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HomeMy WebLinkAboutKFC minutes 01-05-15COUNTY OF KAUAI Minutes of Meeting OPEN SESSION Board/Committee: FIRE COMMISSION Meeting Date I January 5, 2015 Location Mo`ikeha Building, Meeting Room 2A/213 Start of Meeting: 2:00 p.m. End of Meeting: 3:14 p.m. Present Chair Jesse Fukushima; Vice Chair Eugene Jimenez; Members: Dan Brown, Savita Agarwal; Jimmy Miranda (arrived at 2:05 p.m.), and Bradley Maruyama (arrived at 2:08 p.m.) Also present: Fire Chief Robert Westerman; Boards & Commissions Office Staff: Support Clerk Mercedes Omo and Administrator Paula Morikami Excused quorum. Absent Heidy Huddy- Yamamoto SUBJECT DISCUSSION ACTION Call To Order Chair Fukushima called the meeting to order at 2:00 p.m. with 4 members present, constituting a quorum. Approval of ■ Regular Open Session Minutes of December 8, 2014 Mr. Brown moved to approve the open session Minutes ■ Executive Session Minutes of December 8, 2014 minutes and the executive session minutes of December 8, 2014. Ms. Agarwal seconded the motion. Motion carried 4:0. Chiefs Monthly 1. Overview for month of December 2014 and pertinent updates Report 2. Fiscal Report as of November 30, 2014 Chief Westerman provided the Commissioners with an overview of the monthly and budget reports. Chair Fukushima asked how many flight hours Air accumulated during the Hanakapiai rescue to which Fire Chief Westerman replied he believes the Kauai Fire Commission Open Session January 5, 2015 Page 2 flight hours for that particular rescue operation took roughly 4 to 5 hours to complete. Prevention Bureau Chief Westerman stated the Fire Department is currently looking to change the ordinance to include a failure fee. He explained that the proposed fee will be incorporated into the certificate of occupancy, but will cost the owner a penalty payment if anything fails. Vice Chair Jimenez asked how much is the certificate of occupancy fee presently to which Chief Westerman replied the current certificate of occupancy fee is 12 %, which is what the Department of Public Works charges for a building permit. Chief Westerman explained that the failure fee is being proposed because the fire inspectors are finding themselves having to do a series of inspections to find other failures instead of doing the usual certificate of occupancy inspection. Ocean Safety Bureau Chair Fukushima asked how many water safety personnel are qualified to operate the jet skis to which Chief Westerman replied about 25 water safety personnel are qualified to operate the jet skis. Commissioner Miranda asked how many jet skis does the department have to which Chief Westerman replied the department currently has a total of eight jet skis that are kept in service in each of the different districts throughout the island. Commissioner Agarwal asked if the department has a sufficient number of life guards to which Chief Westerman replied the department could always use more. In fact, during this year's budget out of the four part-time life guard positions the department will be converting two of its part-time positions into full -time positions, which should improve staffing. Kauai Fire Commission Open Session January 5, 2015 Page 3 Commissioner Agarwal asked once a person passes the lifeguard test how long does it take for that person to become a full- fledged lifeguard to which Chief Westerman replied most of the part-time positions normally go through a short term hiring process, which is good because it gives the department the opportunity to test their skills further, and to see how serious that person is to want to stay employed. Commissioner Miranda asked if the department accepts volunteers from the community who want to be a lifeguard to which Chief Westerman replied the issue really boils down to the union agreement and the training aspect. Chair Fukushima stated he recalls back in the 70's and 80's the Kauai Police Department implemented a volunteer program in which the volunteers themselves would wear a uniform (minus the weapon) to help direct traffic whenever there was a need for it. He questioned whether the Fire Department would consider that type of a program where members of community could come in and sign up to become a volunteer lifeguard to assist with the ocean recuses. Chief Westerman replied from what he understands a lot of the ocean rescues that have occurred were done by local surfers, and even the Junior Lifeguards have gotten involved by pointing out all of the bad spots to the people on the beach. Daily Flight Log Chair Fukushima pointed out he noticed there were no maintenance hours recorded in the maintenance column to show how many hours were put in to maintain the aircraft (Air I) to which Chief Westerman replied although the report does not reflect the amount of maintenance hours he can assure the Commission that each morning and night the aircraft (Airl) undergoes a series of maintenance inspections before and after a flight occurs. Communications KFC 2015 -01 Fire Commission Budget and Expense Report Kauai Fire Commission Open Session January 5, 2015 Page 4 Chief Westerman shared that Deputy Chief John Blalock will be transferring from his current position to the positon of Captain within the next 30 days. Chair Fukushima asked what is the status on filling the deputy's position in terms of hiring in -house personnel to fill the positon to which Chief Westerman replied he is looking at all of his options, but is nowhere near to making a decision. In fact, he is unsure whether or not he can fill the position from within in that short period of time. Chair Fukushima stated from his standpoint, he would like to think that someone from within, who is well versed and has the appropriate schooling, will be selected to fill the deputy's positon before any consideration is made to hire someone from the outside. Chief Westerman explained the problem has nothing to do with finding a qualified person from within the department to fill the position because the concern is with the inversion issue. He stated with a $40,000 to $50,000 pay difference the deputy's position salary is lower than his subordinates, which makes it very difficult for someone to want to step in to the position. Chair Fukushima stated it would take a different type of person to want to run a department with a salary lower than his subordinates, and still be able to manage the department to a certain standard without having any expectations. Commissioner Miranda asked how much does the Deputy Fire Chief make to which Chief Westerman replied $105,000 with no overtime and premiums. Chair Fukushima stated the discrepancy within the civil service system is nothing new and he would like to think that in Deputy Blalock's case, regardless of what position he decides to pursue, the amount of experience and knowledge he has will be a great asset to the administration. Kauai Fire Commission Open Session January 5, 2015 Page 5 Deputy County Attorney Hall advised the Commissioners to refrain from discussing the Deputy Fire Chief's salary because it is not part of the agenda. Chair Fukushima stated in light of counsel's advice he asked that the matter be place on the next agenda in accordance to the Sunshine Law. Staff acknowledged the Chair's request. Mr. Jimenez moved to receive the Budget and With no further discussion, Chair Fukushima called for a motion to receive Expense Report for the record. Mr. Miranda the Chief monthly Budget and Expense Report for record. seconded the motion. The motion carried 6:0. KFC 2015 -01 Fire Commission Expense Report Chair Fukushima stated he would like to suspend the rules and call Ms. Morikami to the floor to provide input on whether any changes or revisions were made to the Commission's budget. Ms. Morikami stated in regard to travel she is unsure what the Administration's plans are with the other departments, and as for the Commission's budget she does not have any changes to report or recommendations at this time. Vice Chair Jimenez moved to receive item KFC Chair Fukushima thanked Ms. Morikami for the information and called for 2015 -01. Commissioner Miranda seconded the a motion to receive item KFC 2015 -01 for the record. motion. The motion carried 6:0 KFC 2015 -02 Kauai Fire Department Strategic Planning Assessment Report. Chief Westerman stated that the Report is only Phase 1 of the strategic planning assessment, and that the Kauai Planning & Action Alliance Inc. was retained to proceed with the Phase 2 Assessment. Vice Chair Jimenez stated he was concerned that some of the comments that were made in the report by certain individuals were not given the same amount of weight compared to the other individuals who responded in a larger context. He stated with the start of Phase 2 perhaps his concerns could be taken into consideration. Kauai Fire Commission Open Session January 5, 2015 Page 6 Chair Fukushima asked about the status of the Hoike presentation to which Chief Westerman replied that they are still working on a schedule with J Robertson for him and the deputy to tape the presentation. Vice Chair Jimenez shared with the Commissioners that in an effort to increase public relations the Fire Department has decided to tape a presentation on Hoike Television. The presentation will provide an overview of what the Fire Department is all about. With no further discussion, Chair Fukushima called for a motion to receive item KFC 2015 -02. Vice Chair Jimenez moved to receive item KFC 2015 -02. Commissioner Agarwal seconded the motion. The motion carried 6:0. Business KFC 2014 -26 Selection of Chair and Vice Chair for 2015 (On- going). Chair Fukushima opened the floor for nominations for the position of Chair. Commissioner Brown moved to close the Commissioner Miranda nominated Vice Chair Jimenez to the position of nominations for Chair. Commissioner Maruyama Chair to which Commissioner Agarwal seconded. seconded the motion. The motion carried 6:0 Commissioner Miranda moved to elect Vice Chair Jimenez to the position of Chair for 2015. Commissioner Agarwal seconded the motion. The motion carried 6:0 Chair Fukushima opened the floor for nominations for Vice Chair. Commissioner Agarwal stated she would like to nominate Commissioner Brown to the position of Vice Chair to which Commissioner Brown respectfully declined and stated that he would like to nominate Commissioner Brown moved to nominate Commissioner Maruyama to the position. Vice Chair Jimenez said he Commissioner Maruyama to the position of Vice would second the motion. Chair for 2015. Vice Chair Jimenez seconded the motion Kauai Fire Commission Open Session January 5, 2015 Page 7 Discussion Commissioner Maruyama stated he had some reservations on becoming the Vice Chair because he needs more time to learn the process of the Fire Department. Chair Fukushima stated in all retrospect the Chair's position is really not a tough job, but he understands how hard it could be for someone who is not familiar with the County's process to make them feel that they need more time. However that should not deter anyone from wanting to serve as Chair because the Fire Commission is a civilian body, and although the Chair will make some mistakes what matters the most is the person's heart and their intentions. He stated the fact that we are all sitting here shows that we are all willing to serve the community as volunteers on the Fire Commission. Commissioner Maruyama thanked the Chair for his words of encouragement and accepted the nomination as Vice Chair. With no further discussion, Chair Fukushima called for the vote. The motion carried 6:0 Vice Chair Jimenez stated as the Commission moves on to the next business item he would take the time to thank Chair Fukushima for a stellar job performance throughout the year. His knowledge in parliamentary procedures in county government has been a valuable asset, and he will be missed on the Fire Commission. KFC 2014 -27 Discussion and decision - making on the 2015 Fire Commission Meeting Schedule (On-going). Kauai Fire Commission Open Session January 5, 2015 Page 8 Ms. Morikami stated at the last meeting, she explained to the Commission how the Office of Boards and Commissions are looking for ways to cut costs by looking at all 17 Boards, Commissions, and Committees they manage, and the various meeting dates and schedules including the different meeting requirements within each of their rules. She stated the Budget Team is doing a budget presentation tomorrow and 3 members of the Fire Commission have signed up to attend. She stated the presentation will give the attendees a better understanding and idea of the fiscal issues that are facing this County. In light of that, the Office of Boards and Commissions is looking at ways to stream line productivity and cut expenses, and one area that we are looking at is changing the meeting requirements to at least six times a year, which would still mean that the Commission could still meet every month, but if there is nothing on the agenda except the Fire Chief's report, then the Commission does not have to meet. Ms. Morikami stated in order for the Commission to reduce its meeting requirements the Commission will need to amend its rules, which will require a public meeting. She explained that the notice for a public hearing must be published in the newspaper 30 days prior to the public hearing date, which in this case, the Office of Boards and Commissions is looking at March 9 as the date to hold the public hearing, which would mean that the notice must be published in the newspaper on February 9. Vice Chair Jimenez stated at the last meeting, he made a statement that he was all for the idea of being fiscally responsible, but questions with all of its responsibilities the Commission has in terms of reviewing the budget, hiring, evaluating and termination of the Chief (if necessary) he does not want the Commission to get too far removed from its responsibilities and the operations of the Fire Department. Which brings up the question of how much money would it really save to reduce the meetings requirements; is it a substantial amount or for a lack of words a rinky dinky amount? Kauai Fire Commission Open Session January 5, 2015 Page 9 Chair Fukushima stated it is a collective effort by the Office of Boards and Commissions not just for the Fire Commission, but for the other Commissions as well. Chair Fukushima asked hypothetically, if all of the Commissions decided to comply with the request how will it financially impact the Office of Boards and Commissions budget. Ms. Morikami stated she is here to present the proposal and it's up to the Fire Commission to decide whether or not it wants to meet once a month or six times a year. Chair Fukushima stated although he understands that proposal is coming from the Administration he feels that the Office of the Boards and Commissions needs to do a good job in justifying the proposal not just to the Fire Commission, but to all of the other Boards and Commissions in terms of how much money the proposal will actually save. He stated the answer will definitely help to find a balance of what is being proposed, and help the Commissioners decide whether or not to continue its meeting schedule as usual. He stated by meeting once a month it will give the Commissioners a feeling of continuity with their respective departments. Commissioner Miranda noted for the record that he will not be able to attend the meeting on December 7. Commissioner Agarwal stated she echoes the sentiments of the Vice Chair of not wanting the Commission to be removed from its responsibilities. She stated more research needs to be done in terms of the budget to find where the money is being spent, and if necessary perhaps cut in those areas. Chair Fukushima stated from what he understands 80% of the County's funds goes to pay for salaries and benefits, and the other 20% goes to purchase materials the County needs to operate. Ms. Morikami noted that the proposal is something for the Commission to consider and no action needs to be taken today. Kauai Fire Commission Open Session January 5, 2015 Page 10 Vice Chair Jimenez thanked Ms. Morikami for her comments and suggested that the Office of Boards and Commissions move forward and schedule the public hearing because the Commission really does not need to take action until after the public hearing on March 9 is over. Ms. Morikami stated the Commission should keep in mind that according to its rules any time a meeting is cancelled due to a lack of a quorum the Commission must meet on any day within the following week. She stated on two occasions this year the Commission did not have a quorum, and did not reschedule the meeting, which was in violation of the rules. Ms. Morikami stated in an effort to avoid that situation from occurring again, she is asking the Commission to consider the proposal, which she believes would offer the Commission more flexibility in their rules. Commissioner Brown asked with a reduction of personnel staff how would scaling down the meeting schedule from 12 to 6 times a year affect the Office of Boards and Commissions workload. Ms. Morikami stated it will give her staff some breathing room to transcribe the meeting minutes from previous meetings, prepare the agenda and gather all of the materials needed for an upcoming meeting. She added that although she does not have a problem attending all 17 Boards and Commissions meetings she would like the Commission to at least consider the proposal to scale back on its meeting requirements. Chair Fukushima stated based on the discussion he would like to recommend two things, however, if the Commissioners feel that they need more time then he would call for a motion to defer the matter for continued discussion at the next meeting; if not, then he would entertain a motion to keep its regular meetings to once a month or reduce it to no less than 6 times per calendar year. Kauai Fire Commission Open Session January 5, 2015 Page 11 Commissioner Miranda stated that he would like to continue the discussion at the next meeting because from what he understands the Commission could either keep its regular meeting schedule or leave it up to the Chair to decide. He stated because he already knows that some of the meetings will lack a quorum perhaps the Commission would consider meeting 8 times per calendar year as opposed to meeting 6 times per calendar year. He stated either way it would still give the Commission time to review the budget and still have the flexibility to meet every month if necessary. Commissioner Miranda indicated that he would like to entertain a motion to put the matter back on the agenda for continued discussion at the next meeting. Commissioner Brown stated because it will take 60 days to have the public hearing (which means the public hearing will not happen until April) he agrees with Commissioner Miranda's suggestion that the Commission should meet 8 times per calendar year instead of meeting 6 times per calendar year. Commissioner Maruyama stated just so he understands correctly, the proposal is for the Commission to meet at a minimum of 8 times per calendar year with the flexibility to meet more if necessary to which Commissioner Brown replied yes. Deputy County Attorney Hall stated for clarification whatever language the Commission decides upon can be included in the Notice of Public Hearing without it be completely finalized. In other words, the Commission does not need to nail down the exact amount of when it wants to meet nor choose a specific number of months. Chair Fukushima thanked the Deputy for the clarification and called for a motion. Commissioner Miranda moved that the Commission meet 8 times per calendar year. Vice Chair Jimenez seconded the motion. Kauai Fire Commission Open Session January 5, 2015 Page 12 Discussion Chair Fukushima stated as it stands right now the language will reflect that the Commission will be meeting a minimum of 8 times per calendar year with the understanding that the Commission could still meet every month, if needed. With no further discussion, Chair Fukushima called for the vote. The motion carried 6:0 Chief Westerman joined in the discussion and asked if the Commission will have discretion on the paragraph where it states the Commission may consent to postponement of any meeting to any other day within the following week. He stated relative to the motion that was made and just voted upon, he would like to suggest that the Commission remove the paragraph otherwise, the Commission will still end up with extra meeting dates. Deputy County Attorney Hall thanked Chief Westerman for making a good point noting that he would work with the Commission in redrafting the rule to make sure that it meets the Commission's needs. Vice Chair Jimenez stated if by chance the Commission has a change of heart the rule can always be changed to which Deputy County Attorney Hall replied yes. KFC 2015 -03 Goal Setting for the Fire Chief for FY 2015/2016. Chair Westerman stated although he has drafted his own set of goals his concern is with the new Phase II Strategic Plan coming up as it will have its own set of goals, and at this point, wonders whether the Commission would like to review his goals and accept it, or replace them with the new strategic plan goals. Vice Chair Jimenez stated he wants to make sure that the goals are both measurable and attainable, and wants each division to have its own set of goals that are also measurable and can be completed within a timeline. He suggested that the Commission review and discuss the Chief's goals, and once the Phase II of the Kauai Fire Department's Strategic Planning Kauai Fire Commission Open Session January 5, 2015 Page 13 Submitted by: Mercedes Omo, Support Clerk (X) Approved as is on February 2, 2015 ( ) Approved with amendments. See minutes of Reviewed and Approved by: meeting. Eugene Jimenez, Chair -elect Assessment is completed perhaps the Commission can at that time refine and or modify the Chief's goals. Commissioner Brown stated the comments that were made in the Kauai Fire Department Strategic Planning Assessment Report is nothing new and at some point, he would like to address the problems that have come across the department before, and see what type of the solutions the Chief and the Commission may have. Chair Fukushima called for a motion to defer item KFC 2015 -03, for Commissioner Brown moved to defer item KPC continued discussion at the next meeting. 2015 -03, pending the receipt of the Chief's goals for FY 2015 -2016. Commissioner Miranda seconded the motion. The motion carried 6:0 Announcements The next Fire Commission meeting is scheduled for Monday, February 2, 2015 — 2:00 p.m., Mo`ikeha Building, Meeting Room 2A/B. Adjournment Chair Fukushima declared the meeting adjourned at 3:14 p.m. Submitted by: Mercedes Omo, Support Clerk (X) Approved as is on February 2, 2015 ( ) Approved with amendments. See minutes of Reviewed and Approved by: meeting. Eugene Jimenez, Chair -elect