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HomeMy WebLinkAbout2011-07-13 Fire Commission Minutes William P. Kenoi Toby Taniguchi Mayor Chairman Scott Stabo Vice-Chairman Hawai‘i County Fire Commission 25 Aupuni Street, Suite 2602, Hilo, Hawai‘i 96720 Phone: 961-8317; Fax: 933-1521 Email: Firecomm-agenda@co.hawaii.hi.us REGULAR SESSION - MINUTES July 13, 2011 Hilo Lagoon Centre Conference Room, 101 Aupuni Street, Suite 145, Hilo, Hawai‘i 96720 CALL TO ORDER The meeting was called to order by Chair Taniguchi at 10:08 a.m. Chair Taniguchi introduced Commissioner Laurie Bass. ROLL CALL PRESENT: Chair Taniguchi Commissioner Bass Commissioner Robinson Commissioner Henkel Commissioner Moku ABSENT: Vice Chair Stabo Commissioner Lee Commissioner Namahoe ALSO PRESENT: Deputy Corporation Counsel Michael J. Udovic Commission Secretary Jennifer Kualii Fire Chief Darryl Oliveira Laurie Kaneta, Secretary to Fire Chief Hawai‘i County is an Equal Opportunity Provider and Employer Commissioners: Laurie Bass, Greg Henkel, Kimo Lee, Byron Moku, Luahiwa Namahoe, Kaloa Robinson, Scott Stabo and Toby Taniguchi STATEMENT FROM THE PUBLIC ON AGENDA ITEMS None. APPROVAL OF MINUTES Commissioner Henkel moved to approve the Regular Sessions Minutes of June 8, 2011. The motion was seconded by Commissioner Robinson and carried unanimously by voice vote. APPROVAL OF WRITTEN COMMUNICATION Commissioner Henkel moved to accept Communication 11-05. The motion was seconded by Commissioner Robinson and carried unanimously by voice vote. Commissioner Henkel moved to accept Communication 11-06. The motion was seconded by Commissioner Moku and carried unanimously by voice vote. CHIEF’S REPORT Chief Oliveira welcomed Commissioner Laurie Bass. Budget : FY 2011/12 Budget st  Budget as submitted by Mayor Kenoi became effective July 1. Alternative Funding and Grants :  FEMA FY 2009 Assistance to Fire Fighters Grant: (254 turn out coats and 251 pants). Received approval on grant amendment to use excess funds to purchase a portable fire extinguisher training system and implement a smoke detection installation program for seniors. However, grant extension approved to July 29, 2011 (requested April 29, 2012). Upon speaking with Doug Woods from FEMA, received instruction on submitting another request for grant extension so that the department may properly implement project.  FY 2010 Assistance to Fire Fighters SAFER (Staffing for Adequate Fire & Emergency Response). No new updates. Putting together package for professional videographer and setting up revolving account.  FY 2010 CDBG – Tanker/Tender – Pahala Fire. During May 2011, Freedom Fire Equipment (Contractor) notified the department that Peterbilt Manufacturing would have a delay in delivery of the apparatus Chassis to Freedom Fire Equipment due to the specified Paint Color needed and a change order for the rear axle to put in a limited slip differential. The Chassis would be delivered to Freedom Fire Equipment in mid July. Due to the delay, the department requested a grant extension from the Department of Housing and Urban Development. The extension was granted until 2 the delivery of the apparatus. Freedom Fire Equipment estimates that the following will occur: -July 13-15, 2011: Delivery of the Chassis from Peterbilt -July 18 - August 18: Final assembly by Freedom Fire Equipment -August 22-26: Final inspection and testing with HFD representatives at the manufacturing plant -September 15, 2011: Estimated delivery to HFD in Hilo -September 19-23, 2011: Conduct training on proper operation of the apparatus by a Freedom Fire Equipment representative for affected HFD members.  FY 2011 CDBG – Fire Apparatus – Pahoa Fire. No new updates; still awaiting HUD release of funds to determine amount of funding that will be awarded. Capital Improvement Projects :  Makalei Fire Station: -Grading work completed and undergoing inspection. -Foundation design changes of apparatus bay is currently being worked on and shop drawings review / approval will need to be expedited so as to avoid further delays. -Field orders have been issued changing, flooring finish, wainscoting wall finish and structural design changes on the apparatus bay building (all at no added cost to the COH). -Concrete foundation forms are in place, underground utilities are roughed in at building pads as well. -Structural fill and base work is next, then re-bar, concrete pour is currently th scheduled for July 19.  Administration & Support Facility: No new updates.  Central Fire Station: No new updates.  Kawailani Fire Station: No new updates. Considering property on Keoni Street. Commissioner Robinson asked if that was the property on Komohana. Chief Oliveira replied it was not. The property on Komohana is owned by the State and the State wants a revenue generating lease for that property.  Ka’u Public Safety Package: No new updates. Then Councilman Enriques reappropriated funds from last year to fund the installation of the well and life guard tower at Punalu‘u Beach Park. Working with Water on the well project and working with the Mayor’s Office on the tower.  DPW ADA Compliance, HazMat Abatement: 3 AC Yawata reported on the following:  Waimea – Missile impact doors need to be installed. Photovoltaic system permits acquired but work not started yet.  Central Station / Dispatch – working with DPW & architect on final draft plans – no start date set yet  Laupahoehoe – Missile impact doors installation completed.  Pohoiki Radio Re-Location: No new updates. Commissioner Henkel asked if the water safety officers at Pohoiki have radio communications. BC Kosaki replied yes. Promotions and Hiring: Open-Competitive Recruitments:  Water Safety Officer 1 (Temp-Puna): Temporary position not to exceed six months; incumbent on extended leave. Recruitment process initiated. Internal Recruitments:  WSO II (1/2 Time-North Kona): Will be filled with a transfer effective August 1.  Fire Emergency Medical Services Specialist III: Selection pending results of Assessment Center, which was conducted on June 23, 2011.  Fire Rescue Specialist/Fire Hazardous Materials Specialist/Fire Equipment Operator/Fire Captain: Internal recruitment process initiated.  Fire Communications Supervisor: Internal recruitment process initiated. Emergency Operations Bureau  Assisted with EMS Standby and Aeromedical helicopter standby at the Inaugural Hawai‘i Air Show.  Provided EMS standby at the Ka‘u Family Fun Festival, covering multiple running and cultural events. Special Ops Rescue:  ACC program implementation complete and will be tracking all personnel to ensure compliance. BC Kosaki is lead for setting up in-house certification process. 4  Some equipment funded by the Sayre foundation will soon be purchased. Working with Laura Mallery-Sayre on these purchases. The Sayre family hosts an annual dinner which was established in honor of their son. Dinner will be held at the Fairmount Orchid. Ocean Safety:  The department is currently working towards erecting of the Punaluu tower.  Put in a request for new surveyor towers for the north end of Hapuna overlooking the beach fronting the Hapuna Prince Hotel and for Punalu’u beach.  Awaiting the arrival of a new ATV for Hāpuna.  Proposal for UV protective garments approved by Chief Oliviera. Completed supplemental agreement for HGEA, letter of consultation to Randy Perreira, and new policy for the wearing of this PPE.  Jr. Lifeguard program began on June 20 for Hilo, Puna, Hapuna, and Kahalu‘u. There will be two sessions at each location. The State Championships will be held at the Hapuna Beach on July 30, 2011. Support Services Division EMS Bureau:  Seeking alternative funding through Beacon grant program to improve patient care system. Training Bureau: th  40 Recruit Class completed USAR Training and swim week. Two recruits dropped out of program. Volunteer Training Section Volunteer Chief Tom Brandt reported on the following:  Thanked Chief Oliveira on behalf of the volunteers.  Thanked Chair Taniguchi for participating in the last Company Officers’ Meeting. th Next meeting scheduled for September 24 at Pa‘auilo. o Chief Oliveira noted the department is the only fire department in the state that has volunteer members. He recognized and acknowledged Tom Brandt who has been the lead person for the last six years for the volunteer company. Each year Tom was elected by the volunteers. Prevention Bureau th  4 of July: -Sold 53 firecracker permits (vs. 59 last year) -Total fireworks related calls: 8 (vs. 2 last year) 5 Chief Oliveria stated the department encourages less consumer use and informs the community to take advantage of the public displays. Employee/Public Relations TH  4 of July Pool Splash: Coordinated by FEO John AhChong.  American Cancer Society Relay for Life: To be held July 16-17 at Francis Wong stadium. Last chance to dunk the Chief at between 7:40 to 8:00 pm at the Takamine Construction dunking booth. Chair Taniguchi asked for an update on the alternative grant funding for the pediatric boards. Chief Oliveira replied there were no new updates. Chair Taniguchi asked for an update on the training for vehicle extrication and the elderly fall prevention program. Chief Oliveira replied there are no new updates. The department is trying to secure training with a local vendor. AC Yawata replied that BC Uchida is the lead on the elderly fall prevention program. Currently working on a package deal with the Department of Health for the elderly fall prevention and smoke detector installation. NEW BUSINESS  Discussion of Chief Oliveira’s retirement/resignation letter and selection process of new fire chief. Chair Taniguchi noted Chapters 11 and 13 of the Rules and Regulations of the Fire Commission are the general guidelines for selection of a fire chief. In Communication st 11-05, Chief Oliveira indicated his intention to retire effective August 1 of this year and his offer to stay on board in a volunteer capacity to assist the commission in finding his replacement. Chair Taniguchi noted the vacancy must be published in a statewide paper for once a week for three consecutive weeks and the minimum qualifications are listed in the rules. st Chair Taniguchi stated that relative to Chief Oliveira’s offer in his June 1 letter, he is thinking about potentially accepting Chief Oliveira’s offer to remain in his position, if legal to do so. Commissioner Moku asked if it is possible to consider a qualified assistant chief. Chair Taniguchi replied he does not know who will be applying and does not want to appoint an assistant chief if that person will be applying for the position. 6 Commissioner Moku stated he would like a better understanding of the process for the interim chief. Chair Taniguchi replied the guidelines in the Rules and Regulations need to be followed. Chief Oliveira stated he stills holds his offer to the commission, however, there is a new law that prohibits contracts for retired employees. Deputy Corporation Counsel Udovic replied that an employee has to be away from government work for six months if receiving retirement pay. Chair Taniguchi inquired about the legality of sole-source or professional services contracts. Deputy Corporation Counsel Udovic replied that is not possible under new law. Chief Oliveira stated that staying on a voluntary basis may be an option and hopes for as little controversy as possible. Chair Taniguchi stated that if Chief Oliveira is to remain, it would be fair so no individual would be perceived to have a leg up on other candidates. Deputy Corporation Counsel Udovic stated the commission would need to check with Human Resources to see if it is permissible for Chief Oliveira to remain on a voluntary basis. Chief Oliveira stressed the importance that the process be fair and transparent. Commissioner Henkel moved to contact Human Resources and publish the vacancy. The motion was seconded by Commissioner Robinson. Commissioner Henkel amended his motion to authorize Chair Taniguchi full authority to contact Human Resources and to publish the vacancy. The motion was seconded by Commissioner Moku and carried unanimously by voice vote. Chair Taniguchi stated his intention is to submit correspondence to HR immediately as time is of the essence. st Commissioner Moku asked Chief Oliveira if August 1 is a firm date. Chief Oliveira replied it is affirmed but he will be available to ensure continuity. Chair Taniguchi stated he would like to schedule future special meetings to discuss methods used to screen and to appoint an interim/replacement chief. st Commissioner Henkel noted it is important to honor Chief Oliveira’s August 1 retirement. He asked if there is a natural order of succession in the department for chief’s replacement. 7 Chair Taniguchi replied he wants to go forward with tentative plans to use Chief Oliveira to maintain equality. Commissioner Moku asked if chief is away, given an extraordinary circumstance, is F-2 in charge? It would be logical for F-2 to step up to F-1. Commissioner Henkel noted that as Commissioner Moku pointed out, is there a chain of command? Commissioner Moku noted that if F-2 comes on as interim and if he chooses to apply, is that ok? Commissioner Robinson stated that logically, the commission will not make the August st 1 date if Chief Oliveira is firm on that date. Chair Taniguchi stated he would like more feedback from Commissioners Lee and Namahoe and an opinion from Corporation Counsel. Commissioner Moku noted it is fundamental for all commissioners to understand the process and suggested if HR or Corporation Counsel could do a quick bullet point summary of what is required and identify the internal succession of F-1 in the department. Deputy Corporation Counsel Udovic replied that a summary of the rules can be done. Commissioner Moku noted that recruiting should come from HR. Deputy Corporation Counsel Udovic stated HR can bullet point specific protocols regarding recruitment of the chief. Commissioner Moku stated that in the event F1 is incapacitated, what is the HR protocol. Chair Taniguchi noted the commission does not have to make a decision today. The commission needs to find out the legality of volunteering by Chief Oliveira. st Chief Oliveira stated his retirement effective August 1 is based on his financial situation. Commissioner Henkel suggested polling the commissioners for possible dates to meet. Deputy Corporation Counsel Udovic clarified the commission is requesting response to the following: 1) What is the recruitment and selection process for the chief; 2) Opinion from HR in the event the commission needs to appoint an interim chief (relative to legality of volunteering); and 3) Is the commission restricted from appointing someone who is going to apply for the position. 8 st Commissioner Moku noted two concerns: 1) who will be chief on August 1 and 2) who will be the chief thereafter. Chief Oliveira stated his decision also impacts his secretary, Laurie, and F-2. Deputy Corporation Counsel Udovic reminded the commissioners to not discuss these issues outside of a noticed commission meeting due to Sunshine Law requirements. OLD BUSINESS None. COMMITTEE REPORTS Budget and Finance – No report. Office Management and Staffing – No report. Rules and Policies – No report. Public Relations  Commissioner Henkel reported he met with Fred Blas for starting of a new volunteer station at Kalapana and using funds from Puna Geothermal. His next step will be to meet with the department. Training and Education – No report. ANNOUNCEMENTS  The next meeting is scheduled for Wednesday, August 10, 2011, 10:00 a.m. at the Hilo Lagoon Centre Conference Room, 101 Aupuni Street, Suite 145, Hilo, Hawai‘i ADJOURNMENT Commissioner Moku moved to adjourn the meeting. The motion was seconded by Commissioner Robinson and carried unanimously by voice vote. Meeting was adjourned at 11:43 a.m. Note: There has been no audio recording kept for this meeting. SUBMITTED BY: JENNIFER M. KUALII Secretary 9