Mrs Ann Pascoe, Non-Executive Director (In the Chair) Mr Adam Palmer, Employee Director Mrs Gaener Rodger, Non-Executive Director

Transcription

1 HIGHLAND NHS BOARD Assynt House Beechwood Park Inverness IV2 3BW Tel: Fax: Textphone users can contact us via Typetalk: Tel MINUTE of MEETING of the ENDOWMENT FUNDS COMMITTEE Ante Room, Assynt House, Inverness 2 October am Present In Attendance Mrs Ann Pascoe, Non-Executive Director (In the Chair) Mr Adam Palmer, Employee Director Mrs Gaener Rodger, Non-Executive Director Mr Iain Addison, Head of Area Accounting Ms Jane Ferguson, Director of Lothian Health Foundation Mr Donald Mackenzie, Endowment Support Officer Mr Colin McEwen, Senior Engineer, Inner Moray Firth (Item 5.1) Mr Brian Mitchell, Board Committee Administrator Mr David Park, Director of Operations, Inner Moray Firth (Item 5.1) Ms Alison Rodgers, Financial Services Accountant (from 11.00am) Ms Sheila Wickens, Active Travel Workplace Engagement Officer 1 WELCOME, APOLOGIES AND DECLARATION OF INTERESTS Apologies for absence were received from Ann Clark and Lyn Wormald. Members were asked to consider whether they had an interest to declare in relation to any Item on the Agenda for this meeting. The following interests were declared: All Committee Members present NHS Board Executive and Non-Executive Directors. Ann Pascoe Chair of Dementia Friendly Communities (Helmsdale) The Committee Noted the declarations of interest. 2 MINUTE OF MEETING HELD ON 3 JULY 2017 The Minute of the Meeting held on 3 July 2017 was Approved, subject to the following: Page 6, Item 8, 2 nd Bullet Point Amend to read involve 15 days of audit

2 3 MATTERS ARISING 3.1 Appointment of Investment Manager Mr Addison advised that tender process arrangements were being made, as per relevant legislation and in line with appropriate procurement processes. It was noted that NHS Orkney and NHS Western Isles were at a similar stage in their respective procurement process and would similarly be going out to tender for Investment services within the same timeframe. The aim would be for any new contract to take effect from March or April The Committee Noted the position. 3.2 Theresa F Burral Legacy Fund Mr Addison advised that he had met the local management team, to outline and discuss relevant spend restrictions, who had had yet to establish any firm proposals for appropriate spend. The Committee would be required to take a view on any proposals submitted, then submit these to OSCR for subsequent approval. There followed a short discussion, during which it was confirmed that a wide range of spend options were being considered, in association with The Friends of St Vincent s. Noting there was no deadline for spend, members heard that a portfolio of ideas had been raised, and would be further considered and prioritised. The Committee so Noted. 3.3 Physicians Associate Mrs Pascoe advised that four students had now been interviewed and appointed, with an employment start date of September A follow up report would be provided to the Committee in twelve months. The Committee so Noted. 3.4 New Craigs Greenspace Project Mrs Pascoe advised she had met with Mr D Jenkins to view the garden site and had noted a number of issues, including that the Dementia Ward had not been transferred to the area adjacent to the gardens. Mrs Pascoe advised she was to meet Mr M Perera later in the week to discuss the matter. Mr Addison reminded members that 25,000 of resource remained available to spend in relation to this Project and it was confirmed that Mr D Jenkins was actively considering various ideas, including the provision of additional signage. Members welcomed the matched funding approach taken and activity to date, noting those areas still to be taken forward, and asked that their congratulations be passed to the relevant Team on their Quality Award nomination. The Committee: Noted the position. Agreed Mr Jenkins be requested to prepare an article on the success of this Project for inclusion within the internal Highlights Staff Magazine. 2

3 4 INVESTMENT FUNDS 4.1 Portfolio Valuation Mr Addison advised a formal valuation update would be provided to the next meeting. The Committee so Noted. 5 APPLICATIONS 5.1 Car Parking, Raigmore Hospital, Inverness There had been circulated an application seeking funding in the sum of 246,000 for the provision of an additional 300 car parking spaces at the Raigmore Hospital site in Inverness. Speaking to the application, Mr Park advised that car parking was the number one complaint area relating to Raigmore Hospital, impacted on the day to day operation of the Hospital and that this represented a project that could not be financed from existing budgets at a time of significant financial constraint. There were no plans to introduce parking charges for staff with a least cost, minimum administration approach being taken. He advised that the stated construction costs would require to be updated should the Committee be minded to approve the submitted application. There followed discussion on the technical aspects of the proposal and Mr McEwen advised it was planned that barriers be reinstated for the main car park area thereby restricting open access to the first 150 spaces, with the area to rear of the hospital becoming subject to an increased, flexible parking control regime. The existing temporary facilities would be upgraded and formalised, although it was not planned that these be lined to provide a formal parking space regime profile. Mr Park stated this point could be reconsidered as part of any costings refresh. Mr McEwen stated issues relating to possible machine installation, staff ID badge and other control arrangements were actively being considered and Mr Park advised he would be looking to establish a small working group to look at all these issues as well as seek to provide practical alternatives for staff currently using the parking facility. He confirmed it was intended that future revenue costs would be met from within the Raigmore Hospital budget. Members then considered the issue of funding such a proposal from within existing Endowment General Fund resource, whether this represented appropriate spend, and noting that Raigmore Hospital operated with over 1.6m in Restricted Funds at that time. On the point raised, Mr Park advised he would be willing, in principle, to consider developing a proposal that sought to top-slice and/or utilise existing Restricted Funds (Raigmore). It was suggested this project could be considered as running contrary to the principles being applied in relation to the Active Travel Engagement Project, an application in relation to which was also being considered on the agenda for this meeting. It was stated any formal public relations communication would require to be appropriately managed. Messrs McEwen and Park left the meeting at this point. Members went on to further discuss the application and agreed that while in principle the proposal would meet the criteria for funding from Endowment Funds, further evidence was required before a decision could be made. The car park issues at Raigmore Hospital were known and had been recognised however the anticipated benefits, for both staff and patients, of spending such a large sum were unclear at this time. It was suggested that an Active User Survey may help provide that information. 3

4 After discussion, the Committee: Agreed to Defer consideration of this application, pending further information. Agreed to offer funding for an Active User Survey, up to 5,000. Agreed the options for use of Restricted Funds (Raigmore) should be further examined, including the potential adoption of a top-slice approach. 5.2 Extension of NHS Highland/Sustrans Active Travel Engagement Project (ATEP) Ms S Wickens spoke to the circulated application seeking funding in the sum of 59,222 for the purpose of providing match funding to extend the existing NHS Highland/Sustrans Active Travel Engagement Project (ATEP) for a further two years, with Sustrans providing two-thirds of the total funding over the three year period. The key aim of the project was to deliver sitespecific, Active Travel Action Plans and provide detail on the current active travel situation and a blueprint for supporting and increasing active travel. On the point raised, members were advised that the Project did not seek to identify target groups, moreover sought to reach all staff members to highlight the active travel options available, encourage their respective uptake and lay foundations for a sustainable approach into the future. Mr Palmer confirmed that the NHS Highland Active Travel Policy had recently been approved by the Highland Partnership Forum. It was advised that should funding not be approved, the Project would end in June 2018 thereby removing the opportunity to benefit from future match funding to be provided by both Sustrans and Scottish Government. After discussion, the Committee Agreed to Approve the Application on the basis of funding in the sum of 29,517 for 2018/19 and a subsequent progress report being submitted to the January 2019 meeting advising as to relevant milestones, timelines and staff numbers reached to inform consideration of further funding for 2019/20. The Committee adjourned at 11.50am and reconvened at 11.55am. 5.3 Purchase of Electric Wheelchair There had been circulated an application seeking funding in the sum of 595 as a contribution to the purchase of an electric wheelchair for a renal transplant patient. Members discussed the application and agreed that this would not represent an appropriate spend from Endowment Funds. It was suggested that the patient in question may benefit from contacting the organisation turn2us.org.uk who specialise in signposting individuals to appropriate, available resource. After discussion, the Committee Agreed to Refuse the Application and provide details of the relevant online resource referred to in discussion. 5.4 Chaplaincy Support There had been circulated an application seeking funding for the provision of a Staff Support Chaplain. Members discussed the application, and questioned as to whether provision of staff salary, on this basis, represented an appropriate spend from Endowment Funds. The desire to increase support for staff was, however acknowledged and recognised. There was agreement that further information would be required for formal consideration of this application, including an indication as to cost, duration and why this approach was being considered in lieu of exchequer funding. 4

5 After discussion, the Committee Agreed to Defer consideration of the Application pending receipt of further information, as outlined in discussion. 6 FINANCIAL REPORTS 6.1 Financial Position to 31 August 2017 There had been circulated Financial Report outlining that the balance of the Unrestricted Funds as at 31 August 2017 was 5,876, and that for 20175/2018 Budget Funds, some 260, remained unspent. During discussion, there was reference to a number of individual Restricted Funds in relation to which position statements were provided. The Chair referenced Restricted Funds relating to Beachview Lodge, stating this resource could be beneficially utilised by the Brora Village Hub, a point that Mr Mackenzie undertook to raise with L Coe, Sutherland District Manager. The Committee: Noted the financial position. Agreed that Beachview Lodge resource utilisation be discussed with the Sutherland District Manager. 6.2 Donations received over 5,000 to 31 August 2017 There had been circulated report detailing donations over 5,000 received to 31 August The Committee Noted the report. 6.3 Items of Expenditure over 5,000 to 31 August 2017 There had been circulated report detailing expenditure from Endowment Funds in excess of 5,000 to 31 August The Committee Noted the report. 6.4 Inactive Funds Position Statement at 31 August 2017 There had been circulated report detailing those Restricted Funds where a zero or very small balance was shown, and those where there had been little or no movement for some time. Mr Addison confirmed he was to write to Fund Managers advising that where there were no plans for spend then resource would be brought into the local General Fund. The Committee Noted the position. 6.5 Financial Commitments yet to be utilised Mr Addison advised that resource relating to the Physicians Associate application previously approved remained unused at that time. The Committee Discretionary Fund for 2017/18 also contained over 50,000 of unallocated resource. 5

6 The Committee so Noted. G Rodger left the meeting at this point. 7 ANY OTHER COMPETENT BUSINESS 7.1 Trustee Training Session Ms J Ferguson gave a presentation to members in relation to the management and administration of Endowment Funds. The aim was to provide an increased understanding of charity governance, awareness of the specific context for NHS Charities, consider better control over Specific Funds through internal governance and management, and enable greater confidence in spending. In terms of measuring associated impact it was advised that a measurement toolkit was under development at that time. Utilisation of Funds and appropriate expenditure were also considered. Ms Ferguson went on to outline the relevant Charity governance framework and advised members that, in Lothian, Trustees were provided with relevant indemnification arrangements. Noting that Trustees were responsible for the general management and control of the administration of the charity there followed discussion around acting in the interest of the charity, operating in a manner consistent with the Charity s purpose, compliance with the Charities Act and other legislation, Collective and Corporate responsibility, other specific duties and investment powers. It was noted that a case study review in 2011, by the Office of the Scottish Charity Regulator (OSCR) in to the NHS Lothian Endowment Fund had raised a number of recommendations to consider in relation to constitutional structure review, appointment and induction of Trustees, Conflict of Interest and aspects relating to perception of independence. The matter of a Risk register was raised and Mr Addison advised that relevant risks were contained within the overall NHS Highland Corporate Risk Register. It was also confirmed that Endowment Funds could be utilised to help fund other Charities, where appropriate. Discussion moved on to issues relating to Specific Funds and internal governance, with reference made to the Charity Commission s NHS Charities Guidance and the Restricted Funds Reorganisation Regulations Ms Ferguson emphasised the importance of being able to demonstrate public benefit arising from appropriate expenditure, highlighting issues relating to stewardship and delegated powers and ensuring oversight of matters around dormancy and duplication of Funds. She stated there should be a presumption against the creation of new Restricted Funds unless absolutely necessary, adding this should be discussed with individual donors where possible, and provided an example of a Flowchart approach which had been adopted in relation to reorganisation of Restricted Funds along these lines. In terms of Fund utilisation, it was noted that User Manuals had been developed for NHS Highland staff members. Ms Ferguson advised that a LearnPro module had been developed for Fund Stewards in Lothian and suggested this training could be made compulsory for all Fund Stewards. There was agreement that the number of Fund Managers in Highland could be further reduced and that the issue of compulsory training could also be considered. Fund Managers should better understand the needs and wants of individual donors and seek to avoid creation of duplicate funds. A key duty of Trustees was to ensure that Restricted Funds were being utilised by Fund Managers, and that the number of these Funds be kept to a minimum where possible. A small exercise was carried out, with real examples given of application for spend from Endowment Funds, and members were invited to then consider and discuss whether the individual requests for funding could and should have been agreed. More generally, it was suggested that consideration could also be given to employing an approach whereby small grants were provided, from General Funds, providing those seeking to obtain grants were doing so for proposals that met with the aims and objectives of the 6

7 parent Charity as dictated by an appropriate and relevant Spending Policy. Any decision making process however should be open, transparent and subject to clear scoring criteria. After discussion, the Committee Noted the presentation content and thanked Ms Ferguson for coming along to speak to members. 7.2 Provisional Meeting Schedule for 2018 Members were advised the meeting schedule for 2018 had been provisionally set as follows: 8 January 9 April 26 June (Annual Accounts) 2 July 1 October The Committee Noted the provisional meeting schedule for DATE OF NEXT MEETING The next scheduled meeting of the Committee will be held on 8 January 2018 at 10.00am in the Board Room, Assynt House. The meeting closed at 1.50 pm 7