Market Segments in the Multifamily Sector
*
Andrew Oh, TecMRKT Works LLC
John H. Reed, TecMRKT Works LLC
Nick Hall, TecMRKT Works LLC
Tom Talerico, TecMRKT Works LLC
Jeff Riggert, TecMRKT Works LLC
Donald R. Dohrmann, ADM Associates, Inc.
Shahana Samiullah, Southern California Edison
Oscar Bloch, State of Wisconsin
ABSTRACT
The multifamily market has proven to be a particularly difficult market to penetrate
with energy efficient technologies and practices. In general, the market has been treated as if
it were homogenous and the assumption has been that split incentives are the major barrier to
making progress in the market. This paper brings together the results of three studies, two
from California and one from Wisconsin, both based on interviews and telephone surveys
with owners and operators of multifamily facilities.
The research presented in this paper finds that the market is comprised of owners who
manage their own properties and property firms that manage properties for others. There are
at least four segments among these operators: the small operator segment, the medium
operator segment, the large operator segment, and the large fee-managed operator segment.
This paper describes the segments, the key decision-makers involved in the segments, the
structures of operation, the criteria used in decision-making, and the opportunities and
barriers for implementing energy efficiency in each segment. For example, in the small
operator segment, capital and the availability of time act as barriers to implementing energy
efficiency. For the large operator segment, a key barrier is the competition among worthy
projects for capital and attributes other than cost and payback that tip selection to non-energy
related projects.
This paper presents a new and powerful way of understanding the multifamily market
that helps to set the stage for designing better and more effective programs addressing the
multifamily sector.
Introduction
The term multifamily is used to describe a broad range of living and ownership
arrangements and is often used differently from program to program and study to study.
Multifamily can refer to physical structures ranging from duplexes to multistory high-rises.
Multifamily properties can be leased to tenants or owned by the occupants. A high-rise
building with rental units is an example of the former while a high-rise condominium is an
example of the latter. While various of the authors of this study have completed studies of
*
The California studies on which this paper is based were funded with California Public Goods Charge Energy
Efficiency Funds. The Wisconsin study was part of a baseline study funded with Wisconsin Focus on Energy
Funds.
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both owner and renter occupied multifamily dwellings, this study will mainly focus on renter
occupied buildings with four or more units.
There is a widespread belief that the multifamily market is a particularly difficult
market to penetrate with energy efficient technologies. In the 1970s and early 1980s, some
energy programs attempted to target tenants in multifamily dwellings. It became clear that
tenants, especially in rental units, are difficult to reach, are not often interested in energy
efficiency, and even if interested, are often limited to conservation rather than energy
efficiency actions.
In the past twenty-five years, energy programs have also attempted to target
multifamily property owners. Program implementers often find that the owners of
multifamily units are difficult to reach and that their interest and awareness in energy
efficiency is often low. This lack of interest is often attributed to the fact that owners make
the capital investments while tenants pay the operating costs. It is assumed that owners
minimize capital costs with little regard for the long-term operational costs that tenants incur.
The fact that most energy efficiency measures are available at a cost premium tends to
reinforce this view.
Also, there has been a general tendency to view the multifamily sector as a large
amorphous entity. In fact, this sector is highly differentiated and should be viewed as a series
of submarkets each with its own characteristics. We shall demonstrate this in the following
pages.
This paper addresses three issues:
x An overall view of the general structure of the market
x A brief view of the tenant market
x And, a more detailed discussion of owner management segments within the market
How the Data Were Collected
This paper is based on three studies. The first is a study of the multifamily sector in
California and mostly addresses the large operator rental market (ADM and TecMRKT
Works, 2000). The second is a study of hard-to-reach populations in California (Reed, et. al.,
2001) that specifically addressed the issue of renter segments in California. The third study
is a study of the multifamily operator market in Wisconsin (Xenergy, et. al.). Even though
these studies represent diverse populations, there are commonalities and differences that
contribute to a greater understanding of the market.
The California multifamily market apartment study is based on 25 in-depth
interviews, a survey of 420 multifamily housing decision makers, and on-site collection of
data about common area appliances at 540 locations throughout California. The hard-to-
reach study is based on analysis of secondary data sources and includes commercially
available market segmentation data and the analysis of saturation data. The Wisconsin study
is based on in-depth interviews with 29 market actors and surveys of 100 owners.
The General Structure of the Market
A large proportion of the multifamily rental market is concentrated in the hands of
relatively few players. At the national level, the top 50 apartment owners own or manage
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approximately 2.5 million units (National Real Estate Investor, February, 2002). The largest
national firm owns or manages about a quarter of a million units while the 50
th
largest
company owns or manages more than 20,000 units. The 2.5 million units owned by the Top
50 firms nationally are equivalent to the total number of units in three large California utility
service territories. It is seven percent of rentals nationally. Although we do not have a firm
estimate, we know that there are many firms with 250 to 20,000 units.
In Wisconsin, we found the same patterns of concentration but at a different scale.
Sixteen percent of rental operators who had at least one building with four or more units
owned or managed 63 percent of all units in Wisconsin. Twenty-two percent of the units in
Wisconsin are owned by the 73 percent of owner/managers who own one to three properties.
When we examined just the operators with at least one building with four or more units, we
found that operators with at least 250 units, about one percent of these operators, held 25
percent of the units or about 15 percent of all units in the state.
In California, most apartment units are found in fairly large complexes. Just under
half of all California multifamily rental units in three large utility service areas are located in
complexes with 100 or more units. A fifth of all rental units in these three large service
territories are located in complexes with 250 or more units.
Complexes can have from two to tens of buildings. The most common sized rental
buildings nationally are two to four unit buildings (20 percent), but five to nine unit buildings
are quite common as are 10 to 19 unit buildings (12 percent each) (Census Bureau, 1999). In
California, the most common sized buildings are one or two story buildings with five or more
units. In our Wisconsin study, 81 percent of the structures in one sample of approximately
117 properties consisted of buildings with between four and 20 units.
Thus, what we can conclude about the structure of the multifamily rental market is
that there is a high degree of concentration in the ownership of multifamily rental units. By
targeting a relatively small number of firms, it may be possible to influence a very large
number of multifamily rental units. Five percent of the multifamily rental operators may
control as much as 75 percent of rental units in the US. There are a very large number of
rental operators who own one to four units but they own a relatively small percentage of the
total units in this country.
Also, a high percentage of rental buildings are modest sized structures, four to 20
units, which are grouped in complexes. As many as half of all rental units may be in
complexes with 100 or more units.
Tenants
While the main focus of this paper is owners and managers of multifamily rental
properties, it is useful to make a few brief observations about tenant segments.
Demographically, multifamily renters tend to be single or an adult living with children.
Multifamily renters tend to be low to middle income although there are some geographic
areas and complexes with high income.
Because of some of the data that was available to use, we were able to breakdown
multifamily renters in California into several segments. Examples of renter segments
include:
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x Coastal single urban professionals who are singles mixed with some married couples
that are affluent and educated living in major cities along the California coast. This
group is mostly white with a strong Asian presence.
x Urban middle-income singles are similar to the coastal single urban professionals but
not as affluent and not so numerous.
x Ethnic blue-collar renters are found in central urban areas. These households are in
blue-collar and service occupations and tend to be Hispanic and African-American.
These singles and single parents with children have incomes below $25,000.
x Ethnic new arrivals are blue-collar and service workers who are often foreign-born
and among the most recent immigrants. These households generally have incomes
under $50,000.
We also found that there are differences in the segments found in small and large
apartment complexes. For example, in California, older and very affluent professionals tend
to live in large-scale coastal complexes. Hispanic lower income blue-collar and service
workers tend to live in smaller complexes in inland California cities.
While tenant segmentation will vary with the area of the country, it is important to
recognize that there are multifamily renter segments that are geographically,
demographically, and lifestyle based. If the goal of a program is to approach tenants, it is
important to realize that a one-size-fits-all program will not work. Multifamily renters have
different lifestyles, reading habits, shopping patterns, language ability, and they attend to
different media channels and content within the media. Attempts to effectively address
multifamily renters requires an understanding of what the segments are, where they are, and
that different media, different messages, and different products are needed to influence them.
Owner Segments
Based on the preceding observations, the most effective strategies for influencing the
energy efficiency of multifamily housing is to focus on the owners and managers. The
remainder of this paper focuses on some of what we have learned about owner/managers.
Who makes decisions about properties is dependent on a number of factors. One of
these factors is the size of holdings. As the number of units increase, owner/managers
typically rely on others to help in the decision-making. An owner with 10 units usually does
all of the decision-making. An owner with 1,000 units may delegate the detailed day-to-day
decision-making for groups of buildings or complexes to subordinates. Thus, as the size of
holdings increase, owners may become removed from the specifics of decision-making.
Another factor that influences decision-making is how owners choose to manage their
property. Some owners do not want the responsibilities of day-to-day property management
or treat property as an investment so they hire a management company to manage the
property for them. For example, owners with small numbers of multifamily units may not
want the hassles of managing a property and may turn it over to someone else. There are
numerous individuals, groups of individuals and institutions who like the stability and tax
consequences of property investments but do not want to manage real estate. These
individuals hire professional managers to oversee their property or invest in properties that
are managed for them.
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The differences in the number of units and the choice of how to manage property
have consequences for who makes decisions, the amount of time and expertise that are
involved in decision-making, and the criterion variables that are factored into decisions.
Given this, we believe that there are at least four different operator segments in the
multifamily market, the small operator segment, the medium operator segment, the large
operator segment, and the fee managed operator segment. We believe that these segments
represent different target audiences that will need to be addressed with different content,
different programs, and different marketing strategies.
The small operator segment roughly corresponds to multifamily operators with 70 or
fewer units and perhaps some with larger numbers of units. The medium segment includes
many of the multifamily operators with 70 to 230 units but may include some operators with
more or fewer units. The two largest segments correspond to operators with more than 230
units but may include some operators with fewer units. The distinguishing feature between
the two largest segments is the degree to which multifamily operators fee manage property.
The Small Operator Segment
This segment is made up of owners with between four and 70 units. The units may be
located in one or more buildings. Sometimes, owners of units in this range will have several
small properties with one to 10 units in them and/or perhaps one building with a larger
number of units.
This segment is typically composed of people who have other employment and who
own and manage rental units on the side. With this number of units, the income from the
properties at least with smaller numbers of units, is probably not sufficient to allow people to
support themselves full-time.
Based on our qualitative interviews, we believe that quite a few owners in this
segment are blue-collar or persons with craft skills. These people may have gotten into the
multifamily business as an extension of their trade. Typically, owners in this segment have
the skills to complete their own maintenance and do so. They use contractors as a last resort
when the job is outside their skill set or too large, too time consuming, or too involved for
them to tackle.
In many instances, couples operate as a team to manage the business. One member of
the team may do the bookkeeping and leasing and the other member the operations and
maintenance tasks or some combination of these activities. In other instances, just one
person may operate the whole business.
The small multifamily operations are usually run from the owner’s home, or in the
case of a tradesperson owning their own business, from a business establishment. In many
instances, the residential telephone serves as the business telephone. Because these owners
hold other employment, they are often difficult to contact during normal business hours.
There is heavy reliance upon answering machines. These owners are best reached after
business hours and probably through the mail or some mechanism that is not direct one-to-
one contact.
The combination of outside employment and managing the multifamily property
means that these individuals are extremely busy. Owners in this segment are focused on the
day-to-day details of managing the business and keeping their units leased and maintained.
They do not have, and therefore do not spend, a great deal of time searching for information
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or exploring options. They respond to equipment problems or physical issues associated with
their building(s) swiftly, taking the most straightforward path to problem resolution. This
frequently means one-for-one replacement and minimizing the amount of time spent
considering options.
In this segment, and for that matter in other segments, there is not likely to be on-site
personnel when the number of units in a building or complex is small, in the range of four to
10 units. Beyond this number of units, owners may have a part-time or in some cases a full-
time on-site representative. With smaller numbers of units, the representative is often a
renter who receives consideration on the rent for showing the property, doing some light
maintenance such as keeping common areas clean or mowing, completing minor repairs,
being available when tenants have problems, calling the owner when issues arise that need
the owner’s attention, and perhaps serving as a convenient agent for collecting receivables.
As should be clear, the key decision maker is the owner.
The Mid-Sized Operator Segment
The number of units owned or managed by operators in this segment starts
somewhere between 40 and 100 and may range as high as 300 to 500 units, perhaps as high
as a thousand units. In the mid-sized operator segment, the owner is can involved full-time
with property management. More importantly, what most distinguishes this operator from
the small operator is the use of some paid staff.
Although we do not have certain evidence, we suspect that the smallest mid-sized
operators typically hire maintenance personnel first. There is probably some point between
50 and 100 units when maintenance becomes too great an issue for the owner operating
alone. The owner continues managing the properties but cedes some of the maintenance
activity to a paid staff person. In some instances, this may be done by providing a
consideration for rent. Alternatively, the owner may contract some maintenance rather than
hiring staff. The important point is that there is now an additional person or persons
contributing to decision-making.
The nature of the buildings in this segment is different than in the small owner
segment. Whereas the small operator segment may have multiple one to ten unit buildings,
and perhaps one or two larger buildings than that, the medium sized operator is likely to have
one or more buildings, or perhaps one or more multifamily complexes in the range of 20 to
150 units.
Like other operators, medium sized operators use on-site renters as managers until the
number of units in a building or several buildings in a complex reach a point where the
building and the management of the building or complex needs constant attention. For larger
sized buildings or complexes, the operator may hire a professional manager or a family
member may become a full-time professional manager. At modest building/complex sizes,
there may be a single site manager who covers nearly all functions such as budget,
receivables, leasing, and tenant relations. As building/complex sizes increase, the functions
of the staff begin to diversify into management, leasing, and maintenance. Up to this point,
the owner typically retains much of the detailed decision-making authority.
As the size and number of sites and buildings increase, there begin to be intermediate
levels of managers who are responsible for multiple buildings or multiple complexes. It is at
this point that the owner tends to relinquish authority and control to senior property
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managers. Thus, rather than being directly involved in much detailed decision-making about
specific buildings or complexes, and perhaps maintenance, the owner begins to become more
hands-off and begins to focus more on the financial and management aspects of the
operation.
In talking with many mid-sized operators, we have observed, although not with any
statistical rigor, that many are family firms or firms that have grown-up around one or two
individuals who represent themselves, friends, and acquaintances who are investors. Some
of the larger firms in this segment appear to be family firms where there has been a
succession of generations or at least many years to accumulate properties. This may be
indicative of the length of time it takes to accumulate wealth and build a very substantial
portfolio of property. The larger firms appear to have been fairly aggressive in their financial
dealings.
We have also spoken to operators in this group whose portfolio appears to be in
decline. These are people who built a fairly substantial portfolio of properties who have
chosen to slowly get out of the business. Whether operators are in ascent or decline can
significantly color how they make decisions and whether they are interested in issues such as
energy efficiency.
The Large Operator Segment
The large operator segment is comprised of firms with 270 to several thousands even
hundreds of thousands of units. The lower limit of this range is not fixed and there may be
firms with fewer than 270 units who fit the characteristics of this category and firms with up
to a thousand units who are more like the mid-sized operator. There is no definitive breaking
point.
The very large firms typically have holdings throughout the country. The bulk of the
large firms holdings are often on the East and West Coasts as well as in Texas and the
Southwest. Their geographically widespread holdings represent a form of diversification that
affords some protection from downturns in regional economies. Some of the smaller firms in
this group may be regionally based, for example, in the Midwest.
In general, it appears that the larger owner management firms target higher end
markets although this is not always the case. These firms may specialize, for example, in
high-rise downtown properties, low-rise suburban multifamily housing, or properties to
attract seniors, but most have a mix of multifamily property types.
The regional and national firms almost always have multiple lines of business. It is
not unusual for such firms to be broadly engaged in real estate development including the
development of multifamily housing and commercial properties. Some may have divisions
that specialize in housing for older persons and persons with special needs. Such firms
usually have a development function involving one to several people that frequently includes
the owner. The development divisions may focus on buying and upgrading existing
properties or building properties or both. Some of these firms have real estate operations,
which match tenants with commercial properties. Other complementary lines of business
include commercial office and retail space holdings, particularly strip malls or malls. We
spoke with a Milwaukee property manager who had responsibility for a residential complex
and an adjacent shopping mall. Most of the firms have property management divisions that
operate multifamily properties for others.
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The organization of these large firms is complex. At the top, there is a board, a
president and/or CEO. There are generally several vice-presidents usually aligned with the
different operating divisions, for example, property acquisition, property development,
construction, multifamily housing operation, commercial property, etc.
There is also a fair amount of vertical structure. Within a multifamily housing
operating division, there may be regional directors or vice presidents who are responsible for
properties in a fixed geographical area. There may be one or two layers of property
managers beneath the regional directors depending on the number and size of properties
within a defined geographical area.
One of these layers of senior property manager is typically responsible for several
properties within more local geographical areas, for example, within the Milwaukee
metropolitan area or for an area from Northwest Illinois to Green Bay. The size of the area is
dependent on the number of units and the properties that are owned and managed. The exact
structure may vary depending on circumstances. One of the persons we interviewed was
located on-site and acted as a site manager for a particular property and also as a senior
property manager with oversight for two additional properties.
At the property level, depending on the number of units, the number of buildings, and
the location there is usually a site or property manager, perhaps an assistant property
manager, a leasing manager and some number of leasing agents. Also, there is usually a
maintenance supervisor and maintenance staff. In high-rise buildings, you may find front
desk staff, security personnel or a door person, and perhaps a concierge and cleaning staff.
The property manager is responsible for developing budgets, processing receivables,
supervising staff, tenant relations, advertising, developing proposals, etc. Leasing managers
and staff are responsible for leasing space and tenant relations.
The maintenance manager at larger properties is usually someone with some training
and/or experience who is capable of repairing and maintaining most of the equipment found
on-site. The maintenance staff are typically less well-trained helpers for the maintenance
manager. Because high-rise buildings typically have more systems and perhaps more
complex systems, the maintenance supervisors in these buildings may have more experience
and training than maintenance supervisors for other types of settings.
There is some lack of consistency in the pattern of relations between the site manager
and the maintenance supervisor. In some organizations, the maintenance supervisor reports
directly to the site manager. In other cases, the maintenance supervisor may report to
someone in facilities maintenance higher in the organization, and coordinate with the site
manager. Which of these arrangements may occur is likely affected by factors such as the
number of properties in close proximity to each other.
Although site managers may have some discretion in decision-making, they do not
have a great deal of autonomy in decision-making in these large firms. Usually, there is an
upset limit, such as $1,500 to $2,000, at which point a site manager passes the decision-
making to a senior property manager for approvals. One of the site managers we interviewed
had a decision limit of $7,500. The types of decisions that on-site managers make are usually
quite circumscribed. For instance, they may authorize a refrigerator replacement but they are
not likely to make a general change in the style, model, or efficiency rating of a refrigerator
without authorization from someone higher in the organization. A lot of the discretion and
authority for major decisions resides with the senior property managers or is initiated by
them and then moved up the chain of command. It is the property supervisors who make the
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decisions and initiate proposals for changes to buildings, although site managers certainly
work with senior property managers and may be the initiators of the ideas.
Generally, a maintenance manager makes a decision about what may need to be fixed
or replaced. Depending on the relationship with the site manager, the maintenance manager
may proceed with replacements subject to predefined approval limits or understandings about
what types of replacements may be made. A maintenance supervisor typically will not be
making decisions about changes in the models of appliances that may be installed. A senior
property manager might make such decisions depending on how much autonomy the senior
property managers have in dealing with properties. Some of the large firms purchase from
national contracts or buy through contracts from local vendors. Some of the senior property
managers with whom we talked indicated that they buy from local vendors based on price.
When major changes are contemplated in buildings, for example, changing the façade
or remodeling kitchens or baths, property supervisors develop proposals for capital funds that
are presented to upper management. Upper management evaluates the proposals and makes
decisions from among groups of proposals about what to fund. Proposals are likely to be
funded if it can be shown that the changes will help to keep a building competitive (in other
words occupied), and concomitantly rental values high.
Some of the larger firms may have in-house architectural and engineering staff that
guide capital projects. Some of the people with whom we talked indicated that they did not
use in-house expertise but went instead to local architects, engineering firms, and contractors.
This probably reflects the diversified nature of these firms and the fact that in-house staff and
construction expertise are focused on development projects and somewhat removed from
day-to-day operations of buildings at the local level.
Some of these firms have technology standards that the property supervisors and site
managers are required to follow. These standards may limit what property supervisors can
do. In some instances these firms have a technology manager who evaluates technologies
and dictates what can be used. It may be possible to influence such technology managers but
they may have to be approached by regional and national organizations rather than a state
level entity because the standards may apply to thousands of properties.
The picture that emerges then is that the key decision makers for the large operators
are the senior property managers. They are the ones who initiate projects and they are the
persons who have to convince the firm to invest its capital in certain enterprises. Their
livelihoods are dependent on their ability to show a profit for the buildings they manage.
They do respond to incentives, and they are looking for ways to increase the profitability and
margins for their properties. Generally, on-site managers have some latitude to make
decisions but there are limits to the changes they can make without approval from a senior
property manager or someone higher in management.
The Large Fee Management Segment
There are a number of firms that specialize in multifamily property management.
These firms manage large numbers of units, buildings, and properties on a fee basis. Instead
of managing the investment for a company, these firms are managing the properties for a
diverse array of owners. The ownership structures of buildings may involve a single owner
or a group of investors who have purchased a building. Major institutional investors, such as
retirement funds, use property management firms. Often institutional investors will work
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with a single firm to manage all of their investments in a given area. Depending on the size
of the firm and the number of properties that they manage, the management structure more or
less mimics the structure of the large-scale owner/management segment.
Here again, the senior property manager is a key player in the decision process. The
senior property manager develops budgets and revenue projections that are agreed to with the
owner. As long as the costs stay within budgets and revenue projections are met, the
property supervisor has a great deal of autonomy in dealing with the building. For example,
one of our informants has instituted a semiannual check of all faucets in her buildings. This
results in a significant reduction in water costs. This is not something requested by the
owners. This is something that she does as part of her management efforts and is suggestive
of how she attempts to manage common area costs.
A fundamental difference between owner managed properties and fee managed
properties is how trade-offs are made for capital projects. For fee-managed properties, the
property supervisor develops proposals but then must convince the owner to forgo cash flow
for the period needed to cover the costs of the project. Here the competition is not among
projects for buildings, but whatever other investments, projects or uses the owner(s) may
have for the money. The senior property manager must convince the owner that there will be
a return on investment in terms of reduced costs or sustained revenues and the owner must
decide if the return on investment is acceptable and that the short term disruption to cash
flow has value. Partially this is a problem of helping the owner to plan ahead for the changes
in cash flow.
Summary and Conclusions
It is widely believed that it is difficult to penetrate the multifamily renter market with
energy efficiency products and services. In this paper we have examined the multifamily
sector in some detail based on information compiled from three different studies. From this
we have developed three key sets of interrelated findings.
First, we find that ownership of multifamily rental properties is fairly concentrated.
A relatively small number of firms and individuals own a very substantial number of
multifamily units. If these firms and individuals are targeted, there is potential to
substantially improve the energy efficiency of a substantial number of multifamily dwellings.
A second set of findings has to do with tenants. Generally, multifamily renters are
limited in what they can do to increase the efficiency of their dwellings. Much of what they
can do is limited to the purchase and use of personal products such as lighting and personal
appliances. Program implementers sometimes think of tenants in multifamily rental housing
as being fairly homogeneous. In fact, the data show that tenants are quite diverse and that
they can be segmented into actionable groupings using readily available data if implementers
need to address them directly.
The most important findings in this paper relate to owner segments in the multifamily
market. Small operators frequently operate their properties as an adjunct to other economic
activities. They frequently do some of their own maintenance. They are time-limited which
makes it difficult to reach them and to get them to investigate new technologies. Mid-sized
operators have reached a size where they can support themselves through their multifamily
rental operations. They may have employees and a maintenance crew. The owners are the
primary decision makers in this group. For large operators and the large fee managed
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operators, it is property supervisors rather than site managers who make key decisions about
properties. Usually a property supervisor will be responsible for two to seven properties.
Their duties may include retail property management as well. These decision makers
compete for capital or must justify capital expenditures to owners. Generally, their focus is
to increase the competitiveness of their properties or to be able to increase the rate of return
from leases. Thus, they tend to focus their attention on improvements that are visible or of
interest to tenants. For example, they might authorize the purchase of energy efficient
refrigerators but they are likely to make that choice based on features of the refrigerator other
than energy. Energy is a low priority issue for them. For many of these properties, energy
may be five percent or less of the budget. While on-site staff may have some budget
authority, they are not likely to be able to significantly influence major capital expenditures.
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