Building Application Procedure
In the interest of residents, there are covenants on all Estate properties, which include the requirement for additions and alterations to be approved by the Willowhayne Residents’ Association (WRA) Limited.
If you wish to build, alter or extend any building within your property/garden or wish to make an excavation for a garden wall, drive etc., then you should apply for written consent from the WRA before proceeding with the work.
In order to save you time and money, it is recommended that whilst producing your proposed plans you take note of the existing covenants in your Deed of Title to enable your proposal to comply with the covenants. The WRA will consider your application based upon these criteria. Additionally, once your plans have been finalized it is recommended that your proposed plans should be discussed with immediate neighbours.
Please note, that the WRA will only consider proposals/plans for residents who are fully up to date with their Estate Rates payments.
All charges quoted apply from 1st January 2020 and may be subject to annual review. The Board members ask all residents to co-operate with them in their efforts to try to maintain and improve the Estate for the benefit of all.
The WRA welcomes the opportunity to provide help and advice early on in any planning procedure. Should you have any queries associated with the scope of the work to be undertaken, please contact Hobdens Property Management Ltd. for advice (email –email@example.com or phone 01903 724040).
Building alterations have been categorised by the WRA in four ways: Small, Medium, Large Building works/New Builds, and Landscape works (dependent upon the volume of materials being moved).
Note: All work is to be started within three years of the approval date, and once started must be completed within one year from the start date with the exception of “Major refurbishments and extensions” and “New Houses”, which must be completed within three years. In the event of a delayed start date, the charges levied will be at the rate current at that time.
Building and landscape works involve a considerable amount of wear and tear on our roads and it is unfair that the Estate as a whole should bear these costs. Although for some small works no charge would be made, charges are levied for all other works. These charges come in three parts: Administration Charge, Road Use Charge, and a Deposit against damage to the Estate.
This covers the general administration of the project and must be paid at the same time as the application to WRA.
Road charge and returnable deposit
These must be paid after initial discussions with WRA and before the commencement of any work.
The deposit will be refunded upon satisfactory completion of the project less the cost of any damage to the Estate roads and verge as specified by WRA. Any repair costs in excess of the deposit must be paid by the applicant.
All works in the categories below will require to be approved or otherwise by the Planning Committee. Any contentious decision will require to be discussed at the next scheduled WRA full Board meeting where a decision will be given and any decision made by the WRA is final.
When the plans have been given provisional approval by the WRA, the applicant must sign a formal contract – an exchange of letters – with the WRA, agreeing to simple conditions as listed below. For major works, a traffic management plan must be agreed in advance with the WRA in order to minimise disruption to estate residents and visitors.
On completion of the work the applicant must advise WRA, who will then check the road/s, verges etc. to assess any damage before refunding any part of the deposit. There will also be an external visual inspection of the completed work to ensure it complies with the approved plans.
Categories of Work
Categories are broken down as follows:-
Small Building Works
The majority of the applications to WRA come under this category, some are chargeable and some are not. There is no intention to charge for minor internal works and there is no need to contact WRA in these cases, e.g. kitchen/bathroom refurbishment, erections/replacement of sheds for the sole purpose of storing garden tools or any project when two skips or less of hardcore have been produced (12 cu.metres of waste).
Where more than two skips or a “Grab-lorry” is used, additional cost will be levied. However, internal structural redesign of a property should be notified to WRA to assess if a charge is applicable.
These projects would generally come under the category of works which may not require the local authority’s planning consent but may require building regulation approval. These can be, by way of an example, porches, conservatories, single storey rear additions, roof shape changes, recladding, new front walls, driveways, small rear patios and small gardening landscapes (this is not a complete list but if you have a query you should discuss this with Hobdens Property Management Ltd).
Medium and Large Building Works
These are significant works and usually, but not always, require local authority planning consent and building regulations approval. Examples of such works are: large landscaping and medium to large patios, medium to large extensions, loft extensions, garages, major modifications and rebuilding, and swimming pools etc.
Exceptional Building Works
The exception to the above will be for substantial refurbishments, completely new developments or those where an existing property is to be demolished and a new property built. Related legal and survey fees (should a survey be required by the Board) will be payable by the applicant. Note:- With a new house or if substantial and significant structural alterations are proposed, the WRA may require a Deed of Covenant and Consent to be entered
into by the applicant with the applicant paying the fees of WRA’s solicitor.
This includes all projects that require substantial movement of materials including soil to and from a property. Examples of this are: major garden projects or where two or more skips or a “Grab-lorry” are/is used.
In all cases, even if local authority approval is not required, you will be required to send a copy of the plans and drawings, together with a covering letter explaining your intentions. These should be sent to Hobdens Property Management Ltd., (Address: 41a Beach Road, Littlehampton, West Sussex, BN17 5JA) with a cheque in their favour. The basic charge for this work is given in the schedule attached and covers Hobdens administrative costs. Please note, it is not possible in this document to give precise cost for this work as this will vary depending upon your requirements, but on submission of the plans to WRA we would be pleased to provide a detailed costing.
These plans would be discussed by the Planning Committee and, if considered appropriate, your neighbours will be consulted. Should objections be received from consulted neighbours, these will be considered by the WRA. If the WRA considers any objection to be valid, then this will be discussed with the applicant to see if a satisfactory solution can be found. However, it is emphasised that it is not within the WRA’s mandate to get involved with
neighbour disputes and any decision made by the WRA is final.
The Planning Committee will endeavour to approve plans within two weeks of the consultation procedure finishing, but the time-scale is dependent upon the complexity of the project and provided there are no objections. If there are neighbour objections, or the Committee is not unanimous, your application will then be passed to the full Board for consideration, which will take longer.
Formal Approval will only be given once all charges have been paid and WRA has received the signed copy of the terms and conditions. Only after the applicant has received the Formal Approval from WRA is work permitted to commence.
On the completion of the work the applicant must advise WRA, who will then check that the completed works are in accordance with the approved plans and check the road/s, verges etc. to assess any damage before refunding any part of the deposit. There will also be an external visual inspection of the completed work to ensure it complies with the approved plans.
Willowhayne Estate, East Preston
|Charges for Building Works||Admin Fee||Charge £||Deposit £|
|Kitchen/bathroom refurbishment, erections or replacement of sheds for the sole purpose of storing garden tools or any project when two skips or less of
hardcore have been produced (12 cu.metres of waste)
|Alterations to existing building where no additional floor area is created and causing more
than 12 cu.metres of waste (two skips) or use of Grab-lorry, or minor additional floor area of less than 20 sq. metres
|Extensions with floor area less than 40 sq.metres||£156||£450||£500|
|Extensions with floor area over 40 sq.metres but less than 75 sq.metres||£300||£750||£750|
|Extensions over 75 sq.metres but under 100 sq.metres to include major refurbishments where elevations are not rebuilt||£300||£1,500||£1,500|
|Extensions in excess of 100 sq.metres or major refurbishments where elevations are rebuilt.. Also additional legal charges may apply.||£480||£5,000||£5,000|
|New house. Also additional legal charges may apply.||£480||£5,000||£5,000|
Please refer to “Driveways & Boundaries” section on the WRA website under “Functions”
|Landscape projects.||Admin Fee||Charge £||Deposit £|
|Landscape projects. Causing less than 12 cu.metres of waste (two skips)||£ 0||£ 0||£ 0|
|Landscape projects. Causing more than 12 cu.metres of waste (two skips) or use of Grab-lorry.||£156||£300||£500|
|Major landscape projects relating to all or substantially all of garden.||£156||£750||£750|
|Swimming pools (new or substantial repairs)||£300||£1,000||£1,000|
NB 1. All areas to be measured as gross to include external walls.
2. Where a project covers multiple types of work at the same time, e.g. Swimming pool, Landscaping work etc., these are likely to incur additional charges.
Building Supplies Left in the Road or on Verges
It is unacceptable to leave building supplies in the road or on verges, especially unlit and without any warnings. If you are having building work, it is your responsibility to ensure that your builder’s equipment and their supplies are kept on your property. If there is an absolute need for the road or verges to be used you must ensure prior permission is obtained from the WRA and the materials are lit at night and with adequate warnings. Any damage caused by materials left on the road or Estate owned verges will be charged to the property owner.
WRA standard conditions for building and landscaping approvals
- All work is to start within three years of the approval date and, once started, is to be completed within one year from the start date. In any event all work is to be completed within four years of the approval date, with the exception of major refurbishments and extensions and new houses which must be completed within three years.
- All approvals for planning and building regulations required from Arun District Council must have been obtained and proof and copies thereof, and any other documents requested, supplied to the WRA.
- No building materials or equipment are to be left on any roads, footpaths and/or verges on the estate. Any damage caused by the work must be repaired and made good. Any mud and debris must be cleared from the roads at the end of each day.
- Any vans, lorries and building equipment must be hosed down/cleaned as necessary to avoid leaving mud on the roads.
- Contractors’ vehicles must not damage roads, verges, trees, bushes, etc, and vehicles must manoeuvre in a safe manner at all times. Any damages caused to any neighbouring properties must be remedied in agreement with the offendee.
- All vehicles associated with the building works must be parked on your premises, unless prior approval has been obtained to park on estate roads.
- Dust nuisance must be kept to a minimum and areas where this is likely to happen must be dampened down, for example, where tile or paving cutters are used.
- Every effort must be made to minimise any nuisance or disturbance to neighbouring residents.
- Noisy work involving power washers, power tools, chainsaws and the like is only permissible between 8am and 5pm Monday to Friday and 8am and 12 noon on Saturdays. Such work is not allowed after 12 noon on Saturdays and is not permitted on Sundays or bank holidays. Quiet internal work such as painting and/or decorating can continue outside these hours.
- Playing radios and the like outside is prohibited. If played inside, they must not disturb other residents.
- Deliveries related to the work are not allowed outside the hours of 8am and 5pm Monday to Friday and 8am and 12 noon on Saturdays. Deliveries are not allowed after 12 noon on Saturdays and are not permitted on Sundays or bank holidays.
- Bonfires are not allowed.
- Contractors must observe the 20mph speed limit on Willowhayne Estate roads.
- No hoarding, sign or advertisement other than an estate agent’s sale board may be displayed on your property. The temporary display of a tradesman’s sign in a discreet fashion is acceptable whilst work is in progress provided it does not cause an obstruction or impair the visibility of pedestrians and road users. The sign must be removed within three days of the work being completed.
- No commercial vehicles may be parked on your land (except within an enclosed garage) once contractors have left your premises.
- Current and future estate maintenance charges must be paid for your home on the estate. This applies to any year during which this work is in progress.
- No caravan, motorhome, mobile home or office facility, or shipping container may be parked anywhere on your property except under specific agreement with, and prior approval by, the WRA.
- If there is a need for a portaloo, it must be sited in an inconspicuous location and screened from the road in a location agreed in advance with the WRA.
- Skips should only be placed on the property’s own driveway or garden. If this is not feasible, the WRA must be contacted for prior approval to place the skip on the verge outside the property.
- Contractors must hold public liability insurance as appropriate and supply documentary proof to the WRA on request.
- Contractors must provide a copy of their health and safety policy to the WRA and comply with the relevant health and safety legislation at all times.
- To avoid excessive wear to the estate roads and prevent damage to any utility’s infrastructure, contractors must not use vehicles exceeding a maximum gross vehicle tonnage of 26 tonnes. This may mean multiple deliveries or collection of equipment or material to ensure the loaded vehicle weight does not exceed the limit.
Questions we are often asked
“If I am having building works, what are the rules on contractors’ signage?”
Contractors’ work signs should be removed within a short time (usually less than three days) after the work is completed. If signs are not removed within this timescale, the WRA may remove and dispose of them (with no recourse).
“How do I know what planning applications have been received by the WRA?”
If you are considered a ‘consulted neighbour’, Hobdens will write to you advising you of the application and ask for your comments/feedback (if any) to be advised within a set period of time. Not all works require neighbour consultation. If you are not considered a ‘consulted neighbour’, you will not be advised of any such applications.
“How do I know what planning applications have been submitted to Arun District Council?”
Arun District Council updates its website on a weekly basis with details of submitted planning applications. To view these applications, you need to simply check Arun’s website using the following link:
“Can I put temporary posts on my verge to protect it during nearby building work”
The WRA will allow residents opposite a house with building works to put temporary posts, flags or cones on the edge of the verge outside their house to dissuade construction and other vehicles from driving on the verge.
“Can I put a shipping container on my property during building works for storage”
No shipping containers or other storage units are allowed in gardens or on driveways or verges during building works without prior approval from the WRA
“Can I build a shed in my front garden?”
In accordance with property covenants, no sheds or other outbuildings can be installed in front of the existing building line of the property.
“Do I need permission for a skip on my property?”
Owners must advise Hobdens in advance if a skip is to be delivered to their property and the purpose for it unless it is in accordance with WRA building or landscape approval already issued (so the WRA can check no approvals or fees under the buildings and landscaping approvals policies are required). For pedestrian safety and convenience, skips must only be placed on the property’s own driveway or garden. If this is not feasible or would result in additional on road parking, the owner must contact WRA for prior approval.
“Are swimming pools and hot tubs allowed on the Estate?”
Residents must minimise noise nuisance from pool machinery (pumps, filters etc.) by selection of equipment, location and sound-proofing and from bathers during use. In the event of noise nuisance you will need to report it to the Council who are obliged by law to investigate all noise / nuisance reports. The Willowhayne Residents’ Association and Hobdens are unable to get involved in these disputes.
“Does the WRA register objections to building plans on the Council planning site?”
The WRA will not comment to Arun District Council (ADC) in respect of plans under consideration by them (unless there are exceptional circumstances) as they wish to keep WRA decisions independent of ADC and criteria for approval/consent are different between the two organisations.