New Employee Primer

Welcome to Water Quality!
We're glad to have you on board! In this document, we've put together tips and helpful info to help you
get settled into your new position.
People and Contact Info
o You area member of the Water Quality Unit IDDE (Illicit Discharge Detection and Elimination) Team.
Your team is responsible for investigations, inspections, outfall screening, and special
projects/studies.
o Your supervisor is Jim Azarelo
o Cell: 919-995-0400 (personal for internal use only)
o Email: [e-mail]
o During business hours, he is available by phone, text, or email.
o If you happen to be involved in an investigation or project that requires after-hours work,
please text to let him know your status (particularly when you're on your way home).
o Attached to this document is a table of contact info for the Water Quality Unit. Most of our cell
phone numbers are for internal use only. Please use them as you need, but do not distribute to the
public.
Administrative Stuff
o Attire
o While on duty, your City ID badge must remain visible at all times.
o Maintain a neat, professional appearance at all times.
■ In the office: business casual is preferred.
■ In the field: trousers, closed -toed shoes (toe protection required depending on job
site hazards), and whatever else is weather/seasonally/hazard appropriate.
o It's a good idea to keep a backup set of clothes in the office for the inevitable times where
field clothes become dirty or uncomfortable (rain, heat, etc.)
o There is a locker room and showers in the Annex building. Access to this area is part of the
Fitness Center, free to employees upon in -person request at Human Resources.
o Safety Gear
o You get a monetary allowance ($125 plus tax) for safety boots at Burrough's Saf-Gard Safety
Shoe Co. (5010 S Miami Blvd, Durham, NC 27703). You are required to choose something
with reinforced toe protection. Additional suggestions: pick something waterproof and slip -
resistant. You may make arrangements directly with Kimberly Browning (via email), if she
has not already done so.
o We have a PPE "dispenser" at our Operations Center for other stuff (vests, hats, safety
glasses, rain gear, etc.). A staff member will help you get there and select gear. Be sure to
check with your supervisor prior to your visit so your dispenser login can be verified.
o You will also be issued a duffel bag for storing and porting your safety gear.
o Office Supplies and Setup
o Various and sundry supplies such as paper, pens, pencils, fasteners, etc. may be found in the
grey cabinet outside the Water Quality Manager's office.

o You may request that your desktop be raised to accommodate a standing position. Facilities
services will come raise it for you. If you want to request a convertible sit/stand desk or
other ergonomic accommodation, please email Kimberly Browning about it (and copy me).
We typically require employees to experience a non -convertible standing desk for three
months before requesting a purchase.
o While our office space is not accessible to the public, we advise keeping valuables (including
City -issued tech) out of sight and under lock and key.
o City Policies
o There's an official policy for most of the employment -based questions you may have.
o Though there is a hard copy at your desk, you may also search for and read policies on the
City of Durham Intranet (CODI) here:
https://codinet.durhamnc.gov/apps/citypoIicy/SitePages/Home.asp
o The login for CODI is the same username and password you use to log into your computer
(your network login)
o In/Out Board
o Near the main copier -scanner -mail area is an In/Out board with each employee's name
o This is how we keep track of people, most importantly, in case of emergency
o Please keep your status updated using the magnets and dry -erase notes
o When taking a fleet vehicle into the field, place the corresponding vehicle magnet next to
your name. This is how we can know which vehicles are available for use.
o Job Standards and Evaluations
o We have high but attainable expectations for our staff members. Everyone is rated against a
set of specific, personalized written goals, posted in an Employee Performance Evaluation
Program (EPEP) web app (https://global.hgncloud.com/durhamnc/welcome.0sp). There are
five performance ratings for each goal: 1) Ineffective; 2) Minimally Effective; 3) Effective; 4)
Highly Effective; and 5) Exemplary.
o Our Effective -level goals are base expectations for staff members. Higher performance
levels represent goals that are meant to stretch your capabilities and teach you new skills.
o You and your supervisor will check in on your progress routinely during weekly, biweekly, or
monthly meetings.
o Your overall performance will be formally evaluated in December and May. In May, you'll be
evaluated for the year overall. Your overall performance rating is a calculated weighted
average of your goal and competency ratings. The annual evaluation result affects your
potential pay increase. Generally, at least an Effective rating is required to get a pay
increase, which differs depending on your position classification. Generally, the higher your
rating, the greater the pay increase. City Council votes on and announces this "pay for
performance" matrix around June.
o For your first six months, your performance will be rated against Probationary Period
Performance Goals comprised of three rating levels: Ineffective, Minimally Effective, and
Effective. For this probation period, a review of your performance will occur after three
months and again after six months.
o Career Opportunities within Water Quality
o After at least one year of Effective (or better) job performance, in addition to proving
necessary competencies, Specialists may be considered for reclassification (promotion) to
Coordinators.
o There is no such reclassification opportunity for Coordinators, however stretch assignments
such as assistant project management help build necessary competencies for future
application to an Analyst position.

o The Analyst (supervisor), Sr. Analyst, Manager, and Sr. Manager positions must be applied
for and involve a traditional candidate screening, interview, and selection process. These
opportunities typically only arise when an individual vacates one of these positions. It is rare
for new positions to be created in our group.
o Perks!
o There's a fitness center and locker room in the City Hall annex. If you want access, visit
Human Resources on the 15t floor and sign a waiver. There are some early morning and
lunchtime fitness classes offered.
o The Transportation Dept. provides free bus passes to us for any GoTriangle bus used to get
to and from work. Visit them on the 4t" floor if you want a GoPass.
o Being a City employee gets you a respectable discount on cell phone service with many
major carriers.
Training
o Most of our training is done on-the-job
o Your teammates have been directed to take you out on investigations, inspections, and
outfall screening so you can begin to see what we do. Go with them, observe, and learn.
o Use the Training Organizer to track your progress
o Make your way through these training presentations:
o Investigations: F:\SW\Division Files\Water
Qua I itv\I nvestigations\Docu ments\Tra i ni ng\Presentations
■ While you review those presentations, there are some note -taking forms (fill in the
blank) to complete. Those are printed and on your desk.
■ If you can't find the answer to a particular question or fill -in -the -blank, it may be
because the answer was in a verbal part of the training. Just ask a senior staff
member for assistance.
o Inspections: F:\SW\Division Files\Water
Qua lity\Inspections\Documents\Training\Inspections Training v1.0.pptx
■ There is also a short quiz that accompanies this. A print copy is at your desk.
o Review these Standard Operating Procedure documents for the programs of which you're a part
(printed on your desk):
o Illicit Discharge Detection and Elimination (IDDE) Investigations SOP
o Industrial Stormwater Inspections Program SOP
o Our Outfall Screening SOP is out of date, so take a look at the Center for Watershed
Protection's omnibus procedures document. We draw up a new annual procedures plan
each Outfall Screening season.
■ Only check out Chapter 11 for now, though this is a good resource to keep
bookmarked for its other contents.
■ httos://www3.er)a.2ov/nodes/cubs/idde manualwithaooendices.odf
o Take a look around our group's website: http://durhamnc.gov/909/Stormwater-Quality
o We have a library of outreach and education materials for different types of businesses. You
should be familiar with these, since we hand them out routinely.
http://durhamnc.gov/802/Pollution-Prevention-for-Businesses
o Hard copies of most materials are available in the cubbies next to the Manager's office. If
we're out of something, you can ask our Pollution Prevention Coordinator to help you out
with copies. Alternatively, you can find electronic copies on the server here: F:\SW\Division
Files\Water Quality\Pollution Prevention\FINALIZED OUTREACH

o Our web GIS app: http://pwgis/maps/publicworks/advanced.html?config=waterguality
o Bookmark this on your web browser, since you'll be using it for nearly every investigation
and inspection you conduct.
o This webmap is only accessible on computers signed into the City's network. Our tablet PCs
are able to do so in the field. Your Explorer for ArcGIS mobile phone app has access to
similar spatial data.
o This webmap is also built into the records databases you will frequently use.
o An alternative webmap that is viewable by the public is available at:
http://maps2.roktech.net/durhamnc gomaps4/
o Training Event Opportunities
o City events
■ This includes routine policy and office safety training. You'll be notified via email
when you are required to complete such trainings. Most are online. Some are in -
person.
■ All City-sponsored/conducted training events are registered for online via City U
Learning (aka LMS)
■ Access it here: (https://durhamnc.csod.com/client/durhamnc/default.aspx)
o Non -City events
■ There are many other types of training to which we send staff, depending on our
needs. These are mostly program -specific (IDDE, monitoring, etc.) and intended to
develop or maintain a necessary skill or certification.
■ Generally, new staff members in their probationary periods are not sent for outside
training.
■ If outside training is assigned or approved, you will need to complete a Training
Request Form (ask your supervisor for a copy or find it on CODI).
Tech Stuff
o Computer and other tech -related trouble
o Tech Solutions will troubleshoot desktops, tablets, and City -issued mobile phones
o Let your supervisor know about the issue first before submitting a ticket — it may be a simple
problem we've encountered that has a simple fix
o Email your plea feF help problem description to this address: [e-mail]
o Copy our TS liason (Systems Analyst) Brian Burchett (Brian. [e-mail]) for
quicker response
o Mobile Phone
o You may be issued a City mobile phone for on-the-job use.
o Alternatively, you may use your personal cell for work purposes. If you do, you get a $30 per
month stipend from the City. You will agree to publish your phone number internally to City
employees. You don't have to release your number to non -employees.
o Let your supervisor know your preference and it will be set up with Kimberly Browning.
o Tablet PC
o You will be issued a tablet PC with either a built-in wireless data module or a separate data
hot spot device.
o With this tablet, you have full access to the City's network from in the field. It's a valuable
tool for referencing data (GIS, server files, etc.) in the field.
o Mobile App for GIS
o This mobile tool is invaluable for exploring City infrastructure from the field.

o Download and install "Explorer for ArcGIS" to your mobile phone via the Apple or Google
Play Store
o Use the following credentials to log in (enterprise log in):
■ Username: DurhamSW
■ Password: PWwgGIS2
■ Portal: http://webgis.durhamnc.gov/portal
o Email and MS Office Apps from the Web
o In addition to your desk PC's installed Office programs, you may also use Office 365 apps
o Just go to: office.com
o You may also install individual MS Office apps on your mobile phone.
o Specialists and Coordinators are generally not required to check work email after operating
hours, but should use their judgment when working on rare time -sensitive investigations
and projects. If such time is spent, be sure it is reflected on your timesheet.
Staff Meetings
o (You will receive calendar invitations for these.)
o Weekly Investigations and Monitoring Meetings
o Mondays from 3pm-3:30pm
o (Monitoring and Assessment staff meet directly before from 2pm-3pm)
o Fortnightly Water Quality Staff Meeting
o Day and time vary — our Manager will send calendar invitations
o All WQ staff attend
o Weekly One -on -Ones (you and your supervisor)
o Your supervisor holds weekly recurring 30-minute one-on-one meetings with each direct
report.
o The purpose of these meetings is to build a strong working relationship and communicate
better and more openly.
o In Outlook, please create a new 30-minute, weekly recurring meeting for you and your
supervisor. (First ask your supervisor which days and times are convenient.)
o Generally, these meetings will always begin with 15 minutes for you to share updates, ask
questions, seek advice, etc. The remaining 15 minutes are for your supervisor to conduct
coaching and get status updates on tasks and projects.
o We treat these meetings as flexible. Generally, they are the lowest -priority types of
appointments and may freely be rescheduled during the week.
Timekeeping and schedules
o Timesheets
o A standard work week is 37.5 hours.
o For now, your regular work hours will be 9am-5pm (unless you and your supervisor have
agreed upon something different)
o You must take a 30-minute lunch break each day (unpaid lunch time). You may not use your
lunch time to arrive late or leave early.
o We individually track our time each week and submit timesheets to our supervisors no later
than Thursday at noon for our hours during thatsame week. (So you end up projecting your
Thursday and Friday hours on the sheet.)
o We use a standardized Excel spreadsheet for this. We will ensure that you get a copy.

o If necessary, adjustments to already -submitted timesheets can be made. (Such as if you're
unexpectedly out sick on a Friday.)
o Comp Time and Overtime
o If you work between 37.5 and 40 hours in a week, those hours are eligible for "comp time."
You may receive this as pay or bank it to use as leave. If you bank it, you must use it within
one month. You must tell Kimberly Browning your choice (there's a form for that she may
have already given you): pay or leave. (You can change at any time down the road.)
o If you work over 40 hours in a week, you get paid 1.5x for hours worked over 40. Typically,
overtime is only accrued when there's a special project or event you've been assigned to
work on or attend. There are also rare occurrences of long -duration investigations that put
you into overtime territory.
o Coverage
o Our group collectively must provide pollution response "coverage" from 8 a.m. to 5 p.m.
o We use "on coverage" to mean a person is assigned to work until at least 5 p.m. and must
immediately investigate (rare) high -priority emergency calls, even if they come in at 4:59
P. M.
o Generally, a "high priority' investigation involves a major surface water pollution or public
health risk, like a municipal or multi -unit residential sanitary sewer overflow/leak, hazardous
materials spill, petroleum spill, etc. Training and experience will help you determine what
constitutes a high priority investigation.
o Each Specialist and Coordinator is on coverage for 5 of every 10 work days. We arrange
schedules so that each day has three people on coverage.
o Requesting Leave
o If you are on coverage for a certain day and need to take the day off or leave early:
■ If there are two other people already on coverage for that day and you have
confirmed that they will be present, you need do nothing more.
■ If there would only be one person remaining on coverage (or none), you must find a
replacement for yourself before leave will be approved.
o We use a web service called Munis for submitting leave requests (among other things)
■ Log in at: https://mss.durhamnc.gov/MSS/login.aspx
■ Your username and initial password will be provided by Tech Solutions
o Generally, we ask for at least 2 weeks of notice prior to taking time off. It's so we can ensure
coverage. The longer the duration of leave, the more notice we request. Vacation requests
for November and December holiday dates must generally be requested around
September/October. After a certain deadline and number of approvals, we will lock dates
for further requests.
o Once your leave is approved, mark it on the group calendar.
o If you need to call in sick, just text or email your supervisor to let them know. If you're out
sick for a while, send a text or email each day you're out.
o No one will look at you funny here if you use sick days as they're intended to be used. We
would rather you call in sick than be on the job in the field with some ailment that will
adversely impact your safety or the safety of teammates.
o Sharing your calendar with others
o We use MS Outlook and its handy scheduling assistant to conveniently call meetings with
others (and reserve rooms)
o By default, anyone on the network can see your availability, but not appointment details
o You'll need to share your full calendar details with your supervisor
■ In Outlook, open your calendar

■ Click on Home in the ribbon menu, then "Share Calendar"
■ Enter your supervisor's email or search for it in the "To" field.
■ Select "allow recipient to view your Calendar" if not already checked
■ Select "full details"
■ Click "Send" and you're done
o Stormwater Quality Group Outlook Calendar
o We track coverage days, vacation days, holidays, field days, etc. on this calendar. You'll need
to consult it regularly and update it whenever your leave requests are approved.
o You'll need to add our group calendar like this:
■ Open Outlook and switch to Calendar view (default location is bottom left of screen)
■ Click the "Folder List" icon at the bottom of the navigation pane
Mail
RCalendar
ALI Contacts
Tasks
■ Expand the "All Public Folders" folder and scroll down and expand the "Public
Works" folder
Ly�, policehgcomplex
12 PRIP
i> 14 Property & Facilities mgm#,
■I Public works
p Contracts
tr Design
tr Inspections
1 Pool Cars Calendar
Stormwater Quality Calendar
nce Rc
Quarantine Folder DU RHAM: EXCHAN G E
o Right click on "Stormwater Quality Calendar" and select "Add to Favorites..." then click
"Add"

Water Quality Staff Directory
Name
Title
Office Phone Number
Cell Phone Number
Email Address
Water Quality Group Hotline
Use to Report Major Spills
919-560-SWIM [7946]
[e-mail]
Michelle Woolfolk
Water Quality Manager
919-560-4326 x30219
919-306-5354*
[e-mail]
John (JV) Loperfido
Asst Water Quality Manager
919-560-4326 x30311
651-331-0377*
John. [e-mail]
Jon Baker
EP&C Sr. Analyst
919-560-4326 x30211
919-619-1571*
Jonathan. [e-mail]
Joey Smith
EP&C Analyst (M&A)
919-560-4326 x30217
919-302-6758*
[e-mail]
Jim Azarelo
EP&C Analyst (IDDE)
919-560-4326 x30210
919-995-0400*
[e-mail]
Vacant
EP&C Coordinator (IDDE)
Vacant
EP&C Coordinator (IDDE)
Melissa Harrison
EP&C Specialist (IDDE)
919-560-4326 x30302
828-421-3731*
Melissa. [e-mail]
Christine Cailleret
EP&C Coordinator (M&A)
919-560-4326 x30276
919-328-0084*
[e-mail]
David Milkereit
EP&C Coordinator (M&A)
919-560-4326 x30220
919-316-9692
[e-mail]
Blaine Lary
EP&C Specialist (M&A)
919-560-4326 x30241
330-591-8460*
1 [e-mail]
* Denotes personal cell phone used as a work phone- not for public disclosure.
(Linked table from Word document: F:\SW\Division Files\Water Qua lity\Investigations\Documents\Contact Information\Water Quality Unit
Contact List.docx)