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Santa Clara Valley Section American Radio Relay League Amateur Radio Emergency Service EMERGENCY COMMUNICATIONS SHIFT SUPERVISOR'S HANDBOOK Amateur Radio Emergency Service revised 7/10/90 Page 1.1 INDEX Index 1.1 Introduction 2.1 What Can We Expect? 3.1 Emergency Communications Kit 4.1 Suggested Operating Position 5.1 Typical Net Organization 6.1 Types of Section Nets 7.1 Shift Supervisor Concepts 8.1 Shift Supervisor Checklist 9.1 Resource Net Control Operator Concepts 10.1 Resource Net Control Operator Checklist 11.1 Incident Assignment Worksheet 12.1 Section Frequency List 13.1 Section ARES Staff 14.1 Message Handling Suggestions/Priorities 15.1 Working with Volunteers 16.1 Demobilization Procedures 17.1 Notes Amateur Radio Emergency Service revised 3/5/90 Page 2.1 INTRODUCTION During an extended operation where there are several operators at specific sites a SHIFT SUPERVISOR may be appointed by the Emergency Coordinator, District Emergency Coordinator, or the Section Emergency Coordinator to help administrate the incident. The role of the SHIFT SUPERVISOR is not to dictate policy and force decisions; rather it is to help coordinate operations in a large scale incident particularly when it involves more than one Emergency Coordinator. The SHIFT SUPERVISOR can help coordinate disaster relief efforts by providing repeater frequencies to the EC that are available, by making sure that the RESOURCE frequency is getting volunteers to the incident quickly and efficiently, and providing a sort of backbone on frequency to answer questions and be a "second set of eyes" to the Emergency Coordinator. It is the intention of this Handbook to be a supplement to a basic Emergency Plan. You are encouraged to add to this Handbook pages which you feel you may need in the event of a major incident. Revisions are noted in the upper right hand corner of each page. New revisions will be made available from time to time and will be sent out on the WESTNET packet BBS system as needed. The appointment of a SHIFT SUPERVISOR can take a large strain away from you during a major incident. The SHIFT SUPERVISOR can be an Emergency Coordinator or Assistant Emergency Coordinator from outside the affected area, an ARES official, or an ARES member with exceptional skills in leadership and crisis management. This Handbook is provided to give a SHIFT SUPERVISOR hints and suggestions based on the training and experience of a great many ARES members in the Santa Clara Valley Section. We hope it can be of benefit to you. 73, Dave Larton, N6JQJ Section Emergency Coordinator Santa Clara Valley Section, ARRL Amateur Radio Emergency Service revised 3/5/90 Page 3.1 DISASTER/EMERGENCY -- WHAT CAN WE EXPECT? by Lt. Dan Blackston, Chula Vista Police Department The following list of seventy (70) "things to expect" is not offered as a prediction of doom. Although most of the items are negative, this is a realistic list of problem areas that we can expect to face in a disaster. Recognizing that problems will appear and giving some thought to them prior to a disaster are steps towards overcoming them. Some of the areas require specific actions; some will diminish with time; some are inherent in disaster operations and must simply be accepted. Although not every one of the 70 listed items will occur in every emergency, the majority will appear in most situations. You are encouraged to scan the list, determine which items are or may become your responsibility and determine how those items could best be handled or the problem reduced. 1. In an earthquake there may be violent ground shaking; it will seem to last much longer that it actually does. 2. Fires will occur, caused by electrical shorts, natural gas, fireplaces, stoves, etc. 3. Fires in collapsed buildings will be very difficult to control. 4. The extent of the disaster will be difficult to assess, though this will be necessary to assure proper commitment of resources. 5. Emergency equipment and field units will commit without being dispatched. There will be an air of urgency and more requests for aid than units available to send. 6. Communications will be inadequate; "holes" will appear in the system and air traffic will be incredibly heavy. 7. Trained personnel will become supervisors because they will be too valuable to perform hands on tasks. 8. Responding mutual aid units will become lost; they will require maps and guides. 9. Water will be contaminated and unsafe for drinking. Tankers will be needed for firefighting and carrying for drinking water. 10. Citizens will volunteer, but their commitment will usually be short term. 11. There may be a multitude of hazardous materials incidents. 12. Aircraft will flood the area; law enforcement, fire, media, civilian, commercial and military aircraft will be a major concern. 13. The Command Post and/or EOC will be overrun with non-essential personnel; media, geologists, architects, engineers, representatives from other jurisdictions, etc. Amateur Radio Emergency Service revised 3/5/90 Page 3.2 14. Staging will be essential; the flow of personnel, equipment, and supplies will be overwhelming. 15. Although it is an EOC function, the Field Command Post will become the temporary seat of government. 16. Electric power will be interrupted or it will fail completely. 17. It will be difficult to shut off the gas; valves that are seldom, if ever used will be difficult to find, and may not work when they are found. 18. Phone service will be erratic or non-existent. Pay phones will be the most reliable. 19. The media will have the best communications available; be prepared to secure or impound their resources. 20. Fuel will not be available because there will be no electricity to run the pumps. 21. There will be an epidemic of flat tires; police, fire, and emergency medical vehicles will sustain a multitude of flat tires that will require repair in the field. 22. Fires will need to be investigated; mutual aid should include arson investigators. 23. The primary police department concern will be law enforcement; there will not be sufficient time or manpower to provide miscellaneous services. 24. It will be dark; there will not be enough generators or lights available. 25. Portable toilets will be in demand; there will be no place to go, and if a place is found there will be six photographers there to cover the event. 26. The perimeter will be difficult to control; citizens and media alike will offer good reasons why they should be allowed to enter the restricted area. 27. Search dogs will be needed early in the operation. 28. Documentation will be very important; there will be a multitude of requests for information later. 29. Riveted steel (oil and water storage) tanks may fail. 30. Streets will be impassable in some areas; it will be necessary to clear streets of rubble in order to conduct emergency operations. 31. The same buildings will be searched more than once unless they are clearly marked. 32. In earthquakes, there will be aftershocks; they will hamper emergency operations, create new fears among the citizenry and may cause more destruction than the original shock. 33. Many injured people will have to find their own way to treatment facilities. 34. Volunteer and reserve personnel may be slow to respond; they will put their own families' safety first. 35. On-duty public safety personnel will be concerned about their own families, and some may leave their posts to check on them. 36. Law enforcement and the media will clash; all media representatives should be referred to the Public Information Officer. Amateur Radio Emergency Service revised 3/5/90 Page 3.3 37. Very few citizens will utilize evacuation/mass care centers; they will prefer to stay with friends and relatives, or to camp out in their own yards. 38. Structural engineers will be needed to evaluate standing buildings for use as evacuation centers, command posts, information centers, first aid stations, etc. 39. The identification of workers and volunteers will be a problem; it will be difficult to determine who is working where and on what. 40. There will be rumors; people will be listening to their radios and must be given accurate information. 41. There will not be enough handie-talkies; batteries will soon go dead. 42. Many fire hydrants will be inaccessible (covered or destroyed by rubble) or inoperable. 43. Generators will run out of fuel; jerry cans of fuel must be obtained early to maintain generator powered lighting and communications. 44. Critical facilities will have to be self-sufficient; gas, lights, water and sewage may be out for days. 45. Emergency responders will require rest and must be relieved. Local personnel may be of value as guides for mutual aid responders, or as supervisors for volunteer crews. 46. Equipment will be lost, damaged or stolen, and may never be accounted for. 47. Someone will get the bill; record keeping and accounting procedures will be important. 48. Traditional non-emergency personnel will want to go home at 5 o'clock; all public employees must be made to realize that they are part of the emergeny response team. 49. People will die and there is nothing that can be done about it. Non-public safety personnel will not understand why everyone cannot be saved. Priorities must be set to save the most lives possible. 50. Dead bodies should not be an initial concern. Rescuing the living should be the first priority. 51. If phones are working, the number of requests for service will be overwhelming. People will have to fend for themselves; it will be difficult for dispatchers to ignore these pleas for help. 52. Some field units will "disappear"; you will not be able to reach 53. There will be difficulties with hysterical citizens demanding immediate attention. 54. Representatives from public agencies throughout the United States and many foreign countries will want to come and observe the operation or offer assistance. They will be a significant problem. 55. Department heads (EOC) staff may no have a working knowledge of their assigned areas of responsibility and will "play it by ear". 56. Some citizens and media will question your decisions because they will not recognize that the safety of field responders is paramount. Amateur Radio Emergency Service revised 3/5/90 Page 3.4 57. There are no critically injured in a disaster; only those who are dead or alive. 58. Handicapped and disabled persons will probably die unless personal family and friends can care for them and maintain life-support systems. 59. Management will not be familiar with field response procedures, and may attempt to change standard operating procedures. 60. Emergency responders (public safety and medical alike) will not be adequately trained to respond efficiently. 61. There will be initial chaos; supplies, materials and equipment needed will not be readily available. 62. There will be a general lack of necessary information; coordinators will want to wait for damage/casualty assessment information to establish priorities. 63. Emergency equipment will not be able to reach some locations because of traffic jams. Tow trucks will be at a premium. Parked or abandoned vehicles will block streets, and emergency responders will be the worst offenders. 64. Even though there will not be enough people to initially deal with emergencies, many available personnel will never be identified and never used. After the initial shock there will be too many volunteers. 65. General information will be offered in response to specific questions because field units cannot verify the requested information. 66. Individual public safety officers will be asked to do the work of squads or companies; they will have to recruit volunteers on the spot to provide assistance to their efforts. 67. The message flow to, from, and within the EOC and Field Command Post will break down and become inefficient and unmanageable. 68. There will be an overcritical desire to "verify" all incoming information. If it is received from a field unit, it should be considered as verified. 69. Some EOC and Command Post personnel will become overloaded; some will not be able to cope with the volume of activity and information they have to deal with, and some will not be able to cope with the noise and distractions. 70. Things will go better -- some time after they have become considerably worse. Amateur Radio Emergency Service revised 10/30/90 Page 4.1 Suggested Items for the Shift Supervisor Operating Position 6 Spiral-bound steno pads (for operator logs) 6 Message blank pads 1 Dz Black ball point pens 1 Dz #2 pencils, sharpened 1 Box Paper Clips 1 Stapler/Tape Dispenser 1 Dz Plastic page protectors (for operator reference information) 1 Box Push pins (to post page protectors) 20 Resource net staffing worksheets 6 Folders for traffic copies and staffing worksheets 1 Clipboard (for staffing worksheets) 1 Shift Supervisor's Guide Local maps of the area All above items to be packaged in a sealed corrugated cardboard box marked on all four sides "ARES Emergency Communications Kit" and stored at appropriate emergency communications facilities (Red Cross chapters, County Communications, city EOC 's, etc.). Amateur Radio Emergency Service revised 3/5/90 Page 5.1 Suggested Operating Position ----------------------------------------------------------------- | | | -------------------------------------- | | | ------------- | | | --- | Radio | -------------------- | | ------------- | | ---------------------------------------------- | | | --------------- --------------- | | | | | Frequencies | | Shelter | | | | | | | | locations | | | | | | Phone | | | | | | | | numbers | | Weather | | | | | --------------- --------------- | | | | | | | | | | | -------------------------------------- | | --------------- ---------- | | | Message | | Log | | | | blank | | book | | | | pad | | | | | --------------- | | | | | | | | ---------- | | | ----------------------------------------------------------------- For each operating position (in clear page protectors): - Frequency list (Resource, Command, Tactical, H&W) - Phone number lis.) - Shelter location list - Weather reports/Road conditions NOTE: The Resource Net desk will have the staffing worksheet clipboard. * Write it down! * Don't use scrap paper * ALL notes for yourself -- use the Net Logbook * ALL notes for someone else -- use Message Blanks Amateur Radio Emergency Service Amateur Radio Emergency Service revised 3/5/90 Page 6.1 TYPICAL NET ORGANIZATION ------------- | Section | | Emergency | | Coordinator | ------------- | ------------- | District | | Emergency | | Coordinator | ------------- | -------------- ------------- -------------- | Local | | Local | | Local | | Emergency |---| Emergency |---| Emergency | | Coordinator | | Coordinator | | Coordinator | -------------- ------------- -------------- | | | | | | | ------------- | | | Shift | | ----------| Supervisor |----------- | | ------------- | -------------------------------------- | | | ---------- ---------- ---------- | Command | | Resource | | Tactical | | Net | | Net | | Net | | Control | | Control | | Control | --------- ---------- ---------- | | | ---------- ---------- ---------- | Command | | Resource | | Tactical | | Net | | Net | | Net(s) | | | | | | |- ---------- ---------- ---------- | | |- ---------- | | | ---------- Amateur Radio Emergency Service revised 10/30/90 Page 7.1 TYPES OF SECTION NETS Three main net formats are utilized by the Santa Clara Valley Section for use during an ARES event. These are the TACTICAL NET, RESOURCE NET, and the COMMAND NET. Which net format, or whether all three evolve during an event is strictly a function of the size of the event. TACTICAL NET The "Tactical Net" is the "front line" net during an incident. This type of net is typically used by a single city to manage amateur radio operations within that city's boundaries. There may be several tactical nets for a single operation depending on the volume of traffic. When an event goes beyond the boundaries of a single city/agency to the point where mutual aid is necessary, it becomes necessary to spawn the next type of net, the "Resource Net." RESOURCE NET A "Resource Net" is primarily used to recruit resources (both operators and equipment) in support of mutual aid operations. The "Resource Net" evolves as a natural outgrowth of the size of the response. The "Resource Net" is also used as a check-in point before an assigned responder leaves for his/her assignment. As the size of an operation increases and more ARES jurisdictions become involved in the incident, a "Command Net" may become necessary. COMMAND NET The "Command Net" allows the ARES leadership to communicate to each other to resolve amateur radio operations-related problems. It is conceivable that this net could become cluttered with a high volume of traffic; it may be necessary to create further tactical nets to allow this traffic to flow efficiently. As an added note, when other agencies such as Red Cross establish their own nets they are also tactical nets. Each such tactical resource should have someone monitoring the main command net so that they can respond to Agency to Agency requests. Amateur Radio Emergency Service revised 10/30/90 Page 8.1 THE SHIFT SUPERVISOR - CONCEPTS The Shift Supervisor is normally chosen from the ranks of AEC's EC's and DEC's. However, the Shift Supervisor could be any individual who has the appropriate skills and experience. The SHIFT SUPERVISOR has the overview to coordinate and manage a multiple site/net operation. The SHIFT SUPERVISOR must not lose this perspective by getting too tired or hungry (SHIFT SUPERVISORS are typically serious burnout candidates), or at the other extreme by isolation from operations. The SHIFT SUPERVISOR by definition should rotate in regularly assigned shifts. We have a core of trained net control operators who know, by and large, how to run a directed net, how to pass traffic, how to use tactical call signs, etc. This is not enough. The SHIFT SUPERVISOR must be able to accomplish the following, either personally or by delegating at a volunteer: 1. Help net control operators with policy and procedurqquestions. t control operators' checklists are done and to do the SHIFT SUPERVISOR checklist. .. Open and close directed nets, especially TACTICAL and COMMAND nets. ATE with the Incident Commander in a leadership role. 5. Set up schedules for shifts of amateus to provide continuous coverage where needed. Make shift changes orderly. Brief every shift. 6. Establish "instant training" for the untrained (i.e. never wrked with ARES), either off-air or on-air. 7. Conduct periodic situation briefings to keep amateurs up-to-date on the incident. 8. Make sure amateurs on shift are fed, and have the resources they need. Insure that shift changes are made frequently, and that amateurs stand down between shifts, if possible. stablish net traffic priorities, including NTS liaison. 10.Establish liaisons and work with ajjacent jurisdictions to help allocate resources (amateur and governmental). 11.Insure that amateur radio resources ae kept operational. Amateur Radio Emergency Service revised 10/30/90 Page 9.1 SHIFT SUPERVISOR CHECKLIST These functions are the responsibility of the SHIFT SUPERVISOR, but MAY be delegated to volunteers during the incident. The SHIFT SUPERVISOR hould not be a Net Control Station (NCS, Net Control Station) or have y other incident-related position. 1. Ask Net Control operator(s) what they need. Do it OFTEN. Do your best to deliver what they ask for. 2. Ask Net Control operator(s) if they have completed their CHECKLIST. Helpthem complete it. ke sure a LOG is started. Forward all shift logs to the following shifts. 4. Direct all messages be taken on message forms. Use the forms of the agency served if possible, the form in this Handbook if not. Whatever form, try to use the general guidelines in this handbook for filling them out. 5. Repeaters may be down and need repair. Antenna drops may be broken. Generators may fail or run out of gasoline. Portable repeaters may need to be set up. Organize teams to make these resources work. 6. Set up LIAISON with other organizations. Liaison is a separate task; don`t assign to net control or shadows. Ask for volunteers with an EXTRA RADIO of the appropriate type to check in on the other frequencies (see this Handbook or Repeater Directory). 7. Set up and dedicate TACTICAL and COMMAND nets as necessary. Establish LIAISONs between all Tactical nets and their RESOURCE net. SHIFT SUPERVISORS must be available for on-the-air traffic yet be aware of the ongoing incident. If necessary, contact other ARRL Section Managers and State OES by telephone, packet or HF (WESTCARS or Western ublic Service Net can be utilized SEE FREQUENCY LIST). State the nature of the incident, resources committed to the incident, and any mutual aid asistance that may be required. Keep the other areas notified of our situation as our needs change. Give periodic briefings as necessary. Set up a Mutual Aid channel on HF if needed. 8. Start a SCHEDULE so everyone can be relieved after a 6-8 hour shift. Any amateurs working with the dead should be relieved every TWO hours. An Assignment Worksheet is included in this Handbook. Review the Assignment requested on each worksheet one or two shifts ahead. Consider doing schedules on flip chart paper or a blackboard to avoid desk clutter. io Emergency Service revised 10/30/90 Page 9.2 9. Work wihh the Incident Commander (IC) or whoever is in charge to allocate amateur resources where they are NEEDED. It is demoralizing for amateurs to sit around doing nothing ; on the other hand, it is also demoralizing to have them burn themselves out by trying to spread themselves too thinly. KEEP ON TOP OF OPERATIONS, both by listening to the radios and by talking to the IC. However, it is a good idea to have a few amateurs in reserve, who are not committed to a particular task: just make sure that they really agree with it. 10. Establish basic ARES training for the untraned. During disasters ateurs will come out of the woodwork to "help", having had no prior S field operations. Assign an unused frequency (don't get in the way of traffic), to do trainingin bite-sized chunks, about five minutes at a time. From the SVECS Handbook, refer to N6CMJ's "How to Operate in a Tactical Radio Net" over the air. Read the Emergency Equipment Checklist over the air, as well as the "Quick Rference for Tactical Responders". Suggest obtaining a Thomas Guide map. 11. Make sue all amateurs are fed. Remind the NCS's that they should check with the amateurs on their net to see if they have been fed. Be persistent. 12. Make sure all amateurs are informed of both local events and the larger picture. Being kept in the dark is demoralizing. Also, the information will help make better net control operators and shift supervisors in the future. Put out media information only when it has een verified locally. Do not mention specific names of people affected saster. Get bulletins from the EOC and repeat the latest bulletin every hour when there is no other traffic. Precede RESOURCE ET bulletins of system-wide interest with a five second DTMF ("touchtone") tone so that receivers checking your frequency with their annel will lock on. Conduct a briefing on the RESOURCE frequency and continue to give updates on a scheduled basis. Put out a periodic briefing on packet. See FREQUENCY LIST. Include nature of the incident, resources utilized and any assistance that may be needed. ote the time of the update on the bulletin to insure against the endingof dated bulletin traffic. 13. 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 may not be located for several days. Do the best you can to keep H&W traffic out of the net until higher priority traffic has been passed. See KA6S Steve Wilson's memo on priorities in this Handbook. If necessary set up a H&W net on HF. WESTCARS and WESTERN PUBLIC SERVICE are valuable for this purpose; see SECTION FREQUENCY LIST. 14. AFTER knowing that local communications needs are being met, supplying hams to adjacent communities. DO establish liaison with adjacent communities. 15. Repeaters may not work because someone's transmitter is stuck on. amming is possible. Enlist help of transmitter hunters. Amateur Radio Emergency Service revised 10/30/90 Page 9.3 Amateurs should not make decisions that should be made by ernment agencies. We are communicators, not policy makers. 17. 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. Each message should be written on a message form. 18. Agencies may be reluctant to ask us to leave when activity winds down, so as not to hurt our feelings. INITIATE suggestions to terminate service when it seems clear that we are no longer needed. Begin preparations for demobilization. (SEE DEMOBILIZATION). Thank volunteers for their participation and have them prepare equipment and resources for the next incident. Amateur Radio Emergency Service revised 10/30/90 Page 10.1 RESOURCE NET CONTROL OPERATOR RESPONSIBILITIES - Determine locations to be staffed - Determine staffing requirements at each location - Determine appropriate shift lengths - Begin initial staffing worksheet - Make frequent announcements on the Resource Net requesting volunteers for open staffing requirements - Assign operators to recruit from other area repeaters - Obtain call, name, phone numberand frequency normally monitored for each volunteer - Advise volunteers of location, shift and talk-in frequency, tactical frequency and contact person - State any special requirements (mobiles, handhelds, bands used, other equipment, foul weather gear, etc.) - Notify and require volunteers to check-in and confirm their staffing assignment 30 minutes prior to the start of the shift - Keep locations advised of staffing progress via appropriate tactical nets - Accept changes in staffing requirements and make adjustments to worksheets and volunteer announcements - Regularly review staffing progress with the shift supervisor Amateur Radio Emergency Service revised 10/30/90 Page 11.1 RESOURCE NET CONTROL OPERATOR CHECKLIST 1. LISTEN to the local area RESOURCE frequency _____________________. Ask if there is a net control station present. If you receive no answer, then YOU ARE IT! Net Control should be your only task. Declare a Directed Net. (If there is a Net Control Station, follow his/her irections. Only give MAJOR damage and injury reports unless otherwise requested). If the RESOURCE repeater is down, go simplex on the output of the repeaterand begin the Net, or move to a working repeater. If you move, have someone monitor the downed repeater's output to help direct others to the working frequency. If you are the RESOURCE NET CONTROL, go on to #2. 2. START A LOG. Note the time, date and what you did. Take reports only of life-threatening damage or injury (not `I see smoke in the distnce'; not `my house is OK', and delay the passing of any Health and Welfare traffic, (for the moment). Concentrate on the big picture. Find out where damage is greatest so that resources can be concentrated there. Be flexible! 4. Have all amateurs check in on their local City Simplex frequency. (SEE SECTION FREQUENCY LIST). If there are no EC's or AEC's for a partiular frequency to take check-in's, ask for a volunteer. Make certain that you have appointed an alternate net control. Ask all amateurs to stand-by on RESOURCE after checking in on City Simplex and be ready for possible assignment. 5. Ask for volunteers to contact area repeaters, to make a survey of systems still in service. Have those volunteers inform all amateurs of the RESOURCE frequency. Log any systems that are down. Post a monitor on the NATIONAL ALERTING FREQUENCY, 145.695 Simplex. Many amateurs monitor this frequency for information and call-out in case of emergency. Form teams of volunteers to repair downed repeater systems. taff County Communications, local Emergency Operations Centers, Red Cross chapters, and other emergency locations as appropriate. Ask for olunteers for each location If possible, dispatch at least two amateurs to each site. Fill out an INCIDENT ASSIGNMENT WORKSHEET for each location and log each amateur's response. Insure that LOGS are being filled out at each location. 7. Establish a HOSPITAL NET if indicated. Appoint a NET CONTROL and ask for volunteers to respond to local hospital emergency rooms. Determine the hospitals are accepting any patients. Amateur Radio Emergency Servic revised 10/30/90 Page 11.2 8. f amateurs check-in on the RESOURCE NET who do not have an , have them stand-by for informational updates and prepare ncy equipment and supplies for use. 9. After knowing that local communications needs are being met, consider supplying amateurs to adjacent areas. Ask ARES staff members to respond to the affected areas to lend assistance. 10. MAINTAIN RADIO DISCIPLINE. Instruct everyone not having an immediate assignment to stay on the RESOURCE frequency. Accept non-emergency traffic as time and conditions warrant. 11. Once your shift is completed, turn over the operation to your relief and get some rest. You cannot do it all yourself, and we need you rested and refreshed for your next scheduled shift. Amateur Radio Emergency Service revised 10/30/90 Page 12.1 INCIDENT ASSIGNMENT WORKSHEET (SAMPLE) ----------------------------------------------------------------- | Incident Assignment Worksheet | | | Amateur Radio Emergency Service | ----------------------------------------------------------------- |Date: |Shift 1 |Shift 2 |Shift 3 |Shift 4 | |October 17,1989 |0600-1230 |1200-1830 |1800-0030 |0000-0630| ---------------------------------------------------------------- |Location: | | | | | |Redwood City Police |N6AAA |K6BBB |W6CCC |WA6DDD | |1020 Middlefield Rd |Tom |Dick |Harry |Jane | |Redwood City |252-1111 |29-2222 |953-4444 |942-6666 | |415-780-7145 | | | | | | |K6EEE |W6FFF |WA6GGG | | Staffing: |Joe |Bob |John | | |2 amateurs/shift |676-1212 |555-1212 |853-1212 | | | | | | | | | | | | | | |Talk-in: | | | | | |147.57 Simplex | | | | | |---------------------------------------------------------------| |Special Needs and Equipment: Thomas Bros. Map Ref 36 F2 | | | |Two-meter equipment and extra batteries. Headphones or earphone| |required. Knowledge of packet equipment desirable. | |Handicpped equipped access routes. | |Contact Watch Commander | |---------------------------------------------------------------| |Shift Supervisor | N6JJJ |K6KKK |W6LLL |WA6MMM | | | Ron |Toby |Cathy |Sheila | | | 555-1616 |555-2727 |555-6622 |654-3605 | ----------------------------------------------------------------| |Resource Net Cntrl | N6NNN |K6OOO |W6PPP |WA6QQQ | | | Karen |Don |Susan |Steve | | | 555-2156 |765-0978 |776-2315 |897-9009 | ----------------------------------------------------------------- - Maintain worksheets on a clipboard - Have amateurs check-in on RESOURCE0 minutes before start of assigned shift to allow for staffing changes. Amateur Radio Emergency Service revised 10/30/90 Page 12.2 ----------------------------------------------------------------- | Incident Assignment Worksheet | | | | Amateur Radio Emergency Service | ----------------------------------------------------------------- |Date: |Shift 1 |Shift 2 |Shift 3 |Shift 4 | | | | | | | ----------------------------------------------------------------- |Location: | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | |Staffing: | | | | | | | | | | | | | | | | | | | | | | | |Talk-in: | | | | | | | | | | | |---------------------------------------------------------------| |Special Needs and Equipment: | | | | | | | | | | | |---------------------------------------------------------------| |Shift Supervisor | | | | | | | | | | | | | | | | | ----------------------------------------------------------------| |Resource Net Cntrl | | | | | | | | | | | | | | | | | ----------------------------------------------------------------- - Maintain worksheets on a clipboard - Have amateurs check-in on RESOURCE 30 minutes before start of assigned shift to allow for staffing changes. Amateur Radio Emergency Service revised 10/16/90 Page 13.1 SECTION FREQUENCY LIST SANTA CLARA COUNTY SIMPLEX FREQUENCIES: REPEATER OUTPUT FREQUENCIES: 145.545c Campbell 145.270- W6ASH North County Resource 144.240 Campbell 224.360- W6ASH N Santa Clara County-SPECS 147.570 Cupertino 146.115+ WB6ADZ Central County Resource 144.450e Gilroy 440.100+ W5RBK Command Santa Clara County 145.570 Los Altos 147.855- W0KXK Resource (Alternate) 147.435 Los Altos HIlls 147.315+ WA6RCX South San Jose (hggh level) 145.545c Los Gatos 147.165- WB6KHP San Jose 222.220 Los Gatos 224.140- WB6KHP San Jose 28.485 Los Gatos HF 441.150+ AA6HX San Jose (PL 100) 144.135 Milpitas 224.720- KA6S Milpitas (PL 100) Command 144.345 Morgan Hill 224.740- AA6HX San Jose (PL 100) Alt.Cmd 145.710 Mountain View 223.960- W6PIY Resource (Alternate) 147.540b Palo Alto 147.390+ W6PIY Resource (Alternate) 147.540b -Red Cross 145.190- WA2IBM IBM ARC 146.475 San Jose/pri 224.100- WA2IBM IBM ARC (remotes on 144/440) 146.430 San Jose/alt 146.205+ W6LFB East San Jose 145.035 San Jose 440.525+ W6LFB E San Jose (PL 141.0/100.0) 145.650 San oose 145.450- K6FB Inter County (high level) 147.475 Santa Clara 146.760- WB6OQS Red Cross Tactical Net 147.510 Santa Clara 145.230- W6APZ Hospital Tactical Net 144.400 Saratoga 146.385+ W6UU San Jose SCCARA 144.930 Stanford 442.425+ W6UU San Jose SCCARA (PL 107.2) 147.405 Sunnyvale 147.825- K6THR South County Tactical 145.680 Inter-City 146.895- AA4RE South County Resource 223.920- KI6KD South County Resouce Suffixes (eg "a") show 442.500+ WB6ZVW South County Command shared assignments (PL 100.0) Crystal Peak 440.600+ WB6INM (PL 107.2) Mt. Hamilton linked to San Joaquin Vly. 224.600- K6GZK Mt. Hamilton (PL 156.7) Condor Connection to SoCal LOCAL PACKET BBS's: 145.73 KB5IC San Jose 144.97 N6LDL Los Gatos 144.99 AA4RE-1 Gilroy 145.07 NIIU-1 Palo Alto 223.56 N6IIU-6 Palo Alto 145.09 K3MC Fremont 145.79 N6QMY-1 Fremont 145.09 W8GEC Santa Clara Emergency BBS (EOC to EOC) 144.91 WN6I-6 San Jose Emergency BBS (EOC to EOC) 223.56 WN6I-6 San Jose Amateur Radio Emergency Service revised 7/1/90 Page 13.2 SECTION FREQUENCY LIST SAN MATEO COUNTY 147.450a Belmont 146.925- WA6TOW Resource, San Mateo County 146.505d Daly City/SSF 146.865- KB6JKV Alternate San Mateo County 146.505d Daly City/SSF 146.850- WA6QFR Alternate San Mateo County 147.450a enlo Park 145.370- KB6LT Belmont 147.555 Menlo Park/alt. 145.150- W6PW San Francisco Red Cross 146.490 Millbrae 441.075+ WA6TOW Resource, San Mateo County 147.555 Menlo Park/alt. 444.500+ K6ANN SCARES PL 107.2 146.490 Millbrae 147.090+ WB6CKT 147.450a Redwood City 147.285+ WB6ASD Half Moon Bay 144.450e Redwood City/alt. 224.220- KA6EYH Montara Mt. 145.790 San Bruno 441.400+ WD6GGW RWC PL 114.8 145.770 San Bruno/alt. 442.025+ N6MAP SSF PL 88.5 144.450e San Carlos 443.925+ KG6TN SSF PL 114.8 145.640 San Mateo WC6ABB 145.280 San Mateo/alt. 145.360 San Mateo/alt. OPEN SAN FRANCISCO REPEATERS: 146.790- WB6FDT Suffixes (eg "a") show 147.705- K6TW shared assignments 442.075+ N6BDR PL 100.0 443.075+ N6MVT PL 100.0 STATE RACES 443.100+ WB6FDT PL 114.8 SIMPLEX FREQUENCIES 443.175+ WB6FDT PL 114.8 FOR SAN MATEO COUNTY: 443.925+ KG6TN PL 114.8 444.725+ K6TW 144.180 145.725 144.195 146.460 LOCAL PACKET BBS's: 145.515 146.580 145.620 147.495 145.73 KA6JLT-2 Menlo Park SCARES 144.120 144.140 144.99 W6PW-3 San Francisco 144.160 144.180 145.79 N6QMY-1 Fremont Amateur Radio Emergency Service revised 7/1/90 Page 13.3 SECTION FREQUENCY LIST SAN BENITO COUNTY SIMPLEX FREQUENCIES: REPEATER OUTPUT FRQUENCIES: 146.555 Command 145.470- K6JE San Benito/Monterey Counties 146.520 Tactical Fremont Peak 146.555 Resource 147.000- KE6BX Hollister (low level) LOCAL PACKET BBS's: 144.93 KE6BX Hollister MONTEREY COUNTY SIMPLEX FREQUENCIES REPEATER OUTPUT FREQUENCIES: 146.490 Countywide 146.970- K6LY Monterey 145.700 Monterey 147.000- WB6HUK Salinas (low level) 28.475 Monterey 10 Mtr. 441.450+ K6JE Fremont Peak 144.120 Comm-1 Salinas 145.470- K6JE Fremont Peak 144.140 Comm-2 Tactical 146.085- N6AHW Palo Escrito Peak 144.160 Comm-3 Salinas 147.240+ W6RGG San Leandro (Emerg) 144.180 Comm-4 Tactical 146.640- W6WSH Loma Prieta Peak (Emerg) 144.270 Salinas 146.730- KA6AZI Williams Hill 146.430 Salinas 223.920- KA6AZI Chalone Peak 146.595 S County 146.910- WB6CAN Chualar Canyon Peak 3700 Khz CW 7250 Khz Assignment LOCAL PACKET BBS's: 145.09 KB6IRS Soquel 145.09 N6IYA-2 Felton 144.99 N6MPW-7 Ben Lomond Amateur Radio Emergency Service revised 7/1/90 Page 13.4 SANTA CRUZ COUNTY SIMPLEX FREQUENCIES 146.520 COM 4 Command Alternate 146.535 RES 1 County Resource 146.550 RES 2 Resource Alternate 146.565 TAC 4 Tactical Alternate 146.580 COMC 1 Command 146.595 (a) Inter County and Alternate 147.420 HOS 1 Hospital Net 147.450 COM 1 Santa Cruz Command 147.465 TAC 1 Santa Cruz Tactical 147.480 COM 2 San Lorenzo Valley Command 147.495 TAC 2 San Lorenzo Valley Tactical 147.510 RED 1 Red Cross Net 147.540 COM 3 Watsonville Command 147.570 TAC 3 Watsonville Tactical 147.535 RED B Red Cross Net Note: (a) Frequency shared with Monterey South County REPEATER OUTPUT FREQUENCIES 145.450- K6FB Inter County (Backup) 147.120+ N6RZ Primary Net Frequency 146.790- N6BJ Primary Net Frequency 147.945- KI6EH Watsonville 440.850+ N6IYA Santa Cruz (PL 100) Steerable remotes on 440, 220 and 144 Mhz 145.390- W6DYL Resource Net LOCAL PACKET BBS's: 144.99 KB6DUI Boulder Creek 144.99 N6MPW Ben Lomond 145.07 KI6EH Santa Cruz (SCOEOC) Santa Cruz EOC 145.09 KB6IRS Soquel 145.09 N6IYA-2 Felton Amateur Radio Emergency Service revised 10/30/90 Page 13.5 MUTUAL AID FREQUENCIES: 147.735- WA6HAM State OES, Region II Pleasant Hill 7230 KHz Days State OES, Region II Pleasant Hill 3952 KHz Nights State OES, Region II Pleasant Hill 3952 Khz +- Western Public Service Net 7255 Khz +- WESTCARS 145.695 Simplex National Alerting Frequency 146.520 Simplex National Calling Frequency 144.990 Simplex NCPA BBS Emergency Frequency 223.500 Simplex General Calling Frequency 446.000 Simplex General Calling Frequency EAST BAY SECTION: Tri-Cities 147.015+ WA6PWW Resource 146.94- N6OXR Tactical 444.050+ N6MQF Command EOC-EOC Field Coordination 145.79 Simplex Packet Tactical Contra Costa County 147.735- WA6HAM Resource/Command 145.110+ West Contra Costa Co. Local Resource 147.060+ Bay Area Hospital Net (Mt. Diablo) 4th Wednesday of the month at noon Amateur Radio Emergency Service revised 9/5/90 Page 14.1 SCV SECTION ARES STAFF SECTION MANAGER SECTION EMERGENCY COORDINATOR Steve Wilson, KA6S @ N6IIU Dave Larton, N6JQJ @ AA4RE 813 Berryessa St 766 El Cerrito Way #D Milpitas, CA 95035 Gilroy, CA 95020-4149 H 408-946-7410 H 408-847-5144 W 408-842-5696 PUBLIC INFORMATION OFFICER ASSISTANT TO THE SEC Logistics and Training Randy Miltier, KK6BO @ N6LDL Dave Harris, N6UOW @ N6QMY EC 1068 Fairview Av 40610 High St San Jose,CA 95125-2525 Fremont, CA H 408-264-5870 W 408-984-3059 W 415-780-4235 Pager 415-377-9750 SANTA CLARA COUNTY DISTRICT EMERGENCY COORDINATOR DISTRICT EMERGENCY COORDINATOR anta Clara County Logistics and Training George J. Washburn, WA6YYM @ K3MC Sharon Moerner, N6MWD @ K3MC 2212 Petersburg Drive 1003 Belder Dr Militas, CA 95035 San Jose, CA 95120 H 408-263-6412 W 415-656-4700x805 H 408-997-3195 W 408-358-3012 DISTRICT EMERGENCY COORDINATOR DISTRICT EMERGENCY COORDINATOR (At Large) Disaster Relief Organizations SCV Section Training Officer Walt Read, W6ASH Scott Hensley, KB6UOO @ N6IIU 10371 Berkshire Dr 3734 Caravella Dr Los Altos Hills, CA 94022 San Jose, CA 95117 H 415-948-6753 H 408-249-7083 W 408-371-0960x2056 EMERGENCY COORDINATORS SAN JOSE LOS GATOS Benjamin R. Young KA6SIQ @ N6LDL Walter Borlase, AEC, N6LDL @ N6LDL 2467 Jubilee Ln 841 Lilac Way San Jose, CA 95131 Los Gatos, CA 95032 H 408-946-8073 W 408-988-2800x5462 H 408-358-2262 W 08-996-5456 SUNNYVALE CAMPBELL Walt Rees, WA6BAX v N6FW @ N6IIU Bruce Hemp, N6OHI @ N6LDL 1607 Finch Way 695 Bold Drive Sunnyvale, CA 94087 San Jose, CA 95111 H 408-736-8863 W 408-738-1840 H 408-377-5738 W 408-437-9700 Amateur Radio Emergency Service revised 9/5/90 Page 14.2 STANFORD CUPERTINO Brad Horak, N6BDE @ N6IIU Skip Stevens, WA6VFD @ N6LDL PO Box 60356 21070 Rainbow Pl Palo Alto, CA 94306 Cupertino, CA 95014-5263 H 415-851-2311 W 415-725-2311 H 408-996-2807 W 408-752-2484 LOS ALTOS MOUNTAIN VIEW Ernie Iufer, WA6PVM @ N6IIU Edgie Edgerton, WA6VZZ @ N6IIU 1968 Fallen Leaf Ln 49 Showers Dr #C458 Los Altos, CA 94022 Mountain View, CA 94040 H 415-968-4215 W 415-960-3596 H 415-948-3818 W 415-694-3480 MORGAN HILL SANTA CLARA Bob Brentnall, WB6ZVW @ AA4RE Don De Groot, KA6TGE @ N6IIU 14500 Atherton Cir 937 Perreira Dr Morgan Hill, CA 95037 Santa Clara, CA 95051 H 408-683-4557 H 408-243-8827 GILROY LOS ALTOS HILLS Roy Engehausen, AA4RE @ AA4RE Rick Ellinger, KJ6NU @ N6IIU 8660 Del Rey Ct 28520 Matadero Creek Ln Gilroy, CA 95020 Los Altos Hills, CA 94022 H 408-847-3210 W 408-927-2704 H 415-941-9429 W 408-447-4888 PALO ALTO SARATOGA Jim Lomasney, WA6NIL @ N6IIU Lou de Give, WA6RAG @ N6LDL 2501 Waverly St 19774 Colby Ct Palo Alto, CA 94301 Saratoga, CA 95070 H 415-321-8233 W 415-859-3379 H 408-973-8005 MILPITAS Bruce Farley, WB6MWM @ K3MC 1625 Rand St Milpitas, CA 95035 H 408-263-3741 W 408-263-6062 Amateur Radio Emergency Service revised 10/16/90 Page 14.3 MONTEREY/SAN BENITO COUNTIES DISTRICT EMERGENCY COORDINATOR EMERGENCY COORDINATOR SALINAS Walt Del Conte, WD6EKR @ N6IYA 328 Sequoia St Salinas, CA 93906 H 408-449-2380 EMERGENCY COORDINATORS MONTEREY/BIG SUR HOLLISTER Keith Beard, WE6R @ KB6IRS Kathy Hill, KB6INO @ KE6BX 9 Cielo Vista Terr 1060 Nezperce Dr Monterey, CA 93940 Hollister, CA 95023 H 408-649-8766 H 408-637-9324 SANTA CRUZ COUNTY DISTRICT EMERGENCY COORDINATOR DISTRICT EMERGENCY COORDINATOR Santa Cruz County John Smith, N6IYA @ N6IYA Susan Tracy, WA6OCV @ KI6EH 1060 Pine Dr PO Box 66866 Felton, CA 95018 Scotts Valley, CA 95066 H 408-335-2034 W 408-438-6680 H 408-476-4616 W 408-438-2008 EMERGENCY COORDINATORS SANTA CRUZ WATSONVILLE Rich Hanset, KI6EH @ KI6EH Al Derrick, KG6HS 890 Whispering Pines Dr PO Box 116 Scotts Valley, CA 95066 Watsonville, CA 95077 H 408-438-0615 W 408-423-6682 H 408-724-7777 W 408-724-7984 SAN LORENZO VALLEY Andrew Seybold, W8GEC 1129 Pinecrest Dr Boulder Creek, CA 95006 H 408-338-7701 W 408-437-8235 Amateur Radio Emergency Service revised 1/1/91 Page 14.4 SAN MATEO COUNTY EMERGENCY COORDINATORS WOODSIDE/PORTOLA VALLEY REDWOOD CITY/SAN CARLOS Joe Gomes, KB6HDC Dick Collins, K6ANN 241 Georgia Ln 1921 Birch Av Portola Valley, CA San Carlos, CA 94070 H 415-851-7029 H 415-593-8952 W 415-926-3935 HALF MOON BAY SAN MATEO Greg Edwards, N6RIY Jim Knochenhauer, K6ITL 41 Ventura St 133 Sylvan Av Half Moon Bay, CA 94019 San Mateo, CA 94403 H 415-726-2669 H 415-345-9511 PACIFICA MENLO PARK Roger Spindler, WA6AFT Lily Anne Hillis, N6PGM @ KA6JLT 977 Park Pacifica Av 141 University Dr Pacifica, CA 94044 Menlo Park, CA 94025 H 415-359-5254 H 415-325-5484 ATHERTON DALY CITY/S. SAN FRANCISCO Lily Anne Hillis, N6PGM @ KA6JLT Vince Vitalie, KB6JTA 141 University Dr 2780 Merion Drive Menlo Park, CA 94025 San Bruno, CA 94066 H 415-325-5484 H 415-583-2813 BELMONT MONTARA/MOSS BEACH John Stoddard, KB6OFF Earl Brown, WB6JAF @ W6PW 2419 Coronet Bl PO Box 370587 Belmont, CA Montara, CA 94037 H 415-591-4819 H 415-728-7803 EL GRANADA MILLBRAE Larry Nelson, KC6NYG @ KI6EH Terence A Sturmey, KB6TR PO Box 789 302 Roblar Av El Granada, CA 94018 Millbrae, CA 94030 H 415-726-9764 H 415-692-4192 Amateur Radio Emergency Service revised 9/5/90 Page 14.5 SAN BRUNO Mike Youngberg, KI6AP 181 Merced Dr San Bruno, CA 94066-2519 H 415-952-3090 Amateur Radio Emergency Service revised 9/5/90 Page 14.6 MUTUAL AID RESOURCES EAST BAY SECTION SAN FRANCISCO SECTION Section Manager Section Manager/SEC Bob Vallio, W6RGG Richard Wilson, K6LRN 18655 Sheffield Rd PO Box 4212 Castro Valley, CA 94546 San Rafael, CA 94913 H 415-537-6704 H 415-472-4669 Section Emergency Coordinator San Francisco Emergency Coordinator Dwayne Eskridge, W6LKE @ KA6FUB Dave Buell, AA6RM @ W6PW PO Box 5502 329 B Infantry Terrace Walnut Creek, CA 94596 San Francisco, CA 94129 H 415-932-3971 H 415-929-7409 SAN JOAQUIN VALLEY SECTION SACRAMENTO VALLEY SECTION Section Manager Section Manager Byron Smith, WA6YLB Jettie Hill, W6RFF 504 S. Joyner 306 St Charles Ct Exeter, CA 93221 Roseville, CA 95661 H 209-592-1038 H 916-783-0383 Section Emergency Coordinator Section Emergency Coordinator Walter Smith, WC6U Walt Cross, KE6EP 974 S Spruce 1520 B St Tulare, CA 93274 Chico, CA 95926 H 209-688-6058 H 916-893-5208 NEVADA SECTION Joe Lambert, W8IXD PO Box 1201 Boulder City, NV 89005 H 702-294-0505 Section Emergency Coordinator Curly Silva, K7HRW 3780 Hummingbird Dr Reno, NV 89506 H 702-972-3933 Amateur Radio Emergency Service revised 9/5/90 Page 14.7 CALIFORNIA STATE OFFICE OF EMERGENCY SERVICES CA State RACES ARRL PACIFIC DIVISION Deputy Chief, Telecommunications Division Regional Emergency Coordinator Stan Harter, KH6GBX @ WA6NWE Dave Tyler, N6DRT @ W6CUS-1 8200 Meadowview Rd PO Box 6017 Sacramento, CA 95832 Albany, CA 94706 W 916-427-4281 H 415-525-6200 Assistant Pacific Division Director Emergency Services Dwayne Eskridge, W6LKE @ KA6FUB PO Box 5502 Walnut Creek, CA 94596 H 415-932-3971 Amateur Radio Emergency Service revised 8/24/90 Page 15.1 MESSAGE HANDLING ----------------------------------------------------------------- | Message Blank | | | | (Date/Time) | | | |From: (Origin/Callsign optional) | | | |To: (Destination/Name optional) | | | | | | (Text) | | | | | | | | | |/s/ Originator (Authentication may be optional) | | | | (Receiving station callsign) | ----------------------------------------------------------------- - The exact format is not important provided all data elements are present. - All operators should use the same form and format to make archiving easier. - Outgoing messages should be recorded in similar fashion. - After they are delivered, mark message blanks as DELIVERED with a time and date. Amateur Radio Emergency Service revised 8/24/90 Page 15.2 COMMUNICATIONS PRIORITIES TOP PRIORITY: Communications directly relating to the immediate safety of life of individuals or the immediate protection of property. SECOND LEVEL PRIORITY: Communications directly relating to the provision of shelter, food and safety to people who have been displaced by the disaster. THIRD LEVEL PRIORITY: Health and Welfare communications originated in the disaster area on behalf of disaster victims and directed to relatives and friends in other areas. FOURTH LEVEL PRIORITY: Health and Welfare communications originated outside the disaster area. 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. A moratorium of up to 72 hours may be declared for INCOMING Health and Welfare messages, while allowing OUTGOING messages to proceed as quickly as can be managed in the incident. LOWEST LEVEL PRIORITY: All other Amateur Radio communications. Steve Wilson, KA6S ARRL Section Manager Santa Clara Valley Section Amateur Radio Emergency Service revised 9/1/90 Page 15.3 ARRL Disaster Communications Prrocedures (from the August 1990 QST magazine) - Communications channels in support of damage assessment and disaster relief agencies must be established quickly; the availability of the channels must be made known to disaster-area amateurs and the rest of the amateur community. - Amateurs must not be preoccupied with welfare-inquiry traffic. Priority must be given to immediate disaster relief communications. Time should be allowed for OUTBOUND welfare messages to be sent first, each of which could potentially head off at least one, and perhaps many, inquiries. For amateurs to accept inquiry traffic from concerned families, friends and relatives before there is any way to handle it raises false hopes and clogs the system. - Control belongs in the affected area; they are in the best position to know the priorities. Amateurs outside the disaster area are there to support them, not the other way around. - In providing information to the media, only authentic reports should be passed along, not unsubstantiated hearsay. (See the League's guidelines for media contact in the September 1988 QST, pp. 58-59). - Use your transmitter less, your receiver more. The tendency to transmit rather than listen hampers the communications effort. - Monitor emergency net frequencies. - Monitor W1AW for authoritative situation reports (SITREP's) and operating advisories on its regular schedule (augmented by its emergency schedule-- phone on the hour, RTTY at 15 minutes past the hour, and CW on the half hour). W1AW Schedule-- effective 9/1/90 (Pacific Standard Time) Voice Bulletins: 1830hrs 2130hrs (Daily) Voice Frequencies: 1.89 3.99 7.29 14.29 18.160 21.39 28.59 50.19 and 147.555 Mhz ----- RTTY Bulletins: Daily: 1500hrs 1800hrs 2100hrs (0800hrs exc. Sat/Sun) RTTY Frequencies: 3.625 7.095 14.095 18.1025 21.095 28.095 147.555 Mhz ----- CW Bulletins: Daily: 1400hrs 1700hrs 2000hrs (0700hrs exc. Sat/Sun) CW Frequencies: 1.818 3.5815 7.0475 14.0475 18.0975 21.0775 28.0775 50.08 and 147.55 Mhz Amateur Radio Emergency Service revised 4/12/90 Page 16.1 WORKING WITH VOLUNTEERS From the April 1990 ARRL `Field Forum' Volunteers are the lifeblood of most organized communications efforts including special events, emergencies and drills, club mail displays and so forth. They are difficult to find, more difficult to keep, and, at times, difficult to work with. Volunteers come in a wide variety of shapes, colors, sizes, backgrounds, skills, experience, and levels of motivations. They have their own reason for participating and their own specific needs which must be met if they are to continue to volunteer. Their needs, abilities, and accomplish- ments determine the ultimate success or failure of events communi- cations in your jurisdiction. Your task, as coordinator, is to discover and meet their needs while guiding them in the best use of their abilities, thus helping them to achieve significant accomplishments in public service. Who are Volunteers? Volunteers are individuals who are willing to work with others to perform a necessary public service. They are human beings with human needs, goals, attitudes, strengths and weaknessness. Since volunteers will be the basic resource that you will be using, it will be to your advantage to get to know each of them as well as possible. Generally, volunteers will do precisely what they want to do-no more- no less. It is up to you to convince them that the assignment you have selected for them is both needed and appropriate. Having their own likes and dislikes, it may be be necessary to talk the volunteers into some assignments which are important though unpopular. Volunteers must be convinced that what you are asking them to do is really needed. Volunteers don't like to be underutilized, and tend to disappear when kept cooling their heels for a significant length of time. They will work for long hours under the worst conditions as long as THEY can see the need for it. Most will do anything you ask as long as they're treated properly. If you mistreat or abuse them, they may not volunteer their help again. Why They Volunteer It would be physically impossible to discuss every possible reason why people volunteer to join your group. Generally speaking, volunteers join to satisfy a personal need. Some volunteers join to become a member of a group. Some join to become a "big wheel". Some join simply because you asked the right question at the right time and at the right place. The majority of your volunteers, though, joined out of a desire to serve the public in a way the best know how: as communicators. These are the volunteers you should direct your efforts toward. Find out why your volunteers joined your group. You've got to find out what their needs are before you can attempt to satisfy them. In short, the best way to find out why your members volunteered is to ask them! Amateur Radio Emergency Service revised 4/12/90 Page 16.2 What Volunteers Expect From You Your volunteers have a right to expect courteous, considerate, fair and impartial treatment from you. Courtesy is always in order; rudeness will cost you dearly. In addition to learning and compensating for their weaknesses and being tolerant of their faults, you must also consider their feelings. Don't forget that you are taking precious time from their families. They also have the right to expect you to make a reasonable effort to learn and apply the skills and techniques of management. You will be expected to make mistakes, admit them openly, and learn from them as you grow into your new role. You will also be expected to keep them informed as to what is happening and why. Unfortunately, some members will expect much more of you than they have a right to expect, and often more than you can do. They may expect you to change situations over which you have no control, force other volunteers to change their habits, provide them with privileged treatment or status, fire a useful assistant because they happen to dislike him, and other equally inappropriate actions. In short, they will tend to forget that you deserve the same treatment from them that they expect from you. Each member has different job demands and family requirements, as well as other outside interests. This affects training, preparedness, and availability. Some volunteers may join your group and never be heard from again. Others will join and not find time for training, but will come out for operations. The rest will be willing to take different amounts of training, and their availability for service will change as their interests and situations change. Human traits are cyclic in nature and volunteers are no exception. Further, very few will be willing to do the extra work. Remember that volunteers are individuals and should be treated as such. The Cadre Concept The "cadre concept" recognizes the variations in willingness to train for communications projects and allows you to mitigate the problem by using a small, highly-trained and motivated group who will provide direction by example. The concept is simple-you provide as much training to each member as he is willing to accept and absorb. Those who take the most training will usually be willing to assist you with the job of organizing and training the rest. They become the cadre of leaders-the nucleus of your communications group. This concept works simply because it takes maximum advantage of the fact that people are going to do exactly what they want to do. It operates on the assumption that no volunteer is worthless, that one day you may need all the volunteers you can get, and, finally, that you may have some claim on an amateur who carries a membership card for your group, while you have no claim on one who does not. Amateur Radio Emergency Service revised 4/12/90 Page 16.3 Keeping the Volunteer Your volunteers will stay members of your unit if you make a dedicated effort to ensure that: a) Your training process is tailored specifically to the needs of your unit and the individuals who comprise it. Obviously your volunteers have skills which they are bringing to your group, but increasing those skills and educating your volunteers in new skills will probably keep them interested. b) You provide timely information to your members. Keep them informed of activities as a group. Don't tell one or two members and expect the rest to find out "on their own". c) You should be someone your members can turn to for assistance on group-related matters. d) You should realize that, although some members may feel secure being given one responsibility and keeping that responsibility during their tenure with your group, some members may enjoy being given different assignments. Those members who request different challenges may be your best assistant coordinators. e) You may wish to implement your own system of showing appreciation, recognition, and rewarding of members for their services. Awarding certificates or having special occaisions such as dinners are excellent means to reward your members for a job well done. Suggested Approaches First, most volunteers don't respond well to orders. They will honor requests, particularly if you have time to include information on the need for that request. An example would be: "Bill, we need a replacement operator at Checkpoint Charley. Joe has to take his son to the doctor. Can you do it?" Second, if you desire their loyalty, you must be prepared to give them yours. The responsibilty for your group's success or failure lies with you. Your loyalty must remain steadfast. Third, do not criticize a member in public unless you absolutely must. People will respond better to criticism in private. Remember that their pride and dignity are at stake. If you must criticize a member in public, or in private, make it brief, make it positive if possible, and don't criticize the member personally-direct your criticism toward the person's actions. Fourth, recognize that factions and cliques will develop within your group as they do with any other group. You must not become identified with any subgroup within your unit. Your impartiality will be questioned at times when it seems to members that you "always give Bill the best job." Amateur Radio Emergency Service revised 4/12/90 Page 16.4 Fifth, when a member of your group complains about another member's lack of knowledge or operating skills, keep in mind that some people simply learn quicker than others. In an emergency, you'll still want the member who is learning. You may wish to handle a problem such as this by asking the member who is upset to develop a training program in that area. Stress that his efforts will increase the effectiveness of the unit. Sixth, never discuss a member's weaknesses, faults or limitations on the air or in public. If someone complains to you publicly about another member, handle the situation as diplomatically as possible. If the conflict can be resolved by having the two members talk to each other, follow that route. If not, offer to discuss the problem privately. Your responsibility is to solve the problem-not to take sides. Lastly, when you find that a member is causing more harm than good to your unit, it is important that you are diplomatic in your actions while keeping the effectiveness of your unit as your primary consideration. Summary Working with your volunteers is the most critical aspect of your job and will call for the most time and effort on your part. To work effectively with volunteers, you must first understand them and use that understanding to motivate them to do the job. When you're leading your volunteers, you should not try to be "all things to all people." You must be a diplomat, a leader, a friend, an expert in your field, and an excellent listener. You probably won't be able to please all of the members in your group all of the time. However, you should attempt to please them whenever possible for the good of the unit. Strive to "lead" your group, not simply "manage" it. Amateur Radio Emergency Service revised 7/18/90 Page 17.1 Demobilization Procedures Once the incident is under way, with shelters staffed, shadows deployed, staffing established for the following shift, and basic amateur radio needs being addressed, the question should be asked: `When should we go home?' That question should be asked almost as soon as the incident has started. It is important to utilize resources only so long as to be viable; if we are no longer needed, we should demobilize and prepare for the next incident. Keeping resources deployed longer than necessary is a waste of manpower, and can lead to a premature burnout of your workers. A good way to begin the process of closing down an incident is to plan to secure at least eight, but not more than sixteen hours ahead of time. Plan for the next shift by asking the following question `Will our present staffing be needed for the next shift?' If not, eliminate the extra manpower and consolidate staffing. A common way to determine if it is time to begin demobilization is to establish if amateur radio resources are being used in addition to, and not instead of, other means of communication. If a shelter location has a reliable working telephone line, it may be in your best interests to reassign amateurs assigned to that location to another which does not as yet have a telephone. Frequent contact with agency representatives will determine the best allotment of amateur resources. This same method of resource inventory may be used with mobile radio locations, and other fixed sites. If needs can be met by other means of communication, demobiliztion of amateur radio resources should be considered. With the advent of mobile cellular telephone technology, many of the past uses of amateur radio operators may be supplanted with cellular telephones operated by average citizens. In a disaster situation, cellular telephones can provide an expedient means of obtaining quick, reliable communication between two points, such as between a shelter and the local Red Cross chapter office. During the Bay Area earthquake in October of 1989, the Santa Clara Valley Chapter of the American Red Cross obtained the use of ten cellular telephones. Red Cross officials gave the telephones to their mobile feeding stations, mobile nursing stations, and to Red Cross staff vehicles. The use of cellular telephones in that situation made the use of Amateur Radio unnecessary and resources were utilized in other areas. One of the first areas to begin demobilization procedures is to inform amateur radio Mutual Aid officials that their resources are no longer required and to thank them for their efforts. As these Mutual Aid resources are secured, the incident will wind down as amateurs begin to hear that the disaster situation is now under control. Mutual Aid resources should be the first released, with local communicators remaining to mop-up the operation. Briefings should indicate that outside assistance is no longer needed, and packet as well as voice modes should be utilized to help `get the word out'. Amateur Radio Emergency Service revised 7/18/90 Page 17.2 Initially, amateur radio support of the incident may be on a 24 hour basis. As the situation begins to get under control, the need for all- night amateur coverage will become less important. Securing nets at night and then starting them again in the morning will allow tired operators to rest between shifts and give amateur officials time to review operations and better plan for the next day's management. In most situations, shelters quiet down at night as people sleep and it becomes increasingly more difficult to conduct disaster operations at night. Assignment of amateurs to the next shift can be made on a stand-by basis as the incident begins to wind down. Conduct periodic briefings and ask amateurs to sign up for shifts on an `on-call' basis, making themselves available from home and subject to call out if needed. Amateurs should check-in to the RESOURCE NET at least 30 minutes prior to their assigned shift time to determine if their assistance is still needed. Secure RESOURCE Nets that are no longer practical and ask amateurs who are willing to volunteer to check-in on the TACTICAL Net frequency. As the incident is secured, radio traffic will continue to diminish and listening amateurs will hear less and less incident-related traffic. Encourage nets to go to a non-directed status; this will free up repeaters from ARES directed use and will allow them to be used for more normal club traffic. Relations between member-supported repeaters and ARES officials may become strained if repeaters are in use by ARES and no traffic is being passed. Turn the repeaters back to the supporting clubs as soon as practical and thank club officials for their use during the incident. Gather any notes and observations you may have concerning the incident and make them available for the upcoming critique. A critique is beneficial to determine what went right, as well as wrong, during the incident. If conducting the critique yourself, allow ample time for amateurs to vent feelings but attempt to keep the meeting positive with a `what can we do to make the next incident better' outlook. Consider publishing minutes of the critique to allow other ARES groups to learn from your experience. Finally, maintain a positive outlook. From the very definition of the word `disaster', not everything you do will work in the proper way. You will make mistakes, and you may suffer the wrath of amateurs who `knew of a better way to do something' all along. It is important to do the very best you can in a situation that calls for quick decision making and leadership during an incident for which no one can ever be completely prepared. Use the lessons learned from this incident to better prepare both you and your staff to anticipate the response needed for the next incident. Amateur Radio Emergency Service NOTES