NORTHERN LINCOLNSHIRE AND GOOLE HOSPITALS NHS FOUNDATION TRUST CHARITABLE FUNDS

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1 NORTHERN LINCOLNSHIRE AND GOOLE HOSPITALS NHS FOUNDATION TRUST CHARITABLE FUNDS REGISTERED CHARITY NO FUNDRAISING INFORMATION PACK FEBRUARY

2 FUNDRAISING INFORMATION PACK PLEASE READ THE NOTES BEFORE COMPLETING & SUBMITTING THE APPLICATION SHEET Information is given to help you: Ensure your fundraising activities are legal. Gain access to the knowledge & experience of others. Use the resources to raise maximum amount. Co-ordinate fundraising across the Trust. Everyone, whether patients or members of staff, planning to raise funds for North Lincolnshire & Goole NHS Foundation Trust are asked to complete and return the forms contained within this leaflet. We are extremely grateful that you are willing to fund raise and we want to encourage you in your efforts. As there are complex laws relating to charity fund raising, completion of this form will help you: Receive the right guidance for the fund raising you are doing. Comply with the Charities Act (protecting you, the donors, supporters and the general public). Fund raise in a way that is within the law. Gain publicity for your fund raising. Use the money raised in the best way possible. Should you require any assistance for filling in this form then please ring (Gill Bishop Extn ) 2

3 FUNDRAISING WHY SUBMIT A FORM? To obtain approval from the Trustees. To ensure that all fund raising is kept within the regulations and laws that are in place. To co-ordinate fund raising efforts. To maximise the money raised. To share fund raising ideas. WHAT DIFFICULTIES MIGHT BE ENCOUNTERED? Where money needs to be spent in order to start fund raising. Where goods or services are being bought and sold. Where a street or house to house collection is involved. Where money is raised for a purpose which creates on-going running costs. If there is an intention to involve professional fund raiser(s). To use raffles, lotteries or tombolas (unless they are small or part of a fete). The law is particularly complex in all of the above areas and anyone contemplating such fund raising will need expert advice. WHAT RESPONSIBILITIES WILL THERE BE? FUND RAISERS are required to ensure that: fund raising is properly carried out expenditure incurred is properly validated Funds raised are properly accounted for The ACCOUNT MANAGER must ensure that: funds are raised for an existing charity fund of Northern Lincolnshire and Goole Hospitals NHS Foundation Trust Charitable Fund only the stated purpose of the fund raising is consistent with the objectives of that fund. appeals for a specific purpose state what will happen if surplus / insufficient funds are raised to realise the specific purpose (failure to reach a target could result in any collected funds having to be returned to the donor). all appeal literature, posters, etc bear the name of the charity Northern Lincolnshire and Goole Hospitals NHS Foundation Trust Charitable Fund for which funds are being raised, together with the charity registration number. IS THERE AN EASIER WAY? It is possible to fund raise independently for North Lincolnshire & Goole NHS Foundation Trust BUT WE STILL NEED TO KNOW WHAT IS HAPPENING. 3

4 VOLUNTEER FUND RAISING DEED This Deed is entered into to ensure that volunteers who wish to raise funds do so in the knowledge that they have been authorised by the Trustees, have their full support, and, the support of the Charitable Fund Section. The role of the Charitable Funds Section is to ensure that all legal requirements are met, and that the administrative burden is removed from the fund raiser (s). The Deed is subject to the following: The Trustees agree to sanction the fund-raising, in return the volunteer(s) must agree that: A) funds are raised in the manner sanctioned by the Trustees when agreeing the application and are only for the purpose(s) stated in the fund raising application form. B) any fund raising documentation is subject to the agreement of a Trustee prior to it's distribution. C) agree that any other contract with the public must confirm that the fund raising is being undertaken on behalf of North Lincolnshire & Goole Hospitals NHS Foundation Trust Charitable Fund, a registered charity. D) the volunteer(s) will act in a prudent and reasonable manner at all times to protect the good name of the charity they are fund raising for. E) if receipts are required to be issued to members of the public, then it will be done on a formal basis by the Charitable Funds Section. F) all monies received must be paid into the Cashier's Department intact within 5 working days of collection. G) if any expenses are incurred they must be recovered by sending a request to the Charitable Funds Section, who, will action the request if it is supported by a receipt(s) (correctly supported expenses will be reimbursed within ten working days of receipt). H) if any expenses are incurred they must be completed at the end of the event (see enclosed example) I) a list of who was requested to support the event must also be made available at the end of the event. J) A listing of all receipts and payments must be submitted with the final payment of collections. This Deed is made this.day of.. by.(on behalf of the Trustees) and by (on behalf of the volunteers) Signed on behalf of the Trustees. Signed on behalf of the Volunteer(s) 4

5 Signed in the presence of and witnessed by.. Designation. STAFF FUND RAISING AGREEMENT This Agreement is entered into to ensure that all staff who wish to raise funds do so in the knowledge that they have been authorised by the Trustees, have their full support, and, the support of the Charitable Fund Section. The role of the Charitable Fund Section is to ensure that all legal requirements are met, and that the administrative burden is removed from the fund raiser(s). This Agreement is subject to the following: The Trustees agree to sanction the fund raising, in return the member(s) of staff must agree that: A) funds are raised in the manner sanctioned by the Trustees when agreeing the application and are only for the purpose(s) stated in the fund raising application form. B) any fund raising documentation is subject to the agreement of a Trustee prior to it's distribution. C) any other contact with the public will confirm that the fund raising is being undertaken on behalf of North Lincolnshire & Goole Hospitals NHS Foundation Trust Charitable Fund, a registered charity. D) the fund raiser(s) will act in a prudent and reasonable manner at all times, to protect the good name of the charity they are fund raising for. E) any receipts issued to members of the public must be issued on an official Charitable Funds receipt. F) all monies received must be paid into Cashier's Office intact within 5 working days of collection, sooner where amounts over 100 are involved. G) any expenses incurred must be recovered by completing a Charitable Funds special cheque request, which must be supported by a receipt(s) before reimbursement can be made. H) a full and final account of the fund raising income and expenditure must be completed at the end of the event showing the profit made and submitted to the Charitable Funds Department. I) a list of who was requested to support the event must also be made available at the end of the event, annotated to show level of success. This Agreement is signed by...on behalf of the Trustees and dated the.. of... This Agreement is signed by.. on behalf of the fund raiser(s) and dated the of... Signed on behalf of the Trustees:.. Signed on behalf of the Fund Raiser(s):... Failure to comply with this Agreement by the Volunteer(s) may lead to court action to recover any monies collected on the charity's behalf. 5

6 FUND-RAISING APPLICATION FORM Name of Fund raiser (Block Capitals): Position : Group / Organisation : Full Address : Telephone No: What will you be raising the money for? What specific area of service will the money benefit? How will the funds be raised? Date to start fund raising Date fund raising finishes. Will money need to be spent before fund raising can start? Will there be a street or house collection, or collections in other places generally open to the public? If Yes please state where collections will take place. If the money is being raised to buy equipment, will there be any running costs required? Is it intended to run a raffle, lottery or tombola within the activity please state? A small raffle can be held within the activity if the prizes are not worth more than 50 & if there are no cash prizes. If an open raffle is to be held with the tickets sold in advance of the event, the raffle will need to be registered. From which date will the raffle tickets be sold? Where and when is the prize draw taking place? Will any goods or services be sold to raise funds? Is it proposed that a professional fund raiser(s) be employed, or a community participator be used to raise funds on our behalf? 6

7 Please give the full name, address and telephone number(s) of two referees. 1) 2) The completed form should then be sent to: Ms Gill Bishop Charitable Funds Section Finance Department Southolme Diana Princess of Wales Hospital Grimsby North East Lincolnshire DN33 2BA Telephone Number Extension 2630 DECLARATION SECTION I agree when carrying out Fund raising for the Charitable Fund specified I will do the following: A) Pass all appeal literature to the Charitable Funds Section for approval by the Trustees. B) Complete a "Fund raising Support Letters Monitoring Form". C) I will advise the Charitable Funds Accountant of the total of all sums raised. D) I will advise the Charitable Funds Accountant of any pocket expenses which have been deducted from the sums raised. I will keep full records, receipts etc of all such amounts. Without this I cannot reclaim any expenses incurred. Agreed Block Capitals.. (Signature of Fund raiser) Date Agreed Block Capitals. (Signature of the manager of the fund to benefit) 7

8 Date APPROVAL SECTION The above proposal to raise funds has been approved by: Name. (Capital letters) Designation.. Signature. Date.. The above proposal to raise funds is not approved because: The above proposal to raise funds has been notified to the Charitable Funds Committee at their meeting held on:. 8