Hurricane season runs from June 1 through November 30 — but preparation for South Florida condo associations should start well before the first tropical wave forms in the Atlantic. For associations in Miami-Dade, Broward, and Palm Beach counties, being caught unprepared isn't just an inconvenience. It can mean delayed insurance claims, uninsured losses, and serious liability exposure for the board. Here are the 10 critical items every South Florida condo association should have in place before the season begins.
South Florida fact: Miami-Dade, Broward, and Palm Beach counties have been impacted by more named storms than almost any other region in the United States. Preparation isn’t optional — it’s a fiduciary responsibility of every condo board.
The 10-Item Hurricane Preparedness Checklist
Review Your Insurance Policy Before Season Starts
Pull out your master policy and review it with your agent every spring. Confirm your coverage limits, deductibles (especially the windstorm deductible), exclusions, and claims reporting requirements. Know your carrier’s claims number before a storm hits — not after. This is also the time to make sure your replacement cost value is current and your Ordinance or Law coverage is adequate.
Complete a Pre-Storm Property Inspection
Walk the entire property with your property manager and document its current condition with photos and video. Pay particular attention to the roof, windows, doors, exterior walls, drainage systems, and any equipment or furniture in common areas. This pre-storm documentation is invaluable if you need to file a claim — it establishes baseline condition before any storm damage occurs.
Secure or Store All Common Area Furniture and Loose Items
Pool furniture, umbrellas, planters, grills, and decorative items become dangerous projectiles in high winds. Establish a protocol for securing or storing these items when a storm watch is issued. Unsecured items that damage neighboring property can create liability exposure for the association.
Inspect and Test Storm Shutters and Impact Windows
If your building has hurricane shutters or impact-resistant windows, inspect them before season. Make sure shutters operate correctly, hardware is intact, and any manual shutters can be deployed quickly. Confirm who is responsible for deploying shutters on common area openings versus individual unit owners for their units.
Test Your Generator and Emergency Systems
Test your backup generator under load and confirm it has adequate fuel capacity. Check emergency lighting, fire alarm systems, elevator emergency protocols, and sump pumps. Make sure your generator is properly maintained and that you have a service agreement in place. After a major storm, fuel can be extremely difficult to obtain — consider pre-positioning extra fuel.
Create or Update Your Emergency Contact List
Compile a current list including: all board members and their cell phones, your property manager, your insurance agent (Peter’s cell: (631) 805-5249), your insurance carrier’s claims line, your roofing contractor, general contractor, plumber, electrician, and local emergency management contacts. Distribute this list to all board members and keep a printed copy in the management office.
Establish a Resident Communication Plan
How will you reach residents when a storm is approaching? Make sure you have a current email list, phone tree, or mass notification system. Communicate evacuation procedures, building closure protocols, and what residents should do to prepare their individual units — including moving valuables off the floor in case of flooding and removing items from balconies.
Review Your Flood Zone Status and Flood Coverage
Confirm your building’s FEMA flood zone designation and review your flood insurance coverage accordingly. Many South Florida buildings are in or near Special Flood Hazard Areas. Wind and flood are separate perils covered by separate policies — make sure you have both if your location warrants it, and that your flood limits are adequate relative to potential exposure.
Inspect the Roof and Building Envelope
Have a licensed roofing contractor inspect your roof before season. Address any known issues — cracked caulking, damaged flashing, loose tiles, deteriorated membrane — before a storm exploits them. A small pre-season repair can prevent a much larger post-storm claim. Document the inspection report and keep it on file.
Know Your Claims Process Before You Need It
Review your policy’s claims reporting requirements so you’re not scrambling after a storm. Know who has authority to file a claim on behalf of the association, what documentation you’ll need, and what immediate steps are required. Have your agent’s number saved. The first 48 hours after a storm are critical — being prepared to act quickly protects your claim and your residents.
During a Storm Watch or Warning
When a tropical storm watch or hurricane warning is issued for your area, the following actions should be taken immediately:
- Activate your emergency communication plan and notify all residents
- Deploy shutters and secure all common area loose items
- Fuel the generator and test it one final time
- Back up all important association documents digitally and store copies off-site or in the cloud
- Take a final video walkthrough of the property documenting its pre-storm condition
- Confirm evacuation orders and communicate mandatory evacuation requirements to residents if applicable
- Designate a board member to be point of contact during and immediately after the storm
Immediately After the Storm
Once the storm has passed and it is safe to do so:
- Do not allow residents back in until the building has been inspected for structural safety
- Document all damage thoroughly with photos and video before any cleanup begins
- Make emergency repairs to prevent further damage — keep all receipts
- Call Peter immediately to report the loss and get guidance on next steps
- Do not sign any contractor agreements that include assignment of benefits clauses
Watch out for storm chasers: After a major hurricane, unlicensed or out-of-state contractors flood South Florida offering quick repairs. Always verify a contractor’s Florida license before signing anything, and never sign an Assignment of Benefits agreement — it transfers your insurance claim rights to the contractor.
Quick-Reference Pre-Season Checklist
- Policy reviewed with agent — limits, deductibles, and claims number confirmed
- Pre-storm property inspection and photo documentation completed
- Common area furniture storage protocol established
- Storm shutters and impact windows inspected and tested
- Generator tested under load, fuel supply secured
- Emergency contact list updated and distributed
- Resident communication plan activated and tested
- Flood zone status confirmed, flood coverage reviewed
- Roof and building envelope professionally inspected
- Claims process reviewed — board knows exactly what to do
Hurricane preparedness isn’t a one-time task — it’s an annual responsibility that protects your building, your residents, and your board. If you’d like to go through your insurance program as part of your pre-season preparation, I’m happy to schedule a review at no cost.