Tenant Manual                                                                                                             << Back

• Protect keys and cards used to secure important information.



• Master keying is authorized. Keys and/or cards to high security locks will not be duplicated.




• An individual authorized to issue keys should never issue key(s) to themselves.




• Store primary keys in a separate location from any spare keys.




• Keys may be stored within the same key control box as long as they are locked in different compartments.



• All keys removed from their storage container shall remain under the constant surveillance of personnel authorized to receive or issue keys to preclude unauthorized access or duplication.




• When not in use, keys will be returned to key issuing authority.




• If primary or spare key is broken and all pieces of the broken key are recovered, destroy the broken key pieces. If all pieces cannot be recovered, remove remaining keys from service and dispose of accordingly.




• Replace compromised locks (i.e., lost or found in the possession of an unauthorized individual) primary, spare, or control keys and/or cards. Never use compromised keys to secure facilities. Departments may establish reserve stocks of locks to support replacement. Reserve keys/cards will be inventoried during the monthly key and lock audit.




• Upgrade locks and hasps as required to meet minimum penetration delay requirements.




• Padlocks will be physically retained or locked to the hasp when open to prevent theft or substitution of the key or lock.

• Office Setting/Furniture


Large, open work areas shall be furnished with systems furniture which consists of integrated workstations with shared, pre-fabricated walls. These systems usually have higher initial cost, but provide more flexibility for future reconfiguration at a lower cost than freestanding setting. Systems components are adjustable for ergonomic purposes, interchangeable and ultimately provide for the most efficient use of space.

Work areas with traditional offices shall be furnished with modular furniture which may be used as integrated workstations or freestanding furniture in traditional offices or an open area. Modular furniture is equivalent in price and durability to traditional furniture and provides for more efficient use of space and more flexibility and ease or reconfiguration than traditional furniture.

• Office Space Allocation


Office space allocation criteria shall include:

     - The number of employees in the work area;
     - Accessibility requirements of any particular employees;
     - The type of work conducted in the space;
     - The complement of existing office furniture;
     - The amount of support space required;
     - The amount of total space available; and
     - Whether the space is new or existing space that has already been "built out".

• Furniture Material


Furniture (desks, bookcases, cabinets, etc.) shall be laminate (with laminate or steel base) or its future equivalent in price and durability. Laminate is composed of multiple layers of paper saturated with resin, and finished with a printed surface.

• Office Accessibility


Accessibility/reasonable accommodations issues relating to office space, furniture and equipment shall be addressed under Reasonable Accommodations for Disabled Applicants and Employees.

Office Equipment Requirement      - Office Chair      - Desk      - Desk Telephone      - Computer Monitor      - Computer Keyboard

(Every office must provide the following: an office chair, desk, desk telephone, computer monitor, and computer keyboard)

• Building Signage


Only building signage approved by THE CITY OF SAN ANTONIO shall be posted on walls and/or windows; A bulletin board or display case may be installed with prior approval of THE CITY OF SAN ANTONIO Facilities Management Division at approved locations for department, building or event notices; Notices, bulletins, circulars or other type of information may not be placed on any common area wall or door (common area is described herein as hall, lobby, elevator, restroom, break room or conference room).

This restriction includes all adjoining doors and door frames. Notices may be placed in a break room, but they must be placed on a bulletin board and cannot be affixed directly to the wall with tape, pins or by any other method. All signage must be American Disabilities Act (ADA) compliant and meet all Texas Accessibility Standards (TAS) requirements.


• State Surplus Property


The State Surplus Property program assists departments in disposing of surplus items utilizing auctions, internet sales, and sealed bids. State Surplus maintenance technicians are available to move surplus property to the storefront. In addition, the maintenance technicians are available to perform furniture moves and modular workstation installation for an hourly fee.

General Building Policies

• At any time be intoxicated while on duty.



• Use or possess any intoxicating substances during tour of duty.




• Report for duty or return to duty exhibiting the odor of intoxicants, or any of the elements or appearances of intoxication unless, when an employee is called back to duty before or after his/her regular tour of duty, it will be the responsibility of the employee’s supervisor to determine if the employee is intoxicated, to the degree where he/she can or cannot perform the assignment taking into consideration the nature of the task and the employee’s expertise.




• Carry any alcoholic beverages or controlled substances for personal use while in a City vehicle or in a privately owned vehicle operated for City business.

Employees and relevant parties can solicit, contact, or conduct non-City sponsored business with a City employee only during the employee’s non-work hours. City employees may not solicit, contact, or conduct non-City sponsored business others during their 15 minute break time. Each worksite may retain a "Community Bulletin Board" or kiosk for the posting of written items related to non-City sponsored business. The bulletin board or kiosk must be located in a location that is readily accessible to all employees. All items for posting must be submitted to a designated Site Coordinators, who will post said items within 48 hours, provided the items do not violate the provisions described later on. "Community Bulletin Boards" and/or kiosk will be used solely for the notices pertaining to the following:         - Recreation, Social, or Community Affairs;         - Employee Organization or Association Meetings and activities;         - Employee Organization or Association Elections;         - Listing of current list of Employee Organization/Association Officials; and,         - Advertisement or announcement from employees and relevant parties regarding           non-City sponsored events, activities, products and/or meetings.

• Notices or announcements shall not contain anything of a political nature, and shall not disparage the City or any of its employees or relevant parties. Disparaging comments include, but are not limited to, statements that ridicule, belittle, or malign any party, including the City or any of its employees. Any item which disparages a single individual will not be posted. Other items deemed questionable by a Site Coordinator will be forwarded to the Human Resources Department for review. Should the Human Resources Department determine that the item(s) violates this provision, it will notify all Site Coordinators that the item is not suitable for posting and instruct them to remove any of the items that may have already been posted.




• All items regarding Non-City Sponsored Business should be prepared during non-work hours, utilizing non-City equipment and/or materials. Items will remain posted for a period not to exceed 30 calendar days, or the day following the events described in the posting, if applicable.




• City-owned property can be used for non-City sponsored business, including events, activities and/or meetings, as authorized by the policy or when authorized in writing by the City Manager, the Department Director or their designee. To expedite the process, requests should be made to the Site Coordinator in writing via e-mail, fax, or correspondence at least 48 hours in advance of the event. Verbal request will be considered by the Site Coordinator on an ad-hoc basis, and accommodated contingent on facility limitations, availability, and/or customer demands.




• Where possible, each worksite will maintain an area in the facility parking lot (city owned or managed) to be made available at all times to employees and relevant parties to meet with employees during their non-work hours. Parties interested in using such locations do not need to notify the Site Coordinator. These locations will be determined and approved by the Department Director, and information regarding these designated areas will be posted on the "Community Bulletin Board" and communicated to the Human Resources Department for central reference via attached form. For worksites that cannot maintain such an area, or in the case of major events, an alternate area will be designated and made available to parties upon request of the Site Coordinator. For safety reasons, meetings with more than 15 employees should be planned for an alternate site.




• An employee may meet one-on-one with relevant parties during scheduled, unpaid lunch/meal period in a designated area (i.e. lunch or break room).Meeting may not disturb other employees in the designated area. Conflicts regarding use of these areas should be reported to the Site Coordinator.

• Do not store materials any closer than 18 inches to walls or sprinkler heads. Maintain a minimum of 3 feet side clearance around doorways and emergency exits. Passageways and aisles will be properly marked and a minimum of four feet in width. Store all materials away from aisles or passageways. Pallet jacks will have a designated storage area to prevent tripping or falling.



• Keep debris away from aisles and passageways. All spills of materials will be immediately cleaned-up by the person responsible.




• All platforms and racks will have maximum load capacity displayed. The weight of stored material will not exceed the rated load capacity.

• All flammables will be stored in OSHA-regulated flammable storage cabinets.




• Fuels, solvents and other flammables (not stored in original shipping containers) will be stored in OSHA-regulated self-closing containers with flame arresters. Flammables may not be stored in open containers (open parts baths, etc.).




• Flammable or combustible materials may not be stored in electrical rooms. Electrical rooms must be kept clean and dry at all times.

• Provide cardboard/floor boards to cover flooring, halls, and walls to prevent abrasions and buckling when moving heavy items;



• Provide corner wraps if needed;



• Provide elevator pads to protect elevator walls (as applicable);



• Once the move has been completed, contractor shall remove from premises all debris, (cardboard boxes, pallets, etc.);



• Dumpsters are not to be used for disposal of debris left after a move;



• Only pneumatic or rubber-wheeled hand trucks or dollies with side guards may be used.

• All aisles, emergency exits, fire extinguishers, etc., will be kept clear (a minimum of three feet of either side) of material storage (temporary and permanent) at all times.



• Maintain storage areas in an orderly fashion at all times. When receiving shipments preplan the storage and store properly.



• Spills will be cleaned-up immediately and wastes disposed of properly.



• Line all waste receptacles with a plastic trash bag to avoid direct contact while handling. Custodial Employees will use protective gloves and (compaction bar if needed) when handling garbage or trash wastes.



• Keep file and desk drawers closed when not attended to avoid injuries. Open only one drawer at a time to prevent tipping file cabinets.



• At the end of the business day, turn off all office equipment (lamps, coffee-maker, PCs, etc.) and lights to save energy and prevent fires. All electrical cooking appliances must have a managerial approval before use in a facility building.

• It is recommended that employees wash hands and clean-up after themselves to demonstrate a common courtesy to fellow employees and the facility.



• All personal food items must not be stored in open containers in desk drawers or counter tops overnight.



• Plastic trash bags will line all waste receptacles to avoid direct contact while handling and custodial employees will use synthetic gloves for direct contact to avoid waste contamination.



• Place all refuse and waste materials in the designated waste containers for disposal.

• Discard all trash only in the designated waste containers provided.



• Park only in the designated areas. Avoid parking in the truck loading area or emergency fire lanes.



• The Facility Department will be responsible for scheduling grounds keeping (mowing, trimming, etc.) and establish procedures for ice/snow removal, when necessary, prior to operations each day.

• A written request must be sent to the Building Manager. Requests must include the reason for the use of the common area, the date(s) needed, information in regards to an event to be held (benefit to the city) and if food or beverage items are included, also any special needs which may be required, such as fire extinguishers, electrical power, etc.;



• The requesting department must include in the request that other occupying departments of the building have been notified and that no conflicts will arise due to the use of the common area for the specified time period;




• Proper ingress or egress to the facility must be maintained at all times.




• No setup may impede or block access to the elevators at any time;




• No item such as a flyer, poster or sign may be affixed to the walls. The department must utilize stands, easels, tables or designated bulletin boards;




• The user is responsible for any cleanup of the area during and after use. This includes the removal of collected trash items;




• If the request is for an exterior event, which involves cooking, no open flame grill shall be permitted. All other cooking appliances must have THE CITY OF SAN ANTONIO pre-approval.

• After hours usage of the conference rooms and common areas require prior approval from the Building Manager. NO POSTERS OR FLYERS MAY BE AFFIXED TO THE WALLS. Within the meeting or event, facility evacuation and other facility access information should be provided to all present.

Building Operation & Maintenance

• Removing all unauthorized appliances from the work space;



• Turning off all task lights and powering down monitors when leaving;




• Turning off monitors when unused for extended lengths of time and adjusting the properties of your computer monitor to power off after fifteen (15) minutes of no activity;




• Adjusting blinds to allow for solar heating in winter and to assist with cooling in the summer;




• Scheduling of operations to ensure building systems will not be operated outside of normal working hours as much as possible;




• Lighting in office areas are not to be left on for the survival of house plants.

• Responses to occupant department requests;



• Monthly perimeter treatment;




• Monthly cafeteria (dining room area) treatment;




• Removal of live and dead animals;




• Trapping of live animals.

• Trash pick-up daily



• Vacuum twice a week/request




• Dust upon request/schedule




• Spot vacuum/clean daily




• Office project upon request




• Recycle weekly

• Floor care daily



• Trash pick-up daily




• Dusting daily




• Fixture polish twice weekly




• Inside windows quarterly (every 3 months)




• Outside windows bi-annually (every 6 months)

• Long-range facilities planning;



• Space management;




• Facilities data management;




• Pre-design services;




• Pre-construction services.

• changing of existing fixtures (electrical, plumbing, HVAC;



• relocation of electrical distribution equipment;




• light bulb/ballast replacement in department's lighting fixtures (modular, desk, table lamps, etc.);




• installation of shelving;




• hanging pictures/boards;




• locksmith services;




• painting;




• maintaining specialized equipment-computer rooms;




• HVAC modifications;




• grease trap pumping;




• furniture repair;




• changes to building directory boards.

• Repair or replace broken critical building systems to avoid liabilities associated with life-safety



• Federally mandated compliance programs and disruption of vital government operations




• Upgrade building systems to increase current building capacities

Occupant Safety

• Public Information: ……………………………………………………………311



• Fire Department: ……………………………………………………………… 911




• Police Department: ……………………………………………………………911




• Police Department (non-emergency):……………………………… 207-7273




• 24 hour Facilities Management:………………………………………… 207-5600

• Nature of emergency;



• Location;




• Your name;




• And telephone number you are calling from.

• Overhead sprinklers



• Smoke and heat detectors




• Stairwell pressurization




• Manual pull stations




• Smoke removal/relief fans




• Audio Visual (A/V) devices

• Do not move the person;



• Administer first aid only if you are qualified to do so;




• Call the Emergency Medical Service (EMS) at 911 if medical assistance is needed;




• Contact Building Security;




• Post one person at the elevator lobby on the floor where the emergency has occurred and post another person outside of building entrance to guide EMS to the person in distress;




• If there is an Emergency Response Team within the facility, these staff members should be informed of the location and nature of the medical emergency;




• It is good practice for all department staff to know the location and how to operate the Automated External Defibrillators (AED), if these machines are located within the facility;




• Notify the CITY OF SAN ANTONIO Building Manager after Medical assistance has been notified or requested.

• Attract the attention of a co-worker discreetly and quietly while listening to the caller



• Instruct the co-worker to note your specific telephone number and call 911 and explain the situation.




• Get as much information as possible from the caller about the bomb's location, type and time of detonation.




• Ask about the bomb's appearance and who is placing it.




• Ask the caller's name and address.




• Ask the caller to repeat parts of the message and make notes of any clues that might help police. Is the caller male or female? Adult or juvenile? Is the voice educated, coarse, accented or disguised? Does the caller seem angry, rational or deliberate?




• Make note of any background noises.




• Call 911 and describe in detail the information you received on the phone. DPS and the bomb squad will assist with evacuation, if appropriate.

• SIZE: Is the letter unusually thick?




• WEIGHT: Is it heavy? An effective letter bomb will weigh more than two ounces. Few first class letters weigh as much.




• BALANCE: Is it heavy on one end?




• FEEL: Is there springiness in the sides of the letter? Does it flex, indicating it is filled with ordinary folded papers or is it stiff?




• APPEARANCE: Are there grease marks or stains on the envelope or wrapping caused by sweating? Is the envelope sealed more than usual or taped shut? Does it bear an unusual style of writing?




• ODOR: Is there a smell of almonds or marzipan?




• CAUTION: If you consider a parcel or letter suspect, DO NOT OPEN! Isolate the mail piece. Evacuate the immediate area. Immediately inform the bomb squad.

• Exit Areas:



Corridor doors shall be kept closed when not in use. Exit doors and access to exit doors, elevators, stairwells, corridors or other public spaces shall be kept clear at all times. Bicycles are only permitted and stored at designated areas.






• Air Quality:



Open flame items, including candles and incense, are not permitted in city facilities for safety reasons. Incense or other odors may mask indicators of trouble spots or electrical wiring problems. Additionally, an employee who may enjoy the smell of a non-burning scented product may have co-workers who are sensitive to or object to the scent.






• Electrical Usage:




Loss of power due to overloaded circuits frequently occurs in areas within the city-owned facilities. Continually overloading circuits can lead to fires and/or smoke damage. Most of these circuits become overloaded due to the use of unauthorized electrical devices in private offices and cubicles

The CITY OF SAN ANTONIO wishes to provide a hazard-free working environment for all city employees. THE CITY OF SAN ANTONIO is asking for your support with the removal of all unauthorized and potentially hazardous appliances within the office work space. Failure to comply may result in notification to the City Fire Marshal or Department Management to ensure compliance.



A list of unauthorized and potentially hazardous appliances: - air purifiers; - aquariums; - coffee cup warmers; - coffee makers (break room only); - coffee pots (break room only); - crock pots (break room only); - curling irons; - floor fans (small desk fans may be used); - hot plates (break room only); - immersible water heaters; - indoor grills(such as; George Foreman type grills); - microwave ovens (break room only); - refrigerators (break room only); - space heaters; - steam irons; - toaster ovens (break room only); - toasters (break room only); - and water coolers/dispensers with heating or cooling elements (break room only) Other appliances that are not on the list must be authorized by the building manager before a person(s) begin using it.



• Space Heaters:



Persons with special circumstances, who may require the use of space heaters, may need to be relocated and/or will be required to provide a doctor’s prescription to obtain approval from THE CITY OF SAN ANTONIO. If approved, the occupant department will be responsibleto purchase a new UL-listed space heater, and will be responsible for all costs incurred to run the dedicated circuit to supply the power to the space heater. Under no circumstances will the space heater be plugged into modular furniture.





• Cube Outlets:



To eliminate electrical interference that can adversely affect computers, a separate circuit is provided in your workstation. An outlet marked with the number three (3) is reserved for your PC. Another outlet marked with the number two (2) is for general use. Please do not plug anything other than computer equipment into the number three (3) outlet. If you have questions, please contact Building Services for assistance.

• Job relatedness




• Effectiveness




• Business necessity (worksite, number and class of employees, number of buildings, etc.)

• Necessary




• Effective




• One which does not supplant the disabled person




• Related to the job




• One which does not create undue hardship on other employees or on the overall operation of the department. It must also not create direct harm or threat to the individual or other employees and does not involve excessive expense to accomplish.