CONSTRUCTION
MANAGEMENT:
The
EMG Team managed dual-usage properties during the 2002
Winter Olympics in Salt Lake City:
We have
emphasized these projects, not only because we are very proud of
our quality of construction management performance, the ability
to manage and maintain high profile projects and successful on
time and within budget delivery.
Project
goals were set in place, the proper steps were implemented
and the task was completed successfully, on-time and within budget.
Not only was it a company success, but also a worldwide success.
We feel honored to have been selected to present the luxuries
of
American housing to the world. After the 2002 Olympic
Winter games had come and gone we now have the opportunity
to see that the developments are providing beauty, function and
neighborhood
communities to residents at an affordable price.
The
above high-profile projects have fine-tuned our team into the experienced
portfolio management team we offer for housing communities around
the United States and its territories.
In performing
management and maintenance work at the Keetley Station, Todd Hollow
and Rose Cove we were required to heighten our awareness of all
of our management practices. Construction, management and preparations
for Olympic usage were performed at these projects, while residents
occupied completed units. Thus, it was even more important that
the appearance and safety of all those involved was kept in check.
The EMG Team ensured that all equipment and materials were safely
stored in their proper places. Noise was kept to a minimum and
the objective was to work around the residents, instead of the
residents working around the construction and management team.
The
EMG team through established, effective construction management
has accomplished occupancy in stages so as to not disrupt current
residents. Throughout the years, we have learned how to manage
our housing projects in a manner that is conducive to supporting
the existing neighborhood while creating the new community. This
is done with the utmost importance placed on quality and safety.
EMG has established many methods to make this seamless transfer
of upgrading each community with minimal disruption to families,
thus improving the overall quality of life.
The
EMG Team feels it is important to ensure that communities are conducive
to easy neighborhood unification among each housing development.
The EMG Team has designed, built and managed many developments
where the common areas, playgrounds, pools, sports facilities and
other amenities promote a community environment.
EMG's
experience with partnering agreements has shown that open communication
and clear understanding of the goals of each partner improves our
performance. We all provide better service when there is a formal
system to streamline problem resolutions and provide positive interaction
to address and resolve issues.
Evergreene's
management team will play an active role in ensuring our
commitment to any and all requirements. The CEO, Peter S. Cooke,
or the President,
Helen Kessler, of Evergreene Management Group will make regular
visits to discuss the performance of the EMG team. He or
she will always be available, day or night, should the need arise.
In addition,
EMG will use surveys and other instruments for gathering
performance data to ensure we are performing to the satisfaction
of client.
Additionally, EMG facilitates a full partnering program on
each contract task order issued, to include both the client and
any
subcontractors involved.
Points
of Accountability
EMG's Management Plan creates a seamless transition between the construction
and management phases by establishing one point of accountability. Clients
will never question whom to contact regardless of the issue-the proper points
of contact will always be the CEO, Peter Cooke and/or the President, Helen
Kessler. They will operate the project through a seasoned management team already
experienced in collaborating on projects of similar size, scope and complexity.
With
each passing year, as our seamless portfolio management team becomes
more and more seasoned, our expertise and ability to handle an
influx of housing units increases. Additionally, the process and
performance of creating a sense of "community" is refined
and our ability to achieve cost savings for the property owner
is enhanced.
Thus,
after nearly two decades of successful portfolio management
as a Team, EMG believes that we can be able to handle any type
of
portfolio management requirements under any given conditions.
Additionally, the management contracts we perform on an annual
basis deal with
property dollar values in the eight-figure bracket.
For
the past 18 years, EMG has increased the proficiency our Team to
meet the individual needs of clients using the portfolio management
method. Property management and maintenance is our mainstay. Housing
communities are our expertise, from not only knowledge and understanding
of varying federal and state regulatory considerations, but also
from appreciating the requirements and results expected from each
owner/investor.
COMPLIANCE:
Monitoring & Reporting
Status of Project Requirements:
As previously indicated EMG is currently responsible for 2800+ housing
units. EMG's experience includes 18 years of property management of single
and
multifamily housing, ranging from transitional housing to Section 8 Mod
Rehab, Tax-Exempt
Bonds, Section 42 Tax Credits and Market properties. Also included in
our asset portfolio are rentals of single-family homes and homeowner
associations. Most
of these properties are structured or controlled under some form of regulatory
requirements whether issued by federal/state agencies or imposed through
financial institutions. Through implementation and adherence to structured
policies and
procedures the EMG Team has a proven track record of success for our
clients.
Ensuring
Financial Compliance by Project Owners
The EMG marketing team works diligently to attract qualified residents using
proven policies and procedures with respect to prospective resident screening
and qualifications. We will work closely with all agencies to ensure that only
qualified applicants become residents. Our marketing and compliance teams are
able to screen and select those residents who meet precise requirements.
Qualification
and approval of prospective residents is a critical aspect in the
portfolio management process. A credit and criminal history is
performed for each prospective resident prior to move-in. Prior
to move-in and at annual recertification, the EMG Compliance Specialist
screens all resident paperwork to ensure compliance.
Properties
are visited on a regular basis by EMG regional managers, compliance
personnel and outside compliance consultants to ensure on-site
compliance and to provide on-going training and feedback.
All
resident files are copied and originals are sent to EMG's corporate
office for storage in a fire / waterproof vault. Two sets of current
resident files are maintained at all times. Each resident file
is organized in the same manner across all EMG properties. The
order of resident documentation assures outside auditors consistency
during review.
The
EMG Compliance Department prepares and submits annual compliance
reporting for each property to the appropriate federal, military,
state, local or private agency. This report includes all information
required by these agencies regarding compliance by the Owner, property,
building, unit and household. Investor reports are generated on
a regular basis as determined by the investor and EMG.
The EMG Compliance Department includes a compliance specialist that maintains
current Housing Credit Certified Professional status endorsed by the NAHMA,
NAHB and National Compliance Professional designations. A national low-income
housing tax credit (LIHTC) compliance firm is held on retainer by EMG available
to consult on any additional compliance issues that may arise.
Bay
Harbor at Slate Canyon, located in Provo, Utah, is a multifamily
apartment community under EMG's asset management portfolio. Provo
has a high concentration of college students (location of Brigham
Young University). Under Section 42 regulations, not everyone in
the household may be a full-time student; therefore it was critical
that all residents qualified under Section 42 guidelines. As indicated
previously, our Compliance Department reviews and approves all
new move-in applications and associated documentation. This process
allows us to maintain 100% compliance at all communities, ensuring
the integrity of the property owner's financial investment.
PORTFOLIO
MANAGEMENT TOOLS:
Accounting
and Financial Reporting and Reviews
EMG utilizes state of the art technology designed specifically for
portfolio management. This allows EMG to maintain particulars
on each
family
residing in the community. Protected and secure information such
as demographics, income, service requests,
lease expiration, move-in dates, security deposits and delinquent
payments are maintained in a database that can be shared between
the corporate and
on-site management offices.
Functions
of the EMG accounting department include preparation
and maintenance of management reports, accounts payable/receivable
and operating
statements. Digital generated computerized
checks, aged accounts payable, accounts receivable, financial statements
and each cross-referencing for management reporting
is also reviewed. In addition,
accounting is instrumental in developing and
updating three to five-year strategic business plans and budgeting
processes. Annual,
monthly, weekly and daily reporting can be generated upon request.
The
EMG Accounting Team also tracks delinquencies in resident
accounts, collections and garnishments on an aging basis.
The
expertise of EMG's accounting department
ensures fiscally responsible management of properties. An
independent CPA firm in accordance with sponsor
guidelines and
specifications performs annual, certified audits.
Facility
Audits and Site Visits
Properties are visited on a regular basis by EMG regional managers, compliance
personnel and outside compliance consultants to ensure on-site compliance
and to provide on-going training and feedback.
Project
and Development Management
EMG develops and publishes an operations manual that details how the
day-to-day business of the project will be conducted.
A
project-specific Management Plan and Management Agreement are
also established with that will illustrate detailed duties covering
portfolio management activities. All resident records relating
to lease of housing are maintained for a period of three (3)
years.
The
attached sample of the Evergreene "Green
Book" illustrates
EMG's commitment to continuing strategic
planning and details Evergreene Management
Group's Vision, mission and philosophies.
Insurance
Coverage Assessment
EMG works with nationally accredited property insurance firms to
properly insure the properties under regulatory agreements and financing
agreements. EMG also carries an umbrella insurance
policy performance bond to cover project operations by EMG employees
and agents.
Document
Retention
All resident files are copied and originals are sent to EMG's corporate
office for storage in a fire / waterproof vault. Two sets of current
resident files
are maintained at all times. Each resident file is organized in the
same manner across all EMG properties. The order of resident documentation
assures
outside auditors consistency during review.
PROBLEM
PREVENTION / RESOLUTION:
At
Heather Estates, located just 5 minutes from Hill AFB, Utah, a
95% occupancy rate has been maintained in a market that has been
over-saturated the past few years. Our success is due to a proactive,
professional "team" approach to marketing; establishing
a working relationship with local housing authorities (i.e., Hill
AFB Base Housing Office and Davis County Housing Authority), and
community employers but most importantly with residents in maintaining
a positive "landlord - resident" relationship.
It is
standard policy to conduct criminal background checks and drug
testing on all new employees. We also perform random drug testing
on 10% of our employees. EMG feels it is critical that these policies
be enforced as a part of portfolio management. We feel this reduces
liability from injury or accident and theft at our properties.
Most military communities are secure, but crime continues to be
a rising issue countrywide.
At Heather
Estates, the EMG onsite management team has established an excellent
relationship with the local Clearfield City Police Department.
Heather Estates is actively involved in the neighborhood "Crime
Free Community" Program. Heather Estates residents are fully
aware that EMG management staff works "hand-in-hand" with
the police department.
EMG
educates its staff regarding Equal Housing Standards. We are committed
to abiding by all state and federal regulations and abiding by
the Affirmative Fair Housing laws. EMG has established cooperative
relationships with various agencies such as the Housing Authority,
Military Base Housing Office, Catholic Community Services and Family
Support Services, in an effort to provide assistance to our residents
when needed.
Strong,
innovative marketing programs are crucial if a housing development
is to become a successful "community". Programs endorsed
and utilized by the EMG Team include social activities, community "watch" meetings,
informative monthly community newsletters, yearly activities such
as barbecues, "Clean Up Day" activities, resident meetings,
community involvement seminars and other activities. In order to
maintain appropriate occupancy levels, EMG realizes the importance
of providing a sense of "community" that appeal to families.
EMG excels in creating its properties to be an "asset" to
the neighborhood and strives for excellence in management and maintenance
administration and procedures to ensure the properties remain communities
where residents will choose to live.
It is
EMG's philosophy that the prime responsibility of any Management
Team is to ensure that each community is well maintained, clean
and provides a safe environment and a pleasant atmosphere where
residents are proud to call home. If attention to these details
is met with an attitude of consideration the potentiality for resident
problems is significantly reduced. Although it is important to
maintain a friendly relationship with residents, it is also important
that residents are given guidelines and community rules to govern
behavior and expectations. The EMG Team is educated through monthly
management meetings regarding the various aspects of property management
and resident relationships.
An
in depth knowledge and understanding of the complexities
of Portfolio Management
greatly enhances and strengthens the ability of Evergreene
Management Group (EMG)