As a professional property manager, I can assure you that preparing for property management emergencies is an essential step of operating a multifamily rental property. While emergencies may not always occur, it is vital to be prepared for anything that could happen. Facing an emergency situation with no plan can put your tenants at risk and hinder the overall operation and success of your multifamily rental property.Â
Taking preventative measures can help prepare for and decrease the chances of some emergencies such as fires and floods. Emergency repairs are typically 3-5 times more expensive than preventative maintenance, so preparation is highly valuable. Here is our expert guide to preparing for multifamily property management emergencies.
Multifamily Property Fires
Smoke alarms do not prevent a fire itself, however, they can effectively alert tenants of the presence of one. Smoke alarms save lives, and not having one, or multiple, can be life-threatening. The National Fire Protection Association recommends that all homes have a smoke alarm on the inside and outside of each bedroom and on each floor of the dwelling.Â
Fire extinguishers can be used to control or extinguish small fires, preventing them from spreading and causing further damage or harm. Fire extinguishers should be placed in an accessible location in each home.Â
In case of fire, it is essential to have an emergency kit on hand. An emergency kit should include a fire blanket and a first aid kit with instructions. Fire blankets can aid in effectively smothering small fires — they should not be used on large scale fires. For small fires, use the fire extinguisher to contain or put out the fire if it appears to be safe to do so. Large fires should not be combated with a fire extinguisher, instead evacuate the building and call 911.
Fire drills are imperative in rental properties, specifically multifamily complexes, apartment buildings, and condominiums. Fire drills can make for a smooth evacuation process and help avoid chaos, confusion, and harm. Ensure all tenants are aware of the protocol and evacuation plan which should include immediate evacuation.Â
When a fire occurs, contact emergency services as soon as possible. Tenants, property managers, and any staff should evacuate immediately and wait for fire officials to arrive on scene before attempting to enter the building again.Â
Multifamily Property Floods
Flooding can happen unexpectedly in a multifamily property. Whether it’s the result of a pipe bursting or an appliance malfunction, floods have the potential to cause long term damage and even harm to tenants if not handled properly.Â
In the event of flooding, taking immediate action can make a significant difference. Encourage your tenants to move to a higher floor or a safe location for the time being. If there is a safe path to do so, the electricity should be shut off. Contact between water and live electricity such as outlets, and appliances can cause electric shock or become a fire hazard.Â
Following a flood, it is crucial to remediate the issue as soon as possible. Ultimately, how you handle the situation will determine the response of your tenants. To ensure your tenants’ satisfaction and safety, I recommend addressing the situation immediately. Conduct proper maintenance, and return the apartment to a safe and habitable environment. A quick response time and showing your understanding of the tenants’ frustration could make all the difference in your retention rate. If a flood is left unaddressed, your property can suffer long term damage, structural deterioration, and mold growth. Not only does this leave the unit uninhabitable, but can harm tenants in surrounding units, and hinder the success of your multifamily property as a whole.
Multifamily Hurricane and Storm Protection
As a multifamily property owner or property manager in Tampa, Florida, hurricane preparedness is absolutely essential. Developing a thorough emergency hurricane plan including evacuation and electricity procedures is a must. As a property manager and a Tampa Bay resident, I can assure it is wise to assume that your residents may have to evacuate at some point during hurricane season. In 2022, 2.5 million Florida residents were ordered to evacuate their homes and cities due to Hurricane Ian. In addition, 2023’s Hurricane Idalia resulted in evacuations, flooding, and wind property throughout the Tampa Bay area.Â
Your emergency plan should include the following:
- Preparation and installation of flood barriers and/or hurricane shutters
- Evacuation routes
- Mass communication systemÂ
- Generator use planÂ
- Ensuring the safety of all tenants and staff members
- Assessing any damage and communicating with tenantsÂ
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Flooding is common in certain parts of Tampa Bay, especially those in close proximity to a body of water. All Florida rental property owners should be prepared to combat flooding and damage as hurricane season brings strong rain and high winds between June 1st-November 30th. Understanding your property’s flood risk is an essential part of owning a property in Florida — check flood maps and locate the nearest body of water to do so. Many Florida property owners guard their properties with sandbags and modern flood barriers to keep water out and protect their belongings.Â
In the event of a hurricane, local authorities will issue evacuation orders based on evacuation zones. You can find your Tampa evacuation zone here. Multifamily property owners and managers should communicate with tenants providing constant updates based on local orders. If your property’s evacuation zone is ordered to evacuate, you must communicate this to your tenants and provide local evacuation routes and shelter locations. Even with a mandatory evacuation, there may be some tenants that do choose to stay in place. I highly recommend having an emergency generator in case of a power outage, as some multifamily complexes in Tampa experience power outages during a strong storm.
The most important aspect of hurricane preparedness is to listen to local officials; follow their orders and enforce your emergency plan if it is necessary.
Fatality on the Premises of Multifamily Properties
The safety and security of tenants must be a top priority when managing a multifamily rental property in Tampa. With the responsibility of managing a property comes the possibility of dealing with surprising emergencies. How you handle these emergencies can have a significant impact on your property, tenants’ safety, and legal processes. While no property manager wants to face the emergency of a fatality on the premises, it is necessary to be prepared for such a situation.
Dealing with a tenant fatality is a sensitive situation that must be handled carefully and respectfully. Preparing for a tenant fatality allows you to be proactive and handle the emergency in the correct way.Â
As soon as you are made aware of a tenant fatality, you must notify emergency services and law enforcement. Emergency service professionals will handle the situation upon arrival and notify you when it is safe to proceed with the next steps.Â
In addition, you must inform the tenant’s emergency contacts if they are not present at the scene. This conversation should be handled with empathy and the utmost respect. Collecting and maintaining emergency contacts of each tenant should be standard procedure upon the signing of a lease agreement for this reason. The information collected should include names, phone numbers, and addresses of the tenants’ selected emergency contacts.
Handling the tenant’s personal belongings and unit must be done so in accordance with legal protocols and the preference of the family. Avoid removing any items or clearing of the unit until you have authorization from all parties involved. Work with the family or designated contacts to proceed with lease termination and financial matters.
Knowing how to respond to this situation will help you handle it with professionalism and sensitivity. Having a procedure in place not only allows you to comply with legal requirements, but demonstrates your commitment to the safety and well-being of your tenants.
Multifamily Property Elevator EntrapmentÂ
Dealing with an elevator entrapment requires a plan and immediate action to ensure the safety of the entrapped individual. This process should be handled swiftly and calmly, even though it can be a scary situation.Â
To avoid an elevator entrapment, conduct regular maintenance on all elevators throughout your multifamily property. This includes both resident elevators and service elevators. Elevator maintenance should include checking mechanical components and emergency communication devices inside the elevator. Each elevator must be equipped with an emergency communication device that connects callers to a 24/7 emergency line. This ensures any individual trapped inside the elevator is able to notify authorities of their situation.
Elevator entrapment is something most people have not experienced or prepared for. Be sure to post signs with instructions on what to do if trapped, including using the emergency communication system immediately.
When emergency services respond to the scene, provide any necessary help and information. Document and file an incident report to keep track of information including the time of the incident, duration, actions taken, and any information worth noting.
Following the incident, ensure immediate repairs are made, communicate the status of the elevator with tenants, and provide any support necessary. Be sure all elevators are 100% operable before putting them back in service for tenants to use.Â
Importance of On-site Security for a Multifamily Property
Having on-site security for your Tampa multifamily property can increase the overall safety and security of your tenants and mitigate property damage. In addition, taking security measures will help increase tenant attraction and retention. Safety and security is often a top priority for tenants — failure to provide a safe environment will deter tenants from your multifamily property.Â
Tampa multifamily complexes often have multiple layers of security, assuring tenants and their belongings are protected. Three common security measures are security guards, security cameras, and door access control systems. Using all three methods make for a well-protected living environment and promote a positive resident community.
Security guards and access control systems assure that only residents and visitors have the ability to enter the premises. Access control systems can be placed on all entrances to the facility, including parking garages and common areas.
Security cameras have the ability to record crime or emergencies and collect evidence or recount the details of a situation. In addition, the known presence of security cameras often deter individuals from violating property rules.Â
Should I Hire a Property Manager for my Tampa Multifamily Property?
Owning and operating a Tampa multifamily property requires a unique skill set and immense dedication. In addition to the large time commitment, managing a multifamily residential complex comes with substantial responsibility and liability.
With little to no experience, managing multifamily properties in a busy city like Tampa can pose complex challenges, including emergency situations that must be handled with precision and care. Hiring a professional Tampa property manager will play a pivotal role in the success of your property and safety of all tenants and staff members. Emergency situations like fires, floods, storms, tenant fatality, and elevator entrapment, pose significant risks and liabilities. A professional property manager is equipped with the knowledge and skill set to tackle these serious situations while complying with local ordinances and maintaining a positive status amongst the community.
At The Listing Real Estate Management, we have years of success in managing multifamily properties throughout Tampa Bay and the Greater Orlando area. Multifamily properties are one of the most valuable assets, and a lack of property management experience should not deter you from investing in one. At The Listing, we find value in not only managing your property, but taking the time to educate, align, and guide you on your successful multifamily rental property journey.
If you are interested in hearing more about multifamily property management at The Listing Real Estate Management, contact us today! We look forward to hearing from you.
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