3 minute read
Property Management Council
The Roll of the Property Manager When a Major Storm is Imminent
By: Katie Cintron, Realtor®, Coldwell Banker Realty, PMC 2022 Committee Chair
Tropical and hurricane storms are not uncommon this time of year, and with these storms comes a level of uncertainty. Property Managers in hurricane zones have the added responsibility of ensuring the safety of their tenants and properties. Additionally, tenants will be looking to management for updates on lost power, water, and other utilities. Rental and Condominium Managers each play a vital role in storm preparedness, in helping protect property, and more importantly, residents. The National Hurricane Center emphasizes that the two keys to weather safety are to prepare for the risks and to act on those preparations when alerted by emergency officials.
BEFORE THE STORM
When the west coast of Florida is put on notice of a hurricane’s projected path and our area is included in the cone, preparation should begin immediately. Prepare and have a plan.
Communication is key, and managers staying proactive is crucial. Check-in with your residents.
Send out a newsletter, email, or text to residents about emergency preparedness plans and their responsibilities in the event of an emergency. Be sure to update tenant/owner emergency contact information. Make copies of all property records and important information to share with your insurance agent. Download all company computer files to the cloud for backup storage. Days before, start preparing units for closure. Residents in occupancy can prepare their own units. Managers will need to check vacant, unoccupied units fully for any outdoor furniture, potted plants, or other loose items. Install hurricane shutters, and lay sandbags, if necessary. Don’t forget common area fixtures that could become airborne debris in high winds. Recommend to residents to take photos of the inside of their property, including high-value assets. Additionally, FEMA recommends that everyone gather important documents such as copies of insurance policies, identification, and bank account records to store in a waterproof container, as well as extra cash. Some condominium buildings enforce regular practices following a storm. Water is typically off at shut-off valves inside vacant units to avoid any water damage. Some homeowners’ associations require an extra set of keys to any vacant vehicles left by residents. Check with your communities set of procedures. It is helpful to know them ahead of time. When a complex has a marina, boat owners will be responsible to secure their vessels. Additional mariner information from boat owners should be in place with management ahead of time.
WHEN AN EVACUATION IS ORDERED, THE JOB OF A PROPERTY MANAGER DOESN’T END Obey evacuation orders. If an evacuation order is issued, provide information regarding evacuation routes and shelters to tenants. Residents should be aware of the risks. If a resident decides to stay, they remain at their own risk. Once access is closed to a community, emergency officials will no longer be able to assist with any rescues. Check on elderly or compromised health tenants to be certain that they are able to evacuate safely, and request assistance as needed. Let them know, shelters being a last resort, are available to anyone in need to include pets with the required documentation.
AFTER THE STORM CLEARS
Once it is safe to return, Property Managers will inspect as much of the property as possible and check in with tenants or owners and collect reports of storm damage. Managers may work with insurance companies, contractors, property assessors, etc. to make certain that all damage is expediently repaired or replaced.
It may be a while until others can get in touch with us, due to area outages. When phone service is restored, the calls will begin with requests for property status damage reports from out-of-state owners, tenants, and many others. Don’t expect quick results. Electric and water will eventually be turned back on. Supply and demand will be pushed to the maximum.
Reiterate to residents the need for patience and understanding. Managers can’t be expected to resolve all issues, and major outages are out of our control. Remember that we are all in this together.
Managers, too, have a life outside of their work.
Refer residents to check with local and federal agencies for additional support and assistance if necessary. •
