a.s.u.
a.s.u.
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Development of 16 residential dwellings completed in 2017.
Position:
Position:
Planning Coordinator / DESIGN MANAGER
Planning Coordinator / DESIGN MANAGER
About
About
This was a vacant site with a derelict building previously used by the military as a Auxiliary Store Unit (ASU) and forming part of the Queen Elizabeth Barracks used during the 2nd World War.
The objective was to investigate how the site could be improved and put back into a use.
Responsibilities
Responsibilities
Responsible for managing, administering, and coordinating all aspects of a complex feasibility and planning application aspects of the project. Coordinating stages 1- 4 of the RIBA plan of works,
This included organising the site investigation, development feasibilities, design, and obtaining permissions. Ensuring implementation, and management of the project through liaison with the council and professional's to deliver the planning development permission.
Tasks
Tasks
Affordable housing calculations
Commission site investigations
Appointing and Leading the Design Team
Organising Community Engagement events
Organising public consultation feedback
Appointing professional and monitoring performance
Managing design stage project cost
Submitting the planning application
Reporting progress to the Client
Brief and Employers Requirements
Brief and Employers Requirements
A development project brief is a concise document outlining the objectives, scope, timeline, and key requirements of a project, and it is important because it aligns all stakeholders, guides the project team, and helps ensure the successful and efficient execution of the project.
Employer Requirements for a development project include clear objectives, budget, timelines, quality standards, legal compliance, deliverables, communication protocols, security, change management, and post-project support. Clear employer requirements is essential in a development project because they define the project's goals, expectations, and constraints, ensuring that all stakeholders are aligned and the final outcome meets the employer’s needs and standards.
For this project the employer had clear requirements regarding their sustainability strategy.
In summary, their strategy aims to create developments that address present needs without compromising those of the future, by emphasizing social sustainability through the creation of healthy communities, economic sustainability by building homes with appropriate supporting infrastructure, and environmental sustainability by protecting and enhancing natural and historic surroundings. This was accomplished by following a structured design process to secure planning permission and deliver efficient, well-designed homes.
Appointing and Leading the Design Team
Appointing and Leading the Design Team
I identified the professional services required for the development project and prepared a comprehensive Scope of Services document (see extracts below). This briefing served as a clear and structured reference for external consultants, enabling them to provide accurate quotations based on clearly defined expectations. The scope of services detailed the specific tasks, deliverables, and responsibilities assigned to each consultant or professional involved, ensuring that all necessary design elements were accounted for. It clarified who was responsible for supplying specific information, which promoted alignment across disciplines, reduced the risk of missing or duplicated information, and enhanced accountability throughout the project lifecycle.
As the design team lead, I coordinated all necessary documents and design drawings required for the planning application. To support efficient project delivery, I developed a Gantt Chart Design Programme (see below) outlining the various stages of the design process, from initial briefing to site commencement. This visual tool was critical in communicating the sequence, duration, and dependencies of tasks across the project team. It helped everyone involved understand the broader workflow, enabling prioritization of tasks, setting expectations for deadlines, and aiding in the coordination of deliverables. The Gantt chart also proved valuable for budgeting and financial forecasting, minimizing the risk of duplicated work and cost overruns, and allowing early identification of potential project challenges.
To ensure ongoing alignment and progress, I scheduled and chaired regular Design Team Meetings (DTMs). These meetings were a structured forum for all project stakeholders—including architects, engineers, consultants, and specialist designers—to review the programme, share updates, and resolve issues. Each meeting was carefully planned to cover key milestones, upcoming deliverables, and coordination requirements. The DTMs encouraged open communication and collaboration, allowing the team to address design integration challenges early, confirm responsibilities, and verify that each party had the necessary information to proceed. Minutes were recorded and action points assigned, ensuring transparency and follow-up. These meetings were essential to maintaining momentum, preventing delays, and reinforcing team accountability throughout the design and planning stages.
Research and Site Investigations
Research and Site Investigations
I commissioned a Topographical Survey providing a detailed map of the site, and help understand the physical characteristics of the land. Importantly this identifies the site levels in more accuracy to aid the architects and engineers with their design work. These data help explain the lowest and highest ground levels, where there are slopes and gradients that will need addressing. As illustarted in the diagram above.
Evaluating the survey data it was possible to see that the highest part of the site was on the bottom right corner (south east) of the site and lowest ground was in the top left (north west) . The ground slopes down as annotated on the left.
The sloping aspect of the site required careful design and assessment to prevent overlooking from bedroom windows to to building relation and window heights. Tanking walls, underbuilds, retaining walls and gravels boards to boundary fencing across the site adding cost to the project.
Surface water run off would naturally fall from the south east to the north west of the site and this needed to be addressed in the civil engineers drainage design.
Existing Building Surveys
Existing Building Surveys
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The Existing Building was in a state.
I commissioned a Building Condition Report to identify, and schedule in detail what was required to bring this building back into use. I also carried out my own measured building survey and produced the AutoCAD drawing.
This information was then presented to a quantity surveyor to estimate the cost of repair and prepared a Viaability Report.
The Viability Report assessed the economy and sustainability of the site being retained for employment use as well as the financial feasibility of the project, looking at market insights, local employment land reviews, future supply and demand and estimates costs, to conclude if the proposals supported long-term plans for the community. Unfortunately, the building needed more financial input that was justified resulting in a un-feasible solution and unsustainable proposal.
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Arboriculture Report
Arboriculture Report
Arboriculture Reports provide more detailed information about the existing trees on the site, the schedules provide data regarding the type of trees its height, condition and Root Protection Area (RPA) below ground. RPA are designated zones around trees that protect their root systems during construction or landscaping, ensuring their health and stability by preventing soil compaction and damage. All the site investigations, surveys, and research are assessed and interpreted to evaluate their impact, which is then communicated to the architect for inclusion in the Constraints Plan.
Concept Designs
Concept Designs
Constrains Plans, as shown above, outlines the limitations and requirements that influence the design. This plans Illustrates the trees and RPA, Surface water discharge route across the site, existing below ground main sewer, existing junction accesses and active street frontage.
Site Assessment included evaluating the location, highways, services, topography of the land, trees and vegetation survey, market area analysis, the existing building condition and future use, environmental impacts, planning policies. The Constraints Plan was formulated and the architects could then prepare a variety of concept proposals, one example is shown in the community engagement leaflet below. Following this stage a pre application enquiry was made to the council. The feasibility process identified that development in principal was achievable, however, more detailed evidence was required to support a planning application. Further information required included:
Environmental Impact Assessment, analysing flood zones, ecology and biodiversity matters, ground investigations potential impact and harm and recommendations of any mitigation requirements.
Section 278, obtaining approval from Highways for the new road junction and traffic claiming measure.
Housing Strategy, provide a mix and tenure in accordance with council and local area housing needs.
Community Engagement, involving people that live in the local area to provide their input that can ne implemented on the design to help shape their committees.
Community Engagement
Community Engagement
I was responsible, on behalf as the client, for appointing and organising the community engagement activity for this project. Leaflets were created and distributed to the local area, inviting residents to submit written feedback within a specified timeframe. I produced the leaflets and checked the information was correct with other design team consultants before the leaflets were put in production. Following the disputation and collection of responses, the findings from this investigation were addressed and incorporated into the design, and the evidence was compiled into a report submitted with the planning application.
Example of community engagement leaflets
Example of community engagement leaflets
Feasilibity Report
Feasilibity Report
A development project feasibility report is a document that assesses the viability of a proposed development by evaluating factors such as site constraints, planning policy, financial costs, market demand, and potential risks. It is important because it helps determine whether a project is achievable, sustainable, and likely to deliver the intended outcomes before significant time and resources are committed.
I prepared the technical feasibility report for this project, which included a comprehensive assessment of the design process, financial implications, and a recommended budget. The report involved evaluating the site and identifying key factors that needed to be considered, planned, and budgeted for. This included an evaluation and summary of issues related to planning permission, required site surveys and investigations, existing underground services, site access and highways, current land use, archaeology, agricultural impacts, ecological and landscaping design considerations, as well as recommendations for new foundations and utility services. The findings in the feasibility report provided the necessary evidence to support a budget allocation and assess the overall viability of the project.
Planning Application
Planning Application
The planning application was supported by various documents, including site plans, floor plans, elevation drawings, street scenes, reports, assessments, and a Design and Access Statement (DAS). A DAS outlines the design approach and explains how inclusive access has been addressed, showing that the proposal aligns with planning policy and reflects considered, inclusive design. For this project, the employer requested that the following aspects be designed and addressed within the DAS, and explained clearly as outlined in the schedule below.
Planning Ref: Hart District Council: 15/00828/FUL
Landscaping Proposals
Landscaping Proposals
A thoughtfully designed landscape enhances the integration of development into its surroundings while creating functional communal spaces that promote community interaction. The landscaping proposals provided with the application prioritize alignment with biodiversity mitigation efforts, incorporating a mix of trees, shrubs, gardens, and open green spaces and play areas to harmonize with the local area and its community. Additionally, hedge heights were specified to ensure visibility sightlines for the new road junction.
Highways Proposals
Highways Proposals
Highways consulted on the engineers proposed new junction proposals regading traffic impact, safety, and design and accessability.
Housing Strategy
Housing Strategy
The government's national Housing Strategy identifies housing needs in communities in the UK sets out a plan aimed to address the supply, mix and tenure of new homes in local communities to ease affordability and improve quality of homes.
Regional and District Councils across the UK are to address, plan and orchestrate the delivery of new homes through setting their own Housing Strategies.
This concluded to provide a mix of 2, 3 and 4 bedrooms homes 40% identified for affordable housing, consisting of 4 rented homes and 2 shared ownership properties.
Affordable Housing Calculation
Affordable Housing Calculation
Viability 'Change of Use'
Viability 'Change of Use'
The proposals included to change the use of the site from 'employment' to 'residential'. Contradictory to Local Plan Planning Policies, justification was provided in the form of a viability Report to suport this.
The following evidence was also included in this application ...
The following evidence was also included in this application ...
Materials Selection
Secure By Design
Ecology Mitigation Measures
Drainage Strategy
Energy Efficiency
Energy Efficiency
This development was brought forward in 2015. At the time Zero Carbon standards were not an essential criteria for new housing, however, the policy in place at the time still required new homes to achieve high levels of energy efficiency. Properties needed to be constructed with high levels of thermal insulation, triple glazed windows, good ventilation, assessments of over heating of glazed parts in relation to orientation and direct sunlight light and sustainable and renewable technologies.
An assessment was carried out to identify suitable renewable technologies to be implemented. Solar panels are most efficient on south facing roof slopes and only 40% efficient on west facing roof slopes, and not financially viable on east and north facing roofs. The site was also surrounded by a variety of tall trees creating over shadowing. This resulted in 4 out of the 16 houses being suitable for solar panels. Therefore Air Source Heat Pumps were chosen as the renewable energy technology as they are energy efficient, have a low carbon foot print, low maintenance, and cost effective, and quite in operation.
Skills Gained
Skills Gained
Topics learnt: Engaging specialist consultants and community members and planning officers feedback during a feasibility study helped to understand a diverse perspective of considerations and foster collaboration that helped gained support for the finial proposal brought forward. This resulted in a successful seamless planning decision on time and to budget.
Management skills: Commissioning investigation, analysing the data and holding design team meetings helped communicate the brief, constraints and opportunities for the project. This made decisions making quicker and helped resolve design problems.
Enhancement: Leading a team of specialist consultants and communicating with a number of stake holders required coordination and negotiation leadership skills that I will be able to reflect on and utilise for future projects.
Achievement
Achievement
This project achieved a successful feasibility study that lead to a time and cost efficient planning approval. The community engagement event helped communicate to the local residents and stakeholders, allowing them to provide their input early on, helped them feel valued and integrated with the project. The results of the work carried out have provided a mix of housing that is sustainable, energy efficient and provides a balance of environmental and biodiversity aspects to the community that meets the needs and supports providing affordable homes in the local community.
In summary
In summary
I was pleased and honoured to be appointed Planning Coordinator / Design Manager for this project. I have gained enhanced leadership, collaboration and coordinating skills from the work I was involved with, listen and understanding needs, problem solving and putting forward influence solutions that resulted in a successful outcome.
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