The Occupant Handbook

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2 The Occupant Handbook 33 Crompton Road Rockingham WA 6168 Ph: (08) Fax: (08) Welcome to the Small Business Centre South West Metro. The incubator consists of 33 Workspaces ranging in size from 7 sqm up to 54 sqm. The sizes and prices for all our units are included and are on page 10. 2

3 Sponsors: WELCOME TO THE SMALL BUSINESS CENTRE The supportive environment that exists within the business incubators means a number of points need to be expanded for Occupants to maximise their use and understanding of the facility. These include: Business Environment The office suites and manufacturing units collectively give a total capacity for 33 businesses. Occupants also have direct access to the Small Business Centre (SBC) for instant business advice, with guidance provided by the on site Business Consultant Tony Beard. With this in mind there is the real potential for incubator businesses to grow and prosper. The staff and management of the incubator have broad ranging experience in small business and private enterprise and are available for advice and support. The supportive nature of the business incubators and direct access to co-occupants makes it possible for networking and to share solutions to common problems. In addition, seminars and presentations from experienced business professionals are conducted from time to time. Individual business owners can get a wealth of useful and relevant information to apply in their businesses. Office Space for Rent The Rockingham Small Business Centre has a total of 33 units that range in size from 7 square metres to 54 square metres. Your monthly license fee includes the following: 24x7 access to the building Monitored security service Cleaning of toilets, common areas and windows Access to all common areas including kitchen and toilets Free external car-parking available to occupants and visitors. 3

4 Additional Costs The centre philosophy is to keep additional costs to a minimum however you will be directly responsible for the following and may well need to include them in your budget. Telephone / Communication connection and usage charges Insurance Costs Centre Services specifically required by you or your representatives (including photocopying) If there are any additional levy s imposed by the centre management sufficient notice will be given for you to enquire as to the legitimacy and quantum and include in your cash forecasts and pricing On-Site Services Occupants along with the general public have access to on-site photocopy and fax services. The Centre is able to provide a general reception service for individual businesses in the building. Business Consultancy services are provided free to occupants. Telephone Provision for the connection of phone, fax and Internet is available in each suite/unit. It is suggested Occupants provide an answering service when they are not present in their office to deal with incoming calls. Alternatively, if you have a mobile phone, calls can be diverted to it or to another landline phone where you are at the time (if at home for example). In order to have the phone connected for your business, contact Telstra on (or your phone provider) and they will arrange the connection. These arrangements can be made direct with your phone provider, however, allow sufficient time for the phone connection to be made. The cost of the connection is the responsibility of the occupant. Mail There are individual mailboxes for occupants to hold and collect incoming mail at the front of the building. There is also the convenience for Occupants to have the independence and privacy of receiving mail in their own private mailbox at Australia Post. Conveniently, a Post Office is located within 300 metres of the Small Business Centre South West Metro at the corner of Crompton Road and Savery Way. Parking Adequate parking is available for occupants and their staff. There is also a special bay for the disabled. Additional bays are also available for visitors/clients of occupants. Conference Room A separate conference room with capacity for approximately people is available for use by occupants and the general public. The room can be used for theatre style seating or working groups with tables. An overhead projector and screen are available when using the facility. A rates sheet is available on request with the room hire and equipment rates. 4

5 Application Process Prospective occupants are required to complete an Application for Workspace, which provides an outline of your business. This should include a completed Business Plan. A small section on start up finance and funding of the business has to be completed as well. The completed application is then forwarded for review by Business Foundations management for assessment and endorsement. The basis of approval of applications is entirely at the discretion of Business Foundations and will be based on businesses, which will benefit the incubator environment. The board will assess those businesses as having a reasonable chance of success. Acceptance is not an endorsement of business success. Where possible management will endeavour to approve businesses, which compliment each other and do not have areas of conflict or direct competition with other centre occupants. Having completed an Application for Workspace and had it accepted; a Licence Agreement is completed and signed, which formally accepts new Occupants to the incubator. Licence vs. Lease For the convenience of both parties, rented space in the business incubator is arranged through a licence agreement rather than a fixed term lease. The licence agreement creates greater flexibility and is conducive to better management of the facility. Tenancy Due to the flexibility of the licence agreement, Occupants are able to leave the incubator, on four weeks written notice. Rental Payments Rental payments are made 1 month in advance and due 7 days from invoice date. Your invoices are issued in the first week of each month. Your monthly rental payment is preferably directly debited into the Incubators account: Account Name: Business Foundations BSB: Bank: Suncorp Account No: Electricity Electricity is billed on the monthly rental invoice. Security - Building and Grounds 5

6 To protect your business and equipment a computerised security and alarm system operates at the premises. Occupants use a special key system for the front gate and access to the main building. Occupants have their own door key for entry to their suite/unit when inside the building. Due to security policies all keys are only to be arranged through the Incubator. In addition to the alarm systems and keys, security fences are provided around the perimeter of the property - including the street frontage. Occupants have access to the grounds and building 24 hours a day, 7 days a week. To do so, an individual code has to be issued to operate the alarm system as well as use of a special key (mentioned previously) for accessing the grounds and building. Duplicate keys are kept at the Incubator. A demonstration of the alarm system will be arranged with Occupants prior to occupancy. A procedure sheet for operating the alarm system will be given to you on a successful application. The Incubator has it s own in-house alarm system that is monitored by an external security company. The security company conducts patrols of the building nightly. The Centre is very security conscious and it is for this reason that the double doors at the side of the building are to remain closed at all times. Should you wish to move equipment etc in & out of the building, you will need to ensure you have someone guarding these doors. Each occupant is responsible for ensuring that the outer doors are shut and locked if they are the last to leave the building. The front door is unlocked to the public from 9:00am and locked to the public at 5:00pm, Monday to Friday (excluding public holidays). [Details on page 8] The centre closes for two weeks at Christmas on the last business day before Christmas day and returns in January on a date advised nearer the time. Safety Measures A separate safety and evacuation procedure will be provided to you on a successful application. The documentation should be read and clearly understood by Occupants. A plan of the building is included. The plan shows the main access and exit points of the building as well as the location of fire hoses in case of fire. Illuminated exit signs are installed in the building to assist with any emergency evacuation. Insurance Occupants are expected to have their own public liability, personal risk, contents and equipment insurance. Business Foundations is not responsible for public liability, contents or other insurance claims. It is recommended that occupants have public liability insurance to the value of $10 million (not compulsory), however a minimum insurance value of $5 million is required. It may be worthwhile to discuss your insurance needs with an insurance broker, if you have not already done so. A copy of your public liability policy must be handed to the Centre Manager prior to occupation. Cleaning Commercial cleaners are assigned to clean all common areas in the facility including kitchen, bathrooms, windows, external veranda etc. It is the responsibility of all occupants to keep their units clean and clear of rubbish Day Room / Office 6

7 The Day Room comes equipped with office furniture including a desk, computer and an office chair. It is available on a casual basis for occupants; home based businesses and the general public and is the perfect environment for private client consultations, meetings or simple a quiet space to work. Hiring costs are detailed on page 9. (Hiring costs are detailed on page 9.) Information If there are any events or maintenance issues arising within the Small Business Centre, tenants will receive notification via or on the noticeboard on the wall opposite the kitchen. 7

8 EMERGENCY EVACUATION POLICY AND PROCEDURES Policy Business Foundations, through the Small Business Centre is committed to providing and maintaining a safe working environment for staff, occupants, non-occupants and members of the public The Occupational Safety and Health Act 1984 (WA) ss 19,20, 22 sets out duties and responsibilities for parties that must be adhered to. The Small Business Centre staff, occupants, non-occupants and members of the public in the building will comply with the Occupational Safety and Health Act 1984 (WA). Failure to fulfil the duties and responsibilities for each party listed below and comply with instructions to prevent exposure to hazards is a breach of the Occupational Safety and Health Act 1984 (WA). This policy shall be used as the basis for effective emergency or evacuation procedures for the building. Additional information will be provided as it becomes available. Scope This policy applies to: Business Foundations Staff Occupants (i.e.; employers and employees) and their clients Non-occupants Members of the public Business Foundations responsibility Business Foundations shall ensure that all workplaces and the entrances or exits from the building are freely accessible, operating effectively at all times and not exposed to hazards. Business Foundations is responsible during business hours ( weekdays) to check that no person is left in the office suites, industrial units or toilets in the event of an emergency or evacuation. If someone is found in the building, they will be instructed to leave the building immediately. The instruction must be obeyed without delay. Business Foundations is charged with the responsibility of determining when the emergency is over and notify all persons accordingly. Employer responsibilities Occupants and non-occupants are responsible for the safety and evacuation of themselves, their employees and clients in the event of an emergency or evacuation. If occupants or non-occupants are in the building outside of business hours, including weekends, it is their responsibility to check that no person is left in the office suites, industrial units or toilets in the event of an emergency or evacuation. Verbally announcing an emergency is occurring and banging loudly on the walls will assist in ensuring that no one is left in the building. Employees Employees of occupants or non-occupants, whether supervised or not, are responsible for their own safety, and shall not adversely affect the safety of any other person, in the event of an emergency or evacuation. 8

9 Muster point The Small Business Centre occupants, non-occupants and members of the public will muster on the lawn area in front of the security gates. Building Emergency Layout Building Emergency Layout plans are located on the lobby notice board, various walls throughout the building and on the back of the two doors that separates the office suites from the industrial units for easy reference. Fire Safety Equipment In the event of a fire, fire safety equipment are available to all occupants and located in key access areas: 2 Fire Hose Reels - located inside the cupboard near the front door cupboard and on outside of the building near the side door. They are clearly signposted. 4 Fire Extinguishers - located opposite unit 17a, opposite unit 18, next to unit 31 and inside the cupboard near the front door. Exit Lights - located inside the building near the front door, side door and 2 back doors. 11 Smoke alarms, - 2 are strategically located in the lobby area and near units 3, 6, 11, 20, 22, 23, 26, 33 and in the passage way between unit 18 and 19. Several emergency lights are strategically located throughout the office suites area. Safety mechanisms In the event of an emergency or evacuation, the smoke alarms located throughout the building can help to protect occupants from harm and loss from fire. Smoke alarms are inspected and maintained regularly. In the event of a power blackout, the emergency lights strategically located throughout the building will provide adequate lighting to assist with evacuating the building. Authorised by: Issued: January 2012 Amended: 9

10 PROCEDURE TO OPERATE ALARM 1. When setting the alarm, make sure the main front door and side entry door of the building are not open. The alarm will not set if the doors are not sealed. To ascertain if the alarm is properly set, all the lights must be on when set. 2. Entering the building Open the door using your key. Enter your security code (the four red panel lights on the left of the alarm device light up) and press the OFF button. The alarm is disengaged. You have 45 seconds to open the door, enter your code and disengage the alarm. 3. Leaving the Building Having made sure the main front door and side door are not open enter your security code and press ON. The four red panel lights on the left of the alarm device light up. You have 45 seconds to set the alarm using your code and turn off the lights and lock the door (front or side) with your key. The alarm is now engaged. The same key used for the front door also fits the heavy-duty padlock on the front gate. If you are the last to leave the building you must close the front gates and padlock them shut. NOTE: The 45 seconds allowed before the alarm goes off is ample time. If unsure practise a mental run through of procedures. Always make sure during summer that the air conditioning system is turned off when leaving the building if you are the last to leave. A courtesy light from the building to the front gate operates at night. The light enables you to find your keys and lock the padlock on the front gate. 10

11 FACILITY SERVICES AND COSTS FACSMILIES (inwards/outwards) PHOTOCOPYING Black & White Colour A4 Colour A3 $ 1.00/page $.22 each $.44 each $ 1.20 each BINDING $ 3.00/document MEETING ROOM HIRE COSTS Conference Room and Day Room $25 per hour ADDITIONAL CHARGES Overhead Projector and screen $

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