April 30, 2008

1. Concept of Operations

The ARRL Section ARES and Pennsylvania RACES operate under the “lead agency” principle. This means that CCAR, as a local organization operating under both banners, responds to requests from the agency that has the authority under local, county or state legislation to provide the lead in response to an emergency or disaster. In most instances, this will be the Chester County Department of Emergency Services (CCDES). By following this guideline, amateur radio resources are coordinated through the CCDES where emergency management officials who are in a better position to prioritize communications decide any conflicts for resources. This concept of operations conforms to the National Incident Management System (NIMS). In this document, the term “authorized CCAR official” refers to the Emergency Coordinator (EC), Radio Officer (RO), and/or an Assistant Emergency Coordinator (AEC) designated to act when the EC and RO are not available.

1.1 CCAR Activation Procedure

In any emergency it is essential that there is an orderly and controlled response. CCAR must be part of that response and function within, and abide by, the lead agency’s emergency plan. It is essential that we remember that we are there to provide auxillary communications for those agencies responding to the incident.

1.1.1 Authority to Activate CCAR

CCAR can be activated by an authorized CCAR official at the request of:

• The Chester County Department of Emergency Services
• Another agency which has requested CCAR assistance through the CCDES

Should CCAR members become aware of a communications emergency, they should contact an authorized CCAR official to ensure that CCAR leadership is aware of the situation. CCAR members should not respond to any emergency or request from any agency unless an authorized CCAR official has announced the deployment of CCAR.
Once CCAR has received a request, the EC will notify the District Emergency Coordinator (DEC) as soon as possible. The EC may request additional assistance from other ARES groups within the ARRL District by contacting the DEC. Contact information for the DEC should be maintained in the CCAR Emergency Plan.

1.1.2 Warning, Alert & Response Levels

CCAR will use a combination of methods to alert members in the event of an emergency. It is vital that members maintain up-to-date contact information on file with CCAR. These methods include

• telephone notification by automated message delivery systems in use by CCDES
• email notification sent to members subscribed to the CCAR email server (see http://mailman.qth.net/mailman/listinfo/ccar)
• pager or text-messaging notification
• announcements on a CCAR primary repeater frequency.

Once notified, members should check into the resource net on a primary repeater frequency. If unable to check in to the net, members should respond by calling 1-610-993-9623, or 1-610-344-5034, and report availability and readiness to respond.

1.1.2.1 Level 1 – Standby

Officials anticipate a potential need for CCAR assistance
CCAR should be placed on standby when there is information that might indicate the need for deployment. Indications may include severe weather alerts, such as a hurricane or a severe winter storm watch.

• CCAR members should check their equipment and ensure they have emergency power capabilities as well as 72-hour preparedness kits.
• An authorized CCAR official should respond to CCDES notification.
• An authorized CCAR official should prepare a duty roster.
• An authorized CCAR official should contact appropriate repeater owners to confirm operational status and emergency power capabilities of repeaters.
• An authorized CCAR official should notify the DEC, or if contact cannot be made with the DEC then the Section Emergency Coordinator (SEC) should be notified.

1.1.2.2 Level 2 – Alert

Prepare for immediate deployment and wait until assigned
An alert status should be initiated when there is an indication of an impending urgent need for CCAR deployment. Such indications would include an earthquake, a severe winter storm or hurricane warning, etc. An initial contact from CCDES requesting to know the availability of CCAR for deployment could also indicate the need to initiate an alert.

If not already done for a standby the following actions should be taken:

• CCAR members should check their equipment to ensure they have emergency power capabilities as well as emergency communications and 72-hour preparedness kits
• An authorized CCAR official should respond to CCDES notification and obtain a list of sites & location where communications may be needed
• An authorized CCAR official should prepare a duty roster.
• An authorized CCAR official should contact appropriate repeater owners to confirm operational status and emergency power capabilities of repeaters
• An authorized CCAR official should notify the DEC, or if contact cannot be made with the DEC then the Section Emergency Coordinator (SEC) should be notified.

1.1.2.3 Level 3 - Deployment of Personnel

An authorized CCAR official will be the liaison with the CCDES and will coordinate the alerting and deployment of personnel. Usually through Net Control, CCAR members will be given an assignment. In most instances, 2 or 3 operators will be assigned to each location to provide relief and backup equipment. This allows one person to establish communications while the other is setting up packet and other equipment.
Upon arrival at the assigned location, CCAR members should immediately identify themselves to the person in charge or the contact person provided by the EC or Net Control.

As soon as possible, establish a location from which to work (preferably with a table and near a window to facilitate placing an external antenna) and set up voice communications on the designated repeater and notify Net Control.
Radio E-mail or packet operations will be established as soon as possible for passing formal written traffic.

If the scope of the incident warrants, an authorized CCAR official will contact the State Emergency Coordinator Center on HF on an appropriate frequency identified in the Section Emergency Communications Plan.

1.1.2.4 ARES Mutual Assistance Team (ARESMAT)

In a disaster, such as a hurricane, ARES resources may be quickly overwhelmed, especially if the event and recovery operations are going to be prolonged. In these situations communications assistance may be needed from other Districts or even other Sections. The ARESMAT concept is designed to do just this.

The EC and RO should maintain a list of CCAR members who are able and trained to be on an ARESMAT.

ARESMAT members should:

• have completed the ARRL-ECC level 1 and 2 courses
• have completely mobile & portable 2-meter and HF equipment, including emergency power supplies, antennas, etc.
• have sufficient food, water and other supplies to be self-sufficient for 72 hours
• have strong inter-personal communication skills
• have a knowledge of the incident command system
• be physically fit

ARESMAT teams should be requested through the SEC and should be considered a “last resort” tool.

When a request is received for an ARESMAT, the SEC will contact DEC’s in Districts not affected and/or SEC’s in adjacent Sections and determines the availability of an ARESMAT.

If the scale of the disaster indicates that ARES operations may be prolonged the SEC should contact adjacent Section SEC’s in advance to determine the availability of an ARESMAT and consider placing them on standby and notify the SM of such action.

When a team is requested, a designated reporting point and a point of contact should be provided to the other Section’s SEC before the team departs. This should include contact frequencies, repeaters and any other pertinent information.

If a request is received from an adjacent Section for an ARESMAT the SEC should contact ARESMAT members through the DEC’s and EC’s. The ARESMAT should only be deployed after the exact nature, destination, reporting contact and other details have been determined. No deployment should be made until all details have been confirmed in writing.

Full documentation, including all personal contact information, should be maintained before an ARESMAT deploys.

2. Reverse 911 Script


This message is for the emergency amateur radio operator at this number.
This is the Chester County Department of Emergency Services.

[option A] This is a drill. This is a drill.
[option B] This is NOT a drill. This is NOT a drill.

Chester County ARES/RACES has been activated to
[option C] STANDBY status.
[option D] ALERT status.
[option E] FULL DEPLOYMENT status.

You are advised to check into the resource net on a primary CCAR
repeater frequency.

Otherwise, please respond by calling 610-933-9623 or 610-344-5034.
That's 610-933-9623 or 610-344-5034. Report your availability and readiness to
respond.

[option A] This is a drill. This is a drill.
[option B] This is NOT a drill. This is NOT a drill.