Requests for Works Outside of Policy
If for any reason you wish to make improvements to a property or discuss additional requirements (e.g. due to personal preference, circumstances or a health condition), we have in place our process for requesting works outside of policy.
The Clergy Housing Handbook outlines who (the Diocese or clergy occupant) is responsible for maintaining certain aspects of the property. Where it is possible and relevant, the Handbook will also specify what standard can be expected.
Any areas or items that are the responsibility of the Diocese and have fallen below standard, will be dealt with under the policy once reported to Savills.
Areas and items that are the responsibility of the occupant are classed as outside of policy, and it is up to the occupant to install, maintain or replace them.
If an occupant wishes to make changes or improvements to a property above and beyond the standards adhered to under policy, these changes are considered as outside of policy regardless of who might pay for them. For example:
- A request for the Diocese to fund changes in the layout of the property due to the requirements of family, or personal preference.
- A request for financial support to maintain areas or items that are normally the responsibility of the occupant, due to financial hardship.
- A request to upgrade certain aspects of the property, such as changing a light fitting from a pendant to spotlights, or a replacement bathroom before it is necessary according to the usual standard.
- Adjustments required because of a disability or health condition – in such instances, these will be requested via our HR team and will most likely be classed as reasonable adjustments to be funded by the Diocese.
It is essential that any changes to the fabric of the property must first receive approval from the Diocese, even if they are to be paid for independently. Consultation allows us to:
- draw on the expertise of our property agent, Savills;
- identify the best way to use funds and resources generously and consistently;
- weigh up the impact of any changes on future occupants of the property and the balance across the property portfolio as a whole; and
- ensure that all works are carried out by suitably qualified and certified contractors.
The process also ensures that our resources are used thoughtfully and our decisions about what can and cannot be done are adjudicated justly.
Over time, the process provides our Property Working Group (PWG) with an overview of requests, ensuring consistency and enabling them to identify where a policy may need reviewing due to the numbers and nature of the requests received.
If you would like to make a request regarding your property but you are unsure whether the works you require are within policy, in the first instance please contact Savills for an informal conversation.
If you are informed that your request sits outside of policy (e.g. certain adjustments or improvements to a property, or assistance with responsibilities that are not normally undertaken by the Diocese), you will then need to fill out a request form for consideration by the Archdeacon in the first instance. Please see below for a graphic illustrating how the process flows from there.
If all parties agree to the works, Savills will provide instruction as to how to proceed.
It is worth noting that if the works will be funded independently, there will be no compensation payable for any of the works. There may also be a requirement to make good when vacating the property. If any improvement works have been carried out, with or without approval, the default position is that the value of the improvement is to be written down to £1 when vacating the property.
Grants
The Diocese of Winchester offers grants to all clergy occupants for internal decorations and bird proofing solar panels. These are for a limited sum per annum through reimbursement (not in advance).
Should you wish to make use of these, please retain receipts and submit them along with the grant form.
Only the receipt amount, or the maximum grant per annum (whichever is less) will be reimbursed.
NB occupant is responsible for arranging for solar panels to be cleaned and provision of any bird proofing around the solar panel. The Diocese will contribute up to £250 towards the cost of bird proofing around a solar panel.
On the occasion of your first claim, or if your details have changed, you will also need to send a completed new payee form.
Housing Energy Saving Grants
Our Net Zero team is liaising with the National Church regarding statutory grants that may be available for our residential properties. The national picture is changing all the time, and we hope for some actionable updates soon.
Watch this space!
Expenses
From time to time, after discussion with Savills and/or a Diocesan representative, it may be necessary for an occupant to arrange and pay for works to their property directly. Before doing so please ensure you have permission in writing from Savills or the Diocese.
Please retain receipts and submit them, along with the written permission and a clergy expense form.
For parish representatives needing to claim reimbursement for garden maintenance expenses during vacancies (up to £80 a month) please retain receipts and submit them with a vacant property expense form.
On the occasion of your first claim, or if your details have changed, you will also need to send a completed new payee form.