Tenant Handbook

Inside:
Key Personnel and Phone Numbers
Emergency Procedures Rules and Regulations Services and Amenities

Contents

Key Personnel, Phone Numbers and Building Hours                   3

Emergency Procedures                                                                 4

Fire Emergencies                                                                          5

Power Failure                                                                                6

Bomb Threats                                                                                7

No Smoking Policy                                                                       9

Moving Guidelines                                                                       10

Keys and Lock-outs                                                                      11

Building and Suite Signage                                                          12

Remodeling and Alteration Procedures                                        13

Janitorial and Cleaning                                                                 14

Waste Removal                                                                             16

Mail Room                                                                                    17

Parking                                                                                          18

Rules, Regulations and Operating Policies                                   19

Rental Remittance                                                                         21

Notes                                                                                             22

Key Personnel, Phone Numbers and Building Hours

Professional Towers is owned by P.T. Company, LLC and managed by Sun Properties, LLC.  Should you have any maintenance or management concerns or questions, please contact the management office, located at 4010 Dupont Circle, Suite 700 Louisville, KY.
The office is open from 8 a.m. to 5 p.m. Monday through Friday. Telephone numbers are as follows:

Sun Properties, LLC……………………….(502) 894-9083
Director of Property Management…………..(502) 894-9083, ext. 2
Emergency Calls…………………………….(502) 894-9083, ext. 3

When in an emergency situation, please leave a message on
Extension 3. Your call will be returned immediately.

The Professional Towers building is open from 7 a.m. to 10:30 p.m. Monday through Friday and from 7 a.m. to 5 p.m. on Saturday.
The building is closed on Sundays and legal holidays, which include New Year’s Day, Memorial Day, 4th of July, Labor Day, Thanksgiving Day and Christmas Day.  Should any of the above fall on a weekend, the building will also be closed on the day the legal holiday is observed.

Emergency Procedures

The safety and security of our tenants in Professional Towers is one of our highest management priorities.   In the event you must call 911 in an emergency situation, immediately notify the management office.  This will enable building personnel to direct the emergency team.

Sun Properties encourages all tenants to develop emergency action plans
for natural disasters and other emergencies. The plan should include topics ranging from how you will transport handicapped and elderly people down the stairwells to where staff will meet once outside the building.

Please keep an updated emergency contact sheet on file in the property management office.  If you have changes in personnel and need to make updates, please contact Property Management at 894-9083.

General Emergency Procedures:
·	Remain calm.  In many cases, panic can cause more damage than the emergency itself.
·	Contact the appropriate party immediately and relate all pertinent information (name, address, location within the building, office number, type of emergency situation, etc.).
·	Do not become a spectator.  Head away from, not toward, the problem area.  Avoid getting in the way of emergency personnel.
·   Follow the directions of those in charge of the situation.
·	During a medical emergency, determine, if possible, the nature of the illness, what mediation the patient takes and the doctor or hospital of the patient’s choice. Nearby hospitals include:
§    Norton Suburban Hospital: (502) 893-1000
§    Baptist Hospital East: (502) 897-8100
§    Jewish Hospital Medical Center East: (502) 259-
6000
·	If people become unruly or disruptive individuals enter your suite, be cautious and do not provoke an incident through argument or debate. If necessary, call the St. Matthews police department and notify Property Management.
·	For minor issues not requiring the activation of emergency services personnel through 911, please contact the St. Matthew’s Police Department at 893-9000 and Property Management.

Fire Emergencies

In the event you detect a fire or see or smell smoke, follow these simple steps for action:
1.  Call 911 (Fire Department) and give the name and address of the property and location of the fire.
2.  Call the management office at (502) 894-9083, ext. 3.
3.  Know where fire extinguishers, pull stations and exits are located.
4.  Small fires, such as a fire in a trash can, may be put out with a fire extinguisher.
5.  Never attempt to put out any sort of electrical fire with water.  Only a dry chemical or CO2 fire extinguisher should be used on electrical fires.
6.  Do not attempt to fight a spreading fire.  Focus your attention on
evacuating and helping others evacuate in an orderly fashion.
7.  Know the location of the nearest fire exits; you should be able to find them in the dark.
8.  Before you leave your office, feel the door to see if it is hot before you open it.  If it is hot or if smoke is seeping through the cracks, do not open the door.  Try another exit door.
9.  If you cannot exit your office, seal off the cracks around your office doors, go to a window and signal for help.
10. If the exit door feels cool, proceed to evacuate.  If there is smoke, stay low.  Crawl on the ground and take short breaths until you reach a stairwell.  This should be a safer area, and you should be able to move freely and quickly to evacuate.
11. Choose a specific site outside the building that is far enough away from the building to avoid injury from explosion or shattering glass to reconvene with your staff once evacuation has been successfully completed.
12. Do not return to the building until the fire department or other authorized personnel have given the all clear.

What You Can Do to Prevent Fires
1.  Keep all trash or waste material in fireproof trash receptacles.  Empty them frequently so waste does not accumulate.
2.  Do not smoke anywhere in the Professional Towers building.
3.  Keep all trash cans away from drapes and other flammable window coverings.
4.  If a fire does ignite in a trash receptacle and no water is nearby, turn an empty trash can over the fire.  This should smother the fire.
5.  Do not overload electrical plugs and keep cords untangled.  Use well insulated, UL approved, heavy-duty cords.  Keep appliances in good repair.
6.  Purchase fire extinguishers for suites.
7.  Do not store large quantities of flammable solvent or combustible fluids.

Power Failure

All public areas are equipped with independently powered outdoor lighting that is operated off a photo cell or daylight sensing equipment.

In the event of an electrical failure, please observe the following guidelines:

1.  Contact the electric service provider, LG&E, at (502) 627-3313.
2.  Contact the Property Management office at (502) 894-9083 ext. 3.
3.  Open the window treatments to let in outside light.
4.  If you are instructed to evacuate the building, lock all areas of your premises.
5.  Do not congregate in the street.
6.  Property Management will notify you as soon as possible when power will be restored.

Bomb Threats

Reacting to a Bomb Threat

1.  Whoever receives the call that a bomb has been placed in a building or suite should:
- Remain calm and keep the caller on the line as long as possible so an attempt can be made to trace the call.
- Use the bomb threat checklist (on the next page) to record what the caller said.  Identify as closely as possible the age, sex and accent of the caller.  Identify any background noise and assess the validity of the call.
- Ask the caller where the bomb is located, when it is set to go off and in what the bomb is contained.

2.  Call 911 immediately and provide the name, address, floor and suite number.  Repeat the information from the caller.
3.  Call the management office.  The decision to evacuate should be made immediately.
4.  Take purses, packages, briefcases, suitcases; all such items are suspect and may be destroyed by the Bomb Squad if left in the suite.
5.  Do not touch or handle any unusual items you might find.  Report them to the authorities.
6.  Be aware of suspicious people entering your suite or of strange behavior exhibited by any staff person.  Any abnormal activity should be reported to the Bomb Squad.

ATF Bomb Threat Checklist

Exact time of call: 	  Exact words of caller: 	

Questions to Ask:

When is the bomb going to explode? 		  Where is the bomb? 		 What does it look like? 		  What kind of bomb is it? 			 What will cause it to explode? 			  Did you place the bomb? 			  Why? 	
Where are you calling from? 	  What is your address? 	
What is your name? 	

Caller’s Voice (circle)

Calm	Disguised	Nasal	Angry	Broken	
Stutter	Slow	Lisp	Sincere	Rapid	
Giggling	Deep	Crying	Squeaky	Excited	
Stressed	Accent	Loud	Slurred	Normal	

If voice is familiar, whom did it sound like? 	 Were there any background noises? 	 
Remarks: 	

Person receiving call:

Telephone number where call received:

No Smoking Policy

Smoking is not allowed anywhere in the Dupont Professional Towers building, including suites.  As a reminder to tenants and visitors, signs to this effect have been posted throughout the building.

Smoking is permitted outdoors at designated areas. Please extinguish all cigarettes in the ash urns provided.  Please do not extinguish cigarettes in the mulch since mulch catches fire easily.

Moving Guidelines

These guidelines have been developed to ensure a safe and efficient environment for you and your organization when moving.  These guidelines are in no way meant to hamper or restrict your moving process but rather to safeguard the elements involved in the process.  Please let us know how we
can best assist you with your move.  We would be happy to answer any further questions you may have.  Please call Property Management at (502) 894-9803.
1.  Notify us as soon as possible as to the date and time of your move.
All moving arrangements must be cleared by the Property Management team.  There may be a damage inspection both before and after the move.
2.  The moving contractor must provide a Certificate of Insurance PRIOR TO THE MOVE.  The mover must be bonded and carry a minimum of $1 million combined single limit, property damage and public liability insurance.  The certificate must list P.T. Company, LLC as an additional insured. Your moving contractor will be responsible for any damage to the building that occurs
during the move.  All invoices for repairs required by vendor activity will be sent to the tenant.  To avoid unnecessary damage:
- Pad or otherwise protect all entrances, doorways, walls and elevator cabs affected by the move.
- Cover all floors traversed during the move with appropriate material.
3.  Your moving contractor must report any electrical problems or equipment breakdowns that occur during the move which may affect other tenants or access to the building. They are responsible for removing all trash and bulky packing cartons.
4.  All moving company employees should be in uniform or wear some form of identification.
5.  The Fire Marshal prohibits the blocking of any fire corridor, exit door or hallway.  Do not park moving vehicles in front of these exits.
6.  Please follow standard procedures for garbage removal.  Trash that exceeds the dumpster’s capacity must be removed at the tenant’s expense.
7.  Moves and large deliveries are restricted to after 5 p.m. Mondays
through Fridays and on the weekends.  Please keep in  mind you will have to accompany the movers and use your card to open the doors for them.

Keys and Lock-outs

Each tenant will be issued three keys upon assumption of the premises.  You may purchase additional keys from Property Management for $3.00 each or have them duplicated at a local hardware store.  (This price may change without notice.)

If at anytime during your lease you need the locks changed, please contact Property Management.  All locks must be rekeyed to the building standard and copies must be made for management. Property Management will be happy to coordinate this service, but keep in mind that the cost of rekeying the locks will be charged back to the tenant.

If you wish to install a security system, appropriate security codes to grant access must be provided to the management office.  This allows the appropriate personnel entry into your suite in the event of an emergency or routine maintenance.

Should you lock yourself out of your suite during business hours, please contact the Property Management office.  There is no charge for this service during normal business hours.  Please be prepared to show identification.

If you are locked out outside of normal hours and it is necessary to gain re-entry immediately, please call 894-9083 ext. 3.  Your call will be returned promptly.  There is a $40.00 charge for this service payable when service is rendered.

Building and Suite Signage

All signage must be ordered through the Property Management office.  Each tenant will be granted signage for the lobby directory and the suite. Upon move in there is no charge for this signage; however, any future signage orders will be at the tenant’s expense.

Please keep in mind that no signage, advertisements or notices of any kind are allowed to be inscribed, painted, taped or projected from any part of the building without prior written permission from Property Management.

Remodeling and Alteration Procedures

Although we believe that the spaces at Professional Towers are constructed to a high quality finish, any tenants can at their own expense make changes to their space.  It is imperative, however, that Property Management approves those changes and that the
proper permitting process is followed.  To apply for the City permit, the tenant must go to the website to print an application. The website is as follows:

City Permit:
http://www.loukymetro.org/Department/InspectionsPermitsLicenses/default.asp

Property Management requires a Scope of Work, which details the construction materials, specifications and finish timeline.  In addition, a Certificate of Liability Insurance listing Professional Towers, LLC as an additional insured for any contractors must be submitted with the Scope of Work.  Once Property Management has reviewed the proposal and insurance documents and as long as they meet necessary requirements, it will authorize permission in writing within fourteen (14) days.

This includes but is not limited to:
·          Replacing carpet
·          Moving, changing or adding interior walls
·	Changing hardware such as doors, windows, interior locks, etc.
·          Painting and/or replacing wall coverings
·          Moving or replacing ceiling tiles and grids

Janitorial and Cleaning

At the close of each business day, janitorial personnel will provide cleaning based upon the schedule on Page 15.  The regular building maintenance program also provides for periodic washing of the outside windows and periodic cleaning of areas not reached during the daily routine.

Please note:
·	Any couches, boxes, cabinets, beds, etc. you wish for the janitorial crew to dust or vacuum behind, you are responsible for moving out of the way.  You will then need to notify the management office or the janitorial service that you want this done on a particular night.
·	Periodic cleaning surveys are sent out.  However, for assistance and comments concerning the janitorial service, please contact Property Management.

Janitorial and Cleaning

Daily

·   Empty trash and replace liners as needed
·   Dust all horizontal surfaces
·   Vacuum traffic areas of carpet
·   Spot clean around all light switches and doorframes
·   Spot clean partition glass
·   Clean spots and rings from surfaces
·   Damp wipe tables and chairs in break rooms
·   Clean and polish sinks and countertops
·   Clean and sanitize toilets
·   Sweep tile floors

Weekly
·   Detail vacuum carpet (under desks, corners, edges, etc.)
·   High dust (above 6 inches)
·   Low dust (below 6 inches)
·   Spot clean carpet
·   Dust blinds/window sashes
·   Damp mop tile floors

Four times per year
·   Spay buff tile floors

Annually
·   Strip and refinish vinyl tile floors

Waste Removal

Please be conscious of waste in and around your space.  We try very hard to maintain a clean and professional look throughout Professional Towers, but we need your help.

Due to strict fire codes, at no time is refuse of any type allowed to be placed in the common hallways or stairwells.

All boxes must be broken down, marked “trash” and kept inside the suite for removal.  Otherwise, boxes will not be removed.  Trash not in receptacles should be clearly identified as such or the janitorial service will not dispose of the trash.

Biohazard waste removal arrangements are the responsibility of the tenant.  The janitorial company does not remove such waste.  If the janitorial crew suspects that a trash receptacle contains biohazard waste, it will not remove it.

Mail Room

The central mail facility is located on the lobby floor of the building.  A mail chute to the lobby is located on floors two through five.  Tenants’ addresses for incoming mail are as follows:
Company Name
4010 Dupont Circle Suite Number Louisville, KY 40207

Mail boxes and keys are handled strictly by the U.S. Post Office.  To arrange for a mail box, please call the St. Matthew’s Post Office Branch at (502) 894-0378.

The United Parcel Service Drop Box is located in the mailroom.

Parking

Property Management asks that all tenants of the building be considerate of the fact that because Professional Towers is a medical office building, there are a large number of sick patients who visit the building daily.  Please educate all your employees that unless they have a handicapped parking permit, they need to park in the back parking lot as close to the Watterson Expressway as possible.  This allows for guests of the building to park close to our entrances.

Additionally, please ensure that vehicles are not parked in areas that are not parking spaces such as along curbs or at the end of parking rows. This creates blind spots and could result in an accident.

It benefits us all when we work together on following parking policies.

Rules, Regulations and Operating Policies

1.  Tenant Insurance:  Your lease includes a provision requiring tenants to have insurance listing P.T. Company, LLC as an additional insured.  A Certificate of General Liability Insurance must be presented to the Property Management office before the commencement date of your lease.
2.  Common Areas:  Landlord shall have the right to control and operate the common areas and the facilities furnished for the common use of the tenants in such a manner as Landlord, in its sole and absolute discretion, deems best for the benefit of the tenants generally.  The common areas shall not be obstructed by any
tenant or used for any purpose other than ingress and egress to and from such tenant’s premises.  No tenant shall permit the visit to its premises of persons in such number or under such conditions as to interfere with the use and enjoyment by other tenants of the common areas.  No tenant shall place any mats, trash or other objects in the common areas.
3.  All window treatments, if not already in place upon the assumption of the space, are the responsibility of the tenant.  Any new window treatments need to be approved by the Property Management office prior to installation.
4.  Neither portable heaters nor live Christmas trees are allowed in the building.
5.  Plumbing:  The plumbing fixtures such as sinks, toilets, drain lines, etc. shall not be used for any purposes other than those for which they were constructed.  No sweepings, rubbish, rags or other substance shall be thrown therein. All damages resulting from any misuse of the fixtures, including main line sewer stoppage caused by improper disposal, shall be borne by the tenant.
6.  Noise:  No person shall disturb the other occupants of this building or neighboring premises.  This includes radios, machinery, human noise or other obtrusive
sounds.
7.  Bicycles, Pets and Animals:  No bicycle or other non-motorized vehicles, nor any animal, with the exception of service animals, shall be brought into the building by the tenant, his agents or employees without prior written consent from the Property Management office.
8.  Use and Storage of Hazardous Materials:  Absolutely and under no circumstances may hazardous materials be stored in the Professional Towers.
THERE ARE NO EXCEPTIONS TO THIS RULE.
9.  Changes in Locks, Keys or Replacing Lost Keys:  Each tenant shall be issued three keys upon assumption of the premises.  You may purchase additional keys from the building management for $3.00 each.  (This price may change without notice.)  If you wish to change the locks on your suite or install a security system, a copy of the key and/or appropriate security codes to grant access must be provided to the Property Management office.  This allows the appropriate personnel entry into your suite in the event of an emergency or for routine maintenance.  If the locks are changed, they must be re-keyed to the building standard and at the tenant’s expense before the tenant vacates the premises.

Rules, Regulations and Operating Policies (Continued)

10.  Solicitors:  Canvassing, soliciting and peddling on the property is prohibited.  Each tenant shall cooperate to prevent the same.  This is for your convenience and privacy.
11.  Sleeping in the Building:  The premises leased shall not be used for lodging, sleeping, immoral or illegal purposes or for any purpose that will
damage the premises or reputation of the building.
12.  Floor Covering Changes:  No changes can be made to the building without prior written consent of the Property Management office.
13.  Antennas and Satellite Dishes:  No antennas or dishes may be installed upon the outside of the building without prior written consent of the Property Management office.
14.  Placement of Heavy Objects:  Safes and other heavy articles shall be placed by the tenant in such places only as may be first specified in writing by the landlord.  Any damage done to the building from overloading a floor or to tenants or other persons by taking a safe or other heavy article in or out of the leased premises or in any other manner shall be paid for by the tenant.
15.  Wires and Phone Installation:  If the tenant desires telephone connections or the installation of any other electric wiring, the landlord will, upon receiving a written request from the tenant, direct the electricians as to where and
how the wires are to be introduced and run.  Without such directions, no boring, cutting or installation of wires will be permitted.
16.  Maintenance and Repairs:  Any maintenance repairs or replacements to electrical, heating, air conditioning, water and plumbing systems shall be made only by persons authorized by landlord.  All contractors must provide a certificate of insurance to the landlord listing P.T. Company, LLC
as an additional insured.
17.  If you are the last person leaving your suite, please check to make sure all office lights are turned out. Please be sure to lock the door.
18.  Deliveries should be made directly to the tenant.  For large delivery orders, please use the delivery area located on the west lobby entrance of the building before or after normal building hours.  An employee must be available to sign for any after-hours deliveries.
19.  Reports of stolen or lost-and-found property should be made to the Property
Management office.
20.  Three electric-geared elevators serve all seven floors plus the lower level of the building. In case of an emergency, do not panic. Depress the red alarm button and an internal building alarm will sound.  Please note the emergency phone located on the interior elevator panel.  These elevators are monitored by a 24-hour security service.  Instructions for usage of the emergency
phone are located within the phone box in the elevators.  Any malfunction will be promptly corrected.  In case of a fire, do not use elevators.  The elevators are automatically recalled to the lobby floor and will become inoperable.

Rental Remittance

Rent is due by the first of the month or under the terms of your lease.  Late fees will be applicable in accordance with the provisions of your lease.

Please mail checks to:  P.T. Company, LLC
c/o Sun Properties, LLC
4010 Dupont Circle, Suite 700
Louisville, KY  40207

You may also drop your rent payment off at the management office.