Hurricane Preparedness Plan
Condo Association’s Emergency Plan: Property managers should have a comprehensive hurricane preparedness plan that includes:
Securing common areas, pools, and outdoor furniture.
Shutting down elevators and securing electrical equipment.
Communicating evacuation orders to residents and ensuring the building is compliant with local evacuation requirements.
Reviewing insurance coverage for both the building and common areas.
Emergency Communication System
Mass Notification Systems: Use platforms like OneCallNow or Everbridge to send text messages, emails, or voice alerts to all residents about important hurricane updates.
Resident Contact List: Keep an up-to-date list of all resident contact details for quick communication.
Emergency Information Hotline: Set up a dedicated emergency hotline for residents to call and get updates on the status of the building and the storm.
Local Government Emergency Resources
Miami-Dade Office of Emergency Management (OEM): Property managers should regularly consult the OEM for official guidance on building closures, evacuation protocols, and shelter information.
Miami-Dade OEM Website
Ready.gov Hurricane Guidance: Provides comprehensive information on how to prepare condos for hurricanes, including safeguarding infrastructure and communicating with residents.
Ready.gov Hurricane
Building Infrastructure & Maintenance Resources
Generators and Backup Power: Ensure that the building has sufficient backup generators for essential systems (lighting, elevators, emergency exits). Test generators regularly to ensure they’re functioning.
Water and Sewer Services: Stay updated with the local water and sewer authority to know how services may be impacted during a hurricane. Ensure sump pumps and drainage systems are clear and functioning.
Miami-Dade Water and Sewer
Flood Prevention: Review the building’s flood control measures. If you’re in a flood-prone zone, consider sandbags, pumps, and other measures to protect lower-level areas.
National Flood Insurance Program (NFIP)
Vendor & Contractor Readiness
Emergency Repair Services: Have agreements in place with vendors (roofers, plumbers, electricians) for post-hurricane repair services. This ensures priority service for your condo once the storm passes.
Debris Removal Services: Contracts with companies that handle debris removal should be reviewed and updated before hurricane season to ensure timely cleanup after a storm.
Insurance Policies
Condo Association Master Insurance Policy: Ensure you understand what is covered under the master policy (typically covers common areas and building structure) and what residents are responsible for through their individual policies.
Post-Storm Insurance Claims: Property managers should know the process for submitting insurance claims for building damage and have an emergency reserve fund to cover immediate repairs before insurance payouts.
View our Associate Membership page for assistance.
Evacuation Procedures and Shelters
Evacuation Plans: Property managers need to be familiar with evacuation procedures, including knowing whether the building is in a designated evacuation zone. Share this information with residents.
Miami-Dade Evacuation Information
Shelters and Evacuation Routes: Know the nearest shelters (including pet-friendly ones) and evacuation routes for residents.
Miami-Dade Shelter Information
Post-Storm Assessment and Response
Damage Assessment Checklist: After a hurricane, property managers must assess the building for structural damage, water damage, and any issues related to utilities. Create a damage assessment checklist for the building.
Report to Local Authorities: Work with local authorities to report structural damages and follow guidelines for reentry if evacuations were in place.
Resident Preparedness Resources
Distribute Preparedness Information: Ensure all residents receive information on how to prepare their units, secure belongings, and evacuate if necessary. This should include:
How to board up windows or secure storm shutters.
The need to have a personal supply kit (food, water, medicine) for at least 72 hours.
Hurricane Information Hub: Set up a webpage or bulletin board where residents can access key resources, emergency numbers, and updates related to the condo’s preparedness.
Legal and Compliance Resources
State and Local Regulations: Property managers need to be familiar with hurricane preparedness laws specific to condos, such as Florida’s Condominium Act, which outlines condo board responsibilities during a state of emergency.
Florida Condominium Act
Emergency Board Meetings: Ensure your condo association’s board has the authority to call emergency meetings if necessary to make decisions about safety protocols or finances related to hurricane preparedness.
Training for Staff
Emergency Training: Train your maintenance and security staff on emergency procedures, including shutting down utilities, handling evacuations, and post-storm inspections.
FEMA and Red Cross Certifications: Consider having staff certified in emergency management or first aid through FEMA or the Red Cross to ensure they can respond effectively in an emergency.
By leveraging these resources and maintaining proactive communication with residents, condo property managers can help ensure the safety of both the building and its occupants during hurricane season.