The peak of the Atlantic hurricane season is early September, and if you live in the Carolinas, you know hurricanes don’t just hit the coast. As we’ve seen over the past year, inland areas can experience high winds, flooding, and property damage from tropical storms or hurricanes. That’s why it’s crucial for every homeowner's association (HOA) board to be proactive in preparing for what may come (while hoping nothing will come).
Whether it’s reviewing insurance policies or setting up a communication plan, here’s how to help your community stay safe and organized this storm season.
1. Review and Update Your Emergency Plan
Let’s start with the basics: your emergency plan. When was the last time you dusted it off and gave it a thorough review? Make sure contact information is up to date, service provider agreements are still valid, and that the plan reflects your community’s current needs.
Once it’s refreshed, don’t keep it locked in a drawer - share it with everyone who has a role to play. This could include board members, your community manager, vendors, and anyone responsible for emergency decisions. If you don’t currently have a plan, your community manager can help create one tailored to your property.
Also, be sure to educate homeowners so they know their responsibilities and they understand in advance what to expect from the board and service providers during a severe weather event.
2. Form a Hurricane Committee
No board should have to handle everything alone. If it suits your community, consider forming a hurricane committee to help with storm prep and communication.
Committee members can keep an eye on projected storm conditions, share important updates with residents, and assist in executing safety measures like securing common areas.
A dedicated committee makes a big difference in keeping everyone informed and calm during chaotic times.
3. Review Insurance Coverage
Now is the time to review your HOA’s insurance policies - before the wind starts howling. Know exactly what your policies cover, especially when it comes to flood or wind and hail damage, which are often listed under separate policies. Many boards don’t realize they’re underinsured – or worse yet – no coverage exists for the peril, before it’s too late.
Also, make sure insurance documents are stored in a safe, easily accessible place for the emergency response team to have all necessary information at their fingertips, even if power and communications are out for an extended period after a storm. Contact your agent to verify that your coverage is current and adequate for your community’s size and assets. It’s better to ask now than to be surprised later.
4. Take Photos Before the Storm
It may seem simple, but taking photos of your property before a storm hits can help prevent major headaches afterward. These images serve as crucial documentation of your property’s pre-storm condition and can speed up the claims process with your insurance provider.
Be sure to photograph common areas, facilities, landscaping, fences, and any other key assets.
5. Be Patient with Storm Recovery
Even with the best preparation, storms can cause serious disruption. Be prepared for limited power, phone service, and internet access in the days immediately following a storm. This can delay response times, which can be frustrating.
Blocked roads and downed power lines can also hinder service crews. Let the professionals do their jobs and remind residents to steer clear of dangerous areas.
Most importantly, watch out for scams. Sadly, storm recovery often attracts unlicensed or untrustworthy vendors looking to take advantage. Use only vetted, insured contractors and encourage residents to do the same. By having an emergency plan in place, the scramble for qualified emergency response services can be one less thing to worry about.
6. Collaborate with Your Community Manager
Your community manager is a valuable resource when preparing for and recovering from a storm. They can help create a disaster plan tailored to your community's specific needs, provide important information, and connect resources to assist with preparation and recovery.
To make communication efficient, designate one point of contact from your board to work with the manager. This helps ensure no messages get lost or misunderstood during a critical time. And be sure to have the necessary documentation ready, such as emergency contacts and relevant policies.
Conclusion
The key to weathering hurricane season isn’t just about sandbags and flashlights - it’s about planning, communication, and teamwork. By taking time now to review your emergency procedures, involving your community members, and making sure your insurance policies and other documentation are in order, you’ll be better equipped to face whatever this season throws your way.
And remember, your community manager is there to help every step of the way.
Check out CAMS Extreme Weather website next time a storm is forecasted to impact your area.
About Community Association Management Services
In business since 1991, CAMS has grown to become North and South Carolina’s premier community management company. With experienced local managers in each of its nine regions, CAMS provides innovative solutions to the community associations it serves. To learn more, visit www.camsmgt.com/choose-cams.
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