2020 has been filled with uncertainty. Across the globe, there have been tornadoes, earthquakes, a dragon storm, locust swarms, a viral pandemic and more. It’s a startling reminder that we need to have emergency plans in place for when the unexpected happens. This is especially true for HOAs. Something you’ve probably discovered as a result of your dealings with COVID-19, a unique situation that many HOAs may not have prepared for.
When it comes to creating an emergency plan, you need to consider anything that could potentially go wrong where you’re located. A viral pandemic may not have been something you foresaw, but that doesn’t mean it shouldn’t be in your plan, especially after this reminder. You should also have other potential disasters in your plan, such as fires, tornados, hurricanes, tsunamis, terrorist attacks, and earthquakes. Some of these you may need to put in the plan no matter where you’re HOA is––like house fires––but others you may only need depending on the region you’re located in like tsunamis and hurricanes. This is something to discuss with your board as you decide what needs to be covered in the plan and the specific procedures that need to be in place for each potential disaster.
Establish leadership
Choose a committee that will be in charge of handling the emergency plan. These people can work on putting the plan together and be available when and if disaster strikes.
Make contact information easy to access
Contact information should be readily available in your emergency plan. This includes access to the HOA board and other community leaders. You should also include contact information for contractors, insurance agents and anyone else that you may need to reach out to if an unfortunate event occurs.
Make sure your community is aware of your disaster readiness plan
You need to have a procedure in place for any of the potential disasters listed in your emergency plan. These plans need to be openly communicated to the community. You can host a meeting to share your emergency plan, but you should also follow-up by having any important information readily available online and in print (maybe on a community board). The full emergency plan should also be available in print (not just digital) because if a disaster should happen, you could be without power. Speaking of communication, it’s a good idea to also have a location and time identified in the plan for where the community can meet if something unfortunate should occur.
Know how to access important paperwork
Make sure you have all the important papers available in your plan, such as insurance forms and guidelines for how you’ll handle any situation. You’ll also need to include photos of any shared areas of your community. These will provide an outline for any repairs that need to take place in the event of a disaster. You should also make sure to create a site plan. A site plan allows whoever is looking at the plan to know exactly where everything is and should go. For example, you’ll have a spot on the plan indicating where any debris would be placed. You’ll also list where shut-offs are for utilities, etc.
Prepare an evacuation plan
Don’t forget to come up with an evacuation plan if the disaster requires it. You’ll need to account for everything, including the potential for elevators being out due to the power being off and other shelters that might be available for your community. In case the power does go out, it’s also good to know what local shops, convenience stores and gas stations have generator backups.
An emergency plan is incredibly important because it can help you handle situations with poise. It also allows you to act quickly in the event of a disaster. This allows you to proceed with the plan, instead of reacting out of panic and anxiety, which benefits everyone involved.
