UNIVERSITY HOSPITALS OF LEICESTER NHS TRUST REPORT BY TRUST BOARD COMMITTEE TO TRUST BOARD

Transcription

1 Trust Board Paper O UNIVERSITY HOSPILS OF LEICESTER NHS TRUST REPORT BY TRUST BOARD COMMITTEE TO TRUST BOARD DATE OF TRUST BOARD MEETING: 4 March 2010 COMMITTEE: CHAIRMAN: Charitable Funds Committee Mr M Hindle, Chairman DATE OF COMMITTEE MEETING: 8 February 2010 RECOMMENDATIONS MADE BY THE COMMITTEE FOR CONSIDERATION BY THE TRUST BOARD: the reclassification of fund W901 CIP Diabetes Care (Roy Bates) as detailed in Minute 1/10 above. OTHER KEY ISSUES IDENTIFIED BY THE COMMITTEE FOR CONSIDERATION/ RESOLUTION BY THE TRUST BOARD: continued support of the Well-Being at Work Programme, subject to the identification of clear objectives and timescales being established to comply with the requirements of the Boorman Review, the Foundation Trust application process and the NHS Operating Framework (Minute 6/10 above refers); the likely impact in respect of the potential International Financial Reporting Standards requirement to consolidate the Charity s accounts with the Trust s accounts (as detailed in Minute 7/10 above), and the proposals for appropriate restructuring of charitable funds, aligned to the Trust s divisional restructure (as detailed in Minute 8/10 above). DATE OF NEXT COMMITTEE MEETING: 12 April 2010 M Hindle, Chairman 26 February

2 UNIVERSITY HOSPILS OF LEICESTER NHS TRUST MINUTES OF A MEETING OF THE CHARIBLE FUNDS COMMITTEE HELD ON MONDAY 8 FEBRUARY 2010 AT 2PM IN CONFERENCE ROOMS 1A AND 1B, GWENDOLEN HOUSE, LEICESTER GENERAL HOSPIL Present: Mr M Hindle Trust Chairman (Chair) Mr M Lowe-Lauri Chief Executive Mr A Seddon Director of Finance and Procurement Mr D Tracy Non-Executive Director In Attendance: Mrs W Bowes HR Business Partner (for Minutes 4/10/1 and 6/10) Mr P Burlingham Patient Adviser Mr T Diggle Head of Fundraising Professor M Morgan Head of Service, Respiratory Medicine (for Minute 4/10/4) Mrs K Rayns Trust Administrator Mr C Shatford Service Manager, Medicine and ED Services (for Minute 5/10) Mr J Shuter Deputy Director of Finance and Procurement Mr N Sone Charity Finance Lead Mr A Tebbatt Principal Perfusionist (for Minute 4/10/2) Mr S Ward Director of Corporate and Legal Affairs RECOMMENDED ITEMS ACTION 1/10 FINANCE AND GOVERNANCE REPORT The Deputy Director of Finance and Procurement introduced paper K, the Finance and Governance report for as at 29 January Appendix 1 to paper K provided the charitable income and expenditure position and highlighted decreases in legacy income, general donations and grant expenditure, together with significant investment gains aligned with a recent upturn in the stock market. In discussion on this item members:- a) considered the tax liability and likely Inland Revenue penalty charges (anticipated to be around 3,500) in respect of the 25 Year Club dinner; b) noted that the realised investment gains of 795,000 in January 2010 had been allocated to funds in line with policy, and c) supported the reclassification of fund W901 CIP Diabetes Care (Roy Bates) for approval by the Trust Board (as corporate Trustee), noting that the fund balance of 6,868 would be transferred into a similar fund for the purpose of diabetes care and that the original donor had been consulted and agreed to this change. Recommended that (A) the finance and governance report (paper K) be received and noted, and (B) the reclassification of fund W901 CIP Diabetes Care (Roy Bates) be supported for approval by the Trust Board (as Corporate Trustee). 2/10 APOLOGIES AND WELCOME RESOLVED ITEMS The Chairman welcomed Mr A Seddon, Director of Finance and Procurement, to his first meeting of the Charitable Funds Committee and introductions took place. 1

3 There were no apologies for absence. 3/10 MINUTES AND ACTION NOTES Resolved that (A) the Minutes and Action Notes of the meeting held on 12 October 2009 (papers A and A1) be confirmed as a correct record, and (B) it be noted that the Charitable Funds Committee meeting due to be held on 21 December 2009 was cancelled. 4/10 MATTERS ARISING FROM THE MINUTES 4/10/1 Reporting Public Benefit (Minute 58/09/1) Mrs W Bowes, HR Business Partner, attended the meeting to present paper C which summarised feedback from the Staff Side consultation process in respect of the proposed revisions to the arrangements for the 25 year club dinner, staff retirement allowances and the staff Christmas meal, to ensure compliance with public benefit reporting requirements. a) 25 Year Club Annual Dinner and Presentation Staff Side had requested that this event continue in its present form for Spring 2010 (all staff with service of 25 years or more to be invited to attend) at a cost of 21,000, which included a sum to cover the expected tax liability for this staff benefit. From 2011 onwards, the proposal to invite only newly qualified 25 Year Club members and their partner or guest would be introduced, with no provision made for those staff with over 26 years service. The Charitable Funds Committee agreed to support this approach. HRBP/ b) Training Awards Ceremony Staff Side had welcomed the Charitable Funds Committee s decision to continue to support the annual training awards ceremony at an approximate cost of 5,000. c) Retirement Gifts Staff Side had expressed a wish to retain the phased levels of retirement gifts according to the length of service completed. After further consideration of the costs and perceived value of phased retirement gifts, the Charitable Funds Committee confirmed the decision made on 12 October 2009 to replace the phased levels of retirement gifts with a single payment of 100 for staff retiring with 20 years service or more. d) Retirement Party Allowance Whilst stating a preference to retain the retirement party allowance, Staff Side had accepted that this might not be fully compliant with public interest. The Charitable Funds Committee confirmed its earlier decision to curtail this allowance. The Deputy Director of Finance and Procurement suggested that, in some cases, staff might choose to use their retirement gift allowance to fund a retirement party. HRBP/ HRBP/ e) Staff Christmas Dinner Staff Side had expressed a very strong preference to retain this important gesture of staff appreciation. The Committee considered in depth the potential effects of removing this benefit, particularly in the current financial climate. It was agreed that the Christmas meal would continue to be supported for 2010, but that more innovative gestures of staff 2

4 appreciation (within a similar budget) would continue to be explored for 2011 and beyond. D Resolved that (A) the outcome of Staff Side consultation in respect of the review of charitable funds expenditure compliance with public benefit reporting (paper C) be received and noted; (B) the 25 Year Club annual dinner and presentation be supported for all staff with 25 years service or more for Spring 2010, subject to implementation of the revised arrangements from 2011 (only for staff upon their achievement of 25 years service); (C) the annual Training Awards Ceremony continue to be supported at an approximate cost of 5,000; (D) the phased allowance for staff retirement gifts be replaced by a single payment of 100 upon achievement of 20 years service; (E) the staff Christmas meal be supported for Christmas 2010 at an approximate cost of 62,000, and (F) the Deputy Director of Finance and Procurement be requested to continue to explore more innovative gestures of appreciation for Christmas 2011 and beyond (within a similar budget to the Christmas meal). D/D HR D/D HR D/D HR D D 4/10/2 Application 2454 from Cardio-Respiratory Services (Minute 58/09/4) Mr A Tebbatt, Principal Perfusionist, attended the meeting to provide additional supporting information in respect of application 2454 from Cardio-Respiratory Services for the purchase of 18 sequential pacing boxes (as described in paper D) at a total cost of 54,000. Members welcomed the opportunity to see the equipment for themselves as an example was passed around. They particularly noted the enhanced support that such equipment offered to patients for the first five to seven days following cardiac surgery and the increasing volume of more complex cases that were being treated within the Trust. Discussion took place regarding the following key issues:- a) the Charity Finance Manager confirmed that the requested funding was within the scope of available Directorate charitable funds and appropriate support had been received from the General Manager; b) members queried the reasons why this equipment had not been purchased as part of the spending plans and noted some potential business planning and communications weaknesses within the cardiac surgery team, and c) the possibility of purchasing a smaller number of devices was considered, alongside the impact of a reduced discount being applied. In conclusion, the Chairman weighed up the variety of views expressed and the options available to the Committee, noting the perceived deficiency in the Directorate s business planning process. The Committee deferred its final decision in respect of this application to the next meeting, pending additional clarification in respect of the Directorate s other charitable funding spending plans and confirmation of the prioritisation process for Resolved that (A) the General Manager, Cardio-Respiratory Services, be requested to clarify the Directorate s charitable funding spending plans and GM, CRS 3

5 prioritisation process for , and (B) the Committee s final decision in respect of application 2454 be deferred to the next Charitable Funds Committee meeting on 12 April /10/3 Grant Approval Process (Minute 62/09) The Charity Finance Lead introduced paper E, which summarised the process for applying public benefit considerations within the review process for charitable grant applications. Charitable Funds Committee members noted that the Charity was able to demonstrate compliance with all the required criteria laid down by the Charities Act 2006, including principle 2(d) in respect of any private benefits. Responding to two queries from the Director of Finance and Procurement, the Charity Finance Lead confirmed that:- a) there were no historical bequests with original terms and conditions that might now conflict with the Charity Commission guidance on public benefit compliance, and b) there was no charitable trading. In further discussion on this point, the Chief Executive requested that additional assurance be sought to demonstrate the Charity s compliance in this respect. Resolved that (A) the report on public benefit and the grant approvals process (paper E) be received and noted, and (B) the Charity Finance Lead be requested to provide additional assurance to demonstrate the Charity s compliance in respect of charitable trading. 4/10/4 Application 2728 from Cardio-Respiratory Services (Minute 62/09b) Professor M Morgan, Head of Service, Respiratory Medicine attended the meeting to present additional supporting information in respect of application 2728 from Cardio-Respiratory Services in the sum of 21,569 to fund improvements to the Ward 17 Seminar room at Glenfield Hospital. Members noted that all other funding options had been explored and without charitable funding, the enhanced facilities (which would enable computer presentations of PACS images) would not be able to be provided. Discussion took place regarding the advantages of 21 st century presentation facilities for use by clinical meetings, scientific groups and patient support groups. The Patient Adviser queried why the University of Leicester had not offered to make a financial contribution towards this development and the Chief Executive undertook to check the University liaison arrangements with Professor D Wynford-Thomas, Dean of the Medical School and UHL Non-Executive Director. CE In conclusion, the Chairman recorded the Charitable Funds Committee s support of application 2728, subject to confirmation that:- a) the IT equipment included in the application was compatible, suitable and sufficient for the requirements of all intended users; b) the possibility of any potential contributions from the University of Leicester had been fully explored; c) the scheme fell within the Directorate s charitable funding prioritisation plans, and d) access by patient groups would receive priority over routine teaching sessions. 4

6 Resolved that application 2728 from Cardio-Respiratory Services for enhanced seminar room facilities at Glenfield Hospital be supported, subject to the conditions stated in a) to d) above. GM, CRS/ 5/10 CAPIL EQUIPMENT CASE OF NEED FIBRO SCANNER Mr C Shatford, Service Manager, Medicine and ED Services, attended the meeting to present application 2884 for the development of a Fibroscan service (as detailed in paper G). In discussion on this item, members noted that:- a) the capital case of need had been considered twice by the Medical Equipment Panel (in 2008 and 2009) and had been classed as priority B, therefore the equipment was unlikely to be purchased through core NHS funding for some years to come; b) funding of 89,241 was being sought from General Purpose charitable funds and this amount included VAT (although it was noted that equipment purchased using charitable funding would be exempt from VAT); c) use of this equipment for eligible patients would reduce risk, reduce length of stay, reduce the number of outpatient follow-up appointments and increase engagement from patients in identified vulnerable groups who might otherwise not complete their treatment, and d) the cost savings provided in table 1 of paper G required additional clarity as the information in respect of tariffs was considered misleading. The Chairman confirmed the Committee s support of application 2884 for the development of a Fibroscan service in the sum of 89,241, subject to appropriate clinical governance measures being put in place to monitor the clinical effectiveness of the treatment and additional clarity being provided in respect of the identified cost benefits. Resolved that application 2884 for the development of a Fibroscan service be supported, subject to appropriate clinical audit measures and further clarity being provided in respect of the actual cost benefits. 6/10 HEALTHY WORKPLACE INITIATIVE - UPDATE Further to Minute 45/09/4 of 10 August 2009, the Chairman briefed members on the consideration of the future of the Healthy Workplace Initiative by a sub-group of the Charitable Funds Committee (consisting of himself, Mr D Tracy, Non- Executive Director and the Acting Director of Finance and Procurement), following the cancellation of the Charitable Funds Committee meeting due to have been held on 21 December The sub-group had been advised that there were between 130 and 200 individual members of staff participating in the exercise classes and it was not considered that this was a sufficient proportion of Trust staff to justify ongoing expenditure in respect of the Healthy Workplace Coordinator role. The sub-group had therefore agreed to terminate the funding on this basis and request that alternative methods of supporting staff well-being be sought. Mrs W Bowes, HR Business Partner, attended the meeting on behalf of the Well- Being at Work Steering Group to highlight the additional achievements and future aspirations of the Well-Being at Work Programme and the Healthy Workplace Co-ordinator (as detailed in paper H1). The Director of Human Resources had also recorded her support of the programme in an to the Chairman, noting its strategic importance in the Trust s compliance with the recommendations of the Boorman Review, NHS Operating Framework and Care Quality 5

7 Commission standards. Staff Side were noted to be strongly supportive of the programme and had actively contributed to the identification of additional ways to benefit wider groups of staff, such as team based activities, walking pedometers, healthy eating resource packs and cycle to work schemes. Members noted that each month over 1,000 members of staff accessed the dedicated UHL Well-Being website and this was considered a good indicator of staff engagement. Discussion took place regarding alternative ways to canvass staff opinion on widening staff participation in the Wellbeing at Work Programme by developing a broader portfolio of activities and staff benefits. It was agreed to request the Director of Human Resources to seek views from staff in this respect (possibly via a short questionnaire to be attached to staff payslips). Noting the additional achievements and the planned future agenda for the Well- Being at Work Programme, the Charitable Funds Committee supported the extended funding of the part-time Healthy Workplace Co-ordinator role for a further 12 months, at a cost of 14,000, subject to clear objectives and timescales being established in alignment with the requirements of the Boorman review, Foundation Trust status and the NHS Operating Framework It was agreed that the Charitable Funds Committee would review and monitor progress in this respect on a regular basis. Resolved that (A) the Director of Human Resources be requested to seek additional views and opinions from staff regarding the potential to widen participation in the healthy workplace by developing a broader portfolio of activities and benefits; (B) the funding for the Healthy Workplace Co-ordinator role be extended for a further 12 months at a cost of 14,000, subject to clear objectives and timescales being established in alignment with the requirements of the Boorman review, the Foundation Trust application process and the NHS Operating Framework , and (C) the position in respect of the Healthy Workplace Initiative be reviewed and monitored on a regular basis by the Charitable Funds Committee. DHR DHR DHR DHR 7/10 CONSOLIDATION OF CHARITY AND TRUST ACCOUNTS The Charity Finance Lead presented paper I, an update on the current position in respect of the potential requirements to consolidate the Charity s accounts with the Trust s accounts, under International Financial Reporting Standards (IFRS). Members considered the impact that this change might have upon in-year and year-end reporting and it was agreed to request the Director of Finance and Procurement to monitor emerging Charity Commission guidance on this issue and provide advice to the Charitable Funds Committee, as appropriate. Resolved that the Director of Finance and Procurement be requested to monitor emerging Charity Commission guidance under International Financial Reporting Standards and update the Committee, as appropriate. 8/10 IMPACT OF DIVISIONAL RESTRUCTURE ON CHARITY Paper J outlined the impact of the emerging organisational restructure of the Trust upon individual unrestricted funds within the Charity. The Deputy Director of Finance and Procurement outlined the proposal for charitable funds to be 6

8 appropriately divided between the four Clinical Business Units: Acute Care, Planned Care, Women s and Children s and Support Services. For the majority of funds a transfer would be undertaken from the current Directorate to the new Business Unit, but where a Directorate was being split across two separate Business Units, a meaningful process would be required to review the available funds to ensure that the wishes of the donors were reflected, as appropriate. Paper O The Committee supported the proposals for appropriate restructuring of charitable funds in principle and it was agreed that a further report would be provided to a future Charitable Funds Committee meeting, when the definitive position became known. D Resolved that (A) the proposals for appropriate restructuring of charitable funds (aligned with UHL s revised structure) be supported in principle, and (B) a further report be presented to a future Charitable Funds Committee meeting, when the definitive position became known. D/ 9/10 FUNDRAISING UPDATE The Head of Fundraising presented paper L, an update on the current fundraising activities at UHL. In consideration of this report, the Charitable Funds Committee:- a) noted the success of the talent competition (UHL s Got Talent) and the potential to make this an annual event using a larger venue to accommodate increased capacity; b) supported the summary of winning bids from the Children s Directorate (detailed in paper L1), noting that a good mix of projects had been incorporated which would involve a wide range of staff groups; c) agreed that, in view of time constraints at this meeting, the implications in respect of branding for the Children s Hospital and developments in respect of the Teenage Cancer Trust would be considered outside the meeting by the Director of Corporate and Legal Affairs and the Director of Communications and External Relations. DCLA/ DCER/H of Resolved that (A) the update on UHL s fundraising activities (paper L) be received and noted, and (B) the Director of Corporate and Legal Affairs and the Director of Communications and External Relations be requested to undertake a consideration of the implications for UHL of the proposals for the Children s Hospital branding and developments with the Teenage Cancer Trust, outside the meeting. DCLA/ DCER/H of 10/10 DEVELOPMENT PROPOSALS FOR UHL SFF LOTTERY The Head of Fundraising introduced paper M, a proposal to develop the UHL staff lottery by relaunching it and expanding the scheme by making it available to members of the public. The Director of Corporate and Legal Affairs advised that the legalities of such a proposal would require thorough review to ensure compliance with Charity Commission guidance and the appropriate gaming legislation. HoF/ ADCLA Mr D Tracy, Non-Executive Director, queried whether the proposal would include any arrangements to ring-fence funds for either patient or staff benefit depending 7

9 on the ratio of donations, but the Head of Fundraising advised that the aim would be to have as few restrictions as possible to provide greater flexibility to use the funds appropriately. Paper O The Chairman requested that the Head of Fundraising present a further report to the Charitable Funds Committee on 12 April 2010, to include the proposed framework for the revised UHL Lottery model. HoF/ Resolved that (A) the outline proposals to relaunch and expand the UHL lottery be received and noted; (B) the Head of Fundraising be requested to liaise with Mr S Murray, Assistant Director of Corporate and Legal Affairs, to ensure that any proposals to expand the lottery scheme were in compliance with appropriate guidance and legislation, and (C) the Head of Fundraising be requested to present the proposed framework for the revised lottery model to the next meeting of the Charitable Funds Committee to be held on 12 April HoF/ ADCLA HoF/ 11/10 FUNDRAISING STRATEGY UPDATE In view of time restraints at this meeting, the Fundraising Strategy report (paper N) was deferred to the Charitable Funds Committee meeting to be held on 12 April The Chairman requested that if any urgent issues required consideration before that date, then the Head of Fundraising be requested to raise these as appropriate. Resolved that the Fundraising Strategy report (paper N) be considered at the next meeting on 12 April HoF/ 12/10 NEONAL APPEAL In view of time restraints at this meeting, the Neonatal Appeal report (paper O) was also deferred to the Charitable Funds Committee meeting to be held on 12 April The Chairman advised that if any urgent issues required consideration before that date, then the Head of Fundraising be requested to highlight these accordingly. Resolved that (A) the Fundraising Strategy report (paper O) be considered at the next meeting on 12 April 2010, and (B) the Trust Administrator be requested to arrange the agenda for 12 April 2010 to prioritise discussion on fundraising issues. HoF/ 13/10 ITEMS FOR APPROVAL The Charity Finance Lead presented paper P, a summary of the grant applications received since the last meeting held on 12 October Appendix 1 detailed 152 applications (each below 10,000) totalling 240,937, which had received approval by the Charity Finance Manager under the scheme of delegation. Members noted that consideration of the following applications had taken place earlier in the meeting:- 1) application 2728 from Cardio-Respiratory Services for the refurbishment of 8

10 ward 17 seminar room (Minute 4/10/4 above refers); 2) application 2454 from Cardio-Respiratory Services for the provision of 18 Sequential pacing boxes (Minute 4/10/2 above refers), and 3) application 2884 from Medicine and ED Services for the provision of Fibroscan Equipment (Minute 5/10 above refers). In addition, the following applications were supported:- a) application 2876 from Radio Gwendolen to support the Hospital radio station in the sum of 3,000 from General Purpose charitable funds; b) application 2839 from the Facilities Directorate for 230 from General Purpose charitable funds to provide a Christmas tree outside Glenfield Hospital. Members suggested that similar support should be provided for the two other hospital sites, in the interests of fairness, and c) the application from the Director of Nursing for the 2010 staff awards (estimated cost of 30,000). Members noted that the Head of Fundraising was seeking additional sponsorship of this event and the net cost to the Charity would be confirmed at the next meeting. HoF/ Resolved that (A) the applications approved by the Charity Finance Manager (as set out in paper P) be noted; (B) application 2876 from Radio Gwendolen in the sum of 3,000 be supported; (C) application 2839 from Facilities for 230 be supported; (D) the application for funding of the 2010 staff awards be supported, subject to the final costs being advised at the next meeting on 12 April 2010, and HoF/ (E) the transfers between unrestricted funds (as detailed in appendix 7 to paper P) be noted. 14/10 INSURANCE RENEWALS Paper Q provided the details of the following three insurance policies currently funded by the Committee, all of which were due to expire on 31 March 2010:- Trustee Liability ( cost 5,197.50); Fidelity ( cost 2,730.00), and Group Personal Accident ( cost 12,075.00) Quotations for cover during were currently being sought and these would be reported to the next meeting on 12 April The Charitable Funds Committee supported the renewal of the above insurance policies for Resolved that (A) the above insurance policy renewals (as detailed in paper Q) be supported, and (B) details of the confirmed costs for be reported to the next Charitable Funds Committee meeting to be held on 12 April DCLA DCLA/ 15/10 ANY OTHER BUSINESS Resolved that there were no items of any other business. 9

11 16/10 IDENTIFICATION OF KEY ISSUES THAT THE COMMITTEE WISHES TO DRAW TO THE ATTENTION OF THE TRUST BOARD (AS CORPORATE TRUSTEE) 16/10/1 Recommendations for consideration by the Trust Board (if any) The following recommendations be presented for consideration by the Trust Board (as Corporate Trustee) for approval:- the reclassification of fund W901 CIP Diabetes Care (Roy Bates) as detailed in Minute 1/10 above. 16/10/2 Any other key issues for consideration/resolution by the Trust Board at its next meeting Resolved that the following key issues be highlighted to the Trust Board for consideration (as Corporate Trustee):- continued support of the Well-Being at Work Programme, subject to the identification of clear objectives and timescales being established to comply with the requirements of the Boorman Review, the Foundation Trust application process and the NHS Operating Framework (Minute 6/10 above refers); the likely impact in respect of the potential International Financial Reporting Standards requirement to consolidate the Charity s accounts with the Trust s accounts (as detailed in Minute 7/10 above), and the proposals for appropriate restructuring of charitable funds, aligned to the Trust s divisional restructure (as detailed in Minute 8/10 above). 17/10 DATE OF NEXT MEETING Resolved that the next meeting of the Charitable Funds Committee be held at 2pm on Monday 12 April 2010 in Conference Rooms 1A and 1B, Gwendolen House, Leicester General Hospital. The meeting closed at 4.05pm. Paper O Kate Rayns Trust Administrator 10