RBE No. 150/2006: Railway Institute – Use by Outsiders
No.E(W)2004/IS-1/2, dated 12.10.2006
Sub: Use of Railway Institute/ Club premises by outsiders for private functions.
1. In terms of para 2217 of Indian Railway Establishment Manual, Vol.II, the General Managers are competent to frame rules with regard to use of Club/ Institute premises to suit local requirements. The Club/ Institute premises are accordingly offered for private functions by Members, etc. Instructions also exist regarding use of Club/ Institute premises by unions and outsiders for cultural shows and for cinema shows, etc. Certain conditions have, however, been laid down by Board with regard to holding the private functions. (Board’s letters No.63/W2/CNB, dated 07.02.1967 and 01.05.1967, No.78/W2/3/66, dated 10.08.1979, No.E(W)86 IS1-2, dated 03.06.1986 (RBE No. 105/1986) and No.E(W)99/IS-1/3, dated 04.04.2000).
2. The absolute ownership of the property being that of the Railways, needless to say that the premises cannot be leased out by the Club/ Institute management to anybody. However, Railways have been permitting ‘outsiders’ for holding private functions in the Clubs/ Institutes after meeting demands from members and Non-Member officers/ staff, not amounting to leasing of the premises. In one of the cases in recent past, Managing Committee of an officers’ club entered into an agreement with a contractor regarding use of club premises for commercial gains for a period upto 20 years without prior approval of competent authority, in violation of Board’s extant instructions which stipulate that licensing of railway land for purposes not connected with railway working is not permitted (Board’s letter No.2004/LML/18/116, dated 27.10.2004).
3. It may please be ensured by Zonal Railways that bye laws of their Clubs/ Institutes must be in line with extant instructions issued from time to time with regard to running the affairs of the Clubs/ Institutes, lease/ use of railway land etc.
4. Following aspects may also be kept in view and suitable provisions be incorporated in the bye laws:
(a) Use of Club/ Institute premises by a person for private functions should generally be restricted for one day only, and charges for the same will be on ‘per day’ basis.
(b) In case of outsiders, permission to use Club/ Institute premises shall be given by the Club/ Institute directly to the individual for private purpose only and not for any commercial interest/ gains.
(c) No third party or contractor shall be authorized to take possession of the premises for further allotment.
(d) Club/ Institute management will specify conditions regarding proper use of premises but will not involve themselves with catering/ shamiana arrangement, etc. for allottee. Allottee will himself make necessary arrangements for catering/ shamiana, etc.
(e) Allottee shall be held personally responsible for any damages caused to the Club/ Institute property.
(f) Hire charges for use of Club/ Institute premises by outsiders should be fixed by the Committee in keeping with comparable facilities available in the market, etc.
(g) Gambling, consumption of liquor and other unlawful activities should be prohibited.
(h) The programme of performances, etc. must be intimated to the Secretary of the Club/ Institute beforehand whose discretion in allowing or refusing permission would be final.
(i) Club/ Institute management shall not specify any condition or enter into any arrangement with anyone which, directly or indirectly, amounts to seizure of Railway’s authority as owner of the premises/ Railway land and is likely to affect railways’ interests in any way and shall always take steps to protect Railways’ interests.
(j) Caution money may be charged from the allottee for use of the premises and handing over the premises back to the Railways intact. In the event of damages caused to the railway property by the allottee, the caution money may be suitably adjusted for compensating the damages. The amount of caution money may be fixed taking local conditions into account.
5. It will be the responsibility of the club Managing Committees that all the above guidelines are followed scrupulously.
6. A copy of the amended bye-laws may be sent to this office for information and record.
7. This issues in consultation with the Finance Directorate of the Ministry of Railways.
Download Railway Board Circular RBE No. 150/2006
Forward reference ⇒ RBE No.