Think Caribbean Emphasis - Satellite Phone Project

SATELLITE TELEPHONES FOR EMERGENCY MANAGEMENT

On 25 August 2006, a group of the Think Caribbean Committee met with representatives from the Caribbean clubs and the mainland clubs in Zones 33 & 34 to discuss our Twinning status and to discuss the use of satellite telephones in times of disaster.

This specific report addresses the satellite phone system in hopes of explaining a few items regarding their purchase. As a result that meeting Ray Whittaker wrote an excellent email that I would like for us to adopt as the direction we need to take to implement this much needed program. If it becomes apparent that changes at a later date are required, we can make those changes but we do need to get started and establish some guidelines. I want to delineate that the proposal calls for phones to be distributed down through the Assistant Governor level. This provides for us to proceed immediately with the program and at half the cost.

The Basics:

The initial cost of this program is now estimated at $US80,000 to $US85,000. One request we are asking all Districts in Zones 33 and 34 is to set aside $5000.00 from their DDF funds for the purchase of the satellite phones. The initial cost of the phone, emergency case, and extra battery is approximately $800.00 and 300 minutes will cost $350.00. The phone we chose is a Globalstar GSP1600. The Globalstar network appears to be the best Coverage for North America and the Caribbean.

If your district is willing to help with this project, please communicate this endorsement so that we can remain in contact with you and advise PDG Gary Wilson of your intent. His email is pdg6960@earthlink.net

It is our hopes to be able to make distribution of 75 satellite phone systems at our Zone Institute meeting.

PDG George Banning (Think Caribbean Chairman) has developed a PowerPoint presentation that is available for a program in each Rotary Club. Just let us know if you would like a copy.

Ray’s email is listed here for your review:

District 7020

Ray Whittaker- Director International

As Director of International with responsibility for Disaster Relief and various other subject matters, and having been requested to start the ball rolling fast on this issue, I would like to lay out the immediate needs of our District to assist in Communication when a Disaster occurs. I say “when” because, unfortunately, that is the case not “If”. Our district as you can well appreciate covers some ten countries, however, the reference to Countries in the case of the Cayman Islands includes a second island (Cayman Brac) with a club and so does the Bahamas with Abaco. Also in the case of Jamaica, there is a need for additional cover in one remote area.

IMMEDIATE

1) The number of phones required is 25

This is broken down as follows:-

District Governor,

District Governor Elect,

District Governor Nominee

Immediate Past District Governor

District Disaster Relief Chair

Deputy District Relief Chair

Assistant Governors—15 in total

President of Cayman Brac Club or DG Assignee on Cayman Brac

President of Abaco Club or DG Assignee on Abaco

President of the Jamaica Club that is considered to be most remote or DG Assignee

The Rollover Cycle for holding a Satellite Phone will be as follows

District Governor--- beginning with DG Alastair will be for two years as DG and IPDG and there after will infact be for four years as he/she progresses from DGE, DGN, DG and IPDG.

District Governor Elect---- beginning with DGE Dick will be for three years and thereafter for four years.

District Governor Nominee---- DGN Rupert will be the first to hold for the full four years as he progresses on to DGE, DG and IPDG.

District Disaster Relief Chair and Deputy---- these will be for a one year unless otherwise agreed by the incoming District Governor, however, I would recommend that if the incoming DG chooses to appoint a new District Disaster Relief Chair, the outgoing Chair should be retained as deputy for continuity in contact listing as well as planning.

AG’s--- these will be for the term of appointment which is normally two to three years depending on the DG’s choices.

Three additional—Cayman Brac, Abaco and Jamaica--- It is recommended that until every club in the District has access to a Satellite Phone, the individuals appointed by the DG to receive the Satellite Phone be one who will remain for at least a period of two years, for continuity of listing.

2) Once the above is agreed, the appointment of at least two Zone Contacts should be made and it is recommended that these individuals be appointed for a two year period. They will be the point of contact by the District for help from the mainland. When all clubs are twinned and each have a Satellite Phone this can obviously change so as to allow direct contact with the respective Twinned Clubs, however, in all instances the DG and District Chair should be in the immediate loop so that efforts are not duplicated.

3) The Procedure for use of the Satellite Phone must be agreed but must include personal responsibility by the individual receiving the phone as to the safekeeping as well as use of the phone. These are Emergency Phones and not everyday phones for personal use.

4) Timing for use of the phones should be agreed but it is recommended that the phones be switched on prior to say a hurricane hitting and continue until an all clear is given in the respective country. This also means that the following persons be advised by email and if no response from any one, by regular phone, of the approach of a Hurricane so that immediately monitoring of Satellite phone begins:--

DG, DGE, DGN, IPDG, District Chair and Deputy, Respective AG, and Zone Contacts.

Where other Natural Disasters occur, ie Earth Quakes, which will not allow for prior notice, and contact is made with those listed in 4 above or the Twinned Club, this contact should immediately trigger an email from the person contacted to those in 4 above so that the Event (Relief and Recovery) is monitored. A final email is sent when the Event is no longer a threat or has been dealt with.

5) Monthly reports of use of the Satellite Phones should be made ie use of the minutes must be accounted for. In the case of the District this should perhaps go to the District Chair and District Treasurer if District is covering or assisting with Cost. The District Chair can include this also in the Monthly report to the DG.

6) When the Twinning of all District Clubs is complete and all clubs receive a Satellite Phone, a similar Contact Procedure and should be implemented. Whilst it is appreciated that contact can be made direct with a Twinned Club, it should be agreed that the Twinned Club will also accept responsibility to ensure that the persons in 4 above are kept in the loop by email on what is being done jointly. This does not negate the responsibility of DG, District Chair or Respective AG to ensure that they are in the loop. If we COMMUNICATE, we will solve problems faster and easier. Costs of operating may then be passed to clubs or as agreed but monitoring should continue to be done at the District level as well as the Club level.

7) The Directory of the Satellite Phone holders MUST be available on the District Website as WILL the District Disaster Relief Plan

The potential utilization of the Satellite Phones for Email should be explored as a means of cutting down on operational Costs.

LONG TERM

Once the Immediate needs are addressed, it should be the Goal to ensure that all clubs in the Districts

will be provided with Satellite phones with the respective Security, Controls and Procedure to be put in place.

The effective use of Satellite phones must be monitored in order to ensure they are utilized to their fullest potential and a level such as a Zone Coordinator, similar to what has brought about the implementation of their present use, should continue to function. This allows for a direct and coordinated contact with manufacturers/suppliers and ultimately the Best Product, at the Least Cost being available for this program.

While we cannot be our brothers, and sisters, keeper, we can try to ensure that we do all we can to help them especially the Poor, the Sick, and those that Society would like forgotten. For us to do this we must COMMUNICATE. For us to COMMUNICATE we need COMMNICATION DEVICES.

WE NEED GLOBAL STAR 1600.

THANK YOU FOR PROVIDING THESE SATELLITE PHONES. EACH TIME YOU USE ONE, MAY YOU REMEMBER THE SMILE ON THE FACE OF THOSE THAT WILL RECEIVE THE BENFIT THEY WILL PROVIDE AND THE COMFORT IT WILL BRING TO EACH OF US KNOWING THAT, THOUGH WE MAY BE ALONE MAKING THE CALL, WE HAVE A BROTHER OR SISTER IN OUR GREAT FAMILY OF ROTARY OUT THERE WAITING AND WILLING TO HELP.

Following hurricane Ivan I experienced much of the above. I recall while giving my last bottle of water to an old man in Breakers, Grand Cayman on the way back from closing the eyes of my dying aunt, he stood up to receive the bottle and as he saw my Rotary shirt, he said with tears in his eyes “You’re the People who help People.” That’s who we are, so lets get these phones and help even more people, faster.

Last but not least DG Alastair and DGE Dick, I will be driving the Blue and Gold, Chrysler van in Orlando, out side of Zone Meeting next week, waiting to pick up the 23 ( You will no doubt carry your own phones) and ensure delivery by the following week to the respective Assignees.

Ray Whittaker