Saratoga Emergency Communication Guide: ARES RACES Operations

1. Emergency Communication For Saratoga Don Steinbach AE6PM Saratoga Amateur Radio Association

2. Topics • ARES & RACES • MOU with City of Saratoga • SARA & CERT • EOC Comm Capability • Activation • Go Kit • Frequencies • Operating Tips • Training Opportunities • MAC Program • NIMS & ICS • Issues & Concerns • Links

3. ARES • ARES (Amateur Radio Emergency Service) • The emergency communications arm of the ARRL (American Radio Relay League). • Not directly connected with any government entity. • Organized on a section-by-section basis within the ARRL field organization and responds on a local or regional level. • We are the Santa Clara Valley Section in the Pacific Division • Monterey, San Benito, San Mateo, Santa Clara and Santa Cruz counties. • ARES operators provide their own insurance. • You become an ARES amateur radio operator by joining ARRL, but you do not need to be a member of ARRL to participate in ARES.

4. RACES • RACES (Radio Amateur Civil Emergency Service) • A civilian entity established by the federal government after World War II • A radio service using amateur radio stations for civil defense communications during periods of local, regional or national civil emergencies. • Now the communications branch of FEMA. • When a governmental entity (City, County, State or Federal) requests amateur radio assistance, the response is through RACES. • Defined under Part 97 of the FCC Rules (47 C.F.R. 97.407) • RACES operators are covered by government insurance. • You become a RACES amateur radio operator by signing up for DSW and registering with your local ARES/RACES organization.

5. ARES vs. RACES • Think of ARES as “civilian” and RACES as “government; ARES as “no insurance” and RACES as “insured.” • During a “non-declared emergency”, ARES can operate under ARES, but when the emergency or disaster is officially declared by a governmental authority, the operation can become RACES with no change in personnel or frequencies. • Each city in Santa Clara County has an ARES Emergency Coordinator position, and the person in that position is also that city's RACES Radio Officer. • At the county level is the ARES District Emergency Coordinator who is also the RACES Chief Radio Operator. • An exception is Gilroy, which has as of 1996 put a new aspect of radio communication, the Auxiliary Communications System (ACS), in place.

6. Saratoga ARES/RACES • A current amateur radio license is required. • Saratoga residency is not required. • No formal training is required. • Members should participate in the weekly net and the quarterly drills to maintain operating proficiency. • Should be able to program/reprogram radio, or follow instructions to do so. • Net Control experience is a plus. • CERT training is a plus. • Familiarity with ICS is desireable. • Registration as a DSW for Saratoga is required for RACES participation. • See Jim Yoke to register.

7. MOU with the City of Saratoga SARA agrees to: • Establish and maintain fixed, mobile and portable station emergency communication capabilities for local amateur radio coverage and point-to-point contact between City officials and remote locations. • Assist in operating, maintaining, and programming the Traveler’s Information System (TIS) AM broadcast station. • Conduct the monthly EOC radio test with County Communications.

8. MOU with the City of Saratoga The City of Saratoga agrees to: • Make space available for a ARES/RACES two-way radio system and placement of an antenna on the City’s antenna tower. • Make reasonable accommodation to store a 8’ x 24’ tower-trailer in the City Yard.

9. SARA and CERT • SARA supports Saratoga CERT with radio communication resources. • SARA ARES/RACES operates the EOC to communicate with CERT divisions and the County. • Each CERT division has one or more hams to communicate with the EOC and between divisions. • CERT uses FRS within the divisions. • SARA conducts classes for Technician Class license exams. • SARA provides orientation and training classes for new licensees. • HT Orientation • Two-Way Radio Basics • HT Selection Seminar • Radio cheat sheets

10. EOC Comm Capability • The EOC is equipped to communicate with: • Local amateurs on 2-meter and 70 cm fm voice • The County EOC on 2-meter fm voice • The County EOC on 220 MHz packet • The County EOC via the EOC radio net on 39 MHz • Amateur radio stations and the OES on HF • Requires installation of a temporary antenna.

11. Activation • ARES/RACES activation will probably be coincident with CERT activation if the incident involves Saratoga. • Monitor the SARA 2-meter repeater (K6SA) output frequency on 146.655 MHz if you suspect something is going on. • This is your best source of local information. • Has backup power system. • Others with high-power base or mobile stations will fill in if the repeater is down. • Instructions will be given on this frequency. • “Alert SCC” might provide telephone notification. • Performance to date has been iffy. • Telephones may be out of service.

12. Activation Issues • Spontaneous Untrained Volunteers • There are about 300 licensed amateurs with a Saratoga zip code in the FCC database. • Many of them will want to help – this is good. • May show up on the repeater. • May show up at EOC. • Ok to use for status reports from home, but must be DSW to be deployed in any RACES activation. • Will be referred to volunteer registration area, same as any other volunteer. • We need (and don’t have) a handout for all communicators. • Telephone notification tree with City and within ARES/RACES is TBD.

13. Go Kit (12-Hour) • Amateur Radio license. • Driver’s license. • DSW badge for requesting agency. • Personal supplies/snacks/water. • CERT graduates already have this. • Remember prescription medication. • Radio programmed with local frequencies • Spare battery pack for radio • Cheat sheet for radio • Pad and pencil or pen • Flashlight • Safety vest & hard hat

14. Go Kit (12-Hour) • Nice to have: • Lapel speaker-mic or earpiece • Improved HT antenna/rat tail • Thomas Guide or local map • See the SCC ARES/RACES website for more comprehensive go-kit recommendations.

15. Primary SARA Frequencies Normal operation (duplex): • 146.655 MHz, negative offset, 114.8 Hz PL tone Repeater failure – stay on repeater output: • 146.655 MHz, simplex, 114.8 Hz PL tone Contingency (simplex) • 146.505 MHz, simplex, no PL tone • 145.595 MHz, simplex, no PL tone

16. Alternate SARA Frequencies Normal operation (duplex): • 443.150 MHz, positive offset, 100 Hz PL tone Repeater failure – stay on repeater output: • 443.150 MHz, simplex, 100 Hz PL tone HF • 28.400 MHz (Upper Sideband).

17. Other Frequencies • County Message Net (W6TI)* 147.360(+) MHz, PL 110.9 Hz • County Command Net (WB6ZVW)* 442.500(+) MHz, PL 100.0 Hz • County Resource Net (AA6BT)* 146.115(+) MHz, PL 100.0 Hz • Santa Clara County ARA (W6UU) 146.985(–) MHz, PL 114.8 Hz • West Valley ARA (W6PIY) 147.39(+) MHz, PL 151.4 Hz *These assignments can change! See the SCC ARES/RACES website for complete County frequency list.

18. Operating Tips • Keep the keypad locked when not in use. • Prevents unintentional configuration changes. • Disable everything except the memory channel selection knob (maybe that, too!). • Know how to program/reprogram your radio. • Make, buy or steal a cheat sheet. • YAESU users - be sure WIRES is turned off. • Keep your batteries charged. • Keep the HT antenna vertical when communicating.

19. Training Opportunities • Self Study • Program your radio and make a cheat sheet to carry with you. • Test signal strength to the repeater from various locations. • Press PTT, identify yourself, press”8”, release PTT • Make a rat tail for your HT. • CERT • Available through County FD (contact Jim Yoke) • Quarterly Drills & Communications Exercises • SARA Classes • HT Orientation, Two-Way Radio Basics • Weekly Saratoga Net • Sunday 2100 hrs

20. Training Opportunities • ARRL On-Line Courses • EC-001 Introduction to Emergency Communication • ICS & NIMS On-Line Classes • IS-100 – Introduction to the Incident Command System • IS-200 – ICS for Single Resources and Initial Action Incidents • IS-700 – National Incident Management System, An Introduction • These classes may become a requirment for “first responders”. • MAC Classes • Available through County ARES/RACES

21. Changing Times • It used to be that if you had a two-way radio and showed up at an incident, you were welcomed. • Now you’re likely to be viewed as a pest or a terrorist. • So ….. • Be professional. • Follow instructions/orders/requests. • Resist the temptation to voice “a better way.” • Stay alert. • Avoid talking to the news media.

22. MAC Program • Mutual Aid Communicators (MACs) are amateur radio operators who have volunteered their time, their expertise and their equipment to provide communications services during times of need.  • These individuals are trained and prepared to provide a variety of communications services and are available for deployment throughout the county, according to the county mutual aid mechanisms. •  The MAC Program defines standards of performance and includes several types and levels of qualifications. • These qualifications are the basis for resource typing and effective and efficient resource assignment.

23. NIMS and ICS • NIMS (National Incident Management System) was developed so responders from different jurisdictions and disciplines can work together better to respond to natural disasters and emergencies, including acts of terrorism. • ICS (Incident Command System) is a part of NIMS. It is a widely applicable management system designed to enable effective, efficient incident management by integrating a combination of facilities, equipment, personnel, procedures and communications operating within a common organizational structure. • You’ll see ICS being used in the EOC during exercises and emergencies. • Not much different than Field Day.

24. NIMS and ICS • The following three ICS courses are web-based and take an hour or two each to complete. • They are required for all MACs and recommended for RACES participants: • IS-100 – Introduction to the Incident Command System • IS-200 – ICS for Single Resources and Initial Action Incidents • IS-700 – National Incident Management System, An Introduction

25. Issues and Concerns • EOC emergency power • Unknown if Fire Department emergency generator actually powers the building/EOC. • County Command Net (WB6ZVW) signal is marginal • MAC course availability • Almost always on the first Saturday of a month. • Saratoga activation procedure • Never successfully exercised from top down?

26. Useful Links • Santa Clara County ARES/RACES • www.scc-ares-races.org • Silicon Valley Emergency Communication System • www.svecs.org • American Radio Relay League • www.arrl.org • County frequency list • www.scc-ares-races.org/freqs/freqs.html

27. Alphabet Soup • SARA – Saratoga Amateur Radio Association • CERT – Community Emergency Response Team • MOU – Memorandum of Understanding • ARRL – American Radio Relay League • ARES – Amateur Radio Emergency Service • RACES – Radio Amateur Civil Emergency Service • EOC – Emergency Operations Center • DSW – Disaster Service Worker • MAC – Mutual Aid Communicator • SUV – Spontaneous Untrained Volunteer • FEMA – Federal Emergency Management Agency • NIMS – National Incident Management System • ICS – Incident Command System • ACS – Auxiliary Communications Service • SEMS – Standardized Emergency Management System