The Value of an Emergency Response Plan (ERP) for Your Condo Association

Does Your Florida Condo Association Have an ERP?

A well-prepared emergency response plan (ERP) is an important resource for every condo association. Its sole purpose is to ensure the community is rebuilt as quickly and efficiently as possible to minimise risks during a storm event.

We live in uncertain times, when natural disasters, fires, power outages, and medical emergencies can happen at any time. It is essential for condo boards and property managers to have a structured plan in place to help deal with the management and recovery process after such events.

Why Having an Emergency Response Plan Is Essential for Condo Associations

Condo Associations manage properties where dozens, hundreds, or in some cases even thousands of residents live. And these properties can range in size from a single courtyard to multiple acres. An Emergency Response Plan is the best resource available that can help ensure the condo association protects resident lives and its property. The following are more precise reasons why a condo association needs to have an ERP:

• It Helps Reduce Property Damage: Timely and coordinated responses can prevent extensive property damage. Whether it’s shutting off water mains during a plumbing emergency or reinforcing windows before a hurricane, a structured plan minimizes risks and financial losses.
• It Improves Communication During an Emergency: During a crisis, quick and effective communication is critical. An ERP establishes a communication strategy, ensuring that residents, emergency responders, and property management stay informed through texts, emails, or automated alerts.
• It Enhances Community Confidence: A well-prepared emergency response plan reassures residents that their safety is a priority. This fosters trust in the condo association’s management and creates a sense of community resilience.

Key Components of an Effective Emergency Response Plan

Because there is no official requirement in Florida for condo associations to have ERPs, there is no specific template to follow as to what should be included in a plan. However, it is considered a best practice to have an ERP in place, and it is recommended for the following components to be included:

• Risk Assessment: In Florida, the most common potential risks to a condo community can include hurricanes, floods, and other extreme weather events. Understanding these risks helps in designing targeted response strategies.
• Emergency Contact List: Maintain an updated list of emergency contacts, including local fire departments, police, medical facilities, and utility service providers. Residents should also have access to key management and maintenance contacts.
• Evacuation Procedures: Clearly define evacuation routes, emergency exits, and assembly points. Post maps in common areas and conduct regular fire and evacuation drills to familiarize residents with the procedures.
• Communication Plan: Establish a reliable system to notify residents of emergencies. Utilize mass notification systems, text alerts, or loudspeakers to disseminate real-time information.
• Emergency Supply Kits: Stock essential emergency supplies, including first aid kits, flashlights, batteries, and non-perishable food items. Encourage residents to prepare their own emergency kits.
• Roles and Responsibilities: Assign specific responsibilities to board members, property managers, and volunteers. Designate team leaders for tasks such as first aid response, resident check-ins, and coordinating with emergency personnel.
• Post-Emergency Recovery Plan: Outline steps for post-emergency assessment, repairs, and insurance claims. Having a partnership with a local emergency services provider is recommended because it can help ensure a quicker and smoother transition back to normalcy after a disaster.

An emergency response plan might not be officially required, but it is an essential safeguard for any condo association in Florida. With a comprehensive ERP in place, a condo board can protect residents, reduce property damage, and build a more resilient community. Invest in preparedness today and ensure a safer tomorrow.