Preparing for High-Risk Seasons: A Trustee's Guide to Loss Prevention

Preparing for High-Risk Seasons: A Trustee's Guide to Loss Prevention

As we approach the warmer months and year-end holiday season, trustees and body corporate members need to recognise the increased risks facing sectional title schemes. Many significant claims and losses can be prevented through simple precautions and proactive communication. Understanding seasonal risk patterns and implementing preventive measures protects both property and people while potentially saving substantial insurance costs.

Communicating With Your Community

Effective trustees send timely notices to all owners about seasonal risks and appropriate precautions. These communications might address swimming pool supervision, fire safety during braai season, security measures when units stand vacant, and property preparation before extended absences.

Consider creating a seasonal safety checklist for owners planning to travel during holidays. Simple reminders about shutting off water mains, securing windows and doors, arranging for mail collection, and notifying neighbours or security of absence dates can prevent numerous preventable claims.

Wind and Fire Risks

Coastal regions, including areas around Cape Town, Port Elizabeth, and East London, experience particularly challenging conditions during the summer months. Heat waves combined with strong winds create dangerous fire conditions, while the wind itself causes substantial property damage.

After a season of good rainfall, increased vegetation provides abundant fuel for runaway fires. Properties near natural vegetation or in semi-rural settings face heightened risk, but even urban schemes aren't immune when strong winds carry embers across significant distances.

Wind Damage Prevention

Following particularly windy days in coastal regions, managing agents and insurers typically receive numerous claims for wind damage. Many of these losses could be prevented through basic maintenance and preparation:

Signage and External Fixtures

Ensure all signage is securely mounted and well-maintained. Loose or deteriorating fixings allow wind to catch under signs and tear them from buildings or poles. Falling signage creates both property damage and potential liability for injuries.

Tree Maintenance

Regular tree trimming removes dead branches that become dangerous projectiles during high winds. Overhanging branches near buildings should be cut back to prevent damage during storms. While trees enhance property aesthetics, proper maintenance prevents them from becoming hazards.

Roof Integrity

Inspect roof sheeting regularly, particularly in areas prone to strong southerly winds. Wind can lift corrugated iron or loose roof sheeting instantly, causing damage to the affected building and neighboring properties. Pay particular attention to covered parking areas, carports, and outbuildings where sheeting might be more exposed or less securely fastened.

Loose Items

Remove or secure loose items from common areas and balconies. Outdoor furniture, potted plants, decorative items, and equipment can become dangerous projectiles in strong winds. Encourage owners to secure items on private balconies and patios.

Storm, Hail, and Flooding Risks

Interior regions including Gauteng, the Free State, and KwaZulu-Natal face different seasonal challenges. Summer brings afternoon thunderstorms, hail, and potential flooding. While these weather events can't be prevented, proper preparation significantly reduces resulting damage.

Drainage System Maintenance

Perhaps the most critical preventive measure involves maintaining drainage systems throughout the scheme. Flood damage often results more from blocked drains than from rainfall volume itself. Simple maintenance prevents catastrophic losses:

Regular Cleaning

Clean drainage channels, grates, and covers regularly, removing accumulated debris. During dry seasons, these systems receive little attention, allowing leaves, dirt, and trash to accumulate. When heavy rains arrive, blocked drains cannot handle water flow, causing flooding.

Inspection Schedule

Implement a regular inspection schedule for all drainage infrastructure. Check for cracks, damage, or deterioration requiring repair. Identify areas where drainage proves inadequate during storms, considering upgrades if necessary.

Pre-Storm Preparation

Before major predicted weather events, conduct additional drainage system checks. Weather forecasts provide warning of approaching storms, allowing time for final preparations.

Hail Protection

While hail damage can't always be prevented, some measures reduce exposure:

Consider installing hail screens or netting over vulnerable areas like parking bays or outdoor entertainment areas. During severe weather warnings, encourage owners to park vehicles under cover where possible. Ensure insurance cover adequately addresses hail damage, including provisions for vehicle protection if the scheme provides covered parking.

Emergency Contact Information

One often-overlooked aspect of seasonal risk management involves ensuring appropriate emergency contacts remain accessible when regular personnel travel during holidays. Murphy's Law suggests emergencies occur precisely when usual contacts are unavailable.

Creating Emergency Contact Lists

Develop comprehensive emergency contact lists, including managing agents, trustees, maintenance contractors, plumbers, electricians, and security companies. Ensure these lists include after-hours and emergency numbers.

Distribute emergency contact information to all owners, particularly those remaining at the complex during holiday periods. Display emergency numbers prominently in common areas and at security gates.

Backup Contacts

Establish backup contact arrangements for critical services. When the managing agent travels, who handles emergencies? When the primary trustee is away, which trustee assumes responsibility? Clear backup arrangements prevent confusion during crises.

Historical Examples

History provides valuable lessons about seasonal risks. Numerous schemes have experienced catastrophic flooding events during holiday periods, requiring swift response from managing agents and service providers. Properties in Sandton, Rosebank, and Umhlanga have all faced significant storm damage requiring emergency intervention.

These incidents highlight why emergency preparedness matters. When schemes have proper plans and accessible contacts, response times improve dramatically, often preventing minor issues from becoming major disasters.

Property Inspections

Encourage owners planning extended absences to conduct thorough property inspections before leaving. This might include checking for water leaks, ensuring windows and doors seal properly, verifying electrical appliances are switched off, adjusting geyser temperatures to prevent overheating, and ensuring appropriate insurance cover remains current.

For owners who'll be away during high-risk periods, consider arranging for periodic property checks by trustees, managing agents, or trusted neighbors. These checks can identify problems early, preventing extensive damage.

Insurance Cover Review

Holiday seasons provide appropriate timing for reviewing insurance cover adequacy. Ensure replacement values remain current, confirm all improvements and upgrades are properly covered, verify excess amounts are understood and affordable, and check that all special risks are appropriately addressed.

Community Vigilance

Seasonal risk management succeeds best when the entire community participates. Encourage owners to report maintenance concerns, notify trustees of suspicious activities, assist neighbours with property security, and maintain communication during high-risk periods.

Final Thoughts

While we cannot eliminate all risks, proactive preparation dramatically reduces both frequency and severity of seasonal losses. The relatively modest effort required for regular maintenance, clear communication, and thoughtful preparation delivers substantial benefits through preventing losses and protecting property.

As trustees, taking these precautions demonstrates responsible stewardship of scheme assets and fulfils fiduciary duties to protect member interests. As owners, participating in risk management efforts protects personal property and contributes to community well-being.

We encourage all our clients and readers to approach the high-risk seasons with appropriate preparation and vigilance and prepare your Trustee's Guide to Loss Prevention. Here's to a safe and incident-free summer season for all our communities!