Emergency Radio Operations Manual

KE4ZIP (Sun City Center)

W4kpr (Kings Point)

Introduction

• In a disaster situation, Amateur Radio can play an important role in helping coordinate relief efforts and in keeping people informed of what's going on.

• In the event of a disaster affecting Greater Sun City Center, Amateur Radio will primarily serve to support the efforts of our local Emergency Squad and the Hillsborough County Emergency Medical Services (EMS). The way we do that is detailed below.

• This plan was written to cover a predictable severe weather situation in mind such as a hurricane. The effects of such a disaster cannot be predicted, and no "Emergency Plan" can possibly cover all contingencies. Common sense must prevail.

• All reports to the press and other outsiders of the situation in this area must be coordinated with the Disaster Information Officer who will be located at the Emergency Squad building.

• In the days following a disaster, there may be a myriad of needs for Ham Radio communications. Further coordination locally and with families outside the stricken area are but two. Those are not specifically covered in this Plan.

Overview:

1. Before, during and immediately after a storm of disaster proportions, all Amateur Radio operations in the Greater Sun City Center area focus on backing up the Emergency Squad.

2. One licensed operator, located at the Emergency Squad building on Ray Watson Place, will coordinate communications as "Chief Operator". The Amateur station there will use the call sign KE4ZIP.

3. The Chief Operator will have the capability of communications with the Hillsborough County Emergency Operations Center (EOC) and will constantly monitor the 147.105+ repeater for that purpose.

4. The Chief Operator will also constantly monitor 147.225 MHz to hear emergency traffic from area hams.

5. Within the area, all Amateurs will monitor 147.225 MHz. In normal operation this is a "+" repeater. If the repeater fails, go simplex on 147.225 MHz.

6. Emergency traffic from area hams, i.e., damage and medical-need reports, must be transmitted to be heard on 147.225 MHz by the Chief Operator.

7. W4KPR operations are described in detail at Items 28a & 28b.

8. Operations in the Sun City Center radio room are described in detail at Items 28c & 28d. Operators in this room will use their own call signs when transmitting.

   Before the Storm: "Hurricane Watch" Period

9. When a Hurricane "Watch" is announced by the EOC, the Emergency Squad will initiate participation by area Amateur Radio operators by calling the Overall Amateur Radio Emergency Coordinator:

   1. Vacant

   2. Vacant (Alternate)

10. The Overall Amateur Radio Emergency Coordinator will alert the Sun City Center and Kings Point Emergency Radio Coordinators. The Emergency Coordinators for the two clubs are:

    1. KP Emergency Coordinator: Vacant
    2. SCC Emergency Coordinator: Vacant (Alternate)

11. The KP Emergency Coordinator will alert Kings Point Amateurs by telephone, and prepare a chart of availability. Assignments in the W4KPR station will be discussed with each operator as well as possible assignments at KE4ZIP.

12. The SCC Emergency Coordinator will initiate assembly of the emergency Amateur station at the Emergency Squad building by calling:
    1. Vacant
    2. Vacant

    
    NOTE: Details on this installation begin at item 14.

13. The SCC Emergency Coordinator will alert SCC Amateurs by telephone, and prepare a chart of operator availability. Assignments for KE4ZIP and for SCC Radio Room operations will be discussed at this time with each Operator.
    1. Amateurs holding a current Technician Class license and above are eligible to be Chief Operators at the Emergency Squad building.
    2. Amateurs holding a current General Class license and above are eligible to operate the hf equipment in the two club radio rooms.
    3. Kings Point and SCC availability lists will be coordinated by the KP Emergency Coordinator and the SCC Emergency Coordinator.

    Installing KE4ZIP at the Emergency Squad

14. During the Hurricane "Watch" period (prior to a Hurricane "Warning"), will install two 2-meter transceivers at the Emergency Squad building and test their satisfactory operation:
    1. One mobile-style transceiver (recommend using the Kenwood mobile rig normally in use in the SCC Radio Room) shall be connected to a mag-mount mobile antenna so that reliable communications with the 147.105+ MHz repeater at the EOC is achieved. Nowhere in the County plan is there mention of an alternate channel to the 147.105+ repeater. However, the Tampa ARES and RACES personnel will be operating on a 146.94- repeater for internal communications. It might serve as an alternate for us to reach the county EOC.
    2. One other mobile-style transceiver (recommend using the Azden mobile rig stored in the metal cabinet in the SCC Radio Room) shall be connected to a mag-mount antenna suitable for local communications on the 147.225+ MHz repeater. It must be capable of reliable communications throughout the area as a simplex operation in case the repeater becomes inoperative.
    3. The mag-mount antennas are stored in the metal cabinet in the SCC Radio Room. The antenna can be mounted on the roof of any vehicle parked nearby outside.
    4. 12-volt power for each transceiver can be provided by a 50-foot battery cable with large clips for connection to any 12-volt battery on a golf cart or automobile parked outside nearby. Alternatively, regular power supplies may be used if the Squad's generator is operational. The large battery clips connect onto the regular power supplies easily. Recommendation: One transceiver should be outfitted with earphones. It is important that the operator be able to hear clearly through the earphones and, at the same time, be alert to messages being received on the other transceiver. It is expected that the 147.105 MHz channel will be the lesser used.
    5. Where to set up our base of operations at the Emergency Squad: The Chief of the Emergency Squad has approved the use of the Captain's Conference Room (one of three new rooms with external exposure) as the most suitable for the Ham Radio base of operations. This should be reviewed with the Emergency Squad Chief at the time of need.

    Before the Storm: "Hurricane Warning" Period

15. The KP Emergency Coordinator will confirm and initiate operational assignments at W4KPR.

16. The SCC Emergency Coordinator will confirm and initiate operational assignments at KE4ZIP and, if deemed appropriate, at the SCC Radio Room. The SCC Emergency Coordinator will coordinate with the KP Emergency Coordinator a list of available Technician Class (and above) licensees for assignment at the Emergency Squad at that time.

17. When sustained winds exceed 35 mph, no volunteers are expected to stay in either radio room or at the Emergency Squad.

    After the Storm

18. Once the storm winds have dropped to below 35 mph, assignments will be started once again at KE4ZIP, W4KPR and in the SCC radio room.

19. Transportation to/from the Emergency Squad building may be hazardous. If so, assigned operators should determine if a Squad car can be dispatched to provide the needed transportation. It should be clear to the reader that actual operations will be determined by the damage and medical-needs situation in the area following any disaster. Common sense must prevail, and a spirit of cooperation between all relief organizations, including that of the Amateur Radio fraternity, must be maintained to the highest degree.
    The Amateur Radio priorities are:
    1. To support the Emergency Squad and Hillsborough County EMS by maintaining contact with county and state emergency centers, and by advising the Squad and EMS of area problems they might not otherwise know about.
    2. To alert area ham operators of what's going on in preparation for operations requiring their participation.

    The Chief Operator

20. The Chief Operator is the Amateur operating the KE4ZIP equipment in the Emergency Squad building. Responsibilities include advising the assigned Emergency Squad person of appropriate radio reports received from county, state and local sources.

21. Reporting shall be done on forms provided by the Emergency Squad. (The forms indicate specific types of information needed.)

22. If, in the judgment of the Chief Operator, emergency information is received not conforming to the specified categories, the Operator shall so advise the assigned Emergency Squad person.

23. The Chief Operator shall make contact with local, county or state emergency personnel at his discretion.

24. The KE4ZIP equipment may be used by anyone provided the Chief Operator is in control of the equipment at all times.

25. The Operator shall "broadcast" reports of the local situation to area hams listening on 147.225 MHz who need such information to carry out their assignments. Special care shall be exercised to minimize such reports and to assure that the Disaster Information Officer does not disagree with such "broadcasts".

26. It will be assumed that all area hams are constantly monitoring the 147.225 MHz frequency. It will not be necessary to check with each of them on any regular basis such as we do in a 'network' operation.

27. In the event 147.225 MHz becomes unavailable for our use as a repeater, all operations will continue to use that frequency but operate in simplex mode.

28. The KE4ZIP equipment must be made inoperable if a licensed Amateur operator is not present at the operating position.

    Operations in the Club Radio Rooms

29. Operations in the two radio rooms are virtually identical.
    1. At W4KPR, continual monitoring (and 2-way communication as appropriate) on CB Channel 1 will be maintained. Information requiring attention of the Emergency Squad will be transmitted to the Chief Operator at KE4ZIP who is monitoring 147.225 MHz.
    2. Also at W4KPR, continual monitoring of 3.940 MHz in case this channel is used by Hillsborough County. Information requiring the attention of the Emergency Squad will be transmitted to the Chief Operator at KE4ZIP who is monitoring 147.225 MHz.
    3. At the SCC Radio Room, continual monitoring (and 2-way communication as appropriate) on CB Channel 1 will be maintained. Information requiring attention of the Emergency Squad will be transmitted to the Chief Operator at KE4ZIP who is monitoring 147.225 MHz.
    4. Also at the SCC Radio Room, continual monitoring of 7.247 MHz in case this channel is used by State authorities. Information requiring the attention of the Emergency Squad will be transmitted to the Chief Operator at KE4ZIP who is monitoring 147.225 MHz.

    Operations in the Field

30. After attending to their immediate medical and well-being needs, local hams should patrol their neighborhoods and report back (1) who needs urgent medical care and (2) the general condition of the houses, roadways, etc. This should only take a few hours at most and then they can return to their personal needs but continue to monitor their radios for further information.

    Coordination with other Amateur Operators

31. If Sun City Center is singularly damaged by a storm, it is likely that other Amateur Radio operators will come to offer their assistance. All such contact should be coordinated by the Overall Amateur Radio Emergency Coordinator.