1. Introduction

Polk County Amateur Radio Emergency Services, or ARES, is a group of Amateur Radio operators who have registered and volunteered their services to the community. Their services become invaluable in times of emergencies, such as Hurricanes, or other natural or man-made disasters. When disaster strikes and other communication services fail, ARES members are standing by to assist.

The Federal Communications Commission sets forth Amateur Radio’s “Basic and Purpose” as:

1. Recognition and enhancement of the value of the amateur service to

the public as a voluntary noncommercial communications service, particularly with respect to providing emergency communications.

2. Continuation and extension of the amateur’s proven ability to contribute

to the advancement of the radio art.

3. Encouragement and improvement of the amateur service through rules

which provide for advancing skills in both the communication and technical phases of the art.

4. Expansion of the existing reservoir within the amateur radio service of

trained operators, technicians and electronics experts.

5. Continuation and extension of the amateur’s unique ability to enhance

International goodwill.

The purpose of this plan is to provide all Amateur Radio operators in Polk County with operating guidelines while providing emergency communications.

2. Scope

The Polk County ARES Emergency Communications Plan is a comprehensive plan directing all

Amateur Radio emergency communications in Polk County.

3. Organization and Membership

The Amateur Radio Emergency Service (ARES) consists of licensed amateurs who have voluntarily registered their qualifications and equipment for communications duty in the public service when disaster strikes. Every licensed amateur, regardless of membership in ARRL or any other local or national organization, is eligible for membership in the ARES. The only qualification, other than possession of an Amateur Radio license, is a sincere desire to serve. Because ARES is an amateur service, only amateurs are eligible for membership. The possession of emergency-powered equipment is desirable, but is not a requirement for membership.

Dues are not required for membership in Polk County ARES. Memberships expire on December 31^st each year and those not renewed by January 31^st of the next year will be removed from the membership database.

The ARES Emergency Coordinator has the overall responsibility for all ARES activities in Polk County. The EC may appoint Assistant Emergency Coordinators in operational or administrative positions.

A. Job Responsibilities

1. Emergency Coordinator:

The ARRL Emergency Coordinator is a key team player in ARES on the local emergency scene. Working with the Section Emergency Coordinator, the DEC and Official Emergency Stations, the EC prepares for, and engages in management of communications needs in disasters. EC duties include:

1. Promote and enhance the activities of the Amateur Radio Emergency Service (ARES) for the benefit of the public as a voluntary, non-commercial communications service.

2. Manage and coordinate the training, organization and emergency participation of interested amateurs working in support of the communities, agencies or functions designated by the Section Emergency Coordinator/Section Manager.

3. Establish viable working relationships with federal, state, county, city governmental and private agencies in the ARES jurisdictional area which need the services of ARES in emergencies. Determine what agencies are active in your area, evaluate each of their needs, and which ones you are capable of meeting, and then prioritize these agencies and needs. Discuss your planning with your Section Emergency Coordinator and then with your counterparts in each of the agencies. Ensure they are all aware of your ARES group's capabilities, and perhaps more importantly, your limitations.

4. Develop detailed local operational plans with ''served" agency officials in your jurisdiction that set forth precisely what each of your expectations are during a disaster operation. Work jointly to establish protocols for mutual trust and respect. All matters involving recruitment and utilization of ARES volunteers are directed by you, in response to the needs assessed by the agency officials. Technical issues involving message format, security of message transmission, Disaster Welfare Inquiry policies, and others, should be reviewed and expounded upon in your detailed local operations plans.

5. Establish local communications networks run on a regular basis and periodically test those networks by conducting realistic drills.

6. Establish an emergency traffic plan, with Welfare traffic inclusive, utilizing the National Traffic System as one active component for traffic handling. Establish an operational liaison with local and section nets, particularly for handling Welfare traffic in an emergency situation.

7. In times of disaster, evaluate the communications needs of the jurisdiction and respond quickly to those needs. The EC will assume authority and responsibility for emergency response and performance by ARES personnel under his jurisdiction.

8. Work with other non-ARES amateur provider-groups to establish mutual respect and

understanding, and a coordination mechanism for the good of the public and Amateur Radio. The goal is to foster an efficient and effective Amateur Radio response overall.

9. Work for growth in your ARES program, making it a stronger, more valuable resource and hence able to meet more of the agencies' local needs. There are thousands of new Technicians coming into the amateur service that would make ideal additions to your ARES roster. A stronger ARES means a better ability to serve your communities in times of need and a greater sense of pride for Amateur Radio by both amateurs and the public.

10. Report regularly to the SEC, as required.

Recruitment of new hams and League members is an integral part of the job of every League appointee. Appointees should take advantage of every opportunity to recruit a new ham or member to foster growth of Field Organization programs, and our abilities to serve the public.

Requirements: Technician or higher class license; Full ARRL membership

2. Assistant Emergency Coordinator:

1. Acts in place of the Emergency Coordinator in the absence of the EC. Must meet

requirements of EC as defined by the ARRL.

2.

3. Area Coordinators:

1. Recruit operators for your specific geographic area.

2. Assign primary and backup operators to shelters in your area.

3. Assist with the identification of operating locations and temporary antennas in shelters.

4. Provide orientation training to individual operators by accompanying them to their assigned shelter and demonstrate desired equipment setup and operating techniques.

5. Appoint non-assigned operators as relay stations.

6. Determine if shelter operators have required equipment for their shelter location.

7. Provide each operator with copies of the Emergency Checklist, Basic Deployment Checklist, and Extended Deployment Checklist. These forms are included as

Attachment 1.

8. Ensure that each operator has served as Net Control station for the weekly ARES net.

9. Recommend that each operator obtain and study the ARRL “ARES Field Manual” and “Public Service Manual”.

10. Submit monthly activity report to EC. Example at Attachment 2.

11. Other duties as assigned.

4. Public Events Coordinator:

1. Acts as liaison with any public service event (bike ride, walk, etc) staff.

Obtains communications needs of event and develops action plan for each event.

2. Acts as liaison for local clubs to request ARES assistance

with public service event.

3. Maintains current roster of local clubs and the public service

events they provide services.

4. Monitors local media for public service events not served by Polk ARES or

another local club that could benefit from amateur radio communications.

5. After each event provides after action report to EC: type of event,

organization conduction event, number of ARES members responding, total

number of service hours.

6. Other duties as assigned.

5. Training Coordinator:

1. Conducts on-the-air training on at least 1 net per month.

2. Works with EC and AEC to establish yearly meeting training schedule.

3. Acts as point of contact for other ARES staff requesting specific

training.

4. Coordinates any training provided by other agencies that would

benefit ARES members.

5. Other duties as assigned.

6. Public Information Officer:

1. Maintains ARRL appointment as PIO.

2. Prepares and distributes press releases after any event that Polk

ARES provided service.

3. Acts as point of contact for any media requests for amateur radio information.

4.

5. Other duties as assigned.

7. Net Manager:

1. Recruits Net Control Stations for weekly ARES net.

2. Recommends Net Control Stations to EC as able to conduct nets during

an ARES activation.

3. Runs weekly nets if no other volunteers are available.

4. Reports monthly to EC and Section Traffic manager. Total net

sessions, total check in's, total NTS traffic handled, total combined

net time in minutes for the month.

5. Conducts training as required for new Net Control Stations.

6. Other duties as assigned.

8. Newsletter Coordinator:

1. Acts as editor of Polk ARES newsletter "The Communicator"

2. Solicits story and other information for publication.

3. Maintains sources for public service and emergency preparedness

articles for publication.

4. Familiar with email and/or electronic publication.

5. Other duties as assigned.

9. Membership Coordinator:

1. Maintains master database of all ARES members including any ARES

appointments and/or ARRL field appointments.

2. Coordinates with Area Coordinators for monthly update of database information.

3. Acts as Point of Contact for any new members or other requests

membership information. Obtains information on and provides membership packets to new amateurs. (packets to be developed)

4. Other duties as assigned.

10. Local Government Liaison

1. Monitor proposals and actions of town/city councils, zoning boards, zoning appeals boards,

and any other legislative or regulatory agencies or officials below the state level whose

actions can directly or indirectly affect Amateur Radio.

2. Attend meetings of those bodies when possible, to become familiar with their policies,

procedures and members. Assist local amateurs in their dealings with local boards and

agencies.

3. Be available to educate elected and appointed officials, formally and informally, about the

value of Amateur Radio to their community.

4. Work with the PIO or PIC to inform local amateurs, the SGL and the SM of any proposals

actions which may affect Amateur Radio, and report regularly on progress or lack thereof.

5. Work with the PIO to organize the necessary local response to any significant proposals

or actions, either negative or positive, and coordinate that response.

6. Refer amateurs seeking ARRL Volunteer Counsels to HQ.

7. Register on mailing list for Planning Commission meeting agendas.

8. Work with the PIO and local clubs to build and/or maintain good relations between Amateur

Radio and local officials. (for example, invite the mayor to a club dinner or council members

to Field Day.)