This remains as one of the primary responsibilities of the churchwardens as local sequestrators. The duties in regard to the house (assuming it is not to be sold, or let, and is eventually to be re-occupied by the next incumbent, as is usually the case) can be listed as follows:
N.B: It is the policy of the Houses & Glebe Committee to let the majority of properties during a vacancy.
1. Before the incumbent departs
- Contact the Diocesan Property Department to agree procedures for the house during vacancy. A meeting will normally be arranged after vacation to outline ingoing and vacancy works.
- Discuss with the occupant their removal arrangements, and in particular the disposal of any unwanted possessions and the final cleaning of the house, to ensure that it is both clean and completely empty (including garages and outhouses) for the next occupant. It may be possible for the PCC to arrange for a final cleaning after the removal has been completed.
2. The day of departure
On the day of departure, ensure that all doors are locked and bolted, and windows shut and secure. The outgoing occupant should hand over all the external keys to the sequestrators at the time of his departure. Internal keys should be left in place. Please do not lock internal doors and remove keys. Please arrange for a front door key to be sent to the Diocesan Office for insurance purposes. Notify the Police and Neighbourhood Watch that the house is empty.
All PCC items including photocopies and files should be removed to allow for letting, and for safe keeping.
3. Water, gas and electricity
Discuss with the Property Department arrangements for water, gas and electricity. It may be necessary to drain the property, although the system may be left on whilst still meeting insurance criteria especially if a let is envisaged. As a precaution the stop tap should be turned off. Notices should be provided to show this has been done.
4. Telephone
The telecommunications service provider should be informed of the date from which the service is no longer required. The line will then be suspended and no rental should be payable. However, the telecommunications service provider should also be told that the service will be needed again when the house is re-occupied; otherwise there is a risk that the number may be lost after a period. If, as is likely, an answerphone service is provided then the PCC should take on the standing and call charges.
5. Inspection
The house should be inspected externally and internally as frequently as possible - but at least twice a week to meet insurance requirements. If the water system is left filled the heating should be set on automatic with a setting of 6oC. In any case of damage or vandalism please inform the Property Department at the Diocesan Office immediately, and the Police if appropriate. In areas where malicious damage may be a problem, it is helpful to try and give the house a 'lived in' appearance as far as this can be done to a casual glance, e.g. placing curtains in the more prominent windows and so on. Any mail left at the house should be dealt with appropriately. Free papers should be cancelled or removed to reduce fire risk.
6. Garden
In regard to the garden, little needs to be done during the winter although leaf cleaning should be done to avoid blocked drains. In the other seasons the grass should be cut fortnightly, and bushes trimmed and beds weeded by the occasional volunteer labour if this can be arranged. In case of extreme need some payments by the Board of Finance may be possible but prior agreement must be sought from the Diocesan Property Department. This can usually only be done for grass cutting, when large areas are involved.
7. Decoration
Any new incumbent will usually have seen the house before accepting the appointment. The Board can normally offer grants for materials towards the cost of internal re-decorations. It is hoped that the PCC will be able to assist, either by volunteer labour or financial assistance for professional work. It should be noted that the Board has no legal responsibility for internal decorations; these are officially the incumbent's concern, but many PCCs give regular assistance towards this, with the aim that at least one room is redecorated each year. Repairs prior to redecoration are the Board's responsibility (e.g. large plaster repairs).
8. Notifying the Diocesan Office
The Property Department should be informed of the dates when the house is vacated and also the date when it is to be re-occupied. This information is needed in connection with water rates and council tax.
9. Reoccupation
Finally, immediately prior to reoccupation, arrangements should be made for all supplies and services to be restored and the water and central heating system to be checked for satisfactory operation, by liaising with the Diocesan Surveyor. The Diocese has a gas servicing contract that is carried out annually, so no problems should arise with these systems. Oil fired systems will be serviced prior to re-occupation if not done in the last 12 months. Chimneys should be swept (or checked) including gas flues.
If you have any doubts please contact the Property Department who are available to advise:- Tel 01749 670777, or email penny.cooke@bathwells.anglican.org
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