Emergency Preparedness for Self-Managed HOA
Emergencies like floods, fires, or outages can happen fast. In self-managed HOAs, the board often handles the response. A simple plan makes all the difference.
Emergencies can strike at any time, and for self-managed HOAs, the responsibility to act usually falls directly on the board. Without on-site staff or a full-time manager, being prepared is the only way to ensure a fast, effective response.
Start by creating a basic emergency plan.
Begin by identifying the most likely emergencies in your area, such as power outages, fires, burst pipes, or severe weather. For each situation, create a step-by-step plan that outlines what should happen and who is responsible.
Keep a vendor list handy too!
Have an updated list of:
- Plumbers, electricians, and other key vendors
- Emergency contact numbers
- Backup options
As board, here's what to do:
Communicate with your residents asap.
Use your usual methods, email, text, and bulletin boards to keep residents informed. Include details about what’s happened and what’s being done.
Outstanding board members know their insurance policy well.
Make sure the board understands what’s covered and what isn’t. Store digital and paper copies of all policies. Know whether mold, floods, or emergency repairs are included in your policy, and what responsibilities fall to homeowners.
See the chart below. Homeowners are increasingly adding flood and earthquake insurance to their plan. In the west, 20% have flood insurance while 28% have earthquake insurance.
Finally, keep everything on record.
From the moment an emergency begins, start documenting everything. Take photos of damage, keep a log of actions taken, and save all receipts or invoices. These details are important for insurance claims and future reference.
Emergencies aren’t fun to think about, but having a plan makes everything way less stressful. A little prep now means your board won’t be scrambling when something goes wrong, you’ll know exactly what to do.
Key Definitions that might help:
Emergency Plan: A written guide detailing how to respond to different types of emergencies.
Self-Managed HOA: A homeowners association run directly by the board, without a hired management company.
Vendor List – A prepared list of trusted service providers (e.g., plumbers, electricians) for quick access.
Power Outage: A loss of electrical power, often due to weather, equipment failure, or accidents.
Burst Pipe: A broken water pipe that can quickly cause flooding or property damage.
Severe Weather: Extreme conditions like storms, high winds, or heavy rain that may impact the community.
Board of Directors: The elected group of homeowners responsible for running the HOA.
Insurance Policy: A legal contract that outlines what damages or emergencies are covered and under what conditions.
Flood Insurance: A separate policy that covers water damage caused by flooding (usually not included in basic coverage).
Earthquake Insurance: Optional coverage that protects against damage caused by seismic activity.
Documentation: The process of recording details during and after an emergency (photos, receipts, written notes).
Communication Plan: A strategy for informing residents quickly through email, text, bulletin boards, or websites.
Claim: Formal request to an insurance company to cover a loss or damage.
