3.3.5 Disaster Checklist - Local Net Control
* Ensure that your location is secure: no gas smell, no electrical hazards, and the building seems safe.
* LISTEN first to your local resource frequency (the local repeater or your county area simplex frequency). Ask if there is a Net Control Station. If no answer, YOU ARE IT until properly relieved by an assigned Net Control Operator. Net Control should be your ONLY task. Declare it a directed net. (If there IS a Net Control, follow directions as given. Stay on frequency.)
Request that stations report in with the information listed below. Record all information on the EOC log sheets (Form 4.4), recording everything that takes place. This record will become very important as the disaster progresses. If available, the computerized Mason County Net Roster program may be used to log the callsign and start/stop times for each participating operator.
* Do not move the people having heavy equipment (e.g. generators) until you are asked to do so by the government agency you're supporting. Prepare a listing of available resources (people and equipment) as soon as you have time (ex: Call Sign, Name, Current Location, Equipment Available; such as radios, heavy-duty vehicles, RV's, generators, etc.)
* Get the Emergency Operating Centers (EOC's) and hospitals staffed with at least two operators each as early as possible. Ask what support they need. Delay staffing other locations until need is determined.
* Ask to be OFFICIALLY ACTIVATED by your local government agency if it has not already been done. (KEY: If you are not wanted, back off gracefully. This does not necessarily mean closing the net.) If ACTIVATED, supply communications assistance in support of the agency's mission as determined by the agency. Don't try to make decisions for them.
* Consider having a volunteer monitor the tactical nets on their alternate simplex frequencies. The tactical nets should have separate Net Control Stations. As the primary NCS you will need to be aware of what is going on in the other areas of the county.
* Take only reports of damage that are immediate threats to life (not "smoke in the distance", not "my house is okay") and only if there is some way to act on them (EOC's are staffed).
* Get the EC's or AEC's (or substitutes) to check in on the Mason County VHF Emergency Net (on 146.72 (-). EC's and Liaisons with other agencies should have TWO RADIOS, one for the local net and one for county communications.
* MAINTAIN DISCIPLINE. Instruct everyone to remain on frequency unless otherwise directed by Net Control. Update the Roll Call as often as necessary to maintain an accurate accounting of your communications resources. Those curious about other frequencies should use a separate monitor radio. Using your call sign, identify yourself frequently:
"This is KG7OA, Net Control for the Mason County VHF Emergency net. This is a directed net. All stations please use your call sign for recognition by net control".
"Is there any emergency or priority traffic at this time?"
"Are there any stations holding formal message traffic for the net?"
(If not, ask for any check-ins arriving since last roll call.)
3.3.6 Disaster Checklist - EOC Net Control
* Make sure your location is secure: no gas smell, no electrical hazards, and your part of the building seems safe.
* Obtain the keys for the ARES/RACES Communications positions from the CENCOM shift supervisor. You may need to power up the equipment for the ARES/RACES system.
* As Net Control, you will need to be familiar with the Net Control Roster and ARES Database programs on the computer at the first operating position.
* LISTEN first to the repeater (146.72 (-)). Ask if there is a Net Control Station. If there is, you should coordinate with that NCS to transfer control of the net to your facility at EOC or in the communications van. If there is no answer, YOU ARE IT. Net Control should be your ONLY task. Declare it a directed net. If the repeater is down, operate simplex on 146.72 MHz, QSY to alternate repeaters 145.29 ( ). Be sure to leave someone on 146.72 to re-direct others.
* Ask for the EC's and the AEC's to check in first. Have them give their call sign, name, and current location (at EOC or not). Initially, do not take other check-ins and do not take damage reports.
* Ask to be OFFICIALLY ACTIVATED by your local government agency if it has not already been done. (KEY: If you are not wanted, back off gracefully. This does not necessarily mean closing the net.) If ACTIVATED, supply communications assistance in support of the agency's mission as determined by the agency. Don't try to make decisions for them.
* Staff the County EOC with at least three people. They should report to the EOC amateur radio station located in the EOC building. They should bring personal comfort supplies and any other supplemental amateur radio supplies to the EOC amateur radio station.
* Make sure one of your operators is set up as liaison with the local simplex nets. Preferably EC's should have a SECOND RADIO on their local simplex frequency (initially the local resource frequency).
* Request that stations report in with the information listed below. Start keeping a log to record everything that takes place. This record will become very important as the disaster progresses. If you are utilizing the computerized Net Roster program, pressing the F2 function key while will provide you with a text editor, an ideal tool for starting your log. If the Net Roster program is not available, then use the EOC Log sheets as necessary.
* Do not move the people having heavy equipment (e.g. generators) until you are asked to do so by the government agency you're supporting. Prepare a listing of available resources (people and equipment) as soon as you have time (ex: Call Sign, Name, Current Location, Equipment Available; such as radios, heavy-duty vehicles, Rvs, generators, etc.)
* Get the Emergency Operating Center (EOC), Area Communication Center (ACC) and hospitals staffed with at least two operators each as early as possible. Ask what support they need. Delay staffing other locations until need is determined.
* MAINTAIN DISCIPLINE. Instruct everyone to remain on frequency unless otherwise directed by Net Control. Update the Roll Call as often as necessary to maintain an accurate accounting of your communications resources. Those curious about other frequencies should use a separate monitor radio. Using your call sign, identify yourself frequently:
"This is KGOA, Net Control for the Mason County VHF Emergency net. This is a directed net. All stations please use your call sign for recognition by net control.
Is there any emergency or priority traffic at this time?"
"Are there any stations holding formal message traffic for the net?"
(If not, ask for any check-ins arriving since last roll call.)
* When things get slow, invite check-ins for the purpose of directing Hams to their local check-in (resource) frequencies. Net managers may wish to review Section 3.3.1, "Operating in a Tactical Radio Net", which is included in this plan.
* Appoint a Net Supervisor. If you assume this position, turn the net control duties over to someone else. See Net Supervisor Checklist.
3.3.7 The Net Supervisor - Concepts and Checklist
Concepts
The Net Supervisor has both the understanding and the perspective to manage net operations as a whole. The Net Supervisor must not lose this perspective by getting too tired or hungry (Net Supervisors are typically serious burnout candidates), or too isolated from operations. The Net Supervisor should rotate in shifts just like any other position.
Checklist
The Net Supervisor functions as the ARES/RACES Operations Coordinator at EOC. He must also be the liaison with the EOC Shift Supervisor. Another of the Net Supervisor's functions is to oversee completion of the following items, not necessarily do them directly:
* Help Net Control operators do their jobs
* See that Net Control Operator and the Net Supervisor checklists are done.
* Open and close nets especially tactical and command nets
* Establish traffic priorities including starting or stopping H&W traffic (establish NTS liaison)
* Work with adjacent jurisdictions (with the approval of local officials) to help allocate resources (amateur and government)
* Establish packet, HF linkages as needed.
* Bring up network resources - fix repeaters; find generators, batteries, radios, etc.
* Activate transmitter hunters to find and stop any purposeful or inadvertent jamming.
* Set up LIAISON with other organizations. Liaison is a separate task: don't assign it to Net Control or shadows. Ask for volunteers with an EXTRA RADIO of the appropriate type to check-in on the appropriate net frequencies (see Appendix G for frequency list).
* Start a SCHEDULE so everyone can be relieved after a 6 or 8 hour shift. Any hams working with the deceased should be relieved every TWO hours. A scheduling form is included in this plan as Form 4.2. Review the MISSIONS listed on the forms for each ham one or two shifts ahead. To make shift changes orderly, get the phone numbers of every volunteer AND have each one check-in on the appropriate net frequency at least a half hour before showing up for an assignment. This allows last-minute changes in assignment BEFORE volunteers travel long distances with possibly the wrong equipment.
* Work with the appointed agency representative acting as your liaison to the Incident Commander (IC) or whomever is in charge. Allocate ham resources where they are needed. It is demoralizing for hams to sit around doing nothing. It is also demoralizing for hams to burn themselves out by trying to spread themselves too thin. KEEP ON TOP OF OPERATIONS both by listening to the radios and by talking to the IC's rep.
* Establish instant training for the untrained. During disasters, Hams come out of the woodwork to "help", and may have no training in operating in a net. Assign a specific frequency to be utilized for training, (i.e. don't get in the way of traffic), and do training in bite-sized chunks, about 5 minutes at a time. Read "How to Operate in a Tactical Radio Net" over the air. Read the "Responder" equipment checklist over the air. Hand out the "Quick Reference for Tactical Responders" from this document. Remember, face to face training is the best method to quickly familiarize and train new volunteers.
* Obtain a Roadrunner Map Book.
* Make sure all Hams are fed. Remind the NCS's that they should check with the Hams on their net to see if they have been fed. Work with the incident LOGISTICS SECTION and be a pest, if necessary, to get them fed.
* Make sure all Hams are informed of both local events and the larger picture. The information will help make better Net Control operators and Net Supervisors in the future. Do not mention specific names of people affected by the disaster. Get bulletins from the EOC Public Information Officer (PIO) and repeat the latest bulletin during lulls in traffic.
* The nets will be bombarded by INCOMING Health and Welfare (H&W) traffic. People from outside the area will insist that they have vital traffic for friends and relatives who in turn cannot be found for 3 days. This is a complete waste of time for amateur radio personnel. Do the best you can to keep the H&W traffic out of the net until higher priority traffic is long absent. You may find that your "customer" government agencies want you to deliver H&W traffic concerning their employees. This is not a waste of time, but it is lower priority traffic than helping agencies communicate within and between themselves.
* AFTER knowing that local communications needs are being met, consider supplying Hams to adjacent communities. DO establish liaison with adjacent communities.
* AMATEURS SHOULD NOT MAKE DECISIONS THAT SHOULD BE MADE BY GOVERNMENT AGENCIES. THE JOB OF AN AMATEUR RADIO OPERATOR IS COMMUNICATIONS.
* Stay organized. Keep a list of nets, the purpose of each net, and the frequencies used. Keep a chronological message and event LOG and make sure each locality is also keeping one.
3.4 Traffic Handling Procedures
There are two main type of traffic which Mason County ARES/RACES members may be called upon to handle during emergency operations. One is informal tactical communications and the other is messages which should be handled in a formal manner.
All messages should be kept as brief as possible, preferably 25 words or less. Operators are encouraged to suggest the use of ARRL Numbered Radiogram text to message originators when appropriate. ARRL Numbered Radiogram texts may be found in Section 2.4.3.
3.4.1 Informal Messages
An informal message may be used when time considerations are important, and the message is of a tactical nature. It is transmitted from the location of the originator directly to the location of the addressee with no relays required.
An informal message must contain the following:
* Addressee
* Message originator's name and title
* Tactical content
The radio operator must keep a written record of any informal messages passed. It should include:
* Addressee
* Message originator's name and title
* Tactical content
* Time the message was received from the originator
* Time the message was sent
* Who the message was sent to
* Time and nature of any response to the message
Some examples of correct informal messages follow:
"I have a message for Sheriff Whybark from Captain Greene of Fire District 2. He says the road is clear at Old Belfair Highway and Dewatto Road and may be opened to traffic."
"I have a message for Bill Smith from Mary Smith, the shelter manager here at North Mason High School. She says that the disaster victims have started to arrive."
3.4.2 Formal Messages
Formal messages include official requests for supplies, equipment or personnel, or third party traffic which must pass through a relay.
* Mason County ARES/RACES members should use the ARRL Radiogram format for handling formal messages (Form 4.3).
* Record the local time on the message.
* Always get the written signature from the originator before sending the message.
* Radio operators should read through the message before sending it to make sure they can read all of it, and that it is complete and coherent. Any changes, additions or deletions must be made by the originator, NOT the operator.
1. Preamble
* Number: Assigned by station of origin. Start at number one at the beginning of the mission and number consecutively.
* Precedence: Only one assigned per message.
Emergency
Communications directly relating to the immediate safety of life of individuals or the immediate protection of property. Communications support to government.
Priority
Time-valued communications directly relating to safety and providing shelter, food, medical and other necessities.
Health and Welfare
The quantity of these communications should be minimized as they are destined for either non-disaster areas where telephone service is available or for disaster areas where the ability to deliver is uncertain.
Routine
All other amateur radio communications.
* Handling Instructions. Optional, if not used then skipped.
HXA: (followed by a number) Collect landline delivery authorized by addressee within ______ miles. If no number, authorization is unlimited.
HXB: (followed by a number) Cancel message if not delivered within ______ hours of filing time; send a service message to the originating station.
HXC: Report date and time of delivery to originating station.
HXD: Report to originating station the identity of station from which received, plus date and time. Report identity of station to which relayed, plus date and time, or if delivered report date, time and method of delivery.
HXE: Delivering station get a reply from the addressee and originate a message back.
HXF: (followed by figures) Hold delivery until (date).
HXG: Delivery by mail or toll call not required. If expense is involved, cancel and service to originating station.
* Station of Origin: Callsign of first amateur putting the message on amateur frequencies.
* Check: Number of words, punctuation, letter groups, numbers and number groups in text. If an ARRL Numbered Radiogram text is included, precede the number by ARL; e.g., ARL 12. Check count is all between break and break.
* Place of Origin: Location of third party originating the message, not the location of originating station.
* Time: Optional in amateur messages. DTG will be found on ALL MARS messages and is, in fact, the message number (See glossary).
* Date: Month and day the message was put on amateur frequencies (not year).
* Standard: Full name, street address, callsign (optional), phone number. Include zip code as packet forwarding requires the use of the zip code. If the message is destined to be refiled into the MARS system, then you must include:
Full name, grade/rank, service number, unit and/or box number, APO/FPO address, including zip code.
Place a "BREAK" at end of preamble. Wait for your recipient to either request fills or say "GO TEXT".
2. Message Text
* Limit to 25 words or less. Use ARRL texts whenever possible. Spell out ARRL text numbers. Never alter question marks but enunciate as "QUERY". (This page intentionally blank) * Place a "BREAK" at the end of text. Pause briefly to allow recipient to ask for fills. If recipient does not respond in a couple of seconds, proceed to signature.
3. Signature
* Full name of the party sending the message.
* Include titles or address only if pertinent.
4. Operators Note
* Optional. Use only if absolutely necessary for clarification.
Additional records to be kept with the message.
* Receiving information
Station callsign that you received the message from. Date and time received. Time system used, i.e., Z, PST, PDT, etc. (A single time zone for all messages must be established.)
* Sending information
Station callsign that you sent the message to. Date and time sent. Time system used.
* Delivery information
Kept if you deliver the message. Name of the person that you delivered the message to. Method of delivery (phone, in person, letter, radio, etc.) Date and time of delivery. Time system used.
3.5 Responding to EOC during an Emergency
The County Emergency Operations Center (EOC) is located in the Courthouse in Shelton.
* Mason County Courthouse Emergency Operations Center (EOC) Shelton, WA 98584 Telephone: (360) 427-9670 Roadrunner Map Book
Upon your arrival you should:
* Identify yourself to security personnel as an "ARES or RACES Operator" to obtain building access.
* Wear DES Emergency Worker ID Card or other emergency communication identification at all times.
* Proceed to the EOC to activate the amateur radio station. Activate the 2-meter, packet and HF equipment located there.
* Use tactical call sign "MASON EOC."
* Establish and/or participate in the county-wide command net located on 146.72 (-). Ensure that the packet station is operational and log onto the emergency BBS designated by the ARES or RACES net control.
* Establish and/or participate in tactical nets as required.
* With the help of Net Control, obtain a back-up operator as soon as possible.
* Brief the back-up operator and the follow-on shift supervisor as they arrive.
* Maintain contact with county EOC officials in the Courthouse as required.
3.6 County EOC Amateur Radio Station Procedure
3.6.1 General
Volunteer amateur (Ham) radio operators are available throughout the county to supplement government communications systems in an emergency or disaster. These operators typically have their own equipment and vehicles and are able to respond quickly to a wide variety of emergencies. HF and 2 meter amateur radio and packet equipment is also available in the EOC. 3.6.2 Notification and Access
All amateur radio personnel displaying appropriate DES identification will be allowed access to the EOC amateur radio gear. 24 hour access is available to all properly identified amateur radio operators who call the DES office at (360) 427-9670. See Appendix E for personnel assigned to EOC.
3.6.3 Testing
Area EOC amateur equipment is tested whenever an amateur radio exercise is conducted in Mason County. Weekly amateur radio nets are periodically run from this location.
3.7 Member Activation and Operation Guidelines
3.7.1 Rendezvous
The callout person should have information on the rendezvous location and time as well as the frequencies used. It is desirable to know a phone number at the rendezvous location, if possible. Give rendezvous address or cross streets whenever possible.
Net Control and base support station operators should be able to provide directions to rendezvous location, and in-transit and on location frequencies that will be used.
Units designed to meet at the rendezvous location should inform net control of your arrival and departure.
If no one else is at the rendezvous when you arrive, you may be at the wrong location, early or late. You can verify your location or check with net control or other units that should be there.
3.7.2 Departure for operation
Each member is responsible for remaining in contact with Net Control for the duration of the operation. This will enable Net to determine the status of members at all times, and allow any necessary changes in the operation status (i.e., turn around) to be provided directly to each member. See Appendix S for recommended equipment for field response.
Upon leaving, each member will check-in with Net Control reporting starting time and odometer reading. They will also verify their destination (operation site or rendezvous), and if additional mission personnel are riding in vehicle or to be picked-up.
Upon arriving on site or at the rendezvous, each member will contact Base Support or Net Control to notify them of their arrival and report their mileage.
If you are the first member on site, contact the Officer in Charge, otherwise make contact with other member personnel on-site.
If the operation is a mission, establish a sign-in sheet for volunteer personnel. Onsite, members will remain in contact through the designated net frequency.
3.7.3 Set up locations
Signal Strength and Antenna Considerations You may need to find a "hot spot" if you intend to work VHF back to town, a local repeater or base support. Convenient trees to support your VHF antenna may dictate your location. See Antenna Safety in Appendix R.
Weather Choose a location that is protected from the weather for you and your equipment, depending upon the season.
Identifying Sign Set up an identifying sign so others (members and non-members) in base camp know of ARES/RACES communications capabilities.
RF Pollution Many times, ARES/RACES teams will use high powered transmitters to effectively communicate with base support. ("High power" for this purpose starts at about 30 watts.) This can cause desensitizing of nearby receivers disrupting essential communications. Choose a location that is as far as necessary from other communication units to avoid this problem, or use a directional antenna.
Noise Noisy areas should be avoided, if possible. Areas near generators are an example. Place your own generator 50 to 100 feet from your location and from other units, depending upon the length of extension cord available. Point the exhaust pipe away from camp.
Electrical Noise Make sure your own equipment and vehicle are free of radio frequency interference (RFI) before going into the field. The standard noise suppression techniques in radio literature can be applied to vehicles, generators and radios. The best practical cure for power line noise in the field is distance between you and it. This will also help with other sources. This may mean moving the main station and using UHF handhelds to relay from base camp to the communications station.
3.8 American Red Cross Support Policies
The American Red Cross will need communications support for their shelters. This has second priority to support of local government agencies. If higher priority needs are already met, volunteers should support them.
ARES members may be the only communications available to the Red Cross. The primary operations center for the Red Cross is at _______________________. If that site is destroyed or non-operational, then _______________________________will be utilized. Red Cross personnel change positions frequently, so it is important that the amateur providing the communications be aggressive in offering ARES services. The Red Cross will initially utilize cell phones, but will need to rely on an amateur in the event of their failure.
3.9 Training
The individual training will be determined by the AEC's. The AEC or a person designated by the AEC will conduct the training. This training shall include, but is not limited to the following areas:
* The locations of the EOC's in that area.
* Ability to gain access to the EOC equipment.
* Ability to operate the equipment.
* Ability to initiate, maintain and close logs.
* Ability to handle traffic.
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