Appendix 2 Vacancy Procedure
a quick checklist for clergy and churchwardens
Clergy:
- Advise the Diocesan Office of giving notice of vacancy as soon as possible
- Confirm official moving date as soon as it is known
- Ensure decorations are in good order, in compliance with Vacancy Inspection
- Fill all redundant fixing holes and touch-in decorations, as above
- Clear the house, loft and any outbuildings of all personal belongings and rubbish
- Clean thoroughly the house and all equipment remaining
- Report any remaining faults to house or equipment remaining
- Tidy the garden and mow the grass, subject to time of year
- Advise utility suppliers of moving date and take readings and advise where final bills are to be sent; DO NOT have utilities ‘cut off’
- Set up post redirection service and cancel unwanted subscriptions
- Arrange transfer of responsibility for bills to the parish/benefice; provide service suppliers’ contact details and account numbers
- Hand over all keys fully labelled for their use and advise the alarm code – to the Area Dean and/or Churchwarden, one set to be available for Diocesan Inspector
- Identify the day and location for the collection of refuse
Area Deans and Churchwardens:
- Check final meter readings
- Ensure the house is clear and clean and the garden tidy
- Take responsibility for keys
- Liaise with the Diocesan Inspector with regard to access for works
- Regularly check for post
- Pay utility bills as they arise
- Maintain the garden
- During winter months maintain heating at a low level to help prevent deterioration of the interior of the house through damp, ventilate the house whenever possible
- Inspect the house twice weekly internally and externally
- Advise the Diocesan Inspector of any issues relating to the condition or security of the house and its grounds
- Consider the installation of a water meter, particularly if the vacancy is expected to be lengthy, to save costs on water rates and to encourage water saving – obtain Parsonage Board approval before proceeding
- Costs relating to utility bills and garden maintenance can be reclaimed from the Diocesan Secretary as a rate to be advised periodically
- For detailed information refer to “Handling a Vacancy – Good Practice for Clergy and Churchwardens”