EOP

Osceola County

Amateur Radio Emergency Service® (ARES®)

Emergency Operating Plan

1.  INTRODUCTION. 

1.1  The Osceola County Amateur Radio Emergency Service (ARES), throughout this plan referred to as Osceola County ARES, is composed of Federal Communications Commission (FCC)-licensed Amateur Radio Operators who have voluntarily registered their capabilities and equipment for public service communications duty. 

1.2  Under FCC regulations, Amateur Radio public service communications are furnished without compensation of any kind.  Amateur Radio operators are "amateurs" only due to the fact that they can not accept compensation for their services, otherwise they are "professional" communicators in every other sense of the word. 

1.3  The Osceola County ARES functions under this emergency plan as directed by the Osceola County ARES Emergency Coordinator (EC), who is appointed by the American Radio Relay League (ARRL) Southern Florida Section EC in consultation with the Southern Florida Space Coast District EC. 

1.4  Organization of Osceola County ARES adheres to the ICS organization model with a Planning Section, Operations Section, Logistics Section, and Finance/Administration Section, each headed by an Assistant Emergency Coordinator (AEC) as Section Chief. The EC may appoint additional AECs as needed for Osceola County ARES to function efficiently, including Liaison Officer, Safety Officer, and Public Information Officer. 

1.5  Osceola County ARES maintains a web site on the Internet at http://www.osceolacountyares.org which provides a host of information about the organization.

2.  PURPOSE. 

2.1  The purpose of this plan is to provide written guidance containing the minimum information that would be needed in an emergency.  Each emergency is different and flexibility to provide an adequate response is necessary. 

2.1.1  Plans for specific emergency scenarios, when developed, may be attached as annexes to this plan. 

2.1.2  The plan for Skywarn Operations Protocol (Annex E) is attached to this plan and is also available on the Osceola County ARES web site.1

2.2  The primary responsibility of Osceola County ARES is to furnish emergency communications in the event of natural or man-made disasters when regular communications fail or are found inadequate as a result of overload. 

2.3  Drills, training and instruction shall be planned and executed to ensure readiness to respond quickly in providing effective Amateur Radio emergency communications whenever such an occasion may arise. 

2.3.1  A weekly emergency communications net will be conducted to assist with member familiarization and training, as well as exercising radios in the Osceola County ARES Communications Center (located at the Osceola County Emergency Management facility at 2586 Partin Settlement Road in Kissimmee, or another location as may be appropriate) that will be needed in emergency situations.  The weekly ARES net will be conducted on Tuesday evening, 1900 local time, on the KG4EOC repeaters (145.350 MHz, offset -600 kHz, CTCSS tone 103.5 Hz and 444.100 MHz, offset +5 MHz, CTCSS tone 123.0 Hz). 

2.3.2  The minimum requirements for operational, on-site operators are completion of the ARRL Amateur Radio Emergency Communication Course - Level 1 and the FEMA Independent Study Courses IS 100 and IS 700.  FEMA Independent Study Courses, IS 200 and IS 800 are recommended in order to qualify ARES members for deployment outside Osceola County.  Additionally, FEMA Independent Study Courses IS 300 and IS 400 are required for operations within the Osceola County Emergency Management facility.

2.3.3  Communications oriented training in net operations, message handling, operating procedures, deployment preparations, and served agencies orientations shall be provided to all Osceola County ARES members on a continuing basis. 

2.4  The following agencies/critical facilities may need assistance during a communications emergency:  Osceola County Emergency Management, Law Enforcement, Public Works, Road & Bridge and/or any other Osceola County Government agency or Department; Municipal Emergency Services (Fire & Law Enforcement & Civil Preparedness Divisions); other critical facilities needing communications assistance may include but are not limited to hospitals, pharmacies, Salvation Army, American Red Cross, and any other private agencies requiring assistance from Osceola County ARES.

3.  ACTIVATION. 

3.1  Any member of Osceola County ARES, who for any reason suspects that a communications emergency may exist, should monitor the assigned net frequencies on the KG4EOC repeaters. 2

3.1.1  Emergency net frequency FM repeaters should be monitored in the priority order: 145.350 MHz, 444.100 MHz.  

3.1.2  In the event of failure of all of the foregoing repeaters, operations will be conducted on 145.350 MHz in the FM simplex mode. 

3.2  The Osceola County ARES EC or any AEC shall be notified by telephone of any activation, if telephone service (land line or wireless) is available. 

3.2.1  Applicable telephone numbers for emergency contact, in the form of a telephone "tree" is attached to this plan as Annex A (Telephone Alert System) and is also available on the Osceola County ARES web site.  The Telephone Alert System is maintained by the Osceola County ARES Finance/Administration Section Chief/AEC.  All members are responsible for keeping their phone listings, and if applicable their Email address, updated with the Finance/Administration Section Chief for emergency contact purposes. 

3.3 In any situation in which Amateur Radio may serve Osceola County government, municipalities, or the community during an emergency event, activation of Osceola County ARES will occur by the appropriate representative from Osceola County Emergency Management contacting the Osceola County ARES EC or designated representative.  Osceola County Emergency Management may request of the Osceola County ARES EC an Osceola County ARES member of their choice to operate communications equipment at the Osceola County Emergency Management facility. 

3.4  Private agencies may request assistance in communications emergencies by contacting the Osceola County ARES EC or designated representative.  All requests for communications support of non-emergency activities must be directed to the Osceola County ARES EC or designated representative. 

4.  ARES MOBILIZATION PROCEDURE. 

4.1  The Osceola County ARES EC or designated representative will initiate the Telephone Alert System (telephone "tree") and/or radio contact procedure as described in section 3.1 above, alerting members of an event and the need for activation. 

4.1.1  The Osceola  County ARES EC will make advance arrangements to facilitate a current listing being available to the general membership. A written procedure will be attached with the telephone listing in Annex A to this plan. 

4.2  The telephone "tree" alert will be activated if telephone service (regular and wireless) is available.3

4.3  On notification that a communications emergency exists, members will check into the Osceola County ARES Emergency Net on the 145.350 MHz FM or 444.100 MHz FM repeaters and follow the Net Control Station's instructions exactly. 

4.3.1  The 145.350 MHz FM simplex mode will be the initial backup frequency in the event of failure of both FM repeaters. 

4.4  Mobile units will be activated and dispatched as required by the Osceola County ARES EC or designated AEC only. 

4.5  The Osceola County ARES EC will assume net control or designate another member station as Net Control Station (NCS). 

4.5.1  The NCS is designated as a “Key Station” and will be extensively used during a communications emergency. The NCS will operate at the appropriate designated “Key Station” facility, (Osceola County Emergency Management facility or other designated location if requested). If it is impractical to have the NCS operate at the Osceola County Emergency Management facility, a home station meeting the criteria of a “Key Station” will be used as directed by the Osceola County ARES EC.   

4.5.2  “Key Stations” must have emergency power capability and relief operators available and assigned to ensure continuous operation.  Additionally, “Key Stations” must have dual band capable equipment to operate simultaneously on 2 meter FM and 70 centimeter FM, and must have capability to operate on the 75 meter LSB phone band as well.  Note that  75 meter LSB phone band operations requires the operator hold a General or higher class FCC license in the Amateur Radio Service. 

4.5.3  Home stations that meet the requirements to be designated “Key Stations” will be listed in Annex B (Designated Key Stations) to this plan. 

4.6  Activated stations shall remain mobilized and active in the emergency net until relieved by the NCS, or other situations develop that mandate evacuation or abandonment of communications equipment. 

5.  EMERGENCY NET OPERATIONS. 

5.1  The Osceola County ARES Emergency Net will be activated and called to order only by the Osceola ARES EC or the designated NCS at a Key Station location.  Osceola County ARES members will check into the Osceola County ARES Emergency Net from mobile or home stations as appropriate and await further instructions from the NCS. 

5.2  In addition to the Osceola County ARES Emergency Net, liaison stations will be assigned to:

5.2.1  South Florida Phone Net, 3.950 Mhz, LSB, 2300Z (UTC), daily.

5.2.2  Other Nets will be published here in this section as requirements are determined. 

5.3  Mobile/portable stations will be dispatched to facilities requiring emergency communications support.  For example, such facilities may include shelters, hospitals, Salvation Army, American Red Cross shelters and/or operating centers.  

5.3.1  A list of shelters and/or facilities to be supported with Osceola County ARES operators will be published as Annex C (Supported Shelters/Facilities) to this plan. 

5.4  The assignment of Osceola County ARES operators of home stations that do not meet the criteria to be designated “Key Stations” will be coordinated by the Osceola County ARES Logistics Section AEC/Chief (or Net Manager) to operate at selected “Key Stations” as required. 

5.4.1  Any change that impacts adversely on a designated “Key Station’s” ability to operate as expected must be reported immediately to the Osceola County ARES EC or the Osceola County ARES Planning Section AEC/Chief.

6.  COMMUNICATION OPERATIONS. 

6.1  All formal written messages must be transmitted in standard ARRL Radiogram form, unless the served agency specifies another format such as the ICS 213 General Message form.  If the ICS 213 General Message form or some other format is to be used, conversion to ARRL Radiogram format will be necessary before transmission and it will also be necessary to convert ARRL Radiograms back to the original format on receipt before delivery to the addressee. 

6.2  All formal written messages must be signed by the originating official, with his/her title, which establishes responsibility for the message content. 

6.3  Message precedence of EMERGENCY, Priority, Welfare, and Routine, as defined on ARRL form FSD-3, attached as Annex D (Message Precedence Definitions) to this plan, must be used on all messages, written or oral.  The rules for assigning precedence to a message must be strictly adhered to. 

6.4  Stations do not transmit formal messages unless invited to do so by the NCS as described below:  

6.4.1  The proper procedure to be used is to call the NCS and wait for the NCS to acknowledge your request.  For example “Emergency Net Control this is (your call) with traffic.”  The NCS will recognize your station and inquire of the precedence and nature of your traffic.  Based on your reply the NCS may direct you to transmit your traffic or to hold until higher priority traffic is passed.  Stations should also be prepared to pass traffic on another frequency that may be assigned by the NCS; in such cases, the receiving station initiates the contact with the sending station on the new assigned frequency.5

6.4.2  The only exception to this procedure is for a station having EMERGENCY precedence traffic.  The proper procedure in this case is “Emergency Net Control this is (your call) with EMERGENCY traffic”, pause briefly and then send your traffic transmission as expeditiously as possible.  After your traffic has been passed announce “This is (your call) standing by”; further transmission is unnecessary and will not be made.  

6.5  Tactical call signs will be used to the maximum extent possible, while complying with FCC rules regarding station identification. 

7.  DRILLS, TESTS, AND ALERTS. 

7.1  Osceola County ARES will conduct semiannual tests of this plan in the spring and in the fall to determine its effectiveness and practicality. 

7.1.1  A test will be conducted in May in conjunction with National Hurricane Awareness Week. 

7.1.2  A test will be conducted in October in conjunction with the nationwide ARRL Simulated Emergency Test (SET). 

7.2  Osceola County ARES will conduct quarterly field exercises or drills to determine equipment and operator capabilities and limitations in regard to this plan. 

7.3  The weekly Osceola County ARES Emergency Net will be conducted on the 145.350 MHz FM repeater on Tuesday evenings at 1900 local time. 

7.3.1 Alternate frequencies for this net are described in sections 3.1, 3.1.1, and 3.1.2 and shall be tested periodically. 

7.4  On request, Osceola County ARES will regularly provide public safety communications in conjunction with local and/or regional civic events and will utilize such as a test of operational effectiveness. 

7.5 At the discretion of the Osceola County ARES EC, Osceola County ARES will be activated unannounced via the Telephone Alert System (telephone "tree") at least once each calendar year.

8.  PLANS FOR SPECIFIC DISASTER SCENARIO. 

8.1 Each Disaster Scenario Plan (Hurricane, Tornado, Flood, Nuclear Accident, Terrorist Attack on Local Infrastructure, etc.) when developed will contain the following sections as a minimum:  Situation and Assumptions, Concept of the Operation, Task Organization and Assignment of Responsibilities, Communications Plan, Administration and Logistics, Plan Development and Maintenance.6

8.2  Specific Disaster Scenario Plans will be developed as deemed necessary and in conjunction with detailed guidance provided by Osceola County Emergency Management.

9.  AUTHORITIES. 

9.1  The following “authorities” are relevant to this plan: 

9.1.1  Florida Statute 252 relating to Emergency Management authority. 

9.1.2  Public Law 93-288 as amended (Robert T. Stafford Act) relating to requirements for specific training responsibilities for all emergency responders which must be related to the scenario they are responding to. 

9.1.3 Homeland Security Presidential Directives (HSPD) as follows: HSPD 5 relating to Management of Domestic Incidents, HSPD 7 relating to Protection of Critical Facilities, and HSPD 8 relating to National Preparedness. 

9.2  Memorandums or Statements of Understanding (MOU or SOU) shall be executed with the following agencies/entities as follows: 

9.2.1 Osceola County Emergency Management. 

9.2.2 Establishing mutual aid agreements, ARESMAT, with adjacent counties (Orange, Brevard, Polk and Lake counties) as a minimum. 

9.2.3  The following MOU/SOU have been executed by the ARRL with the following agencies:  American Red Cross, Federal Emergency Management Agency, National Weather Service, and The Salvation Army.  

OFFICIAL:

/s/ Joseph L. Reilly

JOSEPH L. REILLY

N4ZIQ

Emergency Coordinator

Osceola County ARES

ANNEXES: 

A - Telephone Alert System

B - Designated Key Stations

C - Supported Shelters/Facilities

D - Message Precedence Definitions

E - Skywarn Operations Protocol

ANNEX A - Telephone Alert System to Osceola County Amateur Radio Emergency Service (ARES) Emergency Operating Plan

Information maintained by web base for further information visit

ANNEX B - Designated Key Stations to Osceola County Amateur Radio Emergency Service (ARES) Emergency Operating Plan

ANNEX C - Supported Shelters/Facilities to Osceola County Amateur Radio Emergency Service (ARES) Emergency Operating Plan 

Information is maintained by Osceola County Emergency Management

ANNEX D - Message Precedence Definitions to Osceola County Amateur Radio Emergency Service (ARES) Emergency Operating Plan 

In order to increase the efficiency of service in both normal times and in emergencies, the following ARRL provisions for message PREDEDENCES will be observed in connection with written (formal) message traffic.

EMERGENCY – Any message having life and death urgency to any person or group of persons, which is transmitted by Amateur Radio in the absence of regular commercial facilities.  This includes official messages of welfare agencies during emergencies requesting supplies, materials or instructions vital to relief of stricken populace in emergency areas.  During normal times, it will be very rare.  On CW/RTTY, this designation will always be spelled out.  When in doubt, do not use it. 

Priority – Use abbreviation P on CW/RTTY.  This classification is for a) important messages having a specific time limit, b) official messages not covered in the emergency category, c) press dispatches and emergency-related traffic not of the utmost urgency, and d) notice of death or injury in a disaster area, personal or official. 

Welfare – This classification, abbreviated as W on CW/RTTY, refers to either an inquiry as to the health and welfare of an individual in the disaster area that indicates all is well.  Welfare traffic is handled only after all emergency and priority traffic is cleared.  The American Red Cross equivalent to an incoming Welfare message is DWI (Disaster Welfare Inquiry). 

Routine – Most traffic in normal times will bear this designation.  In disaster situations, traffic labeled Routine (R on CW/RTTY) should be handled last, or not at all when circuits are busy with higher precedence traffic. 

Note:  Precedence always follows the message number.  For example, a message number may be 207 R on CW and “Two Zero Seven Routine” on phone.

ANNEX E - Skywarn Operations Protocol to Osceola County Amateur Radio Emergency Service (ARES) Emergency Operating Plan

OSCEOLA COUNTY SKYWARN PROTOCOL

Overview. 

The purpose of this document is to establish a uniform standard for the performance of the responsibilities of Osceola County’s Skywarn Spotter Network.  

Skywarn is a nationally recognized, formal organization of volunteers trained in spotting and reporting severe weather situations to the National Weather Service (NWS) of the National Oceanic and Atmospheric Administration (NOAA), and is based on a Memorandum of Understanding between the American Radio Relay League (ARRL) and the NWS. A local Skywarn Network is comprised of a wide range of individuals including professional emergency service personnel as well as private citizens who may or may not be licensed radio amateurs, all of whom have undergone classroom training by the NWS and issued a formal Skywarn Spotter identification number. 

The Melbourne, FL field office is the NWS unit directly served by Osceola County Skywarn through a County Skywarn Coordinator nominated by the Osceola County Emergency Coordinator (EC) and approved by the NWS Melbourne’s Warning Coordination Meteorologist (WCM). 

In order to provide an effective span of control for the WCM, all information and direction for the Osceola County Skywarn program is focused through the Osceola County Skywarn Coordinator. The Osceola County Skywarn Coordinator also serves as an Assistant to the EC who is appointed by the ARRL. The Osceola County Skywarn Coordinator may appoint an Assistant Skywarn Coordinator at his/her discretion. 

Reporting of severe weather incidents should be made directly to NWS Melbourne via telephone or Email by individual Skywarn Spotters when informal activation of Skywarn has occurred, and through the Osceola County Skywarn Coordinator when formal activation has occurred. This coordinated approach reduces duplicate reports and relieves the call burden into the NWS Melbourne during a severe weather event.

Mission Statement. 

Osceola County Skywarn will provide the NWS with critical ground observed weather information to enhance severe weather warning lead-time. This is for the protection of the citizens we serve and is accomplished through a coordinated, organized Skywarn Spotter information network, mobile and stationary. We are committed to safety in all operations and the delivery of timely and accurate weather observations as requested.

Activation Levels (NWS). 

The NWS produces a daily report called the Hazardous Weather Outlook (HWO). This report describes the expected weather hazard conditions anticipated for the day. While the report is released early in the morning, it is not uncommon for the report to be revised and updated around mid-morning. During fire hazard season or during a potential hurricane event, it may be updated more frequently. 

As part of this report, the NWS suggests the potential for activation of the various Skywarn groups in the County Warning Area (CWA). This information can be found at www.srh.noaa.gov/mlb. 

Osceola County Skywarn will observe the activation levels as shown in the NWS suggestions. 

The Osceola County Skywarn Coordinator may choose to not formally activate the County’s Skywarn Spotters when a warning is issued for Osceola County when one or more of the following conditions exist: 

- The severe activity is in an unpopulated area and the expected track does not threaten a populated area. This information may be found in the preliminary or intermediate reports issued by the NWS known as a Special Weather Statement (SPS) or Severe Weather Statement (SVS). 

- The expected threat event/track is at or near the border with another county and while the NWS may issue the warning for Osceola County, the track is expected to quickly move out of Osceola County. This is common in the area north of East Lake Toho. Storms developing by lake-coastal boundary interaction require NWS to issue a warning for Osceola, but the event is quickly exiting the county on a northward track. 

- There are no Skywarn Spotters in the area of concern and thereby the risk inherent in activation may outweigh the benefit of activation.

Osceola County Skywarn Coordinator may choose to formally activate the County’s Skywarn Spotters without a warning having been issued for Osceola County when one or more of the following conditions exist: 

- The NWS has issued an SVS or SPS that demonstrates a potential serious threat. 

- Confirmed observations by a Skywarn Spotter or the Skywarn Coordinator indicate seriously deteriorating weather conditions. 

- Osceola County Emergency Management officials specifically request activation. 

- No warning may have been issued specifically for Osceola County, but the NWS has requested activation based on the potential. 

Unless specifically directed by the WCM, the final decision whether to formally activate a Net shall rest solely with the Osceola County Skywarn Coordinator.  

All Skywarn Spotters should make it a daily habit to review the HWO for the day and include a visit to the Storms Prediction Center (SPC) on the NWS web site for general information. In the dry season, the SPC visit is a must with particular attention paid to the Convective Outlooks to 72 hours in advance. 

Under all but the most drastic circumstances, such as an active hurricane in progress, Skywarn Spotters will be notified of activation by the Osceola County Skywarn Coordinator via Email, telephone and/or amateur radio as necessary. However, there is nothing to preclude a Skywarn Spotter from self activating when an informal activation has been posted on the NWS Melbourne web page or an unanticipated severe weather event is observed. Under these circumstances, direct and immediate reporting by telephone of an observed event to NWS Melbourne should be undertaken, and the Osceola County Skywarn Coordinator subsequently notified of the action by Email or telephone call. 

On rare occasions, NWS Melbourne may request formal activation of the Skywarn Spotter Network’s amateur radio network. Under these circumstances, the Osceola County Skywarn Coordinator will act as Net Control Station (NCS).  Should the Osceola County Skywarn Coordinator be unable to perform the required functions, another licensed amateur radio operator Skywarn Spotter may be designated by the Osceola County Skywarn Coordinator as NCS.

Net Control Station (NCS) Requirements.

Skywarn Spotters who are licensed amateur radio operators and wish to be designated as an alternate Skywarn NCS may apply to the Osceola County Skywarn Coordinator for consideration based on the following minimum qualifications:  

The NCS position requires an above average understanding of the daily weather pattern as reported by the NWS.  In addition to the extra effort to remain abreast of current and forecast conditions, the NCS should have an excellent knowledge of Osceola County, its population centers, roads, thoroughfares and subdivisions.

The NCS should have a variety of resources available to assist operators in the field and in the delivery of information to the NWS. This includes a listing of NWS reports and access to their delivery, e.g., Internet, NOAA radio, etc., and reference material, mapping software and/or paper maps. 

Network Organization and Operations (NET OPS). 

Formal Net Procedure (local). 

The formal Skywarn Net is considered an Emergency Tactical Net. All traffic is to be directed during the course of the Net. Stations should not break into the Net unless severe conditions exist or in order to request permission to secure from the Net.  

Additionally, a station may request to relay observed severe weather information to the Net that he/she has received via other means. 

The NCS will repeat the information back in order to ensure correctness of location and event, and will report this information immediately to the NWS. 

All stations should use their experience and knowledge of severe weather activity to report such information.

The NCS will activate the Skywarn Net with the announcement: 

“All stations, all stations.

This is (call-sign) Net Control Station for Osceola County Skywarn.

The National Weather Service in Melbourne has issued a (report name) for Osceola County and a Skywarn Net is hereby activated. 

This repeater is now closed to all but Skywarn traffic for the duration of the Net.”

The NCS should read the exact description of the type of product. (Not the entire bulletin, but the information usually contained in the first paragraph or two).        

The NCS should then name the expected affected areas and the time of the bulletin’s expiration. 

The NCS will then request check-ins to the net using the Skywarn form of the Osceola County ARES protocol for checking into a directed net. 

It may be necessary for the NCS to repeat the announcement and information periodically in the event that Skywarn Net activation is prolonged.  

All stations will check into the Net with the following information only: 

1.  Call sign,

2.  First name,

3.  Skywarn Spotter ID number,

4.  Your location (report the nearest recognizable intersection, and whether your station is mobile or stationary; Poinciana is a very large development as is Buena Ventura Lakes; location by major intersections is a must in these areas),

5.  Current observed weather conditions.  

Once check-ins have been completed, the NCS will direct the Net as to any further action required.  

The NCS will secure the Net upon notification by NWS Melbourne that the formal activation of the net is no longer required using the following announcement: 

“This is (call-sign), Net Control Station for the Osceola County Skywarn Net.  Osceola County Skywarn thanks all operators for their participation.

The Net is now closed at (time in local Military time) and the repeater returned to normal traffic; (call-sign) out.”