Head of Housing Services to give an update on progress in implementing remaining actions.
Minutes:
The Head of Housing Services gave a verbal update on progress in implementing outstanding actions from the follow-up audit review of Disabled Facilities Grants (DFGs) which had resulted in a Limited assurance opinion. The audit identified four areas requiring improvement: DFG administration and record keeping, accuracy of KPI performance data, duplicate payments and procedures for registering DFG related local land charges.
He reported that a central database of DFG cases has now been established, supported by a dedicated resource for two days per week to maintain accurate records and generate timely performance information. Monthly monitoring meetings with the Service Development Manager and Business Support Manager are in place to ensure effective operation of the database and associated processes. The DFG payment process has been reviewed by the Service Accountant with credit notes issued where appropriate. Work to strengthen DFG related land charge registration procedures is ongoing and the relevant documentation is under review by the Contracts Solicitor.
Regarding KPIs, he noted that targets are challenging. DFG approvals were paused at the end of Q3 2024/25 due to the budget being fully committed, which placed the service at a disadvantage at the start of 2025/26 and created a backlog. Targets for 2026/27 have not been finalised but it is hoped they will reflect the loss of a quarter’s activity and the resulting impact on performance.
In response to questions about the core reasons for the underlying issues, the Head of Housing Services explained that the service previously operated with three technical officers and two administrative staff but this has reduced to one technical officer creating an administrative gap that is now being addressed. He confirmed that responsibilities can be absorbed within existing posts, avoiding additional staffing costs. With regard to paused approvals, he explained that approximately 90 days were lost from a 220 day target. While he did not expect the target to be extended by the full amount, meeting the current target will be more challenging as a result. Approvals for applications submitted after Q3 2024/25 could not be issued until 1 April 2025, when the new budget became available, although approvals were then issued without delay. The KPI clock starts when the care plan is transferred to the Housing Service.
In response to a member request, the Director of Function (Resources)/Section 151 Officer explained the capital funding basis for DFGs highlighting the limitations on that funding which in turn limits the number of approvals. The Executive is reviewing the position, and a bid for additional funding in 2026/27 will be submitted to address the backlog. However longer term pressures remain due to increasing demand linked to an ageing population. Members were reminded that performance is influenced not only by process and targets but also by funding levels, contractor availability and the complexity of cases.
The Housing Service continues to strengthen DFG processes, and the Executive will be asked to approve additional funding. The DFG budget will also need review as part of the 2027/28 budget setting process.
Members expressed concern about the delays in delivering DFGs and emphasised the need for sufficient funding and robust processes to support timely delivery. They also acknowledged the complexity of the issues and range of factors involved and requested that the July meeting include a short written update on further progress against the four areas identified for improvement.
It was resolved to note the update and that a further written update will be provided to the committee’s July meeting.