MIAMI—Catastrophic flooding has hit Texas—and it could grow worse in the days ahead. Houston is taking a massive hit—and so is its commercial real estate property.

GlobeSt.com caught up with Mark Martel of FirstService Residential Florida, to get his insight on how property managers should prepare for the rest of this hurricane season in part one of this exclusive interview. Stay tuned for part two, where he shares what to do after a storm.

GlobeSt.com: How should property management companies plan for hurricane season now?

Martel: Well before hurricane season begins, property management companies should prepare a hurricane procedures playbook with key information like staff phone numbers, addresses, emergency contacts, roles and responsibilities of on-site employees, designation of essential personnel, etc. A preparation “kick-off” meeting with all staff should be held to review the playbook, company policies, and evaluate staff availability/scheduling and contingencies for family emergencies.

The property manager should also work closely with the board to prepare a communication plan to share critical information with the community. This includes pre-storm plans, storm procedures, tips to storm-ready residences, disaster relief information, shelter locations and hours, evacuation routes, emergency response numbers and, for those owners with special needs, the Municipal Vulnerable Persons registry.

(Here are three insurance coverages you shouldn't overlook.)

A board member should be designated, along with the community manager, to disseminate information to residents post-storm and be a liaison with emergency services providers on-site. FirstService Residential prepares a customized, comprehensive disaster plan, including emergency evacuation information, for each community it manages, specific to the needs of each community and its residents.

GlobeSt.com: What steps should property managers take before a hurricane strikes?

Martel: Well before hurricane season, a property manager should review all contracts and policies to confirm the level of commitment to expect from landscaping, security and construction vendors should the community sustain any damage. Prior to the first hurricane, the property manager should determine if any new agreements are needed for landscape repairs and removal to get the roadways and walkways cleared for safe access for residents.

The same holds for reviewing the community's insurance policies to make sure they're up-to-date and offer sufficient coverage. A good property manager should read through the fine print to help the board get a firm grasp on things like limits, exclusions and deductibles.

(Here's how you can prepare for the next Hurricane Wilma before it hits).

Managers should take timestamped pictures and video of the property and community and its common areas, and store the images in a safe place. Another option is to hire a professional engineer to conduct a formal analysis and supply you with a report. This information will be invaluable during the insurance claims process.

As soon as forecasts indicate a storm is on its way, managers should perform anticipatory grounds maintenance including emptying dumpsters, trimming trees, removing or securing large rocks, planters, building materials, storing or securing outdoor furniture and prepare the pool and spa area.

MIAMI—Catastrophic flooding has hit Texas—and it could grow worse in the days ahead. Houston is taking a massive hit—and so is its commercial real estate property.

GlobeSt.com: How should property management companies plan for hurricane season now?

(Here are three insurance coverages you shouldn't overlook.)

GlobeSt.com: What steps should property managers take before a hurricane strikes?

(Here's how you can prepare for the next Hurricane Wilma before it hits).

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