Operations at Fire Stations

BEECN Guidelines ↱

Introduction

BEECN Program Organization

BEECN Sites

BEECN Volunteers

BEECN Caches

Operations at BEECN Sites

Operations at Fire Stations

This section steps volunteers through what to do when deployed to a fire station to support BEECNs in an emergency or during an exercise. Operations for volunteers who deploy to BEECN sites are covered in Operations at BEECN Sites.

Relevant Documents	Updated
BEECN Response Framework Form	2025.01.01
Response Framework Sample
BEECN Radio Log (same as NET Form 6)	2022.01.24

Fire Station Operations Basics

The BEECN system is a hierarchical network of communication nodes, with the objective of passing radio messages between neighborhoods and the EOC. The foundation of the network is the 50 BEECN UHF handheld radios transmitting from every area of Portland. Each BEECN has a primary relay point, which is the VHF Orange Kit at the nearest fire station. Radio messages are then relayed from the fire station up to the EOC. Radio messages also come from the EOC to the BEECNs.

The diagram below illustrates one part of the BEECN network.

A basic part of the BEECN network. In this example, BEECN-19 is sending radio traffic to Fire station 02 (FS-02). However, FS-02 must also exchange radio traffic with BEECNs NE-18 and NE-20. All radio traffic at the fire station level is relayed to the EOC.

Deployment Planning: Fire Station Response Framework

PBEM recommends that each cohort of fire station volunteers collaborate on an annual process to plan ahead for deployment and activation of their assigned fire station. To aid in that process and share the plan with PBEM staff, a form is linked at the start of this article. PBEM can provide email addresses of fellow cohort members so that a volunteer can organize the process.

The Framework should be turned in annually every March 31st at minimum, though volunteers can turn them in more frequently if they wish. PBEM encourages cohorts to hold a planning session with all the other volunteers assigned to their fire station in person, virtually, or over email once a year. The planning session serves several purposes:

• Ensures that all volunteers in a fire station cohort are on the same page and coordinating;
• Helps volunteers revisit and review their responsibilities;
• Ensures adequate staffing between Shifts A and B;
• Offers space for volunteers to check in and get to know one another;
• The completed Framework confirms to PBEM that volunteers are still managing the fire station's Orange Kit.

The Framework form is a Smartsheet survey. When the cohort talks over the different questions and completes it, the volunteer completing it can indicate to email an electronic copy. That document can then be forwarded out to the other cohort members for printing. The Framework surveying questions include:

Required?	Question	Explanation
✓	Shift One Time Start	The post-earthquake timeframe the BEECN cohort agrees to begin operations. See: Shift One.
	Shift One FRS/GMRS Channel	Optional. The FRS/GMRS channel BEECN volunteers will coordinate on leading up to the start of operations.
✓	Last Inventory Year	The cache should be inventoried once a year at least, and preferably carried out as a team activity so all volunteers can get acquainted with the equipment. This question helps the BC schedule an inventory with their cohort as needed.
	Last Inventory Month
✓	Shift A Roster	List of BEECN volunteers who plan to deploy for Shift A from 0600 - 1400.
✓	Shift B Roster	List of BEECN volunteers who plan to deploy for Shift B from 1400 - 2200.

Sharing out the fire station Response Framework

At the end of the survey is a checkbox reading "Send me a copy of my responses". The volunteer completing the survey should check the box, input their email address, and click "Submit". An electronic copy of the Framework will arrive in the volunteer's email (check spam if you do not receive it inside five minutes). They can then forward it out to other cohort members via email.

The cohort's Framework is shared automatically with PBEM when the form is submitted. The volunteer should also forward the Framework via email to the fire station that serves as their Primary Relay as an FYI. To find the email address for a fire station, click the appropriate fire station link in the Fire Station Directory.

BEECN Operational Periods and shifts

A single BEECN operational period is 24 hours and divided into three eight hour sections:

Shift A: 0600 - 1400

Shift B: 1400 - 2200

Inactive Period: 2200 - 0600

Shift One

So when should a cohort first activate their Orange Kit? The first shift of an activation is called "Shift One". PBEM does not expect to activate the BEECN system from the EOC side for 24 to 48 hours after an earthquake. The fire station cohort should activate some time around that timeframe, but the starting point on the clock should either be 0600 or 1400. Therefore, in the Response Framework, volunteers can choose when they plan to activate their Orange Kit from the following options:

• 24 hours post earthquake, rounded forward to 0600
• 24 hours post earthquake, rounded forward to 1400
• 36 hours post earthquake, rounded forward to 0600
• 36 hours post earthquake, rounded forward to 1400
• 48 hours post earthquake, rounded forward to 0600
• 48 hours post earthquake, rounded forward to 1400

For example: let's say a cohort selects "36 hours post event rounded forward to 0600". Now suppose the earthquake hits at 0248 in the morning on March 15. That means the team should aim to have the Orange Kit deployed by 0600 on March 17.

Shift One establishes the timeline and cadence for the incident going forward at that fire station. When a cohort chooses their start time, it is recorded to a schedule kept by PBEM so that EOC staff know around when they can expect to hear from specific BEECNs. In the aftermath of an earthquake a cohort may begin their operations sooner than their Shift One time, but should avoid starting later if possible.

Shift One FRS/GMRS Channel: If fire station volunteers have access to FRS/GMRS radios, they could be used to speak amongst each other to check in before shift. If the cohort decides to take this route, they should choose an agreed FRS/GMRS channel to speak on.

Operational cadence

The timing of Shift One establishes the operational cadence at the fire station that follows. Provided there are no events that interrupt BEECN operations, a response timeline at the fire station will look like this (in this example, Shift One begins at 0600:

Time	Day	Activity
0530 - 0600	Operational Period 1	Shift One volunteers meet at predetermined meeting point and conduct BEECN site assessment to make sure hazards are clear.
0600 - 1400	Operational Period 1	The Shift One volunteers move the cache from its secure location and set up to begin Shift A operations.
1330 - 1400	Operational Period 1	Shift B volunteers arrive to relieve Shift A. Shift A turns over message logs and other important information to Shift B.
1400 - 2130	Operational Period 1	Shift B volunteers commence operations.
2130 - 2200	Operational Period 1	Shift B volunteers wrap up operations and secure the cache. BEECN operations have concluded for the day.
2200 - 0600	Operational Period 1	No activity.
0600 - 1400	Operational Period 2	Shift A volunteers arrive for Operational Period 2. They pull the cache from its storage and begin operations.
1330 - 1400	Operational Period 2	Shift B volunteers arrive to relieve Shift A. Shift A turns over message logs and other important information to Shift B.
1400 - 2130	Operational Period 2	Shift B volunteers commence operations.
2130 - 2200	Operational Period 2	Shift B volunteers wrap up operations and secure the cache. BEECN operations have concluded for the day.
...and the cycle continues until BEECNs are de-activated by PBEM or the BEECN cohort can no longer continue.

X

Fire Station Volunteers: General Objectives

In the event of a deployment, Fire Station cohorts:

1. Stay safe, and will abort their deployment if they feel unsafe.
2. Deploy to their assigned fire station to access the orange VHF Go-Kit (See Equipment Caches BEECN Radio Go KitEquipment_Caches#BEECN_Radio_Go_Kit for equipment details).
3. Set up the Go-Kit at the fire station, as well as the handheld UHF radio.
4. Pass radio traffic between nearby BEECNs and net control at the city’s ECC.

Deployment Planning

Have a plan. Cohorts must consider that an earthquake knocking out communications systems means volunteers will be unable to check in with each other. Therefore, cohorts must plan ahead on who deploys for the first 8-hour shift, and who for the second. Furthermore, all four volunteers (Primary and Backup) assigned to a shift should deploy for that shift if they can. If one or both Primary volunteers cannot deploy, the Backup volunteers are still present to carry out fire station responsibilities and/or assist the Primary Volunteers if needed. Backup volunteers can also rotate Primary Volunteers out of their shift for breaks to eat, use the bathroom, etc.

PBEM recommends that the Cohort Coordinator inform local NETs of the cohort’s deployment plan. The Team ARO for a local NET may need to access the orange Go-Kit in the event of a disaster.

Responsibilities Prior to Deployment

Immediately following an earthquake, FS volunteers:

a. Check themselves for injuries and ensure personal safety.

b. Check in with household members, ensure their safety, and treat any injuries.

c. Deploy to fire station if it is safe to do so and commence operations.

Deployment Protocols

BEECNs are deployed 24 to 48 hours following a catastrophic earthquake that has shut down communications systems such as cell phones and land lines. Therefore, FS volunteers must expect to self deploy without a direct request from PBEM or other government authority. FS volunteers deploy to their assigned fire station and set up the Go-Kit if, and only if, the following conditions are met:

a. No less than 24 hours have passed since a catastrophic earthquake.

b. The volunteer and his or her family are not in any immediate danger, and are not injured.

c. Communication systems (such as land lines) are inoperative.

d. Volunteers have received no direct instructions from PBEM or other government authority.

Self Determination to Deploy

Individual volunteers maintain personal discretion to deploy when the self- deployment protocols are met as described in 400.20. The decision to deploy following a disaster is a volunteer’s own, and a volunteer may never be coerced into deploying. A volunteer who chooses not to deploy will not be subject to any consequences related to his or her standing in the BEECN program.

Deployment Guiding Principles

During the course of any deployment or exercise, FS volunteers must ensure that all chosen actions conform to the following guiding principles:

a. Safety is always the top priority.

b. Use the buddy system and always work in pairs. It takes at least two volunteers to relay radio traffic from the fire station.

c. If you see something unsafe, say so. Everyone has permission to say, “That does not seem safe” or “I do not feel safe.”

d. If someone points out an unsafe condition, stop and correct it right away.

Conduct at the Fire Station

a. When arriving at the fire station, volunteers should act as guests on the property. Please be respectful and avoid damaging equipment or property at the station.

b. Credentials are required in order to access to the VHF kit. Fire station staff are instructed NOT to give volunteers access unless they possess an official PBEM volunteer badge.

c. Except in highly unusual circumstances (i.e. potential life safety situation at the fire station), the Go-Kit should never leave the premises of the fire station.

Basic Fire Station Operations

a. Community residents go to their nearest BEECN to send information to the Portland ECC. To accomplish this, BEECN operators send messages via a UHF handheld radio to the volunteer team at the nearest fire station, and the fire station re-broadcasts BEECN messages via amateur radio to the Portland ECC. There are at least two team members at the fire station:

1. Amateur Radio Operator (FCC licensed): responsible for setup and operation of the amateur radio and communicating with the ECC. All amateur radio use and transmission must be in compliance with Federal Communications Commission (FCC) rules and regulations.
2. UHF Radio Operator (no license necessary): Responsible for setup and operation of the UHF handheld radio and communicating with nearby BEECN sites.

b. FS volunteers should maintain a written log of communications to and from their station using the BEECN Radio Log Form.

c. The ARO checks in with the Multnomah County Amateur Radio Emergency Service (ARES) Resource Net Controller on the Multnomah County Secondary Repeater MC-2, which is stored in memory channel 2 of VHF radio. Checking in with the Resource Net, the ARO gives his or her FCC call sign and waits for acknowledgement from the net control operator. Once recognized, the ARO may be asked to provide additional information such as

• „„Name
• „„Location
• „„Available equipment, including communications and transportation resources
• BEECN affiliation
• „„Other information deemed necessary by the ARO or requested by net control

d. If no contact is possible on the Multnomah County ARES Resource Net via the MC-2 repeater, AROs should attempt to make a simplex contact with the Resource Net using the output frequency of the MC-2 repeater: 147.280 MHz, which can be accomplished using MC-12 stored in memory channel 12.

e. After checking in with the Resource Net Controller (or attempting to check in) the ARO should switch over to the BEECN simplex frequency: 144.410 MHz, which should be stored in memory channel 20.* The ARO will use 144.410 MHz to check in with the BEECN Tactical Net Controller sited at the ECC and provide any requested information.

f. Regular radio traffic and monitoring commences. BEECNs will request permission from the fire station to begin passing traffic. The BEECN Net Controller will contact each fire station periodically for status reports. (AROs will handle life threatening situations by calling 911 if it is available.)

g. The operator of the UHF handheld is responsible for regularly checking in with the BEECNs on their channel. This includes BEECNs on the channel not normally associated with the fire station (e.g. a BEECN whose operators cannot reach their normally assigned fire station may reach and need assistance from another).

* If changing to channel 20** causes PNTC13 to appear on the radio's display, the channel is programmed with the BEECN simplex frequency. If PNTC13 doesn't appear, the ARO can use the radio's VFO mode to select 144.410 MHz. On Icom transceivers VFO mode is accessed by pressing the [V/MHz] key to select VFO mode when the transceiver is not already in VFO mode. The [V/MHz] key is the right-most key below the display. Hint: If a small M is displayed to the right of the frequency, the transceiver is in Memory mode rather than VFO mode. .

Once the transceiver is in VFO mode, rotate the tuning knob on the right to select 144.410. If the initial frequency is a long way from 144.410, you can save time by briefly telling the transceiver to change frequency 1 MHz at a time by tapping the [V/MHz] key. The display should change to show fewer digits. After the first three digits show “144”, tap the [V/MHz] again to return to the normal VFO tuning mode.

** Channel Assignments Used in BEECN VHF Radios

Radio Traffic Priorities

Members of the public will have many different purposes for relaying messages through the BEECN network. If messages compete for priority, volunteers should use this guide to decide which messages get relayed soonest:

1. Fire/Life Safety: these are, essentially, 9-1-1 calls. If a BEECN receives one of these messages it takes priority over and interrupts all other radio traffic.

2. Damage Assessments and Casualty Reports: members of the public reporting significant damage to property and infrastructure, or reports of injuries and casualties. Portland Fire & Rescue will be the lead resource responsible for these.

3. Government employee check-in: Government and TriMet employees have systems in place to contact their employers. If necessary there are “Post Earthquake Employee Check In” forms included in the loose leaf notebook in each BEECN cache.

4. Person Location: this is a request from someone to help find a missing loved one. BEECN volunteers can direct people to resources but will not facilitate reunification of families, house mates or loved ones.

5. Other: Any traffic that does not fall into the above categories (e.g. media requests).

BEECN Station List

The following table indicates which BEECNs each fire station will communicate with and the UHF channel to use:

Amateur Radio Script for Fire Station ARO to Net Control

See BEECN Scripts.

Fire Station BEECN Activity Demobilization

a. Scripts appear as Appendix A of these Guidelines.

b. Re-pack all equipment inside the orange Pelican case. If any equipment is missing, volunteers should indicate that at the end of the log along with any explanation as to why the equipment is missing. Volunteers may then leave the log inside the orange Pelican case, for PBEM to pick up later.

c. Volunteers should next return the Go-Kit to its storage area at the fire station and let PF&R staff at the station know that BEECN activities have ceased.