Housing project check list

Housing project check list:

Ready to create affordable housing? Every project is unique, but there are
some common steps all organizations must take to realize their vision.
This checklist can help you:

• Test whether you are ready to take on this initiative
• Ensure you don’t miss crucial steps
• Link to on-line and other resources.
Although this is a chronological list, many steps happen simultaneously, and the
order will differ from one project to another.
This tool will guide you through the three main phases of Housing Development:
1. The Feasibility Phase
2. The Pre-Development Phase
3. The Construction Phase
Each phase has been broken-down into smaller steps (or tabs) for easier
reference. In each step, you will find:
• Background — An overview of main points
• Checklist — A list of key steps
• Resources — A list of resources for additional information
1. The Feasibility Phase
The feasibility phase of affordable housing development is about gathering the
necessary information in order to assess whether or not an idea has the
potential to become a successful affordable housing proposal.
The feasibility of your affordable housing proposal will be determined by the
affordability aspect of your particular vision, the suitability of your site, the
experience and knowledge of your team, as well as the financial viability of your

project.

1.1 Preparing Our Organization
Background:
A strong and sound vision is the starting point of a successful housing
development. Usually, this vision is established by a board of directors or a
development committee.
It is important that your organization has the appropriate knowledge at hand in
key areas, such as, property development, housing management, financial
management, as well as raising private funds, when developing a vision and the
subsequent proposal.
Checklist:
We have:
A strong, shared housing vision
An organizational strategy compatible with developing new affordable housing

Financial stability

A core group with experience in:
• Housing development
• Property management
• Financial management
Raising government and non-government funds

Strong links with local business groups, agencies, and others wanting to support affordable
housing

One member of our group equipped to lead the development

A well-defined accountability structure, including written job descriptions, policies and
procedures

Adjusted staff workloads to reflect their development responsibilities

Appropriate and adequate insurance coverage, including, if applicable, Directors’ and
Officers’ Liability Insurance

Resources
1.2 Building a Professional Team
Background: Identifying the pertinent skills and experience gaps within your
organization will help you determine the professional services needed to build
your project.
The method used to develop your project could also have an impact on the type
of professional services required. For example: In most developments the
builder is responsible for design as well as construction.

Groups may consider hiring a Project Manager or a Development Consultant to
assist in various aspects of the development.
Checklist:
We have:

A development consultant with strong, recent affordable housing development experience
A lawyer with non-profit and development experience

An architect able to design quality housing within a tight budget

A cost consultant (Professional Quantity Surveyor) to monitor construction costs from
concept through construction to ensure budgets are maintained

We may also need:
Partnerships with community agencies to serve residents

Partnerships with land owners and developers

A fundraising expert with experience in capital campaigns

Resources
1.3 Proving Need and Demand
Background: An assessment of your project’s affordability is important for your
proposal. You have to establish the level of rents you would charge, if there are
people who will want to live in your proposed project, as well as if they can
afford to live there.
Collecting data, including statistics, housing market trends, community profiles,
and personal stories helps to determine whether or not a development should
proceed and if so, what design, market, and service conditions should be
incorporated.
Demonstrating the need and demand of your project, as well as its affordability,
is necessary to convince funders, lenders, and community leaders, that your
project is feasible.
Checklist:
We have a housing need and demand assessment, including:
• Market data, such as vacancy rates, average rents, sales, existing stock and
construction starts
• Demographic data, such as age, income, family size and population growth trends
• Waiting lists — our own list, referring agencies, municipal or regional waiting lists
Information from municipalities and social planning councils

We have identified a target group(s) based on this assessment

We know the income range of the people we want to house

We know the needs of our future residents (e.g. location, unit types, design requirements)

Resources
1.4 Creating a Development Plan
Background:
A detailed development plan is critical to any successful proposal, as it guides
and informs on its purpose and activities.
Checklist:

We have chosen an approach to development from among these options:
• General contract (group secures land, hires architect, seeks fixed construction bids)
• development (development company completes entire development package — design,
approvals, and construction — for a fixed price)
• Design-build
Construction management

Resources
1.5 Finding a Site
Background: Finding the right site for your project often takes some time and
creativity.
The right site must be viable: it should be suitable for the project, as well as
the community, be reasonably priced, and be available when you need it.
Checklist:
We have identified a site that suits our target residents. Some options include:
• developing land we already own
• contracting with a developer and landowner
• responding to a Request for Proposals for public land
• seeking a property through a real estate agent
We know the site is fully serviced (access, water and sewage), or can be serviced at
reasonable cost

We know the current zoning of the proposed site, the planning approvals needed, and any
heritage or other development restrictions.

We know what environmental studies have been completed, and can estimate the costs of
any clean-ups

We have compared the site’s purchase costs (if any) with its appraised value or the value of
similar properties in the area

We have a preliminary design concept based on:
• our target group’s needs (including common spaces, offices, accessibility needs,
services and amenities)
• zoning and neighbourhood “fit”
• building codes
• environmental impact
our preliminary budget

Testing Financial FeasibilityBackground:

Financial feasibility is a critical aspect of housing development. Only a financially viable
project will win the support of funders, lenders, as well as your own board of directors.
You will have to know how much it will cost to build and operate your project, as well as
where you will get the funds to cover those expenses.
Checklist:

We have completed a preliminary capital budget that identifies:

• all capital costs, including purchase price, site preparation and servicing, professional
fees, construction and landscaping, fees and permits, carrying costs during
construction, marketing, contingency
• all equity contributions, including donated land, cash and in-kind contributions,
waivers of taxes or fees
• financing (loans, mortgages)
• funding (government subsidies and grants)
We have completed a preliminary operating budget that identifies:

• Expenses, including mortgage payments, taxes, insurance, utilities, maintenance,
capital reserves, administration, service contracts, legal and audit, contingency and
vacancy loss
Revenues, including rents our target group(s) can afford, parking, laundry and other service
charges, commercial space leases, operating subsidies or grants (if any)

We have developed a pro forma, and know how large a mortgage we can obtain

We know how much other money we will need to raise or contribute to make the housing
affordable to our target group

We have secured pre-development funding

We have a viable cash flow plan for the development phase

Resources

1.7 Planning for Community Engagement
Background:
Community involvement can assist in developing a successful affordable housing project.
By involving members of your community proactively (through various strategies, such
as consultation, communication, community, capacity, and commitment), you will be able
to assure that your project is accepted and supported by the larger community.
Checklist:

We have a written plan for:

• Building support among decision-makers
• Building active community support o Addressing possible community concerns
• Protecting and exercising our legal rights
Using or responding to the media

Resources

1.8 Writing a Business Plan
Background:
A sound business plan will bring together all key aspects of your project, and will help
turn your proposal into a viable idea worthy of support.
The business plan can be used to gain the support of funders, lenders, as well as
community members and leaders.
Your business plan will include your project description, organizational structure,
development team, market, financial plan, management plan, as well as the
implementation plans for development, construction, and operation of the project.
Checklist:

We have written a business plan that summarizes our findings, and proves to funders,
donors, lenders, the community — and ourselves! — that our project will succeed

Resources

2. The Pre-Development Stage
Many challenges await you in the pre-development phase, as details of your proposal will
be reviewed and subject to different types of approvals from funders, bankers,
planners, neighbours, elected representatives, building officials, etc.
Success in this phase will depend on the viability of your project, both physically and
financially, as well as your ability and willingness to modify your project in response to
identified requirements. The stronger your development team is, the more complete
your proposal will be for this phase.

2.1 Securing Funding
Background:
Once you have a business plan, complete with a viable financial plan, you will need to
approach the various funding sources and lenders to secure the funding commitments
you need to move forward.
You will need to obtain funds to pay for expenses incurred, such as consulting fees

(which include architectural drawings), deposits to secure land, legal fees, and various
planning application fees, permits and development charges.
Checklist:

We have developed and are ready to implement a capital campaign for private cash, labour
or in-kind donations from foundations, corporations, faith groups and individuals.

We have explored all potential sources of funding, including:

• Non governmental sources
• Financial institutions
• CMHC housing programs
• Provincial housing programs
• Municipal grants, waivers on fees and taxes
Other government grants or funds (e.g. programs, accessibility, “green features”)

We have secured written commitments from any funders.

We have written agreements from any funders of operating, program or support costs.

We have written agreements from any partners who will share space or provide services
within our development.

We have a lender’s agreement and mortgage insurance for any borrowed funds.

Resources

2.3 Obtaining Municipal Approvals
Background:
Municipal planning approvals are needed in order to proceed with your project’s
development.
The approvals you will need will largely depend upon how fitting your project is
within the existing land use planning regulations and by-laws.
Checklist:
Our architect has submitted an application for any necessary municipal planning approvals
(e.g. Official Plan Amendments, re-zoning, variances, site plan approval) contract the builder
usually takes on the responsibity for this work.

We are implementing our community engagement plan, working with our local councillor and
planning staff.

We have made any modifications needed to secure these approvals.

Resources
2.4 Seeking a Builder
Background:

Construction drawings and specifications are needed to obtain your building
permit and for builders to review when bidding and/or pricing your construction
contract.
Checklist:
Our architect (or builder) has prepared detailed construction drawings.

We have checked the references of the builders/developers that we are considering.
We have called for proposals from builders OR have entered into a agreement with a
developer.
We have updated our capital and operating budget based on new projected costs.

Resources

3. The Construction Phase
You’ve been through the Feasibility and the Pre-Development phases, you had
the groundbreaking ceremony at your site, and construction is ready to begin on
the project you have been planning for months. This is when all of your early
project development and planning activities will come into play in order to assure
that the Construction phase goes on without having to face problems or
challenges.
3.1 Construction Begins
Background:
As construction begins on your project, it is important that you have secured all
the required approvals (i.e.: funding, financing, planning, building, etc.).
Checklist:
We have secured all servicing needed for the site

A building permit has been issued

We have reviewed our construction insurance needs

Construction financing is in place

We have a system for obtaining and disbursing capital advances

We have a system for monitoring construction and approving change orders

We are equipped to recognize and agree to “substantial completion ”

Resources

3.2 Marketing Your Homes
Background:
Once completed, you want your project, as well as the services being offered, to
be available, attract, and help the future residents and client group that were
mentioned and targeted in your proposal.
Checklist:

We have a marketing plan in place, based on a thorough understanding of our target market
and local competition

We have written agreements with municipal waiting lists or referral agencies (if applicable)

We have resident selection policies in place

We have a lease, occupancy or purchasing agreement

Resources
3.3 Preparing for Management
Background:
By developing a management plan, you install policies, systems and structures,
which will ensure better management, better planning, as well as better financial
controls of your project.
Checklist:
We have chosen a management approach, such as:
• Hiring our own employees
• Sharing employees with another organization
• Hiring a professional property management company
If we are hiring staff, we have approved a:
• Personnel policy
• Accountability structure
• Job descriptions
Recruitment strategy

If we are hiring a property management company, we have a:
• Scope of work
Procurement process

If we are sharing employees with another organization, we have a written service agreement

We have management policies in place, including:
• Spending/financial controls
• Maintenance and service standards
• Arrears/Non-payment
• Use of common area, Resident involvement, Emergency preparation, Risk management

3.4 Preparing to Welcome Residents
Background:

Welcoming and introducing new residents can help them settle-in, as well as
promote their integration. This can be achieved by providing them with information
regarding the services being offered, the building, the neighbourhood, as well as the
community.

Checklist:
We have a system for communicating with future residents throughout the construction phase

We have a move-in plan and schedule in place, allowing staggered move-ins while meeting
mortgage payment commitments

We have a staffing plan to ensure residents have the support needed throughout move-in,
including a 24-hour phone line

We have a written information kit or handbook to introduce residents to the building and
neighbourhood

We are ready to greet each new resident and tour each unit to identify any deficiencies

We have a plan to address unit and building deficiencies with minimum disruption to tenants

We have a plan to introduce residents to each other, such as a move-in party

We have a plan for an official opening celebration

Resources
3.5 Turning Over the Building
Background:

Before delivery, your completed project must be ready for occupation. This includes
all of the necessary steps involved in order for the project to be operational and
open for business.

Checklist:
All utility and service contracts are in place

Property insurance is in place

All leases or other occupancy agreements are signed

Staff and/or property managers have been oriented and begun work

Deficiency inspections are completed for units, common areas, the building envelope and
building systems

Building records, including contract documents, as-built drawings, warranties, equipment serial
and model numbers and manuals, tools inventories and supplies are securely stored

Maintenance schedules are established, based on warranty requirements

Filing system is in place, including corporate records, resident files, unit files and financial
records

Housing project check list

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Housing project check list