Community & Homeowners Association Q&A: Hurricane Preparedness
Question: What should the community do to prepare for a hurricane? We already know about the pool furniture and protecting the lobby windows.
Answer: The first step in Hurricane preparedness for the Association should be to take advantage of technology. Preserve the Association’s Official Records. The Association should be sure that all important Official Records have been downloaded on a CD or a flash drive.
This would include: all current insurance policies; emergency contact information for the owners so you can reach them when they evacuate; current contracts and contact information for contractors; bank account numbers and copies of financial records, including accounts receivable for each unit; inventory lists and photos of the common property, the clubhouse, the office, the pool area, parking areas, driveways, furnishings and equipment, etc. for possible insurance claims. Don’t forget historical documents such as: Minutes of meetings, a set of the governing documents, and anything else that is required under the applicable law
Then, make sure copies of the disk or drive are kept somewhere off site for future reference in case the hurricane causes damage to the community. Update the Records periodically, so you always have the most current information.
Enter into contingency contracts for hurricane debris removal, tree cutting, window replacement services, in case you need them after the storm, so you have priority consideration for immediate help.
Set up a website so owners can check on the status of the community from a distance, particularly if there is government-mandated evacuation.