CLERGY HOUSES -
action
whilst
unoccupied

Churchwardens are responsible for the general supervision and care of empty houses (including those which are for sale) and it is earnestly requested that all the requirements listed below are dealt with as stated.

  1. As soon as any house (parsonage or curates) becomes unoccupied churchwardens are asked to ensure:-

    (a) That one front door key is delivered by hand, or sent by registered post, to The Diocesan Surveyor, Property Services, 9 The Precincts, Canterbury, Kent, CT1 2EE, (01227 478390) at the same time confirming to the Surveyor:

    (b) details of any security systems;

    (c) in the summer months; that supplies of water, gas and electricity (unless required for security systems) have been turned off at the main control inside the house;

    (d) in the winter months: that the heating system is being kept on at a low setting - please agree details with the Surveyor;

    (e) if the property is for sale that all systems have been drained down, anti-freeze placed in traps and notices posted stating what has been done.

  2. One of the churchwardens must also arrange to take over the gas and electricity accounts, in the name of the PCC, ensuring that bills are received and paid locally. Oil left in the tank by the departing occupant should be purchased by the PCC. If a further supply of oil is likely to be required, this should also be purchased by the PCC. (In due course the incoming person should be "billed" by the PCC for "oil in the tank" on moving in).

    Please ensure that all communications from Local Authorities and Water Companies are sent on to the Property Services Dept. (who will continue to deal with water and sewage rates and Council Tax during a vacancy), and do not communicate with them yourselves as this would give rise to confusion!

  3. One of the churchwardens must also take over the telephone - the usual arrangement being that the instrument remains connected but no outgoing calls can be made - bills will be paid by the PCC Treasurer. It is important that the number is retained unchanged.

  4. The Canterbury Diocesan Board of Finance maintains policies of insurance which provide cover for the structure, fixtures and fittings of all houses - but please note that the contents, TV aerials and greenhouses are not included.

  5. If the houses is likely to remain unoccupied for a period in excess of 6 months the Diocese may seek to arrange a shorthold tenancy.

  6. If it has been the custom for the PCC to use the study or other parts of the house for Parish purposes then this may continue during the vacancy if the property is not to be let. It should be borne in mind that the continuation of such use may not be acceptable to a new priest.

  7. Cover when a house is vacant is restricted and it is important that a watchful eye is kept thereon. Local arrangements should be made to comply with our insurers advice as follows:-
    "With regard to unoccupied houses, reasonable precautions should be taken to ensure their safety and these should include the following:

    (a) the premises should be well maintained so as to appear "lived in".

    (b) they should be regularly and frequently visited by a responsible person and should be firmly secured against any unauthorised entry.

    (c) all services should be turned off (at the main controls inside the house) unless they are in regular and frequent use.

    (d) the Police should be informed of the situation."

    The Diocesan Surveyor must be told of any event which might give rise to a claim under the policy.

  8. Repair and maintenance of all houses (vacant and occupied) is the responsibility of the Diocesan Property Committee and accordingly no repair work should be put in hand or any expenditure incurred without the prior authority of the Diocesan Surveyor.

    Permission is also needed to make any alterations to the property.

  9. Some areas of the house may not have been decorated for many years. Following the removal of furniture and carpets or, if the vacancy has been a long one, the house may not be particularly clean. Many parishes organise working parties to clean the house thoroughly and even redecorate rooms. Provided this is done carefully and sensitively this is to be commended.

    A new priest will value all the help the church family can offer in helping to turn the parsonage house into their family home. Similarly, tidying the grounds and mowing lawns; whilst a PCC responsibility, is also a good way of welcoming a new priest and family and showing that the parish cares.

  10. If a matter of extreme urgency does arise then a churchwarden should take appropriate action and advise me by telephone at the earliest opportunity.

    If you have any concerns or problems which these brief notes do not address, please do not hesitate to contact this office on (01227) 478390

    CONTACTS:
    Philip G Bell - Diocesan Surveyor
    Jo Smith - Administrator

    Philip G Bell