Emergency Preparedness Planning: Staying Cool When Crisis Hits

Being in the midst of an unexpected emergency is something no community association wants, yet such situations can arise at any time. Natural disasters such as illnesses, earthquakes, hurricanes, or floods might strike, but the effects can be lessened with proper preparations. While board meetings already have full agendas, prioritizing emergency preparedness is crucial.

Emergency plans are unique and tailored. Factors like community type, location, resources, and demographics will influence specific needs. However, by adopting a set strategy, communities can craft a valuable and potentially life-saving plan. Here are eight essential steps to guide you through the process.

Establish a committee

Crafting an emergency preparedness plan demands dedicated effort. Start by forming a specialized team or assigning an existing group, such as a security committee, to conduct the necessary research and put forward recommendations. Sharing these plans during board meetings and with residents ensures everyone understands their roles during an emergency.

Define your mission

Begin by engaging with communities that have already established emergency plans to gain insights into necessary components. This can help clarify not only the mission but also the volunteers' roles and resource requirements. Creating a systematic approach to residents’ welfare, like marking checked homes with ribbons, can prevent any from being overlooked.

Know whom to contact and where to turn

Develop a comprehensive list of emergency contacts, including phone numbers, addresses, and websites. Distribute this list across the community, ensuring local hospitals, radio stations, onsite security, utility companies, and property management contacts are included.

Communicate with residents, staff, and management

An emergency plan is effective only if all involved parties—residents, onsite staff, and the property management team—are well-acquainted with it. Provide a printed guidebook containing emergency contact numbers, team roles, and instructions for handling varying crises. Remind residents of these plans through periodic refreshers, such as offering courses bi-annually.

Establishing reliable communication during a disaster is crucial, so partner with a management company that offers emergency alert systems for residents.

Get appropriate training

Training is vital for effective emergency response. Training in CPR and first aid for board members and other staff is beneficial. Programs like the Certified Emergency Response Training (CERT) are available at no cost in many states, offering essential skills in emergency action plans and communication strategies. This training is invaluable, even if slightly increasing readiness.

Form an emergency “action” team

Identify homeowners willing to act in emergencies. At Ironwood, 75 residents volunteered for the emergency team, essential since immediate help from first responders may not be available. Property management staff should focus on community-wide issues, such as clearing drains and securing common areas, rather than individual homes.

Determine resources you have and those you need to obtain

Evaluate whether resources like water, gasoline, or first aid kits need to be stockpiled. Often, communities already possess many necessary resources. For instance, homes with water tanks provide emergency water, and vehicles serve as gasoline sources.

Partner with your neighbors

Collaborate with nearby associations to enhance support, as immediate assistance from emergency responders may not be available. Regular meetings and sharing progress reports with neighboring communities can foster valuable relationships and aid in collective preparedness.