TO:Andrew P. Powers, City Manager
FROM:Nader Heydari, Public Works Director
DATE:March 24, 2026
SUBJECT: City of Thousand Oaks and County of Ventura Household Hazardous Waste Collection Services Agreement
RECOMMENDATION:
1. Terminate Contract No. 6115-2003 and approve a new Agreement with the County of Ventura to reimburse the City for collection, recycling, treatment, and disposal of household hazardous waste (HHW) from unincorporated County of Ventura residents, for an initial one-year term which will automatically renew on September 30 of each year until terminated.
2. Find that this action is not a “project” as defined by the California Environmental Quality Act (CEQA) pursuant to Section 15378 of the State CEQA Guidelines.
LEVINE ACT ITEM: No
FINANCIAL IMPACT:
No Additional Funding Requested. Minimal staff time to prepare the staff report is included in the Adopted FY 2025-26 Solid Waste Fund Budget A/C #631-8430- 681-1010. The agreement allows for continued reimbursement from the County of Ventura (County) to the City for HHW services provided to unincorporated area residents, amounting to over $130,000 annually (Attachment #1).
BACKGROUND:
The City’s HHW program serves approximately 7,400 total households each year collecting more than 450,000 pounds of materials. Approximately 15 percent of the households served by the program are residents from unincorporated Ventura County areas. Many of the unincorporated residents from Lynn Ranch, Oak Park, Rolling Oaks, and Santa Rosa Valley benefit from the program, instead of traveling to Camarillo to use a similar program.
City of Thousand Oaks and County of Ventura HHW Collection Services Agreement
March 24, 2026
1 4
7 9
On July 24, 2001, City Council approved an HHW agreement between the City and County of Ventura to provide an economical and dependable method to safely collect, recycle, and dispose of HHW collected from unincorporated area residents.
On June 17, 2003, City Council approved termination of that agreement and approved a new agreement (Contract No. 6115-2003) that increased service charges to the County as a result of increased participation, materials collected, and administrative changes to the program, while adding an automatic renewal clause to the agreement.
DISCUSSION/ANALYSIS:
Due to increased demand for HHW services from County residents, the funding authorized under the County’s existing purchase order (PO) was exceeded in FY 2024–25. Upon review, the Ventura County Auditor-Controller’s Office determined that the existing agreement between the City and County required updating to support the issuance of a new PO and continued reimbursement for services. The proposed new agreement does not expand services or modify service rates. It instead formalizes current practices and enables continued reimbursement under a new County PO.
The proposed agreement includes several updates to reflect current program operations, regulatory terminology, and administrative practices. Key changes include: (1) updated regulatory definitions, including replacing “Conditionally Exempt Small Quantity Generator (CESQG)” with “Very Small Quantity Generator (VSQG)” consistent with current federal standards; (2) clarification of roles and responsibilities between the City and its contractor for program operations, including appointment scheduling and event management; (3) modernization of insurance, indemnification, and risk allocation provisions to align with current County requirements, including expanded insurance coverages and additional insured provisions; (4) updates to facility location and operations reflecting the City’s permanent HHW facility rather than prior event-based collection model; and (5) administrative updates such as revised invoicing contacts and procedures.
The Ventura County Board of Supervisors (Board) approved the new agreement on September 30, 2025, authorizing execution on the County’s behalf. Following Board approval, additional administrative coordination between the City and County was required prior to final execution. The existing 2003 agreement provides for termination by either party with 90 days’ written notice. The proposed agreement is intended to supersede the prior agreement and serves as formal notice of termination upon execution, ensuring continuity of HHW services without disruption.
City of Thousand Oaks and County of Ventura HHW Collection Services Agreement
March 24, 2026
1 4
7 9
Staff recommend City Council approve the proposed HHW agreement with the County and authorize termination of the prior agreement.
This action/project is exempt from CEQA pursuant to 14 CCR § 15378, as it does not have the potential to result in a direct or reasonably foreseeable indirect physical change in the environment.
COUNCIL GOAL COMPLIANCE:
Meets the following City Council goals:
C. Operate City government in a fiscally and managerially responsible and prudent manner to ensure that the City of Thousand Oaks remains one of California's most desirable places to live, work, visit, recreate, and raise a family.
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: Spencer Silverstein, Assistant Analyst
Attachments:
Attachment #1 – Agreement with Ventura County for HHW Collection Services
DPW: 810-30\ev\Council\2026\032426\HHW VC Agreement staff report.docx