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HomeMy WebLinkAbout09-09-15 Fire Commission Open Session Min ApprovedCOUNTY OF KAUAI Minutes of Meeting OPEN SESSION Board /Committee: Kauai Fire Commission Meeting Date September 9, 2015 Location Mo'ikeha Building — Meeting Room 2A/B Start of Meeting: 2:02 p.m. End of Meeting: 3:21 p.m. Present Vice -Chair Bradley Maruyama; Members: Dan Brown, Michael Martinez, Clifton "Jimmy" Miranda (entered the meeting at 2:12 p.m), Thomas Nizo and Mari Yokoi. Also present: Board & Commissions Office Staff. Support Clerk Mercedes Omo; Administrator Jay Furfaro; Deputy County Attorney Adam Roversi; and Fire Chief Robert Westerman. Excused Absent SUBJECT DISCUSSION ACTION Call To Order Vice Chair Maruyama called the meeting to order at 2:02 p.m. with four (4) Commissioners present constituting a quorum. Vice Chair Maruyama announced that due to health issues Chair Eugene Jimenez had to resign from the Fire Commission. He went on and thanked Chair Jimenez for his leadership as Chair of the Fire Commission and wished him the best for a speedy recovery. Approval of Regular Open Session Minutes of August 3, 2015. Commissioner Nizo moved to approve the Minutes meeting minutes of August 3, 2015. With no comments or corrections to the meeting minutes, Vice Chair Commissioner Martinez seconded the motion. Maruyama called for a motion. Motion carried 5:0 Recap from Commissioner Nizo shared that when he became a Fire Commissioner he Commissioner felt it was his fiduciary duty to look at the financial side on how budgetary Nizo on the decisions are made but since his return from the conference he now has a IAFC's better perspective on how fire organizations work. He stated that overall all Conference that of the presentations provided valuable information but one particular was held in session both he and Chief Westerman attended was asking the tough Atlanta, Georgia questions and getting the results you want. Vice Chair Maruyama asked on August 26 -29. Commissioner Nizo if he could share some of the questions that came up during the discussion. Kauai Fire Commission Open Session Meeting September 9, 2015 Page 2 SUBJECT DISCUSSION ACTION Fire Chief Westerman joined in the conversation stating that there were a series of questions but one in particular which he thought was not really a question but a thought of where he would fit in with his fellow department heads when the time came for him to battle with the Administration for the budget. He stated that it was a wakeup call for him because of some of the comments that were made over the years in his performance evaluations that said he lacked interaction with his fellow department heads. He added that overall the conference was really good and encouraged the rest of the Commissioners to attend next year's conference. Commissioner Nizo thanked his fellow Commissioners for giving him the privilege of attending the conference. Chiefs Monthly 1. Fire Commission monthly report and pertinent updates for the month Reports of July. Chief Westerman gave a brief overview of the monthly reports highlighting the following events: 1) meeting with DLNR (Department of Land and Natural Resources) on the Kalalau safety video, which can be viewed by the public on the DLNR's website; 2) Good Samaritan Recognition Ceremony for Ocean Rescue; 3) Meeting with the airport division on the new fuels tanks; 4) Strategic Plan Steering Committee meeting; 5) Drought meeting to address severe drought issues effecting the entire island; 6) Promotional Pinning for two (2) Firefighter 3's and one (1) Fire Captain; 7) State Drowning Conference that was held in Kona. Equipment & Apparatus Status Chief Westerman reported that all of the fire engines are mission capable with the exemption of two (2) engines that may or may not have been repaired since the time of this report. Kauai Fire Commission Open Session Meeting September 9, 2015 Page 3 SUBJECT DISCUSSION ACTION Training Bureau In reference to the twenty -eight (28) trainings that was conducted on the island, Chief Westerman reported that 252 hours of training was due to the significant amount of students attending the ICS 300 & 400 training which lasted for two (2) days. Prevention Bureau Chief Westerman reported that although he has nothing really significant to report as the economy continues to improve the Prevention Bureau will be doing more building permit plan reviews in near future. Ocean Safety Bureau In reference to the Junior /Keiki Lifeguard Program, Chief Westerman reported that because of the overwhelming student participation this year plans are being made to expand the program but in doing so more instructors will be needed and that the problem now is finding enough instructors to cover the demands. A questioned was raised on whether or not it would be workable to utilize the current staff but after careful consideration it was determined that it was not an option because of their own daily workload. Which is why the Department is considering implementing a summer work program using the former students (summer interns) to assist with the program for the next coming years. Vice Chair Maruyama asked if there was a process for other community organizations to make donations to the Junior /Keiki Lifeguard Program to which Chief Westerman replied that any donations can be sent directly to the Kauai Fire Department which will need Council's approval or sent to the Kauai Lifeguard Association. Kauai Fire Commission Open Session Meeting September 9, 2015 Page 4 SUBJECT DISCUSSION ACTION Fiscal Report Chief Westerman provided an overview of the budget report. As of July 31, 2015, the report showed the Department's actual expenditures at 11.58 %; budgeted but not expended at - 3.25 %; and budgeted (should have spent) at 8.33 %. Daily Flight Hour and Alarm Data In the month of July, Air 1 flew a total of 25.5 flight hours for search and rescue missions, as well as, fire related incidents. Chief Westerman shared that the company that maintains Air 1 just recently lost their mechanic. But just this morning he received word that they are sending another mechanic from Oregon and until then the maintenance crew for Sunshine Helicopters has been retained to take care of any maintenance issues outside of the pilot's daily regular background checks. Commissioner Brown moved to receive the With no further discussion, Chair Maruyama called for a motion to receive Chief's monthly reports for July. the Chief's monthly reports. Commissioner Miranda seconded the motion. Motion carried 6:0 KFC 2015 -07 Discussion on tentative timetable for Phase II of the Kauai Fire Department's Strategic Plan. (On- going) Chief Westerman reported that the Kauai Fire Department's 2016 -2019 Strategic Plan is completed and was approved by the Department. He added that he would provide copies of the Strategic Plan to the Commissioners before the next meeting. KFC 2015 -10 General discussion on the Kauai Fire Department's stance relating to Bill No. 2589 — Recovery of Rescue Expenses. (On- going) Deputy County Attorney Roversi stated that he had no new updates to provide. Kauai Fire Commission Open Session Meeting September 9, 2015 Page 5 SUBJECT DISCUSSION ACTION KFC 2015 -14 General discussion on the Fire Department's budget for FY 2016/2017. Chief Westerman stated that at this point all the Commission needs to do is provide him with input on whether or not things needs to be done differently so when the time comes for him to assemble the budget he could take their suggestions into consideration. He asked the Commissioners to email their suggestions to him for discussion at the next meeting. Chief Westerman noted that as of today he does not have a preliminary budget made but as soon as he receives input from the administration on what the process will be he will begin to create a preliminary budget for the Commission to review. KFC 2015 -15 Discussion or input on possible recommendations for improvement to Article XII Fire Department of the Kauai County Charter. Deputy County Attorney Roversi explained that the item is a solicitation from the Charter Review Commission for suggestions or recommendations to improve the charter. Vice Chair Maruyama stated that from what he understands because the Charter Review Commission is sun setting in the near future the Commission is seeking input from the various commissions to see whether or not the Charter needs to be improved. Administrator Furfaro stated the Charter Commission is coming close to ending a ten (10) year activation cycle that has yet to be determined. But more importantly, as the next election year approaches a cut -off time will have be established any recommendations for the Charter needs to be published and shared with the public in a timely manner. KFC 2015 -16 Communication dated August 19, 2015, from Fire Chief Robert Westerman and Members of the Kauai Fire Commission to Actin Bradley Mgnjyama, regarding 2 015 goals for the Kauai Fire Department. Kauai Fire Commission Open Session Meeting September 9, 2015 Page 6 SUBJECT DISCUSSION ACTION Vice Chair Maruyama asked Chief Westerman if any of the 2015 goals have been achieved to which Chief Westerman replied that majority of the goals have been achieved, but because Chair Jimenez wanted the goals to be incorporated into the Strategic Plan he would like to make a presentation at the Commissions next meeting. He noted that unlike the 2015 goals, the Strategic Plan goals and objectives are very challenging therefore he would prefer that the Commissioners choose a specific goal or goals it wants to monitor on a regular basis because to a report on every single goal and objective would be very time consuming. Commissioner Brown asked when the Commissioners would receive a copy of the Strategic Plan to which Chief Westerman replied by the next meeting, noting that the goals in the Strategic Plan are not his goals but a vision of the Fire Department that has been developed and intended, over the next four years, to fulfill the mission and vision of KFD while embodying the values. With no further questions, Vice Chair Maruyama called for a motion to receive item KFC 2015 -16. Commissioner Brown asked in accordance to the Sunshine Law if it was Commissioner Brown moved to receive item possible for the Commissioners to take a tour of the fire stations so they can KFC 2015 -16. Commissioner Miranda get an idea on how the day -to -day operations work, and if any, make some seconded the motion. Motion carried 6:0 suggestions as to what their needs are in terms of training and equipment. Staff acknowledged Commissioner Brown's request and will place the item on the next agenda for discussion and decision - making. Announcements Next meeting — 2:00 p.m. on Monday, October 5, 2015, at the Mo'ikeha Building, Meeting Room 2A /2B. Kauai Fire Commission Open Session Meeting September 9, 2015 Page 7 SUBJECT DISCUSSION ACTION Commissioners Nizo and Yokoi noted that they would be off - island and would not be here for the October meeting. Executive At 2:52 p.m., Vice Chair Maruyama cited the Hawaii Revised Statutes to Session bring the meeting into Executive Session. ES -002 Pursuant to the Hawaii Revised Statutes §92 -4, §92 -5 (a) (2) and (4), the purpose of this Executive Session is to consider the performance evaluation for Fire Chief Robert Westerman where consideration of matters affecting privacy will be involved; provided that if the individual concerned requests an open meeting, an open meeting shall be held; and to consult with the Commission's attorney on questions and issues pertaining to the Commission's powers, duties, privileges, immunities, and liabilities as they may relate to this item: • Discussion and decision - making for the FY 2014 -2015 Performance Evaluation for Fire Chief Robert Westerman o Selection of a minimum of eight (8) Stakeholders Vice Chair Maruyama called for a motion to take the meeting into Commissioner Miranda moved to take the Executive Session. At 2:53 p.m., the Commission entered into Executive Commission into Executive Session. Session. Commissioner Nizo seconded the motion. Motion carried 6:0 Return to Open At 3:20 p.m., the Commission reconvened in Open Session. Vice Chair Commissioner Miranda moved to ratify the Session to ratify Maruyama called for a motion to ratify the action taken in Executive actions taken in Executive Session for Item ES- the actions taken Session. 002. Commissioner Nizo seconded the motion. in Executive Motion carried 6:0 Session ES -002: Motion carried 6:0 to approve the Kauai Fire Commission Open Session Meeting September 9, 2015 Page 8 SUBJECT DISCUSSION ACTION names of the eleven (11) stakeholders. Adjournment With no further business to conduct, Vice Chair Maruyama called for a Commissioner Brown moved to adjourn the motion to adjourn. meeting. Commissioner Miranda seconded the motion. Motion carried 6:0 Submitted by: Mercedes Omo, Staff Support Clerk ( x ) Approved as circulated on December 7, 2015 ( ) Approved as amended. See minutes of meeting. Reviewed and Approved by: Bradley Maruyama, Vice Chair