AVERT Policies & Procedures 1400
Mapping Procedure

1.0 PURPOSE

To assist Grid and Team Leaders in obtaining, preparing and revising maps of their service areas and to provide a method of submitting these updates to the Team Support Committee for inclusion on county-wide GIS maps.

2.0 COPYRIGHT AND USE RESTRICTIONS

2.1 Information obtained and recorded by AVERT and CERT members shall be copyright of the AVERT Corporation and shall be disseminated to Grid and CERT Leaders as appropriate.

2.2 These maps may only be reproduced by Team Leaders for the purposes of planning or emergency response. Any other use or reproduction of these maps without the prior written approval of the AVERT Board of Directors is a violation of copyright law and may be prosecuted.

3.0 PROCEDURES

3.1 Obtain a letter sized (8.5" x 11") copy of the grid map(s) covering your team's service area. Make as many photocopies as required for your team members. If your service area spans two or more grids, print each grid then fit them together with tape. Delineate your service boundary, identify the grid numbers just outside the boundary and cut out your team's area. Photo-reduce or photo-enlarge your team's map until it fits a letter sized sheet.

3.1.1 If you have Internet capabilities, go to the Salt Lake County CERT Web Site and click the link for mapping. Follow the instructions to View and Print the grid(s) you need. Alternatively, you may request printouts of the needed grid(s) from the web administrator by clicking the e-mail link at the bottom of the mapping page.

3.1.2 If you do not have a computer with Internet service, contact the Community Relations & Team Support Committee or attend the next regularly scheduled AVERT Board meeting and submit your request. The Board will forward your request to the Committee. AVERT Board Meetings are held on the second Wednesday of each month in the President's Conference Room of the Salt Lake Community College Center.

3.2 Obtain a set of colored markers and pens for each group performing the mapping. Use table 1 as your legend or identify your legend on the back of each map copy.

3.3 Schedule a team meeting and invite the AVERT District Representative and your Grid Leader(s) to discuss the mapping effort. Review the policies of section 4.0 with the team and assign at least pairs of members to specific parts of the team's service area.

3.4 Instruct mapping groups to collect and record as much information as possible. The information that should be recorded is; building outline, building address, number of persons in occupancy, utility valve and switch locations, and any other pertinent information (ie. Disabled or Elderly persons in occupancy, propane tanks, Fire hydrants, team meeting area, team cache location, etc.).

3.4.1 Dispatch the groups door-to-door. Introduce yourselves as CERT members and briefly explain the CERT program and the purpose of your visit.

3.4.2 Try to "interview" the head of household. Many people may gladly do the work for you if they understand the program and purpose.

3.4.3 If they are unwilling or unable to talk with you, ask for permission to walk around the property to collect and map the utilities and building outlines. If permission is denied, return to the public street or sidewalk and gather what information you can from there.

3.4.4 Never ask for or record personal data such as telephone numbers, social security numbers, medical histories and the like. If someone volunteers personal information, record it on a separate sheet and give it to your team leader for further action.

3.4.5 Never enter or cross private property without the owner's or occupant's permission. This would constitute criminal trespass and may result in court actions.

3.5 Upon completing assigned areas, mapping groups should return all maps and notes to the team leader. The team leader should assign two team officers (we suggest the logistics and fire suppression section leaders) to compile and transfer the data to the master map(s).

3.6 Photocopy the master map(s) (if possible, make color copies) and forward the colored copy with appropriate legends to the Team Support Committee. The committee will digitize the information and reprint new 36" x 24" master maps. Three reprinted masters will be returned to your team for your use.

3.7 Upon receipt of the large master map, the team leader shall schedule a team meeting for the purpose of emergency response plan preparation. Written plans should be prepared for Earthquakes, Large Fires, Floods, Severe Wind Storms, Ice Storms, Long Term Power Failures and any other disaster specific to your service area.

4.0 POLICIES

4.1 Each team member collecting data shall be held responsible for accurate data. Providing false or misleading information is cause for disciplinary action.

4.2 All data collected will be deemed confidential and shall not be transmitted to any person outside the AVERT organization or the CERT program.

4.3 Each team member collecting data shall promote awareness of the AVERT corporation and the CERT program by wearing CERT vests and helmets and providing information to the public.

4.4 Each team member collecting data shall insure that all activities comply with applicable Federal, State and Local Laws.

4.5 Each team leader shall use the finalized maps to familiarize team members with team needs and resources available.

4.6 The AVERT Corporation, through the Team Support Committee, shall provide access to standardized digital maps with limited data via the Internet for all CERT members and full data hard copy maps to all Team Leaders upon written request.