KENTUCKY DIVISION OF EMERGENCY MANAGEMENT

RADIO AMATEUR CIVIL EMERGENCY SERVICE PLAN

 

I.          AUTHORITY

  1. RACES is authorized by 47 CFR Part 97.407 of the Federal communications Commission. A copy of 47 CFR Part 97.407 is included as Appendix B to this plan. In the event that the President should ever invoke the War Emergency Powers Act, amateur radio operators not designated as a RACES station could be silenced. Stations operating in RACES would only be allowed to transmit at the direction of the appointing governmental authority.

 

  1. RACES guidance is also provided by FEMA document CPG1-15 March 1991. A copy of this document is available at the FEMA web site: http://www.fema.gov/library/civilpg.shtm
    NOTE: FCC Rules, Part 97 still apply to all RACES stations and RACES operators participating in RACES operations. AMATEURS OPERATING IN RACES WILL USE THEIR PRIMARY CALLSIGNS, OFFICIAL RACES CALLSIGNS ARE NO LONGER BEING ISSUED OR RENEWED BY THE FCC AS OF APRIL 15, 2000. (See Appendix H in the rear of this plan.)

 

II.        SITUATION AND ASSUMPTIONS

This plan details the implementation of the Radio Amateur Civil Emergency Service (RACES) within the Commonwealth of Kentucky Instructions and general operating procedures presented in this document are applicable to message traffic handling by RACES and use in all RACES training. All amateur radio operators are encouraged to use this document in training and/or activated net operations.

 

III.       MISSION

  1. RACES is an organization of federally licensed amateur radio operators who volunteer to provide radio communications for state and local governments during times of emergency. Created in 1952, primarily to serve in civil defense emergencies, RACES provides essential communications and warning links to supplement State and Local government agencies during emergencies. RACES is organized to provide emergency communications for civil preparedness purposes only. RACES is a special part of the amateur radio service sponsored by the Federal Emergency Management Agency FEMA) and is conducted by amateur radio operators using their primary station licenses or by existing RACES stations. During an emergency, RACES is operated under the direct control of the local emergency management director, or under the direct control of the Director of the Kentucky Division of Emergency Management, through the State Radio Officer (SRO) or his/her assistants.
  2. Both, RACES and Amateur Radio Emergency Service (ARES) response are discussed in the Kentucky Emergency Operations Plan (KYEOP). The KYEOP is      the guidance document for emergency response within the Commonwealth of Kentucky.   The Kentucky Emergency Operations Plan establishes the fundamental policies, basic program strategies, assumptions and mechanisms through which the Commonwealth will mobilize resources and conduct activities to guide and support local emergency management efforts through preparedness, mitigation, response and recovery. The KYEOP addresses coordinated region and inter-regional evacuation and sheltering, post disaster     response and recovery; rapid deployment and pre-deployment of resources; annual exercises to determine the ability of state and local government to respond to emergencies; and clearly defined responsibilities for state agencies through the use of functional Annexes with appertaining Appendices and Tab’s.
  3. When an emergency occurs or disaster strikes, local governments will utilize their own response resources first, followed by implementation of mutual aid agreements.  Only when the emergency or disaster has depleted or threatens to deplete their own response capabilities would local governments be expected to request assistance from the State. 
  4. Boone Center, the State Emergency Operations Center (State EOC) will be activated, and staffed with Kentucky Emergency Management personnel and representatives from state agencies and private organizations. All             communications, including ARES and RACES operations, are conducted in accordance with Annex B (Communications) of the KY Emergency Operations Plan. 

 

IV.       DIRECTION AND CONTROL

A. Should the need arise; the Kentucky Division of Emergency Management Director or their designee, based on this plan, may request the use of available volunteer communications equipment and personnel from ARES or RACES. 

B.  The Director, through the Information Systems Branch Manager, will alert the State RACES Officer and request that the RACES organization supporting the state Emergency Operations Center (EOC) bring up communications links between needed locations.   

C.  Once contacted, the State RACES Officer will implement this plan in coordination with the RACES Region Coordinators and local RACES Officers.  Amateur radio, through RACES organizations/operators, should be prepared to support the following tasks/missions at the state and local levels:

      1. Back-up emergency direction and control communications between the state EOC and local government Emergency Operations Centers (EOC).
      2. Back-up direction and control communications within local jurisdictions.
      3. Warning communications between state and local government agencies.
      4. Back-up emergency communications between a state agency headquarters and its respective district/region/area headquarters.  Back-up emergency communications between district/region/area headquarters and field units where communications are limited or non-existent.
      5. Communications between the state EOC, local EOC, and respective designated staging areas and base camps. 
      6. Back-up emergency communications between the states EOC, FEMA Regional Operations Center (ROC), and the FEMA Disaster Field Office (DFO).
      7. Back-up emergency communications for federal agencies (i.e. US Forest Service, Department of Energy and others), as needed.
      8. Communications and video (if available) support, as needed, for conduct of search and rescue operations, damage assessment, or other state and local government assigned tasks.
      9. Emergency communications for shelters, emergency worker centers, sheriff and police departments, sheriff/police/fire dispatch centers, 9-1-1 centers, fire departments/districts, and other requirements designated by the local emergency management office.

D. This plan recognizes that amateur radio, primarily through ARES organizations/operators, will continue to support requirements for American Red Cross, hospitals, the business community, other non-government agencies, and the public.  If needed, the State RACES Officer will coordinate with the ARES SEC’s and DEC’s for deployment of ARES organizations to support possible requirements identified above.  If the community adopts a dual membership ARES/RACES organization, operations will be fluid and coordination is maximized between local government and served agencies.

E.    Responsibilities:

1.     Local Emergency Management Agencies are responsible for:

a.    Appointing a local RACES Officer and any assistants.

b. Developing and implementing a RACES plan for the employment of amateur radio within the jurisdiction.  The local RACES planshould complement the state plan.

c.   Maintaining, at the local EOC, a RACES radio station capable of communicating on appropriate and assigned amateur frequencies used within the state and local jurisdiction for emergency communications.  In the absence of such a station, local EMA’s should insure that they have access to equipment that will be brought to the EOC or EMA office and a place set aside for it.

d.    Being prepared to provide amateur radio communications to state, federal, and other organizations located within the jurisdiction. 

e.    Being prepared to receive traffic from the general public (licensed independent stations) over local emergency nets.

E.      State Emergency Management, State RACES Officer shall be responsible for:

a.    Maintaining and executing this plan as needed.  Identifying and coordinating the operation of amateur networks to support the operational requirements identified above.

b.    Identifying and designating the RACES Area Coordinators and regional Net Control Stations.  Ensuring designated stations are prepared to assume role as the State NCS.

c.     Supervise the operation of the RACES radio station located in the stateEOC.  Ensuring that operators are trained and exercised on the equipment.

d.   Coordinating with local RACES Officers, ARES SEC, and/or ARES DEC and EC’s, the use of local amateur operators and equipment in support of  state government agencies, federal agencies, and others located within a       local jurisdiction. ARES organizations, which are employed to support above agencies, will be considered as RACES operations so long as they are registered with their local EMA.

 

F. Identification of RACES Operators:  RACES operators are enrolled in the emergency management group for a specific government entity. That governmental entity is the only agency that can issue Identification for the RACES operator for use within the  rea of the individual’s responsibility. ARES identification is available by being enrolled in an ARES group.

G.     FOUR LEVELS OF EMERGENCY

Level 1: Day to Day Emergency. Local response capability can handle situation. No State assistance is required.

Level 2: Minor Emergency. Situation intensifies. A local declaration of a State of Emergency is signed by the chief elected official of that jurisdiction.  KYEM advised.

Level 3: Major Emergency. Local response capabilities inadequate. Situation requires state response assistance and possibly federal assistance. State EOC is activated. Governor declares State of Emergency.

Level 4: Catastrophic Emergency. Widespread threats to public safety exist. Large scale State and Federal response and recovery assistance required.

 

H.     RACES ACTIVATIONS

1.     RACES may be activated at state level by: The Director of KY Division of Emergency Management or their designee, the KYEOC Operations Branch Manager or the Information Systems Branch Manager. All RACES nets in Kentucky are to be activated for Statewide RACES Activations. Notification of Statewide RACES Activations is made by or on behalf of the State RACES Officer to each Area RACES Officer. Each RACES officer contacts each of the net control stations in the respective region for activation. Any of the fourteen Area Managers for the Kentucky   Division of Emergency Management may activate RACES nets for their respective regions. Local EMA Directors may activate RACES operations within their community. A RACES activation means that all RACES nets in the affected area are requested to be opened for official traffic.

2.      RACES may be activated at any level with the following priorities:

a.   Safety of life;

b.   Preservation of property;

c.    Alleviation of human suffering and need.

d.   Any disaster endangering the public;

e.    Act of sabotage; or

f.      Testing and drills

3.    RACES stations and operators supplement surviving communications facilities, or provide emergency communications facilities. RACES will be activated for all  Level 4 emergencies and may be activated for Level 2 and 3 emergencies. RACES may also be activated at the discretion of  the appropriate KYEM officials.

 

V.        CONCEPT OF OPERATIONS

A.     RACES ELIGIBILITY

1.    Any United States citizen who possesses a valid FCC Amateur Radio Operators, Technician class or higher, is eligible to become a member of RACES. The services of amateurs who have a Novice class license may be used, but this is not recommended due to privilege restrictions upon their license class. All RACES operators are required to operate within the restrictions of their license class, as per part 97. All RACES Radio Officers must hold a General Class or higher amateur radio license to be appointed by their respective emergency management jurisdiction, per FEMA CPG 1-15 Section 2-3 (b), dated March 18, 1991

 

B.     SUPPORT COMMUNICATIONS

1.    There are several means of support communications that are available to assist in emergencies.  For the purpose of this plan, we shall address the following:

 

C.     AMATEUR RADIO EMERGENCY SERVICE (ARES)

1.     KY ARES is sponsored by the American Radio Relay League (ARRL) and is an affiliate of the Department of Homeland Security’s CitizenCorps by a formal Statement of Affiliation between DHS and ARRL signed during the ARRL 2003 National Convention, June 21, 2003. KYEM further recognizes that KY ARES is an organization of amateur radio operators licensed by the Federal Communications Commission whose purpose it is to, in an organized and professional manner, assist government agencies within the local, state and federal tiers of   government  with emergency communications support in time of public emergency.

2.      KY ARES coordinates with the hierarchy of the ARES program within the Commonwealth of Kentucky, which includes 14 ARES Districts, which mirror the 14 established KYEM Areas, and local ARES programs at county levels across the Commonwealth.

 

D.     RADIO AMATEUR CIVIL EMERGENCY SERVICE (RACES)

1.    The RACES organization in Kentucky is divided into fourteen areas established by the Kentucky Division of Emergency Management. Each Area may have an Area RACES Radio officer appointed by the SRO, who is responsible for developing and providing methods for the cities and towns in their area to communicate with their neighbors and to state government.

2.   The Kentucky ARES/RACES organization has a weekly HF radio network which meets Monday evenings at 7:30 pm Eastern / 6:30 PM Central time on 3.993.5 MHz. All cities and towns in the Commonwealth are invited to participate by sending their RACES radio officer or designee to check in. During these nets issues of administration, coordination and training are discussed for both the ARES and RACES programs of the Commonwealth. In the event of an emergency activation of either ARES or RACES net operations, the nets will be on the same frequencies as the weekly net with the addition of 7.228 MHz for day time operations.

3.  er Annex B (Appendix B-1) of the KYEOP, The RACES assigned frequencies for Kentucky are: 3524.5, 7097.5, 7109.5, 4050.0, and 21050.0 kHz for CW (Radiotelegraph) and RTTY (Radio teletype). 3993.5 kHz for voice on lower-side-band (LSB) and VHF/UHF transceivers are authorized for operation throughout the state for RACES communications to state, area and county/municipal level should the President’s War Powers be invoked. See Appendix A.

4.      To allow a smoother transition from ARES to RACES operations in the midst of a developing situation, it is recommended that communities examine the option of having a dual enrollment of amateurs in both organizations.  RACES cannot function prior to a state of emergency being issued by local or state governments and ARES may not be able to function in the event of national crisis should the President exercise his full, War Emergency Powers authorities and cause non-RACES operators to leave the air. By having local amateurs enrolled in both          organizations, EMA’s can reap the full benefit from amateur radio’s communications support capabilities during community events and ‘stand  by” activities in the stages when it is too early to determine the exact threat level as the situation is still fluid. Once emergency operations are needed, EMA’s have the option of leaving amateurs in ARES mode for lesser emergencies and disasters or in the event of a large crisis, can activate these same individuals in a RACES mode without changing personnel or assigned duty stations. 

 

E.      SKYWARN

1.    SKYWARN is a component of ARES, and activates based upon data from the National Weather Service. Many times events requiring RACES and ARES activations are Weather situations, and thus require a level of coordination between these groups. SKYWARN has it’s own criteria for activations and reporting information. These are described in SKYWARN plans and SOP’s outside this document.

 

F.      OUTLINE OF ARES/RACES COOPERATION

1.    Per CPG 1-15, the state and local Emergency Management Directors (or designated representative) appoints, in writing, a reliable amateur radio operator to serve as the RACES Officer.  In cooperation with the ARES, the Kentucky Section Emergency Coordinator (SEC) and Assistant Section Emergency Coordinator or others may be appointed as Assistant State RACES Officers and the District Emergency Coordinators (DEC) may be appointed as RACES Area Coordinators. Doing this allows full coordination and functionality of both programs

2.    The local RACES Officer, appointed by the local EMA Director, serves as the liaison between the RACES organization and the local emergency management Director, recruits members for the organization, and develops plans for the employment of the organization in support of the government agencies, which it serves. It is suggested that, whenever possible, the ARES local Emergency Coordinator (EC) and the local RACES Officer be the same person.

3.    The RACES organization consists of volunteers who possess a valid FCC Amateur Radio Operator License. Additionally, RACES participants shall be registered as emergency workers with the state or local emergency management office they primarily support.

           

G.     RACES NET OPERATIONS GUIDELINES

1.      Good net procedure for all stations on a net suggests that all stations use the following prosigns:
OVER - When you are inviting another specific station to talk.

                        OUT – When you are ending your transmission and expect no response.

                        BREAK – When you have been communicating with one station, and wish to invite another station to transmit

Eg: “Franklin County EOC, Roger your message – BREAK – Madison County EOC what traffic do you have?”

These techniques can be used effectively to keep the frequency clear, and to make it obvious

which specific stations are invited to transmit and minimize unwanted interruptions. Nets will

be asked to use these prosigns.

2.  When conducting a conversation, keep it short and to the point. We do not wish to tie up frequencies with long-winded explanations or transmissions unless the net control has specifically invited it (and net control stations should specifically discourage any transmissions not pertaining to the event when in active control).  Unless transmitting a formal message, all transmissions should be limited to 30 seconds or less.

 

H.     TACTICAL CALLSIGNS

1.   American Radio Relay League Identify using tactical callsigns at all times. Only identify with FCC callsigns at the end of an exchange, or every ten minutes. Use your FCC assigned callsign when checking in to a net only if you have the expectation that you may not transmit within 10 minutes.  Eg: “This is … KY State EOC, KY4EOC OVER” or: “KYEM Area 5, this is Hardin County EOC OVER” “State EOC, KY4EOC OUT.”

2.