TAUNTON AND SOMERSET NHS FOUNDATION TRUST Charitable Funds Committee

Transcription

1 TAUNTON AND SOMERSET NHS FOUNDATION TRUST Charitable Funds Committee Minutes of the meeting held on Tuesday 2 July 2013 Meeting Room 6, Trust Management, Musgrove Park Hospital Present: Ros Wyke David Allwright David Hobdey Lindsey Blackford Gill McComas Brian Perowne Chairman (Chair) Director of Planning and Performance Acting Director of Finance Deputy Director of Finance (SomPar) Non-Executive Director Non-Executive Director (RW) (DA) (DH) (LB) (GM) (BP) In attendance: Niki Cripps Paula Hewitson Andrea Hunt Paul Lewis Sarah Allford Jo Cubbon Ruaraidh MacDonagh Siân Alcock Fundraising Manager Chief Financial Accountant Trust Secretary Charles Stanley & Co Limited Consultant Haematologist (Item 9) Chief Executive (Item 10) Consultant Urologist (Items 10 & 12) Executive Assistant (Minute Taker) (NC) (PH) (AH) (PLW) (SA) (JC) (RM) 12/07.13 Item 1 APOLOGIES Apologies were received from Peter Lewis. 13/07.13 Item 2 MINUTES Enc A The minutes of the meeting held on Wednesday 6 March 2013 were agreed as a true record. 14/07.13 Item 3 REVIEW OF ACTION LOG Enc B The outcomes recorded on the Action Log were noted with discussion as follows: 29/11.12 Approvals and Use of Discretionary Powers DA explained that the amount of funding being provided for training has been looked at in the HOPE Directorate but that it is difficult to compare it directly to other directorates due to the high proportion of technically qualified people within haematology and oncology. He explained that the training plan is on the agenda so would be discussed further when Sarah Allford is in attendance. 06/03.13 Financial Update and Charitable Fund Applications A briefing paper has been prepared by Elaine Rood and sent to Peter Lewis for discussion at Delivery Group. Nothing has been reported as yet. 07/03.13 Zanzibar Project Sally Moran has redrafted the application form and amended the funding limit. This has been approved since the last meeting. Trust Board, Part A Page 1 of 7 Enclosure P

2 15/07.13 Item 4 CHARITABLE FUNDS ACCOUNTS FOR APPROVAL Enc C PH presented the Annual Report and Accounts for 2012/13 for approval by the Committee and confirmed that PwC carried out an independent examination of the accounts. The Committee recommended the approval of the Charitable Funds Accounts to the Trust Board. 16/07.13 Item 5 REVIEW OF INVESTMENT CHARLES STANLEY Enc D The update of the current investment portfolio was received and presented by PLW on behalf of Charles Stanley. The portfolio was valued at 1,838, on 19 June PLW reported that the international economic situation is improving with growth shown in the UK, EU, United States and China. The Committee agreed they were content with the update. 17/07.13 Item 6 APPROVAL OF INVESTMENT STRATEGY Enc E RW, DH and LB have met since the last meeting to consider the Charitable Funds investment strategy. A risk questionnaire was completed and when analysed by Charles Stanley gave a risk score of The current portfolio carries a risk rating of PLW explained that this represents a medium-low level of risk and that concordance between the two scores suggests that the current investment policy is in line with the Committee s expectations. The Committee were in agreement with this suggestion. It was suggested that communications to the individual fund holders should be published to explain the reasoning behind the investment strategy and rationale for spending slow moving funds. Communications to be prepared to distribute to the fund holders on the following areas: Investment strategy - PLW Slow moving funds - DH PLW explained that as a group of trustees it is permissible by the Charity Commission to exclude certain investments if they oppose the views of the charity. The financial implications of making such a decision need to be considered. It had historically been decided to exclude investments in the tobacco industry. (Information redacted: Section 43(2) of FOI commercially sensitive). The cash flow requirements of the charity were considered and the recommendation to liquidate 300k of investments was agreed by the committee. PH to send the minutes of the Charitable Funds Committee Meeting to Paul Lewis at Charles Stanley to liquidate some investments and transfer 300k of cash back to the Trust. It was noted that the current authorised signatories include Godfrey Hunt and Simon Wombwell who have since left the Trust. These need updating to include DH and PH. DH and PH to send signatures on Trust headed paper to Charles Stanley to amend the authorised signatories. Trust Board, Part A Page 2 of 7 Enclosure P

3 18/07.13 Item 7 FINANCIAL UPDATE AND SUMMARY OF FUND BALANCES Enc F RW requested that the Committee receives more clarity on the process for pre-circulating papers and that a few lines of information in a paper do not necessarily provide sufficient information for making spending decisions. PH presented the Financial Update to the Committee and the following points were discussed: 2. Approvals and Use of Discretionary Powers Requests for Approval There were two requests for approval as follows: i. Upgrade of video conferencing equipment at Musgrove Park Hospital DA explained that the video conferencing equipment used for MDT meetings is now eight years old and requires upgrading to an HD system to improve the clarity of the images. The estimated cost for this is 42-48k including VAT with 25k being sought from the HOPE Directorate Fund and up to 18k from the general fund. DA raised concern about the timeliness of the approval as currently the Trust is running at a risk by not having adequate facilities for MDT meetings. Concerns were raised about the impact this would have on the balance of the general fund and whether the video conferencing equipment would be made available to other staff and departments. The Committee approved the request in principal but requested further clarity on the location and the availability of the video conferencing equipment to other staff ii. MRI compatible infusion pump The League of Friends have agreed to consider funding the purchase of the MRI compatible infusion pump provided the Charitable Funds Committee agree to underwrite their contribution. The Committee agreed to underwrite this pledge with 5k from the Cardiology Fund and 11.5k from the General Fund. 3. Salaries Funded by Charitable Funds There are currently five salaries being funded by Charitable Funds: Fundraiser post (Information redacted: Section 43(2) of FOI commercially sensitive). Admin Band 6 post for a Beacon Centre project (Information redacted: Section 43(2) of FOI commercially sensitive). Admin Band 5-6 for the Beacon Centre (Information redacted: Section 43(2) of FOI commercially sensitive). Admin Band 7 for Leukaemia Research (Information redacted: Section 43(2) of FOI commercially sensitive). Clinical Trials Research Nurse (Information redacted: Section 43(2) of FOI commercially sensitive). 4. Donations Received It was noted that the Charitable Funds have not seen the decrease in funds raised that other organisations have. Trust Board, Part A Page 3 of 7 Enclosure P

4 Concerns were raised about the League of Friends and the Charitable Funds campaigns may impact on them. NC explained that the bulk of their income comes from legacies and as such, the Charitable Funds campaigns have focussed initially on the lottery campaign and brand launch which will be discussed later in the meeting. 5. Future Spending Plans PH explained that the future spending plans come directly from the individual fund holders. Elaine Rood is seeking more feedback from fund holders to make more strategic plans. LB reported that the funds held by Somerset Partnership hospitals have no spending plans in place as all have had significant investment recently. 6. Slow Moving Funds Two funds have been closed since the meeting in March 2013 and transferred to the General Fund: Pharmacy (602029) Microbiology (602056) Recommendations The following fund was recommended for closure and transfer to the General Fund: Anaesthetics (602011) The CFC agreed and ratified this proposal. 19/07.13 Item 8 STAFF EXPENDITURE PROCESS Enc G PH presented a report to provide an overview of the HM Revenue and Customs (HMRC) requirements relating to staff benefit. This was in response to an action raised at the Charitable Funds meeting in March 2013 following discussion about funding being used for staff benefits such as parties or social events. The Trust commissioned KPMG to provide advice on the potential tax penalties associated with these events. As a result, amendments have been made to the process and guidance circulated to all fund holders. It is not expected to have an impact on many events in the Trust but PH and Elaine Rood will be meeting with all fund holders to ensure they understand the process. The Committee approved the process. 20/07.13 Item 9 HOPE DIRECTORATE ANNUAL TRAINING PLAN Enc H Sarah Allford, Consultant Haematologist, was welcomed to present the HOPE Directorate Annual Training Plan. RW explained that the Charitable Funds Committee normally reviews bids for over 10k and that although the individual components of the HOPE Directorate Training Plan are less, overall it represents a considerable amount and such was requested to be presented to the Committee for approval. SA explained that the HOPE Directorate has a high appraisal completion rate compared to other Directorates and as such the training needs of staff are regularly reviewed. The Department is always looking to maximise the use of their staff and have changed the configuration of their staff to work more efficiently. Some of the staff who are provided with Trust Board, Part A Page 4 of 7 Enclosure P

5 training work across numerous directorates but giving them additional skills can free up consultant time. SA also noted that although some training is supported by Charitable Funds, some courses are mandatory to adhere to regulatory requirements. Queries were raised as to what proportion of the training expenditure comes from Charitable Funds in comparison to Directorate Training Budget. Exact figures were unknown but were requested for information for the Committee. Establish what percentage of training is paid for by Charitable Funds compared to the HOPE Directorate training budget. RW noted that the report demonstrates that training in the HOPE Directorate is not focussed on senior staff only. DA suggested that Louise Netto, Head of Learning and Development, analyses the budgets and access to training across all directorates and raises the issue of training with Heather Taylor, Director of Change. DA to ask Louise Netto to speak to Heather Taylor about issues of training across the hospital. 21/07.13 Item 10 BUSINESS CASES UROLOGY RESEARCH REGISTRAR Enc I Ruaraidh MacDonagh, Consultant Urologist, was welcomed to present the business case for the Urology Research Registrar. RM explained that the current post holder is due to leave in October 2013 and a contribution from Urology Research Charitable Funds was being sought for a replacement for a fixed term of 12 months. RM highlighted the following points: The post holder facilitates local research and national studies within the department which are then published. The post holder participates in clinical audit. Recruitment to studies is high, largely accredited to this post holder. 6.5 sessions per week will be allocated to research with the rest of time being used to support the clinical work of the department. It provides important experience and professional development for the individual. 15k has been raised through clinical innovation fund which will go towards their salary. The Committee acknowledged the importance of Urological Research in the Trust and its significant contribution to our National Research Standing. The Charitable Funds Committee agreed to underwrite the request for Charitable Funds. LISTENING IN ACTION Enc J Jo Cubbon, Chief Executive, was welcomed to present the business case for Listening in Action (LiA). JC reported that the work being carried out by Listening in Action and the Improvement Network is growing and as such, is seeking support from Charitable Funds to continue the LiA work, enable funds to be available for quick wins and to continue with another module of the Leadership Programme. JC explained that since embarking on the Listening in Action project, staff engagement has been shown to improve through the annual pulse check questionnaire. From the General Fund, 80k will be distributed as follows: 10k for Leadership Development; Trust Board, Part A Page 5 of 7 Enclosure P

6 40k for the Improvement Network funds for early local ward improvements; 30k to support further staff engagement. The Committee discussed the following points: Leadership Development JC explained that the next cohort on the Leadership Development Programme would focus on Clinical Directors, Directorate Managers and Matrons and how they all work together to focus on patient safety and care. Improvement Network Funds for Quick Wins JC explained that the availability of a fund for quick wins was key to empower staff to make decisions to provide prompt results. These quick wins were implemented after feedback from staff suggested difficulty in procuring small items that make a difference to patient care and is open to all staff. RW requested that the Communications Department prepare some information of examples of quick wins that could be used to aid in future fundraising campaigns. NC reported that preliminary work into this was already being carried out. LiA Lead Queries were raised as to why a coordinator is still required. JC explained that the Trust has taken a different direction with the role compared to other organisations and that we need a coordinator to embed the objectives of the programme before it can become business as usual. The Trust is currently investigating pulse check software for clinical areas to use 2-3 times per year to monitor the engagement of staff. The Charitable Funds Committee agreed to support the Listening in Action request for Charitable Funds. Concerns were raised about the overall balance of the General Fund. The Committee requested a summary of the net balance of the General Fund taking into consideration recurrent and planned expenditures for the rest of the year so that they are better informed to make decisions. It was suggested that the fund holders are asked to submit requests to the Charitable Funds Committee at set times of the year prior to Committee Meetings similar to requests made to Capital Funding. It is anticipated that this would reduce the number of requests made virtually during the intervening months. 22/07.13 Item 11 BUSINESS CASE PROCESS REVIEW AND UPDATE Enc K PH presented the overview of the current Charitable Funds Business Case Process in response to a request for clarification by the Charitable Funds Committee. PH explained that the main concern about the process is that not all fund holders are aware of it and that it differs from the usual processes for business cases. The Committee agreed that the process outlined in the paper is acceptable in its current form with an additional field for the fund managers signature but needs communicating to the fund holders. It was suggested that further clarification is needed for virtual approval of business cases and that time limits were given in which to raise concerns. The Committee approved the Business Case Process. 23/07.13 Item 12 ZANZIBAR PROJECT UPDATE Verbal DA reported that now Sally Moran has retired the Trust lead for the Zanzibar Project is Jo Brown, Consultant Radiologist. A further 10k funded has been approved for this project for Trust Board, Part A Page 6 of 7 Enclosure P

7 the next 12 months. The next stage is to expand the Radiology A&E Department following its previous success. A Maternity Department had been established but had not shown the same levels of success. Discussion is now taking place to decide what the next step should be and whether to extend to other groups of staff and the opportunities that may be available to them. RM explained that Cliff Mann and Jo Brown visit Zanzibar 2-3 times per year and that he also visits as part of a separate charity he is involved with. He explained that between them they visit and investigate locally how to expand the project further and meet with the Medical Director based in Zanzibar to discuss their priorities. 24/07.13 Item 13 FUNDRAISER REPORT UPDATE ON STRATEGY AND BRANDING NC presented an update on the Fundraising Strategy and Branding highlighting the following areas: Launch of Visual Identity NC reported that the launch of the Love Musgrove charity will take place on 9 July A logo has been designed to support the visual identity of the charity and will be used for t- shirts, buckets and collection tins. A meeting is being held with all of the Charitable Fund Holders of 5 July 2013 to update them on the changes being made. All fundraisers will be able to request fundraising packs and collection tins. Staff Lottery NC reported that the Staff Lottery will also be launching on 9 July Tickets will be 4.34 a month and 500 tickets per month need to be sold for the lottery to break even. Staff will be encouraged to sign up for the lottery either by completing application forms or online. Future Campaigns Future campaigns include fundraising for the Maternity Department refurbishment and for a Linac machine. The strengths and weaknesses of both campaigns were discussed: Maternity This campaign has slowed pace due to it being more expensive than initially expected. Concern was raised that there would not be enough time to raise sufficient funds prior to the start of the refurbishment in September Linac Concerns were raised about this campaign focussing on equipment for the HOPE Directorate, an area that already raises a significant amount of funds in comparison to other areas. However, it was noted that if Charitable Funds were not raised, the Trust would incur an unavoidable cost in 2-3 years to replace existing machines. RW requested that this be discussed further outside of the Charitable Funds Committee meeting. 25/07.13 Item 14 ANY OTHER BUSINESS There was no other business. 26/07.13 Date of Next Meeting: Wednesday 11 December Trust Board, Part A Page 7 of 7 Enclosure P