Biscayne Cove Condominium Association HURRICANE PREPAREDNESS 2016

Transcription

1 Biscayne Cove Condominium Association HURRICANE PREPAREDNESS

2 Page 1. INTRODUCTION HURRICANE CONDO INFORMATION WHAT IS A HURRICANE? HURRICANE WATCH SHELTERS EVACUATION EMERGENCY CONTACTS RESIDENTIAL HURRICANE CHECKLIST HURRICANE INFORMATION FOR ALL RESIDENTS/BE PREPARED HURRICANE SHUTTERS AND HIGH WIND PREPARATION POLICY # OF UNIT USE RULES AND REGULATIONS IF YOU PLAN TO STAY IF YOU PLAN TO EVACUATE AFTER THE STORM MANAGEMENT BEFORE STORM ARRIVES AFTER THE STORM ENGINEERING/MAINTENANCE ROOF: TOWER ROOF: CLIPPER ROOF: st FLOOR: ROAD AND PARKING: CLIPPER BUILDING SECOND FLOOR CARD ROOM: REMOVE ALL GATE ARMS AND STORE : POOL AREA SPEAKERS : DEPARTMENTAL SUPPLIES: COVER ALL COMPUTERS 2 nd FLOOR BILLIARD Regularly receive instruction from the general manager & all departments HOUSEKEEPING Biscayne Cove Condominium Landscaping/Parking Drainage Map Biscayne Cove Condominium 3 RD Floor Deck Drainage Map RECREATION AREAS S E C U R I T Y

3 3

4 HURRICANE CONDO INFORMATION When a hurricane approaches our coast, condominium owners need to be ready to weather the storm. Hurricanes strike suddenly, violently and sometimes without adequate warning. Identifying potential hazards ahead of time and advance planning can reduce the dangers of serious injury or loss of life from a hurricane. WHAT IS A HURRICANE? Officially, a hurricane is a type of tropical storm with strong winds circulating around an extreme low-pressure area with wind speed that reaches or exceeds 74 miles per hour. A hurricane s spiraling wind and rain bands can extend hundreds of miles from its center or eye. As the storm approaches land, tornadoes may form around its outer edges. The most dangerous part of a hurricane is the storm surge, the large dome of water that Floods the cost as the storm makes landfall. This surge is the greatest threat to life. Even If the storm strikes at low tide, the water level might reach as high as 20-feet at the shoreline. The heavy rains also cause flooding as the hurricane moves inland. Most hurricanes start in the tropical waters of the Atlantic Ocean, the Caribbean Sea and the Gulf of Mexico. Although the official hurricane season runs from June 1 to November 30, most hurricanes strike in August, September and October. TROPICAL DISTURBANCE HURRICANE-RELATED TERMS An organized system of clouds, and thunderstorms without a defined circulation. TROPICAL STORM An organized system of strong thunderstorms with a defined circulation and maximum sustained winds of 39 to 73 mph. HURRICANE WARNING Hurricane conditions are expected in hours. You should complete al hurricane preparations and fallow all evacuation instructions from local officials. Leave immediately after an evacuation notice is issued to avoid delays. 4

5 HURRICANE WATCH A Hurricane Watch issued in this area North Dade/South Broward indicates the possibility that you could experience hurricane conditions within 24 or 36 hours. At this time prepare to take immediate action to protect your family and property in case a hurricane warning is issued. Especially those actions that require extra time such as securing a boat, leaving a barrier island, etc. TROPICAL DEPRESSION An organizes system of strong thunder-storms with top sustained winds of 39mph to 73 mph. Tropical storms can quickly develop into hurricanes. Storms are named when they reach tropical storm strength. THE SAFFIR/SIMPSON SCALE The severity of hurricanes is rated using the Saffir/Simpson scale. This scale assigns a storm to one of five categories based on its wind speed. Category one is a minimal hurricane and category five is the strongest. Using this scale helps estimate the potential property damage and expected coastal flooding from a hurricane. HURRICANE CATEGORIES WIND SPEEDS mph mph mph mph mph 5

6 GENERAL INFORMATION SHELTERS EVACUATION EMERGENCY CONTACTS RESIDENTIAL HURRICANE CHECKLIST NATIONAL HURRICANE CENTER EMERGENCY NUMBERS: Miami Dade County Emergency Management Evacuation Assistance American Red Cross Government Agencies

7 BE PREPARED Preventing the loss of life and minimizing the damage to property from hurricanes are responsibilities that are shared by all. HURRICANE INFORMATION FOR ALL RESIDENTS 1. The resident or tenant of an occupied unit and the owner of an unoccupied unit are responsible for taking all necessary actions and precautions in the preparation of a hurricane. Biscayne Cove staff will be fully occupied taking care of the common areas for the Association and will not be available for personal assistance. 2. Bring all balcony furniture, potted plants and other items indoors so they won t be blown around by the strong winds. All residents must remove all objects off the balcony when they go out of town. If you go out of town and leave objects on your balcony, your unit may be entered to protect common property and other property from your flying objects, (i.e. chairs, tables, etc.); Satellites or outdoor antennas should be removed, put into a safe protective place. There will be a debit charge to the owners account for the removal of any items left on their balcony, which will include any costs incurred to get into the unit. 3. As the storm approaches, you can expect increasingly heavy rains and strong gusty winds. Make plans to secure your property. Permanent storm shutters offer the best protection for windows. A second option is to board up windows with 5/8 marine plywood, cut to fit and ready to install. Tape does not prevent windows from breaking. 4. Turn off electric and water supply, except your refrigerator. Turn refrigerator and freezer to coldest settings. This will preserve your food longer if power should be interrupted or disconnected. Freeze drinking water in plastic jugs. Stock up on an emergency water supply. Sterilize bathtub, jugs utensils and containers. Set up 5 gallon buckets with tight-fitting lids for use as emergency Line each bucket with a heavy duty plastic trash bag. 5. Listen to weather updates and information on local news channel or radio station or visit any of the following websites: National Hurricane Center website and Don t rely on rumors and speculation. 6. Check your battery-powered equipment. 7

8 7. Lock your unit. Secure, brace external doors and lock all windows and balcony doors, as well as closing the shades or blinds. It is not proper procedure to leave windows open for the release of wind pressure. 8. Place towels at the bottom of the door to the balcony, to help absorb some of the water entering your unit. 9. If you plan to evacuate, please provide the office with the telephone number where you or a representative can be reached, should there be a problems key to your unit should be left in the office in case we need to enter into your unit. YOU WILL be responsible for any charges, should we need to enter your unit. HURRICANE SHUTTERS AND HIGH WIND PREPARATION POLICY # OF UNIT USE RULES AND REGULATIONS 1. Prior approval by the General Manager must be obtained before installing hurricane shutters. 2. All objects must be taken off the balcony during a tropical storm or hurricane warning and when winds are forecasted to be over 25 miles per hour. 3. When going out of town, remove all objects from your balcony before you leave. 4. To help prevent the sliding glass doors from coming off the track during high winds, a wedge can be placed on the top of the doors. The Association maintenance staff can also place a pin through the frame for additional prevention at nominal cost. IF YOU PLAN TO STAY > Disscuss the type of hazards that could affect your family. Know your unit s vulnerability to storm surge, flooding and wind. > Determine escape routes from your unit and places to meet. > Locate a safe room or the safest areas in your unit for each hurricane hazard. > Create a Disaster Supply Kit. There are certain items you need to have regardless of where you ride out a hurricane. The disaster supply kit is a useful tool when you evacuate as well as making you as safe as possible in your unit. > Residents who need assistance with daily living or have electricity dependent medical Equipment may need assistance evacuating. You must be registered with the appropriate county agency before the storm. For diabetics, find a cool place for insulin supply. Dialysis patients should make arrangements with their care provider to have dialysis as soon as possible. 8

9 REMEMBER that we ARE NOT responsible for your safety if you stay and ignore the evacuation order from Dade County. All residents are advised to leave the building when officials designate our area to be evacuated. IF YOU PLAN TO EVACUATE If you asked to evacuated, you should do so without delay. Have your unit ready for the hurricane before you leave. (i.e. balcony) It s a must, if you plan to go away during the hurricane season, to designate someone who can take care of your unit while you are away. AFTER THE STORM Some services might not be available, so do not call the office or the security desk regarding services. Our maintenance staff will be working in order of priority to return utilities and other services as they become available to us. (I.e. water, electric, etc.) Remain indoors until the official all clear is given. Continue to listen to a battery-powered radio or television for information. If you have evacuated, do not return home until officials announce your area is ready. You may be required to present proof of residency, such as a driver s license in order to re-enter evacuation areas. TELEPHONE COMMUNICATIONS 1. Do not use the telephone unless it is absolutely necessary, so that people with emergencies have access to the system. 2. Do not call 911 except for life-threatening situations. 3. Do not report individual interruptions in electric, water or telephone service. Utility Companies have emergency plans to restore service after the storm clears the area. Call only after full service is restored in your neighborhood. Disaster prevention includes both being prepared as well as reducing damages (mitigation) EMERGENCY NUMBERS Miami Dade County Emergency Management Evacuation Assistance American Red Cross

10 10

11 HURRICANE PREPARATION AND PROCEDURES When a Hurricane Watch has been issued a hurricane may threaten the area within 36 hours, we begin securing the building. Please refer to the enclosed details on the Hurricane Preparation Manual. When a Hurricane Warning has been issued, hurricane force winds are expected to strike within 24 hours, and after all preparations have been completed, non-essential personnel, at the discretion of the General Manager, will leave at the end of their shifts. Essential personnel, Manager, engineer, and front desk security will remain at the property maintaining building services and assisting residents as they evacuate. When sustained winds reach 45 mph and the hurricane remains an imminent threat, essential personnel under the direction of the Manager and the chief engineer in agreement with the Board of Directors, will shut down the property s mechanical equipment, elevators, HVAC equipment, domestic water pumps and pool equipment. After the shut down has been completed essential personnel will evacuate, as mandated by the appropriate government agency. We will not require or encourage any employee to remain on the property in violation of an evacuation order. Please consult with your supervisor concerning the timing of your evacuation. All employees are required to report back to the property at daybreak, and when sustained winds have dropped to 35 mph. Any employee who cannot report back to work, for any reason, must inform his supervisor or Manager. We appreciated your efforts and cooperation. Thanks. Victor Merced General Manager 11

12 MANAGEMENT OFFICE BEFORE STORM ARRIVES Make three (3) backups of server information, one for the mini safe in the office, and one to keep off site (bank safe-deposit box, or other safe place). Keep a CD and a printed copy of all vendors in a safe place, with their phone numbers and addresses: FPL. Gas Company. Pool chemical supplies. Electrician. Extraction service. Generator repair. Window repair. AC repair. AT&T. Computer repair. BellSouth. a) Current Owner/Resident emergency phone list. (Export from Act into a text file). b) Print a current employee phone list. c) Check that all departments are ready, (check list, supplies, procedures, etc). d) Keep three (3) CD s and printed copies of Insurance Policy Declaration and information in office safe or other safe place. e) Notify residents of procedures and contact information (both under doors & in-house channel). f) Move Server computer to the Clipper 20 th floor storage room. 12

13 AFTER THE STORM a) Call employees in and prepare for clean up. b) Prioritize repairs. c) Assess for damages. d) Notify insurance company of any damages. e) Call for repairs were needed. f) Secure property. ENGINEERING/MAINTENANCE 1. ROOF: a) Walk all the roof area picking up any debris. b) Make sure that all the drain system is out of obstructions. c) Secure all doors 2. TOWER ROOF: Entrance. Elevator room. Condenser room. Water heater (1 st double door). Water heater (2 nd double door). 3. CLIPPER ROOF: Entrance. Air Conditioner. Elevator room. Water heater. Condenser pump room st FLOOR: ROAD AND PARKING: a) Check diesel oil level, to be on a minimum of 600 gallons. b) Check generator batteries, with a Hygrometer. c) Check water drain sump pump (in Manager s office parking lot), make sure it s working properly and it s clean of obstructions. d) Elevator water pits sump pumps; make sure it s working properly. e) Install shutters: main entrance and back entrance. 13

14 5. CLIPPER BUILDING SECOND FLOOR CARD ROOM: a) Check emergency lights. b) Fill up cooler with ice. c) Pick up all tables and move them into the billiard room. 6. REMOVE ALL GATE ARMS AND STORE: a) North parking lot Tower. b) First floor entrance to covered garage. c) South parking lot Clipper. d) Second floor-covered garage.. 7. POOL AREA SPEAKERS: a) Remove all 6 Speakers from the pool lamps and store them in the Tower party room. 8. DEPARTMENTAL SUPPLIES: Flashlights for ALL departments. Batteries for ALL departments. (60 D batteries) Boots (4 pairs: 2 size 12 and 2 size 10). Raincoats for ALL departments. (8 - One Size fits all) Wet Vacuum. Extension Cords for ALL departments. (4) Duct tape for ALL departments. (2 Dozens) First Aid Kit. Ropes. Plastic Sheets. 9. COVER ALL COMPUTERS AND STORE THEM IN THE CLIPPER 2 nd FLOOR BILLIARD ROOM. 10. Regularly receive instruction from the General Manager. Note: In case of mandatory evacuation, all machinery and equipment will have to be turned off, with the exception of the service elevators. 14

15 PICK UP ALL AREA RUGS: HOUSEKEEPING BEFORE THE STORM ARRIVES 1. Clipper: Third floor deck entrance (1 outside). 2. Clipper: Second floor garage entrance (1 outside). 3. Clipper: Lobby main entrance (2 = 1 inside, 1 outside). 4. Clipper: Lobby garage entrance (2 = 1 inside, 1 outside). 5. Tower: Third floor deck entrance (2 = 1 inside, 1 outside). 6. Tower: Second floor garage entrance (2 = 1 inside, 1 outside). 7. Tower: Lobby main entrance (2 = 1 inside, 1 outside). 8. Tower: Lobby garage entrance (2 = 1 inside, 1 outside). 9. Tower: Lobby mailroom entrance (2 = 1 inside, 1 outside) b) Store all trash containers that are in the parking lot, main entrance, back entrance. c) Close all trash chutes. d) Pick up all ashtrays. e) Walk the area picking up any debris. f) Drainage system must be clean of any obstructions (see attached map). g) Chairs and Tables from 3 rd. floor deck Cover ALL computers and store them in the Clipper 2 nd floor Billiard room. 1. Regularly receive instructions from the General Manager. DEPARTMENT SUPPLIES: a) Large plastic bags for ALL departments. b) Rags. c) Cardboard boxes for the Office. 15

16 Biscayne Cove Condominium Landscaping/Parking Drainage Map 16

17 Biscayne Cove Condominium 3 RD Floor Deck Drainage Map RECREATION AREAS POOL AREA : a) Secure or bring inside all outside objects that could become a projectile in high winds. b) Remove and store in the pool bathrooms and or the pump room: All ashtrays and garbage cans. All white color lifesavers at pool area and orange color lifesavers. c) Place pool vacuum, cleaning tools, pool umbrellas, lounge chairs, chairs, tables, speakers in the Tower Party Room. 17

18 d) Place few lounge chairs in the Clipper Party Room, with Security assistance. e) Lower the water level in both pools and in the Jacuzzi to at least 12 inches below the skimmers. f) Add 5 gallons of chlorine on each pool. 1. DEPARTMENT SUPPLIES: a) Pool Chemicals. Cover ALL computers and store them in the Clipper 2 nd floor Billiard Room. LANDSCAPING/3 rd FLOOR DECK BEFORE HURRICANE SEASON: Assess your property to ensure that landscaping and trees do not become a wind hazard. Trim dead wood and weak/overhanging branches from all trees. Certain trees and bushes are vulnerable to high winds and any dead tree near a home is a lay down hazard. Consider landscaping materials other than gravel/rock. BEFORE STORM ARRIVES 3 rd Floor Deck: Walk all the area picking up any debris. Secure all plants and pots. Picnic tables and tennis court roller must be store in the lunchroom. Drainage system must be clean of any obstructions. 1 st and 2 nd floor Garage: Walk the area picking up any debris. 18

19 Cover ALL computers and store them in the Clipper 2 nd floor Billiard room. S E C U R I T Y 1. Microphone alert messages to resident in English and Spanish. 2. Call all disable or handicapped, and elderly person s residents to ask if they need any assistant. 3. Assist all Department staff as necessary. 4. Cover all computers and store them in the Clipper 2 nd floor Billiard room. 5. Regularly receive instructions from the General Manager. 19