Aids and Adaptations Policy

Part of Fairhive's Asset Management Framework - Level 2 policy.

1. Policy Statement

1.1. We aim to provide the highest standard of Aids and Adaptations service, supporting our residents to live independently and comfortably in their homes.

1.2. This policy sets out how we will deal with requests for Aids and Adaptations, working collaboratively with residents, colleagues and external agencies, delivering a flexible and efficient service whilst achieving value for money.

1.3. This policy ensures we meet our regulatory and statutory obligations, providing residents with access to an effective Aids and Adaptations service.

2. Overarching Principles Applied

2.1. The statutory duty to deliver Disabled Facilities Grants lies with Local Councils, with finance allocation determined annually by the Unitary Council as part of the Better Care Fund.

2.2. As part of the stock transfer agreement between the former Aylesbury Vale District Council and Fairhive in 2006, we pledged to take on responsibility for the provision and financial resources required to deliver adaptations in our housing stock, and agreed to meet the cost of £400,000 worth of disabled adaptations within our properties, per annum up to 2036.

2.3. Each year a Memorandum of Understanding (MoU) is agreed with Buckinghamshire Council to ensure compliance with the stock transfer agreement, and to support the delivery of Aids & Adaptations.

2.4. Aids & Adaptations requests for properties outside of Buckinghamshire Council’s constituency will be reviewed on a case by case basis, and a working relationship will be established with the relevant Local Authority.

3. Policy Outline

3.1. We shall:

3.1.1. Work closely with our local authority partners, health professionals, charities and other agencies to make sure there is a coordinated approach towards the Aids and Adaptations service, and to promote the best use of resources including, local authority grants, our own funding, and other available resources.

3.1.2. Seek to balance the expectations of residents requesting adaptations with our duty to manage our housing stock effectively and to ensure they remain appropriately housed.

3.1.3. Comply with legal requirements and follow best practice in relation to the provision of Aids & Adaptations.

3.1.4. Support our residents in accessing specialist advice and ensure that Major Adaptation referrals are subject to an assessment of the individual’s needs and requirements by an Occupational Therapist (OT).

3.1.5. Aim to complete Minor Adaptations within 28 calendar days from receipt of the referral.

3.1.6. Aim to complete Major Adaptations within 12 months from approval of the referral.

3.1.7. Signpost leaseholders (including shared ownership leaseholders), to the relevant agencies for them to access the required service.

3.2. Our Aids and Adaptations service is not available to leaseholders.

4. Definitions

4.1. An Adaptation is a modification to a disabling environment or structure to restore or enable independent living, privacy, confidence and dignity for individuals and their families - providing an individualised solution to the problems experienced by people in a disabling environment.

4.2. An Aid is a piece of equipment that can assist a person to do something.

4.3. Adaptations are split into two categories: Minor Adaptations and Major Adaptations.

4.3.1. Minor Adaptations (under £2,000) including but not limited to:

i) Grab rails, hand rails and stair hand rails

ii) Flashing door bells and smoke alarm alerts

iii) Window opening equipment

iv) Provision of suitable taps, door handles, sockets

v) Internal door threshold ramps

vi) Individual door entry systems

4.3.2. Major Adaptations (over £2,000) including but not limited to:

i) Level access showers

ii) Fixed ramps

iii) Widening of doors and windows

iv) Stair lifts

v) Specially equipped kitchen, bathrooms or showers

vi) Out buildings conversions

4.3.3. Major Adaptations require more extensive and complex work. These are often of a structural nature and are fixed alterations to a property. The purpose of the adaptation is to make the property more suitable and accessible to the occupier(s).

4.3.4. Extensions are included within Major Adaptations. Approval of works to build an extension would only be granted once all other avenues have been explored.

4.4. Practicable for the purposes of this policy is defined as an Aid or Adaptation that can be physically and technically carried out.

4.5. Feasible for the purposes of this policy is defined as an Aid or Adaptation that is economically viable and reasonable in terms of cost.

5. Policy Implementation

5.1. Approval of Minor Adaptation requests will be subject to referral by healthcare or housing professionals. Major Adaptation requests will only be approved and then implemented following an assessment and subsequent referral by an Occupational Therapist. We will support residents with accessing the Occupational Therapist services, via Buckinghamshire Council Triage team, for an assessment to be carried out.

5.2. Major Adaptations within Buckinghamshire Council’s Consortium are assessed by an Occupational Therapist using a scoring system to determine the priority of the request. Any Major Adaptation received outside Buckinghamshire Council’s Consortium are assessed based on the relevant Local Authorities own priority basis.

5.3. Our surveyors will provide technical support to the Occupational Therapist to allow the Occupational Therapist to determine the suitability of a property.

5.4. On receipt of a Major Adaptations referral, a Data Consent form is sent to the resident requesting their permission to share relevant personal information to Buckinghamshire Council about the referral. On return of the Data Consent form, the application will progress and a Disabled Facilities Grant application will be made.

6. Financial Considerations

6.1. Applications for Disabled Facilities Grants will be applied for in line with our agreement with Buckinghamshire Council. In addition to the Disabled Facilities Grant funding we receive, we also allocate a separate budget of £400,000 each year to fulfil our commitment to the stock transfer agreement.

6.2. Adaptations that exceed the maximum available grant of £30,000 where additional funding is required will be reviewed on a case-by-case basis to determine whether we will provide supplementary funding.

7. Rejections

7.1. The circumstances whereby we may decline an application are in line with relevant legislation, the stock transfer agreement, and the terms set out in the MoU. A referral will be rejected if:

7.1.1. The application is deemed to not be Practicable.

7.1.2. The application is deemed to not be Feasible.

7.1.3. The application is not supported by an Occupational Therapist.

7.1.4. Repossession proceedings have begun.

7.1.5. The resident has applied to purchase the property.

8. Monitoring and Reporting

8.1. Activities governed by this policy are subject to periodic audit review, both internally and externally.

8.2. The Assistant Director of Property is responsible for overseeing the implementation of this policy and providing annual reports to Executive Leadership Team (ELT).

8.3. The monitoring of this policy and its effectiveness will be reviewed a minimum of every three years, or whenever there are:

8.3.1. Changes to legislative and regulatory requirements.

Or,

8.3.2. Changes to the Memorandum of Understanding set out with Buckinghamshire Council.

9. Impacts

Resident/Employee Implications —

To ensure the property is adapted to meet the resident’s needs following an Occupational Therapist assessment.

All employees across the organisation are responsible for the implementation of this policy. We will engage with the relevant government bodies stated throughout this policy, and maintain relevant compliance under the current legislation (See section 8).

Equality, Diversity & Inclusion —

Ensure the works comply with the current legislation.

This policy conforms to all Equality and Diversity legislation and requirements set out by our Equality, Diversity and Inclusion Policy.

Value for Money —

The adoption of ‘good’ and, where feasible and financially viable, ‘best’ practice, is an important consideration to us to ensure that efficient and cost-effective measures are provided in delivering Aids & Adaptations.

Data Protection —

All due care is taken to protect data held by us and in particular, ensure we keep all Resident Data secure and meet with Data Protection requirements.

Accountability —

We work in conjunction with local housing associations and local authorities to establish this policy.

Quality —

Pre and post inspect works to ensure quality is maintained and recorded through the use of customer satisfaction cards and quality checking calls to the resident.

We will ensure that our residents are safe in their home by supporting the provision of well-maintained homes in line with legislative and regulatory requirements.

When things go wrong —

Residents can communicate concerns through our formal channels.