East Baton Rouge Parish Emergency Operations Plan (EOP)
ANNEX B Communications
I. PURPOSE
This annex describes the processes for providing reliable and effective communications among organizations participating in an emergency operation.
This Communications Annex is designed to support the City of Baton Rouge and Parish of East Baton Rouge Emergency Operations Plan. It outlines communications procedures and facilities by which the emergency missions and functions of the operations plan will be carried out in an emergency.
II. SITUATION AND ASSUMPTIONS
A. Situation
The Emergency Communications and Warning Center is located in the East Baton Rouge Parish Mayor’s Office of Homeland Security & Emergency Preparedness (MOHSEP) Emergency Operations Center (EOC). During emergencies, it is staffed, on a 24-hour basis, by dispatch personnel assigned to the communications division. Sufficient communications equipment and capabilities are available to provide the on and off-scene communications necessary for most emergencies. In severe emergencies, augmentation may be required.
B. It is assumed that the communications system will survive and/or withstand the effects of the disaster. This annex provides adequate direction for the proper coordination of all communications systems during an emergency situation, facilitating timely response activities.
III. CONCEPTS OF OPERATIONS
A. General
The Emergency Communications Center provides a protected area with communications facilities over which the City-Parish Government is able to discharge its emergency functions during man-made or natural disasters. The Emergency Communications Center includes all those communications facilities necessary for the City-Parish to correspond to subordinate entities, as well as to echelons of the State Government and to City Governments within the Parish. Communications supporting Mutual Aid to adjacent parishes are also included.
B. Phases of Emergency Management
1. Prevention
Research type of communications equipment required for uninterrupted communications capability.
Annex B B-1 Revised: 06/2021 East Baton Rouge Parish Emergency Operations Plan (EOP)
ANNEX B Communications
2. Preparedness
a. All radio equipment is maintained under a radio maintenance contract or by a Radio Shop Technician.
b. Repairs are available on a 24-hour basis.
c. Repairmen will be available during emergencies.
d. Training of radio personnel is done on an on-going basis.
e. See Basic Plan for Emergency Condition/Action Levels.
f. Emergency Condition Level/Action Levels are also used through MOHSEP’s Standard Operating Guidelines (SOG). Watch, Warning, Impact, and Recovery are all clearly defined and each has specific procedures that MOHSEP follows regarding public notification.
3. Mitigation
An adequate communications system has been developed and plans for improvement have been formulated. Auxiliary power is available for all communications networks. Security has been provided for all radio equipment. Back-up capabilities are provided.
4. Response
a. When emergency operations are initiated, the Director of MOHSEP will determine which communications personnel will be required to report to duty. Staff requirements will vary according to the incident.
b. Warning procedures, as identified in Annex C, Warning, will be initiated.
c. Law enforcement personnel will be utilized for alternate shelter communications.
5. Recovery
a. All activities in the emergency phase will continue until emergency communications are no longer required.
Annex B B-2 Revised: 06/2021 East Baton Rouge Parish Emergency Operations Plan (EOP)
ANNEX B Communications
IV. ORGANIZATION
A. Organization
1. The organizational structure for the communications system is outlined in Appendix 1.
B. Responsibilities
1. Communications Officer
_____a. Activating and operating the EOC Communications Center during an emergency.
_____b. Enlisting communications support from local telecommunications groups.
_____c. Maintaining adequate telecommunications systems for effective communications support during an emergency between on-scene and off-site personnel.
2. Sheriff’s Department
When the EOC is activated, the Sheriff’s Department will provide Communications Operators, who in turn will be responsible for:
_____a. Monitoring and operating assigned communications stations.
_____b. Relaying messages promptly.
_____c. Recording significant messages by:
_____(1.) Entry into the EOC Operational Log.
_____(2.) Completion of an EOC Message Form.
V. DIRECTION AND CONTROL
A. The Director of MOHSEP, under direction of the East Baton Rouge Parish Government, is the overall authority for the EOC and its Emergency Communications Center.
B. The Communications Officer of MOHSEP is under the supervision of the Director of MOHSEP, and is directly responsible for the activities and establishment of facilities in the Emergency Communications Center.
Annex B B-3 Revised: 06/2021 East Baton Rouge Parish Emergency Operations Plan (EOP)
ANNEX B Communications
C. Radio officers and operators from subordinate entities of the City-Parish Government, while under direct control of their own office and operating their equipment in the EOC, will be responsive to:
1. The guidance of the MOHSEP Communications Officer to affect coordinated communications in an emergency.
2. Procedures outlined in the MOHSEP Emergency Operations Plan.
3. Procedures outlined in this Emergency Communications Annex.
D. During a State-of-Emergency, the various code systems used for brevity will be discontinued and normal speech will be used to insure comprehension. In addition, local time will be used during transmission.
VI. CONTINUITY OF GOVERNMENT
Lines of succession to each department head are according to the standard operating guidelines established by each department.
VII. ADMINISTRATION AND LOGISTICS
A. Facilities and Equipment
A complete listing of communications equipment and license specifications is maintained by the City-Parish radio shop. A description of communications equipment is located in Appendix 2.
B. Communications Protection
1. Radio
a. Electromagnetic Pulse (EMP)
One of the effects of a nuclear detonation that is particularly damaging to radio equipment is EMP. Plans call for the disconnection of radios from antennas and power sources when an Attack Warning is issued. A portable radio unit will then be employed as a back up to maintain limited communications with field groups.
This procedure will be used until an “All Clear” is announced. Cell and landline phones will also be used while they are operable.
Annex B B-4 Revised: 06/2021 East Baton Rouge Parish Emergency Operations Plan (EOP)
ANNEX B Communications
b. Lightning
Standard lightning protection will be used including lightning arrestors.
c. Wind and Blast
Damaged antennas would be replaced by the local vendor designated for these services.
2. Telephone (Common Carrier)
a. Jammed Circuits
During emergencies, phone usage in a community increases dramatically. In order to prevent vital telephone circuits from jamming, a line-load protection feature is utilized which cuts non-vital users off the circuit.
b. Emergency Service
Provided by AT&T’s priority service restoration list.
c. Priority Service Restoration
The EOC is on AT&T’s priority service restoration list.
C. Security
1. Due to the vital role of communications during emergency operations, particularly for defense purposes, the Director reserves the right to investigate the personal background on any radio operator assigned to the EOC.
D. Training
1. Each organization assigning personnel to the EOC for communications purposes is responsible for making certain that those persons are familiar with the agency’s unique operating guidelines.
E. Identification of Deficient Communications
1. Emergency Alert System (EAS)
2. East Baton Rouge Parish School Board
3. Sheriff’s Office Warning Point
Annex B B-5 Revised: 06/2021 East Baton Rouge Parish Emergency Operations Plan (EOP)
ANNEX B Communications
VIII. PLANS DEVELOPMENT AND MAINTENANCE
The Communications Officer is responsible for working with the Director of MOHSEP to maintain and improve this annex. He/she is also responsible for Standard Operating Guidelines relating to this annex.
IX. AUTHORITIES AND REFERENCES
References:
FEMA, 1996 Guide for All-Hazard Emergency Operations Planning (SLG 101)
Region II Communications Plan
Region II Tactical Interoperability Communications Plan (TICP)
X. APPENDICES TO ANNEX
1.) Organizational Chart
2.) Description of Communications Equipment in East Baton Rouge Parish
Annex B B-6 Revised: 06/2021 East Baton Rouge Parish Emergency Operations Plan (EOP)
ANNEX B: Appendix 1 Communications Organizational Chart
DIRECTOR OF MAYOR’S OFFICE OF HOMELAND SECURITY & EMERGENCY PREPAREDNESS
COMMUNICATIONS EBRP SHERIFF’S OFFICER COMMUNICATIONS
RADIO OPERATORS
SUPPORT PARISH AGENCIES DEPARTMENTS
Coordination
Direct
Annex B: Appendix 1 B-1-1 Revised: 06/2021 East Baton Rouge Parish Emergency Operations Plan (EOP)
ANNEX B: Appendix 1 Communications Organizational Chart
EAST BATON ROUGE PARISH COMMUNICATIONS SYSTEM
West Feliciana Pointe Coupee East Feliciana Parish EOC (1) Parish EOC Parish EOC
(1) (1)
(1) RBS Control Room, TSC, or (1) (1) GOHSEP EOC EOF LRPD Office
West Baton (1) Rouge Parish Joint Traffic and EOC Information Access Center Controllers (3)
Local East Baton Rouge (1) Reception Parish Warning Point Key Center (3)(4) ------Emergency EOC Communication Organization Center (3) Heads River Center (1) Reception Emergency Personnel Bus Staging
Local Areas (1) Shelters Special (3) Facilities (4) Alert and (2) (4)
Notification Emergency Monitoring and Emergency Decontamination Broadcast System Center WJBO-WFMF EMS Special Notification Devices (4) (6)
General Ambulances Public Alert
and Hospitals: Our Lady of Notification the Lake Regional (5) Legend: Medical Center; Baton Rouge General Medical Center
RBS Emergency Hotline Commercial Telephone Line Radio Link: (1) Mayor’s Office of Homeland Security & Emergency Preparedness (5) Ambulance- to- Hospital Frequency (2) Special Notification Devices (6) Hospital- to- Hospital Frequency (3) Law Enforcement (4) Emergency Medical Services (EMS)
Annex B: Appendix 1 B-1-2 Revised: 06/2021 East Baton Rouge Parish Emergency Operations Plan (EOP)
ANNEX B: Appendix 2 Parish-Wide Communications Equipment
A. Radio Services:
1. City Police:
The Baton Rouge City Police Department is on the 700/800 MHz system.
2. Fire Department:
The Baton Rouge Fire Department is on the 700/800 MHz system.
3. East Baton Rouge Parish Volunteer Fire Departments:
The East Baton Rouge Parish Volunteer Fire Departments are on the 700/800 MHz system.
4. Department of Public Works:
The Baton Rouge Department of Public Works is on the 700/800 MHz system.
5. East Baton Rouge Parish Sheriff’s Office:
The East Baton Rouge Parish Sheriff’s Office is on the 700/800 MHz system.
6. Mutual Aid System:
The Mutual Aid System has: four (4) assigned channels on the 700/800 MHz system and a base situation on 155.160 MHZ. These systems are operated by the Baton Rouge Fire Department. The Mutual Aid Network consists of Stations for industry, law enforcement, hospitals, and city-parish coordinated emergency work.
7. Louisiana State Police:
Louisiana State Police is on the 700/800 MHz system.
8. GOHSEP:
Base station on 45.60 MHZ. This station is located at 3773 Harding Boulevard, Room 216, Baton Rouge, Louisiana, 70807. This system provides access to the state area net. GOHSEP is also on the 700/800 MHz system.
Annex B: Appendix 2 B-2-1 Revised: 06/2021 East Baton Rouge Parish Emergency Operations Plan (EOP)
ANNEX B: Appendix 2 Parish-Wide Communications Equipment
9. MOHSEP:
Base station is on 155.145 MHZ. This station is located at 3773 Harding Boulevard, Room 216, Baton Rouge, Louisiana, 70807. This station serves MOHSEP and volunteer personnel. Base station 460.100 MHZ (Transmit) and 465.100 MHZ (Receive). MOHSEP is also on the 700/800 MHz system.
10. Baton Rouge Airport Police/ARFF:
Base station on 700/800 MHz. All Airport Police/ARFF emergency vehicles, as well as portable radios, operate on 700/800 MHz.
11. Emergency Medical Services:
Emergency Medical Services (EMS) utilizes several radio systems. Day-to-day operations are conducted on the 700/800 MHz Radio system. Copies of the Radio Licenses for EMS, along with their specification, are maintained by the City/Parish Radio Shop.
Main Communications - 700/800 MHz Radio: Med-Comm, EMS Vehicles, and EBRP Hospitals - National Med-Channel System: Med-Comm, EMS Vehicles, BRGH, and OLOL - HEAR Radio System: Ambulance Services, Area Hospitals - Area hospitals are contacted by radio on the 700/800 MHZ Radio System by East Baton Rouge Parish Emergency Medical Services (EMS). Other EMS agencies use telephone.
12. Baton Rouge Recreation and Parks Commission:
Baton Rouge Recreation and Parks Commission (BREC) is on the 700/800 MHz system.
13. Animal Control:
Animal Control is on the 700/800 MHz system.
14. Mosquito Control:
Mosquito Control is on the 700/800 MHz system.
Annex B: Appendix 2 B-2-2 Revised: 06/2021 East Baton Rouge Parish Emergency Operations Plan (EOP)
ANNEX B: Appendix 2 Parish-Wide Communications Equipment
15. Radio Amateur Civil Emergency Service:
The Radio Amateur Civil Emergency Service (RACES) provides for amateur radio operation for MOHSEP purposes only during periods of local, regional, or national civil emergencies, including any emergency which may necessitate invoking of the President’s War Emergency Powers under the provisions of Communications Act of 1934 Section 706 (47 U.S.C. 606), as amended RACES Communications Plan will be in accordance with Federal Communications Commission (FCC) Rules and Regulations Part 97, Sub-part F. Formation of this plan will be in accordance with the State of Louisiana RACES Plan. Amateur equipment is present and operable on the frequencies and at the maximum power as authorized by the FCC. Station call letters are KD5CQB and KD5CQB/Rpt. The FCC has issued FEMA eighteen call signs to be used by FEMA during emergencies. A listing of these call signs is located in the RACES room.
16. Emergency Alert System:
The EAS is maintained by remote pickup (RPU) in conjunction with the EAS station WJBO-AM operating with 30 watts of 30F3 on the frequency of 161.73 MHZ. The call letters are KSQ391. EAS interrupts local television and radio programming. The EAS network can be activated from the 9-1-1 Communications Center, the National Weather Service, GOHSEP, or by calling WJBO radio station and requesting them to broadcast the message over the EAS network.
B. Common Carrier Service:
1. IPAWS:
Integrated Public Alert and Warning System (IPAWS) is FEMA's national system for local alerting that provides authenticated emergency and life-saving information to the public through mobile phones using Wireless Emergency Alerts, to radio and television via the Emergency Alert System, and on the National Oceanic and Atmospheric Administration's Weather Radio.
2. Alert FM:
ALERT FM provides emergency officials an addressable and direct communication path for communities of any size in the event of a public emergency. ALERT FM is a reliable system and streamlines the process of sending mass notifications in times of crisis. Messages can be targeted geographically: zip/postal codes, counties, state(s), or an entire country when seconds matter.
Annex B: Appendix 2 B-2-3 Revised: 06/2021 East Baton Rouge Parish Emergency Operations Plan (EOP)
ANNEX B: Appendix 2 Parish-Wide Communications Equipment
3. Red Stick Ready Informational Text Updates
Citizens sign up to subscribe for the most up-to-date and accurate information regarding emergency preparedness in East Baton Rouge Parish via text message updates on their smart phones.
4. Emerg-Alert:
Interrupts cable television programming. The Emerg-Alert network provides the activating agency direct voice communications to the viewing public over the cable television system. The network is activated by phone and interrupts cable television programming while the message is being delivered.
5. I-Notification System:
A system utilizing the internet to notify participating area plants and government agencies of any situation involving area plants which may be cause for concern; for example, an unusual odor, noise, or life threatening situation. Users log on from a terminal on site and notifications are transmitted to all users that are logged on.
6. Commercial Telephone:
The City-Parish is serviced by AT&T’s ESSX System. Total breakdown is backed up by special lines outside the ESSX system.
7. 911:
911 is manned by the Emergency Medical Services on a twenty-four (24) hour basis. This system is housed in the Communications Division located at 3773 Harding Boulevard, Baton Rouge, Louisiana, 70807. Alternate 911 relocation site(s) are located in the Emergency Medical Services Continuity of Operations (COOP) Plan.
8. Social Media:
The use of social media during an incident has become significant. MOHSEP uses Facebook, Instagram, Twitter and the Internet to disseminate critical information to the public.
Annex B: Appendix 2 B-2-4 Revised: 06/2021