SDIS Best Practices credit

MEMORANDUM
DATE:
January 15, 2016
TO:
SDIS Property/Casualty Insurance Program Participants
FROM:
SDAO Member Services
SUBJECT:
2016 Best Practices Program – Property/Casualty Insurance Credits Available!
Thank you for your participation in the SDIS property/casualty program! Each year, the SDIS
Best Practices Program offers opportunities for members to earn credits on their following
year’s general liability, auto liability, and property insurance contributions. In 2015, 645
members participated in the program and over $908,000 in credits were awarded.
The 2016 Best Practices Program is now underway and again offers members the opportunity
to earn up to a 10% credit on their 2017 general liability, auto liability, and property insurance
contributions. The calculation of the discount will be based on five categories that each offer
2% toward the total credit:
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Online Training – 2% credit
SDAO/SDIS Training or Board Practices Assessment – 2% credit
Affiliate Organization Membership – 2% credit
Best Practices Checklist – 2% credit
Oregon Ethics Law Policy – 2% credit
Information about these categories and their corresponding requirements is included on the
following pages. The five credit opportunities are not identical to last year so please take a
moment to review this important information.
The deadline to earn credit for each discount opportunity is November 15, 2016, but you can
start earning these credits today! Your total discount will range from 0-10%, based on what is
submitted, and will be applied to the following year’s (2017) contributions.
We look forward to your participation in the Best Practices Program. Please contact SDAO
Member Services at 800-285-5461 or [email protected] with any questions.
2016 SDIS Best Practices Program
Your district can receive up to a 10% discount on your general liability, auto liability, and
property insurance contributions. There are five opportunities to earn 2% toward your total
discount. To receive credit, please submit all requirements by November 15, 2016. Credit
opportunities include the following:
1. Online Training – Credit: 2%
To receive credit for this category, you must have at least one person from your district
complete the following online class available through SafePersonnel:
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Government Ethics
SDAO uses SafePersonnel to facilitate the online training program. A personalized training
website is created for each member district to access the training library and take online
courses. If your district does not have a training website set up through this program, please
contact SDAO Member Services to get started. You can call us at 800-285-5461 or send an email
with your name, district, and email address to [email protected].
SafePersonnel will send monthly reports to SDAO with a list of courses each district has
completed and credit will be given accordingly.
If your website has already been set up and you need assistance accessing the information,
please contact SafePersonnel at 800-434-0154.
2. SDAO/SDIS Training or Board Practices Assessment – Credit: 2%
You must submit a form (http://ref.sdao.com/bestpractices/training.pdf) signed by your
district’s board president or district manager certifying that at least one board member or
district staff has completed one of the following requirements in 2016:
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2016 SDAO Annual Conference (pre-conference sessions are also eligible)
SDAO/SDIS spring, summer, or fall regional training
SDAO/SDIS onsite risk management training conducted by SDAO risk management staff
or management consulting staff during the current policy year (2016)
Board Practices Assessment provided by the SDIS Consulting Program – Contact George
Dunkel at [email protected] to schedule
Trainings eligible for Best Practices credit will be marked accordingly within each event’s
description on SDAO’s website at www.sdao.com/events.
3. Affiliate Organization Membership – Credit: 2%
You will receive a 2% credit for being a member of any of the following affiliated organizations:
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Oregon Fire District Directors Association
Oregon Fire Chiefs Association
Oregon Water Resources Congress
Oregon Mosquito and Vector Control Association
Oregon Recreation and Park Association
Oregon Public Ports Association
Oregon Association of Clean Water Agencies
Oregon Association of Conservation Districts
Cemetery Association of Oregon
Oregon APCO-NENA
Oregon Transit Association
Oregon People’s Utility Districts Association
Oregon Association of Water Utilities
Oregon Library Association
Oregon Economic Development District Association
Oregon PRIMA
As we have several district types, this is not a comprehensive list. If you are a member of an
organization that is not listed above or has qualified in prior years, please contact SDAO
Member Services at 800-285-5461.
4. Best Practices Checklist – Credit: 2%
In order to receive credit in this category, you must complete the SDIS Best Practices Checklist
focusing on the Oregon’s Ethics Law either online or in hard copy which will be available in
summer of 2016. Please submit the completed checklist with a signature certifying that the
checklist has been reviewed by the district’s board of directors. You can send this by mail, fax,
or complete online.
5. Oregon Ethics Law Policy – Credit: 2%
You must submit a copy of your district’s ethics policy to receive the 2% credit. If your district
does not have one in place, please see the enclosed sample or visit
http://ref.sdao.com/bestpractices/policy.pdf.
SDIS Best Practices Program
Training or Board Practices Assessment
This form certifies that at least one board or staff member of ____________________________
(district)
has completed a Special Districts Insurance Services approved training or Board Practices
Assessment within the current policy year (2016).
The training(s) completed include(s):
 2016 SDAO Annual Conference
o Please provide name of individual that attended: _________________________
 SDAO/SDIS Regional Training
o Please indicate which training: ________________________________________
 SDAO/SDIS On-Site Risk Management Training
o Please indicate date of training: _______________________________________
OR
The board of the district named above has completed the SDAO Board Practices Assessment.
o Please indicate date of assessment: ____________________________________
Name:
_________________________________________________
Title:
_________________________________________________
Signature: _________________________________________________
Date:
_________________________________________________
Submission of this signed form will result in a 2% credit for your general liability, auto liability,
and property insurance premiums. Deadline to return this form for credit is November 15,
2016.
Please return via mail, email, or fax to receive credit.
Mailing Address
PO Box 12613
Salem, OR 97309-0613
Email Address
[email protected]
Fax
(503) 371-4781
Oregon Ethics Law Policy
Overview
Oregon Government Ethics Law
 Applies to all elected and appointed officials, employees and volunteers
 Prohibits use of public office for financial gain
 Requires public disclosure of financial conflicts of interest
 Limits gifts that an official may receive per calendar year
 Found in Oregon Revised Statutes, Chapter 244
Purpose
The purpose of this policy is to establish ethical standards of conduct for all district public
officials in accordance with Oregon Government Ethics law.
Financial Gain
Each public official is prohibited from using the position as a public official to receive certain
financial benefits if the opportunity for the financial benefit would not otherwise be available
but for the position held by the public official. In addition, each public official is prohibited from
using or attempting to use the official position to obtain financial benefits for a relative or a
member of the public official’s household, or for a business with which the public official, a
relative, or a member of the public official’s household is associated.
The following is a list of financial benefits that may be received. These include:
 Official compensation
 Reimbursement of expenses
 Honorarium
 Unsolicited awards for professional achievement
 Some gifts
Gifts
No public official shall solicit or receive any gift(s) with a total value of more than $50 from any
single source who could reasonably be known to have a financial interest in the official actions
of that public official. A gift is defined as something of value given to a public official, for which
the official does not pay an equal value. Gifts of entertainment are included in the $50 gift limit.
This does not mean that an official cannot receive any gifts. The law only restricts gifts from
sources that have an administrative or legislative interest in the public official’s actions, and
does allow the public official to receive up to $50 worth of gifts from each source. In addition,
unlimited gifts may be accepted from a source that does not have a legislative or administrative
interest in the public official, and the public official may accept unlimited gifts from specified
relatives.
Conflict of Interest
Oregon Government Ethics law identifies and defines two types of conflicts of interest: actual
conflict of interest and potential conflict of interest.
The difference between an actual conflict of interest and a potential conflict of interest is
determined by the words “would” and “could.”
A public official is met with an actual conflict of interest when the public official participates in
action that would affect the financial interest of the official, the official’s relative or a business
with which the official or a relative of the official is associated.
A public official is met with a potential conflict of interest when the public official participates in
action that could affect the financial interest of the official, a relative of that official or a
business with which the official or the relative of that official is associated.
A public official must announce or disclose the nature of a conflict of interest. The way the
disclosure is made depends on the position held. The following public officials must use the
methods described below:
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Potential Conflict of Interest: Following the public announcement, the public official may
participate in official action on the issue that gave rise to the conflict of interest.
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Actual Conflict of Interest: Following the public announcement, the public official must
refrain from further participation in official action on the issue that gave rise to the conflict
of interest.
If a public official is met with an actual conflict of interest and the public official’s vote is
necessary to meet the minimum number of votes required for official action, the public official
may vote. The public official must make the required announcement and refrain from any
discussion, but may participate in the vote required for official action by the governing body.
These circumstances do not often occur. This provision does not apply in situations where there
are insufficient votes because of a member’s absence when the governing body is convened.
Rather, it applies in circumstances when all members of the governing body are present and the
number of members who must refrain due to actual conflicts of interest make it impossible for
the governing body to take official action.
Useful Links
Oregon Government Ethics Commission Home Page: http://www.oregon.gov/OGEC/
Link to the Guide for Public Officials:
http://www.oregon.gov/OGEC/docs/Public_Official_Guide/201010_PO_Guide_October_Final_Adopted.pdf
Link to the ethics statutes found in ORS 244: http://landru.leg.state.or.us/ors/244.html
Link to the Oregon Administrative Rules that clarify and define the ethics statutes in ORS 244:
http://arcweb.sos.state.or.us/rules/OARS_100/OAR_199/199_tofc.html
Link to the public meeting statutes found in ORS 192: http://landru.leg.state.or.us/ors/192.html
Link to the Attorney General’s Public Records and Meetings Manual, prepared by the Oregon
Department of Justice:
http://www.doj.state.or.us/pdf/public_records_and_meetings_manual.pdf