Natural disasters and emergencies can strike at any time, and for condominium communities, preparation is key. Unlike single-family homes, condos have shared structures, utilities, and responsibilities, which means homeowners’ associations (HOAs) must have a well-organized emergency response plan. A strong plan not only protects property but also ensures resident safety, minimizes financial loss, and speeds up recovery.

Key Components of a Condominium Emergency Plan

1. Maintain an Emergency Contact List

Every HOA should have an up-to-date emergency contact list accessible to residents, board members, and property managers. This list should include:

• Management Company Contact Information – Available during business hours and an emergency contact for after-hours incidents.

• On-Site Board Members or Emergency Committee – Key individuals who can help coordinate efforts during an emergency.

• Water Mitigation & Restoration Services – A reliable company that can respond quickly in case of flooding or water damage.

• 24-Hour Plumbers & Electricians – Essential for addressing burst pipes, electrical hazards, or other critical failures.

• Local Fire & Police Departments – While 911 is standard, knowing direct non-emergency numbers can be useful.

The management company should maintain these contacts on file and provide a copy to board members and key personnel.

2. Establish & Communicate an Evacuation Plan

Not all emergencies require evacuation, but when they do, clear guidelines are necessary. The HOA should:

• Identify designated evacuation routes and exits from buildings.

• Clearly mark stairwells and exits in all common areas.

• Designate a meeting point outside the building where residents can gather.

• Post evacuation maps in common hallways and lobbies.

• Communicate the evacuation plan regularly via newsletters, emails, or resident meetings.

3. Knowing When to Handle an Emergency Yourself vs. Involving the HOA

Some issues can be handled by the homeowner, while others require HOA intervention. Here’s a simple guideline:

• Homeowner Responsibility: If damage is contained within a unit and does not impact surrounding units or common areas (e.g., a leaking faucet, minor drywall damage, or appliance failure), the homeowner should handle it.

• HOA Responsibility: If the issue affects multiple units or common areas (e.g., roof leaks, burst pipes within shared walls, power outages affecting common areas), the HOA must step in.

• When in Doubt, Document & Report: If a resident is unsure whether the HOA is responsible, it’s always best to report it to management to avoid delays.

4. Document Damage & Insurance Considerations

No matter how minor an issue may seem, proper documentation is crucial:

• Take Photos & Videos – Capture images of all damage before attempting any repairs.

• Report to the HOA or Management Company – Notify them of damages, especially if they involve shared infrastructure.

• Insurance Involvement – Condominium owners should have their own insurance (HO-6 policy), but the master insurance policy will often be primary for structural damage or shared components. The HOA should clarify when and how insurance claims should be filed.

5. Preventing Emergencies: Rules & Regulations for Loss Prevention

Prevention is often the best protection against disasters. The HOA should adopt and enforce policies that minimize risk, such as:

• Regular Inspections – Require routine checks for plumbing, HVAC, and electrical systems to catch issues before they escalate.

• Proper Appliance Maintenance – Encourage homeowners to replace aging water heaters and maintain washing machine hoses to prevent leaks.

• Fire Prevention Guidelines – Ban or regulate open flames in units and balconies, require smoke detector maintenance, and enforce proper storage of flammable materials.

• Winter & Inclement Weather Precautions – Provide de-icer for walkways, require proper insulation for pipes to prevent freezing, and establish procedures for snow removal.

By educating residents and enforcing preventative maintenance rules, condominium communities can reduce the risk of costly emergencies.

Final Thoughts

A well-prepared condominium association fosters a safer, more resilient community. By maintaining a clear emergency response plan, keeping an updated contact list, educating homeowners on responsibilities, and enforcing preventive measures, condominium communities can minimize damage and improve response times when disasters strike.

Is your HOA prepared? Consider reviewing or updating your emergency plan today to ensure your community is ready for the unexpected.