The following roles and responsibilities are in addition to those in the Code of Health and Disability Services Consumer Rights Act 1996.

1. Disabled Person, their Advocates, support people, family or Whanau

Note: A support person is deemed to be someone who resides with, or provides ongoing support for, a disabled person and is not employed to provide that service.

A disabled person will:

• Have a disability which is likely to continue for a minimum of 6 months and they do not have any entitlement to payment through the Accident Insurance Act 1998.
• Reside in the area covered by the Wellington, Hamilton or South localities of the Ministry of Health to access funding through Enable New Zealand.
• Be a New Zealand resident or qualify under a reciprocal funding agreement.
• Have undergone an assessment undertaken by a Specialised Housing Assessor.
• Be given information on their rights and responsibilities, assessment services, environmental support services available, and options for funding by the Specialised Housing Assessor.
• Have access to accurate information on housing modifications, the process that will be followed when determining eligibility and the level of funding available.
• Be made aware of the right to a second assessment.
• Complete and sign an Enable New Zealand application form including the relevant Terms and Conditions for the provision of housing grants. If the person is under sixteen years of age, or is unable to sign, the person signing on their behalf must have the appropriate authority to do so.
• Consider and approve the plans and specifications of the proposed modifications.
• Be made aware of the need to undergo an Income and Asset test for any grant (or sum of) in excess of $8,076 inc GST.
• Be made aware that the Income and Asset test will determine the sum over and above $8,076 inc GST which is available from the Ministry of Health for housing modifications.
• Be made aware that where the Income and Asset test determines that the person is required to contribute towards the cost of the modifications, this must be paid directly to the Contractor, and will constitute a separate contract between the person and the Contractor.
• Be made aware that they have the right to refuse an Income and Asset test, but if they do so the maximum grant that can be made available is $8,076 inc GST.
• Where appropriate, participate in the trial of environmental support options (ie an item of equipment), and attempt the solutions identified with the Specialised Housing Assessor to determine suitability.
• Have a right to seek a review from the appropriate service provider if they are dissatisfied with the service they have received.
• Be made aware that the housing modification grant will only be used to pay for the recommended modifications.
• Seek written approval from the Property Owner where they are not the Property Owner.
• Be made aware that all repairs and maintenance are the Property Owner's responsibility.
• Be made aware that there is no entitlement to access another grant for the same or similar modification, unless extenuating circumstances exist.
• Be made aware that if any of the terms and conditions are not met or kept by the person, they may be required to repay part or all of the grant.
• Be made aware that no retrospective funding or reimbursement will be provided for any work undertaken prior to the receipt of written confirmation of the availability of funding from Enable New Zealand.
• Be made aware that any modifications which include any of the following (or similar) types of equipment;
  
  • Low Rise Lift
  • Ceiling Hoist
  • Stairlift
  must be returned to Enable Stores so that it can be re-issued when the person no longer requires the equipment or when it is no longer meeting their needs. Enable New Zealand should be advised when the equipment is no longer required and arrangements will be made for its removal. The full cost of removal and refurbishment will be met by Enable New Zealand. In situations where the person has made a contribution toward the cost of the equipment, they should be made aware that the equipment belongs to the Ministry of Health. No reimbursement will be made for any contribution the person has made.
   
  

2. Enable New Zealand

In accordance with its contractual obligations to the Ministry of Health, Enable New Zealand through the Enable Processing division will:

• Maintain and disseminate up to date information on housing modifications to all stakeholders (Specialised Housing Assessors/Nasc).
• Process and audit individual applications for housing modification grants.
• Provide grants for Housing Modifications.

Information

• Maintain a database of registered Specialised Housing Assessors.
• Provide information on assessment standards per accreditation/registration area.
• Provide Specialised Housing Assessors with master copies of the application form.
• Provide information on the policy and procedures to make applications for housing modification grants.
• Provide professional advisory services (housing/eligibility/options) to Specialised Housing Assessors.
• Train Specialised Housing Assessors, Consultants and Contractors in the policies and procedures for housing modifications.
• Monitor and review the housing modification grant process.
• Notify Specialised Housing Assessors of policy and procedural changes and updates, and advise of any implementation dates.
• Provide minimum standards for housing modifications.
• Liaise with Needs Assessment Service Co-ordinators.
• Advise Specialised Housing Assessors and Nasc when individual housing modifications are completed.

Process and Audit

• Monitor and check the Specialised Housing Assessor's recommendations, and ensure procedures and Ministry of Health eligibility criteria have been complied with.
• Purchase housing modifications in accordance with the guidelines and criteria of the Wellington, Hamilton and South Localities of the Ministry of Health.
• Discuss any identified issues with applications with the Specialised Housing Assessor.
• Decline applications where the eligibility criteria are not met, and inform the person and the Specialised Housing Assessor.
• Review applications that have been declined at the request of the person or the Specialised Housing Assessor.
• Collect and maintain information in accordance with the Ministry of Health requirements.
• Maintain a record of housing modifications per person.
• Forward details to the Department of Work and Income NZ to arrange an Income and Asset test where the grant (or sum of grants) is in excess of $8,076 inc GST.
• Obtain an independent opinion on any aspect of the proposed modifications.
• Seek Ministry of Health approval for modifications (or sum of modifications) in excess of $25,000 inc GST.
• Advise the person and Specialised Housing Assessor in writing of any anticipated delay in funding.
• Once funding becomes available, engage a Contractor to undertake the modifications and notify the Specialised Housing Assessor in writing. (1)
• Audit 5% of all housing grant applications.
• Audit applications that raise concerns.
• Undertake or arrange audits of Contractor's work.
• Monitor and check the Consultant's recommendations, and ensure compliance with required process and eligibility criteria.

Modification Provision

• Approve and register a range of Contractors.
• Seek a single quote from a Contractor, forwarding the Specialised Housing Assessor sketch plan of existing and proposed solution and relevant completed Enable New Zealand housing modification summary schedules. (1)
• Receive confirmation from the Contractor that the proposed modification is possible and cost effective. (1)
• Evaluate any issues raised by the Contractor with the recommended housing modification. (1)
• Where only the schedule specifications are affected, Enable New Zealand will rectify the issues with the Contractor and the Property Owner. (1)
• Advise the Specialised Housing Assessor (for their approval) where there are necessary changes to the recommended housing modification which affect the assessment specifications. (1)
• Advise the Specialised Housing Assessor where a housing recommendation is not possible, and arrange a joint visit with the Contractor or engage a Consultant to work with the Specialised Housing Assessor.
• Approve and register a range of Consultants.
• Approve a Consultant to be engaged where the recommended modifications are outside of the set standard schedules. (2)
• Contract a Consultant to work with the Specialised Housing Assessor to identify a solution to meet agreed/eligible essential environmental requirements. (2)
• Receive quotes detailing the total cost of the modification.
• Review total quoted cost and seek a re-tender or second quote where deemed appropriate.
• Advise successful and unsuccessful tenderers. (1)
• Make payments to registered Contractors and Consultants on the 20th of the following month upon receipt of invoices and all relevant documentation.
• Where a dispute has arisen, facilitate negotiation and where necessary make a determination.

(1) Where a Consultant is not required ie. the modification is within the range of building work covered by Enable New Zealand Housing Modification Schedules.

(2) Where a Consultant is required to identify a building solution.

3. Specialised Housing Assessor

Registration

• Be a New Zealand Registered Occupational Therapist.
• Register as a Specialised Housing Assessor with Enable Information.
• Have and maintain the appropriate qualifications and competencies to enable them to practice (including a reasonable volume of assessments per year).
• Advise Enable Information of any change in accreditation/registration, employer or contact details.
• Read and understand the Housing Modification manual, including eligibility criteria and processes, audit and complaint process.

Assessment

• Undertake a functional assessment, identifying needs in conjunction with the person.
• Seek advice from Enable New Zealand (Professional Advisors and Housing team) re eligibility, options, building requirements etc.
• Develop a personal plan with the person incorporating their functional skills, needs and goals in the environment in which they reside.
• Liaise with Nasc services to discuss best options to meet identified needs in conjunction with existing care package.
• Determine whether an inter-disciplinary team will be required to undertake an assessment or further intervention.
• Identify and inform the person of the range of options that could meet their needs.
• Ensure that the person understands their rights and responsibilities and relevant Terms and Conditions of a housing modification grant.
• Provide the person with a copy of the Terms and Conditions.
• Establish the eligibility of the person and that the modifications are essential to meet the needs specified in the eligibility criteria.
• Identify essential environmental requirements required to meet identified needs (ie. door handle height/gradient of ramp etc.)

Application process

• Complete all relevant documentation for a housing modification grant including:
  • Application form
  • Sketch plan of existing and proposed solution (3)
  • Completed relevant housing modification summary schedules (4)
• Submit sketches and specifications (4) to the person and the Property Owner for approval.
• Facilitate the understanding of, and agreement to, the Terms and Conditions
• Obtain Property Owner approval (4) for the proposed modification.
• Apply the Ministry of Health Priority 'Bands to Referrals for Environmental Support Services' and establish a Priority for the application.
• Submit completed application documentation to Enable New Zealand.
• Consider and respond to queries on eligibility and solutions from Enable New Zealand.

(3) Where complex housing issues arise, sketch plans are required to assist in determining eligibility and the need for Consultant input, rather than constituting finished plans for the housing modification

(4) Not required where the final solution is not yet developed (ie. awaiting Consultant input)

Consultant Process

Where the recommended modifications are outside the standard Enable New Zealand Housing Modification Schedules, the application is to be submitted to Enable New Zealand. After eligibility and options are agreed to be appropriate to meet funding criteria a Consultant will be engaged by Enable New Zealand to assist with the drawing of plans and specifications and project management of the application.

• Provide input and recommendations to the Consultant to identify a housing modification solution to meet identified critical elements.
• Confirm that Consultant plans and specifications will meet identified needs.
• Liaise with the person re Consultant's plans and specifications.

Completion of works

• Check that the completed modifications are in place, working successfully and meeting the person's needs.
• Notify Enable New Zealand where the modifications have not been provided as per the recommended plans or where the modifications appear to be substandard.
• Train the person/carers/family or whanau with a view to the best use of the modification.

4. Builders, Contractors

will:

• Be contracted to provide services to Enable New Zealand.
• Follow the Enable New Zealand Housing Modifications Schedules and be aware of Enable New Zealand invoicing and payment procedures.
• Act in a professional manner with the person/their advocates/family or whanau, ensuring that all information relating to the person is kept strictly confidential.
• Undertake all work in a safe manner, complying with all relevant legislation and bylaws, and in particular be solely responsible for implementation of the Health and Safety in Employment Act 1992 in respect of all work.
• Comply with the Building Act, Building Regulations, the Consumer Guarantees Act and any relevant regulations and standards.
• Evaluate the proposed modification against set building guidelines and confirm that construction is possible.
• Advise Enable New Zealand where a housing modification will not be possible due to difficulties with the proposed method of construction.
• Undertake discussion and/or joint visits with Specialised Housing Assessors.
• Be aware that any changes to the specifications tendered on, must be approved by Enable New Zealand prior to any work being undertaken.
• Be aware that any unauthorised modifications to the schedules may result in Enable New Zealand withdrawing funding, and all resulting costs of the modifications being met by the Contractor.
• Provide detailed quotations in the required format based on the plans and specifications recommended by the Specialised Housing Assessor and/or Consultant.
• Be aware that any additional work requested by the person/their advocates/family or whanau constitutes a separate contract between the person and the Contractor.
• Negotiate a start time with the person/their advocates/family or whanau and advise the Specialised Housing Assessor.
• Carry out the modifications to meet the specifications as provided by the Consultant or the Specialised Housing Assessor and any relevant building code regulations and product specifications.
• Operate within the time frames in the Contract Agreement with Enable New Zealand, the person, Property Owner, Specialised Housing Assessor and/or Consultant.
• Ensure that where appropriate the modifications have been tested and are in full working order.
• Be aware that where the quoted price has increased and this relates to unforeseen circumstances, a detailed quotation for the additional costs and reasons for this need to be forwarded to Enable New Zealand for financial consideration before the additional work commences.
• Be aware that where approval for additional funding has not been obtained, Enable New Zealand will only approve the payment of the original approved amount.
• Rectify all defects arising from defective materials or workmanship identified before the end of the maintenance period.
• Ensure that the site and building are kept tidy, and on completion the building is fit for immediate occupation to the approval of the person.
• Where required by the Building Act 2004 and the Building Amendment Act 2005, obtain the necessary Building Consent and on completion of the housing modification forward the Building Consent and Code Compliance Certificate to the property owner.
• On completion of the housing modification the contractor shall send to Enable New Zealand the Notice of Building Work Completion, the invoice (payment claim) and a copy of the Building Consent and Code Compliance Certificate.

Payment may be withheld if all the documentation is not provided with the invoice.

5. Consultants (Architects, Draftspeople, Engineers, Quantity Surveyors)

will:

• Be contracted to provide services to Enable New Zealand.
• Comply with Enable New Zealand criteria and invoicing requirements.
• Liaise with the Specialised Housing Assessors over the identified essential environmental requirements to meet identified needs .
• Liaise with the Specialised Housing Assessor and the person in the drawing of plans and specifications to meet the identified disability related needs.
• Submit all plans and specifications and obtain approval from the Specialised Housing Assessor, the person and the Property Owner.
• Where necessary, assist in the resolution of any disputes between the person and the Contractor.
• Be engaged to undertake Enable New Zealand modifications only.
• Be aware that any variation requested by the person will need to be paid for by the person. All plans and specifications shall only reflect the most cost effective solution to meet the essential disability related need.
• Obtain fixed quotes based on the approved plans and specifications.
• Submit quotes to Enable New Zealand for approval.
• Advise Contractors who have both successfully and unsuccessfully tendered for the work.
• Negotiate a timetable of the approved work between the person and the Contractor and advise the Specialised Housing Assessor.
• Be responsible for the quality control and project co-ordination of the building work.
• Monitor and inspect the building work over the course of the housing modifications.
• Where required by the Building Act 2004 and the Building Amendment Act 2005, obtain the necessary Building Consent. On completion of the building work and sign off of the housing modification, arrange for the Building Consent and Code Compliance Certificate to be forwarded to the Property Owner.
• On completion and sign off of the housing modification, forward the contractor invoice, the Notice of Building Work Completion, and a copy of the Building Consent and Code Compliance Certificate to Enable New Zealand.
• Send invoice for the consultancy, design work and project management to Enable New Zealand.

Payment may be withheld if all the documentation is not provided with the invoice.

6. Ministry of Health - Hamilton, Wellington and South Localities

will:

• Establish and review eligibility criteria for housing modifications.
• Manage and monitor the contract with Enable New Zealand.
• Make decisions on housing modifications over $25,000 inc GST.
• Follow up any complaints concerning the services provided by Enable New Zealand.
• Review applications for housing modifications where a Review of Decision by Enable New Zealand has been further appealed.

7. Nasc service (Needs Assessment Service Co-ordination)

will:

• Determine the person's current level of service provision.
• Provide constructive and objective input into the assessment process regarding long term needs of the person and options for meeting needs.
• Consider impact of housing modification options on care package.
• In conjunction with Specialised Housing Assessor agree on a preferred option.
• In conjunction with Specialised Housing Assessor agree on a priority for funding.

8. Department of Work and Income

will:

• Conduct an Income and Asset test on notification from Enable New Zealand, where the sum total of a person's housing modifications exceeds $8,076 inc GST.
• Advise Enable New Zealand on the level of grant available to the person.

9. Property Owner (Housing New Zealand, Local Council, Private)

will:

• Consider the plans and specifications of the proposed modifications and provide their approval for the work to be undertaken.
• Be responsible for any repairs and maintenance. This may include issues relating to:
  • Water pressure/flow
  • Rotten framing/lining
• Be responsible for any work required to bring the building to a minimum Building Code standard.
• Be aware that the grant will only be used to pay for the recommended modifications.
• Be aware that no retrospective funding or reimbursement will be provided for any work undertaken prior to the receipt of written confirmation of the availability of funding from Enable New Zealand.
• Be aware that any modifications which include any of the following (or similar) types of equipment;
  
  • Low Rise Lift
  • Ceiling Hoist
  • Stairlift
  must be returned to Enable Stores so that it can be re-issued when the person no longer requires the equipment or when it is no longer meeting their needs. Enable New Zealand or the Assessment Service should be advised when the equipment is no longer required and arrangements will be made for its removal. The full cost of removal and refurbishment will be met by Enable New Zealand. In situations where the person or property owner has made a contribution toward the cost of the equipment, they should be made aware that the equipment belongs to the Ministry of Health. No reimbursement will be made for any contribution the person has made.
• Be aware that where the person wishes to have higher building specifications they must:
  
  • Cover the additional costs.
  • Obtain confirmation from the Specialised Housing Assessor that the new specifications will still meet their essential needs.
  • Be aware that the additional work constitutes a separate contract between themselves and the Contractor.
  • Be aware that the cost of any plans and specifications relating to the additional work is their responsibility and constitutes a separate contract between them and the Consultant.
  • Be aware that Enable New Zealand will not assist in the resolution of any dispute arising from the additional work.