NCS000482_ENG 3342 Public Education Outreach Materials and Information Resources_20220526

. SOP No. ENG-3342
City of Adoption Date: 11-23-2021
�Nonroe Revision Date:
Engineering Approved:
Public Education — Outreach Materials and Informational Resources
Purpose
To provide guidance on the processes used to create and update educational outreach materials and
provide the procedure used to order and track distribution of educational information and promotional
items to promote the stormwater program and the Stormwater Hotline.
Procedure
Informational Website
The Environmental Educator shall maintain the Stormwater Services website. The Stormwater Services
websites shall encompass the City's stormwater management program, including, but not limited to an
overview of the program and how we implement the six minimum measures.
The information and links on the Stormwater Services website will be reviewed at least annually by the
Environmental Educator. The Environmental Educator will update the website as new information is
developed or staffing changes occur.
• The website hosts links to documents required to be readily available to the public including, but
not limited to, the City's Permit, Stormwater Management Plan, Stormwater Ordinance, and
educational materials about the City's target pollutants.
• The website promotes the Stormwater Hotline and provides contact information to report
suspected stormwater pollution, illegal dumping, illicit discharge, erosion and sedimentation
issues and drainage concerns through the website or through email.
Utility Bills
The Environmental Educator can request short messages (500 character limit) to be printed on the City's
monthly utility bills or create utility mailers to be inserted into the City's utility bills. For utility bill
messages the Environmental Educator prepares messages and sends them to the Stormwater Engineer
for review. After the messages are revised, they are sent to the Engineering Director for final approval.
Once the messages have been fully approved, the Environmental Educator forwards the messages and
dates desired to the Utility Billing Supervisor to inquire about space in the requested timeframe. The
utility messages are first come first serve, but messages should be sent at least a month in advance. The
Environmental Educator records utility messages, dates and approximate number of customers reached
on the latest version of the Public Education & Participation Tracking document (located in
I:\Stormwater\Stormwater Management Program\NPDES Phase II\Compliance & Assessment\Tracking
for Annual report) based upon data provided by the Utility Billing Supervisor.
Social Media
The Environmental Educator has Editor access / rights to the City's Facebook page (Monroe North
Carolina) that enables the Environmental Educator to post educational information to raise awareness
of stormwater issues to the general public.
The Environmental Educator shall prepare message proposals with text and/or graphics along with the
dates to the Stormwater Engineer for review. After the messages are revised, the messages are sent to

the Engineering Director for final approval. The Environmental Educator shall post approved messages
and/or graphics to the City's Facebook page (Monroe North Carolina) on the approved dates.
The Environmental Educator shall record the message's reach data on the latest version of the Public
Education & Participation Tracking document and take a screenshot of the post to save in the applicable
folder within P:\Stormwater\Six Measures\Public Education and topic photos\Social Media\Screenshots
by Year. The Environmental Educator updates the social media data on the tracking document quarterly
to allow time for the numbers to accrue.
Media Spots
The City of Monroe is a member of the Regional Stormwater Partnership of the Carolinas (RSPC), which
provides local media spots. The Environmental Educator shall obtain the number of public service
announcements (PSAs) made on radio and television by RSCP. As a member municipality, the City of
Monroe can provide input on topics and issues covered in the PSAs developed through RSPC. The RPSC
PSAs usually promotes reporting stormwater pollution in their messaging and their website
(regionalstormwater.org) has a direct link to the City of Monroe's Stormwater Services website and
information on reporting stormwater concerns to the Stormwater Hotline.
Educational Outreach Materials
The Environmental Educator shall maintain a variety of brochures, handouts, door hangers and other
printed educational outreach materials to educate residents and businesses about stormwater runoff
and pollution prevention. The educational materials will be reviewed annually by the Environmental
Educator. If a new target pollutant or audience emerges, the Environmental Educator will create new
materials. The Environmental Educator prepares new content and sends it to the Stormwater Engineer
for review. After the content is revised, it is sent to the Engineering Director for final approval. The
distribution of educational outreach materials is tracked by an annual inventory (detailed below). The
Environmental Educator will maintain a supply of printed materials accessible to Stormwater staff to
facilitate accurate distribution data. As materials need to be printed, the Environmental Educator will
add dates and quantities to the latest version of the Outreach Material Inventory document (located in
I:\Stormwater\Stormwater Management Program\NPDES Phase II\Compliance & Assessment\Tracking
for Annual report). The Environmental Educator maintains a folder with a .pdf version of all current
educational materials located in I:\Stormwater\Stormwater Management Program\NPDES Phase II\Six
Measures\Public Education\Brochures & Printed Materials\CURRENT for easy access.
Promotional Items
Promotional items, such as pens, pencils, notepads, magnets, tote bags, etc., will be distributed to
residents and students at classroom presentations and public events. Promotional items will have
printed stormwater messages and/or the stormwater hotline depending of the space available and
purpose of the item. Distribution of items is tracked by an annual inventory on the latest version of the
Outreach Material Inventory document (located in I:\Stormwater\Stormwater Management
Program\NPDES Phase II\Compliance & Assess ment\Tracking for Annual report). The Environmental
Educator will review the tracking sheet and past order information as guidance for new orders.
Ordering Procedure:
1. The Environmental Educator shall select items from 4imprint or other promotional company and
request samples of new items.
2. The Environmental Educator shall decide on the design logos/slogans for each product.
3. The Environmental Educator shall email the Stormwater Engineer with products, quantities and
pricing quotes for approval.
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4. The Environmental Educator shall place the order with 4imprint or other promotional company to
pay with invoice.
5. The Environmental Educator shall forward the invoice(s) to and work with the Engineering
Technician II to follow the City's procurement process.
6. The Environmental Educator shall work with the company to upload and approve the
artwork/logos.
a. If 4imprint is used, the sales representative will send emails with a link to upload artwork then
approve and/ or comment through their portal.
b. If Quality Logo is used, the sales representative will email "3 easy steps" to a -sign the approvals
and pay online.
7. The Environmental Educator shall print a copy of the invoice to record the received dates as the
packages may arrive separately.
8. The Environmental Educator shall count and add the inventory information and date to the latest
version of the Outreach Material Inventory document (located in I:\Stormwater\Stormwater
Management Program\NPDES Phase II\Compliance & Assessment\Tracking for Annual report).
Record the date and quantity received on the paper invoice.
9. Once all items from an invoice have been received, the Environmental Educator shall give the
invoice to the Stormwater Engineer to approve and prepare for Accounting. The invoice will not
be paid until all items are received and the paperwork is filed.
Inventory Procedure
Distribution of educational outreach materials and promotional items is quantified by an annual
inventory completed by the Environmental Educator. Every July, each educational outreach material and
each promotional item is counted and recorded on the latest version of the Outreach Material Inventory
document (located in I:\Stormwater\Stormwater Management Program\NPDES Phase II\Compliance &
Assessment\Tracking for Annual report). Throughout the year, if any educational materials are printed
or any promotional items are ordered, the date and quantities are added to this tracking document.
Inventory calculation
(Last year's inventory) + (New inventory printed or ordered) — (This year's inventory) = Number of items
distributed
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