Helps keep condo boards afloat during September’s storms

By 2024, the United States has already experienced a year of extremes due to tornadoes, hurricanes and flash floods. Water disasters have become much more common and apartment flooding is increasing. September is typically the most active month of the hurricane season. Of the storms recorded in the Atlantic Ocean over time, more than a third formed in September.

The immense flooding that occurs during storm season can lead to evacuations and widespread power outages as we continue to feel the increasing severity of weather disasters. The potential for water-related disasters is real.

But it doesn’t just take big storms to cause major problems for a residential community. Smaller events such as fires, burst pipes or power outages can be extremely challenging for a variety of reasons.

Perhaps most important is the leadership structure in residential communities. Communities and associations generally do not have the same kind of on-site central management as office buildings, nor are they governed by the same regulations. This can cause a lot of confusion when developing and maintaining an emergency plan.

How can these situations be addressed in condominiums or managed communities? There are four basic steps that those responsible for a home must take to effectively manage disasters and get residents back into their apartments as quickly as possible.

1. Establish leadership

Any good military and police operation has strong central leadership, as this helps control the flow of information and allocation of resources. This is no different with good disaster management.

Defining jurisdiction will help prevent post-flood paralysis and increase the chances of effectively managing the recovery process. If the parking garage of an apartment building is flooded, who will manage the disaster? Is it a property manager? The condo sign? Or is there a separate committee that deals with these situations?

Before an unexpected event hits an apartment, determine who is responsible for managing what. Then communicate this clearly to residents to streamline the response process. Also make residents aware of where the responsibility of the building ends and the responsibility of the unit owner begins. 

2. Develop and test plans

Office buildings are tasked with developing disaster preparedness plans and conducting evacuation drills. But that is not always the case for residential buildings. Condo buildings are required to test and maintain a working emergency alarm and fire escape plan, rarely more.

Developing and testing a disaster plan is undoubtedly in the best interests of both the property manager and the residents. Now that this has been prepared and tested, when disaster strikes, apartment buildings should put that plan into action immediately. This includes giving clear evacuation orders to residents and allowing people to leave the building in a safe, controlled manner. In addition, it contains clear guidelines and 24/7 contact information for service providers such as plumbers, restoration companies and electricians.

3. Communicate next steps

The first thing that breaks during an emergency is communication. Having clear and strong leadership helps, but much more can be done.

Residents need to know what will happen after an evacuation order is issued and who to contact about next steps. The condo board, property manager or decision maker should spread news through their website, email, social media and other agreed communications, such as SMS, so that residents are aware of the situation in their building. Also determine alternative meeting places in advance so residents know how to contact management.

4. Mobilize resources

After a disaster strikes a residential building or community, specialized resources must be mobilized quickly to properly mitigate damage and begin a safe and healthy path to recovery. Depending on the extent of the flood, these resources may include restoration specialists, plumbers, electricians and specialized equipment for dehumidification and temporary power generation.

Management must have a professional recovery service that will arrive immediately, assess the situation and develop an emergency mitigation plan. The sooner this process begins, the sooner residents can return home. The best-case scenario is to already have a partnership with a disaster recovery company.

Failure to engage specialists could result in individuals taking incorrect measures, potentially endangering residents and prolonging recovery time. Often, these professional service providers can map and track the progress of the recovery, speeding up the insurance claims process.

When it comes to disaster management in residential buildings and communities, the mandatory minimum is far from good enough. By establishing leadership, developing and testing plans, communicating next steps, and mobilizing resources, managers and communities will be far better equipped to respond to disasters and restore their properties.

As the old saying goes, an ounce of prevention is worth a pound of cure. In the case of water damage, a few hundred dollars in preparation can save tens of thousands of dollars in restoration and repairs.

Jim Mandeville is SVP, Major Loss in Initial Site Property Restoration.

This column does not necessarily reflect the opinion of HousingWire’s editorial staff and its owners.

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