Does Your Community Have a Real Emergency Response or Hurricane Plan?

Volunteers distributing emergency supplies to disaster victims, with trucks and tents in the background, illuminated by bright sunlight.

Emergency Response and Hurricane Plans for Your Community

Florida’s extreme weather conditions can be unpredictable, and this uncertainty can make any property owner feel anxious. This year’s storm prediction gives us a reason to make sure property managers and Association board members are correctly adequately prepared should their properties sustain storm damage.

Also, due to recent Florida legislative changes, it is imperative for condominium associations to have partner contractors to help not only expedite repairs but also to help them through the claims process of rebuilding their communities. In this post, we will share with you some important questions to ask before choosing an E.R.P. partner and how to create an effective emergency response plan for your community.

To make sure you have a real Emergency Response Plan with a capable company, these are the questions you should ask:

#1: Do we have the proper pre-storm documentation to help us expedite our repairs and protect our ability to collect our insurance funds if we need to file a claim?

Having current building documentation will not only help to speed up repairs but also help you with your claims process. Drone pictures of your roofs and Matterport (3D real time documentation) of your common areas and contents will prove invaluable during a claims process.

The company you are partnered with to handle your repairs, if they are a large company with the resources you will need, should be able to provide these to your association at no cost. This documentation along with additional information of your community, such as water and electrical shut offs, building envelope information, and staging plans for large equipment, should be provided as well.

#2: Are we partnered with a local company?

When you’re choosing an Emergency Response Plan partner, choosing local is very important. During the last few storms, including hurricanes, many contractors showed up from out of state and put many associations at risk. The Florida DBPR caught many of these contractors performing work without the proper licensing or insurance.

This is because many associations don’t realize that franchise companies that come into town claiming to be affiliated with a local franchise are usually not insured nor licensed to work in Florida. Working with these types of contractors puts those associations at great financial risk should anyone be hurt on their property.

The truth is, when substantial damage occurs as a result of a severe weather event, the State can only check so many contractors to verify their licenses and insurance, therefore it is up to each association to protect itself. Another thing to remember, even if an out of state company is actually insured and licensed, is that the majority of them will only do the dry out of an association. They are not set up with local specialty contractors (roofers/electricians/plumbers/) or have the material supply lines to complete your necessary repairs. It is not uncommon for them to take the remediation part of your claim money and then leave town. This leaves the Association to handle the most difficult and important part of their repairs and claim on their own.

#3: Can the company we are partnered with actually handle a catastrophic loss?

Additional questions to consider under this umbrella include:

  • Can they provide multiple references of other local Associations they have worked with during a storm event that were on their emergency plan?
  • Do they have enough reserve personnel and equipment on hand to meet the needs of our Association?

Industry secret – Many companies claim to have large loss equipment but actually have to rent it during a storm. This is a problem because if they must rent it, then that means they don’t normally use it. You don’t want to be someone’s test run with equipment they don’t know how to use and are not even guaranteed to be able to rent. Also, if they normally have 8 employees and now need 100, many of those extra laborers come from day labor facilities. Is that who you want working in your community?

#4: Can they, at the time of loss, work with the Association’s insurance agent and carrier and directly bill them in the event of a claim?

Associations should only be responsible for their deductible if they have proper coverage and coverage amounts. The contractor you choose to partner with should be able to work with the carrier on all other expenses to get the association back to pre-loss condition as soon as possible.

#5: Can they provide an agreement/contract that is beneficial for the Association?

Many emergency response companies are now having associations sign binding contracts that are very one sided. In fact, many of their contracts bind the association for storm repairs before they have even occurred. And in some cases, if you are not happy with the level of service they provide, they can charge you up to 20% of your total claim amount if you choose to switch contractors.

How is that beneficial for the Association?

It is important to remember, Emergency Response Plans should be a partnership between a contractor and an Association, and the Association should be able to demand proper service.

These are just some of the important questions to ask to make sure you are partnered with the right emergency contractor and have a REAL Emergency Response Plan in place to help minimize your losses.

If your condominium association needs to create an emergency or hurricane response plan, or it needs to update its current plan, here are some tips that can help ensure that your community is prepared for whatever comes its way.

Emergency Care in a disaster Zone: First Aid Kit Representing Critical Medical Support at an Emergency Camp

Steps to Create an Emergency Response Plan for a Condominium Association

For any condominium community, having an emergency response plan in place is essential for ensuring the safety and well-being of residents and protecting property in the event of an emergency. Whether the emergency is a natural disaster (e.g., hurricane, flood, earthquake) or a man-made disaster (e.g., fire, power outage, civil disturbance), having a well-organized, comprehensive response plan can help minimize damage and provide a clear path of action.

Here are the essential steps for a condominium association to create an effective emergency response plan:

#1. Assess Potential Risks and Hazards

The first step in creating an emergency response plan is to assess the potential risks specific to the condominium building and the surrounding area. This involves identifying the types of emergencies most likely to occur, such as:

  • Natural Disasters: hurricanes, floods, tornadoes, wildfires, earthquakes, etc.
  • Man-Made Disasters: fires, gas leaks, power outages, civil disturbances, or hazardous materials spills.
  • Health Emergencies: pandemics, flu outbreaks, etc.

The association should also consider building-specific risks, such as structural vulnerabilities, fire hazards, or water and sewage systems, and the impact of these emergencies on both the building and residents.

#2. Form an Emergency Response Team

Next, form an emergency response team within the condominium association. This team should consist of key individuals who will be responsible for executing the plan and overseeing emergency operations. This team may include:

  • Board members: For overall coordination and decision-making.
  • Property management personnel: For implementing logistical tasks and managing the building’s operations during an emergency.
  • Security personnel: For crowd control and safety protocols.
  • Resident volunteers: For specific tasks like checking on neighbors, assisting with evacuations, or providing aid to vulnerable residents.
  • Emergency contacts: Firefighters, local law enforcement, medical personnel, and disaster response teams.

Designating a point person for each type of emergency can help streamline communication and action.

#3. Create a Communication Plan

Effective communication during an emergency is critical. The condominium association must establish a clear communication plan that includes:

  • Contact Information: Collect and maintain up-to-date contact information for all residents (phone numbers, email addresses, emergency contacts, etc.) to ensure swift communication.
  • Notification Systems: Set up a reliable communication system, such as a phone tree, text alerts, email notifications, or a dedicated website or app, to quickly reach all residents in case of an emergency. Ensure that residents with disabilities or language barriers are included in these communications.
  • Clear Messaging: Develop template messages for different emergencies that can be quickly tailored and sent out to residents. This includes evacuation instructions, shelter-in-place notices, or updates on building conditions.
  • Backup Communication: Have a backup communication plan in place in case of power failure or systems disruptions (e.g., use of walkie-talkies or satellite phones for key personnel).

#4. Develop Evacuation Procedures

It’s crucial for the condominium association to develop detailed evacuation procedures, especially since many condo buildings have multiple floors and limited exits. The evacuation plan should include:

  • Evacuation Routes: Clearly marked and well-lit escape routes should be planned, with alternative exits in case one is blocked. Ensure all residents are familiar with these routes, and include emergency stairwell access for those who may not be able to use elevators during a fire or power outage.
  • Assembly Areas: Designate a safe meeting point outside the building where residents can gather after evacuating. Ensure the area is away from potential hazards (e.g., fallen trees, downed power lines).
  • Evacuation Assistance: Identify residents who may need extra assistance, such as elderly individuals, people with disabilities, or young children, and assign volunteers to help them during an evacuation.
  • Evacuation Drills: Schedule regular evacuation drills to ensure that everyone knows the procedure and can evacuate efficiently. Practice drills at different times of day and under various conditions to test the plan’s effectiveness.

florida Volunteers helping with disaster recovery and cleanup amidst debris from hurricane or storm

#5. Prepare Emergency Kits and Supplies

The condominium association should ensure that emergency supplies are available for residents, particularly in the event that they need to shelter in place or are cut off from the outside world. These kits may include:

  • Basic Supplies: Flashlights, batteries, first aid kits, fire extinguishers, bottled water, non-perishable food, blankets, and hygiene products.
  • Medical Supplies: Prescription medications, over-the-counter medicines, and any specific medical equipment for residents with health conditions.
  • Important Documents: Ensure residents know to store essential documents like insurance information, identification, and medical records in waterproof bags.
  • Tools and Equipment: Basic tools for shutting off utilities (water, gas, electricity), a battery-powered radio to receive emergency broadcasts, and cell phone chargers or power banks.

The association may choose to stock communal supplies in a designated area, such as a storage room, and encourage residents to have their own emergency kits prepared.

#6. Establish a Disaster Recovery Plan

In addition to planning for evacuations and emergency response, the association must develop a disaster recovery plan. This includes steps for restoring the building and services after an emergency, such as:

  • Damage Assessment: Determine the extent of damage to the building, infrastructure (e.g., plumbing, electrical systems), and common areas, and assess whether it’s safe for residents to return.
  • Insurance Coverage: Ensure that the condominium association’s insurance covers common areas, property damage, and liability. Advise residents on their own insurance needs, including renters’ insurance for personal property.
  • Repair and Restoration: Establish relationships with contractors and restoration companies that can quickly begin repairs after an emergency. Ensure access to the building remains secure until it’s deemed safe.
  • Temporary Housing: In case the building is uninhabitable, have a plan for temporary housing or shelter for displaced residents, or provide referrals to local shelters or emergency housing programs.

#7. Educate and Involve Residents

An emergency response plan is only effective if everyone in the community is prepared. The condominium association should:

  • Educate Residents: Provide information on emergency procedures, evacuation routes, and the location of emergency supplies. Hold regular meetings or workshops to ensure everyone understands the plan and their role in an emergency.
  • Encourage Preparedness: Advise residents to create their own emergency kits, secure their units (e.g., secure heavy furniture, install storm shutters), and develop a family emergency plan.
  • Involve Residents in Planning: Create a sense of community by involving residents in the planning process. This could include gathering feedback on the plan, assigning volunteer roles, or having residents participate in drills.

#8. Review and Update the Plan Regularly

An emergency response plan is a living document that needs to be reviewed and updated regularly. Consider revising the plan every year or after significant changes, such as renovations or new regulations. Additionally, after an emergency occurs, conduct a debriefing to assess the plan’s effectiveness and make necessary improvements.

Partner With WrightWay and Create an Emergency Response Plan That Works!

Creating an emergency response plan for a condominium association is vital for protecting residents, property, and ensuring a coordinated response during a crisis. But just as important is partnering with an emergency response service provider that can get your recovery process started quickly and professionally.

At WrightWay Emergency Services, our Emergency Response Program (E.R.P.) is a complimentary service that protects condominium associations from potential hazards when disaster strikes. As part of our Emergency Response Program, we use infrared leak detection as a proactive approach to preparing your association for any water-related emergency. Whether your leaks are weather related or due to a structural defect, you want to make sure damage is stopped before it spreads.

It’s a small thing we can do to help condominium associations manage the financial challenges they face as a result of the increased prevalence of hurricanes and other severe weather events impacting Florida. To get your emergency response plan started, or to have our expert leak detection services performed on your property, contact WrightWay Emergency Services today!