Ashurst Drive and Headley Heath Approach Roads Association
Annual General Meeting
18 th October 2022 at 7.00pm
St Andrews Church, Box Hill
Attendees:
See list of Resident attendees - Item 20
Committee Members – Apologies:
Bill Donnelly (BD) - Chairman Tara Nicklin (TN)
Phil Nicklin (PN) – Treasurer Stan Sulzmann (SS)
Julie Lever (JL)
Shirley Wilson (SW) (Stepped down)
Carol Berbridge (CB)
Paula Wood (PW) Joint Secretary (Stepped down – But remains as Web site Admin)
Ian Hardy (IH) Joint Secretary
1. Welcome and Introductions
BD welcomed attendees
2. Minutes of last AGM (March 2020)
BD noted last AGM was in March 2020.
BD noted no comments on previous minutes.
BD noted the formal Jubilee event didn’t go ahead but an informal event did take place and
thanked those concerned..
Carol Burbridge Proposed
Robin Coleridge Seconded
No Objections - Carried
3. Committee Roles
BD noted some changes
Stan Stulzmann is standing down.
TN remains a committee member.
Paula Wood is standing down as joint secretary but continues as Web site Admin and committee
member.
Shirley Wilson is standing down.
Carol Berbridge remains a committee member.
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Phil Nicklin – Will remain as Treasurer to the end of the Calendar year and then hand over to Ian
Hardy
Julie Lever will become Interim Secretary when Ian Hardy takes up the Treasurer role
Ian Hardy will become secretary until the end of the year then move to the Treasurer role
Bill Donnelly BD – Remains Chairman
BD requested anyone who would be willing to help to contact the committee, in particular from AD.
No Vote required.
4. Treasurers’ Report
Draft Interim accounts were presented as at 9 th September 2022. See attached.
HHA has had a deficit in year due to maintenance
HHA large credit balance has been moved to a Deposit Account.
AD has a credit in year but no maintenance has been carried out.
IH has been made a signatory for the account so that a person from each road will always be a
signatory for a transaction in that particular road.
PN noted there have been significantly more contributions since the 9 th Sept.
A question was asked about if the HHA deposit account could only be accessed by HHA residents. It
was noted that an HHA resident signature was required for all transactions and that direct access to
the account was not possible.
Recent subs £800 and HHA £550 have been received since the interim accounts were submitted.
A question was raised if partial payment meant if someone can still vote. BD noted this is at the
discretion of the committee.
The same level of Subs, £100 per resident annually for both roads was proposed for 2023.
PS Proposed
Sarnia Poat Seconded
Carried.
5. Maintenance
HHA – Some patching done in 2022, the gulley was repaired and lining re done.
Propose to road sweep after leaves (Some questions where asked re width and people
moving. This needs looking at in terms of a 4m width. This will be considered) Paul Marsden
noted drainage ditches need attention.
AD - Some pot holes will be dealt with. Speed humps will be remarked. Timing will depend on the
final funding level and weather.
6. Ashurst Drive Initiatives to Raise Funds
Item 6 was covered in section 3. BD noted Paul Dowell has carried out a door to door to talk to non
payers. This was quite successful and has led to a better rate of Subs return for AD. It was noted
that cash payments made payment easier for some and these will be accepted.
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CB asked for opinions re the AD status. One AD resident noted general condition is poor in limited
number of areas but lining to speed bumps is a more urgent issue.
It was generally noted by the committee that AD had made a good move to gaining sufficient funds
to be able to carry out actual work and it was noted that when the residents see things happen it
will help to maintain the incentive to contribute.
7. Park Homes/Ruskins Subscription
A meeting was held with the three Park homes, and Ruskin’s representatives by BD & PN.
Beechwood and Orchard and Ruskin’s agreed to double their subscriptions. Ruskin’s were in
agreement to pay arrears from 2021 onwards and by separate discussion review arrears with Mike
Clarke for arrears 2018-2020.
Merrywood noted that units were created in 1983 and a lump sum was paid. It was agreed that in
the future it would pay 4 times the domestic rate. Previously £200 total. This was later adjusted to
£400. They agreed to take a doubling of the subs away to their management and will come back to
the committee.
8. Communications with Residents
PD noted the web site is up and running and a new version will be published soon. PD also asked to
share any photos BD noted AD options for dealing with the road’s maintenance.
9. AoB
Sarnia Poat asked a question about the Public Liability insurance and the difference in condition of
the two roads and if this leaves HHA liable. This will be reviewed by the committee. SP asked if
splitting the roads association into the two roads is an option.
PN asked about car parking. Technically no one should park on a bridleway. BD noted that that this
is probably best sorted in a personal communication.
10. Close and Thanks
20. Residents attending
Jean & Shirley Dennel - Maid Marion
Martin Richards, Redwing
Diane and Minnie Miranda - Merrywood Park
Paul Marsden - Sandling
Robin Coleridge and Sarnia Poat, Sheldon
Rob Goldsmid, Pine Lodge
Kate Lewis and Pauline Evans, Little Acorns
Chris Burrage, Stepping Stones
17th March 2022 at 7.00pm
St Andrews Church, Box Hill
Attendees:
See list of Resident attendees - Item 20
Committee Members – Apologies:
Bill Donnelly BD - Chairman Tara Nicklin (TN)
Phil Nicklin PN – Treasurer
Julie Lever (JL)
Shirley Wilson (SW)
Stan Sulzmann (SS)
Carol Berbridge (CB)
Paula Wood (PW) Joint Secretary
Ian Hardy (IH) Joint Secretary
1. Welcome and Introductions
BD welcomed attendees
BD noted Meeting was being recorded to aid minutes
2. Minutes of last AGM (Dec 2019)
BD noted last AGM was in 2019 due to covid. Noted intention to get back to normal in 2022.
BD noted no comments on previous minutes.
PN Proposed Approval
Richard Barker Seconded
No Objections - Carried
3. Confirmation of Committee Members and Future Roles
BD proposed new committee members:
Paula Wood
Tara Nicklin
Stan Sulzmann
Carol Berbridge
Ian Hardy
BD further proposed the main committee roles for the year 2022
Bill Donnelly BD - Chairman
Phil Nicklin PN – Treasurer
Paula Wood (PW) Joint Secretary
Ian Hardy (IH) Joint Secretary
PN Proposed
JL Seconded
No Objections - Carried
4. Financial Report Phil
PN presented accounts
2021 in single sheet. (See attached)
PN noted low level of funding from AD residents
PN/CB noted high residue for HHA.
Noted that Park Homes subscriptions represents - £400+275 =£675 of the £1,775 collected for AD.
BD/PH noted and stressed that subscriptions and funds are dedicated to each road which contributed to them and cannot be used for any other purpose. Funds may not be taken from one road’s accounts for the use of the other.
PN proposed £20,000 deposit account for HHA and appointment of a Signatory from HHA.
Revised accounts were presented.
Question Paul Dowell (Nook) AD Requested totally separate bank accounts for both roads but it was felt a separate deposit for HHA was acceptable.
The creation of separate deposit account for the large residual sum for HHA was agreed.
CB proposed and Mrs Poat Seconded IH to be appointed as HHA signatory.
Vote was carried and passed by 8/0.
PN thanked John Creswell who audited the accounts.
5. Accounts
Approval of Accounts were proposed by David Barnish.
Seconded by SW and the motion carried by 12/0
6. Summary of Subscription Payments
The level of subscriptions was presented in the single sheet of accounts.
The low level of subscription and limited returns in AD was noted.
Paul Dowell of the Nook talked about AD residents taking a lead in communicating with other residents to restore contributions and bring new residents on board. The committee will look at a working group to follow up with non-payers.
7. Adjustment of AD Subscription Levels to £100 pa
BD proposed and PN seconded a vote to increase the AD subscription from £50 to £100 per annum which was seen as essential to redress need to bring AD funds back to a workable level.
This was carried 5/2.
Post meeting note: In line with the increase of residents’ contributions the committee will seek to increase the Park home contributions accordingly.
No proposal to change the HHA subscription was made so this remains at £100 per annum.
8. Options for resurfacing/maintenance of Ashurst Drive
BD noted AD options for dealing with the road’s maintenance.
1. Patch and mend existing
2. Whole road resurfaced circa £60-£70k
3. Sections of the road to be resurfaced as funds allow.
Whilst no plan was decided on, the first action will be to bring the numbers of AD homes contributing up to a high level.
9. Creation of HHA Savings Account
This was approved
See item 4.
10. Withdrawal of “Over 80’s” subscription concession
BD noted that this had been questioned. Jean Dennell supported rescinding the concession as a large number of residents fall into this category, are typically not in an “In Need” category and since the contribution is voluntary it is effectively self-regulating. CB agreed.
A vote carried the motion 12/0
11. Use of Thames Water Compensation
BD noted that this was a compensation payment by Thames Water following their protracted works to deal with the drainage problems in HHA.
Proposal to budget for up to £300 spend on setting up website. (See item 13)
Proposed IH, Seconded PN Carried 16/0
£200 of Thames water money to be allocated to Jubilee celebration.
Vote carried motion 10/2
12. Summary of Road Works Completed, In Progress or Planned
Outstanding HHA works. Half payment made to Contractor. Contractors originally going to return to complete outstanding works when works in AD were to be done but these could not proceed due to low funds in AD account.
Contractors will return when the weather improves to revise/complete the road markings.
Ashurst Drive works can’t be completed due to insufficient funds.
13. Web Page and E-Mail Address
PW noted ADHHARA.COM domain name purchased for £10 per annum.
Email address is contact@adhhara.com
Web site being developed using Google Sites – website address is www.adhhara.com
The new website should allow easier communication with the residents, share payment information and allow new residents to understand the role of the association.
14. Maintenance of Residents’ Information under GDPR
IH noted this applied since 2018 and applies for all information retention. Certain rules must be adhered to. The proposed web site will allow the Association to bring their procedures into line with the requirements.
15. Identification of New Residents and other Changes
List of residents needs to be updated to reflect new movers. Working group to be identified in AD and HHA to perform this task. Paul Dowell offered services in AD but asks for an information pack to take round. Web site should offer this.
16. Research into retrospective Deeds of Covenant
BD has researched if houses deeds can be amended to include compulsory contributions to the RA. Advice from a solicitor (at no cost) is that this can only be done voluntarily. BD proposed circulating text that could be incorporated voluntarily. BD will investigate further at no cost.
17. Queen’s Jubilee Social Event and Helpers
Previous event was very successful.
Proposal for Sat 4th June 2-6pm for Jubilee at Kings Oak
£200 of Thames water money to be allocated.
A vote carried this 10/2.
18. AoB
Paul Marsden noted:
Over hanging hedges
Outside parking to be discouraged
Noted gulleys at end of HHA need unblocking.
Paul Dowell Noted:
Highway code – To note precedence of road users has changed.
General questions:
Query re separate PL Insurance for each road to reflect the care of road and its condition. Committee to review and get quotes for cost from existing brokers.
Look at sweeping road to remove leaves etc. BD noted he had received a high quote. Committee to review.
Suggestion of a working party. Note needs to be through the Road Assoc for insurance coverage to apply. Committee to review.
19. Close and Thanks
20. Residents attending
Ashurst Drive
Paul Dowell The Nook
Guy and Mary Howford The Cedars
Brian and Anne Tapp No 28
Mark Rogers Woodcote
David and Muriel Barnish Spinney Rise
Headley Heath Approach
Peggy Watts Fernash
Jean Dennell Maid Marion
Carol Berbridge, Mike Pettit Validus Cottage
Paul Marsden Sandling
Sarnia Poat, Robin Coleridge Sheldon
Janet and Richard Barker Headley Down
Liz Kiff Milestone
Dave Furlonger Kinabalu