The participants recognized the importance of increased cooperation among the states and territories in the region as well as between the emergency management and telecommunications sectors in the prevention and mitigation of disasters.

Participants agreed that it is imperative that the broad framework of disaster management (including prevention, preparedness, mitigation, response, and recovery) be the basis from which discussion should proceed and that all sectors of emergency management must be encouraged to engage in the discussions since each uses telecommunications technologies and service in the conduct of their respective roles and responsibilities.

The participants noted that the breadth of technologies involved in disaster telecommunications included telecommunications service providers and equipment manufacturers as well as government and private sector representatives of applied sectors of broadcasting, remote sensing, Internet, Amateur Radio, etc.

1. Workshop participants recognized that a number of agencies are undertaking activities to develop regional emergency telecommunications capabilities and services. It was agreed that mechanisms to ensure enhanced regional cooperation along with improved national level cooperation were necessary. The workshop discussed approaches to achieve this, focusing on initiatives already being taken by such agencies as CDERA, CTU and others.

2. Workshop participants expressed their support for the Convention on the Provision of Telecommunications Resources for Disaster Mitigation and Relief Operations, and encourage their respective governments to adopt the Convention when it will be formally presented at an Intergovernmental Conference in 1997.

3. A report on the First World Telecommunications Policy Forum (Geneva, 21-23 October 1996), dealing with the Global Mobile Personal Communications by Satellite was presented for discussion. Workshop participants agreed to provide ITU with comments on the Draft MOU by the end of December 1996.

4. It was noted that while Resolution 640 covers short term frequency allocation for emergencies, the workshop participants agreed that every effort should be made to pursue a long term solution to the issue of frequency availability for emergency telecommunications, and specific appropriate steps should be taken to solicit the allocation to emergency telecommunications service of specific frequency bands by a future competent ITU World Radio Conference.

5. Workshop participants noted the importance of telecommunications technology for emergencies used by the national and international telecommunications services and equipment providers. Further, emphasis was given to the following:

a) guaranteeing the survivability of telecommunications systems;

b) reexamining the cost and tariff structure to ensure the lowest possible price for emergency telecommunications services;

c) ensuring the increased participation of telecommunications service and equipment providers in all aspects of disaster preparation and response planning, including training and education; and

d) examining overall regimes for charges applied for the movement of equipment and materials with the goal of facilitating the provision on emergency telecommunications in disaster management.

6. Workshop participants supported new and continued cooperative initiatives towards enhancement of policies and programs for emergency communications. For example:

a) It was also noted that CDERA has initiated a number of high level activities to promote Internet in disaster management efforts within the region and is inaugurating a World Wide Web service in the near future. It was further noted that the Emergency Preparedness and Disaster Relief Coordination Program of the Pan American Health Organization is planning to expand its health sector Internet initiative into the Caribbean region as the third phase of its program which now includes Central and South America. Workshop participants indicated support for CDERA as a liaison to this PAHO initiative, and look forward enthusiastically to a regional workshop on "Use of the Internet in Disasters in the Caribbean" that is being planned by PAHO and DHA in the 1997 time frame.

b) The CTU intergovernmental effort to promote regional and multilateral support for technical assistance programs in the sector.

The discussions on themes of the agenda are summarized as follows:

Working Group A1

Frequency allocation, maintenance of equipment, training, standardization and the use of modern technology were among subject areas considered. The group focused on problems encountered in the region and identified the following issues as needing further attention:

9. An inventory of telecommunications resources in the region should be compiled

1. Governments, Administrations, and Operators might benefit from:

2. Administrations and Operators may seek to secure copies of prevention and preparedness plans from areas of similar vulnerability around the world

3. Administrations and operators should maintain backup systems in the face of new technology penetration

4. Administrations should develop a regular and standardized process for revising and updating procedure for mitigation and restoration and make these revisions and updates known to all concerned on a timely basis

5. Where possible, simulation exercises should be conducted regularly and with the evolvement of all relevant entities

6. Administrations are encouraged to conduct research designed to access the impact of new industrial development on telecommunications vulnerability

7. Administrations are encouraged to maintain constant public awareness as to potential for telecommunications interruptions in disasters

9. Administrations are encouraged to maintain suitable building codes for EOCs and telecommunications facilities in the region

10. Administration are encouraged to foster continued cooperation between neighboring islands for recovery (e.g., in the event of major aircraft accidents).

11. National entities might consider augmenting their telecommunications systems by emulating amateur systems design.

The recommendation was made that CANTO be asked to investigate and collect information regarding the vulnerability of telecommunications networks and distribute the results to the telecommunications operators in the form of a "lessons learned" report.

C1

The historic role of Amateur Radio operators in disaster management was discussed and affirmed. It was also noted that significant involvement of Amateur Radio operations will continue into the foreseeable future and there is a need, therefore, to reconcile this role in the context of broader disaster preparedness and response coordination mechanisms. The working group identified and elaborated on issues that must be considered in order to optimize the integration of the role of radio amateurs into existing and future national, regional, and international formal emergency management systems. Among the issues discussed, it was the working group's considered opinion that:

1. Amateur radio operators should be seen as providing resources that are complementary to national and regional emergency telecommunications assets. Each nation has a responsibility to provide for adequate telecommunications infrastructure that has been designed with the particular vulnerabilities of the nation in mind. Amateur Radio resources should not be considered as replacement for emergency telecommunications infrastructure. They should be considered complementary.

2. It was noted that Amateur Radio operators providing Amateur Radio services should function as communicators, and not be seen as replacements for other emergency functions or as assuming the role of emergency managers

3. Amateur Radio operators functioning as communicators of vital information prepared by statutory disaster management authorities should be common, standardized terminology, such as advocated by CDERA. Governments should not use radio amateurs for routine communications, nor should Amateur Radio operators be requested to interpret messages in emergency situations. This being said, it was also recognized that a valuable role is played by amateur radio operators in communicating health and welfare information, especially on behalf of individuals and families who may otherwise have no means to ascertain the status of their loved ones and property.

4. In an effort to facilitate and support a collaborative relationship in emergency situations, the value of Memoranda of Understanding between radio amateur groups and emergency management agencies was discussed. It was the opinion of the working group that involvement in these discussions should be at local/parish, national, subregional, and regional levels and that roles and responsibilities of each entity should be defined as a preparedness measure. It was further discussed that consideration should be given to improving notification to employers for releasing employees for disaster service. Emphasis was placed on the need to develop a plan to provide for replacement of personal equipment damaged while in service during official communications activities.

5. It was also noted that there is a need to further discuss the issue of encouraging governments to coordinate purchase of radio equipment with the amateur radio community for field application as well for use at EOCs to ensure that amateur equipment is complimentary with equipment of the government.

6. Finally, international licensing was discussed as an important factor in facilitating the movement of amateur radio operators across national borders.

The working group proposed a number of policy issues for possible action:

1. There is a need for technical assistance from government and/or NGOs to amateur radio groups in regard to specialized disaster training, specialized equipment, and facilities within emergency management compounds

2. There is a need for formal recognition of the role of Amateur Radio in emergency management and the development of memoranda of understanding at national levels

3. There is a need to support development of detailed comprehensive operational emergency planning between emergency management and Amateur Radio groups in a collaborative manner

4. There is a need to eliminate barriers to the importation of amateur equipment and supplies

5. All nations should sign and ratify the International Amateur Radio Permit

6. There should be a conference of Regional Amateur Radio Groups and Emergency Management Officials and decision-makers to discuss common problems, such as standardizing equipment and defining protocols.

7. It is recommended that radio amateurs in the region support and provide meteorological information to established international and regional amateur weather networks including the Hurricane Watch (14.325 MHz) which serves as an important data source for the National Hurricane Center (US). And further, that each island-nation should have at least one "Automatic Packet Weather Reporting Station" linked to the Hurricane Center via amateur collaboration.

A2

Transborder use of Telecommunications Equipment, Licensing Requirements

The session consisted of two short presentations given by delegates of the Bahamas and St. Kitts-Nevis, followed by a discussion on existing problems related to the issuing of licenses and the role of the department of Customs and Excise. Finally, the group tabled a number of recommendations which can resolve the above problems.

The delegate of the Bahamas outlined the structure and objectives of the National Emergency Operations Center (NEOC). He also listed main telecommunications tools used by his organization. The NEOC as a body coordinates activities related to disaster mitigation, relief, and recovery. It makes use of cellular telephony, VHF radio, portable satellite terminals, the radio system of the Red Cross and the state broadcasting facilities.

The St. Kitts-Nevis delegate summarized the main features of the country's national Emergency Management Agency (NEMA). The organization has at its disposal the following telecommunications facilities during emergencies.

Other equipment used include radio transmitter (frequency 7-850 MHZ) and satellite voice channels. NEMA receives assistance from amateur radio operators. The delegate reported that the Internet service (called "Caribnet") has proved itself too slow even for non-critical activities

The problems related to the theme of this session include:

1. The issuing of licenses, and

However, in St. Kitts-Nevis, NEMA advances the paperwork prior to the arrival of the equipment, thus simplifying the admission process. Barbados, too, conducts similar facilitation exercises on a bilateral basis when it becomes necessary to transfer equipment used in the Eastern Caribbean Fiber System (ECFS). However, the transfer of ECFS equipment to the French territories requires a lead time of some three weeks to process the paperwork. The entry of telecommunications equipment into Barbados and Trinidad and Tobago requires placement of bonds until the articles leave the two countries. In the case of Trinidad and Tobago, obtaining a license does not present any difficulty.

1. To increase the efficiency in net-controlling in preparation for a response, each country should, according to schedule, agree on common regional emergency network frequency bands.

2. That Amateur Radio Groups should have a representative in the regional emergency network to enhance Amateur Radio organization in each country.

3. Design a mechanism to facilitate transborder communications with non-English-speaking countries, especially the dependent Dutch and French territories

4. National Emergency organizations should include a representative from the Department of Customs and Excise and should consider waiving the bond normally placed on telecommunications equipment during an emergency requiring transborder activities.

5. Each country should negotiate and sign a multilateral agreement with other countries with a view to the elimination of duties when moving (for emergency use) telecommunications equipment from one country to another for pre- and post disaster activities

Out of the need to respect the sovereignty of nations, users of the Iridium and Odessy LEO/MED satellite systems should not operate from those counties which have not obtained a license to access the system. However, an INMARSAT terminal, once registered, can act as a gateway from any country provided that the host country issues the relevant license.

B2

1. It was noted that adequate structures/systems/networks which exist should be made use of as far as possible because they are tried and tested. These include local networks, amateur networks, others.

To ensure cost effectiveness:

2. It was noted that special tariffs for some services, already in place should be expanded to other nations. These include systems for Meteorological and Seismic Monitoring

3. The working group also discussed the need for special tariffs covering emergency simulations, testing, etc.

1. To ensure cost effectiveness protection/security of local telecommunications facilities needed

2. Education of public to minimize expensive restoration (e.g., system crash due to overloads, vandalism of cables, etc.)

-- Need for tariff removal agreement for amateur radio operators (e.g., link to local and international networks, and carrying third party traffic through external administrations)

1. Each country should assess the need for large complex systems which would be expensive

-- Identify what is adequate for the incident

-- Identify what is appropriate (e.g., voice/data)

2. Administrations to assess the robustness of existing networks (e.g., redundancy, construction robustness, ability for self healing, etc.)

1. Telecommunications administrations provide a facility similar to 800 numbers for purpose of disaster preparedness and recovery

2. Negotiations should be carried out by responsible organization (e.g., CANTO) for securing tariff free communications for testing and simulations and other considerations

3. All major telecommunications administrations should be notified by regional body (e.g., CDERA) of disaster area

B3

The main issues discussed were: power, frequency, standards

The following recommendations were made:

1. All radio equipment used for emergency telecommunications be able to operate on DC. 12 volts was suggested

2. The establishment of an emergency telecommunications committee that was proposed in 1989 to focus on network design, standards and compatibility of equipment and to implement and commission a regional system for emerging telecommunications

3. Common frequencies for emergencies on a national and regional level

that the short term solutions being used be replaced by long term solutions

4. That the short term solutions being used to be replaced by long-term solutions

5. That a resource catalogue be produced which will enable countries of the region to source spare parts to restore their system after a disaster

C3

The working group noted the importance of the Internet as an additional system for strategic decision-making and operational coordination of emergencies as well as a means to gather and exchange information to support planning and prevention efforts. In particular the working group considered the value of the Internet in preparing for disasters by providing easy, low cost access to data from widespread sources, allowing efficient distribution of important information to diverse audiences, and facilitating the improved organization, coordination, and policy making concerning disaster mitigation. Given the many proven practical benefits of the Internet the Working Group recommends:

1. That national, multinational, NGO, and private disaster mitigation and response organizations continue to provide and expand their use of the Internet to access relevant information; and to provide which information to each other, professional organizations, the media, and the public; to coordinate their mitigation activities; and to further collective action on other recommendations resulting from this workshop. In this respect, the Emergency Preparedness and Disaster Relief Coordination Program of the Pan American Health Organization is planning to expand its health sector Internet initiative into the Caribbean region as the third phase of its program which now includes Central and South America. The Working Group endorsed this idea and recommended that the initial Caribbean liaison for initiative be St. Lucia which has agreed and has offered to host a workshop, in cooperation with PAHO and DHA, on "Use of the Internet in Disasters in the Caribbean" in the 1997 time frame.

2. That national, multinational, NGO, and private disaster mitigation and response organizations cooperate with each other to establish and maintain a directory of relevant information available via the Internet (i.e., WWW sites, e-mail addresses of disaster managers and telecommunications service providers, etc.).

A caution was given that individuals and organizations intending to use Internet information during or in the immediate aftermath of a disaster event must ensure that the communications links they rely on to access Internet are not themselves susceptible to damage during a disaster, or ensure that reliable redundant links are available.

Monday, 4 November 1996

13.00 - 18.00 Arrival of Participants, Registration

18.00 - 20.00 Get-together

(industry-sponsored reception or buffet dinner)

Tuesday, 5 November 1996

09.00 - 10.00 Opening session

10.30 - 12.00 First Plenary session:  The disaster scenarios and the response mechanisms in the Region

(Chair: CDERA; presentation of a case study by a participant)

13.30 - 15.00 Second Plenary session:  The Telecommunications infrastructure and its emergency preparedness for the Region

(Chair: CTU; presentation of case studies by participants)

15.15 - 16.30 Parallel Working Group sessions:

A1: Telecommunication Requirements of disaster mitigation and  response mechanisms

B1: The Vulnerability of Telecommunication Networks - by natural disasters, - by "man-made disasters", - by other events (CME etc.)

Wednesday, 6 November 1996

08.30 - 10.00 Presentations of services

(Announced so far:  - The Iridium Satellite System, - The Amateur Radio Service - The Odyssey Satellite System

10.30 - 12.30 Third Plenary session: Presentation of Results of  Working Group sessions A1 and B1; proposals for recommendations for improvements

13.30 - 16.30 Visit(s) to installations / institutions (organized by CTU)

Thursday, 7 November 1996

08.30 - 10.00 Fourth Plenary session: Regulatory and Policy Issues

(Chair: ITU)

10.30 - 12.30 Parallel Working Groups

A2: The trans-border use of telecommunications equipment; licensing requirements,

B2: Cost Effectiveness and  Tariff Structures for Emergency Telecommunications,

13.30 - 15.00 Parallel Working Groups:

A3: Proposals for Improved Regional Cooperation Mechanisms

B3: Recommendations for Compatibility and  Standardization

Friday, 8 November 1996

08.30 - 10.00 Presentations of equipment and services

10.30 - 12.30 Sixth Plenary session: Adoption of the Recommendations prepared by Working Groups A3 and B3

13.30 - 15.00 (To be allocated)

15.30 - 16.30 Closing session

17.30 Fair-well-event

Saturday, 9 November

Departure of participants

Possible post-conference excursions  or specialized post-conference meetings

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Annex 2