As June marks not only the halfway point of the year, but also the start of hurricane season, we ask: Is your community truly ready?
If you are a board member, your role goes far beyond managing budgets or overseeing maintenance. You’re also responsible for helping protect your residents’ safety and well-being when nature puts your community to the test.
A heartbreaking example is Hurricane Milton, which left a deep mark on Florida last year. It caused over $4 billion in damages and displaced thousands of families. A painful reminder of how unpredictable and devastating these storms can be — our thoughts remain with all those affected. While we can’t stop hurricanes, we can choose how our communities respond to them. That’s why proactive planning, transparent communication, and engaging residents before and after a storm make a real difference, not just for property, but for people’s lives.
What You Should Know Before The Storm Hits
When does hurricane season start and end?
The season officially starts on June 1 and runs until November 30, according to the Florida Climate Center. Communities should be especially vigilant during this entire period.
Which months are considered the most dangerous?
According to the Florida Climate Center, the peak of hurricane activity typically falls between mid-August and late October. This is when storms are more likely to intensify and impact coastal areas.
What are the predictions for the 2025 season?
The NOAA forecasts an above-normal Atlantic hurricane season for 2025. They predict: 13 to 19 named storms (winds of 39 mph or higher), 6 to 10 hurricanes (winds of 74 mph or higher), 3 to 5 major hurricanes (category 3, 4 or 5; with winds of 111 mph or higher) — NOAA has a 70% confidence in these ranges. This outlook is a strong reminder for communities to take preparedness seriously.
How to stay informed and prepared?
Preparation starts with reliable information. Here are a few ways to stay ready:
• Visit trusted websites like hurricanes.gov and the National Hurricane Center;
• Sign up for local emergency alerts and weather notifications;
• Ensure your community has a clear hurricane preparedness plan;
• Share emergency contacts and evacuation routes with all residents;
• Use digital tools and community platforms to communicate updates before, during, and after a storm.
Your Preparedness Guide: 12 Essential Steps
Being informed is just the beginning; board members must also take real action to avoid being caught off guard. When a storm hits, preparation is essential. The decisions you make today can protect property, support your neighbors, and even save lives. Here are 12 critical steps your community should take to stay safe and resilient this hurricane season.
1. Create or Refresh Your Emergency Plan
If you don’t have an emergency plan, this should be your number #1 priority. This is not only about evacuation routes and hurricanes, but it is essential in any urgent situation. If a fire starts in your neighbor’s yard, for example, it is indispensable to have on hand the neighbor’s full name and their emergency contact information.
A pre-drafted, up-to-date emergency plan will especially prevent chaos when the clock is ticking.
For hurricanes, your emergency plan should include resident contact information, as well as their emergency contact details, evacuation routes, shelter information, and post-storm recovery steps. It is also important to remember security indications.
To make it easier, here is a ready to use with structured checklists and tables Emergency Plan to get you started.
2. Keep Residents Informed, Before and After
Strong communication is the backbone of a resilient community. When disaster strikes, trust in the board and clear instructions can mean the difference between calm and chaos. Without it, confusion spreads, rumors take over, and critical time is lost.
Imagine this: a storm is approaching, and residents are unsure whether to evacuate. Some are waiting for updates that never come, while others pack in a panic. The lack of guidance creates anxiety and risks lives, even if you don’t think it’s your direct responsibility. Now picture the opposite, a coordinated effort where updates arrive instantly via SMS, push notifications, email blasts, bulletin boards, or even Smart Calls (automated voice messages ideal for residents who don’t use smartphones or prefer audio updates). Everyone knows what’s happening, what to do next, and where to turn for help.
Don’t wait for a storm to test your system, set up your communication protocol now using Neigbrs by Vinteum, schedule a free demo.
Don’t wait for storms to test your roof and windows, exposing gaps in your coverage. Reviewing your policies before hurricane season peaks might save money, time, and even lives. Are recent improvements, such as roof replacements or drainage upgrades, covered? What’s your deductible? Who should residents contact if they need to file a claim? Don’t wait until you’re under water, literally or financially. Confirm your coverage now to prevent delays, disputes, or even potential lawsuits (and a lot of stress later on).
4. Document Property Conditions
Before the season gets serious, it’s a good idea to walk around the community and take photos of key areas, including roofs, siding, common spaces, landscaping, and parking lots. Make sure they’re dated and stored somewhere secure, like Neigbrs’ document vault, so you have solid records if you need to file a claim later.
But don’t stop there. It’s worth having a professional take a look too. An inspector or contractor might spot issues you’d miss, like a loose roof tile, weakened tree branches, or a drainage problem just waiting to become a flood. Catching those early can save your board a lot of time (and budget) down the line.
The combo of photo evidence and expert eyes puts you in a much better position when it’s time to clean up or file claims.
5. Secure Outdoor Items
Flying debris is one of the leading causes of damage during a hurricane, and preventing it is relatively simple. You can communicate with residents, guiding them on how to secure outdoor items effectively. Additionally, if feasible, consider establishing a “storm crew” of staff or volunteers who can bring in or tie down items such as grills, patio furniture, and loose tools. Taking these small steps can help prevent significant losses and injuries.
6. Line Up Vendor Support in Advance
When a big storm is on the horizon, everyone scrambles to find help at the same time, and vendors get booked fast. That’s why it’s smart to line things up early. The ideal situation would be to establish a preventive maintenance schedule six months earlier. However, you can reach out to your go-to service providers, landscapers, debris removal crews, and emergency repair teams to see if they offer standby agreements or priority response options during hurricane season.
Even just having quotes and contacts ready puts you in a stronger spot. A little planning now means you won’t be stuck waiting when your community needs help the most.
7. Set Up a Clear Communication Protocol
Clear, consistent communication helps everyone stay calm and focused when it counts. When something goes wrong, people want to know two things: What’s happening? and What should I do next?
Hence, creating a communication protocol in advance will keep everyone on track and ensure security feeling. In your protocol, boards should decide how updates will be shared and in what order; whether through texts, emails, the Neigbrs portal, bulletin boards, or all of the above, and let residents know what to expect. So if a storm is coming, they will know where to check for information.
Don’t forget to include contact information and an easy way for residents to check in afterward. You can also take the opportunity to establish boundaries, providing guidelines in case they need major assistance from public security services.
8. Store Essential Documents Securely
The last thing you want during an emergency is to be digging through folders or wondering who has the latest insurance certificate. So, upload all essential documents — bylaws, policies, emergency plans, and vendor agreements — using the platform of your preference, such as Google Drive or Dropbox (good free options!), or your HOA/Condo app, like Neighbors. When everything is in the cloud, it remains accessible even if the power or internet is down at the office. Think of it as your community’s digital emergency kit, ready when you need it.
9. Budget for Disaster Services
Climate disasters come with costs: debris removal, emergency repairs, generator fuel, you name it. Don’t let it catch you off guard. Ensure your budget includes a contingency for unexpected events, and consider locking in rates with vendors in advance. If you need assistance on this, here you can download a free Budget Calculator with spreadsheets and graphics that will help you maintain your finances healthy. Even if you don’t need it this year, you’ll be glad it’s there when the next big one hits.
10. Assign Emergency Roles
Every plan needs people behind it. Assign clear roles to board members, staff, or volunteers: someone to handle evacuation questions, someone to coordinate with vendors, and someone to check on residents. That way, when things move quickly, everyone knows what they’re responsible for.
11. Prepare Backup Power
Power outages are one of the most common storm impacts, and they can bring everything to a halt—elevators, gates, pumps, even communications. Ensure that you have generators in place for critical systems and that they’re tested regularly. Store fuel safely, and know where the units are located so they’re easy to deploy when needed. Just a few hours of power can make a big difference in keeping people safe and operations running.
12. Prioritize Resident Wellness
Property is important for all, but at the end of the day, what matters the most is people’s lives. Take time to identify residents who might need extra help, like seniors or those living alone. Reach out before the storm to offer support with supplies or evacuation, and check in afterward to see how they’re doing. Believe me, sometimes a quick call or message is all it takes to make someone feel cared for (and this will save you from many complaints). That kind of connection builds trust, and a stronger community overall.
After the Storm: Recovery Phase
Inspect and Document Damage: Re-check drains, gutters, roofing, and communal spaces. Upload photos and notes to Neigbrs to organize claims and action plans.
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- Engage Professional Consultants: Early guidance from structural engineers or landscapers can prevent long-term issues and costs.
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- Coordinate Debris Cleanup: Implement team-based cleanup using shared Neigbrs alerts to deploy volunteers and schedule contractor visits.
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- Host Community Health Checks: Virtual or in-person check-ins to assess mental health, damage, or needed aid. These sessions foster solidarity and provide reassurance after the storm.
Final Thoughts
The hurricane season poses significant threats, but a well-prepared HOA or Condo board can reduce those risks. By building emergency plans, securing communication channels, vetting vendors early, protecting vulnerable residents, and leveraging Neigbrs as a central emergency management tool, your community can face storms with resilience and recover faster and stronger.
Is your community hurricane-ready? Get A Free Demo to see firsthand how Neigbrs supports HOAs in crisis, and beyond. Stay safe, stay connected, and build stronger communities together
