TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:April 8, 2025
SUBJECT: 2025 Sewer System Management Plan Update (MI 2649) RECOMMENDATION:
1. Approve the City’s 2025 Sewer System Management Plan, along with its findings and recommendations (MI 2649).
2. Find that this action is not a project as defined under the California Environmental Quality Act.
LEVINE ACT ITEM: No
FINANCIAL IMPACT:
No Additional Funding Requested. $250,000 was included in the Adopted FY 2024-25 Wastewater Fund Capital Budget for the Sewer System Management Plan (SSMP) Update (MI 2649). Following the 2024 SSMP Audit (MI 2647), City staff determined the 2025 SSMP could be completed internally.
BACKGROUND:
In May 2006, the California State Water Resources Control Board (SWRCB) adopted Statewide General Waste Discharge Requirements for Sanitary Sewer Systems (SWRCB Order No. 2006-0003), requiring public agencies that own or operate these systems to develop and implement a SSMP and report all sanitary sewer spills to the SWRCB.
The SSMP serves as the City’s framework for managing, operating, and maintaining its sanitary sewer collection system. It is designed to help prevent or minimize sanitary sewer overflows (SSOs), ensure compliance with state wastewater discharge regulations, and support proactive system maintenance.
2025 Sewer System Management Plan Update (MI 2649)
April 8, 2025
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The SSMP outlines operational procedures, emergency response protocols, and recordkeeping requirements necessary to maintain compliance with the Sanitary Sewer Systems General Order.
On December 6, 2022, Water Quality Order No. 2022-0103-DWQ (Sanitary Sewer Systems General Order) was adopted and became effective on June 5, 2023, replacing SWRCB Order No. 2006-0003 and its subsequent amendment. This new order mandates that SSMPs undergo internal audits at least every three years and updates every six years.
The City's original SSMP was approved and adopted by City Council on September 9, 2008, with updates previously required every five years. The updates submitted in 2016 and 2022 were delayed from their original due dates in 2014 and 2019, respectively. The submittals took longer than anticipated due to internal factors, including evolving approaches, staffing changes, and an oversight in tracking due dates. Under the new requirements, SSMP updates are now due every six years, with the next update due by May 2, 2025. As part of this process, the SSMP must be audited, updated, reviewed, approved by City Council, and posted to the SWRCB website.
DISCUSSION/ANALYSIS:
In March 2024, HDR Engineering, Inc. (HDR) was selected to conduct the SSMP audit (MI 2647), which involved a series of nine meetings with Public Works Department staff. HDR completed the audit in October 2024, and the City submitted it to the SWRCB by the November 2024 deadline. Based on HDR’s findings, and a thorough review of Water Quality Order No. 2022-0103-DWQ, City staff determined that the SSMP update could be completed internally.
The City’s SSMP (Attachment #1) includes the following required elements, all of which were reviewed and updated as part of the 2025 SSMP process:
· SSMP Goal and Introduction
· Organization
· Legal Authority
· Operation and Maintenance Program
· Design and Performance Provisions
· Spill Emergency Response Plan
· Sewer Pipe Blockage Program
· System Evaluation, Capacity Assurance, and Capital Improvements · Monitoring Measurement and Program Modifications
· Internal Audits
· Communication Program
2025 Sewer System Management Plan Update (MI 2649)
April 8, 2025
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Staff conducted a thorough review of the previous SSMP, Water Quality Order No. 2022-0103-DWQ, and HDR’s audit findings to ensure the SSMP reflects current regulations and best practices. These findings were then incorporated into the SSMP to provide a comprehensive update and framework for the City's sanitary sewer system.
Staff recommends approval of the 2025 SSMP. As a living document, the SSMP will continue to undergo scheduled reviews, audits, and updates to maintain compliance with SWRCB regulations. The City will periodically revise the SSMP as needed and maintain a change log to track minor modifications between required audit and update cycles. The next SSMP Update will be prepared and submitted in 2031, with two SSMP Audits scheduled for 2027 and 2030.
This project meets City Council’s Top Ten Priorities #7, “Public Works + Infrastructure Investments”.
CIP PROJECT PRIORITY (as outlined in FY 2023-24 and FY 2024-25 CIP Program Budget)
Priority One - Essential project which address health and safety, legal, and regulatory requirements, as well as City Council’s Top Priorities projects.
COUNCIL GOAL COMPLIANCE:
Meets the following City Council goal:
F. Provide and enhance essential infrastructure to ensure that the goals and policies of the Thousand Oaks General Plan are carried out and the City retains its role and reputation as a leader in protecting the environment and preserving limited natural resources.
PREPARED BY: Patrick McCulloch, Utilities Maintenance Supervisor Attachments:
Attachment #1 – 2025 Sewer System Management Plan
DPW:1030-25\ev\Council\2025\040825\Sewer System Management Plan Update staff report.docx