Homeowners Associations should have a disaster preparedness plan in place BEFORE an emergency occurs. Creating an emergency plan can be an arduous task. However, it is necessary. While every community is different, a well-crafted HOA Emergency Plan should include the following:
POINTS OF CONTACT & CHAIN OF COMMAND
Determine who the Points of Contact will be at the beginning of every year. At least 3 contacts are recommended in case the first person is unavailable. The board president typically serves as the first point of contact—the HOA company or manager as the second, and a trusted source as the third. Every contact must be briefed on their duties, understand their role, and agree to act in the community’s best interest. Information for each person or entity needs to be verified quarterly to ensure that it is up to date and in working order.
Your HOA Emergency Plan must also outline a Chain of Command. Outline the responsibilities of the board and management company. The emergency plan should also assign a specific person to handle communications. Too many messages from too many sources will only cause fear and discord.
STANDARD PROCEDURES
The HOA must include standard procedures for multiple disaster scenarios in your HOA Emergency Plan. Identify all possible disasters and create guidelines for each. Start with the most common emergencies first, such as regional weather disasters, and work your way to the least likely scenario. The standard procedures will serve as a guide for everyone in the community during uncertainty. They should be easily accessible, easy to understand, and always up to date.
DESIGNATED MEETING PLACE
Your HOA Emergency Plan should include a designated meeting place where the community can congregate after an emergency occurs. The community will feel confused and panic during a crisis. Having a designated meeting place will help mitigate those feelings amidst the commotion. It will offer a safe space for your residents.
EVACUATION PLAN
One of the most critical elements of your HOA Emergency Plan is the evacuation route. Residents need to know the evacuation procedures, where to go, and how to find safety. In addition, the evacuation plan should have information for nearby shelters and hospitals in the event that residents are unable to return to their homes.
POST-DISASTER
Though it’s impossible to know the severity of devastation a community may incur, the HOA needs to have a general plan for what to do once the situation passes. After it has been determined that everyone in the community is safe, the HOA must move on to assess the damages. Have a contact list of professionals who will be able to quickly inspect and evaluate the condition of the community.
COMMUNICATION
An essential component of your HOA Emergency Plan is educating the homeowners about it. Discuss the plan at meetings and allow homeowners to ask questions. Create a tab on the HOA website for the Emergency Plan, and add it to your social media pages. Disseminate the information often and ensure it’s up to date.
For assistance with emergency planning preparation, Prism Realty HOA Management can help. You can contact us for more information at (512) 609-8098 or info@prismrp.com, and we’ll be happy to assist with your association management needs.
