An applicant’s guide to disabled facilities grantsand grant conditions

Bromley Home Improvement Agency

An applicant’s guide to disabled facilities grants

Section 1: Eligibility criteria

The property concerned must be the only or main place of residence of the disabled person for five years from the completion of the grant aided work. Applicants over 19 years of age will have to undergo a financial assessment which will determine their contribution, if any, to the cost of the works.

The grant surveyor is responsible for determining what work is eligible for grant. This will involve consultation with you and the occupational therapist. Works must be appropriate to meet your present and future needs including where appropriate, those of a carer.

The proposed works must be the most reasonable, practicable and economic means of meeting your needs. This will take into account the nature of your disability and your family and social needs.

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The scope of the works may include access into the house and to a main family room, bedroom, WC, washing facilities, kitchen and also the provision of equipment or amenities specifically designed for you. We are unable to include portable equipment.

Your agreement to the proposals will be necessary before the grant application can proceed. You may choose an alternative or more extensive scheme providing it meets the minimum requirements of the occupational therapist. In these circumstances you will be responsible for paying the difference, including the cost of any unforeseen works.

If you are a tenant, the landlord’s permission must be obtained before the works can proceed. Work to common areas will need the approval of all interested parties.

The Bromley Home Improvement Agency offers assistance in obtaining estimates and helping you through the grant process – see separate leaflet for details.

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Section 2: The sequence

The information below runs through the order of events relating to your grant. It assumes you are using the services of the Bromley Home Improvement Agency. If this is not the case most of the information applies but you should discuss your particular situation with the grant officer.

The information you gave in your application will be used to make a financial assessment to determine the amount of money you will have to contribute towards any grant. You must let us know if you are willing to pay this sum and whether or not you wish to proceed with your grant application. You do this by completing and returning the response card which will be enclosed. If you are a tenant of a Housing Association, they will be asked if they wish to pay your contribution.

You must notify us immediately of any change in your financial situation at any time prior to the grant approval. We may need to carry out a further assessment before the grant is approved.

Your occupational therapist will complete his / her assessment and provide the recommendations for your proposed adaptation. If you wish to proceed, a grant surveyor will contact you to arrange an inspection of your property. This is to decide which works, if any, are eligible for grant assistance. Only those works deemed necessary to provide access to your home and its facilities will be eligible.

If the services of an architect or surveyor is required, we will discuss this with you. Their fees will normally be included in the grant, but you may be liable for their costs if a grant is not approved.

If your property is eligible for a grant the grant surveyor will send you a schedule of works noting all the works which will be grant aided. You may discuss the extent of the works at any time prior to receiving this document, or by contacting the grant surveyor on receipt of the schedule.

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Your grant will be based on the schedule of works. It is important that you are satisfied with its contents. If you have any queries you must contact the grant surveyor immediately. If we do not hear from you to the contrary it will be taken that you are in full agreement with the schedule of works and will allow all the works to proceed as specified. We will notify you of the names of the contractors who have been asked to provide estimates. These will contact you to arrange a convenient time to visit. They should visit within 4 weeks. Alternatively you may use your own contractors. If the works only involve the installation of specialist equipment, the occupational therapist may obtain the estimate(s).

In the meantime we will obtain the necessary proof of ownership of the property. If you are a tenant, we will seek the landlord’s permission for the works.

When acceptable estimates have been obtained the grant surveyor will calculate your grant and your approval will be prepared accordingly. If the cost of works exceeds the current grant maximum it will be referred to a panel of senior officers for consideration.

The Council have 6 months in which to either approve or refuse your application. The six months starts when we have received:• a satisfactorily completed application form• certificate of future occupation and proof of ownership• at least two suitable estimates for the works to be undertaken

Grants will be approved in accordance with a priority rating as assessed by the occupational therapist, but in practice we would hope to approve your grant within 6 weeks.

You must complete all the work within 12 months of the date of the approval. If an amended approval is issued it is still the date of the original approval which is relevant and not the date of any amendment.

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Section 3: Amount of your grant approval and your contribution

The approved sum represents our determination of the reasonable eligible expense necessary to undertake the works in the agreed schedule including any fees & VAT. The approval will confirm your total contribution (if any).

Any contribution is made up from:• the test of financial resources • the difference between your contractor’s quotation and the

reasonable cost determined by the local authority.

You should make your own arrangements with the main contractor regarding payment of any contribution.

Section 4: Use of contractors & commencement of work

The successful contractor will be notified and asked to contact you to arrange a mutually convenient time to start works. An Agency contractor should start works within 12 weeks of the grant approval.

If you obtained your own estimates it is your responsibility to arrange with your contractor(s) for works to commence.

You must use the services of the contractor(s) indicated in your approval and upon whose estimates your approval is based.

If you wish to change contractor(s) for any reason you must write to the Council giving the reasons for the proposed change and obtain written agreement to the change prior to your new contractor commencing work.

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You must ensure your new contractor will satisfy the requirements of the Council.

Any increase in the cost of works occurring as a direct result of a voluntary change of contractor will not be included in your grant.

Any reduction in the cost of works as a direct result of a change of contractor will be reflected in your grant.

While work is in progress we will liaise with all the other professionals that are involved in your grant e.g. occupational therapist, building control, architect, as well as the contractor(s). We will make inspections of the work and arrange for interim payments where necessary.

Whilst the Agency will undertake inspections of the work, it is unable to closely supervise the contractor. You are responsible for ensuring works are undertaken to your satisfaction. The Agency will try to resolve any difficulties and will only pay the contractor once the works have been satisfactorily completed.

Section 5: Unforeseen works

Essential works which become evident during the course of the contract may be treated as unforeseen works providing the following criteria are met:• works are eligible for grant assistance and they could not have

reasonably been foreseen and• you and your contractor agree a price for the unforeseen work with

the grant surveyor prior to it being undertaken and an estimate is to be submitted accordingly. If you are using the Bromley Home Improvement Agency this will be undertaken on your behalf.

The reasonable cost of undertaking agreed unforeseen works will be added to your grant subject to the current grant limit. The grant cannot include works undertaken without prior approval.

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Section 6: Payments

If you are using the Bromley Home Improvement Agency, grant payments will be made direct to the contractor. Interim payments will be available in respect of satisfactorily completed works upon receipt of an acceptable invoice. Interim payments are only available to applicants using the Agency.

If you are not using the Bromley Home Improvement Agency, payments may be made direct to you and it will then be your responsibility to pay the contractor.

Payments will only be made upon satisfactory completion of the works and upon receipt of an acceptable invoice. Normally payments will be processed within 4 weeks.

Section 7: Non-eligible works

You may arrange and pay for works in excess of the grant schedule. However, you should be careful that any additional work does not interfere with the requirements of the occupational therapist

The cost of ‘basic’ goods only will be allowed for grant purposes unless a specific item is requested by the grant surveyor or occupational therapist. You may use materials equipment/fixtures & fittings over and above the recognised mid range but this additional cost as determined by the grant surveyor will not be included in the grant and will therefore be a private matter between you and the contractor.

Section 8: Prior permission

Works must not commence before approval. However, in emergency situations you may apply for prior permission.

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Section 9: House insurance

You should advise your house insurers that you are having building work carried out.

Section 10: Client/Contractor relationship & liability

Most works for the disabled are exempt from VAT and so the VAT element will not be included in the grant. Your contractor may ask you to complete a VAT exemption form.

As you are the legal recipient of the grant you are the employer of the contractor(s) and ultimately responsible for all contractual matters arising and for all costs which are not met from the grant. You must ensure that works are completed to your satisfaction.

All arrangements regarding commencement of works, programme of works, working hours, use of private facilities etc. are strictly matters between you and your contractor(s). Works must be completed within twelve months of the grant approval.

Whilst the Agency endeavours to ensure the standard of contractors included in their register is high, it should be understood that their inclusion in our list does not serve in any way as a guarantee of the quality of their work or their conduct or on site. You must declare any relationship you have with the contractor.

You will be asked to comment on the works before final payment is authorised. If you are unhappy with any aspect of the works we will try to resolve the matter. However, if the works have been carried out to a reasonable standard and the contractor has met the requirements of the Occupational Therapist, payment will be made.

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Section 11: Grant conditions

Failure to comply with any grant condition may adversely affect your grant. It is expected that you will occupy the property as your only or main place of residence for five years following the completion of the works.

If the property is owner occupied a “limited charge” will be placed on the property whereby the Council will claim repayment of part of the grant if the recipient disposes (whether by sale, assignment, transfer or otherwise) of the property within 10 years of the grant being completed.

A further charge will apply if you are also applying for an additional discretionary grant.

How to contact us

If you have any comments about our service, please contact us:

By post: Bromley Home Improvement Agency Adult and Community Services Civic CentreStockwell Close BromleyBR1 3UH Telephone: 020 8313 4951/4693

Email: housing.grants@bromley.gov.uk

Web: www.bromley.gov.uk

Fax: 020 8313 4450

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Compliments, suggestions and complaints

We will send you a customer satisfaction survey to monitor the service we and the contractors provide. Please take the time to fill in this form, as we want to hear what you think about us. This will help us continue to improve the service we provide.

If you have a complaint about the quality of service you have received, please contact:

Head of Residential Services Adult and Community ServicesCivic CentreStockwell CloseBromleyBR1 3UH Telephone: 020 8313 4655

Data Protection Act 1998The London Borough of Bromley Council collects personal information (including names and addresses) in different ways to carry out our day-to-day business. We are committed to keeping your personal information in line with the Data Protection Act and will take all reasonable steps to keep your personal information secure against unauthorised access, loss or destruction.

The council will treat everyone equally, no matter where they live or what their ethnic origin, religion, special needs, language, learning difficulties, sexuality, sex, age or disability. This is not a complete list, but it shows some of the areas where we believe there could be discrimination.

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Return to:Bromley Home Improvement Agency, Housing and Residential Services, Civic Centre, Stockwell Close, Bromley BR1 3UH

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