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April, 1996
Table of Contents
Members of The Sea Ranch Amateur Radio Auxiliary (TSRARA) who are FCC-licensed Radio Amateurs may be called upon to furnish backup communications services for local agencies in the event of any emergency or disaster wherein regular communication systems are disrupted or overloaded. They may also be called upon whenever they can provide communications services which are more efficient than those normally available to those agencies or officials responding to an emergency. FCC licensed members of TSRARA who have registered their capabilities and their equipment for volunteer public service work are a part of the Amateur Radio Emergency Service (ARES). Thus, as members of The Sea Ranch Amateur Radio Emergency Service (TSRARES), they fulfill their part in a long tradition of organized emergency communications provided by Amateur Radio operators. 1.1 Scope 1.1.1 This document is intended to provide information to Sea Ranch officials and local agencies about enlisting the aid of local Amateur Radio operators in helping with emergency communications. It is especially intended as a one-volume source-book for those Amateur operators who help to provide those communications. 1.1.2 While this Plan is specifically designed for the Sea Ranch, it is intended that the resource of Amateur Radio operators not be confined to the Sea Ranch alone. The guidance provided herein will help TSRARES members to be of service to surrounding communities as well. 1.1.3 The Plan is written chronologically beginning with the ways in which the notification of Amateur Radio operators takes place. This is followed by operating procedures to be used during the emergency, record keeping, and follow-up after the emergency. 1.1.4 FCC rules and regulations apply to the operation of a two-way radio in the Amateur service, and therefore apply to the Amateur Radio Emergency Service (ARES) and Radio Amateur Civil Emergency Service (RACES) organizations. 1.1.5 This document shall compliment the Sea Ranch Disaster Plan. In the event of conflicts between this Plan and the Sea Ranch Disaster Plan, the latest revision of the latter shall take precedence. 1.1.6 Every identified licensed Radio Amateur living full or part time on the Sea Ranch will be provided with a copy of this document. 1.2 Purpose 1.2.1 This document will establish a generalized emergency operating plan for Amateur Radio operators responding to an emergency. It also is intended to help local officials and agencies to understand the kinds of assistance Amateur Radio operators can porovide. 1.2.2 This Plan serves as a guide providing Amateur Radio operators with an efficient way to render their primary responsibilities in emergency service which is to furnish communications in the event of any disaster concerning the following:
2.0 Emergency Procedures In all cases emergency procedures need to be tailored to the specific emergency event being covered. It is understood that any given event may require some elements of each of the scenarios illustrated herein. However, for purposes of this document, emergency events will be classified in only two Scenarios, namely: Local (2.1) and Global (2.2). Actual operating procedures and aids are provided in the appendices to this document. 2.1 The Local Scenario: A Local Scenario is defined as a Multi-Casualty Incident (MCI), fire, Tsunami, or other catastrophe affecting primarily the Sea Ranch or a local area within the Sea Ranch. Under this scenario many who are living in the area may not be aware of an emergency situation, however, assistance would be available quickly because mobilization and travel time would be minimal. It is assumed that normal communications services (telephones) are operating. 2.1.1 Initiating Amateur Radio Services: Amateur radio services shall be initiated by request of an official of a public service agency such as C.D.F., C.H.P., the Sheriff, the County Office of Emergency Services (OES), the local Incident Commander, the Sea Ranch Fire Department, or a responsible official of the Sea Ranch Association. Information needed in the request includes (but may not be limited to):
It is understood that some of the preceding information will be determined in conversation while the request is being made. 2.1.2 Method for Contacting Local Radio Amateurs: Agencies or officials may initiate local Amateur Radio emergency services via telephone (see Appendix C for names and telephone numbers), in person, or on the air by contacting those who are monitoring any of the local repeaters (see Appendix A for list of local repeaters.) 2.1.3 The Operation: The Sea Ranch repeater [on 147.945 MHz(-)] shall be used to coordinate all amateur radio operations on the Sea Ranch and usually will have assigned a Net Control Station. The Net will be operated in a professional and disciplined manner at all times. (Radio operators should consult Appendix A for appropriate Operating Procedures and Operating Aids.) 2.2 The Global Scenario: A Global Scenario is defined as a disaster affecting large areas of population and may affect the capability of local government to render aid such as in a Level 2 or 3 Emergency as defined by the State of California. Examples are earthquake, major flood, or forest fire. Such an event will usually be self-evident to those in the area and usually will disable or so overload the telephone and other communications systems that the Amateur Radio Emergency Service must be self-activating. 2.2.1 Method for Initiating Amateur Radio Services: In the event of a "global" emergency, radio operators who are able shall call into the Anchor Bay Repeater on 147.825 MHz ([-] 103.5 PL), or the Sea Ranch repeater on 147.945 MHz(-) and stand by for assignment. Note: If the Sea Ranch or other repeaters are inoperable, simplex operation on the repeater's output frequencies shall be initiated and used until such time when the repeater can be reactivated. (This may necessitate the use of one or more relay stations; please refer to Appendix A.) Simplex frequencies as well as other useful repeater frequencies are given in Appendix A. 2.2.2 Assigned Locations: The following are the locations to which radio operators will be assigned as the need exists: Command Posts Staging Areas Message Center Sea Ranch Association Ofce. Bldg. 2.2.3 Other Assignments: Assignments other than those listed in 2.2.2 may be requested by the Incident Commander or agency in charge. A Net Control Station (NCS) shall be activated which is a separate entity from the assignments in 2.2.2. In addition to the Net Control, a separate station to handle liaison with the County Emergency Operations Center (EOC) and nearby communities may also be required. Assignments in the area of the South Fire Station may be combined depending on the availability of radio operators. 2.2.4 Purpose of the Net: The net is formed to provide communications for those who are in charge of emergency services. It does not initiate emergency traffic except as ordered by those in charge. 2.2.5 Net Control: Any local ARES member may act as Net Control and shall activate the Net according to the procedures in Appendix A. The Net shall be operated in a professional, efficient, and disciplined manner at all times. 2.2.6 Location of Net Control Station: The Net Control Station may be located anywhere in or near the area being served, with the provision that it be able to send and receive messages to all parts of that area while under emergency power. It need not be located near the Incident Command Post (ICP), however, it is normally important to have an Amateur Radio operator located at the ICP. It is suggested that (if possible) the Net Control Station be located in an area conducive to calm and orderly operations. 2.2.7 Duties of the Net Control: The Net Control shall perform the following functions:
2.2.8 Heresay Information: The Net shall not be the source of heresay information. The Net Control must base his/her judgment on as much solid and substantiated information as possible, such as that originated by the officials in charge. 2.2.9 Relief of Radio Operators: Provision shall be made for changing the Net Control operator and other radio operators well before fatigue occurs. The hand-off of these duties shall include the briefing of the replacement operators on the status of the operation or task. 2.3 Radio Operators: This paragraph defines some of the ways in which volunteer Amateur Radio operators can be of service during an emergency, be it a "local" or a "global" incident. 2.3.1 It should be recognized that Amateur Radio operators offer their help during emergencies because they are communicators trained to be of service. During an emergency some of the operators will be unable to answer the call for help because they are handling property damage or injury problems of their own. 2.4 Preparedness: To be of maximum service to the community during any emergency situation many local Amateur Radio operators participate in the weekly Emergency Communications Net and in periodic emergency communications drills. Many have portable radio equipment which can be operated on emergency power should that become necessary. 2.4.1 Repeaters: As an aid to providing emergency communications the Sea Ranch Amateur Radio Auxiliary (TSRARA) maintains a radio repeater near the south end of the Sea Ranch. In addition there are four other local repeaters that will be used in an emergency: These are located at Pt. Reyes, Bodega Head, Anchor Bay, and Pt. Arena. 2.4.2 Communications Coverage: Continuous communications coverage in mountainous areas such as ours is difficult at best. However, with the use of the repeaters in 2.4.1 and relay stations as appropriate, communications coverage is possible between Bodega Bay in the south to Manchester in the north. 2.4.3 Links to County Emergency Operations Center and Howard Forest: Two of the repeaters in 2.4.1 have ultra-high frequency (UHF) radio links into the Santa Rosa area, and one will have a similar link into the Willits - Ukiah area. In this way direct communication with the Sonoma County Emergency Operations Center (EOC) and with Howard Forest in Mendocino County is possible and has already been demonstrated. High frequency (HF) communications links have also been used to provide emergency communications with the EOC and with Howard Forest. 2.4.5 Services provided by Amateur Radio operators: There are numerous tasks to which Amateur Radio operators may be assigned. These include (but may not be limited to) the following:
2.5 Record Keeping: The Net Control and such other oprators as she/he may designate shall keep a log of the emergency operation, including at least the starting and ending times of each assignment, and a summary of the substantive messages, events, and actions. Written messages shall be filed with the log book of the originating station. (See Appendix A and E.) 2.6 Follow-Up Critique: A Critique, called by the local Emergency Comm. Unit Leader (UL) shall be held as soon as practical after the emergency or simulated (practice) emergency with all Amateur Radio operator participants invited. The purpose of this critique is not to fault each other's operating techniques, but to help everyone to become more proficient in working together. 2.5.1 The Emergency Comm. Unit Leader (UL) or his/her designee shall make a written report for all emergency and simulated (practice) emergency operations as soon as possible after the event. The report shall be based on the logs and recollections of the participants. At a minimum, the report shall be sent to the District Emergency Coordinator (DEC), the county Radio Officer (RO), the Section Emergency Coordinator (SEC), and the American Radio Relay League (ARRL). Operating Procedures and References for Radio Operators 1.0 Repeater Usage - Protocol 1.1 The following presents the operating procedures to be used when communicating though a repeater. 1.1.1 Use no more power than that necessary to reliably utilize the repeater. (Some "white noise" is acceptable; conserve your power source, and reduce interference.) 1.1.2 Speak clearly — do not key or unkey microphone at the same time you begin or finish talking or listeners may miss part of your transmission. 1.1.3 Identify your station once every ten minutes and at the beginning and end of a QSO. It is not necessary to give your call sign on every transmission. When tactical call signs are being used, your station (FCC) call sign need be given only once per ten minutes. 1.1.4 If the repeater has a courtesy tone, wait until you hear it before transmitting. This will allow other stations time to break-in with possible emergency traffic. (It also allows the repeater to reset.) If no courtesy tone, wait 2 to 3 seconds before transmitting. 1.1.5 If you hear a jammer, ignore him. Don't acknowledge his presence at all. If the jammer thinks he has no audience, he will probably stop transmitting. 1.1.6 Observe repeater priorities, namely:
1.1.7 Do not transmit anything that should be "private." Always remember that others are listening. 1.1.8 Do your best to be friendly, professional, and courteous. 1.1.9 Keep transmissions short and to the point. Long transmissions waste time, emergency power, and may prevent other emergency traffic from being heard. (They also give a bad impression to anyone who may be listening.) 2.0 The Long-Term Zero (LiTZ): The Long-Term Zero has proved to be a very effective way to get attention when one has emergency traffic. Upon key-up announce your call sign then hold the zero (0) button on your keypad down for three seconds (approx.) Follow this with the words, "I have emergency traffic." 3.0 THE NET CONTROL STATION: The Net Control Station shall establish and then control the Net in an orderly, efficient, and professional manner. This will be a directed Net, meaning that you as Net Control are in charge and all stations must get permission from you before calling. (Note: If the repeater is inoperative, use simplex operation on the repeater frequency.) The Net Control will immediately begin the Net Log (Appendix E). 3.1 Net Control Scenario: One of the first orders of business is to find out who is available for assignment, and to make sure that all necessary location assignments are filled. 3.1.1 The Net is called to order using the LiTZ (para 2.0 above). The following script is suggested:
After allowing ample time, contact each station individually and record their emergency traffic.
Acknowledge any stations who may call in. Write the call signs of all reporting stations in the station log (shown later). If you are operating simplex (because the repeater is inoperative) you will likely have stations reporting that they hear someone that you cannot receive. In this event have them relay the information you want. Individually call each station that has called into the net to ascertain their current location as follows:
3.1.2 Emergency Traffic: Anyone having emergency traffic shall be given first priority. Health and welfare traffic shall not be handled until all emergency traffic has cleared, or unless frequencies and modes are available that do not interfere with the movement of emergency traffic. (In a major emergency, it is likely that at least two days will elapse before you are able to handle health and welfare traffic.) 3.1.3 Health and Welfare Traffic: Health and welfare traffic must not be taken until all emergency traffic has cleared and the frequencies and operators are available to handle it. 3.1.4 Making and Recording Assignments: Operators awaiting assignment should be sent to the required locations starting with the Incident Command Post (ICP) and then prioritized to as many other locations as possible depending on the availability of operators. All operators shall check-in with net control when they leave for assignment and again when they arrive at their assigned location. These times shall be recorded in the Net Log by the Net Control. 3.1.4.1 In a "Global Incident" (see para. 2.2 of Plan), the following locations shall be assigned radio operators as required by the officials in charge:
The Net Control shall encourage the use of tactical call signs for the above (and all other) locations. 3.1.4.2 When practical make assignments in pairs (if there are sufficient operators) keeping in mind the need to relieve operators if the incident continues on and operators become fatigued. 3.1.5 Roll Call: It is important to call the roll at least once per hour, unless all stations that have checked into the net have been active. (Also, it is helpful to give a brief operations status report from time to time to indicate how participants relate to the emergency.) 3.2 Procedures at Assigned Locations: It is important that Amateur Radio operators immediately introduce themselves to the official in charge of the location to which they have been assigned. While Radio Amateurs can be of service in many ways, their primary assignment is radio communications. Therefore, it is important that the official in charge know with whom the radios are linked and that all messages must be understandable, and all formal messages signed by the originator. 3.2.1 Along with the official in charge, a determination should be made if the radio should be located in the operator's car (which usually has an antenna installed) or if it should be located somewhere else in the facility. Check to be sure that communication can take place from the location chosen. 3.2.2 Note that antennas have been installed at the Association Office, the North and South Fire Stations, and in the Knipp Stengel Barn. 3.2.3 Tactical call signs such as "Net Control," "Del Mar," or "ICP," rather than call signs shall be used unless the Net Control directs otherwise. (The FCC call sign shall be given once per ten minutes.) 3.2.4 Health and welfare messages must not be taken at the assigned locations until all emergency traffic has cleared AND the frequencies and operators are available to handle them. When that time comes, be sure to use the radiogram format given in Appendix E. 3.3 NTS Emergency Traffic Format: Formal messages shall utilize the National Traffic System's (NTS) Radiogram format (in Appendix E). The Net Control Station shall record the passing of messages in the Net Log (also shown in Appendix E.) 3.3.1 NTS Format Defined: The NTS format is recognized and understood across the country and is the format of choice for formal emergency traffic. The following will serve as a brief explanation. Please refer to the message form in Appendix E.
3.3.2 A station log (page E1-2) shall be kept which records the messages handled by your station, both formal and informal. (Station Log shown later.) 3.3.3 Precedence: There are three precedences used in traffic handling, namely: Emergency, Priority, and Routine. 3.3.3.1 Emergency: 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 commercial facilities. This includes requests for supplies, materials, or instructions vital to relief of stricken populace in emergency times. 3.3.3.2 Priority: Important messages having specific time limit. Press dispatches and other emergency related traffic not of the utmost urgency. Notification of death or injury in a disaster area, personal or official. Messages relating to the health or welfare of someone in the disaster area. 3.3.3.3 Routine: Most traffic in normal times is in this category. It is unlikely that this kind of traffic will be handled under emergency conditions, however, should there be any, it should be handled last or not at all when circuits are busy with emergency or priority message 3.3.4 ARRL Standard Messages: The following list of standard messages created by the American Radio Relay League (ARRL) will save time in relaying health and welfare information. Check to ascertain that the receiving station has the same list that you do before using them!
Note that emergency/priority messages originating from official sources must carry the signature of the originating official. 4.0 Useful Frequency Information: The following tabulated frequency information is presented as an operating aid. Simplex frequencies (Para. 4.3) should be used for communication that need not be transmitted through the repeater, These frequencies are assigned by the Net Control. If PL tones are required assume that Sonoma county repeaters use 88.5 Hz; and Mendocino, 103.5 Hz (most follow this convention). 4.1 Contacting Sonoma County Emergency Operations Center (EOC): Contact with County EOC can be accomplished through the repeater on 146.670(-) 88.5 PL (K6HSJ Bodega Head). A backup repeater is located on 145.170(-) 88.5 PL (K6GEV, Pt. Reyes). Sonoma County EOC is also available on HF on 3.915 MHz. SSB. 4.2 Local Repeater Information and Frequencies:
How to use Pt. Reyes' Emergency Autopatch You must have 88.5 PL enabled to trigger the autopatch.
Emergency slot numbers for Pt. Reyes repeater:
4.3 Local Simplex Frequencies: 4.3.1 The following two frequencies have been selected by TSRARES (and the Anchor Bay ARC) as our clear channel simplex frequencies. 147.570 MHz 147.585 MHz Note: Also use 146.520 MHz (simplex national calling frequency) to alert other amateur operators in the area who may not be familiar with local repeater frequencies. (This frequency may already be occupied during a wide-area emergency.) 4.3.2 Simplex frequencies can be used for communication across the Sea Ranch and beyond. 4.4 Other Frequencies of Interest:
5.0 Status Boards — Keeping Track of Assignments 5.1 Status Board Description: The status board, suggested by Section Emergency Coordinator (SEC) Dale Westerterp, WB6TMS, is a necessary operating aid and should be used whenever many locations and operators are involved because:
5.1.1 Obtain a bulletin board (or use a wall) and place 3" x 5" cards (or Post- it Notes) with call signs of everyone reporting into the Net for assignment along one side of the board. 5.1.2 Line the location cards across the top; level if activated and tilted if not. 5.1.3 As radio operators are assigned, place operator cards under the location to which they are assigned. Tilt right side of card up until operator arrives at location, then level the card. 5.1.4 Upon request for shadows, set up another area similar to location status areas. 5.1.5 Upon release from duty, tilt card right side down until operator signs off duty or is reassigned. 5.1.6 Place next relief operator cards under active assigned cards and below the location card to which they are to report. 5.2 Details of Status Board Cards: While there are many ways to create a Status Board, the following suggestions have worked in the past. 5.2.1 Location Cards: Location cards spell out the location and may give the appropriate abbreviation as well. For example:
5.2.2 Shadow Cards: Shadow cards have the word SHADOW in the upper left corner and centered below give the title and name of the person to be shadowed. 5.2.3 Operator Cards: Each operator is identified on the front of the card by call sign and first name. On the back side of the card more info relevant to that operator may be placed if needed. Figure 2: The status board shows at a glance the location and status of all radio operators and critical locations. [Note: Figure 2 is only available in the PDF version] 1.0 Emergency Equipment for Radio Amateurs (a partial listing): The following are suggestions that will prove useful when you organize the equipment that you plan to use in emergency service.
Also: Copy of your Amateur license (the law requires it), maps, log sheets, Radiograms, paper, pencils, flashlight, a copy of this Emergency Plan, etc. 1.0 How to Activate the Sea Ranch Amateur Radio Emergency Service (TSR ARES): TSRARES members may be activated by an official call to any of the names on the list below, or the TSR Emergency Team list of full time Sea Ranchers. In the event of an emergency in which telephones are inoperative, Amateur Radio operators have been asked to report into the Sea Ranch Repeater on 147.495(-) Mhz, or the Gualala repeater on 147.825 Mhz (-) MHz, 103.5 Hz PL. In this manner they will soon be in contact with the Incident Commander (IC). When requesting aid please be prepared to provide the following information :
List: (Includes name and call sign)
2.0 Lists of Amateur Radio Operators: The following lists of the Amateur Radio operators located in our area are provided as an operating aid. Listing all Amateurs known to be in the coastal area from the Navarro River in the north to Bodega Bay in the south acknowledges the fact that we all must help each other in order to provide adequate communications during a global emergency. It is also possible that an Amateur Radio operator from outside our coastal area may be renting property here at the time of an emergency, and may volunteer to help. If such an operator should be utilized, please realize that a part of the Sea Ranch Disaster Plan is to help individuals to leave the area in a timely manner, if necessary. The lists are alphabetized by name and by call sign. Sea Ranch Amateurs in the list can be identified by an asterisk next to their names. Note: Sea Ranch Amateur Radio Operators are supplied with a list of all local licensed operators. The list is omitted in the Web version of this document. Field Operations Guide - Shadow Procedures Shadow: The shadow is to assist, with communications, a management, supervisory, or specially assigned person for an agency or organization. These persons may include, but are not limited to government (city, state, federal) or relief organizations, such as the Red Cross, Salvation Army, etc.
1.0 Forms Useful in Emergency Work 1.1 Three of the forms that will be useful in emergency work are reproduced in this Appendix. They are the Emergency Radio Log, The Amateur Radio Disaster Welfare Message and Radiogram, and the Disaster Service Worker Registration. You may wish to make copies of these forms for future use. 1.1.1 The Emergency Radio Log: A log must be kept by the Net Control or his/her designee which shows the starting and stopping time of all of the operators on duty, the formal messages handled along with the time they were handled, and all other communications incidents deemed important (along with the time they happened. ) The form shown is suggested; however, there are many others that would be equally useful. (Please see Appendix A para. 3.1.3 and 3.2.) 1.1.2 The Disaster Welfare Message and the Radiogram: These are both formal messages and as such need to be recorded. The forms shown are the standard National Traffic System (NTS) format for these two kinds of message. Use of these formats ensures that they will be understood and transmitted by the NTS, therefore, it is important to use them. (Please see Appendix A para. 3.2.1.) 1.1.3 Disaster Service Worker Registration: If ever you are asked to perform disaster service work outside of those areas where you are already registered in the Radio Amateur Civil Emergency Service (RACES), the enclosed form should be used as temporary registration and should be presented to the Incident Commander or his designee. [Note: Forms are available only in the PDF version] 1.0 Emergency Telephone Numbers: 1.1 Not all emergencies in which Amateur Radio Operators give aid are large emergencies. Sometimes a driver needs help along the highway, or the power is out and one needs to call PG&E, or obtain gasoline. 1.2 The following list of telephone numbers has been assembled during many emergencies and is presented here as an operating aid. 911 Calls:
Highway Patrol - 911 RCMS (Medical Services) - 884-4005 Coast Guard:
Department of Emergency Services (DES)
Schools:
CAL-TRANS:
Red Cross:
Fire (other than emergency 911)
Utilities:
Water:
Grocery Stores:
Pharmacies:
Gasoline and/or Diesel:
KWAN-FM - 884-1000 State Parks:
County Parks:
Amateur Radio: ARRL, ACS, ARES and RACES: Anchor Bay Comm. Center - 884-4911
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