Storm Preparedness

Longer days, glorious sunshine, and fresh cut lawns. Storm season is upon us. Here at OMAG, we want to help you prepare and keep your property as safe as possible. Should your City or Town have to deal with Mother Nature’s fury, we want to provide you with some information that can assist with your recovery.

Looking ahead: The weather has a large impact on everyone during the spring season and one of the ways to prepare is to monitor storm predictions. The Storm Prediction Center (https://www.spc.noaa.gov/products/outlook/) and Mesonet (https://mesonet.org/) are great resources to monitor severe weather predictions. We know our meteorologists in Oklahoma have a few misses but overall, they do a great job providing warning on those dreaded days. Pay attention to OMAG social media during storm season as we will do our best to post the latest forecasts to keep you informed. If possible, move autos to a covered area to avoid hail damage.

In the moment: Should severe weather strike your municipality; we know there are several things that need to be addressed. OMAG will do our best to contact municipalities that have been struck by a tornado or other severe weather event we deem necessary to help assist in the claims process. If we can get one building or location set up as a claim, we can assign our appraiser and get them out faster. The quicker they see the damage, the faster we can get you on the road to recovery.

Don’t hesitate to contact the OMAG Claims Department or Insurance Services should you have questions about property damage restoration or mitigation. We can provide some options on who to contact and assist in those areas.

Hopefully we all get through this season without any major events, but there is a high probability that we will have one of those unsettling days. When severe weather happens, take your storm precautions, and know that OMAG will help your municipality get back on its feet. Stay safe everyone!

The Power of "WHY": Inspiring Purpose

Simon Sinek's insights shine a light on the importance of understanding the "why" behind our actions and decisions. According to Sinek, the clarity of "why" enhances the significance of "what" we do. The why appeals to emotions and motivates individuals toward a common purpose.

Many leaders find comfort in defining the "what" – the tangible tasks and objectives to accomplish. However, his Golden Circle emphasizes the importance of communicating from the inside out. Starting with “why,” the mission or purpose, cause, or belief. Next, "how," the process or specific actions taken to realize the "why.” And finally, the "what," the results or services.

In giving focus to the "why," leaders can more effectively inspire team members, creating a purpose that aligns with the municipal mission and overarching goals. With a clear "why," the "how” and the "what" become more than just steps in a process.

Fostering an environment where every team member is aligned with the "why" can lead to more meaningful contributions, stronger collaboration, and a more fulfilling workplace culture for all.

The first step is to ensure that every team member understands the common "why." This goes beyond a one-time announcement; it needs to be a consistent message that is integrated into all aspects of your team's operations. Use meetings, newsletters, and team-building activities as opportunities to reinforce the "why."

By connecting team members to a common "why," you create a unified and motivated team that is driven by a shared purpose.

When Mowing Takes Precedence

Spring brings warmth, excitement, and noticeable growth in public spaces like parks, cemeteries, and along roadsides. This seasonal change burdens small communities with additional tasks. Typically, public works departments bear the brunt, especially when there's no dedicated parks staff, leaving utility employees to fill the gap. Consequently, for seven months, these employees shift focus from crucial water and wastewater management to repetitive mowing, straining the utility infrastructure. Essential maintenance and repairs get delayed, prioritizing landscape upkeep over functional sustainability.

The neglect of utility services due to deferred maintenance becomes apparent, fostering a reactive rather than proactive stance. Postponed routine work piles up, only addressed after the mowing season, squeezing a year’s maintenance schedule into a mere 4 to 5 months.

Visually, unkempt parks and cemeteries create a negative image for the community, underscoring the need for a balanced approach to mowing and utility maintenance. The apparent solution — hiring dedicated mowing personnel — often clashes with budgetary constraints. Part-time hires and temporary services offer partial solutions but are hampered by availability, especially in smaller communities like those in Oklahoma.

Exploring partnerships with local lawn services for periodic assistance or tapping into the local student workforce for summer jobs could offer flexible, cost-effective solutions. These approaches not only address the mowing challenge but also open avenues for maintaining continuous attention on utility infrastructure through innovative scheduling and task management.

No single strategy will suit every community, but through inventive problem-solving, it's possible to find a balance that allows for both aesthetic upkeep and the sustained operation of essential services.

Underground Utilities

In recent years, underground facilities have been struck and damaged regularly by OMAG members. An underground facility strike is when a utility line buried underground such as water, sewer, gas, communications, and electric is hit and damaged during the excavation or backfilling process. Regardless of what caused the damage, putting an end to these underground facility strikes will save time and money.

Underground facility damage can be reduced by:

• Contacting OKIE811 before all excavations and document all facilities have been marked before excavation starts.

• Pothole and locate all facilities that fall within 4 feet of the excavation.

• Take detailed pictures of proposed excavation, facility markings, potholing, and backfill.

All employees excavating near underground utilities are responsible for taking steps to prevent damage. You must know what steps you need to take, what the law requires, and especially when facility damage is not your fault. You can get all this information by taking advantage of free training offered by OMAG. Save yourself time and money by protecting underground facilities so contact OMAG risk management for the next available Excavator Certification Training.

OMAG In Action (Volume 9)

How Can Your Town or City Help A School District?

Is your City or Town looking for ways to help your local School District? If so-a School Resource Officer can do that. There are some things to consider when deciding how your City or Town’s police department can best assist and support the School District.  These considerations are listed below, in no particular order; they are each important.  

First, your City or Town should reduce to writing whatever agreement it reaches with the School District regarding a school resource officer(s):  a well-written contract should spell out your City or Town’s and the School District’s expectations and obligations.  Your municipal attorney should be involved in this process, of course.  

Second, identify what kind of law enforcement officer will fill the role of SRO.  The SRO Program legislation defines an SRO as a “law enforcement officer with sworn authority and training in school-based law enforcement and crisis response.”   Under Oklahoma law, there are two kinds of “law enforcement officers with sworn authority:” a 1) peace officer and 2) a reserve peace officer.  It is possible the School District does not appreciate the distinctions between a reserve peace officer and a peace officer, although each of these positions meet the SRO Program’s definition of an SRO.  Under Oklahoma law, a peace officer is a person who is paid by a law enforcement agency to regularly work more than 25 hours per week enforcing local and state laws and ordinances.  A person can be hired to and work as a peace officer before he/she obtains his/her peach officer certification from CLEET, but only for a period of up to six months. By contrast, while a reserve peace officer has the same authority as a peace officer, under Oklahoma law, a reserve peace officer can be paid or unpaid, AND he/she can only perform his/her duties for no more than 140 hours/month, AND he/she must have obtained his/her reserve peace officer certification from CLEET prior to being appointed as a reserve peace officer.  So, an agreement with the School District on what kind of law enforcement officer will fill the role of SRO is necessary. 

Third, regardless of whether the SRO is a peace officer or a reserve peace officer, it is critical that the SRO be the City or Town’s employee, not the School District’s employee. Why? If your City or Town issues a police commission to an individual, your City or Town is legally liable for the actions that person takes within the scope of his/her employment with the City or Town.  Therefore, your City or Town should have the authority over that individual that exists in the “usual” employment relationship, such as the authority to supervise, train, discipline, assign duties, etc.  A police commission gives the holder of the commission certain legal authority, such as the authority to seize someone and to use force while doing so. A police commission authorizes the individual holding it to carry a firearm into a school (which is a place where “regular” citizens cannot carry a gun).  This is so, regardless of how the individual’s salary/wages are funded.  So, knowing that your City or Town is legally liable for an arrest, use of force, detention, etc., made by an individual to whom your City or Town has given a police commission, why would you NOT want the authority to supervise, train, discipline, assign duties, etc.? 

Fourth, the SRO Program legislation requires that an SRO employed via the SRO Program shall successfully complete law enforcement active shooter emergency response training given by the Council on Law Enforcement Education and approved by the Oklahoma Department of Public Safety.  The SRO Program legislation does not identify a date or timeframe by which this training must be completed.  Again, an agreement with the School District on this topic is necessary. 

Fifth, the SRO is in place to enforce state and local law, not the School’s policies or procedures.  This needs to be addressed with the School District, as well.  For example, when student Billy Bob shows up at school wearing clothing that conflicts with the School’s dress code, the School District, not the SRO, should address this with Billy Bob pursuant to its policies and procedures.  The School’s dress code is NOT state or local law which the SRO is in place to enforce, generally speaking. 

Finally, it is worth noting: a School District can create its own “School Police Department” pursuant to the Oklahoma Campus Security Act.  So, contracting with a City or Town to provide the SRO is not the only way to have an SRO in the School District. This article is intended to address things a City or Town should consider when deciding how it can best assist and support the School District under this new SRO Program.

OMAG's Police Liability Update (February 2024)

Claims 101: A Comprehensive Guide for OMAG Clients

When it comes to managing claims, understanding the process can be quite daunting, especially if you're new to the game. But don't worry! We've got you covered. This guide will take you through the ins and outs of the Claims Process.

Claims: The What and the Types

The primary role of the claims team is to handle various types of claims, including Tort Claims, Auto Claims, and Property Claims.

The Tort Claim Process

Tort Claims are claims submitted by individuals against the municipality. The completed form must be returned back to the MUNICIPALITY, NOT OMAG. Required items in the form include the date of loss, the date the city received the tort claim, a description of the incident, and if a vehicle is mentioned in the incident, a VIN number must be supplied. It's crucial to note the notice date, which is the date the municipality received the claim as it is very important to the claim timeline.

DO NOT hold on to Tort Claims. Send OMAG the completed tort claim with notice date as soon as you receive it so we can maintain a proper timeline. We can always get any supporting documentation late.

The Do's and Don'ts of Liability Claims

• When handling liability claims, there are some best practices to follow: Take plenty of pictures/videos

• Track complaint logs and response times Obtain employee statements

• Send in the tort claim as soon as you get it 

Conversely, it's important not to admit liability or give any indication that the claim will be paid!

The Auto Claim Process

For the municipality to submit a claim for an auto/mobile equipment loss, required items include the date of loss, the last 4 digits of the VIN or serial number, and a description of the incident. A form is provided to report damage to city or town vehicles only, and all other General Liability or Auto claims should be reported on the Tort Claim Form.

The Property Claim Process

For the municipality to submit a claim for a property loss, the required items are the date of loss, the address and named location with damages, and a description of the incident. A form is provided to report the details of the loss and damage.

Common Questions and Contact Information

If you have any questions or concerns, you can always contact us at 405-657-1400 or claims@omag.org. You can also visit our website at www.omag.org or drop by our office at 3650 S. Boulevard, Edmond, Oklahoma 73013. We're here to assist you!

Ensuring Accurate Schedules

No one likes to pay for items that they either do not own or are no longer viable.  Making sure that your insurance schedules are accurate and up to date can be a quick and easy way to potentially save on hundreds if not thousands of dollars in annual premium.  We rarely forget to add insurance coverage to our new vehicles or properties as often time it is required for purchase, however, it is not uncommon for OMAG Members to forget to remove automobiles, equipment, and property line items from coverage once they have been sold, scrapped, surplussed, or demolished.  For this reason, OMAG recommends that its members set aside a time at least once a year to review their schedules to ensure that it is not providing coverage on items that it no longer possesses.  If you are interested in a policy review, please contact your OMAG Insurance Services Representative today.

Winter Weather is on the Way

It’s that time of year again when the bottom can drop out of the temperature gauge, and OMAG wants to make sure that you are prepared.  Sub-freezing temperatures can wreak havoc on buildings and water damage from busted pipes is the most common issue.  You want to protect all properties, but vacant buildings pose the most risk to extreme freezing as they are often an afterthought.  As a reminder OMAG’s Municipal Property Protection Plan (MPPP) limits coverage for vacant buildings and excludes any loss due to water damage (See page 19 of MPPP).  For this reason, we ask that you remember to take proper precautions on all vacant properties when Father Winter decides to strike.  Other exclusions in addition to water damage under the OMAG Vacancy Clause include loss due to vandalism, sprinkler leakage, building glass breakage, theft, and attempted theft.