Published June 2023
Editor’s Note: Whether it’s preparing for an increase in the cost of materials, bracing for natural disasters (including hurricanes), or tightening up your community’s security, multiple service providers have shared brief best practices to help your community weather multiple challenges.
The asphalt industry is in an unprecedented situation. Trucker, aggregate, DEF (diesel exhaust fluid), and employee shortages have increased costs so much that they create a financial shortfall as a lot of communities aren’t prepared for the higher prices that we are now seeing. Proposals from a year ago are coming in at double the price, and this has communities scrambling. Decisions are being made choosing price over quality. You get what you pay for, and communities choosing this path are being let down. Read your proposals and contracts because if it sounds too good to be true, it’s because it is! All contractors are experiencing these increases, so if one price is significantly lower than others, you can count on shortcuts being taken to ensure profits. For asphalt, it is simple—shortcuts = shorter lifespans = faster replacement. Pay now or pay later, but paying twice isn’t what anyone signed up for!
Connie Lorenz is president of Asphalt Restoration Technology Systems. For more information, call 800-254-4732 or visit www.asphaltnews.com.
In recent years, when the federal government has offered assistance to Florida community associations, it has primarily done so through the availability of U.S. Small Business Administration (SBA) loans. In response to natural disasters such as Hurricane Ian (2022), SBA loans have been made available to repair and replace disaster-damaged property (physical disaster loans) as well as to meet financial obligations that cannot be met as a direct result of the disaster (economic injury disaster loans). When such loans become available and are needed, the earlier an association submits a loan application, the earlier the application will be processed. Information that a community association will want to have readily available in connection with submitting an SBA loan application includes the following:
Joseph Arena, Esq., is senior attorney for Becker. For more information, visit beckerlawyers.com.
Fiber internet is an increasingly popular choice for many people because of its fast and reliable connection speeds. But did you know that fiber internet can also be extremely beneficial during a hurricane?
Unlike traditional copper or cable internet services, fiber- optic cables are not affected by electrical interference or electromagnetic fields. This means that they are incredibly resistant to the impact of natural disasters, such as hurricanes. Fiber optic cables are usually buried underground, making them less susceptible to damage from high winds or flooding.
Fiber internet also has faster download/upload speeds and greater bandwidth than traditional internet services, which means that during a hurricane you can stay connected with loved ones, access critical information, keep your security and smart devices online, and even work remotely without worrying about slow or intermittent internet speeds. This is especially important during times of emergency when communication is crucial.
Keith Minarik is vice president of sales with Blue Stream Fiber. To find out more about how Blue Stream Fiber can keep you connected during hurricane season, visit www.bluestreamfiber.com/hurricane-plan/.
As hurricane season has arrived, it’s natural to feel concerned about the potential dangers of these storms. Here are some tips to ensure you are prepared and safe.
Time-tested methods are at the forefront of our hurricane preparedness procedures at Castle Group.
To learn more about how Castle Group can serve your community, request a proposal at www.castlegroup.com/request-a-proposal/.
Communities with construction projects underway face extra safety and financial risks during hurricane season. That’s why DSS Condo includes detailed, written hurricane preparedness plans in all construction contracts, so all project participants know exactly what to do in the event of a major storm.
The cost of demobilizing and then remobilizing a construction project can be significant, so we negotiate those fees in advance and add specific cost contingencies to the project’s budget.
If a project is located in the storm forecast cone four days before landfall, we recommend that the association’s board order the project’s demobilization, which includes the following: removing all
barrier nets, ropes, and power cords; installing weather walls where hurricane shutters have been removed; securing swing stage and scaffolding systems; clearing all materials and debris from the roof; emptying the dumpsters; halting deliveries; and making a thorough clean-up so no construction materials become airborne.
Once the storm passes, we work with the contractor to repair any damage and remobilize the job site so work can resume. It can be a big job, but it’s necessary to safeguard residents, construction workers, and the building.
Suly Encalada is the director of business development for DSS Condo, South Florida’s leading owners’ representative firm specializing in association restoration projects. She can be reached at suly@dsscondo.com.
With hurricane season here, it’s an important time for associations to reflect upon the lessons learned from the catastrophic damage of Hurricane Ian. Three common financial issues emerged.
Planning for all of the potential outcomes from a hurricane may be an impossible task, but constructing a financial plan to manage the risks is within reach.
Anthony Emma, Jr., is CEO/Managing Partner of Element Financial Solutions. To learn more about Element, please visit our website at ElementFinancialSolutions.com or email aemma@ElementFinancialSolutions.com.
Reserve funding is an important financial activity for homeowners’ associations (HOAs). Working with an experienced financial provider, your community can smartly manage reserve funds for future, planned improvements.
But what if the “unexpected” happens, such as first-responder emergencies and natural disasters? Here are three simple steps HOAs can take to plan for the unexpected and help limit financial impact to the community.
In times of crisis community managers wear many hats. As the primary point of contact for HOA members, first responders, government officials, and insurance adjusters, also consider the ways you’d manage different emergency situations and develop a standard procedure for each.
Erin Sweeney is a director, regional sales manager at First Citizens Bank. For more information, visit firstcitizens.com/CAB.
The views and opinions expressed in this article are those of the author and do not necessarily reflect the views of First Citizens Bank.
While formulating a comprehensive emergency or disaster preparedness plan is key when a natural disaster is forecast, condominium association managers and boards should also keep in mind what, if any, emergency powers may be available. If not specifically prohibited by an association’s governing documents, Fla. Stat. §718.1265 permits an association to exercise emergency powers in response to damage or injury in connection with an emergency for which a state of emergency is declared in the condominium’s locale. The key to implementing these statutory emergency powers is to listen to government and public health officials as emergency powers are available only upon the calling of a state of emergency by the governor of the State of Florida. Once it is called, the directives of public health officials will determine whether the condominium property must be evacuated or can be safely inhabited, accessed, or occupied. A complete list of emergency powers is provided in Fla. Stat. §718.1265. To determine if such powers—or others—are available to your association, legal counsel should be consulted to analyze your association’s governing documents and the law incorporated into such documents.
Justin Smith is a senior associate at Haber Law. For more information, call 305-379-2400 or visit www.haber.law.
Disaster preparedness and communication with your community via your internet provider are important aspects of ensuring best practices for the safety and well-being of your residents. It is important your community is prepared in the face of natural disasters, emergencies, and other crises.
Here are a few things to consider:
Your internet provider can be a valuable resource for communicating with your community during an emergency through customized channels and text and email alerts. Be sure to choose a provider that can communicate before, during, and after disaster strikes to provide your community with the support it needs.
Overall, effective communication and collaboration with your internet and television provider are essential for disaster preparedness and safety and security issues for your community.
Marcy Kravit, CMCA, AMS, PCAM, CFCAM, is director of community association relations with Hotwire Communications which has received multiple Stevie Awards for Customer Service. For more information, visit www.hotwirecommunications.com.
While we don’t want to think about hurricanes, tornados, thunderstorms, or power surges, we need to be prepared for all eventualities. Here are five brief tips for protecting the electrical devices in your building and keeping your residents safe.
Tom White is the senior vice president–electrical services group at Hypower. For more information or to get a quote, email service@hypowerinc.com or visit www.hypowerinc.com.
With hurricane season starting June 1, here are five easy ways to ensure your property is prepared:
Check Generators—Perform a “checkup” on your generators and service them to ensure that they are operational.
Seal Windows and Doors—Take time to review the seals around your windows and doors; they deteriorate over time, which leaves an opening for high winds and rain to penetrate the building.
Take Inventory—Survey your property, documenting and photographing the condition of your building and surroundings as a point of reference should damage result from a storm.
Review Insurance—Review your insurance policy to ensure that your plan is current and provides the appropriate amount of coverage.
Hire an Expert—Keystone Engineering offers pre-hurricane preliminary roof inspections. During the inspection, skilled technicians evaluate your roof to identify any visible vulnerabilities that have the potential to result in water damage or failure during a storm event.
To learn more about the pre-hurricane inspections and Keystone Engineering’s consulting services, visit www.KeystoneEngineeringPE.com.
Our state certainly did not need a reminder about the annual threat of hurricanes, but Hurricane Ian is still top of mind as we implement our 2023 disaster preparedness plans. The fallout from the costliest storm in Florida’s history, a looming deadline to comply with new state laws, and rising insurance costs converge to make this a complex hurricane season to navigate.
Certain preparedness best practices are essential in any year. Each property should have a defined hurricane plan manual approved by the board to document its hurricane procedures. This plan should include reviewing procedures for shutting down equipment and evacuation orders, confirming the availability of key vendors, establishing a clear pre- and post-storm communication plan, and taking photos and video of common areas. Community managers and board members should also consider the following action items:
Staying informed, proactive, and consistent in communicating updates to owners are critical during this challenging hurricane season.
Tim O’Keefe is executive director. For more information on KW PROPERTY MANAGEMENT & CONSULTING, contact Tim O’Keefe at 954-933-5644, email tokeefe@kwpmc.com, or visit www.kwpmc.com.
In addition to maintaining and beautifying their homes, property owners face the challenges of protecting their investment against natural disasters such as hurricanes in Florida and other states. What you do prior to a natural event will dictate how quickly you will recover from it. Although extremely important, reviewing insurance policies for wind and flood coverages is not enough. Community associations, as part of their pre-storm preparation plans as well as post-storm recovery plans, need to have secured emergency vendor agreements. Ensure your vendors’ disaster recovery plans include the various needs of your community.
Pre-storm planning and post-recovery programs already in place with your trusted vendors for janitorial, landscaping, maintenance, security, roof repairs, water extraction, and fire systems will allow for operations to resume as quickly as possible following the storm. However, another area that should be fully prepared to handle a disruption of service is your critical IT functions. If your IT vendor subcontracts part of their services, ensure that communications are in place with their third-party vendors. Make it a priority that important records and data are backed up regularly and protected against hacking and electronic tampering. Lastly, board members should have a line of credit available in the event emergency funds are needed.
Before, during, and after a natural disaster, communication is a key component to recovery. Meet with your vendors and employees. Get prepared and be sure to have a vendor business continuity plan. Your experienced property management company will guide you through adopting the pre- and post-recovery program that will best fit your needs.
Kevin M. Carroll is president and CEO of Lang Management. For more information call 561-750-8800 or visit www.langmgmt.com.
Florida communities are no strangers to storm season, but it never hurts to brush up on tips that can often be overlooked. Here are some examples we like to share with our clients before hurricane season sets in each year.
Emergency powers—Always be aware of the state of emergency declaration from the governor and what additional powers it gives the association per statutes 720.316 and 718.1265.
Understanding the insurance policy and coverage—Develop a complete and comfortable understanding of your insurance coverage. Review your policies to understand what is covered, and take extra care to make note of any potential exclusions. During this review, understanding your hurricane deductible and how it works is crucial to avoiding unpleasant surprises to your budget once a claim has been filed. Reach out to your insurance agent to schedule a time to review this together, if necessary.
Loss assessment to cover hurricane deductibles—Good information to know: The board can assess owners up to $2,000 per unit/lot to pay for hurricane deductibles incurred by the association. The unit/lot owners can then make claims against their homeowner’s policy to pay that amount.
Eddie Vargas is a divisional director with Leland Management. For more information call us at 407-447-9955 or email info@lelandmanagement.com.
As South Florida endures another hurricane season, prudent boards of directors prepare how their association will function should a storm strike.
Following a storm, unscrupulous people and vendors often try to take advantage of communities’ needs for immediate cleanup. There are contractors who travel to condominiums and homeowners’ associations, asking management and directors to sign contracts on the spot to make repairs and perform cleanup services. Of course, rapid repairs and cleanup are important, and many vendors offer services at a fair price, but some proposed contracts may be onerous and may contain unreasonable terms. Some vendors may even be unlicensed and lack insurance. If you do not have the cell phone number of your lawyer, now is the time to ask for it.
Those of us who have endured past weather events remember how difficult it was for many communities to get a quorum of their boards together when telephone and internet services were not working. Both the HOA Act (720.316) and the Condominium Act (718.1265) provide procedures for boards to be able to function under emergency conditions. Obtaining copies of these sections and becoming familiar with them before a storm strikes may make coping with the aftermath just a little less stressful.
Keith F. Backer, Esq., is with Poliakoff Backer LLP. For more information, call 800-251-3562 or visit www.BAPFLAW.com.
A hurricane preparedness plan for your roof requires you to prepare for the worst. Responsible condominium boards and property managers should always be ready when disaster strikes.
Take these following steps in developing your hurricane preparedness plan:
Being proactive and ready will reduce the amount of stress and work if you have to go through a disaster recovery on your property.
Paulo Souza is president of PSI Roofing. For more information, call 954-791-7663, email sales@psi-roofing.com, or visit www.psi-roofing.com.
Each community association should have a hurricane/disaster plan. Below are the items you should consider including:
Wendy Murray, CMCA, CAM, is division president for RealManage. For more information, visit realmanage.com.
Most Florida communities face a very real threat every year during hurricane season. In the event of a hurricane, proactive disaster planning has the potential or probability of keeping community residents safe and minimizing damage in your community after a storm.
To create an effective hurricane plan, consider past storm experiences, potential risks, and impacts on the community. Use this information to compile a checklist of steps, procedures, and supplies to assist in pre- and post-storm management protocols. This plan should summarize the budget and finances for disaster expenses, procedures for safeguarding important documents and common spaces, community evacuation, insurance and communication plans, and other relevant community information. Ensure the plan is written and approved by the board of directors in early May, before the start of hurricane season, and made available to all residents.
Remember, disaster planning and recovery are two areas communities should not attempt alone during hurricane season. When developing your community’s plan, it is essential to organize a team of individuals who can contribute and participate in planning and implementation. Check with your community manager to see what kind of resources may be available to you. For example, Sentry Management offers a comprehensive Community Disaster Planning Guide to all of its board members.
Natalia Uribe is a digital marketing specialist with Sentry Management. To learn more about how Sentry Management can help you plan for hurricanes and other disasters, visit sentrymgt.com or call 407-788-6700.
Whether it’s your first hurricane season or you’re a seasoned pro, it’s always necessary to prepare your community. It can take weeks for your community to be ready for a hurricane, so you don’t want to wait.
Make sure your building is protected
Your building might have shutters, but if not, begin installing them or purchasing plywood to cover windows. Check the anchoring and condition of outdoor equipment.
Prepare for flooding
Get your supplies ready
Following are some supplies you should have:
Prepare your equipment
Make a list of outdoor equipment that you’ll need to secure, such as propane tanks. Keep generators or other emergency power sources ready.
Have a plan for post-storm recovery
Having a post-storm recovery team ready with the right resources to recover more quickly after a hurricane.
For more information on Sepi Painting & Waterproofing, call 305-513-4519 or visit www.sepipainting.com.
A new type of security-camera system called automated license-plate readers is growing in popularity with HOA communities in Florida and across the country. ALPR cameras read and record the license plates of all passing vehicles, and deploying them at key entrance/exit points with the accompanying signs alerting drivers of the monitoring could pre-sent an effective crime prevention and investigative tool.
HOAs considering ALPR cameras should first consult with qualified association legal counsel for a review of the community’s governing documents, which may require a vote and approval of all the unit owners. Associations will also need to determine who will have access to the data and images in accordance with the restrictions under Florida law and also how long they will be retained for any future investigations that may arise.
Ultimately, if a board of directors wishes to move forward with an ALPR deployment and is able to do so, the final decision should come in the form of a comprehensive written policy on its purpose and use in the community.
Michael L. Hyman is an attorney with the South Florida law firm of Siegfried Rivera who is board certified as an expert in community association law by the Florida Bar. For more information, visit FloridaHOALawyerBlog.com and SiegfriedRivera.com, email MHyman@SiegfriedRivera.com, or call 1-800-737-1390.
Many Florida residents live in communities with man-made stormwater ponds that collect runoff during rainstorms. How-ever, hurricanes and other major storms may overwhelm these systems, leading to dangerous flooding and structural damage. Community and property managers can take steps before and after hurricanes to preserve the function and integrity of stormwater ponds in their communities.
Ensure all pipes, ditches, and pond borders are free of trash, yard debris, and other blockages.
Turn off pond fountains and aerators or remove them for storage in a protected area.
Secure or remove other equipment such as kayaks, patio furniture, and fish feeders.
Clear debris and empty sources of standing water where mosquitoes can breed.
Resume fountain and aerator functions to increase beneficial dissolved oxygen.
Have a professional stormwater inspection completed.
Repair shoreline damage and replant native vegetation around the pond’s perimeter.
Utilize sustainable strategies like nutrient remediation, biological bacteria, and muck removal to restore water quality health.
Jose Lazoff is a regional sales manager at SOLitude Lake Management. For more information, email info@solitudelake.com or visit www.solitudelakemanagement.com.
If there’s anything we learned from the 2022 hurricane season, it’s that disaster can strike anywhere, at any time. Be prepared and plan ahead.
In addition to preparing your residents and capturing date-stamped pictures and videos of all property belonging to the association, your disaster plan should also include an insurable value appraisal. The State of Florida’s Condominium Act requires associations to have an independently prepared insurable value appraisal every three years. Even without the legal requirement, it is generally considered good practice for associations to obtain an insurable value appraisal at a minimum of every three years to ensure adequate insurance coverage. Some insurers, such as Citizens Insurance, have taken this a step further by requiring inspections every three years as well as desktop evaluations conducted annually to update construction costs.
Florida is no stranger to hurricanes, tornados, fires, thunderstorms, and lighting strikes, so it’s imperative that your association take proper steps ahead of time. Obtaining an insurable value appraisal is instrumental for the owners’ associations to define the replacement cost of its buildings, common areas, and other assets, which will determine the appropriate level of insurance coverage to purchase.
Scott Tew, MAI, is senior managing director of Valbridge Property Advisors | Orlando. For more information, email stew@valbridge.com or call 407-841-4322.
With summer being right around the corner, you know what that means—thunderstorms! Thunderstorms are a natural phenomenon that can be dangerous and unpredictable, especially in Florida. It’s essential to take the necessary precautions to stay safe during thunderstorms. Here are some tips to prepare.
By following these simple tips, you can better prepare yourself and your property for thunderstorms and other natural phenomena.
Tara Tallaksen is a sales and marketing assistant. For more information on Vesta Property Services, email sales@vestapropertyservices.com, call 877-988-3782, or visit VestaPropertyServices.com.