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TENANT HANDBOOK
TABLE OF CONTENTS
Introduction 03Management staff 04Quick reference – contact details 05Tenant liaison 06Conference Suite 07Fitness centre 09Other building facilities & services 10Cleaning 11Air conditioning 12Lifts 13Security 14Security procedures 15Directory board 16Emergency power generation 17Maintenance 18Car park 19Fit out alterations and works 20Tax invoices / Rental payments 21Emergency procedures 23Building rules 29
WEBSITE/TENANT WORK REQUEST SYSTEMwww.exchangeplaza.com.au
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INTRODUCTION
This Tenant Handbook is a quick reference guide to many of the facilities available to the tenants and occupants of Exchange Plaza.
Should you require further information, we would encourage you to either contact the Concierge on 9421 9102 or attend the desk in the lobby.
The Exchange Plaza Management office is located on Level 10. The office is open Monday – Friday between 8.30am and 5.00pm.
The contact details for the Management Office are: Tel 9421 9100 Fax: 9221 1713 Email: [email protected]
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MANAGEMENT STAFF
TIM CASHGeneral ManagerTel: 9421 9111
VICKY LINTONProperty Finance ManagerTel: 9421 9113
PETER BAKERBuilding EngineerTel: 9421 9112
FILIPA SULLIVANTenant Liaison & OperationsTel: 9421 9101
SUSAN DOVEYOffice AdministrationTel: 9421 9100
SHERIDAN BEAZLEYOffice AdministrationTel: 9421 9100
JAMES VANHOVEFacilities Co-ordinatorTel: 9421 9115
MYLES RASYIDConcierge/SecurityTel: 9421 9102
NERMIN NEZICConcierge/SecurityTel: 9421 9102
PHIL MELVINMaintenanceTel: 9421 9102
GEORGE WATTSMaintenanceTel: 9421 9102
ANA KNEZEVICCleaning
FRANK COUCHYConcierge/Security
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QUICK REFERENCE CONTACT DETAILSexchange plaza management office
level 10, exchange plaza2 the esplanade, perth WA 6000
THE QUICKEST & SIMPLEST WAY TO REPORT A FAULT OR MAKE A REQUEST IS VIA THE TENANT WORK REQUEST SYSTEM LOCATED VIA www.exchangeplaza.com.au
GENERAL ENQUIRIES: Phone: 9421 9100 Email: [email protected]
CONFERENCE SUITE BOOKINGS: Phone: 9421 9101 Email: [email protected]
GOODS LIFT BOOKINGS: Phone: 9421 9102 Email: [email protected]
PARKING & TENANT VISITOR BOOKINGS: Phone: 9421 9102 Email: [email protected]
SECURITY/KEY ENQUIRIES: Phone: 9421 9102 Email: [email protected]
ACCOUNTS ENQUIRIES: Phone: 9421 9114 Email: [email protected]
MAINTENANCE ENQUIRIES: Phone: 9421 9102 Tenant work request system via www.exchangeplaza.com.au
CLEANING ENQUIRIES: Phone: 9421 9101 Tenant work request system via www.exchangeplaza.com.au
EMERGENCY/AFTER HOURS: Phone: 9421 9102
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TENANT LIAISON
The General Manager and Tenant Liaison & Operations Manager will meet individuals from each company on a regular basis. This will provide the opportunity to discuss the building and any matters relative to your business.
Items for discussion may include your lease, car parking, security, emergency procedures, catering, concierge services and functions at The Butterworth Bar and Restaurant.
OFFICE DELIVERIES
OPEN 6 DAYS 6AM TIL LATE PH 6181 9900 WWW.THEBUTTERWORTH.COM.AU ft
Everything from milk to vintage specific wine.
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CONFERENCE SUITE
Exchange Plaza houses a multi-functional Conference Suite and Function Centre located on Level 8 which encompasses audio visual equipment and large kitchenfacilities.
The suite can be configured in any number of ways, depending on tenant requirements, some of which include:
TheatretteSeats up to 120 people in theatrette style chairs, chairs with side tables or chairs and exam style desks. The room is equipped with a rear projection system for presentations using power point, word, excel and most other software products, a front projection screen for overhead projector presentations, an overhead projector, slide projector, DVD player, television and video, 5 disc CD player and excellent sound system.
Laptops can be readily plugged into the system at the lectern. Video/audio conferencing equipment is also available
Seminar or Training RoomThe room can be configured to seat up to 100 people with chairs and tables set in an exam type individual table and chair format, as a seminar room with 10-50 people seated around a large table, or as numerous groups seated around tables.
Cocktail or Function RoomThe large kitchen facility and ability to create a large open area enables large cocktail or other functions to be held in the Conference Suite.
Trestle tables are available and the kitchen contains a large refrigerator, dishwasher, oven, water cooler, bread & butter plates, glass tumblers, cups, saucers and teaspoons.
CostsRoom HirePer Hour $120.00 plus GSTPer Day $650.00 plus GST
OtherCatering equipment $20Professional Cleaning As charged to Exchange Plaza (if reqd) Security Please email for quote if outside of Mon-Fri 7am-10pm
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CONFERENCE SUITE
Presentation Equipment/Kitchen Facilities• Lectern with Control Touch Panel• Audio system with microphones (lapel & fixed)• Video Player/Recorder • Video/Audio Conferencing• Rear Projection Screen • 5 Disc CD Player• Overhead Projector • 120 chairs• Slide Projector • 120 chairs with side tables• Whiteboard • 100 Exam/Classroom tables• Television • 8 trestle folding tables (2000 x 1200)• DVD Player • Water Cooler• Refrigerator • Dishwasher• Stove/Microwave • Urn• Cups, Saucers, Cutlery • Bread and Butter Plates• Water Jugs • Glass tumblers
For bookings or further information please phone (08) 9421 9100
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FITNESS CENTRE
Tenants of Exchange Plaza pay for corporate membership to The Vault Fitness Centre via the building’s outgoings. Staff of participating tenants then have free access to the facility.
The fitness centre is located at:Basement Level99 St Georges TerracePERTH WA 6000 Email: [email protected]
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OTHER BUILDING FACILITIES AND SERVICES
Central Mail FacilityMail boxes are provided on B1. Australia Post delivers daily.
DeliveriesAll couriers who are delivering parcels to tenants at Exchange Plaza must deliver via the B1 goods lift.
ShowersMale and female changerooms are located on Basement Level B1. These are cleaned daily for your convenience. All Access cards can be programmed to access these facilities.
LockersThere are 43 male and 21 female lockers located on B1. Keys are issued on a yearly arrangement. Only the individual user and Exchange Plaza Security have access to each locker. This facility attracts a fee of $120 per annum (inc gst.)
Facilities for physically impairedThe building is totally accessible from The Esplanade and Sherwood Court for physically impaired persons, with toilets for those physically impaired located on Levels 10, 20, 28, 36 and 40.
Bicycle racksThese have been provided in the car park on basement level B2 for persons who wish to cycle to work. This enables bicycles to be securely padlocked to the chains provided. Please be aware that management takes no responsibility for any damage or theft of any bicycle.
Visitor parkingIn the event you wish to provide short term parking for a client or staff member the building has bays available at a rate of $5 per hour + GST which will be charged back to your tenant account.
You may make a booking through the Tenant Work Request System, or alternatively contact the Concierge on 9421 9102 or e-mail: [email protected]
DrycleaningTo arrange pick-up and delivery, contact the Concierge Desk on 9421 9102.
Milk deliveryTo arrange delivery contact the Concierge Desk on 9421 9102
Car DetailingTo arrange cleaning and detailing of your vehicle, contact the Concierge on 9421 9102.
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CLEANING
Tenancy cleaning is carried out in the evenings from 5:30pm and includes the following services as part of the standard cleaning arrangements:
• Clean all toilet facilities and restock requisites daily.• Clean kitchens daily (dish washing is a separate cost to the tenant and we can provide quotes upon request).• Empty all bins daily.• Clean all office surfaces, partitions, including desks (Note: Cleaners will not move anything on desk).• Dust all window ledges.• Spot cleaning of all glass areas.• Vacuuming – main traffic areas should be vacuumed nightly, all other areas are on a weekly rotation.
Excluded from the standard cleaning arrangements, but available upon request are the following:
• Should you require your desk to be cleaned, please remove as much obstruction as possible and place a clear note on the desk such as “please clean desk”.• Extra duties such as returning cups and crockery to the kitchen, dishwashing and abnormal rubbish removal may be arranged with the cleaners. The tenant will be invoiced for such extra services directly by the cleaning contractor.
The cleaners will not attempt to clean photocopy machines, computers, telephones or any other office equipment. If you have special cleaning requirements, our cleaning contractors will be pleased to advise and quote on the items concerned.Any excess rubbish eg. computer boxes, prospectus boxes, etc, please contact management so it can be removed as soon as possible. Please do not leave excess rubbish near Goods Lift.
Cleaning problems - Any cleaning problems or queries should be directed to management on: 9421 9100 or via the Tenant Work Request System www.exchangeplaza.com.au
External window cleaning - External window cleaning is conducted on a twice yearly schedule, normally around January/March & August/October. Weather conditions play a major part in the timing of the cleans.
Internal perimeter window cleaning - Internal window cleaning is conducted once a year. Tenants will be contacted prior to the cleaning.
Partition glass cleaning - Should you require your partition glass cleaned please contact Building Management. The tenant is responsible for the cost of this service and will be invoiced directly.
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AIR CONDITIONING
The building is serviced by a central chilled water plant with the water being reticulated to a single air handling unit (AHU) on each tower floor (L16-L40) and two AHU’s on each podium floor (L9-L15).The air distribution system on each floor is a variable air volume (VAV) system with 17 individually controllable zones per tower floor and 27 zones per podium floor.
All VAV boxes in the perimeter zones and each AHU are equipped with electric heaters, which accommodate any reheating needs. Control is fully electronic direct digital control (DDC) system that can be fully programmed to operate to the individual needs of each tenant.
Normal hours of operation are 0800 – 1800 hours each working day with the control system automatically recognising weekends and public holidays as non operational days. After hours operation is phone activated. Each individual tenant is given separate codes for activation of full air conditioning (A/C) or ventilation only.
After hours charges are:• Full A/C: $20.00 / hour plus GST• Vent Only: $5.00 / hour plus GST
External windows are fitted with sealed, double glazed glass units and internal blinds to reduce the solar load on the A/C System.
Temperature monitoring is carried out regularly to ensure conditioned spaces are maintained at 22°C to 24°C all year round.
Connection to the A/C system condenser cooling water is available on each floor to which tenants may connect their own supplementary A/C units.
QueriesPlease direct any air conditioning queries to maintenance via the Tenant Work Request System.
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LIFTS
The building has 14 lifts for use by tenants plus 1 goods lift. There are:
• 6 lifts servicing low rise (lobby, 8 to 25)• 6 lifts servicing high rise (lobby, 25 to 40)• 2 lifts servicing the car parks and ASX reception• Goods lift (levels B3 to 41)
Where a tenant occupies the full floor, they can dictate the hours allowing public access to the floors. For example a whole floor tenant can arrange for the floor to remain on security 24 hours a day.
The goods lift operates Monday to Friday in normal working hours. This time is specifically allocated for daily courier deliveries and transport of contractors critical to the business operation of the tenants.
Exchange Plaza cleaners have exclusive use of the lift from 5:30pm – 9:00pm Monday to Friday.
All fit out material and major deliveries require booking with the Concierge in advance on 9421 9102, and should be undertaken outside the core use hours.
There is a loading bay on B1 directly in front of the goods lift for loading and unloading materials and courier deliveries. The time limit for vehicles is 15 minutes. If any contractor or courier intends taking longer, they are to inform the Concierge in the lobby or on the air phone to the right of the goods lift on level B1.
The maximum height of the loading bay is 3.2 metres. The goods lift specifications are:• Maximum Load 1,800Kg• Maximum Height 3.0m• Maximum Width 1.5m• Maximum Length 1.9m
All lifts have emergency phones installed.UNDER NO CIRCUMSTANCES ARE GOODS OR MATERIALS TO BE BROUGHT THROUGH THE ENTRANCE FOYERS OR IN THE PASSENGER LIFTS.
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SECURITY
Exchange Plaza offers its tenants a security system that ensures business can be conducted with confidence and peace of mind.The security system features• On-site security staff• After hours patrols• 24 hour video surveillance and recording devices• Closed circuit monitoring cameras• Building access controlled by security system keys• Interaction with the building management system computer.
Exchange Plaza has an automated security access system which controls and reports on all security access in Exchange Plaza 24 hours per day. The building security officers can be contacted via the Concierge by calling 9421 9102.
Building intercoms are located at the main entrance doors, car park entries and exits, in all lifts including an intercom on B1 to the right of the goods lift doors and all shuttle lift entrances on basement levels. Exchange Plaza has numerous video cameras located throughout the building and car park areas.
Public access timesThe general public has access to Exchange Plaza between the hours of 6:30am and 6:00pm, Monday to Friday.
After hours accessThe Access Cards/Keys permit limited access according to authority class after normal working hours. The Access Cards/Keys key readers are located adjacent to all access doors and the inside right panel of all tenancy and car park lifts. Please note that Security Guards will not grant access to a staff member after hours unless the staff member holds a valid authorised access card or the tenant contact has been contacted and prior consent has been obtained.
Using the Access Cards/Key CardsA uniquely coded key is issued to each tenant allowing access to a secure area. In order to enter a secure area, the individual must present his/her key in the key reader situated at an entrance. If the authorisation has been programmed to accept the key at that given location during that particular time, the door is unlocked. If the card is not valid for any reason, the door will remain locked.
Lost cards/keys or replacement cards/keysIf you lose your Access Card/Key please contact Security immediately on 9421 9102 or see your tenant representative. New cards/keys are available at a cost and lost card/keys will be cancelled from the system.
Should any staff member no longer require access to Exchange Plaza, please advise security so those cards/keys can be cancelled to prevent unauthorised access. Additional Access Card/Keys can be purchased through the tenant work request system at a cost of $25.00 + GST Access Card and $35.00 + GST Access Key.
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SECURITY PROCEDURES
In the interest of personal safety and the protection of property, tenants are advised of the following recommended procedures. Should you require further information or assistance please contact the Concierge on 9421 9102.
ValuablesDo not leave valuables (ie. laptops, hand bags, wallets, mobile phones, etc) unattended, especially at reception or visible areas near main doorways.
Tenant doorsIt is good practice to lock main doors after hours (even when staff are still working). Keeping all doors secure will prevent unwanted persons entering your tenancy.
Fire stairsIf you notice fire stairs open or ajar, please pull them shut. Fire stairs are for escape purposes only and must remain secure. If you notice any wedges in any fire stair door, please remove and report this to the Concierge immediately.
CleanersAll cleaners have company identification and uniforms. If anyone without a uniform or identification claims to be a cleaner or related to cleaners contact the Concierge immediately and they will escort them from the premises.
Car parkDo not leave valuables or mobile phones in vehicles. If you notice anyone acting suspiciously in the car park, report to the Concierge immediately (if possible supply a description of the person or persons).
Access Card/KeyIf you are issued with a white/grey Prox Card/Prox Key security Key, do not lend your key to other persons. These Prox Card/Prox Keys provide a transaction report of which individuals access a floor. Do not allow any individual to access the building doors, lifts or car park without using their own Prox Card/Prox Key.
HawkersHawkers are not permitted to sell in this Building without the written consent of Building Management. Please contact the Concierge so they can be escorted off the premises.
ContractorsContractors are required to sign in and complete a building induction. Any works outside of hours must be authorised in writing by the tenant or Building Management. Some costs may apply for after hours access, refer to Concierge desk.
Suspicious personsReport to the Concierges anyone acting suspiciously. Note description and location of persons.
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DIRECTORY BOARD
Control of the directory board is through Building Management. All tenants are entitled to have their business name on the directory board.
Each floor is equipped with an Intermediate Distribution Frame (IDF) located in the floor Communication Riser. This is fed by a 100 pair cable from the Main Distribution Frame.
SupplyWestern Power supplies the building high voltage (HV) electricity (11kV), via its own substation located on level B1.
Tenant lightingTypical office floors are illuminated with recessed fluorescent light fittings to a design standard of 450 lux at desktop height.
Emergency lighting and exit signs are provided on each floor and in each staircase. During fit out each tenant installs exit lighting to suit its tenancy.
Telephone Services
Electrical Services
Directory Board
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EMERGENCY POWER GENERATION
The building is normally supplied with electricity from Western Power via two separate high voltage (HV) switch rooms. This high voltage is fed to transformers located in basement B1 and level 41 and normal power is then reticulated to tenants through individual floor switch rooms.
The building is equipped with two standby generators. In the event of a Western Power supply failure, these generators are designed to start automatically and after approximately 30 seconds connect into the building distribution system to supply power to the following building essential services:
• Tenant essential services (as connected by tenants)• Common area emergency lighting• Ventilation systems• Emergency services (fire alarms, evacuation warning system)• Domestic water pumps• Restricted lift services• Fire sprinkler pumps• Fire hydrant pumps• Stairwell pressurisation fans• Car park exhaust systems• Security system
Upon power being made available from the generators after a power failure, one lift in each rise will start up and return to the ground floor and car park with its doors open. A second lift in each rise will then repeat this process until all lifts are down.
One lift in each rise will then return to normal service and provide limited lift service to the building.
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MAINTENANCE
All urgent maintenance calls are to be directed to the Concierge on 9421 9102. Alternatively other requests can be lodged via the Tenant Work Request System www.exchangeplaza.com.au or email: to [email protected]
The following additional works can be arranged through the Exchange Plaza Management Office at the Lessee’s expense:
• Replace light bulbs• Install/relocate power points• Repair door hardware• Electrical work• Hang pictures• Install minor shelving• Install signs (purchased by tenant)• Painting• Plumbing
Should tenants require specific work, Exchange Plaza Management can arrange any specialist contractors that you may require.
For details please contact the Building Engineer on: 9421 9100.
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CAR PARK
Exchange Plaza has a 5 Level car park for the exclusive use of its tenants. A correctly authorised access key is required for cars to gain access.
The car park has two distinct sections. Reserved and Non-Reserved parking. The Reserved bays are housed from Levels B1-B4 and the Non-Reserved area is on B5 and tenants are required to display a BLUE PASS as issued by Building Management.
We also have limited motorbike bays available; please contact the Exchange Plaza Management team on 9421 9100 for further information.
Visitor parking is available for clients at a rate of $5.00 per hour plus GST chargeable to the Tenant’s account. These bays are located on B1 and must be booked through the Concierge on 9421 9102 or email: [email protected]
The car park also contains a loading dock for Tenant deliveries. All courier deliveries are made from this area via the goods lift.
Regular security inspections are conducted by roaming guards, and security cameras are located throughout the car park.
Please contact the Exchange Plaza Management Office on 9421 9100 for further information.
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FIT OUT ALTERATIONS AND WORKS
Exchange Plaza Management has specific requirements associated with all proposed fit out alterations and minor new works undertaken within Exchange Plaza.
During the early planning stage of any proposed works, Exchange Plaza Management requests that a tenant representative and specialist consultants (should they be required) meet with the Building Engineer to review the proposal. During the review details associated with the specific requirements of Exchange Plaza Management can be finalised. Exchange Plaza fit out requirements are detailed in the following document:
EXCHANGE PLAZA: CONDITIONS OF CONSENT FOR NEW WORKS
Copies of the above document are available from the Exchange Plaza Management Office or by contacting the office on 9421 9100. Subject to the requirements of Exchange Plaza Management being fulfilled an “Approval to Proceed” will be granted. During construction and at the completion of all fit out works Exchange Plaza Management in conjunction with the tenant will undertake routine inspections of the project.
To assist in smooth delivery of new works, Exchange Plaza Management has a list of preferred consultants and contractors details which are provided in the above document.Should assistance be required during planning or construction of any fit out, please contact the Building Engineer on 9421 9100.
No fit out or modification works are to be undertaken without the prior approval of Exchange Plaza Management. Any queries should be forwarded to the Building Engineer on 9421 9100.
Tenants who require contractors to carry out work after hours and on weekends will need to arrange for a building security presence, 48 hours notice is required. Please contact the Concierge on 9421 9102 for further details.
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TAX INVOICES/RENTAL PAYMENTS
Tax Invoice / AccountsTax invoices are issued on or around 20th of each month. Your Tax Invoice will include such items as rent, car parking, outgoings, tenancy cleaning, electricity, after hours air conditioning, general maintenance and tenants directly recoverable charges for costs incurred.
All accounts are due and payable in advance on the first day of each month. Please return the remittance advice with your payment or provide the account reference number for ease of processing. If you have any queries, please contact Management on 9421 9100.
Please check your lease carefully to fully understand the implications of late payments.
Tenants making their rental payments by cheque can drop this off at the reception area of the Management Office on Level 10. Cheques should be made out to “Knight Frank (Australia) Pty Ltd”.
The following page shows an example of a Tax Invoice/Statement issued by Knight Frank, and explanations of important items.
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tax invoices/rental payments
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ENQUIRIES: Please call, fax or email us if you have any queries
ACCOUNT NUMBER: Your unique account identifier. Please quote this in all enquiries and on all direct deposit entries.
RENT PAID TO: This is the date to which your rent has been paid.
OPENING BALANCE: The total amount payable from your previous tax invoice.
RECEIPTS: Details of amounts receipted since your last invoice.
CHARGES: Details the occupied space and all amounts invoiced for the period.
CLOSING BALANCE: is calculated as: Opening Balance LESS Receipts PLUS Charges
OVERDUE: Details the length of time that any outstanding amounts have been due.
PAYMENT OF ACCOUNT: Detach via the perforated line and submit with your payment. If paying by direct deposit, please fax this advice to the number at the top of the invoice.
TAX INVOICES/RENTAL PAYMENTS
ENQUIRIES:Please call, fax or email us if youhave any queries
ACCOUNT NUMBER:Your unique account identifier. Please quote this in all enquiries and on all direct deposit entries.
RENT PAID TO:This is the date to which your rent hasbeen paid.
OPENING BALANCE:The total amount payable from yourprevious tax invoice.
RECEIPTS:Details of amounts receipted sinceyour last invoice.
CLOSING BALANCE:is calculated as: Opening BalanceLESS Receipts PLUS Charges
OVERDUE:Details the length of time that anyoutstanding amounts have been due.
PAYMENT OF ACCOUNT:Detach via the perforated line andsubmit with your payment. If paying bydirect deposit, please quote account number.
CHARGES:Details the occupied space and allamounts invoiced for the period.
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EMERGENCY PROCEDURES
Emergency procedures training is conducted quarterly and each floor is required to participate in an evacuation exercise annually.
Warden training is conducted quarterly and it is the tenant’s responsibility to appoint staff members to the warden positions and to ensure the appointed wardens attend training sessions at least annually to ensure they are familiar with their relevant duties.
Wardens’ responsibilities include:
• Chief WardenThis officer will exercise overall control of the building.
• Deputy Chief WardenThis warden is the understudy to the Chief Warden and will assume the Chief Warden’s responsibilities whenever the Chief Warden is absent from the building.
• Floor WardensThese wardens control each floor within the building and are responsible to the Chief Warden.
• Area WardensThese wardens are responsible to their Floor Warden and for the personnel in their areas. Area Wardens should be appointed at a rate of about one Area Warden for every 20 staff members. It is essential that you let the Chief Fire Warden know when a Fire Warden leaves your company. Our records can then be updated and the new wardens registered.
TrainingCurrent copies of the Exchange Plaza Fire & Emergency Procedures which includes warden responsibilities are located in all tenant fire cupboards and on the Exchange Plaza website.
EvacuationsPractice building evacuations are conducted annually for all floors and tenants are required to participate in accordance with Australian Standards and Building Lease Agreements.
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EMERGENCY PROCEDURES
Duties of Chief Warden:
On receipt of an alarm, the Chief Warden is to:
i. Proceed to Master Emergency Control Panel (MCEP) and take control.
ii. Establish communications with the affected area, using the telephone or Public Address (PA) System. Assess the nature and extent of the emergency.
iii. If a false alarm, notify all floors/areas that the alarm is being investigated.
iv. If a fire, ensure the Fire Brigade has been notified.
v. If an evacuation is required, give instruction to the Floor/Area Warden. Sound the Evacuation Alarm, then:
• Ensure all lifts are called to the ground floor and secured
• Advise other floors/areas of the nature and extent of the emergency, using the Public Address System, telephone or runners
• If communication cannot be established with Floor/Area Wardens, sound Evacuation Alarm when ready
• Ensure that vehicle movement in any car park is halted
Duties of Floor/Area Wardens:
The Floor/Area Wardens should be thoroughly familiar with:
i. The layout of their floor/area.
ii. All exits, safe holding areas and alternative escape routes.
iii. The location of Wardens on/in their floor/area. If there are changes of Warden personnel, notify the Chief Warden and request training for the new Wardens.
iv. The existence of store rooms, blind passages, toilets, tea rooms and obscure areas in which persons could be located.
v. The location of Break Glass Alarms and fire fighting equipment.
vi. The operation of equipment installed to assist in the evacuation of personnel from the building.
vii. Any mobility impaired persons on/in their floor/area. Note: A mobility impaired person is a person with physical, mental or sensory impairment - either temporary or
permanent - who requires assistance during an emergency evacuation.
viii. The likelihood of visitors or members of the public being in the building.
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EMERGENCY PROCEDURES
Duties of Wardens:Wardens will usually become aware of a potential emergency in their building by hearing the Alert Alarm. Wardens should immediately respond at the Warden Intercommunication Point on/in their floor area. Wardens’ duties may include:i. Assuming control of the floor/area in the absence of the nominated Floor/Area Warden. Note: The first Warden to arrive will press down the ‘in attendance’ switch if the Floor/Area
Warden is absent.ii. Raising the alarm by operating a RED Break Glass Alarm (BGA)iii. Stopping occupants from evacuating prematurely.iv. Operating communications equipment.v. When directed, notifying all occupants to assemble at the floor/area assembly point near the fire stairs in preparation for evacuation.vi. When directed, guiding occupants down the fire stairs to the evacuation Assembly Area,vii. Assisting mobility impaired people.viii. Operating first attack fire fighting equipment, for example, fire extinguishers and hose reels.ix. Ensuring fire/smoke doors are closed properly.x. Searching a floor or area to ensure nobody has been left behind.xi. Searching a floor or area for suspicious articles (Bomb Threat Procedures).xii. Ensuring lifts are not used during the evacuation.xiii. If directed, meeting Emergency Services on arrival at the Warden’s floor/area.
On becoming aware of a fire on/in your floor/area:On becoming aware of a fire on/in your floor/area, the Floor/Area Warden is to:i. Raise the alarm by contacting the Concierge on 9421 9102. After hours, telephone the Fire Brigade direct on 9323 9333 or 000.ii. Evacuate occupants from the immediate fire area.iii. Direct Wardens to attempt to extinguish the fire (if safe to do so).iv. Advise the Chief Warden of conditions on/in their floor/area by telephone or runner.v. If the fire cannot be contained, order the Wardens to withdraw and close doors to slow the progress of the fire.vi. Order the evacuation of the floor/area, notify the Chief Warden of the situation and request that the Evacuation Alarm be sounded on/in their floor/area.
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EMERGENCY PROCEDURES
If you receive a telephone bomb threat:
i. Remain calm.
ii. Use the bomb threat check list. (shown on right)
iii. Obtain as much information as possible and record the details.
iv. Do NOT hang up.
v. Notify Chief Warden, Manager and Police.
vi. Complete bomb threat report.
If a bomb is found:
i. If you find anything suspicious DO NOT TOUCH IT! DO NOT MOVE IT!
ii. Clear people away from the immediate vicinity.
iii. Secure the area.
iv. Notify your Chief Warden who will initiate evacuation and inform the police.
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EMERGENCY PROCEDURES
In the event of an earthquake:
Earthquakes strike without warning. Generally, the SAFEST PLACE to be is in the OPEN – away from buildings. However, if you are in a building when the earthquake strikes, you
should NOT attempt to run from the building. Outside the building you may be met with falling debris and power lines. It is safer for you to remain in the building.
Basic guidelines for personal safety in earthquakes are as follows:
i. Try to remain calm.
ii. Move away from windows and outside walls.
iii. Keep away from mirrors, light fittings, bookcases and other furniture which may fall or slide.
iv. If possible, take cover from falling debris under a desk or move to an internal corner of a room, sit down and protect your face and your head.
v. Do not use telephone immediately, unless for serious injury.
vi. Do not use vehicles unless there are special circumstances that warrant this (for example a serious injury).
REMEMBER – DO NOT ATTEMPT TO RUN FROM THE BUILDING
Once the tremor has stopped, look around for injured persons and reassure others on your floor or area.
The building’s Emergency Control Organisation is called into action by the Chief Warden or his Deputies as soon as possible after the earthquake.
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EMERGENCY PROCEDURES
Ambulance proceduresIf an ambulance is required at the premises, please follow the procedure set out below.
1. Phone ambulance direct on ‘000’ Please advise them to park on Sherwood Court.
2. Notify Exchange Plaza Management immediately on 9421 9100/9102 so that management staff can meet the ambulance and have the goods lift available for the ambulance staff and security will escort them to the patient’s location.
Notification of Exchange Plaza Management is mandatory to ensure the ambulance officers reach the patient in the quickest time possible.
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BUILDING RULES
Exchange Plaza has building rules to ensure a safe and efficient operation.
1. Persons using the Building may not:
(a) Obstruct nor permit the obstruction of the pavements, entrances, arcades, vestibules, corridors, passages, halls, elevators, stairways, fire doors, or escape doors, in or about the Building nor use any of them for any purpose other than that for which they were constructed or provided;
(b) Cover nor obstruct the floors, skylights, glazed panels, ventilators, or windows, which reflect or admit light or air into passageways or any other part of the Building nor cover nor obstruct any light or other means of Illumination in the Building nor permit any goods, structure, shelving, or fitting, to be visible through the glass of any corridor or dividing partition;
(c) Inscribe, paint, display, nor affix any sign advertisement, name, or notice, on or to any part of the Premises visible from the exterior of the Building or from the Common Areas within the Building except with the prior written consent of the Lessor and then only of the colour, size, and style, and in the place or places first approved by the Lessor provided that the Lessor’s consent and approval may not be unreasonably withheld. The cost of affixing the name and description of a person, firm, or company, on directory boards in the main foyer of the Building in standard design is to be paid by that person, firm or company;
(d) Erect nor install any window blind, window screen, awning or floor covering, without the prior written approval of the Lessor;
(e) Play any musical instrument in or about the Building except with the prior written consent
of the Lessor and except background recorded music the volume of which is kept at a level which does not cause a nuisance or annoyance to users of the Building;
(f) Keep any animal or bird in the Building except with the prior written consent of the Lessor;
(g) Throw nor drop anything down any elevator shaft, passage or stairway, nor deposit waste paper or rubbish anywhere except in proper receptacles nor place upon any sill ledge or other like part of the Building or the Common Areas any article or substance;
(h) Use nor permit nor suffer to be used any method of lighting, cooling, or heating, other than as supplied by the Lessor or under special agreement made with the Lessor for the purpose;
(i) Burn any rubbish or waste in the Building at any time except in a place approved by the Lessor in writing;
(j) Conduct nor permit to be conducted any auction bankrupt, or fire sale;
(k) Use nor permit to be used the Common Areas for any business or commercial purpose or the display or advertisement of any goods or services nor generally for any purpose other than a purpose for which the same was intended or provided;
(I) Drive nail, screws, bolts, hooks or fastenings, into any part of the Building without the Lessor’s prior written consent nor use any explosive power driven method of fixing articles to ceilings, walls or floors;
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BUILDING RULES
(m) Except as authorised by the Lessor, enter nor go upon the roof, any plant room, or any other part, of the Building other than the Common Areas except in the case of an emergency;
(n) Except as expressly permitted by the Lessor in writing, store within the Premises or any other part of the Building any chemical or inflammable gas, fluid or substance;
(o) Sleep in the Building;
(p) Cook in the Building except in areas approved by the Lessor which have appropriate exhaust systems approved by the Lessor;
(q) Use the lifts except for personal conveyance.
2. Delivery or movement of any goods, wares, merchandise or other articles of bulk or quantity in the Common Areas may only be at times permitted by the Lessor (which permission may not be unreasonably withheld) and generally in compliance with all reasonable requirements of the Lessor.
3. The Lessor may close the doors of the Building opening into any street and keep the same closed on Saturdays, Sundays and declared public holidays, and between the hours of
6.00pm and 8.00am.
4. The hours of operation or use of the air-conditioning plant and lifts will be 8.00am to 6.00pm on every weekday excluding public holidays, Saturdays and Sundays, until further
notice.
5. The Lessor is not responsible for any loss or damage occasioned to property left in the Premises or in or about the Car Parking Area whilst the Premises are unoccupied.
6. The Lessor may direct all courier services or other persons making deliveries to the Building, to deliver and pick up packages for, to and from the Lessee from such areas and utilising such of the lifts as the Lessor in its absolute discretion designates from time to time for those purposes. In the absence of any other designation by the Lessor, all deliveries of packages must be made using the goods lift.
7. The Lessor, from time to time, may designate the whole or parts of the Building (including the Premises) as areas where the smoking of tobacco products and other substances is not permitted. The Lessee must not smoke or permit any Lessee’s employees to smoke tobacco products or other substances in any areas so designated. If so required by the Lessor, the Lessee must direct the Lessee’s visitors not to smoke in or about the Premises.
8. The Lessee must, on request in writing from time to time by the Lessor, provide the Lessor with at least one after hours contact number for the Lessee; its staff numbers by gender; and the number and registration numbers for vehicles parked (or authorised to park) in the Car Parks.
9. All persons using the Building must comply with all signs and directions posted in the Building by the Lessor or the Managing Agent.
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