Chase Tower Indy Electronic TenantВ® Portal Created on November 25, 2014 Building Operations: Introduction Providing excellent service to you is our primary goal. Through frequent inspection of the property and careful management of the building's resources and personnel, our intent is to promptly and courteously respond to your needs and operate the building in a manner that exceeds your expectations. Therefore, we request your assistance by notifying us of any situation or condition that you feel requires attention by calling 317-236-0048 or visiting our website www.chasetowerindy.com. Building Operations: Building Maintenance For your convenience Building Management offers several routes to enter and track service requests. The link below will direct you to the Chase Tower Corrigo work order system: 1. Click the following link: www.reitmr.corrigo.com 2. Enter your Username and Password 3. Choose the action or request you would like to have completed Note: You may also reach the Corrigo work order system through the Chase Tower Building website at www.chasetowerindy.com. Choose the Tenant Resources tab. Please contact the Management Office to change/add a personвЂ™s login. Submitting a request on-line is the most efficient method and will allow self-service work order entry, status checking and the ability to review work order history on-line. We strongly encourage you to submit requests electronically. If you would like to learn more about how to make and manage your service requests electronically, please contact the Management Office for details. Once a service request has been received, the management staff will address the problem as soon as possible and, if applicable, send an invoice for the completed service request, if approval prior to performing the work. Please direct all service requests to the Management Office rather than maintenance personnel. This procedure helps the management staff keep track of your requests and ensure that they are resolved in a timely fashion. Building Operations: Building Management REIT Management & Research 111 Monument Circle, Suite 222 Indianapolis, IN 46204 Phone: (317) 236-0048 Fax: (317) 266-3464 Office Hours: 8 a.m. вЂ“ 5 p.m., Monday thru Friday Engineers are on call 24 hours a day, seven days a week for building emergencies. Chase Tower offers a variety of services and conveniences. Please direct all requests and questions concerning the building to the Management Office at the above number. Title Name General Manager Jeff Reynolds Assistant Property Manager Julie Biggs E-mail [email protected] [email protected] Tenant Service Coordinator Vera Long Chief Engineer Robert Farnsworth [email protected] Building Operations: Green Operations/Recycling Tenants can assist in the building efforts to reduce building operating costs through energy conservation. Please make a special effort to educate your employees about the importance of using energy wisely. Following are examples of how your employees can help in the building efforts to reduce energy costs: Window treatments should be closed during those times when there is direct sun (including weekends). Employees should be reminded to turn off all lights, computers, copiers, etc., when not in use or before leaving for the evening or weekend. Print on both the front and the back of printed pages. Purchase recycled paper and other office supplies. Recycle used ink cartridges, batteries and office equipment appropriately. It is also important that all building employees follow the instructions regarding what can be recycled and what needs to be discarded in the standard waste containers. See below the approved recycling list: Yes: (Items to Recycle) Office Paper Envelopes Newspapers Magazines Junk Mail Cardboard (shipping/pizza boxes) File Folders Soda Cans Soup and Food Cans Plastic Soda and Water Bottles, minus caps Milk Jugs and Detergent Bottles All household plastics marked 1-7 (look for the recycle symbol with the number) No: (Items that cannot be recycled) Food Wet Paper Glass Food Stained Paper Food Stained Cardboard Wet Cardboard Bottle Tops Aerosol Cans Paint or Chemicals Biohazard Materials Styrofoam Packing Peanuts Carbon Paper Wax Coated Products (such as soda/coffee cups) Paper Towels Please note: Containers and soft drink cans must be completely empty No Food Allowed. All food must be rinsed from containers No soda cups can be recycled due to wax coating Bottle caps must be removed before recycling the plastic bottle Break down all large items to maximize space Building Operations: Holidays The Building Holidays observed each year are listed below in order to aid your planning operations during the year. New Year's Day Memorial Day Independence Day Labor Day Thanksgiving Day Christmas Day Certain services are not provided on weekends and the holidays listed above. Please contact the Management Office at least 48 hours in advance, should you require any cleaning, heating, air conditioning or other special services on any of the above holidays. Tenants will be charged a nominal fee for building services on the above holidays. Building Operations: Leasing The leasing company for Chase Tower is Jones Lang LaSalle located at 8900 Keystone Crossing, Suite 1150. The main phone number is (317) 810-7000. The main fax number is (317) 810-7001. Listed below is the contact information for the authorized representatives. Title Executive Vice President Vice President Name Phone Number E-mail John Robinson (317) 810-7172 [email protected] Adam Broderick (317) 810-7178 [email protected] Building Operations: Rental Payments Rent should be paid by the first day of each calendar month during the term of the lease. The rental payment address for checks sent to the new owner via regular U.S. mail is: CW Monument Circle, Inc. PO Box 846002 Boston, MA 02284-6002 Tax ID 46-0622710 The rental payment address for check sent to the new owner via overnight mail is: CW Monument Circle, Inc. Citizens Bank Lockbox Department MMF250 20 Cabot Road Medford, MA 02155 Building Security: Overview Security plays an extremely important role in the overall operation of the building. Good security protects the building against carelessness, negligence, malicious mischief, theft, safety hazards, sabotage and fire. Access to the building is available 24 hours a day, seven days a week, by access card. Regular hours are from 7:00 a.m. to 6:00 p.m. Monday through Friday and 7:00 a.m. to 1:00 p.m. on Saturdays. Entry to the building at times other than these requires you to use your valid access card to gain admittance to the building and to allow elevator access to your floor. On occasion, the Building Management may be required to escort an unwanted visitor from the building or to investigate a theft. The inconvenience caused by these situation can be minimized if the procedures above and on the following pages are observed. Building Security: After Hours Access In special cases when you have vendors or contractors coming in after hours or on the weekends, you must submit to the Management Office a notice stating the name of the company and the individual who will be coming and the approximate time they will arrive. Also give a brief description of the purpose of the visit. Request that the individual(s) have some form of identification to present to security upon arrival. Building Security: Building Access Please provide the Management Office with a list of the names and phone numbers of at least three individuals who may be called to authorize admittance into the building for an employee or visitor who does not have appropriate security access identification. These individuals would also be contacted in the event of an emergency. Building Security: Deliveries All large deliveries must be scheduled in advance through the Management Office. Please be prepared to provide the moving companies name, time of arrival, floors they will need access to and any other contact information. It is also your responsibility to ensure vendors have provided the proper certificates of insurance to the Building Management. Building Security: General Office Security You may choose to unlock or lock your suite entrances during normal business hours. Although we try to maintain a secure working environment, many people enter the building every day, and we cannot guarantee complete safety. You can take several preventive measures to keep your area more secure. For example: Lock all doors when leaving your suite unattended. Instruct employees to keep valuables and personal property in secured areas (locked desks, file cabinets or closets) when leaving their areas unattended. Always keep safes, vaults, strongboxes or similar devices locked, particularly when unattended. Do not divulge combinations of safes or vaults or leave combinations where they can be found or easily deciphered. Record serial numbers of all valuable office equipment. If anything is stolen or missing, a record of serial numbers will aid in the recovery of the items. AFTER BUSINESS HOURS SECURITY After normal business hours, please make sure that all entry doors to your suite are closed and locked. Do not allow anyone to follow you into the building after normal business hours. If you encounter someone having problems gaining entrance into the building, do not let them in. Instead, contact Security. The Management Office recommends that you keep all valuables and personal property locked up during non-business hours. PREVENTION To reduce crime, emphasis should be placed on preventive rather than reactive measures. Preventive measures against office thefts and crimes against persons can best be achieved through the individual efforts of each employee. All suspicious or criminal activities should be reported immediately, first to the police department and then to the Management Office. Building Security: Key, Lock and Card Access Policy Keys and Locks: Tenants shall not place any lock(s) on any door in the Premises or Building without LandlordвЂ™s prior written consent, which consent shall not be unreasonably withheld, and Landlord shall have the right to retain at all times and to use keys or other access codes or devices to all locks within and into the Premises. A reasonable number of keys to the locks on the entry doors in the Premises shall be furnished by Landlord to Tenant at TenantвЂ™s cost, and Tenant shall not make any duplicate keys. All keys shall be returned to Landlord at the expiration or early termination of their Lease. Key and lock requests can be submitted via the work order system or by contacting the Management Office. There is a nominal charge to the tenant for keys and lock changes. Card Access: New Employees: New Employees of the building will be issued an Access Card upon the submission of a work request via Corrigo. This card will then give you access afterhours to the building and onto your floor. You will only have access during the time that your company has approved on the work request. You must bring your access card each time you enter or exit the building after hours. After-hour access readers are located at the Ohio Street, Monument Circle, Wabash Street or Scioto Alley entry and exit doors. The access readers are located on the building exterior wall by each door. On these readers there is a small box with a red light. Hold your card in front of the light and it will turn green and the reader will beep, showing that access into the door has been permitted. There are also card readers in the elevators, which secure the tenant floors after hours. To access your floor, hold your access card in front of the light located to the passengerвЂ™s right in the elevator cab. The light will turn green and the reader will beep, press the number of the floor you would like access to. If the floor indicator button lights then access to your floor has been permitted. Card Access - New Employees (Continued) If access to the building or a floor is authorized and in the system and your card does not work two consecutive times, please bring your card to the Management Office or Security Office with full details as to the problem with the card. Your card will then be reprogrammed or a new one will be issued. Please take care of your card. Keep it out of direct sunlight for long periods of time. If you card is either lost or stolen there will be a $25.00 replacement fee. Terminated Employees: Anytime an employee is terminated from your company please notify the Management Office either by calling or placing a work request via Corrigo. Building Security: Lost and Found Please report any lost or found items to the Management Office. Building Security: Property Removal To remove property, please complete the property removal pass, located in the forms section of this handbook, have your supervisor sign it and provide it to security upon leaving with the property. If there are questions about removing property from the building, please contact the Management Office. Building Security: Solicitation and Loitering Canvassing, soliciting, peddling and loitering are not allowed anywhere on the property. If you are approached by a solicitor of any kind, or if you observe an individual engaged in such activities, contact the Management Office as soon as possible. Building Services: Building Signage and Directory All signage being displayed outside your suite must be coordinated through the Management Office. If you wish to display a sign or notice in any public area of the building, prior written approval from the Management Office is required. Building Services: Cleaning Cleaning service is provided five nights a week, Monday through Friday. Carpets will be vacuumed, unobstructed surfaces dusted, and trash will be emptied. If trash that is to be disposed of is not in wastebaskets, then please inform the cleaning personnel by leaving a trash sticker, provided by housekeeping on the article to be disposed of. Please DO NOT leave items that are not trash on top or near wastebaskets that might be misconstrued as garbage. If you have special cleaning needs, such as carpet shampooing, then contact the Building Management Office at (317) 236-0048. Special cleaning services can be arranged at tenant expense. If a small cleaning problem should arise during working hours, please contact the Building Management. If you have any questions or comments regarding the cleaning services, please notify the Building ManagementвЂ™s Office. Building Services: Elevators Tower Twenty-one (21) high speed computer controlled passenger elevator cabs servicing the low, mid and high-rise floors, travel at speeds of up to 1,000 feet per minute and are capable of giving tenants constant response time in less than thirty (30) seconds. One (1) dedicated service elevator and two (2) escalators service the retail areas and provide a connection to the Circle Building. Circle Building Four (4) renovated passenger elevator cabs servicing the garage level to the building's top floor. One (1) dedicated service elevator and two (2) lobby escalators, which service the retail areas and provide a connection to the Tower. Building Services: Forms For your convenience, we have included downloadable and printable PDF document forms that will expedite various building management service requests. Hard copies of all forms are available from the Property Management Office as well. To view and print PDF files, you need the Adobe Acrobat Reader software. If not already installed on your computer, it can be obtained for free at www.adobe.com. Listed below are the forms we have in our possession. Please review this list and supply us with any additional forms for inclusion in the Handbook. Bomb Threat Report Form Contractor and Vendor Rules and Regulations Conference Room Reservation Form Conference Room Configurations Emergency Tenant Contact Form Lobby Usage Agreement Art Wall Agreement Property Removal Pass Building Services: HVAC Heating, Ventilation and Air Conditioning (HVAC) systems in the building typically operate Monday through Friday during normal business hours. If at any time during working hours you desire adjustment to the temperature within your suite, electronically submit a work order or contact the Management Office for assistance. To avoid damage and minimize delays, please do not adjust thermostats. In addition, we suggest that you keep blinds closed when in direct sunlight. Keeping blinds closed at night and over the weekend will help maintain a more constant temperature in your suite. HVAC services after business hours are available upon request and can be scheduled by submitting a service request on-line or by contacting the Management Office. There will be a charge for after-hours HVAC service. Building Services: Mail Service Your mailing address is: Your Firm Name (or individual name) Chase Tower or Chase Tower /Circle Building (Depending on the building you are located) 111 Monument Circle, Your Suite Number Indianapolis, IN 46204 Building Services: Maintenance Requests For your convenience Building Management offers several routes to enter and track service requests. The link below will direct you to the Chase Tower Corrigo work order system: 1. Click the following link: www.reitmr.corrigo.com 2. Enter your username and password 3. Choose the action or request you would like to have completed Note: You may also reach the Corrigo work order system through the Chase Tower Building website at www.chasetowerindy.com. Choose the Tenant Resources tab. Please contact the Management Office to change/add a personвЂ™s login. Submitting a request on-line is the most efficient method and will allow self-service work order entry, status checking and the ability to review work order history on-line. We strongly encourage you to submit requests electronically. If you would like to learn more about how to make and manage your service requests electronically, please contact the Management Office for details. Once a service request has been received, the management staff will address the problem as soon as possible and, if applicable, send an invoice for the completed service request. If approval prior to performing the work. Please direct all service requests to the Management Office rather than to maintenance personnel. This procedure helps the management staff keep track of your requests and ensure that they are resolved in a timely fashion. Building Services: Storage If you require additional storage space, please contact the Management Office for availability. Building Services: Tenant Functions and Guidelines If you are planning a function (e.g. party, reception), please notify the Management Office at least two weeks in advance. The Management Office maintains certain policies and procedures that assist in coordinating events and limiting liability of the building. The Management Office may ask for the following: date and time of event, number of guests, presence of alcohol, parking requirements, overtime HVAC requirements, service elevator use, janitorial needs, security requirements, and certificates of insurance. A function may not be held in the common areas or on the building grounds without prior management approval. Building Services: Trash Removal Normal building trash removal is provided as a standard building service. Large-scale debris, such as that following construction or minor renovations is your responsibility as the tenant. For disposal of debris and boxes for a nominal fee, please contact the Management Office. In addition, you as the tenant are responsible for the removal of all medical, infectious or hazardous waste from the premises, including any needles, syringes and other articles or substances classified as medical, infectious or hazardous waste by law. Any such removal must be approved by REIT Management & Research and performed in compliance with applicable law. Emergency Procedures: Introduction Emergencies happen вЂ“ the Chicago fire, the Oklahoma City bombing, the San Francisco earthquake, are all evidence that emergencies can and do impact the workplace. Although they are unplanned and unwanted, it is everyoneвЂ™s responsibility to be prepared for them. These Emergency Procedures contain the information you need to be prepared for an emergency. Everyone who works in this building must read and be familiar with these procedures. We recommend that these procedures be distributed to all employees and posted in a lunchroom or other common area. In some cities, the local code requires specific fire life safety training, and may provide a time frame in which the training must be received. This guide does not supersede local code. Please adhere to local code requirements and in the absence of code, follow these guidelines. If you have any questions about the procedures and plans in this Guide, please contact the Management Office. Floor Wardens Suite Monitors Searchers Special Assistants Manages the evacuation of the assigned suite and common areas of the floor. Appointed by the tenant. Is also the Suite Monitor for the assigned suite. Manages the evacuation of the assigned suite. Appointed by each tenant for each suite. Ensures no one is left behind. Appointed by the tenant for each suite. Appointed by the Floor Warden for common areas. Aids person requiring special assistance. Appointed by the tenant for each floor. Organizes and directs the Tenant Emergency Response Team for the assigned suite and common areas of the floor. Keeps the Emergency Person In Charge (EPIC) informed of absences of Tenant Emergency Response Team members who are responsible for common areas. Ensures all common areas on their assigned floor are evacuated. Organizes and directs the Tenant Emergency Response Team for the assigned suite. Keeps property team informed of any change to the list of individuals requiring special assistance, as well as any absences or changes of the Tenant Emergency Response Team for their suite. Searches and evacuates all rooms in the assigned suite. Searches and evacuates common areas on the assigned floor. Informs the Suite Monitor when assigned area is fully evacuated. Ensures that those needing special assistance are evacuated safely. Two Special Assistants are required for every individual requiring assistance. Emergency Procedures: Bomb Threat GENERAL INFORMATION The success of the buildingвЂ™s preventive strategy requires the full cooperation of all tenants. All suspicious individuals, activities, articles, packages, or situations should be reported to the Management Office immediately. We depend on your eyes and ears to help keep the building safe. Generally most bomb threats are false. They are intended to disrupt operations and cause confusion. If a bomb is intended to kill, injure, and destroy there is typically no advance warning, as that would defeat the purpose. Regardless, every threat should be taken seriously until proven otherwise. PROCEDURE IF YOU RECEIVE A BOMB THREAT OVER THE TELEPHONE: 1. Keep the person talking as long as possible. 2. As you are speaking with the caller, record the information received on the attached Bomb Threat Report Form located at the end of this section. Note the characteristics of the caller such as gender, tone of voice, age, accents, and background noises. Keep a copy of the report form in the main reception/telephone area for easy access. Review the form with your staff and ask them to use it, if necessary. 3. At the end of the call, dial *69 and record any number provided by the service. 4. Call 911 or the local emergency number. 5. Provide the dispatcher with the following information: Name Type of Emergency Company Name Physical Building Address [not building name] Floor and Suite Number Telephone Number Any information from the Bomb Threat Report Form (located at the end of this section) 6. Listen to the dispatcher for any additional instructions before hanging up. 7. Call the Management Office. CONDUCTING A SEARCH 1. If the caller states or implies that a bomb is in a particular suite, be aware that the individuals working in that suite will be called upon to conduct a search of their area. These individuals are the best people to determine whether something doesnвЂ™t belong or if something has been moved, or is out of place. 2. Each tenant should develop and maintain a search plan for their office suite. There should be two Searchers per team. If the suite is large, divide it into quadrants and permanently assign searchers to a specific quadrant. 3. Conduct your search by assessing the room utilizing the following method: Search from floor to waist level Then search from waist to chin level Then search from chin to ceiling level 4. Keep a written record of the rooms searched and the results. 5. If a device is found, do not touch it: Isolation вЂ“ isolate the object Evacuation вЂ“ evacuate the area Notification вЂ“ notify the authorities 6. If the caller states or implies that a bomb is in a common area of the building, the property team will conduct the search. 7. Local authorities generally respond to the building to simply take a report if an unidentified or suspicious article is not found. In turn, if an article is found, the bomb squad is generally called by the police department. Emergency Procedures: Chemical, Biological, Or Radiological Event GENERAL INFORMATION There is a heightened awareness of the emerging threat of terrorism by unconventional weapons. The most dangerous forms of these weapons are often the most difficult to manufacture, transport, and weaponize because they are volatile, difficult to produce and employ. The response to an incident involving CBR agents is similar to any other incident involving hazardous materials. PROCEDURE IF YOU DISCOVER A CBR INCIDENT: 1. Call 911 or the local emergency number. 2. Provide the dispatcher with the following information: Name Type of Emergency Company Name Physical Building Address [not building name] Floor and Suite Number Telephone Number 3. Listen to the dispatcher for any additional instructions before hanging up. 4. Call the Management Office. 5. Remain calm. Isolate the CBR object, area, and those exposed. Evacuate the area. Move occupants up wind at least 300 feet away from the contaminated site, closing doors as you move away. Notify 911 and the Management Office. 6. A partial or full evacuation may be ordered if the incident is deemed credible, or if mandated by the local authorities. The Management Office will call each tenantвЂ™s primary contact to inform him or her of the incident. 7. If danger is unsubstantiated, the building may remain open for business. The Management Office will call each tenantвЂ™s primary contact to inform him or her of the incident. It is up to each tenant to decide whether to evacuate the building or remain open for business. If the building remains open and your company chooses to close and evacuate the building, please notify the Management Office so there is a record that your suite is empty. This information will be important if the incident escalates. Emergency Procedures: Civil Disturbance We rely on the local authorities to advise us of protective actions that should be taken during a local disturbance in or around the property. Emergency procedures may include one or more of the following: Partial building evacuation Securing entry to the building Securing all stairwells Securing elevators on a given floor Restricted access In the event of a civil disturbance, tenants may be asked to remain in the building under advisement from the Emergency Person In Charge (EPIC) or law enforcement agencies until the disturbance is under control. Emergency Procedures: Earthquake GENERAL INFORMATION In the event of an earthquake, DO NOT ATTEMPT TO LEAVE THE BUILDING. Reports indicate that you are safer within a building until the tremors subside to avoid falling debris and downed power lines. If evacuation is necessary, know where the locations of possible safe refuge areas are located outside and away from the building. Have a plan for reuniting with your family. Have a predetermined out-of-state person for your family members to contact. PROCEDURE DURING 1. Remain calm. Do not exit the building. DO NOT USE ELEVATORS. 2. Move away from the perimeter of the building. Stay away from windows, bookcases, filing cabinets and any objects that may fall or shatter. 3. Take cover under a desk or another sturdy object, in a corner or against the wall in the core of the building. Protect your head and body with your arms and legs. DROP, COVER, AND HOLD. AFTER 1. Be prepared for aftershocks. 2. Check for injured and assist if possible. Do not move a seriously injured person unless they are in immediate danger. Call 911 and notify the Management Office of injuries. [See the Medical Emergencies section of this Guide]. 3. Check for fires, gas and water leaks and electrical shorts. DO NOT use matches, cigarette lighters or turn on electrical switches or appliances. If you smell gas, call 911 immediately, and then call the Management Office. 4. Open doors carefully. Watch for falling debris. 5. Stay away from windows/glassed areas. 6. Replace telephone receivers in case the telephone system works. Use telephones for emergency calls ONLY. 7. Listen to the radio for emergency reports. 8. Do not spread rumors regarding the building condition, extent of damage and injuries. This may cause a panic. 9. Report all damages to the Management Office as soon as possible. 10. Notify the Management Office if your company chooses to close and leave the building. Emergency Procedures: Elevator Malfunction If you are in the elevator and it stops for no apparent reason remember to remain calm. Pressing the emergency button within the cab will alert Building Security that the elevator is malfunctioning. The cab number will be identified. The Security Officer will establish two-way communication with elevator occupants until help has arrived. In the event of a power outage, one elevator in each elevator bank will continue to operate using the building emergency power generator. Should an outage occur, elevator lights will remain on, but the car itself will temporarily cease moving. Security will recall each elevator to the lobby one at a time until all elevator cars are in the lobby, their doors will open, where they will remain inoperable until the power has been restored. IN THE EVENT OF A FIRE, ELEVATORS MUST NOT BE USED FOR EVACUATION. USE THE STAIRWELLS. Emergency Procedures: Emergency Contacts All Emergencies Management Office After Hours Building Emergency Number Local Police Department Police Department (Emergency) Fire Department Area Hospital Methodist Hospital Electric Company Indianapolis Power & Light Gas Company CitizenвЂ™s Gas Company Water Company Indianapolis Water Company 911 (317) 236-0048 (317) 266-3466 (317) 327-3811 911 911 (317) 916-3525 (317) 261-8111 (317) 924-3333 (317)263-6355 Important notes If you call 911 as a result of a medical emergency, please be sure also to notify building management with your name, callback number, and location so that security may swiftly guide the paramedics to your exact location. If the audible alarm within the building sounds, please do not call the Management Office, unless you have something specific to report. Building Management is aware of the noise, as well as the source of the alarm, whether itвЂ™s false or a legitimate emergency. Please keep the telephone lines clear so that Management may to attend to the situation as quickly and efficiently as possible. Emergency Procedures: Evacuation In an emergency that requires building evacuation, time saves lives. Knowing and following the evacuation plan is one of the most important things you can do to ensure your own safety and that of your co-workers. It is your firmвЂ™s responsibility to assign responsible personnel to assist the property team and be responsible for controlling the movement of your employees and visitors during a full or partial evacuation of the building. REIT Management & Research will adhere to Federal, State and Local codes and statues. The Evacuation Plan includes information on the following topic: Emergency Response Team Members and Responsibilities Evacuation Relocation Sites Emergency Response Training Evacuation Drills Emergency Procedures for: -Evacuation вЂ“ Fire вЂ“ Medical Emergencies вЂ“ Power Failure вЂ“ Bomb Threats вЂ“ Chemical, Biological, or Radiological (CBR) Event вЂ“ Avian Flu - Terrorist Activities вЂ“ Civil Disturbance вЂ“ Workplace Violence вЂ“ Earthquake вЂ“ Hurricane and Tropical Storms вЂ“ Tornado and Severe Weather EMERGENCY RESPONSE TEAM POSITIONS AND RESPONSIBILITIES Each tenant should establish an Emergency Response (ER) Team based on the positions described below. We understand that no two buildings are alike; therefore, positions can be added to your Evacuation Team, if necessary to provide ample coverage. In some cases, tenants may want to share responsibilities in common areas on the floor. Additionally, each tenant is encouraged to establish an afterhours calling tree for contacting itsвЂ™ employees in the event of an emergency. The Emergency Response Team consists of the Emergency Person In Charge, Floor Wardens, Suite Monitors, Searchers, Special Assistants, Stairwell and Elevator Monitors, and Alternates. It is each Emergency Response Team memberвЂ™s responsibility to be familiar with the Plan, the emergency exits, and then location and operation of any available fire alarm system, equipment, and extinguishers. The following table outlines the roles and responsibilities of Emergency Response Team members. All of the following roles are appointed by you, the tenant, with the exception of the Emergency Person In Charge (EPIC) who is the most senior member of the property team on-site at the time of an emergency. Evacuation Team Member Emergency Person In Charge (EPIC) Floor Wardens Description Key Responsibilities Manages the evacuation of the entire building; the most senior property team member on-site at the time of emergency (e.g. Property Manager, Engineer, Security). Is subordinate to any local authorities upon their arrival; however, the Emergency Person In Charge (EPIC) remains in charge of all JLL obligations. Manages the evacuation of the assigned suite and common areas of the floor. Appointed by the Tenant. Is also the Suite Monitor for the assigned Suite. Provides overall management/supervision of the emergency evacuation. Handles all external (e.g. local authorities) and internal communications. Makes all decisions related to building emergencies and evacuation. Above all, has the responsibility to protect life and property. Organizes and directs the Tenant emergency Response Team for the assigned suite and common areas of the floor. Keeps the Emergency Person In Charge (EPIC) informed of absences of Tenant Emergency Response Team Members who are responsible for common areas. Ensures all common areas on their assigned Floor are evacuated. Suite Monitors Manages the evacuation of the assigned suite. Appointed by each tenant for each suite. Searchers Ensures no one is left behind. Appointed by the tenant for each suite. Appointed by Floor Warden for common areas. Aid persons requiring special assistance. Appointed by the tenant for each floor. Special Assistants Organizes and directs the Tenant Emergency Response Team for the assigned suite. Keeps property team informed of any change to the list of individuals requiring special assistance, as well as any absences or changes of the Tenant Emergency Response Team for their suite. Searches and evacuates all rooms in the assigned suite. Searches and evacuates common areas on the assigned floor. Informs the Suite Monitor when assigned area is fully evacuated. Ensures that those needing special assistance are evacuated safely. Two Special Assistants are required for every individual requiring assistance. Evacuation Team Description Key Responsibilities Member Stairwell Manages Ensures that the stairwell door is not hot to the touch and there Monitors stairwell is no smoke in the stairwell. evacuation Monitor #1: Holds the stairwell door, keeps talking to a inside suites and minimum, does not allow food and beverages into the stairwell, common areas. and ensures those evacuating stay on the right side of the Appointed by the stairwell. tenant for each Monitor #2: Stand on the stairwell landing to direct traffic flow suite. and encourages evacuees to remain calm and quiet. Appointed by the Floor Warden for common areas. Elevator Prevents use of Ensures that no one uses the elevators in an emergency. Monitors elevators. Redirects occupants to stairwells. Appointed by the tenant for each suite. Appointed by the Floor Warden for common areas. ALTERNATIVES Sufficient alternatives for each Emergency Response Team position must be assigned so that a principal or alternate is in the building at all times during working hours to supply leadership under the Plan. Coverage during vacation, sick leave, etc. must be taken into account. INITIAL ASSEMBLY AREA In the event of a full building evacuation, the property team will direct evacuees out of the building toward an initial assembly area. This procedure accomplishes two goals. 1) help provide a safe direction of travel that does not interfere with the emergency, emergency equipment, and responding emergency vehicles. 2) help prevent a back up of evacuees in the buildingвЂ™s lobby and stairwells. The initial assembly area is located far enough away from the building to allow all occupants to evacuate out of the building and relocate to an assembly area away from the emergency. Once the initial assembly area is reached, tenants may move to the tenant designated meeting location and wait for instructions from the Floor Warden or Suite Monitor. TENANT DESIGNATED MEETING LOCATION Each tenant is responsible for designating its own company meeting location for employees to congregate, in the event of a full building evacuation. The meeting place should be located well away from the building (300 ft. minimum) and provide safe refuge. After the evacuation, the Suite Monitor is responsible for taking attendance to ensure that all of their companyвЂ™s suite occupants and visitors are accounted for and should report missing individuals to the local authorities. REIT Management & Research will adhere to Federal, State, and local codes and statutes. EMERGENCY RESPONSE TEAM TRAINING Each tenant must establish an Emergency Response Team based on the positions described above. The names of team members must be kept up to date and communicated to the property manager. All members of the tenantвЂ™s Emergency Response team will be asked to attend training sessions conducted by the fire department, police department and REIT Management & Research . Training is essential to the readiness of the Emergency Response Team and will be scheduled by the property manager. Cross training is recommended to enable knowledge and role sharing among team members. This is especially important if one or more team members are unexpectedly out of the office when an emergency occurs. Cross training helps to ensure a seamless evacuation in a minimally staffed environment. EVACUATION PROCEDURE The following process outlines the procedures that the Evacuation Team will follow during an evacuation. 1. Evacuation Team receives notification of an emergency and relocation/evacuation. 2. Floor Warden ensures that the Evacuation Team reports to assigned posts and begins duties. Suite Monitors вЂ“ direct the evacuation of the assigned suite. Searchers вЂ“ search and evacuate persons from all rooms and common areas. Stairwell Monitors вЂ“ direct evacuees down a safe stairwell; ask them to discontinue talking and to stay on the right side of the stairwell. Elevator Monitors - redirect evacuees to a safe stairwell. Special Assistants вЂ“ Assist those with special needs to evacuate safely. 3. Follow relocation/evacuation instructions provided by the local authorities or the Emergency Person In Charge. 4. Evacuation Team members report the status of the evacuation, the names and locations of persons needing assistance and other issues to the Floor Warden/Suite Monitor. 5. Evacuation Team members may leave the floor when duties have been completed; or if a life threatening conditions exist. 6. Floor Wardens/Suite Monitors report the names and locations of persons needing assistance and other issues to the local authorities. 7. If a full building evacuation is required, move to the Initial Assembly Area and then relocate to the Tenant Designated Meeting Location. 8. Suite Monitors take attendance of employees and visitors at the Tenant Designated Meeting Location and report all absentees to the local authorities. 9. Return to the building when authorized by the local authorities. EVACUATION DRILLS The Management Team, often with the assistance of the fire department, conducts periodic emergency evacuation drills in accordance with the approved Plan. REIT Management & Research's evacuation drill standard includes following local code or in the absence of code at minimum, drill each tenant on each floor once per year as defined locally by fire department officials. Conducting drills will help tenants and property teams prepare for the unlikely event of a true emergency. Building occupants are urged to participate in drills and in some jurisdictions, participation is required by code. Written records of the drills and compliance results are kept on the premises readily available for inspection by the fire department. Emergency Procedures: Fire GENERAL INFORMATION The building may be fully or partially evacuated when a fire alarm signal is sounded. An effective evacuation depends on the orderly вЂ�phasingвЂ™ of floor clearance, which means that generally the fire floor is evacuated first and immediately. Generally, the next floors to evacuate should be the two floors directly above the fire floor, followed by the two floors directly below. Specific evacuation procedures vary slightly by location and code. The Emergency Person In Charge (EPIC) will be in charge of the evacuation until the fire department arrives. Building occupants must create an environment that supports cooperation with the Emergency Response Team to ensure that all employees are well informed and instructed on evacuation procedures and comply with instructions provided. PROCEDURE THE PERSON WHO DISCOVERS THE SMOKE OR FIRE SHOULD: 1. Remain Calm 2. Leave the area and if conditions are safe, close doors as exiting to prevent smoke and fire from spreading. 3. Call 911 from a safe location and report: Name Type of Emergency Location of the Fire What is Burning Company Name Physical Building Address (not building name) Floor and Suite Number Telephone Number 4. Call the Management Office from a safe location and report the fire. 5. Emergency Response Team implements the Evacuation Plan. a. Evacuate or relocate and assist all others in the immediate area b. Close doors behind you to isolate the fire c. Proceed to stairwells and listen for instructions. Never use the elevators d. Be cautious when opening doors so as not to spread the fire. Touch any door with the back of your hand to see if it is hot before opening. e. If smoke is present, stay low and crawl with your body against the floor. The clearest air is near the floor. If forced to make a dash through smoke or flame, hold your breath and cover your nose and mouth with an article of clothing. 6. Emergency Response Team follows instructions as directed by the local authorities or the Emergency Person In Charge. FIRE EMERGENCY SAFETY TIPS 1. Smoke is the number one killer in a fire. Stay low to the ground and move on your hands and knees. Smoke and noxious gases rise, so staying low can save your life. 2. Know where all emergency stairwells are located, practice exiting and count the number of doorways and hallways between your location and the fire exits. It is nearly impossible to see in a fire because of the smoke. This information helps to ensure that you will find an emergency stairwell and evacuate safely. 3. Do not accumulate quantities of discarded files or other paper trash in your office or storage area. Pay special attention to housekeeping in those departments that produce quantities of debris, such as duplication machines, mailing and receiving rooms. 4. Do not store large quantities of flammable solvents, duplicating fluids, or other combustible fluids. 5. Keep electrical appliances in good repair. Report unsafe conditions to the building office. 6. When furnishing an office, consider the fire potential of materials used in large amounts, like overstuffed chairs, settees, couches or anything that could become a combustible item. Such furnishings should be flame-proofed. 7. Where potential for fire is especially high, such as supply rooms, tenants may wish to consider installing additional fire extinguishers. GENERAL POPULATION FIRE LIFE SAFETY TRAINING In some jurisdictions, it is required by local fire code for all tenant employees to receive fire/life safety training. Where not required by code, Jones Lang LaSalle strongly encourages all tenants to participate in training. In addition, tenants should conduct their own in-house training in accordance with this Plan. Tenants may call the property manager for assistance with presentations, and to review the tenantвЂ™s company specific plan. Emergency Procedures: Hurricanes and Floods GENERAL INFORMATION When the United States Hurricane Center Issues a Hurricane Warning, the building will close well in advance of the condition becoming dangerous. REIT Management & Research will request all tenants to secure their offices and leave the premises. When a hurricane warning has been issued, it is of the utmost importance that all precautionary measures and actions are taken immediately for the protection of life and property. PROCEDURE 1. Keep abreast of weather conditions via radio or television. 2. Remove all papers, pictures, plaques, hanging objects, desktop items, and other loose objects from perimeter offices and store in interior rooms. 3. Close all doors of perimeter offices. If time permits, close all drapes and blinds. 4. LEAVE ALL INTERIOR DOORS OPEN in order to prevent atmospheric pressure problems. 5. Move all expensive equipment and important documents to interior rooms. 6. Notify the alarm company (if your company has one) of the probability of a power outage during the storm. 7. Report all flooding, leaks, fires and structural damage to the Management Office as soon as possible. Emergency Procedures: Homeland Security and Terrorist Activities TERRORIST ACTIVITIES If we experience what we believe to be a credible threat in this building, we will alert the building customer contacts. Unless authorities dictate, the decision to evacuate the premises will remain with each tenant. Ultimately, security is everyoneвЂ™s responsibility, and no security measure can completely prevent terrorist attacks. By working together, however, we hope to create a more secure environment. REIT Management & Research has a Threat Level Matrix, based on the Department of Homeland Security (DHS) threat advisory color code system. This Matrix provides a list of actionable security options available at each DHS level related to operating procedures that would restrict free and open access to the building. Some of these options include restrictions on the use of the loading dock, the parking areas, lobby control for tenants and visitors, delivery services, etc. REIT Management & Research trains its staff and the Tenant Emergency Response Team to react to emergencies to help guide tenants to safe areas in the event of a terrorist incident. If you encounter a suspicious package or substance, please remember these keys to guide your response: Isolation, Notification, and Evacuation. Isolate вЂ“ Do not attempt to move or pickup the suspicious package/substance, restrict access to the area if safe to do so. Evacuate вЂ“ Evacuate if danger is obvious, otherwise await direction from authorities. Notify вЂ“ Call 911 and contact the Management Office. The following are resources for additional information: Center for Disease Control (CDC) Emergency Response at (770) 488-7100 or http://cdc.gov/ncidod/dbmd/disea http://cdc.gov/ncidod/dbmd/diseaseinfo/anthrax_g.htm U.S. Department of Defense (DOD) at 877-438-8222 or www.anthrax.osd.mil Federal Bureau of Investigation (FBI), special information. Homeland Security Website http://www.dhs.gov/dhspublic/ Emergency Procedures: Incident Command System and Emergency Person in Charge (epic) The Incident Command System (ICS) is widely used throughout the United States by fire agencies and is increasingly used by law enforcement, first responders, and other public safety applications for emergencies and event management. The system was designed to provide clear lines of authority, clear objectives and clear communication. REIT Management & Research has incorporated the clear chain-of-command principle from the ICS in the role of the Emergency Person In Charge (EPIC). The EPIC provides a single point of contact for those handling the emergency. The Emergency Person In Charge (EPIC) is responsible for making decisions and issuing commands on behalf of REIT Management & Research during the event. The most senior member of the Management Team on site during the emergency is the Emergency Person In Charge (EPIC). If there is not a member of the Management Team on site, then the most senior security officer on site is temporarily the Emergency Person In Charge (EPIC), until a Management Team member arrives on site. The Emergency Person In Charge (EPIC) role is fluid and shifts to more senior personnel as they arrive on the scene during the course of an emergency. The EPIC is subordinate to any local authorities upon their arrival, but he or she remains in charge of all REIT Management & Research activities. Above all, the Emergency Person In Charge (EPIC) has the responsibility to protect life and property. Emergency Procedures: Medical Emergency GENERAL INFORMATION Time is extremely important in the case of a medical emergency. REIT Management & Research recommends that all tenants keep a first aid kit and emergency supplies available. THE PERSON WHO DISCOVERS THE EMERGENCY SHOULD: 1. Call 911 of the local emergency number. 2. Provide the dispatcher with the following information: Name Type of Medical Emergency Location of Medical Emergency Company Name Physical Building Address [not building name] Floor and Suite Number Telephone Number 3. Listen to the dispatcher for any additional instructions before hanging up. 4. Call the Management Office to report the emergency. The property team will open doors and hold elevators for the paramedics in order to expedite treatment. NOTE: It is crucial that the injured person is not moved. Try to keep the injured person comfortable without moving, unless a life-threatening hazard exists. FIRST AID / EMERGENCY SUPPLIES The more supplies you have on hand when an emergency occurs, the better prepared you are to deal with injuries. It is recommended that at a minimum, you have the following available in your tenant space: First aid kit Cell phone Flashlights and fresh batteries Transistor radio (battery operated) Latex gloves for blood borne pathogen protection Heavy gloves in case of broken glass Emergency Analog Telephone to connect to a facsimile line that will operate in the case of a power failure Whistles to get the attention of those around you Walking shoes to help you evacuate quickly Bottled water Light sticks (8 hour) Emergency Procedures: Pandemic Preparedness CHASE TOWER SECURITY LEVELS OUTLINE PREPARATION LEVELS There are six (6) different levels of preparation that should be planned for based upon the need and circumstance. Each level is a more heightened level of preparation. For example, if we move from a вЂњLevel 1вЂќ to a вЂњLevel 2вЂќ, Level 1 procedures will stay in place with Level 2 being in addition to Level 1. LEVEL 1 This level corresponds to the World Health OrganizationвЂ™s (вЂњWHOвЂќ) Level 1 вЂ“ вЂњLow Risk of Human CasesвЂќ. Normal business operations; however, identify a pandemic coordinator. Begin to research up-to-date, reliable pandemic information. LEVEL 2 This level corresponds to the WHO Level 2 вЂ“ вЂњHigher Risk of Human CasesвЂќ. Monitor the changes of the pandemic. Be aware of government contingency planning. Begin to assess all information available. Establish liaisons/relationships with local health officials. LEVEL 3 This level corresponds to the WHO Level 3 вЂ“ вЂњNo or Very Limited Human-To-Human TransmissionвЂќ. Order hand sanitizer at all REIT Management & Research employee work areas. Order masks and gloves for all REIT Management & Research employees. Order tissue for all REIT Management & Research employee work stations. Frequent cleaning of sidewalks to keep bird droppings at a minimum. Have internet access to building systems up and running for remote monitoring of systems. (EMS and Security systems. Fire System will not be accessible via remote monitoring.) Ensure that cleaning contractor has ample & appropriate supplies ready to clean doorknobs, stair railings, elevator buttons, and any commonly touched areas. Upon notice of limited human to human transmission, purchase 2 months supply of products (masks, gloves, hand sanitizers and sanitizer stations, tissues). LEVEL 4 This level corresponds with the WHO Level 4 вЂ“ вЂњEvidence of Increased Human to Human Transmission.вЂќ Place instant hand sanitizer stations at all entrances of building. Place instant hand sanitizer stations on all elevator lobby floors outside on stands in elevator lobbies. (Place stations on top of carpet squares to avoid damage from dripping sanitizer liquid onto carpet.) Place hand sanitizers for restrooms on countertops (antibacterial agents in hand soap currently being used in all restrooms). Place trash containers outside of restroom doors for disposal of paper towels used to open doors. Begin to educate staff and tenants on the signs and symptoms of the flu, how it is transmitted, and disseminate information regarding sneeze and cough etiquette. Provide this information in signage placed at building entrances, restrooms on all floors, and use of e-mail communications. Begin to educate staff and tenants on вЂњSocial DistancingвЂќ. This will include: Discourage congregating with large numbers of people. Encourage telephone communication when possible. Avoid shaking hands with others. Stay a minimum of 3 feet apart from another person. Social Distancing will be encouraged by: Posting signage at entrances of building E-mail Correspondence with Tenants and Employees Post signage in restrooms encouraging frequent washing of hands. Post signage at dock and entrances requiring all vendors and delivery personnel to wash their hands prior to entering building. prior to entering building. Post signs in elevators encouraging use of hand sanitizers in elevator lobbies. (Hand sanitizing stations in elevator lobbies.) Mandate hand washing by cafeteria employees. Mandate that REIT Management & Research & subcontract security employees wipe down all keyboards, phones, desk tops and work stations prior to the start of their shifts. (Including security posts for all security personnel.) Activate internet access to building systems. LEVEL 5 This level corresponds with the WHO level 5- вЂњEvidence of Significant Human to Human TransmissionвЂќ. Raise stock levels of certain, necessary supplies. Continue disseminating materials covering pandemic basics (as described in Level 4). Continue disseminating materials and supplies in common areas for strategies to minimize the spread. Work with cleaning contractor to step up sanitization process in restrooms, door handles, elevator buttons. LEVEL 6 This level corresponds with the WHO level 6 вЂњEfficient and Sustained Human to Human TransmissionвЂќ. Request that ChaseвЂ™s Urban Market close Request that Better Bodies close Mandate use of sick time when 3 of the 5 symptoms are present (Must discuss with REIT Management & Research Human Resources Department.) Consider limiting points of access and implementing health screening stations. Do not permit contractors into building when 3 of the 5 symptoms are present. Stay in frequent contact with local health authorities to be aware of procedures being implemented by city and state officials that will impact the property. Stay in frequent contact with utility companies to understand their ability to respond to issues impacting the property. Communicate frequently with staff members to stay informed of their work status and to communicate other matters related to the pandemic. Communicate frequently with tenants (emails, emergency contacts) to make sure that they are aware of any staffing issues (response time levels may be impacted) and to inform them of any known exposure from the building staff members. NOTE: Notwithstanding the foregoing, in the event that the pandemic has been identified in the building, we will automatically activate Level 6 of our Contingency Plan. Indiana Indiana Pandemic and Avian Flu Information Indiana State Board of Animal Health 805 Beachway Dr., Suite 50 Indianapolis, Indiana 46224 Phone: (317) 227-0300 Fax: (317) 227-0330 Web: http://www.boah.in.gov Division of Fish & Wildlife Indiana Department of Natural Resources 402 West Washington Street, Room W-273 Indianapolis IN 46204 Phone: (317) 232-4091 Fax: (317) 232-8150 Web: http://www.state.in.us/dnr/fishwild Indiana State Department of Health 2 North Meridian Street Indianapolis, IN 46204 Phone: (317) 233-7400 Fax: (317) 233-7387 Web: http://www.in.gov/isdh/ Emergency Procedures: Power Failure GENERAL INFORMATION In the event the building sustains a power failure, emergency lighting should be available in the stairwells. Stairwell emergency lighting is powered by either a battery back-up system or emergency generator. Generally, HVAC equipment, lights, outlets, most elevators and telephone equipment will not be operational, however, check with the property team to become familiar with the systems that are in place at your building. PROCEDURE 1. The property team will contact the electric company to attempt to find out the cause of the outage and the anticipated duration of the outage. 2. Turn off all appliances, computers and other equipment. If equipment is turned on and a power surge occurs, the surge may damage equipment. 3. Floor Wardens and the Emergency Response Team meet in the elevator lobby to determine if any people are trapped in the elevators. If so, ask the occupants to remain calm and determine if anyone is injured. Let them know that you are requesting assistance. Call 911 if people are injured or in danger. Floor Wardens contact the Management Office and inform them of the entrapment, status and location of the elevator car. 4. Elevator Monitors stay in contact with the trapped individuals until assistance arrives. Reassure them that assistance is on the way. 5. If the power outage becomes lengthy (an hour or more) and the electric company does not know how long the power will be out, the property team will provide information and direction to the tenants. Reassure them that assistance is on the way. The building may close for business. [See the Evacuation Section of this Guide.] 6. The Emergency Response Team reports to their posts and prepares to evacuate the floor according to the Evacuation Plan when notified by the Floor Warden. Emergency Procedures: Severe Weather Or Tornado GENERAL INFORMATION The U.S. Weather Service reports the movement of severe weather that may present a threat to metropolitan areas. Severe weather includes but is not limited to thunderstorms, tornados, windstorms, snowstorms, etc. If a tornado warning has been issued by the weather service, a tornado siren may sound in your area to notify you that a tornado warning is in effect. If an alert for severe weather is announced by the U.S. Weather Service: 1. The Emergency Response Team should move all occupants away from the perimeter of the building instructing tenants to close perimeter doors when exiting. 2. If time permits, close all drapes and blinds. 3. Take cover in core areas of the building such as interior offices, hallways, corridors, or restrooms away from glass doors and windows. 4. When the all clear is announced, the Emergency Response Team will direct employees to return to regularly scheduled duties. 5. Call 911 and notify the Management Office of injuries. [See the Medical Emergencies section of this Guide] 6. Report any damage such as broken windows, leaks, or fire to the Management Office. 7. Tenants should maintain an inventory of first aid and emergency supplies to be used during severe weather. [See the Medical Emergencies вЂ“ First Aid/Emergency Supplies section of this Guide.] Emergency Procedures: Toxic Hazards If there is a toxic spill or exposure, PROCEDURE 1. Proceed immediately to an area where you are no longer exposed. 2. Call 911 or the local emergency number. 3. Provide the dispatcher with the following information: Name Type of Emergency Company Name Physical Building Address [not building name] Floor and Suite Number Telephone Number 4. Listen to the dispatcher for any additional instructions before hanging up. 5. Call the Management Office. 6. Remain calm. Take appropriate action to contain the hazard; close doors behind you, and always follow all safety procedures when working with toxic materials. Emergency Procedures: Workplace Violence Violence in the workplace is a serious safety and health issue. Its most extreme form, homicide, is the third-leading cause of fatal occupational injury in the United States. Workplace violence can strike anywhere. However, some workers are at increased risk, such as those who: Work with cash Deliver passengers, goods, or services. Work alone or in small groups. Work during late night or early morning hours. Work in high-crime areas. Work in community settings and homes where they have extensive contact with the public. If you observe an incident of workplace violence: Do not attempt to confront or stop the perpetrator. Quietly move out of the area and signal others to follow. Call 911 from a safe area. Call the Management Office from a safe area. Alert supervisors and individuals working on the floor and ask them to move out of the office to a safe location until the local authorities have the situation under control. For more information on workplace violence, please reference the following web sites: http://www.osha.gov/SLTC/workplaceviolence/index.html http://www.cdc.gov/niosh/violcont.html Introduction: Welcome On behalf of building ownership and the entire building staff, we extend a warm welcome to Chase Tower. We are delighted to have you as our customer and will do everything possible to make your tenancy enjoyable and rewarding. The purpose of the Tenant Handbook is to give all tenants at Chase Tower a complete understanding of how to access and utilize the wide array of services at your disposal. As your Property Manager, REIT Management & Research takes great pride in being able to provide its tenants with the very best in building amenities and personalized service. The Tenant Handbook is comprised of topics that are of importance to all tenants, including General Building Information, Property Administration, Building Services, Security & Life Safety, Tenant Relations, Building Rules & Regulations and Risk Management. We trust that you will find the Tenant Handbook to be a helpful and valuable tool during your tenancy at Chase Tower. We strive to provide our tenants with вЂњworld classвЂќ service satisfaction. To this end, please do not hesitate to contact the Management Office for assistance should the need arise. Communication is the most crucial element in implementing the policies and procedures in this guide. To ensure effective communication, REIT Management & Research requests that you designate a вЂњtenant representativeвЂќ to be the contact between your company and the Management Office staff. Your tenant representative will be responsible for making requests or reporting problems as well as conveying important information from the building office to your employees. Introduction: About REIT Management and Research Management & Research LLC (RMR) is a private company that primarily manages publicly traded companies. Since its founding in 1986, RMR has grown from managing one public company with less than $100 million in assets to eight public companies with approximately $21.5 billion in assets as of June 30, 2012. In combination, the companies managed by RMR generated over $12 billion in annual revenues and employed approximately 46,000 people as of June 30, 2012. Five of the companies managed by RMR are real estate investment trusts (REITs). In combination, these five REITs own approximately 1,650 commercial properties with 145 million square feet which are located in 46 states, Washington, D.C., Puerto Rico, Canada and Australia. The major property types include office, industrial, hotel, senior living and travel centers. RMR also manages some retail, apartment and self-storage properties. Introduction: About Chase Tower Rising 48 stories, this iconic, Class A Tower offers un-parallel views of the city along with a recognizable and prestigious address on the historic Monument Circle. In addition to the vibrant downtown district, Chase Tower, the tallest and most prominent building in Indianapolis, offers a striking grand lobby entrance clad in marble, highly efficient floor plates and an abundance of on-site and nearby amenities, as well as easy access to Interstates 65 and 70 and the Indianapolis International Airport. Introduction: Operating Instructions Navigation You move through The Electronic TenantВ® Handbook just as you would a traditional Internet site. ItвЂ™s as simple as pointing and clicking. The main page features a Table of Contents that provides links to each Chapter. Upon entering a Chapter, you will find links to the specific information provided in that chapterвЂ™s Sub-Sections. You may return to the Table of Contents or Chapter Overview at any time by clicking the clearly labeled link on every page. Special Features This Electronic TenantВ® Handbook has special features, such as a warning system and Search engine. In order to take advantage of these useful features, you must have Adobe Acrobat Reader installed on your computer. This software is free and easy to use, and can be obtained by clicking here. Updates The Electronic TenantВ® Handbook is updated on a regular basis, so please be sure to periodically check for updates and new information. If you are having trouble accessing the Electronic TenantВ® Handbook or need assistance, please e-mail or call the Management Office. Policies and Procedures: Alterations and Remodeling Alterations to tenant suites require the approval of the Management Office. Requests to make alterations should be sent in writing to the Management Office. Only contractors approved by the Management Office can perform alterations. All construction contractors including general, electrical, plumbing and phone contractors must register with the Management Office at least one week prior to performing any work in the building. Installing or maintaining systems that affect the buildingвЂ™s infrastructure, such as HVAC equipment, electrical, or communication equipment, computer or alarm systems, power or fire protection, must also be coordinated with and approved by the Management Office. Policies and Procedures: Contractors See Building Sevices, Forms section of website Policies and Procedures: General Rules and Regulations 1. Sidewalks, doorways, vestibules, halls, stairways and other similar areas shall not be obstructed by Tenant or used by Tenant for any purpose other than ingress and egress to and from the Premises. No rubbish, litter, trash, or material shall be placed, emptied, or thrown in those areas. At no time shall Tenant permit TenantвЂ™s employees to loiter in Common Areas or elsewhere about the Building or Property. 2. Plumbing fixtures and appliances shall be used only for the purposes for which designed, and no sweepings, rubbish, rags or other unsuitable material shall be thrown or placed in the fixtures or appliances. 3. No signs, advertisements or notices shall be painted or affixed to windows, doors or other parts of the Building, except those of such color, size, style and in such places as are first approved in writing by Landlord. All tenant identification and suite numbers at the entrance to the Premises shall be installed by Landlord, at TenantвЂ™s cost and expense, using the standard graphics for the Building. Except in connection with the hanging of lightweight pictures and wall decorations, no nails, hooks or screws shall be inserted into any part of the Premises or Building except by the Building maintenance personnel without LandlordвЂ™s prior approval, which approval shall not be unreasonably withheld. 4. Landlord may provide and maintain in the first floor (main lobby) of the Building an alphabetical directory board or other directory device listing tenants, and no other directory shall be permitted unless previously consented to by Landlord in writing. 5. All contractors, contractorвЂ™s representatives and installation technicians performing work in the Building shall be subject to LandlordвЂ™s prior approval, which approval shall not be unreasonably withheld, and shall be required to comply with LandlordвЂ™s standard rules, regulations, policies and procedures, which may be revised from time to time. 6. Movement in or out of the Building of furniture or office equipment, or dispatch or receipt by Tenant of merchandise or materials requiring the use of elevators, stairways, lobby areas or loading dock areas, shall be restricted to hours reasonably designated by Landlord. Tenant shall obtain LandlordвЂ™s prior approval by providing a detailed listing of the activity. If approved by Landlord, the activity shall be under the supervision of Landlord and performed in the manner required by Landlord. Tenant shall assume all risk for damage to articles moved and injury to any persons resulting from the activity. If equipment, property, or personnel of Landlord or of any other party is damaged or injured as a result of or in connection with the activity, Tenant shall be solely liable for any resulting damage or loss. 7. Landlord shall have the right to approve the weight, size, or location of heavy equipment or articles in and about the Premises, which approval shall not be unreasonably withheld. Damage to the Building by the installation, maintenance, operation, existence or removal of TenantвЂ™s Property shall be repaired at TenantвЂ™s sole expense. 8. Corridor doors, when not in use, shall be kept closed. 9. Tenant shall not: (1) make or permit any improper, objectionable or unpleasant noises or odors in the Building, or otherwise interfere in any way with other tenants or persons having business with them; (2) solicit business or distribute, or cause to be distributed, in any portion of the Building, handbills, promotional materials or other advertising; or (3) conduct or permit other activities in the Building that might, in LandlordвЂ™s sole opinion, constitute a nuisance. 10. No animals, except those assisting handicapped persons, shall be brought into the Building or kept in or about the Premises. 11. No inflammable, explosive or dangerous fluids or substances shall be used or kept by Tenant in the Premises, Building or about the Property, except for those substances as are typically found in similar premises used for general office purposes and are being used by Tenant in a safe manner and in accordance with all applicable Laws, rules and regulations. Tenant shall not, without LandlordвЂ™s prior written consent, use, store, install, spill, remove, release or dispose of, within or about the Premises or any other portion of the Property, any asbestos-containing materials or any solid, liquid or gaseous material now or subsequently considered toxic or hazardous under the provisions of 42 U.S.C. Section 9601 et seq. or any other applicable environmental Laws which may now or later be in effect. Tenant shall comply with all Laws pertaining to and governing the use of these materials by Tenant, and shall remain solely liable for the costs of abatement and removal. 12. Tenant shall not use or occupy the Premises in any manner or for any purpose which might injure the reputation or impair the present or future value of the Premises or the Building. Tenant shall not use, or permit any part of the Premises to be used, for lodging, sleeping or for any illegal purpose. 13. Tenant shall not install, operate or maintain in the Premises or in any other area of the Building, electrical equipment that would overload the electrical system beyond its capacity for proper, efficient and safe operation as determined solely by Landlord. Tenant shall not furnish cooling or heating to the Premises, including, without limitation, the use of electronic or gas heating devices, without LandlordвЂ™s prior written consent. Tenant shall not use more than its proportionate share of telephone lines and other telecommunication facilities available to service the Building. 14. Tenant shall not operate or permit to be operated a coin or token operated vending machine or similar device (including, without limitation, telephones, lockers, toilets, scales, amusement devices and machines for sale of beverages, foods, candy, cigarettes and other goods), except for machines for the exclusive use of TenantвЂ™s employees and invitees. 15. Bicycles and other vehicles are not permitted inside the Building or on the walkways outside the Building, except in areas designated by Landlord. 16. Landlord may from time to time adopt systems and procedures for the security and safety of the Building, its occupants, entry, use and contents. Tenant, its agents, employees, contractors, guests and invitees shall comply with LandlordвЂ™s systems and procedures. 17. Landlord shall have the right to prohibit the use of the name of the Building or any other publicity by Tenant that in LandlordвЂ™s sole opinion may impair the reputation of the Building or its desirability. Upon written notice from Landlord, Tenant shall refrain from and discontinue such publicity immediately. 18. Landlord shall have the right to designate and approve standard window coverings for the Premises and to establish rules to assure that the Building presents a uniform exterior appearance. Tenant shall ensure, to the extent reasonably practicable, that window coverings are closed on windows in the Premises while they are exposed to the direct rays of the sun. 19. Deliveries to and from the Premises shall be made only at the times, in the areas and through the entrances and exits reasonably designated by Landlord. Tenant shall not make deliveries to or from the Premises in a manner that might interfere with the use by any other tenant of its premises or of the Common Areas, any pedestrian use, or any use which is inconsistent with good business practice. Policies and Procedures: Insurance Protection Contractors and Vendors: Please see the Contractor and vendor Rules and Regulations or refer to your lease document for the specific insurance requirements a tenant must maintain. Tenants: Please refer to your tenant lease for the specific insurance requirements. Policies and Procedures: Moving Procedures All tenant movesвЂ”into, out of, or within the buildingвЂ”must be coordinated with the Management Office. Please notify the Management Office of your proposed moving date and to schedule the freight elevator. The moving company must provide a certificate of insurance to the Management Office at least five days prior to the day of the move. REIT Management & Research also requires that the moving company provide protection for building floors, walls and elevators during loading and unloading. If you are not using a moving company, please call the Management Office for assistance in coordinating the use of the elevator and protection of floors, walls and elevators. In general, moves must be undertaken during non-business hours to simplify access to the building and minimize any disturbance to other tenants. If this is inconvenient, the Management Office will attempt to accommodate your schedule in every way possible. Policies and Procedures: Smoking Chase Tower maintains a no smoking policy throughout the building, including all common areas, the lobby, restrooms, stairwells and elevators. Please do not smoke at building entrances. Policies and Procedures: Vendor Insurance Requirements See contractor vendor rules and regulations form It is REIT Management & ResearchвЂ™s policy that all vendors and contractors providing moving services, remodeling, painting, construction, etc. to the building tenants provide the Management Office with evidence of the following: WorkerвЂ™s Compensation within statutory limits for the state, with employerвЂ™s liability of $1,000,000. Comprehensive General Liability insurance that includes coverage of operation, elevators, and products, including personal injury and property damage and shall designate the assumptions of liability under performance of the act of moving. Such insurance shall be in limits of no less than $3,000,000 per occurrence. A certificate of insurance naming the Owner, Asset Manager, Landlord and Tenant as additional insuredвЂ™s must be furnished to the Management Office before any work can be performed on the premises or before items can be moved onto or off of the premises. Please contact the Management Office for the exact names to be included in the certificate. If your vendor is unwilling to provide the required certificate, they may be denied access to the building.