As far back as July 2024 Peter Westgarth and David Baker began the process of calling all interested parties to the table to discuss procedures when the Level Crossing mechanisms fail and residents north of the Crossing are effectively cut off from all vehicular traffic. Rumours and anecdotal evidence were rife but no-one had actually got all parties together to learn what the procedures were, or how they could be improved.

Procedures for closing the Crossing for maintenance or rail replacement were established and by and large worked well minimising the inconvenience to residents. Procedures for unplanned closures were another matter. When Peter was prevented from collecting his daughter from Kingston this was the catalyst for examining more closely what Network Rail's procedures were.

A meeting was arranged by Peter and David with four representatives from various sections of Network Rail, local MVDC and SCC Councillors, the Ashtead Common Senior Ranger and representatives from SECAMB (Ambulance Service) and SF&RS (The Fire Brigade). From this meeting and a subsequent one attended by Helen Maguire MP, a Protocol was drawn up on how Network Rail address unplanned Crossing failures.  After some delay, the Senior Public Affairs Manager has responded on behalf of Network Rail to submissions made by the ARA regarding this protocol to be used within Network Rail, and the arrangements for notifying external agencies. This protocol will be used by all railway entities in the event of a failure of the level crossing barriers at Ashtead Station resulting in the isolation of the area north of the railway line and denying vehicular access either in or out. 

Network Rail acknowledges the importance of the level crossing to affected residents and the unique situation nationally in which it is the only means of vehicular access to, or exit from, an area isolated by a failed level crossing barrier.  

The final protocol, Ashtead Level Crossing - Unplanned Failures (see below), provides an overview for Ashtead residents and other interested parties of Network Rail and the Emergency Services' response to any failure.

There is one sticking point, and that is the time it takes for a maintenance crew to come from the Wimbledon Depot to correct the fault. Even with a following wind, this can be 30 minutes. In this respect, we have been able to secure improvements for SECAMB to reach a patient, and SF&RS will liaise with Network Rail staff on site to open the Crossing manually. (NOTE: This is not staff at the Booking Office as these are Southern/GTR staff and they have nothing to do with the Crossing)

As an extension of this protocol the South East Coast Ambulance Service (SECAMB) and the City of London Corporation Ashtead Common Estate Rangers have established an arrangement whereby in an emergency, an ambulance can be guided across Ashtead Common from an entrance at the Wells. As part of these arrangements SECAMB will also notify the Kent, Surrey & Sussex Air Ambulance Service (KSSAS) of the failure of the level crossing barriers to alert the Air Ambulance, based in Redhill, of the possibility of a call out.