Religious Society of Friends (Quakers) Dublin Preparative Meeting, 4-5 Eustace Street, Temple Bar, Dublin 2 e-mail: eustacestreetrooms@gmail.com website: www.dublin.quakers.ie Terms and Conditions for the Use of Quaker Meeting House (Eustace Street) by Other Groups 1. Definitions a. Friends Meeting House, Eustace Street (Dublin): Premises situated on 4-5 Eustace Street, Dublin 2. b. The Premises The first floor Meeting House and Basement Rooms. c. Quakers: Members of the Religious Society of Friends in Ireland (Quakers), headquartered in Quaker House (Dublin 16) d. The Society : The Religious Society of Friends in Ireland (Quakers), and/or its members. e. Quaker Office: Administration office of the Quaker Headquarters, in Quaker House (Dublin). f. House Committee: Group of appointed members of the Religious Society of Friends or associated with the Society, that deal with the day to day running of Eustace Street Meeting House g. Booking: The arrangement for the usage of the premises between your group and Eustace Street House Committee. h. Booking Date/Time: The date and times that has been allocated to your group for the use of Eustace Street Meeting House i. Booking Term: The dates between the commencement and the termination of the Booking. October 2013 Page 1 of 9
2. General Discussion a. Dublin Preparative Meeting is the name of the Quaker Meeting House in Eustace Street. It is managed by an appointed House Committee from members of the Society who regularly worship there. It is a voluntary committee. b. Eustace Street Meeting House shares the premises with Dublin Monthly Meeting. Although both organisations are owned and run by members of the Religious Society of Friends (or Quakers), they are to be considered as completely separate entities. c. Eustace Street Meeting House is divided into several different distinct sections. Sole use of the entire building is NOT likely, as other areas may be used by other users at the same time as your booking. 3. Administration of this agreement a. Your group shall liaise with a member of the House Committee to arrange, manage, change or cancel your booking for use of the premises. b. Communication will normally be by email eustacestreetrooms@gmail.com. Please note that the committee is voluntary and cannot guarantee a response to communications during working hours (Monday Friday, 9-5pm). Your patience is appreciated. c. In an emergency situation please contact the Caretaker by ringing his doorbell located at the main door. d. Communication with others outside of the House Committee should be ignored by your group, unless verified a member of this Committee. Communication will be via our designated link person at eustacestreetrooms@gmail.com. Names of the current House Committee members will be provided as necessary. 4. Contact Information for your group Before commencement of the Booking, contact information describing your group will be required as follows: a. Your Group Name of Group Address of Group Contact details of Group (Address, Phone, Email, Website) b. Person or People in Charge (during use of premises) Name of Person or People in Charge Address of Person or People in Charge Phone Number to Person or People in Charge c. This information should be filled into the Eustace Street Rooms Enquiry Form (see attached), and returned to the House Committee. October 2013 Page 2 of 9
d. For regular booking, or booking over a long term, we would request that any changes to the contact information of your group be made known to the House Committee. 5. Booking Date / Time / Term a. Confirmation of the Date, Time and Term should be agreed with the House Committee. This information should be filled into the Eustace Street Rooms Enquiry Form, and returned to the House Committee. b. Changes to times, dates and term of your booking should be arranged by contacting the House Committee. c. Usage of the premises is done on a trust basis. It is expected that users will only use the premises between the start and finish times of their booking, and not extend their occupation of the premises without first rearranging the booking with the House Committee. 6. Rooms allocated for your Booking a. The rooms allocated for your use will be as agreed by the House Committee. b. Usage of rooms is done on a trust basis. It is expected that users will only use the rooms allocated to them. 7. Payment a. The amount of payment for your booking MUST be agreed with the House Committee before the commencement of your booking. b. The preferred method of payment for usage of the premises is by bank transfer or as a direct debit to the Eustace Street bank account, details will be given on booking confirmation. c. Small one off payments can be made in Cash (notes only please) to the Caretaker. This money should be placed in an envelope with your name and contact number clearly marked. A receipt will be issued to you. This should not become the norm for regular payments. d. Cheque payments can be made to the Caretaker or by dropping the cheque placed in an envelope and clearly marked for the attention of the House Committee.. e. If your group is anticipating a late payment, every effort should be made by your group to inform House Committee of the situation. f. If your group falls into arrears with payment, the House Committee will attempt to make contact with your group, to the person or people in charge, as listed in the Eustace Street Rooms Enquiry Form (see attached), to discuss the re-confirmation of your booking and to discuss a date as to when the arrears will be settled.. g. In the event that your group remains in arrears for 3 months, or plans to resolve the payment arrears are not working, then your booking will be deemed to be cancelled October 2013 Page 3 of 9
no responsibility will be held by the Quaker office, the management committee or members of the Society for property left on the premises by your group any property left on the premises belonging to your group will be kept for 4 weeks before being discarded. h. payment of rooms is subject to annual review from January 1 st of each year. Notice will be given 2 months prior to this date. 8. Insurance a. Own group Insurance is required by all groups using the Meeting House the exception being for once-off usage. The following MUST occur before use of the premises can commence. Our Insurance Brokers (Arachas Corporate Brokers Ltd, The Courtyard, Carmanhall Road, Sandyford Industrial Estate, Dublin 18), request that you MUST fill out the attached Insurance Questionnaire (see Appendix-C). Please return this to eustacestreetrooms@gmail.com or a member of the House Committee, signed and stamped by your Insurance Broker or Insurance Company. A copy of your own group Insurance certificate is to be given to the House Committee. 9. Child Protection a. If your group has children and adults together in the premises at the same time, a copy of your Child Protection Policy will be required before commencement of your booking. 10. Security of the Premises a. Security The Caretaker will admit you into the Meeting House. It is the responsibility of the users to ensure that the building is secure upon departure. The inner door has a buzzer entry system. Access to the premises before 9.00a.m. and after 10.00p.m. is not possible. Any property left on the premises will be discarded after 4 weeks. Any damage caused to your property whilst in the building caused by members of the Society or by other users of the building is NOT the responsibility of the members of the Society or the House Committee. Any items of your property lost or stolen is NOT the responsibility of the House Committee. October 2013 Page 4 of 9
11. Access to the Building a. Your group shall be the only ones to access the building during the booking dates/times allocated to you. b. Early access before or late departure after your booking time is acceptable within 10mins either side, to setup or tidy-up. These should be kept as short as possible, so as not to interfere with other users of the building. c. Access to the building is via the Front Entrance only. The first set of double doors at the front entrance is left unlocked. The inside set of double doors are manually locked from the inside. A single door to the right hand side can be opened via the Swipe Card Reader (see building layout map), located beside the single door. d. Access to the building outside your booking dates/times is prohibited. On the odd occasion when access is required to collect property left behind, or to deliver items prior to a booking date/time, access may be granted at the discretion of the House Committee, as long as it does NOT become the norm. This should occur only with prior permission of the Quaker office or management committee. 12. Leaving the Building a. Before leaving the building please ensure that it is left clean and tidy and all belongings are removed. b. All lights shall be switched off in the all the areas that your group have used Meeting Room, Dining Room, Kitchen, Committee Rooms, Chair Store, Corridors, Toilets, Entrance Area. c. All internal and external doors shall be checked and locked before leaving. d. All external windows shall be checked and locked before leaving. e. Furniture that was moved to accommodate your meeting should be replaced. f. All kitchen items must be turned off Kettle, Cooker, Sink Taps, etc. g. All kitchen items used MUST be washed, dried and return to their storage areas before leaving. h. All kitchen surfaces, including counter tops, cookers surfaces, fridge internals, floors etc. need to be clean before leaving. 13. Car Parking There is no car parking available. A public car park is available in Fleet Street. October 2013 Page 5 of 9
14. Smoking a. Eustace Street Meeting House is to be considered as a NO SMOKING building. 15. Consumption of alcohol/drugs a. The consumption of alcohol, or products containing alcohol, is NOT allowed while using the premises. b. The use or consumption of drugs is NOT allowed while using the premises. 16. Constraints in Usage of the Rooms/Areas The following constraints are to be followed in each of the areas within the premises. a. Tea Room The kitchen, the crockery, pots and pans are available to be used by your group as necessary. Making of Tea/Coffee, preparing soup, preparation of light snack-like foods is acceptable. Using the fridge, cooker, oven to carry out these activities is acceptable. Frying using deep fat frying methods is NOT allowed. 17. Consideration of Other Users / Neighbours a. Different parts of the building may be used by other groups/organisations during the same time as your booking. b. Consideration should be given to the other users of the building with regards to noise. 18. Consumables a. Stock levels in the toilets and kitchen are checked on a daily basis, Monday through Friday only. b. Items are replenished by members of the House Committee or the cleaners. c. There will be no access to the Consumable store cupboard by your group. 19. Storage 20. Breakage / Damage Unfortunately there is no storage room available. a. Breakages of kitchenware should be replaced where appropriate. b. As Eustace Street Meeting House is operated on a trust basis with its users, it is expected that any damage to the premises by your group, will be reported, by email, to the House Committee as soon as possible. c. The repair cost due to damaged fittings, furniture, doors, walls, ceilings, windows, etc. will be charged to your group. October 2013 Page 6 of 9
d. Repairs shall NOT be undertaken by your group. These will be managed through the House Committee. 21. Breakdowns a. For the health and safety of you and other users please report anything that needs attention or replacement to eustacestreeetrooms@gmail.com or (086) 227 8855 22. Notice Boards / Advertising / Proselytising a. Advertising on the outside or within the building is NOT allowed. b. Billboards are NOT to be erected on the property, at the entrance way, or on the roads leading to the Meeting House. c. Eustace Street Meeting House, The Religious Society of Friends, or the term Quakers MUST NOT be used in any advertising media in any form, or be used in any way to further the objectives of your group. d. Advertisements intended for your group members, can be placed around the premises, during your booking times, but should be removed afterwards. Please do NOT stick them to walls, doors, windows, which could be damaged during its removal. e. Proselytising is NOT allowed to other users of the building. 23. Use of Quaker House details a. Use of the Eustace Street Meeting House address is NOT allowed by your group. b. Use of the Eustace Street Meeting House to receive goods is NOT allowed. c. Use of the Eustace Street email address is NOT allowed. 24. Priority of Use a. At times use of the building may be required for the Religious Society of Friends (or Quakers) during the Booking term. Where possible, advance notice will be given as soon as possible. These will be kept to a minimum. 25. Termination of your Agreement a. In certain circumstances, the House Committee may decide that use of the premises by your group should cease. In the event that this occurs, your group will be asked to stop using the premises forthwith. b. Any payments made in advance for bookings that have not taken place, minus any amounts damage or repairs that are outstanding, will be refunded. c. Reasons for terminating this agreement may be, but not limited to the following: Significantly operating outside these conditions October 2013 Page 7 of 9
Non payment of arrears Damage to premises over and above normal wear and tear Use of the premises for purpose(s) other than that stated at initiation Illegal activities on the premises Consumption of drugs, alcohol while on the premises Bringing the Society, the Eustace Street Meeting House or the House committee into disrepute October 2013 Page 8 of 9
Appendix-A: Insurance Questionnaire The Insurance Questionnaire from Arachas is to be attached to this document. October 2013 Page 9 of 9