Supported and Extra Care Housing

Supported and Extra Care Housing

Developed:June 2016

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Next review: TBA

Review responsibility: Tina Levett

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Date ratified: 30.8.2016

Allocations, Lettings and Void Management Policy

1PURPOSE

1.1To confirm how The Abbeyfield Kent Society (‘The Society’) will allocate and let theSociety’s Supported and Extra Care Housing, Appendix 1 refers. For the avoidance ofdoubt the policy does NOT apply to the society’s registered Care Homes.

2 POLICY STATEMENT

2.1TheSociety’s housing is exclusively for people aged over 55 years and is referred to as either Supported Housing or Extra Care Housing (Scheme details are available on the Society’s website)

Supported Housing (sometimes referred to as Abbeyfield Homes) are large shared houses withtenants having a tenancy of an individual room or flat. All homes include the services of a Housekeeper who offers support to all tenants and supplies cooked meals ona daily basis. An emergency call system is available out of hours. Some tenants also receive additional personal care and support although this is not a requirement to live in supported housing. Companionship and being part of a community is a particular attraction of Supported Housing.

Extra Care Housing is designed exclusively for the over 55s providing high quality homes and facilities to help maintain independence. Tenants have their own self-contained one or two bedroomed apartment for which they have a tenancy agreement with the Society. Fixtures in apartments are designed to make life easier such as raised ovens and wet rooms. A cooked meal is supplied dailyand a waking housing support service is available 24/7. In addition to qualify for Extra Care an applicant must have a requirement for a minimum of 3.5 hours personal care and/or essential domiciliary support.

2.2The following key principles will be observed when properties are let:-

1. To ensure the allocation process is fair, transparent, promotes equality of opportunity and is easily understood.
2. To make effective use of the Society’s housing principally by working in partnership with local authorities, including entering into nomination agreements, to enable them to fulfil their housing and social care responsibilities to older people.
3. To ensure offers of tenancies are made to eligible applicants and in accordance with this policy and the Society’s Tenancy Policy
4. To, as far as reasonably practical, ensure the Society takes account of any risks associated with granting an individual a tenancy particularly concerning a potential tenant’s ability to meet and sustain their legal obligations to the Society as confirmed by the Society’s tenancy agreement
5. To ensure applicants have reasonable means to pay the rent and any other charges.
6. To ensure properties are let to an agreed standard within current health and safety guidelines and all current statutory requirements.
7. To ensure the time homes are vacant is kept to an absolute minimum to minimise rent loss and maximise rental income.
8. To foster the creation and maintenance of sustainable communities.

3 POLICY DETAILS

3.1Who can be considered for rented housing?

3.1.1The Society gives priority nominations to local authorityhousing partners to assist them in meeting their statutory and local housingobligations, as confirmed by approved and published Local Allocation Schemes.[1]

3.1.2 Local authorities also nominate suitable potential tenants to the Society for vacant homes in accordance with nomination agreements and where required in liaison with local authorities responsible for adult social care.

3.1.3 TheSociety also participates (where agreed with individual local authority partners)in the Kent Choice Based Lettings scheme[2] which enable applicants to express their interest in vacancies by making a bid for advertised homes.

3.1.4In addition the Society holds waiting lists of eligible applicants for both Extra Care and Supported Housing schemes from which allocations are made in the absence of a nomination agreement or where no suitable local authority nomination is received within agreed timescales. The Society prioritises applicants (registered on its own waiting list) in accordance with the following criteria:-

Priority 1 – Applicants reliant on benefit support and with a local connection with the local housing authority where the accommodation is located

Priority 2 – Applicants reliant on benefit support and with a local connection with Kent

Priority 3 – Applicants reliant on benefit support with no local connection with Kent

Priority 4 - Applicants not reliant on benefit support and with a local connection with the local housing authority where the accommodation is located

Priority 5 – Applicants not reliant on benefit support with a local connection with Kent

Priority 6 - Applicants not reliant on benefit support with no local connection with Kent

Where applicants have the same priority status consideration will be given to the urgency of both housing and care needs and the length of time an applicant has been registered with the Society

Note local connection is considered to mean current residential connection, previous residential connection (minimum 5 years) or having a close relative living in the area.

3.1.5Existing residents of the Society requiring a transfer to alternative accommodation are required to register as a housing applicant with their local authority. The Society may however make a direct allocation to an existing resident in some circumstances, 3.2 below refers.

3.1.6 The Society will consider applications from tenants to exchange (assign) their tenancies providing any new incoming tenant meets the Society’s eligibility criteria. Tenancy Management Policy refers.

3.1.7The Society will only make offers of tenancies in accordance with the conditions of this policy and its Tenancy Policy and in addition may notaccept applicants for tenancies in certain circumstances, see section 3.8.6 below.

3.2Housing opportunities for existing tenants

3.2.1Existing tenants seeking a move to alternative accommodation have the following options:

1. To join their local housing register by applying to the Local Authority where they wish to reside.

1. To receive a direct offer of alternative accommodation from the Society in the absence of a local authority nominee and where the Society considers the existing tenants housing request should take priority over others on the Society’s waiting list for the accommodation for example where a tenant wishes to move to an alternative room or apartment at a housing scheme.

1. A tenant may be given priority over a local authority nominee but only in exceptional circumstances as detailed below and only with the approval of two members of the Executive team;-

• Where the Society have agreed to redevelop or dispose of an existinghousing scheme;

• Where there is a medical need which is so urgent that an immediate move is required;

• Where a tenant is experiencing Anti-Social Behaviour (including Racial Harassment) and a move to alternative accommodation is believed to be the only solution. In most cases of severe nuisance or anti-social behaviour this option will not be considered because legal action will be taken against the perpetrator(s). .

• Any other exceptional circumstances where a direct offer of alternative accommodation is considered necessary and is authorised by two members of the Executive Team.

3.3Matching the Size of Accommodation to Applicant’s Needs

3.3.1 Only single person household applicants will be offered accommodation at Supported Housingestablishments where the accommodation comprises a single room with ensuite facilities.

3.3.2 Single personsor couples will be offered 1 or 2 bedroom flats or bungalows at the Society’s Supported Accommodation or Extra Care schemes providing they meet the age criteria. To be eligible for Extra Care at least one member of a household must meet any additional eligibility criteria other than age. Applicants must also have the means to pay the rent and other charges see 3.4 below.

3.3.3 The Society will consider applications from households comprising two adults (e.g. siblings or friends i.e not a couple) who will be offered a 2 bedroom flat or bungalow providing both parties meet the age criteria for the accommodation.To be eligible for Extra Care at least one member of a household must meet any additional eligibility criteria other than age. Applicants must also have the means to pay the rent and other charges see 3.4 below.

3.3.4 Priority for two bedroomed accommodation will be given to couples or a two adults household. Two bedroomed accommodation may be offered to single applicants with a confirmed need for non-residential day and night carer(s) providing the applicant meets the eligibility criteria for the accommodation, has means to pay the rent (see 3.4 below).

3.4 Affordability

3.4.1 The Society is committed to working with local authority partners to ensure that housing is allocated to those persons who need it most. However the Society must also ensure that all new tenants have the reasonable means to pay their rent and any other charges associated with a tenancy.

3.4.2 The Society will therefore ensure that all potential new tenants are clear about the financial obligations associated with a tenancy and will assist them to make a claim for welfare benefits including Housing Benefit where appropriate, liaising with local authority Housing Benefit departments and the Department of Works and Pensions (DWP) on their behalf if required.

3.4.3 Where a potentialresident is considered to have insufficient income to meet their rent and any other charges the Society will ensure they are aware of the position and the need to meet any shortfall themselves. Ultimately and very much as a last resort the Society may have no alternative but to refuse an application where it is considered that the applicant could not reasonably afford the costs associated with the tenancy. (3.7.4 below also refers).

3.4.4 TheSociety may not accept applications from couples for two bedroom accommodation who are reliant on Housing Benefit and where one or both of the parties are under pensionable age and so will not be eligible to receive housing benefit for a second bedroom and will not have any reasonable means to make up the benefit shortfall.

3.4.5 Where an applicant is refused on affordability grounds the Society will advise them of the decision in writing. Applicants who are dissatisfied with the Society’s decision will be referred to the Society’s Complaints Policy.

3.5 Support and Care Needs

3.5.1 In addition to housing needs many of the Society’s tenants have care and support needs particularly those moving into Extra Care Housing where a minimum care need is a condition of acceptance.

3.5.2Ultimately and very much as a last resort the Society may refuse an applicant where it is considered that arrangements will not be in place to meet their care and support needsor proposed arrangements will be insufficient and as a consequence the applicant would be unable to sustain their tenancy with the society.(3.7.4 below also refers).

3.5.3 The Society will work closely with local authority partners and support and care providers to ensurethat, as far as reasonably practical,the Society takes account of any risks associated with granting an individual a tenancy particularly concerning a potential tenant’s ability to meet and sustain their legal obligations to the Society as confirmed by the Society’s tenancy agreement.

3.5.4In order to achieve balanced communities in Extra Care Accommodation, with emphasis on maintaining and growing personal independence, the Society will seek to balance the numbers of residents with low,medium and high care needs. This requirement will also be reflected in individual nomination agreements for extra care accommodation, see 3.6 below.

3.5.5Where an applicant is refused on the basis they will be unable to sustain the tenancy, the Society will advise them of the decision in writing. Applicants who are dissatisfied with the Society’s decision will be referred to the Society’s Complaints Policy

3.6 Adapted Properties

3.6.1 Where a vacant property has been specifically adapted e.g. for a disabled person, the Society may prioritise re-letting the property to a prospective resident who requires the facility in accordance with the Adaptations Policy.

3.6.2 Where an applicant accepts a property with adaptations that they do not require, no removal of adaptations will usually be carried out by the Society.Adaptations Policy refers.

3.7 Nomination Agreements

3.7.1 The Society expects to enterinto Nominations Agreements with local authority partners relating to individual housing developments. The Society will however not enter into an agreement where there would be a conflict between this policy and the agreement and for the avoidance of doubt should a conflict arise the terms of this policy would always take precedence.

3.8 Acceptance Criteria

3.8.1 The Society supports its Local Authority Partners to ensure that those applicants with the most urgent housing, care and support needsare given priority and generally expects to accept the applicants referred for housing.

3.8.2 When allocating tenancies to applicants on its own waiting list the Society will take account of an applicant’s housing needlocal connection to an area and the time they have been waiting.

3.8.3The Society however, reserves the absolute right to undertake its own investigationsand to refuse to offer a housing applicant a tenancy (even if an applicant was deemed eligible by the Local Authority at the time of the application was made) if there is evidence to suggest that one or more of the circumstances outlined in section 3.8.6 below applies. In the case of a local authority nominee theSociety will discuss any concerns the Society may have about accepting a nominee with the local authority before deciding whether or not to accept or reject a nomination. The Society will ensure that any refusal to re-house a housing applicant is supported by appropriate evidence and endorsed by two members of the Executive Team.

3.8.4TheSociety will ensure that Local Authority partners are aware of the circumstance when the Society may refuse to offer a housing applicant a tenancy.

3.8.5The Society will advise all unsuccessful applicants in writing and confirm the reasons for the Society’s decision not to offer them a tenancy. Applicants who remain dissatisfied may make a complaint in accordance with Society’s Complaints Policy.

3.8.6Circumstances when an applicant or existing tenant is unlikely to be offered accommodation:

1. The Society will consider all practical arrangements for an applicant to meet the rent and charges (3.3 above refers) that will be due to the Society however the Society may refuse an applicant where it is considered that the applicant would not have the reasonable means to pay their rent and charges either because:

(i) At the time of the allocation they do not have the means to pay the rent and any other charges or;

(ii)On the basis that the applicant will have insufficient income to meet their housing costs due to the Society in the short to medium term future

2. Accommodation will not normally be offered where an individual’s personal care and support package cannot be guaranteed at the new address meaning that an applicant would not be able to sustain their tenancy

3. Where a person has an interest in a property elsewhere (owned or rented), unless the accommodation is or will be given up in order to take up an offer of a tenancy or is being retained to fund housing, care and support costs and the tenancy with the Society will be their principal home

1. Where an individual has previously been evicted by the Societyor another landlord for serious breach of tenancy conditions e.g. Anti-Social Behaviour and/or racial harassment. The Society may agree to waive this requirement in exceptional circumstances with the agreement of two members of the Executive Team.

1. Where any debt is outstanding to the Society and/or where theSociety has evicted a potential applicant for rent arrears in the past or it is known that rent arrears are outstanding to another landlord. The Society may agree to waive this requirement in exceptional circumstances and providing a robust arrangement is in place to clear the debt

1. Accommodation will not normally be offered in any circumstances to an applicant who has threatened staff or demonstrated aggressive or abusive behaviour.

7.Where an applicant has tried to obtain a tenancy by deception.

3.9Sex Offenders

3.9.1 The Housing Act (1996) prevents Local Authorities placing a blanket ban on housing sex offenders and Registered Providers are required to give reasonable assistance to Local Authorities.

3.9.2The Society will therefore consider applications on a case by case basis and only with the assurance of long term support. Acceptance of such cases for housing can only be approved by two members of the Executive Team.

3.10 Allocating housing to relatives of staff or trustees

3.10.1 The Society will permit the relatives of staff or trustees to benefit from a tenancy providing:

1. The applicant is in housing need and fully meets the published criteria and priorities by which the Society allocates housing;

2. The applicant or their relative has or had no involvement in or influence over the process by which the Society allocates the tenancy;

3. The allocation is approved by two members of the Executive Team.

4TYPES OF TENANCY

4.1The type of tenancy offered to an applicant is confirmed by the Society’s TenancyPolicy. The Society has resolved to offer to all housing applicants periodic ‘lifetime’ Assured Tenancies, as defined by the Housing Acts 1988 and 1996 and the society’s adopted Assured Tenancy agreement. The Society has agreed not to offer starter or probationary tenancies.

4.2 How the rent is set and other charges for a tenancy are confirmed in the Society’s Rent and Service Charge Policy.

5VOID (VACANT) PROPERTIES

5.1The Society’s properties will be maintained in accordance with the Void (Vacant Property) Standard and Lettings Procedure, Appendix 1 refers and in line with current Health and Safety regulations and all current statutory requirements. This standard will be reviewed from time to time and in line with budgetary requirements.

5.2All vacant properties will be subject to a Pre-void Inspection and outgoing residents

may be subject to recharges, Rechargeable Repairs Policy refers.

5.3Viewing

All properties will be viewed by potential new tenants accompanied by a Society member of staff. Properties may be viewed during the notice period (subject to the permission of the outgoing tenant) or voids works period but only when it is reasonable and safe to do so. Multiple viewings may be carried out to minimise the length of time a property remains vacant.