CA-ARES Operations Plan (Public)

AMATEUR RADIO

EMERGENCY SERVICE^®

OPERATIONS PLAN

FOR THE

CAPITAL AREA [1]

Version: 7.1 Public

Revised: 28 December, 2020

Modified By: Rob Farley, K1CFI, EC, CA-ARES

Capital Area – ARES (CA-ARES) Operations Plan

Table of Contents

• 1.0 Introduction
• 2.0 Purpose
• 3.0 Scope
• 4.0 Definitions
  
  • 4.1 SEC – Section Emergency Coordinator
  • 4.2 EC – Emergency Coordinator
  • 4.3 AEC – Assistant Emergency Coordinator
    
    • 4.3.1 AEC – Training
    • 4.3.3 AEC – Net Manager
    • 4.3.3 AEC – Web Coordinator
  • 4.4 Net Control Station (NCS)
  • 4.5 Memorandum of Understanding (MOU)
  • 4.6 Staff Positions
    
    • 4.6.1 Public Information Officer (PIO)
    • 4.6.2 Website Manager (WEB)
    • 4.6.3 Hospital Liaison (HRSP)
• 5.0 Served Agencies
  
  • 5.1 Served Agencies
  • 5.2 Additional Served Organizations
• 6.0 Radio Communications Plan
  
  • 6.1 Primary Operating Frequencies
  • 6.2 Backup Operating Frequencies
  • 6.3 Net Control Station (NCS)
  • 6.4 Memorandum of Understanding (MOU)
  • 6.5 Staff Positions
• 7.0 Activation
  
  • 7.1 Initiation via Call Tree
  • 7.2 Net Control Station (NCS)
  • 7.3 Net Guidelines
  • 7.4 Deployment
  • 7.5 Local Operations
• 8.0 Training
  
  • 8.1 Weekly Training Nets
  • 8.2 ‘Active’ Status Members
  • 8.3 Training Events
• 9.0 Privacy
• ATTACHMENT A – Capital Area ARES Officers [2]
• ATTACHMENT B – Capital Area ARES Roster
• ATTACHMENT C – Capital Area ARES Call Tree
• ATTACHMENT D – Capital Area ARES Towns [3]
• ATTACHMENT E – Weekly Net Script [4]
• ATTACHMENT F – Public Service Net Script [5]
• ATTACHMENT G – Emergency Net Script [6]
• ATTACHMENT H – Capital Area ARES Radio Frequencies [7]

1.0 INTRODUCTION

The Capital Area Amateur Radio Emergency Service (CA-ARES) is a local unit of New Hampshire ARES, a unit of the American Radio Relay League^® (ARRL).  ARES^® is a registered trademark of the ARRL.  All CA-ARES members are FCC licensed Amateur Radio operators who volunteer their services to CA-ARES for the purpose of providing communication capability in support of public events, emergency services, and other served agencies in the event public and/or commercial communication services are inadequate or become impaired.  As such, ARES members provide a vital service to our communities, served agencies, and the State of New Hampshire.

2.0 PURPOSE

The purpose of this operations plan is to provide instructions for conducting emergency communications.  The primary role of CA-ARES is to provide communication services during times of an emergency, natural or man-made, where no established communication links exist or to supplement existing systems.  This plan helps Capital Area ARES to effectively support served agencies within its assigned area and, if necessary, other groups and agencies.

3.0 SCOPE

This applies to Capital Area ARES members.  It addresses the organizational structure, training, operational protocols, and activation methods of CA-ARES.  It does not address statewide requirements which are covered in the New Hampshire Section Emergency Operations Plan.  Visit the NH-ARES website at http://www.nh-ares.org [8].  The Capital Area ARES website is www.ca-ares.org [9].

4.0 DEFINITIONS

4.1 SEC – Section Emergency Coordinator.  The SEC is an ARRL official responsible for overseeing overall ARES operations of the New Hampshire Section and reports to the Section Manager

4.2 EC – Emergency Coordinator.  The EC is responsible for amateur radio emergency and public service communications operations within the assigned area.  This position is appointed by the SEC

4.3 AEC – Assistant Emergency Coordinator.  The AEC assists and supports the EC in emergency communications tasks such as training, net management, agency liaison, etc.  The EC can appoint as many AECs as necessary to fulfill the requirements of the communications plan.

4.3.1 AEC – Training.  This position is responsible for coordinating training for the group under the direction of the EC.  This can include, but is not limited to, the monthly meeting, emergency drills, “over-the-air” training, and any other training needs.  This position is appointed by the EC.

4.3.2 AEC - Net Manager.  The Net Manager is responsible for training Net Control Operators (NCS), assigns Net Control Operators to run the weekly training net(s), and reports net activities to the EC.  The Net Manager also helps coordinate net control duties during emergency activations. This position is appointed by the EC.

4.3.3 AEC – Web Coordinator.  The Web Coordinator provides technical expertise in designing and maintaining the CA-ARES Website, Facebook page, and e-mail accounts.  This position is appointed by the EC.

4.4 Net Control Station (NCS).  The NCS is responsible for controlling all communications traffic during the weekly nets, public service events and during actual emergencies.  The NCS is responsible for all Net Control Station operations including controlling the interface with other ARES groups and agencies.  In long term activities, this position can be filled by multiple radio operators.  This position is assigned by the EC, AEC – Operations, and/or the AEC – Net Manager.

4.5 Memorandum of Understanding (MOU).  An MOU is a document between NH-ARES and any served agency within the New Hampshire ARES Section as approved by the New Hampshire Section Manager.  The MOU outlines goals, defines activities, and explicitly defines the abilities and expectations of each party in regard to radio communications and support.

4.6 Staff Positions.

4.6.1 Public Information Officer (PIO).  The PIO is a staff position appointed by the EC that is responsible for performing marketing and disseminating public information for CA-ARES at the direction of the CA-ARES leadership team

4.6.2 Website Manager (WEB).  The Website Manager is responsible for managing the website for the CA-ARES at the direction of the CA-ARES leadership team.

4.6.3 Hospital Liaison (HRSP).  The Hospital Radio Support Program Liaison is responsible for being the primary contact person for the hospitals within the served area for CA-ARES at the direction of the CA-ARES leadership team.

5.0 SERVED AGENCIES

5.1 Served Agencies:  The following served agencies have Memorandums of Understanding with CA-ARES.

• American Red Cross, Granite Chapter, Maitland Street, Concord, NH 03301 [10]
• Town of Warner, NH [11]
• Town of Pembroke, NH [12]

5.2 Additional Served Organizations:  The following are private organizations that CA-ARES regularly provides communication services for.  These are opportunities for CA-ARES to exercise communications skills in actual on-site conditions.

• Girls on the Run [13]
• Concord Hospital – Payson Cancer Center – Pedaling for Payson [14]
• Amoskeag Rowing Club - New Hampshire Championship Regatta [15]
• Merrimack Valley Military Vehicle Rally [16]

6.0 RADIO COMMUNICATIONS PLAN

6.1  Unless stated otherwise, operations will be conducted on the primary repeater as listed in the CA-ARES Communications Plan, Attachment H [7].  Other frequencies may be used as directed or as conditions permit.

6.2  Should the primary repeater be unavailable, the backup repeaters or simplex frequencies in descending order should be used as listed in Attachment H.

6.3  Should all repeater networks become unavailable, operations will shift to simplex operations.  Refer to Attachment H for the primary frequency.

6.4  Communication frequencies to the State EOC [17] are listed on Attachment H

6.5  It may become necessary to assign additional simplex frequencies depending on event or emergency.  Frequency allocations will be assigned by the EC with the approval of NH-ARES so as not to cause interference with other ARES groups.  Day to day simplex frequency assignments will be at the discretion of the EC.

6.6  The Net Control Operator will use the specific scripts as follows based on the type of event.  These scripts help the Net Control Station control and organize net activity.  The scripts are found in Attachments E through G.

• Attachment E – Weekly Net Script [4] for weekly nets.
• Attachment F - Public Service Script [5] for public service events.
• Attachment G - Emergency Net Script [6] for actual emergencies or drills.

6.7  The FCC call sign, W1CPL [18], can be used in accordance with the terms set forth by the EC and the call sign trustee.  If this call is used, the Net Control Operator must keep a radio log for the duration of each event.  A running log is easier to maintain if there is more than one NCS operator.  The log is turned in to the EC after the event. 

7.0 ACTIVATION

7.1  Activation may be initiated by the SEC, EC, or their authorized designee.  The EC, or his/her designee, will activate CA-ARES via the call tree in Attachment C.  Once contacted the member will call the next individual listed below their name on the call tree.  If no contact is made proceed to the next member on the list and so on until the list is complete.  The last person contacted will report back to the EC.

7.2  Any ARES member who suspects a communications emergency exists should open an emergency net and assume the duties of the Net Control Station until relieved.  The ARES member must contact their Emergency Coordinator immediately. Contact can be made using the call tree (Attachment C).  ARES is not a first responder organization and we don’t train as such.  We are available to provide communication support only when requested.

7.3  The CA-ARES Net Control Station (NCS) should immediately inform net check-ins of the nature of the emergency and set the guidelines on how traffic will be processed.

7.4  Members should expect to be deployed and operate for extended periods of time as directed.  They must be prepared to be completely self-sufficient for at least 72 hours.  Should deployment become necessary, members will report to their assigned post or location, and advise Net Control of their arrival and status.

7.5  Once on site, the operator is to contact the person in charge, set up operations as directed in an efficient manner, and establish communications with the Net Control Station.

8.0 TRAINING

8.1  At a minimum, a once weekly CA-ARES net will be held on the primary repeater. CA-ARES members are encouraged to participate in their local Training Program to ensure they are prepared to assist in an emergency.

8.2  CA-ARES members who wish to hold the “Active” status in the NH ARES database are expected to meet the following minimum CA-ARES requirements:

• Maintain a check-in rate of one ARES net per month.
• Participate in one ARES general emergency training session per year.
• Must have been a Net Control Operator at least once during the year.

8.3  Other training opportunities such as the ARES Academy are great training events and all operators are strongly encouraged to attend. Public events are also good opportunities to practice our skills – and are fun!

9.0 PRIVACY

Members must at all times respect the privacy of served agencies, their staff, and clients and will not discuss privileged or sensitive information with others not directly involved.  Members will use extreme care not to transmit or divulge any information that could compromise the agency’s operations, the safety of others, or that contains personal or sensitive information. Information regarding deaths MUST NEVER be transmitted over a voice amateur frequency or net.

If sensitive information must be transmitted, then other more discrete communication methods must be used such as fax, telephone, e-mail, or secure digital means.