module 1: samples - community associations institute facilities management module 1 samples © 2009...

M-201: Facilities Management Module 1 Samples

© 2009 Community Associations Institute Revision 1

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Module 1: Samples



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Notes:

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Sample #1: Property Checklist



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Sample #2: Monthly Premises Inspection Checklist

Area # ______________ Date of inspection __________________

1 2 3

1. ROADWAYS, PARKING AREAS and GARAGE Wheel stops secured and in the proper position ___ ___ ___ Speed bumps properly marked ___ ___ ___ Grease and oil spots removed ___ ___ ___ Parking space borders properly marked ___ ___ ___ Driveways and roadways free of potholes and uneven surfaces ___ ___ ___ Height limits properly marked and posted at entrance to parking and in the garage ___ ___ ___ Mirrors are properly adjusted and clean ___ ___ ___ Lighting is adequate. All burned out bulbs replaced ___ ___ ___ Controls in place to protect walls and supports ___ ___ ___ Check for overhead leaks and concrete damage ___ ___ ___ Bike racks, fences and locks are in good repair ___ ___ ___ Vegetation does not protrude into the parking areas ___ ___ ___ Vegetation pruned to prevent blind spots ___ ___ ___ Speed limit and stop signs properly marked and posted ___ ___ ___ Drainage grates are secure and free of debris ___ ___ ___ 2. ENTRANCE, EXITS and EMERGENCY GATES Safety devices for gate arms in place and functioning ___ ___ ___ Emergency access for fire department functioning ___ ___ ___ Emergency perimeter entry gate locks and hinges working properly ___ ___ ___ Manual operating procedures in place for gates if power fails ___ ___ ___ Gates properly marked with “STOP” signs ___ ___ ___ Gates properly marked with “CAUTION” signs ___ ___ ___ Main entrance and exit gates properly lit. Burned out bulbs replaced ___ ___ ___ Windows on guard house in good condition. No cracks or breaks ___ ___ ___ 3. WALKWAYS and BREEZEWAYS Free of trip and fall hazards – no uneven surfaces ___ ___ ___ No standing water on walkway surfaces ___ ___ ___ Vegetation pruned back so as not to protrude on the walkways or breezeways ___ ___ ___ Lawn sprinklers do not protrude above ground in any pedestrian area ___ ___ ___ Lighting is adequate. All burned out bulbs are replaced ___ ___ ___ Diffusers are clean and in good repair ___ ___ ___ Step up or step down areas are properly marked ___ ___ ___ Wood is free of dry rot or termite infestation ___ ___ ___ Drainage covers are secure and free of debris ___ ___ ___

1. REPAIRS NEEDED 2. ADEQUATE 3. GOOD CONDITION



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Sample #2: Monthly Premises Inspection Checklist (cont.)

4. STAIRS, HANDRAILS, BALCONIES AND DECKS No loose stairs or handrails ___ ___ ___ No missing stairs or handrails ___ ___ ___ Gates to roof are in good working order and locks work properly ___ ___ ___ Lighting is adequate. All burned out bulbs are replaced ___ ___ ___ Wood is free of dry rot or termite infestation ___ ___ ___ No potted plants on railings ___ ___ ___ All pots have saucers under them ___ ___ ___ No gas BBQ on balconies ___ ___ ___ No flammable liquid stored on balconies/decks or wooden surfaces ___ ___ ___ No storage on wooden decks or balconies ___ ___ ___ 5. TRASH ROOMS Area clean; no debris, broken glass or slippery liquids ___ ___ ___ Dumpster wheels are in the locked position ___ ___ ___ Trash chutes are clean and free of debris ___ ___ ___ Fire safety mechanism on trash chute doors working properly ___ ___ ___ No abandoned appliances or furniture ___ ___ ___ No signs of hazardous materials being dumped ___ ___ ___ Entry doors are working properly ___ ___ ___ Door is properly marked ___ ___ ___ Lighting is adequate. All burned out bulbs are replaced ___ ___ ___ “TRASH” sign on door ___ ___ ___ 6. ELEVATORS & LOBBIES Elevator rooms are clean and free of debris ___ ___ ___ Locks to elevator rooms work properly – self-locking ___ ___ ___ Annual inspection certificate posted in the car ___ ___ ___ Monthly service reports maintained ___ ___ ___ “NO SMOKING” signs posted ___ ___ ___ Wide-lipped, sand-filled ashtrays on each floor outside elevator doors ___ ___ ___ Floor is free of debris and slippery liquids ___ ___ ___ Doors to and from the lobbies are working properly ___ ___ ___ Bulletin boards are in good condition ___ ___ ___ Lighting is adequate. All burned out bulbs are replaced ___ ___ ___ Pits are void of water and/or oil ___ ___ ___ 7. LANDSCAPE Trees pruned away from roofs, eaves or buildings ___ ___ ___ Lower branches of trees removed to a minimum of seven feet above sidewalks ___ ___ ___ Bushes and hedges pruned back to reduce hiding places and blind spots ___ ___ ___ No signs of pest infestation of trees and plants ___ ___ ___ Irrigation is free of leaks or breaks ___ ___ ___ Timers for irrigation set properly ___ ___ ___ Planter drains are secure and clear of debris ___ ___ ___



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8. FIRE PREVENTION Fire extinguishers of appropriate quantity, size and type available ___ ___ ___ Fire extinguishers serviced at least once per year ___ ___ ___ Fire extinguishers serviced once used or seal is broken ___ ___ ___ Alarm bells identified and painted a contrasting color ___ ___ ___ Smoke detectors in place and functioning ___ ___ ___ 9. POOLS, SPAS & LAGOONS Fences around pool are in good condition ___ ___ ___ Gates are self-latching and self-closing and work properly ___ ___ ___ Lifesaving equipment available & in good condition ___ ___ ___ Proper posting: 1) Pool/spa occupancy ___ ___ ___ 2) Max. and min. depth of pool ___ ___ ___ 3) Emergency phone numbers ___ ___ ___ 4) Warning sign for spa ___ ___ ___ 5) Warning sign for chemical use in pool/spa ___ ___ ___ 6) “NO LIFEGUARD ON DUTY” sign ___ ___ ___

7) “NO DIVING” signs ___ ___ ___ 8) Posted MPHOA rules ___ ___ ___

Emergency switch for spa identified & functioning ___ ___ ___ Pool and spa area clean and free of debris ___ ___ ___ Pool side furniture in good condition ___ ___ ___ Pumps and filters are in good working order ___ ___ ___ Fish are in good health ___ ___ ___ Lagoon fountains are in good working order ___ ___ ___ 10. CLUBHOUSE & FACILITIES Area checked daily for condition ___ ___ ___ Cooking appliances in good working order ___ ___ ___ Carpet clean and free of rips and separations ___ ___ ___ Windows free of cracks & breaks and lock properly ___ ___ ___ Doors and locks work properly ___ ___ ___ Sliding doors work properly and lock ___ ___ ___ Stairs are secure and free of debris ___ ___ ___ Tables and chairs in good condition ___ ___ ___ Drains clear and working properly ___ ___ ___ Toilets and sinks working properly ___ ___ ___ Lighting is adequate. All burned out bulbs are replaced ___ ___ ___ Fireplace has been checked for gas leaks ___ ___ ___ Balcony & furniture is clean and free of debris ___ ___ ___ Roof is in good condition ___ ___ ___ Rain gutters are clean and free of debris ___ ___ ___ Exercise equipment has been serviced for loose, worn or missing components ___ ___ ___ Hot water heaters have been inspected and working properly ___ ___ ___ Heat and air-conditioning units are in good working order ___ ___ ___ Filters to be changed in heat and air conditioning units & regularly serviced ___ ___ ___ “NO SMOKING” signs are posted ___ ___ ___ Laundry room is clean ___ ___ ___



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11. SAUNA, STEAM ROOMS & SHOWERS Checked for serviceability ___ ___ ___ Self-timers in working order ___ ___ ___ Doors open easily ___ ___ ___ Benches free of splinters ___ ___ ___ Heating elements work properly ___ ___ ___ Thermostat functional & visible to user ___ ___ ___ Health warning signs posted ___ ___ ___ Showers function properly ___ ___ ___ Water temperature adequate ___ ___ ___ 12. MISCELLANEOUS All sump pumps in working order ___ ___ ___ Sumps pumps cleaned and checked ___ ___ ___ Diesel engines serviced and test run monthly ___ ___ ___ Rain gutters on all buildings clean and free of debris ___ ___ ___ Wood fencing in good condition. Loose boards repaired or replaced ___ ___ ___ Roofs flat and tiled, to be kept free of debris and leaks ___ ___ ___ Metal railings in good repair. Loose railings repaired or replaced ___ ___ ___ Storage/maintenance rooms to be kept in good condition (OSHA standards) ___ ___ ___ Lighting throughout the project is adequate. All burned out bulbs replaced ___ ___ ___ Light sensors in good working order ___ ___ ___ Inspection completed by: ___________________________________________ Date: ________________ Reviewed by: ____________________________________________________ Date: ________________



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Sample #2: Inspection Report/Punch List



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Sample #3: Midtown Lofts Condominium – Maintenance Responsibilities (Exhibit B to the Bylaws)

I II III IV V ITEMS COMMON ELEMENTS UNDER

ASSOCIATION RESPONSIBILITY

LIMITED COMMON ELEMENTS UNDER ASSOCIATION

RESPONSIBILITY

UNIT COMPONENTS UNDER ASSOCIATION

RESPONSIBILITY

CERTAIN OTHER COMPONENTS UNDER UNIT OWNER’S RESPONSIBILITY

WITHOUT RESPECT TO OWNERSHIP OF THE

COMPONENT Plumbing & related systems & components thereof.

All maintenance, repair & replacement of portions of plumbing serving more than one unit. Water damage to common elements or units other than the one which is the primary source of the problem through negligence of the occupants of such units.

If any, same as in Column II. Only to the extent that a malfunction originates outside the unit in which the malfunction occurs or may occur.

All portions within a unit including fixtures & appliances attached thereto. Water damage to a unit, when the primary source of such problem is through the negligence of the occupants of that unit.

Electrical & related systems & components thereof excluding appliances, fixtures & lights serving only one unit.

All, in all regards. All, in all regards, from the common side of the unit panel.

N/A All, in all regards, for items serving only one unit and located within the unit (on the unit side of the unit’s electrical panel, including the panel itself).

Heating, ventilation, & cooling systems & components thereof.

All, in all regards, serving more than one unit.

All, in all regards serving more than one unit at the unit owner’s expense.

All, in all regards, at the unit owner’s expense. Fan coil unit in residential units.

Maintenance, repairs and replacement to be performed by Association at unit owner’s expense. Fan coil unit motors and filters in all units.

Parking Spaces. All surface parking spaces in all regards.

All underground parking spaces in all regards.

N/A N/A

Storage Spaces (if any). N/A All, in all regards except routine cleaning.

N/A Routine cleaning.

Refuse collection system. All, in all regards. N/A N/A N/A Grounds, including all paved areas and other improvements thereon lying outside the main walls of the building and all underground utility systems.

All, in all regards. N/A N/A N/A

Building, exterior roof, exterior vertical walls, foundation.

All, in all regards. N/A N/A N/A

Windows. All which do not serve a unit, in all regards.

All, in all regards except routine interior cleaning.

N/A Routine interior cleaning.

Doors, main entry to units. All, in all regards. All surfaces exposed to corridor including door panel, buck, trim & sill

N/A Interior of door panel interior trim. Hardware set including lock and door chime assembly and hinges/closure.

Screens (windows). All which do not serve a unit, in all regards.

N/A N/A All which serve the unit in all respects. Replacement to be of same color, grade & style.



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Sample #3: Midtown Lofts Condominium – Maintenance Responsibilities (Exhibit B to the Bylaws) (cont.) Notes: This chart and the titles and headings used herein are not intended to describe or encompass all maintenance functions nor to delineate all respective responsibilities between the unit owners, severally, and the association. The placement of responsibility under any specific column does not always accurately reflect the precise character and nature of ownership. The appropriate sections of the Declaration determine ownership. In many cases maintenance responsibility is allocated to the unit owners association to ensure central maintenance responsibility, uniformity and quality of repair, and to protect community health and safety. Where such maintenance is required due to the negligent or wrongful act or omission of a unit owner (or such unit owner’s household, tenants, employees, agents, visitors, guests or pets), the association will perform the necessary maintenance at the sole expense of the unit owner.

Column I: Items. Items appearing in this column are illustrative and not exhaustive.

Column II: Common Elements Under Association Responsibility. Responsibility for

determining and providing for the maintenance, repair and replacement requirements of the common elements and determining the costs thereof shall be primarily the responsibility of the board of directors and such designees to which it may delegate certain such responsibilities.

Column III: Limited Common Elements Under Association Responsibility.

Responsibility for determining the maintenance, repair and replacement requirements of the limited common elements shall be a shared responsibility between the board of directors and the unit owner of a unit to which a specific limited common element is exclusively appurtenant; provided, however, that the board shall have the final responsibility for determining the need for and accomplishing such maintenance, repair and replacement activities.

Column IV: Unit Components Under Association Responsibility. The items in this

column are legally and by definition a part of a unit but are attached or directly connected to or associated with the common elements and common expense items in such a way that a clear distinction between unit owner and association responsibility cannot be made. Moreover, such items frequently involve matters of concern relative to the general safety, health and welfare of all the occupants of the building. Thus, certain costs which appear to benefit a single unit owner but which affect other unit owners are declared a common expense, especially when the correct functioning of an activity or element is integral to or supportive of the legally defined common elements and common expenses. Heating, cooling and ventilating systems and components thereof are an exception due to the split system being used; the only practical method is to provide for central maintenance responsibility at the individual unit owner’s expense.

Column V: Certain Other Components Under Unit Owner’s Responsibility Without

Respect to Ownership of the Component. The items in this column are not intended to be exclusive and all-encompassing and do not affect responsibilities expressly provided for otherwise.



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Sample #4: Exterior Home Maintenance Inspection

Address: _____________________ Date: _____________

Key FR = Front Right

FL = Front Left RR = Rear Right RL = Rear Left

Area Repair Items Completed Exterior Gutter Clean outside gutters

Front Rears

Clean inside gutters

Front Rears

Siding Missing/ repair siding Front Side Rear Power wash siding Front Side Rear Wood Rot Replace rotten wood and repaint using approved color. Paint Bay window trim

Front door

Storm door*

Front door trim

Bay window hood

Front door trim

Shutters

Front stoop railing

*Storm door must be painted to exactly match front door or front door trim with approved color.

Gutter Board Fascia/Soffit Rake Trim Corner Board Window Trim

Front Rear

Front Rear

FR FL RR RL

FR FL RR RL

Front Rear

Side Top Side Bottom

Wood Trim FR FL RR RL Railing Replace

Repair Front Rear

Shutters Replace

Repair FR FL RR RL

Doors Replace Door Front Back Storm Fence/Gate Replace fence panels

Rear Left side Right side

Repair gate Secure fence boards

Replace warped boards

Replace missing boards

Replace caps boards

Decks Repair spindles

Repair staircase

Power wash

Remove screening

Removed unapproved paint/stain

Roof Repair Replace Satellite Remove unapproved dish Conceal cable House Number Repair Replace



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Sample #4 (cont.)

Area Repair Items Completed Landscaping Shrubs & Beds Trim front shrubs (4ft. max)

Remove weeds

Replace missing or dead shrubs Front Side

Define/ replace flower/shrub edging materials Front Side Trees Remove volunteer tree

Prune tree Remove dead/diseased tree/stump

Front Side Rear

Front Side Rear

Front Side Rear

Grass Establish Grass Apply weed control Return non maintained area

to grass

Front Side Rear

Front Side Rear

Front Side Rear

Rear Yard Clean up



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Sample #5: Disaster Plan

Fire Notice We are making every effort to protect our common property from an insurance loss so that our extraordinarily low premiums through our management company’s master insurance plan remain at their current level. During the last few months, we’ve noticed more and more residents grilling on their patios and balconies in violation of the local fire code, which prohibits any lit barbecues within 10' of a building. Won’t you help us protect our buildings? Please don’t use your barbecue on your patio or balcony! If you observe a barbecue fire in that area on another condo, please immediately report the unit number to the Fire Department at the following numbers: 123/123-1234 Fire Prevention Division 123/123-5678 Non-Emergency Dispatch If we all participate in this campaign to control insurance claims, we’ll all benefit through reasonable maintenance fees—with no trauma associated with a fire tragedy. Thanks for your help and cooperation. Board of Directors, August 20xx Fire Safety Checklist

1. Baseboard and portable heaters are away from anything that can burn; furniture, curtains, papers, clothing, etc.

2. The fireplace is equipped with a sturdy metal screen. The chimney is checked before each heating season and repairs are made as necessary.

3. Extension cords and multi-plug adapters are used as little as possible. Extension cords are not tacked to walls, under rugs or through doorways.

4. Cooking food is never left unattended while on the stove or in the oven. If you have to leave the kitchen for a short time while cooking, set a timer or take something with you to remind you that the stove or oven is on.

5. The stove and oven are kept clean of grease and spilt food. In the event of a fire, you know that the best response is to put a lid over the flames.

6. Matches, lighters and other smoking materials are kept out of the reach of children, preferably in a locked cabinet.

7. Always place candles in non-tip candleholders before you light them. Keep them out of the reach of children. Extinguish candles before you leave a room or go to bed, as unattended candles start many fires each year.

8. No smoking in bed is a rule in your home. Drowsy or medicated people may forget lit materials and start a fire.

9. Be sure smoke alarms are installed on a ceiling or high on a wall outside of the bedroom(s) on each level of your home.

10. Once a year you install new batteries in your smoke alarms, and you test them once each month.

11. Be sure your family knows what to do if there is a fire. Prepare an Escape Plan and have a Home Fire Drill so your family can practice their escape.



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Sample #5: Disaster Plan (cont.)

Reasons to contact a professional restoration service while the building is still hot:

1. Ensure the safety of all occupants

2. Ensure the security of the property

3. Board-up the property

4. Remove unwanted debris

5. Assist with any fire investigations

6. Assist with insurance claim

7. Mitigate the damage to other nearby structures or adjoining units

8. Clean and repair damaged property

9. Limit association and management company liability

10. Return residents to a safe an healthy home quickly

After the fire checklist:

1. Ensure all residents are safe or have had emergency medical attention

2. Contact emergency restoration company to assist with the property damage

a. Mitigate damage b. Secure the property c. Assist with the insurance claim d. Repair the property

3. Contact insurance company

4. Contact the Red Cross for displaced resident assistance

5. Begin claims folder with contact information

6. Collect information for damaged property

a. Take photos b. Get homeowner/resident contact information

7. Have individual owners contact their homeowners insurance

8. Be prepared to speak or avoid the media

9. Put out a notice to the association regarding the incident

a. What happened b. How the management company is handling the situation c. Provide updates to the HOA when possible



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Freeze Alert Broken pipes can affect many residents, either by reducing water pressure or damaging property. If they freeze in your unit, you may be financially responsible for any damage caused to other units when they thaw. Here are some hints to reduce the possibility of extensive water damage during the upcoming arctic freeze. Absentee owners, please ensure that these preventive steps are followed.

1. Keep the heat ON, and open all closet and cupboard doors on cold nights to ensure that pipes stay warm.

2. Run a VERY SMALL trickle of water through the faucet farthest from the water supply line to your unit.

3. If your pipes should freeze or if you are planning to be away for an extended period of time, TURN OFF THE WATER at the supply line to your unit or, if the line feeds the entire building, at each plumbing appliance, including commodes and ice-makers in refrigerators, to prevent possible interior flooding when the pipes thaw.

4. Fill your bathtubs, sinks and containers with water in case the pipes should freeze; you will still be able to flush toilets by filling the toilet tank each time with some of the stored water.

5. If you have access to other units in your community and know that the occupants will not be home to protect their property, please duplicate the preceding measures in those residences.

6. If you have material available, please help your community by covering shrubs and plants in your area.

7. Be alert for seeping water from neighboring units and call the manager immediately if you observe such problems.

If a pipe bursts in your building, immediately call the manager as this is a property-wide emergency. If a plumber has to enter a unit because a water pipe burst and no one is home, the expense will be billed to the homeowner. We suggest a key be left with a neighbor if you are leaving town. If the temperature is expected to drop below 20° for more than 6 hours, we may turn off the main water supply line to the entire property to prevent pipes from breaking throughout our buildings. Water will be turned back on when the temperature rises above 20°.



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Flood Preparedness Checklist

Before the Flood

Find out if you live in a flood-prone area. If you don't know, contact local town/city/county officials to find out.

If YES, then do everything on this check list.

If NO or if you've already done the check list, then help relatives, friends, neighbors and other people do the checklist.

1. Know your emergency phone numbers: Fire, Ambulance, Sheriff, and Police. 2. Learn your community's warning signals. 3. Determine what to move up, out or away, then do it: farm animals, feed

supplies, furniture, clothing, medical equipment/medicines, important family papers, jewelry, electronics, food, etc.

4. Even if you don't have flood insurance, photograph or videotape your possessions.

5. Create a family emergency evacuation plan and practice it with every family member.

6. Use the safest routes to a predetermined place. 7. Avoid roads that will probably be blocked by water. 8. Tell friends and relatives where you will be in case of evacuation. 9. Know how to turn off utilities, such as gas, propane, electricity and water. 10. Secure propane and other fuel tanks so they don't float away and cause

danger. 11. Make sure you have emergency supplies on hand that are stored in one or

two containers that can be used if you stay, but also taken in case of evacuation:

• candles • extra batteries • first aid kit for home • extra house keys • extra vehicle keys • matches • credit cards • first aid kits for vehicles • non-perishable food • flashlights • sturdy shoes • essential medicines • non-electric can opener • cash • warm clothes • prescription glasses, etc.



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12. Set aside in clean, plastic containers one gallon of drinking water per person, per day for seven days.

13. Install septic back-up valves and sump pumps to prevent sewage and flood waters from backing up in sewer drains. As a last resort, use large corks or stoppers to plug showers, tubs, or basins if you are told to evacuate.

14. Teach children how and when to call 911, police, fire department, and show them which radio station to tune to for emergency information.

15. Keep your vehicle fuel tank full.

If You Have Time,

Here Are Some Other Things You Can Do to Minimize Flood Damage to Your Home:

• Remove or leave open all drawers, cabinet doors and room doors (they swell and stick shut).

• Remove furnace and gas burners to prevent clogging by sediment. • Remove motors from equipment that can't be moved, such as furnaces. • Unplug and wrap in plastic any appliances that can't be moved to keep out

water/sediment and make cleanup easier. • Disconnect gas lines to dryers and refrigerators to prevent breakage if the

appliance floats. • Tie to a tree or other fixed object any unanchored propane or other kinds of

tanks. If tank can be opened safely, fill it with water to prevent flotation. • If additional time is available and electrical power is disconnected, remove

wall receptacles to prevent siltation. This will enable faster restoration of power.

• Move or raise to a higher level the supplies and equipment that will be needed for cleanup, such as mops, hoses, gloves, boots, detergents, lubricants, etc.

If You Are Ordered to Evacuate or Choose to Evacuate:

Turn off all electric circuits at the fuse panel, gas and propane service at the meter or main entry, and water at the main valve, then LEAVE immediately.

Drive the safest (not necessarily the shortest) predetermined or ordered route to high ground or shelter.

• If you come to a flooded area, turn around and go another way. • Do not drive through water or around barriers. • A small car can be swept away in as little as one foot of water. • Two feet of water will take away almost any other vehicle. • A person can be knocked down by as little as six inches of rushing water. • If you car stalls, abandon it immediately and move to higher ground.

Stay away from power lines and electrical wires, and report downed power lines to local officials or law enforcement.

—From: http://www.crcwater.org/issues/floodchecklist.html



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Sample #6: Hurricane Action Checklist Here is a list of the many things to consider be fore, during and after a hurricane. Some of the safety rules will make things easier for you during a hurricane. All are important and could help save your life and the lives of others. Stay or Leave? When a hurricane threatens your area, you will have to make the decision whether you should evacuate or whether you can ride out the storm in safety at home. If local authorities recommend evacuation, you should leave! Their advice is based on knowledge of the strength of the storm and its potential for death and destruction. In general:

• If you live on the coastline or offshore islands, plan to leave. • If you live near a river or in a flood plain, plan to leave. • If you live on high ground, away from coastal beaches, consider

staying. In any case, the ultimate decision to stay or leave will be yours. Study the following list and carefully consider the factors involved, especially the items pertaining to storm surge.

• At beginning of hurricane season (June), make plans for action. • Learn the storm surge history and elevation of your area. • Learn safe routes inland. • Learn location of official shelters. • Determine where to move your boat in an emergency. • Trim back dead wood from trees. • Check for loose rain gutters and down spouts. • If shutters do not protect windows, stock boards to cover glass.

When a Hurricane Watch is Issued for Your Area Check often for official bulletins on radio, TV, or NOAA Weather Radio

• Fuel car • Check mobile home tie-downs • Moor small craft or move to safe shelter • Stock up on canned provisions • Check supplies of special medicines and drugs • Check batteries for radio and flashlights • Secure lawn furniture and other loose material outdoors • Tape, board, or shutter windows to prevent shattering • Wedge sliding glass doors to prevent their lifting from their tracks



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Sample #6: Hurricane Action Checklist (cont.)

When a Hurricane Warning is Issued for Your Area

• Stayed turned to radio, TV, or NOAA Weather Radio for official bulletins

• Stay home if sturdy and on high ground • Board up garage and porch doors • Move valuables to upper floors • Bring in pets • Fill containers (bathtub) with several days’ supply of drinking water • Turn up refrigerator to maximum cold and don't open unless necessary • Use phone only for emergencies • Stay indoors on the downwind side of house away from windows • Beware of the eye of the hurricane • Leave mobile homes • Leave areas which might be affected by storm tide or stream flooding • Leave early in daylight if possible • Shut off water and electricity at main stations • Take small valuables and papers, but travel light • Leave food and water for pets (shelters will not take them) • Lock up house • Drive carefully to nearest designated shelter using recommended

evacuation routes After the All-Clear is Given

• Drive carefully; watch for dangling electrical wires, undermined roads, flooded low spots

• Don't sightsee • Report broken or damaged water, sewer, and electrical lines • Use caution re-entering home • Check for gas leaks • Check food and water for spoilage

Community Actions Beyond individual and family actions during a hurricane emergency, there is much to be done at the community level. Many communities on the Atlantic and Gulf coasts have made plans for action in the event a hurricane threatens, such as delineation of areas to be evacuated, shelter-designations, evacuation routes, and emergency operations of fire, police, and other public service units. But many exposed coastal communities are not prepared for a hurricane, and others have waited for disaster's expensive lesson before taking corrective steps. To encourage community preparedness, NOAA's National Weather Service has invented a town, named Homeport, and made it a model of hurricane preparedness.



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Sample #6: Hurricane Action Checklist (cont.)

Copies of The Homeport story are available from Superintendent of Documents, U.S. Government Printing Office, Washington D.C., 20402. Stock number 0317-0046. Ask G.P.O. for current price.



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Sample #7: ATM Bomb Threat Checklist

Exact time of call ___________________________________________________________________ Exact words of caller ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ Questions to Ask

1. When is bomb going to explode? ____________________________________________________________________________________________________________________________

2. Where is the bomb?

____________________________________________________________________________________________________________________________

3. What does it look like?

____________________________________________________________________________________________________________________________

4. What kind of bomb is it?

____________________________________________________________________________________________________________________________

5. What will cause it to explode?

____________________________________________________________________________________________________________________________

6. Did you place the bomb?

______________________________________________________________

7. Why? ____________________________________________________________________________________________________________________________

8. Where are you calling from?

____________________________________________________________________________________________________________________________

9. What is your address?

____________________________________________________________________________________________________________________________

10. What is your name?

______________________________________________________________



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Sample #7: ATM Bomb Threat Checklist (cont.)

Callers Voice (circle) Calm Disguised Nasal Angry Broken Stutter Slow Sincere Lisp Rapid Giggling Deep Crying Squeaky Excited Stressed Accent Loud Slurred Normal If voice is familiar, whom did it sound like? ______________________________________________________________________________________________________________________________________ Were there any background noises? ______________________________________________________________________________________________________________________________________ Remarks: ______________________________________________________________________________________________________________________________________ ______________________________________________________________________________________________________________________________________ Person receiving call: ___________________________________________________________________ Telephone number call received at: ___________________________________________________________________ Date: ___________________________________________________________________ Report call immediately to: ___________________________________________________________________



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Sample #8: Freeze Alert

Broken pipes can affect many residents, either by reducing water pressure or damaging property. If they freeze in your unit, you may be financially responsible for any damage caused to other units when they thaw. Here are some hints to reduce the possibility of extensive water damage during the upcoming arctic freeze. Absentee owners, please ensure that these preventive steps are followed. 1. Keep the heat ON and open all closet and cupboard doors on cold nights to

ensure that pipes stay warm. 2. Run a VERY SMALL trickle of water through the faucet farthest from the water

supply line to your unit. 3. If your pipes should freeze or if you are planning to be away for an extended

period of time, TURN OFF THE WATER at the supply line to your unit or, if the line feeds the entire building, at each plumbing appliance, including commodes and ice-makers in refrigerators, to prevent possible interior flooding when the pipes thaw.

4. Fill your bathtubs, sinks and containers with water in case the pipes should freeze; you will still be able to flush toilets by filling the toilet tank each time with some of the stored water.

5. If you have access to other units in your community and know that the occupants will not be home to protect their property, please duplicate the preceding measures in those residences.

6. If you have material available, please help your community by covering shrubs and plants in your area.

7. Be alert for seeping water from neighboring units and call Prime Site immediately if you observe such problems.

If a pipe bursts in your building, immediately call Prime Site at 713/932-6111, as this is a property-wide emergency. If a plumber has to enter a unit because a water pipe burst and no one is home, the expense will be billed to the homeowner. We suggest a key be left with a neighbor if you are leaving town. If the temperature is expected to drop below 20° for more than 6 hours, we may turn off the main water supply line to the entire property to prevent pipes from breaking throughout our buildings. Water will be turned back on when the temperature rises above 20°.



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Sample #9: Hurricane Notice MEMORANDUM TO: BOARD MEMBERS FROM: MARGEY MEYER, CMCA, PCAM DATE: JULY 10, 2003 RE: HURRICANE PREPAREDNESS Tropical storm Claudette may not even come close to Houston, but as your prudent managers we have determined that the threat is significant enough to shift to our emergency procedures. There is always the possibility that either our telephone or voice mail system may be disrupted during a storm. In that event, homeowners will be unable to advise us of property damage or impending problems. With their first line of communication disabled, the homeowners will—should—attempt to call their Board members. We are therefore enclosing for your files a copy of our master emergency list detailing contractors who have agreed to treat all emergency calls from Prime Site as a priority. In addition, we have already advised our contractors/onsite staff to begin preparations for the storm by addressing the following, although some of these steps may not be applicable to your community:

• lower and secure removable tennis light fixtures; remove tennis court nets • shut off drinking fountains • clear gutters and downspouts • clean out all area and storm drains • lower pool level; shut down system after water level drops below skimmers • cut down dead trees; remove all limbs scraping or close to buildings • store pool furniture and loose equipment in clubhouse or storeroom or

securely chain it to an immovable structure. As a last resort, put the furniture in the pool

• remove all potted plants/hanging baskets from the common areas. Advise homeowners either by separate letter or notice posted on the bulletin boards to remove all loose objects from their patios/balconies

• loosen tennis court windscreens • loosen/remove canvas awnings, pool umbrellas, etc. • test all emergency equipment for operable condition • remove TV antennas • check entry/exit gate battery backup (if applicable)

All Prime Site employees will be on call should the hurricane hit Houston. Please be assured that we will do everything possible to minimize the effects of this serious storm. If we are fortunate enough to escape the full impact of the hurricane, the precautions we have undertaken this week will only further secure your property from potential property damage caused by future storms.