Churchwarden Training: Parsonage Houses

1. Churchwarden Training: Parsonage Houses Tony Kerry

2. Property Management Team at the Oxford Diocese Mike Smith Building Surveyor Tony Kerry Deputy Diocesan Surveyor Helen James Property Manager Karen Drew Admin Support

3. The property portfolio ranges from the 13th Century to the 21st Century

4. Clergy moving out of a property

5. Let a property or not?

6. Church wardens responsibilities if property is not let.

7. Diocesan responsibilities during a vacancy if the property is not let.

8. Consequences!!!!

9. Thank You

10. Tony Kerry’s notes

11. Introduction • The Oxford Diocese has 450 properties in the 4 Archdeaconries • The housing stock in the Oxford Diocese ranges from early 13th Century through to modern parsonage houses that the Diocese build or buys in from developers. • Majority of the houses are occupied by clergy. • The Oxford Diocesan Board of Finance is responsible for virtually everything within the property other than personal possessions, garden maintenance, utility bills whilst the property is occupied by clergy • The Diocese and Church Wardens become responsible when there is a vacancy.

12. What Happens when the Vicar Announces they are Leaving? • The Buildings Department will be notified of the move by the Archdeacons office • A surveyor from the Buildings department will make contact with the outgoing clergy to arrange a visit to explain what they need to do before they move. • We remind them of their responsibilities of clearing the house of their personal possessions, cleaning through the property, closing their utility accounts, leaving the garden tidy • We ask them to return the key to a church warden so checks can take place on the property. • The Diocese will contact the church wardens via e mail explaining their responsibilities and give them contact details of who to contact if they need to report something regarding the empty parsonage house. • Once the property becomes vacant we can visit the property with the church warden(s) to go through their responsibility whilst the property is empty

13. What Happens to Parsonage Houses when Clergy move out? • When a Parsonage is vacated by a member of clergy there are 2 options available to the Diocese: • Property to remain empty • Let the property for a minimum of 6 months • If the Diocese decide to let the property the Diocese will consult the PCC and the Bishop/Archdeacon’s offices to get their permission if it is a Benefice house. We will also consult locally if the property is a Board owned house

14. Option 1 – Property to Stay Empty • We currently have 25 empty properties in the Diocese for different reasons • Property required by clergy • Property requires refurbishment works • Property might not be needed by clergy and to be sold • Parish using the Parsonage house during the vacancy • etc

15. Option 2 - Letting the Parsonage House • We currently let 70 properties throughout the Oxford Diocese • Letting properties creates an income to the Diocese which in turn saves the parish share going up in the region of 3% • There is a risk if the property is not occupied then it could deteriorate especially in the winter months • If the property is let then the onus of checking the property is taken away from the church wardens and/or local key holder • Diocese will consult with the church wardens, patron if the property is a benefice house before letting

16. Church Wardens Responsibilities if the Parsonage House is not Let • The most important thing you have to remember is that you are the Dioceses eyes and ears. • Responsibilities are: • Confirm with the Buildings Department at the Diocese who has a set of keys so records can be kept up to date • Check the property at least once a week internally and externally • Record the visits – a form will be sent to you from CHO so it can be put by the front door for people to sign • Deal with post that is put through the door and distribute accordingly • Check boiler is working during the winter months if the property is not drained down • Report any problems to the Diocese immediately

17. Who is responsible for what during a vacancy if the Property is not Let? • Gas and Electricity – the Diocese will pay for the gas and electric during a vacancy. We will contact you every few months to provide us with meter readings so we can forward to the utility companies. • Telephone – The Diocese won’t pay for this so we ask the outgoing clergy to speak with their church wardens to see if they wish to retain the telephone number and in which case the PCC has to pay for the telephone line during a vacancy • Security Alarm – the Diocese will continue paying for the contact. As church wardens and the keyholder we do expect you to be shown by the outgoing clergy how to use the alarm and to know the code to the alarm – we do not hold this information centrally. • Garden – If you know of anyone locally who can manage and maintain the grass and shrubs during the vacancy let the Diocese know and we will make contact with them. The Diocese will pay for all costs. If you don’t know of anyone then the Diocese will arrange for the works to be carried out. • Trees - Please ensure that no trees are felled, lopped or topped without the consent of the Diocese. This is both for your protection and because large fines are imposed for unauthorised work to trees which are subject to preservation orders or in conservation areas.