[KYHAM] EQ Exercise 04: Lessons Learned and Some Thoughts

[Ron Dodson]

 From information I received around the state, it appears that a 
total of 53 Ky amateur stations took part in the March 21-24 
exercise with US First Army, KyEM, National Guard, FEMA and other 
local agencies.

Some tend to take an attitude of, "Oh, If trouble comes, I'll 
know what to do and be able to handle it. No sweat!" or 
"Exercises are dumb and a waste of my valuable time.  We can 
figure out what to do when the time comes."  While this sounds 
good, it never works that way for real.  Should an earthquake the 
size of those from 1811 and 1812 ever make an encore appearance, 
it will take more than such tough sounding words to handle the 
situation.  Likewise with many other severe weather events and 
even man made catastrophes.  Day long exercises are great, but... 
Multi-day operations like the one last month really give a 
broader view of issues to be faced as more have time to be aired 
and addressed.  OR SHOULD I SAY; Attempt to be addressed in many 
cases. Just ask any of the amateurs who worked during this 
western Ky simulation.

While I am sure that there are more thoughts, observations ideas 
floating out there that were never offered up in the exercise 
aftermath, these seemed to be the top "Baker's Dozen" that were 
on the minds of many.


LESSONS LEARNED AND THOUGHTS FOR FUTURE PLANNING EFFORTS
GAINED FROM THE MARCH 2004 EARTHQUAKE EXERCISE IN WESTERN KENTUCKY

1.    EOC�s with established and pre-tested amateur stations did 
the best.  They can get on the air quicker and with much less 
trouble than those started from scratch. DITTO MCP�s!  Those used 
for multi-purposes where everything is torn apart and packed away 
can be a bear to get up and running.  Gear and accessories can 
also be lost in the shuffle during times of inactivity.  An MCP 
set up with all gear mounted solidly in place  and ready to roll, 
accessories secured on board in a safe place will save hours in 
being placed into operation once it reaches the site chosen for 
placement.

2.    Any established EOC or MCP needs to have detailed handbooks 
with equipment operating manuals and wiring diagrams handy for 
use by any amateur not familiar with the system who may be 
assigned to work there in a long multi-shifted operation.  If Jim 
and Tom did all the work and are not there when something breaks, 
time is wasted in figuring out their layout and wiring placement. 
  Plan ahead for strangers having to make repairs in an emergency!

3.    HEADPHONES ARE MANDATORY IN HF OPERATIONS. Without them, 
noise can climb to an intolerable level as more and more 
equipment comes into play. Heavy VHF traffic can also create a 
major disturbance in EOC�s, hospitals etc.  Again, headphones and 
ear buds can help reduce noise and tempers.

4.    MCP�s and amateurs planning for make-shift station erection 
should include some of the in-expensive RFI choke coil kits in 
their accessory bags or boxes to reduce interference on the spot. 
Another thought on interference between multiple HF stations; An 
"extra" 75 or 100ft piece of "mini-8" or RG-8 cable will get your 
antenna away from the immediate area, and reduce interference to 
telephones and other equipment. By moving the antenna a distance 
away from the operating position, the RF field strength at the 
operating position is greatly reduced, and be safer for long term 
human exposure. In the case of two or more HF radios in use, the 
separation of antennas by 150 ft or so will reduce interaction 
between the stations.

5.    Using a single frequency is not a realistic option. In a 
real multi-jurisdictional disaster (such as a New Madrid Quake), 
traffic load will require the need of more than one frequency on 
HF to handle all of the traffic that will be flowing. For those 
who took part in this exercise on Sunday, the traffic was a 
fraction of  that created in a real life event!  You actually do 
need at minimum, a tactical channel AND a traffic channel 
(possibly more) for use. For localized disasters, multiple VHF or 
UHF radios can be used.  .If we can get enough interest in doing 
so, an HF PSK31 net will help reduce voice traffic and give a 
neatly written record (once printed out) on important or semi 
confidential commo needs. Likewise, plan on propagation 
disturbances..  Example; One day, forty meters went multi-hop and 
western Ky could go no farther than about Elizabethtown in Area 5 
requiring relays to the state EOC. A similar situation could 
occur in other locations such as eastern Ky or even from northern 
Ky to southern counties in the state.

6.    Those planning for disasters will be making heavy use of 
local VHF and UHF communications, true.  However, do not fail to 
plan for multiple HF stations also.  One will be unable to keep 
up with matters in a large scale exercise requiring that 
communications be carried out either over great distances to the 
state EOC or by combined ARES/RACES and MARS efforts such as 
during this exercise.

7.    Dry Erase status boards at the amateur radio operating 
positions is an asset. This can be useful to list frequencies and 
NCS�s, important deployment assignments etc. in a format that is 
more viewable by anyone needing quick access to the info.

8.    Have in place backup radios and power supplies that can be 
interchanged quickly.  The longer and more critical the 
operation, the more important this becomes.

9.     Many need to refresh their knowledge of the phonetic 
alphabet.  Cute, off the cuff phonetics do not help in a 
disaster.  During directed net operations, some seemed unfamiliar 
with how to operate in such a scenario.  It has been suggested 
that perhaps we need a state-wide �Net Protocol� to firm up 
directed net operations.  This is being studied.

10.    During exercises, we cannot ask for an official FCC 
EMERGENCY COMMUNICATIONS DECLARATION.  Be prepared to be assailed 
by other amateurs wanting you to vacate,�THEIR FREQUENCY!� This 
occurred twice during the four days we operated.  If amateur 
radio ever goes dark, it will be because of nonsense like this! 
In a real disaster, we need to get a declaration going ASAP! 
Figure out what frequencies you need and notify the SEC, ASEC or 
Section Manager quickly so we can get to work on it.  As you 
cannot go back and edit the declaration, ask for the right thing 
the first time out! Perhaps we all need to assemble a preplanned 
frequencies list in a multi tiered form by county and Area for 
this as a disaster SOP for the whole of Kentucky.  SM Meyers also 
brought up a good point that in multi-state disasters, like a New 
Madrid quake would be, there is also a need to have coordination 
on WHO is USING WHICH frequencies.  It is important for two 
reasons, that we do not bump into one another and  yet that we 
can still easily FIND one another for information transfers 
should the need arise.

11.     While it is nearly impossible for this to occur, it would 
be nice if neighboring amateurs, EOC�s and MCP�s etc, could agree 
on what gear they will be using and buy the same models to 
facilitate easy transfers should the need arise.  In the absence 
of this, a simpler solution of standardized connectors for all 
gear such as the Anderson power pole will better enable equipment 
substitutions in a pinch.

12.     DOCUMENTATION IS A KEY ISSUE in exercises as well as 
disasters. Did the net controls archive their notes and 
participant rosters or did they throw them in the round file a 
few days after the operation?  Maintain documentation of 
participants, traffic, etc that occurred.  BTW, those Dry-Erase 
status boards we talked about earlier in #7 can be photographed 
for future reference too.  One never knows (especially in an 
actual event!) when some inconspicuous piece of information could 
be asked for or desperately needed

13.    As soon as you finish a shift, write down any thoughts you 
have regarding things that could have gone better, most 
importantly add ideas for WAYS to make them work better.  Saying 
I�ll do it next week or next month is a sure way to forgot what 
happened or ideas that came to you at the time. Be sure to 
include these in an after action report to a superior for use in 
improving future responses.  As with net rosters and traffic 
logs, these can make or break not only the documenting of this 
event, but future plans for others yet to come.


73,
Ron Dodson, KA4MAP
Ky Section Emergency Coordinator