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HomeMy WebLinkAbout11-05-12 FIRE Open Minutes COUNTY OF KAUAI Minutes of Meeting OPEN SESSION Approved as circulated 12/4/12 Board/Committee: FIRE COMMISSION Meeting Date I November 5,2012 Location Mo`ikeha Building, Meeting Room 2A/213 Start of Meeting: 2:06 p.m. End of Meeting: 3:45 p.m. Present Chair Linda Ka'auwai-Iwamoto; Members: Basilio Fuertes, Jr.; Jesse Fukushima; Jimmy Miranda Also Fire Chief Robert Westerman; Deputy County Attorney Mauna Kea Trask; Boards &Commissions Office Staff. Support Clerk Ihilani Laureta; Administrative Specialist Lani Agoot; Boards & Commissions Administrator Paula Morikami Excused Guy Croydon Absent SUBJECT DISCUSSION ACTION Call To Order Chair Ka`auwai-Iwamoto called the meeting to order at 2:06 p.m. with 4 members present which constituted a quorum. Approval of ■ Regular Open Session Minutes of October 1, 2012 Mr. Fuertes moved to approve the minutes as Minutes circulated. Mr. Miranda seconded the motion. Motion carried 4:0 Chiefs Monthly ■ Overview for the month of September 2012 and pertinent updates Report ■ Budget Report as of September 30, 2012 Chief Westerman informed the Commission that the department was preparing a working copy of the budget for Fiscal Year 2014 (FY '14) for today's meeting. He said that unless there was something in particular they want him to review, it is not necessary to go through the entire report. Chief Westerman stated that there were two (2)budget discussions that included a request for the budget report and an overview of the budget process. He added that the reason for not including the budget for FY '14 is because it is a `working document' and not for public information. This document is the first budget cut to go to the Administration. Kauai Fire Commission Open Session November 5, 2012 Page 2 SUBJECT DISCUSSION ACTION Chief Westerman stated that the monthly report was normal and highlighted the commendation letter received from Kekaha resident, Ms. Jackie Thompson,who wrote in appreciation of how the Fire Department handled the Kekaha Fire in August. The Chief clarified that the complaint received about the ATV(All Terrain Vehicle)usage at Kealia Beach was a school project, and that the ATV was used to transport the film crew that was filming `Ocean Safety' as part of their school video project. Mr. Fukushima asked Chief Westerman what is the Fire Commission's role in the Planning Department's review process of zoning amendments. Chief Westerman stated that whatever comes through the Planning Department would be forwarded to all of the departments(i.e., Water, Fire, Police, etc.) to allow a chance for them to review the amendments. He further indicated that the review in the September report related to an amendment on the Planning Department's Civil Fines and that this new process would allow the Fire Department to conduct investigations. Chief Westerman clarified that this item simply indicates that the Fire Department had reviewed the amendment and had no comment on it. Chair Ka`auwai-Iwamoto asked what is Telecrib under the Training Bureau's Summary. Chief Westerman responded it is a steel telegraphic pole purchased with the State Department of Transportation Safety Grant. Chief Westerman explained that the safety equipment is placed in each vehicle as a precautionary measure in case there is an overturned vehicle in which the equipment would then be used to stabilize the vehicle. He mentioned that all personnel receive training on the units prior to the installation into the vehicles. Kauai Fire Commission Open Session November 5,2012 Page 3 SUBJECT DISCUSSION ACTION ■ Budget Report as of September 30, 2012 Chief Westerman reported that the Budget is at 25.00% for the year with Administration at 26.13%in which 92.37%of the Administrative Budget was spent on Collective Bargaining which increased the percentage because it is not averaged across the 12 months. In addition,he stated that the regular overtime was slightly overspent due to holiday pay. Mr. Fukushima asked Chief Westerman where the money is being pulled from to replenish the shortfalls as the department approaches the 3'd and 4t' quarter of the Fiscal Year. Chief Westerman replied that the money is left untouched until there is an actual shortfall at which time the money will be moved. Chief Westerman added that they have until the last quarter of the year to move the money and to start balancing out the budget as they are only nearing midyear of the Fiscal Year. As for the overages, the money would be moved to where there are shortages. Mr. Fukushima asked Attorney Trask if the Commission is privileged to find out as to exactly where these moneys are shifted to and from as it relates to shortfalls. Attorney Trask said that under the Rules of the Kauai County Fire Commission and the Charter, the permanent provisions is that the Chief is the administrative head of the Department that includes the powers, duties, and functions as provided in the County of Kauai Charter: Article XII, §12.03. Powers. Duties, and Functions. The fire chief shall be the administrative head of the fire department and shall: A. Appoint, train, equip, supervise and discipline the personnel of the fire department in accordance with department rules and civil service regulations. Kauai Fire Commission Open Session November 5, 2012 Page 4 SUBJECT DISCUSSION ACTION B. Provide an effective program and leadership for county-wide fire prevention,fire control and rescue operations. C. Control, manage and account for all property in the custody of the fire department. D. Execute such other powers and duties as maybe prescribed bylaw or assigned by the mayor. Attorney Trask then stated the following powers of the Fire Commission as also provided in the County of Kauai Charter: Article XII, §12.05 (B): B. Review the annual budget prepared by the fire chief and make recommendations thereon to the mayor and the council. C. Review the department's operations, as deemed necessary,for the purpose of recommending improvement to the fire chief. Attorney Trask informed the Commission that as it relates to Mr. Fukushima's question, the interplay regarding the budget lies in between. He asked that Commissioners submit any inquiries in writing for appropriate analysis and response in order to keep everyone on their respective side. Attorney Trask then added that the Commission may be able to look at the budget and make recommendations;however,the Fire Chief does not necessarily need to abide by those recommendations. Mr. Fukushima clarified the reasoning behind his inquiry relates to the two (2)natural disasters in 1982 and 1992. He vividly recalls that because of how the County budget was at that time,there was no way to accommodate Kauai Fire Commission Open Session November 5, 2012 Page 5 SUBJECT DISCUSSION ACTION the outcome left by the disasters. Mr. Fukushima said at that time each Department had to justify as to why the manpower cost increased. The response to those various emergencies took 1-3 years long to balance the accounting when addressing it with the Federal government. Going back to his budget question, Mr. Fukushima stated that in the 4t' quarter of budget this is where the Department Head can determine how fiugal, over budgeted or under budgeted the department is; if it is at the point of being under budget this is where the `scrambling' normally starts. Chief Westerman responded that as the department begins working on its future budget, a lot of the groundwork on how the budget works will be clarified to the Commission. Chief Westerman stated that he agreed with Mr. Fukushima as it relates to the management of the budget that once it is complete he would understand his concern regarding emergency response to a natural disaster. Regarding disasters, Chief Westerman stated that they can only guess what to budget for a worst case scenario and that guessing is something they try to avoid. He said that overtime is where there would normally be any extension. Chief Westerman said that in working closely with the Administration,he would report any foreseen excessive overtime costs in addition to any foresight that he may not be able to handle within his budget. Chief Westerman asked the Commission if they would like to be informed whenever he does go to the Administration to request a budget adjustment. Mr. Fukushima thanked Chief Westerman for his responses. Kauai Fire Commission Open Session November 5, 2012 Page 6 SUBJECT DISCUSSION ACTION Chief Westerman reiterated that they are not moving any moneys around at this time and would continue the overview of the Budget Report for September. Operations Bureau is at 25.95% on budget; the Kekaha fire contributed to the excessive overtime which is still being managed. Fire Prevention Bureau is at 24.21%; a budget adjustment will be requested to the Administration next year due to the purchase of the Fire Education Trailer and other planned initiatives that will cost more in overtime expenses. Fire Training is at 23.23% out of 25%; no regular overtime has been spent because there has been no recruit class in this cycle. Ocean Safety Bureau is at 21.89%; not a lot of overtime used which is normal. Fire Commission is at 34.91%expended; high percentage is due to the expenditures for the attendance to the fire conference. Overall: 25.20% actual expended; estimated expenditure of minus $46,537.72; majority of expenses are from upfront expenditures totaling an estimated$297,030.73 surplus in the total budget. Chair Ka`auwai-Iwamoto called for a motion to accept the Chief's Monthly report. Mr. Miranda moved to accept the Chief's Monthly report. Mr. Fukushima seconded the motion. Motion carried 4:0. Business KFC 2012-18 Overview of the budget process by Chief Westerman Chief Westerman said he would review the Mayor's outline of the different stages of how he wants the budget to operate so that the Department Heads stay on time with their submittals. He stated the Mayor is looking at reduction in some areas such as fleet services and travel,upgrading in facilities, etc. Kauai Fire Commission Open Session November 5, 2012 Page 7 SUBJECT DISCUSSION ACTION Chief Westerman said that he consults with the Captains from each Bureau about what their needs may be in addition to their `wish list'. After that, the Mayor asked for the Department Heads to begin discussions with Councilmembers which was recently completed. Chief Westerman stated that there are two(2)things they are trying to do with this upcoming budget. The first is to re-do the Strategic Plan and to tie that in with the timeline of the Administration and the County Council. He said the plan should support the Administration, Council, community and Fire Department initiatives; a line item in the budget was added for consulting purposes to assist with updating the strategic plan. Chief Westerman said he also discussed positions the Department is short in with the Councilmembers. Chief Westerman provided an overview of the budget document for FY '14. Part of the flat budget proposal includes the request for an engine replacement. Salaries: FY '14 is at$893,086 compared to FY 'l3 which is at$882,679. Mr. Fukushima asked why there was a slight increase, to which Chief Westerman replied as it relates to salaries people move out or in to the Department; there are different pay scales of retirees,new recruits, promotions, etc.; and if a position moves out from a dollar-funded position. He clarified that if there is a decrease in budgeted salaries it is because of a lower paid person coming in, and if it is an increase it is because salaries increased or a position was added. Mr. Fukushima asked of the number of people that decide to retire at the end of a calendar year, what percentage of retirees submit their retirement a ers for example in December; what retirees decide to actually retire or Kauai Fire Commission Open Session November 5, 2012 Page 8 SUBJECT DISCUSSION ACTION stay employed, etc; is there a pattern. Chief Westerman said there is no pattern because they normally do not receive retirement notices until the very end; the Department normally does not find out until they receive documents from the retirement system requesting information. Chief Westerman added that 90% of the requests from the Retirement System actually do follow through with retirement. Chief Westerman said that the retirement cycle is about 2-5 per year. Administration: Vacation Payouts are a guess when determining the budget. Chief Westerman stated that this is a fairly new item on the budget; Regular Overtime, Premium Pay, Social Security and so on are also estimates; Mileage and Other Post Employment Benefits (OPEB) are the same in every bureau. OPEB is a number given by the Finance Department that is liable to change any number of percentage points up or down; Telephone costs increased as a result of Council's recommendation to move Fire Prevention Officers to smartphones so they can do more work in the field; Other Services and Dues/Subscriptions remain the same; Special Projects is a fund approved by the County Council to be utilized for emergency and replacement purchases; Building Lease reduced from FY '12 actual of $91,068.00 to proposed FY '14 of$8,424.00 due to the move from Hale Pumehana. Mr. Fukushima said that regardless of future political entities the General Plan does not change. As it relates to the Consultant services for KFD Strategic Plan in `Other Services', there are only 10,000 units slated for the island. Therefore, Mr. Fukushima asked why a strategic plan would be developed based on who the elected officials are because that is when it becomes a political issue. Mr. Fukushima stated it would be more effective to develop a strategic plan based on the areas of growth on the island that would affect the emergency services provided by the Fire and Police Kauai Fire Commission Open Session November 5,2012 Page 9 SUBJECT DISCUSSION ACTION Departments. Mr. Fukushima suggested incorporating basic planning guideline tools such as the General Plan because that is all that will be allowed to be developed on the island. He added that those documents can be used as the basis for the Fire Department's Strategic Plan. Chief Westerman agreed with Mr. Fukushima and mentioned that they do look at the CZO(Comprehensive Zoning Ordinance) and other planning documents. He clarified his previous statement, in that he meant to say they tie in the time cycles with that. Chief Westerman added that the Department wants public buy in for the different levels of service relating to where they live on the island, i.e.- Lihu`e is an urban core center so response to a call may take 3-5 minutes,whereas response to a call in Kilauea(a rural population)will take longer. Chief Westerman said in working with the community and using the planning documents, the Department will know which areas on Kauai will grow as it relates to the need for Fire service. He expressed the need to involve the community in this process. Repair and Maintenance Building: Addresses repair of doors; Repair and Maintenance Equipment: Office equipment and other supplies on contract such as software updates. The Computer Aided Dispatch System(CADS) Maintenance and ADAM Software does not have an amount because they were purchased new and the next few years maintenance fee is included in the contract. Mr. Fukushima asked if the software the Department uses is interchangeable with the other Departments,to which Chief Westerman responded that there is product integration at all levels. The information Kauai Fire Commission Open Session November 5, 2012 Page 10 SUBJECT DISCUSSION ACTION between Departments are shared,however not every Department can use the exact same software programs. Mr. Fukushima asked how advanced this technology is in terms of providing the basic foundation of a dwelling or building, i.e.—how many stories a building is. Chief Westerman said they are up to date with that type of technology with their MDT(Mobile Data Terminals) and CADS (Computer Aided Dispatch System), and that they will be able to see a picture of the facility and be able to measure the height, count the windows, etc.; this technology will be a part of the GIS system. Airfare General: Chief Westerman stated that the Administration requested to have a breakdown of all the airfare by local travel/mainland travel, and to identify what the travels are for. The out of state travel on page 5 are for training sessions such as SUGA(SunGard Public Sector Users'Group Association, Inc), Esri, and APCO (Association of Public-Safety Communications Officials). Esri is a software that helps manage the GIS (Geographic Information System) data, APCO is training to better understand the role of dispatchers. Chief Westerman summarized a total request of$1,790,458.00 for the Administration Bureau which is $29,818.00 less than the current budget. Chief Westerman asked the Commission if there was anything in the Administrative Bureau that should be done in the upcoming year. He added that any suggestions on how to better the Department's services would be welcomed and considered. Mr. Fukushima stated the he believes the Chief has the management skills to run the Department,however as it relates to the management staff directly under the Chief's supervision, a management training program Kauai Fire Commission Open Session November 5, 2012 Page 11 SUBJECT DISCUSSION ACTION should be considered. Chief Westerman said he agreed with Mr. Fukushima and requested that an agenda item to discuss the Department's 2013 goals be placed on the December agenda; goals such as management training will be included. Discussion on the Fire Department's 2013 goals to be added to the December meeting agenda. Operations Bureau: Chief Westerman stated that the R&M Building item (unanticipated building maintenance)may or may not remain on the budget, to which Mr. Fukushima questioned why. Chief Westerman responded that on occasion he has had to come up with funding to make repairs for fire buildings. He had discussed with the Administration that if the Fire Department is responsible for the repairs,to include an item in the Department's budget; if the Fire Department does not need the money for repairs and Public Works (PW)needs funds then they can use it at the end of the year to do repair and maintenance. Chief Westerman said he believes it is the duty of PW to repair buildings and not the duty of the Fire Department, therefore PW should budget for the repair and maintenance of buildings. He added that the$10,000.00 reflected in the report is the amount he was recently charged by PW for maintenance done on Fire buildings. Mr. Fukushima asked how long the foam in the hazmat suits last for, to which Chief Westerman said they last for several years. Chief Westerman added that each engine has CAFS (Compressed Air Foam Systems) therefore foam is used at every fire. Chief Westerman added that the Vehicle Lease(Item: 001-1102-566.88-02; p. 11; Operations Bureau) and equipment lease(Item: 001-1102-566.89-01; p. 11; Operations Bureau) items now cover all departments; there is only one item for vehicle leases and one item for equipment leases. Mr. Fukushima asked if these are lease-to-purchase,to which Chief Westerman Kauai Fire Commission Open Session November 5, 2012 Page 12 SUBJECT DISCUSSION ACTION confirmed. Fire Prevention Bureau: Chief Westerman explained the increase in overtime is for the presentation of the Education Trailer to all grade levels this upcoming year before going back to the old practice of fire prevention training to only fifth graders. In addition,there have been 6-7 community requests for these presentations. Mr. Fuertes asked how many personnel operate the trailer, to which Chief Westerman replied that it normally takes 3-4 people. There is a section in the back of the trailer where an instructor can educate people on sprinkler systems; at the front of the trailer an instructor gives a briefing about the burn trailer and fire safety; inside the trailer instructors discuss fire safety in the kitchen; and in the bedroom an instructor details what to do if you are stuck in a home on fire. Chief Westerman said that the rooms in the trailer are small so you can only bring in groups of 4-5 and an active group of 4-5 fire fighters are needed to accommodate multiple small groups at the same time. Training Bureau: Regular Overtime increased from FY '13 at$28,950.00 to FY 'l4 at$236,400.00 because they moved the training funds from Training (Item: 001-1104-566.24-00; p.18)which in FY 'l3 was $253,000.00, now FY `14 at$62,800.00. The cost for training which translated into the overtime of personnel was moved to Regular Overtime. Chief Westerman added that the Budget Department did not know the Training line item was considered overtime because OPEB and EUTF do not get calculated. Therefore,budget asked the Department to put that item in the overtime category so that the adjustment to OPEB can be made. Mr. Fukushima asked how the difference was made up, to which Chief Westerman said it would be sucked up. Kauai Fire Commission Open Session November 5, 2012 Page 13 SUBJECT DISCUSSION ACTION Ocean Safety Bureau: There is a reduction in cost; $194,152.00 less than last year's budget. Mr. Fukushima asked if there is a legal challenge by personnel, where are the fees budgeted. Chief Westerman stated those fees are not in the Fire Department's budget, to which Attorney Trask stated that they normally try to take care of it in-house. However, depending on the complexity and potential conflict of the situation, if special counsel is necessary it will come out of the County Attorney's Office budget. Chief Westerman said there are some basic Workers Compensation Claims that are paid out from the Fire Department's budget such as doctors costs, etc. and confirmed the legal part comes out from the County Attorney's Office budget. Fire Commission: Budget remained the same. Chief Westerman concluded the budget review and highlighted that the proposed FY 14 budget is $216,874.00 less than the current FY '13 budget. Not included in the budget are the three(3) clerk positions, the two (2) Assistant Chief positions, and the three(3) trucks for Ocean Safety. Mr. Fukushima said this was a good overview and that it provided a strong baseline to really understand the direction the Fire Department is going in. He added that he hopes this will be an on-going/annual presentation because there have been noticeably positive changes in the budget since he has last been in government up to today. Mr. Fukushima thanked the Chief for the overview. Chief Westerman added that with good strategic planning, it may be of Kauai Fire Commission Open Session November 5, 2012 Page 14 SUBJECT DISCUSSION ACTION interest that when a new commissioner comes on board they can read the plan and be able to see the direction of the Department. One way to justify the budget is through the Strategic Plan. Mr. Fuertes stated that this is a well planned budget and asked if the Chief could foresee any cuts once presented at the County Council level. Chief Westerman responded that the FY'14 is a lower budget than last year which is the first cut that has been done in a while. He said the obstacle he may face will be for the new positions which the Department really needs; one (1) clerk services 192 people so that makes it hard and that clerk recently Mr. Fukushima moved to receive KFC 2012-18. left the Department. The presentation for that will be more prepared towards Mr. Miranda seconded the motion. the budget hearings. Motion carried 4:0. Announcements Ms. Morikami informed the Commission that the next meeting is scheduled for Monday, December 3, 2012,which is the same day as the County Council Inauguration. She said if Commissioners were planning on attending the Inauguration they would need to change the date for the December meeting. Ms. Morikami said the dates available are Tuesday December 4, or Monday December 17. Mr. Fukushima asked which Department Heads are expected to attend the Council Inauguration,to which Chief Westerman confirmed it is appreciated that Department Heads attend. Mr. Fukushima stated that because Department Heads are expected to attend, the Commission should consider changing the meeting date. Ms. Morikami confirmed it is mandated in the Charter that the Commission meet every month. The Commissioners discussed their availability to the two (2) dates provided by Ms. Morikami. The Commission decided to convene on The Commission confirmed the new meeting December 17; Mr. Miranda stated that he will not be able to attend the date to be Monday, December 17, 2012 at 2:00 December 17 meeting. .m., in Mo`ikeha Meeting Room 2A/B. Kauai Fire Commission Open Session November 5, 2012 Page 15 SUBJECT DISCUSSION ACTION Executive Deputy County Attorney Mauna Kea Trask read Session the Hawaii Revised Statutes as described on the agenda that would take the Commission into Executive Session for item ES-10 and ES-11. Mr. Fukushima moved to convene into Executive Session at 3:26 p.m. Mr. Fuertes seconded the motion. Motion carried 4:0. Return to Open The meeting reconvened in open session at 3:44 Session p.m. Mr. Fukushima asked if the working budget document provided by the Chief needs to be returned because it is not yet a public document. Attorney Trask said the Commissioners can either return it or retain their copy with the understanding to not disclose or publish the document. Mr. Fukushima moved to ratify the Commission's actions taken in the Executive Ratify Commission actions taken in the Executive Session for items: Session on ES-10 and ES-11. Mr. Miranda ES-10 and ES-11 seconded the motion. Motion carried 4:0. Adjournment Mr. Fukushima moved to adjourn the meeting at 3:45 p.m. Mr. Miranda seconded the motion. Motion carried 4:0. Submitted by: Reviewed and Approved by: Ihilani Laureta, Staff Support Clerk Linda Ka`auwai-Iwamoto, Chair Approved as is. ( ) Approved with amendments. See minutes of meeting.