Operations at BEECN Sites

BEECN Guidelines

Introduction

BEECN Program Organization

BEECN Volunteers

BEECN Caches

Operations at BEECN Sites

Operations at Fire Stations

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

Deployment Planning: the BEECN Response Framework

Relevant Documents	Updated
BEECN Response Framework Form	2024.12.26

PBEM recommends that each BEECN Coordinator (BC) lead an annual process to plan ahead for deployment and activation of their assigned BEECN. To aid in that process and to share the plan with PBEM staff, a form is linked at the start of this section. The Framework should be turned in annually every March 31st at minimum, though BCs can turn them in more frequently if they wish. PBEM encourages BCs to hold a planning session with all the other volunteers assigned to their BEECN in person, virtually, or over email once a year. The planning session serves several purposes:

• Ensures that all volunteers associated with a BEECN 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 link to the Framework Form goes to a Smartsheet survey. When the BC talks over the different questions with volunteers and completes it, the BC can direct Smartsheet to email them an electronic copy. That document can then be forwarded out to the other cohort members for printing. To prepare the planning session, a BC can review the questions here:

Required?	Question	Explanation
	Specific Site Location
✓	Primary Relay	The primary message relay location (always a fire station).
✓	Primary UHF Channel
✓	Backup Relay
✓	Backup UHF Channel
✓	Shift One Time Start
	Shift One Meet Location
	Shift One FRS/GMRS Channel
✓	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 BEECN Response Framework

At the end of the survey is a checkbox reading "Send me a copy of my responses". The BC should check the box, input their email address, and click "Submit". An electronic copy of the Framework will arrive in the BC's email (check spam if you do not receive it inside five minutes). You can then forward it out to other cohort members via email. The BC might also consider adding information about how to access the cache at the BEECN Cache Storage Location.

The cohort's Framework is shared automatically with PBEM when the form is submitted. The BC 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 BEECN Channel Guide.

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 BEECN? The first BEECN 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 BEECN 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, BCs can choose when they plan to activate their BEECN 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 BEECN deployed by 0600 on March 17.

Shift One establishes the timeline and cadence for the incident going forward at that BEECN.

Shift One also requires planning considerations different from the other shifts:

1. Shift One Meet Location: PBEM does not recommend that Shift One volunteers meet at the BEECN site. Presumably, Shift One volunteers will be the first volunteers on site. But, the earthquake may have rendered the site hazardous and/or the site may be crowded with people looking for help. In either case, it makes the most sense for BEECN volunteers to gather together at a predetermined location and then proceed to the site together for an initial assessment, followed by commencement of BEECN deployment and activation. An ideal meet location may be the home of a volunteer who lives closest to the site, or the Cache Storage Location (if it is offsite).
2. Shift One FRS/GMRS Channel: If BEECN 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 BEECN to follow. Provided there are no events that interrupt BEECN operations, a response timeline at the BEECN 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.

Deployment Protocols

The radio network for BEECNs is activated 24 to 48 hours following a catastrophic earthquake that has shut down communications systems such as cell phones and landlines. Therefore, BEECN volunteers must expect to self deploy without a direct request from PBEM or other government authority. Volunteers should self-deploy and follow their BEECN Response Framework if, and only if, the following conditions are met:

1. A major earthquake has occurred in the Portland area.
2. The volunteer and their family are not in immediate danger, and are not injured.
3. Communication systems (such as land lines) are inoperative.

Self determination to deploy

Individual volunteers have personal discretion to deploy when the self- deployment protocols are met as described above. 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.

BEECN On-Site Operational Flow

Deployment Guiding Principles

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

1. Safety is always the top priority.
2. Always use the buddy system and always work in pairs. It takes at least two volunteers to operate a BEECN.
3. If you see something unsafe, say so. Everyone has permission to say, “That does not seem safe” or “I do not feel safe.”
4. If someone points out an unsafe condition at the BEECN site, stop and correct it right away.

Personal Security

1. Volunteers must never carry firearms or other weapons when volunteering at a BEECN. A folding knife or knife with less than a twelve-inch blade is acceptable as a tool.
2. If confronted by a person at any time who intends to take the equipment and/or harm the volunteers, volunteers must not engage physically or verbally. Take the handheld radio if it is safe to do so, leave all other equipment and walk away, and call out for help. Do not attempt to confront any threatening person.

BEECN site assessment

Shift One volunteers should make a safety assessment of the BEECN site before deploying there for the first shift of routine operations. Potential hazards to look out for include (but are not limited to):

• Utilities: Note the status of all utilities. If you smell gas, leave the area. If you see downed wires, assume they are live.
• Collapse Zone: Stay out of the collapse zone of any buildings. Even if a building appears to have weathered the initial earthquake, consider the aftershocks. The collapse zone is 1.5 x height of the building.
• Tall trees: Be wary of tall trees. Trees generally do well in earthquakes. But a weak tree, dying tree, or tree in loose soil is a hazard.

Again, in the aftermath of an earthquake, always assume and plan for aftershocks.

Conduct at the BEECN Cache and Site

When moving the BEECN cache and setting up at the site, volunteers should act as guests on the property. Please be respectful and avoid damaging the grounds or any property at the location. If a property owner is present, or a representative of the property owner, volunteers should follow instructions given by that person. Please represent Portland professionally and respectfully.

BEECN Set Up

1. Bring the equipment to a set up location at the BEECN site that is:
   • At least 12’ x 12’ in area
   • Level
   • Not under trees or power lines
   • Away from tall buildings and any brick or block structures
2. Unlock/open cache and do a brief inventory of the contents (except for inside the First Aid bags).
3. Set up the tent canopy using the instructions in the next subsection.
4. Load batteries into the radio and turn the radio on. See the radio setup page if you need help.
5. Turn the radio to your assigned radio channel according to 300.50: Channel Guide.
6. Use the script in Section 300.55 to check in with your station and begin passing radio traffic.
7. Record the messages you receive in the RADIO LOG included in the binder.

IMPORTANT! After using the radio, remove batteries and disassemble.

Setting Up the BEECN shelter

X

BEECN Channel Guide

To find the correct channels for a BEECN, find the BEECN on the table below. Volunteers should set their handheld BEECN radio to the primary channel first and check in with personnel at their Primary Relay site. If nobody answers, volunteers should try their Backup Relay next.

BEECN Channel Guide

Resource Name	Primary Relay	Primary UHF Channel	Backup Relay	Backup UHF Channel
BEECN NW-01 Linnton	FS-22	2	FS-26	2
BEECN NW-02 Forest Park ES	FS-27	2	FS-16	1
BEECN NW-03 Chapman ES	FS-03	2	FS-06	2
BEECN NW-04 The Fields	FS-03	2	FS-06	2
BEECN N-05 St. Johns	FS-22	2	FS-26	2
BEECN N-06 University of Portland	FS-26	2	FS-22	2
BEECN N-07 Jantzen Beach	FS-17	2	FS-08	2
BEECN N-08 Arbor Lodge	FS-08	2	FS-24	2
BEECN N-09 Jefferson HS	FS-24	2	FS-08	2
BEECN NE-10 Columbia Field	FS-17	2	FS-08	2
BEECN NE-11 Woodlawn Park	FS-14	3	FS-08	2
BEECN NE-12 Alberta Park	FS-14	3	FS-08	2
BEECN NE-13 Irvington ES	FS-13	3	FS-14	3
BEECN NE-14 All Saints	FS-28	3	FS-13	3
BEECN NE-15 Rigler ES	FS-28	3	FS-14	3
BEECN NE-16 Roseway Heights	FS-28	3	FS-12	3
BEECN NE-17 Montavilla	FS-19	3	FS-28	3
BEECN NE-18 Knott City Park	FS-30	4	FS-02	4
BEECN NE-19 Parkrose HS	FS-02	4	FS-30	4
BEECN NE-20 Wilkes Park	FS-02	4	FS-30	4
BEECN NE-21 Glenfair Park	FS-07	2	FS-30	2
BEECN SW-22 Lincoln HS	FS-01	5	FS-04	5
BEECN SW-23 PSU	FS-04	5	FS-01	5
BEECN SW-24 Ainsworth ES	FS-15	5	FS-04	5
BEECN SW-25 Lair Hill Park	FS-04	5	FS-21	5
BEECN SW-26 Hamilton Park	FS-16	1	FS-15	5
BEECN SW-27 Gabriel Park	FS-05	1	BEECN SW-28	1
BEECN SW-28 Ida B. Wells HS	FS-05	1	FS-10	4
BEECN S-29 Access Academy	FS-05	1	FS-20	1
BEECN SW-30 West PDX United	FS-18	4	FS-10	4
BEECN SW-31 Holly Farm	FS-18	4	FS-10	4
BEECN SW-32 Stephenson School	FS-18	4	FS-10	4
BEECN SW-33 Riverdale HS	FS-10	4	FS-18	4
BEECN SE-34 Colonel Summers	FS-21	5	FS-09	5
BEECN SE-35 Brooklyn Park	FS-04	5	FS-21	5
BEECN SE-36 Sellwood MS	FS-20	1	BEECN SE-37	1
BEECN SE-37 Duniway ES	FS-20	1	BEECN SE-36	1
BEECN SE-38 Woodstock Park	FS-25	3	FS-20	1
BEECN SE-39 Clinton Park	FS-25	3	FS-19	3
BEECN SE-40 Harrison Park	FS-19	3	BEECN SE-39	3
BEECN SE-41 Lents Park	FS-11	2	FS-25	3
BEECN SE-42 Flavel Park	FS-11	2	BEECN 38-38	3
BEECN SE-43 Lincoln Cemetery	FS-29	2	FS-11	2
BEECN SE-44 Ventura Park	FS-07	2	FS-30	4
BEECN SE-45 Mill Park	FS-07	2	FS-07	2
BEECN SE-46 Gilbert Heights	FS-07	2	FS-29	2
BEECN SE-47 Clatsop Butte	FS-29	2	BEECN SE-46	2
BEECN SE-48 Parklane Church	FS-07	2	FS-31	2
BEECN S-49 Elizabeth Caruthers	FS-04	5	FS-21	5
BEECN SW-50 SW Harbor Way Median	FS-04	5	FS-21	5

Radio Script for BEECN Check In

Script legend:

Variable text in yellow highlight, and spoken words in plain text. Radio scripts for BEECN to fire station:

Follow this script to notify your nearby Fire Station that you are set up and ready to communicate.

• BEECN VOLUNTEER: FIRE STATION NUMBER this is BEECN NUMBER and BEECN NAME checking in.
• FIRE STATION: Roger BEECN NUMBER and BEECN NAME. Are you at BEECN and ready to operate?
• BEECN VOLUNTEER: I am on station at BEECN NAME near (give visual landmark) and ready to operate. I have # operators at this location: List all participants at that location by name.
• FIRE STATION: Roger, # operators at your BEECN. Please continue to monitor this channel and inform me of staffing changes.

Basic BEECN Operations

1. If there is no response from the Primary Relay, wait five minutes, then repeat the check in message. Continue transmitting every five minutes until the Primary Relay responds.
2. BEECN volunteers should attempt to reach their Backup Relay if they cannot immediately reach the Primary Relay. There is no need to contact the Backup Relay if the BEECN volunteer reaches the Primary Relay.
3. If transmission quality is poor, volunteers should look at the map inside the cache and consider what objects (hills, buildings) are between them and the fire station. If possible, volunteers will move away from/out from behind those obstructions. Additionally, volunteers may have to look for higher ground to get a clear signal. Some BEECNs that are far from their fire station have a white external antenna in their kit. Volunteers can attach this antenna to the UHF handheld radio if they experience trouble communicating. The external antenna is attached by unscrewing the small flexible antenna from the radio and attaching the external antenna cable in its place.
4. Volunteers will record the time of the first transmission and the time when their Relay is reached in the radio log. A radio log is included in the BEECN cache.
5. After checking in, volunteers request permission to pass radio traffic if there are messages to relay. Otherwise, volunteers wait and listen on channel for further instructions/messages.
6. As much as possible, volunteers should keep radio traffic minimal, avoiding transmitting nonessential radio traffic. Volunteers may hear other BEECN sites talking on the same channel as well.
7. Best operating practices suggest that one volunteer is in charge of the radio and actively talking with the Relay. The other volunteer is interacting with the public and gathering radio messages to relay.
8. Volunteers shall record all radio traffic from the fire station and the time received in the radio log.

Radio Traffic Reporting 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:

PRIORITY		Explanation
1	Scene Stabilization HIGHEST	Equivalent to a 9-1-1 call. Radio traffic concerning major incidents that are causing/threatening to cause widespread casualties and property damage. This can include large and spreading fires, stopping hazardous material leaks, de-energizing electric lines and shutting off gas lines. This information should interrupt all other radio traffic.
2	Life Safety	Equivalent to a 9-1-1 call. Radio traffic reporting injuries of imminent threat to the life of a survivor or survivors.
3	Damage Assessments and Casualty Reports	Members of the public reporting significant damage to property and infrastructure, or reports of injuries and casualties.
4	Government Employee Check-in	Government employees may use the BEECN system to check in with their employers via the EOC. If necessary there are “Post Earthquake Employee Check In” forms included in the loose leaf notebook in each BEECN cache.
5	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.
6	All Other Traffic LOWEST	Any traffic that does not fall into the above categories. As a general rule, no traffic other than the above should go over the BEECN system. However, this rubric cannot predict all situations and PBEM expects BEECN volunteers to execute appropriate judgement whether the content of a message justifies reporting it to the EOC.

Message Posting

BEECNs act not only as a way for local government to receive information from the public in the wake of an earthquake, but also a means to get information to the public. BEECN volunteers may receive direction from the fire station to use the roll-up whiteboard and post a general message.

Custody of BEECN Equipment

1. The BEECN volunteers operating a BEECN are custodians of its associated equipment while the BEECN is activated.
2. BEECN equipment (such as first aid supplies) may only be taken from the BEECN site with the permission of the BEECN volunteers or professional emergency response personnel. No volunteer group or private citizen can “commandeer” or legally take BEECN supplies without the approval of BEECN volunteers on site. BEECN equipment taken without permission from present BEECN volunteers is considered stolen and should be reported as such to PBEM.
3. City of Portland or Multnomah County employees may use BEECN equipment if needed.

Media Requests

It is critical that public messaging be kept consistent and only government representatives should talk with the press during an emergency. All requests from the media to speak on the record about an emergency must be relayed to PBEM for approval. Unless authorized by PBEM, BEECN volunteers may not interview with media representatives or answer media questions about the emergency.

BEECN Demobilization

1. In a prescribed operational period, volunteers should not cease BEECN operations unless:
   1. The personal safety of the volunteers is threatened (in which case, volunteers should immediately leave the area and not follow other demobilization protocols).
   2. An urgent life/safety issue emerges for a volunteer’s loved one.
   3. Shift B does not arrive to relieve Shift A.
   4. A Public Safety official in the field (such as PBEM staff, a police officer, or firefighter) orders the BEECN to demobilize.
2. Once the decision or order to demobilize is made, BEECN volunteers will sign off from the radio with the fire station:
   • BEECN VOLUNTEER: [FIRE STATION NUMBER] this is [BEECN NUMBER and BEECN NAME]. We are demobilizing and boxing up the cache. [give reason for demobilization]
   • FIRE STATION: Roger [BEECN NUMBER and BEECN NAME].You are now marked in the EOC as inactive. Please turn off your radio, remove the batteries and proceed with securing the BEECN cache.
3. Volunteers shall take down the tent according to the tent instructions (but in reverse). If there was rain and the fabric canopy is wet, please do not fold it up with the frame. Instead, volunteers should leave the fabric canopy loosely on top of the rest of the equipment inside the cache. This will help guard against mold.
4. Volunteers must remove the batteries from the radio, since they may leak after time and render the radio inoperable. Batteries can be left inside the box with the radio.
5. Re-pack all equipment inside the box. 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 BEECN cache, for PBEM to pick up later.
6. Volunteers should next push the box back to its secure location. Once there, the volunteers should position it and lock it up the way it was found, and double-check the lock to make sure everything is secured.