Condo Media - April 2010 - (Page 30)

MANAGEMENT by Paul Daniele Contingency Planning Doing the Right Things Right M anagement guru Peter F. Drucker once said that management is doing things right and that leadership is doing the right things. Today, property owners and association managers are obliged to not only internalize and implement the best management practices and strategies, they also must demonstrate the leadership qualities that make them competitive. They must not just do things right as Drucker asserts, but they must do the right things. Contingencies Action Although key areas of focus include association governance, capital planning and facilities maintenance, the ability to display leadership during contingencies is perhaps even more vital. Fires start, pipes fail and windstorms wreak havoc on roofs and siding. Community associations are vulnerable to destructive events, because individual residences are invariably located in close physical proximity to one another. In such circumstances, action must be taken with firm intent, clear direction and speed; delay can be costly. To ensure the long-term viability and security of their associations, association and management leaders must prepare themselves to act in an emergency situation. To be prepared, start by familiarizing yourself with the physical and operational aspects of your property. Water, fire, weather, mechanical failure and human error, whether singly or in combination, can limit or foreclose occupancy of a property with alarming speed. Just as you consider every aspect of association insurance and its implications for “exposure” for the community in the event of an unexpected disaster, the 30 CONDO MEDIA • APRIL 2010 same is true for contingency planning. Through an enhanced understanding of control and operating procedures, you’ll be better able to deal with contingencies, undertake cost-effective repair or remediation programs and return your property to full occupancy. Managing interdependent systems that compose real property, ranging from building envelope to HVAC, plumbing and electric to communications and more, present a constant challenge. There is no better time to plan for the unexpected than now. Create a Master Directory By creating a directory of build/installation dates, useful life cycles, control locations and operating characteristics, property use and security will be better served. In compiling and distributing the following information among association trustees, property owners and managers, common knowledge of systems, locations and cautions becomes part of the defense in the event of an unanticipated emergency. • Know the building layout. Identify the location and operation of primary water, electrical, fuel, as well as all electronic communications connections, HVAC and related control points and shutoffs for all buildings. • Create a comprehensive vendor master list. Maintain and distribute a vendor master list for your property, including plumbing, electrical, energy supply, roofing and carpentry. A contact list of speciality vendors and support organizations should also be included, as well as a qualified public insurance adjuster. While “need to know” considerations should be observed in distributing information, some information requires general distribution, including the following: emergency police and fire numbers; contact information for the president and executive committee, including specific “In Case Of Emergency” names and numbers; and management company and onsite personnel, including concierge, superintendent and management office. Also, undertake a property survey at least once annually to identify vulnerable plumbing, freezing or water penetration locations, new system installations or the progress of life cycles and replacement schedules (for roofs, boilers, pumps, security and other high-use, high-stress systems). The Contingency Plan For property owners and mangers, creating a contingency plan will ultimately save you time and money while ensuring safety for employees and tenants. Creating a comprehensive and customized plan will help you assess any contingency and establish restoration procedures. Recognizing contingency planning as one of the vital tasks of leadership and creating internal procedures with which to manage those instances when the unexpected does occur, is critical to sustaining the life and comfort of any community. CM Paul Daniele is president of Puritan Flood Restoration, a Massachusettsbased firm specializing in water damage restoration.

Table of Contents for the Digital Edition of Condo Media - April 2010

Condo Media - April 2010
Table of Contents
From the CED’s Desk
President’s Message
CAI News
CAI Regional News
Asked & Answered
Homeowner’s Corner
Risk Management
Rising Fears
Vendor Spotlight
Industry Perspective
CAI National Law Conference Was Tops … Now for the Bottom Line
.2010 CAI-NE Insurance & Restoration Directory
Advertisers Index
Classified Service Directory

Condo Media - April 2010