NH-ARES Operations Plan – Attachment F

MOUs:  Specific client agency relationships may be described in a Memorandum of Understanding (MOU) or similar document.  This is true for the National Weather Service, the State of NH, American Red Cross, FEMA, and certain municipalities.  For guidance, refer to the MOU first.  If no MOU exists, ARES leadership should make informal arrangements, preferably in writing, before support begins.

Staffing:  ARES operators will be assigned to a served agency based on discussions between ARES leadership and agency staff.  All assignments must require radio communications, and may involve related activities, such as driving or information collection and reporting.

Net Support:  Client agency ARES stations will utilize regular ARES nets, but may require point-to-point “hotline circuits” to handle frequent or large volumes of message traffic.

Message Content:  No real privacy or encryption is possible using Amateur Radio.  Agency staff should be made aware of this limitation at the beginning of operations.  If medical information is involved, no identifiable patient information may be sent per HIPPA rules.

Modes:  Our primary mode is tactical voice, but if agency needs dictate, an approved digital text mode should be used, including NBEMS or Winlink on HF or VHF.  Local infrastructure should be avoided.

Operator Support:  How much physical support (food, water, sanitary facilities, shelter, etc.) is provided will vary from site to site, and over time.  Most agencies will do their best to provide for operators, but in some circumstances, they may need to be self-sufficient.  Try to know before you go.

Safety:  ARES operators are responsible for their own safety.  If you’re exposed to unsafe conditions, you should take any action necessary to protect yourself, including leaving the site.  Notify your leadership immediately.

Staffing:  Hospital stations will be operated by regularly assigned ARES operators and available licensed hospital staff.  Two or more ARES operators are encouraged to become directly involved with each participating hospital on a regular basis so as to develop working relationships with hospital staff.

Net Support:  Hospital stations will participate in NH-ARES Group nets according to standard protocols and procedures.  Hot-line circuits may be created if traffic volume between two or more hospitals requires it.

Message Forms:  Digital text modes are preferred for hospital and agency messages.  We will handle messages on the form used by the originating station, including the HICS-213, as per standard protocols.

Integration & Training:  ECs are encouraged to work with emergency coordinators at each hospital to determine access needs and make them aware of training opportunities.  Licensed hospital employees should be encouraged to join ARES and become active members of the Amateur community.

Full Hospital-Owned Amateur Radio Station Operations Plan:  New Hampshire Hospital Association (NHHA) and ARES staff have developed a more detailed plan.  Operators assigned to a hospital should download and become familiar with the plan.  It is updated periodically and should be downloaded and reviewed at least annually. It may be found on www.nh-ares.org [2].

Support will generally consist of internal communications with portable radios.  Operators will act as “communications shadows” to key personal and teams, to free them from having to listen to radio traffic.  Two or more simplex channels should be used – one for establishing contact, several others for conversations. Operators must have headphones, a charger and spare batteries.

If the site has no cellular or wireline phone service, ARES may also provide digital text communications with DHHS offices, either with NBEMS on VHF or HF, or via Winlink HF.  Voice communications should be avoided due to likely message complexity and privacy needs.  No identifiable patient data can be transmitted via Amateur Radio, regardless of mode, per HIPPA rules.

Safety:  DHHS will provide any needed Personal Protective Equipment (PPE).  If you have any compromising health conditions, do not volunteer for an internal POD site assignment.

Purpose & Level of Support:  NH-ARES may be asked to provide backup communication links between the State EOC, and one or more of the seven primary EAS broadcast stations in the event that a disaster renders primary radio and landline links inoperable.

EAS Support Plan Activation:  A request for EAS support will likely be made to Section staff by the State EOC, and passed on to an EC.  A broadcast station may also request support directly from an ARES Group.  In either case, the EC will deploy appropriate resources and contact the Sate EOC ARES operator to make arrangements for delivery via ARES nets or direct via repeater, simplex, or HF path.

Message Content:  Transmit only formal written official messages provided by state officials, and only when requested to do so.  All EAS messages must be sent verbatim.  Do not change the message unless requested by the originating official. EAS messages will be Priority or Emergency precedence.

Network Operations:  Messages will be relayed either by VHF or UHF, or via the HF Section net.  See Attachment B for standard frequencies.  Voice or digital modes may be used. Digital is preferred.

An exception is WHOM’s studio in Portland, ME.  Contact Maine ARES to establish the best route.  Having a Portland area ARES station join the NH-ARES HF Section Net would be one option.  A direct 2m FM link using the SEOC’s Oak Hill radio could be another.  Central NH ARES is the closest Group.

Rebroadcast:  If audio quality is adequate, a broadcast station may simply rebroadcast EAS audio via Amateur Radio, either live or recorded.  This is permitted under FCC Rule §97.113(b) when directly related to the immediate protection of life or property and no other means is available.  We can assume that all EAS messages meet that criteria under these circumstances.

Advance Pre-Planning:  Local ARES leadership should become familiar with EAS lead stations in their area (see below).  Make initial contact through the New Hampshire Association of Broadcasters’ State Emergency Communications Committee, and its chairman Ed Brodeur, never directly with the station. brouder [at] grolen [dot] com or 668-6852.  Gather information including the studio location, an internal private phone number, and the names and cell phone numbers of key station personnel.  Test communications from the station’s parking lot to the SEOC or through repeaters that can reach the SEOC.

EAS Lead Stations and Responsible ARES Groups

• WHOM Portland, Maine (Section staff*, Central NH)
• WOKQ Dover (Strafford County)
• WMUR-TV Manchester (Hillsboro County, Greater Manchester)
• WGIR-FM Manchester (Hillsboro County, Greater Manchester)
• WKNE-FM Keene (Cheshire County)
• WHDQ-FM Claremont (West Central NH)
• WLNH-FM Laconia (Central NH ARES)

* Requires SEC or SM coordination with out-of-Section Maine ARES Groups

EAS Information:  http://www.nhab.org/eas [3]

WEB ADDRESS NOTE:  Web URLs are subject to change.  If the link is dead, go to the root address (remove everything after the .gov or .org) and search the website’s menus for a new URL.