OEM
Emergency
Communications
Leadership
Meeting
21 August 2013
Agenda
• Welcome
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Target Audience
Restrooms
Emergency Exits
Run Rules
Election Results
Proposed Organization
Team Leader’s Vision
Director’s Role & Vision
End on Time
Someone please volunteer to be secretary tonight
Welcome
• Target Audience
– Leadership – OEM, & OEMCOMM Staff
• Emergency Exits
– Walk, don’t run
• Restrooms
(Walk, don’t run)
• Run Rules
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Robert’s Rules of Order (loosely)
No personal attacks
Lessons learned – not history bashing
Problems with possible solutions (brainstorm)
Orations: give written copy to secretary first
Welcome
• Elected Leaders (not managers)
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Director
Mobile Operations
Public Affairs (outreach)
Training
PECOC
Home Unit Ops.
Documentation
Dr. Don Cox
Greg Peters
Tim Brown
Scott Boone
Gary Keck
Ron Gross
Frank Bradey
(K6QZL)
(KC5ZGG)
(KF7SYU)
(KG7ADX)
(KE7DX)
(AD7FV)
(N0KWP)
Ron Kalish
Stan Hemnett
(N7SPW)
(KS7TAN)
• Designated
– Hospital –
– Comms (web, etc.) –
OEM
Senior Staff
Personnel
Director
PIO*
Docs*
Legal
Comms*
Team Leaders
Administration
Personnel
Liaisons
Public Affairs
Comms*
Operations
Safety
PIO*
EOT
Training
Licensing
Hospital
Docs*
Home
Mobile
Base
Maintenance
Repeaters
Proposed Organization
PECOC
Mobile
Public Affairs (outreach)
Tim Brown
(KF7SYU)
Pima County
OEM R.A.C.E.S.
OUTREACH TEAM LEADER
Tim Brown, KF7SYU, Amateur Extra
tim@brown.org
Outreach
Recommendation:
Change team name from Outreach to
Public Relations
Public Relations
Deputy appointments:
Stan Hamnet KS7TAN (webmaster)
David Iadevaia KF7MZY (awaiting acceptance)
Public Relations
This team is tasked with
Encouraging community awareness through involvement in
community events and public service.
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Developing positive working relationships between RACES
and amateur radio clubs.
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Developing and encouraging RACES membership.
Developing lines of communication with agencies and groups
that may be served by RACES.

Public Relations
This team is tasked with
Encouraging community awareness through involvement in
community events and public service.

Developing positive working relationships between RACES
and amateur radio clubs.

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Developing and encouraging RACES membership.
Developing lines of communication with agencies and groups
that may be served by RACES.

Public Relations
Vision
Establish a team that is effective in the
community to create a sense of awareness and
excitement about RACES as well as to attract
active new members.
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Public Relations
One year goal
Create greater community awareness of
RACES through involvement in events and
clubs.
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Re-involve and reactivate “former RACES
members” resulting in a more active
membership group.
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Public Relations
Two year goal
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Increase membership by 50+ active members.
Raise recognition of RACES as relevant in the
eyes of the community, agencies and groups.
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Public Relations
Five Year Goal
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Contribute in the development of Pima
County RACES into one of the strongest
emergency communication organizations in
the country.
Public Relations
Resources Needed To Reach Goals
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An excitement and sense of organizational pride in the
leadership and membership.
Activities and training that encourage interaction of the
membership.
Support and understanding of the role of RACES by Pima
County O.E.M.
Training
Scott Boone
(KG7ADX)
Training Mission and Vision
Mission
To make ready RACES members with
the skills and proficiencies needed to
assist PCOEM with communications
during exercises, events and
incidents.
Training Mission and Vision
Vision
• Provide guidance and track NIMS training
– Online and in-class resources
• Provide guidance and track PCOEM training
– Curriculum guides for all training
– SOP guides for all equipment
– Frequent and meaningful exercise with equipment
Training Mission and Vision
Resources
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Build a functional training Team
Find, organize needed materials
Find and use “experts”
Use Train the Trainer
Exercise, revise, exercise, revise….
Find wheels and use them!
Home Unit
Operations
Ron Gross
(AD7FV)
Ron Gross AD7FV
• The Home Units (HU) Team exercises and trains in pointto-point communications methodologies that are homebased (as opposed to field-based). During an emergency,
Home Units Team members carry out their prescribed
duties as required by EOC/FEMA management personnel.
• The HU Team operates in concert with the Hospitals Team
during emergencies in which the sole means of wide-area
communication will be radio-based. HU will support VHFto-HF Hospital Team training and exercises.
• The HU Team manager, in consultation with other RACES
team managers, plans HU support for all scheduled
EOC/RACES exercises and actual incidents.
• The HU Team manager will ensure that periodic training in
all aspects of HU Team operations is accomplished.
• The HU Team manager will review/update as necessary:
• Arizona RACES Southern Region Home Unit
Communications Plan
• RACES Home Unit Zip Codes Assignment table
• Master_75M__Net_List.xls/.pdf net list
• Home Units Alerting Procedure document
• RACES Radio Programming table
• NVIS Frequency Band Switchover Times Schedule
(each December)
• RACES Home Unit Description document
• CSReporter User Guide
Dee Gross AD7NM
• Establish an effective, cordial working relationship with
other RACES team managers as well as with the various
home unit stations
• Acquire a thorough understanding of EOC management
expectations for the RACES home units and effectively
communicate those expectations to our member stations
• Develop a mission statement
• Home units must be able to function effectively even in the
absence of the Home Units Team manager(s)—establish
an effective Calling Tree
• All home units need to have digital capability
• Institute short (5 min) training sessions on the Saturday
morning nets
• Recruit and assimilate new team members
• 1 Year
• Mission statement
• Document review
• Calling Tree or other notification process
• Short Saturday morning training sessions
• Larger scale training sessions
• 2 Year
• Additional qualified leadership
• Expanded digital capability
• 5 Year
• TBD
• Note that all of this is very general and still needs
considerable mission understanding and work
• Unknown at this time
• When Bill Hickey, AB7AA, returns in September, we will
meet to discuss his experiences as Home Units Team
manager over the last decade or so along with his
thoughts and concerns regarding the direction and future
of the team
Mobile Operations
Greg Peters
(KC5ZGG)
Mobile Communications
Will focus on becoming subject matter experts on the TOAD
and the Warrior and will form the pool of operators to be on
call for deployment of either vehicle; also, will be responsible
for maintaining, through collaboration with the Technology
Team, the radio equipment installed in all OEM vehicles
• Deputy
– Tim Christian (KE7VJW)
– George James (KD7XP)
– ???
• Team Vision
– Using TOAD and Warrior, provide interoperable
communications between the incident, incident
commander, their staff and Office of Emergency
Management
• Recourses Needed
– All programming cables and software for
equipment
– Shorter HF antenna
• Game Plan
– Current;
• Ensure all equipment is working
• Train personnel
– 1 year
• Train all personnel that are interested in mobile
communications
• Update and provide training plan for all equipment
• Exercise equipment
– 2 year
• Maintain and provide information for upgrades
• Train new personnel
– 5 year
• ???
Documentation
(Librarian)
Frank Bradey
(N0KWP)
DOCUMENT MANAGEMENT
An excellent set of documents will define:
Who we are: OEM COMMUNCATIONS
What we do: TRANSMIT INFORMATION
When we do it: AS DISPATCHED BY PCOEM
Why we do it: AS A SERVICE TO PIMA COUNTY
CITIZENS AND BEYOND
and
How we will perform our tasks: EFFIECENTLY and
with SKILL
Who, what ,when, why, and how
DOCUMENT MANAGEMENT
STAFFING:
Frank Brady: Manager, Dan Donnelly: Deputy Manager,
Lin Donnelly: Editor, Vaughan Thompson: Editor, Corrie
Brady, consultant. Other members named in the future.
Work (vision)statement:
1. The team does not write the original documents. We will
support all the teams in writing their SOP's and other
operational documents.
2. The team will provide the proper form set the be used.
3. The team will make sure all documents are signed off
as required.
4. The team will review all documents on a quarterly basis
DOCUMENT MANAGEMENT
Vision (future)
The document management section is not
the originator of the documents so the
future outlook is based on the work loads
from other teams.
The next three months is the most critical as
the new organization digs in. I am
optimistic to have a "full" set in six months,
one year for "full" operational
documentation with quarterly reviews in
place
PECOC
Gary Keck
(KE7DX)
Pima County Office of Emergency
Management
Pima Emergency Communications
Operations Center
PECOC Base Communications Team
Gary Keck, KE7DX
Base Communications
Team Lead
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Wednesday, August 21, 2013
DRAFT ORGANIZATION
CHART
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ROLES, RESPONSIBILITIES,
VISION
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Inventories & controls commercial & amateur equipment in the PECOC RACES Room.
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ICS checkout/checkin forms used to control issuance/return of portable equipment.
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Maintains fixed Radio Room equipment in operating condition and manages the PECOC
radio communications infrastructure.
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Supports Emergency Communications into and out of the PECOC Radio Room on a 24/7
basis if needed.
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Formulates policy for non-emergency use of the Radio Room
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Training Drills
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Public Service Events
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RACES Net Participation, Field Day?
Recommends new technologies to be integrated into the Radio Room and other PECOC
areas. Ensures that any upgrades in the Radio Room are replicated in other areas, and viceversa as applicable.
PECOC Base
Communications Team
Candidates
Response Date
Base
Docs Training
Team Team
Team Call Sign:
Priority Priority Priority
Name:
Aug 14, 2013 11:06 PM Jim Myers
1
6
3
kd7eir
Aug 14, 2013 11:09 PM Paul Clifton
1
6
7
KF7WEZ
2
ks7tan
Aug 14, 2013 8:48 PM stan hamnett
1
Aug 15, 2013 12:49 PM BILL ADAMS
1
KC7ZZ
Aug 16, 2013 12:29 PM Deborah Denne'
1
KF7WJB
Aug 15, 2013 3:55 AM Ron Kalish
2
Aug 14, 2013 10:54 PM Frank Brady
2
N0KWP
2
K7JWB
2
N7EG
2
KY7K
Aug 14, 2013 11:18 PM John Behrens
Aug 15, 2013 12:43 AM Matt Lepree
Aug 19, 2013 1:41 AM Steve Lane
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4
N7SPW (AE)
PLAN / RESOURCES
 PLAN
 Access to Radio Room, assess assets
 Inventory, Team Development & Training, Procedures
 Assess communication paths between EOC & Radio Room
 Define role & Support other Communications Teams
 RACES (Home, Hospital, Mobile)
 Other Organizations (Fire, LE, SAR, CERT, RC, SA, …)
 RESOURCES
 Interoperability at PECOC?42
Hospital
Ron Kalish
(N7SPW)
Internal Communications
(web, etc.)
Stan Hemnett
(KS7TAN)
Pima County
OEM R.A.C.E.S.
Electronic Communications using Web-based Platforms
Stan Hamnett, Webmaster, OEM RACES Webmaster
Stan.Hamnett@pima.gov
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I have been asked by Don Cox, Director of
OEM RACES to give this presentation on how,
we as a Team, can best communicate
electronically using available web-based tools. I
will give you an overview of the tools and then
we will discuss each one.
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We will discuss the following, not necessarily in
any particular order.
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Who can upload and download files
Membership lists
Ease of use
Cost
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Google
GroupSpaces
OEM CMS
Wiggio
Yahoo
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Google
• Limited to one email list at at time – per
login email address – this applies to all email
lists with the exception of Wiggio and
Groupspaces, which will be discussed later.
• Not as many features as the other brands
• Members upload and download files
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Groupspaces
• Can handle as many email lists as needed
according to the plan you choose.
• Plans range from Free, to paid
• Members can upload and download files
• Track when a person opens email and if they
don’t
• Email addresses can be added via .csv
spreadsheet.
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OEM RACES CMS
• No capability of managing email list
• Only “Authorized personnel” can upload
files
• Anyone can download files
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Wiggio
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As many lists as desired
Free
Members can upload and download files
Members can go to website and read past
emails
• Email addresses can be added via .csv
spreadsheet.
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Wiggio
• Host virtual meetings
• Easily add members
• Add Subgroups to the Main Group
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• Yahoo
• Limited to one email list
• Any member can upload and download files
• Membership –
• By invitation
• Ask for membership
• No limit to membership
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Thank You
Any Questions ????
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Director
Dr. Don Cox
(K6QZL)
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Liaison / Facilitator / Buffer
Responsibility + Authority (use chain of command)
People – not technology, titles, etc.
Values
– Integrity first
– Service before self
– Excellence in all we do (and fun!)
• Principle of common consent
• Every member have a job and be valued
• Balance in service
– God (or not)
– Family
– Country
• Train your replacement(s)
Organization
• Unfilled Functional Leads
– Public Information Officer
– Administrations
– Operations
– Maintenance
– Legal (business , criminal, etc.)
– Sargent at Arms
– Treasurer
– Personnel
Boys & Girls
“Let’s Rock ’n’ Roll!”