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Bundel of Charitable Funds Committee on 24 June 2016

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Bundel of Charitable Funds Committee on 24 June 2016 Bundel of Charitable Funds Committee on 24 June 2016 1 CF16/13 Apologies and Declarations of Interest 2 CF16/14 Minutes of the previous meeting 3 CF16/14.1 Accuracy of Minutes CF16-14.1.docx 4 CF16/14.2 Matters arising and summary action plan CF16-14.2.docx 5 CF16/15 Charitable Funds Finance report CF16-15 cover.docx 6 CF16/15.1 Report to March 2016 CF16-15.1.docx 7 CF16/15.2 Designated Fund Annual Returns CF16-15.2.docx CF16-15.2 appendix.pdf 8 CF16/16 Fundraising report CF16-16 Cover.docx 9 CF16/16.1 Report to March 2016 CF16-16.1.docx 10 CF16/16.2 Lap of Wales report CF16-16.2.pdf 11 CF16/17 Charitable Funds Advisory Group CF16-17 cover.docx 12 CF16/17.1 Summary of Applications CF16-17.1.docx 13 CF16/17.2 Minutes of meeting held on 17.3.16 CF16-17.2.docx 14 CF16/17.3 Draft minutes of meting held on 26.5.16 CF16-17.3.docx 15 CF16/18 Rothschild Portfolio presentation CF16-18 cover.docx CF16-18.pdf 16 CF16/19 Request for Expenditire Approvals CF16-19.docx 17 CF16/19.1 Trial of Optimal Personalised Care after treatment - Gynaecological Cancer (TOPCAT-G_ CF16-19.1.docx 18 CF16/19.2 Wigs for Dermatology patients that have alopecia (12 months cost) CF16-19.2.docx 19 CF16/19.3 Wigs for cancer patients receiving treatments that may cause alopecia (12 month cost) CF16-19.3.docx 20 CF16/20 Charity Budget 2016/17 CF16-20.docx 21 CF16/21 New Madog Community Hospital Trust Donation CF16-21.docx 22 CF16/22 Charity Reserves Policy CF16-22.docx 23 CF16/23 Joint Working Protocol CF16-23.docx 24 CF16/24 Final Committee Annual report CF16-24.docx 25 CF16/25 Issues of significance to raise in Chair's Assurance report 26 CF16/26 Date of next meeting 3 CF16/14.1 Accuracy of Minutes 1 CF16-14.1.docx CF16/14.1 CHARITABLE FUNDS COMMITTEE Minutes of the Meeting Held on Monday 14th March 2016 in Boardroom, Carlton Court, St Asaph Present: Ms Marian Wyn Jones Independent Member (Chair) Mr Russell Favager Executive Director of Finance Mr Ceri Stradling Independent Member Mr Keith McDonogh Independent Member Mr Geoff Lang Director of Strategy In Attendance: Ms Helen MacArthur Head of Financial Services Ms Kirsty Thomson Head of Fundraising Ms Rebecca Hughes Charity Accountant Ms Cath Humes Community Fundraising Coordinator Ms Laura Jones PA to Executive Director of Finance Mr George Hurt BBC Reporter (Observer) Agenda Item Action CF16/1 APOLOGIES FOR ABSENCE & DECLARATION OF INTERESTS Apologies of absence were noted from Mr Gary Doherty. Ms M Wyn Jones welcomed Mr George Hurd, BBC Reporter to the meeting and confirmed Mr G Hurd will now be covering the North Wales area. On behalf of the Committee Ms M Wyn Jones wished Cancer Fund raiser, Mr Irfon Williams all the very best for a speedy recovery after his recent operation. CF16/2.1 MINUTES OF MEETING HELD ON 21st DECEMBER 2015 CF16/2.1 Accuracy The minutes were approved as accurate. CF16/2.2 MATTERS ARISING AND REVIEW OF SUMMARY ACTION PLAN Updates were provided for incorporating into the summary action plan. It was noted in in respect of Lap Of Wales that despite further request, Eryl Vaughan had not provided the accounts as promised, in part due to his accountant being out of the country on business. Mr R Favager requested that Ms H MacArthur formally followed this up on behalf of the Committee and that should the accounts not be forthcoming in a timely manner then the Health Board would need to consider escalating the issue for advice and action. 1 Minutes F&P 14.03.16 V0.4 CF16/14.1 CF16/3 CHARITABLE FUNDS FINANCE REPORT : DECEMBER 2015 CF16/3.1 Ms H MacArthur presented the report highlighting the income and expenditure as of 31st December 2015. Ms H MacArthur reported that donations are increasing year on year however the average donation is reducing. This could be a result of the charity becoming more visible which is creating a greater number of donations but these donations are smaller. There has been an increase in legacy income; this is a volatile area which needs to be promoted. Expenditure has increased year on year which is a result of the Linear Accelerator expenditure of £1.7m. However once this is removed there is a reduction year on year. CF16/3.2 Ms H MacArthur queried whether it would be useful for major fund holder to attend the Committee to discuss the current major funds. Mr R Favager agreed stating that donors don’t donate money to sit in bank accounts therefore there is a need to promote this to the fund managers. Mr R Favager also stated it would be a good idea to ask the major fund managers to confirm the plans for their specific funds over the next 12 months. Ms M Wyn Jones confirmed that it would be good to focus on the largest 10 funds initially and Ms H MacArthur suggested some of the major fund holders attend the next meeting. Ms K Thomson also suggested it would be HMcA useful to encourage training for the fund holders to ensure they have a better understanding of their roles and responsibilities as a fund raiser. CF16/3.3 It was noted from the requests for use of General Funds that there was a lack of awareness of what funds existed and the balances. Ms K Thomson confirmed that information is sent out to fund holders however this information is not being cascaded to the wider teams. It was suggested to include a briefing in the staff HM / RF bulletin to make staff aware of the funds available and also for the Execs to discuss & GL this with the Hospital Directors. CF16/3.4 Mr R Favager queried the costs associated with the external contractors under STL and asked whether individual quotes had been received in relation to these costs. Ms H MacArthur confirmed that these costs have been through the value for money process and formalised through a quote waiver and will go out to tender next year if required. The report was noted. CF16/4 FUNDRAISING REPORT CF16/4.1 Fundraising Report: December 2015 CF16/4.1.1 Ms K Thomson presented the report reiterating that the total number of donations has increased however the value of donations has decreased. This is a similar trend to the majority of charities at the moment as the way people fundraise is changing. Ms K Thomson confirmed that the team are conscious of this change and this will be taken into account as the strategy develops. Ms K Thomson highlighted the current underspend against the fundraising budget and confirmed this will be discussed at the next meeting. CF16/4.1.2 Ms K Thomson updated the Committee on the recent appointments to the team and also confirmed that Ms C Humes will be on maternity leave from June 2016 onwards for 12 months and Ms K Thomson is also on maternity leave therefore the team are reviewing their plans around this time. Ms K Thomson also updated the 2 Minutes F&P 14.03.16 V0.4 CF16/14.1 group on Trusts and Foundations stating there have been 2 successful applications and 15 applications still in progress. A number of applications have been rejected however this is expected due to the current climate, Mike Ritchie is investigating to find out the reason for the rejections. CF16/4.1.3 Ms K Thomson updated the Committee on the Snowdon Rocks project with Mike Peters which will be taking place on Saturday 18th June 2016. Correspondence will be circulated this week and the Executive Directors are encouraged to take part. Ms K Thomson also confirmed that Jane Lloyd events are looking to develop a bed race in 2017. Jane was involved in the recycle bike race last year and a life cycle bike ride will be taking place in September 2016. Ms K Thomson also thanked Ms C Humes for her work with the 5k event over the past 2 years. CF16/4.1.4 Ms M Wyn Jones highlighted the increasing level of engagement that Awyr Las are receiving on social media. Ms K Thomson stated that the current social KT media figure for the charity is 120,000 followers and compared to other charities such as Birmingham Children’s Hospital and Alder Hey, Awyr Las have a significantly higher rate of social media followers. It was suggested that a calendar of fundraising events would be useful to be included in the papers for future meetings of the group. KT CF16/4.1.5 Ms K Thomson queried the possibility of setting up a pot of money specifically for trusts and foundations applications. Mr R Favager stated that a proposal will need to be submitted to the Committee for a decision to be made but given some outstanding concerns on Elen’s fund the governance arrangements on any new venture would have to be explicit in the proposal, Ms M Wyn Jones asked if this could submitted to the next meeting. The report was noted and endorsed. CF16/4.2 Coffee Concerts in Care Appeal CF16/4.2.1 Ms C Humes updated the Committee on the Coffee Concerts in Care Appeal which is a joint partnership to develop a small appeal to recognise Arts in Health. This will be a restricted fund held by the partnership company and Awyr Las will provide match funding and will allow money to come in through the arts and health pot and develop partnerships.
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