Emergency Alert System Eastern Virginia Operational Area (Virginia Operational Area #1) Local Emergency Communications Committee Eastern Virginia Operational Area Plan December, 1996 Approved by the Eastern Virginia Operational Area Local Emergency Communications Committee, December 18, 1996. NOTICE: THIS PLAN IS PROVISIONAL / UNAPPROVED BY THE F.C.C. AS OF JUNE 18, 1997. CONTENTS Introduction I. LECC Composition and Operations A. Affected Localities B. National Weather Service Representative C. Authorities D. Chairman E. Executive Committee and Subcommittees F. Membership/Participation G. Meetings II. General Agreement A. EAS System Security B. Officials Permitted to Authorize Alerts C. Necessary Conditions for Local Alerts D. Multi-Jurisdictional Events E. Weather Alert Origination F. Televsion/Cable Agreements G.Local Cable Franchise Agreements H. Review Procedures I. Use of Encoders by Localities J. Full Message Transmission of Alerts K. Automatic/Manual Operation III. Encoder Setup A. Monitoring Assignments B. Origination Codes C. FIPS Codes D. Event Codes IV. Weather Alert Requests A. Entry into EAS B. Weather Event Codes and Alerts V. Local Government Alert Procedures A. Alerts Without EAS Encoders B. Alerts with EAS Encoders Appendices: A. Localities and FIPS Codes B. SAME-Coded Weather Products C. Authentication Codes D. Television Broadcaster - Cable Operators Agreement E. EAS Alert Worksheet/Log Introduction This plan was prepared by the Eastern Virginia Operational Area Local Emergency Communications Committee (LECC). Acceptance of, or participation in, this plan shall not be deemed as a relinquishment of program control, and shall not be deemed to prohibit a broadcast licensee or cable operator from exercising his independent discretion and responsibility in any given situation. Broadcast stations and cable systems originating emergency communications shall be deemed to have conferred rebroadcast authority. The concept of management of each broadcast station and cable system to exercise discretion regarding the transmission of emergency information and instructions to the general public is provided by the FCC Rules. The Eastern Virginia Operational Plan may be activated on a day-to-day basis in response to emergencies such as: power outages; tornadoes; floods; civil disorders; nuclear power plant accidents; toxic or hazardous materials leaks or spills; 911 system outages; or any occurrence which poses a potential or actual threat to life or property. This plan provides: - a description of the composition and operations of the LECC; - the general agreement between the broadcasters, cable systems operators, and local government officials regarding use of the EAS system; - encoder setups, including monitoring assignments and codes; - activation procedures for local government and National Weather Service Alerts; and - related appendices. I. LECC Composition and Operations A. Affected Localities This plan applies to all broadcasters, cable system operators and emergency management officials in the localities listed below. Localities Included in the Eastern Virginia Operational Area (Op Area #1): Counties Accomac Gloucester Isle of Wight James City Mathews Northampton Southampton Surry York Independent Cities Chesapeake Franklin Hampton Newport News Norfolk Poquoson Portsmouth Suffolk Virginia Beach Williamsburg B. National Weather Service Representative Warnings Coordination Meteorologist National Weather Service Wakefield, VA C. Authorities This plan references the Federal Communications Commission Rules and Regulations Part 11, and the Commonwealth of Virginia State Emergency Communications Committee Operations Plan. In case of direct conflicts with this plan, the above documents will predominate; all other parts of this plan will remain in effect. D. Chairman The LECC Chairman will be the Engineer of the LP-1 station or his designate. E. Executive Committee and Subcommittees This LECC will have an executive committee composed of the Chairman, a representative of the National Weather Service, and the following subcommittee chairmen: Radio Broadcast Television Broadcast Cable System Operators Emergency Management. The Chairman shall appoint the subcommittee chairmen. F. Membership/Participation All radio broadcasters, television broadcasters, cable systems operators, and emergency managers are considered participating members of the LECC. Other interested parties are also encouraged to participate in the functions of the LECC. G. Meetings The LECC will meet at least annually to review and revise the Plan, and to review any Alerts issued by the local governments. Special meetings may be called by the Chairman as needed for any purpose, including the review of Alerts issued by local governments. The Executive Committee may act on behalf of the LECC between annual meetings. II. General Agreement A. EAS System Security 1. Physical Security All parties agree to maintain any EAS encoder in a physically secure location to avoid unauthorized use. 2. Password Security All parties agree to maintain control of the passwords needed to allow access to their EAS encoder, and agree to change the passwords as frequently as necessary to maintain the integrity of the system. 3. Logs All parties that cause an Alert to be entered into the system shall have a written log of Alert originations, excluding the National Weather Service-originated Alerts. For localities equipped with encoders, the log must include the name of individual requesting an Alert, the person authorizing an Alert, and the person actually originating an Alert. For the LP-1, LP-2 or other stations entering an Alert, the log must include the name and locality of the individual requesting an Alert, and the name of the station operator entering the Alert. The parties will make this information available to the LECC and the FCC on request. B. Officials Permitted to Authorize Alerts 1. Encoder Equipped Localities The localities shall establish a procedure for the request and entry of an Alert within their own jurisdiction. The one of the following local government officials must authorize the Alert request: City/Town/County Chief Administrator City/Town Police Chief or County Sheriff Fire Chief (in localities with a unified command) Coordinator of Emergency Services 2. Non-Encoder Equipped Localities Only the following local government officials may request the LP-1 or LP-2 to enter an Alert: City/Town/County Chief Administrator City/Town Police Chief or County Sheriff Fire Chief (in localities with a unified command) Coordinator of Emergency Services The localities agree to provide the LECC, at least annually, a list of persons authorized to enter an Alert. The localities agree to notify the Chairman of the LECC immediately upon the termination of authorization to enter an Alert, who will notify the LP-1 and LP-2. C. Necessary Conditions for Local Alerts: An Alert will only be requested in case of a potential or actual threat to life safety that cannot be communicated to the public in a timely manner by any other means. D. Multi-Jurisdictional Events The localities agree to issue joint Alerts for the same event that affects more than one locality. Generally, the locality with the greatest population at risk will coordinate the Alert request. E. Weather Alert Origination Only the National Weather Service will originate weather Alerts; local governments, broadcasters and cable systems will not orginate weather Alerts. F. Televsion/Cable Agreements Per FCC Part 11, the LECC encourages all cable systems and television broadcast stations to enter into an agreement stating that the cable EAS system will not override the transmission of a television station that has agreed to carry the State, Local and Weather Alerts in its broadcast (see Appendix D). G. Local Cable Franchise Agreements This plan will not replace any existing local franchise agreement regarding emergency overrides. Local governments shall make every reasonable effort to monitor the EAS system to ensure that any local override will not interfere with any EAS Alerts. H. Review Procedures The localities agree to a review of any Alert entered into the system directly by the locality=s encoder, or authorized by a local government official and entered by the LP-1 or LP-2. I. Use of Encoders by Localities The LECC strongly recommends that the localities acquire EAS encoders.This will permit localities to transmit EAS Alerts, and to receive National, State, National Weather Service and other localities= Alerts. It will also allow the locality to determine if its own Alerts have been forwarded through the system. J. Full Message Transmission of Alerts Participants agree to carry the full header and message for the Alerts specified in Part III below, subject to the limitations of the EAS equipment. K. Automatic/Manual Operation For stations that are unattended all or part of the day, the LECC strongly urges automatic operation of the EAS system for the Alerts specified in Part III below, during those periods of unattended operation. For attended stations operating in the manual, the LECC strongly urges the transmission of the Alerts specified in Part III below within 10 minutes; Tornado Warnings, due to nature of the event, should be transmitted within 5 minutes. III. Encoder Setup A. Monitoring Assignments 1. Stations in the Eastern Virginia Operational Area. All stations will monitor the following Local Primary and NOAA Weather Radio stations: LP-1 WGH-FM 97.3 MHz* LP-2 WAFX-FM 106.9 MHz NWR KHB-37 162.55 MHz *Until July 1, 1997, stations may monitor WGH-AM 1310 kHz in place of WGH- FM; after July 1, 1997, all stations must monitor WGH-FM. Stations are also encouraged to monitor the LP stations of adjacent Operational Areas in their relevant market area, and to carry the Alerts of those Operational Areas where possible (see Appendix A). 2. LP-1 and LP-2 stations. The LP-1 will monitor: LP-2 WAFX-FM 106.9 MHz SP-1 WRVA 1140 kHz* NWR KHB-37 162.55 MHz WRSF 105.7 MHz (N.E. North Carolina Primary) The LP-2 station will monitor: LP-1 WGH-FM 97.3 MHz SP-1 WRVA 1140 kHz* NWR KHB-37 162.55 MHz WRSF 105.7 MHz (N.E. North Carolina Primary) * where the station is unable to monitor the SP-1, they will monitor the SR or other alternate point designated in the State Plan In addition, all stations may also monitor the following State and National points: SP-1 WRVA 1140 kHz SR WRVQ-FM 94.5 MHz NP WRXL-FM 102.1 MHz B. Origination Codes The following origination codes will be used by the LECC participants : NWS National Weather Service CIV State and local governments EAS EAS participants - broadcast and cable systems C. FIPS Codes 1. The LP-1 and LP-2 station will program their equipment to carry every FIPS code in the Eastern Virginia Operational Area (see Appendix A). 2. All other stations/cable systems will program their equipment to carry the FIPS codes of every city/county in their relevant market area (see Appendix A). D. Event Codes In addition to the national Event Codes required by the FCC and the State Plan, the following codes will be carried by all participants, in a manner specified in FCC Part 11. 1. Weather Events TOR Tornado Warning FFW Flash Flood Warning 2. Local Government EVI Evacuation Immediate CEM Civil Emergency Message The CEM header will be used for local civil emergency messages, such as 911 system failures, hazardous materials warnings or evacuations, Nuclear Power Plant emergencies, and other potential or actual threats to life safety. Other codes as specified in FCC Part 11 and the State Plan may be used by localities as the situation dictates. Transmission of these other Alerts is encouraged, but not required. IV. Weather Alert Requests A. Entry into EAS Weather Alerts will enter the system via NOAA Weather Radio. In case of failure of the NOAA Weather Radio, weather Alerts will will enter the system via the LP-1 and/or LP- 2. B. Weather Event Codes and Alerts EAS Alerts are required for the TOR and FFW codes only.The National Weather Service will SAME encode other products; stations are encouraged, but not required, to carry these products. See Appendix B. V. Local Government Alert Procedures A. Alerts Without EAS Encoders An Alert will only be requested in case of a potential or actual threat to life safety that cannot be communicated to the public in a timely manner by any other means. 1. The Alert must be thoroughly framed (preferably written out) before an Alert is requested. The following information must be included: Name of originating government agency and locality Nature of Alert (EVI or CEM) What has happened (be brief and be specific, but not technical) Where it has happened (be specific, but not detailed) What actions you are requesting (be specific, e.g., evacuation, shelter in place) Where these actions should be taken (give specific boundaries - use well-known references such as major roads or bodies of water) State the estimated time this action will be discontinued (time period) 2. The authorized official will then call the LP-1 station on the telephone (see Appendix C). a. g ive your name, title and the name of locality. b. request an EAS Alert. c. the station will then request authentication (see Appendix C). d. state the following information 1. Originating Point Code - CIV 2. Event Code - EVI (evacuation) or CEM (Civil Emergency Message) 3. FIPS Codes of Affected Area - your FIPS code(s) 4. Duration of Alert - give length of time (time period) this Alert will be in effect e. proceed to give verbal statement as instructed by the station personnel. 4. The Alert message must last no longer than 2 minutes, preferably in under 1 minute, 30 seconds. B. Alerts with EAS Encoders An Alert will only be requested in case of a potential or actual threat to life safety that cannot be communicated to the public in a timely manner by any other means. 1. The Alert must be thoroughly framed (preferably written out) before an Alert is requested. The following information must be included: Name of originating government agency and locality Nature of Alert (EVI or CEM) What has happened (be brief and be specific, but not technical) Where it has happened (be specific, but not detailed) What actions you are requesting (be specific, e.g., evacuation, shelter in place) Where these actions should be taken (give specific boundaries - use well-known references such as major roads or bodies of water) State the estimated time this action will be discontinued (time period) 2. The Alert request must then be authorized by an official named in Section II.B.2., either in writing or verbally. If verbally, the person originating the message must log the date, time and name of the official authorizing the Alert. 3. The Alert may then be entered into the EAS encoder as stated in the manufacturer=s directions. The voice Alert message must last no longer than 2 minutes, preferably under 1 minute, 30 seconds. 4. Once the Alert information has been entered into the encoder, including the voice message, the operator may then enter the Alert into the EAS system. Appendices: A. Localities and FIPS Codes B. SAME-Coded Weather Products C. Authentication Codes D. Television Broadcaster - Cable Operators Agreement E. EAS Alert Worksheet/Log F. Required Monthly Test (RMT) Appendix A Eastern Virginia Operational Area Localities and FIPS Codes Counties FIPS Code Accomac 51001 Gloucester 51073 Isle of Wight 51093 James City 51095 Mathews 51115 Northampton 51131 Southampton 51175 Surry 51181 York 51199 Cities FIPS Code Chesapeake 51550 Franklin 51620 Hampton 51650 Newport News 51700 Norfolk 51710 Poquoson 51735 Portsmouth 51740 Suffolk 51800 Virginia Beach 51810 Williamsburg 51830 Selected North Carolina Localities and FIPS Codes Bertie 37015 Camden 37029 Currituck 37053 Dare 37055 Gates 37073 Hertford 37091 Pasquotank 37139 Perquimans 37143 Selected Maryland Localities and FIPS Codes Dorchester 24019 Somerset 24039 Wicomico 24045 Worcester 24047 All Virginia Counties Accomack 51001 Albermarle 51003 Alleghany 51005 Amelia 51007 Amherst 51009 Appomattox 51011 Arlington 51013 Augusta 51015 Bath 51017 Bedford 51019 Bland 51021 Botetourt 51023 Brunswick 51025 Buchanan 51027 Buckingham 51029 Campbell 51031 Caroline 51033 Carroll 51035 Charles City 51037 Charlotte 51039 Chesterfield 51041 Clarke 51043 Craig 51045 Culpeper 51047 Cumberland 51049 Dickinson 51051 Dinwiddie 51053 Essex 51057 Fairfax 51059 Fauquier 51061 Floyd 51063 Fluvanna 51065 Franklin 51067 Frederick 51069 Giles 51071 Gloucester 51073 Goochland 51075 Grayson 51077 Greene 51079 Greensville 51081 Halifax 51083 Hanover 51085 Henrico 51087 Henry 51089 Highland 51091 Isle of Wight 51093 James City 51095 King and Queen 51097 King George 51099 King William 51101 Lancaster 51103 Lee 51105 Loudon 51107 Louisa 51109 Lunenburg 51111 Madison 51113 Mathews 51115 Mecklenburg 51117 Middlesex 51119 Montgomery 51121 Nelson 51125 New Kent 51127 Northampton 51131 Northumberland 51133 Nottaway 51135 Orange 51137 Page 51139 Patrick 51141 Pittsylvania 51143 Powhatan 51145 Prince Edward 51147 Prince George 51149 Prince William 51153 Pulaski 51155 Rappahannock 51157 Richmond 51159 Roanoke 51161 Rockbridge 51163 Rockingham 51165 Russell 51167 Scott 51169 Shenandoah 51171 Smyth 51173 Southampton 51175 Spotsylvania 51177 Stafford 51179 Surry 51181 Sussex 51183 Tazewell 51185 Warren 51187 Washington 51191 Westmoreland 51193 Wise 51195 Wythe 51197 York 51199 All Virginia Independent Cities Alexandria 51510 Bedford 51515 Bristol 51520 Buena Vista 51530 Charlottesville 51540 Chesapeake 51550 Clifton Forge 51560 Colonial Heights 51570 Covington 51580 Danville 51590 Emporia 51595 Fairfax 51600 Falls Church 51610 Franklin 51620 Fredericksburg 51630 Galax 51640 Hampton 51650 Harrisonburg 51660 Hopewell 51670 Lexington 51678 Lynchburg 51680 Manassas 51683 Manassas Park 51685 Martinsville 51690 Newport News 51700 Norfolk 51710 Norton 51720 Petersburg 51730 Poquoson 51735 Portsmouth 51740 Radford 51750 Richmond 51760 Roanoke 51770 Salem 51775 South Boston 51780 Staunton 51790 Suffolk 51800 Virginia Beach 51810 Waynesboro 51820 Williamsburg 51830 Winchester 51840 Appendix B SAME-Coded Weather Products The weather products listed below will be >Specific Area Message Encoder= (SAME) encoded by the National Weather Service in their NOAA Weather Radio (NWR) broadcasts. All of these listed products will cause the EAS decoder to show an Alert. Watches TOA Tornado Watch SVA Severe Thunderstorm Watch HUA Hurricane Watch Warnings BZW Blizzard Warning TOR Tornado Warning* SVR Severe Thunderstorm Warning FFW Flash Flood Warning* FLW Flood Warning CEM Nuclear Attack Warning (handled as CEM) HUR Hurricane Warning *EAS Alert messages for Eastern Virginia Operational Area Your encoder/decoder must be programmed to forward the following products a EAS Alerts: TOR (Tornado Warning); and FFW (Flash Flood Warning). Other SAME-encoded products may, at the discretion of the individual station operator, be forwarded as EAS Alerts. Appendix C Authentication Codes The Eastern Virginia LECC Chairman will provide a one-word code to the Cooordinator of Emergency Services of each locality, who will then be responsible for its distribution to officials listed in section II.B.2. of this document. Also as specified in section II.B.2., the localities agree to provide the LECC, at least annually, a list of persons authorized to enter an Alert. The localities agree to notify the Chairman of the LECC immediately upon the termination of authorization to enter an Alert, who will notify the LP-1 and LP-2. This code word will be changed periodically at the discretion of the Chairman. Appendix D Television Broadcaster - Cable System Operators Agreement The Cable System Operators agree not to carry or override EAS Alerts on their cable channels for local Televsion Broadcasters who agree to carry the state, weather and local Alerts specified in this Plan. The local Television Broadcasters agree to notify the LECC Chairman and the Cable System Operators Subcommittee Chairman within 48 hours if they: 1. discontinue carrying the state, weather or local Alerts as specified in this plan; or 2. are unable to carry the national, state, weather or local Alerts as specified in this plan, due to equipment problems. The LECC Chairman, and the Cable System Operators Subcommittee Chairman will jointly notify the Cable System Operators that a Televsion Broadcaster is unable to carry the Alerts, and to display the EAS Alerts via the Cable System Operators= equipment on that station=s channel. If the Televsion Broadcaster resumes carrying the state, weather or local Alerts, or the equipment problem is corrected, the Television Broadcaster will notify the LECC Chairman and the Cable System Operators Subcommittee Chairman within 48 hours of the resumption. The LECC Chairman, and the Cable System Operators Subcommittee Chairman will jointly notify the Cable System Operators that a Televsion Broadcaster has resumed carrying the Alerts. The following Televsion Broadcasters and Cable System Operators agree to comply with this agreement as suggested by FCC in Part 11. Appendix E EAS Alert Worksheet/Log [under development] Appendix F Required Monthly Test (RMT) In the Eastern Virginia Operational Area, the Required Monthly Test will be originated by the LP- 1 or LP-2 station. As per Part 11, the Required Monthly Test Ashall be retransmitted unchanged...@, and must be retransmitted within 15 minutes of receipt. All stations shall retransmit the RMT audio message (see text below) received from the LP-1/LP- 2 station. Television visual text shall consist of the same RMT text and shall be displayed at the same time the audio message is transmitted; television stations should prepare the visual text in advance. RMT Text AThis is the coordinated monthly test of the Emergency Alert System for the Eastern Virginia Operational Area. This is a test of the equipment that would be used to provide critical information in the event of a national, state or local emergency. In an actual emergency, the alert tones would have been followed by official messages. This concludes the test of the Emergency Alert System.@