Responders and their Vehicles (RB294-297)

Q. I want to be a regular communications volunteer in government service. What kind of vehicle should I have?

A. This has no simple answer. It depends on (1) whether or not you are a responder, (2) what your role is, (3) your local climate and terrain, (4) what local authorities use, and (5) the importance of your completing vehicular access to the incident. Let's take these one at a time:

1. A responder in this discussion is one who uses his or her vehicle as a part of the emergency work in the field. In other words, the necessity to get to each incident with the necessary two-way radio communications and possible use of the mobile communications for brief or extended periods of time during the incident. Some of us need communications only while responding TO an incident. For others, the communications is an emergency resource required AT the incident. Transportation for a non-responder, such as to and from work, is not so critical. If a person is expected to report to work on a call out, it is reasonable to expect that the transportation should not break down en route. Whereas a bicycle or motorcycle might be adequate for this purpose, they would not be appropriate for responding into the field on incidents. It is apparent that a major change in a personally owned vehicle may be required to satisfactorily and appropriately perform field response. It invariably requires additional expenses. The spirit may be willing but the pocketbook may not. Many new response personnel ride along with someone else when they are first getting started. From this start one can determine (a) if this is what they want to do with the rest of their spare time life and (b) if they can afford it.
2. What is your role? This may well determine your type of vehicle and how it is equipped. Some personnel need basically to transport their equipment, tools, or supplies to a specific site, unload, setup, and go to work. Other responders may be overhead or supervisory personnel. Their transportation needs are basically the ability to go anywhere at any time. It may be important to be able to transport other emergency workers from one place to another during the incident. Some communications personnel may choose to fulfill the need for a completely self-contained mobile communications station. In other words, they go to a site and set up a communications relay or terminal. They respond prepared to be totally self-sufficient for several days. Overhead personnel may need multiple mobile radios to communicate with several services other than the one to which they may be attached. Right or wrong, officials of other agencies may use you and your vehicle at any time or place and expect that you have the capability to communicate with their service. It never hurts to have every communications capability, particularly with and for your local agencies and organizations.
3. Climate and terrain may dictate what is appropriate for a response vehicle. Don't try to take an inappropriate vehicle where a 4-wheel drive or truck is called for. What the local authorities use can serve as a yardstick by which to gauge your next vehicle purchase. Yes, that subject had to be brought up somewhere along the line in this discussion. It's a tough topic to cover but one that most have to face sooner or later. In short, a Volkswagen "Bug" is not a recommended emergency vehicle! That's fine, you say, but who's going to buy this new vehicle for me? No one except yourself, my friend, and that's what can separate -- or delay -- the will from the ability. From experience I can say that it usually doesn't happen overnight. Your type of vehicle improves with your duties, your commitment, and financial ability.
4. The importance of your vehicle appearance may affect your ability to gain access to incidents, particularly in urban and suburban areas. In other words, it doesn't hurt for you and your vehicle to look like you belong there. It establishes credibility and acceptance. You may be the most experienced and valuable volunteer in the county. But we suggest you don't respond in a vehicle that might have been driven by Elvis, sports a weird or decrepit paint job, has strange or noncommercial antennas dissimilar to those used by local authorities and is driven by someone dressed as if he were going to a convention. If you do, don't be surprised if they are laughing at you as you roll up to the roadblock. That's just before they tell you to do a one-eighty and go home. Whether you like it or not, how you look IS very important. Anything less is an embarrassment to the agency you represent and the rest of your people --- both paid and volunteer.

We should reiterate that we are talking about volunteers who are officially enrolled and who been authorized and dispatched by competent public safety authority to respond in the first place. We are talking about people who respond frequently. We are talking about people whose avocation is literally the authorized and regular response to an emergency. We are NOT talking about volunteers, albeit well intentioned, who simply show up on their own to offer to help out.

In some parts of the country various emergency vehicle lights or specialized equipment, signs, or magnetic door signs are authorized. Local practices, customs, and laws should be observed.

All equipment and out-of-pocket expenses associated with your volunteers' duties with your government agency, the Civil Air Patrol, the Red Cross and other disaster relief or public safety agencies may be tax deductible. Professional volunteer responders keep records for this purpose. All expenses associated with a response vehicle, prorated to the percentage of its use for the volunteer activities discussed, invariably greatly exceeds the per mile rate authorized by the IRS for undocumented costs. Such costs include the cost of the vehicle, insurance, gas, oil, maintenance, repairs, car washes, and specialized equipment. The latter includes communications equipment, signaling and warning devices, maps, safety equipment, uniforms and specialized turnout or response clothing, their cleaning, a radio pager, and any other specialized equipment or supplies required or recommended by your agency. It pays to keep records. Check with your CPA and one who is, preferably, familiar with nuts like us. Yes, there are some volunteers who can't afford to quit being a volunteer! 

Series authored by Stan Harter, KH6GBX.