Using Social Media to Your Advantage: Proactive Communication for Sewer Systems

In today’s connected world, social media has become one of the most effective tools municipalities can use to communicate with residents and customers. When used intentionally, it strengthens transparency, builds public trust, and helps prevent costly and disruptive sewer system issues before they occur.

This topic was a key focus of the 2025 Sewer Expo breakout session presented by Caylee and Hunter, which explored how modern communication tools and consistent messaging can improve public outreach.

Residents want to understand how their sewer systems work, and how their everyday actions impact infrastructure. Clear, consistent communication helps turn the public into partners in prevention rather than contributors to the problems.

Some OMAG members are already demonstrating the value of this approach. The City of Seminole and the City of Weatherford actively use social media to share infrastructure updates, service information, and operational news. By communicating regularly—not just during emergencies—these communities build trust and set clear expectations with residents.

Proactive Communication Builds Trust and Prevents Problems

Too often, communication with the public happens only after a sewer issue occurs. Preventative outreach is far more effective.

Simple reminders about fats, oils, grease (FOG), wipes, and other non-flushable items can reduce blockages, backups, and emergency maintenance while educating residents about their role in protecting the system.

The most effective messages focus on:

• What should and should not go down the drain

• Why certain items cause damage

• How residents can help protect the system

• When and how to report potential issues

Consistency matters more than perfection. Even brief, regular reminders can make a measurable difference over time.

OMAG Resources and the Role of AI in Effective Outreach

To support members in this effort, OMAG offers a variety of premade communication resources, including social media posts, bill stuffers, and public notification templates available on the Sewer Resources webpage. These tools are designed to help reduce staff workload while ensuring accurate, professional messaging.

In addition to these templates, artificial intelligence (AI) was another topic highlighted during the Sewer Expo presentation and is becoming a valuable tool for utilities. AI can assist you by:

• Drafting public announcements and educational posts

• Adapting messages for different platforms

• Maintaining consistent messaging over time

• Saving staff time while increasing communication frequency

AI is not a replacement for staff expertise, but a tool that helps utilities communicate more effectively and consistently—especially when resources are limited. When paired with OMAG’s templates and guidance, AI can help members stay proactive rather than reactive.

Regular, transparent communication shows residents that their utility is engaged and committed to protecting critical infrastructure. By using social media, OMAG resources, and emerging tools like AI together, members can reduce incidents, control costs, and strengthen relationships with the communities they serve.

OMAG encourages all members to explore the Sewer Resources webpage and consider how social media and AI can become part of a sustainable, preventative communication strategy.

Mitigating Property Damage: Simple Steps That Make a Difference

When a property loss happens, it’s never just about the damage itself—it can quickly turn into downtime, added costs, and a lot of back-and-forth to get everything resolved. The good news is that a few proactive steps can go a long way in minimizing the impact.

It all starts with preparation. Keeping an eye on weather forecasts and staying ahead of potential risks—especially during storm season—can help prevent losses before they happen. Simple actions like moving vehicles to covered areas or securing outdoor equipment can make a big difference.

When a loss does occur, timing matters. Taking quick action to secure the area and prevent additional damage—like covering exposed areas or addressing water or electrical concerns—can help keep things from getting worse. Be sure to take plenty of photos and notes early on; good documentation makes the claims process smoother for everyone involved.

Routine maintenance is another key piece of the puzzle. Regular inspections and repairs can help identify issues before they become costly losses.

Finally, don’t underestimate the importance of communication. Reporting losses promptly and providing complete information helps get the right people in place quickly—whether that’s an appraiser or a contractor—so repairs can move forward without unnecessary delays.

At the end of the day, preparation, quick response, and clear communication are the best tools municipalities have to protect their property and keep losses manageable. Reach out to us if you need help with mitigation after a loss and we can help guide you in the right direction.

(405) 657-1400 or claims @omag.org

FMLA Requirements for Municipal Employers

The Family and Medical Leave Act (FMLA) provides eligible employees with up to 12 weeks of unpaid, job-protected leave in a 12-month period for certain family and medical reasons. For municipal employers, understanding how the law applies to public agencies is essential for ensuring compliance.

Unlike private employers, public agencies—including cities, towns, and other local government entities—are covered by the FMLA regardless of the number of employees. However, employee eligibility for FMLA leave still depends on several factors. To qualify, an employee must have worked for the employer for at least 12 months, completed 1,250 hours of service during the previous 12 months, and work at a location where the employer has 50 employees within a 75-mile radius.

This distinction often causes confusion. A small municipality may be a covered employer under the FMLA, but its employees may not be eligible for FMLA leave if the organization does not meet the 50-employee threshold within the required geographic area.

Even when employees are not eligible for FMLA leave, municipal employers still have certain responsibilities under the Act. Most importantly, covered employers must display the Department of Labor’s FMLA poster in the workplace so employees are informed of their rights.

When an employee may qualify for FMLA leave, employers must also provide required notices, including eligibility and rights information, designate qualifying leave as FMLA leave, and maintain the employee’s group health insurance coverage under the same terms during the leave. Employees who take FMLA leave are generally entitled to return to the same or an equivalent position.

Municipal employers should ensure supervisors understand when to notify HR of potential leave situations and maintain clear documentation throughout the process. Even smaller municipalities may choose to follow FMLA-style procedures for consistency when addressing employee medical or family leave needs.

Law Enforcement Application

As part of our ongoing commitment to providing comprehensive and sustainable coverage for our members, we will be implementing a Law Enforcement Application that will be distributed 60 days prior to your Municipal Liability Protection Plan (MLPP) renewal. The application will be sent electronically via email and should take only a few minutes for your police department to complete. Applications will begin being distributed as early as August 1 for October renewals.

Law enforcement operations continue to evolve, and it is important that we maintain current information regarding departmental structure, staffing, policies, training practices, and operational exposures. Collecting this information allows us to better understand the unique risks faced by our members and helps ensure that coverage, risk management resources, and loss prevention efforts remain aligned with those needs.

In recent years, the public entity risk environment has become increasingly complex, particularly with respect to law enforcement liability exposures. Having accurate and up-to-date information enables us to identify emerging trends, develop targeted risk management resources, and support the long-term stability and sustainability of the MLPP.

This initiative is not intended to create an additional administrative burden, but rather to strengthen our partnership with members and ensure that we have the information necessary to effectively serve and protect the interests of both our members and the pool.

The Law Enforcement Application is required for all MLPP members with law enforcement operations. Timely completion of the application is important to ensure accurate underwriting information is available during the renewal process. Failure to provide the requested information may affect future coverage considerations and premium determinations. If you have any questions or need assistance with completing the application, please reach out to Chris Webb or Kevin Katz at 405-657-1400.

We appreciate your cooperation and commitment to helping us maintain a strong, stable, and sustainable program that continues to protect the interests of our members.

Oklahoma Well-Run Cities: Strengthening Governance, Reducing Risk, and Building Stronger Communitites

Good governance doesn't happen by accident. It requires informed decision-making, clear policies, strategic planning, and access to reliable resources. That's the vision behind Oklahoma Well-Run Cities, a partnership between the Oklahoma Municipal Assurance Group (OMAG) and the Oklahoma Municipal League (OML) designed to provide municipal leaders with practical tools that support effective governance and reduce organizational risk.

At the heart of the Oklahoma Well-Run Cities initiative is a growing online resource center that gives elected officials and municipal leaders access to proven practices, sample policies, training materials, and implementation tools. Rather than creating resources from scratch, city councils can leverage templates, examples, and guidance developed specifically for Oklahoma municipalities.

The program is organized around three core pillars: Governance and Risk Management, Strategic Planning for Stability, and Fiduciary Responsibility and Public Trust. Within each area, municipal leaders can access sample council handbooks, onboarding processes, financial reserve guidance, planning frameworks, and other resources designed to help communities operate more effectively and consistently.

In addition to downloadable tools, the platform will soon offer online training opportunities that allow elected officials to continue learning throughout the year.

These resources help councils strengthen meeting management practices, improve policy development, better understand their legal and fiduciary responsibilities, and establish long-term strategic priorities for their communities.

The program is guided by an advisory panel of municipal leaders and subject matter experts who help ensure the resources remain practical, relevant, and responsive to the real-world challenges facing Oklahoma communities. Combined with the expertise of both OMAG and OML, the initiative provides municipalities with a centralized source for governance support and leadership development.

For city councils seeking practical answers, customizable templates, and ongoing education, Oklahoma Well-Run Cities serves as more than a training program, it is a comprehensive toolkit designed to help Oklahoma municipalities govern effectively, reduce risk, and build stronger communities for the future. Learn more at https://www.omag.org/well-run-cities

OMAG in Action (Volume 18)

OMAG's Police Liability Update (May 2026)

Spring Risks, Smart Prevention Reducing Seasonal Claims Before They Start

Spring brings warmer weather and increased activity, but also a rise in claims. Below are three common spring risk areas and practical steps to help prevent them.

Potholes: The Lingering Impact of Winter

As winter fades, freeze-thaw cycles weaken pavement and create potholes that can lead to vehicle damage and injury claims, making early inspections of high-traffic and problem areas, prioritizing repairs (even temporary ones), maintaining clear documentation with photos, and responding promptly to complaints with appropriate signage essential for reducing risk and demonstrating reasonable maintenance efforts if a claim arises.

Tree Trimming & Liability Before Storm Season

Spring storms can turn overgrown or weakened trees into serious hazards, with falling limbs causing damage and injuries, making proactive trimming of dead or overhanging limbs, focusing on high-risk areas, using properly insured contractors with clear agreements, and maintaining inspection records essential for improving public safety and reducing costly property and injury claims.

Lawn Mowing & Weed Eating Damage: Small Tasks, Frequent Claims

Lawn care tasks like mowing and weed eating are a common source of property damage from flying debris, making it important to clear work areas, use properly maintained equipment with guards, adjust techniques near structures, establish buffer zones, train staff and contractors, and document procedures to help reduce avoidable claims.

Spring Rains and Sewer Systems: Understanding Inflow & Infiltration

Spring has arrived, and with spring comes rain, often lots of it. While seasonal rainfall brings greener landscapes and replenishes water supplies, it can also create challenges for municipal sewer systems. One of the most significant issues communities face during heavy rains is inflow and infiltration (I&I).

Understanding how I&I affects sewer systems helps municipalities reduce the risk of sewer backups and protect residents’ homes and property from costly damage and repairs.

What is Inflow and Infiltration?

Inflow and infiltration refer to stormwater and groundwater that enter sanitary sewer systems through unintended pathways.

• Inflow occurs when rainwater enters the sewer system directly through openings such as roof drains, yard drains, sump pumps, uncapped cleanouts, or manhole covers.

• Infiltration occurs when groundwater seeps into sewer pipes through cracks, deteriorated joints, or damaged manholes.

These flow sources can allow large volumes of water to enter sewer systems that were designed to carry only wastewater from homes and businesses.

Spring Rain Increases the Risk of Sewer Backups

The risk of sewer backups and overflows increases during significant rainfall events, especially when large amounts of rain fall in a short period of time. Excess rainwater entering the system can quickly raise water levels in sewer pipes, potentially overwhelming the system’s capacity or pushing sediment and debris that create blockages in the line.

When this occurs, sewer backups and overflows can happen, sometimes forcing wastewater back into homes through floor drains, sinks, or toilets. These events are disruptive and costly to repair, making it essential to keep stormwater out of sanitary sewer systems whenever possible.

Most I&I Comes from a Small Portion of the System

I&I problems are rarely spread evenly throughout an entire collection system. Studies of wastewater infrastructure consistently show that:

Approximately 80% of inflow and infiltration originates from less than 20% of the collection system.

This means that identifying and repairing the most problematic areas can significantly reduce excess water entering the system during rain events.

How Municipalities Identify I&I Problems

Utilities use several proven methods to locate sources of inflow and infiltration:

• Flow monitoring to track sewer flow changes during rain events

• Smoke testing to reveal improper stormwater connections

• CCTV inspections to identify cracks, roots, and pipe defects

• Dye testing to confirm suspected inflow sources

• Manhole inspections to locate leaks or structural damage

Public awareness also plays an important role. Residents should ensure sewer cleanouts have secure caps, as missing or damaged caps can allow stormwater to enter the system.

Protecting Homes and Infrastructure

With spring rains increasing the potential for excess water in sewer systems, identifying and correcting I&I is critical. Targeting the areas responsible for most inflow and infiltration helps municipalities:

• Reduce the risk of sewer backups into homes

• Improve wastewater system reliability

• Lower treatment costs

• Extend the lifespan of sewer infrastructure

By working together, municipalities and residents can help keep stormwater out of sanitary sewer systems and ensure they operate safely and efficiently throughout the rainy spring season.

Indemnification Clauses: What Cities Need to Know

Cities and public entities across Oklahoma should carefully review their contracts for indemnity and “hold harmless” provisions. Under Oklahoma law and Attorney General guidance, municipalities generally cannot agree to indemnify or assume liability for third parties.

Indemnity clauses are common in vendor agreements, service contracts, leases, and software licenses. These provisions often require a city to “hold harmless,” “defend,” or “indemnify” a private party against claims, damages, or lawsuits. While they may appear routine, they can create significant legal and financial risks.

The Oklahoma Attorney General has made clear that public entities may not enter into contracts that shift liability from a vendor to the government, including clauses that require the city to indemnify a private party or assume responsibility for damages caused by the vendor’s negligence.

These clauses are problematic because they create a contingent and potentially unlimited financial obligation, a form of debt that cannot be determined or funded at the time the contract is executed. As a result, such provisions are generally unconstitutional.

Oklahoma law also provides that agreements to indemnify someone for unlawful acts are void.

What Does an Indemnification Clause Look Like?

“City agrees to indemnify, defend, and hold harmless Vendor from any and all claims, damages, and expenses arising out of Vendor’s performance, including those caused by Vendor’s negligence.”

This type of clause requires the City to pay for damages, defend the vendor, and assume potentially unlimited liability, making it impermissible in most cases.

What This Means for Cities

Cities should not agree to:

• Indemnify or hold harmless a vendor or third party

• Assume responsibility for another party’s negligence

• Accept terms requiring the city to defend a vendor

Action Steps

• Review all contracts, including renewals and software agreements

• Identify indemnity and hold harmless language

• Consult with your city attorney before signing any agreement containing these provisions

• Negotiate removal or revision of non-compliant clauses

Bottom Line

Indemnification provisions may be common in private contracts, but they are generally not permissible for Oklahoma municipalities. Careful contract review, and consultation with your city attorney, is essential to avoid unintended and unlawful financial obligations.