Delaware County Amateur Radio Emergency Service. Operations Manual

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1 Delaware County Amateur Radio Emergency Service Operations Manual Effective date April 15, 2014 Rev 1.0

2 CONTENTS PURPOSE... 2 EXPECTATION OF MEMBERS... 2 ELIGABILITY... 2 EQUIPMENT... 2 SOFTWARE... 2 AVAILABILITY... 3 TRAINING... 3 CODE OF CONDUCT... 3 ORGANIZATION... 4 ARES ACTIVITIES... 6 MONTHLY RADIO NET... 6 MONTHLY TRAINING MEETING... 6 PUBLIC SERVICE EVENTS... 6 GUIDELINES FOR EVENT MANAGEMENT... 6 GUIDELINES FOR EVENT VOLUNTEERS... 6 EMERGENCY OPERATIONS... 7 GUIDELINES FOR ARES ACTIVATION... 7 STEPS TO ACTIVATION... 7 HOW TO RESPOND... 8 WHEN YOU ARRIVE... 9 OPERATIONAL PLANS... 9 AEC ASSIGNMENTS EOC EVENT LOG NET CONTROL MESSAGE HANDLING NET OPERATION TACTICAL CALLSIGNS IDENTIFICATION DELAWARE COUNTY ARES COMMUNICATION PLAN APPENDIX 1 - PASS-ON LOG AND EXAMPLES APPENDIX 2 - SEVERE WEATHER COVERAGE...16 APPENDIX 3 - AUTO DIALER INSTRUCTIONS...18 APPENDIX 4 - EMERGENCY NUMBERS...19 APPENDIX 5 - RADIO FREQUENCY LIST..20 1

3 PURPOSE The Amateur Radio Emergency Service has been providing communications assistance in times of disaster since the 1930 s. Consisting of federally licensed Amateur Radio operators, ARES members come together for the common purpose of providing emergency and/or auxiliary communications to public safety and public service organizations. Most individual ARES units are autonomous and operate locally. Although the Amateur Radio Emergency Service is a program (and trademark) of the American Radio Relay League (ARRL) in the USA, the structure is more supportive than directive in nature, providing mostly for mutual aid in the event of large-scale emergencies. ARES groups are organized on a county level, and operate at the direction of a county Emergency Coordinator (EC) who is an ARRL member and trained in communications. A secondary purpose of ARES is to provide public service communications support for qualified organizations, typically representing a charitable function or an activity in the public interest. DELAWARE ARES provides this service at no charge. EXPECTATION OF MEMBERS ELIGABILITY The only qualification for membership in Delaware ARES is a valid Amateur Radio license and a desire to help the community. Members are expected to be of high moral and behavioral character. In order to obtain certain access to operations centers, a minimal background check may be required. No specific training is required to become a member, however training in both FEMA/NIMS courses and locally provided training sessions becomes an important part of membership. Continued participation in nets and public service events should provide exposure to good operating practices including net control. EQUIPMENT Members are expected to have at a minimum a dual-band handheld radio and related equipment to provide communications from various locations as needed. Typically, members have mobile radios and home stations (preferably with backup emergency power) with which they can participate in ARES activities and emergencies. SOFTWARE Members can expect to be exposed to several software packages. In addition to the normal MS Office products, members should become familiar with fldigi for digital message transfer, and with WebEOC which is the software Delaware County and the State of Ohio use to manage events on the EOC level. 2

4 Experience with other software is beneficial, including radio programming software and . Experience with mapping from the Internet and on cellphone apps will be necessary for search missions. AVAILABILITY We recognize this is a volunteer organization, thus we do not demand any portion of your time. Your priorities are obvious, they should figure into your response when called: Family First! Job Second! Service Third. Recognizing those priorities and the normal pressure from daily activities for your time, we do feel it necessary to suggest that you plan to invest time in ARES. There are no minimum attendance requirements, but we do emphasize that you are expected to participate as often as possible. We recommend that you have appropriate personal and radio supplies at the ready. TRAINING The world of emergency response and management has become very complex and structured; the days of just showing up or call me if you need me have ended. While Delaware ARES has no minimum requirement many served agencies expect our members to be conversant in how they handle their operations and emergency response. We strongly recommend members spend just a few minutes and go through the following online courses in NIMS (the National Incident Management System): IS-100.B- Introduction to Incident Command System IS-200.B- ICS for Single Resources and Initial Action Incidents IS-700.A- Introduction to NIMS IS-800.B- National Response Framework In addition we highly recommend that the ARES volunteer complete one of the ARRL emergency communications (EMCOMM) courses, such as EC-001 Introduction to Emergency Communication. A highly motivational course is the AUXCOMM course offered by Ohio EMA and others. Delaware ARES offers significant training in our monthly training meeting (held the second Thursday of each month, typically at the Delaware County EOC). Participation will allow the ARES member greater insight into how situations are handled in the field, how we can be of more assistance to responders, and how an event is managed inside the EOC (Emergency Operations Center.) Since communications is a vital part of any activity, we are better able to serve when we understand the responding agency s goals and operation. CODE OF CONDUCT Delaware ARES members are expected to conduct themselves in a professional manner at all times while participating in an ARES activity or when representing the organization. This applies to behavior, attitude and attire. Members will follow rules and regulations of any building or property where they are assigned. No Delaware ARES member will participate in any activity or volunteer their services while under the influence of any drugs or alcohol. 3

5 ORGANIZATION The conduct of the Delaware County ARES is managed by the ARRL Emergency Coordinator (EC). The EC has several responsibilities: 1. Promote and enhance the activities of the Amateur Radio Emergency Service (ARES ) for the benefit of the public as a voluntary, non-commercial communications service. 2. Manage and coordinate the training, organization and emergency participation of interested amateurs working in support of the communities, agencies or functions designated by the Section Emergency Coordinator/Section Manager. 3. Establish viable working relationships with federal, state, county, city governmental and private agencies in the ARES jurisdictional area which need the services of ARES in emergencies. Determine what agencies are active in your area, evaluate each of their needs, and which ones you are capable of meeting, and then prioritize these agencies and needs. Discuss your planning with your Section Emergency Coordinator and then with your counterparts in each of the agencies. Ensure they are all aware of your ARES group's capabilities, and perhaps more importantly, your limitations. 4. Develop detailed local operational plans with ''served" agency officials in your jurisdiction that set forth precisely what each of your expectations are during a disaster operation. Work jointly to establish protocols for mutual trust and respect. All matters involving recruitment and utilization of ARES volunteers are directed by you, in response to the needs assessed by the agency officials. Technical issues involving message format, security of message transmission, Disaster Welfare Inquiry policies, and others, should be reviewed and expounded upon in your detailed local operations plans. 5. Establish local communications networks run on a regular basis and periodically test those networks by conducting realistic drills. 6. Establish an emergency traffic plan, with Welfare traffic inclusive, utilizing the National Traffic System as one active component for traffic handling. Establish an operational liaison with local and section nets, particularly for handling Welfare traffic in an emergency situation. 7. In times of disaster, evaluate the communications needs of the jurisdiction and respond quickly to those needs. The EC will assume authority and responsibility for emergency response and performance by ARES personnel under his jurisdiction. 8. Work with other non-ares amateur provider-groups to establish mutual respect and understanding, and a coordination mechanism for the good of the public and Amateur Radio. The goal is to foster an efficient and effective Amateur Radio response overall. 9. Work for growth in your ARES program, making it a stronger, more valuable resource and hence able to meet more of the agencies' local needs. There are thousands of new Technicians coming into the amateur service that would make ideal additions to your ARES roster. A stronger ARES means a better ability to serve your communities in times of need and a greater sense of pride for Amateur Radio by both amateurs and the public. 10. Report regularly to the SEC, as required. 11. Emergency Coordinators are encouraged to earn certification in Level 1 of the ARRL Emergency Communications Course 4

6 Delaware County ARES has created several important positions to assist in serving the public and to keep ARES at the cutting edge of emergency communications. These positions are Assistant Emergency Coordinator (AEC) positions, and have specific responsibilities. AEC Lead This person will act in the absence of the EC to oversee all operations and activities, interface with served agencies and conduct normal business. AEC Special Projects This person will keep the vision of how ARES can be of technical assistance to served agencies, and be instrumental in the design/development of projects. AEC Digital Communication This person will promote digital communications and resources, train and encourage members, and facilitate digital applications for served agencies. AEC Tactical Operations This person will head up field operations during a disaster or emergency, working directly with Incident Command, NCS stations and other key players to pass on tactical assignments for ARES individuals. AEC PIO This person will be involved in communicating the interest of ARES to the general public and media. AEC Technical Assistant This person will provide technical assistance in the operation of repeater communications and other communications resources. In emergency deployment, will consult with Tactical Operations to develop dependable communications links. AEC NTS Liaison This person has the duties of coordinating our support with the National Traffic System by moving or handling traffic into and out of Delaware County. This person is responsible for training ARES members in handling traffic. AEC Volunteers This person will cultivate membership for the ARES. In an emergency, this person will be responsible for welcoming and applying spontaneous volunteers and other non-ares members wishing to participate. 5

7 ARES ACTIVITIES MONTHLY RADIO NET Delaware ARES holds a radio net the first Thursday of every month. This net offers an opportunity to test and operate your emergency radio equipment, participate in planning and training. Members are reminded of the net time, frequency and other information by . MONTHLY TRAINING MEETING Delaware ARES holds a training meeting on the second Thursday of every month. These meetings are typically held at the Emergency Operations Center, 11 Court St., Delaware beginning at 7PM. Regular business, updates on coming activities and changes to our operations are detailed, the training on a specific topic takes place. Occasionally meeting locations and time may be changed as needed. Members are urged to attend these meeting to stay current with served agency operations. PUBLIC SERVICE EVENTS A large part of service to our neighbors is providing communications for public events. This service (by ARRL edict) is provided at no charge, we cannot ask for financial reimbursement. We have set two basic criteria for volunteering to serve- first, that the event has a significant public impact and second, that the even benefits a worthy cause. GUIDELINES FOR EVENT MANAGEMENT All members are urged to participate in coordinating an event! Some of the duties include: Initial contact with the organization to determine needs, times and scope of the project. Determination of our participation (number of volunteers, time, place) Soliciting ARES volunteers to cover the event Maintaining contact with the organization for changes and updates (maps, etc.) Update volunteers by as plans develop specific assignments and duties immediately prior to the event with frequencies, reporting times, expected duration, any supplies needed, CELL NUMBERS, etc. Net control the event (or designate a net control) Follow-up with communication to the organization, and thanks to the members Report members and times to EC for logging and reporting purposes GUIDELINES FOR EVENT VOLUNTEERS All members are urged to participate in our event coverage throughout the season. These events are generally fun, and it s good to help these organizations. Further, it presents the capabilities of Amateur Radio to the public! Sign up sheets are usually circulated at ARES and DELARA meetings, and notifications are usually sent to which you may respond. You can always contact the event manager directly with your desire to participate. As defined above, you can expect to receive information on the event prior to your reporting day. When the event arrives, you should be prepared: Have radio, antenna and power ready to go (have a backup radio if possible!) 6

8 Make sure you know how to operate the radio (changing frequencies, repeaters, etc. on the fly) Bring or obtain an ARES vest. Keep it on while outside, especially near traffic areas! Bring water and any other personal supplies (medicine, bug spray, clothing) you might need Have a map printed so you re familiar with the event and your location CHECK IN! Typically there is conversation on a repeater leading to the event as volunteers are traveling to and arriving at the event. Once there and ready to go, formally check into the net and confirm your position. Check in when leaving the air/position for breaks or at the end of the event. When operating an event REMEMBER YOUR PERSONAL SAFETY COMES FIRST!! o Park in a safe position, so as not to impede traffic. o Use magnetic door signs if you have them to identify your vehicle o Stand in a place of safety. ALWAYS keep a watch for traffic o LISTEN!! You should always hear some traffic on the radio- make sure your batteries are still functioning and you can answer if called. In keeping with our terrorism awareness training, keep an eye out for unusual or suspicious activity- report to net control immediately! If security is a concern, make a cell phone call. Make mental note of any problems, which could be addressed to improve future events. When you leave, make sure there is no trash left. EMERGENCY OPERATIONS As a part of the Ohio ARRL Section, Delaware County ARES has guidelines in the Ohio Section Emergency Response Plan. EC, AEC s and members should have a working knowledge of the provisions including alerting, station requirements, preferred Ohio frequencies, and Health & Welfare guidelines. GUIDELINES FOR ARES ACTIVATION ARES can be activated for a number of situations by any of several served agencies. Examples might be a request from the Red Cross to communicate from a shelter or for an event, a request from the EMA to provide coverage for an emergency situation within the county, a request from a police agency to participate as part of the Missing Person operating guidelines, or Imminent threat of severe weather. STEPS TO ACTIVATION There are many ways for the initial word of an emergency event to come to ARES. In many circumstances, such as pending weather events, we have enough lead time to issue alerting reminders through normal - they might contain briefing links from the National Weather Service, EMA, etc. We try to make members aware of potential activity well in advance. 7

9 In short-fuse situations, the EC is on the county s All Call list for CODE RED - an emergency phone alerting system. All ARES members should make sure we have your correct alerting phone number. In addition, you should sign up for normal CODE RED messages through the EMA website. When alerted, the EC will contact the EMA Director (failing that, Delcomm) to get information on the situation and possibly deployment. Another method might be a direct call from an agency requesting our services. There is even an link on the DELARES webpage to alert the EC. In short, somebody gives us a call. The EC (or his designate) will determine what would be a proper response ( i.e.- lead crew to EOC, standby alert for all, or general activation) and alert members accordingly. The primary means of alerting members is the county s auto-dialer telephone system, which can dial a large number of telephones to convey a recorded message. When known, this message will contain brief details of the situation, what repeater to call onto, and what actions you should take. Calls will also go out on the local repeaters. Another alerting process is our severe weather coverage. For every week of the year, an on-call and backup member is designated to monitor the weather conditions. Should any watches or warnings be issued, this on-call member begins to monitor the weather net on , and watch local weather conditions carefully. When it appears definite that severe conditions will affect Delaware County, the on-call person reports to the EOC, turning on the VHF radios there to check into the 76 weather net and monitor Telephone contact is made with Delcomm upstairs, to notify the supervising dispatcher of our presence. The idea is that we feed pertinent information upstairs to the 911 center, and they feed information back to use so we can notify NWS. Regular ARES members should actively participate in the weather net and keep advised of the situation. Should ARES need to go to formal activation, the EOC station makes that announcement over 76 ( Delaware ARES has been activated, all Delaware ARES members should QSY to the repeater, or whatever frequency is chosen. ) At this time the autodialer would be activated as well. Should conditions suggest to you that a communications emergency might exist, you are encouraged to monitor the various repeaters to hear any relevant messages. HOW TO RESPOND There is no official ARES uniform; members are encouraged to dress professionally and according to the situation and expected weather conditions. ARES does offer reflective safety vests to identify our members when operating outdoor events. Some active members may wish to carry their vests with them. A few are available at the EOC, a few from the communications trailer, and the majority will be available from the EC. Members should always carry a copy of their FCC amateur radio license. If available, an ARES or Delaware County ID is advisable. Always bring your handheld(s) and any other radio gear you consider necessary after learning the specifics of the activation or event. If available, bring your magnetic door signs (it s better to place them AFTER ARRIVAL as they tend to fly off the door when driving.) Bring your own supplies such as medication, water, snacks and clothing for the weather conditions. What you need to bring varies with the event and the expected duration of our service. 8

10 As a volunteer you are responsible for your own medical, liability, auto and equipment insurance and safety. Net Control or EOC should provide certain specific information to each member when giving out an assignment. Write down the information! Specific location (address, etc.) Your expected function there (indoor, outdoor, etc.) Your contact person at the scene Frequency you ll be operating on once there Any other details (perhaps how long to expect to be there, what to watch for, etc.) WHEN YOU ARRIVE When directed to a specific assignment, you should drive with due caution to reach your location safely. (You can t help if you don t get there!) Park in a safe place so as not to block traffic. Meet your contact person, discuss where you will set up your station, what duties you ll have. Make sure to get a cell number for the contact (and any assistant people to whom you ll report.) Discuss restrooms, whatever other equipment you ll need or operate (they may want you to send faxes, etc.) Remember you are there to ASSIST, not to take over their job! Set about putting your station on the air, establish good communication. Then check in with Net Control when you re operational and ready to send messages. LISTEN! Stay in communication with the net at all times. Check out if you re taking a break or running an errand, etc. OPERATIONAL PLANS It is not advisable to create a tightly structured operations plan simply because every emergency situation is different and requires an individual approach. There are some general guidelines to follow. In accordance with NIMS, amateur radio is recognized as a valuable backup or secondary communication platform. Our duties will probably be aimed at backup and support operations around an emergency situation. While we have training in damage assessment, search documentation and other aspects that might be used in a large event where normal responders are stretched and not available, it would be more prudent to anticipate operating in support roles. An example is operating as a communications station in a Red Cross shelter or warming station. Or to report conditions and check 9

11 on Special Needs residents near to our own residences during a winter storm or extended power outage. We might be positioned at strategic points to monitor flooding conditions. We could be used to send messages and reports to the Ohio EOC via W8SGT. Any of these situations would require different numbers of people, approaches to communicating, and time of services. Some basics will lay a foundation for our operation. AEC ASSIGNMENTS AEC s have been assigned specific areas of responsibility. In a full-scale activation, these AEC s would be expected to report to the logical location that serves their responsibilities (i.e.- PIO to EOC JIC, etc.) EOC During any activation, the ARES station at the Delaware County EOC (basement, 11 Court St.) will be staffed and operating. Staffing levels will differ- a stand by might involve one ARES member (most likely the EC) to be present. A full EOC activation will require two at minimum, three desirable to operate the station, gather messages and fill other functions. EVENT LOG One function assigned to the EOC is logging during the activity. There are two methods of logging, one is the ARES paper log sheet, which contains date/time information, a summary of the entry, and a column to indicate whether the message has been completed, or whether we are awaiting a response. See Appendix 1 to review the log sheet. The other method of logging is entering events and notes into the software program WebEOC, which is used to manage any event during EOC activation. EOC members have an ARES checkin, and have the ability to reach WebEOC from the laptop at the communications booth. It is advisable to immediately log into WebEOC when operations are begun. Likewise, it s advisable to log into the county ARES to receive any messages from participants. In either case, message content may be copy-pasted from these programs into an IS-213 form to be transmitted digitally. We should have a printer in the comm booth you may use to print out messages for our notebook logging. Otherwise, we do have access to a network printer in the EOC for the same. NET CONTROL A Net Control station will be established to announce callouts, accept checkins and announce deployment. Typically this would be the EOC station, and the Delaware County ARES Callsign N8DCA would be used to control the net. If the amount of radio traffic becomes too great for the EOC station (which has other administrative duties and message prep to consider), then another station will be given Net Control responsibilities, with the EOC and other stations as net members. MESSAGE HANDLING An important part of ARES is message handling. The traditional standard for amateur radio messaging is the ARRL message form. Members should be at least familiar with this form in case it is used, typically in amateur radio functions or health-and-welfare traffic. H/W TRAFFIC WILL NOT BE HANDLED BY THE EMERGENCY COVERAGE TEAMS. Any such messaging will have to be carried out on another repeater 10

12 system, or simplex and THESE MESSAGES ARE SECONDARY to our primary purpose. As an emergency situation continues, and administrative traffic slows, we might then be able to start H/W messaging for victims. Members should be aware of the Red Cross website messaging for the same purpose. The primary message form for our operations will be the FEMA IS-213 message form. This is understood by public safety personnel, and is built into WebEOC and fldigi. These forms will be used to transmit messages to the state EOC and other safety agencies. NET OPERATION When it becomes necessary to launch an ARES related net, the net control operation should do the following: 1. Listen to make sure the repeater or desired frequency is clear. Politely ask for use of the repeater or frequency. 2. Announce yourself and the need for a net. This is N8DCA, calling the Delaware County ARES net into session for an emergency situation. [Possibly give a brief explanation of the situation if warranted- such as We are requested to support a missing person search. ] This is a controlled net, N8DCA is net control. We appreciate your cooperation in keeping the frequency clear. We re now listening for Emergency or priority traffic. [Handle appropriately] We re now listening for ARES checkins. [Take checkins, handle assignments, etc.] 3. Net control or a designee should telephone District 7 DEC Kal Dworkin, KA8RLC and notify him of ARES activation and the presence of an emergency net. (This applies to emergency activation only, not public event coverage!) 4. At regular intervals, identify the net, This is N8DCA, an emergency net is in operation for Delaware County ARES. Thank you for your cooperation! Even during the operation of public service activities, our radio nets should be conducted in a professional manner. Terse, to-the-point messaging is required. Think about your answer BEFORE keying your microphone, not as you re talking! Nets will operate in plain language, since no code words are permitted. Net Control will at all times, manage the net and retain control over who speaks. Members may be told to go direct to talk to another member. At all times, there are some keywords that stop net traffic immediately and gain Net Control s attention: MEDICAL Members should use this phrase to report personal injury, or a situation that requires immediate medical attention. All other traffic on the net must immediately stop, and remain stopped until the medical situation has been handled. EMERGENCY Any member with an emergency situation should use this phrase to request immediate assistance, safety response (police or fire), or declare some event that s taken place that presents an immediate threat to life safety or property. All other traffic on the net must immediately stop, and remain stopped until the emergency has been handled. PRIORITY - This is an urgent situation (without life or property safety concern) that warrants immediate attention by the net. An example might be to report a missing child, to report a suspicious activity (be careful how you word that over the air!) or to announce something like an 11

13 unrelated auto accident or emergency response that might affect a covered event. Net Control should immediately recognize this station and receive the message. Other stations should stand by until at least the original message has been handled. INFORMATION This is used when you have information that can help with a discussion taking place during a net. NCS should recognize your callsign and allow you to provide your information. Use this only if you re certain you have correct and current information. TACTICAL CALLSIGNS While operating the net, stations may be assigned tactical callsigns, or they may simply use their own callsigns. Tactical callsigns are helpful when they are used to identify specific locations, such as triage or Incident Command or EOC. If Net Control decides to use tactical callsigns, they should be short, easily understood, and obvious such as Review Stand or Staging or Mile 1. Do not make the tactical calls more complex than someone using their own callsign, the initial purposes are brevity and clarity. Tactical callsigns are recommended for extended events where several different operators might staff one station. YMCA Shelter will work over several shifts for followup and return messages, where a personal callsign makes for confusion after that person s shift has ended. IDENTIFICATION The FCC rules don t go away during emergencies! Remember when using tactical callsigns, Net Control must allow the station to voice their personal callsign at the end of their transmission, per FCC requirements. Y-Shelter Clear, W8SMK It is NOT necessary to voice your call at the beginning: Red Cross to Y-Shelter.Y-Shelter, go ahead Net Control must identify every ten minutes with the callsign (usually N8DCA) and the net operation This is N8DCA, ARES Emergency Net is in operation. 12

14 DELAWARE COUNTY ARES COMMUNICATION PLAN Assuming all repeaters in the county are operational, here is the communication plan Primary callout Member checking Situational conditions to checkins Possibly assignments to checkins, directions and expectations Digital messaging as required Operational communication with deployed units Digital messaging alternate Dedicated to shelter communication and Red Cross operation At least one operator to Red Cross HQ on Hills-Miller Rd ARES administrative communications (the back channel ) or other comms as needed / Basic simplex frequencies, or others as available to meet comm needs for the event Central Ohio Traffic Net for any outbound messages Monitored for Central Ohio Severe Weather Net during impending weather condition HF Emergency base stations may be activated (from a member s home) to communicate with outside resources during a regional event. 13

15 APPENDIX 1 PASS-ON LOG AND EXAMPLES Delaware County Amateur Radio Emergency Service Activity and Pass-on log Event Location Date Page Enter if Person / = requires response change 24-Hr entering Use multiple lines for long entry X = response received DATE TIME CALL CONTENT COMPLETE? Review Date 14

16 APPENDIX 1 PASS-ON LOG AND EXAMPLES Delaware County Amateur Radio Emergency Service Activity and Pass-on log Event Pass on Training_ Location _Your Station Location Date _5/10/12_ Page _1_ Enter if Person / = requires response change 24-Hr entering Use multiple lines for long entry X = response received DATE TIME CALL CONTENT COMPLETE? 5/10/ N8BHL N8BHL, W8CR on station at the EOC. Comm center opened 1715 N8BHL Calling system for ARES activated with recording to check in on W8CR Laptop not working. Desktop on with Radar. Sean logs us in to use the desktop for logging and . HS-4 alerts, we check in from EOC to the MARCS net Delcomm dispatcher with extra walkie arrirves 1815 BHL KB8SIA and N8ZGL deployed to Red Cross shelter at Buckeye Valley High School. N8FES, W8VES deployed to Red Cross Chapter BHL EOC Operations requests count from BV Shelter of population 1845 CR BV reports 100 people, 40 adults, no handicapped CR EOC Operations to Delaware Fire request number of personnel on station and available 1900 BHL N8ZGL, W8SMK deployed to Olentangy H.S. shelter K8EHB, N8YS report at EOC; briefed EHB Following are relieved, due back at 0800 N8BHL, W8CR, KB8SIA, N8FES. N9AUG on duty at BV, K8MP on duty at Red Cross. Review Date 15

17 APPENDIX 2 SEVERE WEATHER COVERAGE This program will furnish an ARES member to serve inside the Delaware County EOC. The Liaison will facilitate information flowing between the Central Ohio Severe Weather Net and Delaware County Emergency Service agencies during times of severe weather. This is mostly going to be a listening position. The primary purpose of this position will be to provide manpower to check in to and monitor the severe weather activity as reported on the repeater. When checking in use the ARES call sign: N8DCA. The operator will relay information that s pertinent to the EOC and Delcom personnel. This person will check into the weather net representing the Delaware County EMA, and will be ready to take any reports of damage or emergencies in our coverage area directly to Delcom personnel. This position might also be useful during other events such as blizzards or moderate emergencies where stand-by staff would be desired at the direction of the EMA Manager. Personnel Requirements Valid amateur radio license, and active membership in Delaware County ARES Trained and familiar with the amateur radio equipment at the Delaware County EOC Trained and familiar with the EOC facility and its operation Passed the background check and other requirements for access to the EOC Possess a valid key card for access Trained as a weather spotter and familiar with emergency communications procedures Function Liaison operator on call would self-deploy to the EOC during severe weather warnings that affect Delaware County, or at the request of the EMA Manager. Upon arrival the operator will assure proper operation of the amateur radio station, and check into severe weather nets representing Delaware County EOC. Liaison Operator will make contact with EOC management, and with the supervisor at Delcom s dispatch center upstairs to let them know we re present and listening. We will bring any threats or damage reports to their attention immediately. Operator will settle in with suitable supplies, mapping and radar to monitor the progress of the severe weather as it moves into and through Delaware County. Pertinent information may be called or delivered to necessary officials. Additional coordination can take place with ARES officers by briefly switching to the ARES designated repeater or simplex frequency. This would be necessary in the event of a prolonged emergency event that might require relief operators. In addition to monitoring and passing on information from the nets, this position is in place should an emergency result that would require further callup of ARES personnel. Liaison Operator duties should not be taxing on any one person s time. To present a smooth system of availability, operators can be on call for a week s time over the period of severe weather in the spring 16

18 APPENDIX 2 SEVERE WEATHER COVERAGE and summer months. Then they can be in the backup position for another week, In the hot seat for reporting to the EOC, this person will be the first choice to fill those duties. If the person is not available the backup person can take the position. After that, coordination can take place on the ARES repeater to designate who will go. In the event of a severe thunderstorm or tornado warning that directly affects Delaware County, the operator will report to the EOC and set up operations. The position would normally be maintained at the EOC until the warning expires for Delaware County, or until it is obvious that no further emergency conditions are present. In the event of any other type of emergency or training exercise requiring an amateur radio operator, contact would be made by the EMA director or EOC personnel to Stan Broadway, or otherwise activate the appropriate ARES calling process. As the program progresses, seasoned operators may consider bringing in an assistant, who can be trained and qualified to be added to the primary group. In this way, more ARES members can take part in the program, and the base of trained, active personnel will grow. 17

19 APPENDIX 3 AUTO DIALER INSTRUCTIONS 1. Confirm the reason for activating, the actions we should take, the repeater and checkin process. Add the date and time of the message. Write it down or practice it. Keep the message short and concise. 2. FROM AN OUTSIDE LINE (or cell) dial When you are prompted for Scenario activation password enter 1021 (followed with # ) At the next prompt ( To start a scenario ) enter (#) To record a message, press 2. You will be prompted to start. End the recording with # The recording will automatically play back when you press #. You will be prompted to launch the scenario, press 3. Hang up. Here is a message template: This is an ARES alert! It s [ time/date ] this is [ name or call ]. Delaware County ARES has been activated. [ Brief description of the situation ] If you re available please check in on the [ or appropriate ] repeater as soon as possible. We will be expected to [ action, such as search an area of Delaware ]. You will need mobile and handheld communications. [ (If required by weather, etc) Please have appropriate clothing! ] Thanks! --end of template Example: This is an ARES alert! It s 11 PM on Friday, this is Stan, N8BHL. Delaware County ARES has been activated to assist Delaware PD in the search for a missing child. We are looking for Molly Cyrus, 8 years old 4 1 blonde and blue. Wearing a red hoodie and jeans. She is missing from the Dearborn Woods subdivision. If you re available please check in on the repeater as soon as possible. We will be expected to be mobile and walking. You will need mobile and handhelds. Once checked in, our operational net will take place on the repeater. Thanks. 18

20 APPENDIX 4 EMERGENCY NUMBERS Delaware Delcomm EMA Fairfield Sheriff EMA Franklin Columbus Police Radio Columbus Fire MECC EMA Madison Sheriff EMA Knox Sheriff EMA Licking 911 Joint Dispatch Sheriff Marion Sheriff ( ) OSP Marion Post Marion Police and Fire Morrow Sheriff EMA Richland EMA Union Sheriff EMA OSP Central OH / Ohio SAIC Terrorist Threat Report

21 APPENDIX 5 RADIO FREQUENCY LIST RADIO FREQUENCIES DELAWARE Delaware DELCO ARES Backup DELAWARE Delaware DELAWARE ARES DELAWARE Delaware DELCO ARES Backup Union Marysville Union EMA Franklin Columbus Seneca Tiffin ARES O ARES Simplex O ARES Simplex O National Simplex Franklin Columbus WEATHER NET Morrow Mt. Gilead Knox Mt Vernon Licking Newark Marion Marion Franklin Columbus Traffic Net Logan Bellefontaine Franklin Columbus COARES Franklin Columbus COARES Upper Sandusky Franklin Columbus Madison London Marion Marion Franklin/Licking Jersey (Columbus) Ruchland Mansfield Union Marysville 20

22 APPENDIX 5 RADIO FREQUENCY LIST Union Marysville DELAWARE Delaware IRLP Marion Marion Franklin Columbus WEATHER LINK Franklin Columbus COARES Knox Mt Vernon Franklin Columbus COARES Canned Ham Portable 21

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