NCS000482_ENG 3351 Public Involvement Programs_20220526

J�ty of
�Monroe
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Public Involvement Programs
Purpose
SOP No. ENG-3351
Adoption Date: XX-XX-XXXX
Revision Date:
Approved:
To provide guidance on the processes used to schedule, prepare, facilitate and track public involvement
programs within the City of Monroe. Currently the City offers several programs including Adopt -A -
Stream, Storm Drain Marking and Water Quality Monitoring programs.
Procedure
Promotion, Scheduling and Program Overviews:
The Environmental Educator shall promote public involvement opportunities to the general public by
posting information on the Stormwater Services website, posting to social media, networking with
other educators, and hosting a booth at local events. Inquiries received on the Stormwater Hotline
and from other Engineering Department staff about volunteer opportunities shall be forwarded to the
Environmental Educator to pursue.
The Environmental Educator shall select dates for public community events. The Environmental
Educator should try to schedule one event in the fall and spring. Group volunteer events are available
upon request and can be either fully facilitated by the Environmental Educator or coordinated by the
Environmental Educator with the group's appointed volunteer coordinator, who will be responsible
for sending completed reports to the Environmental Educator.
Program specific information, such as supplies needed and facilitation guides, are detailed in the
sections II -IV of this Standard Operating Procedure. When a teacher, civic group leader or other
organization team leader reaches out to the City, the Environmental Educator will explain the
volunteer programs offered and assist with selecting the appropriate public involvement program
based on the size, age, setting and interest of the volunteer group.
All volunteers are required to complete the appropriate forms contained in the Stormwater Volunteer
Packet (located in I:\Stormwater\Stormwater Management Program\NPDES Phase II\Six
Measures\Public Involvement\Volunteer Packet) before participation. The Environmental Educator
will provide volunteers and/or the volunteer coordinator with the applicable forms and check
submitted forms for completeness.
Adopt -A -Stream Overview:
This program is great for groups and clubs to either complete a one-time stream cleanup event or
adopt a stream segment. To officially "adopt" a stream segment, the adopting organization has to
commit to collect litter along a stream segment twice a year for at least two years. Stream Cleanup
events are typically scheduled in the spring and fall and open to ages 10 and above. The City provides
trash bags, use of litter grabbers, waders, safety vests, and work gloves for all participants. Stream
cleanup events can also be combined with the City's Water Monitoring Program upon request. The
Environmental Educator will coordinate with the Stormwater Engineer if the Environmental Educator
requires additional City staff to assist with the Adopt -A -Stream event. See Stormwater Volunteer

Packet for additional information (located in I:\Stormwater\Stormwater Management
Program\NPDES Phase II\Six Measures\Public Involvement\Volunteer Packet).
Storm Drain Marking Overview:
The Storm Drain Marking program is a way for residents 6+ years old to get involved in educating
everyone that runoff does not get treated when it flows into storm drains. Volunteers adhere the
colorful and informative markers on the edge of storm drains showing that they drain into our creeks
and distribute informational door hangers to nearby residents. See Stormwater Volunteer Packet for
additional information (located in I:\Stormwater\Stormwater Management Program\NPDES Phase
II\Six Measures\Public Involvement\Volunteer Packet).
Water Quality Monitoring Overview:
Water Quality Monitoring events will be completely facilitated by City staff, who will guide the activity
and provide all of the tests kits, data sheets, and instructions. Participants will collect water samples
from a local stream and use test kits to measure the water quality. This program is available from ages
8+ and participants can enter their data into the NC Stream Watch Dashboard, a statewide database
to raise awareness of the diverse water resources in North Carolina. Water quality monitoring can also
be combined with a stream cleanup event upon request. The Environmental Educator will coordinate
with the Stormwater Engineer if the Environmental Educator requires additional City staff to assist
with the Water Quality Monitoring event. See Stormwater Volunteer Packet for additional
information (located in I:\Stormwater\Stormwater Management Program\NPDES Phase II\Six
Measures\Public Involvement\Volunteer Packet).
Adopt -A -Stream
Planning:
Supplies Needed:
• Hip waders & belts
• Lysol spray
• Work gloves
• Nitrile gloves
• Grabbers
• Trash bags
• First aid kit
• Sanitizer
• Clip boards & pens
• Forms
o Safety Rules & Guidelines (Form B)
o Liability forms (Forms C&D)
o Storm Cleanup Report (Form E)
• Watershed map (optional)
• Bottled water for volunteers
• Food/snacks (optional)
• Volunteer yard signs
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• Thank you giveaway
Stream cleanups that are promoted and open to the public are usually conducted at a City of Monroe
park for ease of parking, availability of restroom facilities and familiar location for residents. Additional
cleanup locations requested by a particular group or part of Adopt -A Stream will be assessed by the
Environmental Educator on a case by case basis in collaboration with the Stormwater Engineer
depending on the situation. In all cases, permission from the landowner is required.
Adopt -A -Stream cleanups can be either fully facilitated by the Environmental Educator or coordinated
by the Environmental Educator with the group's appointed volunteer coordinator, who will be
responsible for filing reports (Forms A— E in the Stormwater Volunteer Packet) to the Environmental
Educator. Specific instructions are located in the Volunteer Packet as to when and how the paperwork
should be filed along with the Adopt -A -Stream Agreement (Form F).
For public cleanups, the Environmental Educator shall consult with Stormwater staff that may be
aware of heavily littered areas or easily assessed stream sites. Then the Environmental Educator shall
visit the suggested locations to determine a good site for a public cleanup. The Environmental
Educator shall coordinate with the Stormwater Engineer for soliciting the Engineering Department
staff for assistance working the cleanup event. The Environmental Educator shall use documents
found in the Cleanup Planning folder (located in I:\Stormwater\Stormwater Management
Program\NPDES Phase II\Six Measures\Public Involvement\Adopt-A-Stream and Cleanups\Planning)
as guidance.
For cleanups at City parks, the Environmental Educator shall fill out the applicable Facility Use
Application with the Parks and Recreation Department for both the scheduled date and rain date to
request permits and reserve the park shelter. The application and contact information can be found at
the specific park websites (located at htt.p. _: / nc c r /Departments/Parks-
Recreation/Parks}.
..............................................................................
Once the Facility Use permits have been received, the Environmental Educator shall contact the
Streets Superintendent to arrange for collection of trash. Based on workload, the Streets
Superintendent can determine whether they will send staff to assist for the duration of the event or
collect trash at the end of the cleanup.
To promote a public cleanup, the Environmental Educator shall create and post a flyer to the Public
Involvement website and on the City's Facebook about the cleanup event. Recommended ways to
promote the event include, but are not limited to sending or dropping off printed flyers at the City's
Community Centers (especially at the chosen park), reaching out to the Community Development
Coordinator, posting flyers downtown and sending the flyers to any civic group leaders, community
connections and teachers that have expressed interest in receiving such communications.
The Environmental Educator shall inventory the required supplies and make any orders with the
assistance of the Engineering Administrative Assistant II.
It is recommended that the Environmental Educator or their designee facilitator(s) shall walk the
cleanup site the day before the event to look for any changes, hazards or obstructions, (large downed
trees, poison ivy, etc.) to be aware of anything that might need to be mentioned in the cleanup safety
briefing meeting and take "before" photographs of the site.
Event Facilitation:
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Water Quality Monitoring activities can be combined with a cleanup event if time and interest allows.
• The Environmental Educator or their designee facilitator(s) shall arrive early to prepare the
supplies and set out directional volunteer yard signs.
• As volunteers arrive, the Environmental Educator or their designee facilitator(s) shall check
them in and ensure the Safety Rules and Guidelines (Form B in the Stormwater Volunteer
Packet) is reviewed and the appropriate liability forms (Forms C or D in the Stormwater
Volunteer Packet) are completely filled out for each volunteer. The Environmental Educator or
their designee facilitator(s) shall direct the volunteers to pick up their supplies and wait for the
safety briefing meeting.
• The Environmental Educator or their designee facilitator(s) shall thank the volunteers for
coming, introduce themselves and all facilitators. The facilitator(s) shall do a brief overview of
the importance of watersheds and protecting water quality from stormwater pollution and how
they are helping take an active role today. Then the facilitator(s) shall review the safety rules,
declare a time and place for everyone to meet back, boundaries, and note any hazardous
noticed on the pre -event walk and location of restroom facilities. A cleanup briefing example
can be found in the Cleanup Planning folder (I:\Stormwater\Stormwater Management
Program\NPDES Phase II\Six Measures\Public Involvement\Adopt-A-Stream and
Cleanups\Planning).
• Depending on the size and age range of the group, the facilitator(s) can lead the group or split
and lead smaller groups to various access sites along the stream.
• Depending of the size, age, time and interest of the group, the Environmental Educator can fill
out the Water Quality Monitoring Data Report (Form G in the Stormwater Volunteer Packet)
with the volunteers or fill it out later by themselves.
• The Environmental Educator or their designee facilitator(s) shall wrap up the day by gathering
the volunteers for a group photograph with all of the trash, share data among the group and
again thank the volunteers for helping reduce pollution in their community. The facilitators(s)
shall offer the volunteers snacks and water at the park shelter and collect all of the reusable
supplies and have a receptacle available for disposables.
Post -event break down:
When the Environmental Educator or their designee facilitator (s) return to the office, the
Environmental Educator shall clean the equipment as necessary and allow all items to dry out before
storing.
Storm Drain Marking:
Planning:
Supplies Needed:
• Storm drain markers
• Adhesive tubes
• Gloves
• Safety vests
• Brushes
• Educational door hangers
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• Forms:
o Safety Rules & Guidelines (Form B)
o Liability forms (Forms C&D)
o Storm Drain Log (Form H)
o Installation procedure
o Map
The Environmental Educator shall coordinate with volunteers to read the Safety Rules and Guidelines
(Form B in the Stormwater Volunteer Packet) and fill out the appropriate liability forms (Forms C or D
in the Stormwater Volunteer Packet). The Environmental Educator shall ask if the volunteers have a
preferred area in mind to mark storm drains (i.e. near their school, work or neighborhood), and time
commitment desired.
Depending on the feedback from the volunteers, the Environmental Educator shall reference the
Storm Drain Marking map (located in I:\Stormwater\Stormwater Management Program\NPDES Phase
II\Six Measures\Public Involvement\Storm Drain Marking) to find an appropriate location for the
volunteers. It is suggested that the Environmental Educator review the Storm Drain Mark shape file,
Curb_City shape file and Sidewalk_ Inventory shape file and take into consideration the volunteer
group size, and age range. The Environmental Educator can ask the Engineering Technician II (GIS) for
assistance in finding an appropriate marking location and printing out maps for volunteers.
Event Facilitation:
• The volunteer(s) or volunteer coordinator shall pick up a storm drain marking supply kit, a map
of their area to mark and a storm drain log (Form H) to fill out.
• The volunteers shall use the provided instructions and supplies to mark storm drains and
distribute educational door hangers according to their map.
• Once the volunteers have completed their service time, they shall submit their completed forms
to the Environmental Educator along with any unused supplies.
Water Quality Monitoring
Planning:
Supplies Needed:
• Water sample collection containers (with Secchi disk decal and temperature strip already
attached)
• pH 10mL vials & pH test tablets
• DO glass vials & DO test tablets
• Reference chart
• Safety glasses
• Nitrile gloves
• Simple calculators
• Timers
• Clipboards & pencils
• First aid kit
• Sanitizer
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• Forms:
o Safety Rules & Guidelines (Form B)
o Liability forms (Forms C&D) (unless on school property during school/after school hours)
o Water Quality Monitoring Data Report (Form G) (school version is slightly different)
• Garbage bags
• Wastewater collection bucket (5 gallon)
• Watershed map
• Table
• Grabbers (optional for taking water sample)
• Whiteboard & dry erase markers (optional)
• Bottled water for volunteers
• Food/snacks (optional)
• Volunteer yard signs (optional)
• Thank you giveaway
The Environmental Educator will coordinate with the teacher(s), civic group leader(s) or other
organization team leader(s) to decide on a stream segment for a water monitoring event. If water
quality monitoring is being conducted during school hours or afterschool programming and needs to
adhere to strict scheduling or curriculum standards, this may dictate the depth and focus of the group.
In these cases, the Environmental Educator shall meet with the teacher(s) or a lead teacher in advance
of the event to walk the creek sampling location, explain how the program works and provide the
teacher(s) with any background information to determine how the monitoring program fits into the
class curriculum.
Before a water quality monitoring event, the Environmental Educator will need to obtain an estimate
for number of participants from the teacher(s) to see if additional supplies need to be ordered by the
Environmental Educator. The Environmental Educator shall use the "Water Monitoring Supplies"
spreadsheet (located in I:\Stormwater\Stormwater Management Program\NPDES Phase II\Six
Measures\Public Involvement\Water Monitoring\Test kits and equipment) to check the inventory and
use the estimator to see if a material order is necessary. Since the test tabs have expiration dates,
large bulk orders are not recommended. If refills need to be ordered, the Environmental Educator
shall send a request to the Engineering Administrative Assistant II with order details. Information on
how to reorder can be found through LaMotte in the aforementioned folder.
Event Facilitation:
This outline should serve as a guide or starting point to be modified depending on group size, age,
setting and time allowed for the program. If either the physical habitat assessment or the chemical
water testing is being combined with a cleanup event, a condensed version is recommended.
The Environmental Educator or their designee facilitator(s) shall introduce themselves. To start off
with participant engagement, ask the audience what the water quality means to them and see if
anyone knows the name of the creek.
• The Environmental Educator or their designee facilitator(s) shall review the safety rules, and a
brief schedule for the day. Safety glasses and gloves must be kept on by the participants for the
entire event until instructed to remove them by the facilitator(s).
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• The Environmental Educator or their designee facilitator(s) shall introduce the parameters being
measured; air temperature, water temperature, turbidity, pH and dissolved oxygen.
• Depending on the size, age and setting, the facilitator(s) can decide if breaking the participants
up into groups with 4 members each would be beneficial. If splitting into groups, give each
group a clipboard with directions and data sheet, gloves, safety glasses and sampling
equipment, otherwise distribute safety gear to everyone and ask for a volunteer recorder.
• The Environmental Educator or their designee facilitator(s) shall lead the entire group to the
creek and if time allows, get the participants engaged with the creek by looking at the physical
characteristics of the stream and completing the Physical Habitat Assessment portion of the
data report. Then the facilitator(s) shall lay out boundaries of how far the groups can wander to
complete their sampling and demonstrate the proper way to collect a water sample.
• The Environmental Educator or their designee facilitator(s) can then dismiss the groups to
collect water samples and conduct their water monitoring using the instructions and data sheet.
At this time, the Environmental Educator or their designee facilitator(s) should mingle with the
groups to answer any questions they may have and offer advice as needed. The facilitator(s)
may need to do periodic time checks to ensure the program stays on track.
• The Environmental Educator or their designee facilitator(s) shall round up the groups to record
each group's results on a group chart and average the results. The facilitator(s) can ask the
participants what might influence the levels found during the water testing. The facilitator(s)
should combine the physical attributes noted with the chemical parameters tested to discuss
the results of the water quality and stream standards.
• The Environmental Educator or their designee facilitator(s) shall collect data sheets and have
participants place all sample bottles and used equipment in the provided buckets for proper
disposal and cleaning.
Post -event break down:
When the Environmental Educator or their designee facilitator (s) return to the office, the
Environmental Educator shall clean the equipment as necessary and allow all items to dry out before
storing. The Environmental Educator shall inventory the supplies and update the "Water Monitoring
Supplies" spreadsheet to reflect the materials used in the event (located in I:\Stormwater\Stormwater
Management Program\NPDES Phase II\Six Measures\Public Involvement\Water Monitoring\Test kits
and equipment)
Tracking
The Environmental Educator shall record all meeting and event details on the "Public Ed &
participation Tracking 7-2017 to 2021" sheet (located in I:\Stormwater\Stormwater Management
Program\NPDES Phase II\Compliance & Assess ment\Tracking for Annual report) after a public meeting
occurs, a volunteer event occurs or volunteer reports are submitted to the Environmental Educator.
Meeting information such as an agenda, staff report or meeting minutes for public meetings shall be
saved in the Meetings folder (located in I:\Stormwater\Stormwater Management Program\NPDES
Phase II\Six Measures\Public Involvement). Pictures from events are saved to the applicable folder
within P:\Stormwater\Six Measures\Public Involvement. If any social media messages are posted
about public involvement events, screenshot of the post are to be saved in the applicable folder within
P:\Stormwater\Six Measures\Public Education and topic photos\Social Media\Screenshots by Year.
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Adopt -A -Stream & Water Quality Monitorin
The Environmental Educator shall complete a NC Stream Watch Survey (located at
htt s: de .nc. ov about divisions water -resources water-resources-trainin /. ublic-
involvement/strewn-watch.-hgMn_ ..- e for all stream cleanup events and water quality monitoring
events to allow for participants and the general public to access the data. The NC Stream Watch
Dashboard is for educational purposes only. If the volunteer group would like to add their data
themselves, the Environmental Educator shall take a copy of Form G (in the Stormwater Volunteer
Packet) and give the volunteers a week to upload the data. After a week, if the Environmental
Educator does not see the report on the NC Stream Watch Dashboard, the Environmental Educator
shall email the coordinator of the group, if no response is received, the Environmental Educator shall
complete the information in the NC Stream Watch Dashboard.
Storm Drain Marking
The Environmental Educator will give the Storm Drain Log (Form H in the Stormwater Volunteer
Packet) and the marked map to the Engineering Technician II (GIS) to update the Storm Drain Marking
layer in GIS. Once the Engineering Technician II (GIS) updates the GIS layer the paper records are
returned to the Environmental Educator to scan and file in the following folder
I:\Stormwater\Stormwater Management Program\NPDES Phase II\Six Measures\Public
Involvement\Storm Drain Marking\Marking records.
All completed forms from the volunteer packet shall be scanned and filed. Digital files belong in the
appropriate Six Measures folder (located in I:\Stormwater\Stormwater Management Program\NPDES
Phase II\Six Measures) and all paper copies shall be filed in the appropriate MS4 Program binder, once
the Environmental Educator and/or Engineering Technician has uploaded the data.
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