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HomeMy WebLinkAbout2026-08-27 Fire Commission Meeting Minutes Regular SessionFIRE COMMISSION c/o Office of the Corporation Counsel, 101 Aupuni Street, Suite 325 Hilo, HI 96720 COUNTY OF HAWAIʻI FIRE COMMISSION REGULAR MEETING MINUTES – OPEN SESSION THURSDAY, AUGUST 27, 2026 WEST HAWAIʻI CIVIC CENTER, COUNCIL CHAMBERS 74-5044 ANE KEOHOKALOLE HIGHWAYKAILUA-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. I.CALL TO ORDER AND ROLL CALL Chair Kosaki called the meeting to order at 9:01 a.m. Present: Gerald Kosaki, Chair Les Hanano, Vice-Chair Brian Cushnie, Commissioner Eric Inouye, Commissioner Derwin Ignacio, Commissioner Rollin Rabara, Commissioner Carlene Wolf, Commissioner Absent: Rick Porter, Commissioner Wayne Perrin, Jr., Commissioner A quorum was present. Also present: Cameron Takamura, Deputy Corporation Counsel (DCC Takamura) Emily Hirayama, Temporary Fire Commission Secretary Micah Alameda, Executive Assistant, Office of the Mayor Sommer Tokihiro, Dept. of Human Resources Director (DHR Director Tokihiro) via Zoom Daniel Volpe, Temporary Fire Chief Bradley Young, HFD Battalion Chief Lauren Williamson, Private Secretary to the Temporary Fire Chief II.STATEMENTS FROM THE PUBLICChair Kosaki invited statements from the public. No members of the public were present inthe Council Chambers to testify, and no participant attending via Zoom requested to be recognized. Executive Assistant Micah Alameda advised that any member of the publicjoining via Zoom could raise a virtual hand to be recognized to speak. No oral testimony wasgiven at this time, and written testimony was received from Chris Hirose prior to the meeting relating to Agenda Item VI.A. Regular Meeting Minutes – Open Session August 27, 2026 Page 2 of 17 III. APPROVAL OF MINUTES A. August 6, 2026, special meeting regular session Chair Kosaki confirmed with members that they had reviewed the August 6th special meeting minutes. Chair Kosaki also asked about the July 21st minutes for regular and executive session. DCC Takamura clarified that the July 21 meeting minutes would be placed on the agenda for the next meeting. Action: Chair Kosaki called for a motion to approve. A motion was made by Commissioner Wolf to approve the regular session minutes of August 6, 2026, which was seconded by Vice-Chair Hanano. The motion was carried 7:0. IV. FIRE CHIEF’S REPORT Temporary Fire Chief Daniel Volpe reported that July was a busy month with multiple fire responses and August was even busier. The Fire Department has made several revisions and adjustments to its reporting format, based on discussions and feedback from previous Commission meetings. The goal is to improve the report and provide clearer information. Financial reporting remains incomplete because the County has not yet finalized FY 2026 expenditures and reporting figures. As a result, the report contains some estimates and preliminary figures. The Chief attributed some of the delays and difficulties to ongoing problems with the County's CoHnect financial system, which has affected the department's ability to accurately track and report financial information. Key highlights included: • Chief’s Office Report Budget objectives are on track to reach the 95% with current policies and procedures in MOAs, MOUs, and MAAs. • Fiscal Branch Report o FY2027 Budget Figures – Original appropriation was $88 million dollars and adjusted appropriation was $76 million dollars. The department has spent to date, $10 million dollars, which is about 12% of the budget. That $10 million dollars is composed mainly of $8.9million dollars in salaries & wages, plus supplies and equipment. o Mileage reimbursements- The County CoHnect system had no mechanism to pay mileage claims earned under the applicable CBAs (HGEA/HFFA and related bargaining agreements). New procedures have been implemented and is now getting all owed mileage payments processed/paid. o Leave reconciliations – 2025 year-end leave reconciliations were processed in July in CoHnect. Employee vacation/sick balances were updated for accurate reporting. o FY 2027 Implementation/FY 2026 Closeout - The department is continuing to close out FY 2026, including outstanding purchase orders (POs). Some POs encumbered in May and June remain unpaid, preventing final fiscal-year close-out. The transition from FY 2026 to FY 2027 will involve some overlap in spending and fund availability while Finance completes the closeout and makes FY 2027 funds available. The department will continue to monitor and report on the FY 2026 closeout and FY 2027 spending transition. Regular Meeting Minutes – Open Session August 27, 2026 Page 3 of 17 • Grants Report o The Fire Department revised its grants reporting to better distinguish among federal grants, state-funded programs, county funding, and private contributions. o Chair Kosaki clarified that LEPC (Local Emergency Planning Committee) is a county-level entity, while the Hawaii State Emergency Response Commission (SERC) is the state-level entity. SERC funding comes in part from Tier 2 hazardous-material reporting fees and federal grants, including the Hazardous Materials Emergency Planning (HMEP) Grant, which supports HAZMAT and HAZTECH training. The Fire Department will correct the report to reflect this distinction. o Volunteer Firefighter Assistance (VFA) Grants - The 2026 application is pending and would fund a vehicle for the Puna district. The 2025 grant has been awarded and will fund a brush truck/slip-on pump to replace a volunteer resource vehicle in Punaluʻu. o SAFER GRANT – Staffing for Adequate Fire and Emergency Response (SAFER) is a federal grant that funds positions. The department will hire its first SAFER recruit on September 2 and plans to recruit again in March to fill the remaining 11 temporary SAFER positions. o Wireless E911 Grant – A state grant from the E911 Board, funded by a surcharge on telephone bills, that supports 911 services across the state. Chief Volpe reported a total of approximately $418,000 for FY 2027, of which over 73% has been expended, with plans to encumber the rest of it. o Assistance to Firefighters Grant (AFG) / “Calm the Chaos” - The department confirmed that the grant was fully expended—100%. A total of $488,723 was spent. The three-year Calm the Chaos training initiative was successfully completed. Its textbook and curriculum will become part of the department’s core training library and promotional processes and will support development of future Standard Operating Guidelines (SOGs). o Hapuna and Kua Bay through DLNR - State funding supports lifeguard services at these state parks: Hapuna: approximately $1.3 million; Kua Bay: approximately $709,000. o Community Development Block Grant (CDBG) funds - Federal CDBG funds administered through housing are being used for brush trucks and a mobile command trailer. The department expects to fully obligate the available funds. o Fair Share Funds - These funds have been allocated for specific projects but cannot necessarily be spent immediately. Funding for the Leleiwi lifeguard tower has been allocated and is awaiting payment following FY 2026 PO closeout. $684,000 is designated for design of a new HFD maintenance shop. The department has identified potential land and developed a plan forward; the funds will become usable for design once the property is secured. o Grant applications - The department has submitted its FEMA AFG and Fire Prevention & Safety (FP&S) grant applications. The report will be updated as the amounts are finalized. Approximately $22,000 in grant funding has been received so far this year, primarily representing remaining CDBG funds. • Human Resources Branch Report Regular Meeting Minutes – Open Session August 27, 2026 Page 4 of 17 o HR inquiries - HR section responded to 100% of 105 employee requests within two days. Chief Volpe emphasized that timely responses are important to employee morale and ensuring employees know administration is available to address questions and concerns. o HR staffing - The department is recruiting an additional HR employee, which would increase the HR section to four personnel to support continued departmental growth. o Internal investigations - There are currently two active investigations, averaging 120 days to complete. The Chief noted that this number has decreased significantly compared with earlier in the year as investigations are being resolved and closed. o Vacancy rate - The overall vacancy rate remains at 14%, compared with the department's goal of below 7%. The largest staffing gaps are in Emergency Communications and Emergency Operations. o Recent recruit graduation - 15 recruits graduated in July, immediately filling 15 vacancies. The Emergency Operations/EMS vacancy rate has improved to approximately 11%. o Upcoming recruit class - A full class of 20 firefighter recruits is expected, including a SAFER recruit and a Fire/EMS recruit, which should further reduce vacancies. o New captain positions - The department created five new captain positions and has filled them through promotions. While this strengthens supervisory staffing, each promotion creates a corresponding firefighter vacancy that must then be filled through recruitment. o Active recruitments: Fire Rescue Specialist: Recruitment has opened/closed, with an assessment expected shortly; Firefighter Recruit: Formal offers have been issued for a class of 20; Water Safety Officer: Physical agility exam notifications were sent in July; Water Safety Officer III: A vacancy was filled through promotion, with the employee starting July 1; Administrative positions: Account Clerk, Office Assistant III, and Human Resource Assistant positions are actively being recruited. o Chief Volpe stated that the department's goal is to fill vacancies as they occur and maintain staffing as the department continues to grow. • Emergency Operations Division o Year-to-date expenditures were not yet fully available. The department’s S&W spending goal is 13% at this point in the fiscal year. July had three pay periods, compared with only one in June, which accounts for the higher July percentage. o OCE expenditures – 15% spent and equipment expenditures 1% spent. o The department has submitted specifications for large vehicle and equipment purchases. These purchases are moving through the Purchasing process and will eventually be bid and encumbered. The department's goal is to begin equipment purchases early in the fiscal year so that the equipment budget can be utilized. o Commissioner Cushnie asked for clarification regarding the adjusted appropriation and the unavailable year-to-date expenditure figures. o Chief Volpe clarified that the adjusted appropriation represents the amount budgeted for the year, while the 13% figure is the spending goal – not the amount actually spent. Regular Meeting Minutes – Open Session August 27, 2026 Page 5 of 17 o Commissioner Cushnie questioned why expenditure information was not readily available and whether the issue was specific to the Fire Department. o Chief Volpe explained that County CoHnect has created reporting and accounting challenges across multiple County departments, not just Fire. Issues include duplicate entries, difficulty closing purchase orders, transferring expense authority, assigning staff responsibilities, and tracking expenditures. Expenditure reports are being provided as raw data without account numbers, requiring Fire staff to manually translate the information into a usable report for section heads and the Commission. o Chair Kosaki asked whether the reporting problem primarily involved salaries and wages. o Chief Volpe explained that $8.9 million in year-to-date salary and wages was available directly from payroll. However, that figure may not include all premiums, differentials, adjustments, or mileage claims, making it a preliminary/raw figure rather than a final S&W expenditure number. o Chair Kosaki requested that the Commission receive the traditional expenditure report used under the previous system. The Chief agreed to provide one once a reliable report is available. o The department ended 2025 with 31,162 calls and is projected to have approximately 31,608 calls in 2026. Chief Volpe noted that call volume has grown by roughly 3,000-4,000 calls, a 10% increase over five years. o Wildland fires - 11 in July and 72 year-to-date; approximately 790 acres burned in July. The Kawaihae Village fire resulted in an evacuation, while another fire in the DKI area was particularly difficult to extinguish. o In response to Chair Kosaki’s question about how turnout time is calculated, Chief Volpe stated that the current turnout-time measure is calculated from when the call is dispatched/dropped to when the unit indicates it is responding/leaving the station—not from the initial receipt of the emergency call. Standard time is 1 minute 20 seconds. HFD has been averaging approximately 2 minutes. o Chief Volpe cautioned that this metric does not fully reflect actual performance because it assumes crews are in their stations when a call comes in. Crews may be conducting hydrant checks, maintenance, other work, or already responding from the road. o Chair Kosaki questioned whether the national standard is appropriate for Hawaii and suggested comparing HFD's performance with similar departments such as Seattle, Phoenix, and Oahu, rather than relying solely on a national standard. o Chief Volpe agreed that some national standards may not be appropriate for Hawaii, particularly given differences in geography, department size, and volunteer staffing models. o Chief Volpe suggested that a more meaningful measure may be “time to definitive action” rather than simply how quickly a unit leaves the station. o Chair Kosaki agreed that the issue should be examined further, noting that a low turnout-time percentage could potentially create liability concerns if viewed without the operational context. The Chair again emphasized the value of comparing HFD with other departments to determine whether the national standard is realistic. • Special Operations Branch Regular Meeting Minutes – Open Session August 27, 2026 Page 6 of 17 o Commissioner Cushnie questioned the budgeting data since it is already the end of August and the July numbers are still not available. Who is responsible for the data entry and the reports? o Chief Volpe stated that all of the fiscal reporting comes from the Finance Department. This information is passed to the department’s fiscal accountants who in turn organizes the information. That information is then provided to the departments section heads. Monthly budget meetings are held to allow the section heads to review their respective spending and expenses. o Commissioner Cushnie asked if Finance does all the data entry. o Chief Volpe stated that the financial data from the Finance Department, however, the transition into the new Connect system has created significant reporting problems. Fiscal staff are working with imperfect information, but have a developed detailed internal procedures to improve tracking and accuracy. Other County departments are experiencing similar difficulties with the new system. o Maintenance was performed on Chopper 1 and Chopper 2 during the month. o Aircraft operational uptime was 98% in July, above the 90% goal. o Annual HazTech Course had not been completed for the year. The department is working to separate incumbent training from new certification/recruit-level training to produce more meaningful data. o Fire is also revising its rescue training profiles to track individual disciplines more specifically and provide more comprehensive performance data. o Chief Volpe praised the department's pilots and aviation operations leadership, emphasizing their experience and precision during wildfire operations. Chopper 1 and Chopper 2 responded to brush fires in Waikoloa Village and near Kawaihae Village/Hapuna Prince. o Chief Volpe also highlighted the value of working alongside National Guard aviation resources during major fires and stated that the helicopter program makes a significant difference for the community. • Ocean Safety Operations Branch o Chief Volpe stated that the Ocean Safety Budget could not be fully separated from the larger Operations budget. OCE expended 57%; Equipment (no expenditures reported yet), and Junior Lifeguard Program nearly 100% of the budget was expended. o The Junior Lifeguard team competed in the County Championship qualifier and advanced to the state competition. The team finished third overall, behind Honolulu and Kauaʻi. o The Chief emphasized the program as an important youth and community program, noting that it develops swimming skills and water safety; serves as a potential feeder into Ocean Safety and the Fire Department; and helps make children and the community safer at beaches. o Ocean Safety recorded approximately 502,000 beach visitors in July. 319 preventative actions were reported during the month. Chief Volpe noted that visitor numbers are expected to continue increasing significantly throughout the year. o Chair Kosaki commended the department for the significant increase in Ocean Safety funding, particularly for equipment and the Junior Lifeguard Regular Meeting Minutes – Open Session August 27, 2026 Page 7 of 17 Program. He noted that the Ocean Safety equipment budget has grown from about $2,000 to $265,000. o Chief Volpe noted that under former Fire Chief Todd's four-year tenure, the department's overall budget increased by approximately $30 million, with an additional roughly $12 million increase since the current administration took over. Chief Volpe emphasized that increased funding is necessary to maintain and replace aging Ocean Safety infrastructure. o Fire is now operating under a tower replacement plan, with funding identified annually to replace aging towers. Even replacing one tower per year would take approximately 17 years to replace all of the towers. The ongoing budget allocation will allow the department to continue replacing towers as funding permits. o The Rescue Watercraft Operator training program has been completed. Selection and assignment of new operators is currently being processed. Deployment of the new operators to beaches is temporarily delayed by a labor-relations grievance. Once the grievance is resolved, the department expects to move forward with assigning the operators to beach locations. • Emergency Medical Services Branch o Chief Volpe reported EMS service branch appropriation at $21 million, S&W are still being finalized, while the CE budget is $176,000 and equipment budget is $4,000. As part of the ambulance replacement plan, the purchase of 4 ambulances are going through the County’s procurement process. o Four newly trained paramedics graduated and another seven-person paramedic class has begun which should help with the staffing. o Dr. Eddie Ruhland became our part-time medical director with the passing of Dr. Fitz. Another doctor, Dr. Jones was able to fill in the gap to support the Rural Health Care Initiative Grant. o Part of the budget is set aside to purchase EKGs as part of the EKG replacement program costing $60,000 a piece. o EMS personnel attended the 3rd annual Honolulu’s Mass Casualty Conference in Honolulu. EMS personnel also met with the 54th recruit class to discuss their EMS operations and initiatives as they transition into firefighters. The EMS branch meets weekly to go over a number of issues. o In the month of July, the EMS warehouse processed 61 supply orders totaling about $36,000. • Training Services Branch o The Training Services Branch focused on ensuring recruits completed required minimum certifications. The most recent recruit class achieved: 15 personnel completed Firefighter I and II certifications; 15 personnel completed wildland certifications,15 personnel completed driver training and 35 personnel participated in professional development training. o The department is working to standardize its wildland firefighting approach and align training with National Wildfire Coordinating Group (NWCG) standards. The goal is to provide both recruits and current line personnel with appropriate qualifications under those standards. o The 54th recruit class included 15 Hawaiʻi Fire Department recruits and 3 State Airports recruits. Graduates were subsequently assigned to various Regular Meeting Minutes – Open Session August 27, 2026 Page 8 of 17 stations and airports. Chief Volpe highlighted the importance of the recruit graduation ceremony and the enthusiasm, family support, and transition into the profession represented by the event. o The department incorporated the “Calm the Chaos” textbook and curriculum into its core library. This makes the material available for use in future promotional testing. The curriculum is also expected to help inform future Standard Operating Guideline (SOG) development. • Volunteer Services Section o Chief Volpe noted that volunteer numbers have been steadily increasing month by month with 5 additional volunteers added in July, bringing the total to 129 volunteers. o The department is working with volunteer training captains to identify volunteers who cannot complete online training and provide the required training through other means. Many volunteers prefer hands-on training, such as hose and apparatus/vehicle training, rather than online coursework. o Chief identified increasing the number of qualified volunteer drivers as an ongoing priority with the addition of one qualified driver added in July. • Fire Prevention Branch o Occupancy inspections were at 125 in July with numbers increasing. Public education events 5, plans reviewed 49, fire investigations 1, and complaints investigated 1. o Average plan review time was 9.9 days well below the 14-day goal. o Two personnel are working toward/maintaining the national CFIT designation for fire investigators. o There were 2 high hazard fire inspections this month. o EPR property list input was 34 with a goal of 60 updates a month. There were some changes in that section, so those numbers dipped a little. o Chief Volpe expressed satisfaction that the Prevention Office is maintaining timely reviews while still protecting public safety and avoiding unnecessary impacts on the building and construction community. o Chair Kosaki asked if the 51 high-hazard inspections figure was based on the calendar year or fiscal year. Chief Volpe clarified it was for the calendar year. • Auxiliary Services Branch o 78 orders in July across 45 stations valuing $30K in monthly orders, with about $40K in gross product distributed/sold. 88% of items were in stock with an average fulfillment time of 3.7 days with the goal being 10 working days. o Chief Volpe emphasized that timely delivery of routine supplies—such as oil, soap, sponges, and paper—is important to employee experience and ensuring station personnel have what they need. • Vehicle Maintenance Section o The Maintenance Section has found that some of the original reporting goals and strategies cannot be fully achieved within the limitations of the existing FireWorks system and is actively exploring other technologies that may provide a better reporting system. Regular Meeting Minutes – Open Session August 27, 2026 Page 9 of 17 o Chief Volpe clarified that the maintenance work is being tracked, but the information is not being entered into FireWorks in a way that allows for accurate reporting. • Emergency Communication Branch o A total of 5,234 calls were received in July by the dispatch center, which is staffed by three dispatchers per shift. Emergency Medical Dispatch (EMD) compliance over the past six months was 91% where the goal was 70% or higher. o Chief Volpe highlighted this as a significant accomplishment because EMD compliance measures adherence to an audited, accredited algorithm. Higher compliance supports development toward a more reliable BLS/ALS dispatch system, allowing BLS units to handle appropriate BLS calls while keeping ALS resources available for higher-acuity calls. Better call triage could potentially reduce the workload on the busiest ALS units by 10–15% over a 24-hour shift. o Processing calls and dispatch times can be challenging with language barriers, uncooperative callers, callers who hang up and call back, and callers who are unwilling or unable to provide necessary information. o Vice-Chair Hanano asked why the July salary and wages (S&W) target is 13% rather than the typical 8% monthly target. o Chief Volpe explained that July has three pay periods (July 1, 15, and 30), while June has only one pay period. With approximately 24 pay periods per year, three pay periods represent about 13% of the annual payroll. Beginning in August, monthly S&W percentages should generally level out to approximately 8% per month, representing one-twelfth of the annual budget. • Snapshots and Stories o Lake Waiau cardiac arrest and simultaneous brush fires – Both incidents occurred during the same time. Helicopter resources were committed to the medical emergency, but crews were able to quickly contain one fire and managed the second fire. o The department reported multiple highway fatalities during the month, noting that traffic-related deaths have been occurring frequently this year. o The Fire Department is beginning to track lithium-ion batteries, solar chargers, and battery storage systems incidents separately to identify trends. o July 25 Kawaihae Road brush fire resulted in the evacuation of a village which required coordination among multiple agencies, including police, fire, public works, and civil defense. o Continued training is taking place for both Chopper 1 and Chopper 2. Chopper 1 has undergone operational changes over the past 6–8 months, requiring additional training. Chopper 2, which focuses on rescue operations, is completing island-wide orientation and training with each operations company. • Fire Prevention Highlights o Mauna Kea Stewardship & Oversight Authority - Captain Goo attended the board meeting and is taking a lead role within the Fire Prevention team, serving as the department’s equivalent of a Fire Management Officer. Regular Meeting Minutes – Open Session August 27, 2026 Page 10 of 17 o The Prevention Division is increasingly working with other agencies and large landowners on wildfire mitigation and land-management projects. o BC Henderson participated in the DOT statewide law enforcement traffic safety training, focusing on procedures and considerations at motor vehicle accident scenes. This training is particularly important given the island’s high rate of traffic fatalities. o Chief Volpe responded that the department’s drone program continues to expand in both fire prevention and emergency response. Captain Goo serves as a drone pilot and is helping develop the program operationally. o Chief Volpe noted that the program has made a significant difference in fire response and expressed interest in expanding it, including potentially creating dedicated positions for the drone program. o Chair Kosaki asked if the drones were being used for other incidents, rescues. o The department’s UAS/drone program remains a pilot program, currently operating with limited capacity because most of the work is handled by one individual. A few additional personnel have obtained drone licenses. Drones have already been used for search-and-rescue operations. o The department wants to equip Battalion Chief (BC) vehicles with drones that can be launched directly from the vehicle. These systems could provide a continuous 360-degree aerial view without requiring someone to actively operate the drone. A drone could quickly investigate an unidentified column of smoke and help determine whether it is coming from a vehicle, structure, or a brush fire, giving responders better situational awareness. o The department is expanding the capabilities of the program and has plans to explore dedicated positions with the Cabinet and Mayor’s office as future budgets are developed. • Ocean Safety Highlights o Kahuluʻu and Hilo continue to be the two busiest areas according to the department’s heat map. A new lifeguard tower has been installed at Leleiwi which is one of the busiest areas. o Junior Lifeguard Program continues to be highlighted as an effective way to engage local youth. Chief Volpe thanked Shirley Derego and the Derego Foundation for their longstanding support of ocean safety and the Junior Lifeguard Program. o Chief Volpe emphasized that the Derego Foundation was created out of tragedy and has transformed that experience into something meaningful by supporting youth and ocean safety. The department expressed gratitude for being able to share that positive journey with the island’s young people. • Volunteer Training o Volunteers completed training in exposure protection, exterior firefighting, and structural firefighting, along with hands-on fire suppression activities. Volunteers remain heavily engaged in both training and actual emergency responses. o The department has two new/full captains in the volunteer training section, and the section is currently fully staffed. Chief Volpe noted that there has historically been significant turnover in this area but expressed strong Regular Meeting Minutes – Open Session August 27, 2026 Page 11 of 17 confidence in the current captains and appreciation for the quality of their work. • Technical Services Highlights o PulsePoint was identified as the primary highlight for Technical Services. The program received community and volunteer support, as well as interest from County Council regarding its reinstatement. PulsePoint is an app that alerts registered community members when a cardiac arrest or other emergency occurs nearby. The program is designed to get CPR-trained community members to cardiac arrest victims quickly, before or while professional responders are arriving. o PulsePoint was turned off the previous year but, after multiple funding efforts and iterations, the department was able to secure funding and reactivate the program this year. • Safety Program o The department received a new mobile breathing air compressor costing approximately $297,000, funded through CDBG. The compressor will reduce downtime by allowing firefighters to refill breathing-air bottles locally instead of transporting them to Hilo or Kona. The department is working toward placing additional mobile and fixed compressors throughout the island as funding and facility capabilities allow. o A firefighter cancer-screening program remains under review by the Board of Ethics, while the department works to identify funding and matching funds. o The department surveyed employees about participation, and 96% indicated they would be very likely to participate if the screening were provided at no cost. The department is working with Kaiser, HMSA, the Cancer Center, Abbott Diagnostics, and the County Board of Ethics to reduce or eliminate the cost to employees/the department. o NFPA 1582 Medical Exams - A company has donated 150 comprehensive medical examinations which includes audiology, cancer screening, stress testing, and laboratory work. o Fit to Thrive Program - The department is using County training funds to bring back Fit to Thrive, a firefighter health and fitness program funded through the International Association of Fire Fighters. Approximately 25 department instructors will receive training from the program. o Incident/accident as of July 31st - Four incident/accident reports were recorded, mostly slip-and-fall injuries; one involved an employee who felt faint while exercising. The Safety Office tracks every incident and accident reported. The office reviews the reports for trends and patterns and looks for opportunities to implement system improvements, preventive measures, and mitigations to reduce future injuries. • Hāweo Award o The annual recognition was presented to Lahaina Olsen-Kuroda for his contributions to the department, particularly his work with the Critical Incident Stress Management (CISM) program. Lahaina helped organize an East Hawaiʻi Christmas gathering during a difficult period, bringing firefighters and their families together and reinforcing the department’s sense of family, brotherhood, and sisterhood. Regular Meeting Minutes – Open Session August 27, 2026 Page 12 of 17 o Connections to 9/11 and other major tragedies involving fire departments across the country reinforce the department’s connection to the broader firefighting community and its shared history and traditions. The Commission went into recess at 10:24 a.m. The Commission reconvened at 10:35 a.m. V. NEW BUSINESS A. Ocean Safety Staffing and Recruitment • Chair Kosaki requested an update on Ocean Safety staffing levels and vacancies. He emphasized that lifeguards are a critical first line of defense at the beaches and they play an important preventative role. They are the true ambassadors for the County of Hawai‘i. Chair Kosaki asked for the total number of Water Safety Officers, number of towers and vacancies island-wide • BC Young stated there are 72 Water Safety Officers, 17 lifeguard towers and nine vacancies island-wide. That Alpha Tower at Hapuna and Spencer’s Beach have been among the most difficult locations to staff. In East Hawaiʻi, Onekahakaha and Carlsmith have similar staffing challenges. • In response to Chair Kosaki’s question about Hapuna and Kahaluʻu, BC Young stated that Hapuna has 3 towers typically staffed with 2 personnel each, 14 assigned personnel, and 2 vacancies. Kahaluʻu has 1 part-time vacancy. The 9 island-wide vacancies include 2 Hilo positions being converted from part-time/summer hires to permanent full-time. • Chair Kosaki asked about the staffing at Hapuna and what can be done so that the towers are not left unstaffed. • BC Young identified filling existing vacancies as his top priority, noting that it is difficult to advocate for additional positions while current positions remain vacant. Ocean Safety has launched an aggressive recruitment strategy called “Operation WSO1.” The goal is to fill all current vacancies, with the last anticipated new hires targeted for approximately January 1. Three recruitments are scheduled through year-end: one completed round produced 4 candidates to be hired, the next agility exam is scheduled for September 23, and a final round planned for November. • Chair Kosaki asked what the current process that is being done and whether it is drawing an adequate amount of candidates. • BC Young stated that delays in the hiring process can cause candidates to lose interest or accept other employment before they are hired. The physical agility assessment is another significant barrier. Steps are being taken to improve recruitment where candidates are now given interview and assessment dates in advance, allowing them to plan around existing employment and travel. The department is working with Human Resources on options to improve the agility process. A potential agility retest has been identified based on a similar Police Department recruitment provision. Ocean Safety is providing candidates with training and information to better prepare for the physical agility test. • Chair Kosaki questioned whether the County could shorten the time between the physical assessment, interview, and hiring. He specifically encouraged working with HR to consider a contingent offer immediately after candidates successfully complete the required steps, if legally and administratively possible. He also suggested holding the interview on the same day as the physical agility assessment. BC Young said that could be a possibility and worthwhile. Regular Meeting Minutes – Open Session August 27, 2026 Page 13 of 17 • Chief Volpe noted that problem is not unique to Ocean Safety or the Fire Department; hiring delays are experienced throughout the County. The overall fire recruitment process can take approximately nine months from physical assessment to hiring, however acknowledged that some time can potentially be eliminated, but doing so requires coordination between County HR and Fire HR. • Chair Kosaki asked that the department work with DHR to expedite lifeguard hiring, given the smaller candidate pools. • Chair Kosaki emphasized that the ultimate objective is to fill vacancies so that lifeguard towers do not have to remain unstaffed. He raised the possibility of highlighting the pay increase after one year as a recruitment incentive. The concern is that the starting wage may not be sufficiently competitive. • Chair Kosaki suggested looking at recruitment methods used by other jurisdictions, including Oʻahu’s approach of conducting large group physical assessments and identifying strong candidates through the process. • BC Young reported that all counties statewide are experiencing similar staffing challenges. Maui has reportedly seen similarly low recruitment yields, with roughly three recruits per recruitment. • Commissioner Cushnie suggested that recruitment material show the career ladder and pay progression beyond the entry-level rate, so applicants see a career path. • Commissioner Wolf inquired about the basic qualifications and if recruitment could be done through the Junior Lifeguard Program. • BC Young stated that the basic qualifications are a GED or high school graduation, and driver’s license. He said that they are also working with the Big Island Lifeguard Association (non-profit) with recruitment and the Junior Lifeguard Program. • Chair Kosaki suggested pool lifeguards as another recruitment source. BC Young responded that that is a natural progression and they have many beach lifeguards who came from the pool. • Chair Kosaki asked if any of the commissioners had any questions or comments. He also asked if anyone from the public had any comments. There was none. B. Rescue Water Craft (RWC) Program Training and Expansion • BC Young stated Ocean Safety recently completed rescue watercraft operator training for 8 Water Safety Officers, and they were to start September 1. The most recent training was conducted in May–June 2026. The timing worked particularly well because operators were able to train during a strong south swell, giving them experience with large, powerful ocean conditions that are an important part of rescue watercraft training. • Chair Kosaki asked what is the plan for the next operator training. • BC Young would like to conduct the next operator training in May or June 2027, following the same seasonal schedule. This timing allows operators to train during favorable ocean conditions while fitting the training around the Junior Lifeguard Program and the department’s annual workload. • Chair Kosaki asked how many rescue watercraft the department has. • BC Young stated that Ocean Safety currently has 6 rescue watercrafts with 2 more on order, and that a third rescue watercraft for Kahaluʻu may be proposed in the supplemental budget. The third rescue watercraft would require at least 3 additional full-time positions. The department plans to request funding and positions through the supplemental budget process, but may need to reorganize existing positions if the new positions are not approved. Approval of the additional positions rest with the Regular Meeting Minutes – Open Session August 27, 2026 Page 14 of 17 Mayor. Chief Volpe noted that without new positions, expansion would require reorganizing existing positions and reducing services elsewhere. • Chair Kosaki asked whether the 8 trained operators could be assigned to rescue watercraft without holding dedicated rescue watercraft positions. Chief Volpe explained that all WSO II position descriptions have been revised to allow rescue watercraft operation, but all 8 operators already fill WSO II positions, so reassigning them would create vacancies elsewhere, including where shortages already exist. He said the department made a strategic decision to shore up existing services before expanding including the 7-day-a-week rescue watercraft coverage. • Chair Kosaki asked about proficiency pay and proposed that tower WSO IIs also serve as rescue watercraft operators with proficiency pay at additional locations. Chief Volpe said that model does not currently exist on the island, that compensation is governed by the collective bargaining agreement, and that he would defer to the operations chief, consistent with the strategy of stabilizing services first. He confirmed that there is a plan to expand the program, and Chair Kosaki requested that it be shared with the Commission when available. • BC Young provided a handout that contained data identifying fatal drownings, high-frequency, high-severity locations from State Department of Health EMS data, noting a cluster of three locations south of the island’s west corner that the possible third rescue watercraft could cover and operational gaps at the island’s northern and southern points. Chief Kosaki noted that the high hazard areas lacked lifeguard or rescue watercraft coverage. Chief Volpe stated that the data would justify and that the long-term sequence is to shore up existing staffing, expand rescue watercraft service, and then add towers over the next 5-10 years with tower expansion requiring coordination with Parks and Recreation and the State. • Chair Kosaki asked about short-term plans for the existing watercraft. BC Young stated that the operators are now certified, that 2 double trailers and 2 watercraft have been requested, and that expansion is being considered in the South Kona district. Chair Kosaki stated that a mobile unit would likely take more than a year and asked about the next 6 months, with his view being stationing a rescue watercraft at Kahaluʻu to be the most viable near-term option. BC Young said that could be considered but only if launching from that beach is viable close to 100% of time, which he said he doesn’t believe it is, due to rock structures and recent changes from big swells. Chief Volpe reiterated that reassigning operators creates vacancies at their home locations. • Commissioner Wolf commented that, if she was a visitor, she wouldn’t want to be swimming by Kawaihae. • Chair Kosaki asked if there was anything else or anyone from the public wanting to testify. There was none. C. Incident Involving Medic 11 During Hurricane Lala • Chair Kosaki addressed the August 2026 Hurricane Lala incident where Medic 11 was damaged by floodwaters, which he said was a total loss. • Chief Volpe said the insurance adjuster would identify if it’s a total loss or not. He also said that if the ambulance box could be salvaged, it would save the County the replacement cost. • At Chair Kosaki’s request, Chief Volpe summarized that the ambulance was responding to a call when rising floodwaters swept it against a guardrail. Two crew members got out of the vehicle and reached safety with National Guard assistance. Regular Meeting Minutes – Open Session August 27, 2026 Page 15 of 17 • Chair Volpe stated that the Significant Event Review Team (SERT) is reviewing the incident with Medic 11. Chair Kosaki asked whether the Commission could receive the results; Chair Volpe said generally yes, and DCC Takamura indicated that could occur once all actions are completed. • Chair Kosaki talked about the department’s social media policy. • Chief Volpe said he did not see the social media post, but pictures were forwarded. • DCC Takamura interjected to keep it at the policy level without addressing the direct incident as there could be ongoing or potential investigations. Chair Volpe stated that the policy prohibits employees from posting content related to job activities while on work time or using County equipment. Chair Kosaki asked whether the matter was under investigation. Chief Volpe said identified violations are handled through the investigative process under the applicable collective bargaining agreement. At DCC Takamura’s suggestion, Chair Kosaki agreed to request an update after any investigation is completed. • Chair Kosaki asked if there was any questions. If there was anybody from the public that had anything. There was none. D. Department Overtime Policy and Practices • Chair Kosaki raised concerns brought to his attention by department personnel alleging that some Battalion Chiefs may have been abusing overtime potentially affecting morale. • Chief Volpe explained that the department has several overtime and recall policies. There is no current firefighter recall policy, but the department is working with HFFA to develop one. Battalion Chiefs are responsible for staffing during incidents. Overtime for Battalion Chiefs requires approval from the Assistant Chief of Operations, Deputy or Chief. • Chair Kosaki asked that the department take a look into specific dates and incidents. He stated that this is not a formal complaint, but something that should be checked whether it’s true or simply rumors. • Chair Kosaki asked if anyone had any questions or anything they wanted to talk about. Chair Kosaki asked if there was anything from the public. There was none. E. Department Morale Issues • Chair Kosaki identified several morale issues: Understaffing at Hapuna, Battalion Chief overtime and misuse of authority and general concerns about staffing and working conditions. These were informal concerns rather than formal complaints. • Chief Volpe described several mechanisms that employees could submit their issues or concerns. An internal employee survey was conducted and the largest issue was compensation and contractual matters. Overall morale was generally high and the employees expressed strong pride in the Fire Department, its mission, and serving the community. He said no major morale issues had been brought to his attention, encouraged that concerns be reported through the chain of command, and acknowledged the strain on personnel from successive fires and storms. • Chair Kosaki explained that, because of his prior connection with the department and regular interaction with personnel, that employees tell him their concerns. He wants to pass along that information to the department leadership. Chief Volpe asked whether other commissioners were hearing similar concerns. • Commissioner Ignacio stated that he communicates with some fire department personnel and all good comments. Regular Meeting Minutes – Open Session August 27, 2026 Page 16 of 17 • Commissioner Wolf commented that there was nothing really negative and that everybody is kind of stressed because of Kaʻu. • Chair Kosaki asked if there was any discussion or testimony from anyone from the public. There was none. VI. UNFINISHED BUSINESS A. Consideration of the Process to Appoint a Permanent Fire Chief • Chair Kosaki read the agenda item and stated the Commission may discuss and take action under Rule 11 of the Fire Commission rules regarding the process of interviewing, evaluating, selecting and appointing a permanent Fire Chief. He requested an update/synopsis from DHR Director who appeared via Zoom. • DHR Director Sommer Tokihiro reported that one candidate withdrew, leaving 7 remaining candidates. Notices were sent out to the candidates the day before outlining the written assessment and oral interview schedule. Responses consenting to the candidates’ continued participation are due by September 2, 2026, and DHR will provide the candidates’ names to the Commission on or about September 4. • Chair Kosaki stated written assessment would be done September 23 and oral interviews before the Commission on September 24. • DCC Takamura stated the meeting would start the same time as normal meetings at 9:00 a.m. The first interview is set to begin at 9:30 a.m. depending on how long public testimony will run. Candidates are expected to report before 9:00 a.m. • Chair Kosaki asked about logistical things, who is going to be taking care of that. • DCC Takamura stated that he is working with the Mayor’s office, Fire Department, and HR regarding logistics for the sequestering and all other processes. • DHR Director Sommer Tokihiro stated the assessment will be completed on September 23rd. After the assessments are completed, DHR will provide the applicant’s information and written assessment to the Commission’s secretary to distribute to the commissioners in advance of the interviews on the 24th. • Commissioner Cushnie asked about the written scoring; scoring 1 through 5, given scoring sheets with anonymized numbers. • DCC Takamura said the Commission will receive scoring rubrics to use with grading which the Commission approved at one of the last two meetings. • DHR Director Sommer Tokihiro stated the Commission voted and approved the scoring rubric and that it will be provided with the individual assessments. • Chair Kosaki called for public testimony and DCC Takamura noted the five-minute limit. • Chris Hirose was given 5 minutes to provide his testimony via Zoom. He testified that the next Fire Chief should be open to early treatment options in future pandemics and oppose vaccine mandates, and presented a series of claims and anecdotes about COVID-19 treatments, vaccines, government agencies, pharmaceutical companies, and gain-of-function research. Evidence of conflict of interest and government/industry misconduct. • Stacy Domingo asked two questions via Zoom regarding the time frame for public testimony and if candidates will be sequestered during public testimony or would be able to listen to the testimony. Chair Kosaki responded that public testimony that day will be limited to 3 minutes per person, that candidates will be sequestered beginning at 9 a.m., and that candidates may leave after completing their interviews. • Chair Kosaki asked if there was anybody else who wanted to provide testimonies. There were none. Regular Meeting Minutes – Open Session August 27, 2026 Page 17 of 17 VII. EXECUTIVE SESSION (CLOSED TO THE PUBLIC) None. The agenda noticed an anticipated executive session under Agenda item VII., pursuant to HRS §§ 92-4 and 92-5(a)(4), to consult with the Commission’s attorney on questions and issues pertaining to the Commission’s powers, duties, privileges, immunities, and liabilities relating to Agenda Item VI.(A). The Commission did not convene an executive session. Chair Kosaki stated that there was no reason for the Commission to enter executive session. Chair Kosaki asked whether any commissioner wished to go into executive session and none did. VIII. RETURN TO OPEN SESSION AND EXECUTIVE SESSION REPORT Because the Commission did not convene the anticipated executive session, no return to open session was necessary and no executive session report was given under HRS § 92- 4(b). The Commission remained in open session throughout the meeting. IX. AGENDA ITEMS FOR NEXT MEETING Chair Kosaki asked for any agenda items for the next meeting, but stated the agenda item would be the selection of the Fire Chief. X. ANNOUNCEMENTS Next meeting to be held on September 24 and September 25, 2026, at 9:00 a.m., in the Hawaiʻi County Building, Council Chambers, 25 Aupuni Street, Suite 1401, Hilo, Hawai‘i 96720 XI. ADJOURNMENT Meeting adjourned a 12:06 p.m.