Hurricane Plans and Policies: Protecting Your Community

Each year, the Atlantic hurricane season stretches from June 1 to November 30. During this period, the eastern coast of the United States faces the threat of powerful, ocean-born storms that paradoxically bear charming human names.

Hurricanes have the potential to cause significant physical damage and financial havoc for community associations. However, having policies in place to prepare for these storms and address the aftermath can greatly mitigate risk. It's imperative for every association, potentially impacted by hurricanes, to establish a solid preparedness plan aimed at enhancing safety, minimizing risk, and safeguarding the financial health of the community.

Equally vital is the communication of these policies to residents. Use all available channels such as emails, handouts, notices in common areas, social media platforms, and the community website to share details about the hurricane preparedness plans. Residents need to be well-informed about these guidelines to ensure compliance.

The Necessity of a Hurricane Preparedness Policy

Hurricanes like Andrew and Katrina have left indelible marks with their destructive force. Those who have experienced such storms understand the immense damage that high winds, rain, and storm surges can inflict.

Even hurricanes labeled as “minor” pose significant threats to community associations, potentially destroying infrastructure, affecting property values, and damaging the community’s reputation and aesthetic appeal, all within a short timeframe.

While a preparedness policy cannot stop a hurricane, it provides a crucial framework for getting ready beforehand. This policy outlines the necessary actions for residents during the storm and recovery strategies post-storm, including the insurance claims process.

An effective policy aims to shield the financial stability of the association by mandating precautionary measures like installing shutters and securing outdoor items. These simple actions often limit damage and reduce repair expenses. Details such as the timing for installing or removing shutters, landscaping preparations, and penalties for non-compliance should be clearly stated.

Dealing with Seasonal Residents

Including seasonal residents in the preparedness plan is essential, although it presents unique challenges for community managers. Keeping track of who is present and who is away is a constant task. It's advisable to conduct periodic tests to ensure contact information is up-to-date and to collect emergency contacts for those absent.

Seasonal residents are expected to take the same precautions as full-time residents. An unprotected window can be disastrous, allowing hurricane winds to cause extensive damage. Policies should require proof of arrangements for shutter installation during owners' absence and ensure all items are secured indoors. Consultation with legal and property management experts is recommended when drafting these policies.

Efforts to communicate with seasonal residents must be intensified. It's important for board members and managing agents to ensure guidelines are thoroughly communicated. Obtain updated contact details from seasonal residents to facilitate this process.

Handling Non-Compliance

Non-compliance with hurricane preparedness policies poses risks not only to the offender but to neighbors as well. Legal actions, including lawsuits, may arise from such negligence. The consequences of not following the policies, such as fines or legal action, should be communicated well in advance of hurricane season using all available communication methods.

Actions Post-Storm

Once the storm subsides, the next focus is on the restoration of essential services and managing clean-up, repairs, and insurance claims, as guided by the preparedness policy.

Residents often seek advice on repairs and navigating insurance claims post-storm. A well-structured policy provides this information and positions community managers as essential resources for guidance.

Collaborating with a professional property management company enhances safety and risk management. Establishing robust hurricane preparedness policies and effective communication strategies ensures the community is well-equipped to handle the challenges posed by hurricane season.