Your property management company's vital role in hurricane preparedness and recovery
The 2024 hurricane season is proving to be a wake-up call, with earlier and more powerful storms already wreaking havoc. Catastrophic Hurricane Beryl, a record-breaking, early-season Category 5 storm, serves as a stark reminder of the escalating risks coastal communities face. Warmer ocean temperatures are fueling these superstorms, prompting meteorologists to consider a new Category 6 classification.
While the prospect of stronger hurricanes might seem daunting, partnering with a knowledgeable property management company can significantly ease the burden of hurricane preparedness and recovery. The right property management partner will understand the unique challenges of living in hurricane-prone regions and have the expertise and resources to help alleviate the stress and overwhelm often associated with hurricane season.
How should you get started? Read on to learn what steps your board needs to take and how a great property management company will help keep you, your residents and property safe.
Before the storm hits
As a Georgia community board member, you're well aware of the destructive power of severe storms, including devastating tornadoes across the south and ever larger hurricanes that stay stronger as they impact further inland, often affecting Atlanta. It’s important to recognize that even unnamed storms outside the hurricane season can inflict significant damage on your property's infrastructure and jeopardize its value, safety, and security.
Create a plan
To mitigate these risks, your association should proactively establish a tailored emergency preparedness plan. This plan should encompass the specific needs of your property, taking into account equipment, structure, and evacuation routes, as well as local shelter locations and their associated requirements.
Collaborate with your property management team well in advance of hurricane season to ensure a comprehensive plan is in place for staff, board members, and residents alike. It's crucial that everyone knows their role and responsibilities during severe weather events.
Additionally, maintaining accurate and up-to-date emergency contact information for all residents is essential, as is identifying individuals who may require assistance during an evacuation.
Share the plan
Leverage your property management team's expertise to effectively communicate your emergency plan before a storm threatens. They can help disseminate crucial information to residents, reminding them of the necessary steps at each phase of a hurricane.
Ensure the plan includes details on individual residence preparation, essential supplies, local emergency management resources, evacuation procedures and requirements, shelter locations (including those that accommodate pets), and the association's proactive measures to safeguard property and residents.
A well-crafted plan is only effective if it's widely known and easily understood. Employ a multi-channel communication strategy to reach all residents, utilizing SMS links to web pages, emails, posted flyers, and mailed notices if needed, catering to the community members’ preferred communication methods.
Double check your insurance coverage
Before storm season intensifies, take a proactive approach to your insurance coverage. Inadequate insurance can leave your property vulnerable, making post-disaster repairs or reconstruction a financial strain on the association and its members.
Thoroughly review your policies to confirm they're up-to-date and that you fully comprehend any limitations, exclusions, and deductibles. Speak to your insurance agent about these issues well before a storm hits. To streamline potential claims, maintain a comprehensive inventory of assets, including photos and videos. Store this documentation securely in the cloud to prevent loss due to local hard drive damage.
Furthermore, ensure your insurance broker possesses in-depth knowledge of your community, its assets, the community’s financial exposure and the specific risks prevalent in your region.
During the storm
Keep the community informed
In the midst of a hurricane, effective communication is paramount for keeping your community safe and informed. Utilize a robust communication system, such as FirstService Residential Connect™, which offers mass communication capabilities via email, text message, or automated phone calls.
However, be prepared for potential disruptions to power and cellular service. Establish a backup communication plan, as SMS messages often have a better chance of reaching residents during outages compared to calls.
David Astrello, regional director at FirstService Residential, emphasizes the importance of real-time communication during a crisis. "Hurricane Ian taught us the value of adaptability," he says. "When emails failed due to power outages, we quickly pivoted to the building's emergency broadcast system, ensuring residents received crucial updates through in-unit speakers. This allowed us to combat misinformation and deliver timely, accurate information to everyone."
Be ready to pivot if needed
Hurricane preparedness demands a flexible mindset. Even the most meticulous plans can be disrupted by unpredictable storm events, so it's crucial to remain adaptable and resourceful. Leveraging your property management company's network and resources can prove invaluable in these situations.
Anh Nguyen, vice president at FirstService Residential, emphasizes the importance of evaluating each unique situation and responding accordingly. "Don't be afraid to improvise," he advises. "Your pre-established plan might need adjustments on the fly."
Nguyen recounts a time when a property lost water access after a storm. "The community rallied together," he recalls. "Board members, staff, and volunteers organized a five-story 'bucket brigade' to deliver water to residents. It wasn't part of the plan, but it was the most effective solution in that moment."
Similarly, David Astrello shares how a property under his management set up an amenity center with emergency power and Wi-Fi. "We wanted to provide a space for residents to connect and recharge while their homes were without power," he explains. "It's about finding creative ways to support the community during challenging times."
After the storm
Evaluate the damage
Once the immediate safety of everyone on your property is assured, your focus can shift to damage assessment and initiating restoration efforts. A reputable property management company will act swiftly, conducting a thorough visual assessment of the damage both within and surrounding your community. They'll promptly engage contractors to address critical tasks such as removing excess water, clearing hazards, and disposing of debris, expediting the recovery process.
Rely on your trusted vendors for help
Your community's hurricane emergency plan should heavily rely on established vendor partnerships. The aftermath of Hurricane Ian in 2022 demonstrated the indispensable role vendors play in a property's crisis response and recovery.
In the wake of any storm, management teams will swiftly address various challenges faced by residents, including elevator outages and pet waste accumulation due to limited access to outdoor areas in high-rises without power. Collaborating with an emergency response partner, they will ensure hazardous waste removal and thorough sanitation of the affected buildings.
"Our strong relationships with specialized vendors are key to our success," explains Ivy Montero, vice president at FirstService Residential. "They're equipped to handle hazardous materials, restore critical infrastructure like elevators, and even secure fuel for emergency generators. Partnering with top-tier vendors underscores our commitment to providing exceptional service and support to our communities."
Building strong vendor relationships can also prioritize your community's post-storm cleanup and restoration needs. Often, vendors prioritize the customers they have great relationships with, barring life-threatening situations. Consider entering into a no-cost master service agreement with a reputable restoration company such as First Onsite, a sister company to FirstService Residential, to get your community on their priority list.
Work with your association’s insurance company
Navigating insurance claims after a hurricane can be a daunting task for association boards. Your property management company can be an invaluable ally, providing comprehensive support throughout the process. This includes coordinating with insurance adjusters, meticulously documenting property damage with "after" photos, addressing any arising issues, and maintaining transparent communication with the board regarding claim progress.
In certain cases, a large-scale property management company might even offer short-term bridge loans to expedite the rebuilding process while insurance claims are pending. FirstService Residential’s affiliate FirstService Financial, for instance, has established a $10 million emergency fund for its managed associations affected by hurricanes and other weather disasters, showcasing their commitment to aiding communities in their recovery journey.
Restore and rebuild
Your property management team serves as your advocate during the rebuilding and recovery phases, ensuring project managers, contractors, and service providers fulfill their commitments. They'll streamline project administration, develop efficient construction schedules, maintain transparent communication with residents regarding rebuilding efforts, and act as a liaison between your board and the project team.
Partnering with a professional property management company is a strategic investment in safeguarding your property against hurricane damage. Their local expertise and dedicated teams are poised to protect your community before, during, and after a storm.
Contact FirstService Residential today to discover how our comprehensive services can help your community navigate the challenges of hurricane season.