Create an HOA Emergency Management Plan

Although it can be hard to predict when and where an emergency might happen, it doesn't mean you can't prepare for a crisis that may impact your community. By establishing a clear plan for disaster management ahead of time, you can help mitigate the effects of an emergency on your community and ensure that the situation is dealt with smoothly and efficiently.

In this guide, we'll explore the different types of emergencies that may impact your association and how to create the best plan to stay prepared.

Assess any hazards that might affect your association. List any potential emergencies like:

• Fire risks

• Severe weather (in areas prone to tornadoes, earthquakes, or hurricanes)

• Medical emergencies

• Chemical powerplants

• Equipment failures

• Power outages

Evacuation Plan

Having a list of potential sudden events that could happen is important because it will help you come up with a specific action plan for each event. Develop a set of procedures for each possible emergency event. These procedures should focus on:

• Evacuation plans

• In-house procedures

Evacuation plans will help when you need to organize a large group of people quickly and move them to safety. In-house procedures will help in situations where you are more likely to have to deal with localized events that affect only one person or a small group of people (i.e., training your employees on how to use a defibrillator or how to make an area safe after an instance of equipment failure).

Once you have a plan, you can use that plan to gather the necessary supplies. Buy the supplies required to execute your plan. Items to consider keeping well-stocked include:

• Fire extinguishers

• Emergency preparedness kits

• Long-term shelf-life food, water, and blankets (if you decide you want an amenity to serve as a shelter in the case of an extreme weather event)

• Light for emergencies

• Pamphlets that communicate emergency procedures to members and residents

Supplies to Get 

What you need will depend entirely upon the plans you have created. If you are still deciding what supplies to buy, speaking to an insurance expert to see your liability and expectations is a good idea. 

Ensure you and your fellow board members are appropriately trained on the procedures and plans for every outlined contingency. Steps you should take to keep everyone up to date regarding safety procedures include:

• Providing instructions on emergency procedures when the member first starts volunteering.

• Regularly reviewing, updating, and communicating emergency preparedness plans.

• Conducting regular drills of plans.

• Creating documents that are easily accessible regarding the safety procedures' best practices.

Back-Up Data

Unexpected events can be stressful. Waiting until something happens to train your HOA's volunteers will increase the event's stress and may lead to the plan's failure. 

Keep your data safe. Since so much of the world (including your HOA) runs based on data security, keeping your data from becoming stolen or damaged during a disaster is critical to restoring your total administrative capacity quickly after an event occurs. We recommend these tips:

• Manage data through a hosted, off-site service.

• Run regular checks to ensure that your backup system is working correctly.

Take a few minutes every few months to back up all data correctly. It will go a long way to getting your association back on its feet after a sudden event. Ensure that the HOA business runs as smoothly as possible during the emergency, which may not mean continuing with "business as usual." Still, it will help you meet the HOA's legal and ethical obligations during a crisis. To do so, make sure you:

• Be aware of your state's laws regarding HOA emergency powers in a crisis.

• Keep abreast of the government and FEMA's directions.

• Have a way to communicate the decisions and advice of the relevant authorities to your membership.

Generally speaking, when an emergency is declared, extending an HOA's powers helps ensure community safety and mitigate damage.

1. Have a plan for utilizing all communication channels. In an emergency, centralizing and transmitting information is critical. To make sure your communication strategy is in order, make sure you:

• Decide beforehand what channel (social media, E-blast, texting, and other means of communication) will be your primary source of transmitting information.

• Make sure all parties have the necessary login information.

Contact Us

Keeping up-to-date information in the hands of the people who need it most – your membership – will reduce stress and even save lives.

While it's impossible to predict how each emergency will impact your community, planning ahead of time can help increase the safety of your fellow homeowners and help minimize any potential property. Contact Condominium Associates today!