Having an HOA disaster team is always a good idea, especially if you have a larger community. But what does this team even do? And how can you form one for your association?
The Need for an HOA Disaster Team
Natural disasters can happen at any time. And, in a country that experiences diverse climates like the United States, these disasters can take many shapes. In 2021 alone, a total of 97 natural disasters took place. Out of those 97 disasters, 64 were severe thunderstorms.
The most common natural disasters in North Carolina include tornadoes, floods, hurricanes, lightning strikes, ice storms, and snowstorms. South Carolina experiences hurricanes, floods, lightning strikes, high winds, and earthquakes. Though, wildfires remain the most common disaster in Palmetto State.
The most common natural disasters in Tennessee include droughts, earthquakes, floods, tornadoes, wildfires, and extreme temperatures. But, the state also lists communicable diseases, dam failure, terrorism, and hazardous material release as risks, among others. Finally, in Virginia, natural hazards include drought or extreme heat, floods, tropical storms, hurricanes, and severe thunderstorms.
With the threat of natural disasters, communities in these states must take action in the form of HOA disaster planning. While the HOA board can take charge of this, many associations opt to form a separate team for disaster response. As natural disasters can cause death, injury, food and water shortages, property damage, and power outages, an HOA can significantly benefit from a disaster team.
Functions of a Disaster Team
The primary function of a disaster team is HOA disaster management. But, several responsibilities fall under this umbrella. Here are the responsibilities of a disaster team in an HOA community.
1. Come Up With an Evacuation Plan
Working with the HOA board, the disaster team must devise an evacuation plan in the event of an emergency. This plan should inform homeowners how and where they can evacuate. It should also contain a list of shelters in the area as well as grocery stores.
The evacuation plan must detail how the actual evacuation will take place. Specific demographics may need extra assistance, such as the elderly and disabled. The team may need to collect information to know which residents to prioritize. Of course, when collecting data, it is essential to ask for consent.
The HOA disaster team should also have a copy of the community’s site plan. This site plan highlights all critical areas and items, such as lift stations, generators, shut-off valves, and debris staging areas. The team should also maintain these areas and items to ensure they don’t malfunction during a crisis.
2. Review and Update Insurance Policies
Insurance is an association’s first line of defense against financial ruin. When a disaster causes property damage, the HOA’s insurance policy should be able to help pay for the repairs. Thus, the association won’t have to shoulder the expenses out of pocket.
The HOA disaster team should carefully review the association’s insurance coverage. If necessary, they should make recommendations to the board to update the policies.
3. Contact All Utilities and Insurance Providers
When disaster strikes, certain utilities need to be shut off. Depending on whether these utilities fall under the association’s responsibility, the disaster team should communicate with utility providers. Contacting the insurance company is also one of the first things a disaster team should do.
4. Guide Residents in the Event of an Emergency
If evacuation is necessary, disaster team members should help and guide residents through the process. While you can provide homeowners with a copy of the evacuation plan, they will not always remember the details. Moreover, most people need to be in their right mind during an emergency. People panic and that panic can cause more problems. The HOA disaster team should try to keep everyone calm and guide them to where they need to be.
5. Oversee Debris Management
If the disaster causes property damage, there’s a good chance of debris littering the community. The disaster team should contact the association’s debris management or maintenance company once it is safe. Then, members should manage and oversee the entire cleaning and moving process.
6. Educate Homeowners
Finally, an HOA disaster team is responsible for educating homeowners. The team should distribute helpful resources and materials, including the association’s emergency and evacuation plan. Moreover, the team should send out emails or text blasts before an upcoming storm, hurricane, or tornado. The blast should contain important information, such as how homeowners can keep safe, what they should prepare in advance, and other reminders.
How to Form an HOA Disaster Team
If you don’t have a disaster team yet, now is the time to create one. Here are the steps you should take to form an HOA disaster team.
1. Ask for Volunteers
First, you will need to fill seats. Ask homeowners to volunteer — never force anyone. If you’re having trouble getting volunteers, you might have better luck if homeowners know what they are volunteering for. Tell them what the disaster team is for and what their responsibilities are. People who have the desire to help others will be good fits. Experience in disaster response is a bonus.
2. Establish a Chain of Command
As with every team, a disaster team should have a chain of command. This establishes who is the first point of contact, the second point of contact, and so on. The disaster team should also form connections and relationships with people outside of the community. Key persons include local police officers, firefights, etc.
3. Designate Responsibilities
The third step is to determine what the team’s responsibilities are. Utilities, for instance, are a common point of contention. Is it the association’s responsibility to get in touch with utility providers on behalf of all homeowners? Or is the association only responsible for utilities in the common areas?
Who will be responsible for keeping all the important information? Who should keep the keys to the community gate? These are the questions you must answer. Having more than one person keep important documents and keys is a good idea, though.
4. Study Up
Everyone on the HOA disaster team should be well informed. Members of the team should read through resources on Ready.gov and the Firewise program.
Word of Caution
While an HOA disaster team is certainly an asset, it is not solely responsible for the safety of all residents. The team should never promise a rescue or response, even if the team is confident it can deliver it. This is to keep both the team and the association free from liability. Make sure to let homeowners know that the team is only there to assist and that the team has its limitations.
Furthermore, when it comes to cleanup or debris management, it is best to seek professional help. Members of the disaster team should not be the ones cleaning up or moving debris. This is not only dangerous for the volunteers but also for other residents.
All-Around Help
As you can see, forming an HOA disaster team has many benefits. The team can make disaster response a much smoother process and provides much-needed assistance to the HOA board. But, it is not always an easy task, especially for self-managed communities. This is where an HOA management company can help.
Cedar Management Group provides reliable and valuable management services to community associations. Call us today at (877) 252-3327 or contact us online to learn more!
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- HOA Emergency Plan: A Complete Guide For Your Community
- How To Have An HOA Natural Disaster Preparation Plan In Place
- Everything You Should Know About HOA Committees
