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.
Fostering a Culture of Service
Municipal culture reflects leadership influence. How can you ensure you’re fostering a culture of service? Below are strategies you can implement today that will influence a culture of service.
Lead by example, set the service standard. The foundation of a service-oriented culture begins at the top. Embody the values you wish to see in your team. By consistently demonstrating a commitment to service excellence, you set the standard for others to follow. This authenticity resonates throughout the municipality, creating a ripple effect that permeates every level.
Empower employees. Empowered employees are the driving force behind a service-centric culture. Foster an environment that encourages autonomy, decision-making, and creativity. By entrusting employees with the responsibility to serve citizens effectively, you empower them to take ownership of their roles and contribute to a positive service culture.
Invest in the continuous training and development of employees. It is a key to maintaining a high standard of service. Regular workshops, skill-building sessions, and customer service training programs ensure that employees stay updated on best practices and industry trends. This commitment to ongoing education reinforces the municipality’s dedication to delivering exceptional service.
A culture of service is rooted in genuine, customer-centric communication. Encourage open dialogue, active listening, and empathy in all interactions. By prioritizing the citizen experience and focusing on building lasting relationships, municipalities can create a positive reputation that extends far beyond individual transactions.
Acknowledging and celebrating service excellence is a powerful motivator. Implement a system of recognition and rewards to highlight outstanding contributions to the service culture. This not only reinforces positive behaviors but also inspires others to go above and beyond in their service efforts.
A culture of service requires adaptability to meet the ever-changing needs and expectations of citizens. Instill a mindset of flexibility, encouraging teams to proactively anticipate citizen needs and adapt their approaches accordingly. This responsiveness positions the organization as agile and citizen-focused.
Establishing feedback loops is critical to the continuous improvement of service standards. Encourage a culture where both positive and constructive feedback are welcomed. By learning from citizens’ experiences, your municipality can evolve and refine service strategies to meet needs.
Influencing a culture of service is a transformative journey that begins with you. It permeates every facet of a municipality. When you have a culture of service, you secure citizen loyalty, create engaged employees, and a workplace where service excellence is not just a goal but a way of life.
Tips for Avoiding a Deer Collision
Knowing what to do when you encounter a large animal on or near a roadway can not only prevent damage to your vehicle, it could be a lifesaver. Keeping calm, driving alert, and smart greatly improves your chances of avoiding a collision and staying safe on the road.
Watch for the rest of the pack. Deer are herd animals and rarely travel alone. If you spot a deer on or near the road, chances are there are more nearby. Slow down and keep an eye out for more deer that could dart across the road.
Don’t let “the rut” put you in a rut. October through January is mating season for deer, they become much more mobile during this season looking for mates. Also, deer are most active at dawn and dusk; periods when your vision is most compromised. Slow down and stay alert, especially after dark.
Use your headlights. Watch for road signs that indicate a high-traffic deer area. The sign is a yellow diamond with a deer on it. Also, deer’s eyes will reflect green from the headlights in the dark, making them easier to spot. And for white-tailed deer, it looks like a white flag raised when they are moving on alert.
Stay center. On multi-lane roads, use the center lane, it’s your safest bet for avoiding a deer collision. On rural roads stay near the center line unless passing an oncoming car. Staying in the center gives you more time to react if a deer darts in front of you.
Brake, but don’t swerve. If you see a deer brake firmly and calmly, and stay in your lane. Swerving could cause you to lose control of your vehicle and make a bad situation worse. Remember, deer are unpredictable, you could swerve directly into their changing path.
Honk, loud, and long. Some experts say a long blast from your horn will scare the deer and cause them to move away from the sound (This is not a proven theory but sounds practical). Don’t rely on hood whistles or other devices designed to scare off deer- studies have shown them to be largely ineffective in preventing deer collisions.
What to do if you hit a deer:
Pull to the side of the road as soon as it’s safe to do so.
Turn on your hazard lights and remain in the vehicle till you’re sure it is safe to get out.
Call emergency services if injuries are involved and the local police for property damage. Let authorities know if the deer is in a dangerous spot on the road so it can be removed ASAP.
Stay away from the deer. If it is still alive, it could be confused, injured, and dangerous if approached.
Contact your insurance provider and report any damage to your vehicle ASAP.
Potholes: How They Form and How They Can Be Prevented
Whether traveling on local streets, rural roads, or busy highways, traveling down a long stretch of smooth roadway is unconsciously satisfying. On the other hand, not much is more aggravating than driving on a street or roadway peppered with potholes. Unfortunately, without proper road maintenance, the latter can be more the norm rather than the exception. Having a well-thought-out asphalt pavement plan can lead to less driver aggravation, overextended road maintenance budgets, and costly insurance claims for vehicle damage repair costs, traffic accidents, injuries, and even deaths.
How potholes form
Harsh climates, excessive wind, rain, freezing temperatures, and excessive heat is tough on asphalt pavement. Then there is heavy traffic, heavy vehicular traffic, and the general wear and tear of the pavement. Eventually road material deteriorates, resulting in cracks in the pavement. Water becomes trapped under the asphalt layer and accumulates, causing the base soils to become waterlogged. Traffic compresses the pavement causing dips in the surfacing due to these base soils being pushed away. As the seasons occur, we get rain, wind, and freezing which further deteriorates the road materials, causing a pothole or series of potholes and a washboard effect on the surface of the road.
Asphalt maintenance tips
Keep it clean! Power blowing and washing loose debris, fuel, and oil residues a couple of times a year helps prevent asphalt damage.
Seal it up! Sealcoating your asphalt roadways is one of the best pothole prevention methods. It adds a protective layer to your asphalt extending its lifespan by sealing cracks and preventing water seepage into the base layer.
Repair the damage ASAP! As soon as the asphalt is damaged, water can start seeping into the undersurface of the roadway, and freezing temperatures, and wind will then cause the cracks to create potholes. Repairing damage as soon as it occurs is critical to keeping potholes in check and protecting your pavement investment. 75% of untreated pavement cracks become potholes. Asphalt crack filling is one of the most effective ways to prevent further water deterioration. Perform asphalt crack filling every year for the best results in your pavement maintenance plan.
Benefits of Proper Asphalt Pavement Maintenance
Protects your investment – extends the longevity of your asphalt surface.
Improves customer experience – Driving on roads covered in potholes is frustrating to your citizens and others traveling through your community. It doesn’t reflect well on your municipality's image. Good smooth roadways also improve the safety and driving experience of those using your streets.
Saves your municipality money – Repaving and surfacing is expensive, routinely maintaining your asphalt roads will save you thousands of dollars in the long run. Also with smoothly maintained roads, there will be less opportunity for insurance claims to be filed for property damage and injuries allegedly due to poor roadways.
OMAG In Action (Volume 8)
OMAG's Police Liability Update (November 2023)
Sanitary Sewer Claims
The claims linked to Sanitary Sewer Overflow (SSO) incidents in the 2022-2023 fiscal year alone have amounted to an unsettling $3.4 million, which is equivalent to 50% of our reported losses among our member municipalities. The rising costs of SSO incidents serve as a reminder that our risk pool's strength lies not only in its financial reserves but in the public health, safety and welfare of member’s citizens. Considering the escalating costs of SSO claims, OMAG is exploring options to reduce this exposure to the risk pool, including limited coverage, higher deductibles, and/or higher premiums. In the interim, it is imperative that we, as a risk pool community, come together to develop a proactive and strategic approach to mitigate the effects of SSO incidents.
Here are a few OMAG value added services your municipality can utilize to mitigate this issue:
Know where the issues with your system are located:
Acoustic Inspection is a quick, easy to use, and cost-effective method for determining potential blockage locations in your collection system. OMAG has (7) Sewer Line Rapid Assessment Tools (SL-RAT) units available for members to use free of charge. SL-RAT assessment information allows OMAG members to better allocate sewer line cleaning, CCTV inspection, and other maintenance operations.
Pinpoint the cause of collection system blockages/issues:
Closed-circuit television inspection is used to identify, evaluate, and manage obstruction and mainline defects. The value of CCTV inspection is hard to ignore. Considering this, OMAG has partnered with local contractors to provide closed-circuit television inspection services for a maximum of 3,000 liner feet of sewer line as well as jetting and vacuuming cleaning as needed. This grant is provided at no cost to eligible participating members.
Manage root intrusion:
Tree root are a stubborn and destructive force once they make their way into sewer main lines. Chemical root control minimizes damage and service disruption and is one of the most effective methods for removing this costly line obstruction. OMAG has partnered with Duke’s Root Control Inc to provide guaranteed sewer root control treatments to participating members. This grant opportunity provides a 1:1 matching funds, with a $5,000 maximum benefit.
Continuing maintenance, purchasing equipment:
Maintaining your collection and observing “Best Practices” is of paramount importance. Having equipment to maintain your sewer collection is costly enterprise. Recent price increases have further placed owning maintenance equipment further out of many members reach. OMAG recognizes the need and in response, developed a grant to make this equipment more obtainable. The Sanitary Sewer Equipment Purchase grant, is a 1:1 matching funds grant with a $10,000 maximum benefit. Equipment eligible for matching funds include but are not limited to new/refurbished jetters, jetter nozzles, CCTV inspection cameras, and other related equipment.
Maintenance, Budget, and Planning Assistance:
Developing, budgeting and planning for sewer maintenance and replacement is a daunting task. It is sometime difficult to know where to start. Please know that OMAG’s Risk Management professionals are no further than a phone call or email away. If you’re looking for resources or assistance in dealing with your specific sewer collection system issue(s); please feel free to contact us at your convenience at (405) 675-1400. OMAG staff is available to answer your questions and connect your municipality with outside professional resources, if needed.