BuildingBuilding Application Procedure

General

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 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. 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 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 2019 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. (E-Mail – info@hobdensmanage.co.uk or Tele – 01903 724040), who will be able to advise you.

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.

Charges

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.

Administration Charge
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 WRA, the applicant must sign a formal contract – an exchange of letters – with the WRA, agreeing to simple conditions such as hours of work, a ban on workmen’s radios, washing down of roads etc. as stated in the WRA Terms and Conditions.

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.

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, i.e. 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).

If you intend to carry out work in this category, WRA would ask for a simple plan of your existing property, the boundaries of your land (on a block plan to a scale of 1:1250), a drawing of the proposed works to scale (in a different colour if possible) and a covering letter explaining your intentions.   This should also include gross area (measured to the external walls) of the new proposed area if applicable. 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 charges for this are outlined on the schedule attached and cover Hobdens administrative costs.

These plans and drawings 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.  Sometimes the committee feels a site visit necessary.  This would be arranged through Hobdens at a mutually convenient time.

The Planning Committee will endeavour to provisionally approve plans within three weeks of the consultation procedure finishing, 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 could 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 the road/s, verges etc. to assess any damage before refunding any part of the deposit.

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, demolitions, building a new house and swimming pools etc.  At the same time as you apply to the local authority you are required to send three copies of the plans and a covering letter explaining your intentions.   This should also include gross area (measured to the external walls) of the new proposed area if applicable. 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, the number of  skips/”Grab-lorry” that are being used, but on submission of the plans to WRA we would be pleased to provide a detailed costing.

These plans and drawings 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.  A site visit will almost certainly be needed.  If there are objections from the WRA, then representation may be made to the local authority and consultation will take place with the applicant.

The Planning Committee will endeavour to approve plans within four 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 the road/s, verges etc. to assess any damage before refunding any part of the deposit.

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.

At the same time as you apply to the local authority you are required to send three copies of the plans and a covering letter explaining your intentions.  This should also include gross area (measured to the external walls) of the new proposed area if applicable.  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 charges for this are outlined on the schedule attached and cover Hobdens administrative costs.

These plans and drawings 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.  If there are objections from the WRA, then representation may be made to the local authority and consultations will take place with the applicant.

The Planning Committee will endeavour to approve plans within a reasonable time-scale but this will be 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.  Please note, in some instances where there are major alterations or a new house is being constructed some additional charges will be made.  An example of this is the number of skips or “Grab-lorry” that are used.  The overall cost will be dependent upon the new design and discussions with WRA would be required to enable a full cost to be given.

On the 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.

Landscape Projects
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.

Even if local authority approval is not required, you will be required to send three copies 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 four weeks of the consultation procedure commencing, 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 the road/s, verges etc. to assess any damage before refunding any part of the deposit.

Willowhayne Estate, East Preston

Charges for Building Works

Type of 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) £0 £0 £0
Alterations to existing building /hard standings where no additional floor area is created and causing more than 12 cu.metres of waste (two skips) or minor additional floor area of less than 20 sq. metres £156 £300 £500
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 and rebuilds £300 £1,500 £1,500
Major refurbishments and extensions where elevations are rebuilt and the area of the newly created property has an area in excess of 100 sq.metres.  This is a minimum charge as additional charges may apply. See Note 2. £480 £5,000 £5,000
New house.  This is a minimum charge as additional charges may apply.  See Note 2. £480 £5,000 £5,000
Alterations to existing building/ hard standings where no additional floor area is created and causing less than 12 cu.metres of waste (two skips) £156 £200 £500
New driveways. Cost will depend upon sq.metre size.
Please contact Hobdens for quotation.
Refurbished driveways please refer to “Driveways &
Boundaries” section on the WRA website under
“Functions”
Landscape projects.  Causing less than 12 cu.metres of waste (two skips) £156 £200 £500
Landscape projects.  Causing more than 12 cu.metres of waste (three skips) or use of Grab-lorry. £156 £300 £500
Swimming pools (new or substantial repairs) £300 £1,000 £1,000

NB 1.  All areas to be measured as gross to include external walls.

  1. 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

It is unacceptable to leave building supplies in the road, especially unlit and without any warnings.  If you are having building works it is your responsibility to ensure that your builder and their supplies are kept within the curtilage of your property.  If there is an absolute need for the road 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.

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:
http://www.arun.gov.uk/weekly-lists