Franklin Business Incubator

Tenant Handbook

 

 

 

 

 

Franklin Business Incubator

601 N. Mechanic Street

Franklin, Virginia  23851

757-562-1958

 

Welcome

 

Congratulations on being an exclusively selected tenant of the Franklin Business Incubator!!!  We are proud and excited to welcome you to the FBI. 

 

As David Rockefeller once said, “Success in business requires training and discipline and hard work. But if you're not frightened by these things, the opportunities are just as great today as they ever were.”  It is evident that you are not afraid of training, discipline and hard work because you are now a part of the FBI Program. 

 

Starting a new business endeavor can be daunting, regardless of what stage your business is in, or whether you start from within the support system of an existing business.  It is sometimes difficult to access the resources you need.  It is sometimes even more difficult to stick to your strategic vision when day-to-day stresses intrude, and it is equally challenging to focus on your day-to-day activities when the economy, industry, and other external factors insist on changing without thinking to ask for your permission.

 

The Incubator staff pledges to working with you toward a smooth transition into the FBI, and an enriched overall business growth experience through graduation from the FBI Program.

The Franklin Business Incubator is a business initiative that offers a variety of programs and services designed for the new, young and expanding business.  Beginning with your orientation to the FBI, the programs and services include business planning support services, opportunities for networking, and involvement with the business community. The first year in the FBI is such a pivotal year, and this is why we provide such an array of programs and services.  We invite you to take advantage of the programs and services at your disposal. 

Again, welcome to the Franklin Business Incubator.  We look forward to working with you and assisting you with the development of your business.

With warmest regards,

 

The Franklin Business Incubator Staff

 

 

 

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“Determine never to be idle…It is wonderful how much may be done if we are always doing.”  Thomas Jefferson

Introduction

 

The Franklin Business Incubator endeavors to create an environment that supports and nurtures businesses and individuals seeking to create and expand their business.

 

The policies set forth in this Tenant Handbook provide general guidance for Incubator Staff and Tenants, and are designed to enable Incubator Staff to service the Tenants so that tenants will enjoy a high likelihood of success.  The FBI reserves the right to modify or change these policies and procedures in order to serve the best interests of the FBI and our tenants.

 

 

POLICIES AND PROCEDURES

 

 

Incubator Hours

 

When the FBI is closed, you will have normal access to your office space and selected administrative areas.

 

Monday - Friday      8:00 AM to 5:00 PM

Saturday                Closed to General Public (By Appointment Only)

Sunday                  Closed to General Public (By Appointment Only)

 

The FBI generally observes all federal holidays each year.  A calendar of these dates is published annually.  Please see the attached sheet. 

 

Inclement Weather

 

The decision to close the administrative areas of the FBI due to weather conditions will be made in conjunction with City offices.  While recognizing the importance of maintaining your business operations, the safety of those concerned will be the priority regarding this decision.  The City of Franklin Inclement Weather line is 562-8500.

 

Security (After Hours and Weekends)

 

All doors to the facility are to be kept locked during evenings, weekends and holidays or when the facility is closed.  All entrances to the building should be locked at 5:00 PM each evening.  If you are in the building at that time, please make sure that entrance doors are locked.  If you enter the building after normal business hours, make sure to relock the door; locking yourself into the building.  At all the above noted times when you leave the facility, make sure that you lock the door behind you.  This policy is to protect you, your fellow tenants and your property. 

 

If after hours you have visitors / employees that need to get into the building, instruct them to advise you of their anticipated arrival time so that you can meet them at the entrance door, escort them into the building, and relock the door after they are in the building.

 

The FBI is equipped with a fire alarm.  If you activate the alarm, the alarm sounds directly to Fire / Police dispatch.  If an alarm sounds, please evacuate the building IMMEDIATELY. 

 

Visitors

 

When clients / customers come to the FBI to see you, the Office Assistant will call and notify you that they are in the waiting area.  At your instruction, your clients / customers will either be directed to your office or asked to be seated and wait in the reception room until you to come and get them.

 

Weekend / After Hours Emergency Situations

 

In case of an emergency over the weekend or in the evening, you may reach the FBI Manager, 757-653-1712, and if you are not able to reach the FBI Manager, call 911.

 

Prohibited Conduct / Activity

 

By becoming a tenant of the FBI, your conduct will reflect on the FBI itself, as well as other tenants, and other affiliated organizations.  Thus, it is your responsibility as a tenant to maintain a standard of behavior that does not disrupt, or somehow cause damage to the reputation of the FBI, your fellow tenants, or other organizations that are affiliated with the FBI.  In short, you are expected to maintain appropriate behavior and standards at all times.  Appropriate dress is required, consistent with a business atmosphere. Inappropriate conduct or actions or behavior deemed, by the FBI Manager or Board, in their sole discretion, to be damaging to the image or reputation of the FBI will be cause for immediate termination of all tenant rights and privileges.  Inappropriate conduct includes, but is not limited to, filing bankruptcy, or accommodations for the benefit of creditors, breach of leases or other agreements, charges involving moral turpitude, investigations by law enforcement officials, or any other behavior deemed inappropriate by the FBI Manager or Board.  To help the FBI run efficiently, certain rules are required for tenants and visitors using the FBI facilities:

  1. No firearms, illegal drugs, explosives, fireworks, alcoholic beverages, flammable, radioactive or potentially contagious / hazardous materials will be permitted in or around the FBI facility without disclosure to and specific permission from the FBI Manager.
  2. The sidewalks, entrances, and passages or hallways in the common areas of the FBI facility shall not be obstructed by any tenant or used for any purpose other than ingress or egress and for temporary moving routes at times approved by the FBI Manager.
  3. Toilets, wash basins, and other plumbing fixtures will be used responsibly and for their intended purpose.  No coffee grounds, lunch or snack remains, sweepings, rubbish, rags, paper towels or other non-intended substances shall be flushed or washed down drains.  All damages resulting from any misuse of plumbing fixtures shall be borne by the Tenant who, or whose employees, customers, visitors, or invitees shall have caused the damage.  If a tenant is having problems with or sees a broke plumbing fixture, please notify FBI staff promptly so it may be corrected.
  4. No cooking will be done in any portion of the FBI Facility, except for microwaves, and coffee / tea service in the Break room.
  5. No canvassing, general solicitations or distribution of political, religious, or cause literature will be permitted.
  6. Tenants can hang pictures on walls with designated picture hangers in their offices.  However, no offensive displays or a sexual, political, etc. nature will be permitted in the FBI facility.  See the Office Assistant for picture hangers.
  7. In general, tenants may not cause or permit unusual or loud noises and / or odors to be produced in their space if such noises / odors could offend or disturb other occupants of the FBI facility.
  8. Tenants will not cause or permit duplicate keys to be made for their access doors.  If a duplicate key is needed, please see the Office Assistant.  Be aware however, that a $10 fee is charged for duplicate keys.
  9. Tenants will provide reasonable cooperation with the FBI Staff.
  10. Tenants will be responsible for providing supervision of any moving operations that may involve common areas or the FBI facility, and tenants will be liable for any losses and / or damages that result from such activities and /or from their failure to provide such supervision.  Moves will be coordinated in advance with FBI Staff to minimize interference with other FBI activities.
  11. The FBI facility shall not be used for lodging or over-night occupancy.
  12. All requests for building services or accommodations will be made through the FBI Staff.
  13. Although there are no assigned parking spaces, we do ask that you park in the area furthest from the front entrance door.  Parking is not allowed in the area of the loading dock and violators will be towed.  The parking spaces in the front of the building should be left for Visitor Parking.  Handicapped parking is available next to the ramp access.  You are asked not to park in the 5 spaces next to the handicap parking.
  14. No additional security systems will be added without prior written approval of the FBI Manager, and any approved security systems will be installed and maintained at the tenant’s expense and removed at the tenant’s expense upon request of the FBI Manager.
  15. Smoking is not permitted in FBI Facilities.

Fax Machine

 

The fax number is 757-562-1612

 

There is a $.05 charge for each fax page transmitted or received.  In order to assure that everyone is properly charged for their usage of the fax machine, following the below steps when receiving a fax:

 

1)     When your company receives a fax, please designate your suite number on the receive log next to the copy / fax machine, along with the number of pages received. 

 

2)     If you need to receive confidential information, please see the Office Assistant to receive your receipt fax code (RFC).

 

General Office Support Service

 

General Office Support Services includes typing, filing, record keeping, folding documents, stuffing envelopes, applying labels, printing labels, collating, stapling documents, etc.      $20.00 per hour (a 15 minute minimum)

 

All typing needs should be submitted to the Office Assistant in a legible form. 

 

The Office Assistant will give you an approximate completion time.  Without prior approval from the FBI Manager, General Office Support Services will be done on a first‑come, first-serve basis.  When the Office Assistant finishes the project, he or she will have you sign a (General Office Service Support) GOSS Request Time Sheet.  A copy will be made for your records.

 

If you have any questions regarding the General Office Support Service, please address your questions to the FBI Manager.

 

Janitorial Service

 

The City of Franklin Public Works Department will provide Janitorial Service.  They will empty the trash in your office and the common areas.  They will also vacuum and dust the common areas.  You are responsible for the dusting and vacuuming of your office.  A vacuum will be available for check-out from the Office Assistant. 

 

If you are occupying an industrial area, you are responsible for the clean up of your own area.  A dumpster is located behind the building.

 

Each tenant is asked to do its part in helping to maintain the cleanliness and order of the FBI facilities.

 

Mail

 

Your incoming mail should be addressed as follows:

 

Your Business Name

          601 N. Mechanic Street

          Suite #

          Franklin, Virginia  23851

 

Incoming mail is delivered to us at approximately 10:00 AM.  The mail should be sorted for you and placed in your mailbox no later than Noon, unless it arrives late.  If you receive an oversized package a note will be placed in your mailbox asking that you pick up the package from the Office Assistant.

 

Outgoing mail should be placed in the mail slot no later than 4:30 PM to assure that it can be metered and sorted in time for delivery to the Post Office.  Mail should be marked with your Suite Number so it can be properly charged to your office.  If it is not marked with your Suite Number, there will be a delay in sending your mail. 

 

If you are planning to do a large mailing, please notify the Office Assistant at least a day in advance to make sure sufficient postage is on hand.

 

Your monthly invoice you will have one total charge for postage.  It will not be broken down by daily postage totals.  However, a daily log will be available for your review.

 

Upon leaving the FBI, we will accept your mail up to one year.  After the initial 12 month period, all mail will be returned to sender.

 

Notary Public

 

This service can be provided by the Office Assistant, FBI Manager and the FSEDI Administrative Assistant at no charge to you. 

 

Signs

 

Cling Window signs are available through Vic’s Signs & Engraving located at 106 A. West 4th Ave., Franklin.  Vic’s telephone number is 757-562-2243.  The signs can be designed with a white or clear background and range in cost of $25‑$50 depending on the size of your sign and the complexity of your logo.  The cost of the sign is the sole responsibility of the Tenant.

 

The FBI Manager must approve any sign you would like to display in your window. 

 

Telephone Answering Service

 

When ordering phone service for your business at the FBI, you will be offered a call-forward option by the local phone company.  If you choose to purchase this option, your phones can be forwarded to the FBI’s Office Assistant.

 

The FBI has a designated line, 757-562-1958, which is used as an answering line for the tenants of the facility.  There is no charge for this service.  When you utilize this service, we will take a message, you can pick-up upon your return to the FBI.  If we have messages for you at 5:00 PM, Monday - Friday, the Office Assistant will place your messages in your mailbox prior to closing the facility.

 

FINANCES

 

 

Billing / Payments

 

All additional services in the FBI will be billed on your monthly invoice by the first week of the following month.  This invoice will include all charges broken out by usage.  Back-up copies of the charges are available for your records.  Should you have any questions concerning your invoice, please contact the Office Assistant.

 

Invoice charges are for service usage in the preceding month.

 

Payment of Invoices

 

Payment is due by the 10th of each month.  All payments are to be made by check only.  The check should be made payable to Treasurer, City of Franklin.  Please include your suite number in the memo section of your check.