Operations at BEECN Sites

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

Make a plan with your BEECN Cohort. 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 Shift A, and who for Shift B.

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 BEECN 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 the closest Fire Station and local NETs of the Cohort’s deployment plan.

BEECN Operational Periods and Shifts

1. The operational period for a BEECN is from 0600 to 2200, and BEECNs will not operate from 2200 to 0600 (with the next operational period starting at 0600); unless otherwise specified by PBEM.
2. Each operational period is divided into two shifts: Shift A and Shift B. Shift A runs from 0600 to 1400, and Shift B runs from 1400 to 2200.

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 to the BEECN cache and set up at the BEECN site 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.

Responsibilities Prior to Deployment

Immediately following an earthquake, BEECN volunteers:

1. Check themselves for injuries and ensure personal safety.
2. Check in with household members, ensure their safety, and treat any injuries.
3. Deploy to BEECN cache if it is safe to do so, and set it up at the BEECN site.

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.

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, stop and correct it right away.
5. Fully loaded cache carts weigh approximately 250 pounds. It takes a minimum of two people to move them.

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.

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. Leave the equipment and walk away, and call out for help. Do not attempt to confront any threatening person.

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 page 19 for instructions.
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.

Setting Up Tent Canopy

BEECN Channel Guide

Radio Script for BEECN Check In

Script legend: Variable text in {bracketed italics}, 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

a. If there is no response from the Primary Fire Station, wait five minutes, then repeat the check in message. Continue transmitting every five minutes until the Primary Fire Station responds.

b. BEECN volunteers should also attempt to reach their Secondary Fire Station if they cannot immediately reach the Primary Fire Station. There is no need to contact the Secondary Fire Station if the BEECN volunteer reaches the Primary Fire Station.

c. 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.

d. Volunteers will record the time of the first transmission and the time when Fire Sation is reached in the radio log. A radio log is included in the BEECN cache.

e. 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.

f. 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.

g. Best operating practices suggest that one volunteer is in charge of the radio and actively talking with the fire station. The other volunteer is interacting with the public and gathering radio messages to relay.

h. Volunteers shall record all radio traffic from the fire station and the time received in the radio log.

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).

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

a. The BEECN volunteers operating a BEECN are custodians of its associated equipment.

b. 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.

c. 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 and Tear Down

a. Volunteers should not cease BEECN operations until authorized by PBEM 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. It is the end of a shift, and there are no volunteers available to take over the next shift.
4. A Public Safety official in the field (such as PBEM staff, a police officer, or firefighter) orders theBEECN to demobilize.

b. 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 tearing down. [give reason for demobilization]
• …… FIRE STATION: Roger [BEECN NUMBER and BEECN NAME].

You are now marked as inactive. Please turn off your radio, remove the batteries and proceed with BEECN tear down.

c. Volunteers shall take down the tent according to the tent instructions. If there was precipitation and the canopy is wet, please do not fold it up. Instead, volunteers should leave it loosely on top of the rest of the equipment inside the cache. This will help guard against mold.

d. 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.

e. 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.

f. 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.