September 2009 CED Message

by Cassandra Vorisek-Creto, Chapter Executive Director

“We have everything under control.”  “It will happen here.”  “Those kinds of plans are for larger entities or businesses.”  These comments along with so many others are common misconceptions for any association to make when it comes to disaster recovery planning.  Many of us have a plan for our home and at work, but what about the association?  What is the plan in the event a disaster strikes - power outage, fire, flood or any other kind of major disaster that any association can encounter.  For many the answer is too simple - nothing.  Or, if there is one it was made years ago and the association has grown or changed since its inception.

September is National Preparedeness Month.  It is a time when Americans are encouraged to take simple steps to prepare for emergencies at both work and home.  This includes community associations.  There are two basic elements of a disaster recovery plan:

Making sure your community is safe; and

Safe guarding your association’s business information is safe.

The first is much easier and requires very little effort.  Posting a notice where all the residents will read it is one excellent way to get the information to everyone.  Reminding everyone that with the winter months coming upon us (and at all times really) having a few extra items will help go a long way if disaster ever strikes.  Listing the common items will help residents make sure they are ready.  Such a list should include:

food and water to last three days, a bttery-powered or hand cranked radio, flashilight, first aid kit, a whitsle, dust mask, plastic sheeting and duct tape, moist towelettes, garbage bags and plastic ties,  wrench or pliers, a can opener (non-electric), local maps and extra batteries

These simple items will assist your community and its residents in the event of emergency (an execellent example was the 2008 December ice storm that hit New Hampshire).  

The second is a little more complex.  Safegauarding the association’s business is not as easy but in no way need it be complicated either.  One disaster that occurs more frequently that many are not prepared for is an IT systems crash.  If you are like many, much of your association’s business is kept on a computer.  One simple way to make sure information is not lost or hours are not spent attempting to recreate lost information is to backup your computer weekly (or bi-weekly) onto a disk or memory stick.  Another safeguard is to have two copies of such and keep them in seperate places - a safe deposit box is one excellent location.  This simple procedure will help keep your association running smoothly.  

The more complex aspects od the plan such as making sure that insurance coverage is adaquet, who should residents contact durng an emergency, do you have a place for everyone to meet should be reviewed by the Board and association manager perdiocially. 

For more information about National Preparedness Month visit www.ready.gov.  For additional information on business recovery plans, contact your property manager, association attorney and/or insurance agent.