What are the OGEC requirements for board training?

The Oregon Government Ethics Commission (OGEC) has oversight and authority over public meetings law.  ORS 192.

What are the requirements to fill a vacancy on our board?

The remaining board members will vote on a candidate to fill the vacancy. If the board has a willing candidate in mind that they want to appoint, they can direct-appoint that individual by vote with no further action.  The best practice, however, is to advertise the opening and invite any interested candidates who meet the board qualifications to come forward, and decide by vote from such candidates.

How long do we need to advertise the board vacancy?

There is no requirement for advertising a vacancy, but as a best practice it is generally accepted that two weeks is a reasonable timeframe to hold the vacancy open.

What if we don’t have any candidates to fill the vacancy?

If no candidates are available to fill the vacancy, the circuit court for the county in which the district is established shall fill the vacancy.  The board should reach out to the County to report the situation and seek assistance.

What if there is no longer a quorum of board members to fill a vacancy?

If no quorum exists, the circuit court for the county in which the district is established shall fill the vacancy/vacancies.  The board should reach out to the County to report the situation and seek assistance.

What if the board cannot agree on a candidate to fill a vacancy?

If the board cannot agree on a candidate to fill a vacancy, the circuit court for the county in which the district is established shall fill the vacancy.  The board should reach out to the County to report the situation and seek assistance.

Will a claim raise my district's rates?
There are a number of factors that come into play when rates are determined. For more information, please talk to your agent or underwriter.

Should we turn in a claim?
Most likely, yes. Let us review the whole loss and see if coverage is extended.

Should I just handle this small injury claim myself?
We don't advise you to handle the claim yourself. There are claim reporting obligations for settlements.  Failure to properly report a claim settlement could result in exceptional fines.  

Who do I contact for help with my claim?
Please contact our claims department at claims@sdao.com or 800-305-1736.

What is SDAO Consulting Services? 

SDAO Consulting Services provides practical, experienced support to help special districts navigate governance, operational, and organizational challenges.  

What services do you offer? 

Services include strategic planning, budgeting support, governance and board training, management recruitments, organizational assessments, and general guidance. 

How do we request services? 

Email consultingservices@sdao.com 

Are services included with membership? 

Yes. Member districts receive 8 hours of free consulting hours annually for initial guidance. 

What if we need more support? 

For larger or ongoing needs, services are delivered through a clearly defined scope of work, including an established timeline and a “not to exceed” fee agreement. 

What does a typical project look like? 

Projects typically include scoping, defined deliverables, meetings or workshops, and final recommendations or deliverables. 

How long do projects take? 

Timelines vary based on scope and district needs but include clear schedules and expectations. 

Do you provide legal advice? 

No. Consulting Services is advisory support only. Districts should rely on their legal counsel for legal review, interpretation, and final decisions. 

Who do I call if I have a question about my health care coverage with SDIS?
SDAO staff is available to help you with health care coverage questions by calling 800-285-5461.

Can agents issue an insurance certificate? 
An insurance certificate is a document that can be required to simply confirm that there is insurance in force. The insurance can be property, auto or liability. Most often the certificate is provided to confirm that there is a liability policy in force for the entity required to have such insurance. Supplying such a certificate in no way guarantees that the party receiving the certificate is in any way protected by the insurance party.
Agents can issue these types of certificates without prior approval but must provide SDIS with a copy.

Can agents issue an insurance certificate with an "Additional Insurance" provision? 
In this situation the insured requesting the certificate is asking the issuer to include an outside third party on the policy, by endorsement, as an "insured" with respect to certain activities. This development usually arises due to hold-harmless, indemnity or additional insured provisions of a contract between two or more entities. This certificate basically establishes a responsibility by one party to assume the liability risk of another policy under the terms of the contract. All terms and conditions of the insurance policy, except those related to a "named insured", will apply.

Agents can issue these types of certificates with the following provisions: If a contract is involved, send a copy of the contract to SDIS for a review of the insurance provisions at least ten days prior to signing of the contract; Certificate must reference a specific contract, project or event; Certificate must be for a specific period of time; Use the term "Additional Participant" to more accurately reflect the SDIS Liability Coverage Document.

Can agents issue an insurance certificate with a "Named Additional Insured" provision? 
To be included as a "named additional insured" means that the certificate holder stands in the "shoes" of the original named insured. For an insurer it becomes absolutely impossible to deny defense for any reason other than a material breach of the policy or a policy exclusion. Because SDAO is only authorized by statute to cover public entities, we cannot issue an insurance certificate listing an outside, non-public entity as a "named additional insured" because we can only provide coverage to public entities.

Agents cannot issue certificates with a "Named Additional Insured" provision unless an exception is made by SDIS on a case-by-case basis.

How do I log on to the Insurance Site?
Members who have already registered can click on Sign In button located at the top right portion of this window then type your username and password. If you are not currently registered, follow the directions for "How do I register on your web site" below.

How do I register for a login on the Insurance Site? 
Please contact SDAO Member Services at memberservices@sdao.com or 800-285-5461 to create a login on the Insurance Site. New users must be authorized by the district's key contact.

What do I do if I forget my password?
Click the Sign In button located at the top right portion of this window, then select "Forgot User Name / Password".  Complete the simple form then click the Submit button.  You will receive an e-mail with a reset password link.

How do I change my password?
Click the Sign In button located at the top right portion of this window, then select "Forgot User Name / Password".  Complete the simple form then click the Submit button.  You will receive an e-mail with a reset password link.

Does SDAO offer SDIS-insured members drug and alcohol testing and background check services?
Yes, but members must first sign up to participate. Contact SDAO at 800-285-5461 to request more information. Following your call, Bio-Med Testing Services will email your district a packet which includes a description of services available, pricing information, and a customer agreement form. Once the completed paperwork is returned to Bio-Med Testing Services your district may take advantage of five complimentary drug and alcohol tests and five complimentary background checks annually. Additional tests, beyond the five per calendar year, will be charged to your district.

Who is eligible to become a member of SDAO?
Any special district authorized and regulated by Oregon Revised Statute Chapter 198 is eligible for regular membership. If an entity does not qualify for Regular Membership as a special district, it may qualify for Associate Membership under the following: 

a.                   Any intergovernmental agency, department, council, or other like entity which is created under ORS 190.003 to 190.110, and which does not act under the direction and control of any single member government, or

b.                   Any statewide or regional associations of local government or any other public entities which qualify as political subdivisions or municipal, quasi-municipal or public corporations as those terms are contemplated in ORS 30.260.

How can my district or public entity apply for membership?
Please reach out to our Member Services department at memberservices@sdao.com and request an application.

My company would like to become an affiliate member of SDAO, how can we do so?
Membership in SDAO is limited to the above. If your company would like to become more involved with members of SDAO, please view the various opportunities available. 

How do I form a special district?
There is a process you will want to follow to form a special district. Please refer to our page on special district formation. 

Who do I call when I have pre-loss or legal questions? 
Pre-loss, legal, and technical assistance questions can be answered by contacting SDAO at 800-285-5461 or emailing help@sdao.com.

Executive Sessions

The board wants to hold an executive session  for the purpose of (fill in the blank).  Is this permissible?

 The permissibility of executive sessions under Oregon Public Meetings Law is very limited and specific.  ORS 192.660(2) lays out the specific reasons for which an executive session may be held, and any additional qualification for each.  An executive session may only be held for one of the specific reasons provided for in ORS 192.660(2). Check these statutes before proceeding with any executive session and ensure that executive session meets one of the permissible reasons.

May we hold a stand-alone executive session, or does it have to be part of a larger public meeting?

An executive session may be held as a section of a larger public meeting, or as a separate meeting by itself, as long as it is held for a permissible reason and properly noticed.

Can we have anyone in addition to the board present at an executive session?

The board may, at its discretion, invite attendees to an executive session.  Additionally, media members, with few exceptions, are allowed to attend executive sessions, though the board may ask such media members to not disclose or report on matters discussed in executive session.

Public Comment

Are we required to let the public comment during public meetings?

No.  Public Meetings Law requires that the public be allowed to attend only.  Allowing the public to participate is not required.

What can we do about public comments that go on to long and/or derail the meeting?

The board should adopt a public meetings policy that includes the time limit and any other parameters for public comment.  The policy should also make clear that public comments will only be heard during the specified public comment period outlined on the meeting agenda.  The board’s presiding officer is responsible for enforcing the time limit, ensuring comments stay on topic, and otherwise ensuring compliance with the board’s public meeting policy.

Decorum

Can the board take any action against a disruptive/unruly meeting attendee?

Yes.  Along with the authority to enforce efficiency of public comment, the presiding officer has the authority to ensure the meeting runs efficiently and in a civil manner.  If any attendee engages in behavior that actively disrupts the meeting process, the presiding officer shall request that such behavior cease.  If the individual fails to comply, he or she may be trespassed from the premises for the duration of the meeting.

Can a disruptive/unruly meeting attendee be banned from attending meetings?

No.  An individual may be trespassed from a meeting if necessary, but any such enforcement does not extend beyond that meeting.

Notice

How much notice is required for our board meeting?

For regular board meetings, the requirement is to give reasonable notice such that anyone wishing to attend has the opportunity.  The statutes do not specify a number, but this is generally thought to be a week or so. Executive sessions are held to the same notice requirement as regular public meetings.  Special meetings may be held with a minimum of 24 hours’ notice.  Emergency meetings may be held with less than 24 hours’ notice, but may be held only in true emergency situations, generally where public safety is at issue. 

What if we need to cancel our regular board meeting?

A:  It’s understood that circumstances may arise from time to time that necessitate cancelling a board meeting.  In these instances, the board must make every effort to give as much notice as possible as to the cancellation, including the reason for cancellation and if possible, a rescheduled date for the meeting.  With the option of virtual attendance at meetings, cancellations should be a rare exception and occur only for a defensible and unavoidable reason.

Board Work Sessions and Retreats

Our board wants to hold a work session that is not a public meeting.  Can we do this?

It depends.  If a quorum of the board is going to be gathering at any time, it’s imperative that no substantive district business be discussed, which would constitute an unauthorized meeting and trigger a meeting violation.  Often boards want to attend training or conduct a work session to do administrative tasks such as plan out the year’s meeting calendar.  This is permissible, so long as no substantive business is deliberated on or decided.  The board also has the option to Notice such work sessions and allow the public to attend.

Is a committee appointed by the board required to follow public meeting law?

It depends. If a committee is appointed by the board that will make recommendations to the board on policy or administration, that committee is subject to public meetings law.  If a committee is appointed as a strictly fact-finding body, whose purpose is to gather and provide factual information, but which cannot make decisions or recommendations to the board, it is not subject to public meetings law.

How do we schedule a risk management inspection of our facilities?
Call 800-285-5461 to schedule a site visit with one of our risk management consultants

What trainings is SDAO hosting this year?
For up to date information about trainings and events that we are hosting, please visit our online calendar. 

How can I learn more about online training?
SDIS has partnered with Vector Solutions to provide a series of free online risk management trainings. SDAO members enrolled in the SDIS Property/Casualty program can complete safety and liability trainings through the Vector Solutions online training system at no charge. This extensive library of trainings is accessible to each district through a personalized website set up by Vector Solutions. To learn more, visit the online training page.

I need to make a change/cancellation to a training registration, who do I contact? 
Please reach out to Member Services at memberservices@sdao.com or 800-285-5461.