Design and Access Statements - Guidance Notes

     

(Revised March 2008)

What are they are when are they required?

Since 10^th August 2006 most planning applications and applications for listed building consent have required a design and access statement to be submitted with them. These cover design concepts and principles and access issues.

A design and access statement is a short report accompanying and supporting an application to illustrate the process that has led to the development proposal and to explain and justify the proposal in a structured way. It should not be used as a substitute for drawings and other material required to be submitted for determination as part of the application itself.

The level of detail required in a design and access statement will depend on the scale and complexity of the application.

A design and access statement must accompany planning applications for both outline and full planning permissions. The elements to be described in the statement are the same regardless of whether the application is for outline or full planning permission.

Design and access statements are required for all planning applications except for:

• a material change in the use of land or buildings, unless it also involves operational development
• engineering or mining operations
• development of an existing dwellinghouse, or development within the curtilage of a dwelling house for any purpose incidental to the enjoyment of the dwellinghouse, unless it lies within a conservation area, site of special scientific interest, area of outstanding natural beauty or World Heritage Site
• applications for advertisement consent
• applications for works to trees covered by Tree Preservation Orders
• applications for storage of hazardous substances

Design and access statements are placed on the public register with the application and sent to consultees on the application.

Guidance on writing design and access statements

The statement should be concise and to the point

It must be written for the application and not copied from elsewhere

Start the statement when you start the scheme and use it to influence the design

Use accurate and informative illustrations. Any maps, diagrams or artists impressions should be based on the application drawings.

The following headings will need to be included in the design and access statement:

Use

• The statement will need to say how the proposed use will fit into the area and how it supports local aims, for example how a new shop relates to existing shopping areas, how new housing is related to other residential areas and local community facilities such as schools and doctors.
• It needs to include a justification in terms of the policies in the Shepway District Local Plan Review and the Kent and Medway Structure Plan and how it has been informed by existing uses in the area.
• An explanation will be required of how the uses will work well together and make the place more useful for the community.
• The statement will need to demonstrate that the access needs of different uses are understood and that the design will allow for inclusive access by all users.

For extensions to existing dwellings and other buildings where the use of it will be the same as the existing building the statement will simply need to say that its use reflects the use of the main building.

Amount

• The statement will need to say why the amount of development proposed is appropriate. For larger applications the density will be relevant.
• It will need to show how the amount of development planned takes into account how much development is suitable for the site.
• It will need to show how the scheme affects the way the area works.
• For major developments it will be necessary to explain how the amount of development will change the neighbourhood.

For extensions to existing dwellings and other buildings the statement will need to explain how the size of the extension has been arrived at in relation to the constraints of the site and the size of the existing building.

Layout

• The statement should explain why the layout has been chosen, how it will work and fit in with its surroundings and how the buildings and spaces will work together.
• It will be useful to explain for example why the buildings face the way they do.
• It will need to demonstrate how the layout will allow inclusive access to and through the site.
• Any conflicting pressures on layout design should be explained together with how they have been resolved.
• For complex sites it will be useful to show how the layout has developed.

For extensions to existing dwellings and other buildings it will be sufficient to explain how the extension will link in with the main building both externally and internally and how it will fit in with its surroundings.

Scale

• The statement will need to include why the building sizes are right for the site and how they relate to the sizes of neighbouring buildings.
• It will need to explain why the scale proposed provides an appropriate level of accommodation.
• The statement will need to show how the scale of the development takes into account the restrictions of the site and the need for good design.
• It should also include how the design considers the balance of features such as doors, windows and detailing e.g. door widths and window sill heights.

For extensions to existing dwellings and other buildings the statement will need to explain how the scale has been arrived at in relation to the scale of the existing building, neighbouring buildings and the constraints of the site. It should also how the design considers the balance of features such as doors, windows and detailing e.g. door widths and window sill heights.

Landscaping

• The statement should explain the principles that will be used to draw up the landscape details.
• The landscape element needs to include all treatments of outdoor spaces including street furniture and road/driveway materials.
• The statement should show how the design of outside spaces will make them attractive, useful and environmentally responsible.
• It should explain how its treatment will work with all other design decisions.
• The statement should show that the landscape design is based on a strategy for long term maintenance and management.
• It should explain the purpose of landscape design on the site and how this will be achieve and maintained.
• It will be necessary to demonstrate how the needs of disabled or older people will be met e.g. use of level surfaces and non slip materials.

For extensions to existing dwellings and other buildings the statement will need to explain how any existing landscaping will be affected and what new landscaping is proposed.

Appearance

• The statement needs to explain what the person applying for permission wants the place to look like and why and how a good appearance will be maintained.
• The statement should set out the design rational that underpins the proposal and how this has informed the detailed aspects of the scheme.
• It should explain how the appearance fits with other aims for the development.
• Any pictures should be based on details included in the application or in the statement.
• If materials haven't been finalised a range of possible materials should be included.
• The appearance of buildings changes throughout the day and seasons. The statement should explain how the person applying has considered the effects of time on the appearance of the scheme.

For extensions to existing dwellings and other buildings the statement will need to explain how the appearance and materials of the extension relate to those on the existing building.

Access

• This should cover access into, around and through the site.
• The statement should set out the policy and approach that has been adopted towards access, with particular reference to the inclusion of disabled people.
• It should explain how surrounding roads, footpaths and sight lines will be linked.
• Diagrams showing how people can move through the site may be useful including vehicles, bikes and pedestrians.
• An explanation will be required as to how the internal access will be designed, provided and used, including the visibility of entrances and access to the building entrance areas, as well as access to facilities such as toilets or conference rooms etc.
• It should explain how levels change within public spaces, including pavements and dropped kerbs for example.
• It will need to be shown that disabled people will not be segregated but will be able to move through the building/development in the same ways as everyone else.
• The statement should explain how access for the emergency services will be provided, including areas for congregation in the event of an emergency.

For extensions to existing dwellings and other buildings the statement will need to demonstrate if any existing accesses are affected and how new access points and routes will link in with existing ones.

Code for Sustainable Homes & new build residential development

For applications for new residential developments (new build) applicants, as part of the Design & Access Statement, will need to give a written undertaking that the proposed development will achieve at least Code Level 3.  A summary of how this may be achieved will need to be included within the Layout, Scale and Appearance sections of the D & A Statement including details of anything which affects the external appearance of the scheme.

For further guidance on this requirement please refer to the following, in particular Appendix 2:

"Securing Sustainable Residential Development - Applying the Code for Sustainable Homes in Shepway." - Shepway District Council, January 2008 (as amended). Planning Policy Guidance

Statements accompanying applications for listed building consent

The design and access statement should explain the design principles and concepts that have been applied to the scale, layout and appearance of a proposal and will also be required to include a brief explanation of how the design has taken account of paragraph 3.5 of PPG15 Planning and the Historic Environment and in particular the following:

• the historic and special architectural importance of the building
• the particular physical features  of the building that justify its designation as a listed building
• the building's setting

The statement will need to explain and justify the approach to ensuring that the listed building preserves or enhances its special historic and architectural importance. Where there is potentially an aspect of design that will impact on this, the statement should explain why this is necessary and what measures within the approach to design have been taken to minimise its impact.

Where a planning application is submitted in parallel with an application for listed building consent a single combined statement should address the requirements of both.

Outline applications

Outline applications will have to demonstrate clearly that the proposals have been properly considered in the light of the relevant policies and the site's constraints and opportunities.

Outline applications require detailed consideration on the use and amount of development. Even if layout, scale and access are reserved an application will still require a basic level of information on these issues. As a minimum, therefore, applications will be required to contain the following information on:

• Use - the use or uses proposed for the development and any distinct development zones within the site identified
• Amount of development - the amount of development proposed for each use.
• Indicative layout - an indicative layout within separate development zones proposed within the site boundary where appropriate.
• Scale parameters - an indication of the upper and lower limits for height, width and length of each building within the site.
• Indicative access points - an area or areas in which the access point or points to the site will be situated.

Design and access statements accompanying an outline application

A design and access statement accompanying an outline application must explain how the applicant has considered the proposal and understands what is appropriate and feasible for the site in its context. It should clearly explain and justify the design and access principles that will be used to develop future details of the scheme. The design and access statement will form the link between the outline permission and the consideration of reserved matters.

Code for Sustainable Homes & new build residential development

For outline applications for new residential developments (new build) applicants will need to give a written undertaking as part of the Design & Access Statement that the proposed development will achieve at least Code Level 3.  For outline applications where layout, scale or appearance is being dealt with at the outline stage a summary of how this may be achieved will need to be included within the relevant Layout, Scale and Appearance sections of the D & A Statement. This will include details of anything which affects the external appearance of the scheme if appearance is submitted for approval.

For further guidance on this requirement please refer to the following, in particular Appendix 2:

"Securing Sustainable Residential Development - Applying the Code for Sustainable Homes in Shepway." - Shepway District Council, January 2008 (as amended). Planning Policy Guidance

Reserved matters

Reserved matters have changed and now comprise the following:

• Layout - the way in which the buildings, routes and open spaces are provided within the development and their relationship to buildings and spaces outside the development.
• Scale - the height, width and length of each building proposed in relation to its surroundings.
• Appearance - the aspects of a building or place which determine the visual impression it makes, excluding the external built form of the development.
• Access - this covers accessibility to and within the site for vehicles, cycles and pedestrians in terms of the positioning and treatment of access and circulation routes and how these fit into the surrounding access network.
• Landscaping - this is the treatment of private and public space to enhance or protect the site's amenity through hard and soft measures, for example, through planting of trees and hedges or screening by fences or walls.

Reserved matters applications seeking approval for layout, scale or appearance where the outline planning permission was granted prior to 7th January 2008 and which did not include a condition requiring compliance with the Code, will need to include a written undertaking that the proposed development will achieve at least Code Level 3.  A summary of how this may be achieved will need to be included with the application including details of anything which affects the external appearance of the scheme

For reserved matters applications where the outline permission did include a condition relating to the Code all reserved matters applications where  approval is sought for layout, scale or appearance will need to include a summary of how the Code may be achieved including anything which affects the external appearance of the scheme.

For further guidance on this requirement please refer to the following, in particular Appendix 2:

"Securing Sustainable Residential Development - Applying the Code for Sustainable Homes in Shepway." - Shepway District Council, January 2008 (as amended). Planning Policy Guidance

VALIDATION OF APPLICATIONS

All applications that require a design and access statement submitted to the District Planning Authority will be made invalid if they do not contain a design and access statement that addresses all the necessary issues, including how the development will achieve at least Level 3 of the Code for Sustainable Homes.

Circular 01/2006 sets out in detail how a design and access statement should be presented and what is required in terms of the design component, appraising the context and the access component. It can be found on the DCLG website at http://www.communities.gov.uk/. Further advice can also be found in the CABE document: Design and access statements and how to read write and use them.