CARE OF PROPERTY DURING A VACANCY

It is the policy of the Finance Group (Parsonages Board) to let the majority of properties during a vacancy and, where appropriate this will be mentioned in the following notes. This is included in the annual budget, is not ring fenced to the particular property and effectively reduces the common fund by approximately 2% per annum.

The Sequestrator role remains one of the primary legal responsibilities of the Churchwardens during the benefice vacancy. In a multi parish benefice the home parish may take up the running of the property but there is a need for all PCC’s to take an equitable interest both physically and financially, to share the burden

in future sustainability. The duties in regard to the house (assuming it is not to be sold or let) which is eventually to be re-occupied by the next incumbent are as follows:

  1. Prior to the vacancy
  • Discuss with the incumbent their removal arrangements.
  • Dispose of unwanted items and oversee the final cleaning of the house.
  • The house is to be empty and clean including roof space, garages and outhouses

2. The day of departure

  • Ensure that all doors are locked and bolted and windows shut and secure.
  • Receive ALL keys fromthe outgoing occupant
  • Leave internal keys in the property, please do not lock internal doors and remove keys.
  • Notify the Police and Neighbourhood Watch that the house is empty.

NB All PCC items including photocopiers and files should be removed to allow for letting and for safe keeping.

3. Services

  • Billsfor gas, electricity and oil whilst the house is empty will be met by the Board.

When the occupant leaves / Read meters and close account.
Forward energy bills / Property Department Diocese of Bath and Wells
Meter Readings / From time to time we will request a meter readings in order that accurate bills can be generated.

4. Heating

The central heating system should be left on and timed to operate in cold weather for 2 hours in the morning and 2 hours in the evening. If the temperature falls below 5o for 3 consecutive days consider turning the water off at the stopcock. However, the house must be inspected regularly as per insurance requirements

Please ensure in the case of oil systems that the oil supply is checked regularly and topped up as and when required with the minimum order usually 500 litres. Most oil suppliers will invoice the Finance Group direct.

Darch Oil – 01935 473302

Tinknells Oil - 01749 672977

Should there be any problems with Gas central heating systems or other maintenance issue please contact the Property Department or see numbers below. The approved contractors listed below do not have service contracts with the Diocese but may be able to help.

Contractor Numbers
Oil Heating / All Areas / Tincknells / 01749 673661
Electrician / Bath Area / Bath Area Caz Gillard / 07899926080
Plumber / Bath Area / Caz Gillard / 07899926080
Plumber / Weston Super mare / Jason Lucas / 07768 737011
Plumbing and Gas Heating / Weston Super Mare / Garry Moore / 07967 304766
Electrician / Taunton Bridgwater / Etech / 07866 682373
Plumbing and Gas Heating / Taunton / Mike Brannan / 07778 805687
Plumbing and Gas Heating / Taunton / Paul Brannan / 07860544555
Electrician / Wells / Dave Galpin / 07850 731263

If a tenant is to occupy the house, information will be provided when the responsibility for this is removed from you for that period of the vacancy.

5. Telephone

  • Make arrangements to have calls diverted or install answerphone. You must contact the provider to discuss this and have calls diverted to a Churchwarden or other nominated person, in order not to lose the telephone number.
  • Telephone accounts and associated costs are the responsibility of the PCC. Where the house is let the tenants will have a separate telephone number.

6. Water

  • Turn water off at stopcock

7. Inspection

If the house remains empty including before and after a let

  • Ensure that it is inspected at least twice a week to maintain the Board’s insurance cover.
  • Continue until the house is re-occupied, either by a member of the clergy or a tenant.
  • If possible, it would be helpful if curtains could be hung at windows, in order to create a more ‘lived in’ appearance and hopefully deter intruders
  • Use lamps on timers.
  • In the event of malicious damage, please advise the Property Department and, if appropriate, the Police immediately.
  • Please remove all mail promptly as this also advertises that the house is empty.

8. Garden

  • Gardens are the responsibility of the PCC before and after a let.
  • During the ‘growing’ season the lawn will need cutting regularly, shrubs trimmed and borders weeded hopefully by volunteer labour.
  • Leaves need to be cleared in order to avoid blocked drains.

If the house is let, the tenants will be responsible for the garden during the period of the tenancy.

9. Lettings

  • In the majority of cases the house will be let. This should reduce the worry of the empty housefor the parish.
  • Lettings are generally for six months and then reviewed.
  • Reputable agents will carefully reference prospective tenants and hold a six week deposit.
  • If there are any issues or concerns regarding the tenants during occupation pleasecontact the property office.
  • If a House-for-Duty post has been agreed, letting is not always sought in the hope that the house will be reoccupied fairly quickly, i.e. less than six months. If this does not happen then a let may be considered on agreement with the relevant Archdeacon.
  • It is intended to introduce tenants to you before they move in, but this may not always be possible.
  • It would be appreciated if a church member or the Sequestrator could meet the tenants early in occupation to make an introduction. This often helps all parties during this period.
  • When the house is let there is a clause in the agreement to enable the inspection of the house by candidates for the new appointment. As soon as you have a proposed date for interviews please call the Property Department. Ideally we like to give the tenants two weeks’ notice. Occasionally access can prove difficult without sufficient notice.

10. Internal Decoration

  • The decoration of the house is the responsibility of the new incumbent
  • The Board offer a grant to them for materials only, payable on receipt of invoices.
  • The Board would appreciate it if the PCC (or PCC’s in multi parish benefices) were able to assist by offering either volunteer labour or financial assistance.

11. Ingoing works

  • If not completed already, once an appointment has been made, the Diocesan Surveyor will arrange to meet the incumbent-designate at the house to discuss any ingoing works that have been identified.
  • Works of a larger nature might take place before this.
  • A schedule of anticipated workcan be provided by the department for the parish profile or for use at the interviews in order to avoid uncertainty.

12. Reoccupation

  • The Property Co-ordinator will liaise at the end of a tenancy or when the vacancy end is nearing.
  • Immediately prior to reoccupation please check that all the services are in proper working order, and phone numbers restored etc. ensure all meter readings are taken.
  • Please agree with the new incumbent what Parish items,if any,can be moved back into the house.
  • Please note there is no obligation on any incumbent to store any equipment except basic files in the parsonage, and there is no obligation to hold any meetings in the property. An in-coming incumbent may have completely different requirements for occupation than previous priests.

Contact details (e mail preferred)

Damian Lawrence
Head of Property Services / 01749 685142 /
Ali Walker Property
Co-ordinator / 01749 685144 /
Suzette BerryProperty Administrator / 01749 685 143 /