I’ve lived through enough hurricanes and hurricane seasons as a community association manager to know it is imperative to have my list of preferred contractors updated and ready for action if needed before, during and immediately after the crisis, for each condominium association and homeowner association that I manage. Is all this fuss about being prepared really necessary? Imagine a hurricane hits, you have not arranged for preferred contractors, your property is devastated, you make 100 calls, and no one even returns your call, they are way too busy helping their preferred community association clients. The answer is Yes!
hurricane-beach-sand-removal
NOAA released its annual outlook for the upcoming hurricane season, predicting 13 to 19 named storms, including 6 to 10 hurricanes, with 3 to 5 expected to become major hurricanes, with sustained winds of at least 111 mph. Over the Pacific, what is known ENSO has entered a neutral phase, meaning neither El Niño nor La Niña is in control. ENSO-neutral years are notoriously unpredictable, producing everything from below-average to hyperactive hurricane seasons, depending on other variables like sea surface temperatures, wind shear and available moisture. So it comes down to are you a cautious preparer, or someone who just plays it by the seat of your pants? That decision might be OK for just you, if you own a single family residence, but for multi-family, and for community association its better be prepared. There are far too many lives at stake than just yours, if you are wrong.
What is a preferred contractor? They are contractors that you use regularly, or that you have an agreement with for future, if needed and as needed, emergency services. The list will actually also include employees, if you have them. Bottom line is this hurricane prepare and hurricane aftermath list will include every one of your resources you will need before and after the storm hits. I make sure it is up to date, if any reservations fees are necessary for the agreement, they are paid in full, and it is mobile, meaning I can grab it quickly and keep it with me, usually on my phone or laptop.
hurricane damages pool restoration
If you are a board member, you will need to be just concerned about your community association. The trend is to let this task go for later, but do not do that. Don’t be tempted or lulled by the lack of hurricane activity early in the season. The really bad storms that do the most damage happen in October anyways. If you wait to update and confirm, or you wait to establish a new resource, the later you wait the greater the chance that the preferred contractors you want to use will have already booked enough reservations and clients that they will say, sorry no, booked. This happens more often than you would think. So get started early, get agreements signed and paid early, and stay vigilant.
Preferred contractors and employees are resources you can count on to show up and help you with the critical life safety and security preparations and repairs, as well as the typical massive clean-up of whatever damage you sustain.
hurricane high winds – flooding
For employees, agree on what hourly rates you will be charged, if different than normal rates. They may want to charge you emergency hourly rates, and that is expected. Just make sure you agree on that rate, and have it in writing signed by both parties. It may be awkward but it matters. Also, even if you have to put this in writing, make sure the employee agrees to respond after the storm within a certain number of hours after the weather has cleared and access to the property has been approved by local authorities. For example, they may not be able to get to the property, and perhaps you cannot either. So if someone does not or cannot perform according to what was agreed to, that cannot be grounds for dismissal or firing. When a storm hits, there are far too many variables to account for than can be planned for, but you can try.
Who you going to need? The first category to consider would be a major disaster restoration company. Second, your employees, and how much they can handle before and after, the lighter duty stuff, and immediate needs items. They can assist residents in evacuations, and closing up the essentials of the property, as well as many things that are critically essential for your unique community, common areas, and general property. There is the usual stuff like bringing inside pool chairs, umbrellas, and common area furniture and equipment. Then there are the specialty services that regular service tour property such as the landscaping, pool, elevators, roof, clubhouse, docks and decks, hurricane shutters for common areas facilities, and securing the office, if you have one on site. Make sure you talk with each one of these and have all your bases covered way early in the year, before hurricane season starts. You will be glad you did, even if we don’t get a storm, which is highly unlikely.
hurricane – boat in condominium
Being even more specific, the items you may need service for right away after a hurricane would include: roof, swimming pool and spa, elevator, air conditioning, electrical, plumbing, windows and doors, sand removal, tree trimming and removal, landscaping, storm sewer cleaning, debris removal, lighting, gutters, waterproofing, security, and seawalls. Match these needs with a contractor or employee, and see if you can arrange and contract for their help in advance of crisis time.
One more thing. The ability to rent equipment if needed, versus on site owned equipment is an issue. Do you have a credit account at a local rental equipment yard or not. Repeat and loyal customers, get preferred treatment during a crisis. If you don’t have one, get one. If a storm is coming, and you want some insurance, call ahead of time and reserve the equipment you think you might need, if they are willing, perhaps with a non-refundable deposit if necessary.
hurricane sand removal tractor
So take an assessment of your severe weather service needs. Make notes and confirm you have one to service all your needs. See what you can do about confirming those relationships, either with a good hand shake or a written contract. Its your judgment, but remember this saying, promises made in a storm are seldom kept. Even less, the fact is, promises are seldom kept. Get it in writing and be willing to pay for that non-refundable retainer for their emergency response. Or you could be waiting weeks, months to get your property back in service again, and at prices that will be higher, within the law.
