AMATEUR
RADIO EMERGENCY SERVICE
Operations Manual
Amateur Radio Emergency
Service® (ARES®) Sandusky County, Ohio
Radio Amateur Civil
Emergency Service (RACES®) Sandusky County, Ohio
February 2008 – Version
1.2
No duplication of
this manual is permitted without the express written permission of
the Amateur Radio Emergency Service® Sandusky County (ARESSC). Portions of this document are copyrighted by
the Central Ohio ARES® (COARES) and are used and reprinted with permission.
©2008, Amateur Radio
Emergency Service® Sandusky County, Ohio
Table of Contents
5.1 ARES ID CARD (ARRL FSD-224)
5.3 SANDUSKY COUNTY A.R.E.S. PHOTO ID CARD
5.4 SANDUSKY COUNTY EMA PHOTO ID CARD
7.1 RECOMMENED PERSONAL EQUIPMENT
8.2.1 EMERGENCY OPERATIONS CENTER
8.3.3 REPEATER IDENTIFICATION AND SERVICE MESSAGES
8.3.4 USE OF NON-ARESSC REPEATERS
9.2.3 OPERATIONS UNDER ACTIVATION
9.4.1 GREATER SANDUSKY / SENECA COUNTIES AMERICAN
RED CROSS
9.4.2 SANDUSKY COUNTY EMERGENCY MANAGEMENT AGENCY
9.5.2 NORTHWEST OHIO TRAFFIC NET
10.2.3 CONFIRMATION OF ASSIGNMENT
11.1 SANDUSKY COUNTY EMA RECOMMENDED TRAINING
11.3 ARRL – CCEP EMERGENCY COMMUNICATIONS COURSES
12.0 GENERAL NOTES AND SUGGESTIONS
14.1 CURRENT ARESSC ADMINISTRATION (11/25/07)
14.2 SIREN NET PROCEDURE FOR SANDUSKY COUNTY, OHIO
14.4 AREA FIRE, E.M.S. AND POLICE CONTACTS
1.0 PURPOSE
1.1 DESCRIPTION
The Amateur Radio Emergency Service® (ARES®) and Radio Amateur Civil Emergency Service (RACES®) consist of licensed amateur radio operators who have voluntarily registered their qualifications and equipment for communications duty in the public service when disaster strikes. Every licensed amateur, regardless of membership in Amateur Radio Relay League (ARRL) or any other local or national organization is eligible for membership in ARES® and RACES.
The Amateur Radio Emergency Service® Sandusky County (ARESSC) is an organization of Amateur Radio operators licensed by the Federal Communications Commission (FCC). The major purpose of the organization is to provide public service communications support for qualified organizations at the discretion of the ARESSC leadership.
The Radio Amateur Civil Emergency Service (RACES) is a public service provided by a reserve volunteer group of Amateur Radio (Ham Radio) operators that is administered by local, county and state Emergency Management Agencies (EMA), and supported by the Federal Emergency Management Agency (FEMA) of the United States government. As a part of the Amateur Radio Service, it provides radio communications for civil-preparedness purposes only, during periods of local, regional or national civil emergencies.
For the purposes of this Operations
Manual, ARESSC encompasses both ARES® and RACES.
ARESSC will also provide these services for other counties in ARES® District 1 (Northwest Ohio) without an active ARES® organization.
1.2 ELIGIBILITY
The only qualification for membership in ARESSC is a valid Amateur Radio license, issued by the Federal Communications Commission, of any license class and a desire to help the community.
Any member found to be in violation of any Federal Communications Commission rules (any radio service) may be dropped from membership in the organization.
You must complete the following applications/forms:
· ARES® application
· RACES application (if desired)
· Sandusky County EMA Oath form
· Local background check by the Sandusky County Sherriff
1.3 LIMITATIONS
The ARESSC organization provides a communications service only. Amateur Radio operators are not expected to perform any additional functions.
This
manual is designed to serve as a general guide only. ARESSC
leadership and membership are expected to use their own judgment
based on conditions at the time. This manual will be updated as
needed.
1.4 CODE OF CONDUCT
All Amateur Radio operations will be governed by Part 97 of the Federal Communications Commission rules and regulations.
ARESSC members must conduct themselves in a professional manner at all times while participating in an ARESSC activity or when representing this organization.
All ARESSC members must follow the rules and regulations of any building or property where they are assigned as part of an ARESSC activity.
No ARESSC member shall participate in any activity or volunteer their services while under the influence of any drugs or alcohol.
No ARESSC member will discriminate against any individual, member or organization in any way. Any or all concerns should be discussed with the ARESSC EC.
2.0 ORGANIZATIONAL STRUCTURE
2.1 NATIONAL
The American Radio Relay League (ARRL), under the supervision of the ARRL Field Services Manager, provided national coordination of the Amateur Radio Emergency Services® (ARES®) program. It is here that reference materials are produced and relationship/guidelines with national disaster organizations are maintained.
2.2 DISTIRCT
Each section is then divided into districts for area coordination, led by a District Emergency Coordinator (DEC). The Ohio Section is divided into 11 districts; we are located in District 1. The counties in our district include Sandusky, Seneca, Lucas, Wood, Hancock, Ottawa, Erie, Huron, Lorain and Cuyahoga.
2.3 LOCAL
In the Ohio Section, a local Emergency Coordinator (EC) is assigned to each county. The EC is responsible for all local ARES® activity. ARESSC is responsible for Sandusky County, Ohio, but may serve other counties at the discretion of the SEC, DEC and EC.
2.4 ARESSC ADMINISTRATION
The ARESSC EC may appoint, at their discretion, Assistant EC’s (AEC’s) to aid in managing the operations of ARESSC. These appointments may include but are not limited to the following:
|
Net Manager |
Primary lead for ARESSC net procedures Manage weekly nets Mentors Net Control Station (NCS) operators Creates and maintains ARESSC net standards Coordinates frequencies for multi-net operations Assists with ARESSC Operations Manual Performs other duties as requested by the EC |
|
Public Information Officer |
Fulfills duties of the PIO filed organization as outlined by the ARRL Performs other duties as requested by the EC |
|
Skywarn Coordinator |
Administer the National Weather Service SKYWARN program in Sandusky County, Ohio.Its mission is to collect reports of localized severe weather. Performs other duties as requested by the EC |
3.0 PARTICIPATION
3.1 MEETINGS
An in-person meeting will be held each month, normally on the first Monday of each month at 6 pm local time. The date, time or meeting location may be occasionally altered to accommodate upcoming events or special activities. These changes will be emailed to members, and/or listed on the ARESSC website and/or announced on the N8SAC repeater.
The meetings will be held at the Emergency Operations Center (EOC) located in the lower level of the Sandusky County Jail, 2323 Countryside Drive, Fremont, Ohio 43420.
3.2 NETS
The ARESSC net will be held each Sunday at 7:15 pm local time on the N8SCA repeater (145.250+), Tx & Rx PL 186.2. The secondary repeater (146.910+) no PL will be used if the primary repeater is not available. Simplex frequency 147.430 will be used if both of the above repeaters are not available.
The net will be used for general announcements, coordination of upcoming events and training exercises. The net is open to both members and non-members.
ARESSC members may be assigned to assume the duties of Net Control. Procedures for running an ARESSC net are found in Section 13.6 – ARESSC NET CONTROL PROCEDURES.
The ARESSC net will also be activated as needed for disaster operations, drills, public service events, county siren checks and Skywarn.
3.3 ARESSC WEBSITE
The ARESC website will be maintained by the ARESSC EC. The Website will contain information on ARES®, RACES, Skywarn, news, meeting minutes, calendar of events, contacts, member lists and other pertinent information.
3.4 CALLING TREE
Each active ARESSC member will be assigned to a calling group. Each group has one leader. The leaders will be responsible for calling their group as required to inform and enlist members for upcoming events, special information, or disaster alert notification. Administration of the calling groups is the responsibility of the ARESSC EC.
Each member is encouraged to return calls promptly to their calling leader.
Under special circumstances a member who wishes to remain as a member of ARESSC, but not called by a calling group leader, may request to be placed on the “RESERVE” list. These members are encouraged to call the ARESSC EC directly to participate in events and rills. This will be arranged through the ARESSC EC.
3.5 REMAINING ACTIVE
Members with little or no activity in the organization will be asked if they wish to remain active. It is understood that family, work or other commitments can effect volunteer time.
3.6 ANNUAL SURVEY
The ARESSC EC will send out a survey form to the membership once a year. This is used to insure that our membership database is correct, determine what equipment each member has available, what training the member has received in the past year, member’s availability in case of emergency and ask for comments on improving the organization.
Each member is encouraged to return the form as it is used to generate year-end reports to the ARRL and plan the future of ARESSC. It is vital that the annual survey be returned to the ARESSC EC as soon as possible.
Each member is responsible for notifying the ARESSC EC of any changes to personal data, such as address, phone or email changes, license class or updates to equipment.
4.0 DUES / FINANCIAL
There are no dues to be a member of the ARESSC. We rely on donations from the membership and other organizations for financial support.
Members are encouraged to donate anytime to the ARESSC EC. Equipment donations are also accepted. Checks should always be made out to “ARES® Sandusky County”.
ARESSC is not currently registered with IRS as a non-profit organization and donations are not tax deductible at this time.
5.0 IDENTIFICATION
5.1 ARES® ID CARD (ARRL FSD-224)
Each ARESSC member is issued A national ARES® ID card, ARRL FSD-224. The card is part of the national ARES® program and is recognized by all law enforcement agencies. There is no charge for this card. All ARES® ID cards (FSD-224) are set to expire at the same time.
5.2 ISSUANCE OF ID CARD
The EMA has an agreement with the Sandusky County Health Department for issuing photo ID cards. Any ID card that needs to be issued will be organized through the EMA as stated in that agreement. There is no charge for ID cards.
5.3 SANDUSKY COUNTY ARES ® PHOTO ID CARD
The Sandusky County ARES® photo ID card is authorized by the ARESSC EC. It is used for ARES® functions or emergencies and to access SVARC or ARES® meetings at the EOC. It is also used for identification in other counties at ARES® events. The ARESSC EC will notify members involved as to whether the event is ARES® or EMA (RACES).
5.4 SANDUSKY COUNTY EMA PHOTO ID CARD
The Sandusky County EMA photo ID card is authorized by the EMA and ARESSC EC. It will only be used when Amateur Radio Operators are activated by the EMA for emergency operations under RACES and to access SVARC or ARES® meetings at the EOC. The ARESSC EC will notify members involved as to whether the event is ARES® or EMA (RACES).
5.5 OTHER AGENCY ID’S
Other agencies served by ARESSC may offer an additional ID card to allow access into their facilities, or to allow access into secured areas.
5.6 CLOTHING / UNIFORM
There is no formal uniform code for ARESSC members. Members are encouraged to dress professionally and according to the situation and weather.
Some disaster operations and drills may require heavy clothing or a jump suit and sturdy hard shoes. A hard hat will usually be provided, if required.
Standardized reflective vests with approved identification may be purchased by ARESSC members. They will be used during ARESSC operations only.
5.7 OTHER IDENTIFICATION
All ARESSC members should carry a copy of their Amateur Radio license and ARES® ID card at all times.
Standardized magnetic car signs stating your call and Amateur Radio Emergency Services® may be purchased by ARESSC members. They will be used during ARESSC operations only.
6.0 SAFETY
Beacons and rotating safety yellow colored lights can be used by ARESSC members only during ARESSC operations.
6.1 INSURANCE
ARESSC members are responsible for their own personal medical, liability, vehicle and equipment insurance at all times.
As an organization, ARESSC carries no insurance.
6.2 PERSONAL SAFETY
All ARESSC members are responsible for their own safety at all times. Any member may decline an assignment at any time for any reason if you are not comfortable with the situation. Members should be especially careful around vehicle traffic during our public service events and at all times during a disaster situation. Always remain aware of what is occurring in and around your location.
Before accepting an assignment during an actual emergency, please be sure that your own family and personal property are safe and secure. Your own well being is priority one.
7.0 ARESSC EQUIPMENT
7.1 RECOMMENED PERSONAL EQUIPMENT
The first piece of Amateur Radio equipment for most members is a two-meter handi-talkie. Members should also have extra batteries and an external magnetic mount antenna with adapter.
Next consider a higher power mobile radio, or an external power amplifier and additional equipment for other bands.
8.0 SANDUSKY COUNTY EMA
8.1 PURPOSE
The intent of this section is to establish a uniform and organized use of the Sandusky County EMA facility with ARES® members.
All decisions that involve changes of any kind to the EMA facility and/or the equipment will have final approval from the EMA staff before the change(s) is made.
8.2 FACILITY USE
We are all guests in this facility and must act accordingly.
All ARES® and SVARC members and guests are restricted to the Communications Room, Meeting Room and Restrooms ONLY. Anyone violating this rule will be questioned and if in violation ask to immediately leave the building.
This is a secure facility with a zero tolerance level.
8.2.1 EMERGENCY OPERATIONS CENTER
The EOC is available for use to all Amateur Radio operators for functions related to Amateur Radio and communications by appointment only. To request use of the EOC you must phone 419-334-8933 and make arrangements with the EMA staff.
To access the EOC, ARESSC members must use the intercom system to call a guard.
8.2.2 COMMUNICATIONS ROOM
Use of the Communications Room is allowed for ARES®/RACES Skywarn activation, siren nets and emergency exercises.
Use of the Communications Room is allowed for the Sandusky Valley Amateur Radio Club (SVARC) and the Volunteer Exam Program (VEP), making copies or using the equipment for radio program demonstrations.
All other Communications Room use must be approved by contacting the EMA staff.
8.2.3 RADIO EQUIPMENT ROOM
No access to anyone except personnel assigned by EMA staff to maintain the Amateur Radio equipment.
8.3 EQUIPMENT
8.3.1 REPEATER SYSTEM
See Section 14.3 AREA HAM REPEATERS
Primary
Repeater:
The primary ARESSC repeater is the N8SCA system. The frequencies used with this system include:
Input Output CTCSS (PL)
144.650 MHz 145.250MHz 186.2 Hz Encode/Decode
Secondary Repeater:
The secondary ARESSC repeater is the KC8EPF system. The frequencies used with this system include:
Input Output CTCSS (PL)
146.310 MHz 146.910 MHz NONE
Simplex
Frequency:
147.430 MHz
8.3.2 REPEATER OPERATIONS
The W8NCK/N8SCA (145.250) repeater will function as normal Amateur Radio use in non-emergency situations. If an emergency situation arises then all normal use will stop and the ARES®/RACES personnel in charge will control the repeater.
As with any repeater, users are asked to leave a pause between transmissions, listening for the courtesy beep. Please keep your transmissions short at all times, allowing emergency traffic to break into a conversation.
When monitoring, always be friendly and courteous answering questions, and always answer distress calls.
Echolink can be used on the repeater as long as it does not cause problems. If problems should arise, Echolink will be immediately disabled. Before it is enabled again the EMA staff must be notified for permission and convinced that it will no longer cause any problems.
8.3.3 REPEATER IDENTIFICATION AND SERVICE MESSAGES
W8NCK shall be the repeater ID, N8SCA shall be used for all ARES® functions. The ARES® License Trustee and SVARC License Trustee shall be responsible for all service messages, programming and repeater ID.
8.3.4 USE OF NON-ARESSC REPEATERS
It is necessary to use non-ARESSC repeaters at times. When possible contact the repeater association or owner as far in advance as possible to obtain permission to use their system(s). In an emergency, make every effort to obtain the permission of the organization, owner or control operator. When the operations complete, remember to thank the other organization for the use of the repeater and include it in the event write-up.
8.3.5 TECHNICAL SUPPORT
The maintenance for the W8NCK/N8SCA repeater shall be the responsibility of the EMA. The SVARC Technical Committee will be allowed access to the radio room for the purpose of making minor repairs and modifications. These repairs and modifications must first be approved by the EMA staff.
If the repeater needs repair above the capability of the SVARC Technical Committee, the EMA will arrange for those repairs.
8.3.6 RADIO EQUIPMENT
All Amateur Radio equipment installed at the EMA will be tagged as EMA inventory and covered by EMA insurance. Absolutely no proprietary equipment will be installed at the EMA. Software installed on Amateur Radio computers must be legally purchased according to Federal Copyright laws.
Amateur Radio Operators may use the Amateur Radio equipment when needed for nets, exercises or programs. If equipment leaves the premises it must be listed on the sign-out sheet. The serial number, date, time and signature of the person taking the equipment must be on the sign-out sheet. The borrowed equipment must be returned in a reasonable amount of time and in the same condition as when it was taken.
8.4 RESPONSIBILITES
8.4.1 MEETINGS
The first person at the EOC for any scheduled meeting should put the appropriate sign on the door in the upstairs lobby.
8.4.2 KEYS
No one is authorized to use any of the keys located in the Sandusky County EOC except as noted here:
The ARESSC EC and Skywarn Coordinator will have key access to the EOC.
The Communications Room can only be opened by the ARES® EC or in his absence by his appointed replacement and the Skywarn Coordinator or in his absence by his appointed replacement.
The Communications Room can only be opened by the SVARC club President for meetings only, or in his absence by his appointed replacement.
8.4.3 DOCUMENTATION
All documentation related to the equipment at the EMA will be filed at the EMA. This documentation will include, but not limited to, the following: Repeater Manual, Repeater codes, Repeater linking information.
9.0 EMERGENCY RESPONSE PLAN
Reference the Sandusky County Emergency Operations Plan.
Reference the Suggested Operating Guideline for an Emergency at the Davis-Besse Nuclear Power Station.
9.1 TYPES OF DISASTERS
The Northwest Ohio area may expect to encounter a number of different types of disaster situations. Examples of these include, but are not limited to:
· Tornado
· Fires
· Flooding