Tenant handbook - Fothergill House

Tenant handbook

Fothergill House | July 2019

Introduction

The Landlord and Knight Frank LLP strive to provide excellence in its property What does it contain?
management services along with co-operation by all the occupiers in order
achieve this. The Handbook contains useful factual information and the house rules which
constitute "Regulations" for the purposes of your lease. Its principal objectives are to:
The purpose of this handbook is to:
 Ensure the efficient running of the Building in compliance with all relevant health,
 Provide information on how Fothergill House functions on a day to day basis. safety and other statutory requirements.

 Highlight those areas where occupiers’ co-operation is required by the Landlord  Minimise any disruption or annoyance to yourselves or other occupiers of the
and/or their managing agents relative to health, safety and welfare issues. Building and;

 Provide guidance to occupiers on measures that can be taken to safeguard  Ensure that your experience in Fothergill House is rewarding for both your
property, by the proper control of contractors. company and your staff.

 Provide general information regarding the Insurances arranged by the Landlord
and the procedures for reporting any loss, damage, accident or other incidents.

 Provide occupiers with environmental information relevant to Fothergill House.

We are confident that occupiers will appreciate our objectives and will co-operate
with us and our managing agents in achieving this. Success is clearly in our mutual
interests.

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This Handbook may be updated from time to time.
Changes to it will be notified to you in writing.

Nothing contained in this handbook shall in any way
affect the provisions of any statutory regulations, in
particular:

 Health and Safety at Work Etc. Act 1974

 Environmental Protection Act 1990

 Regulatory Reform (Fire Safety) Order 2005

 Equalities Act 2010

NOTE: It is most important that you take note of
any communication from the landlord or the
managing agents which adds to or amends the
Handbook, and place it with the original of this
Handbook for reference.

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Your Alex Billington Building Address
TEAM Management Surveyor Fothergill House
E: [email protected] 16 King Street
T: +44 121 2340 340 Nottingham
NG1 2AS
Chris Adams
Facilities Manager Landlord
E: [email protected] Nottingham City Council
T: 07816 640605
Managing Agent
Knight Frank LLP
1 Colmore Row
Birmingham
B3 2BJ

Out of Hours Helpdesk
E: [email protected]
T: 01480 484901

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David Charlton Anthony Watson
Partner, Property Asset Director of Facilities Management
Management E:
E: [email protected]
[email protected] T: +44 161 696 8571
T: +44 121 234 0337

Matthew Fletcher
Management Accounts
E:
[email protected]
T: +44 2038 667 815

The Building Management Team are responsible for the operation and control of the building common area, plant
equipment and maintenance, for all common area security, safety and emergency procedures, drills and
evacuations and all other building excluding tenant’s premises.

Tenants are however, responsible for security, lighting, small power, fabric, repairs, general maintenance and
cleaning within their demised premises.

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“KNIGHT FRANK HAS BEEN A SIGNIFICANT CONTRIBUTOR TO OUR
SUCCESS IN ATTRACTING TENANTS FROM NOT ONLY THE WEST
END AND CITY BUT FURTHER AFIELD.

ITS TEAM IS DEDICATED TO MORE LONDON AS A WHOLE WITH A
COMMITTED COMMON OBJECTIVE NO MATTER IN WHICH OFFICE

Access and amenitiesA PARTICULAR INDIVIDUAL BE BASED.”
Fergus Low, More London Development Ltd

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Access
to site

Operating Hours If you have any medical concerns/conditions, which
Fothergill House is a manned site and is accessible may put you at risk when working alone, you should
during the hours of contact your HR Department.

Monday - Friday 06.00hrs - 00.00hrs Access / Security
Saturday - 07.00hrs - 16.00hrs The main office entrance is located on King Street

For additional out of hours services please contact New Occupiers
building reception. Occupier’s staff should be encouraged to retain their
building pass with them at all times as emergency
Access situations can arise, e.g. building evacuation, when
possession/presentation of a building pass will speed
Access to the site is controlled through the main their return to the building.
reception door access control/intercom system.
Tenants must take responsibility for ensuring that the Visitors / Temporary Staff
site remains secure during these times and be aware of Visitors/Temporary staff entering Fothergill House will
tail gating, which should be reported to building be required to sign in at building reception.
reception.

Working Alone (out of sight/Hearing of
Colleagues)
If you are working alone, (out of sight / hearing of
colleagues) after hours on weekdays or anytime at the
weekend, you should inform the building reception of
your telephone number and location.

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Access for Contract Cleaners Couriers/deliveries must not be taken to the floors
without occupiers’ authorisation.
All contractor cleaners are admitted in and out of
Fothergill House via the main entrance. Any changes to Keys
regular cleaning staff should be notified direct to the
Facilities Manager. The cleaners will then access the To afford security staff necessary access to all parts of
tenant’s floor via the appropriate passenger lift. the building, to deal with any emergency situation
Cleaners must not loiter in the reception area nor must arising, a comprehensive set of keys and access control
personal belongings be left in the common parts. The cards, including those to tenants’ demises, is
landlord & Building Management team cannot accept maintained on site.
liability for any personal items left in these areas.
The locks fitted to doors leading to fire access routes,
Contractors must not allow others to gain entrance lobbies and staircases of whatever type (push bar,
and must refer any person attempting to enter the glass bolt, break glass key access etc.) are approved
property, to the Facilities Manager. under Fire Regulations. They are Landlord’s property
and maintained by them. In the interests of the safety
Please Note - A Permit to Access/Permit to Work will of all persons within the building they must not be
not normally be refused, but the contractor requires altered or tampered with in any way. Any difficulties
such to access Fothergill House. Major on going works with such locks must be reported, without delay, to the
for tenants are to be agreed with Facilities Manager on Facilities Manager. Failure to do so could jeopardise
access permits and tenants being in attendance while lives in the event of any emergency and security of the
work is carried out. building.

Please note there are no facilities for contractors to
park on site.

Access for Couriers

All couriers should gain access via the main entrance.
For security reasons couriers should be asked to
remove any crash helmets or other headgear.

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Access
control

Access to Fothergill House is controlled at all times. their staff including where a card is mislaid or retained
by an individual after leaving their employment.
Access cards Misuse of a card by any Tenant’s staff may result in a
Occupiers will be issued with a Fothergill House access charge being issued for any replacements required.
card
The Facilities Manager carries out periodic checks on
The access card is a proximity card, with readers placed access card holdings.
close to the access/egress point. Each card is
individually programmed and allows those permitted
access through the main front door, car park entrance
and entrance to the basement lift lobby. The initial
issue of access cards is made at the time tenants
occupy their demise. Tenants are required to notify
building reception in advance of the arrival of any new
staff members and make arrangements for the issue of
an access card immediately prior to new members
starting work. Tenants must also advise building
reception of staff who are leaving their employment
and ensure that the relevant card is returned and
voided. Tenants will be held responsible for all matters
arising out of the misuse of an access card issued to

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Car parking /
vehicle Access

Fothergill House has number parking bays for use by licence agreement.
the tenants as set out in their leases. The car park is General Car Parking Enquiries
available to authorised users only and only designated All enquiries regarding parking should be directed to
spaces or shared visitor spaces should be used. the Facilities Manager

Owners leave their cars entirely at their own risk. The Visitor/Contractor Parking
Landlord and Knight Frank LLP accept no responsibility Visitors and contractors are not allowed to use the car
for any damage or theft to property or vehicles left in park unless by prior agreement with the Facilities
this area. Manager.
Motorcycles and Bicycles
Tenants are required to observe all speed restrictions Secure bicycle parking is available in the basement.
and keep clear or other signage. Both areas are accessed from the central stair core.

Car park spaces are not to be used for general storage
without prior permission of the Facilities Manager.

Any damage to surfaces, lack of lighting or other
deficiencies should be notified to the Facilities
Manager as soon as possible so that suitable repairs
can be undertaken.

Car Park Temporary Licences

The car parking is managed by the Land Lord; car
parking spaces are available to tenants by separate

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Deliveries &
collections

All deliveries and collections must be made through be necessary to agree the precise route of entry and Responsibilities for Loss or Damage
the front entrance and transferred immediately to a ensure that parts of the building susceptible to
suitable storage area. Use of the common areas for damage are adequately protected. All protection works Neither the landlord, its managing agents, security and
storage is not permitted. are to be carried out at the expense of the tenant, and, reception staff, nor their representatives can be held
if necessary, a schedule of condition will be prepared responsible for any loss or damage, which may occur
Tenants must ensure that delivery vehicles do not by the management team to avoid any disputes to any items or goods delivered to the building or to
cause obstructions to the service road or traffic routes. concerning any damage. Deliveries will only be those items or goods during attempted delivery to the
Road markings and no parking areas must be conveyed to and from the floor by using the building.
observed at all times. appropriate lift/stair.

Use of fork lift trucks and other similar vehicles is not Stairwells can only be used after out hours – subject
permitted in the common areas without prior to prior agreement with the Facilities Manager – and
agreement. adequate protection should be put in place.

Repairs for damage to the service roads caused by Food Deliveries
goods deliveries may be charged.
Food deliveries (both bulk and “takeaway”) will be
Bulk Deliveries treated in the same manner as other bulk deliveries, i.e.
delivered to your floor via the lift/stair.
Where bulk deliveries are being arranged which could
cause damage to the fabric of Fothergill House, it will

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Welfare
facilities

Welfare facilities are located within the tenants
demises only.

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The following areas service the building as a whole and associated costs are service
included in the service charge for the building. Tenants have no rights of areas
access to these areas other than those given in their lease.
 Service shafts Tenant Handbook | Fothergill House 13

 Fire and other staircases not otherwise demised

 Building maintenance personnel rooms

 Cleaners rooms

 General stores

 Plant rooms

 Roof areas

 Risers

Tenants are required to maintain free access and allow the landlord and
their agents / contractors passage through their demise to undertake
inspection and maintenance of landlord areas and plant.

No smoking
policy

All parts of Fothergill House have been designated a
“no smoking” area. For the avoidance of doubt this
includes reception, the basement car park, the stairs,
lifts and toilet areas, service yard and all areas classed
as covered or substantially covered as set out in the
Smoke Free (Premises and Enforcement) Regulations
2006.
Smoking is permitted outside and away from the front
entrance.
This prohibition includes the use of electronic
cigarettes.
Occupiers should not permit their staff to smoke
immediately outside the entrance to Fothergill House
or around the perimeter of Fothergill House. The
reception staff and security have instructions to ask
anyone smoking immediately outside to move away.
Smoking within the areas mentioned above, or within
the immediate entrance to site will be in direct
violation of the Smoke Free (Premises and
Enforcement) Regulations 2006.

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cleaning &
refuse collection

Cleaning Refuse Collection
A waste disposal area is provided in the rear service
The landlord arranges for the cleaning of the common yard. Tenants are responsible for waste collections.
areas. Any comments should be referred to Fothergill
House management team. Refuse is collected from the waste storage area within
the car park. The tenant’s cleaning contractor will be
The landlord also arranges external window cleaning responsible for bringing the refuse down from their
and the cleaning of internal glazed areas to the floor. The refuse will be dropped off in sealed coloured
common parts. Frequencies are made clear in lease or clear bags as appropriate to distinguish the type of
documents. waste and placed in the appropriate bin.

Occupiers are responsible for the cleaning of the It is the Tenant's responsibility under the
tenanted areas including the internal side of the outer Environmental Protection Act 1990, Section 34, Code
windows within their demised areas. For details about of Practice (Duty of Care), to ensuring that all waste
frequencies please contact your facilities representative leaving their premises is securely sealed in
or your lease. bags/containers. Any items such as chemical
containers, medical waste, etc. that are not ‘mixed
office waste’ should be clearly labelled.

Please ensure that any cleaners appointed directly by
you are made aware of the Code of Practice.

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Adverse weather
conditions

The Building Management will make all reasonable
attempts to respond to reports of severe adverse
weather conditions. All tenants should be mindful of
the risk of slips during wet weather, snow or ice and
take extra care at these times.
Subject to supply, external roadways, service areas and
footpaths that form part of the property will be gritted
when there is adequate warning of ice or snow.
Matting is provided in reception to minimise the
spread of water into the building.

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helpdesk &
Maintenance requests

Logging a Helpdesk Request Helpdesk Procedure Reactive Works Review / Trend Analysis

All out of hours building maintenance requests for A landlord helpdesk request is raised and passed to Regular review of these sheets is undertaken by
landlord areas are to be logged with the helpdesk the relevant contractor. Upon completion of the work, Building Management confirming volume of works
facility. This is for the areas which are managed by the the request sheet is signed to confirm the job is instructed, completion within agreed SLAs and trend
Landlord’s contractors and not for the separate complete. The helpdesk will then confirm back to the analysis to enable more proactive management of the
contracts organised by tenants in respect of their tenant once the job is complete. services.
demise. Contact for tenant contractors will be via the
channels set out within their individual contracts.

To contact the helpdesk email:
[email protected]

Or phone 01480 484901

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Lifts

All lifts are available on a 24 hour basis. Building Lift Service Provider Response
Management is responsible for the maintenance of all
lifts with 24 hours, 365 days per year breakdown and Lift engineers will release the lift occupants as quickly
repair facility. as possible. No attempt should be made to leave the
car until the lift engineer has confirmed that it is safe
To gain the best possible service from the lifts, the to do so.
doors should never be obstructed and only the lift
landing button in the chosen direction of travel be
operated. Any faults noticed by a tenant should be
reported to reception or security immediately.

Lifts are not to be used in an emergency evacuation.

There are 2 passenger lifts.

Lift Failure

All lifts within Fothergill House are fitted with
emergency alarms which give direct contact with the
lift contractor which is manned 24 hours per day,
everyday. Anyone trapped in a lift should press the
alarm call button.

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“KNIGHT FRANK HAS BEEN A SIGNIFICANT CONTRIBUTOR TO OUR
SUCCESS IN ATTRACTING TENANTS FROM NOT ONLY THE WEST
END AND CITY BUT FURTHER AFIELD.

ITS TEAM IS DEDICATED TO MORE LONDON AS A WHOLE WITH A
COMMITTED COMMON OBJECTIVE NO MATTER IN WHICH OFFICE

Health & safetyA PARTICULAR INDIVIDUAL BE BASED.”
Fergus Low, More London Development Ltd

Tenant Handbook | Fothergill House 19

health & safety
policy

The Landlord, Knight Frank LLP and Fothergill House Landlord’s Objectives Landlord’s Responsibility
Management Team are committed to providing and The Landlord's objectives are to: Responsibility for Health and Safety matters on behalf of the
maintain a healthy and safe work environment for tenants  Provide a safe and healthy working environment for all Landlord is exercised by the Facilities Manager and the
and visitors. Landlord's contractors. The Facilities Manager is also
persons working or having business within the building. responsible for Tenants’ observance. Jointly they are
The Building Management team (in addition to their responsible for:-
statutory obligations for Health and Safety), do their utmost,  Ensure the safe and efficient operation of the building by  Fire, bomb or hazardous substance spillage etc,
as a matter of policy to ensure the building provides a safe the prevention of accidents to individuals and damage to
and secure working environment, where to the best of their property. emergency procedures and actions.
abilities potential sources of danger are eliminated or
controlled.  Minimise nuisance to all tenants and their staff.  Safety training.

In order to fulfil this policy the Landlord requires the co-  Ensure all products brought into or used within the  Housekeeping inspections.
operation of every member of the building and tenant's staff. Landlord's and Tenant's demises are safe and appropriate
for their proposed use and maintain a register of all such  Regular review of all building instructions and procedures
products to ensure all Health and Safety Executive especially with regard to Health and Safety.
recommendations and requirements (control of
substances hazardous to health Regulations 1988 in  Investigation of accidents, dangerous occurrences and
particular) are met and observed. reported hazards and any necessary remedial action.

 Ensure contractors appointed by the Landlord or Tenant
do not jeopardise the safe working environment policy of
the building.

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Reporting Faults and Problems Types of Hazard and Risk General Office Hazards
Various individual risks, hazards and occurrences which  Jagged/sharp edges to furniture and equipment
All discoveries, happenings or occurrences which may be minor in their own right but which combined
endanger or appear likely to endanger the safety or with others could become a major problem include:-  Unsuitable positioning of furniture and equipment
security of the building fabric or occupants or which is
damaging or likely to cause damage to the building, its Fire Risks  Worn, uneven or slippery floor coverings
contents or occupants must be reported to the  Accumulation of combustible waste
Facilities Manager immediately.  Unsuitable stacking of items
 Propped-open or non-closing Fire Doors
 Spillage and broken glass/china
 Obstruction of Fire Doors/corridors or stairways
Carelessness by Staff
 Non-essential electrical equipment left switched on  Attempting to repair equipment without training
overnight
 Misuse or abuse of machinery/equipment
Electrical Defects
 Worn cables or loose connections  Attempting to lift/move heavy objects

 Multiple connections to power sockets The above list is not totally comprehensive but
intended as an indication of how and where problems
 Faulty electrical wiring can and do arise.

 Trailing cables

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Statutory duties
Of occupiers

All occupiers are reminded of their statutory obligations
under numerous statues affecting employment, including
the Health & Safety at work Act 1974, Regulatory Reform
(Fire and Safety) Order 2005 and the Management of
Health & Safety at Work Regulations 1999. These
statutes place responsibilities upon employers and
employees alike.
The legislation is wide ranging and we would advise that
any queries concerning occupiers’ responsibilities are
addressed to Building Management.
In order to confirm that those obligations that from part
of your lease and in order that the landlord may fulfil
their duty to ensure the safety of other occupants you
may be requested to provide evidence of compliance
with relevant statutory obligations on an annual basis.

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Asbestos notified in advance of the intention to remove any Particularly you are asked to ensure that:
ACMs and provided with evidence that these  Hot water is heated to at least 60oC and delivered
All reasonable measures have been taken to determine regulations are being complied with.
the presence or likelihood of asbestos containing between 50 and 60oC
materials (ACMs) being present at Fothergill House Water Hygiene
Unless it has been specifically confirmed by survey that Knight Frank shall ensure that a sufficient supply water  The condition of water storage tanks is checked
no ACMs are present, tenants should presume that is provided for all tenants and that the quality of every 6 months
ACMs are present in their demise and arrange further stored water is monitored and maintained. Access
surveys to satisfy their legal responsibilities. may be required into your demise to check that good  Showers are cleaned and de-scaled quarterly.
Contractors should be advised accordingly. water quality is maintained. A copy of the legionella
risk assessment undertaken on behalf of the landlord is  Taps are kept clean and any build-up of scale is
Surveys undertaken on behalf of the landlord have available from the Facilities Manager. removed.
been conducted and the findings of those assessments Tenants shall be responsible for maintaining any water
are available from the Facilities Manager. A copy of outlets and associated tanks, calorifiers or heating  All infrequently used outlets are flushed weekly.
the asbestos register is available at the Facilities vessels within their demise to ensure that harmful
Manager office. bacteria does not enter the common water system. At the start of your tenancy, you are advised to flush
all outlets for at least two minutes before they are
A permit to work will be required for any work on or in used.
the area immediately surrounding known ACMs.

The removal of any ACMs from the building must be
carried out in accordance with the Asbestos at Work
Regulations 2012. The Facilities Manager must be

Tenant Handbook | Fothergill House 23

accidents
& Emergencies

First Aid and Accident Reporting  Do not lean over the balconies, this can be
dangerous
The landlord does not provide First Aid facilities.
 Please do not carry hot water around
in addition to your own reporting procedures, tenants
must submit an incident report to the Facilities  Do not abuse the fire alarm call points or
Manager following any incident. extinguishers. Please advise Fothergill House
Management Team if you see anyone abusing
All occurrences in common areas or involving landlord these facilities.
equipment are to be reported to the Facilities
Manager. They will be recorded in the building Please report any defective equipment or hazards in
accident book, which is held on Knight Frank’s online the common areas to the Facilities Manager
portal. Additionally, tenants must maintain their own
accident book for record keeping of occurrences
within their demises.

Using On-site Facilities and Equipment Reporting

Your safety and wellbeing at Fothergill House is
paramount to us. Please observe these simple steps
when using the equipment and facilities in Fothergill
House.

Things to consider:

Tenant Handbook | Fothergill House 24

fire
precautions

The responsibility for safety from fire rests on all occupants or affect the emergency arrangements for
occupiers and strict adherence to the site rules is the building and the storage of any hazardous
important. Being prepared for an emergency is the materials must be notified to the Facilities Manager.
best defence.
Disabled Persons
It is the responsibility of all tenants to maintain
adequate fire safety provisions within their demise and As an employer it is your responsibility to ensure that
not to interfere with or obstruct any facilities provided any disabled employees or visitors can be evacuated
by the landlord. from the building safely. It is important that reception
and Fothergill House management are notified if there
Tenant Fire Risk Assessments are disabled persons in Fothergill House so that
arrangements can be properly co-ordinated, in the
All Occupiers are responsible for ensuring that an event of an emergency.
adequate Fire Risk Assessment is in place for their
space and a copy must be provided to Knight Frank.
Knight Frank LLP can arrange this for you, however all
costs rest with the tenant. You may be requested to
provide a copy of your fire risk assessment to the
Facilities Manager on an annual basis.

Activities Affecting Fire Safety
Any activities which may impact on the fire safety of

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Information and training Tenant Fire Wardens Fire Extinguishers
All tenants must ensure that their employees, visitors Each tenant should designate their own fire wardens
and contractors are familiar with emergency and for each floor with two overall fire marshals acting on Fire extinguishers are situated throughout Fothergill
evacuation procedures behalf of the company. Details of the designated fire House. On common part areas, all occupiers should
 All staff should familiarise themselves with the wardens should be provided to the Facilities Manager. take care to ensure that the fire extinguishers within
their own tenanted areas are in their proper place and
following: Tenants must ensure their fire wardens have received regularly maintained. Occupiers are responsible for the
suitable training. testing and maintenance of these. They should
 Location of break glass points arrange for them to be tested at least once a year by a
competent person in accordance with the relevant
 Location of fire exits British Standard Code of Practice.

 Action to be taken in the event of fire Under no circumstances must fire extinguishers be
used to prop doors open. Please also remember that
 Location of fire fighting equipment and methods of the use of fire extinguishers, in an emergency, is a last
operation resort, and not an alternative to evacuating the
building.
Fire Action Notices are affixed at all exits and adjacent
to all break-glasses.

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Fire Alarm Testing Procedures for Fire Drills
The sound of the fire alarm. The fire alarm is tested
every Wednesday at 9:40am Two fire drills are arranged each year.

Note: It is important for all staff to be aware of the The purpose of a fire drill is to ensure that staff are
correct action to take if a fire occurs. The following aware of their duties in the event of an emergency,
procedures for fire drills, fire instructions (what to do if both in dealing with the fire and in directing the public
you discover a fire), should be noted carefully. from the premises without delay or alarm.

The action to be taken by a person discovering a fire is
shown in the Fire Instructions.

The action to be taken by the person telephoning the
Fire Brigade is shown in the Fire Instructions.

Tenant Handbook | Fothergill House 27

fire
procedures

Evacuation of Site If you Discover a Fire or One is Reported to You:
On hearing the alarm signal all staff should cease their
duties and together with other available staff, should  Operate the nearest fire alarm call point.
quietly inform visitors that an emergency has arisen
and request them to leave Fothergill House.  Evacuate the immediate area, check to ensure that
The Designated Fire Marshals should supervise the no one is left behind.
evacuation and ensure that all parts of the floors and
toilets have been evacuated.  Check toilets, storerooms and other unoccupied
All staff, on completion of their duties, should areas.
assemble at the muster point indicated on the fire
action notices in the common areas.  Ensure that any disabled persons working in, or
Fire Assembly point at Fothergill House – Within visiting your area are assisted and accompanied
Old Market Square at the bottom of King Street. from the office area and left at the designated fire
refuge point on your floor.
All doors should be kept closed.
All electrical and gas appliances should be turned off.  Proceed to the assembly point.

 If the alarm deemed not to be false by the Security
team they will contact the fire service.

Tenant Handbook | Fothergill House 28

“KNIGHT FRANK HAS BEEN A SIGNIFICANT CONTRIBUTOR TO OUR
SUCCESS IN ATTRACTING TENANTS FROM NOT ONLY THE WEST
END AND CITY BUT FURTHER AFIELD.

ITS TEAM IS DEDICATED TO MORE LONDON AS A WHOLE WITH A
COMMITTED COMMON OBJECTIVE NO MATTER IN WHICH OFFICE

Assignment andA PARTICULAR INDIVIDUAL BE BASED.”
Fergus Low, More London Development Ltd
alterations

Tenant Handbook | Fothergill House 29

contractor
rules

Noise and disruption to other tenants must be Inductions Permits to Work
managed to maintain the peaceful enjoyment of Irrespective of location, high risk works, or those which
the property by other occupants. Prior to commencing any works, a site induction by the may have a significant negative impact on landlord
tenant will be required detailing emergency systems or other occupants may only take place if a
Drilling, and any other works deemed as noisy by procedures, the nearest means of escape and site permit to work has been issued by the Facilities
Fothergill House Management team, are not permitted rules. Tenants are to instruct all contractors on the fire Manager. Upon notification of the work the Facilities
during working hours. procedures for the building. Manager will determine if a permit is required.
Method Statements, Risk Assessments and proof of Typically this will include:
professional competencies must be submitted at least  Access to the roof
48 hrs in advance, and first approved by the [Facilities
Manager].  Access into landlord plant rooms

 Work involving or near to known ACMs

 Work requiring temporary isolation of fire alarms or
sprinklers.

 Use of highly flammable or other high risk
chemicals

 Work which will impact the means of escape

 Hot works

Permits to work are available from the Facilities
Manager.

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Management of Contractors  Emergency procedures need to be explained to
You are responsible for ensuring that your contractors contractors and must be adhered to.
adhere to all site rules and manage the following
elements of work:  Ensure that no element of work affects fire safety
 Contractors must be appropriately supervised and provisions or means of escape without prior
consultation with and agreement over alternative
monitored to ensure they follow their risk or temporary measures with the Facilities Manager.
assessments and method statements.
 Disturbance or exposure to asbestos containing
 Disruption to other tenants must be considered and materials must be properly assessed and managed.
adequately addressed.
Contractors working inappropriately or, where it is
 Routes for transport of materials and waste must be required, without a valid permit will be removed
determined, preventing damage to the building or from site immediately.
disruption to other occupants.

 Materials need to be stored appropriately. Highly
flammable substances may not be stored to site.

 Waste needs to be correctly disposed of and must
not create an additional fire risk.

Tenant Handbook | Fothergill House 31

Alterations

Landlord’s consent will almost undoubtedly be Applying for License to Alter appropriate electricity supply authority.
required for any alterations to the demised premises. A Fothergill House management team must be notified
full Landlord’s fit-out guide is available from the An application for Landlord’s consent should be made prior to any works commencing.
Building Surveyor to Fothergill House management team. In addition to your obligation to pay the landlord's
costs incurred in connection with the consent, you will
Before any fitting out works are carried out the tenant Consent must be obtained before any works are be responsible for any costs incurred by the landlord in
must first advise Fothergill House management team started. It will only be given if the following conditions relation to the Premises or the Building in
in case a licence to alter is required and then when are complied with: - consequence of any alterations which you carry out.
proceeding with fitting-out the tenant and their (As an example, this could include the preparation and
contractor must comply with Knight Frank’s Contractor Provide plans, sections and elevations of all internal submission of revised plans to the fire authority).
Guidance and Instructions. A copy of this document is layouts on a scale 1:100. Please note that the landlords costs, and that of his
available from Fothergill House management team. agent, will be payable whether the work is proceeded
Provide details of the Programme, the Method with or not. For more information please contact the
Structural alterations (save on occasion to facilitate Statement and the Proposed Contractor. Facilities Manager.
affecting of fixtures and fittings, etc. and then only
where permitted by and in accordance with, and Provide evidence that the alteration complies with all Tenant Handbook | Fothergill House 32
subject to the conditions of the relevant lease) are relevant statutory requirements, including those
absolutely prohibited. relating to fire precautions, Building Regulations and
Planning.
The Landlord will require a list of the contractors
proposed by the tenant. They should be reputable and Alterations will need to comply with the Building Fire
provide examples of similar work they have carried out Strategy and maintain the fire protection and fire
in similar high specification buildings. All contractors compartmentalisation standards determined within.
will need to be approved by the landlord.
Any consequential alterations to the existing electrical
If in doubt please contact Fothergill House installation in the Premises (including any connections
management team or additions) must be carried out in accordance with
the terms and conditions laid down by the Institute of
Electrical Engineers and the regulations of the

CDM Tenant’s Name Signage the tenant's occupation (other than for reasonable
wear and tear) the tenant is to pay for the cost of this.
If the Construction (Design and Management) Occupiers’ name board (which is in the common parts You will need to provide Fothergill House
Regulations 2007 (the "CDM Regulations") apply to of Fothergill House ) is installed, maintained and management team with not less than 14 days notice of
any works which you want to carry out you will need to (where necessary) changed by the landlord. the required change and they will need to be satisfied
comply with them. The CDM Regulations include a at the time of making the request that the name to be
requirement to appoint a CDM Co-ordinator, prepare a Under no circumstances may occupiers themselves displayed is that of a lawful occupier.
Health & Safety Plan, notify the Health & Safety make any alterations to the signage. It is of uniform
Executive of the works, and compile a Health & Safety standard design and size to maintain a consistent Occupiers will be permitted to install signs outside
File at the end. You should always check with your own appearance. For that reason it is not possible for their own reception areas in the lift lobby/common
advisers, and if necessary the Health & Safety occupiers' logos or fonts to be displayed on the parts subject to agreement with the landlord over the
Executive itself, if you are unsure about whether the signage, and no other signs are to be installed in any design. The size of the board will be pre-determined
CDM Regulations apply and what you should do. of the common parts. and uniform throughout Fothergill House .

Evidence of compliance with the CDM Regulations will Name boards for each incoming tenant will be
be required. At the end of the project, a copy of the provided on taking up occupation in Fothergill House
health and safety file must be provided to the Landlord at no direct cost to them. If you wish the sign to show
for future use. a name other than that of the tenant you will need to
provide details to the Landlord’s Managing Agent no
less than 14 days before the intended time of taking
occupation.

If for any reason the sign needs to be changed during

Tenant Handbook | Fothergill House 33

Sub-letting
& assignment

Group Company Occupation Sub-Letting Note: In all cases copy letters of application for the
The provisions for subletting are set out in the lease. references should be supplied which should in each
Save as expressly provided to the contrary in, and in Where subletting is permitted under the lease, an case specifically refer to the total amount of annual
accordance with, the lease no one other than the application to sublet must be submitted to the rent and service rent, and to the length of the lease
tenant may occupy the Premises. Managing Agents. term.
You must provide the following information relating to Full copies of the last three years’ audited/company
the proposed sub-tenancy: - accounts and balance sheets for the proposed
 Full name and address of the proposed sub - subtenant or (where the subtenant has been trading
for less than three years) for the period since it began
tenant. to trade.
Note: If the Landlord believes that the sub - tenant
 (If it is a company) details of its registered office, is not of sufficient covenant strength, they may
and company number, together with a copy of its insist that the subtenant provides a rent deposit or
certificate of incorporation. some other form of security, such as personal
guarantors.
 Confirmation of the proposed sub - tenant's You shall be responsible for ensuring that all site rules,
business and of the use to which it intends to put procedures and requirements to satisfy statutory
the Premises. obligations are fully explained to and complied with by
sub-tenants.
 Heads of terms
Tenant Handbook | Fothergill House 34
 References for the proposed sub - tenant from: -

- its bankers
- its accountant
- its current landlord (if applicable)

Assignment Alterations by Sub-Tenants / assignees
Alienation provisions are contained within the lease.
Assignment of part of the demised premises is Alterations proposed by the assignee. You should also
absolutely prohibited. provide details of any alterations the proposed
assignee intends to make to the demised premises.
Assignment of the whole of the demised premises is This information need only be given to the managing
permissible subject to landlord’s consent. agents in the first place.

An application to assign must be submitted to the Note: You should note that you will be responsible
Managing Agents. for all of the landlord's costs incurred in connection
with all applications for Landlord’s consent.
You must provide the following information relating to
the proposed assignee: -

 Full name and address of the proposed assignee.

 (If it is a company) details of its registered office,
and company number, together with a copy of its
certificate of incorporation.

 Confirmation of the proposed assignee's business
and of the use to which it intends to put the
Premises.

 References for the proposed assignee from: -

- its bankers
- its accountant
- its current landlord (if applicable)

Note: In all cases copy letters of application for the
references should be supplied which should in each
case specifically refer to the total amount of annual
rent and service rent, and to the length of the lease
term

Tenant Handbook | Fothergill House 35

Vacating

Notice required for vacating a demise will be specified Arrangements should be made with the Facilities
in your lease and arrangements should be made with Manager for use of the lifts and loading bay to allow
the Building Surveyor. removal of furniture etc.
Copies of any maintenance documents or statutory
Until the tenancy period has concluded, you will inspection reports that are required under the terms of
remain responsible for undertaking any maintenance the lease and may be relevant to any future tenants
or inspection tasks required under the lease. Particular should be provided to the building surveyor.
attention is drawn to This may include:
 Maintenance and testing of fire safety provisions  Electrical inspection reports and schematics

 Flushing of water outlets.  Fire alarm maintenance records

Should you be unable to undertake these tasks this  Emergency lighting maintenance records
should be discussed with the Facilities Manager who
may be able to carry these out on your behalf. Fees  Intruder alarm maintenance records
for this service may be incurred.
 Asbestos surveys and registers
Tenants are reminded that any demise must be left in a
safe condition and following inspection by the building
surveyor, may be liable for costs for any physical
defects or to address outstanding maintenance or
statutory compliance tasks that are a condition of the
lease.

Tenant Handbook | Fothergill House 36

why
knight frank

The four ingredients which set Knight Frank apart are independence, Our services O u r a r e a s o f e x p e r t i sOeur areas of operation
global network, and our commercial and residential platforms.
◆ Agency ◆ Healthcare Africa Middle East Europe
Through our US alliance with Newmark Grubb Knight Frank we Botswana Abu Dhabi Austria
have grown to a group of over 12,500 property professionals, in ◆ Building Consultancy ◆ Hotels Kenya Dubai Czech Republic
more than 330 offices in 48 countries. Being a partnership allows Malawi Belgium
us to put our clients first, on giving them the best advice and ◆ Business Rates ◆ Industrial & Logistics Nigeria Asia Pacific France
putting long term relationships before short term wins. Trust South Africa Cambodia Germany
and integrity are everything. ◆ Corporate Recovery ◆ Offices Tanzania China Ireland
Uganda India Italy
Working with private individuals, developers, investors, banks, & Restructuring ◆ Residential Zambia Indonesia Monaco
corporate occupiers and public sector bodies we provide a range Zimbabwe Hong Kong Portugal
of agency, investment and professional consultancy services which ◆ Development Consultancy ◆ Retail & Leisure Malaysia Netherlands
are supported by our dedicated market research teams. Americas South Korea Poland
◆ Facilities Management ◆ Rural & Agricultural Bermuda Singapore Russia
The combination of our people, research and technology has The Caribbean Thailand Spain
helped us grow our enviable track record and that’s why clients ◆ Global Corporate Services ◆ Student Property USA Vietnam Switzerland
come back to us for their personal and professional property Australia United Kingdom
requirements. ◆ Investment & Capital Markets ◆ Public Sector New Zealand

◆ Lease Advisory

◆ Planning

◆ Project Management

◆ Property & Asset Management

◆ Sustainability Consultancy

◆ Tenant Representation

◆ Valuations

◆ Workplace Consultancy