WVC & LCC Tenants Handbook

Transcription

1 WVC & LCC Tenants Handbook 1

2 WOODRUFF VOLUNTEER CENTER GENERAL BUILDING INFORMATION A. INTRODUCTION This section of the Woodruff Volunteer Center Tenant Information Handbook reviews specific information relating to the management and operation of the building. In this section, you will find a listing of building personnel as well as guidelines concerning hours of building operations, temperature control, scheduling of deliveries, mail and express mail services, moving and billing procedures, and building security. 2

3 We appreciate you reading this section very carefully to familiarize yourself with our operations and regulations. If you have any questions after reviewing this section of the handbook, please call a member of the Jones Lang LaSalle Management Team in Suite 1006 at (404)

4 B. JONES LANG LASALLE MANAGEMENT SERVICES, INC. The Woodruff Volunteer Center is managed by a professional Management Team of Jones Lang LaSalle Services, Inc. This Management Team has been chosen for its expertise in managing corporate office properties. Jones Lang LaSalle offers a complete range of corporate real estate services to major corporations, professional organizations and financial institutions throughout the country as well as internationally. The firm helps its clients identify, evaluate and execute real estate strategies using state-of-the-art analytical techniques and computerized support systems. Jones Lang LaSalle is the country's largest office management and leasing organizations. Assignments include office buildings, regional shopping centers and major industrial parks. Each property is staffed with a trained team of business managers and marketing specialists. The objective of the Management Team of the Woodruff Volunteer Center is to provide you with the highest quality services available to ensure your comfort and continued tenancy. 4

5 WOODRUFF VOLUNTEER CENTER MANAGEMENT TEAM The Management Office is located on 100 Edgewood Avenue, Suite 1006, Atlanta, GA, in the Woodruff Volunteer Center. Our building hours are 8:00 a.m. until 5:00 p.m. Monday through Friday. Our office is closed on Saturdays, Sundays and holidays. Should you require assistance, please feel free to contact the Management Office at and we will respond to your inquiry at our earliest opportunity. If assistance is required during non-business hours, please contact our 24 hour security staff at (404) and a security officer will be available to take your message. In case of an emergency, they also will notify the on-call engineer. The Management Team of the Woodruff Volunteer Center is comprised of the following individuals, all of whom can be reached through the Management Office at Karen Everett Catherine Monroe Reggie Curtis Blain Lewis Remy Naza Yolanda Vega Vice President / General Manager Property Administrator Chief Building Engineer Building Engineer Security Director Cleaning Supervisor 5

6 C. BUILDING HOURS AND HOLIDAYS Building Hours: The Woodruff Volunteer Center will be open 24 hours daily (for tenants only) Building Management Office Hours: Monday through Friday 8:00 am to 5:00 pm Non- Operating Hours: Saturday and Sunday Holiday Calendar: Management Office will be closed on the following holidays: New Year s Day Martin Luther King s Birthday Good Friday Memorial Day Independence Day Labor Day Thanksgiving Day Friday AFTER Thanksgiving Christmas Eve Christmas Day The building s security personnel are available 24 hours. The building is equipped with an alarm and CCTV monitoring system at all times. Should you require entry during non-business hours, please use the main entrance/lobby and sign in at the security desk. 6

7 D. HEATING, VENTILATING, AND AIR CONDITIONING SYSTEMS HVAC Services We attempt to maintain a comfortable working environment. The office temperature is maintained at a comfortable level and centrally controlled. Should the temperature level in your suite change abruptly or exceed a reasonable level, please contact the Management Office at (404) Our HVAC Normal Operating Hours are Monday through Friday from 8:00am until 6:00 pm and (excluding Saturdays, Sundays & Holidays). After Hours (Outside Normal Operating) HVAC HVAC service is not provided on holidays or after normal business hours. HVAC is provided from 8:00 am to 6:00 pm Monday-Friday (excluding building holidays). All After Hours HVAC request for the Logan Room that are outside of the normal operating hours including weekends, will be charged to the tenant at $100/ hour. Should you wish to have After Hours HVAC in the Logan Room, please log-into the building s website at WoodruffVolunteerCenter.com, click on Forms Central select the After Hours HVAC form, fill it out and submit it. For all other After Hours HVAC need(s) please send an to mailto:woodruffvolunteercenter@am.jll.com at least 48 hours prior, or call as these request must be approved by owner. The cost for this special service will appear on your following monthly invoice/statement as stated in your lease agreement. General Services Heating and air conditioning are provided in season Monday through Friday 8:00 a.m. to 6:00 p.m. To ensure that proper settings for heating and cooling tenant spaces are maintained, the tenant should not attempt to reset the thermostat. If the systems do not seem to be functioning efficiently, please log-into the building s website at WoodruffVolunteerCenter.com, click on Forms Central select the Maintenance Work Order, fill it out and submit your request. A trained building engineer will be dispatched to correct the problem. 7

8 Special Services Special air conditioning or ventilation may be needed for your computer facilities, conference rooms or personnel-intensive staff areas. We can aid you with the design and installation of additional vents or equipment to meet special needs. Please contact the Management Office for details concerning the requirements for this service. Once installed, maintenance of all supplemental air conditioning units is the responsibility of the tenant. The Management Office can provide names of reputable service providers. 8

9 E. DELIVERIES / PROPERTY REMOVAL / FREIGHT ELEVATOR - LOADING DOCK Management Office (404) Security / Lobby Desk (404) All large packages as well as cart and bulk deliveries to the Woodruff Volunteer Center must be made through the Loading Dock and to the tenant space via the building s freight elevators. Deliveries are not allowed through the Lobby or any building entrance. These deliveries include those made by messengers, contractors, delivery services, etc. All large deliveries (furniture, etc.) should be scheduled in advance with the Management Office. Floor protection is required from the elevator to the delivery point on a tenant floor. Freight Elevators There are two freight elevators that serve this building. Access to the freight cars is through the basement of the building. Scheduling large deliveries is extremely important as these elevators provide vertical transportation for all deliveries, in-house services and contractors. In order to maintain a professional appearance and atmosphere, the following instructions apply to use of both elevators: Use of passenger elevators is strictly prohibited for large deliveries. All deliveries / property removal must enter / leave through the loading dock. A Property Removal Slip MUST be completed in its entirety and signed by an authorized person before any property can be removed from premises. Property removal of three (3) or more items will need to be checked and removed through the Loading Dock, not the Lobby. Deliveries or moves requiring more than two elevator trips must be scheduled with the Management Office. All large deliveries and moves must be scheduled with the Management Office at least 48 hours in advance. And must be done before 8 a.m. or after 6 p.m. on weekdays and all day Saturday / Sunday. If proper notice is not given, such delivery may not be received / removed from premises. Any after-hours delivery MUST be scheduled through the Management Office. 9

10 1. Daytime / small deliveries guidelines: Equipment delivery Single piece of furniture Other (discuss with Management) BETWEEN THE HOURS OF 9-11 A.M. OR 2-4 P.M. After hours / LARGE deliveries guidelines: Move-in / Move out of furniture Delivery of large order of equipment Before 8 a.m. or after 6 p.m. on weekdays and all day Saturday / Sunday. Floor protection is required from the elevator to the delivery point on a tenant floor. DELIVERIES / PROPERTY REMOVAL / SERVICE ELEVATOR LOADING DOCK: The following carts are acceptable for use in the Woodruff Volunteer Center passengers elevators The following carts NOT acceptable for use in the Woodruff Volunteer Center passengers elevators 10

11 The following carts ONLY acceptable for use in the Woodruff Volunteer Center service elevators Loading Dock Access / Hours The Loading Dock area is available Monday through Friday however; all arrangements must be approved by the Management Office prior to delivery or move in or out date. The cooperation of all of our tenants is appreciated to make this policy work. 11

12 F. MAILING ADDRESS AND SERVICE U. S. Mail For best mail service, use the following address format according to the appropriate company name and suite number: The ABC Organization The Woodruff Volunteer Center 100 Edgewood Ave. NE Suite Atlanta, GA The Woodruff Volunteer Center mail boxes are located in the basement of the building. Each tenant MUST contact the Federal United States Post Office directly to obtain and secure a mail box within the building. The USP office will in turn issue you your own mailbox and key(s). These boxes are issued from the United States Post Office. The Management Office does not have copies of mailbox keys. Any additional copies can be obtained from the Post Office. The delivery times are posted near the boxes. Outgoing mail is picked up Monday through Friday. Special service and pick-up times are posted at the mailroom. No services are provided on Saturday, Sunday and holidays. 12

13 The full service Post Office serving The Woodruff Volunteer Center is located at: Central City Carrier 400 Pryor St. Atlanta, Georgia (404) You must contact the Post Office directly to set up a Post Office Box in your building and to obtain keys for your box. Special Mail Services For your convenience, the following company has a drop box in the basement of this building: UPS 13

14 G. MOVING PROCEDURES The actual relocation of your company's office begins with a discussion of your ideas and space needs, and ends with the successful completion of your move. In between, there is a tremendous amount of planning, estimating and decision-making that must be done within a defined time frame. The Jones Lang LaSalle Management Team will assist you in every way possible to ensure a smooth and comprehensive relocation. Tenant Responsibilities Prior to Moving In Your move-in will be coordinated with the Management Office in order to facilitate a smooth, efficient relocation. Any arrangement for various trades such as telephone installation, copier installation, etc., should be set up through the Management Office. Many of the items that need to be completed before moving in are listed below: 1. Notify the Management Office regarding the following: a) Your needs regarding corridor identification plaques and directory strips. b) The name of the tenant representative who will have responsibility for approval of expenditure and setting of policy relating to your suite. c) The phone number of your new office. d) The move-in date. e) The name of person to contact with your organization s mover. f) The date you desire to inspect your suite prior to occupancy. g) The number of suite keys needed. You will be provided with one key per employee. h) The names of handicapped employees needing assistance in an emergency. 14

15 i) The name and address for rent billings and other tenant charges. 2. Provide the Post Office with change of address information. 3. Notify the telephone company to arrange for installation of new phones and equipment. Insurance The Woodruff Volunteer Center s leases include a provision requiring tenants to have public liability insurance and fire and extended coverage insurance for all tenant belongings located on the tenant s premises. The insurance policy will not cover the personal belongings of tenants. Evidence of coverage required in the lease naming (1) Jones Lang LaSalle Americas, Inc., (2) Jones Lang LaSalle Services, Inc. (both names of Agency), (3) the Woodruff Volunteer Center and (owner) (4) United Way of Greater Atlanta, Inc. as additional insured should be sent to the Management Office prior to move in. *Pursuant to Article XI of your Lease Agreement, your company is required to maintain a current copy of your Certificate of Insurance on file in the Management Office. Please note that the description should list all space occupied by your company, including storage. Moving Procedures In order for the Management Office to accommodate the interests of the tenant and to protect the property, the following policies regarding movement of office furniture and equipment should be followed. If you have any questions regarding these polices, please contact the Management Office. 1. As far in advance as possible, schedule your move with the Management Office. The move will be scheduled based on the availability of the freight elevator and building service personnel. 2. Provide the Management Office with a letter listing the following information: a) Date of move 15

16 b) Time periods the freight elevator will be needed. The freight elevator is available from 9:00 a.m. to 11:00 a.m. or 2:00 p.m. to 4:00 p.m. weekdays and all day on Saturdays and Sundays. You must notify the Management Office in advance for weekend use of the freight elevators so that they can inform security to allow your move. c) Name of the moving company and the name of the moving supervisor for the moving company and tenant. d) Proof of adequate insurance coverage by the moving company. e) Forwarding addresses and phone number. 3. Special Requirements The Management Office should be advised in writing of any special requirements in connection with the move. For example, if items are to be removed prior to the move, arrangements must be made for use of the freight elevator and for access to the tenant suite. If you are moving any computer equipment, we ask you to list the equipment with applicable serial #'s in case of theft. 4. Moving Procedures a) All items to be moved in must be taken to the building loading dock. b) Movers must contact the Management Office prior to removing tenant materials or furniture. The mover will be required to provide identification and state the name of the tenant being moved. 5. Clean-up The moving company and the tenant will be responsible for leaving the building and premises clean by removing all cartons and other trash generated in the move. If Management is forced to call in their own cleaners, a charge will be assessed to the tenants on a cost/plus basis. 16

17 6. Property Damage Any and all damage to the building, elevator areas, doors, corridors, tenant spaces or grounds which the tenant, moving company or its employees or agents cause will be the responsibility of the tenant. The Landlord will accomplish required repairs with the expense billed to the responsible tenant. The following section defines specific information that your mover should be told. A copy of this section should be given to those moving companies bidding on your move. Instruction to Movers 1. Inspection of Premises The mover is responsible for inspecting the tenant suite prior to the move. The mover should acquaint him/herself with the conditions existing in the suite so that s/he may furnish equipment. He or she should be aware of the facilities of the building and the conditions, including safety precautions under which the work must be accomplished. 2. Insurance The mover shall provide and deliver Certificates of Insurance to the Management Office at least ten days prior to the move. All policies shall indicate that at least ten (10) days prior to the move, written notice is delivered to the Management Office by the insurer prior to termination, cancellation or material change of such insurance. The Management Office can refuse to allow the mover access to the building if the limits provided on the Certificate of Insurance are not acceptable. The mover must, at the mover's sole cost and expense, obtain, maintain and keep in full force and affect the following types of insurance and shall provide the Management Office with an appropriate Certificate of Insurance naming the following as additional insured: 17

18 1) The United Way of Greater Atlanta 2) Jones Lang LaSalle Americas, Inc. 3) Jones Lang LaSalle Services, Inc. 4) Woodruff Volunteer Center a) Worker's Compensation and Employer's Liability This insurance shall contain a waiver of subrogation rights against Jones Lang LaSalle Americas, Inc. and Jones Lang LaSalle Services, Inc. from any liability resulting from possible accidents occurring to mover's employees. b) Comprehensive General Liability Insurance This insurance will cover bodily injury and property damage including, but not limited to, the following: - Premises and Operations - Products/Completed Operations - Broad Form Property Damage - Personal Injury - Coverage for Any Special Hazard or Operation not normally encountered c) Automobile Liability Insurance This insurance will cover claims for bodily injury or property damage arising out of the ownership, maintenance or use of any private passenger or commercial vehicle. 18

19 d) Cargo Liability e) Comprehensive Dishonesty Bond 3. Use of Elevator The freight elevator is to be used for moving. Passenger elevators may not be used to carry equipment or materials to or from tenant spaces. 4. Services to be furnished by Mover a) Supervision, Labor, Materials and Equipment - The mover shall furnish all supervision, labor, materials, supplies and equipment necessary to perform all the services contemplated in an orderly, timely and efficient manner. Such equipment shall include, among other things, dollies, trucks, etc. as may be required. All material handling vehicles used in the interior of the building must have rubber-tired wheels and must be maintained free from grease and dirt. b) Crating, Padding and Packing Material - The mover should take every precaution by means of crating and padding to safeguard property from damage. All padding and packing materials are to be removed by the mover. The mover shall also furnish, install and remove floor carpet and wall and glass protective material wherever necessary to protect the building from damage, as requested by management. c) Permits, Franchises, Licenses or Other Lawful Authority - The mover, at his/her own expense, will obtain and maintain any necessary permits, franchises, licenses or other lawful authority required for affecting the movement, handling and other services to be performed. Before the move is made, the mover may be required to produce evidence of such authorities to management. 5. Removal of Furniture and Equipment Each tenant must provide at least 24 hours advance written notice to the Management Office whenever furniture and equipment is to be removed from the property. 19

20 H. BILLING PROCEDURES Payments/Billing Address Rent and tenant charges are due and payable on the first day of each month. Tenant charge statements are sent to each tenant at the end of each month preceding the due date. The billing address should be established prior to move in, which is listed among the "Tenant Responsibilities Prior to Move In." All checks should be made payable to: United Way of Greater Atlanta P.O. Box 2692 Atlanta, GA If you have questions about your statement please call the Management Office at (404) or fax your inquiries to the Property Administrator at (404)

21 I. SECURITY The security of our building and tenants is one of our highest priorities. Therefore, we have developed security measures to control access to the building. Security Staff The Woodruff Volunteer Center maintains on-site security 24 hours a day, 365 days a year. Our professionally trained officers patrol the building, tenant floors and parking decks several times a day. They are always on alert for any unusual activities on the property. Should you require their assistance please feel free to call the security desk at (404) Tenant employees should also carry the correct key for their suite, as building security guards do not have keys to provide tenants access to any suites or other building areas. For further protection, security personnel are not permitted to accept or hold packages for pick-up or delivery. All deliveries will require 24 hour advance notification and approval from the Management Office. Also, the Management Office should receive 48 hour advanced notification of special events (such as open houses, meetings, etc.) or any activities that are scheduled after hours, thus allowing us time to properly prepare our security staff and make any necessary changes. Non-Building Employees Tenants of our building may have visitors come to the building after hours and on weekends. If after hours or weekend visitors are to be permitted unaccompanied access to your suite, we must receive written notification at least twenty-four (24) hours in advance listing the individual s name, company affiliation, purpose of visit and approximate time of arrival. You will have to provide actual access to your suite by giving the visitor a key or meeting the visitor on property. Security guards will not provide access to tenant suites. There will be no exceptions to this policy. 21

22 Tenant Precautions While one of the building staff's primary goals is to maintain a safe working environment in public buildings such as the Woodruff Volunteer Center, substantial responsibility for security must rest with each tenant. All entrances and exits to your suite should be deadbolt locked when you leave the building. During the day, offices, desks and entrance areas should never be left unattended. Valuables, such as purses and wallets, should be locked up or taken along when an employee leaves his or her workstation. Petty cash, blank checks and endorsement stamps should be locked up when not in use. Solicitors are not permitted within the building. If a solicitor enters your suite or if you notice a suspicious person within the building, please call the Management Office at once and provide as much detailed information as possible regarding the person. The individual will be escorted off the premises. We also suggest that you require identification from repair companies who come to work in your office suite. When in doubt, call the Management Office and we will dispatch Security to your premises for an official check. Theft and Insurance Any suspected theft, no matter how small, should be reported to the Management Office immediately. A security report will be filed and the police will be notified if necessary. Note that our insurance policy does not cover the personal belongings of tenants. Tenants are required by the terms of their lease to provide their own insurance to cover the personal property contained within their space. Incident Reports To provide an accurate record of every incident, the Woodruff Volunteer Center s security staff is required to write an incident report for any accident, theft or other incident occurring on the property. We would appreciate your cooperation in answering any questions the security guard may have. This helps us investigate patterns to incidents and aids our security efforts. 22

23 Solicitation Solicitors are not permitted in the building. Please contact security at (404) if any are observed. Vendor/Contractor Access There may be special instances where vendors or contractors need to perform work in your suite during non-business hours. In such instances, you must provide written notification to the Management Office that states the name(s) of the individual(s) and the company, date and approximate time of arrival. A brief description of the work to be performed should also be included. We also ask that you request the individual/company to provide some form of identification to the security guard on duty. Special Keying All keys in the building are included in a Building Master Key system. This key system is necessary so that the Management Team has access to all areas in the event of an emergency. For this reason, we require that no locks are changed or additional locks/bolts added to any door within your suite. If additional lock work for your suite is necessary, this service must be coordinated through the Management Office. As standard building policy, we re-key each suite before new tenants move in. This ensures the security of that space for the new tenant. If you would like additional keys to any of the locks in your suite, they can be obtained through the Management Office. In response to your internal security needs, we can provide additional services that include: - Separately keying individual offices - Re-keying the entire suite - Installing security systems throughout the space Emergency Telephone Numbers In the case of any emergency, such as theft, fire or other incident after normal business hours, we will notify a designated emergency contact from your company. You should provide us with 23

24 the name and home telephone number of the designated person. This procedure allows us to alert you as soon as possible in the case of any unforeseen circumstances. 24

25 J. MISCELLANEOUS Smoking The Woodruff Volunteer Center is a non-smoking building. Smoking is prohibited in all common areas, including lobbies, restrooms, stairwells and elevators. Monitored smoke detectors are located throughout the building and may be set off by cigarette smoke. The designated smoking area is outside on either end of the building toward the parking deck. Floor Load Code requirements prohibit placing loads upon floors that exceed the load per square foot for which the floor was designed. The floor area located near the center of the building has a load limit of one hundred pounds per square foot and floor area near the perimeter walls of the building has a load limit ranging from fifty to eighty pounds per square foot, depending on the proximity of such perimeter walls. Should you find it necessary to utilize equipment that exceeds this rating, you must receive prior written notice from the Management Office. We require adequate documentation from a licensed structural engineer verifying that such an installation at a specific location is safe to accommodate your request. The architect and the Property Manager will review your request and accompanying documentation. When we receive confirmation from them that the installation is safe, we will send you a written approval. Electrical/Telephone/CRT Line Installation Access to space occupied by other tenants is sometimes required for the installation of electrical or telephone floor outlets and CRT conduits. We will try to contact you ahead of time to request access for the electrician at a convenient time. Work of this nature is usually scheduled in the evening or on weekends as not to disrupt tenants during business hours. Please notify the Management Office prior to scheduling any installations or work of any type. 25

26 Directory Identification / Signage The Building Directory is located in the main lobby to display the name and location of Lessees only (firms and agencies); Lessor reserves the right to exclude any other names there from. No sign, placard, picture, advertisement, name or notice shall be inscribed, displayed, painted or affixed on or to any part of the outside or inside of the building without the written consent of Lessor. Without said consent, the Lessor shall have the right to remove at the expense of Lessee. Please note that tenant lists or rosters will not be given out to anyone, including other tenants in the building. Special Service Requests In an effort to assist you with maintenance requests, we are providing the following building procedures and telephone numbers for your future reference. For Routine Maintenance Please contact the Management Office Monday through Friday from 8:00 am until 5:00 pm at or WoodruffVolunteerCenter@am.jll.com. Upon receipt of your maintenance request, a Special Service Request or Work Order will be completed with the following information provided by your tenant contact person: l. Date and time received 2. Company Name 3. Floor and Suite number 4. Contact Name and Phone - (Name of the person the Engineer is to see along with phone number and any additional extension number) 5. Nature of maintenance request 26

27 6. If the contact person is unavailable, please provide Management with the name of an alternate contact. The following will then transpire: 1. The Engineer will respond to your need and complete the work order form accordingly. For billable services, the tenant will sign the work order indicating their approval of the charges. The charges will appear on next month s rental statement. 2. If you have sub-leased a portion of your space, the request for maintenance must come directly from you as a Primary Tenant unless other arrangements have been made with the Management Office. 3. You will be notified in advance when scheduled maintenance may cause potential disruption. If you have a security need, a weekend, holiday or after hours request, please feel free to contact the security officer who is on-duty (desk). Remodeling / Decorating The Management Team of the Woodruff Volunteer Center can coordinate the remodeling or redecorating of your suite through every phase of construction. During the initial phases, we will meet with you to find out your exact requirements. Depending on the scope of the work, we may need to have working drawings prepared and/or will make written specifications of work. When the specifications are complete, we can obtain bids from outside contractors. A formal proposal will then be prepared for the project. Please call the Management Office to discuss the services you require. We will be happy to provide you with an estimate of the cost before the work begins including any additional fees. All remodeling of tenant spaces, including work for which the tenant contracts directly, must be coordinated through the Management Office. Some of the most frequently requested services are: 27

28 Carpentry - Assemble modular furniture and work stations - Assemble shelving and file cabinets - Repair chairs and desks - Remove or install building-standard closets - Remove or install wood/glass or metal/glass partitions - Remove or install drapery brackets and rods - Remove, install or relocate doors - Remove or install building-standard base, door casing, chair rail, picture rail and cornice molding - Fabricate and install office and lunch room cabinetry - Fabricate and install workstations and tables - Fabricate and install book or storage shelving - Fabricate display cases and plaques - Repair doors and windows 28

29 Carpeting/Tile - Repair tile floor - Repair carpeting - Install floor tile - Install carpeting - Install parquet wooden flooring Ceilings - Remove or install suspended soft tile ceiling - Rework existing soft tile ceiling to accommodate light fixtures or HVAC changes Electrical - Install communication system or computer cabling - Install isolated ground or dedicated circuits - Install 220-volt outlets - Install electric door strike, night bell or door chime - Remove or install 2 x 2' or 2'x 4' fluorescent light fixtures - Install building standard or Para wedge light fixture lenses - Clean and/or hang light fixtures 29

30 Heating, Ventilating and Air Conditioning (HVAC) - Relocate thermostats - Rework existing HVAC System - Install HVAC equipment required for special needs such as telephone or computer rooms Marble and Ceramic Tile - Repair marble or ceramic tile - Install marble or ceramic tile - Install marble counter or desktops Painting - Wash walls and ceilings - Touch-up paint walls and ceilings - Paint walls and ceilings - Install wall covering - Touch-up woodwork - Finish woodwork - Refinish office furniture - Patch walls 30

31 Plumbing - Unclog drain lines - Repair drinking fountains, lavatories, lunchroom sinks and water closets - Remove or install building-standard drinking fountains, lavatories, lunchroom sinks and water closets Miscellaneous - Install building-standard thin-slat mini blinds - Repair and/or clean standard or mini blinds - Hang pictures - Move furniture or equipment 31

32 K. CLEANING As a business person, you have a strong interest in the type of image you present to the business community. You want the level of your work to be evident to the most casual visitor. To convey your expertise, you have chosen a distinctive business environment that you feel will enhance the reputation you have built for quality and style. How well your work location is maintained also contributes to your image of efficiency and effectiveness. The cleanliness and upkeep of your offices not only indicates the desirability of your services, but contributed strongly to the pride and productivity of your work force. Your employees may spend more time in your office at the Woodruff Volunteer Center than at home. The overall work environment reflects your interest in your employee's enthusiasm and well-being. With these factors in mind, Jones Lang LaSalle offers many cleaning services as building standard. In addition, we also offer many specialized cleaning services on a chargeable basis. Standard Services We provide extensive daily cleaning as part of our standard building service. To provide you with thorough and comprehensive cleaning, we have developed schedules for different services on daily, weekly and monthly rotations. Our daily building cleaning includes: - Sweeping or vacuuming floors - Dusting all reachable horizontal surfaces - Sweeping all steps, sidewalks and plazas - Spot clean trim work 32

33 - Wash glass doors and side lights - Spot clean all other interior glass - Clean all water fountains and sinks - Dust and clean telephones - Cleaning elevator cabs - Emptying all waste containers At least one time every 7 days: - Spot cleaning doors and surrounding areas - Damp mopping the floors - Wiping all waste containers At least one time every 90 days: - Clean all horizontal and vertical surfaces - Dust all vertical surfaces of furniture - Scrub all resilient floor areas 33

34 Special Services Below is a list of special services offered by our night cleaning crew at an additional charge: 1. Carpets - Thorough carpet care requires a professionally organized program that includes deep shampooing in combination with power pile lifting as well as ongoing spot cleaning. Carpeting is the most expensive and most used appointment per square foot of your space. Instituting an ongoing maintenance program to keep carpeting free from grit will maintain the carpet in peak condition for many years. This type of program has the added advantage of enhancing the fresh, clean look in your space and contributes to employee satisfaction and productivity. 2. Floors - To prolong the life and beauty of any floor requires a combination of proper maintenance techniques, including sealing, waxing and buffing and specialized equipment. Wooden and tile floors often require special care on a regular basis to preserve their natural appeal and life span. 3. Upholstery - Upholstery should be vacuumed and cleaned on a regular basis with spot cleaning done as necessary. Dirt in furniture retains odors and mutes the colors of the fabric. Stains make the furniture appear unsightly. This can be critical when considering the professional, first class image of your offices and the building. 4. Walls - We also recommend that you have your walls washed once a year. This will help to keep marks on the walls to a minimum and will also add to the fresh, clean look. 5. Kitchen - As an added convenience, it is possible to set up a program to clean kitchen areas in the space on a daily or weekly basis. This frees up the time of an employee that might have been delegated this chore and helps to increase productivity by allowing everyone to concentrate on business rather than housekeeping. 7. Miscellaneous - Other areas in your space might also have special cleaning needs. Private bathrooms, interior glass walls, wood furniture etc. all have special cleaning and care needs to keep them in top condition. Putting a program into place to provide this specialized care will maintain your investment without involving your time and energy. 34

35 8. Large Bins & or Boxes with Contents: The cleaning crew may loan you Large Bins to put your items in upon your request; however, it is your responsibility to remove and properly dispose of its contents in the manners stated above. PLEASE NOTE, if you request for the cleaning crew to Remove and Dispose of your it, your organization will be assessed a Removal Fee (minimum $50 - $200 maximum) to the tenant based on such factors as weight of item, labor, hazardous waste, etc. Please contact the Management Office at to discuss setting up a cleaning program specifically tailored to meet your business needs. Recycling The Building Janitorial staff will pick up desk-side recycling once a week from your suite. If you are going through an office cleaning project or purging files, you may coordinate use of the green recycling bins by directly contacting the Management Office. Items that CAN be recycled: Items that CANNOT be recycled: Office paper All colors Envelopes (even with windows or tint) Junk mail without plastic or TYVEK Magazines & Newspaper Phone books or hard back books File folders and hanging folders Brochures ream wrappers, and greeting cards. Toner Cartridges Plastic bags, overheads Microfiche No food, food containers Hygiene papers (Paper clips, staples, and binder clips are ok) 35

36 Trash It is the responsibility of the tenant, vendor or contractor to remove all boxes, containers or other trash accumulated during a delivery, project or move. These items should be transported on the Freight elevator to the Basement Level and placed into one of the trash bins located at the Loading Dock. Boxes and furnishings need to be broken down (flat) before being placed in the trash bin. All items not properly disposed of will be assessed a Removal Fee (minimum $50 - $200 maximum) to the tenant based on such factors as weight of item, labor, hazardous waste, etc. 36

37 L. ADDITIONAL SERVICES The Woodruff Volunteer Center also offers special services to increase the convenience of our building for our tenants. Please call the Management Office for further information regarding any services. Window Washing The Woodruff Volunteer Center provides each tenant space with exterior window washing twice annually. Exterminating Occasionally some tenants who have lunchrooms or food storage in their suite have problems with insect pests. The Woodruff Volunteer Center employs an exterminator that services the public building space. If you need an exterminator to come to your suite, please call the Management Office to schedule this service. Please be prepared to give us the exact location where the insects were discovered. Directory Board The Woodruff Volunteer Center has a directory located in the lobby of each building. For new tenants there is no charge for the original listing. However, there is a small charge for any subsequent changes. If you wish to make additions or corrections to your listing, please submit requests in writing to the Management Office by logging in to then click on Forms Central, then click on the dropdown box which is at the top under the Forms Central headline, then select Directory Board and Signage fill-in your organization s information and click on the items you wish to order. Tenant Signage The Management Office coordinates all tenant signage services. Any signage requests should be directed to the Management Office by logging in to then click on Forms Central, then click on the drop-down box which is at the top under the Forms Central headline, then select Directory Board and Signage fill-in your organization s information and click on the items you wish to order. 37

38 M. TENANT SERVICE REQUEST PROCEDURES To facilitate a quick response, tenants should be familiar with the following procedures for requesting services: 1. Call the Management Office at between the hours of 8:00 am and 5:00 pm. After normal business hours Security will answer calls to this number. The Management Office will respond to your request as soon as possible. 2. Be prepared to give the following information: a) Tenant name b) Suite number c) Name of the individual requesting service d) Nature of request or problem (temperature, electrical, etc.) 3. A tenant work order will be completed by the Management Office explaining the nature of the work involved. The tenant will be required to sign any work orders that require additional charges when the service or repair is completed. The charges will appear on your next statement. 4. The appropriate building personnel will be dispatched to service your request. Response time to the request will vary, but the request can usually be categorized in the following manner: a) Emergency (water leak, fuse blown) - immediate response b) Comfort call (temperature) - available engineer, not to exceed 15 minutes 38

39 c) Cleaning request - handled that evening by the night cleaning crew or by day cleaners, depending on the required service. d) Special service (hang pictures, etc.) - variable response time depending on the availability of carpenters or day custodians. Calls are serviced in the order received. A charge will be issued for these and other special services. 39

40 N. AMENITIES Building Amenities: Conference Rooms: The Logan Room is available for the convenience and exclusive use by the Woodruff Volunteer Center tenants. This conference room accommodates approximately 40 people. Conference rooms are reserved on first come, first serve basis. There is no charge for the use of the conference room. Make your reservation by logging in to then click on Forms Central, then click on the icon Logan Room Reservation fill-out and submit at least 48 hours in advance to see if the conference room is available. ***Only schedule 60 days within and or prior to meeting: No meeting schedule beyond a 60 day time frame will be accepted*** Reservation & Cancelation: Please Note: 1) If you book/reserve the Logan Room and then decided you no longer need it, please send a cancelation request. 2) If you book/reserve the Logan Room and do not show up within thirty (30) minutes of your scheduled time, you run the risk of losing your reserved time slot. Example: 1) If you reserved the Logan Room for 8:00 AM to 1:00 PM and the time is now 8:30 AM and you are not present, your entire 8-1 reserved time slot will automatically be canceled. 2) If you reserved the Logan Room for 8:00 AM to 1:00 PM and has to set up, you should be in the Logan Room by 8:00 AM Please note: 1) The Logan Room should only be reserved to be used by the said organization who is a tenant within the Woodruff Volunteer Center building, and NOT for any non-tenant/outside entity. 40

41 Banking Facilities: An automated teller machine (ATM) is located in the lobby. Food Services: Located on the first floor of the building is a restaurant serving Breakfast, deli sandwiches, salads, hot meals and desserts. Catering services are also available. Parking: One of the most desirable amenities that the Woodruff Volunteer Center has to offer is the Covered parking deck, adjacent to the Woodruff Volunteer Center with entrances on Auburn Avenue and Lynches Alley. Because it is necessary to keep the thoroughfare and restricted areas clear, please park in the designated parking areas only. Failure to do so may result in towing at the vehicle owner s expense. Fire lanes are clearly marked in and around the Woodruff Volunteer Center and parking decks and are required to remain unobstructed at all times by the order of the Fire Department. Do not park in these areas. Unauthorized parking in the fire lane, loading dock area or handicapped zone will result in your car being towed at the vehicle owner s expense. Tenants who need to use the loading dock for deliveries and/or move-ins are requested to obtain prior approval from the Management Office. Please lock your car. We assume no liability for fire, theft or damages. We are not responsible for your vehicle while parked at the Woodruff Volunteer Center. Please do not leave valuable items in visible areas of the cars interior. Please do not leave vehicles onsite overnight. 41

42 Parking Deck - Opens At the Parking Deck gate, swipe your access card as normal, wait a moment for the 'roll up' gate to get in position, once up the regular gate arm will activate allowing your entry / exit of the deck. Parking Deck Validated Daily Parking Rates: *** RATES and PROCEDURES ARE SUBJECT TO CHANGE with or without notice *** Auburn Avenue exit will accept validations, cash, and all major credit cards Surface Lot - Opens Lynch s Alley only accepts all major Credit Cards and validations Pay on Foot (located next to the elevator on the ground floor of the parking deck) accepts validations, cash and all major credit cards. Validations can NOT be hand written or stamped on 0-2 hours $ hours $4.00 Over 4 hours $6.00 Lost Ticket(s) cannot be validated. Parker must pay fee upon exit The surface lot is now operating as a pay lot on evenings and weekends. 3:00pm to 6:00am Monday through Friday All day Saturday and Sunday The pay station will take cash and credit cards, (no coins). The pay machine does not give change, and validations do NOT work. Monthly parkers assigned to the surface lot may continue to utilize the surface lot as they always have. 24 hours a day 7 days a week. Your access cards and parking decal will let the enforcement team know that your vehicle is a paid parker. 42

43 Surface Lot Daily Parking Rates: 0-2 hours $2.00 Over 2 hours $5.00 Parking Equipment: Any parker who causes damage to the parking equipment due to negligence will be responsible to ALL cost associated with repairs. Parking Attendant: is onsite from 11:00am until 7:00pm Monday through Friday BOOTING IS ENFORCE IF YOU ARE PARKED IN ANY RESERVED SPACE IF YOU ARE ANY RESERVED PARKED IN SPACE Thank you in advance for your cooperation to this policy change. Managed by Lanier Parking Solutions. Parking Office

44 O. COMMUNITY INFORMATION SERVICES GENERAL: Energy Management As you may expect, energy costs are the single largest expense for the Woodruff Volunteer Center. In an effort to reduce costs to all tenants, we developed and implemented an automated energy management system. While the building is heated/cooled at all times, a lower/higher temperature is maintained in the evenings and on weekends. Individual switches in each tenant suite control the lights. In order to reduce operating costs for all tenants, please turn off all lights in your suite when you leave in the evenings. The night cleaning staff uses only the necessary electricity and will turn off the lights they have turned on when they have finished. All calculators, radios, computers and coffee machines should also be turned off. All tenants will benefit from these simple measures to conserve energy as energy costs are passed back to tenants in operating expense overage charges. Atlanta City Police Department Emergency: 911 Non-Emergency: Atlanta City Fire Department Emergency: 911 Non-Emergency: GOVERNMENT Atlanta City Hall Mayor's Office County Office or Information

45 THEATERS/EVENTS Entertainment: Atlanta Symphony/Chastain Phillips Arena Six Flags Over Georgia Stone Mountain Park White Water Park Historical/Cultural: Atlanta Ballet Atlanta Historical Center Big Shanty Museum, Kennesaw Carter Presidential Library Cyclorama Fox Theater Kennesaw Mountain National Battlefield Park Robert W. Woodruff Arts Center Museums: APEX Museum Atlanta Museum Cobb County Youth Museum High Museum Carter Presidential Museum Science & Nature: Zoo Atlanta Fern bank Science Center

46 Sports: Atlanta Braves Atlanta Falcons Atlanta Hawks Atlanta Thrashers Other: Atlanta Chamber of Commerce Changes & or Updates: **This Tenant Handbook may not contain current changes and or updates** Please check the Buildings website WoodruffVolunteerCenter.com on a constant/regular basis, as you will find the most recent changes and or updates there. 46