The meeting was called to order by Ben Baker, Section Emergency Coordinator for the Colorado Section, Amateur Radio Emergency Service. Introductions were made.

In attendance (home district):

Ø	Erik Dyce, WØERX	EC
10	Randy Long, WØAVV	EC
11	Jim Kubitschek, KGØHU	EC
	Dale Scott, KAØQPV	AEC
13	Gerry Singer, KCØCAT	EC
	Gene Bashaw, KCØIVY	AEC
14	Mike Allen, NØMIK	EC
16	George Sedlack, KYØD	EC
23	Brian Steinberg, KCØCUA	EC
	Paul Garvey, KØBLM	AEC
22	David Markham, KCØVES	EC
24	Dave Cook, KCØMHT	EC
	Perry Lundquist, W6AUN	AEC
27	Richard Beggs, KØAEM	EC
	Art Hostmark, KI4GYZ	AEC
	Al Acker, WD4HND	West Slope DEC
	Section Management
	Jeff Ryan, KØRM	SM
	Bob Wareham, KCØUBD	PIC
	Rick Wright, KCØHUY	VHF NM

David, KCØVES was thanked for the use of his facility.

New Business:

• Nets

  Rick Wright, KCØHUY, Net Manager for the VHF Net.

  • Rick discussed the implementation of the VHF net schedule. Rick stated that the schedule was working well but that there have been times when a district has been scheduled for their turn and no one was available to take the net. Rick encouraged all districts to make sure that they review the schedule and to assign one of their members as NCS when it is their turn.
  • VHF Net reports. Rick passed around examples of two different VHF net reports. One was good. The other was outstanding. Rick is asking that all NCS operators provide in their reports details of the traffic being passed, including:
    • Name
    • Call sign
    • Net start time
    • Net end time
    • Number of check-ins
    • What the business was
  • Rick offered to help any new NCS. He can be reached at his published telephone number. The best way to be prepared to do the State VHF net is to do a local net.
  • The ECs were reminded that when it is their district's turn to do the net, the EC can either do the net or ask a member of their district to be the NCS for that net.
  • Be prepared to speak before keying the microphone.
  • Make sure to use proper microphone technique. Do not talk directly into the microphone as this causes "breath" sounds on the air that make it difficult to understand. The best way to prevent this is to talk across the microphone.
  • Don’t worry about making mistakes on the air during the state net. It is better to make mistakes on the state net and learn from them than to make mistakes during an actual emergency.
  • The ARRL has courses that cover Net Control procedures.
  • Bryan, KCØCUA, mentioned that the ARRL has a good article called Why be a Net Control (Ed. Note: http://www.arrl.org/news/features/2007/02/01/2/)
  • The net control script is a guide to running the net. It covers the areas that need to be covered. Important points:
    • Remember to acknowledge all check-ins
    • Make sure that as NCS, you can be heard.
    • Acknowledge the whole call sign, not just the suffix
    • The net script is going to be revised. Changes include:
      • All check-ins with traffic will be taken near the beginning of the net. This includes all ARRL officials and ECs a
      • Pay attention to the notes on the net script. They are there to help.
  • Jim, KGØHU, recommended that after the all stations give their traffic, the NCS ask the net if there are any other stations that have traffic. Jim also talked about the improper use of phonetics. ITU phonetics must be used properly. When checking onto a net, don't give your callsign quickly. Remember that the NCS must write it down and that takes time. One of Jim's member's practices saying his call sign as he writes it. That way he can gauge how to say your call sign when checking in. Jim also recommended that EC’s bring these suggestions back to their local nets to help educate members.
  • Ben, KBØUBZ, talked about the purpose of the net. The VHF Net is not meant to be a quick net that only takes check-ins. The VHF net is for training, sharing of information and practice. Information that is discussed on the net needs to be brought back to the local nets.
  • Gerry, KCØCAT, discussed the proper ITU phonetics. For example, ITU phonetics for the letter K is Kilo, not Kilowatt. And don't use APCO phonetics.
  • Report from the net. We are asking that all NCS operators give a report from the net and what was covered. The reason is for the EC's that can't check in to the net for whatever reason. This information should also be brought back to the local nets. This report should include:
    • NCS
    • Net start time
    • Net end time
    • Number of check –ins
    • Number of check-ins with business (including those who are regulars such as Roy, WAØSJQ with the traffic report and Bill, WØLVI with the Weather Net report)
    • Summary of the traffic passed
    • This information will be sent to the EC reflector as well as the web page.
  • Jim, KGØHU recommend that a special form be developed that will facilitate the taking of check-ins and logging of traffic. Rick talked about the form that is currently available on the web. Jeff, KØRM, stated that an on-line form will be made available for recording of traffic from the web site.
    Note from Web Site Administrator: This form has been avaiolable for over four years now.
    
  • Jeff, KØRM discussed the option of recording the net and posting it as a MP3 file. It was decided that a written report would be more appropriate.
  • Rick, KCØHUY offered to attend district meetings to hold NCS training. Rick also offered to work with NCS operators one-on-one as necessary.

  Action Item: Jeff, KØRM will see to it that the state ARES web site has a place to file the report and to send the report to the ARESCO-EC email reflector.
  Note from Web Site Administrator: Inclusion in the ARESCO-EC reflector must be handled by the Net Manager

• Who can communicate with the State EOC?

  Erik Dyce, WØERX, EC, DØ

  • There has been a huge question as to who can communicate with the State EOC and or via RACES. The answer is - everyone. Everyone can talk to the SEOC and the SEOC can talk to everyone.
  • Erik also discussed the SEOC and how far they have come. The first command the group received was to be 100% NIMS compliant. Erik reported that the SEOC comm group realized that NIMS forms don't work with well in their environment.
  • Erik also talked about a new concept for the SEOC Comm group that if the SEOC is going to dispatch any of the people that are put out in the field by the state have to be registered with the state. Erik also talked about the discussions that management has had as to what constitutes "dispatching" of personnel. Erik used the example of requesting someone from the SEOC or another district to go to an assignment vs. seeing if someone is already at the assignment and asking them to communicate with the SEOC. The former is "dispatching" where the latter is using resources already in place. Erik stated that he expects this to happen very infrequently. Erik stated that this policy boils down to having background checks and the legal liability issues.
  • Jim KGØHU, expressed concern that he would have to go back to his district and register his members with the State RACES in addition to being Boulder County RACES and being registered with the county. Al, WA4HND, stated that all Jim has to do is to provide him with a list of his members and they will automatically be registered with State RACES.
  • Erik also sited the recent NEPRC report as well as the ARRL web site that suggested that dual RACES and ARES is recommended.
  • Erik also talked about State RACES is working on standards with respect to background checks to accept background checks from other organizations. The standard may end up being the same as a concealed weapon background check with the exception of fingerprints. Perry, W6AUN, stated that once the standards are approved, the processing of background checks can be distributed among other agencies to improve the speed of completion. Ben, KBØUBZ stated the he encourages all ARES members to obtain a background check, especially if their served agency requires it. David, KCØVES stated that CBI will perform a background check for $10 and that there are various web sites that will also provide that service.

• Training
  • We will be publishing all training on the state ARES website. This will help eliminate conflicts such as the one that occurred between the SEOC's Operation Hospital Handshake and D24 packet training.
  • All EC were encouraged to submit any training their district is conducting to the State Training Manager, Pat, WØIPL, who is the ARES state webmaster for inclusion on the web site.
  • Perry, W6AUN discussed the upcoming D24 Digital Workshop, to be held at the Parker Fire District Headquarters, 10235 Parkglenn Way in Parker on March 3rd from 9am to 12pm. All are welcome

• EC Reports
  • Ben, KBØUBZ asked all EC’s to file their monthly reports. It is important as these reports are compiled and submitted by the SEC to the ARRL. The ARRL uses this information to justify the frequencies all Amateur use.
  • There are two ways that reports can be filed – On the State ARES web site or by using the ARRL forms.
  • Bryan, KCØCUA, recommended that we use an Excel spreadsheet to track district statistics. Some district's information doesn't change month to month.

  Action Item: This format will be developed for future use.

• Press Coverage
  • Photos of ARES in action. There have been requests for photos of hams in action, most recently during the blizzard. Photos are always encouraged. Photos that were sent to Jeff were forwarded to the ARRL.
  • PIOs – EC were encouraged to appoint a PIO to help publicize ARES district activities. To appoint a PIO, contact Robert, KCØUBD.
  • Robert KCØUBD talked about his role as the Public Information Coordinator. Robert is going to focus more in the role of PIC and to get more press for Colorado. Robert offered to help those districts that do not have a PIO. Robert is also going to hold a meeting of PIOs to get to know and to help other PIOs.

• Non Profit Status
  • Robert, KCØUBD, who is also an attorney, has offered to help any district that wants to become a non-profit organization and 501(3(c) qualified. The only cost will be the filing fees. He encouraged any district interested to let him know as he would like to do these as a group. It is less time consuming.
  • Robert would also like to see the bylaws of any district that has already formed a non-profit organization. He stated that the bylaws should be set up with the EC as the president of the organization to eliminate any conflict related to who is in charge.

• Situation Reports
  • All districts are being requested to provide situation reports during an emergency. Concern was expressed concern about these reports are the lowest priority of a district. Appointing a ham that is not actively participating in the event sometimes make great persons to provide these reports. The Sit Reps do not need to be in great detail.
  • Brian, KCØCUA, talked about other clubs that were called out during the blizzard such as the Denver Radio Club to provide support.

  Action Item: Brian offered to provide the Section Manager and the Section Emergency Coordinator with information from the Denver Radio Club when they provide support during emergencies

• EMWIN Project
  • The Emergency Managers Weather Information Network, also know and EMWIN is a cooperative effort between the National Weather Service, FEMA, public safety agencies and private entities. The information is broadcasted via UHF and VHF frequencies dedicated for this purpose and is received by specialized receivers. Grant money has been obtained for the purchase of these receivers, which consist of radio and a demodulator. ARES is getting involved in the set up and maintenance of these receivers and software. This helps to get districts more involved with their served agencies. Jim, KGØHU, has done a fantastic job in getting the receivers set up in Boulder County. The SEC is coordinating the effort to get the receivers installed and tested. Initial phone calls have been made to the receivers of these units to let them know that ARES will be helping to install and maintain these units. The EC's that will be helping install and maintain the units will receive training from the company that was hired to consult on the system

• Mutual Aid Pacts
  • In the Report of the National Emergency Response Committee (NERPC), an entire section was devoted to Mutual Aid and the formalizing of Mutual Aid pacts between ARRL sections. Jeff, KØRM has asked that Colorado ARES take the lead in developing mutual aid agreements between the neighboring districts during 2007.
  • Ben, KBØUBZ asked that each district contact their neighboring districts and set up a similar type of agreement between districts. The purpose is for districts to know how each other operates in terms of procedures, training, special training or skill that a district has (such as ATV), etc. Districts need to begin to train together so that district feels comfortable in working together and to do what ever is necessary to have a fluid response in the event of a disaster. Concern was voiced about existing interagency agreements that are already in place that cover ARES response. This type of information should be in the Mutual Aid agreement so that neighboring districts know the procedure to request mutual aid so that existing agreements are followed. ,li>Brian, KCØCUA mentioned that he was contacted by the Denver Amateur Radio Emergency Communication group (DAREC) concerning an agreement between Jefferson County ARES and DAREC. Brian suggested that since DAREC was not an ARES group that the MOU should be at the state level. This will be looked into.

  Action Item: A template will be sent to each EC for the Mutual Aid pact. The districts can modify this template as needed. The Mutual Aid pact should be filed with the SEC.

• COPLAN
  • Changes were requested from the ECs to Appendix B, Frequencies.
  • Revisions to the COPLAN will be looked at during 2007

• NDMS
  • Lt. Col Boettcher, Area Coordinator of the Federal Coordination Center (FCC) in Ft Carson is back from Washington DC to resume coordination and planning of NDMS exercises. The National Disaster Medical System (NDMS) is a military operation that provides the transportation of stable patient from a disaster area to another area of the state or country to take the load off of the local hospitals
  • The first exercise will be May 5th and will be held in Colorado Springs. This will be a simulated disaster involving the Democratic National Convention. Amateur Radio will not have a major role but will serve in a support role.
  • In 2008, the NDMS exercise will involve Grand Junction and the transporting of patients from that area.
  • In 2009, the exercise will be statewide.

• Section Manager
  • Jeff, KØRM discussed training requirements vs. suggested training. The purpose of Section Level ARES is to support the districts and ECs. There are going to going to be some directives from the section level such as reports and don't trash the League too much. The bottom line is that each district knows what it takes to meet the needs of the served agencies. It is up to the section level to provide information to the districts as to the current state of emergency communications are, what type of training is being talked about, what is happening on a national level or state level and other type of training. But it is not the job of the section to mandate what types of training each district must have. You must meet the needs of your server agencies.
  • Jeff encouraged all EC to contact him with any questions concerning what is happening on a section level.
  • Jeff discussed that the section will be building a section-wide database of resources during 2007. This will be available to all EC's.

• District Reports
  • Boulder County ARES – D11. BCARES has been quite active in 2006 with training and events. BCARES recently received approximately $15-20,000 in donations from the Boulder County Sheriff's Office and CU-Boulder for the purchase of equipment, including Pactor III modems, etc.
  • State EOC – DØ. SEOC will be hosting a J-158 course as well as ICS 100-200 courses and an 800 MHz course that will be part of their minimum requirements. There was talk about a National Guard exercise that the SEOC was to be involved in but this may not take place.
  • West Slope District Emergency Coordinator – D4 has a new EC. Mike, NØSRZ has been doing a great job. Montrose will be holding a series of ICS courses (100-400) as part of a all hazmat conference at the end of March. This conference will also include specialized EOC training, medical training, PIO training. The west slope added three more Pactor III stations – two will be mobile. D25 is expanding picking up more new members. There is good inter-district cooperation between D25, D4, D3 and D2.
  • Pikes Peak ARES – D14. Skywarn Training and Minimal Effective ARES (MEAT) Training. D14 is also considering reestablishing their digital communications course. D14 has also established on-line registration to assist with logistics and resources. Mike announced that he will be moving toward the end of the summer out of D14 and will be finding his replacement before he leaves.
  • Adams County ARES – D27. It was announced that D27 was now a RACES affiliated unit and a CERT unit. They re-evaluating their training. They are also now a 501(3)(c) organization. Richard is looking for a good NVIS antenna configuration for use in a limited area. George recommended MaxRad.com as a source for information. David, KCØVES, recommended and antenna configuration by AGØS. D27 is changing their Monday night net from the 145,340 repeater to the 146.805 repeater.
  • Arapahoe County ARES – D22. D22 has been assisting with CERT and providing SKYWARN services for the Sheriff’s Office. D22 is looking to affiliate with Fire Corps, part of Citizens Corps for communications supporting the Cunningham Fire Protection District. D22 is also considering changing the day and time of it’s Net to Wednesday at 19:30. David is also going to be rotating frequencies as training for its members. D22 will be holding a basic Packet and antenna building class on February 24 at 9am at the Cunningham FPD Admin Offices.
  • Douglas/Elbert County ARES – D24. District 24 has been sponsoring VE testing at the Franktown Fire Station. D24 also held Tech Day, where members could have there radios tested free of charge to insure that they were on frequency. The NCR will be having a CERT exercise today where D24 members would be serving as Safety Officers during the exercise.
  • Larimer/Weld/Jackson Counties – D1Ø. During the Blizzard, D1Ø members found that communicating on Simplex many times worked better than repeaters. D1Ø is also heavily involved in CERT. Severe weather training will be held on the first Saturday in May. Bob Glancy will be the instructor and it will be held at the Windsor Fire Station. Contact Randy for more information.
  • Pueblo and Huerfano Counties – D16. ARES is being moved from their current offices at the OEM to new office and is getting new coax run. The county has purchased some ATV equipment and are looking to buy two ATV repeaters, new Kenwood HF rigs and ICOM mobiles. D16 has new members and will be conducting training as well as for older members. D16 will also be holding SKYWARN training soon.
  • Jefferson County – D23. JeffCo has a new Emergency Manager who is now under the Sheriff’s Office. Brian will be meeting the new EM soon. JeffCo will be getting a new Comm Van. D23 will be holding an SET that will be holding a site survey of communications from all of the staging areas in the county.
  • Denver County – D13. Denver recently hired a new Emergency Manager who has been very supportive of D13, including purchasing new radios for ARES Kenwood D700) and are also looking at purchasing an HF radio to replace the older radios. The EOC is moving to a new location and D13 was asked to specify the area that they want to operate from as well as equipment. D13 has worked out an agreement with DAREC for cooperation. DAREC will provide communications from areas that are controlled by Denver PD. D13 will provide communications for the Fire Department and the hospitals. D13 is assisting the City in writing procedures that involve Amateur Radio. D13 has been asked to assist with the Democratic National Convention by providing ARES members to man each communication infrastructure points. This includes EDAC radios, Internet and Telephone backup and could involve over 100 hams per day. D13 will be the lead agency and will be supported by the Section.

The next EC meeting will be hosted by D1Ø in May.

With no further business to discuss, the meeting was adjourned.