Disabled Adaptations Policy

Contents

Abbreviations

ASC	Adult Social Care
BCF	Better Care Fund
BFfC	Brighter Futures for Children
DFG	Disabled Facilities Grant
HA&G Team	Housing Adaptations & Grants Team
HIP	Housing Investment Programme
HRA	Housing Revenue Account
KPI	Key Performance Indicator
RBC/the Council	Reading Borough Council
RRO	The Regulatory Reform (Housing Assistance) (England and Wales) Order (2002)
The Act	Housing Grants, Construction and Regeneration Act 1996

1 Introduction

This Policy sets out the help and support Reading Borough Council (RBC) can provide to those living in the borough who need aids and adaptations in order to help them remain independent and cared for in their home.

The fundamental principle of this support is to redress the inequality introduced by society through the disabling design of many buildings and homes.

This policy focuses on aids and adaptations, but it also includes the support available to owner-occupiers and private landlords who require essential repairs in order to stay heathy in their homes or to bring a property back into use.

2 Scope

This policy applies to those who live, or intend to live, in the borough including, but not limited to, council, housing association and private tenants, owner- occupiers, lessees and landlords.

Access to adaptations should not depend upon tenure. This policy aims to ensure that social tenants receive a service which is consistent with those who live in other tenures. This applies to the level of support received, the application process & the type of adaptation provided.

3 Background

3.1 Strategic Context

The Government has stated its ambition to give more people the choice to live independently and healthily in their own homes for longer, with fewer people staying in hospital unnecessarily or moving to residential care prematurely when that is not where they want to live.

Adaptations can reduce the amount of formal care and support an individual may require, as well as often making the difference between being able to continue living in their current home or not.

3.2 Service Delivery

Within RBC adaptations to non-council properties are administered by the Housing Adaptations & Grants Team (HA&G), adaptations to council properties are delivered by the Housing Projects Team.

3.3 Funding

Throughout this document ‘grant’ refers to spending towards properties not owned by the Council and ‘funding’ refers to spending towards properties owned by the Council.

The distinction is made because the financial resourcing and regulations related to the two are different.

Any adaptations to properties owned by the Council are funded from the Housing Revenue Account (HRA). The core principles of the Council’s Housing Investment Programme (HIP) are integrated into the delivery of adaptations.

Any adaptations carried out to properties not owned by the Council are funded via a Disabled Facilities Capital Grant (DFG) from the Better Care Fund (BCF).

3.3.1 Housing Revenue Account (HRA)

For adaptations within council homes, funding is provided from the HRA. RBC follows the legislation applied to DFGs whereby the maximum limit of funding is £30,000 towards the eligible works. In circumstances where the proposed works are above this limit, RBC will seek to offer alternative solutions.

Demand often exceeds the funding available so, in order to manage the annual budget, applications for adaptations will be prioritised using the ‘Adaptations Priority Tool’. The tool will be used to fairly assess eligible works, priority and target timescales.

3.3.2 Better Care Fund (BCF)

Since 2015 the government has provided funding for the DFG through the BCF in recognition of the importance of ensuring adaptations are part of an integrated approach to housing, health and social care locally, and to help promote joined up local person-centred approaches to supporting communities.

This policy includes objectives set out by the BCF’s policy framework which confirms the conditions and funding for 2023 to 2025.

Funding must be spent in accordance with BCF plans which are agreed between local government and local health commissioners and owned by the Health and Well-Being Board. It is important that those responsible for housing and home adaptations locally are involved in developing those plans.

Authorities may decide to spend Government funding for the DFG in three ways:

Approving DFGs in accordance with the Act.
Providing housing assistance in accordance with a locally published Policy under The Regulatory Reform Order 2002(RRO) which relates to Discretionary Grants.
Using a portion of the DFG funding for other social care capital funding purposes.

4 Key Principles

The purpose of an adaptation is to:

Modify the home environment to restore or enable independent living, privacy, confidence and dignity for individuals and their families.
To enable people to manage their own health and well-being and live independently in their communities for as long as possible.
To identify and implement individualised solutions that address disabling home environments.

While the administration of Adaptations is the responsibility of the Council, it is important that other bodies and especially Social Services authorities and health commissioners, play a full and active part in strategic planning of home adaptations and related services.

4.1 Housing & Health

The benefits of adapting the home are recognised as an effective way to improve the health and well-being of people of all ages to build and sustain their independence and maintain connections in their community.

The Government is also committed to tackling the impact of poor-quality housing on impact on mental and physical health.

4.2 Prevention

As the body of evidence demonstrating the benefits of home adaptations grows, so does the recognition that the sooner they are installed, the greater will be the preventative benefits.

A common theme in legislation and policies across the UK is the need for a more preventative approach to interventions to maximize health and well-being and reduce financial pressures across health services.

Home adaptations can prevent falls, reduce hospital admissions, reduce reliance on care, avoid the need to move into residential care and significantly improve quality of life and well-being for individuals, their families and carers.

4.3 Sensory Needs

The BCF guidance encourages the inclusion of specialist and mainstream assistive technologies as part of adaptations works and support packages.

4.4 Behaviours of Concern

Behaviours of concern are escalated behaviours that can impact the wellbeing or physical safety of a person or people around them. They are usually associated with, but not limited to, disorders such as Autism and Dementia. These behaviours have a specific function, and it is important to focus on understanding the underlying reasons in order to provide the correct adaptations and support. The BCF has highlighted the need to be flexible and use discretionary powers in such cases and not to discount the use on non-standard adaptations.

4.5 Tailored solutions

Adaptations should provide a sustainable and effective, individualised solution. It is important that the assessment of need focuses on what is important to the disabled person and what they want to achieve rather than solely on safety and function.

The BCF advises that authorities use the following guiding principles as a framework to support decision-making when assessing for adaptations:

Need to retain (or restore) dignity.
Need to have values recognised.
Need for relief from pain, discomfort, and danger.
Need to minimise barriers to independence.
Need for some element of choice.
Need for good communication as part of giving choice.
Need for light.
Particular needs of children: to provide for growth and change; and the need for space.
Needs of other family members and of the family as a whole.

4.6 Objectives

In order to align service provisions, the objectives below have been adopted for all tenures.

BCF objectives and priorities for 2023 to 2025

Objective 1: to enable people to stay well, safe and independent at home for longer. The priorities for health and social care are to improve quality of life and reduce pressure on Urgent and Emergency Care (UEC), acute and social care services.

This will be achieved through various mechanisms, including:

Collaborative working with the voluntary, housing and independent provider sectors.
Investment in a range of preventative, community health and housing services.
Supporting unpaid carers.

Objective 2: to provide people with the right care, at the right place, at the right time.

The priorities for health and social care are to tackle immediate pressures in delayed discharges and demand for hospital attendances and admissions, bringing about sustained improvements in outcomes for people discharged from hospital, and wider system flow.

This will be achieved by embedding strong joint working between the NHS, local government and the voluntary, housing and independent provider sectors.

This policy incorporates the above objectives with our primary duty to assist disabled adults and children to remain in their homes.

5 Legal and Regulatory Framework

This policy makes reference to the legislation, regulations and guidance which inform the Council’s statutory duty to provide adaptations for eligible disabled people.

To provide a consistent approach in delivering aids and adaptations to both private and public sector residents, legislation and guidance relating to the delivery of grants has also been applied to council adaptations funding where appropriate.

The relevant legal requirements and policies include, but are not limited to, those listed in 17 References.

6 Financial Considerations

6.1 Best Value

We are constantly reviewing the service to ensure value for money. This not only includes best value relating to the cost of works but the wider unseen cost savings.

By helping people live independently for longer we are helping to reduce health and social care costs, improve discharge rates, reduce emergency admissions, and reduce the numbers of people requiring residential care.

6.2 Bulk Purchase

Where the Council or its partners has negotiated a “bulk” contract e.g. stairlifts, applicants will be offered the use of the discount provided by the bulk purchase contractor(s).

6.3 Recycling

Where available the Council will offer recycled adaptations.

6.4 Framework Contracts and Agreements

The Council is committed to work to grow the local economy through business partnerships. As such, the Adaptations Service partners with several local specialist contractors via a framework or tendering process to carry out adaptations.

This approach has successfully allowed us to make sure that our most vulnerable customers receive a personal service with high standards in workmanship.

7 Types of Grant Assistance (Non-Council Properties)

For all types of assistance adaptations will only be carried out to the disabled persons main residence.

The types of assistance provided are summarised below. Details can be found in Appendices

Note that the following appendices are designed to be shared as separate documents with clients and partners on request:

Appendix A: Types of Grant Assistance (non-council properties)Appendix B: Types of Funding and Assistance (council properties)

Reading Borough Council’s Disabled Adaptations Policy

Appendix C: Housing Adaptations & Disabled Facilities Grants (DFG) Eligible Works Policy

Appendix A: Types of Grant Assistance.

7.1Mandatory Grants

The Local Housing Authority (the Council) has a statutory duty under the Act to provide adaptations for those who qualify for a Mandatory DFG.

Applicants applying for a Mandatory Grant will be subject to a financial means test set by the Government. See 10 Means Testing.

Disabled Facilities Grants	Adaptations works for homeowners, housing association or private tenants. Grant maximum £30,000 towards the cost of the eligible works.
Alternative Works	Adaptations works for homeowners, housing association or private tenants. Where grant applicants wish to carry out works which are different to, or in excess of, the grant eligible works. Grant maximum £30,000 towards the cost of the eligible works. Applicant required to fund any non-eligible works. All works must meet the assessed medical needs.
Nil Grant	Applicable where an applicant has been means tested and their assessed financial contribution exceeds the estimated cost of the grant eligible works. The applicant may apply for a DFG and complete the works at their own expense, and: If, in the future, the applicant is in need of further adaptations to the same property their previous expense may be deducted from their assessed financial contribution at that time. Application process for Nil grant is the same as the Mandatory DFG.

7.2 Discretionary Grants

Discretionary grants are issued under local policies and are not a statutory obligation. Discretionary grants will only be considered having regard to the amount of financial resources available. Funding for Discretionary grants may be withdrawn without prior notice in order to fulfil statutory obligations under the Act.

DFG Top-Up Grant	Adaptations works for homeowners. Funding in addition to Mandatory DFG where the cost of the grant eligible work is estimated to be above £30,000. Grant maximum £30,000.
Stairlift & Equipment Grant	For homeowners, housing association or private tenants. Stairlifts and other equipment which would otherwise be eligible for Mandatory DFG funding.
Bathroom Adaptation Grant	For homeowners, housing association or private tenants. Works to convert an existing bathroom to a shower room. Grant maximum £15,000.
Health and Well- Being at Home Grant	For homeowners, housing association or private tenants. Works to enable an applicant to manage their health and well- being in their home. Grant maximum £5,000.
Hoists and Equipment	For homeowners, housing association or private tenants. Hoists and fixed equipment which would otherwise be eligible for DFG funding. Administered by ASC or BfFC.
Warranties	For homeowners or private tenants. Continuation of extended or standard warranties
Minor Adaptations	Simple adaptations for homeowners, housing association or private tenants. Grant maximum £1000.
Professional Fees	Architect, structural engineer or other relevant fees which allow a DFG application to proceed. A Mandatory DFG must have been agreed in principle. Grant maximum £10,000.
Accommodation Fees	For homeowners. Alternative accommodation costs where it is not feasible to remain living in the property while works are carried out. Grant maximum £5,000
Relocations Grants	For owner occupiers £10,000 maximum for fees for moving to more suitable property. For private sector tenants £5,000 maximum for fees for moving to more suitable property.
Housing Health & Safety Repairs Grants	Repair works for homeowners or private tenants with a repairing obligation. Grant maximum £40,000.
Landlord Grant	For private landlords with ownership of property. 50% of the cost of work to a maximum of £10,000. Works to remedy items of disrepair that effect on the health, safety, security or welfare of the occupants. Must not be in serious disrepair.
Flexible Improvement Home Improvement Loan (Empty Homes)	For property owners. Works to bring the property up to a liveable standard. 5-year fixed term loan.
Flexible Improvement Home Improvement Loan (Over 60)	For property owners. Works to bring the property up to a liveable standard. 5 year fixed term loan.
Flexible Home Improvement Loan – Rented Accommodation	For private landlords with ownership of property. The maximum loan is the lesser of the cost of repairs/improvements, or 75% of the value of the property. Works for the purpose of improving the quality of the accommodation for the tenants, or prospective tenants.

8 Types of Funding / Assistance (Council Properties)

For all types of assistance adaptations will only be carried out to the disabled persons main residence.

Major Adaptations	Funding maximum £30,000 towards the cost of the eligible works.
Minor Works	Simple adaptations tenants. Funding maximum £1000.
Relocation	Assistance to support tenants to apply to the Housing Register and move to a more suitable property.
Privately Funded Works	Council tenants may organise their own adaptations privately and at their own expense, subject to written agreement from the council.

9 Eligibility (applies to all tenures)

9.1 Disabled Person

The Act determines that, for the purposes of a DFG application a person is disabled if:

their sight, hearing or speech is substantially impaired,
they have a mental disorder or impairment of any kind,
they are physically substantially disabled by illness, injury or impairment

The Equality Act 2010 draws together the legislation aimed at ensuring equality of opportunity and freedom from discrimination for all. The delivery of an adaptation service must be equally available to all potential service users defined under nine protected characteristics in the Equality Act:

Age,
Disability,
Gender reassignment,
Marriage and civil partnership,
Pregnancy and maternity,
Race,
Religion or belief,
Sex
Sexual orientation.

9.2 Eligible Applicants

A person is eligible to apply for a grant or funding if:

The applicant has, or proposes to obtain, an owner’s interest in the property to be adapted;
*The applicant is a tenant (alone or jointly with others) of the property to be adapted;
The applicant is an occupier (alone or jointly with others) of a qualifying houseboat or a static caravan.

* Notes for Council Tenants:

The person for whom the adaptations are intended must be the registered tenant, or the tenant’s partner or a member of the tenant’s household who has been noted as living permanently with the tenant.
Major Adaptations will not be carried out at a property which has an active Right to Buy application. In these circumstances the tenant will be advised to apply for a DFG.
Major adaptations will not be carried out at a property where the tenant has an active Housing Application or actively seeking home-swappers via a mutual exchange.

9.3 Future Residency

The person for whom the works are carried out must intend to live in the property as their only or main residence for:

Owner-occupiers – 10 years from the date of completion of works.
Tenants – 5 years from the date of completion of works.

9.4 Disabled Children with Dual Residency

Where a disabled child has parents who are separated and the child lives for part of the time with each parent, Adaptations funding or Mandatory DFG will only available at the address which is the main residence of the disabled child, usually the home of the parent in receipt of child benefit.

9.5 Foster Carers

Foster carers or guardians of Looked After Children are eligible to apply for a DFG or adaptations funding on behalf of foster children, but provision will depend on the type and length of placement. The likely length of care at that dwelling is expected to be years rather than months. Short breaks carers are not eligible to apply.

Conversions, extensions and complex adaptations for Looked After Children for whom Reading Borough Council have a caring responsibility are dealt with in a separate policy. This capital funding is available to all tenures and applies to properties within and outside of Reading’s borough.

10 Means Testing

Certain grants for non-council adaptations are means tested to ensure that funding goes to those in the most financial need.

The means test referred to in this policy is set by the Government. The Council has no influence over how the means test is worked out. The means test is carried out using government approved software.

Currently, council tenants are not subject to means testing, because funding comes directly from the Housing Revenue Account and adaptations can provide long term benefits for the property as well as the tenant. However, this is subject to review should budgetary pressures require the council to reflect a more equitable distribution of funds to its services.

10.1 Basic Principles

The means test account of all income, savings and capital.

There is a system of stepped tapers on “excess income” which results in a lump- sum contribution to the cost of the works.

There is no means test if the works are for the benefit of a disabled child or qualifying young person.

The means-test is applied to the disabled person and their partner, if they have one.

If the disabled person is not the grant applicant only the disabled person and their partner will be means tested. For example, if disabled person lives permanently with a relative in the relatives home, the relative would be the grant applicant but the means test would only be carried out on the disabled person and their partner (relevant person(s)).

If the disabled person is in receipt of certain means-tested benefits then they are “passported” to a full grant and will not have to make any contribution towards the cost of the works.

10.2 Successive Grants

For people with degenerative conditions, further adaptations may become necessary at a later date. There is no restriction on successive applications for DFG on the same property. In such cases any previous contributions will be taken into account – in the last ten years for owner occupiers or five years for tenants. Any new assessed contribution will be reduced by any previously assessed contribution if the applicant went ahead with the previous adaptations.

11 Eligible Works

More detailed information relating to eligible works is provided in

Reading Borough Council’s Disabled Adaptations Policy

Appendix C: Housing Adaptations & Disabled Facilities Grants (DFG) Eligible Works Policy

11.1 Determining Eligible Works

Eligible works are based on what is necessary, this may not always be the same as the works desired by the applicant.

The Local Housing Authority must decide what action to take on the basis of advice from Social Services. The Local Housing Authority is ultimately responsible for deciding the type of adaptations, if any, for which grant or funding is approved.

To provide a consistent approach in delivering aids and adaptations to both private and public sector residents, legislation and guidance relating to Disabled facilities Grants and eligible works grants has also been applied to council adaptations where appropriate.

Decisions regarding eligible works are taken in reference to the statutory provisions regarding the facilities to be provided with grant support as set out in section 23(1) of the Act.

The Local Housing Authority must have regard to the age and condition of property and the following considerations:

the architectural and structural characteristics of the dwelling which may render certain types of adaptation inappropriate;
the technical or practical implications of the works on the continued occupation of the dwelling;
conservation considerations and planning constraints may prevent certain types of adaptation being carried out; and
the impact on other occupants of proposed works which will reduce or limit the existing facilities in the dwelling.

Eligible works need to be considered in the light of all of the circumstances of the case. The guidance available states that, if the alterations needed are not cost- effective, the option of moving to alternative accommodation should be considered.

11.2 Types of Eligible works

The purposes for which Mandatory DFGs may be given are set out in section 23(1) of the Act and have subsequently been added to by The Disabled Facilities Grants (Maximum Amounts and Additional Purposes)(England)Order 2008 as allowed for by section 23(1)(l) of the Act.

Under the RRO the Council has wide discretionary powers to provide financial assistance for repairs, improvements and adaptations to living accommodation. This includes help with the cost of moving and adapting or improving another property where it is deemed to be a more cost-effective option. It is therefore the policy of the Council to examine all the options available to the individual before immediately embarking on plans to adapt the current property where major adaptations are required.

12 Agency Service (applies to non-council properties only)

The Council offers an Agency Service for eligible works. The services offered are listed in the able below.

A fee of between 5-15% of the cost of works for the Agency Service may be included as part of grant funding. There is no direct cost to applicant unless the works and fees exceed the mandatory or discretionary grant limits.

Agency fees may be waived or reduced in circumstances where claiming the fees would prevent the eligible works from being carried out.

The council may delegate the provision of some services to external consultants who will act on behalf of the council. Consultants’ fees may be deducted from the Agency fee or funded under a Professional Fees Grant.

Agency Fee Scales

% of Cost of Works	Services Provided
5%	Assistance with completing the relevant forms and processing of the application. Assistance in collecting copies of the Land Registry for property. Carrying out a survey to identify works which are eligible for grant. The preparation of a schedule of works for the grant eligible works. Evaluating estimates and tenders. Agreeing to unforeseen works which may arise. Assistance in obtaining invoices and making arrangements for builders to be paid.
10%	Assistance with completing the relevant forms and processing of the application. Assistance in collecting copies of the Land Registry for property. Carrying out a survey to identify works which are eligible for grant. The preparation of a detailed schedule of works/plan for the grant eligible works. Obtaining estimates from reputable contractors. Evaluating estimates and tenders. Advising on the formal contract between client and the builder. Agreeing to unforeseen works which may arise.
15%	Assistance with completing the relevant forms and processing of the application. Assistance in collecting copies of the Land Registry for property. Carrying out a survey to identify works which are eligible for grant. The preparation of a detailed schedule of works/plan for the grant eligible works. Obtaining Planning, Building Control, Party Wall Act, Water Authorities, Utilities consent/permission/approval where relevant. Obtaining estimates from reputable contractors. Evaluating estimates and tenders. Advising on the formal contract between client and the builder. Attending site to inspect ongoing works as necessary, ensuring the quality of work, agreeing to unforeseen works which may arise. Monitoring the work in progress to completion*. Assistance in obtaining invoices and making arrangements for builders to be paid.

13 Performance Indicators

We are committed to ensuring that the service represents good value for money,

i.e. that the quality and cost of the service are optimised, so that the service remains viable and competitive.

To improve transparency and clarity of BCF spending against objectives, reporting for 2023 to 2025 has also been refreshed to include the collection of activity data, refreshed metrics and updated spending categories.

This reporting also applies to adaptations funding via the HRA.

Data related to the following areas of the service are used for monitoring purposes:

Information about the service
Information about the partners and the responsible managers
Stakeholder contact procedures
Impact assessment
Standards of service
Accessibility and other special needs provision
Complaints and remedial processes
Overall monitoring and assessment procedures.
Engagement of service users in monitoring performance and governance.

More detailed information can be found in: Appendix D: Performance Indicators.

14 Appeals and Complaints

14.1 How to appeal

The following information will be provided to applicants within relevant leaflets, application forms and Grant literature:

If you or your child are refused adaptations or what has been offered is not what you were expecting, you can ask for the reasons to be explained. If you are still dissatisfied, you have the right to appeal the decision in writing with the grounds for your appeal and any supporting evidence you may have.
Your appeal will be sent to the relevant Senior Managers and Assistant Directors of the service area. A meeting will then be arranged to review the appeal. The HA&G Team Manager and/or Surveyor and the assessing Occupational Therapist will attend the meeting and present the case and answer any questions the Senior Managers may have. Anyone involved in the original decision making will be present to answer any legislative queries but cannot give any other opinions.

14.2 Corporate Complaints

The Council has an established corporate complaints procedure for dealing with appeals and complaints. All Council officers have copies of the leaflet explaining how to make a complaint.

A complaint should be linked to the Council’s systems and procedures and may be about delay, lack of response, discourtesy or any item that leaves cause for dissatisfaction with the Council’ conduct.

Where service users remain unhappy with the outcome of the formal complaint, they may wish to contact the Local Government Ombudsman.

The Council has a two-stage process:

Stage 1:
Confirmation of receipt of complaint and details of investigating officer within five working days.
Case review and confirmation of the outcome within 20 working days.

Stage 2:
Complainant request to escalate to Stage 2 within 14 days of receiving outcome of stage 1.
Notification of independent review by Senior Manager within five working days.
Written confirmation of decision and copy of report within 30 days.

15 Disabled Facilities Grant Board Terms of Reference

Reading Borough Council want to ensure that all residents with a disability in the borough can live in their homes independently and with dignity. To facilitate this, funding is received from DLUHC to support adaptations in the private sector (including Register Providers) and a commitment has been made from the Housing Revenue Account to support Reading Borough Council tenants.

The Disabled Facilities Grant Board is required to ensure that there is oversight of performance, needs and spend and to enable collaboration across services managing competing demands for funding.

Aims

The aim of the meeting is to ensure that the current and future needs of Reading residents are being met and robust policies are in place to enable services to deliver, and the following is facilitated across relevant services:

Oversight of budget and performance
Strategic decision making regarding the provision of adapted homes, including new development opportunities
Strategic Needs Assessment
Strategy and Policy around housing adaptations
Feedback monitoring and review to improve performance and embed any learning

Membership of the Board includes the following positions:

Assistant Director of Housing and Communities – Chair
Assistant Director of Operations Adult Social Care
Principal Occupational Therapist – Adults
Housing Grants and Adaptations Team Manager
Public Health Consultant
Housing Surveying Team Manager
Team Manager Occupational Therapy Brighter Futures

Agenda

The following areas will be discussed at the meetings:

Performance information and spend with the Housing Adaptations and Grants Team, including numbers of Home Improvement Loans and hospital discharges facilitated
Performance information and spend within Council stock, including number of minor works
Customer Feedback
Overview of the Better Care Fund
Needs Assessment
Policy position
Funding opportunities

16 Unacceptable Behaviour Policy

The Council’s Unacceptable Behaviour Policy applies to all services provided by the Adaptations Team.

Examples of unreasonable behaviour:

Causing distress to Council officers which may include:-

Making personal derogatory comments via social media about officers of the Council.
Visiting the Council offices demanding to see a specific officer immediately or expecting complex issues to be resolved immediately that will take up an unacceptable amount of time and where an appointment would be more suitable.
Contacting the Council through different routes about the same issue in a persistent manner, with a ‘scattergun’ approach. This may also include other parties, such as Councillors or Ombudsman Services.
Refusing to accept a decision; repeatedly arguing points with no new evidence and not following agreed complaint procedures.
Changing the basis of the complaint or request as the matter proceeds.

Vexatious Requests:

The Council defines vexatious requests as any request that is likely to cause distress or disruption, without any proper or justified cause.

Examples of vexatious requests

Requests for information that has already been provided, or to reconsider issues that have already been dealt with.
Where complying with the request would impose significant burden on the Council in terms of expense and negatively impact our ability to provide service to others. In this situation we will also consider section 12 (exemption where cost exceeds the appropriate limit) of the Freedom of Information Act 2000.
High volume of correspondence or combining requests with accusations and complaints.

17 References

Children’s Act. (1989).
Chronically Sick and Disabled Persons Act. (1970).
Department for Levelling Up Housing & Communities. (2022). Disabled Facilities Grant (DFG) Delivery.
Housing Grants, Construction and Regeneration Act 1996 (The Act) as amended. (1996).
NHS & Community Care Act. (1990).
The 1995 Carers (Recognition and Services) Act. (1995).
The Care Act. (2014).
The Carers and Disabled Children Act. (2000)
The Disabled Facilities Grants (Maximum Amounts and Additional Purposes) (England) Order 2008. (2008).
The Equalities Act. (2010).
The Housing Grants, Construction and Regeneration Act. (1996).
The Housing Renewal Grants (Amendment) (England) Regulations. (2008).
The Regulatory Reform (Housing Assistance) (England and Wales) Order. (2002).

18 Appendices

Note that the following appendices are designed to be shared as separate documents with clients and partners on request: Appendix A: Types of Grant Assistance (non-council properties)Appendix B: Types of Funding and Assistance (council properties)

Reading Borough Council’s Disabled Adaptations Policy

Appendix C: Housing Adaptations & Disabled Facilities Grants (DFG) Eligible Works Policy

19 Appendix A: Types of Grant Assistance (non-council properties)

The term ‘Grants’ is used to refer to financial assistance available to pay for eligible works to properties not owned by the Council. The costs to carry out eligible works to council properties is referred to as ‘Funding’. The distinction is made because the financial resourcing and regulations related to the two are different.

Mandatory Grants: The local housing authority has a statutory duty under the 1996 Act to provide adaptations for those who qualify for a Mandatory DFG.

Discretionary Grants: Discretionary grants are issued under local policies and are not a statutory obligation. Discretionary grants will only be considered having regard to the amount of financial resources available. Funding for Discretionary grants may be withdrawn without prior notice in order to fulfil statutory obligations under the Act.

19.1 Disabled Facilities Grants

Mandatory	Disabled Facilities Grant
Type of Assistance	Max £30,000 In cases of financial hardship, additional discretionary grant available to towards applicants assessed contribution towards the cost of the works.
Eligibility Criteria	For homeowners, housing association, private tenants or a landlord applying on behalf of a disabled tenant. Excludes residential care homes which are subject to inspection by the Care Quality Commission. A relative who meets the above criteria may apply on behalf of someone who lives in their home or as part of their household. Means test applies to disabled persons aged over 18 years. The disabled person has a physical or mental impairment, and the impairment has a substantial and long-term adverse effect on the person’s ability to carry out normal day-to-day activities.
Eligible Works	Works recommended by an Occupational Therapist (OT) and agreed by the HA&G Team. Works to meet an assessed medical need and as set out in the Council’s Eligible Works Policy and the Housing Grants, Construction and Regeneration Act 1996.
Non-Eligible Works	Works not supported by an OT or the HA&G Team. Works that do not relate to the disabled person’s medical needs. Major Adaptations (extensions) where the existing property can be adapted to meet identified needs. Works that have already been started or completed.
Main Conditions	The person for whom the works are carried out must intend to live in the property as their only or main residence for 10 years from the date of completion of works, or for such shorter period as their health and other relevant circumstances permit. This is reduced to 5 years for tenants. Where relevant landlord agreement to works will be required. Landlords must commit to an intention to allow the disabled person to remain living in the property throughout the grant condition period of 5 years. For grants over £5,000 awarded to owner occupiers a Local Land Charge of up to £10,000 is secured on the property, to be repaid if the property is sold, or the title is transferred, within 10 years of practical completion of the works. The condition period is reduced to 5 years for tenants. The charge may be waived in circumstances where applying it would prevent the eligible works from being carried out e.g. where the holder of an existing charge will not permit additional charges to be registered against the property. Fees associated with the eligible works are not applied as a Land Charge. Where a landlord makes the application, the local authority may impose a condition relating to nominate rights throughout the grant condition period. If the property becomes vacant during the grant condition period, it will be held for letting by persons nominated by the authority for a reasonable period of up to four weeks.

19.2 Disabled Facilities Grant – Alternative Works

Mandatory	Disabled Facilities Grant – Alternative Works
Type of Assistance	Max £30,000 towards the cost of the applicants chosen scheme of works. Additional discretionary grant of up to £10,000 for architects, agents, and other ancillary costs (only available if the costs of the eligible works exceeds £30k.)
Eligibility Criteria	For homeowners, housing association, private tenants or a landlord applying on behalf of a disabled tenant. Excludes residential care homes which are subject to inspection by the Care Quality Commission. A relative who meets the above criteria may apply on behalf of someone who lives in their home or as part of their household. Means test applies to disabled persons aged over 18 years. The disabled person has a physical or mental impairment, and the impairment has a substantial and long-term adverse effect on the person’s ability to carry out normal day-to-day activities.
Eligible Works	Works recommended by an Occupational Therapist (OT) and agreed by the HA&G Team. Works to meet an assessed medical need and as set out in the Council’s Eligible Works Policy and the Housing Grants, Construction and Regeneration Act 1996.
Non-Eligible Works	Works not supported by an OT or the HA&G Team. Works that do not relate to the disabled person’s medical needs. Major Adaptations (extensions) where the existing property can be adapted to meet identified needs. Works that have already been started or completed. Works in excess of or alternative to the grant eligible works.
Conditions	The applicant’s scheme must provide the relevant person with access to facilities as agreed by Local Authority and Social Services. The person for whom the works are carried out must intend to live in the property as their only or main residence for 10 years from the date of completion of works, or for such shorter period as their health and other relevant circumstances permit. This is reduced to 5 years for tenants. Where relevant landlord agreement to works will be required. Landlords must commit to an intention to allow the disabled person to remain living in the property throughout the grant condition period of 5 years. For grants over £5,000 awarded to owner occupiers a Land Charge of up to £10,000 is secured on the property, to be repaid if the property is sold within 10 years. The charge may be waived in circumstances where applying it would prevent the eligible works from being carried out e.g. where the holder of an existing charge will not permit additional charges to be registered against the property. Fees associated with the eligible works are not applied as a Land Charge.

19.3 Nil Grant

Mandatory	Nil Disabled Facilities Grant
Type of Assistance	Where the result of the means test is such that the client’s contribution is equal to or likely to exceed the cost of the grant eligible works. Cost of the eligible works will be deducted from any future application for a DFG so long as any subsequent OT recommendation is received within 10 years from the approval of the Nil grant (5 years for a tenant’s application).
Eligibility Criteria	As 19.1 Disabled Facilities Grants
Eligible Works	As 19.1 Disabled Facilities Grants
Non-Eligible Works	As 19.1 Disabled Facilities Grants
Main Conditions	The person for whom the works are carried out must intend to live in the property as their only or main residence for 10 years from the date of completion of works, or for such shorter period as their health and other relevant circumstances permit. This is reduced to 5 years for tenants.

19.4 DFG Top-Up

Discretionary	DFG Top-Up
Type of Assistance	Maximum of £30,000 funding to top up a Mandatory DFG where the cost of the eligible works has exceeded the grant maximum of £30,000.
Eligibility Criteria	Means test for all persons, and their partners, with a financial interest in the property (including the parents of disabled children where relevant). Those who have a financial interest in the property but are in receipt of certain income related benefits will not be means tested. The means test will be based on the current means test for Mandatory DFG’s but will factor out essential expenditure (such as mortgage repayments, utility bills, loans secured against the property and formalised care costs) and consider the applicants disposable income.
Eligible Works	Works recommended by an Occupational Therapist (OT) and agreed by the HA&G Team. Works to meet an assessed medical need and as set out in the Council’s Eligible Works Policy and the Housing Grants, Construction and Regeneration Act 1996.
Non-Eligible Works	Works do not meet Mandatory DFG criteria. Works that have already been started or completed.
Conditions	Works must be carried out within 12 months of approval. The full amount of Discretionary funding will be registered as a Local Land Charge against the property and reclaimed in full if the property is sold, or the title is transferred, within 10 years of practical completion of the works. The condition period is reduced to 5 years for tenants. Where there are 2 occupiers assessed as having differing needs, they will be eligible for a maximum grant of £90,000 per property (2 Mandatory grants, 1 top up grant).

19.5 Stairlift & Equipment Grant

Discretionary	Stairlift & Equipment Grant
Type of Assistance	Stairlifts which would otherwise be eligible for Mandatory DFG funding. May include other fixed equipment such as hoists, door/window openers where other Discretionary Grants are not appropriate or impractical.
Eligibility Criteria	For homeowners, housing association, private tenants or a landlord applying on behalf of a disabled tenant. Excludes residential care homes which are subject to inspection by the Care Quality Commission. A relative who meets the above criteria may apply on behalf of someone who lives in their home or as part of their household. Not means tested. The disabled person has a physical or mental impairment, and the impairment has a substantial and long-term adverse effect on the person’s ability to carry out normal day-to-day activities.
Eligible Works	Works recommended by an Occupational Therapist (OT) Works to meet an assessed medical need and as set out in the Council’s Eligible Works Policy and the Housing Grants, Construction and Regeneration Act 1996.Facilitating and enabling a disabled person to care for dependent residents.
Non-Eligible Works	Works not supported by an OT or Technical Officer (Housing Adaptations & Grants Team). Works that do not relate to the disabled person’s medical and/or independence needs. Major Adaptations. Works that have already been started or completed.
Conditions	The person for whom the works are carried out must intend to live in the property as their only or main residence for 10 years from the date of completion of works, or for such shorter period as their health and other relevant circumstances permit. This is reduced to 5 years for tenants. Where relevant landlord agreement to works will be required. Landlords must commit to an intention to allow the disabled person to remain living in the property throughout the grant condition period of 5 years. For grants over £5,000 awarded to owner occupiers a Local Land Charge of up to £10,000 is secured on the property, to be repaid if the property is sold, or the title is transferred, within 10 years of practical completion of the works. The condition period is reduced to 5 years for tenants. The charge may be waived in circumstances where applying it would prevent the eligible works from being carried out e.g. where the holder of an existing charge will not permit additional charges to be registered against the property. Fees associated with the eligible works are not applied as a Land Charge. If used in conjunction with a Disabled Facilities Grant, the combined eligible works costs may be subject to the DFG grant maximum.

19.6 Bathroom Adaptation Grant

Discretionary	Bathroom Adaptation Grant
Type of Assistance	Works to convert an existing bathroom to a shower room Includes associated eligible works such as replacement WC & wash hand basin.
Eligibility Criteria	For homeowners, housing association, private tenants or a landlord applying on behalf of a disabled tenant. Excludes residential care homes which are subject to inspection by the Care Quality Commission A relative who meets the above criteria may apply on behalf of someone who lives in their home or as part of their household. Not means tested. The disabled person has a physical or mental impairment, and the impairment has a substantial and long-term adverse effect on the person’s ability to carry out normal day-to-day activities.
Eligible Works	Works recommended by an Occupational Therapist (OT) Works to meet an assessed medical need and as set out in the Council’s Eligible Works Policy and the Housing Grants, Construction and Regeneration Act 1996.Facilitating and enabling a disabled person to care for dependent residents.
Non-Eligible Works	Works not supported by an OT or Technical Officer (Housing Adaptations & Grants Team). Works that do not relate to the disabled person’s medical and/or independence needs. Works in excess of £15,000.00. Works that have already been started or completed.
Conditions	The combined savings of the relevant person and any partner cannot exceed £23,250. The person for whom the works are carried out must intend to live in the property as their only or main residence for 10 years from the date of completion of works, or for such shorter period as their health and other relevant circumstances permit. This is reduced to 5 years for tenants. Where relevant landlord agreement to works will be required. Landlords must commit to an intention to allow the disabled person to remain living in the property throughout the grant condition period of 5 years. For grants over £5,000 awarded to owner occupiers a Local Land Charge of up to £10,000 is secured on the property, to be repaid if the property is sold, or the title is transferred, within 10 years of practical completion of the works. The condition period is reduced to 5 years for tenants. The charge may be waived in circumstances where applying it would prevent the eligible works from being carried out e.g. where the holder of an existing charge will not permit additional charges to be registered against the property. Fees associated with the eligible works are not applied as a Land Charge. If used in conjunction with a Disabled Facilities Grant, the combined eligible works costs may be subject to the DFG grant maximum.

19.7 Health & Well-Being at Home Grant

Discretionary	Health & Well-Being at Home Grant
Type of Assistance	Grant Maximum £5,000 over 5-year period.
Eligibility Criteria	For homeowners, housing association, private tenants (with at least 5 years of the tenancy left to run) or a landlord applying on behalf of a disabled tenant. Excludes residential care homes which are inspectable by the Care Quality Commission. A relative who meets the above criteria may apply on behalf of someone who lives in their home or as part of their household.Not means tested. The disabled person has a physical or mental impairment, and the impairment has a substantial and long-term adverse effect on the person’s ability to carry out normal day-to-day activities.
Eligible Works	Minor works to make the property safe and accessible for hospital discharge. Works to enable an applicant to manage their health and well-being in their own home. Works to support access to the community for essential health appointments to prevent deterioration of health conditions. Works to reduce admission to long term care and avoid hospital admissions. Works related to sensory needs such as safety padding, minor hygiene equipment (bio-bidets etc) to avoid risks of infections or injuries which could lead to hospitalisation. May include deep clean, declutter of essential rooms, repair/replacement of boiler, small adaptations such as ramps and rails.
Non-Eligible Works	Works not supported by an OT and Housing Adaptations & Grants Team. Non-essential works for health & well-being. Major works e.g. works which should be carried out under a Disabled Facilities Grant or Health & Safety Repairs Grant, structural surveys, asbestos surveys/works. Repairs where there is a likelihood of major unforeseen works or Category 1 hazards. Where alternative adaptations to the existing home could be more cost effective. Works costing over £5,000.Works that have already been started, completed or paid for.
Conditions	Referral can be from Adult Social Care hospital discharge team, hospital OTs, community OTs, staff from Willows, Oakwood or Winter Watch. Works must be completed within 6 weeks from point of referral. No further application for similar works/services for 5 years from completion of works. Maximum grant of combined applications £5000 over 5-year period On-going support measures must be in place where relevant. If used in conjunction with other grant funding, the combined eligible works costs may be subject to that grant maximum.

19.8 Hoists & Equipment

Discretionary	Hoists and Equipment
Type of Assistance	Hoists and fixed equipment which would otherwise be eligible for Mandatory DFG funding May include stairlifts where Discretionary Stairlift Grant is not appropriate.
Eligibility Criteria	For homeowners, housing association, private tenants or a landlord applying on behalf of a disabled tenant. Excludes residential care homes which are subject to inspection by the Care Quality Commission. A relative who meets the above criteria may apply on behalf of someone who lives in their home or as part of their household. Not means tested. The disabled person has a physical or mental impairment, and the impairment has a substantial and long-term adverse effect on the person’s ability to carry out normal day-to-day activities.
Eligible Works	Works recommended by an Occupational Therapist (OT) Works to meet an assessed medical need and as set out in the Council’s Eligible Works Policy and the Housing Grants, Construction and Regeneration Act 1996.Facilitating and enabling a disabled person to care for dependent residents.
Non-Eligible Works	Works not supported by an OT or Technical Officer (Housing Adaptations & Grants Team). Works that do not relate to the disabled person’s medical and/or independence needs. Major Adaptations. Works that have already been started or completed.
Conditions	The person for whom the works are carried out must intend to live in the property as their only or main residence for 10 years from the date of completion of works, or for such shorter period as their health and other relevant circumstances permit. This is reduced to 5 years for tenants. Where relevant landlord agreement to works will be required. Landlords must commit to an intention to allow the disabled person to remain living in the property throughout the grant condition period of 5 years. Referral can be from Adult Social Care hospital discharge team, hospital OTs, community OTs, staff from Willows, Oakwood or Winter Watch Works must be completed within 6 weeks from point of referral. Administered by Social Services or Brighter Futures for Children.

19.9 Warranties

Discretionary	Warranties
Type of Assistance	Continuation of extended or standard warranties
Eligibility Criteria	For homeowners, housing association, private tenants or a landlord applying on behalf of a disabled tenant. Excludes residential care homes which are subject to inspection by the Care Quality Commission. A relative who meets the above criteria may apply on behalf of someone who lives in their home or as part of their household. Means test applies to disabled applicant aged over 18 years. The disabled person has a physical or mental impairment, and the impairment has a substantial and long-term adverse effect on the person’s ability to carry out normal day-to-day activities.
Eligible Services	Services to maintain equipment which is required to meet an assessed medical need and as set out in the Council’s Eligible Works Policy and the Housing Grants, Construction and Regeneration Act 1996 Includes servicing and maintaining equipment required to facilitate and enable a disabled person to care for dependent residents.
Non-Eligible Services	Servicing to maintain equipment not supported by an OT or the Housing Adaptations & Grants Team. Services that do not relate to the disabled person’s medical and/or independence needs. Services related to equipment in Social Housing where the landlord has an ongoing responsibility for servicing and maintenance.
Conditions	The person for whom the works are carried out must intend to live in the property as their only or main residence for 10 years from the date of completion of works, or for such shorter period as their health and other relevant circumstances permit. This is reduced to 5 years for tenants.

19.10 Minor Adaptations

Discretionary	Major adaptations
Type of Assistance	Provision of simple adaptations costing under £1000.
Eligibility Criteria	For homeowners, housing association, private tenants (with at least 5 years of the tenancy left to run) or a landlord applying on behalf of a disabled tenant. Excludes residential care homes which are inspectable by the Care Quality Commission. A relative who meets the above criteria may apply on behalf of someone who lives in their home or as part of their household. Not means tested. The disabled person has a physical or mental impairment, and the impairment has a substantial and long-term adverse effect on the person’s ability to carry out normal day-to-day activities.
Eligible Works	Works recommended by an Occupational Therapist (OT) Works to meet an assessed medical need and as set out in the Council’s Eligible Works Policy and the Housing Grants, Construction and Regeneration Act 1996. Rails, steps, ramps and alike.
Non-Eligible Works	Works not supported by an OT or Technical Officer (Housing Adaptations & Grants Team) Works that do not relate to the disabled person’s medical and/or independence needs. Major Adaptations Works that have already been started or completed
Conditions	Referral can be from Adult Social Care hospital discharge team, hospital OTs, community OTs, staff from Willows, Oakwood or Winter Watch. Works must be completed within 6 weeks from point of referral. To be agreed by Disabled Facilities Advisory Group. Grant will be managed and administered by Social Services or Brighter Future for Children.

19.11 Professional Fees

Discretionary	Professional fees
Type of Assistance	Fees which allow a DFG application to proceed.Grant maximum £10,000
Eligibility Criteria	Applicant must be eligible to make a Mandatory DFG application.
Eligible Works	The cost of architect, structural engineer or other relevant fees to enable the DFG application to progress.
Non-Eligible Works	DFG application has not been submitted or where it has not been agreed that a DFG application can be made.
Conditions	Fees approved by Housing Adaptations & Grants Team Manager Fees will be reclaimed or registered as a local land charge on property if the DFG does not proceed unless the proposed DFG is no longer viable due to costs or because the disabled person has been moved into residential care or has passed away. Fees are paid directly to Architect, Structural Engineer

19.2 Accommodation Fees

Discretionary	Accommodation fees
Type of Assistance	Alternative accommodation costs if it is not feasible to remain in residence while the grant eligible works are carried out. Grant maximum £5,000
Eligibility Criteria	For homeowners. Mandatory DFG must have been approved. HA&G Team have identified that it is not feasible to remain living in the property while works are carried out. Where all alternative options (e.g. staying with relatives) and/or equipment (e.g. commode) have been explored by the OT & HA&G Team and have been ruled out.
Eligible Works	The cost of alternative accommodation to enable the grant eligible building works to progress.
Non-Eligible Works	DFG application has not been approved. Acceptable alternative arrangements can be made. Where decampment would not have been required to complete the grant eligible works (alternative works).
Conditions	Decampment will apply to the disabled person, necessary carer and household members dependant on that carer. Decampment may not always be for the entire household. Decampment may not always be for the entire duration of works on site. Fees approved by Enablement, Risk and Review Group. OT costed and recommended resource. Fees will be paid directly to the accommodation provider .One grant per household.

19.13 Relocation Grant

Discretionary	Relocation grant
Type of Assistance	Owner-Occupiers: £10,000 maximum Private Rented Tenants £5,000 maximum
Eligibility Criteria	For homeowners and private tenants Means tested for over 18 years old. Not means tested for those under 18 years. The disabled person has a physical or mental impairment, and the impairment has a substantial and long-term adverse effect on the person’s ability to carry out normal day-to-day activities.
Eligible Works	Fees (estate agents, solicitors, removals and surveys) to move to more suitable property. Minimal adaptations if required to the new home. Maximum grant of £20,000 considered if the works contribute to a significant reduction in commissioned care. Private rented tenant’s expenses such as rent deposit, professional or removal costs.
Non-Eligible Works	Move and works not supported by an OT or HA&G Team Any works under a Relocation Grant or Disabled Facilities Grant where the OT or HA&G Team have deemed the proposed property (if located in Reading Borough) unsuitable. Where works to existing home could be provided more cost effectively to meet the identified medical needs. Moving costs or expenses that have already been paid prior to submission of the grant application.
Conditions	If the proposed property is within Reading Borough: It must be more suitable to meet assessed medical needs than current property. Where the cost to adapt the existing property is prohibitive, the cost of adaptations to the proposed property must be within the Mandatory DFG maximum of £30,000.00 unless there are exceptional circumstances. A separate DFG application for the proposed property will be required. If the proposed property is outside of Reading Borough, the applicant must apply to the relevant Housing Authority for any further adaptations funding. Where relevant, permission for adaptations must be provided in writing by prospective landlords prior to moving in. Move and works must be agreed and signed off by an OT and Technical Officer Works must be carried out within 12 months of approval. A charge will be secured on the property for a period of 10 years to be repaid if the property is sold within this time. Eligible costs will usually be reimbursed to the applicant on receipt of proof of payment. Grant will be managed and administered by the Housing Adaptations & Grants Team.

19.14 Housing Health & Safety Repairs Grant

Discretionary	Housing, health and safety repairs grant
Type of Assistance	To remove category 1 and 2 Housing Health and Safety Rating System (HHSRS) hazards and bring properties up to liveable standard. Grant maximum £40,000.
Description, Eligible Works & Client Group	Homeowners or private tenants (with a repairing obligation). Statutory means test used for Disabled Facilities Grant applies to all those with a financial interest in the property. HHSRS will be used to carry out an assessment of the property and those applicants whose properties fall into the category one or two hazard bands will be invited to make an application for a Decent Homes Grant Category 1 or high category 2 hazards resolved on completion of work.
Non-Eligible Works	Modernising internal facilities such as kitchen and bathrooms. Works covered by insurance. Decorating. Replacing or upgrading non defective installations. Repairs to rectify poor DIY. Servicing of boilers and other installations and equipment. Energy Efficiency work that can be funded by an alternative scheme
Summary of Conditions	Not available for landlords or RSL’s Property must be over 10 years old. Owner occupiers to have resided in the property for at least 3 years prior to date of application. Tenants must have been in occupation for 3 years, have a repairing obligation and the tenancy with no less than 5 years to run. Work must be carried out within 12 months of grant approval. A local land charge for the grant amount is secured on the property, to be repaid in full if the property is sold within 10 years of practical completion of the works.

19.15 Landlord Grant

Discretionary	Landlord grant
Type of Assistance	To remedy items of disrepair having direct detrimental effect on the health, safety, security or welfare of occupants.
Description, Eligible Works & Client Group	For private landlords 50% of the cost of work funded by grant aid with the minimum grant being £1,000 and the maximum grant being £10,000. HHSRs will be used to assess hazards and landlords who are issued with an enforcement, prohibition or emergency remedial notice because their properties have failed due to category one hazards will be eligible to apply for a grant. On completion of work the property should: Be free from category 1 hazards as defined by the HHSR System Be in a reasonable state of repair e.g. remedying dampness, have a reasonable degree of thermal comfort. Central heating with timing and temperature controls, Effective insulation (both cavity and loft insulation). Have reasonable modern facilities. Have adequate means of fire escape and detection system. Have sufficient facilities to comply with the current ‘Amenity Standards’.
Non-Eligible Works	Work that has not been specified by an Environmental Health Officer Any non-structural works required under S372 of the Housing Act 1985, Management Regulations for e.g. cleaning communal areas, rubbish removal, decoration, servicing of gas or electrical installations
Summary of Conditions	The landlord must be the freeholder of the property or have a lease with at least five years to run at the time of application. A local land charge will be registered for a period of 10 years. The grant is repayable should the property be sold or no longer continue to be let within five years of the completion of work.

19.16 Flexible Home Improvement Loan (FHIL) (Empty Homes)

Discretionary	FHIL (Empty Homes)
Type of Assistance	Works to bring empty properties back into use and up to liveable standard. Can be used to supplement an Empty Homes Grant.
Description, Eligible Works & Client Group	5-year fixed term loan. Sufficient equity in the property is required to support the loan. Further advances or stage payments maybe possible if the value of the property increases as the work progresses.T he loan must not exceed the lesser of the cost of the works or two-thirds of the value of the property. Renovations, repairs and/or energy efficiency measures e.g. heating, boilers, insulation and double glazing. HMO works: fire precautions, means of escape and provision of adequate facilities/amenities for the number of people and households.
Non-Eligible Works	Works covered by insurance. Decorating. Replacing or upgrading non defective installations. Repairs to rectify poor DIY.Servicing of boilers and other installations and equipment. HMOs: any non-structural works required under S372 of the Housing Act 1985, Management Regulations for e.g. cleaning communal areas, rubbish removal, decoration, servicing of gas or electrical installations.
Conditions	The cost of the loan is secured as a charge on the property. The loan must be paid in full by the end of the 5 year term. The loan must be repaid if the property is sold.

19.17 Flexible Home Improvement Loan (over 60)

Discretionary	FHIL Over 60
Type of Assistance	Improvement works. Can supplement DFG’s where eligible works are in excess of DFG grant maximum.
Description, Eligible Works & Client Group	Owner Occupiers over the age of 60. If joint owners one can be 55 years of age. Must have sufficient equity in the property to support the loan. Works relating to for example, heating, plumbing, electrics, roofing, drainage, damp proofing, gutter and disabled adaptations. Further advances or stage payments maybe possible if the value of the property increases as the work progresses. The loan must not exceed the lesser of the cost of the works or two-thirds of the value of the property.
Non-Eligible Works	Works covered by insurance. Decorating. Replacing or upgrading non defective installations. Repairs to rectify poor DIY. Servicing of boilers and other installations and equipment.
Conditions	The cost of the loan is secured as a charge on the property. The loan must be repaid in any of the following ways: Regular repayments Occasional repayments In full when the property is sold or the owners cease to occupy it.

19.18 Flexible Improvement Loan for rented accommodation

Discretionary	FHIL for rented accommodation
Type of Assistance	Loan for Improvement works.
Description, Eligible Works & Client Group	Applicants must be able to demonstrate that the loan can be repaid from the net income from the property.Applicant can prove income from other sources sufficient to fund loan repayments.Maximum loan is the lesser of the cost of repairs/improvements, or 75% of the value of the property.Works for the purpose of improving the quality of the accommodation for the tenants, or prospective tenants.
Non-Eligible Works	Works covered by insurance.Decorating.Replacing or upgrading non defective installations.Repairs to rectify poor DIY.Servicing of boilers and other installations and equipment.
Conditions	Loans are secured by a first charge or, in some cases, a second charge on the property. The length of the loan will be agreed at onset, subject to a maximum term of 15 years.Repayments of capital and interest must be made monthly by direct debit.The loan may be repaid (in whole or part) at any time without penalty.

20 Appendix B: Types of Funding and Assistance (council properties)

The term ‘Funding’ is used to refer to financial assistance available to pay for eligible works to council properties. The costs to carry out eligible works to non-council properties is referred to as a ‘Grant’. The distinction is made because the financial resourcing and regulations related to the two are different.

20.1 Major Adaptations

Type of Assistance	Max £30,000
Eligibility Criteria	A relative who meets the above criteria may apply on behalf of someone who lives in their home or as part of their household. The disabled person has a physical or mental impairment, and the impairment has a substantial and long-term adverse effect on the person’s ability to carry out normal day-to-day activities.
Eligible Works	Works recommended by an Occupational Therapist (OT) and agreed by the Housing Projects Team. Works to meet an assessed medical need and as set out in the Council’s Eligible Works Policy.
Non-Eligible Works	Works not supported by an OT or the Housing Projects Team. Works that do not relate to the disabled person’s medical needs.
Circumstances Where Adaptations Works May be Refused	Where it is not reasonable and practicable to adapt the property (applicants will be requested to consider transferring to a more suitable property). Where an adaptation would adversely affect the council’s ability to make best use of the stock and re-let the property in the future. Where an adaptation would place others at risk e.g. a stairlift installed in a communal stairway which could impede access for other residents. Under-Occupation – the Council will support residents who wish to downsize to a more suitable property.
Main Conditions	The person for whom the works are carried out must intend to live in the property as their only or main residence for at least 5 years from the date of completion of works. It is accepted that there may be circumstances where this is not possible e.g. due to a change in need from a deterioration or new medical condition the property is no longer suitable and cannot be adapted further. Where extensive adaptations have been carried out at a property and are no longer needed or appropriate, the remaining household members may be encouraged to consider alternative accommodation to allow the adapted property to be let to a person who needs the adaptations.

20.2 Minor Adaptations

Type of Assistance	Provision of simple adaptations costing under £1000.
Eligibility Criteria	The disabled person has a physical or mental impairment, and the impairment has a substantial and long-term adverse effect on the person’s ability to carry out normal day-to-day activities. A relative who meets the above criteria may apply on behalf of someone who lives in their home or as part of their household.
Eligible Works	Works recommended by an Occupational Therapist (OT). Works to meet an assessed medical need and as set out in the Council’s Eligible Works Policy Rails, steps, ramps and alike.
Non-Eligible Works	Works not supported by an OT or the Housing Projects Team. Works that do not relate to the disabled person’s medical and/or independence needs.
Conditions	Referral can be from Adult Social Care hospital discharge team, hospital OTs, community OTs, staff from Willows, Oakwood or Winter Watch.

20.3 Relocation

Type of Assistance	Under Occupation Incentive
Eligibility Criteria	Where suitable alternative properties are, or will become, available the Council will support residents to move to a more suitable property and liaise with the Under Occupation and Transfer Officer. Tenants must have rights to the property and the tenancy to be eligible for the Under Occupation incentive. Tenants who have succeeded the tenancy only are not eligible for financial help.
Eligible Works/Incentives	Move and works must be agreed and signed off by an OT and the Housing Projects Team Eligible tenants will receive £1000 cash incentive, minus any rent arrears and recharges. Eligible tenants will also receive removal costs and costs for the disconnection and reconnection of white goods
Non-Eligible Works	Move and works not supported by an OT or HA&G Team
Conditions	Proposed property must be more suitable to meet assessed needs than current property. Proposed property should require no, or minimal adaptations. Where relevant, permission for adaptations must be provided in writing by prospective landlords prior to moving in.

20.4 Privately Funded Works

Type of Application	Council tenants may organise their own adaptations privately and at their own expense.
Refusal of Works	The Council has the right to refuse permission for works in the following circumstances: Where works would interfere with any maintenance on the property. Where works may cause a potential health and safety risk or would breach any regulatory requirements. Where works would negatively affect other tenants.
Conditions	Requests for permission must be submitted in writing to the Council before starting any works. Requests must state the works and adaptations to be carried out and who will be undertaking the works. Tenants must not start any works without first gaining written permission from the Council. The Council may inspect the completed works to ensure they have been carried out satisfactorily. Tenants will be responsible for the repair and maintenance of the adaptations that they have arranged for the duration of the tenancy. The Council will not be liable for any damage or injury caused by adaptations not installed by the Council. Tenants are strongly advised to request an assessment by an OT prior to commencing any works.

21 Appendix C: Housing Adaptations & Disabled Facilities Grants (DFG) Eligible Works Policy

Throughout this document ‘grant’ refers to spending towards properties not owned by the Council and ‘funding’ refers to spending towards properties owned by the Council.

The distinction is made because the financial resourcing and regulations related to the two are different.

21.1 Background

Reading Borough Council applies an integrated approach between services to help determine grant eligible works.

The Housing Adaptations & Grants Team and Housing Projects Team deliver adaptations to non-council and council tenants respectively. Both Teams have a duty to consult with the nominated Occupational Therapist on the question of which works are “necessary and appropriate”. This consultation is carried out by way of a recommendation or referral from the OT for adaptations works.

It is the responsibility of the Housing Adaptations & Grants Team and Housing Projects Team to decide whether the works are ‘reasonable and practicable’ and ultimately make the final decision on what can be funded.

21.2 Value for Money

The council has a duty to be mindful of achieving best value for money. Being cost effective enables us to help as many applicants as possible. Where there are potential alternative options for the eligible works that could meet the assessed medical needs financial aid will be offered for the lower cost option.

21.3 Limitations

Eligible works are based on assessed medical need and might not always be those works which the applicant considers desirable.

Applicants should be aware that it is not always possible to provide ideal access to facilities. Restrictions due to the nature of the property and funding limitations may result in limitations on the adaptations which can be carried out.

It may not be possible to adapt a dwelling if the cost of the eligible works exceeds the grant or funding maximum.

It may be necessary for households to adjust their living arrangements to accommodate the eligible works. For example:

The installation of a stairlift in a property may require additional supervision on the stairs for any children living in the property.
The bath in a family bathroom may have to be replaced with a level access shower.
The use of a dining room as a bedroom.

We may request that applicants test equipment before ruling this option out as an acceptable solution to accessing facilities.

21.4 Client Choice

Where possible clients will be offered choices in the style, colour, finishes, fittings associated with their adaptations subject to suitability. Clients may be required to fund differences in costs.

21.5 Maintenance/Guarantees Etc Workmanship

Workmanship for works is guaranteed for 12 months from the date of completion.

After this time the owner or landlord will be responsible for the upkeep of the adaptation. For council tenants RBC will be responsible for ongoing repairs.

Ongoing maintenance

Non-Council Properties:

The Council will provide extended warranties for equipment (lifts, hoists etc) where possible but has no legal responsibility for any future maintenance costs for works or equipment installed to the property.

Applicants may apply for discretionary grants, if available, towards the cost of maintenance and warranties.

Council Properties:

After the initial warranty has expired most equipment, such as lifts, can be added to the Councils’ servicing & maintenance contract.

Other equipment such as specialist baths, specialist WC’s may have individual ongoing maintenance and repair contracts with the original installer. Please check with your OT.

In all cases the Council will not be held responsible for works/equipment that have failed due to abuse or incorrect usage.

21.6 Alternative Works

Non-Council Properties:

If an applicant elects for a higher cost option, they will be offered a grant for alternate works. Under this type of grant application, the Council may fund the cost of the works which would have been eligible for grant aid. The applicant may put this funding towards the cost of an alternate scheme which will provide the relevant person with access to facilities as agreed by the OT and Housing Adaptations & Grants Team.

Council Properties:

If a tenant elects for a higher cost or alternative option, they may organise their own adaptations privately and at their own expense.

In all cases, tenants must obtain written agreement from their Housing Manager and their OT before carrying out any works.
A full specification of works will be required prior to approval.
Proof of relevant approvals and certification will also be required.
If the works are completed to the satisfaction of the Council and the OT, the tenant may be reimbursed the cost of the eligible works.
The Council will not repair or maintain any works which have been carried out or instructed by tenants privately. This also applies to any associated works.

21.7 Ineligible Works

The following examples would not be eligible:

Works which have been completed prior to receipt of a formal grant application or request for funding and all relevant documents.
Works required to overcome overcrowding in the property.
Works which are not deemed necessary to meet an assessed medical need.
Refurbishment/repair of existing adaptations unless due to a change in assessed medical need.
Repair works, unless specified as eligible under the specific grant type e.g. Health & Well-Being Grant, Housing Health & Safety Repairs Grant etc.

Additional notes for council tenants:

In addition to the above adaptations to council properties may be refused for the following reasons:

Where it is not reasonable and practicable to adapt the property.
Where the works would adversely affect the future use of the property.
Where an adaptation would place others at risk.
Where the property is under-occupied.

21.8 Eligible Works

The following lists the purposes for which grants, or funding will be considered and examples of how to substantiate a medical need. The list is not exhaustive, eligible works will be assessed according to individual need.

Particular attention is drawn to the need for adaptations designed to minimise the risk of danger where a disabled person has behavioural problems which cause them to act in a boisterous or violent manner damaging the house, themselves and perhaps other people. Unconventional solutions may be required.

Eligible works should aim to meet the long-term needs of the disabled person.

21.8.1 Facilitating access to the home and garden

External ramps.
External door openers.
Hardstands
Dropped kerbs where the relevant person has a Blue Badge and owns their own vehicle.
Scooter stores – Only where the person has been assessed for a powered outdoor wheelchair/scooter and is in receipt of Personal Independence Payment higher rate mobility.
Includes common parts.
Adaptations should allow the disabled person to access existing facilities around their home or garden for drying clothes, playing, or supervising play, and gardening.

Notes:

Gardens:

Fencing will only be considered in exceptional circumstances.

Where it is not feasible, or cost prohibitive, to provide access to an existing area of the garden designated for the uses above, access will only be provided to an area closest to the property.

Financial assistance does not extend to creating new garden areas it is intended to adapt existing facilities.

Hardstands: The following conditions apply:

Driver or passenger must be a Blue Badge holder.
The household must have a vehicle.
A marked disabled bay would not meet the assessed medical need.
The hardstand will only be considered within the boundary of the property.
Disabled person cannot be left unattended due to their medical condition.
For most periods, close proximity parking and/or safe transfer in/out of the car is not available.

It is not unreasonable to expect that an able-bodied driver should “double park” if necessary to set down the disabled passenger and remove the vehicle afterwards.

Dropped kerbs require permission from Highways and in certain circumstances Planning. If this is not granted the adaptation cannot proceed.

21.8.2 Making the premises safer

Assistive technology such as enhanced smoke detectors for those with hearing impairments.
Wall padding, safety glass, fixed guards for those with distressed behaviours or other sensory impairment.
Cladding of exposed surfaces and corners to prevent self-injury.
Sensory areas.
Environmental changes e.g. safe spaces to address injurious behaviours, washable/upholstered wall/floor surfaces, radiator covers, lighting,
Allowing someone to safely navigate into and around their home or carry out everyday tasks and activities where they would reasonably be expected to be able to do so.
Improving the safety of those with distressed behaviours, other people they live with or the property.

Note:

It is not always feasible to remove all risks or hazards. The eligible works should make the property safer than it otherwise was.

Sensory/De-escalation areas or rooms will only be considered in the most extreme situations and subject to feasibility (i.e. can an area or room be created within the current footprint of the property or can an existing room be repurposed).

Supporting medical information will be required such as diagnosis and progression assessments, behavioural, special educational needs and EHC plans. Agreement or refusal will be determined by a multi-disciplinary team.

Eligible works do not include mobile devices, monthly charges, smart bulbs, smart plugs etc.

21.8.3 Access to the principal family room or bedroom

Partitioning of an existing room to create a bedroom.
Creating/altering an access to the principal family room.
Access to the principal family room should allow the disabled person to socialise with their family or others that they live with.
Access to a bedroom of sufficient size so that the normal sleeping arrangements can be maintained.

Note:

It may not always be feasible to create access for the disabled person to all living areas.

The provision of new bedroom will only be undertaken if the adaptation of an existing room in the dwelling (upstairs or downstairs) or the access to that room is deemed unsuitable by the Housing Adaptations & Grants Team or Housing Projects Team.

The provision of a new room will not be considered if the need is a result of overcrowding.

The religious and cultural beliefs of the household will be taken into consideration but should not result in a financial implication on the grant funding.

21.8.4 Access to a toilet, wash hand basin, bath or shower

Adaption an existing bathroom to provide access to facilities:
Adaptation of a main family bathroom may be required.
Raised height or specialist toilets.
Rise and fall equipment where there are no reasonable alternatives.

Note:

Retention of an existing bath will only be considered if the disabled person, or other member of the household has an assessed medical need and sufficient space is available.

Walk in baths will not be considered.

Tenants moving to a property with an adapted bathroom should note that the Council will not replace level access showers with baths.

21.8.5 Facilitating the preparation and cooking of food

Lowering a section of worktop.
Eye level ovens.
Accessible sink.
Rearrangement of the kitchen to enable access.
Rise and fall equipment where there are no reasonable alternatives.

Note:

Full kitchen adaptations will not be carried out if most of the cooking and preparation of meals is done by another household member or care provider.

Consideration will be given to the need for the disabled person to be able to participate in family life but grant aid will not extend to funding the creation of new spaces such as a dining room or an extension to enlarge an existing dining space or alike.

21.8.6 Power, light and heat

Heating or cooling systems for those whose medical conditions are substantially adversely affected by temperature such as Multiple Sclerosis, Lupus, Raynaud’s disease.
Relocating, or providing access to specific types of controls for power, light or heating specifically for those living alone, being the only responsible adult or at home alone for extended periods of the day.
Fixed smart home technology such as items controlled by using an app or by voice control.

Note:

Central heating will only be considered where the health and mobility of the disabled person would otherwise be adversely affected.

Heating or cooling does not include rooms not normally used by the disabled person.

Eligible works do not include mobile devices, monthly charges and items such as smart bulbs.

21.8.7 Caring for others

Providing reasonable access for the disabled person to a room, such as a bedroom, which is used by a person they are caring for.
Providing reasonable access for the disabled person around the home to care for another person who normally lives there.

Note:

The person being cared for need not have a disability.

21.8.8 Common parts

Adaptations to emergency/fire exits, stairwells and passageways.
Adaptations to routine parts of the building such as the front door and paths.
Adaptations to shared facilities such as bathrooms and kitchens.

Note

We will require the agreement of the Landlord or Freeholder.

Works which compromise the health or safety of other residents will not be considered.

21.9 Extensions

Extensions will only be considered if the eligible works cannot be carried out within the existing structure of the dwelling and if all other options have been exhausted. It should be noted that any extension agreed will only be carried out when funds become available.

21.10 Modular adaptations

Where appropriate modular adaptations/extensions/ramps will be offered. Applicants who choose a more expensive build of extension will have to fund the difference.

22 FAQ’s – Adaptations Works

The council has a duty to be mindful of achieving best value for money. Being cost effective enables us to help as many applicants as possible.

Eligible works are based on assessed medical need and might not always be those works which the applicant considers desirable.

Clients, understandably, have a lot of questions with regards to the specifics of these works. Please see below details of our most common queries.

I need an accessible shower, but can I keep my bath for other members of my household?

In most circumstances the bath in the main family bathroom will have to replaced with a shower. This applies even if there are children in the household. Our obligation is to provide accessible facilities for the disabled person whilst providing access to washing facilities for other household members. Washing facilities can be in the form of a shower or bath.

If there is room within the bathroom to provide access to a large enough shower area, we will try to retain your bath.

Can I have full height shower screens?

You will usually be offered half-height screens with a shower curtain. Half-height screens allow for carer access and can be folded back to provide additional space within the shower room. They can also accommodate future access needs.

Can I have ceramic floor tiles?

Flooring must be to high slip resistance standards. Ceramic floor tiles do not achieve these standards. In addition, laid floor tiles naturally have joints, which in time may perish causing potential leaks in the future.

Can I have a power shower?

The spray rate of the showers we install is very good, but it must be lower than a power shower due to the slight gradient of the wet floor towards the gully being the only mechanism for holding the water within the shower area. If the spray rate exceed the rate of discharge into the shower gully, then the results could mean a flooded bathroom.

Can I have douche?

We do not fit douche sprays unless there is an assessed medical need. We will supply an extended hose (2 metre) to the shower which will therefore allow a mixed supply to be available.

NOTE – If a waste pump is installed in the wet room, the flow sensors will only be activated when the shower is in use, therefore if you chose to install a douche yourself discharge will not be pumped away.

Tiling – Can I have the whole room tiled? Can I choose my own tiles?

The amount of tiling required will be assessed at point of survey depending on the amount of disturbance caused within the bathroom. We will usually only tile the shower area, area above the bath, wash hand basin splashback where relevant to the eligible works.

Wall tiles will be white ceramic 150 x 150mm. If you wish to use your own tiles then, we can speak to the contractor and ask if they would be prepared to supply a different tile, any additional costs will have to be funded by you.

Making Good

With regards to making good decorative disturbance whilst undertaking widening doorways, chasing walls, or any other works that may be required to allow for the eligible works to be carried out, we will make good the area by way of a finish in readiness for decoration. We will not undertake matching wallpapers or wall emulsion, unless the paint colour is a simple white or magnolia, or a client supplied emulsion is available – and only the affected area will be decorated.

Existing Electrics & Plumbing

Unless the property is owned by the Council, we will not make good any defects or make complaint any existing supplies or services. It is the owner’s responsibility to ensure a safe working environment prior to the commencement of the works.

23 Appendix D: Performance Indicators

In addition to the data below, Standards of service and Impact assessment data is also monitored and reviewed via methods such as customer feedback forms.

23.1 Monthly Indicators

No Applications Received (by type)

No Applications on Hold (by reason)

No of Days Stage 1: First contact to assessment & identification of relevant works (KPI)

No of Days Stage 2: Identification of relevant works to submission of formal grant application. (KPI)

No of Days Stage 3: Formal grant application to grant approval (KPI)

No Applications approved (by type)

No Applications on site

No DFGs completed (by type)

No of Days Stage 4: approval of grant to practical completion of works. (KPI)

No of Applications Refused.

Budgets

Committed spend

Cumulative budget remaining

Agency fee income

23.2 Statutory Return Annual Data

Number of grants completed in 2021-2022 where the disabled occupant was aged 17 or less?
Number of grants completed in 2021-2022 where the disabled occupant was aged 18 to 65?
Number of grants completed in 2021-2022 where the disabled occupant was of pensionable age (66 and over)?
Does your local authority records system enable you to collect and provide data on the number of grants completed for:
- Veterans?
- BAME applicants?
Number of grants completed in 2021-2022 where the amount of grant was £5,000 or less?
Number of grants completed in 2021-2022 where the amount of grant was between £5,001 to £15,000?
Number of grants completed in 2021-2022 where the amount of grant was between £15,001 to £29,999?
Number of grants completed where the amount of grant was £30,000 or more in 2021-2022?
Number of grants completed in 2021-2022 for owner occupiers?
Number of grants completed in 2021-2022 for Registered Provider/Housing Association tenants?
Number of grants completed in 2021-2022 for private rented tenants?
Number of grants completed in 2021-2022 for occupiers of a caravan or houseboat.
Number of homes adapted in 2021-2022 for council housing tenants (funded from your Housing Revenue Account)
Does your local authority records system enable you to collect and provide data on the numbers of grants completed for landlord applications, from:
- Private landlords?
- Registered Provider and Housing Association landlords?
Average (mean) number of working days for stage 2 in 2021-2022: from identification of the relevant works (usually receipt of an assessment/referral from an Occupational Therapist or Trusted Assessor) to submission of the grant application.
Total number of grant applications submitted in 2021-2022?
Average (mean) number of working days for stage 3 in 2021-2022: from submission of the grant application to grant approval.
Total number of grants approved in 2021-2022?
Number of grants approved in 2021-2022 where payment was deferred (under section 36 of the Housing Grants Construction and Regeneration Act 1996)?
Number of grants completed in 2021-2022 where a local land charge was placed against the property.
Total receipt from DFG local land charges redeemed in 2021-2022?
Number of grants approved in 2021-2022 where the applicant had an assessed financial contribution following a means test?
Total value of applicants’ assessed financial contributions (following a means test) for all grants approved in 2021-2022
Total number of grants completed that your authority has completed for the common parts (shared access areas) of buildings including outside areas, entrances, hallways, landings and stairwells) in 2021-2022?
Total full-time equivalent staff (FTE) of Trusted Assessors in your authority working on DFGs?
Total full-time equivalent staff (FTE) of Occupational Therapists in your authority working specifically on DFGs?
How many vacancies in 2021-2022 did your local authority have for:
- Occupational Therapists working on DFGs?
- Trusted Assessors working on DFGs?

Last updated on 14/06/2024

Disabled Adaptations Policy