PROBLEM SOLVED - DISASTER PREPAREDNESS
The Problem: Board members agree that they should develop a disaster management plan for their community but have no idea how to go about it.
The Solution: Recognizing that you need a plan is an excellent start. The next step is to appoint a committee to create one.
The committee should include a board member, the association’s manager, one or more owners (depending on the size of the community, and representatives of first responders (fire, police, Red Cross) whose expertise can be helpful in developing the association’s plan.
The committee should ask, “What if” and then complete that question with every possible contingency (including those most and least likely to occur) and with detailed procedures for dealing with them. You want to define disaster broadly to include both small emergencies and large ones. A quick and effective response can prevent a small emergency from becoming a massive one.
The associations disaster management plan should be comprehensive and detailed. The key components should include:
An evacuation plan, identifying emergency exits and noting an on-site location where residents can meet.
One or more designated emergency coordinators.
Contact information for:
Residents
First responders
Plumbers, electricians, elevator contractors, disaster recovery firms, and any other vendors whose services you might need to deal with an emergency
The association’s insurance agent
A map pinpointing the location of fire extinguishers, circuit breakers, water shut-off valves, master keys, and other on-site resources and equipment that might be needed quickly in an emergency.
A communication plan. This plan should anticipate, among other contingencies, the possibility that phones, cell phones, and computers may not be working or may not be accessible for some period of time.
A comprehensive (and current) vendor list.
Procedures for protecting essential association records. If your records are computerized, back them up and store discs (updated regularly) in an off-site location. If you have paper files, store copies off-site as well. Vital records include, among others:
The condominium declaration, CC&Rs or bylaws, and rules and regulations.
Names and contact information for all owners
Vendor contracts
Insurance policies
Employee records
Financial records, including the location and account numbers for all bank accounts; income and expense ledgers; annual reviews or audits; income tax records
Warranties and repair records
Reserve studies
Construction blueprints – very helpful if you have to rebuild the community or substantial parts of it
A detailed disaster recovery plan, including procedures for documenting damage, mitigating it, and getting the community up and running as quickly as possible
You should distribute the disaster management plan to owners (it won’t be very helpful if no one knows what it entails), and you should review the plan periodically, as some details may become outdated or irrelevant
You should also review the association’s insurance coverage at least annually to make sure replacement cost estimates are accurate and current.
In the best case, you will never need the disaster management plan you develop. But you want to avoid the worst case, which is to need a plan that you don’t have.
Contact Mark S. Einhorn with any questions or concerns regarding preparing your Association for a disaster.