Birds in flight may be beautiful, but their departure sometimes leaves the nest  unprotected. And when that nest is in a condominium community, property  managers and boards must do their best to compensate.  

 This region is full of snowbirds, who fly away during the hot, humid and  hurricane-prone weather of summer, returning in the late autumn. The typical  snowbird assumes a northern migration during Florida's annual hurricane season  and summer. This flight pattern means prolonged absences from individual units,  and this presents associations and managers with a different set of issues,  ranging from governance to insurance coverage, to the consequences of  unforeseen damage.  

 Vacancies Prevalent

 According to Ellen Bonder Lohr, president of AKAM On-Site based in Boca Raton, “In general approximately 30 percent of our total managed units are vacant for  extended periods throughout the year.”  

 Statistics show that those in the 55+ age group are more likely to travel during  the winter, with residents splitting their time between colder climes and sunny  Florida. Planning for their absence is critical, he says.  

 “Typically, we prepare people in advance … to make sure certain things are accomplished,” Lohr says. “We request all personal contact information from each unit owner, updated on an  annual basis, usually in May. We also request contact information [in writing] for anyone designated by the  unit owner to be responsible for the unit in the owner’s absence.”  

 Lohr notes that, “It is always helpful when the unit owner advises management in advance of an  upcoming prolonged absence. This information enables us to contact the unit  owner as well as anyone local whom they designate to be reached in the event of  emergency and also to prepare the unit for the owner’s return.”  

 In the event of an emergency, many associations maintain and constantly update  websites for properties. On these websites general association notices are  posted.  

 “When absent owners provide phone numbers, email addresses, and/or alternate  mailing addresses, and have advised us of dates of absence, we are also able to  make individual contact with owners as necessary,” according to Lohr.  

 Though every association's policy is different, most associations will put  hurricane shutters in place and remove items from balconies, terraces and  lanais for owners who are absent or otherwise unable to do these things  themselves. Still, most experts suggest that the best policy for a unit owner  is to designate someone else to perform pre-storm preparations.  

 Another issue that confronts seasonally-vacant homes is that of security. How  does one insure that your property is safe from theft?  

 Put it In Writing

 In Florida, most on-site managed properties are vertical associations with  front-line parking, often with doormen or security guards who provide security  for the community. Management companies and associations are not responsible  for securing individual vacant units, but it is strongly recommended that the  absent owners designate someone to check on the unit. Ideally this would be  another unit owner in the association, but it could also be an outsider who is  registered with the association for this purpose.  

 In either case, unit owners should advise appropriate building staff and  management in writing of the identity of those individuals designated to ensure  access to the unit when needed and to avoid anyone getting into the unit who is  not authorized to be there, in writing, by the owner.  

 On the other end of the scale are management issues pertaining to second-home  condominiums, where ownership may be shared, and owners have a primary  residence elsewhere. These owners spend isolated weeks at their vacation home,  but are absent the majority of time.  

 Lohr says only a small percentage of these owners frequent their condos in the  summer, heading north to avoid the summer heat. Some of these owners rent out  these units seasonally while others lock the doors and leave, returning once  hurricane season is over or the summer heat has eased.  

 As is the case with conventional snowbird departures from main residences,  preparation is critical when second-home condos are vacated, however  temporarily. It is suggested that owners try and leave their windows and doors shut, with the  air conditioning turned to a temperature that’s safe, if there is central air conditioning. Since Florida's summer climate  tends to be extremely humid, limiting the amount of moisture will help to  prevent mold from growing in the vacant unit.  

 Prior to vacating the unit, owners should inspect every part of the dwelling  making sure that if anything is malfunctioning, such as a leaky faucet, is  fixed prior to departure. That leaky faucet could become more severe and cause  extensive damage if left to continue dripping. Additionally, managers recommend  that all unnecessary appliances and electrical devices be unplugged.  

 There is a cost for backup, but it’s included in the association fees, and everyone pays for it, whether they leave  or not. They may opt out of having their residences checked, but they’ll still pay the fee.  

 Prevention is one aspect of leaving a vacant unit, insurance protection is  another. In fact, for those who might rent their units out (whether they do so  or not can depend on their association bylaws), insurance is critical. If  something happens—and often enough, it does—insurers are called in to inspect the damage. The association generally pays for  the insurance for common areas and liability for board members.  

 Lohr says. “We recommend that each individual unit owner get a homeowner’s policy to cover personal items and contents for anything from damage to theft.”  

 Check Your Insurance

 Try as they will, managers can’t anticipate everything that will happen. When the insurance adjusters come in,  it slows down the process of getting things fixed, and becomes a time-consuming  process for property managers.  

 Chris Snow, a senior account executive with New Hampshire-based Bernier & Snow Insurance tries to inform associations about specific concerns. “We sit down and talk,” he says. “And Community Associations Institute (CAI) offers many courses, and seminars we  can put on to educate new boards.”  

 “My advice is to get a family member or professional company to go in weekly, or  whatever schedule you set up, to check the unit out. If there’s a water break, it creates a big, big claim.”  

 Anything that happens inside the unit is the unit owner’s responsibility, ultimately. If bylaws are not precisely written, however,  responsibility could shift, and become an issue for debate between the owner  and any renter that might be put in during their absence. “If you let someone use your unit and they start a fire that could fall back on  the association, depending on the bylaws, so it’s an issue.”  

 He recommends that each unit owner gets homeowner’s insurance (known as an HO-6 policy in a condo). The association will have a  master policy, part of condo fees, in force. “One of the two will protect it,” he says. By the way, associations should be aware that a loss history on the  master policy could leave them in danger of losing their policy. Then, he says,  they’d have to find another policy, and perhaps pay more for it. Even an excess  number of rentals can affect the risk exposure, he says, since data supports  owner-occupied units as having less risk. “Companies have thresholds, and if you exceed the threshold, they’ll cancel you for that.”  

 Absent or not, management life goes on. Thanks to technology, absent unit owners—even if they’re board members—aren’t left out of the loop on management issues. Newsletters, email and websites  have made a big difference in communications. It’s a little different, though, if one is managing a vacation site condominium  association. In this setup, owners are absent on an uneven schedule; they  reside in vacation mode awhile, but aren’t generally involved in daily operations—unlike those who head south in the typical five- or six-month snowbird flight  pattern but do return to more permanent status.  

 Paul W. Carroccio, president and CEO of TPW Management, which manages a number  of seasonal resorts from Vermont to Delaware, says that, “There simply aren’t as many meetings and the boards of directors we work with generally make the  same decisions a primary board would make (but) exclusive of the homeowners.  They try real hard to get the homeowners to participate, but because they’re absent the board just has to make decisions in the best interest of the  community. It’s a tough board role to fill.”  

 Lohr believes that even though a unit owner might not be there to participate in  person, that doesn't mean that the unit owner can't. Depending on the  association bylaws, many votes and elections can be held by proxy and for this  reason Lohr says, “Being able to participate in elections is a good reason why it is important for  absent owners to provide alternate mailing addresses and contact information,  and to advise management of the dates of absences.  

 As with everything else in life, a little planning, preparation and open lines  of communication is all it takes to protect your investment and insure that  when the first flakes of winter arrive your nest in Florida will be ready for  you when return.

 Ann Connery Frantz is a freelance writer and a frequent contributor to The South  Florida Cooperator. Associate Editor Liam P. Cusack contributed to this  article.