What Membership and support agencies and organizations that support, develop, and promote the affordable housing philosophy does The Columbia Property Group, Inc subscribe to?

What is your HUD Relationship?

Describe your services.  

How does The Columbia Property Group, Inc enforce all written documents of the ownership organization?

Provide evidence of your ability to establish and maintain on-going social activities/programs.

Does The Columbia Group have an aggressive Benefits package?

Is your management style cost efficient?

What Membership and support agencies and organizations that support, develop, and promote the affordable housing philosophy does The Columbia Property Group, Inc subscribe to?

·         Do they Demonstrate strong ethics and trustworthiness

·         Do they help us grow and assist us to be more Knowledgeable/somewhat expert in dealing with HUD

Member: Institute of Real Estate Management (IREM)

IREM is the recognized organization for property managers that confers the designation of Certified Property Manager (CPM). Mr. Henley is a CPM and is a former faculty member of the institute for Course 101, On-Site Management. IREM holds its members to standards of education, experience and a code of ethics.

Member: National Association of Housing Cooperatives (NAHC)

As a member, support of the cooperative philosophy and our client NAHC member cooperatives.

Reference: Marlene Stiggers, (w) 404-363-2348 (h) 404-696-2861

Member: Southeastern Affordable Housing Management Association

SAHMA is the leading education and communication source for assisted housing managers. Claude Bourgeois is a principal trainer for SAHMA and has recently lead seminars on REAC inspections and Section 8 contract administration, Preparing for a HUD Management Review and Basic Occupancy. Melanie Moe was Mississippi State Director for this organization for the past 7 years and now serves on the Regional Leadership Council. Melanie Moe and Mr. Bourgeois serve as committee chairmen at both the state and regional level and Mr. Bourgeois is the President elect of SAHMA for the 2001-2002 term.

Reference: Sue Chapel-White, SAHMA 800-745-4088

Member: National Affordable Housing Management Association

NAHMA is the leading national association in Washington that works to the benefit of owners and operators of affordable housing nationwide. NAHMA is our voice in Washington, and keeps the lines of communication open with the industry and the "hill".Through this membership, The Columbia Group keeps client properties ahead of changes at HUD, with their timely information on all housing issues.

Reference: George Caruso, NAHMA, 703-683-8630

HUD Relationship:

Over 70 years of combined experience working with affordable/HUD insured-subsidized multifamily property. The Columbia Group is proud of the reputation that has been established with the various HUD offices in the Southeast. HUD is perceived to be our third client  along with the Owner of the Asset and Residents. Please feel free to contact our HUD references provided in the attachments. A list of programs managed is also provided.

Diversification: The Columbia Group provides the following services:

·         New Board Member Orientation

·         Board Training Seminars

·         Grant Application Preparation

·         Security analysis

·         Major contract repair specification, bid collection and contract supervision

·         Technology applications and training

·         Site staff training and motivation

·         Long range planning, including development and refinance consultation

·         Web site development and management

·         Maintenance management and planning

·         Maintenance Training

·         Inventory and purchasing controls

·         Property inspections

·         Property tax valuation analysis

·         Insurance coverage analysis

·         Neighborhood Networks development

·         Resident surveys

Partnering relationships and services used include:

·         Auditing by several CPA's expert in HUD audit standards

·         Tax Appeal by professional agencies

·         New technology applications for security

·         Neighborhood Networks service and training

·         Lenders familiar with the unique needs of cooperative, elderly, and special needs housing

·         Property Management software training

Licenses and Designations held within the agency:

·         NAHP-E Claude Bourgeois

·         NAHP Melanie Moe

·         CPM Bill Henley

·         COS Melanie Moe

Real Estate:

·         Real Estata Broker Claude Bourgeois

·         Real Estate Broker Bill Henley

How does The Columbia Property Group, Inc enforce "all" written documents of the ownership organization?

·         Please recommended review schedule

·         Give examples/descriptions of document changes initiated within the past 2 years.

Prior to assuming management, all key documents are reviewed:

·         Regulatory Agreement

·         By-Laws

·         Policies and House Rules

·         Occupancy Agreement

·         Eligibility Criteria

·         Maintenance Standards

The Managing Agent can change none of the listed documents, but, serving as a fiduciary and consultant, may bring specific items up for review by the Board of Directors and submit alternatives for discussion as well as the reasoning for a recommended change. If HUD approval is required, the Owner of so advised.

Policies maintained so that both the current policy and prior policy history can be traced, as well as the Board Meeting minutes that authorized the change. Policy changes are published to the membership. All policies are enforced fairly and equally.

In August 2000, a review of the Eligibility Criteria was conducted during a Owner training seminar on reading credit reports and evaluating new member applications. In light of new HUD policies and federal regulations, some changes were proposed in eligibility that will be brought up at the next Owner Board Meeting.

Provide evidence of your ability to establish and maintain on-going social activities/programs:

·         Types

·         When and Where

·         Outside vendors or agency staff

Establish and maintain on-going seminars for and with residents/members:

The Columbia Group has a commitment to resident activities as being the basis for creating a community of neighbors and as an opportunity to deliver services to residents in need, particularly the elderly.

Types include:

Neighbor Day Festival, Health Fair, Holiday Pot Luck, Seniors Luncheon and special event functions. Resident Organized Christmas and Thanksgiving Dinners. Easter Egg hunts. Door Decorating Contests, etc.

When/Where:

Neighbor Day at Live Oak Manor, August 2000 and 2001; Health Fair at Riverwood Townhouses, Spring 2000; Holiday Pot Luck at Kenilworth Manor, Fairburn Towne; Houses, Riverwood Townhouses each holiday season. All such functions are conducted by the management agent and staff and outside individuals are only used to lead specialty seminars and functions.

Types of seminars conducted by outside professionals this year have included: "Town Hall Meeting" with local police leaders to discuss area crime and current police activities (Fairburn Towne Houses, June 2000); Aging and Mental Health lead by AlzheimerÌs disease specialists (Riverwood Townhouses and Fairburn Towne Houses, 1999); Child care and nutrition classes were offered in all our multifamily properties in 2000.

Initiate a "true" inventory system:

·         Current property inventory systems

·         Experience in initiating a property inventory system

The Columbia Group leads the nation in the adoption of inventory and purchasing management systems. Since the 1980, a formal system of maintenance shop standards and organization has been in place. Items are organized, clean, safe and identified. Shelves are color coded by major categories of parts. Purchases are made via a true purchase order system that tracks against the budget.

In the past two years, The Columbia Group served as a beta site for the development of the "EZ Tracker!" system developed by ChannelTECH. This system uses bar coded shelves, a PC based master vendor and parts list and automatic tracking of each part, major and minor, used as to who used it and in which unit. This system maximizes vendor discounts, stops the time consuming outings to the hardware store and insures that only the quality of parts specified are ordered. Relationships with national vendors have been developed to insure the best prices.

Document regular "weekly" physical inspections of property by manager:

·         Develop a systematic "property" inspection plan

·         Weekly reports summarized in manager's monthly report

·         Property "changes" documented, monitored and documented on manager's report.

Once again, The Columbia Group is a national leader in systematic property inspections. Inspections are the backbone of developing strong maintenance operations and efficient use of manpower and resources. Inspections are also key in budgeting and planning. We believe that you can only expect what you inspect!!!

Inspections of all units are done either monthly or quarterly depending on the property need. All inspections are done on a handheld computer so that the data can be reported precisely in a summary, detail, item, budget or inventory basis. Property changes, or a "trend analysis" is easily provided as a part of the manager's report. The agent conducts a monthly inspection of the property and vacant units. The manager inspects the units, grounds and buildings on a weekly schedule. The inspection reports are provided to the agent upon completion. Digital photos of important items are taken to support findings.

The Columbia Group has inspected over 15,000 apartments in the past two years for property owners and other management companies. We are very familiar with the HUD standards for unit and building condition and provide training services on those standards nationally.

Continuously preparing "project" projections:

·         Continuous progress reports on all projects until 1 year after completion

·         Revision of Îcompletions dates" based on work completed.

Good communication of major project completion and capital use is critical to Owner and Agent relationships. To that end, in 1988, we initiated a monthly cash use format that incorporates major projects with plans and updates and use of funds. The report is on a 6 month basis and each Board Member retains the reports for reference for as long as necessary. When warranted, results tracking of a major project is calculated.

Does The Columbia Group have an aggressive Benefits package?

The Columbia Group believes that rate of pay is important, but it is not the only issue. Training, office attitude, leadership, recognition of achievement and benefits are critical to recruiting professional staff and retaining them. To that end, employees currently have available:

·         401K

·         Health and dental insurance

·         Paid Vacation and Holidays

·         Incentive Programs (with Board Approval)

·         On line computer skills training

·         Annual awards meeting

·         Credit Union is not currently available, but if you know a way, let us know!

·         Can The Columbia Group "market" the asset

·         Describe plan currently using

·         Describe plan for my asset

The Columbia Group employs a strategy for marketing property that is based on developing a property reputation as:

·         Best maintained

·         Most professional

·         Best value

These three key items take time to develop in most cases, but the process begins day one. Resident referrals and "word of mouth" advertising are the least costly ways of recruiting new members. As we take the lead in maintenance, the residents will come. Some will even "come back!"

As the strategy develops, marketing tactics are used that are cost effective. Special events such as an open house or a community day or area event hosted by your property can easily draw the better residents from the rental community. By having move-in ready units and a professional staff, people will talk about it. If a severe vacancy problem exists, additional marketing steps will be initiated, with Owner approval in advance. There is no additional cost for agent marketing efforts.

·         Design and promote "true" curb appeal

·         What is curb appeal and do you support the idea?

·         How would you implement and promote community support?

"Curb appeal" has two definitions:

·         1. The first impression one has on driving by the property. Do they notice the property? If so, do they think, "Wow, that place really looks nice! I"d like to live there!" That is the kind of curb appeal that you want. Most properties has limited opportunity for street curb appeal as there is limited road frontage and the cars move fast on our roads. An analysis of street curb appeal improvement is recommended.

·         2. The second definition is the appearance of the property as you drive through. Do the residents take pride in the property? Are you please to have visitors come to your home, seeing the parking lots and landscaping? Property appearance is an area targeted by Board Policy and enforced by management. As a management principle, good curb appeal enhances value perception, cuts turnover, attracts better residents who will care for their homes and, overall, will benefit property bottom line performance.

Community support has been best developed by:

·         Setting standards and enforcing rules

·         Recognizing those who take time to work on their building

·         and the grounds at their doorstep

·         Having special events for residents to promote property appearance

·         Communicate and work with the Owner/Board of Directors

·         Responsive to the Owner/Board

·         Initiate and support an Inspection system that includes the Owner/Board

·         Train "all" Board members in the legal papers of the not for profit asset

Please refer to the reference sheet and contact the Board Presidents to verify our commitment to communication, responsiveness, inspections and Board Training. Each board member, annually, the first month after the Annual Meeting and election, has an opportunity to attend a training seminar on the Regulatory Agreement, By-Laws, Management Agreement and Occupancy Agreement that covers the parties and their relationships. During the year, the agent provides training on issues and items as agreed upon with the Board of Directors.

Demonstrate the ability to set up daily contact with office staff- In person, email and telephone:

The Columbia Group uses a "flat" corporate structure that keeps communication simple and eliminates layers of decision-making bureaucracy. All levels of staff are trained in the Management Agreement and the limits of authority in all areas. Communication during Agent visits, involves all areas of management and utilizes an on-line Management by Objectives (MBO) program that clearly identifies what is to be done, by whom and when. As it is on the company web site, all participants can view it at any time.

Managers are expected to use email and, depending on the property status, may have to report specific actions and results multiple times in one day.

The manager, staff, Board and Residents are provided with toll free access to the Agent 24/7/365. Messages are checked every day, several times. The Agent schedule is posted on the web site for staff reference and the Agent has a local cell phone number that rings in most cities.

Professionally trained staff:

The Columbia Group has only one standard for office personnel: They are, in all ways, at all times, "professionals" that take pride in their work and enjoy serving their community.

The Agent coordinates all personnel training, by professional associations and peer groups and through reading, Internet and tape opportunities. We believe that we can provide management skills that will make "stress management" training irrelevant. Weekly staff meetings target specific topics of growth, personally and professionally.

Manager certification as an ARM, NAHP and RCM is desirable. Current cooperative site managers have one, or all, of these designations.

Maintenance Training is done through both in-house seminars, professional association seminars or, as in the case of HVAC certification, through professional schools.

Any staff member that uses company funds for training signs an education agreement whereby they must reimburse the owner should they leave within 1 year of education, pro-rated. The cost of training is administered following the HUD guidelines for agent vs. owner expense. That said, the Agent does not charge the property for Agent training. Employees attended an agent sponsored training on inspections and REAC compliance.

Describe your Monthly Financial Reports:

A sample financial report is enclosed from a property. The site manager prepares the "MARS" report and supporting schedules. The Agent prepares the P&L, the Cash Flow Projection and the General Ledger. The report provided to the Board of Directors can be customized to their specific priorities. The MARS report and Projection are done in MS Excel. The P&L and Ledger are maintained in ACCPAC. All reports can be transmitted electronically and viewed on the company web site.

Is your management style cost efficient?

As your Agent, I believe that if I do my job the way it is supposed to be done that I can created enough efficiency in your operation that I will, literally, "work for free." At other properties we have cut utility cost, reduced insurance cost, reduced property taxes, brought in grants, reduced security cost, reduced vacancy loss and turnover, reduced vacant unit down time, reduced materials costs and reduced contract service cost. We will seek to find the areas where your property can be made more efficient.

It is this attitude that is the reason that Fairburn Towne Houses, Inc. has basic rates that are 25% lower that other area cooperative, but when you drive the property, you would be hard pressed to find an area where work is needed!

As you Agent, we are your consultants and partner is delivering to your Residents/members the very best in services for the very least in cost. It is not easy, but when it is achieved, we ALL know it.

Oversight of contract work:

The Columbia Group has the ability, in house, to develop work specifications for typical property repair contracts. If a structural engineer is needed, that is identified and presented, in advance, to the Board of Directors. Bids are solicited both through traditional methods (associations, yellow pages) and through on-line procurement channels such as "Handysource.com". Contractor proposals and recommendations are presented to the Board. The lowest price does not always get recommended. All bids are presented. A professional contract is used for all work exceeding $5,000 in total work. A short form contract is used for work under $5,000. A pre-job conference is held, on site, with staff, agent, contractor, lead man and any other parties involved in the work. A qualified party inspects work frequently during the initial stages of work. If there is a change in lead man, a more frequent schedule is maintained. A logbook is maintained documenting inspections, dates and comments. Digital photos of progress are taken and posted on the company web site.

Completed work is routinely inspected during the warranty cycle to insure that materials and workmanship guarantees are upheld. This is managed via the MBO list.

No contractor has gone unpaid for work properly done. The contract terms of payment are strictly adhered to, as are the terms of the contractors performance.

No liens have been placed by contractors on any properties managed by us where we were in control of the contract administration process.

The Columbia Group has a reputation with vendors as a company that pays the bills. This has allowed us to get many things done for clients that could not afford the work. The vendors know that they will be paid.