EMERGENCY COMMUNICATIONS QUARTERLY: SPRING/SUMMER 2009 Bureau of Alcohol, Tobacco, and Firearms, and State Fire 2008 and 2009 Super Bowl Marshals. “Because it was only about 20 people, we gave them Florida Responders Achieve Championship all radios from our [Pinellas] system,” says Montanari. “We set Emergency Communications up a talkgroup for traffic; we had a talkgroup for outside security, “Relationships are inside security, and medical. We everything, and we have a large system with over 53 While every baseball team starts the season with dreams of making channels, so we were able to use really couldn’t have it to the World Series, not every city plans to host it. “When the Rays our channels and issue radios to the agencies that came in.” better relationships entered the playoffs, we had no idea we would end up in the World Series,” says Pam Montanari, Radio and Data Systems Manager for As the team progressed to the World Series, Pinellas County also backstage.” Pinellas County Emergency Communications. But the Rays competed brought in radios for (MLB) and the other in the World Series, and local authorities had to be ready with Federal agencies that support the biggest baseball games of the year. multiagency coordination, increased security, and a communications plan that an international event of that scale requires. Montanari stressed that the keys to their success were designating specific talkgroups for different functions and having a large radio Fortunately, interoperable communications planning has long cache in Pinellas County, which enabled them to provide radios to been a part of the Tampa Bay Urban Area. Montanari credits the St. all Federal and State agencies and MLB personnel. Petersburg authorities who work the 81 regular season home games at with providing a strong and experienced team at The lost the series to the Phillies, but the stadium. Montanari feels that the city of Tampa Bay had a winning emergency communications line up. “Going forward, we are very confident in “For the division playoffs, we had about three days to incorporate the communications interoperability that we have,” she said. the Federal agencies into our 205,” says Montanari referring to the Incident Command System Form 205 used to detail available Super Bowl: Super Planning communications resources and plan communications strategies. Unlike the location of the World Series, which is determined by “And then it kind of worked that way in the World Series, too.” the final teams’ locations, the NFL’s Super Bowl site is decided years Emergency in advance. So Tampa, Florida, another partner in the Tampa Bay Beginning withCommunications the division playoffs, the local authorities Urban Area, had plenty of time to prepare to host Super Bowl XLIII coordinated with Federal and State agencies, including the Florida on February 1, 2009. DepartmentQuarterly of Law Enforcement, Federal Bureau of Investigation, Continued on Page 5

Spring/Summer 2009 Director’s Message 2 Inaugural Emergency Communications 6 SCIP Implementation Workshops 3 U.S. Virgin Islands Tabletop Exercise 7 2010 Olympics 3 About ECQ 8 National Conference 4 Calendar of Events 8 Q&A 5 Director’s Message Dedicated to Supporting SCIP Implementation Across the Nation, emergency responders and This fiscal year, OEC received TA requests from over goals for the IECGP in coordination with the Federal government officials are making great strides 98 percent of States and territories, resulting in 239 Emergency Management Agency Grant Programs toward achieving communications operability and individual requests. States may request up to five Directorate; and, establish a baseline to measure future interoperability in their offerings annually from OEC’s TA catalog, which progress within each State. States and territories. These includes support in the areas of Governance and unprecedented efforts are Standard Operating Procedures, Communications The National Summary of SCIPs, released by OEC in supported by the development Unit Training, Communications Operations, February of this year, provides the common themes, and implementation of Statewide Communications Systems Engineering, Tactical gaps, initiatives, and a sample of best practices identified Communication Interoperability Communications Enhancement, and Communication in the 56 SCIPs and updated SCIP Implementation Plans (SCIP), which are locally- Assets Survey and Mapping (CASM). OEC vets all TA Reports. States can use the information in the National driven, multi-jurisdictional, and requests, evaluating how they will address SCIP gaps, Summary of SCIPs to identify practices used by other multi-disciplinary statewide increase interoperable communications capabilities, States to overcome similar gaps and develop initiatives roadmaps for enhancing and mitigate risks. Requests are then prioritized to for future collaboration on statewide plans. emergency communications maximize the impact of the assistance. interoperability. Through TA, SCIP Implementation Workshops, OEC also offered States the opportunity to participate the National Summary of SCIPs, and the SCIP Chris Essid, Director Last year, the U.S. Department of in one-day SCIP Implementation Workshops to Implementation Reports, OEC supports and guides Office of Emergency Communications Homeland Security (DHS) approved bring together State and local representatives— States and territories as they work to implement their the SCIPs of all 56 States and across disciplines and regions—to discuss the State’s SCIPs. Progress will only come through the hard work territories. This amazing accomplishment represents communications gaps and SCIP initiatives. The first and dedication of stakeholders at all levels, and we are the culmination of dedicated efforts across the round of workshops was completed this June, with 49 committed to doing our part to facilitate and enable Federal, State, and local emergency communications of 56 States and territories participating. OEC worked each State’s and territory’s success. community. directly with Statewide Interoperability Coordinators and other stakeholders to design the workshops to meet For more information on OEC’s SCIP Implementation During SCIP development, DHS’s Office of Emergency each State’s needs. Support activities, visit http://www.safecomprogram. Communications (OEC) provided technical assistance gov/SAFECOM/statewideplanning/, or e-mail OEC at and guidance to the States and territories. OEC For each State and territory, OEC prepared a SCIP [email protected]. analyzed the SCIPs and incorporated those findings Implementation Report based on a comprehensive into the development of the National Emergency review of the State’s respective SCIP. The reports Communications Plan (NECP) and Interoperable provide a “snapshot” of the status of interoperabil- Emergency Communications Grant Program (IECGP) ity in each State and describe the current status of grant guidance. Now, as the States and territories communications interoperability across the lanes of work to implement their SCIPs, OEC is supporting the Interoperability Continuum to include capabilities, them by providing Technical Assistance (TA), offering interoperability gaps, strategic initiatives, and next SCIP Implementation Workshops, developing SCIP steps. The SCIP Implementation Reports help OEC Implementation Reports, and producing the National align resources and programs more effectively to meet Summary of SCIPs. identified State and territory needs; establish funding

2 – Emergency Communications Quarterly SCIP Implementation Workshops This June, the U.S. Department of Homeland In Guam, workshop participants developed an Similarly, the Puerto Rico workshop resulted in a Security’s (DHS) Office of Emergency Interoperable Communications Working Group shared understanding of the SCIP, updates to SCIP Communications (OEC) completed the first round charter that lays out the group’s purpose, scope, initiatives, and the development of project plans of Statewide Communication Interoperability Plan roles and responsibilities, membership, operating for prioritized initiatives. Overall, the workshops (SCIP) Implementation Workshops, held across the principles, and next steps. represented a valuable opportunity for collaboration Nation beginning in October 2008. In December and coordination for both OEC and territory 2008 and January 2009, OEC conducted workshops In CNMI, the workshop provided an opportunity representatives. in three of the U.S. territories: Puerto Rico, Guam, for participants from across the territory’s four and the Commonwealth of the Northern Mariana municipalities (Saipan, Rota, Tinian, and the For more information on SCIP Workshops or other Islands (CNMI). These workshops enabled face-to-face Northern Islands) to come together as a newly OEC initiatives, email [email protected]. interaction between OEC and the territories’ established SCIP Task Force. The workshop also emergency communications leaders—and provided provided an opportunity for them to increase their OEC with a greater awareness of the specific understanding of their SCIP, update it, and draft challenges the territories face. implementation plans for priority initiatives.

2010 Olympics: Effective Communications as the World Joins in Competition High profile public events present unique coordination and The CIWG is one of seven working groups created by the The Integrated Interoperable Communications Plan includes communication challenges for public safety agencies. The Washington Governor’s Office’s Olympic Security Committee the activities of government and non-government emergency upcoming 2010 Olympic and Paralympic Games, as well as the to coordinate State homeland security functions during the response providers within the Seattle-Tacoma-Bellevue 2009 World Police and Fire Games, in Vancouver, Canada, are Games. The CIWG is co-chaired by the Washington State Metropolitan area corridor, the Puget Sound coastline, no exception. Patrol and the Federal Bureau of Investigation, and includes and the U.S.-Canada border. Once the Plan is tested and representatives from Federal, State, local, and tribal agencies, approved, it will lay the foundation for county and local Though Vancouver is located approximately 30 miles north of military components, and non-governmental organizations in response interoperable communications preparedness, and for the U.S.-Canada border, U.S. emergency responders will have the the region. collaboration with their Federal and State partners. means to communicate across jurisdictions and agencies should the need arise. To help ensure cross-border communications To assist CIWG’s mission, OEC is working to ensure that data The 2010 Olympics Coordination Center, which OEC and U.S. interoperability during the Games, the U.S. Department of and voice communications during critical security operations Customs and Border Protection are jointly establishing, will Homeland Security Office of Emergency Communications (OEC) can be exchanged seamlessly among Federal, State, and local law serve as the central hub for the United States for collecting and is leading a number of efforts to support the Washington State enforcement, emergency responders, and homeland security distributing information about incidents related to the Games. 2010 Olympics Security Committee’s Communications Interoper- personnel within the United States and across the border. OEC’s The Center will be capable of handling mission-critical voice, ability Working Group (CIWG). technical and operational support to CIWG includes three video, and data needs for more than 50 agencies directly or initiatives: the Integrated Interoperable Communications Plan, the indirectly supporting preparedness and response efforts at 2010 Olympics Coordination Center, and regional training the Games. and exercises. Continued on Page 5

Emergency Communications Quarterly – 3 “DHS needs to integrate the State and local OEC Holds National Conference aspect early on rather than on the backend” On Emergency Communications Juliette Kayyem DHS Assistant Secretary of The U.S. Department of Homeland Security’s (DHS) Administrator Ross Ashley and Washington, D.C. Intergovernmental Programs Office of Emergency Communications (OEC) Homeland Security and Emergency Management hosted the first National Conference on Emergency Agency Director Darrell Darnell engaged participants Communications at the downtown Hilton Chicago with insight into the priorities of the Administration April 22-24, 2009. About 450 members of the and State and local governments. emergency response community from across the country attended the event, representing public In addition, State and local emergency response safety, government officials, and private industry. officials had the opportunity to provide examples The theme, Effective Communications for a Secure of ongoing challenges and successes related to Nation, advanced the goals of the National Emergency emergency communications interoperability. The Communications Plan (NECP) and enlisted the conference provided a forum for attendees to provide emergency response community in support of NECP input on current and future DHS initiatives and implementation. discuss best practices and lessons learned for operable “In these uncertain times and limited resources focus is and interoperable emergency communications. essential,” said OEC Director Chris Essid in his closing “DHS needs to integrate the State and local aspect early Conference outcomes included the following: remarks, “It is clear to me that wringing out the on rather than on the backend,” stated DHS Assistant inefficiencies at the Federal level is a priority of this • Engaged conference participants with Federal Secretary of Intergovernmental Programs (IGP) Juliette administration and of all the Federal staff in this room officials to collect input on technical and Kayyem in her presentation during the National today. We can do better and we will do better. We operational initiatives to better support nationwide Conference, “For those of us, like me, we are not first now emerge with a national focus poised to produce interoperability responders, and we need to recognize this.” IGP’s extraordinary results.” mission is to promote an integrated national approach • Implemented social media tools, including to homeland security by ensuring, coordinating, Twitter, to interface with the emergency response For more information on OEC and the National and advancing Federal interaction with State, local, community and the public Conference on Emergency Communications, please territorial, and tribal governments. • Clarified rules, regulations, and decision making visit www.DHS.gov: keyword National Conference on process for State, local, territorial, and tribal Emergency Communications, or email The agenda included plenary sessions and speaker communities to secure grant funding [email protected]. panels addressing NECP implementation, State and • Identified partnering opportunities for emergency local governance planning and coordination, and responders to work closer together to implement the grants and tools development information. Keynote NECP’s goals and objectives speakers such as Federal Emergency Management Agency Grants Program Directorate Assistant

4 – Emergency Communications Quarterly Q&A 2010 Olympics - Continued from Page 3 World Series & Super Bowl - Continued from Page 1 To promote effective execution of CIWG’s “We went down to Miami for Super Bowl XLI and worked in conjunction with What did you take communications plans and protocols, OEC them,” says Major John Bennett, District 2 of the Tampa Police Department. “We supports interoperable communications training also went to Arizona [for the 2008 Super Bowl] and did joint planning there. We away from the and exercise activities within the region. These then had our first planning meeting right after that.” activities include a series of workshops, tabletops, National Conference and functional exercises, as well as technical Major Bennett says the Tampa area is no stranger to large events. It tends to draw assistance for planners. a lot of campaign appearances in election years, absorbs thousands of visitors for on Emergency the annual Gasparilla festival, and hosts numerous large professional and college The interoperable communications model sporting events every year. “This was not our first rodeo,” said Bennett. Communications? developed for the Games is repeatable. It can be adopted by other States and border regions However, he did acknowledge that the size and significance of the Super Bowl “Meeting all of our peers… a little from for use in future high-profile events. OEC will made it unique—and the last time Tampa hosted the Super Bowl in 2001 was each perspective adds up to a lot. It was collect lessons learned and best practices from before September 11. “The security has changed,” says Bennett. “Also, the scale also helpful to hear the experience of exercise activities and the Games’ operational of the event has changed.” In addition to the game itself, there were nearly 200 our international counterparts.” execution to provide future guidance for the NFL-sanctioned side events throughout the region. interoperable emergency communications Lloyd Mitchell community. So how did Tampa plan to coordinate communications for nearly two dozen Forestry Conservation Communications Association agencies during a sprawling event that attracts worldwide attention? By dividing Gettysburg, PA With the opening ceremonies less than a year the operation into command centers based on geography and functionality, away, coordination efforts are strengthening says Bennett. One command station was within the stadium, another was in “I liked the fact that the entire partnerships with participants at various levels downtown Tampa, and the third was in the hotel-dense Westshore area. Each leadership of OEC was engaged of government. Planning for the Games sets center had representatives from each agency, which was the central means for and [that they]are passionate about a common goal for Federal, State, local, and connecting disparate entities. “That way, even if you didn’t have technical in- partnership and working with local tribal agencies and provides the opportunity to teroperability, you had people interoperability,” says Bennett. agencies.” overcome barriers to information sharing and critical response operations. U.S. and Canadian The area tested its structure and plan during college football’s Outback Bowl at Pamela Montanari planners anticipate the increased collaboration Raymond James Stadium on January 1, 2009, which was also this year’s Super Pinellas County Emergency Communications among responders will not only make the 2010 Bowl location. This opportunity allowed for a month lead time to make any Largo, Florida Olympics safer, but will also markedly improve needed changes before the big event. communications interoperability in the region. “I’m very excited about the NECP. I Super Bowl XLIII operations went smoothly, just as Bennett was confident it think it’s a great plan—it gives us a For more information about the CIWG or OEC, would. In addition to the long planning period, the area has enjoyed a history vision in the field. [It lays out] what I contact [email protected] of success within its Urban Area, and the Tampa Police Department and need to be doing in Indiana to make Hillsborough County Sheriff’s Office have an established method of dividing sure all states are moving in the same the work for events at the stadium. “We have a very long, ingrained history of direction, filling in the gaps” working together,” says Bennett. “Relationships are everything, and we really couldn’t have better relationships backstage.” Don West Indiana Department of Homeland Security For more information, contact [email protected]. Indianapolis, Indiana Emergency Communications Quarterly – 5 FROM OUR PARTNERS Inaugural Emergency Communications a Success with Help from NCS, Partners With over a million observers cramming into the NCS implemented its continuity of operations plan National Mall in Washington, Barack H. Obama took for this historic event and successfully conducted the oath of office on January 20 to become the 44th a personnel accountability test of its automated OEC Supports Inaugural President of the United States. messaging service – the DHS Emergency Notification System. The NCS also activated the Shared Resources Communications The 56th Inauguration activities provided visitors High Frequency Radio Program and conducted a –using their cell phones – with an opportunity to variety of communications checks while operating at Providing a safe and secure environment at January’s Presidential capture a bit of history by communicating their its second highest level. In addition, NS/EP callers Inauguration required planning and coordination across the multiple observances to family and friends by text message and using the Government Emergency Telecommunica- agencies responsible for security operations. The Office of Emergency calls, as well as capturing and transmitting images tions Service (GETS) completed 99 percent of the Communications (OEC) assisted in these efforts by helping ensure from their cell phone cameras. over 700 priority service calls during the effective frequency spectrum allocation for participating Department of inaugural weekend. Homeland Security (DHS) components and their Federal partners. With the high volume of wireless communications expected, the National Communications System Industry representatives of the NCC also deployed to The OEC Spectrum Coordination Team contributed wireless policy and (NCS) – along with its government and industry the NCS alternate site and provided vital situational frequency engineering consultation through a dedicated telephone call-in partners – coordinated communications efforts to awareness information on their wireless networks. line and conference bridge organized by the DHS Enterprise Services handle the large surge of wireless communications This deployment was part of industry efforts to ensure Division (ESD) Wireless Services Office. The hotline established a direct in the District of Columbia. At the same time, the communications channels remained open. Many of channel for Federal homeland security and public safety personnel to NCS, through its National Coordinating Center the communications carriers brought mobile cellular report potential frequency interference issues during the Inauguration. (NCC), supported national security and emergency resources to the National Capital Region to augment The conference bridge provided the platform for all parties involved to preparedness (NS/EP) communications services to the existing wireless communications assets, coordinating coordinate and identify solutions in real-time, once potential conflicts Federal, State and local leaders; first responders and placement, personnel access and refueling issues were reported. critical infrastructure personnel through the five-day directly with the NCC. inaugural weekend. OEC worked closely with the DHS ESD Wireless Services Office to Under the National Response Framework (NRF), the review the allocation of available frequency spectrum for on-the-ground NCS Director and Deputy Manager James Madon NCS is responsible for Emergency Support Function 2 responders, which included a request for assistance from the Federal said much of credit goes to the telecommunica- (ESF-2) – Communications. Through its 24/7 watch Emergency Management Agency. As a result, DHS was able to mitigate tions industry for their preparation with the NCS center, the NCC planned, coordinated, and conducted issues affecting interoperable communications among multiple agencies to handle the wireless demands. “Bottom line, at ESF-2 operations from multiple venues including: the and components prior to any adverse effect on wireless service. least from all the reports that I’ve seen, was that the NCS alternate site; the Federal Emergency Management cellular coverage and the landline coverage performed Agency National Response Coordination Center For more information on OEC Federal coordination efforts, contact admirably,” said Madon. He added that the NCS (main and alternate sites); the U.S. Secret Service [email protected]. planned and worked with carriers for two and half Multi-Agency Communications Center; and the Federal months and cited the effort as a true partnership Region 3 Regional Response Coordination Center. effort. “We understood what they were doing and they understood what we needed for emergency preparedness.”

6 – Emergency Communications Quarterly U.S. Virgin Islands Prepares for Natural Disasters with Tabletop Exercise The four islands of the United States Virgin Islands (USVI), home to San Juan, Puerto Rico via their satellite phones and activating support 160,000 residents, welcome three million visitors each year. Subject teams from Miami. Communication- to tropical storms and hurricanes, the islands sustained substantial damage from Hurricane Hugo in 1989 and Hurricane Marilyn in 1995. The day following the exercise, the territory received a “Quick Look” Specific Tabletop review of high-level gaps and within a few weeks they received a To prepare for similar natural disasters, the USVI held a tabletop full after-action report and improvement plan. “For every gap, we Exercise Methodology exercise last October with support from the U.S. Department of address how that gap fits one or more of the critical tasks in the Homeland Security (DHS) Office of Emergency Communications’ DHS Target Capabilities List, focusing on critical tasks within the The Communication-Specific Tabletop Exercise (OEC) Interoperable Communications Technical Assistance Program communications, planning, EOC management, public information (TTX) Methodology guide, released by the (ICTAP). The scenario used for the tabletop was a 6.8 magnitude and warning, and on-scene management capabilities,” says Hendry. U.S. Department of Homeland Security (DHS) earthquake, resulting in a collapsed school on St. Thomas, a downed in September 2008, provides a detailed, communications tower on St. Croix, and a damaged Emergency The team links each gap with the ability to accomplish a critical task step-by-step approach for effectively planning, Operations Center (EOC) on St. John. and documents the potential real-life implications of not filling that conducting, and evaluating an interoperable gap. “For example, by failing to declare a Communications Unit communications-specific TTX. It should be The USVI tabletop was a territory-wide exercise, with dozens of Leader, the emergency responders wouldn’t be able to coordinate used in accordance with the general principles public safety professionals participating from emergency medical communication resources, and at some point in the exercise, the EOC for planning and conducting effective exercises services, utilities, and hospitals. Federal agencies such as the Federal might be recruiting the same asset for multiple needs.” For each gap, put forth by DHS, including Bureau of Investigation (FBI), National Parks Service and the U.S. the team provides mitigation recommendations, beginning with the the Homeland Security Coast Guard also provided input. OEC’s Technical Assistance tabletop “low-hanging fruit”—efforts that can be accomplished quickly—and Exercise and Evaluation exercises focus on communications. “You throw out a scenario, working up to issues that require additional resources including Program’s guidelines. The such as the school has collapsed and 115 children are missing, and governance, leadership, money or time. exercises developed and ask questions about who responds, how they are talking, what executed as a result of channels they are on, and what interoperability options they share, A week after the exercise, a 6.1 magnitude earthquake shook the this methodology will such as swap radios or gateways,” says Dr. Jennifer Hendry, senior islands. Then, “two weeks after the earthquake, a Category 3 hurricane help localities identify scientist for ICTAP’s Operations Group. “We walk through all the the islands and did in fact strip antennas and other equipment off of interoperability communications elements that would be involved in supporting their a St. Croix tower,” says Hendry. capabilities and gaps operations.” Reliance on cell phones is discouraged for all exercises, in existing processes. Hendry adds. “The USVI exercise participants demonstrated awareness of what they have and how to work within the limitations of what they have to For an electronic As the group discussed the scenario, various participants answered their best advantage. Their human investment in interoperability is copy of the Com- or identified options for working around a problem. “The territory commendable,” Hendry says. “And the hurricane and earthquake munication-Specific was able to describe how they could get something done if basic events subsequent to the USVI exercise certainly reinforced the value of Tabletop Exercise Methodology guide, resources were removed. We love to see that in an exercise,” says exercises based on potential real scenarios.” go to www.safecomprogram.gov. Hendry. “The FBI was also really active in this exercise. They had multiple redundant choices within their Continuity of Operations For more information on OEC’s tabletop exercises, contact Plans, for example, that included reaching back to the field office in [email protected].

Emergency Communications Quarterly – 7 About Emergency Communications Quarterly Calendar of Events The US Department of Homeland Security’s (DHS) Subscriptions: Office of Emergency Communications (OEC) EMERGENCY COMMUNICATIONS QUARTERLY is National Governors Association Policy Academy supports and promotes the ability of government available at no cost. If you are not currently on our July 20-21 – Minneapolis, MN officials and emergency responders to communicate mailing list, email us at [email protected] to in the event of natural disasters, acts of terrorism, be added. or other man-made disasters, and works to ensure, National Association of Counties accelerate, and attain interoperable and operable Address Correction: Annual Conference & Exposition emergency communications nationwide. So that you do not miss an issue of Emergency July 24-29 – Nashville, TN Communications Quarterly, please notify us if your OEC is a component of the Office of Cybersecurity address or other key information changes. Address Association of Public-Safety Communications and Communications (CS&C) within DHS’s updates may be sent to [email protected]. National Protection and Programs Directorate. Officials Annual Conference & Exposition CS&C is responsible for the overarching mission Article Reproduction: August 16-20 – Las Vegas, NV to prepare for and respond to incidents that could Unless otherwise indicated, all articles appearing degrade or overwhelm the operation of our Nation’s in Emergency Communications Quarterly may be International Association of Fire Chiefs Fire-Rescue information technology and communications reproduced. However, a statement of attribution, International Conference infrastructure. This mission is part of the larger such as, “This article was reproduced from the DHS strategy to ensure the security, integrity, winter 2009 edition of Emergency Communications August 27-29 – Dallas, TX reliability, and availability of our information and Quarterly, published by the Department of communications networks. Homeland Security, Office of Emergency SAFECOM Executive Committee Meeting Communications,” should be included. September 10 – Washington, D.C. Emergency Communications Quarterly’s mission is to provide the emergency response community, Photo Credits: International City/County Management Association policy makers, and Federal, State, local, and tribal Photos and graphics used in this edition of Emergency officials with information about the latest in Communications Quarterly include images from Annual Conference emergency communications nationwide, including istockphotos.com as well as private sources. September 13-16 – Montreal, Quebec current and upcoming OEC initiatives; stories from our partners and from the field; and best practices National Association of Counties Policy Forum and lessons learned. September 24-25 – Phoenix, AZ