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Agenda item

Disabled Facilities Grant (DFG) - Response to WAO Recommendations

Minutes:

The Head of Performance and Partnership Services reported on an update on progress on the recommendations made in the WAO report on satisfaction levels of Disabled Facilities Grant applicants in Bridgend. 

 

He informed the Committee that since the report, a number of actions had been undertaken to respond to specific WAO recommendations.  He also illustrated examples of case studies which had been provided.  Other key actions completed were a staffing re-structure; research and liaison with other local authorities to investigate delivery and operational models, including Cardiff City Council and Neath Port Talbot Council; a Lean Thinking Review undertaken by an Independent Consultant to identify unnecessary bureaucracy and barriers; and a number of day-to-day operational changes made to clarify and simplify processes where possible and increased monitoring and review.

 

He highlighted the challenges facing the service, with complex cases taking longer to deliver affecting overall averages, with an average of 270 days to deliver a DFG (BCBC is ranked 20th in Wales); 713 days to deliver a children’s DFG which tend to be the more complex and larger cases often comprising bedroom and wet room extensions.  He stated that these require detailed design and planning and take longer to deliver than less complex cases; and 244 days to deliver an adult DFG.  He informed the Committee that full spend during most years was not achieved, with there being many variables within the current model of delivery, both internal and external that had led to this position, which had been highlighted by the lean review and are currently being examined.  He stated that this combined with information gathered from other local authorities, had highlighted key areas for further consideration. 

 

He reported that the DFG service is in a period of change and actions to develop the service since the last Committee meeting had meant that significant work has been undertaken to develop options for the future model of delivery.  Mindful of both the findings and recommendations from WAO and WG service standards, research is on-going to  identify the most effective Model in providing a timely and quality service to applicants;  introduce a level of control over performance and safeguarding issues;  ensure resources are at an appropriate level and ensure the effective delivery of minor works continues.  He stated that a report would be presented to Cabinet on delivery models and cost benefit information on options. 

 

The Committee questioned the performance of the service being 20th in Wales and the reasons why it had taken so long for improvements to be made in the performance of the service and what would be a reasonable timescale for the review of the service and for it to be ranked first in Wales.  The Head of Performance and Partnership Services informed the Committee of the challenges facing the service and the objective is to improve the performance of the service.  He stated that it had taken some time to establish what was wrong with the service and a new model of working was needed.  He also stated that there was a need to aim high and that performance has improved with children’s DFGs now taking 500 days to complete.  He informed the Committee that best practice had been learned from Cardiff, RCT and Neath Port Talbot Councils.  He stated that a new model of working had been developed to take the service forward which required the approval of Cabinet / CMB. 

 

The Committee questioned the amount of times contractors would come in over price.  The Head of Performance and Partnership Services stated that he would provide the Committee with that detail, however DFGs were limited to a maximum of £36k however loan facilities were also available to the recipients of the service.  He stated that the authority had been open and transparent as to what it categorised as DFGs. 

 

The Committee was informed that Internal Audit was currently reviewing of DFGs which would be the subject of a future report to the Committee when completed. 

 

The Committee questioned whether contractors were the subject of DBS checks.  The Head of Performance and Partnership Services informed the Committee that very few contractors are DBS checked and problems arise when contractors replace another contractor.  He stated that there was need to deliver a framework and to ensure that work was not sub-contracted. 

 

The Committee expressed concern at the length of time it took for an occupational therapists recommendation to be actioned in one example.  The Head of Performance and Partnership Services informed the Committee that the review had identified that delivery times would be quicker than 7 months for a recommendation from an occupational therapist. 

 

The Committee expressed concern that delays to children’s DFGs would cause pressure on families.  He stated engagement would take place at the earliest opportunity in relation to children’s DFGs and that expectations would be realistic.

 

RESOLVED:              (1) That the Committee noted the responses made to the WAO report;

(2)  That it be noted that Internal Audit is undertaking a review of DFGs and that the Head of Performance and Partnership Services report back to a future Audit Committee  on improvements made in the performance of DFGs.

Supporting documents:

 

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