Social Landlord Service: Adaptations Policy

7. Process for existing tenants

1. The policy in respect of adaptations to Council dwellings reflects the statutory requirements for Disabled Facilities Grants in the private sector.
2. Before an application for major adaptations can be considered, an Occupational Therapist or Trusted Assessor will need to confirm that the applicant is disabled as defined in the Equalities Act 2010.
3. An Occupational Therapist or Trusted Assessor will carry out an assessment of the needs of the applicant to determine what is necessary and appropriate (this may include working with other health professionals, such as a medical consultant or GP).
4. The Occupational Therapist or Trusted Assessor will consider the competing needs of the household occupying the property including any competing needs of family members that need to be met in that property.

7.1. Necessary and Appropriate

1. An Occupational Therapist or Trusted Assessor will submit a recommendation of what is required and advise whether the proposed work is necessary and appropriate. Although there is a duty to consider Social Services (Norfolk County Council) advice the formal decision as to whether the proposal is necessary and appropriate is for the Council to take.
2. To qualify as an adaptation, the work must be designed to:
   • enable a disabled person to gain access to and from their home and garden
   • make the dwelling safe for the disabled person and other occupants
   • enable access to a room, which is used as the principle family room
   • facilitate access to and from a room used for sleeping
   • enable access to a toilet, wash hand basin, bathroom or shower room and facilitate the use of the facilities
   • facilitate the preparation and cooking of food
   • improve or provide a heating system to meet the needs of a disabled person
   • facilitate the use of a source of power, light or heat by altering the existing means of control or providing additional ones
   • enable a disabled person to have access and movement around the home in order to be able to care for someone else living there
3. The Occupational Therapist or Trusted Assessor's recommendation will form the basis of any scheme of works required to meet the needs of the tenant (and where applicable their household), which in some cases may include moving to more suitable accommodation.  In some cases, the Council may identify other works to address the needs of the individual and or ensure the practical use of the property.
4. Where an adaptation is refused as it is not necessary or appropriate, the applicant will be advised of this decision and the reasons for the decision in writing along with details of how to request a review of the decision (for further information see section 12).

7.2. Reasonable and Practicable

1. Once the Occupational Therapist or Trusted Assessor's assessment is received and the proposed work is deemed as necessary and appropriate, the Council's Technical Officer will usually visit to determine whether the works are reasonable and practicable having regard to the age and condition of the property to establish whether the adaptations can be carried out safely without having an adverse effect on the fabric of the building.
2. Where the assessed needs are complex and there may be more than one way of meeting the identified needs; the Occupational Therapist or Trusted Assessor may carry out a joint visit with the Technical Officer. Taking a person-centred approach, the visit will identify what the applicant is able to do currently and options will be discussed and considered in line with this policy, to establish the most appropriate solution, which will aim to offer best value for money whilst meeting the needs of the applicant.
3. Where it is not reasonable and practical to meet all the needs of the applicant, it will be considered what works are reasonable and practical to meet the necessary needs of the applicant now pending a move to more suitable accommodation that is able to be meet or be adapted to meet the whole range of identified needs.
4. Where an adaptation is refused as it is not reasonable or practical, the applicant will be advised of this decision and the reasons for the decision in writing along with details of how to request a review of the decision (for further information see section 12).
5. When considering the scope of works, the Council will consider the long-term use of the property when making adaptations. This consideration will particularly be relevant where extensions and other major adaptations are being considered. The Council as landlord may decide to enhance the adaptation e.g. providing a double bedroom rather than a single bedroom to ensure the property could accommodate as many household types as possible in the future. Requests for adaptation will not be refused due to any additional costs caused by an enhanced adaptation at the landlord's request.
6. Where adaptation works result in the creation of an additional bedroom, from the date of completion of the works, the rent for the property will be amended to reflect the new total number of bedrooms.

7.3.Agreement for works

1. Once it has been determined that adaptation works are necessary and appropriate and reasonable and practical the Council will consider whether major adaptation works should be carried out. No landlord permission is needed for minor adaptation works.
2. The Council will not agree to:
   • major adaptation works where the cost of the works exceeds the financial limit set at section 8 of this policy
   • installation of stair lifts to communal staircase in a block of flats or the shared common areas of a property as there is a risk that this will restrict access to other users of the building and the emergency services
3. Circumstances where the Council as the landlord may refuse permission for adaptation works include:
   • where there is suitable alternative accommodation within the social housing stock that is likely to become available within 12 months that would meet the households assessed needs or could be adapted more easily to meet those assessed needs - in these cases, the council will consider carrying out temporary or minor adaptations pending a move to more suitable accommodation
   • where the adaptation will have an impact on the property and its future use or rental income, such as losing usable living space in the property; for example, relocating a bathroom upstairs resulting in the loss of a bedroom
   • where the tenant is in breach of their tenancy agreement as example rent arrears or substantiated reports of Anti-Social Behaviour and the Council has commenced action seeking possession of the property or formal legal action - in these circumstances, the works will be put on hold pending the outcome of the court case or repayment of the debt
   • works to properties if the property is not suitable for the size of the household
4. A property will be considered unsuitable for the size of the household where a household is under-occupying by more than one bedroom or where the household is living in a property that is over-crowded. In these cases, it will be discussed whether the applicant wants to move to a property which meets their needs which is adapted or can be adapted to meet their specific needs.
5. In those cases where an applicant does not want to move and is under-occupying their home, the council will undertake adaptation works as long as they are necessary and appropriate and reasonable and practical.
6. Where an applicant is overcrowded, the council will undertake minor or temporary adaptations pending a move to another property which is of a size suitable for the applicant and their household.
7. If an adaptation is deemed not reasonable and practicable or is refused by the Council, the tenant will be offered the option of moving to more suitable alternative accommodation, which includes this being facilitated through a management move. Applications for social housing (including transfers) are dealt with in accordance with the Council's Housing Allocations Policy and Scheme.
8. If re-housing is deemed the most appropriate option, then the tenant will be offered support to help them relocate.
9. In cases where a move to more suitable alternative accommodation is recommended, the move will take place as soon as reasonably practicable and will be subject to suitable housing stock being available from the Council or a Registered Providers.  In some cases, the tenant may also want to consider a move to the private rented sector.
10. If a tenant refuses a reasonable offer of more suitable accommodation that is either adapted or can be adapted to better meets the households assessed need, major or extensive adaptations to their current property will not be carried out. In exceptional circumstances, for example where the applicant is receiving palliative care or where adaptations are required to maintain the applicant's safety some essential adaptation works will be provided subject to the financial limit set out at section 8 and where they are technically possible.
11. The suitability of an offer of alternative accommodation will be discussed between the Occupational Therapist or Trusted Assessor, Technical Officer, Housing Options Team and Tenancy Services taking account of the applicants essential assessed needs and the showing how they can be met. The applicant will be advised of the options open to them in order to make an informed choice, this will include information on the availability of accommodation.
12. It is important for the Council as landlord to consider all these factors to ensure it makes the best use of its financial resources and stock whilst meeting the needs of the applicant.
13. Where the council  refuses permission for adaptation works, the applicant will be advised of this decision and the reasons for the decision in writing along with details of how to request a review of the decision (for further information see section 12).