PLANNING FOR HURRICANE SEASON

• Meet with insurance provider, and update them on recent equipment purchases or building modifications. Check on the following, as applicable: property policy, wind policy, flood insurance, policy exclusions, replacement coverage, law and ordinance coverage, any modifications to policy by insurance company, and amount of deductible.


• Consider the option of purchasing business interruption insurance and if applicable, mortgage disaster insurance.


• Consider utilizing a nationwide (or minimally, statewide) bank so funds will be accessible in the event of local devastation, power outages and/or displacement.


• Encourage employees to utilize a nationwide medical prescription service (such as CVS) and to keep an updated list of their medical prescriptions.


• A Recovery Coordinator will be designated to organize post-hurricane recovery/reconstruction activities.


• Make sure the emergency cash fund is adequate.


• Consider establishing a company relief fund for agents and employees.


• Check on available leased equipment services.


• Check on available temporary labor options.


• Consider purchase of satellite telephones.


• Discuss Internet concerns/availability with ISP or IT specialist.


• Establish emergency procedures for Property Management division.


• Consider purchase of generators, or make sure existing generators are serviced and a supply of fuel is available.


• Establish a file for storm-related expenditures.


• Establish a hard-copy file for existing listing inventory, cancelled and pending sales, and property management inventory.


• Videotape and photograph (digital, if possible) the building and the contents. Store copy of tape and photos offsite.


• Maintain an updated office inventory list, including date of purchase and amount paid.


• Purchase basic supplies which could include: heavy duty trash bags; plywood; waterproof storage for office papers; heavy duty extension cords; bottled water; duct tape; visqueen/tarps; rubber gloves; bleach; batteries; flashlights; cleaning supplies; first aid kit; generator.


• Develop a media kit for communication regarding company operations.


• Maintain a list of local, licensed repair companies (roofer, plumber, tree service, electrician, etc.).


• Maintain an up-to-date staff roster.


• Develop a list of area hotels for evacuation purposes. Distribute to employees.


• Notice on telephone procedures given to answering service.


• Post emergency and disaster assistance phone numbers.

PREPARING FOR IMMINENT HURRICANE

• Monitor weather conditions.


• Confirm the recent backup of computer network data. If time allows, also back up network data to a portable device, such as a laptop or portable USB drive so there are multiple ways that network data can be restored.


• Computer workstations, servers and peripherals disconnected, elevated from floor and moved away from windows. Desks, computers, file cabinets covered with tarps/visqueen. Laptops go home with employees.


• Store at least a months worth of checks in a secure place, along with any documents considered critical to the operation of the business. These items may be taken offsite, placed in a bank deposit box or a fire safe in the office.


• Broker should assemble a list of agents, along with their cell phone numbers and potential evacuation locations.


• Postponement or cancellation of meetings as necessary.


• Remind agents and staff to get gasoline and cash early ($1,000 minimum if possible).


• Instruct agents to contact their currently listed owners, asking them to remove the real estate sign and place it in a secure area. Have agents assure owners that they will be contacted as soon as possible.


• Have agents take a copy of all pending files and listing files, and remove their personal items.


• Before leaving the office: clean out refrigerator; bring in any outside debris; tape emergency contact numbers to the front door; turn off gas, electricity and water to the building; leave in plenty of time to get home safely.


• Have agents and staff call the main office number (or other predetermined number) when they have reached their evacuation location and leave a contact phone number.


• Agents and staff should check in with the answering service every day for their messages until the office reopens.


• Tell agents and staff that they are not to re-enter the office after the storm until management has determined that the building is safe.

AFTER THE HURRICANE

• All agents and staff contacted and accounted for.


• Management will determine physical status of the office and whether closure or revised office hours are necessary. Clear directions on office schedule and procedures will be provided to agents and staff.


• The broker is to inform licensees of his/her location in the event of an evacuation.


• If the office is habitable, make necessary repairs to secure the building and prevent future damage. Do not make interior repairs until the roof is secure.


• Determine status of office technology (phones, Internet, computer network, website)


• Restore computer network from backup if necessary.


• Contact ISP or technology contractor if additional repairs/data restoration assistance is necessary.


• Establish contact and get status of RIAR and MLS.


• Agents to contact their currently listed owners as soon as possible for status updates.


• Make information available to agents and staff on the employee relief fund or other sources for monetary relief.


• Monitor news media and other sources of information for post-hurricane details, status of local infrastructure, evacuee housing needs and other disaster assistance efforts.