Shelter Operator Training

Shelter Operator Training

SHELTER OPERATOR TRAINING Presented by Pinellas county ACS/ARES Shelter Kit Contents shelterkit.doc Additional Equipment Recommendations

25 Power Cord Power Strip 12v DC Power supply (min 15 Amp) Addition length of Coax (25 Min.) Desk Lighting AC or DC Barrel Connector(s) for extending Coax length Other connectors, small tool kit, etc. Responsibilities of The Shelter Operator Initial Shelter Operations * Visit your Shelter in Advance to introduce yourself and become familiar with the building Layout so you can request a suitable Operating position. (quiet location away from the shelterees, pets and near UPS or Generator power) *Note: Special Needs Shelters /Pet Friendly Shelters Radio Kits are stored at the school. Find out where before the emergency. When Activated, go to the shelter as soon as possible to get the station set up

and start charging the battery* Do the initial Shelter Radio Kit Inventory Let the Shelter Manager know that you have setup and will return (if you need to leave for last minute reasons ie., make last minute Preparations for Family, Home and Pets and that you will return before roads are closed due to sustained high winds. Check back in when you return Responsibilities Contd Check into Tactical Net then switch to Shelter Net and check in there. DO NOT Leave the Net without Notifiying NCS (to take breaks, Switch Operators, etc.) Do Not USE up your Batteries prior to Landfall when they will be needed the most Get plenty of Rest: Minimum 6 Hrs Sleep or 4 Hrs Sleep with Several Good Naps The Life Cycle of a Shelter Activation Imminent Threat

When a storm is identified to be heading for Pinellas County, several wheels are set in motion to insure that timely decisions are made that will insure the safety of the County residence. Disaster Advisory Committee Once the storm is believed to present a high enough risk of impact to the Pinellas County area, the Disaster Advisory Committee (DAC), including officers of ACS/ARES, meet in person to discuss the preparedness of the county and to make the determination on which evacuation level should be set. This determination also contains how many

shelters will need to open to support the evacuations and when they should be available to the public. The committee then meets with follow-ups via conference calls or additional face-to-face meetings to react to changing conditions as needed. The Public is Informed Once the DAC recommendations are complete, the Emergency Manager presents the DAC recommendations to the County Commissioners who then issue a proclamation to the Public. ACS/ARES is Activated The Emergency Coordinator/Radio Officer

starts the ACS/ARES Information NET which is held to let ACS/ARES members, along with other volunteer operators, know important information about the storm. This critical information will also include what shelters are to be opened and when. Once the storm has passed, the shelter operator will assess and repair equipment damage, insure an adequate power supply if needed, and begin sending messages for the Shelter Manager. Health and Welfare In a major disaster, health and welfare traffic will not be handled until after the emergency has cooled down. Emergency communications

are first dedicated to handling messages for life-threatening situations and then those for property loss. The traffic pace is very hectic and the volume of traffic is great. Health and welfare messages are given lower priority and probably won't be handled until after the first 72 hours. Where to pass the H & W Traffic will given to the shelter operators once a determination has been made by the EC/RO. Closing the Shelter You may receive a request from your Shelter Manager to request for your shelter to close. It is important for you to relay this message because shelters are only closed with permission from Emergency Management.

Once you have permission, you can secure from the NET. In Conclusion When in doubt on what to do, insure you reach out with questions to the ACS/ARES Shelter Coordinator. Time for Shelter Setup Some of the Shelter Operators have prearranged to operate a shelter as a volunteer prior to the storm and most have already had a chance to work with their Shelter Managers and test their equipment from a predetermined location. Other volunteers who are assigned a shelter will need to coordinate their efforts with that shelter's Shelter Manager once they arrive onsite.

Volunteers that are assigned a shelter will go to their shelters, set up the equipment that will arrive onsite once the shelter opens, and test their ability to communicate with the Pinellas County Shelter NET. Once a successful communications test has been preformed, the shelter operator can work with the shelter manager to arrange to leave to insure personal preparedness for family, home, and pets. The operator will need to return to the Shelter before the winds are so strong that the roads are declared closed which usually happen when the wind speed reaches a sustained speed of 40 MPH.

Riding out the storm After returning to the shelter, the shelter Operator then settles in and rides out the storm like everyone else. During the wait, the operator checks into the Pinellas County Shelter NET and responds when called upon by the Shelter NET, NET Control Station. During this time it is also important for the Responsibilities Review Your Primary Communications Responsibility Is for Shelter Needs, Msgs to/from Shelter Manager, Reporting Incidents like building damage, Injuries,etc. Welfare messages should wait for a day or so before beginning to send them or receiving them.

Do Not Burn yourself out even before the storm makes landfall. Shelter Operations LOGGING and MESSAGE FORMS ICS-213 Message Form ics213.doc ICS-309 Communications Log ICS309.pdf Radiograms radiogram.ppt SUGGESTED - ARL RADIOGRAMS THE FOLLOWING ARE SOME OF THE ARL RADIOGRAM NUMBERS THAT YOU MIGHT FIND HELPFUL TO USE FROM A SHELTER. Suggest these by themselves or in combination to Shelterees as choices for them to send

ARL ONE - "ALL SAFE. DO NOT BE CONCERNED ABOUT DISASTER REPORTS" ARL TWO - "COMING HOME AS SOON AS POSSIBLE" ARL THREE - "AM PERFECTLY ALL RIGHT. DON'T WORRY" ARL FOUR - "EVERYONE SAFE HERE. ONLY SLIGHT PROPERTY DAMAGE" ARL SIX - "EVERYONE SAFE, WRITING SOON" ARL TWELVE - "ARE YOU SAFE? ANXIOUS TO HEAR FROM YOU" ARL THIRTEEN - "IS .... SAFE? PLEASE ADVISE" ARL FIFTEEN - "ADVISE IF YOU NEED HELP"

ARL SIXTEEN - "PLEASE ADVISE YOUR CONDITION" ARL EIGHTEEN - "PLEASE CONTACT ME AS SOON AS POSSIBLE ... AT ....." WHEN PREPARING HEALTH AND WELFARE MSGS CONSIDER KEEPING THEM SHORTER BY USING THE ABOVE LISTED RADIOGRAM NUMBERS. Shelter Kit Radios ICOM (1) Shelter Kit Radios Yaesu FT-2800M (30) SPECIAL NEEDS LAPTOPS (3) TNCs in Special Needs Kits KANTRONICS KPC3 TNC Radios are Pre-Programmed Alpha/ Numeric DO NOT CHANGE OR PROGRAM

Additional FREQUENCIES INTO THE RADIO (To keep all radios uniform) You May bring addition Radio Equipment but must ALWAYS Monitor the assigned Frequency ICOM RADIO FREQUENCY LIST ICOM VHF Radios Programmed (32) Frequencies CHN NAME 01 ACS

145.170 - 156.7 Primary Pinellas Tactical Net 02 SIMPLES N 146.430 s Pinellas Plan "A" Simplex 03 SIMPLEX S 146.470 s Pinellas Plan "B" Simplex

04 WX 1 162.450 WX Marine Forecasts and Alerts 05 WX 2 162.550 WX Primary Forecasts and Alerts

06 NAT CALL CHN 146.520 s (Hillsborough Primary Simplex) 07 N4AAC 145.310 s 103.5 Alphalpha Repeater Club 08 W4NHL 147.210 + 156.7 Tertiary ACS Freq.

FREQ. P.L. ICOM RADIO FREQ. LIST CONTD 09 WD4SCD S 10 WD4SCD M 147.030 + 156.7 Alt Pinellas Net (Mid County)

11 WD4SCD N 147.030 + 103.5 Alt Pinellas Net (North County) 12 HILLS. CO. 147.105 + 146.2 Hillsborough Co. ARES/RACES 13 K4LK

145.230 - 146.2 Dana's Personal Rptr 14 NI4CE PIN 15 WORMHOLE 16 CARS 147.030 + 145.290 146.850 146.970 -

192.8 Alt Pinellas Net (South County) 100.0 NI4CE - Highpoint Site (Pinellas) 123.0 Wormhole Club 146.2 Alt Skywarn Net Frequency ICOM RADIO FREQ. LIST CONTD 17 N9EE 146.640 - No PL Pasco CO Skywarn Net 18 SPARC

147.060 - No PL St. Petersburg Club 19 WB8ONY 147.150 + 127.3 Inter County Freq. 20 METRO 147.360 +

127.3 Metro Club 21 CHARLOTTE 146.745 - Charlotte Co. 22 DESOTO 147.075 + Desoto Co.

23 HARDEE 147.625 + 127.3 Hardee Co. 24 HIGHLANDS 147.270 + Highlands Co. ICOM RADIO FREQ. LIST CONTD 25 SARASOTA

146.730 - 26 PASCO 145.330 - 27 POLK 146.985 - 28 MANATEE

146.820 - 100.0 Manatee Co. 29 550 SIMPLEX 147.550 s 550 Net Freq 30 PIN-EOC 154.100 s

31 SCHOOL BD #2 155.870 -153.785 136.5 Alt School Board Comm Freq 32 SEDAN 145.770 s 100.0 Sarasota Co. Pasco Co. 127.3 Polk Co. 156.7 Backup Pinellas EOC Freq Packet Frequency For SEDAN

YAESU RADIO FREQUENCY LIST Yaesu FT-2800M VHF Radios Programmed (33) Frequencies CHN NAME FREQ. P.L. 00 ACS 145.170 156.7 Primary Pinellas Tactical Net 01 SIMPLES N 146.430 s

Pinellas Plan "A" Simplex 02 SIMPLEX S 146.470 s Pinellas Plan "B" Simplex 03 NAT CALL CHN 146.520 s (Hillsborough Primary Simplex) 04 N4MAA

145.310 s 103.5 05 W4NHL 147.210 + 156.7 06 WD4SCD S 147.030 +

192.8 Shelter Net (South County) 07 WD4SCD M 147.030 + 156.7 Shelter Net (Mid County) YAESU RADIO FREQ. LIST CONTD 08 WD4SCD N 147.030 + 103.5 Shelter Net (North County)

09 WD4SCD E 147.030 + 82.5 Shelter Net (East County) 10 HILLS. CO. 147.105 + 146.2 11 K4LK

145.230 - 146.2 12 NI4CE PIN 13 WORMHOLE 14 CARS 146.970 - 146.2 Alt Skywarn Net Frequency

15 N9EE 146.640 - No PL Pasco CO Skywarn Net 16 SPARC 147.060 - No PL 145.290 146.850 -

100.0 123.0 YAESU RADIO FREQ. LIST CONTD 7 WB8ONY 147.150 + 127.3 18 METRO 147.360 + 127.3

19 CHARLOTTE 146.745 - 20 DESOTO 147.075 + 21 HARDEE 147.625 +

22 HIGHLANDS 147.270 + 23 SARASOTA 146.730 - 24 PASCO 145.330 - 127.3

100.0 YAESU RADIO FREQ. LIST CONTD 25 POLK 26 MANATEE 146.820 - 27 550 SIMPLEX 147.550 s

28 EM/CD 154.100 s 29 SCHOOL BD #2 155.870 -153.785 136.5 Alt School Board Comm Freq 30 SEDAN 31 WL2K1

145.010 s WL2K Primary VHF Packet Pinellas EOC 32 WL2K2 145.030 s WL2K W4BGH-10 VHF Packet (W4BGH in Hills.) 146.985 - 145.770 s 127.3 100.0

156.7 Backup Pinellas EOC Freq Packet Frequency For SEDAN YAESU RADIO FREQ. LIST CONTD 33 WL2K Press P4 on the Microphone to select one of the programmed NWS WX Stations DO NOT CHANGE OR ADD Frequencies on these radios. This is so that they

remain uniform throughout the County's Shelters. AVOID using HIGH Power when operating on Battery Only Power . You should be able to make contact with the Shelter NCS using one of the lowest power settings 145.050 s WL2K KF4ATP-10 VHF Packet Hillsborough EOC Tri-Band Antenna 440 mHz Configuration Tri-Band Antenna in all 3 Configurations 440/220/2M Left = 440 MHz Center = 220 MHZ

Right = 2 Meter configuration which is what your antenna should be ARL RADIOGRAMS ARRL RADIOGRAM NUMBER REVIEW THE FOLLOWING ARE SOME OF THE ARRL RADIOGRAM NUMBERS THAT YOU MIGHT FIND HELPFUL TO USE FROM A SHELTER. Suggest these by themselves or in combination to Shelterees as choices for them to send ARRL ONE - "ALL SAFE. DO NOT BE CONCERNED ABOUT DISASTER REPORTS ARRL TWO - "COMING HOME AS SOON AS POSSIBLE"

ARRL THREE - "AM PERFECTLY ALL RIGHT. DON'T WORRY" ARRL FOUR - "EVERYONE SAFE HERE. ONLY SLIGHT PROPERTY DAMAGE" ARRL SIX - "EVERYONE SAFE, WRITING SOON" ARRL TWELVE - "ARE YOU SAFE? ANXIOUS TO HEAR FROM YOU ARRL THIRTEEN - "IS .... SAFE? PLEASE ADVISE" ARRL FIFTEEN - "ADVISE IF YOU NEED HELP" ARRL SIXTEEN - "PLEASE ADVISE YOUR CONDITION" ARRL EIGHTEEN - "PLEASE CONTACT ME AS SOON AS POSSIBLE ... AT ..... WHEN PREPARING HEALTH AND WELFARE MSGS CONSIDER KEEPING THEM SHORTER BY

USING THE SUGGESTED RADIOGRAM NUMBERS. Placing suggested Radiograms in Public View might be useful as well BE SURE YOU GET THE ADDRESSEES PHONE NUMBERS along with the address Copies of these Radiograms have been provided to you Reports From Shelter Who Does What? While there is Power and The Resource Officers Radio is working, He will be sending the Shelter Reports. If his Radio is not working and phones are down THEN You are responsible for sending these reports Shelter Reports

Needed Info to go to the EOC: Current Shelter Capacity and how much additional capacity is available Reports of Injuries and the need for patient transport Requests for Equipment or Supplies (Must be accompanied by Requestors Name and Title AND Phone Number Other important Information Requests for Meds A hard copy is required for eventual reimbursement by the County to the Pharmacy providing meds for Shelterees or Staff. Special Needs Shelters should send a WL2K Message to the EOC so that the request can be directed to the proper place (and the hard copy of the request is then held by both the Shelter Op and the EOC All should be noted in the Comm Log (date &

Time) Closing Down The Shelter Manager has told you to Shut down and go Home..What is your Responsibility? Call Shelter NCS and advise that you have been told the Shelter is closing down and you request that you be able to close station and go Home. ANSWER: Follow Directions of the NCS REMEMBER The Director of EM is the ONLY person with the Authority to Close Shelters Closing Down Contd If you had to move items off of the areas you set up as your workspace/desk please place items into a box and then put the box back on or near that space for the owner of those

items to put them back themselves. Leave the area clean and in order. Let the Shelter manager know you are leaving, Put all of your notes, logs etc into an accordian file or box and turn them into the EOC as soon as practical Closing out the Shelter Radio Kit Inventory the items that are supposed to be put back into the Kit box, noting any missing or damaged items on the inventory sheet. Turn that sheet in with your logs so we know to repair or replace items in the kit before it is Once again stored at the School Board Warehouse (except for the Special Needs Shelters and the Pet Friendly Shelter.) Those 3 kits are to be returned to the place in the school where they are normally stored.

Our Appreciation to You If you offer to be a Shelter Operator (If you have not do so already,) now that you have an idea of the Duties and Responsibilities Pinellas County Emergency Managements Director wishes to extend her Appreciation and Thanks as do I. We ask if your availability changes do to work, Vacations, Illness, etc., Please let us know

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