AI in the Workplace: Use It Wisely, Protect What Matters

Artificial intelligence (AI) is quickly becoming part of everyday work. From drafting emails to summarizing reports, these tools promise to save time and help teams work more efficiently. But for municipalities, the rise of AI also brings an important responsibility: protecting sensitive information.

Many AI platforms operate on public systems that learn from the data entered into them. In some cases, the information shared with these tools may be stored or used to improve the system. For cities and towns, that means confidential information should never be entered into public AI platforms.

Sensitive information may include personnel records, legal documents, citizen data, financial details, or information related to ongoing investigations. Even internal communications or draft policies could create risk if shared with an external AI system.

AI works best when it is treated as a productivity tool—not a secure storage location or decision-maker. While AI can generate helpful drafts or summaries, municipal staff should carefully review all outputs. These systems can produce errors, outdated information, or incomplete answers.

Municipalities may benefit from developing simple internal guidelines for AI use. Establishing clear expectations—such as limiting the type of information that can be entered into AI tools and requiring human review of AI-generated content—can help protect both the organization and the community it serves.

As AI technology continues to evolve, thoughtful use and strong privacy practices will allow municipalities to take advantage of innovation while safeguarding the information their communities trust them to protect.

Understanding the ADA Interactive Process

Public employers must balance operational needs with supporting employees in the workplace. One important tool for doing both is understanding the interactive process under the Americans with Disabilities Act (ADA).

The ADA requires employers to provide reasonable accommodations to qualified employees with disabilities when needed to perform the essential functions of their jobs. The interactive process is the collaborative conversation between an employer and employee to determine what accommodations may be appropriate.

The process typically begins when an employee communicates that a medical condition is affecting their ability to perform their job. The employee does not need to mention the ADA or request a “reasonable accommodation.” Statements such as “My doctor says I shouldn’t lift heavy items for a while” or “I’m having trouble working my normal schedule because of a medical condition” may trigger the employer’s responsibility to begin the interactive process.

For municipalities and other public employers in Oklahoma, responding promptly and thoughtfully is important because public services must continue uninterrupted. Engaging in a good-faith dialogue helps identify reasonable accommodations while maintaining service to the community.

Common accommodations may include modified schedules, assistive equipment, temporary leave, reassignment of marginal duties, or adjustments to the work environment. The goal is to enable the employee to perform essential job duties without creating an undue hardship for the employer.

Tips for Employers:

• Respond promptly when an employee raises a medical-related concern.

• Focus on essential job functions and how limitations affect them.

• Communicate and explore options rather than simply denying a request.

• Document the process, including requests, discussions, and decisions.

Avoid common mistakes such as waiting for “magic words,” failing to engage in dialogue, or delaying responses. A collaborative and well-documented approach helps ensure compliance with ADA requirements while fostering a supportive workplace.

City Spotlight: Broken Arrow, Oklahoma

Broken Arrow, the fourth-largest city in Oklahoma, is a thriving and prosperous home to approximately 123,000 residents in the beautiful northeast part of the state. Originally platted in 1903, Broken Arrow has a rich Native American heritage, and it proudly resides within the Muscogee Nation. The city enjoys a strong partnership with the tribe, working hand in hand to enhance the lives of their wonderful, shared community.

According to the recent U.S. News & World Report rankings, Broken Arrow is the "Best Place to Live in the State of Oklahoma," and the "12th Best Place to Live in the U.S.," out of 250 major cities across the country. This is a recognition we are incredibly proud of, and yet we also understand the magnitude of the responsibility the honor carries for us to continue providing first-class public services to our citizens. Data from the U.S. Census Bureau indicates that the city's population grew by 14.8 percent from 2010 to 2020, making it one of the fastest-growing incorporated municipalities not only in the state, but in the U.S.

Residents in Broken Arrow enjoy a high quality of life, characterized by low crime, placing it as the 68th safest of 360 suburbs in the U.S. and safest in Oklahoma, high-performing schools, and some of the best options in the state for affordable housing, especially for first-time home buyers.

Broken Arrow's award-winning Rose District was recently named one of the "Top 100 Best Main Streets in the U.S. to Walk," according to a new 2025 survey. The city fosters a sense of community by sponsoring seasonal festivals and events each year, including Rooster Days, Fiesta de Mayo, Scotfest, a local Farmers Market, musical performances in Central Park, parades in downtown, and so much more.

With destination attractions in the Rose District, the Performing Arts Center, Arts@302, the Warren Theatre, Bass Pro Shops, New Orleans Square, and the new Sunset in Broken Arrow Amphitheater coming in 2026, residents and visitors have many options when it comes to choosing shopping, dining, cultural, and entertainment activities. Additionally, two significant retail developments broke ground in Broken Arrow in 2025 — the Adam's Creek Towne Center, a 22-acre, 142,000 square foot development coming to north Broken Arrow, and Hackberry Market, a 30-acre, 211,000 square foot retail development in south Broken Arrow.

Another new development, the Arrow Forge Innovation District, is currently under construction. This 90-acre district will be a physically connected and easily accessible space that will offer various housing options, retail, and high-paying job opportunities. Arrow Forge is designed to reflect the increasingly collaborative and cross-sector nature of innovation. Broken Arrow is the third-largest manufacturing hub in the state, with a wide range of companies operating in the energy and aeronautics sectors.

Broken Arrow is a city large enough to serve you and small enough to know you! Our growth is a testament to our community’s collective efforts toward our promising future. We encourage you to visit Broken Arrow to discover how to explore the area!

OMAG In Action (Volume 17)

The U.S. Supreme Court Upholds Warrantless Entry in "Case V Montana"

On January 14, 2026, the United States Supreme Court issued an Opinion in Case v State of Montana, 607 U.S. (2026). This case asked the question of “whether law enforcement may enter a home without a search warrant based on less than probable cause that an emergency is occurring, or whether the emergency-aid exception requires probable cause.”

In Case v Montana, Montana law enforcement responded to William Case’s home after receiving a report from Case’s ex-girlfriend that Case had threatened to commit suicide. Case’s ex-girlfriend reported that she heard a “pop” while on the phone and was concerned Case shot himself and that Case threatened to harm any police who engaged with him. Police had prior knowledge of Case’s mental health struggles and a history of suicidal behavior. When police arrived at Case’s home, they saw a note and an empty gun holster through the window.

Forty minutes after their arrival, police decided to enter Case’s home to provide aid. The police officers opened the unlocked door and loudly announced their presence as they entered Case’s home. One police officer found Case inside a closet curtain and saw what they thought was a “dark object” near Case’s waist. The officer shot Case, and the police later found a handgun lying next to Case.

Case was subsequently charged with Assault on a Peace Officer on the basis that Case “knowingly or purposely caused reasonable apprehension of serious bodily injury” when Case pointed what appeared to be a pistol at a police officer. Case filed a motion to suppress all evidence obtained during the search on the grounds that the search violated Fourth Amendment. His Motion to Suppress was denied. The jury found him guilty. Case appealed this Motion to Suppress ruling all the way up to the United States Supreme Court.

In his appeal, Case urged the Court to rule that the higher standard of probable cause applied to the warrantless entry to render emergency aid. In rejecting this argument, the Court affirmed that the objective reasonableness standard applies to warrantless home entries to render emergency aid. The Court ruled that lower courts should assess the reasonableness of an emergency-aid entry “on its own terms, rather than through the lens generally used to consider investigative activity.”

Here, the Court noted that the information the officers obtained from Case’s ex-girlfriend, combined with their observations at the scene, suggested that Case may already have shot himself or would do so absent intervention. Thus, the Court found that the officers had an “objectively reasonable basis for believing” that their entry was needed to prevent Case from ending his life. A victory for law enforcement.

Key Takeaways for Law Enforcement

• Probable cause is not required for Emergency Aid: Law enforcement may enter a home without a warrant to provide emergency assistance if they have an objectively reasonable belief someone is in danger.

• Emergency Entries Are Not Investigative Searches: The Court emphasized that these actions are evaluated on their own terms—not under the standards for criminal investigations.

• Supports Swift Action in Life-Threatening Situations: This ruling affirms the legal backing for officers who act quickly to prevent harm, particularly in cases involving mental health crises.

• Policy and Training Matter: Municipalities should ensure officers are trained to recognize when the emergency-aid exception applies and to document the facts that support their entry decisions.

OMAG's Police Liability Update (February 2026)

Winter Weather Preparedness for Oklahoma Municipalities

As temperatures drop, OMAG’s Claims Department wants to ensure your municipality is ready for the challenges winter weather can bring. Preparation is key to reducing claims, protecting employees, safeguarding municipal property, and ensuring continuity of critical public services. Below are practical steps your teams can take now—before the first freeze—to minimize risk and keep your community safe.

Inspect and weatherproof facilities by sealing drafts around doors, windows, and utility penetrations, verifying proper insulation in attics and mechanical rooms, and ensuring roofs and gutters are clear of debris to prevent ice dams. Protect water supply systems by insulating exposed pipes, identifying shut-off valves and training staff on their use, and testing backup heating in critical pump houses and treatment facilities. Review HVAC performance by servicing furnaces and heat pumps ahead of winter, replacing filters, and confirming thermostats are functioning correctly.

Winterize municipal vehicles by inspecting batteries, tires, fluids, and wipers, stocking emergency kits with blankets, lights, ice melt, and first-aid supplies, and confirming fuel for generators and heavy equipment is treated for cold weather operation. Prepare snow and ice response equipment by testing sand spreaders and plows early and securing salt, sand, brine, and abrasives before demand increases.

Municipalities across the region are increasingly using beet juice mixed with salt brine as part of their winter road management strategy. This method is effective at temperatures as low as –20°F, reduces salt usage by up to 30–40%, is less corrosive on vehicles and infrastructure, and helps prevent ice from bonding to pavement. Additionally, it can be used before a storm hits to prevent ice from bonding in the first place. Although the red tint does no permanent damage to either vehicle or roadway, white beets are also an option.

Provide winter safety training that covers defensive driving, slip-resistance policies, and cold-stress illnesses such as hypothermia and frostbite. Update emergency contact and staffing plans by maintaining current call trees, preparing standby schedules for severe weather, and reviewing continuity-of-operations plans for essential services.

Maintain sidewalks, parking lots, and public access areas by applying ice melt before storms, clearing snow and ice promptly, and documenting response activities. Improve signage and lighting by marking known slip hazards and ensuring adequate lighting in high-traffic outdoor areas.

Share service updates and closures through social media, websites, and emergency notification systems. Provide reminders about home winterization, safe travel, and staying clear of downed power lines. Encourage residents to report icy intersections or water line breaks quickly.

Use this quick reference for department heads:

Managing Sewer Systems: Lessons from Two Oklahoma Cases on Maintenance & Notice

Two Oklahoma appellate decisions—Spencer v. City of Bristow and Crestwood v. City of Oklahoma City—highlight the legal and operational risks cities face when sewer maintenance is reactive or poorly documented. In both cases, courts reversed summary judgments for municipalities, finding that questions of notice and reasonable care should be decided by a jury.

Case Summaries:

Spencer (2007): A homeowner experienced two raw-sewage floods in 2005. Although the City of Bristow acknowledged responsibility for sewer maintenance, it had no formal program and relied on responding to complaints. Testimony showed recurring backups and root issues near the property, yet no preventative measures were taken. The court ruled that a jury should determine whether the City used reasonable care and whether it had actual or constructive notice of defects.

Crestwood (2019): A 2017 sewer backup flooded the basement of Crestwood Vineyard Church with Category 3 water, requiring extensive remediation. Oklahoma City argued it lacked “reasonable notice” because there had been no complaints in five years. However, evidence showed the City used a complaint-based maintenance approach and lacked records of proactive inspections or repairs. The court found factual disputes about whether the City knew—or should have known—of system defects through ordinary diligence.

Key Legal Principals for Cities

• Sewer maintenance is a proprietary function, meaning municipalities can be liable for negligence or nuisance.

• A duty of reasonable care requires cities to maintain sewer lines in workable condition.

• Constructive notice is broadly interpreted: cities are expected to discover problems through routine inspection, not merely through customer reports.

• Comparative negligence applies, but cities remain responsible for their share of damages.

Common Maintenance Pitfalls

• Exclusive reliance on complaint-driven responses.

• Lack of documented preventative maintenance.

• Failure to employ available tools such as cameras or root cutters.

• Insufficient plans for recurring issues like root infiltration.

Implications & Best Practices

Cities should adopt and document grid-based inspection and cleaning programs, use technology for early detection, maintain detailed maintenance records, train staff on proactive care, and ensure policies align with GTCA requirements. Regular audits and emergency response plans further reduce risk and support legal defense.

Bottom line: Courts expect proactive sewer maintenance. Cities that document and implement preventative practices protect public health, limit liability, and reduce long-term costs.

Teamwork Matters: Why Fast, Thorough Communication with OMAG Protects Member & Their Residents

When a claim is filed, time immediately begins working for or against your municipality. This is especially true for SSO claims, where facts disappear quickly, emotions run high, and litigation becomes costly. Strong teamwork between OMAG and members is essential. OMAG’s mission is to protect members and residents by guiding the claims process, preserving evidence, evaluating liability, and preventing escalation into litigation. Once a claim becomes a lawsuit, exposure increases dramatically.

OMAG is your partner in investigations and claims handling, but partnership only works when communication is timely and complete. Delays in providing sewer questionnaires, CCTV results, or incident details make it harder to determine liability and increase the chance of disputes.

SSO claims are time sensitive. As water recedes and cleanup begins, critical evidence disappears. Prompt information allows OMAG to verify the incident and identify causes. CCTV inspection should occur as soon as possible. Without documentation, facts become harder to establish and easier to challenge.

Employees often try to reassure residents, but statements like “We’ll take care of it” or “This is our fault” can later be viewed as admissions of liability. These misunderstandings can escalate a manageable claim into a legal dispute.

Tort claim procedures also involve strict timelines. Delayed reporting increases the chance of missed deadlines and weakened protections. Early notice allows OMAG to safeguard your rights.

SSO Events Present Unique Challenges:

• Complex causes: blockages, roots, grease, storm events, system defects, or issues on private lines.

• Multiple parties: residents, utilities staff, contractors, and sometimes regulatory agencies.

Early Involvement Allows Us to Help You:

• Preserve photos, videos, logs, and SCADA data

• Document weather and system conditions

• Determine whether damage occurred on the public or private side

• Communicate consistently with affected residents

• Quick action reduces conflict and keeps claims from escalating unnecessarily.

Higher caps have also increased municipal exposure. A single SSO affecting multiple homes can mean significantly higher risk, and small mistakes—late reporting, missing evidence, unclear communication—can have larger consequences.

What Effective Teamwork Looks Like:

• Report incidents immediately.

• Document early and thoroughly.

• Coordinate internally and avoid assumptions about liability.

• Respond promptly to OMAG requests.

Early, thorough communication benefits everyone: faster answers for residents, reduced exposure for municipalities, and decreased litigation risk. Teamwork is a shield—by involving OMAG from the beginning, you protect your community, employees, and resources.

OMAG's Space Heater Roundup: Warming Up Safely for Winter

As the temperatures dip, nothing feels better than the cozy hum of a space heater. But before winter set in, OMAG rolled up its sleeves for our annual Space Heater Roundup—and it was a blast!

Our team gave every heater in the office the full treatment. Dust bunnies and a few dust buffalos were blown away with compressed air, cords and plugs got a careful once-over for damage, and each heater was tipped over to test its all-important shut-off switch. The verdict? A few heaters didn’t make the cut and were promptly retired—but the ones that passed earned a bright “sticker of completion,” a badge of honor proving they’re safe and ready to keep us warm all season long.

But the fun didn’t stop there! Employees got a refresher on space heater safety basics: always plug directly into the wall (never an extension cord), and give heaters plenty of breathing room—no papers, fabrics, or other flammable friends nearby. A little space makes a lot of difference.

Here’s the best part: we don’t want to keep the warmth and safety to ourselves. With cold weather around the corner, we encourage other cities and towns to hold their own space heater roundups. It is an easy task that integrates with your existing safety efforts, and provides the added benefit of fire prevention.

At OMAG, we believe safety doesn’t have to be boring—it can be empowering, even a little fun. This winter, let’s all stay warm, stay safe, and keep those heaters humming happily.