Crisis Management: Municipal Tools

A crisis, such as wildfire, flood or public safety concerns, can arise — sometimes with little to no notice. They can be very stressful, not only on the responding personnel but the public as well. At RMA Insurance, we understand that these types of incidents are extremely difficult for our members to handle. Understandably, the normal duties and functions of a municipality must persist during a crisis situation, but a lot of municipalities’ resources will be allocated towards a quick and safe solution to the problem at hand. 

In response, we have created a Crisis Management Package with resources and tools to assist you, our member municipalities, in understanding your insurance coverages and limitations, as well as for providing information to your ratepayers who may come to you for assistance and guidance.

Note: while we cannot speak to your ratepayers directly, we have crafted resources which can be reproduced under your municipality’s letterhead and issued directly to ratepayers who have questions or who may try to make a claim against you to recover their losses.

Understanding the Type of Crisis:  

There are 3 types of crises that can occur, understanding which one can you properly formulate a plan.

1. Routine Emergency- Like a natural disaster. These are types of events that you can plan for based on past experiences.
2. Crisis Emergency- such as a mass casualty event. These types of events happen with little to no warning and can be challenging to prepare for.
3. Emerging Crisis- Such as COVID 19- These are types of events that you may feel you have experienced, but the scope is much greater than a routine emergency. A plan can be put in place, but it could be very situational.

Best Practice When Crisis Strikes  

1. Ensure safety: Prioritize the well-being of everyone involved.
2. Establish a command center: Determine where the incident commander will be for the event and implement ICS training objectives.
3. Create a holding statement: News travels fast, aim to be in control of the narrative.
4. Communicate internally: Before sharing a public statement, it’s important that you inform your internal team about the crisis and your plan moving forward. Internal staff should be well informed about the situation directly from the organization.
5. Have a business continuity plan: Having a strategic guide in place to help maintain and resume business functions during a disruption.

MUNICIPAL TOOLS

Included in the available RMA Insurance package are documents we have prepared as a quick reference guide for municipalities:

1. Municipal Public Relations Guide (not for public distribution)– This is an information document for your municipality to assist in answering questions about denied claims which may be brought against you, resulting from wildfire damage to ratepayers’ property. Included are tips for handling public relations with ratepayers. Please reach out to our risk team for a copy of our guide.

• Claim Flow Chart – A useful chart to help navigate claims which should be reported to us at RMA Insurance or declined by your municipality.

• DRP Denial Letter – Sample (not for public distribution) – This letter can be issued by us at RMA Insurance, specifically naming your municipality and specific losses you wish to apply for and sent with your DRP application to show as proof that there is no insurance coverage available for the loss. Please contact risk@RMAinsurance.com for more information.

• IBC Property Proof of Loss Form – To accompany your application to DRP; fill out details of loss before submitting.

WE ARE HERE FOR YOU!

We understand how stressful and complex a crisis can be. We are committed to assisting in any way possible to help get the municipality back to full strength as efficiently as possible. For more information and to get copies of the municipal tools, please reach out to our risk team at risk@RMAinsurance.com.