Planning Application Help & Advice


Advice From SCC:

Please note that if you contact SCC for advice, you must make it clear that you live in an Article 4(2) Conservation area, specifically the Oakmount Triangle. The standard planning portal guidance often not does not apply to conservation areas. Furthermore, normal permitted development (ie NO planning permission required) may not apply to those properties in the Triangle which are covered by the Article 4(2) direction.

If you have a particular question about the fabric of your building, or are seeking generic conservation advice you can email the conservation officer Jon Willetts – Conservation.Officer@southampton.gov.uk

Otherwise development questions (such as those seeking advice on extensions, demolition, conversions, or creating a new access etc.) should be directed to the planning department planning@southampton.gov.uk. A pre-application service is available which can help get a comprehensive response in accordance with local planning policy. This can avoid confusion and save time and money in the long run.

Pre-planning advice is available from SCC see here.

Help and (informal) advice from OTRA:

We are always happy to answer any questions or help with applications, please feel free to ask:

Email via contact form here or ask on the community forum. OTRA can only give informal advice, all decisions regarding planning applications set with SCC.

OTRA is not involved with any planning decision beyond being a consultee, although we can make comments in support or as an objection to the planning department. By discussing your proposal with OTRA we may be able to tell you whether you need to apply or not, or whether something in your plans appears to be something could be objected to.

We may be able to:

  • advise on how your design can be improved to stand the best chance of complying with conservation expectations, or advise on how your application can be worded to stand the best chance of succeeding.
  • give you a rough (non binding) idea of whether we might object or support your application. As this is a committee decision, it may only be possible if:
    1. we are shown all the details exactly as the application will be.
    2. we are given enough time to meet and consider.

What we cannot do:

  • Guarantee the outcome of your application.
  • Give permission to quote any advice we may give on your application. You may say that you have consulted with us but not that we had approved or agreed to support your application.

Note that although it is possible to for an applicant to amend a “live” application, this is usually not something we would normally be able to give advice on due to the time it may take to convene a committee meeting.

Tips

  • Read the CAMP and our conservation pages to see if there are any glaring issues with your application in regard to the conservation requirements. If in doubt speak to us or the Conservation Officer.
  • Try to go beyond what may seem the bare minimum required by the regulations, for example if you use lime mortar or reclaimed bricks as advised, mention that you will try to match the colour or texture. New tiles can be placed randomly among old ones instead placed all together creating a patch that will take years to weather in and blend.
  • Give as much detail in your application as possible. If something important is left out (e.g. materials, dimensions) it can lead to unnecessary objections from consultees and other residents. Although the planning authority may approve but impose certain things as conditions, they may just reject and ask you to resubmit.
  • Artist sketches are often very useful to show a streetscene. This is especially important when adding significant features such as dormer windows as typical elevation plans can often create a false impression of the actual streetscene. 
  • For larger projects it is worth making sure that your architect is familiar with conservation areas, Article 4(2), and ideally familiar with this locality.
  • Be cautious as some architects and contractors may cite precedents that are not always relevant. For example work carried out before the Triangle became a conservation area. When there are many examples though, it can be more relevant, see below – precedents.
  • Beware any double glazing installers, driveway specialists or solar panel fitters who try to convince you that planning permission is not required.
  • All contractors and suppliers need to be aware of the need for the correct materials: when modern materials may be acceptable and when heritage materials are paramount.
  • Manufacturer’s brochures can be useful (provided photographs are accurate!)
  • Supply clear and detailed plans with accurate dimensions. Without going overboard on minutiae, it can be worth making sure that you include crucial dimensions (e.g. width of window frames, casement rails, transoms etc).
  • When applying to change garden surfacing, include details of drainage e.g. permeable, drained to soakaway etc.

Heritage Statements for Planning

What’s the difference between a Design & Access Statement and a Heritage Statement?

These are a very useful but often overlooked documents that are submitted as part of the planning process. A Design and Access statement is required for larger development planning applications. Smaller developments may not normally need one, however any development  in a conservation area (which require planning permission) needs a similar document but purely in relation to conservation and heritage assets, ie a Heritage Statement.

A heritage statement can be separate or incorporated within a design and access statement if one is required.

What you can include

  • Relevant information which supplement to the drawings, such as materials and dimensions
  • Reference to the Character Appraisal & Management Plan (C.A.M.P.) and/or any of the information we provide online.
  • Description of how the development preserves or enhances the appearance or character of the property and especially in the context of the street scene.
  • Alternatively point out any ways in which it does not harm the character of the property or area. (This is not as good as enhancing of course)
  • How the development benefits the environment and sustainability. This can be in regard to green energy generation or energy efficiency especially in regard to solar installations and associated roofing works.
  • Sketches, or illustrations or photographic mockups, manufacturers’ brochures
  • Wider context: e.g. photographs and/or elevations of the surrounding buildings if relevant.
  • Details of similar designs*(see precedents) in the area.
  • Discuss any impact there may be on the area as a whole, e.g. parking.

Tips:

  • Try to imagine what objections there may be, either from neighbours or the planning department, and make an argument which addresses any such concerns.
  • Look at previous successful applications to understand further how such a statement may have helped approval. Architects’ plans may be a necessary part of the application, but by their very nature are technical and so cannot always fully convey how it will look in real life.
  • It is a good idea to think about the statement as part of the whole vision, and at an early stage rather than as an afterthought that is merely an attempt to justify something.
  • Don’t be scared of justifying your development on lifestyle considerations. The planning department will be consulting the sustainability department and could take their opinion into account along with the conservation department. 
  • Don’t be scared of justifying your development on lifestyle considerations. There are plenty of sources which show that conservation is changing and is often about managing change sympathetically rather than pedantic preservation of architecture. More and more people need to work from home, or shelter aged relations and extended families. These are valid reasons to want an extension or conversion and can be considered along with enhancements to the character of the area.
  • Do you need an architect to compose it? Architects are trained in doing this and if you are using one for your development then you can ask them to supply it along with the drawings. We would hope that they are familiar with our Character Appraisal & Management Plan (C.A.M.P.) anyway.
  • For smaller projects that do not have an architect (such as replacement windows) then this is something that you can do yourself. For smaller applications there is no need for a formal  documument such as an architect might submit. A few paragraphs are fine as long as it conveys what you want or need to say. We may be able to give you advice if we are given enough notice.

You can see all the applications within the Triangle by going to the SCC Planning advanced search and enter Oakmount Triangle under Conservation Area. Most of the results are for tree works, however we are building up a database here.

Examples of Design &/or Heritage Statements

Case Study

OTRA was were recently asked to advise on a garage conversion.  We were happy to have a site meeting with the resident and the architect, and to put forward some suggestions. As this involved converting a 1980s garage which was deemed to be out of character, the obvious way to make this application successful would be to introduce some features that fit well with the surrounding architecture the property. The proposed use of traditional materials and introduction of a sloping tiled (mansard) roof in place of the 80s flat roof seemed to be an obvious solution as one of the aims of conservation is to preserve or enhance. In this case it was definitely an enhancement.

Unfortunately there was  a technical malfunction at the planning site public access, and the Heritage Statement was not uploaded at first. Due to this there was a significant objection raised as a comment on the site. We were able to contact the party and point this out, with the result that once the saw the heritage statement, the objection was immediately withdrawn and the application was successful. This shows just how important the heritage statement can be.

You may find the following links useful

Note that any references in to listed buildings’ internal designs are not relevant in this case. Likewise the references to archeology are unlikely to be relevant, however anything of potential archeological interest you may discover while preparing foundations etc. should be reported to the authorities. The main concern in the Oakmount Triangle is around what is visible from the public relam and effect on the character of the conservation area.

Precedents: “They’ve done it why can’t I?”

You might think that because a certain feature exists on other buildings in the area then this will serve as a useful precedent. It may or may not be the case this will help with  approval of your application. We have been advised that it  could even count against you if the planning officers thinks there are already too many of a certain feature – but this is probably a rare example.

The planning authority is not bound to follow a precedent, and they have stated that they will consider each application on its own merit. This can mean that the type of property and its bearing on the  appropriateness of the proposed works and the immediate street scene can have more  relevance than the mere fact that it has been done before in the Triangle. However the planning department may still take certain precedents into account, especially  in the interests of consistency when there may be more than one example. We can offer a rough guide on how useful a precedent may be.

Useful precedents may include:

  • Features that were included in the original development of the triangle, that are appropriate to the scale, design and era of your property.
  • Developments carried out (and approved) since the conservation status was granted in 2005.
  • Precedents where the circumstances are very similar.

Less useful precedents may include:

  • Features that have significant differences to, or are not appropriate to, the scale, design and era of your specific property.
  • Situations where the immediate street scene is very different. As well as taking general advice from the management plan, the visual impact of any proposed changes may be viewed in a closer context of the actual property and its immediate surroundings.
  • Developments, alterations or demolitions that were carried out before the Triangle achieved conservation status. This is particulary true of later (post war) developments that use materials that are not sympathetic to the era. It is something we see a lot of – especially regarding replacement UPVC rainwater goods or windows installed in the 1990s that would now probably not be granted permission.

What can go wrong?

Hopefully if you have a competent conservation architect, builders who are familiar with heritage materials, and a well thought out application then it stands a good chance. But nothing is certain.

Not enough information. For example with replacement (double glazed) windows it is not useful to merely describe the material, e.g. “timber,” or “aluminium.” Without details of the type (flush casement/sash etc.) design (including dimensions of casement, mullions, transoms, glazing bars etc.) and thickness of glazed unit. If all windows are matching it may only be necessary to include the dimension of one as an example – providing this leaves no ambiguity.

Generally the process will take 8 weeks including a 3 week public consultation period. Anyone can make a public comment during that time, either as a neighbour, a consultee, or “other.”

If there are a certain number of valid comments received which are contrary to the planning officers’ recommendation, then the process will usually trigger a council Planning and Rights of Way Panel meeting, at which the applicant and members of the public may present their case (maximum 5 minutes). The application is then voted on by both planners and a councillors.

If an applicant is not happy with a decision they then have the right to make an appeal.

Disclaimer: This is purely for unofficial guidance. None of what we can tell you can be taken in any way as permission or authority to carry out works. OTRA cannot be held liable for any work you may carry out based solely on the information on this page. If in any doubt at all you can contact us for informal but non-legally binding advice, but for official advice and permisson contact Southampton City Council. This is an introductory guide and is not a definitive source of legal information. This can not be assumed to be a comprehensive list or entirely up-to-date and currently accurate. More detailed information about the features which give the triangle its character can be see in the Character Appraisal & Management Plan
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