Update Water System Profile Information

Points of Contact Updates

All requests for updates to points of contact should include an updated USPS confirmed mailing address, phone numbers (business, mobile, etc.), email address, and job title.

Administrative Contact (AC)

• Must be the highest-ranking official in the organization. This will be the owner of the system or the president/director of the owning organization. Cannot be a lessee, operator, or operating company.
• Required Information- Legal first and last name, updated USPS confirmed mailing address, phone numbers (business, mobile, etc.), email address, and job title
• Required Documentation- If the highest ranking official of the organization would like to list another individual as the AC for the system, the highest ranking official must send an official letter to the TCEQ designating someone else as the AC (i.e., General Manager, Plant Supervisor, etc.).

Public Water System (PWS) Contact

• Typically, an operator, lessee, or plant manager/supervisor.
• Required Information- Legal first and last name, updated USPS confirmed mailing address, phone numbers (business, mobile, etc.), email address, and job title
• Required Documentation- No additional documentation is required.

Emergency Contact (EC) and Secondary Emergency Contact (ECS)

• Kept for Homeland Security in case of an emergency. This is someone who can coordinate with TCEQ during an emergency and can be available outside typical business hours.
• Required Information- Legal first and last name, updated USPS confirmed mailing address, phone numbers (business, mobile, etc.), email address, and job title
• Required Documentation- No additional documentation is required, however, make sure to complete and return the Homeland Security Contact Update Form mailed out to all PWSs every other year or request updates anytime using the online form.

Financial Contact (FC)

• The person to whom the system’s yearly Public Health Service (PHS) fee invoice is mailed.
• Required Information- Legal first and last name, updated USPS confirmed mailing address, phone numbers (business, mobile, etc.), email address, and job title
• Required Documentation- No additional documentation is required.

OW – Owner

• The official owner of the public water system. For groundwater systems, this will be the owner of the wells and treatment facilities. For surface water systems, this will be the owner of the surface water treatment plant. For utilities, this will be the Certificate of Convenience and Necessity (CCN) holder.
• Required Information- Legal first and last name, updated USPS confirmed mailing address, phone numbers (business, mobile, etc.), and email address.
• Required Documentation- Changes in ownership require the following additional documentation:
  • Completed and signed Core Data Form (CDF). Instructions and a blank CDF can be found on the Central Registry Core Data Form and Instructions webpage.
  • Warranty Deed or Bill of Sale
  • If the PWS is also classified as a utility, the TCEQ will not be able to update the ownership for the PWS until the Sale, Transfer, or Merger application has been approved by the Public Utility Commission (PUC). For information on filing with the PUC, please refer to the PUC’s Rules and Guidance for Water and Sewer Utilities website   .

Facility Updates

All PWS facilities must be approved through the submittal of plans and specs to the TCEQ by a licensed engineer. For information on submitting plans and specs to the TCEQ, refer to the TCEQ’s Submit Public Water System Plans for Review webpage.

Once plans and specs are approved by the Plan Review Team, this information is provided to the Drinking Water Inventory & Protection Team for addition to DWV. Additional information may also come from site investigations conducted by the region.

If the PWS identifies any corrections or needs to make any updates to the status of the facilities listed in DWV, an email should be sent to the Drinking Water Inventory & Protection Team including as much backup documentation as possible.

For any inactivation of facilities, backup documentation such as well production reports, pictures showing disconnection, etc. may be required.

Status Updates

Activation

Once a PWS is approved for use by the Plan Review Team, the PWS is required to notify the Drinking Water Inventory & Protection Team prior to or no later than immediately upon startup of the system.

Inactivation, Merge, and Consolidation

A PWS is only inactivated if it no longer meets the definition of PWS as defined in Title 30 Texas Administrative Code 290.38. Requests for inactivation, merge, or consolidation must include written documentation that indicates that PWS no longer meets the definition of PWS.

For more information regarding the required documentation, refer to the TCEQ Regulatory Guidance (RG)   Public Water System Activation and Inactivation (RG-550).

Important! All inactivation requests to the Drinking Water Inventory & Protection Team will be confirmed with the TCEQ corresponding regional office. Additional documentation may be required by either the Drinking Water Inventory & Protection Team or the regional office. You must continue to operate your system until you receive the official letter from TCEQ noting that your system has been inactivated.

Operator Notice Form

This Operator Notice Form may be used by public water systems to meet the requirements of Title 30 Texas Administrative Code (30 TAC) 290.46(p)(2), relating to providing an annual list of water operators and/or operating companies used by a public water system to the TCEQ.

Submit the completed form via email to PWSINVEN@tceq.texas.gov.

Get More Help

Contact the Inventory Program at 512-239-1071 or PWSINVEN@tceq.texas.gov for any questions or if data needs to be updated.