STORY COUNTY ARES EMERGENCY OPERATIONS PLAN OVERVIEW Clint

STORY COUNTY ARES EMERGENCY OPERATIONS PLAN OVERVIEW Clint Miller KC 0 JUO Story County EC

Why have an EOP? We all know how to use radios to communicate, but do you know… � How to prepare for an ARES activation? � What frequencies to program into your radio? � How you will be notified when we get the call? � What is expected of ARES? � Who you will receive directions from? � What positions you might work? � What equipment is available?

What EOP Provides � Definitions � Scope � Pre-Activation � Emergency Activation Procedure � Operational Procedures � Termination � Identification

What EOP Provides � Security and Access � Equipment Available to Support an ARES Response � Media Inquiries � Personal Safety � Liability

Appendices A. Incident Command System B. Suggested Staging Areas C. Suggested Emergency Net Script D. Phonevite. com Instructions E. Served Agency Contact Resource F. Story County EMA and ARES MOU G. Story County ARES Response Frequencies H. Story County ARES Roster

Definitions � ARES® � IC � AEC � ICS � EC � MICS � ER � MURS � EOC � NIMS � EMA � NWS � FCC � RACES � HIPAA � SKYWARN®

Scope � General plan for ARES amateur radio operators within Story County to support an emergency situation or other event � Two local documents guide ARES response expectations � Story County Emergency Management Agency and Story County Amateur Radio Emergency Service Memorandum of Understanding � Story County Comprehensive Emergency Operations Plan, Emergency Support Function 2 – Communications

Scope � Comprehensive Emergency Operations Plan establishes expectation that Story County ARES will provide: � Trained radio operators within three hours of a request to American Red Cross office in Ames � Communications operations specialist within three hours of a request to Story County EOC in Nevada � One complete mobile VHF communications station and trained radio operators within four hours of a request to any location in Story County

Scope � All responding radio operators and equipment will be self-sufficient for operations up to 24 hours � Operations beyond 24 hours can expect some level of support from served agency

Scope � A detailed procedure for specific emergencies or activities may be defined in a separate Standard Operating Procedure � This plan is not intended to be “last word” in emergency operations, but to be a resource in planning and operations � This plan is not intended to limit action of an amateur who is on site and best able to assess prevailing conditions

Developing Emergency Situations � Amateurs who become aware of a developing emergency situation in which amateur radio support may be requested should: � Monitor 147. 240 repeater � If 147. 240 repeater is not functional, monitor o 147. 075 repeater o 146. 430 simplex � Limit non-essential conversations to make it easier for other stations to monitor � Periodically check email for situational updates

Emergency Activation Procedure � Request to Activate � Served Agency Contact Resource - for agencies needing help � Requests will be directed to o EC o AEC o DEC o SEC � Authorization to Activate � If EC or AEC cannot be reached, any ARES member is encouraged to begin informal operations if need for assistance is obvious

Activation Procedure � To activate amateur radio response to emergency � Notify EC, AEC, DEC, or SEC � EC or AEC will notify all ARES members via: o Phonevite. com automatic notification system for immediate activation o Email for non-immediate notification � Establish formal net on 147. 240 repeater � Alternates o 147. 075 repeater o 146. 430 simplex � Appendix C - Suggested Emergency Net Script

Operational Procedures: Command Control � All amateurs serve under operational control of EC or AEC who will assign individual operators to meet resource requests � Other possible operational decisions � Which amateur frequencies or repeaters are available to each incident � Reassignment of amateurs to address more critical resource requests � Removal of individuals for inappropriate conduct � Suspend operations due to safety concerns

Operational Procedures: Command Control � EC or AEC are ultimately responsible for safety of all amateurs under their control � Operational decisions will be coordinated with EMA or served agency

Operational Procedures: Command Control � � Once assigned to incident, tactical decisions are provided by served agency Specific tactical directions may come from IC, director or manager of served agency, or their designee Do not jeopardize your safety of your team to comply with tactical direction You are not required to deviate from ARES protocols to comply with tactical directions

Operational Procedures: Command Control � � If there is a conflict between tactical direction and operational guidance already provided, consult with the individual who has operational control of ARES response Examples of tactical decisions � Where to establish operations � Location of deployed equipment � Which response officials to shadow � How to best use available frequencies & equipment

Operational Procedures: Command Control � Routine direction should be coordinated through Net Control whenever practical � Allows all response officials involved with amateur response to be aware of both tactical and operational directions being provided to individual amateurs or teams of amateurs

Operational Procedures: Incident Command System � Whenever incident response is managed under Incident Command System, ARES will integrate within ICS structure � Operations Unit � Logistics Unit � Service Branch o Communications Unit

Operational Procedures: Incident Command System � ARES will receive resource requests and tactical direction directly from � IC � Logistics Section Chief � Communications Unit Leader � Auxiliary Emergency Communications Manager � Another response official � � Appendix A - Brief Overview of ICS IC-100 and IC-700 more in depth training

Operational Procedures: Net Control Operation � Net Control has responsibility to � Maintain contact with all net participants � Assure requested operations are being carried out � Log every message or exchange, especially important event details, using tactical calls and time � To facilitate this � Limit traffic to highest priority if traffic levels are high � Keep a log of all net participants on frequency � Periodically confirm contact with each participant � Check progress on individual assignments � Temporarily redirect specific traffic to alternate frequencies if necessary

Operational Procedures: Tactical Call Signs � � � To speed communications flow, tactical call signs will be assigned by Net Control Will be indicative of function or location Use tactical call signs when � Reporting on station � Have traffic � Responding to calls � Normal FCC identification rules always apply � Finish exchanges with your FCC call sign

Operational Procedures: EMA Liaison � � An amateur radio operator may be assigned to pass relevant reports to EMA Operate from � Story County EOC, Administration Building, Nevada � Alternative EOC in county � Mobile shadow in field � � Actual location determined in consultation with Story County EMA at time of activation request Completed IS-100 & IS-700, IC-775 preferred

Operational Procedures: EMA Liaison � Monitor net and present only relevant traffic � EMA may request additional information � May also serve as Net Control if fixed station � Designate a separate amateur station if � Burden of Net Control too great � Need to monitor more than one frequency

Operational Procedures: Served Agency / Disaster Scene Liaison � � � Shadowing officials or emergency units Maintain contact from scene to Net Control and/or EOC Select a Tactical Net Control operator Assign locations and tactical call signs for amateurs or delegate that responsibility to Net Control Plan staging areas Establishment of an amateur radio station at assigned staging area

Operational Procedures: Served Agency / Disaster Scene Liaison � � Request assistance for additional amateur radio operators and direct efforts at scene Pass on requests for information or actions from requesting agency Pass collected information back to requesting agency Prepare general information for other amateurs

Operational Procedures: Adjacent County Liaisons � Pass messages in and out of Story County � Operate on a frequency requested by adjacent county, usually their repeater � Preference to stations that are capable of operating on both Story and adjacent county coordination frequencies simultaneously

Operational Procedures: Adjacent County Liaisons �Boone – 146. 850 �Jasper – 147. 030 �Hamilton – 147. 015 �Hardin – 147. 255 �Marshall – 147. 135 �Polk – 146. 940 �State of Iowa – 146. 610 �State of Iowa – 147. 075

Operational Procedures: Maintaining Emergency Contacts � An amateur with capability to request emergency assistance shall maintain contact with primary net during all activities � Amateur located at EOC, Police, Fire or Ambulance dispatch center � Amateur shadowing Law Enforcement, Fire or Ambulance member � Amateur with base station and line telephone � Amateur with a cellular telephone

Operational Procedures: Staging Procedures � � Large incidents may require deploying response personnel to report to and check in at designated location An ARES member on site may � Check personnel in and out � Provide assignments � Ensure sufficient charged batteries, gasoline, food, water, clothing, sleeping bags, or other specific response gear

Operational Procedures: Staging Procedures � � Amateurs are discouraged from going directly to a disaster site unless previously authorized A staging area where amateurs meet before going to site of incident has advantages � Organized group may have fewer problems getting through roadblocks � Parking may be an issue at site � People are less likely to get lost � Equipment failure is less likely to be a problem

� Operational Procedures: Staging Procedures Ideal staging area � Outside affected area � Easy to find � Near a main road leading to affected area � Appendix B - List of Suggested Staging Areas � Ames Central: American Red Cross � Ames West: Hy-Vee � Ames North: North Wal-Mart � Ames South: Lowes � Ames East: Pizza Ranch � Nevada: Story County Administration Building � Huxley: Ballard Country Club � Story City: VF Outlet Mall

Operational Procedures: Arriving at a Disaster Scene � � � Always follow instructions of incident commander or designated response official Report to served agency / disaster scene liaison to receive further instructions First to arrive at scene � Work with IC or designated response official � Determine amateur radio station location � Inform amateurs what will be required of them

Operational Procedures: Establishing Nets on Alternate Frequencies � Alternate repeaters or simplex frequencies may be used to establish an alternate net for specific functions � Evacuation shelters � Health and welfare � Specific agency response � � Keep traffic to manageable levels Formal or informal

Operational Procedures: Establishing Nets on Alternate Frequencies � � Each alternate net shall always have one liaison with primary net Net Control should know operation frequency and function of all participating amateurs Do not join these alternate nets unless directed to do so by Net Control Appendix G - list of repeaters and simplex frequencies likely to be used in an incident

Operational Procedures: Resource Management � One person should be responsible for � Handling resource requests � Tracking ARES member assignments & amateur provided property � Checking individuals in and out of assignments � � Manage distribution of amateur resources between multiple incidents and agencies Preferably operate from EOC Normally performed by EC, AEC, or primary Net Control operator May be delegated to an additional individual

Operational Procedures: Resource Management � � � All amateurs should individually keep a timesheet of their operation beginning and ending times and dates This record should be turned in at end of incident response Will account for value of amateur operations in disaster reimbursement requests

Termination � � ARES participation is terminated following request from served agency Individual amateurs that wish to terminate before their duty shift is completed should notify Net Control so a replacement may be designated All amateurs must contact Net Control to check out of response activities or nets NO ONE SHOULD TERMINATE ACTIVITY WITHOUT CHECKING OUT FIRST!

Identification: Personal Identification � � No standard established for ID of amateur personnel Necessary ID for entry into a restricted area will be provided by controlling agency FCC licenses will not guarantee entry into secured areas, even when we are requested Emergency Responder ID cards issued by Iowa DOT are available � Current requirements are available in Appendix F

Identification: Vehicle Identification � � � No standard established for vehicle ID Appropriate magnetic signs or card placed in windshield encouraged Cards & signs should include ARES logo Vehicle ID will not automatically provide access to controlled areas Assists other agencies to identify an amateur when one is needed

Security and Access: Incident Scene Access � If challenged at an access control point after being assigned to a restricted area � Show proper identification o FCC issued amateur radio license o Iowa DOT Emergency Responder ID card o Other ID issued by controlling agency � DO NOT ARGUE if asked to leave � Leave immediate area � Report back to Net Control that you were refused entry

Security and Access: Staging Area � � Situations may require amateur response within area or facility closed to public access Establish staging area outside perimeter and close to access control point One amateur acts as liaison to response official in command at access control point Liaison's function would be to � Identify amateurs requesting entry � Issue necessary ID

Available Equipment Red Cross Comms Center � � Adjacent to classroom Current amateur radio equipment includes � Commercial VHF base with amateur frequencies � Amateur VHF base station � Citizens Band radio � On Roof � High-gain VHF antenna for land mobile frequencies � Unity-gain amateur VHF antenna � CB antenna

Available Equipment Red Cross Comms Center � � � Access from back door and hallway Lock box on outside back door Request code from EC or AEC Outside back door key engraved "Outside" Comms Center door engraved "Inside“ Once keys are retrieved � Box should be closed � Code wheels jumbled to protect code integrity � Always replace keys when finished

Available Equipment Mary Greely Medical Center � � � Amateur VHF/UHF base station radio system 6 d. B gain amateur VHF antenna on roof Utilizes hospital’s internal network and two Remote Rig systems Separates transmitter in mechanical room from control head stored in room 2619 Radio operated at 3 dedicated Ethernet jacks � NW corner of room 2619 � South wall of North Conference Room B � Under desk in room 1837

Available Equipment Mary Greely Medical Center � � Access is restricted per MGMC policy Amateurs assigned to operate radio at MGMC must � Pass written health & safety test � Sign HIPAA waiver � Obtain MGMC volunteer ID � EC will coordinate process for potential MGMC affiliated amateurs

Available Equipment Story County EOC � � EMA maintains an Emergency Operations Center adjacent to their offices in basement of Story County Administration Building Current radio equipment in offices � Amateur VHF base station � VHF antenna on roof � Public service radios with corresponding antennas � � Amateurs may be requested to operate public service radios on behalf of EMA Do not transmit on public service frequencies without prior authorization

Available Equipment Story County Medical Center � � Commercial VHF base station preprogrammed with amateur frequencies Owned by Story EMA Located in main nurse’s station Minimal gain VHF antenna on roof

Available Equipment Cache Radio Equipment � Story EMA has purchased equipment to serve as a radio cache for use by incident response personnel � amateur radio operators � other non-first responders � Status and location of cached radio equipment is coordinated by EC and EMA

Available Equipment Cache Radio Equipment � 14 handheld marine radios programmed with � Amateur radio frequencies � MURS frequencies � Land mobile frequencies � Divided into two 7 -radio kits � Rechargeable batteries � Charging cradles � AA battery clamshells � Speaker microphones � Belt clips � Two magnet mount external antennas per kit

Available Equipment Cache Radio Equipment � Two mobile base station kits include � Amateur VHF/UHF radio � VHF public service radio � Power supply � Two wide-band VHF/UHF antennas o Ground plane mount o Magnet mount � Two 50’ sections of RG-8 coax � Two 50’ sections of RG-8 X coax � Two 33' Telescoping Fiberglass Masts � Signa. Link Radio to Computer Sound Card Interface

Media Inquiries � � � You will observe and hear sensitive information by being in secure areas or working with served agency personnel May be questioned by unknown persons or members of media Politely refer them to served agency's � Public spokesperson � Public Information Officer (PIO) � Other official of served agency � Never give information to anyone not officially part of incident response

Media Inquiries � If media has questions specifically about amateur radio participation, direct them to � ARES � EC � AEC PIO (if established)

Personal Safety � � Disaster situations may require calculated risks in order to accomplish mission ARES members are ultimately responsible for their own safety and should not take actions that place themselves in jeopardy You have right to say no to served agency if you feel they are asking you to be in danger Pull back from questionable situations and report to Net Control

Liability � � � Amateurs shall assume they are operating at their own risk No liability coverage should be assumed to be provided by served agency All amateur provided equipment is used or loaned at owner’s risk

APPENDIX A Incident Command System

APPENDIX B Suggested Staging Areas APPENDIX C Suggested Emergency Net Script � � Suggested procedure for calling a net for an actual emergency This general format is suggested Not “set in stone” Net control station should feel free to deviate from what is listed here as necessary

APPENDIX D Phonevite. com Instructions � � Intended as resource for EC and AEC Internet Activation Method Telephone Activation Method Example Scripts

APPENDIX E Served Agency Contact Resource � � Not for public release Provides contact information for � EC � AEC � DEC � Story County EMA

APPENDIX F Story County EMA and ARES MOU � � Memorandum of Understanding currently being updated Establishes Emergency Responder ID card requirements � ICS 100 Incident Command System Awareness � IS 700 National Incident Management System � Amateur Radio Emergency Communications Course (ARECC) Level 1 � Minimum level of experience with o Formal and tactical message handling o Exercises o Nets

APPENDIX G ARES Response Frequencies � Not for public release � Uses ICS-217 A � All ARES members should pre-program radios with these frequencies

APPENDIX H Story County ARES Roster � Not for public release � Data based on � SCARC � ARES � member database registration forms Please review ARES Roster for errors

STORY COUNTY ARES EMERGENCY OPERATIONS PLAN OVERVIEW Questions? Clint Miller KC 0 JUO Story County EC