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Other office procedures

We have a subscription to JustisOne which has the full text of the Irish Reports from 1838 to date, and Westlaw which has cases from the Irish Law Reports Monthly. More recent judgements are available on www.courts.ie and www.bailii.org.

Applicable to law centres only:

In non-family law cases, the Courts charge fees to allow court documents to be filed. This process is known as “stamping” because the fee concerned is called “stamp duty” and proof of payment is shown in the form of a stamp affixed to the document.

We have  been provided with a machine by Courts Service to allow the Board to stamp its own documents. The page of the document that needs to be stamped should be emailed to Court Stamping, along with the amount of stamp duty to be paid. Finance will send back the stamped document by return email. The documents can also be sent by post/DX to Finance.

Specific procedures apply in relation to deeds of transfer, which also need to be stamped. For more details see è Circular on Legal Services.

 Some offices are units that are part of a larger building/complex. In these instances the building is normally managed by a Management Company to whom the Board will pay a service charge under the term of its lease.

The service charge usually pays for the upkeep of the building and for the upkeep of the common areas under headings such as lighting, cleaning, heating etc.  Any issues that arise must be reported to Governance and Organisation.

Some offices, depending on their location, are subject to payment of water charges and refuse charges to Irish Water and/or the refuse company. All invoices are to be forwarded to Governance and Organisation who will process them for payment.

A number of offices have had water cooler/filter systems purchased.  All invoices are to be forwarded to Governance and Organisation who will process them for payment.

Cleaning services and linen supply contracts are tendered through Head Office. If there is a problem with the cleaning or linen supply contracts company, the office should try sort it out themselves. If the problem persists/cannot be resolved locally, the office should contact Organisation. All invoices are to be forwarded to Governance and Organisation who will process them for payment.

Cleaning products which are not supplied by a contract cleaning services can be purchased locally and reimbursed from petty cash.

Window cleaning is included in the cleaning services contract tendered through Head Office. The current supplier is Grosvenor.  External window cleaning must be requested through Organisation and all invoices are to be forwarded to Governance and Organisation who will process them for payment.

Should an office need to repair or replace an item of furniture they must contact Governance and Organisation where the request will be dealt with appropriately. Every year an inventory of all office furniture and equipment must be completed.