[clerk.stjohnswilton]

Euan

No – never heard of such a rule.

Capita are not applying the national rule that is actually to be found on Lambeth’s own web site. Search for ‘Lambeth council tax what to do when someone dies.’

The property is exempt from CT until probate is granted and then for another 6 months after that. If someone else occupies the property in their own right meanwhile, then they pay CT until they, in turn, leave or die. Simples..

Nick Stiven
clerk@stjohnswilton.org.uk

[clerk.stjohnswilton]

Michelle

In short, ‘Yes – but, with care, it can be managed’.

Google ‘is there a conflict of interest if an almshouse trustee has LPA for a beneficiary of the same almshouse’ and, as ever, ask for an AI Mode answer to get all the details.

Nick Stiven
clerk@stjohnswilton.org.uk

[clerk.stjohnswilton]

Debbie

Well, you could do worse than Google ‘what are the roles and responsibilities of a surveyor to the fabric’ and, as I am increasingly finding, you should get a useful answer by asking for an AI Mode response. This will give you a pretty comprehensive idea of what such a person does.

Then follow that search with another Google search for ‘job specification for a surveyor to the fabric for an almshouse’ and, again, go for an AI Mode response. You should be able to ‘top and tail’ the answer into a passable version of the formal brief you’re looking for.

Nick Stiven
clerk@stjohnswilton.org.uk

[clerk.stjohnswilton]

Hello Lana

I know just how you feel, having had a ‘grot’ who left a mess which we had to clear up. Unfortunately, I think you should follow the advice in SAM and you should not charge a deposit in an almshouse context.

There are a number of very good reasons and if you Google “should you charge a damages deposit for sheltered housing?” and ask for an AI Mode answer, you will see why.

Nick Stiven
clerk@stjohnswilton.org.uk

[clerk.stjohnswilton]

Anne

I maintain a MS Acess resident/trustee/staff/property database. Every April I print off a built-in Resident Report for each resident and ask them to add to it or correct any errors. Any significant information (unlikely, but perhaps the recent lack of a NOK or similar) is passed to our 3-trustee strong Well-Being Committee (WBC).

In May, the WBC members carry out informal visits to the resident’s flat or cottage, when residents can, if they want, raise issues. Or the WBC Trustees could raise something they had noticed. The WBC then discuss these visits at their June meeting.

Every September our Warden completes a Care Risk Assessment on each resident, which is shown to our WBC at their September meeting.

Our (excellent) Warden is, however, the linchpin.of our resident welfare monitoring system. She touches base with each resident every weekday (she’s required to take weekends off), and keeps a daily log of all her contacts with residents (which I see at least twice a week, so I also keep up to speed).

The Warden writes a oen-picture report on each resident before each of our 3 WBC meetings (February, June and September) and the 3 Full Biard meetings that follow them in March, July and November).

The only thing we don’t do is a formal financial review. However, we (the trustees and staff) make it clear that we are available at any time to give basic financial advice to any worried residents – on the understanding that if a resident had a complicated problem, they would be referred to a local specialist.

We have never come across a fraudulent beneficiary so far (touch wood), which we put down to rigorous pre-selection screening by the Clerk and Warden. As the Clerk, I look closely at documentary and any social media evidence and our Warden uses her well-honed instinct to assess the applicant’s character.

Yes, it’s all heavily based on ‘analogue’ assessments – gut feelings and hand-written pen pictures, rather than any ‘digital’ algorithms. But we’re talking about individuals – who, like it or not, are definitely ‘analogue’!

All I can say is. It seems to work!

Nick Stiven
clerk@stjohnswilton.org.uk

[clerk.stjohnswilton]

Sam

I know that I’m not directly answering your question, but can I recommend you Google the following question?

“is it legally required to have fire extinguishers or fire blankets in sheltered accommodation?”

When you get your answer, click on ‘AI Mode’. You will get a very useful and informative summary of the regs.

BTW, none of the previous posters are wrong in what they are doing, even though there are some difference between them.

Nick Stiven
clerk@stjohnswilton.org.uk

[clerk.stjohnswilton]

Gill

The answers are

No (ie only with permission, which is unlikely to be refused),

No (ie only morally, perhaps. SAM says it is best practice),

No (unless you have been utterly reckless in using a clearly useless PAT tester – and even then, most PAT tests are visual as, these days, most electrical items are double insulated and have no exposed earth wires),

Yes (you can’t knowingly allow an unsafe appliance to remain in one of your properties. And your resident will, most likely, gratefully agree),

No (it’s up to the resident to dispose of or repair/service any dangerous items. Whether they replace them is up to them.)

BTW all you need to know is in SAM Section 7.9.3.

Nick Stiven
clerk@stjohnswilton.org.uk

[clerk.stjohnswilton]

Neville

The simple answer to your first question is ‘Yes’, and the benefit continues with the installation of the dedicated boiler.

If you contact me I can go into more detail, especially on how much you should declare as to the monetary value of the benefit.

Nick Stiven
clerk@stjohnswilton.org.uk

[clerk.stjohnswilton]

Hah – I THOUGHT it was too good to be true!

Lloyds, it seems, won’t give a Business or a Charity Account to an unincorporated charity such as ours,.although we constitute roughly 50% of the approximately 170,000 registered charities in England and Wales.

Very annoying, also, that I had to resort to e-mailing the CEO of Lloyds personally to get the answer, and misleading, that Lloyds don’t make all this clear at the outset.

Nick Stiven
clerk@stjohnswilton.org.uk

[clerk.stjohnswilton]

Julie

Generally, when discussing a resident’s personal circumstances in the presence of a relative, you should seek the resident’s explicit consent, preferably in writing.

Here’s why and some important considerations:

1. Confidentiality: Residents’ information, including personal circumstances and medical details, is considered confidential and protected by laws like the UK GDPR and Data Protection Act 2018.

2. Residents’ Rights: Individuals have the right to control how their personal information is shared.

3. Trust: Obtaining consent helps build and maintain a relationship of trust with the resident, ensuring they feel secure and respected.

Key Considerations

1. Resident’s Capacity:

a. If the resident has capacity to consent: You must respect their wishes. Ideally, obtain their explicit and informed consent, which can be given verbally or in writing. Make sure they understand what information will be shared and with whom.

b. If the resident lacks capacity to consent: You need to act in their best interests. This might involve consulting with those close to the resident and considering their previously expressed wishes, beliefs, and values when deciding what information to share with relatives.

2. Scope of Discussion:

a. Clearly establish with the resident (if they have capacity) what information they want shared, with whom, and in what circumstances.

b. Avoid disclosing information beyond what is necessary and agreed upon.

3. Relative’s Role:

a. Clarify the relative’s role and their relationship to the resident.

b. Respect their concerns and wishes, but always prioritize the resident’s rights and preferences.

4. Documentation:

Always document the resident’s consent or reasons for disclosing information without consent, including any discussions held and the basis for your decision.

5. Transparency:

Be transparent with both the resident and the relative about your confidentiality policies and procedures.

In summary, while there may be situations where sharing some information with a relative without explicit written consent might be deemed appropriate in the resident’s best interest (e.g., in an emergency and when the resident lacks capacity), seeking the resident’s explicit, informed, and ideally written consent should be the standard practice to uphold their rights and maintain trust.

Sources:

NHS England Digital
GMC website

via Google AI

Nick Stiven
clerk@stjohnswilton.org.uk

[clerk.stjohnswilton]

Andrew

Have you looked at:

https://fireproof.co.uk/wireless-vs-hardwired-fire-alarms-pros-and-cons/ ?

I think our beneficiaries are, on the whole, too vulnerable (given their high average age) for us not to go for the certainties of a professionally monitored, hardwired, system.

Nick Stiven
clerk@stjohnswilton.org.uk

[clerk.stjohnswilton]

Trevor

They could well be right,.if you’re using over 1,000 kilowatt hours of electricity a month.

https://www.gov.uk/vat-charities/what-qualifies-for-relief says:

‘Charities pay VAT on all standard-rated goods and services they buy from VAT-registered businesses.

They pay VAT at a reduced rate (5%) or the ‘zero rate’ on some goods and services.

What qualifies for the reduced rate?

Your charity pays 5% VAT on fuel and power if they’re for:

+ residential accommodation (for example, a children’s home or care home for the elderly)

+ charitable non-business activities (for example, free daycare for disabled people)

+ small-scale use (up to 1,000 kilowatt hours of electricity a month or a delivery of 2,300 litres of gas oil)

If less than 60% of the fuel and power is for something that qualifies, you’ll pay the reduced rate of VAT on the qualifying part and the standard rate (20%) on the rest.’

On the other hand, you’re right that you are exempt from the CCL if you are a charity.

https://www.businessenergydeals.co.uk/blog/climate-change-levy/#:~:text=directly%20to%20HMRC.-,Exemptions%20for%20the%20Climate%20Change%20Levy,charities.
says:

‘Three main exemptions exist from paying the Climate Change Levy on commercial gas and business electricity prices: domestic customers; small businesses; and. charities’

Nick Stiven
clerk@stjohnswilton.org.uk

[clerk.stjohnswilton]

I discovered today thst Lloyds now has a Charities Account that has no monthly charge. The first 100 electronic payments OUT each month are also free (and we have never exceeded 40 transactions a month). We would be charged for cash paid IN—but then we never receive cash.

So this Charity Account is very attractive to us. No charges and the use of Lloyds’s excellent online banking and mobile banking app systems.

I recently discovered that our tiny Lloyds Treasurer’s Account, that was set up to receive our weekly charitable collections from our on-site chapel, had been converted into a Community Account withiut me being aware of the change. A Community Account, unlike the Charity or Treasurer’s Accounts, DOES of course charge a monthly fee. Unfortunately, the monthly charge would go a long way to wiping out the collection income!

Luckily, I got to talking with a Customer Support person (when clarifying the charges raised in respect of Charity Accounts) and was told, by the way, that both registered charities (eg our almshouse charity) and exempt organisations such as churches/chapels that belong to the major Christian denominations (CofE, RC etc) can all open a Lloyds Charity account.

My chapel’s Treasurer’s Account (that had sneakily been turned into a Community Account) was converted into a Charity Account within 5 minutes, over the phone. And I am now 90% of the way through opening a brand new Charity Account for the main almshouse charity, to replace its current CAF Bank account. Hopefully, there will be no glitches. And no charges. And no more of the petty annoyances suffered by CAF Bank users since they.’improved’ their user interface.

The only fly in the ointment, I think, will be the fact that CAF Bank is not part of the Current Account Switch Service, so the change-over will have to be a carefully planned and executed ‘mandraulic’ operation. By me.

Ho hum.

Nick Stiven
clerk@stjohnswilton.org.uk

[clerk.stjohnswilton]

So, so accurate!

I contacted some apparatchik at the HO Service, who had whinged that I had apparently ‘jumped the gun’ by submitting my completed Self-Assessment Form a whole two weeks early.

I replied that they were lucky to get it at all, as I had been close to losing the will to live as I completed what I considered to be a passive-aggressive waste of time. Honestly – 24 pages of ‘Have you mentioned this point (and that point, and the other point) in your Complaints Policy?’

I begged them to save everybody time and effort and simply put out a Model Complaints Policy, tell everyone to adopt it (suitably adapted with their own names, addresses and contact details, ie like the excellent TAA Complaints Policy template), and then ‘manage it by exception’.. That is, we would confirm that we had adopted the model policy – and, if not, say why not.

End of. Job done in 5 minutes.

I do, of course, know that what I suggested won’t change anything as the apparatchik said as much. The HO service ‘had no plans to change their procedures’! And she then sent me on my merry way with several PDF information bulletins – presumably so I could re-educate myself away from thinking such heretical thoughts as I had suggested.

Nick Stiven
clerk@stjohnswilton.org.uk

[clerk.stjohnswilton]

Laura

It’s a tricky area, isn’t it?

The first thing to do is to implement the TAA model policy on the Payment of Staff. To determine the annual salary rise, we look at CPI (never RPI), AWE and Google for surveys on ‘typical private sector pay rises’, in October each year – take an average and discuss it in our Finance Committee. Then we revisit our decision in March, just before the 1 April start of our pay year.

Benchmarking of salaries is almost non-existent in the almshouse world, although the Wessex Almshouse Group (or WAG, details on the TAA local meetings page) does a triennial benchmark survey. However, of the 50 potential responders, only 17 contributed to this year’s survey.

Have you tried chatting to your peers in other almshouses nearby? The discussions don’t have to be entirely dry and transactional – they can evolve into very useful, convivial, networking meetings (as has WAG).

Some people have looked for remuneration parallels in Local Government salary rates. And given that the job of a Clerk is similar to that of a (small, prep-school) boarding school bursar (albeit on a much smaller scale and with a totally different demographic!), you could extrapolate from their salaries.

One consideration would be to reward above-and-beyond performance with only a non repeating bonus. Raising salary for one-off good work locks that increase in, while continually awarding one-off bonuses is a contradiction in terms and ‘hard bakes’ them into the recipient’s pay.

Happy to chat further if you wish.

Nick Stiven
clerk@stjohnswilton.org.uk

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