Ashurst Drive and Headley Heath Approach Roads Association
Annual General Meeting
18th June, 7.30 pm
St Andrews Church, Box Hill
Committee Members
Bill Donnelly (BD) - Chairman
Ian Hardy (IH)– Treasurer
Carol Berbridge (CB)
Julie Lever (JL) – Acting Secretary
Paula Wood (PW) - Web Site Administrator
Tara Nicklin (TN) - apologies
1. Welcome and Introductions
BD welcomed all attendees and introduced the Committee Members
2. Minutes of last AGM
Minutes were approved with no objections – proposed and seconded. No Vote required. Minutes are available on the website - https://www.adhhara.com/home.
3. Election of Committee
All current members were proposed and seconded. Glenn Goodwin was proposed and seconded as new member of the Committee representing AD.
4. Treasurers’ Report
Accounts were presented as at 31st December 2023 by Ian Hardy.
Income received
Ashurst Drive - £5,927.02. Increase is due to deferred payments by some of the Park Homes from the previous year.
Headley Heath Approach - £2,740.59
Maintenance
Ashurst Drive £7,438.20.
Headley Heath Approach - £2,594.40
Balances
Ashurst Drive - £6,261.76
Headley Heath Approach - £25,769.64
IH noted that we are currently spending more than we are receiving. Contributions so far this year from both roads equate to around 60% of the potential maximum. In general IH felt we should exceed last year’s subscription collections from residents.
It was proposed and seconded to keep subscription at £100 for each road for 2025.
The monies for each road are accounted for separately due to a large reserve for HHA. HHA and AD each have their own savings account with a common working current account.
The focus for the committee in 2024 is to increase the numbers of houses paying. So far this year subscriptions received
AD - £2,400. Anticipate it will be £3,500 by year-end
HHA - £2,000. Anticipate it will be £2,500 by year-end
Work was done to decrease the cost of insurance.
One attendee asked for details of which properties have not paid. Details are available on the website under Finance tab - https://www.adhhara.com/home of who has paid.
An information pack has been created for new residents.
5. Website
Thanks were given to PW for continuing to maintain the website. The website contains very useful information and we would like to encourage residents to visit the site and sign up to receive email notifications. Currently around 30% of residents are receiving emails. We would welcome any stories you might be able to share. Please visit https://www.adhhara.com/home.
6. Maintenance
a) HHA is in pretty good condition. A limited number of patch repairs were made in 2023. It has been agreed not to remark the yellow lines and just maintain the white triangles to comply with legal requirements.
b) Residents will be encouraged to maintain the frontage of their properties if they are able.
c) A substantial section of AD was resurfaced using 2 years of subscriptions.
d) 2024 Planned Maintenance. It is important that work is carried out at the right time dependant on weather. The committee was waiting for a quote from the contractor following a site walk 16/6/2024. In general the plan was consolidate with limited patches in HHA and AD and view to a longer term resurfacing of sections of the road every other year.
7. AOB
It would be very helpful if residents could encourage their neighbours to contribute to the maintenance of the road if they felt able to do so. Important to make people aware that if the roads deteriorate this could impact on property prices and make it difficult for emergency services to access.
8. Close and Thanks
BD thanked everyone for attending. Attendance was up on the previous year but still proportionally low.