c.e.r.t.standard operating procedures enccert, inc., a 501 ... · community emergency response team...

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2d Draft April 10 2012

City of Encinitas

Community Emergency Response Team Insert EncCE here

C.E.R.T.STANDARD OPERATING PROCEDURES

EncCERT, Inc., a 501(c3) organization

2d Draft

June 30, 2012

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TABLE OF CONTENTS

I. Overview & Mission

A. Policy

B. Purpose

C. Procedure

D. Mission

II. Membership & Training

A. Membership

B. Appropriate Assignments

C. Active and Associate Membership

D. Transition from Active to Associate Status

E. Transition from Associate to Active Status

F. Training Levels

1. Are You Ready (AYR) Encinitas? – Awareness & Preparedness

2. Basic CERT – Active member - Awareness & Community Response

3. Disaster Corp – Mutual Aid Level

G. Continuing Education

H. Tabletop Exercise

I. Mock Disaster Exercise

J. Additional Skills

III. Concept of Operations

A. Governance

B. Revisions to this document

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C. Utilization

D. Team Concept

1. Team Leader/Battalion Coordinator

2. Assistant Team Leader

3. Team Member

E. Injuries

F. Liabilities

G. Support during an Emergency Operation

H. Operations and Terrorism

I. Weapons

J. Fitness for Service

K. Conduct

IV. Activation Procedures

A. Emergency Activation

1. Chain of command for emergency activation

2. Notification

3. Actions upon alert

B. Cancellation

C. Self Deployment/Freelancing

D. Non-emergency (special event) activation

E. Documentation

V. Team Identification

A. Identification Cards

B. Apparel

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VI. Logistics & Equipment

A. Introduction

B. Personal Equipment

C. Equipment Accountability

D. Supply and re-supply

E. Storage

F. Transportation

VII. Communications

A. Administrative and Internal Communications

B. Emergency and External Communications

C. See Appendix 2: Comm plan including radios, frequencies and equipment

VIII. After Action Reporting

A. Conducting an After Action Review

B. Writing an After Action Report

Appendix I – Job Descriptions

Officers of the board

1. President

2. Vice President

3. Secretary

4. CFO

Members of the board

1. Logistics Officer

2. Communications Officer

3. Training and Operations Officer

4. Past President

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5. EncCERT Coordinator (Josh Gordon)

6. Public Affairs Officer

Teams

1. Emergency Operations Center Team

2. Shelter Operations Team

3. Outside – Field Operations

4. Medical Operations

Additional non-emergency personnel

1. Historian

2. Webmaster

Other organizations and resources

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I. OVERVIEW & MISSION A. Policy and Mission

This organization is established and is to be operated for the purpose of providing training and

deployment of CERT volunteers in Encinitas, CA and the surrounding community during

emergencies, as determined by the ENC CERT Operations Group. The ENC CERT

Operations Group consists of the Chief of the Encinitas Fire Department, or his designee and a

liaison from the Encinitas Sheriff Department, or his designee (if available).

The Encinitas Community Emergency Response Team (hereinafter referred to as EncCERT)

recognizes that: In the event of a major all-hazard emergency or disaster within the City, it is

likely that

• Most emergency management and public safety resources, such as fire and rescue,

emergency medical services, and law enforcement agencies, will be overwhelmed.

• Assistance from neighboring counties is possible; however, response time is unknown.

• The citizens within the City of Encinitas may need immediate response.

• The City of Encinitas program offers a resource of citizens, trained by local emergency

management and public safety professionals, which can provide an immediate and

deliberate response with the capability to save lives and property or render other

assistance as may be requested that is within the capabilities of EncCERT.

B. Purpose

This document provides official procedural policy and guidance with respect to the EncCERT

program as a resource in disaster response.

The purpose of the EncCERT Standard Operating Procedure is to:

• Define membership and training level requirements.

• Outline the concept of operations of the organization.

• Specify procedures for CERT activation.

• Establish CERT training and equipment requirements.

• Define CERT team functions, capabilities, and limitations.

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This helps to insure an organized and efficient response to a large-scale emergency or

disaster occurring in the City of Encinitas. Some matters not mentioned in this document are in

the EncCERT Bylaws.

C. Procedure

These procedures apply to the EncCERT operations and administration under the auspices of

the City of ENC CERT Operations Group, for emergency or non-emergency operations from

the date of endorsement of this document until formal deactivation of the program. Revisions

can be made to this document using the procedures outlined in section III.B. of this document.

The EncCERT program is active within the City of Encinitas. While an all volunteer

organization, it requires formal organizational structure, policy and procedures in order to

operate efficiently, effectively, legally, and safely. Towards that end, this document has been

created. These procedures apply to EncCERT operations and administration in the City of

Encinitas for emergency or non-emergency operations. They are to be followed by EncCERT

members.

D. Mission

The City of Encinitas Community Emergency Response Team (EncCERT) is a

volunteer organization comprised of members of the community who are trained in

basic emergency response and disaster preparedness. CERT's primary mission is to

assist the community during a wide array of emergencies. In the event of an

emergency, CERT volunteers may be activated to assist emergency first responders

who may not be immediately available. CERT volunteers may be utilized as a

supplemental resource to provide basic care, stabilization, communications and

information until emergency responders can arrive on scene. When emergency

responders are available in an emergency, CERT volunteers may be used to assist

them in their functions.

Secondarily, CERT volunteers focus on public education, community projects, and

training in order to increase the emergency preparedness level for themselves and

other members of the community within the City of Encinitas, as specified in the Goals

& Objectives section of the EncCERT Bylaws.

II. Membership & Training Membership. EncCERT is a public program and training is available to all Encinitas residents,

as well as those who work in Encinitas, provided that they are interested in becoming better

prepared to mitigate an emergency situation. Requirements for membership are specified in

the bylaws and by the Unified San Diego County Office of Emergency Services (OES), and are

detailed below by membership category.

A. Appropriate Assignments. The basic intent in staffing the EncCERT program is the

premise: “There is a job for everyone willing to help”. This premise takes into

consideration that some of the volunteers may be young or older, physically fit or

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disabled, highly educated or less educated, and so forth. The key to success in staffing

the EncCERT program is to assign jobs appropriate to the individual and to the mission

being accomplished or undertaken.

Members of EncCERT are encouraged to attend regular meetings and notify their

division supervisor if unable to do so. The success of EncCERT is based upon active

participation.

Any member who no longer meets the membership criteria of the EncCERT bylaws will

be transitioned from active to inactive. Upon notification by the EncCERT board of a

transition, a member may be requested to return any equipment belonging to

EncCERT.

An individual’s active status shall transition to inactive status if the individual does not

actively participate in EncCERT. Active participation is defined as:

Within the last three (3) month period, doing at least one of these actions: •

• Attend an EncCERT General meeting or Board of Directors meeting

• Participate in an emergency activation;

• Participate in an official EncCERT activity or training event including

Ham Radio Emergency Net exercises;

• Respond to an official EncCERT announcement by replying to an email

or electronic alert/notification system message;

• Contacting a EncCERT board member by phone or email regarding

CERT.

The Encinitas Operations Group may, at its discretion waive these requirements on a

case-by-case basis. An active member may request to transition to inactive status at

any time for personal reasons. Transition back to active status follows the same

procedure as outlined below.

D. Transition from Inactive to Active status. For an individual to transition from

Associate to active status, s/he must meet all the requirements of an active member

described in the bylaws and communicate with the Encinitas Operations Group

requesting a change to active status. The ENC CERT Operations Group must approve

this change in status. If the Inactive member has not been sworn in and completed all

paperwork including the Disaster Service Worker Registration form and background

check, s/he must do so before becoming an active member.

E. Training Levels

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1. Are Your Ready (AYR), Encinitas? - Awareness and Neighborhood

Response Level . To be an AYR member, citizens must first complete official

Are You Ready, Encinitas? training, which is taught in accordance with local

developed program with the assistance of the American Red Cross

Responsibilities/Involvement

An AYR member will be:

• Notified in time of emergency so that you can secure your family and

residence.

• May assist, at your discretion, your neighbors during disasters or

emergencies as a spontaneous volunteer. These activities are

conducted at your own risk unless specifically covered by an Activation

order.

• May be asked to assist the City of Encinitas during non-disaster times

by helping to provide public education & training for the AYR program.

Encouraged to attend monthly meetings.

2. Active Member – Basic CERT

To be an active CERT member, citizens must first complete official CERT

training in a 24-hour program of instruction, which is taught in accordance with

the guidelines established by the Federal Emergency Management Agency

(FEMA) and this Standard Operating Procedure.

• Complete and pass initial 24 hour CERT training;

• Complete a background check through Live Scan

• Complete all paperwork required to join CERT;

• Sign an oath on the Disaster Service Worker Registration form to be

kept on file by the EncCERT coordinator at the Encinitas Fire

Department. The active member has the responsibility to keep this

document up to date.

F. Responsibilities/Involvement

An active member at the Basic CERT training level will be:

• Notified in time of emergency so that you can secure your family and

residence.

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• May assist, at your discretion, your neighbors during disasters or

emergencies as a spontaneous volunteer.

• May be contacted by EncCERT to assist your community by performing

a specific assignment during, or in the aftermath of a disaster as an

Activated Volunteer/Disaster Service Worker.

• May be asked to assist the City of Encinitas during non-disaster times

by providing public education, training, and coordination of the CERT

program.

• Expected to participate in CERT training and activations.

• Expected to attend General Membership meetings.

4. Disaster Corps - Mutual Aid Level

Requirements for Advanced CERT: All requirements included in Basic and

Intermediate CERT and:

• Attend a CERT Mutual Aid Program Orientation Course;

• Attend Disaster Corps Training – Arnie to help here

• IS 706 Online Intrastate Mutual Aid – An Introduction;

• Has all of the responsibilities included in Basic CERT.

• May be contacted by EncCERT to volunteer to assist in another

jurisdiction when the City has not been affected by the emergency or

disaster at hand.

• In order to retain CERT Mutual Aid Program status you must maintain

all the certifications required for Basic status (e.g. First Aid, CPR, etc).

• Participate in annual EOC/Disaster Drill.

G. Continuing Education.

CERT members receive refresher training on the topics taught in the basic course at

least once per year. This can be in short increments taught throughout the year. The

training officer is responsible for the scheduling and documentation of the training.

H. Tabletop Exercise.

EncCERT may be included in county tabletop exercises. At the discretion of the training

officer, Enc CERT may also conduct its own version of a tabletop exercise to identify

weaknesses and strategies for operations.

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I. Functional and Full-Scale Disaster Exercises.

EncCERT may be included in county, state, and national functional and full-scale

disaster exercises. At the discretion of the training officer, CERT may also conduct its

own functional and full-scale disaster exercises in order to refresh member skills and

competencies.

J. Additional Skills.

EncCERT members may receive training that enhances CERT effectiveness in a

disaster situation. These skills should fall within the parameters of the FEMA CERT

instruction. Personnel who are CERT qualified may be excellent candidates for training

in non-CERT but disaster-related skills.

III. CONCEPT OF OPERATIONS A. Governance

EncCERT is a City sponsored volunteer organization that is support by a local 501(c)3

organization defined by a set of bylaws. According to these bylaws, the Operations Group

governs the CERT organization and the board governs the 501(c)3. The executive officers of

the 501(c)3 are the president, vice president, the CFO and secretary. The other members of

the board are the logistics officer, communications officer, Operations officer, and immediate

past president. The EncCERT coordinator is an ex-officio, non-voting member of the board.

Job descriptions for these positions and their responsibilities are in Appendix I.

Regular monthly Board of Directors meetings are held on the second Tuesday of the month at

6:30 pm, typically at the Encinitas Community and Senior Center. A notice is sent to all active

and Associate members by the PIO via email or electronic alert/notification system in the week

before the meeting.

B. Revisions to this Document

The Operations Group must approve all revisions to the Standard Operating Procedures.

Revisions are to be made available to the membership by posting on the EncCERT website,

email and in print upon individual member request.

C. Utilization

CERT teams are primarily intended for use during disasters or large-scale local emergencies

where firefighters, law enforcement officials and emergency medical services are

overwhelmed, and there is a need for immediate assistance to victims.

CERT teams shall only be used in situations for which they are trained, and execute tasks

within the scope of their training.

As specified in the bylaws and in section IV-A-1 of this standard operating procedure,

EncCERT can be activated in an emergency only by:

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• The Chief of the Encinitas Fire Department or his or her designated representative, or

• The City Manager of the City of Encinitas or his or her designated representative.

• The Operations Section Chief or his or her designated representative in an activated

Encinitas Emergency Operations Center (EOC).

No other agencies have the authority to activate EncCERT in an emergency.

CERT teams should not be used for, but may assist, law enforcement, heavy fire fighting,

heavy search and rescue, complex and technical medical treatment and procedures. CERT

teams may be used to assist professional public safety personnel in logistical and

administrative support. They may also be used in non-disaster situations such as public events

as public safety or emergency management resources of a low risk nature.

D. Team Concept

EncCERT personnel are intended to be operated in the form of teams rather than individuals.

Team operations have a greater scope of capability that assure more can be accomplished,

more efficiently, more effectively, and more safely. Operating in teams provides more safety to

the members as well as accountability of personnel. Although there is a basic CERT team

organizational template presented here, EncCERT will adjust and adapt the structure of the

teams as required.

EncCERT is organized into four (4) groups:

1. Emergency Operations Center (EOC)

2. Shelter setup and operations

3. Outside/Field Operations

4. Medical Operations.

If there are multiple CERT members present, a command structure utilizing the Incident

Command System is to be implemented. In the event that the CERT teams are the only

personnel on-scene able to provide immediate assistance, one of the operations team leaders

is designated as incident commander, and coordinates the efforts of the CERT teams as a

whole until relieved by competent authority.

Each group includes a leader, assistant leader and a minimum of 2 members (i.e. each group

consists of a minimum of 4 members). If there are enough active EncCERT members available

there may be multiple groups in each category, each consisting of 4 members as described

above.

1. LEADER:

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The leader is an individual who has demonstrated through training, knowledge and

experience that he/she is capable of leading the group in the stressful environment of a

large-scale emergency or disaster. This individual has the capability to manage and

seek advice from a diverse group of people and ensure the group has an integrated

approach during a critical incident. The leader must possess knowledge of team

functions, operations, and safety. Group leaders are expected to have a higher level of

commitment to CERT, and to participate in most training, exercises and meetings, to

keep informed and up to date. Group leaders are expected to attend monthly CERT

meetings and participate in CERT training and exercises as much as possible.

Groupleaders are responsible for leading their respective response groups. The leader

needs to be aware of what equipment each of their members has available. He/she

needs to keep a current list of their members and know how to contact them at any

time. A leader facilitates activities toward goal accomplishment. A leader is not

ultimately responsible for the performance, however, he/she helps their group plan,

learn to solve problems, and work effectively with each other. A group leader should

enjoy coaching, working with people, and bringing about improvement through hands-

off guidance and leadership.

During large-scale emergencies, the group leader is the central point of coordination for

the team and receives information from the Operations Group. A group leader will

always utilize the chain of command for receiving and giving direction.

2. ASSISTANT LEADER:

An assistant group leader provides necessary support for the group leader to manage

and account for all group members. He/she follows the direction of the group leader

and assumes the roles assigned. He/she assists the group leader in planning and

coordination efforts. An assistant leader must be able to spontaneously step up to a

group leader position in cases when the group leader is unavailable. This means the

assistant group leader must be familiar with and fluent in all of the group leader’s

responsibilities.

Like group leaders, assistant group leaders are expected to have a higher level of

commitment to CERT, and to participate in most training, exercises and meetings, to

keep informed and up to date. Assistant group leaders are expected to attend monthly

CERT meetings and participate in CERT training and exercises as much as possible.

An assistant group leader can receive direction from, and coordinate with, appropriate

government officials.

3. TEAM MEMBER:

The CERT program is intended to provide a coordinated response for assisting first

responders in large-scale emergency situations. Every active CERT member is

associated by a division based upon location of residence. A team member maintains a

level of training in order to effectively respond to a situation. A team member works

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under the direction of the team leader and/or assistant leader. He/she helps plan and

carry out all team functions. Every team member is responsible for the actions of their

team.

All CERT members are trained in subject areas required for them to take care of

themselves, their family and their community. While they have all received the same

basic training and are able to respond to most calls, they may volunteer or be selected

for specific assignments on specialized teams such as EOC setup and operations,

shelter setup and operations, outside/field operations or medical/first aid operations.

All members are encouraged to take additional training to learn new skills and maintain

current training. A member is responsible to tell his or her team leader of any condition

limiting his or her ability to perform an assigned task, or his or her lack of understanding

of the task assigned.

E. Injuries

CERT members who are activated by the procedures described in section IV of this document

(Activation Procedures), have been sworn in as active CERT members after completing the

basic training, have a completed and up to date Disaster Service Worker form on file, and are

injured as a result of emergency operations may be covered by insurance and medical care. It

is the responsibility of all active CERT members to complete and keep up to date a Disaster

Service Worker form on file with the Encinitas Fire Department. CERT members who SELF-

ACTIVATE and are subsequently injured during emergency operations are NOT COVERED by

medical insurance. Self-activation is described as responding to an emergency without

receiving notification from an authorized representative. It can also include activities which are

not covered under CERT training and operations.

F. Liabilities

Incumbent with any disaster or emergency is the risk of loss of life, limb, injury or property.After

the emergency has passed, if loss is experienced, the question then turns to the assessment

of responsibility and liability. Loss due to the action or lack of action by a CERT member is

always a possibility.

During an investigation, if it is found that the CERT member did everything possible within the

scope of his or her training while acting as a volunteer during an emergency, State and

Federal laws offer proper protection, not only to the CERT member, but the local agency

responsible for their training and deployment as well.

There are important rules to follow to be reasonably safe from liability:

• All CERT training should be done by knowledgeable instructors according to an

accepted CERT curriculum.

• CERT team members must have completed the basic CERT course and have received

their basic training certificate.

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• CERT members should be aware of the limits of operation as CERT. When EncCERT

members have received specialized training and are certified in such things as

Emergency First Aid, CPR, AED, etc., these certifications must be on file with the

EncCERT training officer.

• CERT members activate and deploy only as specified in this Standard Operating

Procedures manual.

• CERT teams rehearse and train on a regular basis using skills taught in their approved

training course.

• CERT members learn to communicate all important issues to their leadership during

the course of an emergency operation, and document issues appropriately.•

Any losses or injuries need to be reported to the EncCERT leadership and ENCINITAS Fire

Department immediately.

G. Support During An Emergency Operation

The safety of EncCERT members is of primary concern during an emergency call-out. All

steps should be taken to ensure the safety of CERT members by everyone involved in the

emergency incident.

The City of Encinitas ensures that CERT members who must remain on-scene for extended

periods of time receive all possible logistical and administrative support.

If CERT members are needed by the City of Encinitas to support ongoing efforts by public

safety and emergency management agencies, the City of Encinitas can order activation as

specified in section IV-A of this document.

CERT activities on-scene are limited by the scope of CERT training. Administrative and

logistical tasks which carry negligible personal risk are not currently limited. When CERT

teams are ordered to duty through the specified emergency activation procedures, the City of

Encinitas assumes responsibility and liability for personal injury or accident of CERT members.

H. Operations and Terrorism

CERT teams are not intended to combat terrorism, nor are they expected to operate in the

presence of a high-risk environment. CERT may be used for work that is related to the threat

or as a response after a terrorist act. CERT members may be used for work that poses little or

no threat to their safety, yet provides assistance to public safety personnel.

I. Weapons

CERT members are not permitted to carry or possess any firearms while undertaking

activities as a CERT member.

J. Fitness for Service

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As stated in article III, section 3.5 of the bylaws, “Use, possession, or being under the influence

of alcohol or controlled substances at any emergency activation undertaken by the members of

EncCERT is prohibited. Violators will be told to depart from the scene and will be subject to

removal from the membership of EncCERT by the board.” No CERT member will be deployed

if he/she is under the influence of alcohol and/or illegal drugs. If a CERT member feels he/she

is not fit for service he/she should notify their team leader or a board member.

A team leader, board member, or the CERT coordinator has the right and obligation not only to

prevent deployment, but also the right to terminate a deployment already underway if he or she

has reason to suspect that a person has violated these prohibitions. The decision to terminate

deployment in such a situation is final and is not subject to appeal or discussion.

K. Conduct

CERT members act in a professional and respectful manner at all times when representing

EncCERT. During CERT activities, members maintain this professionalism towards other

members of the program and the community, regardless of any other relationships they may

have with the community or other persons.

All CERT members are expected to sign and adhere to the CERT Code of Conduct

(Attachment B).

IV. Activation Procedures

A. EMERGENCY ACTIVATION (DO NOT SELF-ACTIVATE!)

EncCERT may become involved in critical incidents at the request of the City of Encinitas or a

first responder agency through the EncCERT coordinator.

EncCERT can be activated for support in emergency or non-emergency situations.

1. Chain of Command for Emergency Activation

Should the resources of EncCERT be requested during an emergency, the chain of

command is:

The Chief of the Encinitas Fire Department or his or her designated representative, and

the Encinitas City Manager or his or her designated representative have the authority to

activate EncCERT.

No other agencies have the authority to activate EncCERT in an emergency.

The agency head (or designated representative) notifies the EncCERT coordinator to

authorize CERT activation. The CERT coordinator notifies the president of CERT.

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2. The president of EncCERT informs the board members of EncCERT and initiates the

team activation tree. In the absence of the President, the next available officer will

initiate the call.

3. Notification through the chain of command may be by

• Telephone – land line or cell or satellite

• Radio

• Electronic alert/notification system

• Email/Twitter

• Announcement on local radio (KOGO AM 600) &/or TV station

• An EncCERT member

• City Website

• A representative of Encinitas Fire or County Health Department, in uniform, in

person, coming to a CERT member’s residence.

DO NOT SELF-ACTIVATE

CERT members are not mandated to appear for duty. The EncCERT coordinator is

ordering the team to activation, not ordering private citizens to duty. This is a voluntary

program. CERT members may choose not to present themselves for duty. When CERT

teams are ordered to duty through the chain of command, the City of Encinitas

assumes responsibility and liability for personal injury or accident.

If you experience an obvious large scale event, such as a major earthquake, wildland

fire, or other large-scale incident, DO NOT SELF ACTIVATE. Rather, secure your

family and residence and prepare your CERT vest and equipment so that you can

respond quickly should an emergency activation call come.

2. Notification

Different levels of team activation are available depending on the magnitude of the incident

and the specific type of incident. The EncCERT coordinator keeps CERT leadership apprised

of the notification level. The following levels are utilized:

a. Alert

An alert is intended only to inform CERT teams of the potential for, or the occurrence of

an event. An alert does not constitute a directive to begin any response.

b. Mobilization

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A request for mobilization of a CERT team is intended to have team members report to

a staging area in full uniform and with all of their equipment for possible deployment.

When responding to the staging area, obey ALL traffic laws!

c. Deployment

The CERT team upon activation reports to the staging area for deployment. Self-

activation is prohibited.

Deploying CERT members bring all necessary equipment and personal necessities for

a 72-hour period.

Teams that leave the staging area leave instructions for how late arriving team

members may reach their team’s assignment.

Late arriving team members should check in with their team leader by radio or cell

phone to see if additional resources are required and where to go.

3. Actions Upon Alert

1.Secure your family and residence.

2.If you have a scanner, radio, satellite or cell phone turn it on.

3.Prepare your uniform, backpack, water and food and wait for an activation

call.

4.When you get an activation call, proceed to the specified staging area and

sign in.

B. CANCELLATION

When an alert, mobilization, or deployment order has been issued and subsequent information

indicates CERT assistance is not required, the EncCERT coordinator issues a notice of

cancellation. Time and date of activation, how/who authorized activation, names of team

members participating, actions taken by team members, how/who deactivated, time and date

of deactivation and other pertinent information must be documented.

C. SELF DEPLOYMENT/FREELANCING

Team members should not self deploy to an incident. Deploy as a team. If a person self

deploys he/she risks forfeiting all protection from liability coverage provided by the CERT

program. Should a CERT member find him- or herself at the scene of an accident, the member

is encouraged to assist as a citizen “Good Samaritan”.

D. NON-EMERGENCY (SPECIAL EVENT) ACTIVATION

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It is possible that EncCERT may be requested to assist at a special event and/or City function.

The board and EncCERT coordinator consider the request, based on:

Whether the event and CERT participation is consistent with the CERT mission.

If the request is made in a timely manner, i.e., there is sufficient time to involve the

membership and get them to participate. Last minute requests are discouraged.

Special event activation will be by volunteer solicitation and signup rather than through the

emergency activation procedures described in this document in section IV-A.

E. DOCUMENTATION.

The CERT coordinator is responsible for securing necessary documentation authorizing the

activation of CERT, for purposes of workman’s comp and liability coverage in either an

emergency or non-emergency event.

EncCERT members must document their actions, date, time of arrival, reason for call out;

getting names, phone numbers, addresses, and other pertinent information of victims

contacted and treated. They must also describe the scene and all actions taken by them.

Forms for documentation will be provided by the logistics officer, and by team leaders to

members of their team. The use of a standardized form, such as the ICS 214 is recommended.

CERT team leaders ensure that they receive documentation on victims, structures, and

anything else relevant and important with respect to the disaster scene. They also document

information about the team, its members, their locations, actions taken, etc. Team leaders are

responsible to see that documentation is appropriately consolidated for submission to the

CERT coordinator.

The CERT coordinator or designated agent consolidates all documentation and determines if it

should be forwarded to the ENC CERT Operations Group.

V. Team Identification

EncCERT members must be easily identified in an emergency situation. Team members are

issued a CERT vest and identification card for both identification and accountability purposes.

When performing CERT functions, members must display appropriate identification.

A. IDENTIFICATION CARDS

If the identification card is lost it is the responsibility of the team member to replace it. CERT

members are not allowed to participate in any activation without a proper ID.

B. APPAREL

Members need to dress for the conditions and should always wear pants and shoes with

adequate protection for the conditions. During non-emergency situations when operating as a

CERT member, members need to wear either a CERT t-shirt or other clothing containing the

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CERT logo. It is the responsibility of the team member to maintain all garments in a

presentable manner. CERT apparel is not to be worn in any inappropriate locations, such as

bars. When wearing CERT apparel, members must maintain a professional demeanor and

follow the CERT code of conduct. Outside operations and other team leaders wear hard hat

that is marked for identification.

VI. Logistics & Equipment

A. INTRODUCTION

Equipping a CERT team is a significant commitment. Properly selected and maintained

equipment is essential to insure the team is capable of responding to a major event.

B. PERSONAL EQUIPMENT

Each CERT member is responsible for the equipment that he/she is issued. This equipment

must be properly maintained and readily available for response to a situation. Members must

bring equipment to the staging area in the event of an emergency activation. The equipment

provided includes but is not limited to:

• Backpack

• Flashlight

• Eye protection

• Dust mask, fitted & tested

• Hardhat

• Gloves

• First aid supplies

• CERT vest

• Tools including multi purpose tool and duct tape.

C. EQUIPMENT ACCOUNTABILITY

Maintenance of the equipment is the responsibility of the CERT member. The CERT member

is also responsible to refill any supplies used for personal use. EncCERT will always attempt to

replace supplies used during training or an emergency but it is imperative that each CERT

member maintain their equipment in serviceable condition at all times.

Draft


D. SUPPLY AND RE-SUPPLY

In an emergency, as a minimum, each CERT member carries a backpack plus 1 liter of water.

The logistics officer arranges to re-supply water and other supplies to the CERT team work-

site. The logistics officer arranges to re-supply food to the CERT team work-site through

whatever means possible, during an emergency call out.

The team leader in conjunction with the logistics officer attempts to locate and provide any

special equipment or materials needed by the team to accomplish its mission, recognizing that

the equipment contained in the backpack was chosen to match the scope of training.

E. STORAGE

EncCERT owns a CERT vehicle known as the Emergency Response Vehicle (ERV). The

ERV is staged at Encinitas Fire Stations #3. Designated CERT members have access to the

ERV so it can be activatedwhen needed.

The CERT program has additional equipment stored in the ERV available for use for outdoor

events.. This equipment includes a pop-up canopy, tables, chairs, and other materials.

F. TRANSPORTATION

CERT Vehicle. The logistics officer under direction of the CERT coordinatoror other

government officials (incident commander, Sheriff, Fire Chief City Manager) will determine the

need for the CERT vehicle. The ERV is equipped with Ham radios and is designed to provide a

single CERT point of contact from the field operations back to the City EOC

Resupply.

EncCERT uses any means available to transport supplies and materials to CERT teams in

operation. Primary means will be City vehicles that can be reasonably expected to reach the

destination under emergency circumstances. If no emergency vehicles are available,

EncCERT attempts to find other methods.

CERT Members. CERT members may require transportation to or from the operation area to

minimize traffic. In the event that CERT is needed out of the City of Encinitas, efforts will be

made to provide transportation.

VII. After Action Reporting

Many agencies and departments fail to realize the importance of the After Action Reporting

process, and its benefits in supporting emergency management and public safety activities.

The after action reporting process is comprised of two main parts, which are the after action

review and the after action report.

A. Conducting an After Action Review

Draft


An After Action review is a facilitated group discussion of the key issues and actions that were

observed or performed during a significant event. For CERT teams, each work site should hold

an individual after action review. It should be facilitated by the CERT team leader and/or the

training officer, who asks leading and probing questions as to what went well, what needs

improvement, and why.

The After Action review is not a venting session where personal attacks or critiques are

tolerated. All personnel who had a role in the emergency response are encouraged to

participate and provide comments to the group.

The CERT After Action report is compiled by the training officer from the after action review. It

should contain any documentation provided by team members and notes taken on the key

issues discussed, considering the potential for both lessons learned and best practices.

B. Writing an After Action Report

Once the CERT team has conducted its after action review, the training officer compiles a

written after action report, which captures those key issues and concerns provided during the

group discussions and all documentation from the event. The report is forwarded on to the

EncCERT coordinator. This report then becomes a part of the overall after action report. What

went well and what needs improvement and why, in these areas should be included:

1. Activation/deactivation.

2. Personnel issues.

3. Operations.

4. Logistics.

5. Documentation.

6. Communications.

7. Training. Were we able to accomplish our mission because our training

gave us what we needed to know to be effective? What do we need

additional training on?

8. How many structures did our team search?

9. How many (total) victims were assisted?

10. Describe condition of infrastructure in your area:

Streets and roads, power lines, gas, and phones.

11. Describe the structural damage in your area:

12. Homes and commercial or business structures: Destroyed / Heavy

Damage / Moderate / Light Damage

Draft


Appendix I: JOB DESCRIPTIONS

Officers of the board

1. President

2. Vice President

3. Secretary

Members of the board

1. Logistics Officer

2. Public Information Officer

3. Training Officer

4. Past President

5. EncCERT Coordinator

Teams


2. Shelter Operations Team

3. Outside – Field Operations

4. Medical Operations

Additional non-emergency jobs

1. Historian

2. Webmaster

Officers of the Board

1. PRESIDENT

Non-emergency duties:

Draft


a. The president presides at all board and regular membership meetings of CERT. The

president has general charge of the business, affairs, and property of the organization,

and has general supervision over its officers.

b. The president makes time-sensitive decisions necessary for expedient and

appropriate operation of EncCERT, applying reasonable business judgment and relying

upon such consultants and advisers as may be necessary. The routine, daily operation

of CERT is managed and directed by the president, including delegating tasks to board

members and committees.

c. The president presents a report of the work of the organization at the annual

meeting.

d. The president has access to a computer and email on a regular basis.

e. The president responds to requests from the EncCERT coordinator and board in a

timely manner.

Emergency activation:

In the event of emergency activation, the president is the Incident Commander for EncCERT.

As IC for EncCERT, he or she is stationed at the EOC and is the main point of contact and

coordination for EncCERT. In the role of CERT Incident Commander, the president is

responsible for

1. Securing the documentation authorizing the activation of the CERT team, so that all

activated members are covered as appropriate for injury and liability in either an

emergency or non-emergency event.

2. Designating a CERT member to maintain a log of team members and their

assignments during the incident. The president can receive direction from, and

coordinate with, appropriate government officials.

2. VICE PRESIDENT


a. At the request of, or in the absence or disability of the president, the vice-president

performs all the duties of the president. The vice president has the powers of and is

subject to all the restrictions of the president.

b. The vice president exercises such powers and duties as may be from time to time

assigned by the president.

c. The vice president has access to a computer and email on a regular basis.


Draft


In the event of emergency activation, the vice president assists the president as the Incident

Commander for EncCERT. He or she is stationed at the EOC.

3. SECRETARY


a. The secretary keeps a record of all meetings, including minutes of all meetings,

proceedings, and actions of the board and of monthly meetings of EncCERT. The

minutes of meetings include the time and place that meeting was held, whether the

meeting was regular or special. A copy of the minutes of monthly meetings of

EncCERT are available to the membership on the EncCERT website.

b. The secretary exercises such powers and duties as may be from time to time


c. The secretary has access to a computer and email on a regular basis.


The secretary does not have specific duties during an emergency activation, and will

participate as a team member or team leader as requested.

4. Members of the Board

1. LOGISTICS OFFICER


a.The logistics officer is responsible for the CERT vehicle, CERT trailer and the

contents of these vehicles.

b. The logistics officer manages the necessary resources, services, and supplies to

support CERT activities.

c. The logistics officer is in charge of keeping a current inventory of the supplies that

belong to the CERT program and their location.

d. The logistics officer is responsible for maintaining radio equipment and insuring that

it is kept fully charged and available on a moment’s notice in an emergency.

e. The logistics officer has access to a computer and email on a regular basis.


In the event of emergency activation, the logistics officer:

a. When necessary, either he or his delegate drives the CERT vehicle to pick up team

members who do not have available transportation and brings them to the staging area

or transports them to their assignment.

Draft


b. The logistics officer in conjunction with the outside/field operations team leader, sets

up a supply staging area from which CERT members can obtain radios and equipment,

including specially colored hard hats for team leaders.

c. The logistics officer remains in the EOC to direct logistics operations from that

location. He maintains contact with the CERT teams by radio.

d. The logistics officer is responsible for positioning the CERT vehicle and CERT trailer

where they are most needed.

2.COMMUNICATIONS OFFICER/ PUBLIC INFORMATION OFFICER (PIO)


a.The Communications/ PIO is responsible for providing timely information to the news

media and the public about the activities of EncCERT.

b. The PIO is responsible for communications with the membership of the organization.

c. The PIO has access to a computer and email on a regular basis.

d. Coordinate and supervise training of radio communications, including

FRS/GMRS/HAM and scanners.

e. Ensure the communications equipment is in good working order.

f. Maintain a list of Ham Radio operators holding licensed by the FCC, to include the

license classification and call sign(s).


In the event of an emergency activation, the Communications Officer:

a. The Communications/PIO remains in the EOC to direct communications from that

location. He or she maintains contact with the CERT teams by radio.

b. The CERT PIO coordinates with other PIO’s in the Joint Information System (JIS) or

Joint Information Center (JIC), including other members of the PIO Core Team from

surrounding areas.

c. The Communications/PIO officer coordinates radio communications with higher and

adjacent units.

3. TRAINING OFFICER


Draft


a. The training officer is responsible for maintaining accurate records of each CERT

member’s completed training and membership level. He/she maintains a skills

inventory for the CERT membership.

b. The training officer maintains team members’ contact information, the team roster

and is responsible for taking attendance at all CERT meetings and events. The training

officer assists members with maintaining their information in an electronic

alert/notification system.

c. The training officer documents all training conducted for and by CERT.

d. The training officer works in conjunction with the president, the EncCERT

coordinator, and the EncCERT Coordinatory Group to identify and arrange for

appropriate training opportunities for the membership.

e. The training officer has access to a computer and email on a regular basis.


During an emergency activation, the training officer provides the CERT

president, serving as CERT incident commander, with an up-to-date list of

members, contact information, and skills inventory. At the discretion of the

president, the training officer may be requested to assist in the EOC, or may be

assigned a position as a team member or team leader.

4. PAST PRESIDENT


a. The past president exercises such powers and duties as may be from time to time


b. The past president provides continuity to the board. He advises the board on issues

based on his experience as past president.

c. The past president has access to a computer and email on a regular basis.

d. In the event that the past president is not available to serve on the board, the board

shall appoint a member-at-large.


The past president does not have specific duties during an emergency activation, and

will participate as a team member or team leader as requested.

5. EncCERT COORDINATOR


Draft


a. A senior officer selected by the Encinitas Fired Chief, the CERT coordinator is the

manager for the CERT Program. He/she deals with the ENC CERT Operations Group

on all issues regarding the EncCERT program. He/she is responsible for the City

portion of the funding for the program and oversees the direction of the organization.

b. EncCERT Coordinator files any certificate required by any statute, federal or state.

He/she is the official custodian of the records and seal of this organization. He/she

submits to the board any communications, which are addressed to the CERT

Coordinator.

c. The CERT Coordinator has the care and custody of all monies belonging to the

organization and is solely responsible for such monies or securities of the organization.

He/she signs checks or drafts of the organization. No special fund may be set aside

that makes it unnecessary for the CERT Coordinator to sign the checks issued upon it.

He/she provides at stated periods as the board shall determine, a written account of the

finances of the organization and such report shall be physically affixed to the minutes of

the board meeting.


Keeping in mind that the CERT coordinator has other responsibilities in the event of an

emergency activation, the CERT coordinator initiates any emergency callout of CERT

as described in this S.O.P. The CERT coordinator interfaces between the CERT

organization and first responders as requested.

The CERT coordinator is responsible for securing necessary documentation

authorizing the activation of CERT, for purposes of workman’s comp and liability

coverage in either an emergency or non-emergency event.

EMERGENCY TEAMS


EOC Team Leader:

a. Once the decision to open the EOC is made, the EOC team leader calls the

required team members to have them report to Suite Z.

b. This team sets up the EOC in the Encinitas Community Center unless

otherwise directed.

c.The team leader assigns team members to operate the various functions

within the EOC as requested by the Incident Commander; estimates the

number of members needed per shift; establishes a shift schedule and assigns

members; calls team members to tell them what their assignments are, what

time to report and where to report.

Draft


d. The team leader is responsible for the maintenance of a log of team

members and their assignments during the activation.

e. The team leader reports to the incident commander as required on the status

of the team and those being served. The EOC team leader is issued a radio.

Assistant EOC Leader:

a. Becomes the team leader of a second shift, and responds at the time of the

second shift to relieve the team leader in the EOC.

b. Provides support for the team leader to manage and account for all team

members.

c. Follows the direction of the team leader and assumes the roles assigned.

d. Assists the team leader in planning and coordination efforts.

e. Is able to spontaneously step up to a team leader position in cases when the

team leader is unavailable. This means the assistant team leader must be

familiar with and fluent in all of the team leader’s responsibilities. EOC Team

Members: Work under the supervision of the team leader setting up and

operating the EOC.

2. SHELTER OPERATIONS TEAM

Shelter Operations Team Leader:

a. The decision to open a shelter is likely to come through San Diego County

Social Services, San Diego County Public Health, and/or FEMA. All of these

players are integrated into a joint response, with maximum utilization of each of

their resources in a (hopefully) seamless, efficient manner, under the direction

of the City of Encinitas and San Diego County’s EOC’s and Unified Command,

whichever SEMS structure has been activated.

b. Once the decision to open a shelter is made, the CERT shelter team leader

calls the required team members to have them assemble at a designated site

(probably the Encinitas Community Center).

c. In the absence of a county appointed shelter manager, the CERT team

leader may serve as shelter manager.

d. This team sets up a shelter at the designated location using the Red Cross

supplied cots and equipment stored at the High School, under the direction of

the above-mentioned government agencies.

e. The team leader maintains a log of team members and their assignments.

Draft


f. The team leader assigns team members to operate the various functions

within the shelter as requested by the shelter manager; estimates the number of

members needed per shift; establishes a shift schedule and assigns members;

calls team members to tell them what their assignments are, what time and

where to report.

g. The team leader reports to the incident commander as required on the status

of the team and those being served. The shelter operations team leader is

issued a radio.

Assistant Shelter Operations Leader:


second shift to relieve the team leader in the shelter.

b.Provides necessary support for the team leader to manage and account for all

team members.





familiar with and fluent in all of the team leader’s responsibilities. Shelter Team

Members: Work under the supervision of the team leader setting up and

operating the shelter.

3. OUTSIDE/FIELD OPERATIONS

Outside/Field Operations Team Leader:

a.The first outside/field operations team leader on site is the incident

commander until the arrival of competent authority.

b. Makes an initial assessment of the scene and determines appropriate course

of action for team members and communicates his/her assessment as soon as

possible to higher and adjacent organizations.

c. The team leader is responsible for the maintenance of a log of team

members and their assignments during the activation.

d. In conjunction with the logistics officer, issues radios and other equipment.

e. Checks team members prior to deployment to ensure they are safe and

equipped for the operation.

f. Determines safe or unsafe working environment.

Draft


g. Assigns team member roles if not already assigned.

h. Estimates the number of members needed per shift; establishes a shift

schedule and assigns members; calls team members to tell them what their

assignments are, what time and where to report.

i. Coordinates and directs team operations.

j. Determines logistical needs (water, food, medical supplies, transportation,

equipment, etc.) and in consultation with the logistics officer, determines ways

to meet those needs through team members or citizen volunteers on the scene.

k. Collects and writes reports on the operation and victims

l. Ensures team accountability.

m. Communicates and coordinates with the incident commander and logistics

officer as necessary.

n. Team leader stays in one place during operation.

Assistant Outside/Field Operations Leader:


second shift to relieve the outside ops team leader.

b. Provides support for the team leader to manage and account for all team

members.





familiar with and fluent in all of the team leader’s responsibilities.

Outside Operations team members:

Work under the supervision of the team leader. If CERT teams are needed to

assist Encinitas public safety or emergency management personnel, they are

activated and assigned appropriate tasks. Such tasks will not be of any higher

risk than a CERT would normally encounter in their emergency response role.

CERT teams will not be used for law enforcement, such as roving guards to

stop looters, or making arrests. They may be used to assist administratively or

logistically.

Draft


Search: CERT members may conduct light search and rescue operations

within their zone of activity using the techniques and methods taught during

their CERT basic training course. Search means to seek victims in the disaster

area using controlled and organized methods. Structures will receive a good

external size-up prior to entry by CERT members. CERT members may only

enter structures that, as a maximum, are lightly to moderately damaged.

Structures judged as unsafe will not be searched by CERT teams alone. The

size-up includes locating and de-energizing or turning off of utilities such as gas,

electricity, and water.

Rescue: CERT team members may conduct light rescue. Rescue is to remove

a victim from peril. Techniques for removal such as cribbing, cutting, lifting,

clearing, carrying, etc. should not exceed the capabilities of the team, nor

should they degrade the safety of all present.

Fire: CERT teams will NOT attempt to suppress fires unless with a buddy.

CERT members are trained to conduct limited fire suppression. This means

fires no larger in area than a standard office desk. CERT members will not

attempt to suppress large, well-developed fires. CERT members do not attempt

to extinguish Class C (energized electrical equipment) or Class D (combustible

metals) fires.

CERT teams avoid operating in structures with hazard placards, especially

those warning of highly toxic or explosive materials.

CERT teams check the smoke encountered upon entering the structure. If it is

thick and black, and instantly causes coughing and eye irritation, they do not

attempt to enter the building to suppress the fire. This may be a very toxic

smoke that could cause death.

CERT teams may use fire extinguishers, hoses, or other means appropriate to

the type of fire, size of fire, and ability to escape safely.

CERT teams are not be used by trained firefighters to put out major fires.

4. MEDICAL OPERATIONS

Medical Operations Team Leader:

a. Once briefed, decides the need for and assignments of medical team

members. b.The team leader is responsible for the maintenance of a log of

team members and their assignments during the activation.

c. If an outside operations team is established the medical operations team

always goes to the event scene to provide on scene medical attention to team

members and victims.

Draft


d. If the event is large the team leader calls in other team members to assist

where needed.

Assistant Medical Operations Team Leader:

a. Assigned by the medical operations team leader to help set up an on-site first

aid station.

b. If medical operations need be established at a second facility that operation

is assigned to the assistant medical operations team leader to establish and

operate.

c. The assistant calls in additional team members as required.

Medical Operations Team Members:

a. Work under the supervision of the team leader, providing START

triage for victims found at the scene.

b. Mark victims with category of injury per the standard operating

procedures.

c. Set up a treatment area and provide medical treatment to victims

within the scope of their training.

d. When not accomplishing their primary mission, may assist the

operations team with other duties as assigned.

e. Communicate with team leader.

f. CERT medical operations consist of medical triage and medical

treatment as taught in the CERT basic course.

g. CERT members are not responsible for knowing or practicing medical

skills beyond the scope of their training.

h. CERT members use personal protective gear while conducting triage

and treatment of the victims. This includes: nitrile gloves (always);

gowns and face protection with surgical masks and goggles or face

shields for splash protection when at risk from body fluid splashes;

masks (surgical or N-95 or better) as indicated for suspected infection

for which respiratory transmission based protection is recommended by

the Health Officer.

i. Triage: CERT should “Do the greatest amount of good for the greatest

number of people.” This means that as the team moves through the

area, START triage is conducted and the team keeps moving after

assessing the victim. The team does not initiate CPR or other treatment

Draft


that commits the team and keeps them from helping others. After triage

has been conducted, they may return to treat the injured. Simple

treatment, such as application of a pressure bandage to save life may

be initiated. A more thorough triage is conducted when the victim has

been transported to a safer area.

j. Medical treatment: CERT members have been trained to conduct

limited medical treatment. CERT members do not conduct medical

treatment beyond the limits of their training while in a CERT status.

k. CERT members having received higher levels medical training, such

as EMS, CPR, AED, etc., have identification that distinguishes their

training.

l. CERT teams maintain documentation on all victims treated. A copy of

the documentation accompanies the victim if responsibility for care shifts

to competent authority such as local Emergency Medical Services

personnel. The CERT team retains, as a minimum documentation on the

victim: Name, gender, location found, date and time, results of triage,

treatment, who passed to and when, anticipated care facility sent to.

m. Triage and Treatment Areas: A secondary triage area outside an

affected structure is designated and used to conduct a more thorough

triage and documentation.

n. CERT teams attempt to provide shelter from the elements for the

victims to the best degree possible.

o. Morgue: A morgue may be established outside the view of victims in

the triage and treatment area.

p. Each of these areas is chosen for best shelter to the victims and

accessibility from the work site and for vehicle transportation. If these

areas are established, a minimum of two CERT members will be in

charge of each.

q. Biological Waste: Sites will be selected that can be used for human

waste (toilet facilities, slit trenches, etc.) and for biological waste (blood

saturated materials, fecal matter, urine, vomit, etc) coming from victims.

Selection is made keeping in mind the weather conditions and drainage,

as well as security. These areas are marked and protected. Outside

toilets (latrines) are trenches dug into the ground 2 feet deep by 2 feet

long. When full, they are be covered with dirt and plainly marked. There

should be some form of view protection surrounding the latrine.

Draft


r. Biological waste should be, as a minimum, double bagged, and placed

in a trashcan with secure lid, or buried. Burial sites should be clearly

marked.

s. All CERT members should be watchful to prevent children and

animals in the waste areas.

Additional non-emergency jobs

Historian

The historian reports to the PIO. The historian organizes publicity

and information from CERT activities in a notebook to document

the organization through time. The historian may collect printed

articles, photos and other material for a scrapbook. The historian

may be asked to take photos at events.

The historian job should not take priority over any emergency

assignment the CERT member is performing.

Webmaster

The webmaster reports to the PIO and keeps the CERT website

up to date and interesting. Webmaster is a non-emergency job

only.

Other Local Organizations

Insert other CERTs, local hospitals, police stations schools, etc. in this section

Resources

Insert resources from local, state and federal (FEMA) here.

Draft


Appendix 5 Excerpts from the Operational Area Emergency Plan

(found somewhere on the internet)

From the Operational Area Emergency Plan

Unified San Diego County Emergency Services Organization

(September, 2006)

‘Races/ARES will provide back-up/ redundant communications support at

the scene, the hospitals, the EMS Departmental Operations

Center/Medical Operations Center (DOC/MOC) and the EOC, as well as

throughout the Operational Area as needed.’

Emergency Service and Training

Government and Relief Agencies Local, State, and Federal Emergency Management Association

National Weather Service

Skywarn

American Red Cross

Salvation Army

Public Service Events Message Centers

Parades

Sports Events

Natural Disasters and Catastrophes Precipitation Reports

Draft


Severe Weather Spotting and Reporting

Weather Warnings

Hurricanes

Tornadoes

Floods, Mudslides, Tidal Waves

Winter Storms

Brush and Forest Fires

Earthquakes Shelter Operations

Health and Welfare Traffic

Property Damage Surveys

Accidents and Hazards

Vehicle Accidents

Emergency communications groups will be notified of an emergency

by their own activation methods and advised of the status with the following condition alerts:

Condition 1: Standby [Mitigation]

A potential emergency exists and there is the possibility of a tornado, flooding, wildfire, or other natural

or man-made emergency.

Receive notification by telephone tree plan and/or radio net.

Secure home. And family

Monitor designated frequencies for information and liaison assignments.

Charge batteries

Assemble radio and personal equipment for deployment

Have a full tank of gas in vehicle.

Be ready to respond.

Draft


Condition 2: Primary Mobilization [Preparedness]

Threat is imminent - shelters opening, evacuation begins.

Designated agency members report to agency centers/headquarters.

ARES-RACES members and volunteers respond to NCS. For a RACES event, only RACES members

should respond.

Designated ARES-RACES members and volunteers report to liaison locations—

local shelters, area hospitals, law enforcement stations, etc (See Appendix A for Hospital and Clinic

information).

Remainder of ARES-RACES volunteers standby for relief at primary locations or

assignment to secondary locations as they are opened.

Limited or local emergency - tornado, explosion, fire, plane crash, chemical spill, etc.

Designated ARES-RACES volunteers report to assignments as directed.

Condition 3: Full Emergency (Response)

Event or serious emergency is in progress.

All ARES-RACES volunteers assigned are on standby status, depending on the

severity and duration of the emergency.

Emergency traffic only; repeaters and simplex frequency are closed to all but

necessary emergency traffic.

The simplex frequencies will be assigned for tactical traffic as needed.

Condition 4: Aftermath [Recovery]

Condition 4: Aftermath [Recovery] Assist as necessary with cleanup.

Assist government agencies as necessary to supplement their communications and/or substitute for

inoperative equipment.

Assist with damage assessment.

Deliver messages to and from outside areas.

Draft


Mitigation

Citizens Corps – The ARRL is an affiliate under the four charter Citizen Corps programs--

Neighborhood Watch,

Volunteers in Police Service,

Community Emergency Response Teams

Medical Reserve Corps.

Citizen Corps is an initiative within the Department of Homeland

Security to enhance public preparedness and safety. The relationship calls on DHS and ARRL to raise

public awareness of Amateur Radio as a safety resource, to cooperate in providing training and

accreditation for

Amateur Radio emergency communications and to work together to promote the formation of local

Citizen Corps councils and assist them with education,

training and volunteer service opportunities that support first responders, disaster relief organizations

and community safety efforts.

San Diego County Amateur Radio Emergency Services

[ARES] operates in accordance with national Memoranda of

Understanding between the Amateur Radio Relay League and a number of

served agencies. ARES usually cooperates with non-governmental agencies

like the American Red Cross and the Salvation Army. Locally, ARES cooperates with the San Diego

County Director of Emergency Management.

San Diego County ARES-RACES Group is the operational umbrella comprising of ARES, under

the direction of the ARRL-appointed Emergency Coordinator, and RACES, directed by the EMA-

appointed RACES Officer, which provides San Diego County with a seamless source of volunteer radio

amateur communicators ranging from individual, independent operators, through cooperative exercises

with non-governmental agencies, to local, state or federal government events and responses.

Emergency Preparation and Training

Draft


Amateur Radio

ARES Field Resources Manual http://www.arrl.org/FandES/field/aresman.pdf

ARRL Certification Training Level I (Introduction to Emergency Communications Course)

Certification Training Level II (Intermediate Emergency Communications Course)

Certification Training Level III (Advanced Emergency Communications Course)

Operating Manual, “Emergency Communications,” and “Traffic Handling Procedures”

Public Service Communications Manual

http://www.arrl.org/FandES/field/pscm/index.html

The Ready Kit

Basic Deployment Equipment

When responding to an emergency event, or even a training exercise, there is a minimum set of

equipment and personal gear that should taken along to get the job done:

□ 2m HT (Multi-band HTs should have 70cm TxRx and wide-band receive capability)

□ Appropriate portable/mobile gain antenna, connections and adapters

□ Earphone and/or speaker mic

□ Extra batteries and auxiliary power adapters

□ Pencil (or pen) and paper (including logging sheets)

□ An appropriate map of the locale

□ Identification:

Laminated wallet-size copy of the FCC amateur operator/station license

http://www.arrl.org/FandES/field/pscm/index.html

Draft


ARES and/or RACES photo ID card

Participating agency (or Emergency Management) ID card(s) -- if member

Communications and/or EMA Emergency vehicles sign(s)

□ Appropriate clothing, sunscreen, insect repellant, camp stool or folding chair, food and water.

The majority of these items should be kept in a Ready Kit, stored to be picked up on the way out

the door for deployment. Consider items from the following list for inclusion in the Ready-Kit, designed

to allow field deployment for up to 72-hours.

Power – The 72-hour kit should have several sources of power with extra charged battery packs and an

alkaline dry cell pack for HTs. Larger ampere batteries are required for mobile VHF/UHF radios. Gel

cell or deep-cycle marine batteries are good sources of battery power, and must be kept charged and

ready to go. Have alternate means available to charge batteries during the emergency. Smaller batteries

can be charged from other larger batteries. Consider a solar charging device. Operators might have

access to a power generator that can be in place of the normal electrical lines. Have more battery

capacity than normally needed. Be able to connect radios to different power sources with appropriate

adapters.

Antennas and Feedline – Operators should expect to need a gain antenna for each HT, as well as

additional gain antenna that can be used on either an HT or a mobile rig. The extra antenna might be

needed by another operator, or the first antenna might break. For VHF/UHF, a TV twin lead J-pole is an

inexpensive and very compact antenna. Have several lengths of coax, totaling at least 50 feet and with

barrel connectors to extend length.

Personal - Include staples: water, or a reliable water filtration and purification system, enough food for

three days, eating utensils, a drinking cup and, if needed, a way to cook the food.

Sunscreen (lotions, lip balm), insect repellant, and a folding stool or chair could be important for even

the shortest call-out. Shelter is also important. An RV or pickup conversion is more comfortable than car

seats or a tent, but resources and the disaster conditions may determine what is possible. Have several

different plans for shelter. Light is psychologically important during an emergency. Have several light

sources available. Consider battery-powered and/or propane/gasoline-fueled lanterns in addition to

flashlights.

Deployment Checklists

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Basic Deployment Equipment Checklist

Forms of identification Writing gear

□ ARES – RACES photo ID □ pen / pencil / eraser

□ FCC station/operator license □ clipboard

□ Driver's license □ message forms

Radio gear □ logbook

□ VHF □ note paper

□ mic □ ARRL message forms

□ headphones Personal gear

□ power supply (extra batteries) □ snacks / liquids

□ antennas w/ mounts □ throat lozenges

□ fuses □ personal prescriptions/meds

□ patch cords / adaptors □ sweater / jacket

□ SWR meters □ sunscreen / lip balm / lotion

□ extra coax □ insecticide [DEET]

Extended (72-hour) Deployment Equipment Checklist

Toolbox Personal gear

□ screw drivers □ foul weather gear

□ pliers □ 3-day supply drinking water

□ socket wrenches □ cooler w/ 3-days food

□ electrical tape □ messkit w/ cleaning supplies

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□ 12/120v soldering iron w/ solder □ first aid kit

□ volt/ohm meter □ personal prescription / meds

Other □ aspirin

□ HF TxRx □ throat lozenges

□ hatchet / ax / saw / pick □ shelter / tent /sleeping bag

□ gloves □ toilet articles

□ siphon □ mechanical / battery alarm clock

□ jumper cables □ flashlight w/batteries / lantern

□ generator (spark plugs / oil) □ candles / waterproof matches

□ camp lantern w/ kerosene □ extra prescription glasses

□ 3/8" hemp rope

□ highway flares

□ extra gasoline / oil

WARNING: fueled lanterns and generators should

only be used in well-ventilated areas. They should

never be used indoors, in a vehicle or in a tent.

Initial Action Checklist

The net control station (NCS) and/or officials on the designated emergency net will provide additional

instructions, including information on frequencies used or other resource and tactical nets.

□ Check that family and property are safe and secure.

□ Be prepared to operate. Check all equipment and connections.

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□ Be prepared to deploy to an assignment/location with Ready-Kit (see Preparedness).

□ Monitor assigned frequency and follow check-in instructions.

□ Initiate personal event log of dates and times of various events performed while activated.

□ Enter assigned frequency(s) on log sheet. Log all traffic sent or received, and other significant events.

The ARES-RACES Asset List included in Appendix can serve as a log.

□ Deploy to assignment/location.

□ Obtain tactical call sign for location/assignment (if appropriate).

□ Use a formal ARRL Message Form when a precise record is required.

□ If appropriate, use tactical call sign, while observing FCC’s ten-minute ID rule.

□ Monitor your assigned frequency at all times. Request permission from NCS before changing

frequency. Notify (and/or request permission from) NCS if you have to leave frequency or location.

National Incident Management System

The National Incident Management System [NIMS] is a consistent nationwide approach to work

effectively and efficiently together to prepare for, respond to, and recover from domestic incidents,

regardless of cause, size or complexity. Incident Command System [ICS] is component tool of NIMS

which provides a coordinated system of command, communications, organization and accountability in

managing emergency events. NIMS/ICS uses

1. Clear text and common terms. No “10” codes.

2. Unified command.

3. Flexibility

4. Concise span of control.

Integral to the NIMS/ICS model is Unified Command – there is one individual responsible for the

overall operation, which, no matter the size of the emergency event, will always include planning,

logistics, operations, and finance functions. Amateur radio operators are expected to be communicators.

Within an ICS event, this is the Logistics Section. In the event of an emergency, during which any of the

communications organizations may be of service to the community, any responsible official of the San

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Diego County EMA, the Red Cross, NWS, or other agencies may request a number of amateur radio

operators regardless of their affiliation with any group. In these cases, the San Diego County ARES

EC/RACES Officer may assist in determining what modes of communications are best suited for the

emergency.

All jurisdictions will be required to adopt ICS in order to be compliant with NIMS.

Response

Amateur Radio Emergency Operations

All emergencies will initially be treated as ARES events until such time as San Diego Emergency

Management, CAL EMA, or FEMA declares the incident to be a RACES event. At that point, only

RACES-enrolled members may be on the frequencies. San Diego County ARES-RACES members and

other amateur radio service volunteers, upon becoming aware that an emergency exists, shall monitor

the following frequencies:

1. Full county - PARC 146.730 MHz (+) PL 107.2 repeater has traditionally been designated, by

PARC Leadership, as reserved for ARES operations during emergencies

2. Northern - ECRA 147.030 MHz (+) PL 107.2

3. Northern - ECRA 447.800 MHz (-) PL 88.5

4. Southern, Eastern - SANDRA 146.265 MHz (+) PL 107.2

5. Southern, Eastern - SANDRA 449.500 MHz (-) PL 107.2

6. RACES – 147.195 MHz (+) PL 114.8

7. National call-in – 146.520 MHz simplex

8. EMCOMM - 146.550 MHz simplex

9. WINLINK 145.010,030,and 050 MHz to be determined. San Diego ARES Winlink

Communications Plan Appendix E

10. Appendix B – San Diego County 2 m and 75 cm Repeaters

11. Appendix C – ARES Nets

12- Appendix D – San Diego County Tactical (e.g. CDF, USFS, Red Cross, OES)

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Amateur Radio Traffic

Tactical traffic is the first response communication in an emergency situation. It may be instructions

or inquiries: "Send ambulance," "Where are water supplies?" Though tactical traffic is generally

unformatted and seldom written, on responses, all traffic should be logged to protect both the radio

amateur and the cooperating agency.

Formal traffic is generally long-term communications, often cast in ARRL message format and

handled on NTS nets.

Packet – mode is handy for detailed or lengthy messages. The operator may prepare the message ahead

of time and edit off-line as text files.

Image communications are live pictures of an area for damage assessment or Welfare traffic. ATV

using FSTV requires more expensive equipment than Slow Scan SSTV.

APPENDIX A: San Diego ARES Emergency Medical Services (Needs to be reduced in

verbiage)

San Diego ARES Emergency Medical Services (SDGARES EMS) is a major part of San Diego

Amateur Radio Emergency Service (SDGARES) which in turn is a part of the Amateur Radio

Emergency Service (ARES), a nationwide public service and emergency communications arm

of the American Radio Relay League (ARRL). Out of approximately 150 SDGARES members,

a group of about 60 dedicated radio operators have volunteered to support a variety of local

hospitals and clinics in providing backup external radio communications whenever normal

communications become overwhelmed or fail for any reason.

Acknowledgement: SDGARES would like acknowledge the fact that our program is derived

directly from the 25 years of pioneering effort of Hospital Disaster Support Communications

System of Orange County, CA

Background

SDGARES has provided backup communications for hospitals in San Diego for many years on

a case by case basis. However, as a result of the success of SDGARES members providing

vital communications locally during the 2003 San Diego Fires, and nationally during Hurricane

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Katrina in 2005, SDGARES EMS was formally organized in 2006 and added to Annex D of the

County of San Diego Emergency Plan as the official backup communications provider for

Hospitals. Official Memoranda of Understanding have been executed with 25 hospital and

clinics in San Diego County and SDGARES EMS is an official participant in hospital disaster

preparedness drills and activities.

Personnel and Equipment

All members of SDGARES EMS are FCC-licensed amateur radio operators who have

volunteered to be available for hospital support in a major disaster. Members of SDGARES

EMS attend meetings to learn about hospital communication needs, other emergency

services/groups, hospital procedures and disaster plans. They practice with the hospitals

during individual facility and county-wide drills.

In accordance with FCC regulations, no fees can be charged for their services as

communicators on Amateur Radio frequencies. All SDGARES EMS members perform their

services as unpaid volunteers. SDGARES EMS does not receive monetary funding from any

agency or organization. However, most hospitals assist SDGARES EMS by providing on-site

antennas and services such as photocopying, rooms for station set-up, and security. Where

provided, dedicated rooftop VHF/UHF antennas expedite SDGARES EMS station set-up. A

few hospitals have actually installed complete Amateur Radio stations. Since the possibility

always exists that this equipment may not be accessible in true disaster situations, each

SDGARES EMS member is prepared to bring battery-operated personal radio equipment to

provide external radio communication capability for the served hospital.

At least one member assigned to each hospital maintains a “Go Kit” of portable radio

equipment and other supplies ready for a response to nearby hospitals. Equipment

preparedness is vital because almost all SDGARES EMS activations require the rapid

establishment of communications with the San Diego County Emergency Medical Operations

Center (EMOC), other medical facilities, and with outside emergency organizations, primarily

the American Red Cross and the San Diego Office of Emergency Services.

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At the present time only VHF and UHF stations are available for voice mode communications

at our served hospitals and clinics. SDGARES hopes to provide digital packet capability at

some sites in the near future. SDGARES EMS personnel assigned to the EMOC can provide

HF long range voice mode capability, and are expected to have HF Winlink e-mail capability

soon.

Organized Response

SDGARES EMS members are organized into lists of pre-assigned radio operators, and call-up

responders. Non-SDGARES volunteer amateur radio operators are also welcomed, and once

screened, may be assigned to assist SDGARES EMS operators in long-term scenarios.

Pre-assigned members of SDGARES EMS make an advance commitment to automatically

respond to an assigned hospital, usually one near their home or work, without first being called

in the event of a major area-wide disaster such as an earthquake. They will use their portable

or mobile radios to check in to an SDGARES disaster net, and report their status before

heading to their assigned duties. The SDGARES EMS member first on scene at a hospital

must ensure the additional team members have been activated.

Call-Up responders are SDGARES members contacted by telephone by the SDGARES Duty

Officer or the SDGARES EMS Staffing Coordinator at the EMOC to aid in assisting the

SDGARES EMS team at a particularly overstressed hospital or clinic. They may also be

similarly assigned upon checking in to an SDGARES disaster net on their radios. Of course

they may be assigned wherever their services would likely be most useful.

Volunteers (Sometimes Called "Walk-ons") who are non-SDGARES members but are licensed

amateur radio operators may prove useful in some situations, but do not normally have the

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training and experience to staff an SDGARES operating station at a hospital. Normally they

will hear emergency traffic on their radios, check into a disaster net, and be directed to report

to the EMOC. They must be screened to ensure they are legitimate volunteers, and then

provided with briefing cards to ensure familiarity with basic policies and procedures. If still

willing to participate, they will be assigned duties matched to their training, experience,

and equipment. In a real disaster, it is likely that they would not be admitted to a hospital

without ARES identification, so other support duties will likely be assigned.

25 Hospitals and Clinics Supported by SDGARES EMS

Due to ever changing requirements of the health care industry, our list of supported facilities

changes from time to time as we try to serve the needs of our community. Today, the disaster

plans of the following institutions include activation of SDGARES EMS for communications

support.

NOTE: The following would be confidential information if telephone

numbers, contacts, etc. were included. This information should be in

a more secure document.

Hospitals: SDGARES District

Emergency Operations Centers

District

E001.

San Diego County EMS Disaster Operations Center

Southern

E002.

San Diego County EOC/OES (Sheriff’s Comm Center)

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Southern

E003.

Coronado EOC

Southern

E004.

Coronado Secondary EOC

Southern

Hospitals in Alphabetical Order

H001.

Alvarado Hospital Medical Center

Eastern

H002.

Children’s Hospital & Health Center

Southern

H003.

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Fallbrook Hospital

Northern

H004.

Kaiser Permanente

Eastern

H005.

Naval Medical Center

Southern

H006.

Palomar Medical Center

Northern

H007.

Paradise Valley Hospital

Southern

H008.

Scripps Green Hospital

Southern

H009.

Scripps Healthcare Corporate Office

Southern

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H0010.

Scripps Memorial Hospital, Encinitas

Northern

H0011.

Scripps Memorial Hospital, La Jolla

Southern

H0012.

Scripps Mercy Hospital (Administrative)

Southern

H0013.

Sharp Chula Vista Medical Center

Southern

H0014.

Sharp Coronado Hospital and Healthcare Center

Southern

H0015.

Sharp Grossmont Hospital

Eastern

H0016.

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Sharp Memorial Hospital

Southern

H0017.

Tri-City Medical Center

Northern

H0018.

UCSD Healthcare Hillcrest Medical Center

Southern

H0019.

UCSD Healthcare Thornton

Southern

H0020.

University Community Medical Center

Southern

H0021.

Veterans Administration Hospital

Southern

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Clinics in Alphabetical Order

C001.

El Cajon Medical Clinic

Eastern

C002.

Escondido Clinic

Northern

C003.

La Maestra Community Clinic

Eastern

C004.

San Ysidro Clinic

Southern

There are many more to add.

Links to more information:

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(the first two connect you to the Orange County ARES HDSCS website – one of the best in the

business – we couldn’t say it better)

"CODE BLUE: Hams and Hospital Emergencies" -- An article by Joe Moell, K0OV

RF Interference in Hospitals -- Our common-sense approach to avoiding it

Frequently Asked Questions From Hospitals -- Answers to inquiries from hospital

administrators and emergency coordinators about how they will be supported

How Often Do Hospitals Need Hams, Anyway? – Questions to consider in quiz form

Policies and Procedures -- Reminders for SDGARES EMS operators

News -- our recent activities, drills, and emergency activations

We're Looking for New Members -- How San Diego hams can join SDGARES EMS

APPASERVING OUR COMMUNITY THROUGH AMATEUR RADIO

MARCH 2005

c.e.r.t.standard operating procedures enccert, inc., a 501 ... · community emergency response team...

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