OMAG In Action (Volume 12)
Bridging the Gap: Enhancing City Management & Police Collaboration
City managers and police chiefs play a vital role in protecting their cities from legal challenges and ensuring compliance with civil rights laws. Building a strong partnership between city leadership and law enforcement is essential to safeguarding municipalities and reducing risks.
Five key areas can strengthen this collaboration:
Policy Updates: Regularly updating department policies to align with state and federal laws helps reduce liability and ensure compliance.
Policy Dissemination: Clear communication and training on updated policies ensure officers understand and implement them effectively.
Continuous Training: Ongoing education on high-risk areas like use of force and civil rights violations equips officers to navigate complex situations while minimizing risk.
Compliance Audits: Routine audits ensure policies are not only documented but also followed in practice, catching potential issues before they escalate.
Litigation Preparedness: Proactively strengthening legal defenses through robust training, record-keeping, and compliance measures prepares cities to handle lawsuits effectively.
City managers can play an active role by fostering collaboration with police leadership, prioritizing resources for training and compliance, and maintaining open communication.
Federal Court Strikes Down 2024 DOL Salary Basis Rule
On November 15, 2024, the District Court for the Eastern District of Texas invalidated the Department of Labor’s (DOL) 2024 rule increasing salary thresholds for white-collar and highly compensated employee exemptions under the Fair Labor Standards Act (FLSA). This decision reverts the salary basis for these exemptions to pre-July 2024 levels of $35,766 annually ($684 per week).
The now-overturned DOL rule, issued in April 2024, had raised the white-collar exemption salary to $43,888 per year ($844 per week) starting July 1, 2024, with a second phase set to increase it to $58,656 annually ($1,128 per week) on January 1, 2025. The rule also increased the highly compensated employee exemption threshold to $132,964 annually in 2024 and $151,164 in 2025, alongside a provision for automatic salary updates every three years.
The court ruled that the DOL exceeded its authority under the FLSA, which emphasizes employees' duties rather than salary in determining exemption status. By setting high salary thresholds, the court argued that the DOL effectively replaced the duties test with a salary-only standard, contradicting the statute. The court also deemed the automatic increases invalid under regulatory procedures.
Employers nationwide can now revert to the previous salary basis but should note that certain states and localities, including California, New York, Colorado, and Washington, enforce higher salary thresholds. While the DOL could appeal, many expect the current administration to let the decision stand.
Employers with questions on compliance should consult their city attorney, or you may contact OMAG General Counsel Monica Coleman, at mcoleman@omag.org or (405) 657-1422.
New Year New Policies: Strengthening Risk Management
Start the New Year Right: Reviewing and Updating Municipal Policies
The start of a new year is a perfect time to revisit Risk Management Policies and Procedures. Think of it as giving your organization’s Risk Management policies a New Year’s resolution: to be clear, consistent, and ready to tackle the year ahead. After all, if you don’t set the rules, someone might invent their own… and that’s when things can get messy (literally and figuratively).
The Importance of Robust Policies and Procedures
Policies and procedures are the backbone of risk management, providing a foundation to minimize liability risks and promote organizational consistency. While Risk Management policies sometimes get a bad rap for being lengthy or complex, concise, well-drafted policies ensure compliance with federal regulations, protect against legal issues, and create a safer and more productive work environment. For municipalities, these updates are not just administrative tasks but strategic actions to align with your municipality’s values and goals for the year ahead.
Sample Policies and Support from OMAG
OMAG offers a range of comprehensive sample policies to assist municipalities. These include Health & Safety policies supported by the Municipal Accident Prevention Program (MAPP), Sanitary Sewer policies and procedures through the Sanitary Sewer Overflow Reduction Program (SSORP), and numerous Human Resource Policies and Procedures. All these resources are available to members on the OMAG webpage. For additional policies or questions, you can also reach out to the Risk Management and/or Human Resources team for guidance and support.
OMAG Insurance Renewals: Simplifying the Process
At OMAG, we are committed to making your insurance experience as seamless as possible. We understand that clear communication is key to keeping our members informed about any important changes, especially when it comes to policy issuance.
A few years ago, OMAG transitioned to a new system for issuing policies and invoices. Since then, our staff has made it a priority to email all renewal policy information and invoices directly to you.
Key Renewal Details:
Renewal Policy Information: The OMAG Underwriting Department will send your renewal policy information 45 days before the effective date. This email will include your first quarterly invoice, DEC pages, schedules, certificates, ID cards, and any other relevant policy details.
Important: Since your first quarterly invoice is sent along with your policy details, it's important to know your GLA and PRO policy renewal dates so you can expect to receive this information on time.
What to Do If You Can't Find the Email: If you can't locate your renewal email, don't worry! Simply reach out to the OMAG Underwriting Department, and we’ll be happy to resend the information and confirm the correct email address for future communication.
Renewal Timeline:
GLA and PRO Policy Issuance (Including 1st Quarter Invoice): Sent 45 days before the effective date via email
Reminder Invoice: Sent 10 days after the effective date via mail
Pre-Cancellation Notice: Sent 25 days after the effective date via mail
Cancellation Notice: Sent 45 days after the effective date via mail
We hope this helps clarify the renewal process! If you have any questions, please don’t hesitate to contact our Underwriting Department.
How Cities & Towns Can Stay Safe in Freezing Weather
Freezing temperatures can cause big problems for cities and towns. Roads get icy, water pipes freeze, and power can go out. Here are some simple steps cities can take to keep people safe and things running smoothly during cold weather:
Protect Pipes, Roads, and Buildings:
Water Pipes: Wrap exposed pipes to keep them from freezing. Check fire hydrants to make sure they work. Remind people to let their faucets drip during very cold weather to stop pipes from freezing.
Roads: Have enough salt and sand ready to spread on icy streets. Make sure snowplows are working and fix any cracks in the roads before they get worse from freezing and thawing.
Buildings: Check that city buildings are insulated to keep them warm and save energy.
Prepare for Power Outages:
Backup Power: Get generators ready to keep important places, like fire stations and hospitals, running if the power goes out.
Warming Shelters: Open safe, warm places where people can go if their homes get too cold.
Share Winter Safety Tips:
Use social media, TV, and other ways to remind people how to stay safe. For example, share tips about driving safely on icy roads and keeping pets indoors.
Work with local utility companies to give updates if power or water stops working.
Practice for Emergencies:
Train city workers on what to do during a freeze. For example, practice clearing roads and opening shelters quickly.
By getting ready before freezing weather hits, cities can keep people safe and help everyone get through winter with fewer problems.
Creating Defining Moments in Employee Onboarding
Employee engagement is the cornerstone of a thriving municipal workforce. Effective onboarding can set the stage for new hires to integrate seamlessly, contributing to team success and feeling aligned with organizational goals. Unfortunately, many municipalities fall short, risking high turnover and disengagement, which costs U.S. businesses between $450 and $550 billion annually.
Onboarding isn’t just about paperwork—it's about creating defining moments that resonate. A defining moment is a memorable, meaningful experience that makes new hires feel welcomed, valued, and prepared. These moments can transform your onboarding process from mundane to exceptional.
Key Strategies for Impactful Onboarding:
Preboarding for a Positive Start
Ease the transition by engaging new hires before day one. Share practical details such as parking instructions, culture insights, and the first-day agenda. Personalized touches like a welcome email or preparing the workspace in advance can create a sense of belonging.
Assigning a Buddy or Mentor
Connecting new hires with a peer or mentor promotes comfort and integration. Studies show that frequent interaction with a buddy boosts productivity and job satisfaction. Pairing new employees with engaged, approachable team members ensures they feel supported and valued.
Regular Feedback and Follow-Ups
Onboarding doesn’t end after the first week. Continuous check-ins at 30, 60, and 90 days help managers address challenges, provide guidance, and gather feedback. Open communication fosters an inclusive culture where employees feel heard and appreciated.
Extend Onboarding Beyond Probation
Onboarding is an ongoing process. Build training programs that evolve over time, encouraging long-term growth and sustained engagement. Assign mentors for continued support and connection to organizational goals.
Examples in Practice:
John Deere’s “First Day Experience” includes welcome banners, prepared workspaces, and personalized messages from leadership. At OMAG, onboarding books with detailed resources, daily manager check-ins, and team swag ensure a warm welcome.
By investing in thoughtful onboarding practices, municipalities can foster loyalty, enhance productivity, and create a workplace where employees are excited to contribute. When onboarding is done right, it’s more than an introduction—it’s the foundation for lasting success.
City Spotlight - McAlester, Oklahoma
The City of McAlester officially took over daily operations of its Water Treatment Plant on July 1, 2024, to regain control over vital infrastructure and mitigate risks of damage to private and public infrastructure. The decision to assume control of the plant’s operations follows an extensive evaluation process and strategic planning effort aimed at enhancing the efficiency and reliability of McAlester’s water treatment services. The City now directly oversees the day-to-day management and maintenance of the facility, leveraging local expertise and resources to deliver optimal performance and safeguard public health.
“We are excited to take this important step in managing our water resources more effectively,” City Manager Dave Andren said. “By bringing the operations of the water treatment plant in-house, we can better oversee the processes and ensure that our community receives the highest quality water. This move will enable us to respond more swiftly to any issues and implement improvements that directly benefit our residents.”
The Water Treatment Plant treats around 3.5-5 million gallons per day to provide drinking water to about 28,000 people in the City of McAlester and five rural water districts (Rural Water Districts 5, 6, 7, 9, & 16).
A team of experienced professionals is now tasked with maintaining the plant’s operations in compliance with state and federal regulations while also seeking opportunities to enhance efficiency and sustainability. The City is working with Infrastructure Solutions Group and Public Service Co. of Oklahoma to convert the plant to an electrical system that will be a huge step in a plan to improve efficiency at the plant, save on electric usage, resolve issues with replacement part availability, allow control throughout the system, and other issues identified after a water emergency in 2023.
Progress also continues on a major waterline replacement project funded through the $32.5 million Drinking Water State Revolving Loan Fund (DWSRF) waterline improvements that city voters approved in 2019. These waterline improvements are vital in updating City infrastructure and are the first of many steps in the process of growing toward the future with upgrades to infrastructure including the sewer system and our roads.
The ABLE Project
Years of academic research and on-the-ground experience has shown that effective, active bystandership can be taught. The Center for Innovations in Community Safety, partnering with global law firm Sheppard Mullin, has created ABLE* (Active Bystandership for Law Enforcement) to prepare officers to successfully intervene to prevent harm and to create a law enforcement culture that supports peer intervention. ABLE training provides practical, scenario based training for police agencies in the strategies and tactics of police peer intervention.
ABLE is a national hub for training, technical assistance, and research, all with the aim of creating a police culture in which officers routinely intervene—and accept interventions—as necessary to:
Prevent misconduct,
Avoid police mistakes, and
Promote officer health and wellness.
Are you interested in ABLE training? If so, please contact OMAG Law Enforcement Specialist Kevin Katz and visit www.omag.org/able to learn more!
*ABLE Project, Project ABLE, ABLE, and Active Bystandership for Law Enforcement are trademarks of the President and Directors of Georgetown College.
CLEET Corner
As a reminder to all Full-Time and Reserve Certified Peace Officers, it is getting close to the end of the calendar year, and your annual continuing education hours will be due by December 31st, 2024. CLEET understands that meeting these requirements can be challenging, but CLEET is here to support you. Annual hours must consist of a minimum of the following: twenty-five (25) hours of CLEET cataloged hours, including two (2) hours of mental health, one (1) hour of missing persons, one (1) hour of sexual assault, and a firearms qualification. Certified reserve officers must complete a minimum of eight (8) hours of CLEET cataloged continuing education with one (1) hour being mental health, one (1) hour of sexual assault, one (1) hour of missing persons and a firearms qualification. CLEET has partnered with the Oklahoma Department of Mental Health to provide sexual assault and missing persons training, which is linked on the homepage of their website and will also include your mental health hours. The training provided on the website is just an option for sexual assault and missing persons, but it's a valuable one. Sexual assault and missing persons is currently an annual training, as required by statute. www.ok.gov/cleet/