• Meet your architect. We offer an initial meeting without obligation or charge at your property to discuss your ideas and our approach to design. Assuming that goes okay:

• Agree the terms of our appointment and your brief in writing. This will include an itemised scope of work to be done and the associated fees agreed for each item. This is very important – time spent sorting out exactly what you expect and how much it will cost at this stage helps everyone.

• Prepare detailed measured drawings of the existing site or property. These are essential before any meaningful design work can be carried out and will also be needed to make applications for planning and building regulations approvals. If you have existing drawings this can save time, otherwise we will carry out a measured survey and draw ‘As Existing’ floor plans and elevations.

• Prepare sketch design options, in 2D and 3D as appropriate, for review and discussion with you.   For a new building this will start with very conceptual drawings relating to massing, scale, outlook and orientation, relationships with neighbouring buildings and site topography and will then develop into a building concept. For an extension or refurbishment project the relationships between new and existing spaces and how they may be made to work better are more dominant.   In all cases, this stage requires a lot of liaison between the architect and client to arrive at a ‘preferred option’ with an agreed brief and design direction to take forward. We can at this stage obtain an initial build estimate to establish the project’s outline budget.

• Following your instruction to proceed, we will then develop the design in further detail through plans, elevations and cross sections and prepare drawings in sufficient detail to make a planning application.

• Prepare, submit and manage the planning application (and a listed building consent application, if required) to determination by the local authority. To obtain the optimum outcome it is essential to liaise with the local authority throughout the process to pre-empt and address any concerns they may have – not just to submit and wait for the decision. Our in-house planning consultants are experts on planning policy and we are also an RIBA-accredited Conservation Architect with specialist knowledge and experience of older buildings.

• Once planning approval has been granted, develop the drawings further, with outline construction notes, into a building regulations application. As with planning, this should be managed throughout the determination process for the best outcome.

• Prepare a schedule of building works and finishes for tendering to suitable contractors. This can be either by negotiation with a preferred contractor or by competitive tender to a number of contractors.   Once again it is important to liaise with the contractors as they develop their tender. Your input into the selection of finishes, fixtures and fittings is crucial at this stage and will have a major impact on the budget. Once tenders are received we will prepare a detailed tender analysis report with a recommendation to you.

• With all statutory permissions in place, a contractor on board and a price agreed, we then develop the information into a fully detailed construction package of drawings and specifications.

• Draw up a formal contract between you and the selected contractor.

• If you wish us to run the job on your behalf we will act as contract administrator throughout the construction phase: issuing information, holding meetings on site, responding to contractors queries, inspecting the works to ensure quality is satisfactory and certifying and valuing work completed for you to pay the contractor. Regular site visits ensure, as far as possible, that workmanship and materials are of sufficient quality and adhere to building regulations. We keep you informed of progress each step of the way.

• On completion we ‘snag’ and certify the works, re-inspect after the contractual defects period and certify contractor’s payments and draw up the final account.

• Finally, we hand over the completed project to you.

Many people only have a sketchy understanding of what an architect does, or assume that we spend most of our time drawing. That would be a nice way to spend the day and it’s true that design flair is a core component of what we do: designing great spaces that add real value to your property and reflect your lifestyle – rather than just providing additional floorspace – should be a given for a good architect. However there are two other key elements to the role:

• Problem solving: Every building is to some extent a prototype and good design takes time – interpreting and analysing your requirements, designing, evaluating, and redesigning to come up with a solution that meets your needs (and which may end up being something that you had not initially considered). This process continues right through the project as issues and problems inevitably arise that can knock the job off track.

• Organising: To get from a blank sheet of paper to a completed project on site involves many stages of development and many people, each with their own attributes and priorities (which may not always match yours). As well as being the composer, the architect has a role to play as the conductor – driving the project and directing everyone involved towards the desired outcome. Only the architect has an overview of the entire project and is in a position to do this, and very often only the architect is wholly on your side. Effective and professional management skills develop over time and require a clear understanding of the whole project and detailed knowledge of the construction process. No building project is ‘issue free’, but having a good architect working on your behalf should make the process relatively painless.

1. We listen. Architects sometimes have an unfortunate reputation for not listening to their clients at the design stage. We do – it is your home, your money, and your aspirations. That is not to say that we won’t tell you if we think there is a better way of doing things – we are there to come up with creative ideas and to offer practical solutions. But nothing will go forward without your approval. We have many testimonials from happy clients that demonstrate the benefit of this approach.

2. Hopefully you will like us and our approach to design and management. We always offer a free initial consultation, without obligation, so that we can meet and discuss the project and how we will tackle it. It is followed up by a written proposal before any written instruction to proceed.

3. Experience. StudioCass is a specialist division of Cass Associates, an award-winning design practice that has been in existence for over thirty-five years and has more than 1,400 completed commissions, across all sectors and sizes. We have a loyal team, many of whom have been with us for many years. Over the lifetime of the practice we have come across most issues that may arise on a project and have established long-standing relationships with other consultants, contractors and local authority staff. Importantly, senior staff oversee and are closely involved in all projects, however small. Your project will not be passed onto junior staff after the initial meeting.

4. Expertise. We are an RIBA Chartered Practice as well as being members of the Royal Town Planning Institute and the Landscape Institute. We also have specialist conservation knowledge and are listed on the RIBA-Conservation Register. All our work is covered by comprehensive professional indemnity insurance. We have specialist multi-disciplinary skills – incorporating not just architects but landscape architects and planning consultants. This means that through a single appointment we can call on specialist expertise on each discipline as required by the project – very few architects are able to offer this.

• Structural Engineer: Most jobs involve foundation design and either new or alteration to existing structures, even if it is a simple beam design across a new opening. Costs will vary according to what is involved but we can identify these at the design stage.

• Cost Consultant: If the project is extremely complex we can arrange for the services of a Quantity Surveyor, however on most domestic projects we will typically manage the tendering process and also certify valuations on site, thereby saving you an additional consultant fee.

• Mechanical and Electrical Engineer: Again, if the installation is very complex we can arrange for a specialist consultant, but typically we will provide an indicative electrical, lighting and heating layouts with our floor plans and the detailed cabling and plumbing design will then be undertaken by a specialist subcontractor once on site. If, however, you require specialist lighting or video/audio systems, we can happily work alongside the supplier to incorporate this into the design.

• Interior Designer: We would design all hard surfaces (floors, walls, ceilings) and make suggestions for materials and finishes and colours as part of the overall concept design. If you require a detailed soft furnishings scheme and furniture we will probably suggest including a specialist interior designer, although we may work alongside them to ensure their work co-ordinates with the overall design.

• Kitchens, Bathrooms: We will typically design layouts for these elements. The selection of fixtures and fittings is however a personal choice and very often clients will take our layout to the showroom to use as a basis for a selection of these components. We are very happy to work alongside specialist kitchen designers and can make recommendations to you.

• Party Wall Surveyors: This is discussed later in more detail and may be required on certain projects.

• Topographical Surveyors: If your site is empty and has significant changes in level, features or trees we may recommend a topographical survey be instructed to provide an accurate base drawing to work from.

• Ecologists: If your site possibly contains endangered species planning consent may require surveys to be carried out for bats, newts, voles, etc., which we can arrange on your behalf.

Planning applications are considered by the relevant local authority and, based on the above definition, any proposal is therefore subject to a two stage initial test:

‘Is the proposal development at all?’ and if so, ‘is it permitted development?’ If the answers are yes and no respectively, a planning application will be required.

Please note that planning consent should not be confused with building regulations approval (which is covered below) – they are entirely separate. Planning is concerned with the use of land and the design and appearance of the proposal, building regulations are concerned with more technical matters of structure and operation.

Planning permission can be one of the main hurdles to overcome when thinking about building or changing your home and should be considered right from the start of the design process. Our in-house specialist planning consultants have an expert understanding of planning policy, which evolves constantly, and can advise at an early stage on what may be achievable either as permitted development or, if necessary, as a planning application. A common misconception is that because similar extensions have previously been allowed in a street, yours will automatically be allowed. This is not necessarily the case as planning policy changes over time and particular circumstances may vary. As a matter of course, we carry out an initial planning review on all projects before commencing design work and will advise you on the likely prospect of consent.

Once the application is submitted and the appropriate fee paid it will be validated and registered by the local authority. This could take up to two weeks. The clock then starts ticking and residential applications are then supposed to be determined with within an 8 week target period (larger applications can take 13 weeks). This does not always happen of course, but is a good general guide. The planning decision should, in theory, be an objective one, however in reality the planning case officer’s personal judgement will come into play to some extent, especially regarding design matters. Rather than sit back and wait for the planning decision notice to arrive, we feel it is important to take a pro-active approach and keep in contact with the case officer throughout the application period; to respond to queries, ‘make the case’ over any concerns or misunderstandings and make amendments if necessary to obtain a positive outcome. We have established relationships with most local authorities in the North West and have an enviable record of success (although of course this can never be guaranteed).

If the decision is an approval, the project can move on towards construction. If however it is refused three courses of action are possible:

1. Appeal the decision, in which case the proposal will be considered by an independent planning inspector appointed by the Secretary of State.
2. Give up and go no further.
3. Modify the scheme and resubmit.

In practice, if it becomes clear that the application is going to be refused, we may advise withdrawing and modifying it rather than allowing it to proceed to a refusal. However, if this happens the local authority will usually allow a ‘free go’ at resubmission within 12 months. Reasons for refusal will have been given by the authority and we will be able to discuss with them modifications required to achieve consent.

The permission, once granted, will apply strictly to the drawings as submitted. If you have received consent but subsequently wish to make amendments to the scheme (which should be avoided, but sometimes happens) we can discuss with the local authority whether they will accept revised drawings as an amendment to the permission, rather than making a whole new application. Minor amendments may be allowed, but major ones probably won’t be and will require a new application.

Planning consent often comes with conditions: those are the fine print but are very important. Some are routine, such as the length of time the permission is valid for, others are very specific and require further agreement from the local authority before building commences on site. Do not on any account attempt to develop without planning permission or to build something differently to what has been approved, even on the assumption that it is in a position where it cannot be seen and ‘nobody will notice’. Planning enforcement officers are able to require you to demolish buildings constructed without valid consent.

Small extensions and alterations may fall within your ‘permitted development’ rights, which means that a fuller planning application will not be necessary. There are limits on height, volume, offset and interface distances that will decide whether this is the case. Our planning consultants will be able to advise on what may be allowed, but an overview of technical guidance can be found at:

http://www.planningportal.gov.uk/uploads/100806_pdforhouseholders-technicalguidance.pdf

In some situations planning permission may be unlikely to be granted, but a lesser form of development may be achievable under permitted development rights. If your project is suitable for permitted development, we would usually recommend that you, in any case, apply for a Certificate of Lawful Development to confirm this categorically. This is a simple application that should be supported by suitable drawings and calculations.

In some locations the local authority will have removed some of your permitted development rights, often for example in conservation areas. We will be able to identify whether this has been done and advise accordingly.

It is important to remember that unlike planning law (which is common law) listed buildings are subject to criminal law – do not consider making alterations without professional advice.

There are a few common misconceptions around listed buildings, for instance:

• Grants are available to help pay for work. Grants do occasionally exist, usually around specific area initiatives, however generally you are very unlikely to get a grant, and almost never with a Grade II building.

• Approved alterations to listed buildings qualify for zero rated VAT. Before October 2012 this was true, but sadly no more.

• Only part of the building is listed. Not true. If a building is listed, all of it, including non-original extensions or alterations, is listed. This can include outbuildings and boundary walls within the curtilage.

• It is impossible to gain consent for changes. This is certainly not the case and we have many examples of successful applications for changes to listed buildings. There is also no law against additions being different or contemporary in style as long as they are sympathetic and respectful to the original building.

StudioCass has many years’ experience dealing with listed buildings and consents and we are listed on the RIBA Conservation Register. We can advise you how to make a properly considered and appropriate design proposal and application to obtain the full potential from your listed property.

Alterations to domestic buildings or new buildings sited close to a boundary can often be affected by party wall legislation. Works that affect a wall, fence or any part of your neighbour’s structure, including works within specified distances of a shared boundary wall or fence, will require notification to adjoining owners in accordance with the Party Wall Act 1996 (https://www.gov.uk/party-wall-etc-act-1996-guidance). This can become a complicated issue that can take time to resolve if there is disagreement and may require the appointment of a specialist party wall surveyor to adjudicate. It is usually wise to discuss your proposals with your neighbours first to explain your intentions and hopefully head off any objections. Avoiding objections from neighbours will also ease the passage of the scheme through the planning process as they will be consulted on your proposals.

Selection of the builder can either be by negotiated tender with one candidate, based upon our detailed drawings and specifications, or by competitive tender, where the same information is issued to a number of suitable candidates and they are asked to submit their best price. It is often assumed that it is always preferable to select a contractor by a competitive rather than a negotiated tender. It is not always the case – the cost of materials and to a large extent labour will probably be similar for all contractors, variation in price therefore comes from the cost of fixed overheads that builders incur, the profit margin they wish to make, and the speed and efficiency they can apply to the project. In turn, these will depend upon how much other work they have on, how comfortable they are with the project and their assessment of its inherent risks. Sometimes a low tender price can mean that they really need the work, or they have misunderstood the complexity of the job, which will lead to problems later on. On the positive side, a good but reasonable price should mean that they have experience of similar work and have estimated it accurately, but that they run a tight ship and are confident that they can deal with it efficiently. Sometimes these aspects can be teased out more readily by negotiating with one contractor and working with him to make sure that everything required has been included and is clearly understood. This also enables us to take advantage of any practical efficiencies that he may able to suggest on the design and detailing of the scheme. In a competitive situation a builder will be less willing to work in detail with the client and the architect at this stage as the job may be more likely to go elsewhere.

There is no absolute rule about this – which way to go depends upon judgement, but in either case it is essential to ensure the contractor is tendering not just on price alone, but on value, which includes an assessment of their workmanship and finish and their approach to the project. Assessing a tender on price alone can store up problems once on site – it has been known for builders to ‘buy’ a job with an uneconomical tender price, hoping to make back the profit once on site with claims for extras and delays. We will assess every tender carefully across all these aspects and issue a detailed tender report to you with a recommendation on the contractor appointment.

It should be obvious, but is worth re-stating, that the choice of fittings and finishes can have a huge effect on the final cost of a domestic project – a luxury fit-out can be many times the cost of a budget fit-out, even if the underlying construction is very similar. It is important therefore to establish what level of finish you require and to allow for it when setting the budget at the design stage. We can prepare detailed finishes schedules to ensure that all the finishing touches are allowed for in the contract sum and not overlooked. In construction, as in most other walks of life, a good rule of thumb is that you get what you pay for and you may need to make value judgements in the design process in order to stay within your budget. There will always be a more expensive alternative and whilst we can illustrate the options available to you, the final decision on how much to spend will be yours. It is important to be honest with us about your budget – don’t understate it assuming that otherwise we will raise the specification to the upper limit. Whether you have an absolute maximum, or a target spend plus a reserve, we will work with you to allocate the costs wisely and spend the available budget where it can achieve most value. It is also always sensible to build in a small contingency sum to the budget, particularly when working with existing buildings, for unforeseen extra items – for example wet or dry rot in timber, soft spots in the ground requiring more foundations, or faulty wiring or plumbing.

Once the contractor is on site it is essential that all instructions to him are made through the contract administrator, so that we can agree costs and details with him before instructing. Do not assume that if you ask the builder to ‘just move a partition’ or ‘just add a couple of lights’ he will be doing it as a favour and at no cost because you have made him a cup of tea! However good the relationship on site, a building contract is a formal document and formal procedures should be followed for the benefit of all concerned.

There are certain items of work to existing buildings that can be charged at a lower rate of VAT, such as work to meet disability requirements and some energy efficiency requirements. If such savings are likely to be significant on a project we have an established relationship with a VAT consultant who can assess the scheme and provide a certificate to the contractor to authorise an adjusted VAT charge, however for budgetary purposes with an existing building it is safer to allow for full VAT on all costs. The builder is of course, acting as a tax collector for the Government and will periodically forward the VAT received onto HMRC. Architects and other professional services consultants are always required to charge VAT. Businesses can often reclaim the VAT paid, however this is unusual for domestic projects, and if necessary you should allow for it in your budget.

We have been involved in environmentally-aware design for over thirty years, long before it became newsworthy or fashionable and including ‘off-grid’ and Passivhaus developments, and can advise you on how to approach this subject in a way that is both appropriate and cost-effective, including consulting with specialists in the various available technologies if required.

At the heart of our design approach however, rather than relying on plug-in technologies simply to deliver energy more efficiently, is to design buildings that require less energy in the first place. Orientating rooms and windows for the optimum aspect for the path of the sun, incorporating sufficient levels of insulation and minimising heat loss through excessive ventilation are the most cost effective and unobtrusive means to minimise energy consumption and should always be optimised wherever possible before resorting to additional technologies.