For condo owners, the lessons of hurricanes past are simple: Most boards of directors weren't ready.
They weren't ready with enough insurance to cover such common property as roofs. They didn't have enough insurance to cover individual owners' property damaged by common property, such as leaks. They didn't have enough money in reserve to pay for deductibles and other expenses.
They also didn't have plans for getting ice and water to residents, for cleaning up branches, palm fronds and debris, and, most of all, didn't have enough leadership ability to resolve the problems.
Some condos, experts say, did very well. But at others, owners still aren't back in their homes because boards couldn't get roofs fixed or leaks stopped or mold cleaned up. That has forced owners to pay rent for temporary homes while still paying their mortgages, maintenance and sometimes huge special assessments on the homes where they should be living.
The solution, experts say, is to elect boards that can lead owners. Owners also must be willing, they say, to pay for preparation. One reason many associations didn't have enough money stashed away was that owners refused to pay a few dollars extra a month to prepare for that rainy day.
Each board should appoint a unit owner to serve as disaster plan coordinator; establish evacuation emergency routes within the complex , making sure each owner has a copy; have emergency generators and supplies stored in a safe place; back up computer files; make sure the building is safe from vandalism if evacuated; take pictures and videos of the buildings to help with insurance claims; make sure insurance is adequate; and plan for speedy removal of debris.
Disaster Plan – Do a risk analysis of potential consequences of a storm and develop a complete disaster plan, designating a responsible community member as Disaster Plan Coordinator and another as Information Facilitator to field queries and respond to community members.
Evacuation Routes - Establish clear building or community evacuation routes and be sure that all community members are provided with copies or printouts and that routes are clearly marked as storms approach; conduct building or community evacuation drills in the weeks leading up to hurricane season.
Emergency Generators & Supplies – Purchase emergency generators and assure they are in working order and have adequate fuel supplies, stock a building or community emergency supplies storeroom with flashlights, batteries, water and other necessities for residents and employees in the aftermath of a tropical storm.
Backup Computer Files – Be sure that computer files crucial to running the building and association are backed up to CDs or Portable Storage Devices and keep a list of office computer hardware and software vendors and repairmen in case computers crash or systems fail.
Secure the Premises – Make preparations for routine lockdown of the building or other facilities as a storm approaches, so the building is secure during the storm and safe from vandalism or looting if a hurricane strikes.
List of Owners & Employees – Have on hand a current, hard-copy reference list complete with the names all property owners, emergency contact numbers and details of second residence addresses, as well as a list of all association employees, with full contact details.
Photograph or Video Premises – Keep a visual record through video or photographs of premises, facilities and buildings to facilitate damage assessment and speed damage claims in a storm aftermath.
Building and Facilities Plans – Make sure a complete set of building or community plans are readily available for consultation by first-responders, utilities workers and insurance adjusters following a storm.
Insurance Policies & Agent Details – Be sure all insurance policies are current and coverage is adequate for community property, facilities and common areas and compliant with State Law; full contact details for insurance companies and agents should be readily available in the event of a storm.
Bank Account Details & Signatories – Keep handy a list of all bank account numbers, branch locations and authorized association signatories, and make contingency plans for back-up signatories in case evacuation or relocation becomes necessary.
Mitigation of Damages - In the immediate aftermath of a storm, take the necessary steps to mitigate damages -- this includes "Drying- In," which is the placement of tarps on openings in the roof and plywood over blown out doors and windows, and " Drying –Out," which is the removal of wet carpet and drywall to prevent the growth of mold.
Debris Removal – Have a plan for speedy removal of debris by maintenance staff, outside contractors, residents or civic public works employees, should a hurricane topple trees and leave debris in its wake.
Are we prepared?