AMATEUR RADIO EMERGENCY SERVICES (ARES) AND RADIO AMATEUR CIVIL EMERGENCY SERVICES (RACES) PLAN
EMERGENCY SUPPORT FUNCTION 2, TELECOMMUNICATIONS,
INFORMATION SYSTEMS AND WARNING
Washington State ARES/RACES
FCC licensed Amateur Radio operators whose major purpose is to provide regional and county-wide emergency communications. In Okanogan County the ARES/RACES organization is a dual organization. It can operate as ARES, sponsored the American Radio Relay League (ARRL); or it can operate as RACES, which is administer by FEMA under Federal Communications rules (Part 97, Subpart E. Section 97.4017). For purposes within this plan they will be referred to as ARES/RACES. Which role the organization takes depends upon the particular emergency or disaster situation as follows:
A. Okanogan County ARES/RACES is a small volunteer organization of
2. RACES, on the other hand, provides emergency communications forgovernmental agencies only, during officially "declared" emergencies or disasters (usually declared at the county, state, or federal level). Operation is governed by this ARES/RACES plan, the CEMP and the Washington State
B. It should be noted that ARES and RACES licensed operators can hold dualregistration in both organizations. Further, it is encouraged by the ARRL that licensed amateur radio operators be registered/certified as both and that cooperative efforts between RACES and ARES organizations be established and maintained.
The purpose of this plan is to provide guidance, establish responsibility, and ensure coordinated operations between Okanogan County Emergency Management officials and the ARES/RACES organization during times when there are extraordinary threats to the safety of life and/or property. Maximum benefits from the ARES/RACES organizations can be obtained only through careful planning which identifies the organizations, agencies, and individuals concerned and assign a definitive role to each. This plan enables agencies and organizations having emergency responsibilities to include the ARES/RACES organizations in local emergency plans and programs.
This plan, though issued separately, will be considered as Appendix 1 to Emergency Support Function (ESF) 2 of the CEMP.
III. SCOPEThis plan provides guidance for the Okanogan County ARES/RACES organization to support local Emergency Management officials and other local public and private agencies during emergency conditions. The information in this plan is to be used as a guide. It is not the intent of this plan to limit the actions of an operator who is on site and best able to assess the prevailing conditions. However, since uniformity of procedure leads to general understanding by others about what they should do, utilization of this plan will define the Standard Operating Procedure (SOP) for the organization.
A. Federal Communications Commission Rules and Regulations, Part 97subpart E, section 97.407 addresses ARES/RACES
B. FEMA Civil Preparedness Guide (CPG) 1-15, dated March 1991, titled:Guidance for Radio Amateur Civil Emergency Service
C. RACES Plan, State of Washington Department of Emergency Management
D. Okanogan County Comprehensive Emergency Management Plan,Emergency Support Function 2, Communications and Warning
A. Emergency Coordinator (EC)/Races Office (RO)
Per CPG 1-15, local Emergency Management Directors (or designatedrepresentative/emergency coordinator) appoints, in writing, a reliable amateur radio operator to serve as the Races Officer. The Emergency Coordinator (for ARES) and Races Officer (for Races) are hereafter simply called the "Emergency Coordinator (EC)", coordinates the overall program of the organization. The EC will appoint Assistant Emergency Coordinators (AEC).
B. During actual emergency exercises and missions, the two-person teamconcept will be utilized. Teams have been tentatively assigned to the County EOCs; however members may be reassigned to any location depending on the situation.
C. To become a member of the Okanogan RACES/ARES Team, an individualwill fill out an EMD-024, Emergency Working Registration Card and submit it to the EC. Upon approval by the EC, the registration card will be forwarded to the Department of Emergency Management and an Okanogan County ARES/RACES identification badge will be issued.
Note: All applicants are subject to a background check conducted by theOkanogan County Sheriff’s Office.
VI. CONCEPT OF OPERATIONS
A. All agencies and organizations will utilize the principles of the National Incident Management System (NIMS) and specifically the policies and procedures in the Incident Command System (ICS) for response.
1. All amateur operators should tune to the primary frequency (145.45,Repeater or alternate 3.985 HF to receive information and instruction during times of emergency. Each ARES/RACES member is expected to have a basic awareness of events taking place that might result in an emergency or disaster. This could include a mass casualty event, flood, and wildfire, etc.
2. Should the need arise; the County DEM/EM may request the use ofavailable volunteer communications equipment and personnel by contacting the EC.
1. The EC will contact AEC(s) to determine what resources are available.
2. Upon activation, the EC or AEC will initiate coordination net on thefrequency established in the VHF/UHF band plan and assign and dispatch amateurs to provide backup communication.
3. Flexibility and net discipline are key factors in successfully providing effective communications. All amateurs entering the net should not transmit unless they are responding to a request from the net control operator. Tactical call signs are to be established for all assigned stations.
4. Amateur radio operators should be prepared to support the following tasks/missions at the local levels:
a. Provide back-up emergency direction and control communications between the county EOC and other local EOC’s or incident command posts. (i.e., local hospitals, Public Health, and Red Cross Shelters, staging areas, and base camps, etc).
b. Emergency communications for shelters, emergency worker centers, sheriff and police departments, 9-1-1 centers, fire departments/districts, and other requirements designated by the local emergency management office.
5. HF Activities:
Designated HF stations will be contacted by the AEC to provide liaisonand traffic handling with section nets as well as other emergency nets. The AEC will notify the section level official responsible for HF operations which stations represent ARES/RACES.
Subsequent to a disaster, HF stations will provide emergency andpriority traffic in and out of the area. If time permits, one way health and welfare (H&W) messages out of the area may be provided. Incoming H&W will be coordinated through the AEC.
6. Message traffic should be sent and received using the message form inattachment #3, Message Form.
7. Should additional amateur radio resources be needed fortasks/missions, the EC will contact adjourning counties to exhaust all local resources. If local resources have been exhausted, then the EC will contact the County EOC who will in turn contact State EOC to request additional resources/equipment.
8. This plan recognizes that amateur radio, primarily through ARESorganizations/operators, will continue to support requirements for American Red Cross, hospitals, the business community, other non- government agencies, and the general public.
D. Warning, Alert & Response Levels
The EC/AEC will develop and maintain phone trees to alert their group
E. Deployment of Personnel
The EC will usually be the liaison with the agency served and coordinates the alerting and deployment of personnel. Upon arrival at the assigned location ARES/RACES members should immediately identify themselves to the person in charge or the contact person provided by the EC or Net Control. Operations will be established as soon as possible for passing formal written traffic. In most instances 2 operators will be assigned to each location to provide relief and backup equipment.
F. Regional Support
1. ARES/RACES may be called upon to support activities in surrounding jurisdictions. The call for support may be an informal request for help from a neighboring EC, or a formal request from the State.2. At no time, should help offered to a neighboring jurisdiction impact ongoing operation.
3. In the event of a regional activation, the EC in affected jurisdiction shallhave overall authority for deploying resources. 4. The ARES/RACES team will regularly supply public safety communications in conjunction with local events (such as walk-a- thons, parades, sporting events and other community events – specifically the Grand Coulee Triathlon and Conconully Dog Sled Race) to test the effectiveness of their operation and to provide a service to the community.
1. EM or County EOC will advise the EC/AEC when their services are nolonger needed. The EC/AEC will notifiy individual operators.
2. Operators will coordinate with the respective IC they are supporting.Clean up their work area and provide paper work to the EC for inclusion in the after actions report.
A. Local DEM/EM is responsible for:
1. Ensuring an EC is appointed.
2. Assist in preparing and maintaining this plan, as needed.
3. Maintaining, at the local EOC, a radio station capable ofcommunicating on appropriate and assigned amateur frequencies used within the county and regional jurisdiction for emergency communications.
4. Provide assistance and guidance as necessary.
5. Coordinate amateur radio communications requirements with state,federal, and other organizations located within the jurisdiction.
B. EC shall be responsible for:
1. Maintaining and executing this plan as needed. Identifying andcoordinating the operation of amateur networks to support the operational requirements identified above.
2. Identifying and designating the Net Control Station. Ensuringdesignated stations are prepared to assume role as the County NCS.
3. Supervise the operation of the ARES/RACES radio station located inthe county EOC. Ensure that operators are trained and exercised on the equipment.
4. Coordinate the use of local amateur operators and equipment insupport of county government agencies, federal agencies, and others located within a local jurisdiction/region. 5. Develop training and education opportunities for the membership.
6. Being prepared to receive traffic from the general public (licensedindependent stations) over local emergency nets.
7.Maintain liaison with other ECs in surrounding counties.
C. Assistant EC shall be responsible for:
1. Provide overall coordination of the Net Control Team and establishes aCoordination Net for training exercises and missions.
2. Coordinate the recruitment of new members; keeps a record of all meetings, exercises and missions; maintains a database of membership.
3. Act as liaison with government and emergency service agencies.
4. Provide logistical and technical support to all teams in the areas of radio equipment, packet equipment, computers, antennas, power supplies, propagation and frequency planning.
D. ARES/RACES members are responsible for:
1. Participating in training sessions.
2. Briefing the EC/AEC of any changes in equipment or license status that may affect operation in the program.
3. Developing a strong background in emergency procedures, FCC Rules and Regulations and network procedures.
4. Being available when emergency communications are required by the Director of Emergency Management/County Emergency Manager.
5. Helping strengthen the organization by offering suggestions and positive feedback to correct deficiencies.
6. Complying with volunteer standards established by Okanogan County ARES/RACES and its served agencies. Specifically, the completion of NIMS ICS 100, 200, & 700 training.
7. Notifying the EC, in writing, when terminating membership.
1. Federal and county regulations require the following certifications by allmembers of the ARES/RACES cadre:
a.IS-700 National Incident Management System (NIMS)
2. All team members are required to learn the forms related to the ICS.
3. All team members are encouraged to practice their skills. CountyARES/RACES team will supply public safety communications in conjunction with local events to test the deployment and operational capabilities of its members and to provide a service to the community. This may be in conjunction with local clubs as required.
4. An annualsimulated emergency test will occur. It may be conducted in October in conjunction with the ARRL Simulated Emergency Test (SET) and the SET may be localized or conducted in cooperation with surrounding teams or on field day in June.
5. Additional training opportunities may become available as specificneeds and personnel interests develop.
6. Training may include classroom study, field exercises and may include audio-visual material developed specifically for such purposes and made available by sponsoring organizations.
7. Any relevant training undertaken by members should be reported to the EC for tracking purposes.
8. ARES/RACES members may be called upon to assist agencies conducting SAR operations. Many times these types of operations are conducted in remote areas, where communications on the agency’s frequencies may be difficult due to lack of repeaters. In most instances communications will be tactical in nature and a single net will be sufficient. In addition, simplex operations may be sufficient with the occasional use of a repeater to pass logistical requests. The EC should choose the most appropriate modes.
9. Weekly Okanogan County radio net.
10. Quartely EOC to EOC radio test, in conjunction with WA State EMD.
11. Communications Unit Leader (COM-L) training for EC and AEC’s.
1. Resource List
2. Message Preparation Instruction
3. Message & Log Forms
4. Suggested Deployment Equipment
ATTACHMENT #1 -
ARES/RACES RESOURCE LIST
|Name||Howard W. Brewer||Mark Hendershot||Dave & Julie Corrigan|
|Call Sign||K7HSM||KF7ICV||KBZSVP & KC7UJN|
|Radio Bands Operate From Home (meters)||80; 40; 20;15;12;10;2;||2||80; 40; 20; 15; 12; 10;
|Radio in car (meters)||2||2||2; 70 CM|
|Battery Back-up/Generator||Yes/Yes||Yes/Yes||Yes battery back up|
|Digital Mode (VHF Packet;HF Pactor; RSK 31)||No – to all||No – to all||PSK 31 – equipment to set up yet.|
|Local Repeater(s)||145.45; 145.72; 146.90; 147.10; 147.22;||145.45; 146.72; 146.68; 146.86; 146.90; 147.00; 147.04; 147.10; 147.16; 147.20; 147.22; 147.26||146.72; 147.10; 147.22; 444.800|
|Repeater you monitor most often||Same as above||145.45||444.800 & 147.220|
|Internet access/provider||Wireless - NCI Data||Satellite - Wildblue||DSL – Centurylink|
|Phone Number(s) – Home/Cell||997-5524||422-3814/422-4036
Cell – 322-4432
Cell – 341-4026
|Other Comments:||Can operate from his travel trailer.|
|Name||Galen Garoutte||Denny Hughes||Duane L.
|# Operators||2 (3 if Mary’s home)||1||1|
|Radio Bands Operate From Home (meters)||160; 80; 40; 20; 15; 12; 10; 6; 2; 70 CM||80; 40; 20; 15; 12; 10; 6; 2; 70 CM||80; 12; 10; 2|
|Radio in car (meters)||10; 2; 70 CM||Same as above.||2|
|Battery Back-up/Generator||Yes/Yes||Yes/Yes||Yes – generator|
|Yes – to all||No – to all||No – to all|
|Local Repeater(s)||145.19; 145.45; 146.72; 146.68; 146.86; 146.90; 146.92; 147.00; 147.04; 147.20; 147.22; 147.26; 443.550||53.11; 145.19; 145.45; 146.92; 147.20||145.45; 146.72;
146.68; 146.90; 146.92; 147.00; 147.10; 147.16; 147.20
|Repeater you monitor most often||145.45||145.450 / 145.190||145.450|
|Internet access/provider||Satellite - Wildblue||Satellite - Wildblue||None|
|Email email@example.comfirstname.lastname@example.org; email@example.com||None|
|Phone Number(s) – Home/Cell||486-0439/4229
Cell – 429-0556
Cell – 280-3438
|Other Comments:||Can operator from his travel trailer.|
|Name||Loren & Norma Holthaus||Jerry Sabin|
|Call Sign||WZ7T & AC7YL||W7UVI|
|Radio Bands Operate From Home (meters)||80; 40; 20; 15; 12; 10; 6; 2; 70 CM||80; 40; 20; 15; 12; 10; 6; 2; 70 CM|
|Radio in car (meters)||Same as above.||Same as above.|
|UHF Packet – Yes||No – to all.|
|Local Repeater(s)||53.11; 145.19; 145.45; 146.72; 146.68; 146.90; 147.00; 147.10; 147.16; 147.20; 147.22; 147.26; 443.550||145.45; 146.72; 147.00; 147.10; 147.20; 147.22; 443.550; 444.800|
|Repeater you monitor most often||146.72||145.45; 146.72; 147.100; 147.200; 147.22; 443.550; 444.800|
|Internet access/provider||Satellite – Community Net||Wireless – NCI Data|
|Phone Number(s) – Home/Cell||422-0307
Cell – 429-3537- Loren; 429-0008 Norma
Cell – 794-1021
|Other Comments:||Satellite capabilities.|
Attachment #2 - MESSAGE PREPARATION INSTRUCTION:
The purpose of this annex is to identify and establish guidance for use of the message form when transmitting and receiving message traffic between stations and for use in the EOCs.
II. USE OF THE ARRL RADIOGRAM
- Keep messages simple, clear, and be specific rather than general or vague.
- ALL messages will be processed through the Message Center Supervisor.
- One message per sheet.
NO other EOC staff (other than Runner) is allowed in the HAM Operator area.
Emergency or disaster situations can be confusing. Much of the information passed on by messages is critical to our recovery. Important information could be lost unless all message traffic is recorded accurately in a logbook.
After an emergency it is important to study the actions taken by all participants. We can identify what we did right and what needs to be improved. It is difficult to study our responses without an accurate record of those actions.
NUMBER (Mandatory)Message Center Supervisor applies
First identify the originating station (i.e, EOC, MV, NV, OD, etc) then start with number 1 and continue subsequently. Example: EOC- 1; MV-1
PRECEDENCE (Mandatory) -Originator applies.
The Precedence of the message determines what order the messages will be handled. Precedence’s in ascending order of priority:
99.99% of all messages have this precedence. These messages will be handled last.
This message is either an inquiry to the health and welfare of an individual in a disaster area or a report of the health and welfare of an individual. These messages will be handled before ROUTINE traffic.
These are messages have specific time limits. They are also for Official messages, not covered in the EMERGENCY category. This traffic will be handled before WELFARE or ROUTINE.
Any message having life and death urgency to any person or group of persons, which is transmitted by Amateur Radio in the absence of regular communication facilities. When in doubt, do NOT use this precedence. This traffic will be handled first and immediately.
Example: NR 1 R (for Routine)
HX = Handling Instructions –Originator applies.
Handling Instructions are sometimes used to tell the various stations along the way, what the desires of the originating state are.
HXA (followed by a number) = Collect land line delivery authorized by the addressee within … miles. (If no number, authorization is unlimited.)
HXB (followed by a number) = Cancel message if not delivered within … hours of filing time; service originating station.
HXC = Report the time and date of delivery to originating station.
HXD = Report to the originating station the identity of the station from which you received, plus time and date. Report the identity of the station to which it was relayed, plus time and date, or if delivered report time and date of delivery.
HXE = Delivering station gets a reply from the addressee, and originate a message back. This is the primary handling instruction we will be using.
HXF (followed by number) = Hold delivery until … (date).
HXG = Delivery by mail or land line toll call not required. If toll or other expenses involved cancel message and service originating station.
Example: NR 1 R HXE
STATION OF ORIGIN (Mandatory)– HAM Operator applies.
This is the call sign of the Amateur Radio Station generating (originating) this message.
Example: NR 1 R HXE K4IWW
CHECK (Mandatory) – HAM Operator applies.
This is a count of the number of words used in the TEXT (only) of the message. Words in the address or signature are NOT counted. Groups of figures, letters, combinations of figures and letters, and "X" are counted as words. This is the method that Amateurs use to make sure that the TEXT was received without error. Both the sender and receiver should end up with the same word count (CHECK).
Example: NR 1 R HXE K4IWW 12
PLACE OF ORIGIN (Mandatory)- Originator applies.
This field is the station of origin (who is initiating the message). In the example the Okanogan County Emergency Operations Center is initiating the message.
Example: NR 1 R HXE K4IWW 12 OC EOC
TIME FILED– Ham Operator applies.
The time the message was originated. Use Local time. Examples: 1615Z.
Example: NR 1 R HXE K4IWW 12 OC ECO 1615Z
DATE (Mandatory)- Originator applies.
This is the date the message was originated. Use month and day. The year is
ADDRESSEE (Mandatory)- Originator applies.
The name(s) and address of the person to which this message is going. Same message can be sent to more than one location.
TEXT (Mandatory)- Originator applies.
Finally! This is the message you are sending for the signature person to the addressee. It should be short (usually less than 25 words) and in telegram style. No punctuation is used. The letter "X" is used (similar to STOP in telegrams) to end one idea and start another. Example TEXT:
Need bed count X
NOTE: "X" is the only jargon allowed. "?" ok too.
SIGNATURE (Mandatory)- Originator applies.
This is the name if the person sending the message. See example above.
RECEIVED BLOCK (Optional) – HAM Operator applies
This is for the handling station to write down whom they received the message from. This field is only for the book keeping of the handling station.
SENT BLOCK (Optional) – HAM Operator applies
This is for the handling station to write down whom they sent the message to. This field is only for the bookkeeping of the handling station.
(Taken from: NC ARRL Section, January 18, 2002)
ATTACHMENT #3 – Message Form
ATTACHMENT #3 -COMMUNICATIONS LOG
ICS Form 309
|1. Incident Name:||
2. Operational Period:
Page ___ of ___
Date and Time
ATTACHMENT #4 –
SUGGESTED DEPLOYMENT EQUIPMENT
Okanogan County Frequency List
ARES/RACES Communications Plan
Jurisdictional Training/Operations Manual
AARL Repeater Book
First Aid Kit
ARRL Orange Book
Paper and Pencil
Message Log Form
Blank Note Pads
Spare HT Battery
-144 MHz preferably removable with cigarette lighter
- 440 MHZ headphones, and operations manual
Earphone and/or Speaker Mike
Hand Held Transceivers
-4 144 MHz with extendible antennas and extra batteries
- 440 MHZ headphones and Operations Manual
Food and Water for First 24 Hours
GPS with Battery Pack
Extra Clothing, Sock, Gloves, Parkas, & Boots
Scanners, Trunking and Non Trunking Types
Toilet Paper and tissues
Tools and Electrical Supplies
2 Meter Magnetic Mount Antenna
2 meter HT
DC Charger for HT