MANSE POLICY
SOUTHERN SYNOD
MANSE POLICY 2005
A. Introduction. In October 1995 Southern Synod approved and introduced a radical “Policy for vacant Manses” which in effect meant that all the manses and manse funds, of which the URC (Southern Province) Trust is trustee, would be held in common.
The URC Manual provides that the proceeds arising from the sale or letting of property should be applied for such charitable purposes connected with the work of the URC as the Synod sees fit. It is the approved practice of the Synod that manses and funds arising from their sale or letting should only be used for purposes connected with the accommodation of “church workers” (normally ministers). The underlying theology and ecclesiology of the URC is that we are a “connexional” or conciliar church, a family. Particularly in an age when few ministers have only one congregation under their care, it is appropriate for Manse property to be held in one pool or fund, for the benefit of all the churches.
It was therefore agreed that redundant manses would be sold. If a pastorate needed a manse, it would be provided. Manse funds being held by or for local churches would be pooled, along with the proceeds of the sale of redundant manses to provide new manses where required and contribute towards the cost of justifiable capital items such as extensions, renovations, modernisation of existing properties. Controlled letting was permissible only in vacancies and specific circumstances.
Following approval of the policy by Synod, there followed a lengthy process of persuading local churches directly affected that they should accept the new policy, but in the end this was achieved. In accordance with the requirements set out in the URC Manual, action can only be taken on property matters with the consent of both the local Church Meeting and the Synod Property Committee (on behalf of the Synod). Inevitably there have occasionally been instances of churches declining to comply with the policy, but in most cases difficulties have been resolved by negotiation. The policy has worked well – to the extent that other Synods have followed suit.
B. Review. After nine years’ experience and in the light of questions raised about aspects of the policy, a review was instituted by the Synod Finance & Property Committee in 2004. The group considered all aspects of the policy and has consulted with other Synods. It has made a number of detailed recommendations and these are incorporated in the following revised Southern Synod Manse Policy (2005), which was approved and adopted by Synod in October 2005 to take effect “from a date to be agreed by officers when they are satisfied that there is a suitable mechanism & staffing in place to implement it”.
Special provision needs to be made where ministers contribute towards the cost of a Manse and therefore have a share in the equity (see below para 22) and also for Manses in ecumenical situations and under Sharing Agreements (see para 21 and Appendix 6). In the case of part time ministries, the same criteria will apply as for full time ministers.
C. Manse Policy 2005
1. Manses are held in trust for the purpose of housing "church workers" under the terms of the URC ACT. Part II of Schedule 2 of the Act sets out the Trust provisions. Clause 5 relates to the sale of redundant manses and Clause 2e to letting and Clause 2c to the exchange of Manses. The resources relating to Manses are held and administered by the Synod in a ‘Manse Fund’, for the benefit of all the local churches in the Synod.
2. The provisions of Part II of Schedule 2 to the URC Act apply. The decision of the Church Meeting is normally required in order to enable the Property Committee to give the Trustees the power of sale. Redundant manses will be sold or, if the manse is integral to a church site, or other exceptional circumstances prevent sale of the property, management will be transferred to the Synod. The capital arising will be added to the Manse Fund (para 2c & 2d). Income arising will also be paid into the Manse Fund, for which the approval of Church Meeting is required (para 2e)
3. The aim of the Policy is to ensure that all ‘church workers’ are accommodated in appropriate properties up to an agreed standard from the resources of the Manse Fund.
4. The “agreed standard” is as follows (adapted from that approved by General Assembly 2003 under the Maintenance of the Ministry Sub-Committee, Appendix E):
· A separate lounge, dining room and ground floor study. Dining facilities in kitchen are desirable but not essential. Four bedrooms of which two should be double. Ground floor W.C.
· Sound construction, good thermal insulation with double glazing if possible, full central heating and water heating, modern kitchen and bathroom (with W.C. & shower), curtain rails & light fittings, telephone points (including study), adequate power points.
· Security locks and smoke detectors. Possibly carbon monoxide detector(s). All in accordance with Synod guidelines for the security of manses and their occupants.
· Medium sized garden, garage with/and storage, visitor parking (where possible) and access for those with physical disabilities.
· Convenient (typically walking) distance from the church, but not on the same site as the church or next door to it. The location and the property should be such as to make resale straightforward.
In addition, the following guidelines are suggested:
· The property ideally should be less than 80 years old and not listed
· Preferably not more than two floors
· Reasonable access (e.g. avoid steep slope to front door, not on busy traffic route)
5. The agreed standard is an ideal to be aimed at in purchasing new Manses and improving existing ones. The agreed standard may be relaxed in exceptional circumstances where it cannot be satisfied by property within the community in which the church is set (e.g.) on a new housing estate. It may not always be possible to replace manses which are on church sites or which do not meet all the other elements of the agreed standard. A possible checklist for the purchase of a new Manse is found in Appendix 5.
6. Where, on the recommendation of the local church and the Area Property Adviser (APA), Synod agrees that existing manses require modernising or extending to meet the agreed standard, the Manse Fund will be responsible for
· Modernisation and replacement of fitted kitchen and bathroom equipment (including an integral/built-in cooker, but not other “white goods” or moveable appliances)
· Central heating boiler replacement
· Electrical rewiring
· Installation of roof insulation, double-glazing and security facilities
· Major roof and other structural repairs not covered by insurance
· Extensions.
7. The full cost of purchasing new manses and, if required, of bringing them up to the agreed standard, will be borne by the Synod. In such cases the Synod will also be responsible for the provision and replacement of carpets and cookers.
8. No major improvements to or replacement of a manse will be undertaken against the wishes of a minister who is the current occupier. Care will be taken to avoid works being undertaken which could give rise to a tax liability for a minister occupying a manse.
9. The responsibilities of the local church, while the manse is occupied by a minister, comprise:
· Payment of Council tax, water rates and insurance. The Synod will require evidence of adequate insurance cover. Insurance of contents is, of course, a responsibility of the Minister.
· Items (not covered by insurance) as defined “LC” in Appendix 1.
To ensure that manses are properly maintained the local church can claim from the Manse Fund up to a maximum of £500 per year for the expenses of repairs and maintenance against receipted invoices. The unexpended balance of this £500 allowance in any year may be carried forward for one year (this would not apply while a manse is let).
10. If, as a result of the Manse Policy only, Synod initiates a house move within the Synod area, all expenses incurred in the relocation, including removal costs, will be met from the Manse Fund.
11. Manses should not be retained and regarded as investment vehicles.
12. A manse may be let only on an Assured Shorthold Tenancy. The landlord in any tenancy agreement must be the Trustees (see Appendix 2).
13. When a manse is not redundant, but is not immediately required for occupation by a minister or other church worker, three possibilities arise:
a) It may be let on a short-term basis during a ministerial vacancy. In this case the net rental income will be paid into the Manse Fund.
b) The manse may be let for the duration of a ministerial appointment when not required by a minister. In this case the net income will be paid into the Manse Fund.
c) The manse may be sold with 100% of the net sale proceeds going to the Manse Fund.
14. When a manse is retained and let during a short-term vacancy, the Manse Fund will meet the cost of redecoration and maintenance to the agreed standard prior to the arrival of a new minister (though the local church will be expected to meet the cost of any such repairs and decorations which should have been carried out under para 9 above when the manse was occupied by the last minister.)
15. Where manse rental income is being used to pay for housing a minister who is not living in the manse, the full amount of the housing allowance, or the cost of alternative accommodation, will be paid to the church from the Manse Fund.
16. The financial responsibilities of the local church and the Manse Fund are set out in Appendix I to this policy and may be varied at any time by decision of the Synod Property Committee (SPC), confirmed by Synod or the Mission & Strategy Committee.
17. As in the case of churches, all manses should be surveyed each quinquennial to a programme set out by Synod. The cost will be met from the Manse Fund, but local churches will be invited to contribute.
18. An annual inspection of all manses will be undertaken by the Area Property Adviser (see Appendices 3 & 4) and a competent local person to determine whether urgent work is necessary.
19. The Trust holds two sorts of manse property – those used by the ministers of local pastorates, where the pastorate shares certain defined costs of the upkeep of the manse (see Appendix I) and deals with the local administration of the property – and those where the person living in the property holds a special ministry or Synod sponsored appointment and therefore Synod takes full responsibility for all the costs and administration of the property. This is not always easy to manage and it is better if a more local person, perhaps an Area Property Adviser, can be found to supervise the property on behalf of Synod. In such cases it is recommended that, as far as possible, the same policy guidelines be applied to both pastorate manses and those used for Synod purposes. In the case of Synod manses, an appropriate local church or individual will be asked to take local responsibility for oversight of the property, advising the Synod Property Officer regularly of the condition of the property and work which ought to be done by Synod. Where a property is transferred from one category to another, a full inspection and inventory must be made before transfer and responsibilities must be clearly established.
20. Responsibility for the care of Manses and the implementation of the Manse Policy is shared by the local church, Area Property Adviser and Synod. Whenever a minister vacates a manse the use of the manse should be reviewed by Synod Property Officer in consultation with the local Church. He will then make his recommendation for one of the three options set out in 13 above to the Synod Property Committee for approval and action, where appropriate. With the agreement of the parties a short term letting (under 13a above) may be undertaken whilst the review takes place.
21. There are a growing number of joint pastorates and ecumenical situations where a minister serves a number of congregations and a manse cannot be identified specifically with any one local church or denomination and all the churches of the pastorate or LEP ought to share responsibility. Synod Committees, in drawing up or approving arrangements for joint pastorates or ecumenical partnerships must be careful to set out clearly the responsibilities of each local church or participating body for the care and costs of the manse.
22. In some cases, ministers contribute towards the cost of a Manse and therefore have a share in the equity. In such cases the rule of thumb is that in all respects the property is treated as if it were a normal Manse Fund property, i.e. the Minister does not contribute to the normal revenue costs of running and maintaining the property, but will be expected to contribute in the same proportion as in the original purchase, to the cost of any capital expenditure on an extension or improvement, which will materially enhance the value of the property. Alternatively, if the Manse Fund bears the full cost of such expenditure, the Minister’s share in the equity would be reduced proportionately.
23. Synod Committees must also ensure that terms of settlement for both local pastorates and Synod appointments set out clearly who is responsible for fittings and equipment, the minister or the Manse Fund or the pastorate (see Appendix 1).
D. Appendices:
1. The financial responsibilities of the local church and the Manse Fund
2. Letting of Manses
3. The Area Property Adviser
4. Manse Inspection Report
5. Manse Purchase Check List
6. Manses in Local Ecumenical Partnerships