BRUNSWICK BUSINESS INCUBATOR INFORMATION PACK

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1 BRUNSWICK BUSINESS INCUBATOR INFORMATION PACK October 2011 Proudly supported by

2 WELCOME Thank you for your enquiry into tenancy at the Brunswick Business Incubator (BBI). A small business incubator provides premises, advice, services and support to new and growing businesses to assist them to become established and profitable. Small business incubator tenants are provided with their own workspace and a supportive environment in which to grow their business. Tenants share the incubator s premises and have access to a range of support services. When they are commercially viable, the tenant businesses graduate and relocate to commercial accommodation. The ultimate goal of a business incubator is to help develop sustainable businesses, which in turn can assist in job creation. Business incubators foster a culture of entrepreneurship and provide opportunities for businesses to refer clients to one another and to participate in a range of learning and networking activities. A separate document, the BBI Schedule of Fees and Charges for Licensees, is provided with this Information Pack. I hope you find this Information Pack helpful. It includes details on how to apply for tenancy at the BBI. If you have any questions or require further information, I can be contacted on Ph or Anthony O Brien Anthony O Brien Manager Brunswick Business Incubator October

3 OVERVIEW OF BRUNSWICK BUSINESS INCUBATOR The Brunswick Business Incubator (BBI) is a not-for-profit organisation. The BBI opened in August 2002, in the former Senior School of the Brunswick Secondary College. BBI is jointly funded under the Commonwealth Government s AusIndustry Small Business Incubator Program, the Moreland City Council and the Victorian Government. This was an initiative program of the Northern Area Consultative Committee (NACC). BBI comprises 2 buildings. The main building is Building A, which fronts onto Victoria Street. Building B, situated behind Building A, can accommodate light manufacturing businesses. BBI offers office suites of varying sizes, and there are currently over 45 businesses operating out of the incubator. BBI is governed by a Board of Directors who is responsible for the Incubator s operation and management. The day-to-day operation of the Incubator is overseen by a Manager who is supported by an Administration Manager and a Receptionist. BBI is situated within the City of Moreland. This is an excellent location to start or grow your business. For over 150 years, Moreland has been a hub for economic activity. From its early beginnings as a major centre for manufacturing, Moreland has developed a solid business and community infrastructure. ELIGIBILITY The incubator is for start-up, emerging or home-based businesses that have a capacity and willingness to expand. Businesses from all sectors are welcomed. However, there are some businesses we cannot accommodate. They include the following: Businesses already operating from a commercially leased environment Businesses which aren t operating on a full-time basis Businesses which don t operate independently. That is, agents, franchises or businesses that have the support of a head office Retail businesses that sell products direct to the public Manufacturing businesses that need waste water recycling Businesses that will emit noxious smells, dust or pollution Food manufacturing businesses Businesses that deal with animals. For example, dog washing or catteries Businesses carrying on any political activities It is important that applicants can produce evidence to support their view of the potential viability and continued growth of the business idea. Brunswick Business Incubator October

4 TYPES OF TENANCY Tenants have the option of having a physical presence or of taking on virtual tenancy. A Virtual Tenant can access the services of BBI, but doesn t have an allocated office suite. LICENCE AGREEMENT New businesses enter into a Licence Agreement with the BBI. This is not a traditional tenant/landlord relationship; rather, it is an Agreement to share in the services and facilities to enhance opportunities for business growth. BBI offers month-to-month rental terms to help tenants cope with the uncertainty of establishing new business ventures. This means that a tenant isn t locked into a long term lease. The BBI only requires one month s notice to vacate. 3 YEAR INCUBATION PERIOD The incubation period (tenancy) for a small business in an incubator is normally from one to three years. The intention is that within 3 years the fledgling business becomes established and graduates into the wider business community. This time limit is imposed for two reasons. A business that is not viable within three years is probably not going to become so. Secondly, the incubator is subsidised with public funding and aims to provide services to as many new businesses as possible. From day one, tenants are encouraged not to lose sight of the long-term goal of exiting within 3 years. Business incubators differ from the usual commercial property and serviced offices by this requirement for tenants to graduate from the incubator. BENEFITS OF BEING LOCATED AT BBI There are many benefits to being located at BBI: An excellent location, only 10 minutes from the CBD. BBI and is 15 minutes from Melbourne Airport Good public transport services bus outside the door, train and tram within a 5 minute walk Economical monthly licence fees Tenancy is on a month by month basis; only one months notice to vacate 24 hour 7 day a week access and off street parking Professional reception services Access to kitchen and meeting rooms Access to a range of business equipment; including photocopiers, fax machines, guillotine, shredder and audio visual equipment Brunswick Business Incubator October

5 Opportunities for business referrals through other tenants Opportunities for networking and the sharing of ideas, expertise and experience amongst tenants Opportunities to attend learning events, such as Learning Lunches and Network Nights Access to a range of external small business related networking events Access to the BBI Mentoring Program WHAT IS EXPECTED OF TENANTS The incubator is a shared environment and tenants are expected to enter into the philosophy of the incubator, and embrace the opportunities of business incubation. Specifically, tenants are expected to: Access the BBI Mentoring Program Participate in learning events Attend networking opportunities Share experiences with others Maintain open communication and a spirit of cooperation Respect the rights and needs of other businesses operating at the BBI Participate in an annual survey that aims to measure our economic and social impact. RECEPTION SERVICES BBI Front Desk Reception is staffed by the BBI Receptionist, and is open during the business hours of 9am-5pm on Monday-Friday, excluding public holidays. The role of Reception is to greet the tenants clients, and act as a phone answering and message taking service. This service is only available when a tenant s office is unattended, or the tenant is otherwise unable to personally answer the phone. The Receptionist will also process tenant s mail, and act as the main point of contact for referring any housekeeping issues. OFFICE SUITES Depending on a tenants needs, the BBI can offer a range of accommodation options. The rooms are sized from sq metres. All offices are equipped with connections for phone and internet, and tenants must access these services through BBI s infrastructure. The prices of office suites vary for a number of reasons. Those reasons include room size, room condition and the floor level and location of the room (i.e. Building A or Building B). Brunswick Business Incubator October

6 OFFICE FURNITURE AND EQUIPMENT Office suites do not come with any office furniture and equipment. These are to be supplied by the tenant. BBI EQUIPMENT Tenants have access to a range of business related equipment, including photocopiers, fax machine, a guillotine, laminating machine and shredders. The training rooms have equipment including a data projector, televisions, whiteboards and flipcharts. Other non-business related equipment is available including vacuum cleaners, ladders and trolleys MEETING ROOMS There are four meeting rooms within the BBI. Tenants are entitled to access these rooms for up to 8 hours per month, and bookings can be made at Reception. This allocation is non-cumulative from one month to the next. Any usage over and above this is charged. BBI CATERING and KITCHEN FACILITIES There are kitchen facilities on the ground and 1 st and 2 nd floors of Building A, and on the ground and 2 nd floor of Building B. Tea, coffee, sugar and milk supplies are provided and will incur a monthly fee per number of staff members in each tenant s office. CLEANING and WASTE DISPOSAL Tenants are responsible for cleaning their own workspace. However, if requested, BBI can arrange cleaning of a tenant s workspace which will incur a separate cleaning charge levied monthly. A range of common areas exist within BBI. These include corridors, toilets, kitchens and a shower located on the ground floor of Building A. Cleaning of all common areas is organised by management. BUILDING ACCESS and SECURITY Tenants have 24 hours a day, seven days a week, 365 days a year access to the BBI. Security doors are installed at the front and rear entrance in Building A, and the main entrance of Building B. Tenants are issued two building access security cards and these card can access building doors outside of business hours. Tenants are also issued two room keys for each office. Brunswick Business Incubator October

7 BBI has 24-hour video surveillance in operation, as well as an alarm system. CAR PARKING One on site car parking space is included in the licence fee. There is no on site parking for visitors. However, 2 hour parking is available in Victoria and Gardiner Streets. INSURANCES The BBIs own insurances will cover the common areas within the incubator. As part of the Licence Agreement, tenants must take out public liability insurance for a minimum of $5 million. Tenants must provide their policy number, policy value and date of cover on entry to the BBI and annually for the life of the tenancy. Upon commencement of a tenancy, a copy of this policy must be provided to the Manager. A tenant s personal belongings and business equipment are not covered by BBI insurances. It is at the tenant s discretion to arrange other insurances as necessary. BUSINESS RESOURCES BBI has a reference library of useful business related publications and books. These resources are stored at Reception. Tenants can enquire at Reception to view and/or arrange for the borrowing of these resources. On a monthly basis, tenants also receive selected small business magazines. RATES and CHARGES The rates and charges tenants incur fall into 3 categories. They are: 1. Establishment Fee This is a one-off fee when tenants enter BBI, and it includes the following: 2 room keys 2 building access security cards 2 gate keys Internal Door signage External Building signage Inclusion on BBI webpage with hyperlink to your web address/page Telephone set up Photocopier set up Internet set up Internal pigeon hole BBI site induction tour Brunswick Business Incubator October

8 2. Room Rental per Calendar Month The monthly Room Rental fee includes the following: Occupancy of the office suite specified in the Licence Agreement Toilet and kitchen facilities 24 hour access, 7 days a week and 365 days a year Access to off street parking one space per business Fully maintained reception area, including a Receptionist who will welcome customers and visitors on the tenants behalf Use of meeting rooms for up to 8 hours per month Security of the site, and after hours security patrol surveillance Cleaning of common areas Repairs and maintenance of buildings and gardens Public liability insurance in common areas All charges for rates, electricity, gas water and sewage Gas heating only; BBI does not have air conditioning Digital telephone handset Voic Access to BBI equipment Business Development Support including Mentoring Program for year one tenants Access to Networking Opportunities Access to Learning Events Access to Library of small business related learning resources 3. Additional Fees and Charges As per the Schedule of Rates and Charges for Licensees, tenants will be invoiced for any additional services that they use. User pay charges include: telephone rental and usage, internet access, photocopying, fax services, tea & coffee for tenants, usage of meeting rooms over and above the monthly allocation, any purchases of stationery and cleaning of office suites. TERMS OF PAYMENT On the 8 th day of each month, tenants are issued a Tax Invoice for all charges they have incurred in the previous month. Our terms are strictly 7 days upon receipt of this Tax Invoice. Rent is payable in advance and all other charges are in arrears (for any expenses incurred during the previous month). APPLICATION PROCESS If you are interested in tenancy at BBI, or would like to discuss your business idea, then please follow these steps: 1. Schedule an appointment with the Manager to discuss your business and be given Brunswick Business Incubator October

9 a tour of BBI. To arrange this, contact BBI Reception on Ph or 2. If, following this meeting, you decide to proceed with your application; you will be required to submit a business plan. If you don t currently have a business plan, then we can provide you with a template. 3. Your business plan will then be reviewed by the Manager and the Board of Management. The Manager will provide feedback on your business plan and you will be advised as to whether or not tenancy will be offered. Brunswick Business Incubator October

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