BSHS Business Plan 14March2012

Bowser Seniors Housing Society Seniors Housing Project Business Plan (Draft #5)

Business PlanBowser Seniors Housing Society

Seniors Housing ProjectDRAFT #5

DRAFT COPY

for review and comment.Email to: [email protected]

Please return to:Bowser Seniors Housing Society

P.O. Box 155, Bowser, BC V0R 1G0Elizabeth Hieronymi, President (250) 757-9360

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Table of Contents

Preamble...................................................................................................1What............................................................................................................................................................... 1Why ............................................................................................................................................................. 1How ............................................................................................................................................................. 1When.............................................................................................................................................................. 1What we would like to achieve...................................................................................................................... 1

Organizational Structure..........................................................................2Type of organization...................................................................................................................................... 2Office location / existing properties............................................................................................................... 4Linkages / existing partnerships..................................................................................................................... 4Governance.................................................................................................................................................... 6

Team Members.........................................................................................7Identification of team members..................................................................................................................... 7Profile of current Board of Directors............................................................................................................. 7Process for selecting team members.............................................................................................................. 9

Marketing Plan........................................................................................10Demonstrated need....................................................................................................................................... 10Target group................................................................................................................................................. 10Selection criteria.......................................................................................................................................... 11Community relations.................................................................................................................................... 11Marketing..................................................................................................................................................... 11Support services........................................................................................................................................... 12

Project Concept......................................................................................13Site characteristics....................................................................................................................................... 13Municipal approvals..................................................................................................................................... 15Site servicing................................................................................................................................................ 15Building design, energy efficiency, accessibility........................................................................................ 16

Management Plan...................................................................................18Staffing model or Property Management company..................................................................................... 18Partnership arrangements, preliminary policies........................................................................................... 18

Financial Plan.........................................................................................20Current financial obligations........................................................................................................................ 20Capital budget, including identifying sources of funding............................................................................ 20Operating budgets........................................................................................................................................ 22

Implementation Plan...............................................................................24Development phase...................................................................................................................................... 24Construction phase....................................................................................................................................... 24Operating phase........................................................................................................................................... 26

Appendices.............................................................................................28



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PreambleThis is a brief introduction to this Business Plan document.

WhatOur intent is to present our Business Plan to build independent-supportive seniors housing in Bowser.

Why The purpose of the Business Plan is to raise interest in our project and also to seek out financial and practical support. We are also looking for additional volunteers to join the project as committee members, board members or simply to help the project to be successful.How We believe that by showing that we have a well thought-out plan to go ahead, then other business people and financial institutions will recognize the potential in our project and will support our intent.

WhenA Crown Land application by the Regional District of Nanaimo is currently Pending: Application Under Review. This application for two lots of Crown Land in the Bowser Village Centre has been made on our behalf. Once that application has been approved and a lease has been negotiated between the RDN and the Bowser Seniors Housing Society, then this project can proceed as fast as we can implement the Business Plan.

What we would like to achieveThe Bowser Seniors Housing Society would appreciate your serious consideration of this Business Plan, and hope that you might be able to express some sort of support for our project.

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Organizational StructureIn this section we present our organization and describe its structure.

Type of organization

HistoryThe Bowser Seniors Housing Society began in 2005 as the 211 Housing Society, initiated by members of Branch #211 (Bowser and Area) of the Royal Canadian Legion. The housing society was formed as a vehicle that would assist low and moderate income seniors to age in their community. Membership of the society reached 507 members by the date of the AGM in 2008.

In 2007 the society contracted with CitySpaces Consulting Ltd. to prepare an assessment of the need for a seniors housing project in the Bowser Area. Their report confirmed that such a need existed. In 2008 a geotechnical assessment of a proposed development on existing Legion-owned land in Bowser raised concerns about the feasibility of an on-site sewerage system for that property and, as a result, the Board of Directors of the society felt obliged to drop the societys option on the Legions land. The society also changed its name at this time and made some changes to its constitution and bylaws to ensure that it clearly met the requirements of the Canada Revenue Agency for charitable organization status.

Since 2008 the new Board of Directors has been working toward obtaining suitable land within the boundaries of the Bowser Village Centre, and is currently coordinating with the Regional District of Nanaimo regarding two lots of Crown Land that are located just behind Magnolia Court in Bowser. The RDN has applied for the land (as a Free Crown Grant) and the Bowser Seniors Housing Society will lease a portion of the land from the RDN for seniors housing once that transfer has been completed.

Once land has been obtained then the project to construct independent-supportive seniors housing will start.

Organization structureThe Bowser Seniors Housing Society is a non-profit society registered under the Society Act in British Columbia, and is a Canadian charitable organization. The Board of Directors currently numbers seven directors, including a President, Vice-President, Secretary, and Treasurer.

Society Certificate of Incorporation No: S-0049907Business Number: 81667 1879 BC0001

Charitable Organization Number: 81667 1879 RR0001

Legal statusThe society is current in all its required reporting.

Vision and objectivesThe constitution of the Bowser Seniors Housing Society states that:



The purposes of the Society are:a) To provide and operate non-profit housing exclusively for seniors;

andTo conduct feasibility, ecological and engineering studies necessary to establish a seniors housing facility;

b) To construct, hold, manage and retain housing projects;c) To operate exclusively as a charitable organization and to receive charitable donations

towards such objects by cash, lands, properties or otherwise; and

d) To apply for all necessary and lawful grants in aid of these purposes.

The Constitution and Bylaws were last modified at the AGM on May 3, 2011 and the changes have been registered with the BC Corporate Registry and with the Canada Revenue Agency (CRA). A copy of the current Constitution and Bylaws is provided in the Appendices.

The Bowser Seniors Housing Society is committed to the concept of affordable housing for seniors within their own community. The vision of the society is to enable seniors to stay close to family and friends while maintaining a degree of independence. Our objective is to enable local seniors to remain in and enjoy their community long after they reach the point when they need to move on from their current homes.

Project descriptionThe Project is to design, construct and operate an independent-supportive housing dwelling for seniors in the Bowser area on Vancouver Island, British Columbia. The model of operation decided upon by the Board includes the following: the Society has full responsibility for opening, managing and maintaining the residence; the residence is situated in the community from which the residents are usually drawn; the residents have rooms of their own, furnish them as they wish and look after them; the privacy of each residents room is respected and visits from relations, friends and

neighbours are encouraged; each resident pays her or his share of the costs of the house (rent plus hospitality services

charges); staff, including a resident staff person, befriend the residents, provide and prepare the main

meals, providing overnight emergency response, and work at facilitating the development of strong and supportive social groupings; and

the house can become a focal point for goodwill and friendly contact within the local community.

This project is intended to provide up to 36 (thirty six) units of independent-supportive housing in the longer term, but would start with a project to create about 18 units, with the associated common or social spaces, plus a suite for a resident staff person.

Seniors living in the proposed accommodation would be close to the amenities located in Bowser Village Centre, including a library, coffee shop, credit union branch, grocery store, pet store, Royal Canadian Legion, and many other services.



Office location / existing propertiesThe mailing address for the Bowser Seniors Housing Society is:

P.O. Box 155, Bowser, BC V0R 1G0The registered address for records of the Bowser Seniors Housing Society is:

130 Bald Eagle Crescent, Bowser, BC V0R 1G0

The society has no existing properties.

Linkages / existing partnerships

Current activitiesThe society is currently in the planning phase of the project to create seniors housing in the Bowser area.

The communityThe community is defined as Area H of the Regional District of Nanaimo, plus part of Area A of the Comox Valley Regional District. This comprises an area stretching along the eastern coast of Vancouver Island from north-west of Qualicum Beach to Deep Bay and inland to Horne Lake (an area known as Lighthouse Country), and to the north-west along the coast to Fanny Bay, Buckley Bay and Union Bay (south-east of Courtenay).

Other organizations active in the communityOne organization in the local community that has already created seniors housing is the Qualicum Bay Lions Club. This branch of the Lions Club established the Qualicum Bay Low Rental Housing Society, which manages Bay View Senior Haven, located at 280 Lions Way, Qualicum Bay, BC V9K 2C3. They have operated 10 units of low-income seniors housing since 1986 and have recently added 10 more units of affordable seniors housing, with the support of BC Housing. Both of the projects are independent-living complexes where the units include full kitchens and washer/dryers. Supportive services (such as meals and linen laundry) are not provided.

Also, at the far end of the community in Union Bay, there is a 12 unit non-profit facility at Seaview Village, 5648 3rd Street, Union Bay, BC, operated by the Baynes Sound Lions Senior Citizens Building Society. Both of the above facilities are listed in the BC Housings Affordable Housing list known as The Link.

Just offshore from our community are Denman and Hornby Islands. There are 11 units of seniors housing on Hornby Island operated by the Hornby Island Elder Housing Society. The Denman Island Seniors Housing Society is a volunteer organization working to develop seniors housing on Denman Island.

Within Bowser the Royal Canadian Legion, Branch #211 received its charter in 1947 and has over 400 members. The facility includes a legion hall with a restaurant and a social club with a bar, and is located at 7035 W Island Hwy, Bowser, BC V0R 1G0. There is also an active Ladies Auxiliary, Royal Canadian Legion. In July 2010 the RCL Branch #211 and the Bowser Seniors Housing Society exchanged letters of intent to explore opportunities to work together on a



seniors housing project for the Bowser area.

Two church groups are active in the Bowser area: the Wildwood Community Church, at 113 McColl Road, Bowser, V0R G0, and the Island Gospel Centre, 90 McColl Road, Bowser, BC V0R 1G0. The Salvation Army Food Bank has been operating a local distribution operation from Wildwood Church since mid-2010.

Other local organizations include, among others, the Lighthouse Country Business Association (LCBA) with its many members; the Bow Horn Bay Community Club; the Lighthouse Old Age Pensioners #152; the Mapleguard Ratepayers Association; and the Deep Bay and the Bow Horne Bay Volunteer Fire Departments.

Current partnerships or linkagesThe society is a member of, and has maintained a current account at, the Union Bay Credit Union (Lighthouse Community Branch, in Bowser) since March 2006.

The Bowser Seniors Housing Society is working with the Regional District of Nanaimo (RDN) to obtain two lots of Crown Land from the Province of BC (Lots 1 & 2, DL 36, Newcastle District, Plan 2076, size 4.4. Ha +/-). The society participated in a recent RDN planning activity which led to the creation of the Bowser Village Plan (a supplement to the Official Community Plan for Area H). During that process the Crown Land within the boundaries of the Bowser Village Centre was identified as being a potential location for seniors housing and other community-related purposes.

Locally the society has maintained an active profile in the community through articles in the local Beacon Magazine, and is open to working with other organizations that have an interest in creating seniors housing in the community. The society has hosted workshops on the process to create affordable housing, and coordinated community meetings on the housing needs of seniors in the area.

The society is a member of the BC Non-Profit Housing Association (BCNPHA). This association has many members and resources which the society can draw-upon as required. Bowser Seniors Housing Society hosted a workshop in 2010 called Ready, Set, Build!, which is run by the BCNPHA in multiple locations around the province.

Potential resources for the projectPotential resources for the project to create seniors housing include:

local contractors who might be willing to donate material or services to the project, and volunteer workers to help build the seniors residence.

The society also received a grant from the Parksville-Qualicum Community Foundation in 2010 to run a community workshop in October 2010 on the subject of Seniors Housing Options. Grants of many kinds are potential resources for a non-profit, charitable organization such as this society.



Governance

Current executive and board of directorsThe current members of the board of directors are:

President Elizabeth Hieronymi Treasurer Doug Shewan Secretary Sally Barton Vice-President(vacant) Director Christo Kuun Director Terry King Director Anne Copas Director Dick Stubbs

Decision-making authorityThe board has decision-making authority per the Constitution and Bylaws. However, the bylaws place restrictions upon borrowing as stated in Part 10 as follows:

10.1 In order to carry out the purposes of the society the directors may, on behalf of and in the name of the society, raise or secure the payment or repayment of money in the manner they decide, and in particular but without limiting that power, by the issue of debentures.

10.2 A debenture must not be issued without the authorization of a special resolution. 10.3 The members may by special resolution restrict the borrowing powers of the

directors, but a restriction imposed expires at the next annual general meeting.

Key contact for housing projectAt present, until a full project team is established, the key contact for this housing project is the Secretary, Sally Barton, phone (250) 757-8455, email [email protected] , with the alternate contact person being the President, Elizabeth Hieronymi, phone (250) 757-9360.



Team MembersThe project will be run by a team. Currently the team is the Board of Directors of the Bowser Seniors Housing Society, but that will change as the project progresses.Identification of team members

Skills neededThe following skills are required for this project to be a success:

Managemento President the figurehead for the society and for the project, who can accurately

and enthusiastically represent the project to potential investors, government bodies, local community members, and to potential residents.

o Administrator an organized person who keeps the essential records of the society and the project, and who manages a calendar of meetings and other deadlines.

Financeo Accountant a qualified person who understands how to obtain and make best

financial use of capital project financing; who can develop budgets and track expenditures against the budget; and provide meaningful and timely financial reports on the projects financial status.

Marketingo Marketer a person who prepares a marketing plan and publicity for the project.o Fundraiser someone who actively searches out and encourages sources of

funding for the society and its project.o Promoter someone who prepares and issues publicity, advertising and

promotional information per the plan. Project Concept & Design

o Designer / Architecto Manager / Administrator

Project Constructiono Project Managero Administratoro Contractors

Residence Operationo Resident staff persono Operations staff (kitchen, cleaning)o Maintenance staffo Resident selection /Administrator

The above skills might be filled by a person or persons hired to do the work, or by a person or persons from the Society forming a committee to do the necessary work.

Profile of current Board of DirectorsThis section identifies how the experience and background of the current members of the Board



of Directors (2011/2012 financial year) is expected to contribute to the proposed seniors housing project.Experience and backgroundThe current board includes members with the following experience and background:

Elizabeth Hieronymi (President)o 21 years in District Recreation, starting as a coordinator in Qualicum Beach and

finishing as a manager doing community development with the Regional District. Doug Shewan (Treasurer)

o Managed computer programming projects, programmed, system designo Managed retail - computers, software, stereo (owner), taught PC uses, refurbished

PCs, and provided large systems customer supporto Self-employed - print marketing, jewellery-making, saleso Skills: analysis, design, teaching, project planning, crafting, quality

Sally Barton (Secretary)o Certified Management Consultant (CMC), and Business Analyst (17 years)o Industrial Accountant (ACIS Institute of Chartered Secretaries and

Administrators) (15 years) Terry King

o Construction survey technician.o Project supervisor (heavy construction)o C.O. of Terrence King Field Services Ltd. (a construction services organization)o Owner-operator of two retail operationso Farmer

Christo Kuuno Owner-operator of a Design and Construction business.o Project management experience.

Anne Copaso Coordinator of Work Experience Programs at Bishop Grandin and St. Marys

High School in Calgary (5 years).o B. Arts from UBC, MA Psychology from U of Alberta Calgary..o Teacher at Junior High level (12 years).o Volunteer at SOS (Society of Organized Services, in Parksville) (6 years).

Dick Stubbso Extensive construction management experience (40 years +)o Extensive knowledge of building codes and alternative construction methodso Participant and leader of many volunteer projects

Expected contribution to the projectBoard members and other volunteers will contribute their skills and experience to the project wherever they can make the best contribution in the areas of:

Management Finance Marketing



Project Concept & Design Project Construction, and Residence Operation

Committees (Design, Construction, Tenant selection, Finance)No committees have yet been created. The board of directors created the project concept for the seniors housing and hired an architect to represent that visually in a set of conceptual design drawings.

Skill gapsIn order for this project to be well managed and implemented additional team members are required as identified below.

Lawyer Project manager Architect Project accountant Construction contractors

Toward the end of the construction project the operations staff and contractors will need to be hired and ready to start work. These include:

Resident staff person Kitchen / housekeeping staff Maintenance and grounds staff or services Administrative staff

Team members hiredNo team members have been hired or contracted at this time.

Process for selecting team members

Formal or informal process for team member selectionUp to this point in the societys existence all of the team members (i.e. members of the Board of Directors) have been elected after the person volunteered to be on the board. We have been very fortunate in obtaining skilled and dedicated board members who have served at various times during the six years of the societys existence.

In future the requirements of the project to create seniors housing mean that we need particular skills within a project team, and so the team member selection process will need to become more formalized. This means that the society will be searching out and approaching suitable team members and asking them to contribute their skills to this project.



Marketing PlanMarketing our project to prospective residents and also to potential investors is a key part of the business plan.

Demonstrated needThe Need Assessment Report prepared for us by CitySpaces Consulting Ltd in August 2007 provided a lot of information, and identified the following:

Local survey findings show a strong level of interest in seniors housing . Seniors population in this area will continue increasing over next 20 years. Typical Independent Living BC housing projects consist of 30-40 units. ILBC (Independent Living BC) projects include accommodation plus a selection of

hospitality services.

Based on information in that report, the Society has been looking for land that: Will support 36 units of independent-supportive living housing for seniors, each

approximately 560 sq. ft. average size. (We will probably start with a smaller number of units, but allow for expansion later.)

Meets legislated requirements, such as Health requirements for onsite sanitary treatment systems.

Enables accommodation that is affordable for low income seniors.

The Society will also be taking steps in the near future to do the following: Identify households who are willing to pay the proposed rents; Identify households who are willing to move into the proposed project within one to two

years; and Identify households who are interested in living in the proposed area.

Target groupThe target group of potential residents for this housing are seniors who are finding it difficult to maintain their current residence; who might be at the point where they can no longer drive for some reason; who might be feeling lonely and would benefit from some increased socialization opportunities; and who would like to stay in the local rural area rather than move to a larger town or city.

The types of units to be offered are: Affordable Rented, or Life-Lease (refer to Life-Lease description in Appendices) Bachelor/Studio, or 1-bedroomed units (possibly some 2-bedroomed units) Designed to be accessible for persons with disabilities.

The following characteristics are key for residents to be suitable for housing described as Independent-Supportive housing.

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Residents characteristicsAmbulatory:

Able to walk independently, or use a wheelchair or walker independentlyReasonably healthy:

Not requiring constant medical attention (or daily assistance taking medication) Not needing daily personal care services (e.g. assistance rising or dressing)

Independent-Supportive Ready to forego total independence in return for companionship and services provided Supported by family member or friend (e.g. someone who can provide or arrange

transportation to medical appointments).

Selection criteriaThe society will need to develop (or more-likely, adopt from other similar organizations) selection criteria so that the selection of residents can be understood and seen as fair and reasonable.

A waiting list will be maintained. Although chronological precedence will be taken into account, some people on the waiting list might not be ready to move in when a unit becomes available. They will be able to remain on the waiting list in chronological order, even though they do not accept a vacant unit when first offered.

Income criteria are still to be determined, but it is intended that this housing addresses the needs of our lower-income community members. Individual residents will, of course, be able to apply for personal income subsidies such as the SAFER program, if their income level makes them eligible for such subsidies.

Community relationsThe proposed seniors housing is within the boundaries of the Bowser Village Centre. As such, it is anticipated that the seniors will probably get out and about in the local community in their everyday activities (banking, shopping, going for coffee or to the library or the Legion). The seniors housing will be an integral part of the community and will contribute to the improvement of community relations in the area.

The society intends to work with other organizations in the community to ensure that the units are promoted or made known to those who might best make use of them.

There have been some other proposals for seniors housing in the area, such as a development by the local Royal Canadian Legion. However, the current financial crisis appears to have slowed down those proposals. Our project is deliberately being kept low-key and low-budget (within reason) so that it might be less likely to be impacted by external financial trends.

MarketingMarketing needs to include local, traditional marketing methods and targets, and also modern marketing tools that will enable the society to reach a wider potential target audience who can donate online and be updated on the project progress electronically.

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The society needs to communicate to the target group of residents, who mostly are not used to accessing information electronically. The methods of communication will be primarily low-tech, including brochures, news articles, meetings, and word-of-mouth.

We plan to start marketing this project as soon as we have confirmation of the availability of land within the Bowser Village Centre.

Support servicesThe support services that we plan to provide for the residents include:

2 meals per day prepared, and served in communal dining area Access to the kitchen for individual breakfast preparation Linen laundry Common areas housekeeping.

We plan to provide these services through a small staff consisting of one resident staff person, operations and maintenance staff (hired or contracted), plus a committee or committees of the Society who would perform some of the required activities.

Additional amenities required (over and above the communal social areas for residents) include an office for staff and record-keeping, and sufficient private meeting space for committees or for activities such as potential resident interviews.

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Project ConceptIn this section we describe the project concept, including the location and the building design as we envisage it at this time.

Site characteristicsTwo lots of Crown land within the Bowser Village Centre boundaries are located right behind the credit union, library, coffee shop and other businesses of Magnolia Court and is near to the existing grocery store, Tomms Foods. Also the E&N railway goes through Bowser close by. In the recent Village Planning process (conducted by the RDN in Electoral Area H) these Crown lands were identified for community and institutional uses, such as seniors housing.

The nature of the proposed use The proposed use is for affordable independent-supportive housing for seniors from the areas

surrounding Bowser, including but not limited to Electoral Area H of the RDN and communities to the northwest, such as Fanny Bay.

There would eventually be approximately 36 small residential units for seniors, some of which would be able to accommodate couples. The development would likely be created in phases, starting with approximately 18 residential units. In addition there would be services including meal preparation and dining room, laundry, housekeeping services and some indoor recreational facilities for seniors.

We propose to keep a large portion of the Crown Land in its natural state, but anticipate making paths and clearings that would facilitate gentle outdoor exercise for seniors.

The nature and location of all proposed improvements in relation to the application boundary The Crown Land lots are identified as Lots 1 & 2, DL 36, Newcastle District, Plan 2076.

They are approximately 4.4 Hectares in total, but the Society expects to only require up to half of that area for housing. The land zoning is RS2M.

The two Crown land lots are side-by-side and are quite narrow but very long. We propose to develop the seniors housing facilities at the front end (north end) of the two

lots so that the facilities are close to the services and businesses of Bowser. This also reduces the length of road allowance or driveway that will need to be developed in order to access the location from the Island Highway.

By locating the residences at the front of the lot there will be acreage available at the rear (south end) of the lot for other civic or institutional uses that might be required later in the development of the Bowser Village Centre.

Seniors appreciate being able to see the everyday activities of other people in their village, and so the location and the design of the residences at the front of the lot will support this need for human contact. We would also like to encourage cross-generational interaction.

Proposed development and operating schedule The development would be staged. As the Crown land is currently entirely treed there will be

some preliminary work to clear the required building space and to ensure the land is properly

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drained. In addition a road or driveway will need to be constructed, possibly on an existing road allowance, to access the property from either Highway 19A or another local road. Electricity supply will need to be provided and water supply will be from the existing community water supplier. Septic disposal will also need to be constructed unless Bowser Village Centre is able to develop a communal sewage treatment capability within this time. These preliminary activities will likely take over a year to complete (2012/2013).

The first group of residences and the associated supportive services building would be constructed after that period (2013/2014). This construction will include the capability to provide services to the full complement of residences, even though the full project will be constructed in phases.

Based on this schedule some seniors supportive residences could be operational in 2014. Additional phases would be constructed in later years as and when the demand for units

warrants.

All other relevant details of the proposal As much as possible the construction and operation of these seniors residences will be

green and sustainable, as long as the costs are reasonable. The aim is to be able to provide affordable supportive seniors housing in this area.

How the proposed use supports the government selection criteria for Crown LandThis following information was included in the material supplied by the Bowser Seniors Housing Society to the RDN for use in their application for Crown Land (see next section). In each section below the governments Selection Criteria is stated first, followed by the Proposed Uses.

1 Proposal meets regional, local or First Nations community priorities: REGIONAL: The recent Village Planning activity conducted in Electoral Area H of the

Regional District of Nanaimo identified the need for seniors housing and for increased density in the designated village centre of Bowser. The Crown Land requested is located within the Village Centre boundaries.

FIRST NATIONS: There is at least one First Nations community in this area (Qualicum First Nations) whose elders would be eligible to live in the proposed seniors supportive housing.

COMMUNITY: A Seniors Supportive Housing Need Assessment was prepared in August 2007 for this society by CitySpaces Consulting Ltd. The report identified an increasing seniors population with migration patterns showing a high number of seniors moving into the region, strong local interest in a seniors supportive housing project, and the research findings support the Societys aim to provide supportive housing for low to moderate-income seniors.

2 Generates local or regional economic benefits: Jobs are associated with a seniors housing project. First there are the construction jobs for

local, qualified trades people. Secondly, on an ongoing basis, there are jobs providing the management, operation, maintenance and services for the residents.

3 Contribution to community health, safety or education:

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HEALTH: A seniors housing complex in Bowser will support the desire of many area residents to have more medical services within the community. Seniors are generally high users of the services of medical professionals and they need pharmacy services, neither of which exists here today. All residents have to travel to either Parksville/Qualicum Beach or Comox/Courtenay for health services.

SAFETY: Having a seniors housing complex in the village centre will contribute to increased security by providing more eyes-on-the-street in that area. Existing businesses have been at risk (e.g. the Credit Union ATM machine was damaged) in part because currently there are few residents in the village centre.

4 Supports sustainable infrastructure development: Increased density, such as will be provided by a seniors supportive housing project, will

provide support for the development of community sewage treatment services, which do not exist in this area at present.

5 Contribution to environmental quality: Seniors requiring supportive housing often do not have their own transportation, and so paths

and trails for walking and disabled-person accessibility will be required in preference to a large area of parking and roadways. This site is close to existing businesses such as the credit union, grocery store, coffee shop and post office and so supports the seniors need to be able to walk to local commercial services.

In addition, the presence of a seniors residence in the centre of Bowser Village which increases the density of people in the village centre could improve support and justification for a rural bus route in this part of Area H which, in turn, could reduce the use of personal vehicles by other residents of Bowser, thus reducing vehicle emissions.

6 Other support ($ in kind) contingent on access to Crown land: Support and donations for a seniors housing building project is largely contingent on having

land on which the housing might be built.

Municipal approvalsOn February 11, 2011 the Regional District of Nanaimo submitted an application for Crown Land, in the category of Institutional/Miscellaneous, File #1408707, to the ILMB in the Ministry of Agriculture and Lands, of the Province of British Columbia. That application states that the purpose is for Bowser Senior Housing Society and proposed wastewater treatment facility. As at this date (December 13, 2011) the file is still Pending: Application Under Review.

Once the land is acquired by the RDN, this society will negotiate with them for a lease agreement satisfactory to both parties.

Development permits and building approvals will be sought from the RDN as and when required by the project. Septic system approvals will be obtained from the appropriate authorities.Site servicingRoad access

Sundry Road extension (currently gazetted road, i.e. on maps but not physically there.) An alternative driveway location might enable the seniors housing complex to exit onto

Crosley Road, dependent on recommendations from Highways.

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Septic system Meets legislative (i.e. Health) requirements for onsite sanitary treatment systems. (Potential to participate in a future Bowser Village Centre septic treatment system.)

Services will include: Water (to be requested from the Bowser Waterworks District). Power (from BC Hydro) Phone / cable (from Telus/Shaw Cable, as appropriate) Municipal services (from the Regional District of Nanaimo, for waste disposal)

Site drainage control: e.g. a pond might be appropriate, to facilitate drainage from the land.

Building design, energy efficiency, accessibilityDescribed below are, firstly, the characteristics of the proposed housing; and, secondly, the building design characteristics that relate to energy efficiency and accessibility.

Housing characteristicsIndependent-Supportive Housing for Seniors

Affordable for low-income seniorso Rent per CMHC affordability scale (approximately $700-800 per month)o Plus, hospitality charges

Community living o Units connected by interior corridors,o Communal dining/kitchen areao Socializing areas (e.g. lounge, activities room)o Shared laundry facilitieso Residents bath room (e.g. a walk-in bath tub)o Visitor washroomo Patio space (with landscaping/planters)

Start with about 18-20 units (possibly expand later to 36-40 units)o Size approximately 400-500 sq ft per unit (or smaller). (16x25ft 20x25ft)o Most units single occupant, a few double occupancyo Ground floor only (no stairs/elevators)o Sustainable developmento Green building features, where possible and affordable

Unit features:o Designed for elderly or wheelchair clients (e.g. wheel-in sinks, low counters)o Separate sleeping and sitting areas (not bed-sitting room)o Light (perhaps skylights, and higher ceilings)o Kitchenette (not full kitchen) e.g. sink, microwave, kettle (not stove/oven)o Walk-in/wheelchair access shower, toilet, washbasino Access to exterior (fire exit)

Hospitality services provided (hospitality charges apply):o 2 meals per day prepared, and served in communal dining area

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o Access to the kitchen for individual breakfast preparationo Linen laundryo Common areas housekeeping

Additional support services offered (additional charges apply):o Personal laundryo Unit housekeeping

Parking:o Parking spaces provided for residents and visitorso Secure/covered parking for scooters

Staff:o 24/7 resident house-mother o Kitchen / cleaning staff as neededo Possibly a social coordinator

The current conceptual design to meet these housing characteristics is a one-level building which is in keeping with the rural character of the area.

Building design featuresGreen design wherever possible, and within budget constraints. May include the following:

Passive solar heating (skylights, position of building, solar panels) Solar water heating Under-floor heating Water re-use / roof drainage water use Sound-proofing

Conceptual design drawingsIn April 2011 the Society hired the architect Phillipa Atwood, of Royston, BC to translate these design characteristics into some conceptual drawings for the purpose of marketing and also to elicit ideas and responses from potential residents and investors. Although we are very pleased with these drawings, we realize that the final design may need to differ from the conceptual design in order to take into account the actual terrain or other requirements. The conceptual drawings are attached in the Appendices.

The architects contact information is:Phillipa Atwood MAIBC, MRAIC, LEED AP205 - 450 5th Street Courtenay BC V9N 1J85 Little Bear Way Royston BC V0R 2V0250.703.0433 [email protected]://www.patwoodarchitect.ca/

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Management PlanBoth the construction project and the ongoing operations of the residence need to be properly managed. This section describes the staffing model for ongoing operations.

Staffing model or Property Management companyThe staffing model follows the staffing model of a similar independent-supportive facility. There will be one resident staff person someone who lives on-site, who manages the facility operations, who might perform some of the kitchen duties, and who is able to assist residents if they need to contact medical services or emergency services, if required. (It is possible that the resident staff might be a couple, or even a family in which case the living space will need to be designed to accommodate the extra persons).Additional staff will include: relief for the resident staff; and kitchen and housekeeping staff, depending on the size of the residence and number of residents.A staffing plan is provided in the Appendices.Initially the society will manage financial aspects of the operations, but might hire a bookkeeper or accountant in the future.

A Property Management company has not been approached at this time.

Partnership arrangements, preliminary policiesNo partnership arrangements have been entered into at this time.

Operational policy development:Preliminary policies will be developed by a committee established for that purpose while the construction project progresses, and will likely be based on the successful policies of other similar organizations. BC Housing and the BC Non-Profit Housing Association (BCNPHA) are potential sources of information for developing the required policies and procedures.

Tenant management policies:Similarly, tenant management policies will need to be developed to cover the following items, and others:

Waiting list management Tenant selection Rent collection and rent increases General policies on pets, etc.

Property management:Property management policies will also need to be developed for:

Setting up of maintenance schedules Overseeing repairs and maintenance Life safety and security systems Financial management and payments of invoices

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Preliminary policies will be included in the Appendices as they are developed.

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Financial PlanThe financial plan includes a capital budget and an operating budget.

Current financial obligationsThe only liability that the society has currently is a small loan from CMHC.

This Society received a Seed Funding Grant from CMHC of $10,000 in January 2007 to conduct a Needs Assessment (prepared by CitySpaces Consulting Ltd.). The society also received a Seed Funding (interest-free) Loan from CMHC of $ 5,690.53 in September 2007 which was used to conduct an engineering assessment of another building location, which unfortunately was assessed to be not suitable for the planned purpose. That loan is forgivable, if the project does not proceed within five (5) years after the Loan is made, ... and if the society meets the requirements identified in the Loan Agreement.

Capital budget, including identifying sources of fundingBased on the Project Concept and Management Plan as identified above, the following capital budget has been developed.

Capital Budget Category Total $ Per Unit Per Sq.Ft

ACQUISITION & SERVICING COSTS1. Freehold Land Value 250,264 2. Off-site Service Fees / Septic System 150,000 3. Survey Fees 5,000 4. Title Fees 5,000 5. Municipal Fees 5,000 6. Property Transfer Tax 5,000 7. Loan Commitment Fee 5,000 8. Environmental Report $3,000 3,000 9. Demolition / Tree removal 50,000 10. Soil Remediation / Site Access Costs 50,000 11. Appraisals $2,500 2,500 12. Other Sub-total: Acquisition & Servicing Costs 530,764 DEVELOPMENT FEES & CHARGES1. Interest Pre-IAD* 2. Taxes Pre-IAD N/A 3. Insurance Pre-IAD 10,000 4. Utilities Pre-IAD 5. Consultants, Principal 6. Consultants, Other 7. Project Manager 8. Society Organization Expenses 9. Project Commissioning 10. Geotechnical $2,500 2,500 11. Legal 12. BC Housing Inspections $15,000 15,000 13. Lender Fee $2,000 2,000

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14. Mortgage Insurance Fee 15. GST Appraisal 16. Quantity Survey (design-build) 17. Other Sub-total: Development Fees and Charges 29,500 BUILDING1. Construction 1,804,400 2. Stoves/Fridges 120,000 3. Laundry Equipment 30,000 4. Kitchen Equipment 5. Common/Dining Furnishings 30,000 7. Office Equipment 8. Landscaping 72,000 9. Home Warranty Fee 10,000 10. Other Subtotal: Building 2,066,400 OTHER1. Project Contingency 2. GST Contingency (Net) Subtotal: Other 0

TOTAL COSTS 2,626,664 132,037 182

FINANCING $ %1. Land Equity 250,000 0 2. Cash Equity /Life Leases 600,000 25 3. Donations 160,150 7 4. Grants 350,000 15 TOTAL MORTGAGE FINANCING REQUIRED 1,266,514 53

# Sq.Ft.No. of Units / Total sq.ft. (incl. common areas) 18 13,040 *IAD = Interest Adjustment Date (i.e. Project Completion Date)

More detail of the capital budget calculations is provided in the Appendices.

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Operating budgetsThe operating budget is based upon several assumptions, as listed below:

a. Mortgage interest rate of 7.5% for the first five years.b. Amortization period for the mortgage of 25 years (300 months).c. Staff numbers, including part time staff, are stated in Full Time Equivalents (FTE).d. Benefits are assumed to be 20% of total salary costs.

This is the estimated Operating Budget.

REVENUE: Yearly Monthly (For 18 units)Revenue Tenant Rent Contribution 144,720 12,060 Tenant Housing Expenses Contribution (meals, housekeeping, etc.) 280,800 23,400 Other: 0 Extra meals 0 Interest income on funds on deposit 0 Rental revenue (on common areas) 0 Donations and fundraising

425,520 35,460 TOTAL REVENUE

EXPENDITURES: Yearly Monthly

StaffingResident house-person 93,600 7,800 Administrative support 3,120 260 Dietary / Food Services 18,720 1,560 Housekeeping / Laundry 9,360 780 Maintenance 4,680 390 Other

Sub-total Staffing: 129,480 10,790

ReliefAccrued vacation (4%) 5,179 432 Purchased services - Admin 0 0 Purchased services Dietary / Laundry 0 0 Other (On-call overnight allowance) 9,125 760

Sub-total Relief Staff & Other: 14,304 1,192

Sub-total Staffing Costs 143,784 11,982

E.I (Estimated benefits - ALL 20% of staffing costs) 28,757 2,396 C.P.P. 0 0 W.C.B 0 0 M.S.P 0 0 Pension Plan 0 0 Extended Health Benefits 0 0 Insurances 0 0

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Other 0 0

Sub-total Benefits: 28,757 2,396

TOTAL Staffing + Benefits Costs 172,541 14,378

SuppliesRaw food costs 68,620 5,718 Supplies Housekeeping / Laundry 0 Supplies Kitchen 0 Other miscellaneous supplies & equipment 0

Total Supplies Costs 68,620 5,718

Housing ExpensesMortgage (P&I) 112,313 9,359 Property Taxes 8,208 684 Maintenance & Repairs 12,960 1,080 Building maintenance, materials/repairs, small equipment 0 Grounds maintenance, materials/repairs, small equipment 0 Service contracts 864 72 Utilities: 12,960 1,080 Heating & Domestic hot water 0 Electricity other than heat 0 Water & Sewer 0 Garbage Removal 0 Insurance: 6,480 540 Replacement Reserve 10,800 900 Contingency for Vacancy Loss 3,456 288

Total Housing Expenses 168,041 14,003

Administration (non-staffing costs)Administration: 4,320 360 Office Overhead i.e. Supplies, small equipment, rental equipment, 0 Telephone & other communication services 864 72 Association dues 0 Purchased services (non-labour) 0 Audit & legal 864 72 Other: 0

Total Administration Costs 6,048 504

TOTAL EXPENDITURES: 415,250 34,604

PROJECTED SURPLUS (DEFICIT): 10,270 856

More detail of the operating budget calculations is provided in the Appendices.

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Implementation PlanThe implementation plan describes the steps in the development phase and outlines what needs to be done in both the construction phase and the operating phase.

Development phaseIn the steps described below it has been assumed that the Society will manage the project on a Design-Tender procurement strategy, where a Project Manager is selected to manage the whole project and an Architect is chosen to prepare the design, after which the construction steps are tendered as required. The steps will vary slightly if a Design-Build strategy is chosen, as the selected Developer will project-manage the whole process, including selecting an architect (usually one that the developer has used for other projects).

Some of the steps in the development phase are: Ensure that there is a well-developed vision for the proposed development; Prepare capital budget Prepare development schedule; Prepare operating budget Provide advice on, and participate in consultation with local residents; Meet with RDN Planning Department re: public space etc., in our plan; Apply for Project Development Funding (PDF), if applicable; Coordinate with the design contractor (architect) to monitor project design; Coordinate examination of site development potential and fit to the target residents and

desired design concept (ensure it fits with the neighbourhood and with the Bowser Village Plan and Official Community Plan);

Arrange for and manage preliminary environmental analysis, geotechnical analysis and site surveys, and ensure necessary reports are completed for this project;

Coordinate obtaining necessary approvals (municipal, environmental etc.); Review projected construction costs; Prepare tender and/or contract documents and contractor selection criteria; Hold regular progress updates and meetings; and Provide guidance on construction phase management (i.e. level of involvement).

Construction phaseThe construction phase requires construction management. This includes:

Deciding upon your level of involvement (e.g. be your own general contractor, or hire a construction manager, or a mixture)

Dealing with subcontractors contracts, change orders, etc. Permitting your job Purchasing your materials purchase orders, paying the bills. Daily scheduling getting your subcontractors and materials on the job site at the right

time Understanding and dealing with Inspectors and Inspections

o Understanding the building codes

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Managing quality control how good is good enough Managing costs (cost control) Cost accounting Managing project completion, obtaining occupancy permits, project close-out,

warranty/deficiency inspections, and final reportingThe activities that need to happen during the construction phase include:

1. Stake the lot2. Obtain temporary utilities during construction (water, electric power, toilet facilities)3. Clear and rough grade, and clear timber as necessary4. Plan for water provision from local water board5. Excavate for foundation6. Create footings7. Build foundations8. Install waterproofing and foundation drainage9. Install water taps and sewer output (from the building location)10. Backfill around foundation wall11. Install slab plumbing (in basement)12. Pour slab or basement floor13. Framing, roof frame, ceilings, windows, and exterior doors14. Exterior siding and trim15. Exterior door locks (securing the building worksite)16. Back-out framing17. Fireplace and/or chimney (if appropriate)18. Stairs (if required) 19. Rough HVAC20. Rough plumbing21. Roofing22. Rough electrical23. Electric and gas meter set24. Gutters and downspouts25. Exterior paint26. Insulation27. Temporary heat28. Drywall29. Cabinets30. Interior doors and trim31. Paint and/or wallpaper32. Flooring33. Counter tops34. Vinyl and ceramic tiles35. Sand and finish wood floors36. Appliances and special equipment37. Finish electrical38. Finish plumbing39. Finish HVAC and final heat40. Shower doors and mirrors

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41. Carpet42. Hardware and screens43. Drywall repairs44. Clean up45. Final paint46. Final wood floor finish47. Retaining walls (outside)48. Walks, drives and patios49. Septic tank and drain field50. Finish grading and landscaping.

Operating phaseDuring the operating phase of the housing project there are ongoing responsibilities to be managed. Some of these are the responsibility of the Board of Directors of the Society, and some will be performed by the Operator of the facility. The Operator may be a contracted company or individual.

The types of activities to be managed include:Governance: Create an effective governance and operations model, including

establishing appropriate record-keeping.Legal Requirements: Ensure conformance to legislative and insurance requirements.Financial Management: Implement financial management processes, including

extraordinary expense, financial statements, government financial reporting (e.g. HST/GST/PST), etc.

Marketing: Determine how the units are to be marketed.Resident Relations: Establish policies and processes to manage resident relations,

including dispute resolution, safety & security, etc.Rent Calculation: Decide how to calculate income and rent/housing charge

contributions for rent-geared-to-income (RGI) housing units.Resident Selection: Establish a resident application and selection process.Maintenance Management: Set up maintenance systems including record-keeping, regular

maintenance schedules, inspections, warranties, and goods and service contracts.

Emergency Preparedness: Create a plan for how to respond to major emergencies.Reporting Requirements: Establish processes to meet reporting requirements.

BC Housing provided the following checklist of activities that need to be performed by a housing provider who is creating new accommodation:6 Months Before Occupation ~ Marketing Units and Resident Selection

Obtaining Market Rent Appraisals Sample Marketing Appraisal Letter National Housing Occupancy Standards Core Need Income Thresholds Housing Need Point Score/Transfer Point Score Housing Need Income Tables Non-Metropolitan BC

4-6 Months Before Occupation ~ Landlord/Tenant Relationship

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Generic Tenancy Agreement Generic Pet Policy and Pet Ownership Rules and Application Form Criteria for Resident Caretakers Options for Retaining Caretaker Services Sample Job Description for a Housing Provider Off Site Manager Space Use Agreement

3 Months Before Occupation ~ Budget Development/Subsidy Development Housing Provider Building Information Form Housing Provider Unit Amenities Form Direct Deposit Authorization Form Housing Provider Staffing Schedule Form Housing Provider Operating Budget Form Calculating the Annual Provision Replacement Reserve Schedule Standardized List of Replacement Items Including Estimated Useful Life Notification of Tenancy Change Form Operating Start Up Grant Housing Provider Annual Information Form

Rent Calculation Forms Request to Transfer Subsidy Designation Income Sources What to Include and Exclude Monthly Heat Subsidy Rates Imputed Rate of Return

Other Earthquake Cabinet Contents Resident Involvement Kit or Housing Programs Guide call 604-433-1711 for copies

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Appendices

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PreambleWhatWhy How WhenWhat we would like to achieve

Organizational StructureType of organizationHistoryOrganization structureLegal statusVision and objectivesProject description

Office location / existing propertiesLinkages / existing partnershipsCurrent activitiesThe communityOther organizations active in the communityCurrent partnerships or linkagesPotential resources for the project

GovernanceCurrent executive and board of directorsDecision-making authorityKey contact for housing project

Team MembersIdentification of team membersSkills needed

Profile of current Board of DirectorsExperience and backgroundExpected contribution to the projectCommittees (Design, Construction, Tenant selection, Finance)Skill gapsTeam members hired

Process for selecting team membersFormal or informal process for team member selection

Marketing PlanDemonstrated needTarget groupSelection criteriaCommunity relationsMarketingSupport services

Project ConceptSite characteristicsMunicipal approvalsSite servicingBuilding design, energy efficiency, accessibility

Management PlanStaffing model or Property Management companyPartnership arrangements, preliminary policies

Financial PlanCurrent financial obligationsCapital budget, including identifying sources of fundingOperating budgets

Implementation PlanDevelopment phaseConstruction phaseOperating phase

Appendices

BSHS Business Plan 14March2012

Documents

Transcript of BSHS Business Plan 14March2012