Hurricanes and the Association
by Steve Inglis
Being a Florida native and a Property Manager, I realize how important it is
to be ready for a hurricane. By preparing and planning, an Association can
minimize the disastrous effects a hurricane can have on the people and property
of an association and will help the association towards timely reaction and
restoration.
A successful hurricane plan will consolidate the following stages into a
final procedural plan:
- Peril Consideration
Comprehensive planning dictates that an association consider the multitude of
perils that may have an effect on it. They should be listed by probability of
occurrence, not potential for loss of lives and property damage.
- Planning
The Board of Directors and the Management Company must create a detailed
written plan that can be easily reviewed and implemented if needed.
- Budget Planning: Budget planning includes consideration of
contingency accounts to cover the cost of uninsured property damage losses,
such as, damage to landscaping and insurance deductibles which must be paid
out when a claim occurs.
- Insurance Planning: An association must evaluate its coverage to
determine the adequacy of both the dollar amount of coverage and peril
insured against. Most associations should consider an "All Risk" Coverage
Plan, which provides coverage for all perils except those specifically
excluded. Be sure to check to see if your policy provides for debris removal
and/or demolition; these can be major expenses in a disaster and some
policies severely limit the amount of this coverage. Deductibles can be
expensive. An association should let members know ahead of time what their
responsibilities will be for covering these costs.
- Planning Staff: If the association employs a staff, each person
should be given -- in advance
-- a specific job to be performed in case of a hurricane. Also, plan
to make full use of your resident resources in a disaster. A volunteer who
is prepared and familiar with the effects of a hurricane, will be far more
productive in carrying out planned responses during a disaster.
- Communication Planning: Communication
with the association membership before, during and after a hurricane is
essential to successful disaster management. Communication should include
steps that the owners should take in order to reduce losses, reporting of
damage and most importantly, what post hurricane reaction and restoration to
expect.
- Planning for Physical Plant: Specific plans must be developed to
secure the physical plant during a hurricane.
- Preparation
The hurricane plan should be reviewed and updated prior to the onset of
Hurricane Season. The association should establish who has the authority to
make financial decisions, including extraordinary financial commitments.
Preparing the physical plant and equipment for the peril includes, contingency
planning for post peril reaction, such as, where to rent or purchase emergency
generators, pumps, chain saws, etc. And last minute preparations, such as,
removing wind screens and storing pool furniture before a hurricane hits. Have
an emergency contact sheet prepared. Physical plant information, such as,
brand, model and serial numbers and if possible a description of all pump
motors, association owned appliances, pool equipment and an inventory of all
clubhouse or lobby furniture, etc. This information will help expedite all
insurance claims and repairs. After a disaster, "as built" drawings of all
buildings including utility distribution lines (water, gas, electric) are
needed. Include sanitary and storm drainage distribution system as well.
- After the Fact
- Secure the area, determine dangerous conditions, and rope off dangerous
areas. Interrupt utilities as necessary to prevent additional damage.
- Evaluate the need for security to prevent looting or other difficulties.
- Contact the association's insurance agent.
- Consult with the association Board of Directors and implement previously
planned course of action, allowing for adjustments.
- Contact necessary contractors to perform the emergency clean up and a
detailed evaluation of damage.
- Evaluate the need for emergency trash or debris receptacles.
- Coordinate with the insurance adjusters the need for an engineer,
architect, project manager to begin reviewing estimates and authorize work
as quickly as possible.
- Notify the owners of the circumstances and extent of damage.
- Coordinate payment of insurance claims to contractors and reimbursements
to owners for out-of-pocket expenses.
- Contact State and Federal Disaster Assistance Programs. Remember: The
association must be able to prove all insurance claims and the insurance
company has the right to inspect all damages prior to permanent repair. The
sooner detailed damage reports, estimates and any bills are submitted to the
insurance carrier; the quicker the claim can be adjusted and settled. During
area wide disaster, be especially wary of a reduction in the quality of
repairs, because many contractors will hire unskilled labor to assist in the
repairs.
- Special Considerations
You will usually have time to prepare for the following conditions:
- Severe Wind
- Heavy Rain
- Wind-driven rain penetrating structures
- Broken windows and doors
- Severe structural damage such as shingle loss, or roof loss, or
structural collapse
- Flooding
- Loose articles becoming destructive projectiles in severe wind
- Interruption of utilities and hampered restoration for extended periods
- Widespread destruction which hampers availability of supplies and
building materials
- Widespread destruction which hampers availability of contractors
- Severe structural damage creating a need for building engineers and/or
design architects and construction specialists, and causing delays in
reconstruction
- Life threatening conditions
A written Hurricane Plan is an invaluable tool which enables the association
to respond effectively. It will enhance the owner's confidence in the
association's leadership and management. Achieving a speedy recovery from a
hurricane will depend largely upon the association's degree of preparation and
planning. Successful managers and associations will have prepared disaster plans
and will use them to perpetuate their success.
Steve Inglis, PCAM, is President of Bristol Management Services Inc. in
Jupiter, past President of the Community
Association Institute (CAI) and has earned the PCAM Designation through
extensive Association Management training.
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