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Notice of Annual General Meeting 2025

You are invited to attend the AHSRA AGM:

6pm Tuesday 12^th August 2025 – The Pavilion, Ashton Lane

The purpose of the AGM is to give “Members” an opportunity to ask questions for clarification and vote on business items on the agenda.

Anyone over 16 years old living in Ashton Hayes and Horton-cum-Peel attending the meeting is a “Member”

If you could consider volunteering your time, energy or abilities towards running our community facilities it’s a great opportunity to meet the trustees.

A List of “Members” is taken of all those attending the meeting, name, address, email address. This list becomes the AHSRA Members List and is retained in line with Data Policy and Articles of Association. Elected Directors living outside the village are also “members”.

Voting is by show of hands and all” Members” (those attending the meeting, living in the village over 16 years) have right to vote and a Record of decisions taken is made.

Sample AGM Agenda:

1. Introductions /Welcome
2. Apologies for Absence
3. Purpose of the Meeting
4.  Declaration of Interest
5. Minutes of previous AGM
6. Approval of the Minutes
7. Chairmans Annual Report – (Chairman)
8. Financial Report (Treasurer)
9. Adoption of Annual Report and Adoption of Accounts
10. Appointment of Auditors/Independent Examiner
11. Trustee Resignations and Retirements
12.  Election of Directors / Trustees
13.  Review of Meeting Effectiveness
14.  Meeting Close

At the AGM, Trustees are elected. The AHSRA board of trustees are actively seeking additional volunteer members as there is a continuous need to renew and refresh our capacity and capabilities and to ensure that it continues to meet the needs of local people, through having a diverse group and succession planning. Representing all aspects of the community is key to ensuring that the facilities are sustainable and thrive. No special skills are required, just a desire to help to maintain and improve the facility, and some of your time to get involved (trustee meetings, help at events, etc). If you are interested in the role and would like to know more email ashtonhsra@gmail.com  More information about what being a trustee of a charity entails can be found at: https://www.gov.uk/government/publications/charity-trustee-welcome-pack/charity-trustee-welcome-pack

Annual Parish Meeting Report – March 2025

ASHTON HAYES SPORTS AND RECREATION ASSOCIATION – prepared by Ian Ridgley, Chairman
Ashton Hayes Sports and Recreation Association (AHSRA) has a Board of 13 trustees with this year Tom Dempsey and Gary Ward joining and Onnie Powers and Jon Gilbert resigning. The aim of the Charity is to manage the Queen Elizabeth II Playing Field and Pavilion on behalf of the village of Ashton Hayes and promote amateur sport and recreation for all ages in the Parish.

COMMUNITY EVENTS:
D-Day-80: As part of the national commemorations AHSRA hosted and organised the community event at the Playing Field with bar and BBQ followed by the beacon lighting at 9:15. There was an army of volunteers who made the event happen and there was a really good turnout. Each section of the Tribute was read by members of some of our community groups on behalf of the wider community (AHSRA, Parish Council, WI, School, Allotment Association, Community Shop and a representative of the emergency services – with a final section from the Church community to express our hope for a peaceful future)
The Lighting of the Christmas Tree: This was the third year of this event run by volunteers, with a tree being donated. Carol singing brought Ashton Sings and St John’s choirs together. Santa visited, there was a free mini lights trail for the children, bar, refreshments and a raffle.
Dog Friendly Event Trial: After a successful trial a dog friendly event policy is now in place which is intended to increase community engagement and inclusivity at events and is in recognition of an increasing desire in the community to bring dogs to community events held at the QE2 Sports Field.

FUNDRAISING ACTIVITIES:
Picnic in the Park: This was the main fundraising activity for the ongoing operations of AHSRA, delivered by volunteers in July in dreadful weather. There were side stalls to browse, bar and BBQ, entertainment from Ashton Folk, side show games, tombola, raffle and fun races.
The Pavilion – Space for Hire: The focus of the space shifted in the Autumn from a café with regular opening hours to a space which can be used more widely by the community or local businesses or organisations for social gatherings and celebrations or meetings any day of the week. Wifi has also been made available and there are some regular users as well as some one-off bookings.
The Pavilion – Fundraising Space: AHSRA volunteers are planning small fundraising events based in the Pavilion and/or the outside area

SPORTS FACILITIES:
Football Pitches: Hiring is a vital income stream. The full-size pitch is being used by 2 Vets teams (which requires hiring of the changing rooms) as well as several Junior teams, with the smaller pitch being used by the younger teams. The level of use of the pitches is monitored to minimise damage to the surface and safeguard ongoing income. The booking system has been streamlined, a new storage box installed (paid for by Tarvin FC) for easy access to nets etc and a storage area created for the new collapsible goal posts. A successful funding application to the Football Foundation with £900 received towards new fixed goal posts for the main pitch
General: Available 24/7 the playground is used throughout the year after school, weekends and school holidays. The Playing Field is also well used beyond the formal pitch hire. The cricket wicket was hired out for an U9s match. The adult gym has regular users and is in use most weekday mornings and early evenings. The perimeter path is in almost constant use throughout the day, from before sun rise to after dark. It offers exercise opportunities to all ages and to dogs on leads too and vast numbers of children have over the years been able to learn to ride their bikes in safety because it is there.

FUNDING INCOME:
Annual Parish Council Funding: £1100 was this year awarded specifically to go ahead with the installation of a Hive heating control system in the Pavilion (to allow remote and greater control ,more suitable as a meeting space) and the replacement of internal taps (to prevent water being wasted). There was also a contribution towards the installation of the battery linked to the solar energy system.
UKSPF Community Building Fund: Grant £5705 for the addition of a battery to the solar energy system. This enables more of the solar energy to be retained for use during the day and over time provides cost saving
Cheshire Community Action: £1200 of Welcoming Spaces grant funding was awarded for the set up and running of a fortnightly lunch club café with space for 10-12 people. Aimed at those who would like to get out to socialise with others more than they are able to currently and serving a simple homemade lunch
Clutterbuck Trust: £1000 was awarded following a successful application
Football Foundation: £900 towards new fixed goal posts
Ashton Hayes Community Energy Company: Contribution towards the installation of the battery linked to the solar energy system.

COMMUNITY ENGAGEMENT:
Volunteer Consultation: During the continuous improvement review for the future use of the Pavilion we spoke with volunteers to gather their thoughts and also determine how they would like to volunteer going forwards and we have taken account of that in our planning
User Consultation: Currently seeking community feedback about priorities of future funding applications and any additional items that could be considered. The priorities were shared in ‘Around Ashton’.
Ongoing Communication: The web pages and noticeboard are kept up to date and both Nextdoor and the village Facebook groups are used to ensure that we are reaching as many people across the Community as possible with details of how they can get involved and what events there are. ‘Around Ashton’ continues to be a valuable channel for reaching the community
Police Surgery: A second Police Surgery was hosted by AHSRA, with the PCSO bringing along some games for children to play while residents could raise and discuss any issues or concerns
Community Clean Up: The Playing Field and Pavilion continues to be used as the base for this twice yearly activity which is at the request of the Parish Council It provides a collection and drop off point and much needed refreshments are available to those volunteers participating.

PLANNING FOR THE FUTURE
Financial Considerations: AHSRA total operating costs are in the region of £9,000 per year and are currently not being fully met by revenue meaning that we are forecasting an approximate £3,500/year deficit which will significantly cut into our reserves. We have some costs saving and revenue increase plans in place however, the challenge is how to ensure that there is enough income to continue to cover basic operating costs and to provide the facility to the community. The PC have been made aware of these challenges and there are ongoing meetings between the organisations to share ideas.
Parish Council Funding: This year the PC funding was £1100 which was spent on specific items which met a sustainability criteria and will help reduce costs, though not to the full extent needed. We are grateful for this, as we are the fact that previously the Parish Council were able to award £2000 of funding annually to help to finance the maintenance of the community open space, such as mowing grass, maintaining hedges, gates etc (now £3500/year).
Future Funding Applications to Awarding Bodies: AHSRA will continue to seek all possible grant funding opportunities these are sadly often only available for specific capital items, so an application for funding for the cost of maintenance or insurance or safety inspections etc is not
possible. Any applications made will therefore normally need to be for improvements or replacements. The demand for grant funding is highly competitive so that the proportion of
applications that are successful is ever reducing .

UPCOMING COMMUNITY AND FUNDRAISING EVENTS:
The Pavilion Café Lunch Club: It has just started opening its doors every other Friday and still has room for those wishing to register as a member
VEDay 80 Celebration: As part of the National celebrations, AHSRA is hosting a free entry community evening event on Thursday 8th May at the playing field, including the lighting of the Beacon. Refreshments and Bar.
Scarecrow Trail \ Picnic in the Park: There will be activities planned to coincide with the village Scarecrow Trail which runs over two weeks in July. Plans include a trail for children around the perimeter path (yellow brick road) and a Picnic in the Park style event.

Notice of Annual General Meeting 2024

You are invited to attend the AHSRA AGM:

6pm Wednesday 17^th July 2024 – The Pavilion, Ashton Lane

The purpose of the AGM is to give “Members” an opportunity to ask questions for clarification and vote on business items on the agenda.

Anyone over 16 years old living in Ashton Hayes and Horton-cum-Peel attending the meeting is a “Member”

If you could consider volunteering your time, energy or abilities towards running our community facilities it’s a great opportunity to meet the trustees.

So that we can ensure that we have enough space to accommodate attendees comfortably it would be appreciated (although not required) if you could email ashtonhsra@gmail.com to advise that you are attending the AGM.

A List of “Members” is taken of all those attending the meeting, name, address, email address. This list becomes the AHSRA Members List and is retained in line with Data Policy and Articles of Association. Elected Directors living outside the village are also “members”.

Voting is by show of hands and all” Members” (those attending the meeting, living in the village over 16 years) have right to vote and a Record of decisions taken is made.

At the AGM, Trustees are elected. The AHSRA board of trustees are actively seeking additional volunteer members as there is a continuous need to renew and refresh our capacity and capabilities and to ensure that it continues to meet the needs of local people, through having a diverse group and succession planning. Representing all aspects of the community is key to ensuring that the facilities are sustainable and thrive. No special skills are required, just a desire to help to maintain and improve the facility, and some of your time to get involved (trustee meetings, help at events, etc)

If you are interested in the role and would like to know more email ashtonhsra@gmail.com

More information about what being a trustee of a charity entails can be found at: https://www.gov.uk/government/publications/charity-trustee-welcome-pack/charity-trustee-welcome-pack

Annual Parish Meeting Report – April 2024

Ashton Hayes Sports and Recreation Association now have a Board of 14 trustees. Ken Hartley, who was a founder Trustee resigned and we were pleased that Ian Ridgley and Graham Lennie agreed to be co-opted on to the Board earlier this year. They have brought added skills to the Board.

The following activities took place during the last 12 months:

King’s Coronation Big Lunch We celebrated King Charles’ Coronation in May and the sun shone for us and it was fantastic to see so many people coming to support the event. There was a Bar, BBQ and sales of drinks, ice cream and cakes were available from the pavilion.  The decorated wheelbarrows were the highlight of the afternoon and very entertaining to watch them racing. Side stalls and other races, including egg and spoon and 3-legged, were competitive and exciting. The afternoon rounded off with the tug of war and relighting of the Jubilee beacon !

The Lighting of the Christmas Tree  was held, for the second year running  at the beginning of December.  The night was not as cold and frosty as last year and everyone had a good time.  Father Christmas led the countdown to the switching on of the lights and we were entertained by Carol Singers from St John’s choir.  Hot and cold drinks and mulled wine were served from the Pavilion and beer and wine from the Bar. Fairy lights and Christmas music gave a festive atmosphere. Lots of children followed the free mini lights trail. The beacon was recycled into a brazier which was lit during the evening.

Football  Pitch hire is a vital income stream and has increased. We have several local teams using our pitches: Ashton Vets and Tarvin Vets use the main pitch on Saturday afternoons. Four Tarvin AFC Boys team (U11 and U12) play regularly on Saturday mornings and Sunday afternoon. We now have 2 teams (U16 and U18) who play regularly on a Sunday morning. Because our pitch is well drained we have requests from other teams to use our facilities but we do have to limit these as we do want to preserve the quality of our pitch for the benefit of our regulars.

Repair of Playground Equipment The launch pad of the aerial ropeway was repaired with chequer plate. The butterfly see-saw spring had broken and needed to be replaced and the seats on the rotating rocking beam have also been replaced. Following an inspection the swing seats and chains also required replacement. The cost was £2710 for the parts with a working party of volunteers providing the labour.

Repair of Perimeter Path The much needed repair to the perimeter track was completed successfully just before Easter. This path is used by all members of the village from the elderly down to toddlers learning to ride bikes. The grant of £2,000 from the Parish Council helped towards the final cost of £4,220 + VAT  The balance being paid for from AHSRA funds.

Police Surgery  The local Police Surgery was hosted by AHSRA and residents were able to come along to the car park to discuss any issues and concerns they may have with the local police. This proved very popular and the police have requested that we hold another one on Saturday, April 20^th

Community Engagement has been a continuing focus. We are mindful of the need to ensure that the community has visibility of how and why AHSRA operates and how it is funded.

Attracting volunteers to enable fund raising activities to take place (ongoing in the café and at specific events) is vital to the future sustainability of the facility.

The web pages and noticeboard are kept up to date and both Nextdoor and the village Facebook groups are used to ensure that we are reaching as many people across the Community as possible with details of how they can get involved and what events there are.

The PC newsletter ‘Around Ashton’ continues to be a valuable channel for us in reaching the community. We continue to support the Parish Council in the use of Nextdoor, the visibility of ‘Around Ashton’, PCSO visits, hosting the community clean up and the plastics initiative.

Planning for the Future  As mentioned in last year’s report ASHRA has a 10 year re-investment plan as most of the Play Equipment is now 12 years old and this equipment will have to be replaced over the coming years. As the acquisition of grants, in addition to fundraising events, will be crucial to meet this commitment any available funding opportunities are reviewed on an ongoing basis. The income stream from the Café is at risk due to lack of volunteers and a review of the operating model is to take place to ensure sustainability.

Community and Fund Raising Events being planned

The D-Day 80 Celebration As part of the National celebrations, AHSRA is hosting a free entry community event on Thursday 6^th June at the playing field from 8pm. This event includes the lighting of the Beacon at 9.15pm. Each section of the Tribute will be read out by various members of the community rather than one dignitary. The pavilion will be open selling drink and ice cream and there will also be a Bar and BBQ. Thank you to the Parish Council for offering to purchase the D-Day 80 Flag of Peace which will be flying from our flag pole on the recreation ground.

Picnic in the Park  We will be holding the free entry Picnic in the Park this year on Saturday July 13^th from 12 noon.  We want it to be a fun and relaxed event and hope that the sun will shine!  There will be a BBQ selling burgers and sausages, a fully licenced Bar and the Pavilion will be selling ice cream, hot/cold drinks, cakes and strawberries and cream. There are plans to hold fun races for children and fun side shows such as a coconut shy, Beat the Buzzer, Splat the Rat, a Raffle and Tombola. Side stalls selling craft products will also add interest to the event.

As always we will be looking for volunteers to come forward to help on the day (car park duty, running side stalls, serving on the Bar and in the Pavilion and help with the BBQ) We also need people to setup and take down gazebos etc. on the day.

Notice of Changes to Visitor Guidelines 2024

Notice of Annual General Meeting 2023

You are invited to attend the AHSRA AGM:

6pm Tuesday 18^th July 2023 – The Pavilion, Ashton Lane

The purpose of the AGM is to give “Members” an opportunity to ask questions for clarification and vote on business items on the agenda.

Anyone over 16 years old living in Ashton Hayes and Horton-cum-Peel attending the meeting is a “Member”

If you could consider volunteering your time, energy or abilities towards running our community facilities it’s a great opportunity to meet the trustees.

So that we can ensure that we have enough space to accommodate attendees comfortably it would be appreciated (although not required) if you could email ashtonhsra@gmail.com to advise that you are attending the AGM.

A List of “Members” is taken of all those attending the meeting, name, address, email address. This list becomes the AHSRA Members List and is retained in line with Data Policy and Articles of Association. Elected Directors living outside the village are also “members”.

At the AGM, Trustees are elected. AHSRA are actively seeking new volunteer trustees as there is a continuous need to renew and refresh our capacity and capabilities.

Voting is by show of hands and all” Members” (those attending the meeting, living in the village over 16 years) have right to vote and a Record of decisions taken is made.

Ashton Hayes Sports and Recreation Association now have a Board of 13 trustees and we were pleased that Alison Howe joined the team at the AGM and David Rounthwaite was co-opted just before Christmas. They have brought added skills to the Board.

The following activities took place during the last 12 months:

Queen’s Platinum Jubilee The Lighting of the Beacon marked the start of the celebrations and took place on the Thursday on the Recreation Ground and we had a great turnout on the night. The Bar served wine and beer and there were hot dogs and Morris Dancing. The Pavilion served hot and cold drinks. The main Jubilee celebrations took place on the Sunday of the Jubilee weekend. Unfortunately, the weather wasn’t kind to us.

The Lighting of the Christmas Tree was held at the beginning of December. The night was very cold and frosty but everyone had a good time. Father Christmas switched on the lights and we were entertained by Carol Singers. Hot and cold drinks and mulled wine were served from the Pavilion and beer and wine from the Bar. Fairy lights and Christmas music gave a festive atmosphere. We are hoping we can make this an annual event.

Football We have several local teams using our pitches: Ashton Vets and Tarvin Vets use the main pitch on Saturday afternoons. Four Tarvin Boys team (U11s and U12s) play regularly on Saturday mornings and Sunday afternoons.

Flood Monitoring Pilot Project The project is run by the University of Chester in conjunction with CWaC and the Parish Council. The gateway for this project has been installed on the Pavilion. The data from a number of sensors installed in the drainage system is sent to the Gateway. The Gateway then sends the information to the university and others.

Future Expenditure Most of the Play Equipment is 11 years old and we know that this will have to be replaced over the coming years and a 10-year re-investment Plan is being formulated. We are also aware that there is very little provision for teenagers. We have looked into acquiring a MUGA (Multi-use Games Area). Even a small one (which we would want) is expensive but they are low maintenance and offer an all-weather facility. We would be looking for funding to enable us to purchase this in the future.

The King’s Coronation We will be holding the “Big Lunch” to celebrate the King’s Coronation on Sunday May 7th at 12.30. We want it to be a fun and relaxed event and hope that the sun will shine! There will be a BBQ selling burgers and sausages, a fully licenced Bar and the Pavilion will Page68 be selling ice cream, hot and cold drinks. There will be some activities for children. As always, we will be looking for volunteers to come forward to help on the day (car park duty, MC, helping with the sound system, serving on the Bar and in the Pavilion and help with the BBQ), we also need people to setup and take down gazebos etc.

Finally – Once again, I would like to thank the Parish Council for their support.

Annual Parish Meeting Report – March 2022

ASHTON HAYES SPORTS AND RECREATION ASSOCIATION – The Pavilion, Ashton Lane, Ashton Hayes, Chester CH3 8AA
Who are we?
AHSRA is a registered charity, and not for profit company run by volunteers which aims to provide sports and recreation facilities for all ages in the local community.

We continue to manage the facility to a very high standard. The children’s playground, as well as the field and circular hard surfaced footpath, are being really well used by the local residents of all ages benefiting the health and wellbeing of all.

What is AHSRA doing?
These are much loved amenities, which we think it’s fair to say, became a vital asset for the community during the lockdown.
The pandemic has restricted the way in which the pavilion and field has been operated. Run by volunteers, the pavilion cafe operated on a takeaway basis as and when Covid allowed, and the number of football fixtures played was reduced through the Covid outbreaks.
‘Pavement Parking’ on Ashton Lane causing obstruction to pedestrians continues to be a concern at peak times. AHSRA displays No Parking cones on Ashton Lane during periods of high occupancy and this appears to be having some effect.
Despite the new signage and articles in Around Ashton, dog fouling continues to be an issue, though we are seeing some improvement.
Much of the playground equipment is now 10 years old and involve wooden legs embedded into the ground. We continue with annual professional health and safety inspections which indicate they are in good condition and another 10 years life expectancy would appear to be a reasonable estimate in planning future reinvestment schedules. The Trustees have put in place a reserves policy with the aim of providing immediate funding for the removal and replacement of one major piece of play equipment, when necessary, without first requiring a delay for fund raising.
We were fortunate to receive Covid Support Grants from CWaC and have continued to receive support from both the Parish Council and the Carbon Energy Company.
Trustees have indicated support for a grant funding application, should this be necessary, to support local community events with the purchase of gazebo / tents.

Annual Parish Meeting Report Spring 2021

ASHTON HAYES SPORTS AND RECREATION ASSOCIATION – report prepared by Mike Powers

AHSRA is a company limited by guarantee and managed by a board of eleven trustees The aim of the Charity is to manage the sports field and pavilion on behalf of the village of Ashton Hayes and promote amateur sport and recreation for all ages in the Parish. The last year has been dominated by the effects of the Covid Pandemic which prevented most of the usual activities from taking place. Although we lost most of our potential income from letting we did make a decision early on that because of our sound financial position we would continue to maintain the field and playground as usual. We felt it was most important for the villagers to have a park to visit and enjoy during lockdown. And visit they did. From far and wide. While the pavilion was closed due to the lockdown we took the opportunity to carry out repairs and maintenance, including decorating the interior of the pavilion. Sections of the boundary path were repaired and a new Petanque Piste (Boule Court) was constructed. The playground equipment is now more than 10 years old and some of it has begun to fail. The rocking log required replacement and the scramble net on the climbing frame broke and was also replaced. All the replaced equipment and parts have to conform with the stringent requirements for public use. We continue to receive financial assistance from the Parish Council. Covid didn’t prevent the sun from shining on the PV panels on the pavilion roof so we again received income from the Ashton Hayes Carbon Energy Company. The unexpected bonus was the Government grant for small business which helped put our finances back on an even keel. The café was closed for the duration of lockdown but has recently reopened but only on a takeaway basis. Unfortunately dog fouling is still an issue. We have added more signs but still find that certain irresponsible dog owners continue to ignore them. If I can end on a more pleasant note ASHRA is hoping to combine with the Church and school PTFA to hold a Village Event on the playing field on Saturday 18th September. Let’s hope we will be able to celebrate the return of our long lost freedom