HOUSING IN THE DIOCESE OF LICHFIELD

HOUSINGGUIDE

JULY 2012

  1. Introduction

This Guide has been prepared to ensure a healthy working relationship between the Diocesan team, clergy and lay workers and their families regarding the management of their home. It seeks to explain how the system of maintaining our houses works, and to set out clearly who does what, and when. By describing the rights and duties of all involved, we seek to pre-empt any difficulties. We also explain the procedures in case things go wrong.

Repair and maintenance work is carried out by private contractors and all work is supervised and monitored by the Property Department in the Diocesan Office. The Department manages the budget it is allocated by the Diocese, and its work is monitored by the Benefice Buildings Committee (BBC), which also sets the policies and standards for such work. The cost of all agreed repair work is paid for indirectly by parishes through Parish Share.

The Department is committed to serving the clergy and parishes and the underpinning principles are:-

  1. Good stewardship
  2. Improving pastoral care of clergy families

1.1 Repair of Benefice Buildings Measure 1972

The Diocesan Board of Finance’s (DBF) responsibility, under the Repair of Benefice Buildings Measure 1972, is for:-

  • The structure and exterior of the building
  • The installations for space heating, water heating and sanitation, and supply of water, gas and electricity.
  • Payment of council tax, water rates and insurance of the structure
  • Anything belonging with the house, i.e. fixtures and fittings
  • Quinquennial inspection of the house

1.2 Common Tenure

By 2011 many clergy in the Church of England will hold their ecclesiastical office under common tenure. Your rights and responsibilities in connection with your housing are set out in the repair of Benefice Building Measure 1972 and the legislation that can be located at

The guidelines apply solely to all benefice houses and team vicarages.Due to the nature of property owned/purchased/leased for curates and others,there maybe some variation to the guide. Any clarification can be sought from the Property Department.

The following pages, although not an exhaustive list,aims to clarify responsibility of the key housing elements/issues.

Abbreviations:

DBF = Diocesan Board of Finance

BBC = Benefice Buildings Committee

DS = Diocesan Surveyor

2.Alphabetical Guide

Item / Responsible / Comments
Address Signage / DBF / A suitable sign will be fitted and maintained by DBF.
Access for all Adaptions / Occupier / Although house classified for residential use, DBF at its discretion,will consider reasonable modifications.
Accidental Damage / DBF/Occupier / Where accidental damage occurs to the building fabric, fittings owned by DBF occasioned by a family member or guest, the damage will be repaired.
Appliances / Occupier/DBF / All integrated appliances gifted (where possible appliance to be freestanding).
Occupier to be responsible for maintenance of all appliances).
DBF responsible for annual H&S checks.
Kitchen alterations to accommodate specific requirements to be funded and reinstated by occupant, if considered appropriate by the BBC.
Asbestos / DBF/Occupier / The occupier should be in receipt of the Type 2 Asbestos survey. Contractor to be notified of presence and location of known asbestos-containing material.
Boundary Walls/Fencing / DBF / New fencing provision to be considered for safety and security of clergy family at DS discretion, but not for considerations in relation to domestic animals.
Burglar Alarm / DBF/Occupier / Refer to the Intruder Alarm System (IAS) Policy.
Carbon Monoxide / DBF / Carbon monoxide alarms fittedand maintained by DBF as standard.
Carpets / Occupier / See “Floor Covering”
Item / Responsible / Comments
Central Heating / DBF / Central heating system maintained by specialist contractor.
All secondary heat sources to be serviced and maintained. See “Gas & Oil Testing & Servicing”.
Chimney Sweep / Occupier / Work to be carried out by clicking onNACS registered chimneysweep and certificate obtained. DBF will instruct a sweep at the Ingoing works.
Church Files / Parish / At outgoing stage it is the Parish who is responsible to move all Church files being stored within the Vicarage. See “Parish Office/Equipment”.
Cleaning after Ingoing Scheme / Parish / It is the Church Wardens’ responsibility to ensure the property is clean prior to the move date.
Cluster Flies / DBF / See “Pest Control”
Cookers / - / See “Appliances”
Curtain Tracks / DBF / DBF to fit standard track and runners at Ingoing stage (if not in place). It is the Occupier’s responsibility to maintain and leave in working order upon vacation.
Day to Day Maintenance / DBF / DBF responsible for all maintenance and building work. Occupier’s responsibilities see below.
Disabled adaptation / - / See “Access for all Adaptions”.
Electrical Installation / DBF / A 5-yearly Periodic Electrical Inspection Certificate and remedial work/s as per Quinquennial or Ingoing.
Exterior re-decoration / See “Quinquennial”.
Fences / - / See “Boundary Walls/Fencing”.
Item / Responsible / Comments
Floor Coverings;
Study, kitchen, utility, bathroom, ground floor WC,en-suites
Remainder / DBF
Occupier / Wood Block:Not DBF’s responsibility. Re-sealing not responsibility of DBF, however, should defect arise, repairs will be carried out by DBF.
Please read above note.
Gardens / Occupier/Parish / During Interregnum it is the PCC responsibility to maintain.
See “Trees”.
Gas & Oil Testing & Servicing / DBF / An annual gas service, test and certification undertaken by a Gas Safe/OFTEC registered engineer. Test to include boiler (gas or oil) and all gas fires.
Glass (internal doors/screens) / DBF / Assessment of condition (safety) carried out at QI or Ingoing stage.
Guttering Clearance / Occupier / Suggest occupier asks window cleaner to do this.
Ingoing Works / DBF / Diocesan Surveyor to visit, inspect and report schedule of works to Archdeacon. Ideally all the works to be proposed works undertaken before interview stage, presenting a house ready to view at post appointment. Refer to“Ingoing Works Policy”.
Insulation (Cavity wall & loft insulation) / Occupier / Click on“Cavity Wall and Loft InsulationPolicy”.
Insurance
Contents
Building / Occupier
DBF / Please note the house is classified as residential.
Interior Decoration / Occupier/Parish / Refer to“Interior Decoration Policy”.
Improvement Work / Occupier / Strictly by prior consent of DBF/BBC.
Item / Responsible / Comments
Lighting / DBF/Occupier / The maintenance of all lighting units is the responsibility of DBF. All bulbs are the responsibility of the occupant.
Locks / DBF / DBF to maintain and provide secure locks to windows and doors.
Loft Ladders / DBF / Where safe access is identified by DS, in order to maintain water storage tanks and associated pipe work.
No storage.
Mechanical Extract Ventilation / DBF / Assessment of condition carried out at QI or change of occupancy.
Oil Test and servicing / DBF / See “Gas & Oil Testing & Servicing”.
Oil Tanks / DBF / LDBF to maintain.
Parish Office/Equipment / DBF/Occupier / It is at the occupier’sand DBF’sdiscretion where to allow the Parish to use the study/house. Refer to“Empty Clergy Houses policy”.Any Parish use must cease. See “Church Files”.
Pest Control / DBF / If local council do not provide a free pest control service then action will be taken.
Phone Points / DBF / To provide one socket in the study andone in family location for private use.
Ponds, pergolas, decking / Occupier / Assessment of condition carried out at QI or change of occupancy.
Ponds may be filled in as part of the Ingoing work/s.
Quinquennial Inspections & Repairs / DBF / Assessment of condition carried out by the Diocesan Surveyor at QI. (Every 5years after the previous QI).
Item / Responsible / Comments
Septic Tanks Sewage Treatment / DBF / DBF responsible for the maintenance and contract of sludge removal.
Sheds / DBF/Occupier / DBF responsible only if the property does NOT have a garage, then a 8’x6’ shed to be provided and maintained by DBF.
Showers / DBF / DBF responsible to supply and maintain oneelectric/mains feed shower.
Smoke Alarms / DBF / DBF recommend occupier contact local Fire Service to assist in carrying out home fire risk assessment.
Study Shelving / DBF / Maximum 24-30 linear metre adjustable bookshelves. Please note DBF does not supply shelving for curate housing.
Trees / DBF/Occupier/Parish / Occupiers are responsible for regular inspections of all trees plus maintenance.
DBF to carry out 5-yearly inspections of large trees. See “Gardens, hedges & trees”.
TV aerials/satellite dishes / Occupier / Occupants wishing to supply and fit satellite dishes on the property should consult DBF, especially when the property is listed.
Outgoing Responsibility / Occupier/ Parish / Refer to”Empty Clergy Housing Policy”
Water filter / Occupier / DBF do not maintain or provide Water filters.
Windows (Double-Glazing) / DBF / DBF responsibility

3. Occupier’sResponsibility

Incumbents are the legal owners of their parsonage house and all stipendiary clergy and licensed lay workers normally reside in Church owned housing as part of their terms of service. The entitlement to housing is a general one and it is left to each Diocese to set out detailed arrangements in documents such as this Guide. Occasionally a house is left for the next residents in a poor state and this generally causes extra costs and inconvenience, so this section sets out your responsibilities very clearly to avoid confusion. In general, the legal situation is set out in the Repair of Benefice Buildings Measure 1972.

In the words of the Measure, your responsibility as occupier (or as a resident living in accommodation provided as part of your terms of service) is “equivalent to that of a tenant”. You are responsible for organising:-

•Anything that belongs to those living in the house and appropriate house contents insurance.

•Fuses, battery smoke detectors, tap washers, clearing (or paying the charge for clearing) negligently blocked waste pipes, gullies, manholes and drains. This is to ensure free flow of the storm water.

•Minor DIY items of repair to the building and services. Examples of items the Board will not pay for include tap washers, batteries for door bells, plug chains, etc.

•Internal decorations are the responsibility of the PCC/Occupier. The Diocese operates a saving scheme with annual bonuses–for further details see IDS Policy. You should not leave the house decorated in colours which will make it difficult for your successor to redecorate, in other words please use neutral colours where possible and not brightly-coloured gloss work.

•Repairs due to misuse, neglect or damage by you, your family, your visitors and by any domestic pets.

•Keeping the garden neat and tidy, grass mown and trees pruned. You should look after any sheds (including those provided by the Board), greenhouses, all shrubs and plants (including ivy/creeper types), hedges (to a maximum height of 2 metres), ponds, garden ornaments, and clothes posts/rotary dryers. Any essential major work to ornamental or fruit trees will be carried out as part of the works when you first arrive, after which they will be your responsibility.

•Paying all gas/oil, electricity and telephone bills, etc.

•Keeping the house in a good and clean condition during your occupancy (fair wear and tear excepted), and then removing all your personal property and rubbish from the house and grounds upon vacation.

•Allowing the Diocesan Surveyor or other experts to inspect the house at all reasonable times by prior arrangement.

•If you have oil-fired central heating - not letting the supply run too low before the next delivery, thus avoiding silting up the boiler system.

4.Equipment ListThe following are examples(not exhaustive) of equipment that might, typically, be at a property and are not maintained by DBF:-

  • Bathroom cabinet
  • Bedroom shelving
  • Clothes line, rotary clothes dryer
  • Electric light bulbs
  • Extension leads
  • Extractor fans (except kitchens, bathrooms, utility rooms, shower rooms & cloakrooms).
  • Cupboards/units (except kitchen units)
  • Wardrobes
  • Floor coverings (except wet areas study carpet)
  • Fluorescent tubes
  • Garden furniture
  • Garden ornaments
  • Garden ponds
  • Garden shed *
  • Greenhouse
  • IT equipment
  • Lamp shades
  • Ladders
  • Ornamental and fruit trees
  • Pelmets
  • Plants
  • Radiant heaters/lamps
  • Satellite dish
  • Shelving (except study shelves)
  • Shower curtain and pole
  • Shrubs
  • Telephone handsets
  • Venetian & roller blinds, curtains
  • Wall mirrors
  • Water Filter

*Maintained by DBF only if there is no garage.

The following works are not normally carried out or reimbursed:-

  • Toilet seats - supply or repair
  • Cleaning of extractor fans
  • Light bulbs replacement
  • Cooker extract filter replacement
  • Gardens
  • Extension in height to existing boundary fences (unless recommended by a local Crime Officer’s report).
  • Internal decorations
  • Televisionaerials, Sky dishes
  • Floor coverings, sanding/sealing/staining offloors
  • Curtains and blinds
  • Movement of radiators to accommodate furniture
  • Repairs caused bynegligence on the partof the occupier.
  • The supply and erection of garden sheds, greenhouses, conservatories and maintenance of same.
  • Damage to property from pets
  • Works undertaken for cosmetic reasons

5.Repair Procedure

When you need a repair that is not something you or the PCC are responsible for (see “Occupier’sResponsibility”above), contact the Property Department on 01543 306051 (Mandy Hulse) or 01543 306071 (Simon Ray) or 01543 306093 (Emma Williams). It is helpful if you give as many details as possible including:-

1. Your name, address and telephone number (where you can be contacted during the day).

2. What the problem is and where it is

3. Access details or times during the week when a contractor or a member of staff can inspect or carry out the repair.

4. Any other information you think will be useful

However, when a repair is required to the central heating system you should directly call our heating contractors – Integral on 0121 272 1061.

The surveyor at the Diocesan Office will confirm your request (when the work is of a substantial nature), when agreed, by email. The form you receive contains details of:

  • The repair order
  • The contractor who is to carry out the work
  • The date it was requested
  • The access details you gave
  • The repair priority

We are committed to dealing with repairs as soon as possible. Given the range and number of repairs we receive, we have divided them into categories of urgency. Repair orders are regularly monitored by us in terms of response times and the priority rating. The following is a guide indicating how quickly we should respond to your repairs.

Priority 1 –Emergency: aim to respond within 24 hours

Includes only work that is required to prevent danger to life and limb or extensive damage to property, e.g.gas leaks, burst main water storage tank, no electricity (not a power cut), repair or renew front/back door lock, security issue, Health & Safety issue.

Priority 2 –Urgent: aim to respond within 7 days

Includes work to prevent acute discomfort or serious inconvenience to the occupier, potential health risks or serious damage to the property e.g. defective central heating, no hot water, blocked drainage.

Priority 3 –Other: aim to respond within agreed timescale

Includes work which is not urgent but if left untreated would cause inconvenience to the residents or long term damage to the property e.g. repairs to gutters and down pipes, repairs to chimneys, fencing, repair work to driveways, long-term structural defects.

Priority 4 –Planned Work aim to respond inside 6months

Includes work from Quinquennial work and Ingoing workto put right long-term defects, repair or renewal of boundary fences, boundary walls, outbuildings and garages, and cyclical work.

EMERGENCIES

In an emergency (see Priority 1), during office hours ring the number aboveand report these repairs in the normal way. If your emergency occurs outside office hours, then you should first obtain the authority of your Archdeacon and then ring a local contractor and instruct them to carry out work sufficient to solve the emergency. A list of approved contractors, who may be able to help in an emergency, with their telephone numbers, appears at the end of this Guide. Please ensure that you report your actions to the Property Department as soon as possible. Please note: If you call out a contractor for repairs that do not require emergency attention, you may be required to pay all associated costs.

EMERGENCIES IN THE HOME

The following advice or information may be useful in an emergency:-

Gas leaks- If you smell gas take immediate action:-

  • Put out any naked flames and cigarettes
  • Open windows
  • Turn off all gas appliances
  • Turn off the gas supply at your gas meter
  • Contact National Grid– 24-hour free service
  • DO NOT use any electrical appliances including lights, or operate electrical switches.
  • Inform the Property Department immediately

What to do in case of fire:-

  • Get everyone out of the building
  • Call the Fire Service immediately on 999
  • If possible, as you leave the building close all doors and windows (to prevent fire spreading). Do not allow people to re-enter the building.
  • If possible switch off gas and electricity supplies
  • Do not use water to douse a fire where it involves an electrical supply, fat, oil or spirit. You must inform the Property Department as soon as possible after any fire has occurred in your home.

Stopvalves: If you do not already know where stopvalves (formerly stopcocks) are located you should find out, and check them regularly.

Burst Water pipes: You should either turn off the water supply to an appliance or to the whole house. If you have central heating, turn off the gas and any electrical controls aswell. In all cases report the problem immediately to the Property Department.

6.How to get in touch with us

Property Department,Diocesan Office

For repairs ring the Property Departmenton:-

01543 306051