Special Hurricane Season Issue

Dear Board Member,

As we enter hurricane season, I wanted to focus this month’s newsletter on both

preparation and perspective. You’ll find practical guidance on how boards can

prepare their communities—communication planning, coordination with

management, property readiness, and documentation—but also a broader look at

how leadership is experienced during uncertain moments. My observation is that

the communities that navigate storms most effectively are not just the most

prepared, but the most aligned, clear, and steady in how they communicate and

respond.

At the same time, I share what I believe is a hope we all have—that this

preparation ultimately proves unnecessary, and that the season passes without

significant storms impacting our communities. That outcome would be the best

one for everyone. Until then, thoughtful planning and steady leadership remain the

best tools we have. I appreciate the time, care, and commitment you bring to your

role. It makes a meaningful difference when your community looks to you for

guidance.

— Be well. Doug Jenkins, Director of Learning & Development

May Online Board Education Events:

Registration is required for all courses.

New Condominium Board Member Four Hour Certification

DBPR Required Four Hour Certification Course for new Condominium

Association Board Members Subject to Florida Statute 718

May 27, 2026 1:00 PM-5:00 PM

Registration Link for the May 27, 2026, Condominium Course

New Homeowners' Board Member Four Hour Certification

DBPR Required Four Hour Certification Course for new Homeowners'

Association Board Members Subject to Florida Statute 720.

May 21, 2026 1:00 PM-5:00 PM

Registration Link for the May 21, 2026, Homeowners Association Course

2025/2026 Legislative Update - Condo Board Member One Hour CEU

An overview of 2025 Florida House Bill 913 (HB 913), as well as updates from

the 2026 Legislative Session. This discussion qualifies as a Condominium Board

Member One Hour CEU.

May 14, 2026 4:00 PM-5:00 PM

Registration Link for the May 14, 2026, Condo CEU

Community Association Insurance

This course offers Board Members a comprehensive understanding of insurance

requirements, risk management, statutory compliance, and coverage types applicable

to condominium and homeownersì associations under Florida law.

May 13, 2026 4:00 PM-5:00 PM

Registration Link for the May 13, 2026, Condo CEU

10 Things to Do with Your Management Company

1. Conduct a pre-season planning meeting

2. Review and finalize the community Hurricane Plan

3. Confirm roles and decision authority

4. Identify and prioritize emergency vendors

5. Review communication templates and channels

6. Verify access to critical records and backup systems

7. Walk the property to identify risk areas together

8. Review insurance process and documentation expectations

9. Establish post-storm inspection and response workflow

10.Set realistic expectations regarding response times during major events

Myth vs. Reality

❌ Board Myth

“Our management company has this covered.”

✅ The Reality

Management executes the plan—but the board defines it.

Management companies bring experience, vendor relationships, and operational structure. But effective hurricane response does not come from management alone—it comes from alignment between the board and management before the storm.

Without that alignment:

• Decision authority may be unclear

• Priorities may not reflect the board’s expectations

• Response can become reactive instead of structured

The strongest communities are not the ones with the most capable

management companies. They are the ones where the board has

clearly defined:

• Expectations

• Decision authority

• Communication approach

• And what success looks like in a storm response

📌 Key Takeaway: Do not assume your management company “has it covered.” Ensure you have defined what “covered” means

Top 10 Communication Mistakes During Hurricane Season

1. Waiting too long to send the first communication

2. Failing to clearly define where official updates will be posted

3. Sending inconsistent messages from multiple sources (board vs. management)

4. Overcommunicating without substance—or under communicating when it matters

5. Not setting expectations for update frequency

6. Using only one communication channel (email or text, but not both)

7. Providing information without clearly stating “what happens next”

8. Failing to acknowledge uncertainty (silence often creates more concern than honesty)

9. Communicating decisions without explaining the reason behind them

10.Going quiet after the storm when communication is needed most

Steady in the Storm: The Board’s Role Beyond Preparation

By Doug Jenkins

Hurricane preparation is often measured in checklists—vendors confirmed, communications sent, property

secured. But when a storm approaches, something else becomes just as important: how you lead. Not just

what decisions are made, but how those decisions are experienced by the community you serve. Because in

moments of uncertainty, boards are not simply governing—they are anchoring the community.

Board members are volunteers—neighbors, professionals, parents, retirees. And yet, in a storm, they become something more. They become a source of direction, a point of reassurance, and a visible presence of

leadership. Owners may not say it directly, but they are watching. They are looking for signals: Is someone

paying attention? Is there a plan? Are we going to be okay? Understanding this is not about pressure—it is

about purpose.

In high-stress situations, tone travels faster than information. A single message—clear, measured, and

confident—can settle an entire community. Likewise, silence or inconsistency can create anxiety far beyond

the actual conditions. This does not require having all the answers. It requires communicating with clarity,

consistency, and composure. Even a simple update that says, “We are monitoring the situation and will

update you again at [time],” provides stability.

Boards do not respond to storms alone. You have a management company, vendors, and professional

partners. Your role is not to manage every detail—it is to stay aligned with your management team, support

timely decisions, and maintain a clear direction. When boards and management move together, the

community feels it. When they do not, the community feels that too.

Storm situations create urgency, and urgency can create pressure to respond immediately, decide quickly,

and act without full information. But effective leadership is not reactive—it is intentional. Taking a moment to

confirm information, align with management, and communicate clearly is not delay—it is discipline. Speed

matters, but clarity matters more.

Owners do not experience communication as policy—they experience it as people. The messages that

resonate are direct, clear, and human. Not overly technical. Not overly formal. A tone that says, “We are here. We are paying attention. We will keep you informed.” That is what people remember.

One of the most powerful things a board can do is reduce uncertainty. Tell owners what you know, what you

do not yet know, and what they should expect next—and then follow through. Trust is built not just through

information, but through consistency over time.

Board members often carry the weight of responsibility quietly. But it is important to remember—you are not

only leading, you are also experiencing the storm. Maintaining your own sense of calm, taking a moment

before responding, and trusting the structure you have put in place are not separate from leadership—they

are part of it.

And while leadership often feels intangible, there are moments where simple, practical actions make a

meaningful difference

Before the Storm: A Board’s Role in Preparing the Community for Hurricane Season

By Doug Jenkins

Preparation Begins Before the Forecast

Hurricane preparedness is often framed as an individual responsibility—stocking supplies, securing

personal property, and making evacuation plans. But for community association boards, preparedness is

also a governance responsibility. A well-prepared board does more than react to a storm. It creates clarity,

structure, and confidence for the entire community before the first storm ever forms. The goal is not

perfection, it is readiness.

Start with Communication

In a hurricane, uncertainty creates anxiety faster than the storm itself. Boards should work with

management to establish a clear communication plan, defining primary communication channels such as

email, text alerts, portals, or websites, determining who communicates, and setting expectations for when

updates will be sent before, during, and after a storm. Owners should know where updates will be posted,

how often communication will occur, and what types of decisions may need to be made quickly. Consistency

matters more than volume. Even a simple message that says “no change at this time” builds trust.

Meet Early with Management and Vendors

Preparation should not begin when a storm is named. Boards should align early with management and key

vendors by meeting in advance to review storm protocols, confirming emergency vendor relationships, and

identifying priority response partners. It is important to understand whether vendors are under contract or

simply on-call, whether they are committed during high-demand periods, and what response times can be

expected. Communities that plan early are serviced first.

Address Physical Risk Before It Becomes Damage

Boards should also take a proactive look at the physical condition of the community. This includes

inspecting drainage systems, gutters, and stormwater paths, identifying tree or landscaping risks,

confirming roof and building envelope conditions, and securing or planning for common area furniture and

equipment. Deferred maintenance becomes exposed during storms. This is not just a maintenance issue—

it is a risk management issue.

Protect Information and Critical Records

After a storm, access to information becomes just as important as physical recovery. Boards should ensure

that critical information—insurance policies, governing documents, emergency vendor lists, utility contacts,

and board and management contact trees—is organized, current, and accessible. Best practice is to store

this information digitally in a centralized system with a backup access method. If key information lives in

one person’s inbox, it is not truly accessible.

Know Your Community’s Risk Profile

Preparedness also requires understanding the community’s specific risk profile. Boards should confirm

whether the property is located in a flood zone, understand wind exposure and building vulnerabilities, and

review prior storm history and claims. This information informs insurance decisions, reserve planning, and

emergency response priorities. Preparedness improves when it is specific, not generic.

Review Coverage and Clarify Authority

Before the season begins, boards should review insurance coverage and claims processes, confirming

coverage types, limits, and deductibles, understanding what triggers a claim, and clarifying who initiates

and manages it. Boards should also understand inspection timelines and documentation requirements after

a storm. Confusion during a claim delays recovery. Clarity before the storm accelerates it.

Storm situations often require quick decisions, so boards should define decision-making authority in

advance. This includes determining what authority is delegated to management, what decisions require

board involvement, and how emergency approvals will occur if meetings are not feasible. This alignment

avoids delays when timing matters most.

Set Owner Expectations Early

While individual preparedness is not the board’s responsibility, community awareness is. Boards should

communicate general preparedness reminders, association-specific procedures, and clear expectations

about what the association will and will not handle. This reduces confusion and unrealistic expectations.

Plan for the First 24 Hours After the Storm

Recovery begins immediately after the storm passes. Boards should anticipate initial property

inspections, safety assessments, debris removal coordination, and communication to owners on next

steps. One of the most valuable messages a board can send is simple: “Here’s what we know. Here’s

what we’re doing. Here’s what comes next.”

Confidence Comes from Preparation

Owners may never see the preparation work that happens before a storm, but they will feel it in clear

communication, organized response, and consistent decision-making. Prepared boards do not eliminate

storms. They reduce confusion, accelerate recovery, and strengthen trust in the community’s leadership.

Do Not Overlook Documentation

One of the most valuable and often overlooked steps a board can take is to document the condition of the

property before hurricane season begins. Boards should work with management to take dated photos

and videos of all common areas, including building exteriors, roofs where accessible, amenities, signage,

landscaping, and any recently completed projects or improvements. (See the Pre-Storm Photo & Video

Checklist)

These files should be stored in a centralized, accessible location. This documentation becomes critical

after a storm, making it easier to demonstrate pre-storm conditions to insurance carriers, support and

defend claims, distinguish between new damage and pre-existing conditions, and reduce disputes and

delays. Without it, associations are often left trying to prove conditions after the fact. With it, the process

becomes clearer, faster, and more defensible.

As a best practice, boards should assign responsibility in advance by determining who will take the

photos or videos, where they will be stored, and who will have access if systems are down. Like most

elements of hurricane preparedness, the value is not in the task itself, it is in the clarity it creates when it

is needed most.

What to Expect from Management

A strong partnership between the board and management company is one of the most important factors

in how effectively a community navigates a storm. Boards should understand what to expect from

management before, during, and after a storm. Before the storm, management should coordinate

communications, assist with vendor identification, provide guidance on risk areas, and help organize key

documents. During the storm, communication may be limited as safety and compliance with emergency

orders take priority, and boards should recognize that response is often paused, not absent.

Immediately after the storm, management plays a critical role by coordinating inspections, communicating

conditions, engaging vendors, documenting damage, and initiating restoration efforts. As recovery

continues, management supports vendor coordination, insurance claims, financial tracking, and ongoing

communication.

It is also important to recognize that management companies are often supporting multiple communities

simultaneously during major events. Response times and communication may vary based on severity

and access, and resources are actively coordinated across communities. This is not a lack of service, it is

the reality of large-scale event management.

A Written Hurricane Plan Matters

Boards should also expect their management company to assist in developing a community specific

Hurricane Plan aligned with board expectations. This plan should be documented, reviewed, and updated

periodically and should include defined roles and authority, a clear communication framework, identified

vendors and response sequences, preparation protocols, insurance procedures, recovery workflows, and

backup systems. The board’s role is not to write the plan, but to ensure it exists, is understood, and aligns

with the community’s needs. (See the What a Hurricane Plan Looks Like Quick Reference)

Pre-Storm Photo & Video Checklist (Common Areas)

This may be the most overlooked step in hurricane preparation. Capture now. Use later.

Boards should work with management to document the current condition of the community before hurricane

season.

BUILDINGS & STRUCTURES

☐ Building exteriors (all sides)

☐ Roof surfaces (if safely accessible)

☐ Gutters, downspouts, and drainage paths

☐ Balconies, railings, and stairways

☐ Entry features and signage

☐ Interior hallways, lobbies, and shared corridors

☐ Walls, ceilings, flooring, and lighting conditions

AMENITIES & COMMON AREAS

☐ Pool areas and equipment

☐ Clubhouse / interior common spaces

☐ Fitness rooms, courts, playgrounds

☐ Mailboxes, gates, and access systems

☐ Interior furnishings, fixtures, and finishes

☐ Recreational and shared-use equipment

GROUNDS & LANDSCAPING

☐ Trees and large landscaping features

☐ Retention ponds and drainage areas

☐ Fencing, walls, and lighting

☐ Parking areas and roadways

EQUIPMENT & BUILDING SYSTEMS

☐ Pool equipment and pump rooms

☐ Elevators and mechanical rooms (if accessible)

☐ Electrical panels and utility areas

☐ HVAC systems serving common areas

☐ Generators, fuel systems, and emergency equipment

EQUIPMENT (ASSOCIATION-OWNED ASSETS)

☐ Maintenance vehicles (trucks, carts, utility vehicles)

☐ Landscaping equipment (mowers, trimmers, blowers)

☐ Tools and maintenance equipment

☐ Storage rooms and inventory areas

☐ Any high-value or critical operational assets

RECENT PROJECTS / IMPROVEMENTS

☐ Roofing or painting projects

☐ Paving or concrete work

☐ Renovations or upgrades

☐ Any areas with recent repairs

KEY EXECUTION TIPS

✔ Use date-stamped photos or video

✔ Capture wide shots and close-ups

✔ Include both exterior and interior conditions

✔ Document equipment, inventory, and mechanical areas

✔ Store in a central, backed-up location

✔ Insure multiple people have access

What a Hurricane Plan Looks Like (Board + Management Quick Reference)

A simple framework every association should have in place before hurricane season.

COMMUNITY INFORMATION

Community Name
Physical Address
Property Type and Description
Flood Zone
Key Risk Factors

KEY CONTACTS – Email and Phone Numbers

Management Company
Manager Name
Board President (Any Other Key Board Members)
Emergency Vendors (Debris Removal, Restoration / Mitigation, Roofing, Security)
Insurance Carrier and Agent
Emergency Services (Police, Fire & Rescue)
Resource Agencies (National Hurricane Center, NOAA, Florida Division of Emergency Management,
FEMA, Red Cross, Salvation Army, Local Emergency Management Office, Power Company, Weather
Channel)

ROLES & DECISION AUTHORITY

Management Authority (Pre-Approved Actions)
Board Required Approvals
Emergency Decision Process (if meeting not feasible)

COMMUNICATION PLAN

Primary Method and Secondary Methods: Email, Text, Portal, Website
Management Company to Board Communication – Type and Frequency
Owner Communications – Type and Frequency

PRE-STORM PREPARATION CHECKLIST – List with Action, Timing and Responsibility

Inspect drainage and stormwater systems
Secure common area furniture and equipment
Review building vulnerabilities (roof, envelope)
Elevators and Gates Secured

POST-STORM RESPONSE PRIORITIES

Life Safety Assessment
Property Damage Inspection
Owner Communication
Vendor Mobilization
Insurance Documentation

BACKUP & CONTINUITY

Plan Location and Access

Board Action - Be sure to confirm alignment on roles, authority, and communication. A hurricane plan does not prevent damage, it prevents confusion.

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