Sandcastle Management's Hurricane Preparedness Procedures
Dear Board,
With Hurricane season upon us, I want to update you on some of the steps that Sandcastle is taking to ensure minimal interruptions of our operations during a major storm and to ensure that your community is prepared. Each year we review our emergency preparedness plan, and this year we have made additional changes to provide even better service to your community in the event of a hurricane.
With Hurricane season upon us, I want to update you on some of the steps that Sandcastle is taking to ensure minimal interruptions of our operations during a major storm and to ensure that your community is prepared. Each year we review our emergency preparedness plan, and this year we have made additional changes to provide even better service to your community in the event of a hurricane.
- Our accounting records (your Association's homeowner data, payment history, phone numbers, etc.) are backed up nightly on several computer servers in different parts of the country. In the event that the Sandcastle corporate office sustains damage, your digital accounting records are safe and accessible.
- We back-up our corporate server nightly and keep a copy of the data in the "Cloud" and on a portable hard drive in a secure off-site location. These files include your meeting minutes, governing documents, correspondences, etc. All historical paper records are maintained in a self-storage facility, on a 4th floor, that utilizes monitored security cameras and a fire suppression system.
- During a storm, each manager will carry a "thumb drive" digital storage device with copies of your community's insurance information and resident ledgers. The thumb drive will allow quick access to critical information after the storm.
- Sandcastle utilizes an email service that has computer servers in various areas of the country. This allows uninterrupted email service for communication with our Boards and vendors.
- Each Portfolio Manager carries a Blackberry or other smart phone and can be contacted via email, by text and by cell phone 24 hours a day.
- Sandcastle's toll-free Emergency Line is headquartered outside of Florida, therefore interruption of this service is unlikely. The phone number is 877-626-8585.
- Sandcastle has a number of trusted vendors on stand-by, ready to assist us in preparing your community for a Hurricane. These vendors include roofing companies, tree removal companies, landscapers, plumbers and handy-man services. These same companies will be ready to return to your community after the storm passes to assess damages and to begin the clean-up.
- Prior to a named storm, Sandcastle's Managers will be visiting each community to ensure that it is ready for the storm. We will check to ensure that vendors have secured pool furniture, turned off pool pumps, opened and secured security gates, removed flags, and that homeowners do not have objects on their property that could become projectiles.
- Sandcastle will send out an email blast to homeowners, prior to the storm in areas most likely to be impacted. The email will remind them that patio furniture, potted plants or yard ornaments needs to be stowed inside and it will remind them to have their storm shutters closed if applicable.
- If a community suffers significant damage, the Portfolio Manager will document the damage via their digital camera, and arrange to have emergency work performed. The Manager will be in contact with the appropriate insurance providers and a member of the Board as quickly as possible to review the necessary next steps after the building(s) are secured.
- In the event that the Sandcastle offices sustain damage, making them uninhabitable, we have arranged for alternative locations for the team to work from.