NH-ARES Organization & Administration Plan

1.01 Amateur Radio Emergency Service^® (ARES^®):  A volunteer organization sponsored by the American Radio Relay League (ARRL^®) providing specific communications capabilities in times of emergency.  All ARES volunteers are FCC licensed Amateur Radio operators who have registered their abilities and equipment, and have been trained to serve as emergency communicators.

1.02 ARES Net:  Local or Section network operated to handle message traffic for served agencies, or to support ARES operations.

1.03 ARES training nets:  An ARES net held for the purpose of training members in how the network will function when activated during a communications emergency, or to permit distance learning on any relevant subject.

1.04 American Radio Relay League (ARRL):  National membership organization that promotes and supports the Amateur Radio Service in the United States.  Membership is open to all – full membership is open to those holding a valid Amateur Radio Service license.

1.05 Amateur Radio Service:  As defined in Part 97 of the Federal Communications Commission rules and regulations [2]: "voluntary noncommercial communication service, particularly with respect to providing emergency communications."

1.06 Client or “Served” Agencies:  Governmental or non-profit agencies and organizations with which NH-ARES or the ARRL has formal or informal agreements to serve during a declared or non-declared emergency or event.  (See Attachment I)

1.07 Communications Emergency:  Normal agency and/or public communications have been disrupted or overloaded, or additional communication paths have been requested, or a need to provide disaster intelligence exists.

1.08 Disaster Intelligence:  Information regarding the local situation, including but not limited to flooding conditions, power and phone outages, closed or damaged roads, dam failures, downed trees, weather conditions, shelter status, and similar information needed or requested by a served agency.  Also see “SITREP.”

1.09 ESF-2:  Emergency Support Function 2.  Communications support guidelines set forth in the State of New Hampshire’s Emergency Operations Plan in accordance with the National Response Plan, which outline the procedures used, and the resources available during an emergency.  The New Hampshire Department of Safety, State Police has responsibility for administration of ESF-2.

1.10 Local ARES Groups:  Also called Local Area Groups.  The New Hampshire Section’s own term for Local ARES subdivisions within the Section.  Each group serves a specific operational area of towns and cities, and is managed by an Emergency Coordinator (EC).  In other Sections these groups are commonly associated with a particular county. NH-ARES operational areas do not follow county lines.  (See Attachments B & L)

1.11 Local Operational Area:  A defined group of towns and cities served by a Local ARES Group.

1.12 New Hampshire Amateur Radio Emergency Service (NH-ARES):  The ARES organization that has responsibility for the emergency communications functions of the ARRL New Hampshire Section.

1.13 New Hampshire Department of Safety, Office of Homeland Security and Emergency Management (HSEM):  The state agency that is responsible for emergency command and control during declared disasters and major emergencies for New Hampshire.  HSEM is responsible for administering Radio Amateur Civil Emergency Service (RACES) operations at the state level, and is the immediate liaison agency to NH-ARES.

1.14 New Hampshire Section:  A geographically defined subdivision of the ARRL’s field organization.  The United States and its possessions are divided into 71 ARRL Sections, each managed by a Section Manager.  The New Hampshire Section includes all counties in the state.

1.15 Radio Amateur Civil Emergency Service (RACES):  An FCC-authorized radio communication service using volunteer licensed Amateurs specifically designed to provide emergency communications to local or state emergency management agencies.  RACES is administered by state and local civil authorities and not the ARRL.  Operations under RACES can only be conducted by licensed Amateurs who are registered with a government emergency management agency.  RACES is used only by the authority of a local or state emergency management agency.  Although ARES and emergency management agencies are separate entities, dual membership is encouraged where available.  State and local authorities reserve the right to select and approve of those who operate under their authority.  The State of New Hampshire RACES Officer is the HSEM-appointed administrator for any State RACES operations.  Municipal emergency management agencies may also choose to operate independently under RACES rules.

1.16 Rapid Response Team (RRT):  A group of local Active Members formed to provide rapid deployment for establishing initial local communications links.  (See Section 16.2)

1.17 Rapid Emergency Deployment Team (RED Team):  A statewide rapid response team comprised of local RRT members from across the Section formed to provide rapid deployment for establishing initial Section communication links, or backup to any local ARES operational area within New Hampshire, or for special agency assignments.  (See Section 16.2)

1.18 Section Leadership/Staff:  The appointed ARES Section officials, including the Section Manager and his or her staff, the SEC, any ASECs, State Emergency Operations Center (EOC) Team, RED Team, and the ARES Section Net Manager. (See Section 5.0 and 6.0)

1.19 SITREP:  Abbreviation for “situation report.”  Refers to any formal or informal message format used for tactical disaster intelligence reporting. SITREP message data may vary with agency and purpose.

1.20 State EOC (SEOC) Team:  A small team of ARES Active Members who have been selected by the SEC or a designee, approved by HSEM, and received additional training to operate within the State Emergency Operations Center (EOC) and other HSEM facilities.  (See Section 15.0)

2.01  The purpose of this document is to provide a framework for the organization and administration of NH-ARES.  It describes the organization and staff assignments responsible for supporting the organization, and sets standards.

2.02  The purpose of ARES is to provide communication and related services for selected public and private agencies during communications emergencies, and in support of non-emergency public service activities.  This may include passing formal written or informal “tactical”messages, gathering and reporting disaster intelligence and storm conditions, and other such duties as are requested and agreed upon.

2.03  Operational information is contained in the NH-ARES Section Emergency Communications Plan.

3.01  Any licensed Amateur who meets the qualifications set forth in this section may apply for membership in NH-ARES.  Certain leadership positions are restricted to ARRL members.  In accordance with ARRL policy, NH-ARES leadership reserves the right to accept or reject any application but will not discriminate on the basis of age, sex, race, religion, color, national origin, sexual orientation, or political affiliation.

3.02  Applicants may be required to undergo a background check before providing certain services to certain served agencies.  Any required background checks will be performed by the agency and not NHARES.  Members reserve the right to opt out of such background checks, but will be unable to work with that served agency.

3.03  Active Member:  Agrees to participate in events, training, and drills on a regular basis, as determined by their EC, and to maintain a 72 hour go-kit.  Must have completed ARRL Basic Emergency Communications or equivalent formal training, and complete at least the FEMA IS-100.a Introduction to ICS course.  The SEC will also be required to complete ARRL’s Advanced Emergency Communications Management course within twelve months of appointment. These requirements become effective January 1, 2010.

3.04  Reserve Member:  Agrees to be available for major emergencies, and understands that expedient training may be provided at that time, and that any assignment may be to secondary or support positions.  No specific training is required, but Reserve Members are encouraged to take ARRL Basic Emergency Communications and FEMA IS-100 and participate in drills when they can.  These requirements becomes effective January 1, 2010.

3.05  Membership Administration:  General membership is administered at the local level by the EC.  Section leadership positions are administered by the SM and/or SEC in accordance with ARRL rules.  Basic membership requirements are set at the Section level to ensure interoperability.  ECs may set additional requirements to meet served-agency needs.  The registration database is administered at the Section Level, but ECs or a designate are responsible for keeping the data up to date.

4.01  NH-ARES is part of the national ARRL ARES program, and is generally organized and operated as defined in the ARRL Public Service Communications Manual.

4.02  NH-ARES has two levels of management, one at the Section (state) level, and one at the local level.  The SEC has overall responsibility for all ARES members and operations within the Section. Each appointed EC has direct responsibility for members, planning, training, and operations in their assigned local operational area.

4.03  Section leadership is responsible for operating and maintaining all Section-wide functions, and for providing certain training and administrative resources to support ECs.

4.04  Served agencies with a presence only within a local operational area will be the responsibility of the EC. State agencies and any served agency with a state-wide presence will be the responsibility of the SEC or a designee.

5.01  As used in this plan, titles shown below indicate an administrative function.

5.02  Assistant Emergency Coordinator (AEC):  an ARES communicator who assists an Emergency Coordinator (EC).

5.03  Assistant Section Emergency Coordinator (ASEC):  an ARES leader who is responsible for managing specific Section level ARES program elements at the direction of the SEC.  May include training, agency liaison, logistics, operations, etc.

5.04  District Emergency Coordinator (DEC):  An ARES leadership official who has the responsibility for a District subdivision within an ARES Section.  New Hampshire does not currently employ Districts.

5.05  Emergency Coordinator (EC):  an ARES communicator who has leadership responsibility for a defined group of towns and cities, or personnel as in the case of the RED Team.

5.06  Section Emergency Coordinator (SEC):  An ARRL official who oversees all ARES operations in the Section.  The SEC or a designee is also the primary point of contact for state-wide and regional client agencies of NH-ARES.

5.07  Section Manager (SM):  Elected official of the ARRL responsible for the operation of the New Hampshire Section of the ARRL.

5.08  Section ARES Net Manager (NM):  is in charge of the Section’s ARES Traffic and Coordination Net(s).

5.09  Official Emergency Station (OES):  is a skilled operator who provides a special service to the local area or Section organization.

6.1  All leadership positions require Active Membership status.  Members holding leadership positions do so at the pleasure of the appointing official.

6.2  Section Emergency Coordinator (SEC):

• Appointed by SM – ARRL membership required
• Responsible for the NH-ARES Program, establishing Section-wide goals and objectives.
• Responsible for maintaining Section-wide ARES roster, communications plan, web page and email list server.
• Manages client agency MOUs & liaison with VOAD, ARC, NWS, MARS & NH HSEM

6.3  Assistant Section Emergency Coordinators (ASEC):

• Appointed by SEC – ARRL membership required
• May be assigned to manage the NH-ARES program in the absence of the SEC.
• Manages identified programs, initiatives and projects as directed by the SEC.
• Responsible for specific areas such as logistics, training, agency liaison, administration, etc.

• ASEC, Operations
  • Coordinates and manages the Section Emergency Operations Plan and its attachments.
  • Primarily responsible for directing Section level activities during activations as ARES Communications Officer (ACO).
  • Liaison to HSEM staff
• ASEC, Logistics
  • Responsible for managing ARESMAT requests between local areas, and coordinating out of Section ARESMAT requests with Section Manager.
  • Maintains general awareness of manpower utilization and potential needs during deployments.
• ASEC, Training
  • Develops and implements a training program for Section level staff and operators, including members of the Section Coordination Net.
  • Provides general support to local groups when requested and if available.
• ASEC, Served Agency Liaison
  • Maintains working relationships with certain Section level served agencies as defined by the SEC.
  • Communicates agency needs and issues to Section staff and ECs, negotiates solutions.
• ASEC, NWS Skywarn
  • Maintains working relationship with Gray and Taunton Weather Service offices.
  • Activates ARES nets in response to NWS requests.
  • Helps arrange Skywarn training for ARES members.
• ASEC, Military Auxiliary Radio Service (MARS)
  • Coordinates activities, plans and operations between all MARS services and NH-ARES.
  • Helps develop and maintain MARS related portions of this plan.

6.4  Emergency Coordinator (EC):

• Appointed by SEC – ARRL membership required
• Responsible for management of the local ARES program, makes Assistant Emergency Coordinators’ assignments as necessary.
• Manages their operational area to meet the goals of local and Section communications plans.
• Develops and maintains local emergency communication plan.
• Communicates with members regularly (nets, drills, meetings or email).
• Provides training at least once per month.
• Reports monthly and after all drills and activations.
• Documents members’ progress in meeting the objectives of the NH-ARES program.

6.5  Assistant Emergency Coordinator (AEC):

• Appointed by EC – ARRL membership not required
• May be assigned to manage the local ARES program in the absence of the EC.
• Assists with nets, drills, client agency liaison, or other duties as assigned by the EC.

6.6  Official Emergency Station (OES):

• Appointed by SM or SEC – ARRL membership required
• Responsibilities of ARES Communicator.
• Provides one or more specialized services to NH-ARES operations.
• Participates in three of the quarterly drills per year, exercise emergency powered stations.

6.7  Section ARES Net Manager (SNM):

• Appointed by SEC – ARRL membership not required
• In charge of the Section’s ARES Traffic and Coordination Net(s).
• Responsible for ensuring that a Net Control Station (NCS) and alternates are assigned to each net session, and that each local area net is represented by a liaison station.
• Responsible for implementing a training program for net member stations in coordination with the ASEC for Training.

6.8  State EOC Team Leader

• Acts as HSEM operational contact between HSEM Chief of Communications and SEC.
• Coordinates training and drill staffing at State EOC.
• Schedules operators during drills and operations.

7.01  Each local area must have an emergency communications plan of its own.  Local plans are to be written so as to seamlessly integrate with this Section plan.

7.02  The local plan should not duplicate information contained in this plan, but should be specific to local needs and operations. It should incorporate the Section Emergency Communications Plan by reference.

7.03  The local emergency communications plan should contain at least the following:

1. An activation/deactivation plan and telephone call tree
2. A list of staff assignments and specific job descriptions
3. A network plan for a voice coordination net and liaison to the Section Net
4. A network plan for local digital communication and/or Winlink use
5. A list of served agencies, locations, and key staff contact information
6. Copies of any ARRL-approved MOUs with local agencies
7. Any special membership or agency training requirements
8. An implementation and operations plan for the local Rapid Response Team
9. A drill and training plan

7.04  Local plans and any subsequent changes must be sent to the SEC for approval.  The SEC will respond within 30 days.  Should the SEC fail to respond with in the specified time period, the EC may temporarily implement the plan pending approval.

7.05  Nothing in the local plan may be in conflict with the Section plan without the express written approval of the SEC.  Local plans should be reviewed by the EC or his/her designee to eliminate any conflicts any time the Section plan is modified.

7.06  The local plan should be reviewed at least annually to ensure that it continues to meet the emergency communication goals of the group and its served agencies, and reflects the group’s true capabilities.

8.01  All training should build relevant skills and prepare members to effectively implement the Section and Local communications plans.

8.02  An ASEC for Training will conduct training activities at the Section level, and provide support for local training efforts.  ECs may conduct local training themselves, or assign the job to an AEC.

8.03  The NH-ARES Section Coordination and Traffic Net will be exercised at least once each month on a schedule determined by the assigned Net Manager.  (Attachments D & E)

8.04  NH-ARES members are encouraged to complete ARRL Amateur Radio Emergency Communication courses above and beyond minimum requirements set forth in Section 14 and Attachment G, and to take any relevant or useful served-agency training available.

8.05  Served agencies may require additional training in certain areas, such as advanced ICS or NIMS courses.  ECs may add these courses to their basic membership requirements as necessary.

8.06  Local and Section training plans will be exercised and reviewed frequently and updated as necessary.

8.07  When on-air training contains a disaster simulation scenario, the words “this is a drill” must be used at the beginning and end of each transmission for the duration of the drill, and periodically during transmission of long messages, regardless of the mode of transmission.

8.08  Where training equivalent to ARRL Basic Emergency Communications is required, the SEC or a designee will make a determination as to the program’s sufficiency.

9.1  What is an MOU?

An MOU is a formal but non-contractual working agreement between two organizations that need to define areas of cooperation and common interests.  It is not legally binding on either party, but rather provides a means of coming to a common understanding of each other’s roles, capabilities, and responsibilities.  MOUs may also be called Letters of Agreement, Letters of Understanding, and a variety of similar names, but all are essentially the same.

9.2  ARRL National MOUs

ARRL maintains and regularly updates MOUs with a number of national organizations with whom we share common interests.  These include the Red Cross, FEMA/Citizens Corp, NationalWeather Service, National Communication System, Salvation Army, Civil Air Patrol, APCO, and REACT, as well as several that are not related to emergency communications.  National MOUs are available for review at www.arrl.org [3].

9.3  NH Section MOUs

The ARRL New Hampshire Section maintains MOUs with the New Hampshire Office of Homeland Security & Emergency Management (HSEM) and various Red Cross chapters.  All NH state agencies are covered by the HSEM MOU. Support requests from state agencies must be directed to HSEM’s Chief of Communications, so no agency-specific MOUs are needed.

9.4  Section MOUs

Section-levelMOUs are appropriate when the following three conditions have been met:

1. A well-defined, close working relationship is required
2. A national MOU does not exist, or does not adequately address local needs
3. The organization serves the entire state or multiple ARES operational areas

9.5  Local MOUs

Local–level MOUs are appropriate when the following four conditions have been met:

1. A well-defined, close working relationship is required
2. A national MOU does not exist, or does not adequately address local needs
3. A Section MOU does not exist
4. The organization’s service area falls within only one NH-ARES operational area

9.6  MOU Approvals

All MOUs must meet certain criteria established by ARRL’s general counsel and Board of Directors.  In general, MOUs must not be written or construed as contracts with any guarantee of performance, or in any way legally obligate either party, or encourage forms of cooperation that might violate FCC rules or good Amateur practice.  For that reason, all MOUs at the local and Section level must follow a common format and be reviewed prior to final review by ARRL HQ and the Section Manager.  They must be signed by the Section Manager, but may also be signed by the SEC and/or EC as appropriate.

9.7  MOU Process

If the situation meets the criteria listed above, begin by examining and listing the needs of the relationship that are different from those in any national MOU.  If you are in doubt about the need for an MOU, contact the Section Manager for guidance.  Download the Sample MOU and the MOU Guidance document from www.nh-ares.org.  [4] Read them carefully.  Create a first draft of your proposed MOU and send it to the Section Emergency Coordinator for comments.  Once a“final”draft is created, the EC will send it to the SEC for review.  If acceptable, the SEC will forward it to the SM for additional review. The SM will send it to ARRL HQ for final review.  Any one of the three reviewing authorities may return the MOU through channels to the EC with comments for revision.

Once approved by ARRL HQ, the SM will sign two final copies and send them to the agency for their signatures.  The original document will remain in the SM’s files with copies forwarded to the SEC and EC.

10.1  Purpose

This policy serves two purposes.  First, to define and regulate the use of the NH-ARES clothing and other identity items, and second, to establish a voluntary“standard”for member’s appearance at certain official events.

10.2  Why we have this policy

Identity items for volunteer emergency service groups can be either an asset or a liability.  Used properly, they make it easier for served agency personnel to locate and identify our members in the confusion of an event, and may make authorized access to some restricted areas less troublesome.  Used improperly, they can give the impression that ARES volunteers are “wanna-be” police, fire, or EMS personnel.  This policy is intended to ensure proper use of NH-ARES identity items, and to build and preserve our “professional” reputation by governing our appearance.

10.3  General Appearance

NH-ARES members should make every effort to maintain a clean and professional appearance at all responses and events.  When an official clothing item is not worn for any reason, chose clothing that is tasteful and appropriate.  Avoid t-shirts, soiled or torn clothes, sandals, jackets and hats with more than one or two patches on them, or anything with pictures or words silk-screened or embroidered on them that are not related to ARES.

10.4  NH-ARES Clothing ID Items

The NH-ARES clothing is intentionally designed to be low-key, and does not imitate any public safety agency’s regular street uniform.  Deviations in the appearance of approved items are not authorized, and must be approved in writing by the Section Emergency Coordinator (SEC).  Descriptions and purchasing information are listed on official order forms available on www.nhares.org.  [5] Members are NOT required to purchase any NH-ARES ID items, but are encouraged to do so.

10.5  Identity Item Usage

NH-ARES ID Cards:  Only officially issued NH-ARES picture identity cards will be used.  Local cards may be issued by an EC in addition to the state card if additional local information is required.  In this case, both cards should be carried.  It is appropriate to wear NH-ARES ID clothing items at the following events:

1. During any NH-ARES activation.
2. At any NH-ARES meeting
3. At served agency meetings when officially representing NH-ARES, when appropriate.
4. During public service events in which NH-ARES is officially participating.
5. When responding as part of an official ARESMAT to a neighboring Section.
6. When representing NH-ARES at local club meetings to make a presentation about ARES.
7. For all meetings and events, the NH-ARES official in charge may opt to encourage, require, or prohibit NH-ARES clothing, but should communicate this well in advance to all potential participants to avoid confusion or embarrassment.
8. Hamfests, club meetings, and similar events to promote ARES.
9. In general, where clothing items are to be worn at a meeting or event, it is more effective if everyone wears them.

Avoid wearing clothing ID items on a regular basis.  If they are dirty or worn out, they won’t be available or suitable for wear when you really need them.

Signs:  Magnetic signs containing any reference to ARES or NH-ARES should only be used for official responses and events of which ARES is a part.  Permanent signs should only be placed on vehicles or trailers owned and operated by ARRL-affiliated clubs that provide direct support to NHARES.  (See Trademarks below.)

License Plates:  NH-ARES license plates or half-plates may only be displayed on vehicles with the written permission of the SEC.  They will conform to a standard design approved by the SEC.

Prohibited:  Use of NH-ARES identity items for any inappropriate or illegal purpose, including spontaneous use at traffic accidents or other emergencies in an attempt to gain access or assert authority anywhere NH-ARES is not officially invited and authorized, is expressly prohibited, and could lead to expulsion from NH-ARES and possible criminal prosecution by state or local authorities.

Trademarks: The ARES and ARRL logos, the name Amateur Radio Emergency Service and its abbreviation ARES, ARRL, and any derivations are the exclusive property of the ARRL, Inc. and are used here by permission.  The ® symbol must be displayed as required by law at the first appearance in any document and on any single usage.

11.01  The State EOC Team is a specially trained and vetted team of radio operators dedicated to staffing the State Emergency Operations Center’s Amateur Radio station, and to assist with state Command and Control (C&C), FNARS, and other radio systems when requested.Members are chosen by the SEC.

11.02  The team is led by a Team Leader appointed by the SEC. In the absence of the Team Leader, any member of the team may assume the responsibilities of Team Leader. The Team Leader acts as the point of contact for the group, and coordinates training and operating schedules.

11.03  The team takes overall direction from the SEC or ACO, but operates within the EOC facility under the direct supervision of the HSEM Chief of Communications or his/her designee.  State EOC Team members should consider themselves as though they were temporary unpaid employees of HSEM while working or training there.

11.04  The team consists of up to six Active Members, including the Team Leader.Members are chosen and carefully vetted for their skills, temperament, personal presentation, and ability to respond effectively when called.  Members of the State EOC team will have the following additional qualifications:

• Live within one-hour travel time of the Concord HSEM facility.
• Experienced emcomm radio operator.
• Prepared to respond promptly and have permission from employer to do so.
• Excellent people skills–able to work well in an often stressful team environment.
• Able to attend periodic training and drills, often during work hours.
• Experienced in VHF/UHF and HF operation including voice and digital modes.
• Typing ability, and familiarity with Microsoft Word and Excel, Windows operating environment.

11.05  Miscellaneous Operational Rules

1. The primary role is operation of Amateur Radio systems, but members may agree to assist in other ways if they are qualified and have been asked to do so by appropriate agency staff.  They should politely refuse assignments for which they are not qualified or are uncomfortable performing.
2. Members will not discuss sensitive, private, or privileged information with others.
3. Members will not enter or attempt to enter areas of the facility to which they have not been granted official access.
4. Members should make certain they get adequate food, rest, and periodic work breaks.

12.1  RED Team

12.2  Rapid Response Teams (RRT)