preparation

Hurricane Preparation:
Make Sure Your Association Is Ready To Respond
By Marcia Bradford
The 2009 hurricane season is already under way, but condo owners along the Northern Gulf Coast still have time to prepare for potential problems that this year's storms might cause. From organizing documents to installing storm shutters to preventative maintenance, there are a number of ways condo association managers and directors can prevent or limit damages to their property.

Get A Plan In Place
Even though the impact of Hurricanes Ivan and Katrina is beginning to fade from memory, condo associations need to be vigilant about disaster preparations, advised Lynn Perry, attorney with the Baldwin County, Ala.-based law firm of Daniell, Upton, Perry & Morris P.C. Along with several other speakers at the Condo Owner Educational Symposium held May 8 in Orange Beach, Ala., Perry talked about some of the lessons learned from recent hurricane seasons.

"After Ivan, the difference between preparation and no preparation meant about 18 months difference in getting up and running," he said. "One association that had prepared had the building back in operation in six months, while it took another association, which had not prepared, more than 2 1⁄2 years.

"Jonathon Law, also an attorney with Daniell, Upton, Perry & Morris P.C., stressed the need to have a disaster response plan and disaster response team in place rather than wait to deal with the crisis when the storm is approaching or after it hits. "You need to be prepared to react right after the storm, to have engineers and contractors lined up to come in as soon as they are allowed and begin assessing and fixing the problems," he said. "You need to have an attorney on board to review construction certificates, help put together claims and negotiate with insurance companies."

One of the most essential things to do as a storm approaches is to get all the important condo documents to a safe place, Law advised. Insurance policies, building plans, declarations, pre-storm photos of the property, maintenance records and appraisals are some examples of documents that should be moved inland, he said.

Law also suggested securing a line of credit from a bank in order to have repair funds on hand while waiting for insurance settlements. At the same time, the insurance company should be contacted when a storm is approaching to make sure the policies are all up-to-date and to alert the area agents that claims may soon be forthcoming.

Additionally, Law said, associations need to have a plan for keeping all association members informed about what is going on before and after a storm in order to reduce confusion. Many owners, especially those who are year-round residents, will want to know how soon they can get in and start dealing with any damages to their units, he said.

Most condo associations are required by law to secure the property, mitigate damages and begin repairs or replacements within a short time after a storm has hit, according to Perry. This process begins by assessing damages as soon as possible and, in many cases, taking steps to prevent further water intrusion, he said.

"Once people are allowed on the property after a storm, it is important to document the damages by bringing in an engineer to make assessments and taking comprehensive photos," Perry said. "Associations can work with local authorities and arrange to have a contractor allowed on the property immediately after the storm to begin mitigating damages," he said.

He advised that associations have the contractor write up a detailed report of the scope of the repairs needed, which can then be given to the insurance adjustor. "The adjustor may make some changes, but it is best to have your own document," Perry said. "You are likely to get your claims paid more quickly if you take this step."

The consequences of not being prepared for hurricanes and other disasters can cause long-term problems for an association, Law said. "There are still some claims going on related to Hurricane Ivan because the condo association was not prepared and did not have a team in place prior to the storm."

Keep Water Out
Large windows and balconies are an important element of most gulf coast condominiums, providing breathtaking views of the gulf, sky and sand. But during hurricanes and tropical storms they often make the building more vulnerable to damages from wind, storm surges and wind-driven rain. Fortunately, there are a number of products available that can eliminate or reduce damage to the structure and the interior units of the condo.

According to Jim Fletcher, president of Distinctive Products in Gulf Shores, Ala., condo associations should conduct research before purchasing products to protect windows and exteriors. "You have to determine the main problem you're trying to solve and find the product that's best for your specific type of structure," he advised.

Fletcher recommends that condo associations begin the process of developing specifications for window treatments by working with a contractor to develop a very detailed site survey. A subsequent meeting of interested owners will help determine their preferences for appearance and operation. Additionally, it is important to make sure that the products selected meet the local code requirements.

While most condominium properties manage additions and improvements to the exterior of the building through a homeowners association, Fletcher said the state of Florida has recognized the right of every individual condominium unit owner to protect his/her unit from storm damage. The association board must accommodate the request of an owner to add shutters but may decide which type of system to adopt, he explained. He predicted that other states would undoubtedly adopt similar laws.

Two types of products Fletcher recommended are roll-up shutters and accordion shutters. Roll-up shutters are easy to deploy and are best at stopping rain around windows because they seal at the bottom but have no track at the bottom, which could trap water along the base of the window, he said. Accordion shutters, which do have a track at the bottom, are effective at protecting decks, he added.

Scott McCartney, CFO of 1st Choice Home Improvements in Pensacola, Fla., said many condo owners are seeking products that are both effective and easy to use. Lightweight fabric shields, which operate like a window shade and can be controlled from inside or outside, are consumer-friendly and economical, he said.

"You don't have to get on a ladder to open and close them and they can be installed in older condos as well as new buildings," McCartney said. "They are faster and easier to operate than aluminum shutters. You don't want to spend hours or days putting shutters up or taking them down."

He added that all types of hurricane window protection have to meet the Florida Hurricane Code (FBC) or the International Building Code (IBC). Both Alabama and Mississippi have adopted the IBC, while Florida uses the FBC, which is somewhat stricter than the IBC.

John Paul Jones, owner of Island Enclosures and Improvements LLC in Gulf Shores, said there are several types of high-quality rolling and accordion shutters with very high wind pressure designs that can be used on very tall high-rise condos. Some have a 10-year warranty on their powder coatings, he added.

"One company we work with has a product made of Aramid, one of the strongest materials in the world, which is the base for Kevlar by DuPont," Jones said. "There are also hurricane screens made of stainless steel that reduce wind pressures and protect the window envelope. Another product offers a wind abatement system that can be part of a rolling shutter or in a strap and buckle system that can protect the entire patio along with the windows at a reasonable cost."

Jones also said there have been several developments in recent years with products that can be controlled with a switch, wind sensors and computers. "Some use the same technology as our cell phones. You can simply text your shutters, shades, gates and doors to open and close from anywhere in the world and receive a text confirmation that all operations worked. No longer does a condo owner have to wonder whether their agent closed the shutters. This technology gives the owner first-hand control from their cell phone."

Many newer high-rise condominiums are using impact windows, McCartney said. "This is the most expensive way to go, but in the long run they can save money by preventing wind damage. There are federal tax credits available, and many insurance companies offer a discount for properties that install this type of window."

All impact windows have to meet the minimum requirements for the wind zone where they are located, McCartney said. "On barrier islands, such as Navarre and Pensacola beaches, they must be capable of handling winds of 140 miles per hour. The requirement decreases some as you go inland, but most impact windows made now meet the highest wind requirements."

He added that the windows must also meet an impact resistance test to prove they can withstand the impact of wind-propelled objects which become missiles during a tropical storm or hurricane. This is often more important to the second line of condos than to those closest to the water, because much of the flying debris during a storm comes from materials blown inland, off the buildings nearest the water, he said.

Fletcher said that code requirements for impact resistance are less stringent for the upper floors of high-rise condo buildings, but advised that the strongest available windows be used for these properties. He also pointed out that wind-driven rain usually causes the most damage to condos during tropical storms and hurricanes, and said there have been significant problems with sliding glass doors leaking even when they are made of impact-resistant glass. He referred to a 2008 Florida Residential Wind Loss Mitigation Study, prepared for the Florida Office of Insurance Regulation, which documents that sliding glass doors leak even without the glass being broken. Many condo owners are opting to add storm shutters to these vulnerable areas, even if the building has impact-resistant glass, he said.

Several condo owners and managers along the gulf coast are able to attest to the effectiveness of storm prevention devices.

Thomas Glunt, a Gulf Shores resident who owned a unit at Pelican Pointe in Orange Beach, Ala., said the hurricane shutters he had installed before Hurricane Ivan worked so well that "not even a picture was out of place" in his unit. "They were absolutely a worthwhile investment," he said. "We did not have any damage to our unit despite the massive amount of wind and sideways rain."

Perdido Place condominiums in Orange Beach also survived the 2004 storm without damage to interiors, thanks to accordion shutters installed on the balconies of all 44 units, according to condo owner David Lanzo. "We took a direct hit but had no damages," he said.

Kathryn Turner, a condo owner on Perdido Key, Fla., said the impact-resistant windows she had installed prior to Ivan are responsible for her unit and its possessions remaining in excellent shape despite 130-mile-per-hour winds.

Prevent Costly Repairs
Now that nearly all condominiums have been rebuilt or repaired from the hurricanes of 2004 and 2005, there are a number of ongoing maintenance concerns that many associations need to address in order to protect their buildings from future storms and ongoing deterioration, according to David Sharpe, owner and president of C-Sharpe Co., of Orange Beach.

"As I travel up and down the beach, I see a lot of condo maintenance issues that are not being addressed, especially in older buildings," he said. "A lot of condo associations are not including these issues in their long-range planning."

Among the problems Sharpe cited are aluminum railings that are corroding and rebar that is corroding and cracking the surrounding concrete. "There are methods of repairing these things, but the key is to repair them before the problems get too intense."

He added that some condos, especially those built in the 1980s and earlier, need to install new guard railings to prevent further damages to the building and potential injuries to owners and renters.Forrest Daniell, an architect with Forrest Daniell & Associates P.C. of Gulf Shores, pointed out that wind, water, salt and sun create issues unique to the gulf coast. "We can design for wind and do things to prevent sun damage and water intrusion, but the hardest thing is dealing with salt," he said. "Salt will corrode every material out there, so the most important thing is to keep salt washed off the metal."

Even steel-reinforced concrete is susceptible to salt intrusion over time, Daniell said. "The same energy used to turn metal to steel starts to be released when corrosion occurs. The rust turns to iron ore, which expands through the concrete."

Preventing water intrusion is another crucial, ongoing maintenance issue, according to Fred Frederick, president of operations for Destin, Fla.-based Water Management Consultants and Testing, Inc. He said that sealants are necessary, even if the building has water-resistant coating, such as elastomeric paint, to keep water from penetrating the structure."

Get the sealants checked every four to five years, especially around windows and doors," Frederick advised. "Check stucco-type exteriors two times a year—spring and fall are the best times. Make sure your maintenance staff is familiar with all areas of the building and inspects them thoroughly; some parts of the building age faster than others."

When assessing damages or areas that could cause damage, it's important to consult an architect or engineer, advised Jimmy Fell, project manager and founding partner of Building Engineering – Consultants Inc. in Gulf Shores.

Some telltale signs of problems to come are puddles of water in grout pockets, hoods over air conditioning units that are not properly secured and penetration of downspouts, he said. Discovering these issues is the first step, but the manner in which they are addressed is even more important.

"You need to determine what the problem is before taking steps to repair it," Fell said. "You need someone with proper engineering knowledge to advise your maintenance staff on proper repair and maintenance and you need to deal with problems as they arise. A $10,000 problem this year can cost four to five times as much to fix next year."