How Your Property Management Company Supports You During Hurricane Season

Living near the coast as a member of a condominium or homeowners association means being acutely aware of hurricane threats. There is a silver lining, however: a comprehensive property management service can prepare your community for hurricanes and lessen their effect, proving themselves as indispensable partners in both calm and stormy times.

Proper hurricane preparedness involves more than just securing the physical structures. A seasoned property management company brings expertise that eases this significant undertaking.

Below are steps to ensure you receive top-notch services during hurricane season, from preparation to recovery.

1. Develop a comprehensive plan

Collaborate with your property management company to form a detailed hurricane preparedness strategy. Share this with board members and residents, including those who are not year-round inhabitants. Provide training for staff and board members on their responsibilities throughout an extreme weather event. Ensure residents secure their private properties and vendors understand their roles before and after a storm.

2. Secure digital assets

Hurricane preparation isn’t only about physical structures; digital documents need safeguarding too. Ensure all association records are backed up on a remote server or stored securely off-site. Hard copies should be protected in fireproof, waterproof storage. This includes building and facility plans for quick access by first responders and insurance agents.

3. Review all contracts

While safeguarding documents, review your contracts to understand vendor obligations during storms. Assess insurance policies closely to confirm they are active and have a firm grasp on limits, exclusions, and deductibles to avoid unexpected surprises.

4. Establish electronic payment capabilities

Your property management company should facilitate electronic payments to accommodate any displaced signatories post-hurricane, ensuring quick payments for emergency services.

5. Document property condition

Create a visual inventory by filming your community and its assets in pristine condition. Time- and date-stamped footage provides crucial evidence during insurance claims. Consider a professional evaluation for a comprehensive report on your property's state.

6. Train and prepare staff

Ensure comprehensive training on the hurricane preparedness plan to define roles clearly during emergencies. Cross-train staff to handle essential functions if team members cannot reach the property post-storm. Practice scenarios to reinforce their preparedness.

7. Secure additional funding

Beyond usual assessments, consider securing a line of credit earmarked for unexpected storm-related expenses. Having financing lined up before an emergency simplifies recovery efforts.

8. Prioritize maintenance checks

Conduct maintenance well in advance of any storm warnings. Test generators and stockpile fuel. Complete tasks like tree trimming and debris removal before hurricane threats become imminent.

9. Cultivate relationships

Building a relationship with an insurance remediation company and a reputable public adjustor before hurricane season ensures expert guidance and support during the recovery.

1. Prepare facilities

With a storm approaching, secure all loose items, remove debris, empty dumpsters, and check generator functionality. Secure outdoor furniture, and take necessary precautions with pools and spas. Temporarily shut down systems vulnerable to wind, like HVAC and elevators.

2. Prioritize communication

Update your community on pre-storm plans, shelter locations, and evacuation routes. Provide emergency numbers and procedures for securing units. Ensure waivers are in place if building staff assist residents. Staff should know their supervisors' contact information and carry association IDs for post-storm access.

1. Initiate quick recovery actions

Once it's safe, address damages by covering exposed areas and removing debris. Secure the community's safety from potential threats like looters. Distribute questionnaires for residents to report damage.

2. Activate your plan

Implement the disaster plan with designated roles for information sharing and emergency services coordination.

3. Plan for reconstruction

Address construction needs and consult with licensed professionals. Document damage thoroughly to support insurance claims and plan for future needs. Re-evaluate services like landscaping to align with the community’s immediate needs and contractual obligations.

While hurricane season is uncontrollable, its impact can be mitigated. Partnering with a capable property management company ensures these steps are conducted smoothly and efficiently.