How to Prepare Your Community for Hurricane Season

 

As Property Managers, we play a pivotal role in ensuring the safety and preparedness of our communities for natural disasters, particularly with hurricane season on the horizon. It’s imperative that we act now to safeguard our associations and their residents. Here’s a comprehensive guide to help our communities brace for the season:  

Communication  

Effective communication is essential. Well before the hurricane season, we must distribute detailed hurricane preparedness plans to all Owners and Residents, keeping them informed about the Association’s operational status before, during, and after a storm.    

Part-time Owners: In Florida, many residents are seasonal and may not be present during summer. It’s critical to instruct them on securing their property before they depart; this is especially important now, with so many new homeowners in Florida who may not be used to hurricanes.  Although hurricane season doesn’t officially start until June 1st, many seasonal homeowners have already left. Communicate reminders such as storing or fastening down outdoor items, closing storm shutters, clearing perishables, and unplugging electronics.  Having someone locally available to check on your home before and after a storm is also a good idea.       

Full-time Owners: Permanent residents require specific guidance tailored to your community, such as amenity closures, gate operations, elevator protocols, staff availability, and re-entry procedures, especially for those in coastal areas requiring special passes.   

Site Prep  

Be sure to have your community’s preparedness plan before a storm is approaching. Prior to the start of storm season, ensure you know where pool furniture and outdoor items will be stored or secured. If you have an onsite restaurant, ensure you have a plan in place for how to reduce loss during potential power outages and extended days of no service. Determine how long staff will remain onsite and when they will return. Also, consider how owners who stay will be affected.  

Key Vendor Agreements  

Secure agreements with essential service providers for pre- and post-hurricane needs, including landscape cleanup, generator fuel, and disaster restoration services. Establishing these partnerships early avoids the rush after the disaster and ensures prompt action.  

Staff Response Plan  

Develop a clear protocol for staff return post-storm, including contingencies for those facing personal obstacles such as flooding or home damage.  

Emergency Kit  

Your management team should have an emergency kit for the Association equipped with flashlights, rain gear, batteries, NOAA radio, first-aid supplies, water, and non-perishable snacks. Additionally, maintain an up-to-date list of owner contacts, board members, and employee emergency information.  

Insurance  

Review the Association’s insurance policies annually to confirm comprehensive coverage for hurricane-related damages and losses. Ensure all documentation is current and any queries are addressed well before the storm season.  

By taking these proactive steps, you protect your property and provide peace of mind to your Residents, demonstrating your commitment to their safety and well-being.  

To learn more about how Castle Group can serve your community, request a proposal at https://www.castlegroup.com/request-a-proposal/. 

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