Ashurst Drive and Headley Heath Approach Roads Association
Annual General Meeting
16th September 2025, 7:30pm
St Andrews Church, Box Hill
Committee Members
Bill Donnelly (BD) - Chairman – apologies
Ian Hardy (IH)– Treasurer
Julie Lever (JL) – Acting Secretary
Carol Berbridge (CB) apologies
Paula Davies (PD) – Website Administrator
Tara Nicklin (TN) - apologies
Glenn Goodwin (GG) – Committee Member
1) Welcome and Introductions
IH Chaired the meeting on behalf of BD and welcomed all attendees and introduced the Committee Members
2) Minutes of last meeting
Minutes were approved with no objections – proposed and seconded. Vote – Carried. Minutes are available on the website - https://www.adhhara.com/home
3) Committee Roles
All current members were proposed and seconded. Vote – Carried. New members were invited to join. If residents are interested please email - contact@adhhara.com
4) Treasurer’s Report
IH presented the draft accounts for 2025 as at 12th September 2025.
Income received
Ashurst Drive - £3,029
Headley Heath Approach - £1,959.45
IH noted there is still to the end of the year to receive contributions. General current contributions were behind normal levels for this time in the year. IH noted that there have been a number bereavements in the roads and a number of properties are lying empty or up for sale which is probably a contributing factor. Reminders will be sent to houses who have not contributed this year as the standard chaser.
Maintenance
No maintenance has been undertaken this year so far. See details under item 5.
Balances
Ashurst Drive - £6,584.39
Headley Heath Approach -£29,414
A full copy of last years and this years interim accounts are available on our website https://www.adhhara.com/home.
Subscription level 2026.
It was proposed to keep the annual subscription for general properties at £100. This was approved. This was on the basis of limited work proposed for this year allowing funds to build and the items covered in item 5. However, GG noted that given the level of inflation experienced since the annual subscription was last increased it is quite likely that the annual subscription in 2027 may need to be higher than the current level.
5) Maintenance
No significant work is required in either road at this point in time. As mentioned in item 4 no maintenance paid for by residents has been undertaken for the two roads in 2025. This decision was based on ensuring work required by Thames Water was completed. Due to the condition of the sewerage pipes running down Headley Heath Approach it was felt inadvisable to undertake non-essential maintenance until after the winter as the pipe condition seems poor and there were three separate leaks in late 24/early25. These required local repairs and the associated tankers caused damage to the road. It was also reported that should the leaks become more frequent total replacement of the main would need to be carried out along the whole length of HHA. It was agreed to see how the pipe performs during the next winter when it is at maximum load before deciding on more maintenance to HHA. In the medium term HHA will need a new top coat/wearing course. Additionally the funds for Ashurst Drive were limited this year after last years work.
Everyone was encouraged to maintain outside their properties, particularly overhanging trees
6) Update on Thames Water Sewer repairs
Following the repairs to the pumped sewage main in HHA the Committee considered that the works had caused damage to the roads and pursued Thames Water to make repairs. It has taken many months of hard work to highlight damage from their vehicles during the works and arrange for the repairs to the road. Julie Lever led the contact from the Roads Association and Glenn and Paula also put in a considerable amount of work. This has resulted in some significant repairs to the end of HHA and AD leaving the road in a good state of repair and saving the roads circa £10000-£15000 in having to carry out work that would have been required in the next few years before the heavy vehicles damaged the surface irrecoverably. Work has now been completed and the case is now closed. Well done to all those involved.
7) Communication with residents
PD reported on the Website – please visit https://www.adhhara.com/home. All residents are welcome to send their email addresses so they will receive updates. Requests for information are regularly received from solicitors of residents selling their properties. Information is available on our website and a standard reply has been put together by PD to make the process as quick as possible. PD noted that typically solicitors want to know if the Roads subscriptions are up to date and this can delay completion of sales.
8) AOB
A question was asked by a Park Home resident about how the various Park Home sites contribute and IH briefly outlined the historic subscription agreements that are in place with each of the sites. However, it was noted that the committee have only received partial payment from Merrywood in respect of 2024 and 2025 and are continuing to follow up with Greenford Park Homes, who own the Merrywood site, to try to achieve full payment in line with the previous agreements in place. It was agreed that it is important for all residents to contribute towards the upkeep and maintenance of the roads and support the community led association.
GG suggested that it may be helpful if residents could encourage their neighbours to contribute to the maintenance of the road as it is in everyone’s interest to help ensure we have roads that enable deliveries to be made, and emergency vehicles and council services to continue to operate for the benefit of the community. It was also noted that if the roads deteriorate this could impact on property prices and general ease of access for residents and associated services.