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W2IK's "HOW GOOD IS YOUR
EMERGENCY COMMUNICATIONS GROUP?"
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By BOB HEJL - W2IK c2004 updated 2005
ex-AEC, OES, first responder at WTC 9/11 "Ground Zero"
author of "W2IK's Emergency Communications Guide"
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HOW VULNERABLE IS YOUR COMMUNICATIONS GROUP ?
As an EC or AEC, you'd like to think that whatever system your group has to provide emergency communications that it is both efficient and reliable. Each year you go through drills or "mock events" to test your participants' actions and to "shore-up" any procedural problems or short comings. Many of your members might have taken some sort of national training to go along with any local training efforts you might have provided. There are even a few groups that equip their ECs and AECs with "call-out pagers" so that they are alerted to emergencies. This is all well and good. But is it enough? The answer is: "NO". Running an emergency communications group is not a one person job, nor is it a responsibility of a "chosen few" to do "when you have the time". If you think of it in this way, your group is in trouble. You also cannot put a system in place and not constantly update it. It is the responsibility of EVERYONE to make a system function properly, so I'd advise all of you who have assumed a command position to think of it in that manner. Never be engulfed in a "title". Park your title at the door and be involved in doing a proper job and invest the time needed to do it. We are no stronger than the weakest part of our organization. Several weak parts of any communications group will make it very vulnerable to failure during a crisis and in doing so will make a bad show for amateur radio. The more prepared your group is the reduced chances for failure. Below I've listed a few ideas that may help groups "close the gap."
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STEP ONE: KEEP AN "OPEN DOOR POLICY"
Every one of us is a volunteer. We spend our own time, equipment and money preparing for our emergency communications duties. As such, we all deserve to be heard. NO person or persons are going to be right all the time. There may be instances where we might be so involved in the overall operation that we miss the most simplest of things. The purpose of an Emergency Coordinator is not to dictate, but rather to listen to all the members of his group and then make an educated decision based upon the input provided. Note the last word in the title: "Coordinator". Even a "newcomer" to this service might have a good idea that might be implemented. Make everyone feel that their voices have been heard and you will gain better morale from all those you depend upon for assistance. If you don't, you'll only drive away communicators that you might need during a wide-scale event. As an EC or AEC remember: YOU need them, not the other way around.
Always hold your meetings by offering full attendance. NOTHING should be a "closed shop", "by invitation only" or secret. Open every meeting to the public by inviting non-hams to attend. You may get people interested in amateur radio when they realize it's more than a hobby. If your meeting location or operations center cannot hold the anticipated number of people in your group, then find another place to hold your meetings. Most public libraries or schools have rooms that they will allow you to use at little or no cost. Take advantage of this. Work to develop as high a membership as possible. Having a larger pool of operators will make your communications group more effective. OK, so not every person can be a net control operator or handle communications in a shelter. That doesn't mean they can't be assigned as an at-home logger or in some other capacity. They might surprise you and develop, with a little training and experience, into a tremendous asset.
If you are an EC who cannot maintain a high profile with your membership and within your community, then you have no business being in charge. All ECs and AECs need to be both active within the community by attending local non-emergency events and within the communications group they serve by attending all training and general meetings. They also need to attend all the local area ham radio clubs' meetings even if they aren't members. The face you show will dictate how many people will turn out for an event. NEVER think that people will automatically show up to "do your bidding" during an emergency. This attitude is dangerously wrong. Be open to all. Listen, take notes and get back to anyone who may have a question. In this day of computer communications, have an email address that is open to all and encourage people to write you with problems, questions or suggestions.
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STEP TWO: END THE IDENTITY CRISIS
Make sure that each and every participant of your group has a photo ID which verifies their membership in your communications organization. Have an expiration date and a spot for their signature and yours. MAKE IT AS PROFESSIONAL LOOKING AS POSSIBLE, JUST LIKE ANY OFFICIAL OR GOVERNMENTAL ID, EVEN IF YOU HAVE TO PAY FOR THEM YOURSELF. There are many places that offer "passport" size photos. Make it the responsibility of each member to supply you with TWO of these photos. One is for the ID, the other is for your records so in the event of a question concerning a person who might have forged another's ID, the real person can be easily identified. The climate in-which we now live, such a backup might prevent additional terrorism or keep unwanted people off a duty site. This may sound far-fetched, however during the World Trade Center Disaster we had several sickos try to get into "Ground Zero" using phony IDs. Make sure all of your group's IDs are properly laminated to prevent tampering. If you are looking at your current ID and saying to yourself "It's good enough", then it's NOT good enough. It should let anyone, anywhere know right away that your group is a professional organization that means business. During deployment make sure that each member hangs their ID on a lanyard around their neck so all may see. Use all the same style lanyards for your group. A lanyard from an amusement park or some other place will not lend an air of professionalism to your group. The little details can mean acceptance or questions and problems. An official ID will make it easier for your operators to reach a duty site, especially if it is located in a sensitive area. You can't help if you can't "get in the door". Getting in during a drill and getting in during an emergency are two different things. (also check out STEP FIVE) There are many people involved at places that we work with who might be unaware of our existence. A professional looking ID will help cement our legitimacy to the event. The IDs also make your members feel a sense of belonging to an official, professional group which will enhance their self-worth and in doing so will instill a sense of professionalism that will help them fulfill their duties.
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STEP THREE: DEVELOP A DIRECT LINK TO YOUR STATE CAPITOL
Most communications groups do not have a direct link to their state capitol. This can be vital to handling communications. When there is a large scale disaster, you might be called upon to contact your state government. If phone lines are down or other communications fail, this link will be of paramount importance. Develop a DIRECT form of communications to an emergency communications group at your state capitol who can then relay any requests or information to the "powers that be". This means NOT using a repeater or series of repeaters linked together. It means HF communications, usually on 40 and 80 meters DIRECT. Develop a predetermined set of frequencies that BOTH groups can monitor should the need to activate this form of communications becomes necessary. These frequencies should be separate from any assigned "ARES/RACES" frequencies that are currently in place. Make sure that all these frequencies are monitored. This system should be tested monthly, kept up to date and have off-mains power. The people you designate to work this system should be doing only this duty and NOT be part of any other assigned duties. This is a good spot to assign any handicapped operators who are unable to be assigned to a duty site. They need to be properly trained and practice their duty often. Always have a backup station and operator on the ready. In the case of weather problems, make sure your group can support this station by quickly assembling an emergency HF antenna. (click here for an example of an emergency antenna design: "IK-STIC 2 ANTENNA") another antenna is: "A BACKPACK ANTENNA FOR CAMPING OR EMERGENCY"
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STEP FOUR: TRAIN YOUR VOLUNTEERS USING DIFFERENT RESOURCES
There are never enough resources at your disposal to refer to when you hold training classes. Make sure that the information you provide is current and covers every eventuality. There are many training materials and courses out there that stress the wrong things and tell you they are "current" when in reality they are not. Balance is very important. Even newer versions of old training can be woefully incomplete. Take the time to investigate what materials would best suit the training of your radio operators based upon locale and known weaknesses in your area. For instance, you wouldn't wish to stress earthquake rescue if your area never has earthquakes. Might I suggest at this time that you look at my emergency communications guide preview and obtain at least one copy of this 80+ page course to use as a supplement to your current training or as a complete basic training course if you have no other course in place. (click here: W2IK's Emergency Communications Guide) When you train, make sure you supply your members with plenty of handouts they can refer to after the training sessions. Make sure you have question and answer sessions. Never assume that everyone understands everything you might have presented. When you do train, via drills, vary the drills and even breakdown the drills or have smaller drills so each phase of your group's communications duties can be tested and reviewed. When each drill is done, have a review and during the review ask the members what they think could be done better or more efficient. Being "in the trenches" they might have a different , and sometimes better, perspective.
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STEP FIVE: DRESS FOR SUCCESS
If we, as professional communicators, are to be accepted, we need to dress just as professional as the other agencies we will be working along side. This means developing, at the very least, a button-down dress shirt that resembles a uniform, with distinctive patches. There are many companies that can make a professional looking emergency communications patch. Design one that represents your local group and have them sewn on, all in the same location so that there is a sense of uniformity. Also have sewn on an American flag on one sleeve. Make sure that your members keep one or more of these shirts clean, creased and ready to go. A common type pinned badge with each member's callsign and name might also be a good idea. NOTHING cheap or gaudy. As far as slacks are concerned, there are many uniform-type supply stores where members can obtain dark blue work slacks and a web belt. make sure that all your members wear the same so your group will be respected as a professional team and not some rag-tag collection. As an example: Quite a number of years ago I had joined an emergency communications group on Long Island. We were asked to join in a joint drill with several hospitals, police departments and fire agencies in a mock two plane collision at a local airport. After being put on duty at several hospitals and relaying information from the crash site, we then went to a firehouse with a large meeting room to review the drill. After running down the events, the fire chief in charge of the practice event said: "...and you ham radio people weren't needed... you should not have been here." Slinking down in my chair I looked at my fellow communicators and realized that we looked less than professional in our "street clothes" while everyone else had uniforms. It made an impact on me, as it did on everyone else. So we developed a professional looking uniform to represent our communications group. And when we did, we got respect. On a side bar, a few months later there was a terrible winter ice storm that knocked off line all the fire and police departments' repeaters. At that point they begged us to help. After that, the fire chief, the one who made those remarks, became our biggest supporter because he realizes the worth of ham radio emergency communicators.
STEP SIX: RELIABLE COMMUNICATIONS MEANS
RELIABLE EQUIPMENT
It is impossible for all your members to have the same equipment unless you've gotten some big grant and issued rigs and antennas. Because of this, there may be a few shortcomings with your equipment needs. Lack of properly operating equipment is one of the most vulnerable points in any communications system. Frayed cables, lack of repeater memories installed, and antenna shortcomings can all spell disaster when it comes to sharing our part of the load. The EC should assess each member's equipment for suitability and susceptibility. Each rig, cable, mic, antenna and power system should be inspected by either an EC or AEC (we would have an AEC incharge of "field services" to do this) each year to make sure that what each member has will do the job. There should be no patched-up cables, frayed power cords, questionable connectors or beat-up looking radios. This inspection can be done at a meeting, in a lighthearted way so members won't feel that this is some sort of condemning inspection. At the same time, an AEC should take an inventory of each member's equipment so during an event a knowledgeable deployment, based upon member's equipment capabilities, can be made. We do not want communicators going into a hospital bringing all kinds of makeshift equipment and antennas that may or may not work. People will notice. If a member goes into a duty site and their equipment looks professional and they setup and operate without missing a beat, this too will be noticed. It is important that each setup works right the first time. If you wish some ideas on equipment, go to my website: (click here: WHAT TO HAVE BEFORE YOU GO)
STEP SEVEN: IT'S NOT THE TIME TO "TOY AROUND"
Ham radio is a hobby of experimentation. Inventions and ideas seem endless. There are new modes constantly being developed and pushed by various people/clubs/organizations. Some might seem very enticing for emergency communications work. Don't be sold a "bill of goods" by anyone. Read this: AN EMERGENCY IS NOT THE TIME TO BE TOYING AROUND WITH NEW MODES. Let's look at the facts. Number one: Does your group have enough extra manpower to PROPERLY support the operation of another mode and for the entire event time period without losing voice communications efficency? In every case I've ever seen, the answer is "NO". Especially during a long-term event. If you truly believe that a newer mode is more efficient, more reliable than voice then YOU haven't trained your communicators well enough. Number two: We have limited equipment to devote to any emergency operation. By drawing off any equipment, extra power or people we put in jeopardy the existing tried-and-true communications. The main mode of communications used during an emergency is voice communications. Just about anyone can be properly trained to use a microphone. It takes much more knowledge, training and equipment to use a laptop/modem/program... that's if you have enough of them to go around. That's if they don't lock up or crash. Will all your members be knowledgeable in servicing a laptop or program that stops functioning? Let all this sink into your head. Why gamble our reputations as reliable communicators on some new mode that may or may not work, that draws manpower, that ties up equipment, that requires additional cost and training on everyone's end? A vivid case in point: During the World Trade Center disaster, an event that claimed more lives than the attack on Pearl Harbor, we used voice communications... to and from "Ground Zero", to and from the mayor's bunker, to and from the various shelters. Am I making myself clear? Train on voice communications. Most communications aren't that "sensitive" in nature that they'd require a special mode to send. Just remember that for every new mode developed there are others listening in on that new mode who could easily report lists, etc., to the media for their own gain.
I sucessfully operated amateur television during many non-emergency events, but in two cases another ATV setup failed to operate even though it was being operated by so-called "experts". How embarrassing for amateur radio when it was trumpeted that there'd be two large screen visual displays and only one video of the event was actually provided. Thank goodness both were non-emergency events. During an emergency, leave the toys at home. They are limited in their value and potential. They drain your manpower pool and equipment. Every one of them has shortcomings that I could list. Every one of them is prone to screwing up during the stress of an emergency. Press the wrong key... poof. Amateur Television degrades in heavy rains or snow and foliage blocks it's signal. Save them for "field day" or non-emergency events.
STEP EIGHT: TEST YOUR SITES BEFORE THE EVENT
Assign an AEC to visit each and every site that your group could possibly be assigned to and create a master book listing each site, the probable location within each building where the station setup will be and how easy it is to reach any repeaters you have at your disposal and how far the simplex range from each location is. Make any detailed listing if, for example, your AEC during a test cannot reach a repeater using an HT with a whip antenna but can reach the repeater using a roll-up "J pole" antenna. ("W2IK's "J" Pole Project" - click here) (or "W2IK's Self-Supporting J Pole" - click here) In this way, you will have a log of problem areas and can inform any deployed personnel what they will need to setup and in what specific manner or location within the building. (IT IS IMPORTANT THAT YOU DO YOUR COMMUNICATIONS TESTING AT THE ACTUAL PLACE WHERE YOUR COMMUNICATORS WILL BE. TO CHECK OUT A SITE YOU MUST ACTUALLY GO THERE AND SET-UP INSIDE IT, NOT BE PARKED NEAR THE STRUCTURE You may be able to communicate when outside, but inside may be an entirely different matter as the metal in the building will affect signals. You also need to make note on the best places to hang a "J Pole" indoors at each location and where the power outlets are in each area) This prevents having to "play with a site" during an emergency. Your membership can't be effective if they can't get out, radio wise, from their duty site. This is another very vulnerable point that may spell headaches during an event. If you and your AECs are worth your salt, you will do this check of each possible duty site and recheck each site every year in case parameters change, such as using a new antenna on your repeater that may affect coverage, new construction of a building between a site and the repeater impedes any signal transmission or when you are informed that a new site for a shelter is now on the list.
An even better idea, rather than keeping just one or two master booklets of these conditions, is to create many copies containing all this information (including repeaters used and their offsets) and hand them out to your members so they won't be surprised. Use plastic spiral binders for your booklets so if you have to change a page or two of information (such as updating locations) it won't mean reprinting the entire booklet. While you are compiling these booklets for your membership, also include MAPS to each location and a general overall map with ALL shelters and possible duty sites clearly marked. (I was deployed during a wildfire disaster a number of years ago by an EC who didn't supply us with maps that outlined the fire's range and several of us became trapped by flames enroute to a our duty sites at area shelters) This may seem like a big undertaking and the booklets will need to be updated as new sites become available, but if you are in a position as EC or even AEC you owe it to your membership to supply them with as much information as possible so they can do a professional job. If your "troops" do good, you look good.
STEP NINE: HOW UP TO DATE IS YOUR GROUPS'
LOCAL EMERGENCY RESPONSE PLAN ?
We are living in a changing world and are faced with more and more complex issues. In order to respond to these issues, such as terrorism and all it's ugliness, we need in place new plans that cover these events yet remain flexible to any changing parameters. We cannot work on a feasible plan unless we can gather all the facts and scenarios that might befall us. Does your plan cover terrorism? If it does, what about bio-terrorism? Chemical Terrorism? What does it cover if an entire small town needs to be evacuated? What about multiple attacks or disasters in more than one location? How effective is your membership "call-out" system listed in your plan? Is it by phone only? Not everyone is tied to a phone or monitoring a repeater frequency. Why not offer EVERY member the chance to buy an inexpensive pager so you have two methods of "call-out"? Do you have in your plan an alternate command center location that will be just as effective as your main location? Have you updated your plan to cover recent construction or development that may change flood prone areas? Does your plan include any newly appointed shelter sites? With all this in mind, we need to consult with others when we develop or update our plan. An emergency plan is NOT just a few pages of "official writing". It is a complete BOOK that lists and covers the whys and all the references needed so ANY member who reads it can see the entire plan and can function as an "emergency EC" if no other communication officers are available. It should be a "game plan" which covers any event for the successful deployment and operation of emergency communications. It should be a step-by-step plan of "attack" subdivided into useful categories. It shouldn't be a "who do we serve" paper. We DON'T "serve" anyone. We work WITH other agencies. Your emergency plan should list those agencies and supply contact numbers and names. Your group's emergency response plan must include everything I've listed and MORE. Anything less is just toilet paper. When you are developing your plan, listen to what operators who've had experience have to say. Invite "veterans of the trenches" to your meetings. Never rule out someone new to your location just because he's "new". He may hold a vast well of knowledge based upon his experiences elsewhere. Include in your meetings several of your general membership so they will feel that their input is valuable (which it is). It is a wise EC who asks for assistance from other service organizations such as the local police and fire departments, Red Cross and Salvation Army, city and county emergency management officials, state personnel and even federal officials. A meeting with representatives from all these organizations would go a long way in helping develop a viable plan AND also show these organizations that we are a professional group and are serious in our resolve to help our community and country. The face we show during these meetings will aid to our being accepted as a logical helping arm of emergency work. Hopefully, this same involvement will be reciprocated when they hold their meetings. ECs, make sure you come dressed in your service "uniform". To see what an actual unique emergency event is like, unheard of just a few years ago: click here: "AMATEUR RADIO AND THE WORLD TRADE CENTER DISASTER". Read that website then ask yourself if YOUR emergency communications plan covers such an event. If your coverage area includes a large town or city, it better cover such an event and it better be detailed.
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STEP TEN: GIVE IT TO GET IT - MUTUAL AID
As much as we'd like to believe we can handle any event, there will be a time or two when your group's resources will be stretched beyond it's capabilities. Do not be so egotistical that it prevents you from requesting additional help. When the severity of a situation reaches a point that you can no longer offer the complete services or manpower needed, that will be a time to request mutual aid response from either another emergency communications group located within your service area or a group further away. It is imperative that your group develop mutual aid agreements with possible assisting communications groups. In an emergency it makes no difference if the other groups be ARES, RACES, REACT, SATERN or any such support organization. We all have the same purpose: To help our community. There should be no inter-group squabbling. Some simple cross training would be very beneficial, within and out of your service area. Develop a good working relationship with other groups and you might find operators who wish to be a direct member of your group as well. Once a year, practice a "mock drill" together. This is a good way to learn from each other and when needs arise the interfacing will run more smoothly. Also note that when a mutual aid request comes from another group and YOU are the one supplying the additional service, you will be doing so under THEIR umbrella and are responsible to their EC or whomever is in command. Do not take over. Just assist as they request.
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STEP ELEVEN: INTERFACING WITH THE OUTSIDE WORLD
It is every ECs responsibility to interface on a regular basis with the agencies their group will be working with. This means a constant flow of information. Share some of your ideas and thoughts with others and ask their opinion. This strongly includes Red Cross, Salvation Army and other relief organizations in your area. Keep the police and fire/rescue departments apprised of anything you feel they might be interested in and invite them to attend any of your meetings. Also ask to be kept "in the loop" concerning their own meetings and whatever they feel might have an effect on your group's operation. These small courtesies go a long way in cementing a professional relationship with them. When you write, use a professional letterhead on good stationary. Develop a professional insignia, NOT HAND DRAWN, to post at the top of your letterhead.
It is very important that your group be represented at functions other than emergency events. This means being in contact with people/groups that hold yearly family-style events. Request a small area so you can set up a booth and have it manned with members, in uniform, who can explain who you are and what you do. HAVE HANDOUTS that they can bring home with them. PROFESSIONAL LOOKING handouts that explain about emergency communications and cite several several examples of where amateurs were vital in supplying their talents. (if you wish, you may print on the handouts my website about being at the World Trade Center disaster: "www.hometown.aol.com/realhamradio") Also list a contact number and when/where you hold your meetings. The face you show the public will go a long way in how your group is accepted.
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STEP TWELVE: SELLING YOUR GROUP
In order to become a successful emergency communications group you need to do a "selling job". Not everyone is aware of the duties we perform as part of the entire emergency support structure. As such, we are sometimes thought of as the orphan when it applies to an emergency event. Even some groups, such as local police and fire departments are not educated as to what we actually can do to help them and our community. It is important that we inform them. How? By professionally interacting with all groups without being overly zealous. Document what we do and how we've helped. Take photos and write a short account of how your emergency communications group played a vital supporting role during each event. Send this to local newpapers with an address and phone number where your PIO (Public Information Officer) can be reached. You don't have a PIO? Appoint one. Just remember that only one person should speak to the press regarding your group. This will avoid mis-quotes and mis-information. The more people and groups are made aware of our services and talents, the better respected we will become.
TO CHECK OUT MY MANY OTHER HAM RADIO RELATED WEBSITES, CLICK HERE:
IF YOU WISH A REVIEW OF YOUR EMERGENCY PLAN, SEND A COPY TO: ROBERT HEJL - W2IK, PO BOX 6731, SAN ANTONIO, TEXAS 78209
QUESTIONS SHOULD BE SENT TO THE ABOVE ADDRESS.
ADDITIONAL INFORMATION WILL BE POSTED ON A LINKED WEBSITE AS MY TIME PERMITS, INCLUDING ITEMS TO COVER IN YOUR EMERGENCY PLAN AND WHAT YOU NEED IN YOUR COMMAND CENTER.
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