Business Foundations - Fremantle Incubation Handbook

Tenants Handbook – Updated January 2014 Page 1


Contents

Introduction ................................................................................................................................................................ 4

Management.......................................................................................................................................................... 4

Tenancy terms............................................................................................................................................................. 4

Applying ................................................................................................................................................................. 4

Licence agreement ................................................................................................................................................. 4

Payment of fees ..................................................................................................................................................... 4

Insurance................................................................................................................................................................ 4

Moving in ............................................................................................................................................................... 5

Moving out ............................................................................................................................................................. 5

Office licence fees ....................................................................................................................................................... 5

What the basic licence fee covers.......................................................................................................................... 5

Price list.................................................................................................................................................................. 5

Accommodation .......................................................................................................................................................... 6

Range of units ........................................................................................................................................................ 6

Power, lighting and heating ................................................................................................................................... 6

Telephone .............................................................................................................................................................. 6

Shared services............................................................................................................................................................ 6

Communal facilities................................................................................................................................................ 7

Mail ............................................................................................................................................................................. 7

Incoming mail......................................................................................................................................................... 7

Outgoing mail......................................................................................................................................................... 8

Parking ........................................................................................................................................................................ 8

Environment................................................................................................................................................................ 9


Nuisance................................................................................................................................................................. 9

Cleaning and refuse removal ................................................................................................................................. 9

Children.................................................................................................................................................................. 9

Building protocols ..................................................................................................................................................... 10

Bicycle storage ..................................................................................................................................................... 10

Exercise yard ........................................................................................................................................................ 10

Maintenance ........................................................................................................................................................ 10

Painting and other work....................................................................................................................................... 10

Signs ..................................................................................................................................................................... 10

Smoking................................................................................................................................................................ 11

Security procedures .................................................................................................................................................. 12

Keys and swipe cards ........................................................................................................................................... 12

Security officer roles and responsibilities ............................................................................................................ 13

After hours access ............................................................................................................................................... 13

Maintenance ........................................................................................................................................................ 14

Fire / emergency ....................................................................................................................................................... 14

In the event of fire in your unit ............................................................................................................................ 14

If the alarm sounds .............................................................................................................................................. 14

Emergency exits ................................................................................................................................................... 15

Appendix A: Office hire price list............................................................................................................................... 15

Appendix B: Secretarial services price list ................................................................................................................. 15

Photocopying ...........................................................................................................Error! Bookmark not defined.

Fax ............................................................................................................................Error! Bookmark not defined.

Other secretarial services.........................................................................................Error! Bookmark not defined.


Introduction

Business incubators have been identified as a means of encouraging and developing fledgling businesses by providing suitable small offices and workspaces at affordable rents. Shared services and equipment, as well as access

to a wide range of business and financial advice, is also available. The managed workspace concept is designed specifically to cater for the needs of small businesses, whether new or existing.

Management

The management of the building is vested in the Director by the Board of Business Foundations Inc. If you have any difficulties with the building please approach management via the Reception area.

Tenancy terms

Applying

Each prospective tenant completes an application form and is interviewed by the Director. After a satisfactory

interview, and when references have been checked, the application can be confirmed. The whole process can be completed within 48 hours.

Licence agreement

A simple easy to understand licence, rather than a detailed lease document, is signed by Business Foundations Inc

and the new tenant. This ensures that legal fees are not necessary, although you are welcome to obtain legal advice if you wish. The easy-‐in easy-‐out facility provides maximum flexibility and minimises start-‐up costs.

Once the licence agreement is signed and witnessed by both parties you can make arrangements to move in and

occupy your unit.

Payment of fees

Under the terms of the licence agreement, fees are paid monthly in advance. They are calculated on a calendar month basis and are due for payment within 7 days of the invoice date.

As the fees are set below the equivalent market rate to assist business development, it is not permissible for tenants

to fall behind on payments. Any difficulties must be discussed with the Director.

Insurance

The terms of the licence call for tenants to take out:

• Public liability insurance – minimum indemnity of $1 million recommended. The policy must be endorsed to

indemnify Business Foundations Inc.

• Workers compensation policy – to cover the categories of any employees.


Evidence of insurance is required prior to occupation and on an annual basis thereafter.

We strongly recommend that you also take out insurance to cover furniture and other equipment placed in your

unit. The centre's insurance does not cover any loss or damage to any contents of your unit however caused.

Moving in

Please notify the office when you intend taking up occupancy of your unit. All insurance details must be completed prior to installing any equipment or furniture.

You will be given keys and after hours access, refer to the security section for full details and conditions.

Moving out

When it's time to move on, simply give one month's notice in advance in writing. Please notify the office of the exact date that you intend to relocate.

When you have removed all furniture and equipment and cleaned your office please bring all keys to Reception to

finalise your tenancy.

Office licence fees

What the basic licence fee covers

• Rent for office space

• Council and water rates

• Repairs and maintenance

• Building insurance

• Security

• Power, lighting and heating

• Toilet and kitchen facilities

• Cleaning of common areas

• Unique professional address

• Access to business advice and counselling

Price list

See Appendix A for a current list of fees.


Accommodation

Range of units

There are 68 single units and 35 double units arranged as follows.

Ground floor 25 single units 3 double units

First floor 23 single units 14 double units

Second floor 20 single units 18 double units

The unit sizes are:

Single units 2.6m x 2.6m = approx 7m2

Double units 2.6m x 4.5m = approx 12m2

There are also two triple units.

Each unit is equipped with power, heating and lighting. All units are carpeted and can be occupied immediately.

For information on current available units contact Reception.

Power, lighting and heating

Dependent on size, units are fitted with one or two double electric plugs for power and one or two neon strips for lighting.

Heating is supplied by electric wall heaters fitted in each unit.

The cost of electricity is included in the monthly lease fee.

Telephone

Each single unit has one standard telephone connection point. Each double unit has two plugs fitted.

Tenants make their own arrangements with their preferred supplier for the installation of equipment and also

organise their own line connection and number allocation. All connection and equipment charges are the responsibility of the tenant, together with all ongoing rental and call costs or maintenance.

Shared services

Available on a pay-‐as-‐you-‐use basis:

• Secretarial services


• Photocopying

• Fax facilities

• Use of training room – bookings required, see Reception.

Our range of secretarial services can support any business. This includes word processing and laser printing, photocopying and fax facilities.

See appendix B for a current list of fees.

Communal facilities

There are various conversation points in the central corridor areas, comprising chairs and small carpeted areas, which tenants are welcome to use.

Tenants are expected to ensure that kitchen and toilet areas are maintained in a clean and tidy state.

Ground floor

• Staff kitchen

• Male and female toilets in the East Wing and North Wing

• Tea rooms in the East Wing and North Wing

• Refuse disposal area, cell G23 in the North Wing

• Bicycle storage, cell G27 in the North Wing

• Training room

First floor

• Male and female toilets in the East Wing and North Wing

• Tea rooms in the East Wing and North Wing

Mail

Incoming mail

Tenants' mail will be delivered where possible, or it can be collected from Reception each day.


The official street address for mail is:

Your trading name

Business Foundations Inc Old Fremantle Prison 1 The Terrace

Fremantle WA 6160

Note that our entrance is on Knutsford Street – to avoid confusion, ensure that you tell any visitors to use this entrance rather than going to the main gate.

Tenants may use our postal address:

Your trading name Business Foundations Inc

PO Box 1616 Fremantle WA 6959

The post office box is cleared early each morning.

Be advised that you cannot get Australia Post to redirect your mail when you leave if you use the post office box address.

In this situation we will redirect your mail by on-‐posting, if you leave us your forwarding address. You can also collect

your mail from Reception personally. You should ensure that all clients and suppliers change to your new address as quickly as possible.

Outgoing mail

Tenants can leave mail at the Reception office for posting. It is your responsibility to ensure that addresses,

packaging and postage costs are correct.

Parking

There is no vehicle parking provided within the Prison precinct.

There is street parking (time limit 1–2 hours) in Knutsford and Holdsworth Streets. Please do not park on the verge. Be warned, this area is regularly patrolled by ticket inspectors who will issue fines if the limits are not observed.

The Parry Street car park at the base of Fremantle Prison is the closest paid parking area. Visit www.freofocus.com/services/html/parking.cfm for more information about parking options including maps.


Environment

Nuisance

Tenants are not permitted to cause any nuisance which may interfere with the business activities of other tenants. In

particular you must not cause problems by the generation of dust, odours and fumes.

Radios and other audio equipment must not interfere with the rights of other tenants to peacefully enjoy the use of their own unit, nor cause any annoyance to others.

There is no smoking whatsoever inside the building – refer to the building protocols section for information about designated smoking areas.

Cleaning and refuse removal

The communal areas of the centre are serviced but tenants are responsible for cleaning their own units.

Bins are provided in unit G23 (ground floor near the main entrance).

The red bins are for recycling the following items only:

• paper and cardboard – all types

• glass bottles and jars

• aluminium and steel cans

• plastic containers

• milk and juice cartons.

Please flatten all boxes (don’t just stand on them) and place items such as soft drink bottles in loose, not tied in plastic bags.

The green bins are for all general waste. Please ensure that all food or liquid waste is disposed of securely within a tied plastic bag.

There is no provision for bulk refuse – tenants needing to dispose of large items such as broken furniture must

organise this at their own cost.

Children

Tenants are advised that children are not permitted to be in any part of the communal areas other than for the purposes of entering or leaving the building. If brought into the building they must remain quiet and be under full

supervision at all times.

The facility is not designed to cope with children and because of public liability legislation we must insist that this policy is strictly observed.


Building protocols

Fremantle Prison is a heritage-‐listed building at national, state and local levels. The State Government owns the site and takes all heritage issues very seriously.

It is your responsibility to read and understand this document.

The following protocols must be followed to ensure the historical integrity of the site. Any breach of these rules is grounds for the termination of your tenancy.

Bicycle storage

Bikes are not to be parked anywhere outside the building nor in any of the corridors.

Bikes may only be stored in your office, or in cell 27 on the ground floor which has been allocated for this purpose.

Exercise yard

The exercise yard is not part of our lease and is available to tenants on a goodwill basis. Any misuse of the area may result in Prison management withdrawing our rights.

Maintenance

All issues should be reported to Reception. Do not attempt any repairs without consultation.

Painting and other work

Approval is required before any painting takes place. All fixings to the wall require prior approval. Any other works must be discussed with Business Foundations.

If a tenant's request to repaint an office is approved, the existing paint will be inspected by Business Foundations

staff. The cost of repainting will be borne by:

• the tenant, if the existing paint is deemed sound

• Business Foundations, if the existing paint is deemed unsound.

Note that only the approved paint product and colour (off-‐white) may be used.

Signs

Each unit is provided with an external name plate adjacent to the door. It measures 35cm by 25cm. Vinyl lettering identifying your business can be easily fixed to the surface.

Signs or cards cannot be fixed to any other area.

All tenant businesses are listed on the main directory board on the ground floor.


Smoking

There is absolutely no smoking allowed inside the building, in tenant cells or internal common areas.

There is absolutely no smoking allowed in any external part of the building or grounds except:

Smoking is permitted under the shelter in the exercise yard subject to the following conditions:

• Any litter is unacceptable. Do not discard cigarette butts, packets, matches, lighters or food and drink items.

• A secure bin is provided for cigarette butts. All other items must be taken with you and disposed of correctly.

• Any risk of fire is unacceptable. It is your responsibility to ensure that no ash or smoking debris poses any threat whatsoever to any part of the Prison.

Any litter contamination or risk of fire to this heritage-‐listed site is totally unacceptable.

We have negotiated with Prison management on this subject, and any misuse or irresponsible actions will result in a

complete smoking ban and/or termination of tenancy.


Security procedures

Security is everyone's responsibility!

The security of the building relies on a three-‐way partnership between the Fremantle Prison, Business Foundations and all tenants.

All tenants are responsible for observing these practices. You are reminded that non-‐compliance will not only put your own business at risk but also the businesses, safety and wellbeing of all other tenants and staff. Unnecessary security call-‐outs which result from a failure to observe these procedures may result in additional costs which will be

passed on to tenants.

The building is open as follows:

Monday 7am – 6:30pm Tuesday 7am – 6:30pm Wednesday 7am -‐ 10pm Thursday 7am – 6:30pm Friday 7am -‐ 10pm Saturday 8am – 6:30pm Sunday 8am – 6:30pm

Access outside these hours can be arranged in special cases where such access is required due to the nature of your business. Such access will be at the sole discretion of Business Foundations. The reception office is staffed Monday to Friday 8.30am–1.00pm and 2.00pm–4.30pm.

Visitors into the centre during normal working hours will be monitored. Please note that this facility does not cater for unsupervised children.

Tenants must ensure that whenever they leave their unit it is securely locked.

Before 8.30am and after 5pm on weekdays, and at all times on weekends, all gates and doors must always be locked.

Keys

Your key provides access to your unit and cannot be used to gain access to any other unit in the building. The key also opens the main door at the northern end of the complex.

A swipe card is used to open the electronic lock on the Knutsford Street entrance gate.

You will be required to sign for your key and swipe card when taking possession of your unit. These are assigned to

you individually and must not be shared with unauthorised users. If your business requires more than one person to have access then extra keys and cards can be arranged.

Any loss of a key or swipe card must be reported immediately. You will be required to surrender the key/s when your

tenancy ends, and your swipe card/s will be deactivated.


Security officer roles and responsibilities

The Prison security service monitors the security of the main prison complex and will respond to requests for assistance from listed tenants only.

Prison security will not assist you or let you into the building after hours if you are not on the list of authorised key holders. It is your responsibility to ensure that your details on the list are correct.

Prison security also controls the electronic surveillance equipment which is used after hours and conducts a nightly

check of the building. Passive infra-‐ray sensors are fitted to the main ground floor area.

Security service finishes at 6:30pm Monday, Tuesday and Thursday and approx 10pm on Wednesday and Friday. Weekend security service operates 8am to 6:30pm Saturday and Sunday.

Afterhours access by special arrangements

If you have been granted 24 hour access to the building, you will also be issued with an alarm code in addition to you

swipe card and key access.

Tenants with after hour’s access privileges must ensure that when entering or leaving the building after hours both the front door and street gate are securely closed and locked.

If you are the first person in or the last person to leave, you are also responsible for disarming or resetting the alarm.

Alarm system

The alarm is active from 6:30pm–8am weekdays and 6:30pm–8am weekends.

• If you are going to be here after 9pm on any day you must ring ALL CARE MONITORING on 9427 5560 to

inform them.

• If you are planning to be here beyond midnight you must tell ALL CARE MONITORING this, as the system automatically creates an alert at midnight.

• If you already called ALL CARE MONITORING, not planning to be here beyond midnight, but find you are staying later, you must call ALL CARE MONITORING again to advise that you will be here past midnight.

If at any time you accidentally set the alarm off you must ring ALL CARE MONITORING on 9427 5560 to report the

circumstances. This will prevent unnecessary security call-‐outs and associated costs.

Security officer after hours procedures

The duty security officer will enter the building on lock-‐down round at around 6:45pm each night (10pm on Wednesday and Friday). They will call out to check if there is anyone in the building to identify any late stayers. If there are no late stayers the security officer will set the alarm. The security officer will always ensure that the front

gate to Knutsford Street and all other external doors are shut and locked after hours, even if there are late stayers.

If you are staying late, the security officer will inform you that it is your responsibility to set the alarm on departure and ensure that all doors and gates are locked again when you leave.


If you are here in the evening and do not hear the security officer call out then the alarm will be set, and will be activated when you attempt to leave. In this situation you are responsible for disarming the alarm and must call ALL

CARE MONITORING on 9427 5560 to report the incident. You must then call out to check if there are any other late stayers. Reset the alarm if you are the last to leave and lock all doors as usual.

Anyone acting suspiciously in or around the building after hours should be reported to the police, call 131 444 or

000 for emergencies only.

Any questions about security should be directed to Reception.

Maintenance

Management will ensure that all doors and locks work efficiently and that any reported problems relating to security

are attended to promptly.

Fire / emergency

In the event of fire in your unit

If there is a fire in your unit, leave immediately and close the door behind you. Do not waste time gathering personal

belongings or shutting down computer equipment.

On no account should any tenant attempt to fight a fire. You are not trained to do so and you could easily become a casualty.

During normal working hours, raise the alarm by informing Reception, who will call the fire brigade and notify the Prison Gatehouse.

After hours, or if for any reason you cannot alert Reception, call the fire brigade on 000 and notify the Prison

Gatehouse on 9336 9200.

If the alarm sounds

There are smoke detectors installed throughout the common areas which will automatically raise the alarm if smoke is detected.

When the fire alarm bell sounds you are required to immediately vacate your unit, closing the door behind you.

Make your way down the nearest central staircase to the ground floor. Leave the building by the nearest exit marked by a green EXIT sign above the door and assemble in Knutsford Street.

Tenants must remain outside until instructed that it is safe to return inside the building.

Your cooperation in following these procedures is vital.


Emergency exits

A map of the building and the emergency evacuation procedures is included with this handbook. Be sure to familiarise yourself with the layout.

Documents

Business Foundations - Fremantle Incubation Handbook