How to Build a Great Team Presented by Linda Herman and Jayni Allsep April 21, 2018

HOW TO BUILD A GREAT TEAM Overview of process: Development Community Team members: When you need them What they do What to look for What they cost How to hire Slide 1 Overview of process: Development Community Building Team members. When you need them What they do What to look for What cost How hire

PROJECT FLOW CHART

TEAM ORG CHART Org Chart cohousing Team 2 – to be inserted after Project Flow Chart slide

PROJECT MANAGER A project manager is the person responsible for leading a project from its inception to execution. This includes planning, execution and managing the people, resources and scope of the project.

PROJECT MANAGER When one is needed: At the beginning What they do: Development Professional point person of development project. Involved with all aspects of project. The PM is the “Information Center” Represents the community to regulatory agencies, consultants, etc. Assists community with hiring of team, including General Contractor, and negotiating contracts. Schedule and quality control Manage and coordinate team thru planning and design phases Cohousing Community’s representative during construction phase Prepare and manage master budget. Review and approve all invoices and expenses. Maintain financial accounting of project. Coordinate all regulatory approval and permitting processes.

PROJECT MANAGER What they do: Community Assist with decision-making, group process and facilitation as needed. Assist with developing marketing plan and materials. Assist with marketing events Liaison between development and community Membership agreements Assist with development of policies and procedures for community Insert Phoenix Commons slide

PROJECT MANAGER Insert Phoenix Commons slide Project Duration (weeks)   Square Footage Description Cost Cost/SF Professional Fees Architect #DIV/0! Reimbursibles Interior Designer MEP Engineer Structural Engineer Surveyor Civil Engineer Acoustical Consultant Landscape Architect Soils Engineer Utility Engineer Waterproofing Consultant Legal Services Project Management Subtotal Professional Fees 0.00 Design Contingency 15% of subtotal Total Professional Fees Building Construction Cost Subtotal Building Construction Costs Contingency 10% Contingency remaining Total Building Construction Cost Fees & Inspections City Plan Check & Permit Fees Conditional Use Dept of Real Estate Transit Fees School District Fees PGE Water connection fee Water capacity fee Fire Water connection fee Wastewater Special Testing & Inspections DPW fees Subtotal Fees and Inspections Insert Phoenix Commons slide Master Budget – to be inserted on PM slide #8, as noted.

PROJECT MANAGER What to look for: Project management experience of at least 7 years Professional with cohousing or other group process experience, i.e. non-profits or other communities. Experience with multi-family housing Experience with development/new construction Ability to build relationships with stakeholders Possess leadership and team building skills Strategic and critical thinker Neutrality What to look for: Project management experience of at least 5 years. Professional with cohousing or other group process experience, ie- non-profits or other communities. Experience with multi-family housing Experience with development/new construction Ability to build relationships with stakeholders Possess leadership and team building skills Strategic orientation

PROJECT MANAGER How to select Get referrals from other cohousing communities and/or non-profits Pre-proposal Interview Request proposal to include all services and costs Check references: ask for client and peer references Call Linda Herman Consulting What they cost $75-$150/hr depending on experience and responsibilities Range: 3%-5% construction costs Fixed monthly budget if scope is clearly defined What cost $75-$150/hr depending on experience and scope Range: Fixed monthly budget if scope defined How to hire Referral from other cohousing communities or non-profits Request proposal to include all services and costs Call Linda Herman

REALTOR When one is needed: Securing a Site Purchase of property What they do: Advise on real estate transactions Prepare purchase agreements, escrow How to select: Referrals from Core Group and others References – clients, professionals, peers What they cost: Usually 3-6% of sale price of property Paid at sale of property

ARCHITECT When they are needed: Early – ideally while looking for a site What they do: Evaluate sites, due diligence Space Programming - define criteria for the project: function, quality and quantity (i.e. Programming common space) Conceptual Design for site, units, and common space Design Development: Complete design Contract Documents: For bidding, permits and construction Submit for regulatory approvals and permits Construction Administration May hire required engineers: civil, geotechnical, structural, mechanical, electrical, plumbing Slide 7 (use word cloud) Architect: When needed: When looking for a site What they do: Evaluate sites, due diligence Programming - define criteria for the project: function, quality and quantity (i.e. Programming common space) Schematic Design: Preliminary plans and elevations. For approvals Design Development: Complete design Contract Documents: For bidding, permits and construction Submit for regulatory approvals and permits Construction Administration May hire other required engineers: civil, structural, mechanical, electrical, plumbing

ARCHITECT Arch checklist of services– to be inserted Architect slide #12, as noted Slide 7 (use word cloud) Architect: When needed: When looking for a site What they do: Evaluate sites, due diligence Programming - define criteria for the project: function, quality and quantity (i.e. Programming common space) Schematic Design: Preliminary plans and elevations. For approvals Design Development: Complete design Contract Documents: For bidding, permits and construction Submit for regulatory approvals and permits Construction Administration May hire other required engineers: civil, structural, mechanical, electrical, plumbing

ARCHITECT What to look for: Licensed in the state where project is proposed Experience with multi-family housing in your state (building codes can vary state to state) Experience with the local regulatory agencies Experience with group decision-making process Strategic and critical thinker Referrals from local developers, builders, other professionals

ARCHITECT How to select: What they cost: Referrals to/from Project Manager PM prepares and issues RFP Interviews and see work References – professionals and clients Contract: Include all services to be provided by Phase What they cost: Percentage of construction costs: 6-10%, with not-to- exceed (may vary by region) Fixed fee by phase Time and Materials What cost: Percentage of construction costs: 8-15%, with not-to-exceed (may vary by region) Fixed fee by phase Time and Materials How to hire: Referrals to Project Manager PM prepares and issues RFP Interviews and see work References – professionals and clients Contract: Include all services to be provided by Phase.

GEOTECHNICAL ENGINEER When one is needed: Securing a Site Preliminary Design Phase What they do: Soils testing for toxins and composition Provides guidelines for foundation design How to select: Relationship with Architect References – professionals peers What they cost: Fixed fee by scope What cost: Percentage of construction costs: 8-15%, with not-to-exceed (may vary by region) Fixed fee by phase Time and Materials How to hire: Referrals to Project Manager PM prepares and issues RFP Interviews and see work References – professionals and clients Contract: Include all services to be provided by Phase.

CIVIL ENGINEER When one is needed: Securing a Site Design/Engineering Phase What they do: Site design related to grades, drainage, public walkways. Boundary or topographic surveys How to select: Relationship with Architect References – professionals peers What they cost: Fixed fee by phase What cost: Percentage of construction costs: 8-15%, with not-to-exceed (may vary by region) Fixed fee by phase Time and Materials How to hire: Referrals to Project Manager PM prepares and issues RFP Interviews and see work References – professionals and clients Contract: Include all services to be provided by Phase.

STRUCTURAL ENGINEER When one is needed: Design/Engineering Phase What they do: Design structural elements of building How to select: Relationship with Architect Experience with building type References – professionals peers What they cost: Fixed fee by phase What cost: Percentage of construction costs: 8-15%, with not-to-exceed (may vary by region) Fixed fee by phase Time and Materials How to hire: Referrals to Project Manager PM prepares and issues RFP Interviews and see work References – professionals and clients Contract: Include all services to be provided by Phase.

MEP ENGINEER When one is needed: Design/Engineering Phase What they do: Design mechanical, electrical and plumbing systems of the building How to select: Relationship with Architect Experience with building type References – professionals peers What they cost: Fixed fee by phase What cost: Percentage of construction costs: 8-15%, with not-to-exceed (may vary by region) Fixed fee by phase Time and Materials How to hire: Referrals to Project Manager PM prepares and issues RFP Interviews and see work References – professionals and clients Contract: Include all services to be provided by Phase.

GENERAL CONTRACTOR When they are needed: End of conceptual design What they do: Develop preliminary construction budget Constructability review Develop construction schedule Assist with permitting Bid the project Construction Slide 10: General Contractor: (use word cloud) When needed: Schematic design, pre-construction services What They Do: Develop construction budget Constructability review Develop construction schedule Assist with permitting Bid the project Construction

GENERAL CONTRACTOR What to look for: Experience with construction type – multi-family, single family, etc. Financial stability Relationship with local building department and agencies Has worked with project managers successfully – check professional references Track record meeting budgets and schedules – professional or client references Has worked on condominium projects in your state Slide 11 What to look for: Experience with construction type – multi-family, single family, etc Relationship with local building department and agencies Has worked with project managers successfully – check professional references Track record meeting budgets and schedules –professional or client references Has worked on condominium projects

GENERAL CONTRACTOR How to select: What they cost: Determine type of project delivery PM issues RFQ – Request for Qualifications Interview #1 – do you like them? GC prepares conceptual cost estimate Interview #2 – do you still like them? References and see work What they cost: Bay Area: 5-15%, includes Overhead, Profit and Insurance – percentage over cost. Negotiate based on locality. General Conditions: GC staff and office General Requirements: temp facilities Change orders: negotiated percent over cost Include pre-construction services fee Slide 12 What cost: Overhead, Profit and Insurance – percentage over cost. Negotiate based on locality. Bay Area: 5-15% General Conditions: GC staff and office General Requirements: temp facilities Change orders: percent over cost: How hire: PM issues RFQ – Request for Qualifications Interview #1 – do you like them GC prepares conceptual budget Interview #2 References and see work

GENERAL CONTRACTOR Summary of Costs budget – to be inserted on GC slide #16, as noted. Slide 10: General Contractor: (use word cloud) When needed: Schematic design, pre-construction services What They Do: Develop construction budget Constructability review Develop construction schedule Assist with permitting Bid the project Construction

FACILITATOR When one is needed: Early on-when cohousing group is forming and making decisions What they do: Facilitate the formation of the community Facilitate decision-making, group process, and community building Provide training to the group How to select: Referrals from PM, Core Group and others References – Cohousing communities, CoHo US What they cost: $50-125/hour

LEGAL COUNSEL When one may be needed: For real estate transactions, condominium maps, CC&R’s, other legal Entitlement/permitting, formation of LLC and/or HOA What they do: Prepare draft agreements, contracts Review draft agreements, contracts proposed by others Legal advise regarding real estate, entitlements, permitting How to select: Relationship with Project Manager, Core Group and others References – professionals, peers What they cost: Hourly $250-$500/hr

MARKETING When one is needed: Securing a Site What they do: Develop and execute marketing plan Prepare marketing materials (collateral) Plan and host marketing events How to select: Relationship with Core Group and others References – clients, professionals, peers What they cost: $75-$150/hr depending on experience

Thank you for your time! Questions? Please contact us at 415-990-7194 www.lindahermanconsulting.com