Frank Parkinson Yorkshire Trust Allocation Policy

 Part A

Allocations Policy Framework

Prefix: The term Charity and Trust are used interchangeably in this document

1.0)         Introduction

The Frank Parkinson Yorkshire Trust (FPYT) Allocations Policy ensures that property is offered to those most in need at the time a property becomes available. A waiting list is not held, but potential beneficiaries are invited to register their interest in a property at any time, even if there is no property vacant. Those who have registered an interest would be invited to apply when a property becomes available should they meet the criteria set out in the Charity governing documents. THE FRANK PARKINSON YORKSHIRE TRUST – 209322

FPYT Trustees are responsible for the appointment of a property. On allocation of almshouse accommodation individuals becomes beneficiaries of the Charity. Property allocation cannot be delegated to an employee of FPYT nor to an external agent.

2.0)      Charity governing documents (summarised)

*It is the policy of FPYT to allocate the Charity’s almshouse accommodation according to the Scheme dated 21^st September 2015.

The objectives of the FPYT are:

2.1: To provide low-cost accommodation to older adults (and others by exception) registered as living in the wards of Leeds and Bradford who are experiencing socio-economic deprivation and/or adverse consequences of increased cost of living.

2.2 To invest in the local community to help address the wider determinants of health and wellbeing.

*The original scheme is dated 17.10.1950 and was reviewed again in 2015 and 2017

3.0) Equality and Diversity

FPYT operates a robust Equality & Diversity Policy, a copy of which is available on request. people are selected for allocation of an almshouse according to their need for the service, provided allocation aligns with the FPYT objectives. Subject to these objectives, FPYT Trustees do not discriminate on any grounds.

4.0) Eligibility Criteria

New beneficiaries must meet the Charity’s eligibility criteria which include:

·      Evidence of housing need

·      Evidence of financial need

·      Living in the wards of Leeds or Bradford  

·      Ability to live independently.

·      Commitment to integrate into the FPYT community.

·      Entitled to live in the UK.

4.1 Property Types

FPYT has 44 properties:

4.2 Property Type Eligibility:

4.3 Age and Eligibility

4.4 Joint Applications

For joint applications, both applicants must complete a registration form individually. For joint applications, where one or both applicants is under the age of 55, both applicants can submit a registration of interest for a property and applications will be assessed on the same criteria. However, priority would be given to joint applications where both applicants are over 55.

5.0) Exclusions criteria

5.1 Pets

Registrations of interest where the applicant owns a pet at the time registration will be accepted. However, no pets are permitted to reside at FPYT properties overnight under any circumstances. If successful in being offered a property, should the beneficiary wish to accept the property, they would need to make alternative arrangements for the pet.

5.2 Employees and Trustees of FPYT

Current or previous employees and current or previous trustees are not eligible to apply for accommodation at FPYT.

5.3 Applicants with a connection to FPYT board members or staff.

The person registering an interest must declare any connection with employees or trustees at FPYT and explain the connection. In such circumstances the employee/trustee will be excluded from contributing to every stage of the allocation process.
 

Part B

 Application and Allocation Procedure

6.0)   Stages of application

6.1   Stage 1 – Applicant Registration of Interest

Applicants can register an interest in accommodation at FPYT by completing an almshouses registration of interest form (Appendix 1), this form is an initial register of their interest in accommodation. Registration forms are reviewed, where the applicant registering an interest does not meet the criteria at this stage they will be informed in writing. Those meeting the criteria will be contacted when a vacancy arises and asked to complete the full FPYT application for accommodation form if they wish to apply for the vacant property.

Registration of Interest forms are available on the website www.FPYT.org.uk or by contacting the Office 01943 871655

The Estate Manger will write to everyone who has registered an interest in accommodation every 12 months in January or more frequently if a need is identified e.g. changes are applied to the FPYT objectives which requires a change to the eligibility criteria.

6.2 Stage 2 – Application for a vacant property

When a property becomes vacant, all those with a registered interest will be contacted by telephone by the Estate Manager to ask if they would be interested in applying for the vacant property. Should those contacted wish to proceed, they will be asked to complete the FPYT almshouse application form (Appendix 2)

FPYT will provide the applicant with the application form by post or email and asked to complete and return within 14 days. Applicants will also receive a copy of the Privacy Notice – Setting out how FPYT will collect, control and process personal identifiable information provided by them as part of the application process.

6.3 Stage 3 – Review of Applications for a vacant property

the Head of Operations and Estate Manager review completed application forms. On review of an application, the Head of Operations is entitled to conduct as many of the following additional steps as is felt necessary:

Ø  A home visit to potential beneficiaries

Ø  Request potential beneficiaries to visit the Frank Parkinson Site and/or the vacant property(ies)

Ø  Provide further information about the almshouse accommodation.

Ø  Explain the role and function of the Trustees and staff.

Ø  Discuss resident weekly maintenance contributions and other household bills.

Ø  Share contents of the Resident Handbook including rules and regulations.

Ø  Review original documents as evidence of accuracy of the information provided on the application form.

Ø  Seek references Request further information such as GP details, health and care needs, medical and financial information.

6.4 Assessment and scoring applications.

To ensure that accommodation is offered to the applicant most likely to benefit a scoring system is applied on reviewing applications. Scoring is based on five key application criteria: financial, health and wellbeing, social connections, FPYT values and local connection.

6.5 Stage 4 – Recommendations to the Board of Trustees

The Head of Operations will make recommendations in writing which are informed by the scoring of all applications to a subgroup of the Board of Trustees. This Board will decide to whom the opportunity to become a beneficiary of the Charity will be offered.

6.51 Process of a property offer potential beneficiary/ies

A summary of applicants will be provided via secure email to the nominated subgroup of the Board of Trustees. If a Trustee knows an applicant, they must abstain from the decision-making process. Subgroup Board of Trustees confirm the decision back to the Head of Operations. The decision is recorded in the next FPYT Board Meeting minutes.

Note: FPYT Trustees are responsible for the appointment of residents as beneficiaries of the Charity and the allocation of almshouse accommodation. Allocations cannot be delegated to an employee of FPYT or external agent.

6.5ii Offer of Accommodation:

The applicant selected by the Board will be contacted by the Estate Manager who will make the offer of accommodation and invite to view the property available.

6.5.iii Unsuccessful applicants

Those applicants not selected will be contacted in writing by the Estate Manager to advise them of the decision. Unsuccessful applicants will be asked if they would like to remain registered for consideration for different properties should these become available in the future. If an applicant was assessed as suitable for offer and an available property of a similar type becomes available within eight weeks of the unsuccessful application being advised, the applicant can be offered the property without further assessment provided no new applications have been received that may have a need greater than the applicant who was unsuccessful.

6.5.iv Applicants who decline the offer of a property.

Applicants who are offered a property but decline the offer, either before viewing or after viewing, provided the property is suited to the needs of the applicant will be asked to explain the reason for the refusal. Applicants may be given a second opportunity to be considered in future and allowed to remain on the registered interest list if they wish to do so. An applicant who refuses an offer before or after a viewing more than once will need to have their case considered to remain on the list for future available property by the   subgroup Board of Trustees. The decision made is at the discretion of the subgroup of the Board of Trustees and based on individual circumstances. The outcome will be notified in writing by the Head of Operations

6.5v Subsequent offers of property to those remaining on registration of interest list.

Subsequent considerations and offers of property will follow the same process outlined above and in principle will be considered alongside other existing and/or new registrations of interest. This is to ensure that the applicant most in need is recommended for accommodation.

6.6vi Acceptance of a property and Letter of Appointment Completion

When an applicant accepts a property, they will be expected to sign up for the property within 14 days of the viewing. This is on the basis FPYT will have completed all necessary repair works on the vacant property within this time frame. On the day of the sign-up applicants will ideally come to the office at 26 Frank Parkinson Court to complete the necessary paperwork. If this is not possible due to health and wellbeing a home visit may be offered.

The date of the sign up will be formally agreed with the applicant and the date of formal appointment will be confirmed in writing. This written letter is the formal offer (Appendix 3) of appointment to a property.

At the sign up the keys for the property will be given to the new resident, however it is accepted that move in is not necessarily on this date. The new resident will be required to pay the weekly maintenance contribution from this date and expected to move in no later than 4 weeks from the date of the sign up being completed in most cases however discretion can be given under specific circumstances such as discharge from hospital.

7.0    The sign-up process

Applicants should allow around two hours to complete this process to give adequate time to complete the necessary paperwork and ask any questions about the Charity, becoming a beneficiary or residing at FPYT.

Documents that will be required for completion during the meeting:

7.1  Reading and digesting the resident’s handbook

7.2  Completing a Next of Kin form (appendix 4)

7.3  Completing a GP Contact form (Appendix 5)

7.4  Signing the Letter of Appointment (Appendix 6)

7.5  Payment of the amenity charges that are due on the day of the sign up as set out in the letter of appointment. Cash payments are not accepted so a cheque or bank transfer will need to be made.

8)Welcoming new beneficiaries as almshouse residents.

8.1   When the move-in date is known the Estate Manager informs other residents in a Newsletter. Information will only be shared with permissions from the incoming resident.

8.2    On the move in day the Head of Operations and Estate Manager welcome the new resident and arrange an orientation tour including all Health and Safety guidance, what to do in the event of a fire, how to access the onsite facilities and details of the upcoming events in the communal room and an invitation to join.

8.4     A home visit is arranged for two weeks following moving in with the Estate Manager to check in with the new resident, see how they are settling in and to answer any outstanding questions they may have about their new property.

8.5     The new resident is asked to complete a feedback form about the application sign up and move in process, to help FPYT continually improve service delivery and learn from resident feedback.

9)  Exceptional Circumstances e.g. registration of Interest for a different property by an existing resident

Existing residents may register their interest for an alternative property if the needs of the beneficiary have changed significantly since they moved into their almshouse (for example, the property they currently live in is no longer suitable for them due to changes in mobility and/or bereavement).

Consideration for allocation to a different property remains the decision of the subgroup of the Board of Trustees. A thorough impact assessment will be undertaken by the Head of Operations to fully understand the need for the move, any risk and/or impact on health and safety or impact on other residents, should the move not be approved. The subgroup of the Board of Trustees can review applications from existing residents at any time prior to a property being available if required.