MINUTES OF THE CHARITABLE FUNDS COMMITTEE HELD ON TUESDAY 9 JULY 2013 AT 10AM VIA VC LINK BOARDROOM CIC/BOARDROOM WCH

Transcription

1 MINUTES OF THE CHARITABLE FUNDS COMMITTEE HELD ON TUESDAY 9 JULY 2013 AT 10AM VIA VC LINK BOARDROOM CIC/BOARDROOM WCH PRESENT: IN ATTENDANCE: Mr M Bonner, Trust Vice Chairman, (Committee Chair) Mr M Evens, Non-Executive Director Mr S Shanahan, Interim Director of Finance Dr F Dallas, Clinical Representative Mr E Gardiner, Deputy Director of Finance Matron A Tomlinson, Nursing Representative Ms H McDonnell, Assistant Director of Finance, Financial Services Mrs G Martlew, Grant Thornton External Auditor Mrs J Lynch, Office Manager (Minute taker) CF21/13 WELCOME & APOLOGIES Mr Bonner welcomed Matron Andrea Tomlinson to the meeting. Matron Tomlinson was attending the meeting as the nursing representative. Apologies were noted from Mrs C Platton, Mrs R Duguid, Mr I Gordon and Ms Martlew asked that we record the apologies of Ms J Bellard. CF22/13 MINUTES OF THE LAST MEETING The minutes of the last meeting were agreed to be a true and accurate record. CF23/13 MATTERS ARISING AND ACTION PLAN CF14/13: Dr Dallas reported that the Renal Department had not been able to use the equipment purchased following the presentation to the last Charitable Funds meeting. The Trust IT department would not allow it to be used until the machine had been encrypted. Mr Shanahan agreed to look into this. Actions are noted on the Action List Action: Matters Arising and Action Plan Renal Equipment: Mr Shanahan to look into the issue of the encryption of the new equipment to enable the department to start using it. Page 1 of 8

2 CF24/13 CHARITABLE FUNDS ANNUAL REPORT/ANNUAL ACCOUNTS 2012/13 Ms McDonnell presented the Annual Report/Annual Accounts 2012/13. The following key points were noted: The Charitable Funds had benefitted from donations and legacies totalling 385,000 during 20123/13. The Charitable Funds had approved 500 grants totalling 613,000 during 2012/13. The net assets of the charitable funds as at 31 March 2013 were million, which is a reduction on the previous financial year. Mr Evens questioned the donations received from companies and asked why the Trust received them. Members discussed this and it was felt to be related to sponsorship for events from pharmaceutical companies as they hold an event and donate funds to the Charitable Funds accounts. Ms McDonnell stated she would find out the details and forward to members. Members further discussed the potential to create Friends of Carlisle Hospital to help fund raise, It was noted that Northumbria used this method to fundraise. Mr Shanahan reported that Mr Morgan was looking at ways of creating funds for the West Cumberland Hospital, although it was noted that the West Cumberland Hospital already had a League of Friends which held fundraisers for the hospital. Mr Evens requested that page 4 of the document be amended; Dr Rushmer, Mr Walker, Mr Gordon and Professor Reveley to be added to the table. Mr Evens requested the table on page 4 be also amended to reflect the number of meetings individuals could attend as Mr Gordon had not been in post to attend 5 meetings so he would need to be amended to 4 meetings. Also Mr Shanahan and Mr Mulvey attendance dates needed to be amended. Ms McDonnell agreed to amend the document. Mr Bonner reported that Mrs Cooke left in 2012, not 2013 as stated and asked for the date to be amended. Mr Evens queried page 8 of the document as he thought the from/to dates were confusing. The Non-Executive Directors were all contracted for specific terms, whereas the Executive and other representatives were all until present unless they had left the Trust. Mr Gardiner agreed to amend the document. Mr Bonner questioned the 25% limit of donations on page 10, 4 th paragraph as he thought it was misleading. This was discussed by members and Ms McDonnell agreed to amend the sentence. Mr Evens questioned note 4 on page 25 of the report, in relation to the investment manager s fee as it differed from note 8.1 on page 27 of the report. Ms McDonnell agreed to follow this up. Mr Bonner informed members that the approval of the accounts would be discussed following the Grant Thornton Audit Findings Report. Page 2 of 8

3 Action: Annual Report/Annual Accounts 2012/13 1. Helena McDonnell to send members the information relating to donations from private companies 2. Ms McDonnell and Mr Gardiner to amend the document as per the discussions held in the meeting. CF25/13 GRANT THORNTON AUDIT FINDINGS Ms Martlew presented the Audit Findings report. Ms Martlew went through the report in detail and the following key points were noted: Ms Martlew thanked the finance department because the working papers had been very good this year. VAT exemptions; Ms Martlew drew the committee s attention to the reporting issue on page 5 of the report. Mr Gardiner informed the committee that the Trust was doing all it could to address this issue. All high value items were brought to the Charitable Funds Committee and regular checks were being undertaken on all bids for funds. In relation to ordinary expenditure; anything over 10,000 was being checked. Staff in the Trust were familiar with the system now and were using it correctly. Mr Shanahan further reported that he was also viewing requisitions and where there were errors these were being picked up on a one to one basis with the individuals. Ms Martlew confirmed that Grant Thornton supported this and were also aware of the increase in spending of Charitable Funds. Ms Martlew questioned the merging of funds once the acquisition was complete (page 11 of report). No formal decision was made in relation to the merging or keeping separate the charitable funds. Members discussed the acquisition and if a full audit of accounts would be required or part year. Mr Shanahan informed members that it would be appropriate to continue with a full audit until the Trust was merged with Northumbria. There were no unadjusted misstatements in relation to the charitable funds. Ms Martlew drew attention to page 24 of the report which gave the external audit opinion and reported that the signed opinion would be send to Mr Shanahan and Mr Gardiner. Mr Bonner thanked both Grant Thornton and the finance representatives for the work undertaken to finalise the accounts. The report was accepted. CF26/13 CHARITABLE FUNDS LETTER OF REPRESENTATION Mr Shanahan presented the Charitable Funds Letter of Representation. Members noted that the letter was of the standard wording and format. Ms Martlew also informed members that she was satisfied with the content of the letter. Page 3 of 8

4 Members approved the Letter of Representation and authorised Mr Shanahan to sign the letter on behalf of the Charitable Funds Committee. CF27/13 ADOPTION OF ACCOUNTS Mr Bonner verbally reported that the Charitable Funds Committee following discussion, and subject to the changes being made, had adopted the Charitable Funds on behalf of the Corporate Trustee. Committee members authorised Mr Bonner and Mr Shanahan to sign off the Annual Report and Annual Accounts. CF28/13 CHARITABLE FUNDS REPORT Ms McDonnell presented the Charitable Funds Report for the period which ended 31 May This was accepted by members. The key points were noted: The income received up to the end of May was 72,639. Expenditure up to the end of May was 203,595. The balance at the end of May was 2,748,933, which was a reduction of 131,055. Legacies totalling 31,349 had been received since the previous Charitable Funds meeting. There were a further 3 legacies where the cash had still to be received. These totalled 18k. Members discussed the rationalisation of funds and it was noted that a number of funds had been merged into the relevant general funds. The funds would continue to be reviewed. Members were pleased to note the amount of spending plans relating to some of the charitable funds. Mr Bonner questioned the use of the A&E ultrasound equipment that had been approved at the previous Charitable Funds Committee meeting and requested that A&E staff report back at a future meeting of the committee on the improvements made to the department with the purchase of the equipment. The Committee noted the fund balances, noted the legacies received in the current financial year, approved the rationalisation of funds and noted the investment of the Charity s cash. Action: Charitable Funds Report A&E Staff to report back to Charitable Funds Committee on the enhancement made by the purchase of the ultrasound machines for A&E Departments in CIC/WCH CF29/13 ANY OTHER BUSINESS Mr Bonner thanked Matron Tomlinson for attending. Matron Tomlinson reported that the staff were becoming more aware of the process for requesting funds from Charitable Funds. Page 4 of 8

5 Dr Dallas questioned the uptake of the 1k donation to wards/departments. Mr Gardiner informed members that the uptake had been poor. The wards had been informed of the offer but had not taken up the offer. CF30/13 DATE AND TIME OF NEXT MEETING Tuesday 8 October 2013 at 10am via Boardrooms CIC/WCH Page 5 of 8

6 Minute Point Reference NOVEMBER 2012 CHARITABLE FUNDS ACTION LIST JULY 2013 Details of Action agreed Action by whom Timescale Progress Governan ce coding CF39/12 March 2013 CF13/13 : Charitable Funds Governance Action Plan a. Mr Gardiner to bring a report to the March 2013 Charitable Funds meeting regarding the alignment and merging of funds with NHFT Renal Funds. 1. Mr Shanahan to bring a report to Charitable Funds Committee regarding the estates plan for Renal. Eric Gardiner March 2013, amended date July 2013 Ongoing - work was continuing with Northumbria and the Charities Commission in relation to this and a report would be presented to the October meeting Steve Shanahan July 2013 Complete. Mr Bannister looking at the whole of the CIC footprint and looking at the priorities Page 6 of 8

7 CF14/13 CF16/13 July 2013 CF23/13 Purchase of Transonic Haemodialysis Monitor and Equipment. 1. Mr Evens asked Mr Gledhill to come back to the Charitable Funds committee later in the year and give feedback on the equipment. Charitable Funds Report Mr Shanahan to look into Fund WCH 008 (Henderson Suite) in relation to their spending plans for software, and to report back to the committee members. Matters Arising and Action Plan Renal Equipment: Mr Shanahan to look into the issue of the encryption of the new equipment to enable the department to start using it. Jean Lynch October 2013 required. Discussions were also continuing with Northumbria. Steve Shanahan July 2013 Ongoing Mr Shanahan awaiting information from Mrs Preston to report back at October meeting Steve Shanahan October 2013 CF24/13 Annual Report/Annual Accounts 2012/13 1. Helena McDonnell to send members the information relating to donations from private companies 2. Ms McDonnell and Mr Gardiner to amend the document as per the discussions held in the meeting Helena McDonnall Helena McDonnell/Eric Gardiner Immediately Immediately Complete Page 7 of 8

8 CF28/13 Charitable Funds Report A& E Staff to report back to charitable funds on the enhancement made by the purchase of the ultrasound machines for A&E Departments in CIC/WCH Jean Lynch October 2013 Page 8 of 8