discussion. Discussion: • Clarified the rating system (no decimal scores, 0–5 only). • Recommendation to provide written justification for scores. • Public testimony raised concerns about subjectivity in professionalism scoring; Commission affirmed use of clear criteria. Chair Kosaki called for additional public testimony. With no further public testimony, the meeting continued as follows. Action: Chair Kosaki called for a motion to accept the rating scales as is. Commissioner Perrin made a motion to accept the rating scale, which Commissioner Wolf seconded. The motion was carried by a vote of 8:0. Screening & Interview Logistics • HR Update: 8 applicants met the residency and screening requirements. • Commissioners discussed the process and logistics for screening and interviews. Written Assessment: To be proctored in-person, preferably the day before oral interviews for candidate convenience. • The Interview Schedule: Proposed three-day process: 1. Day 1: Proctored written assessment (3 hours, handwritten, no electronic devices) 2. Day 2: Oral interviews in open session 3. Day 3: Deliberation, scoring, and announcement of the selected Fire Chief Fire Commission Meeting Regular Session July 21, 2026 Page 9 of 11 Chair Kosaki called for public testimony. There being no public testimony, the meeting continued as follows. Action: A roll call vote was held to conduct the hiring of the Fire Chief in a two-day special meeting, on August 27 & 28, 2026, with a three-hour written proctored exam taking place on August 26, 2026. The motion was carried by a vote of 6:2, with Chair Kosaki and Commissioner Porter voting no. • Human Resources reminded Commissioners that no electronics will be allowed in the written proctored test, and applicants must handwrite their responses. Chair Kosaki called for public testimony. There being no public testimony, the meeting continued as follows. Action: Chair Kosaki called for a motion to keep the proctored exam as handwritten, with a time limit of three hours, and no electronics allowed in the room. Commissioner Perrin moved to accept, which Commissioner Cushnie seconded. The motion was carried by a vote of 8:0. Oral Interview Order • Commissioners chose interview order numbers at random, decoupled from candidate identities. HR will align numbers with candidate names and schedule interviews accordingly. • Order of interviews was chosen by commissioners picking one number each at random. o Chair Kosaki chose #5 o Commissioner Hanano chose #7 o Commissioner Ignacio chose #1 o Commissioner Cushnie chose #4 o Commissioner Perrin chose #2 o Commissioner Porter chose #3 o Commissioner Wolf chose #8 o Commissioner Inouye chose #6 • Oral Interview details: o 5 minutes maximum per question, 6 questions per candidate (30 minutes each) o 15-minute break between candidates for scoring and preparation o No sequestering; candidates must arrive 15 minutes before their slot o Lunch break after four candidates Chair Kosaki called for public testimony. There being no public testimony, the meeting continued as follows. Action: Chair Kosaki called for a motion to adopt the order of oral interviews for the candidates, set a 5-minute maximum for oral responses to each question, and require each candidate to arrive at least 15 minutes early. A motion was made by Commissioner Fire Commission Meeting Regular Session July 21, 2026 Page 10 of 11 Perrin, which was seconded by Commissioner Inouye. The motion was carried by a vote of 8:0. Tiebreaker The Commission discussed the tiebreaker scenario. In case of a tie, the Commission will resolve by a roll call vote in open 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 adopt a roll call vote to serve as the tiebreaker. A motion was made by Commissioner Wolf, which was seconded by Commissioner Perrin. The motion was carried by a vote of 8:0. Public Release and Candidate Notification Letters The commission discussed releasing candidate names one week before interviews, after all consent forms are received. • Commission Notification: List of candidates and application packets will be distributed to commissioners as soon as possible ahead of interviews. • Delegation: Authority to finalize candidate notification letters and proctoring instructions delegated to the Chair, Deputy Corp Counsel, and HR. • Action: Motions passed for delegation and release protocols. Chair Kosaki left the meeting at 12:59 p.m. Vice Chair Hanano assumed the role of Acting Chair. Acting Chair Hanano called for public testimony. There being no public testimony, the meeting continued as follows. Action: Acting Chair Hanano called for a motion to delegate authority to Human Resources, the Deputy Corporation Counsel, and the Chair to finalize the notice letter to candidates. Commissioner Cushnie made the motion, and Commissioner Perrin seconded it. The motion was carried by a vote of 7:0, with Chair Kosaki excused. Director Tokihiro asked if the Commission would consider adopting standard protocol rules for Human Resources to use during the written proctored exam. Acting Chair Hanano called for public testimony. There being no public testimony, the meeting continued as follows. Action: Acting Chair Hanano called for a motion to adopt the standard protocol rules Human Resources uses during written proctored exams. A motion was made by Commissioner Ignacio, which was seconded by Commissioner Inouye. The motion was carried by a vote of 7:0. Public Testimony Commissioners discussed testimony limited to 3 minutes per person for the August 27 and 28, 2026, meetings. Fire Commission Meeting Regular Session July 21, 2026 Page 11 of 11 Commissioner Cushnie stepped out of the meeting at 1:11 p.m. Acting Chair Hanano called for public testimony. There being no public testimony, the meeting continued as follows. Action: Acting Chair Hanano called for a motion to limit public testimony to three minutes per testifier on both meeting days. A motion was made by Commissioner Ignacio, which was seconded by Commissioner Perrin. The motion was carried by a vote of 6:0. Commissioner Perrin left the meeting at 1:14 p.m. Commissioner Cushnie returned to the meeting at 1:14 p.m. Commissioners discussed the schedule and start times for the oral interview meeting day. Commissioners proposed the oral interview time slots below: Commissioner Porter left the meeting at 1:17 p.m. Candidate Interview Time Slots agreed upon by Commissioners: • 9:30 a.m. – 10:00 a.m. (Candidate 5) • 10:15 a.m. – 10:45 a.m. (Candidate 7) • 11:00 a.m. – 11:30 a.m. (Candidate 1) • 11:45 a.m. – 12:15 p.m. (Candidate 4) • Lunch • 1:00 p.m. – 1:30 p.m. (Candidate 2) • 1:45 p.m. – 2:15 p.m. (Candidate 3) • 2:30 p.m. – 3:00 p.m. (Candidate 8) • 3:15 p.m. – 3:45 p.m. (Candidate 6) Acting Chair Hanano called for public testimony. There being no public testimony, the meeting continued as follows. Action: Acting Chair Hanano called for a motion to accept the proposed candidate interview time slots laid out by Human Resources. A motion was made by Commissioner Ignacio, which was seconded by Commissioner Wolf. The motion was carried by a vote of 5:0. AGENDA ITEMS FOR NEXT MEETING ANNOUNCEMENTS Next meeting to be held on August 27, 2026, at 9:00 a.m., in the West Hawaiʻi Civic Center, Council Chambers Building A, 74-5044 Ane Keohokālole Highway, Kailua-Kona, HI. ADJOURNMENT A. Adjournment 1) Meeting adjourned at 1:19 p.m.