Business Foundations - Terminus Quarters 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

Accommodation .......................................................................................................................................................... 5

Power, lighting and heating ................................................................................................................................... 5

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

Communal facilities................................................................................................................................................ 6

Mail ............................................................................................................................................................................. 6

Incoming mail......................................................................................................................................................... 6

Parking ........................................................................................................................................................................ 7

Environment................................................................................................................................................................ 7

Nuisance................................................................................................................................................................. 7

Cleaning and refuse removal ................................................................................................................................. 7

Children.................................................................................................................................................................. 8

Building protocols ....................................................................................................................................................... 8


Bicycle storage ....................................................................................................................................................... 8

Maintenance .......................................................................................................................................................... 8

Painting and other work......................................................................................................................................... 8

Signs .........................................................................................................................Error! Bookmark not defined.

Smoking.................................................................................................................................................................. 9

Security procedures .................................................................................................................................................... 9

Keys and swipe cards ............................................................................................................................................. 9

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

Fire / emergency ....................................................................................................................................................... 10

In the event of fire in your unit ............................................................................................................................ 10

If the alarm sounds .............................................................................................................................................. 10

Emergency exits ................................................................................................................................................... 10

Appendix A: Office hire price list............................................................................................................................... 11

Appendix B: Secretarial services price list ................................................................................................................. 11


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 Fremantle Reception.

Tenancy terms

Applying

Each prospective tenant completes an application form and is interviewed by Business Foundations. 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.

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 if applicable

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 Terminus Quarters 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 afterhours 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 (excluding malicious damage)

• Building insurance

• Security

• Power, lighting and heating

• Toilet and kitchen facilities

• Cleaning of common areas

• Unique professional address

• Access to business advice and counselling

Accommodation

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 and Cooling is supplied by reverse cycle air conditioner fitted 8 of the 10 units. The other two are not temperature controlled. Please check with Business Foundations before using any portable appliances.

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

Telephone

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.

Communal facilities

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

Ground floor

• Disabled Toilet

• Refuse disposal area

• Board room (fee applies)

• Training room (fee applies)

First floor

• Male and female toilets

• Tea room

• Shower and changing facilities

Incoming mail

Tenants are encouraged to use their own PO Box for secure mail delivery. Mail addressed to street address can be collected from the mailbox attached to the back of the main wooden entry gate.

The official street address for mail is:

Your trading name Terminus Quarters 18 Pakenham Street Fremantle WA 6160


Parking

There is no vehicle parking provided within Central Fremantle precinct.

There is paid street parking (time limit 1–2 hours). Be warned, this area is regularly patrolled by ticket inspectors who will issue fines if the limits are not observed.

There are also “tenant/resident” parking permits available from the City of Fremantle for a fee. To enquire please contact the City on 08 9432 9860 or visit www.fremantle.wa.gov.au/cityservices

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.

Cleaning and refuse removal

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

Bins are provide outside at the rear of the building.

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

The Terminus Quarters is a heritage-‐listed building at the local level.

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 communal areas. Bikes may only be

stored in your office.

Board Room & Training Room

These are located downstairs and not part of our lease and is available to tenants on fee for use basis. Any misuse of these areas may result in the head lessor withdrawing access to these rooms.

Maintenance

All issues should be reported to Fremantle 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 agreed paint colour may be used.


Signs

All tenant businesses are listed on the main directory board on the ground floor. Removable signage identifying your business can be fixed to the door to your office provided it can be removed without leaving a permanent mark. No

signs can be fixed to any other area.

Smoking

There is no smoking allowed inside the building, in tenant offices or internal common areas nor in any external part of the building or grounds.

Security procedures

Security is everyone's responsibility!

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 buildings Main Wooden Gate is open from 9am to 5pm during weekdays. At all other times it must be locked.

The internal glass security door must be kept locked at all times. A swipe card is used to open the electronic lock. Tenants must ensure that the glass door shuts and locks securely after use. Visitors must use the intercom to gain entry. The premises are also protected by an alarm and it is the responsibility of the tenant leaving last to arm it with

the code issued to them.

Visitors into the centre during normal working hours will be monitored.

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

Before 9.00 am 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 office and cannot be used to gain access to any other unit in the building. A

separate key opens the main wooden gate.

A swipe card is used to open the electronic lock on the internal glass security door.

You will be required to sign for your keys and swipe card when taking possession of your office. 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.

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 office, 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 on (08) 9336 800, who will call the fire brigade.

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

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 office, closing the door behind you.

Make your way down closest staircase to the ground floor. Leave the building by the nearest exit marked by a green

EXIT sign above the door and assemble in the carpark at the rear of the building.

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 are displayed thought the premises and also

depicted overleaf. Be sure to familiarise yourself with the layout.


Documents

Business Foundations - Terminus Quarters Handbook