2021-12-31-accounts

Somerset Unit for Radiotherapy Equipment.

Charity Registration No. 1102299. surecharity.org.uk 44 Calder Crescent, Taunton, Somerset, TA1 2NH

ANNUAL REPORT & FINANCIAL STATEMENTS

YEAR ENDED 31[ST] DECEMBER 2021

Sections

1. Charity Information

2. Report of the Executive Committee

3. Internal Financial Controls policy

4. Financial Reserves policy

5. Report of the Independant Examiner

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Section 1. S.U.R.E. CHARITY INFORMATION For Year Ending 31st December 2021

Paul Alway Roy Hole Vanessa Marchmont Barrie Palmer

TRUSTEES Paul Alway Roy Hole Vanessa Marchmont Barrie Palmer EXECUTIVE COMMITTEE P W Alway (Chairman) B Palmer (Founder) V.H.R.Hole (Vice Chair & Hon.Financial Director) V Marchmont. (Secretary) C Summerfield (Treasurer) S Miller G Wills REGISTERED OFFICE 44 Calder Crescent Taunton, Somerset, TA1 2NH BANKERS CAF Bank Ltd 25 Kings Hill Avenue Kings Hill, West Malling Kent, ME19 4JQ Lloyds/TSB 31 Fore St, Taunton, TA1 1HN

Bath Building Society c/o MJC Financial Planning Ltd 22 South Street Wellington TA21 8NS

Scottish Widows 67 Morrison Street Edinburgh, EH3 8YJ

Shawbrook Lutea House The Drive, Great Warley Brentwood, CM13 3BE

Skipton Building Society 1 Cheapside Taunton, TA1 3LG

INDEPENDANT EXAMINER

Brian Mogford 40 Stonegallows Taunton, TA1 5JP

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Section 2. Report of the Executive Committee

The members of the Executive Committee, including all Trustees, present their Annual Report, Financial Statement of the Charity, and Independant Examiners Report for the year ended 31[st] December 2021.

STRUCTURE, GOVERNANCE & MANAGEMENT

S.U.R.E. is a fund raising charity and was founded in the year 2000. It became a Registered Charity in 2004 and the registered number is 1102299. S.U.R.E. is constituted under a model Declaration of Trust deed dated 6[th] February 2004, Registered 25[th] February 2004.

The charities Management Committee consists of the 4 current Trustees plus 2 volunteer fundraisers. New trustees are appointed by the existing trustees and serve for 3 years after which they can put themselves forward for reappointment. The Trust Deed, as amended by Supplementary Trust Deed at a Special Committee Meeting held on 5[th] September 2013, provides for at least 3 Trustees.

The Management Committee meet at least 4 times a year, at which they review and agree the broad strategy for the charity and areas of activity for the coming months, including considering any significant funding applications exceeding £5,000. Smaller funding requests, under £5,000 are generally considered by email outside of the main Management Committee meetings and need approval by all members of the Management Committee to go ahead. The Management Committee also review monitoring of performance of approved projects, outstanding invoices, committed funds, overall current financial position and funds available for future projects.

PRINCIPAL ACTIVITY

The principal activity of the charity is to raise funds for radiotherapy equipment used in the treatment of cancer patients at the Beacon Centre, Musgrove Park Hospital, Taunton.

REVIEW OF THE YEAR

The ability of SURE to fund new projects in 2021 continued to be severely restricted by the impact of the ongoing Covid-19 pandemic on NHS resources and the focus of the Beacon Centre during 2021 remained to continue delivering patient treatment, at the expense of planning for significant new equipment to be provided with SURE funding.

As a result the SURE Committee and Trustees took the decision for a second year not to actively promote fundraising for the charity during 2021 as this would have impacted on wider NHS fundraising to combat Covid-19. Even with this restriction in activity and the Covid-19 related restrictions imposed by UK government during the year, SURE fundraisers and supporters continued to give support to the charity.

Total donations received in 2021 was £71,500 made up of: Donations £60,580 ; Legacies £8,806 ; Gift Aid £1,142 ; Interest Received £972 .

Whilst funding of projects in 2021, outlined in the SURE Vision 2020 and Beyond roadmap, continued to be affected by the impact of Covid-19, S.U.R.E. has been able to pass to the Beacon Centre and Musgrove Park Hospital the sum of £126,234 to fund the purchase of equipment and services in the year, whilst expenses have been kept to a minimum at £922 for the year. General expenses also included Liability Insurance, postage, licenses, professional fees and bank charges. Total expenditure was £127,156, resulting in negative net income for the year of £55,656.

The projects funded by SURE in 2021 are as listed in the following pages of this section titled ‘SUREEquipment Provided during 2021, which also includes a look at the way ahead in 2022 where SURE expects to fund additional equipment to ensure the Beacon Centre is able to make best use of the

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advanced treatment capabilities offered by the 3 new Linacs to the benefit of patients.

In recent years the SURE AGM/Annual Supporters Meeting has taken place at the Beacon Centre and include a detailed tour of the Radiotherapy Department to show supporters where their donations have been used to the benefit of patients. SURE was unable to hold any meetings at the hospital in 2021, as a result the AGM/Annual Supporters Meeting could not take place. It is hoped that the 2022 Annual Supporters meeting will be able to be held at the Beacon Centre later in the year. To compensate for this the Annual Report has been highlighted on the SURE website including the extract from the Annual Report detailing the Equipment Provided each year.

All SURE Committe and Trustees meetings in 2021 took place online over Zoom, with meetings with the Beacon Centre management taking place using Microsoft Teams meetings.

This whole report was compiled by Chairman Paul Alway, with a major contribution from Treasurer Carole Summerfield, and help as needed from Roy Hole.

– SURE Equipment Provided during 2021

During 2021 SURE committed funding of £126,234 to the Radiotherapy Department at the Beacon Centre at Musgrove Park Hospital to further improve patient diagnosis, treatment and outcomes. The focus of the Radiotherapy Department in 2021 during the ongoing Covid-19 pandemic continued to be on delivering patient treatment alongside the introduction of Stereotactic Ablative Radiotherapy treatment (SABR).

Projects Funded by SURE in 2021:

1. In 2018 SURE allocated funds to the maintenance contract of the replacement SURE funded CT Scanner/Simulator in the Radiotherapy department at the Beacon Centre to cover 2 years maintenance. In 2021 SURE provided funds of Year 1 £14,704.66 and Year 2 £54,241.55; a total cost to SURE in 2021 of £68,946.21

2. SURE fully funded the development and launch of a new Radiotherapy App, known as the Beacon Buddy, to provide tailored support information to patients receiving radiotherapy treatment, at a cost to SURE of £31,425. All patients receiving radiotherapy at the Beacon Centre are now offered the app as part of their support package during treatment.

3. In 2017 SURE funded the purchase of 2 ultrasound scanners to enable bladder volume scanning in relation to certain radiotherapy treatments. In 2021 demand for bladder volume scanning increased and SURE funded the purchase of an additional 2 ultrasound scanners, at a cost to SURE of £13,990.

4. SURE funded the purchase of 2 Spirobal Incentive Spirometers to be used by patients following breast cancer treatment, as encouraging them to breathe deeply can reduce pain and improve movement following treatment, at a cost to SURE of £141.60.

5. SURE allocated £2,064 to fund the purchase of additional Immobilisation Devices.

6. SURE approved funding for the purchase of additional Valley Cushions and disposable covers as replacements to SURE funded cushions, due to wear and tear, and to provide additional cushions. The Valley cushions are used to provide comfort to patients during travel to/from the Beacon Centre, 5 cushions and 15 disposable covers provided at a cost to SURE of £826.35 .

7. SURE funded the purchase of Gafchromic Film to enable Quality Assurance testing relating to the introduction of Stereotactic Ablative Radiotherapy treatment (SABR) in 2021 at a cost to SURE of £3,297.15

8. SURE allocated funds for the purchase of higher spec memory (RAM) and graphics cards required for the 25 PCs in the Radiotherapy and Radiotherapy Physics departments being replaced as part of a Trust wide replacement programme, the higher spec being required to view and manage

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patient imaging as image analysis moves into the Mosaiq software, funded at a cost to SURE of £5,543.70.

The Way Ahead for 2022

SURE is committed to ensuring cancer services at Musgrove Park Hospital, and the Beacon Centre in particular, continues to offer high quality cancer care to internationally recognised standards, as SURE continues to provide equipment and support not otherwise available within the NHS budget that is assessed to be of real benefit to patients, including enabling participation in national cancer treatment trials, leading to more patients being able to be treated locally at the Beacon Centre.

In November 2020 the SURE management committee and Trustees agreed a new Vision and Roadmap paper for the future development of advanced radiotherapy services with the Radiotherapy management team, outlining where SURE support and funding might best be used to the benefit of patients, an extract of which is available to download from the SURE website. The Vision & Roadmap is not set in stone, it is a living document setting out an agreed pathway for key areas of development, it will continue to evolve as these new projects move forward. In December 2021 SURE and the Beacon Centre management reviewed the roadmap, the revised table shows how some projects have been moved/revisited and are likely to be revised further.

YEAR	PROJECT	DELIVERY DATE			Approx Cost (£K)
2020	RT App			Feb-21	£40
2020	Staff room			Jan-21	£10
2021	SABR – ArcCheck and MapCheck			Sep-22	£150-200
2021	Space Conversions			2022	£30
2022	Ra223/Lu177		Under	Review	£150
N/A	TrainingNeeds			Annual	£20
2021	ePROMS			TBC
2022	SABR – gating and immobilisation			Sep-22	£200
2022	SGRT			Jan-23	£650
2022	Hexapods			Mar-23	£150
2023	MRIplanningsoftware			May-24	£60
2023	MRIplanningscanner			2024	£1m
2023	SXR			Dec-24	£500
2024	BiGART	not yet commercialised
2025	AIplanningsystem	not yet commercialised			£750
2025	Linac 4	2025			£1.5m

As a result we still have an ambitious programme of projects for 2022 . Already in the first quarter of 2022 SURE funding has been approved for:

• Funding of £2,700 to enable support/ changes/ upodates to the Radiotherapy Beacon Buddy App as and when required in 2022.

• Funding of £25,877 to purchase immobilisation devices in support of expansion of operationalising the next part of the SABR programme to include Oligometasteses 1 (simple

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non-vertebral bone and nodes), required to restrict movement during treatment of sites in the abdomen.

• SURE has given outline approval (subject to receiving final request paper and final quotes) to funding the replacement of the Superficial X-Ray (SXR) machine that was originally funded by SURE in 2009. The SXR is being relocated as part of the building plans at Musgrove Park and moved to a purpose built modular building close to the Beacon Centre and the opportunity is being taken to replace the SXR at the same time, at an expected cost to SURE of £153,000

• SURE has given outline commitment to funding the equipment required to implement Surface Guided Radiotherapy Treatment (SGRT), a major project to implement this advanced treatment expected to require £650,000 of SURE funding.

• Stereotactic Ablative Radiotherapy treatment (SABR) – split into two elements: ArcCheck and MapCheck, followed by SABR Gating and immobilisation, awaiting proposal.

Whilst the Covid pandemic continues to impact the NHS we are unable to confirm how many of the projects proposed will be able to be delivered in 2022, but the overall Vision Roadmap remains our joint view of how SURE funding can continue to help deliver world class treatment for patients.

Section 3. Internal Financial Controls Policy

The charities trustees are responsible for safeguarding the assets of the charity and hence taking reasonable steps for the prevention and detection of fraud and other irregularities. To that end the trustees have reviewed and updated the internal financial controls policy which is set out below.

Management of the charities bank accounts

• No payments are authorised for payment without an accompanying invoice or receipt.

• Where the charity holds more than one account with the same bank, the Treasurer is authorised to move funds electronically between those accounts but cannot authorise payments out of the accounts in that way.

• All payments made by the charity are made by cheque requiring two signatures, those of the Treasurer and the Hon. Finance Director.

• For all online donation activity, eg. Just Giving, the charity uses a bank account into which you can deposit funds but not make outgoing payments.

• All payments and receipts are logged manually.

• A receipt is issued for all cash donations received from donors by any member of the charities management committee.

Working with the Somerset NHS Foundation Trust.

• All requests to SURE for consideration for funding must be accompanied by a paper outlining the needs and patient benefits together with final quotes for all equipment required.

• All projects approved by the Management Committee and Trustees are given a unique SURE project number when authorised and a ceiling funding amount which cannot be exceeded without seeking further authority from the SURE management committee.

• Invoices are received electronically from the Trust. No invoice will be accepted for payment unless it includes the SURE project number.

• Approved invoices are then paid within 5 working days.

Donations for SURE made at the Beacon Centre Musgrove Park Hospital

Up until March 2022 donations were able to be left for SURE at the Beacon Centre reception desk where they were held in a safe until collected by a nominated SURE volunteer. However, following a suspected theft of a donation, reported to the police who after an investigation concluded the evidence was not likely to lead to a conviction, the Management Committee and

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trustees worked with the hospital management and fraud prevention officer to change how donations are to be handled in future. The incident was reported to the Charity Commission (Incident No.514570) who are satisfied that the trustees have dealt with the matter appropriately and responsibly and that the matter is now closed.

The agreed procedure for donations for SURE at the hospital is:

• No donations can be left at the Beacon Centre reception

• All donors are directed to the hospital's Main Office where the donation will be counted and a receipt issued to the donor.

• All cash received is paid by the Trust into the nominated SURE bank account via BACS.

• All cheques and accompanying letter or other information received along with any donations is held by the Main Office until collected by a nominated SURE volunteer, fortnightly.

• All donations received by the Main Office are recorded in a spreadsheet, regularly passed to the charities Treasurer.

• A new poster at the Beacon Centre reception includes the charities registered phone number if the donor would prefer us to arrange collection from them.

Section 4. Financial Reserves Policy

The S.U.R.E. Financial Reserves Policy is based upon a number of factors:

1. Forecast and historic annual income levels from fundraising activities, excluding legacy donations.

2. Historic underlying funding expenditures on equipment and services to maintain the treatment capabilities of the Radiotherapy Department at the Beacon Centre, Musgrove Park Hospital, excluding major funding undertakings such as replacing the S.U.R.E. funded CT Scanner/Simulator.

3. S.U.R.E. Does not commit to funding equipment unless the funds are readily available in S.U.R.E.'s bank accounts, the exception being for major undertakings such as replacing the S.U.R.E. CT Scanner where given the high cost an individual fundraising campaign is run.

4. The need to hold reserves against committed expenditure forecasts for future years, such as the ongoing maintenance of equipment funded by S.U.R.E. where a commitment has been made to fund multiple years maintenance costs, such as where S.U.R.E. committed tom pay the first 3 years maintenance costs for the S.U.R.E. CT scanner.

5. S.U.R.E.'s Reserves Policy is to maintain reserves of a minimum of £100,000 in the charities bank accounts

6. S.U.R.E. will not commit expenditure of any portion of the £100,000 financial reserve without the unanimous agreement of the Management Committee and the authority of ALL Trustees confirmed in writing to the Secretary.

7. This will enable S.U.R.E. to fund the provision of equipment urgently required by the Radiotherapy Department to ensure patient treatment is maintained at current levels of excellence.

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Section 5. Report of the Independant Examiner

S.U.R.E. Somerset Unit for Radiotherapy Equipment 110229

Report and Accounts for the Year ended 31st December 2021

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Independent examinerfs report on the accounts Section A Independent Examlnees Report Report to the trusteesl members of Sonr58t Unrt for Rad¥)therapy Equipm&rt On accounts for the year ended 31 De¢emLw2021 Charity no Irf any) 11¢Y2299 Set out on page8 Respecuve responsibllltles The chanWs trustees TesyJnsib12 foT the wepakn"on of lJ)e acctyjnts. The of trustees and examlner chanty's trustees 0)n$￿er thatan audit 15 not required for this year under ￿K)n 144 of the Charrties ACÈ 2011 (the char￿e$ Act) and that an irKlependent examinab.on is needed. It is my resKM)nbflty to." exarnine the ￿￿Unts urKl8r seC1K￿ 145 of the Charrt￿5 to fdlow the pr￿ed￿re$ Lgid down In the general Diwty'ons gwen by the Charity G)mmBsk)n lunder se¢tk)n 14515llbl of the Chwibes Art and to slate whether particular matters have corne b) my attenb"on. Basts of independent My examinati)n was carrEd out In aC￿rdan￿ wth general Directions given by the exarnÈnerfs statsment Charty CoMmk%9￿ An examination in¢ludes 8 review ofthe accounb.ng records kept by the charity and a comparison ol the ￿)unts presented wrth those record5. It also includes cx)nsxlerabon of any uTru5ual items or disclosures in the accounts, and seeking explanabons from the trustee5 Can￿ming any such matters The prC￿￿du￿eS undertaken do not provhje all the eVKIen￿ that WOU￿ be required In an aud¢ and wnsequently no opinLJn is given as to whetherthe accounts p￿sent a '￿e and fasrf vw and the r4x)rt is limrted to those matter5 set OUE in the statement Indepgndont examinerfs In o)nnectk?n wth my exafnlnth"c￿. no matter has r[￿e trj my att8nb"on. statement 1. which gsves me rea5wabk rause to teliève that in, any material respecL the requirements." to keep accounb.ng records wi ￿)[dan￿ with secbon 130 ofthe Charities Act. and to prepa￿ ac4))unts whM* ￿>[￿ wth Ihe attounting records and corn wEth acwunbng wuiremenls ofthe Chatibes AGI have not been met or 2. to whth. in my opinic¥). attentw should be drawn in order to enabk a Prts￿r understanding ofthè acc(xJnts tr& be reach8J. Sign8d= Date: 25 ma￿ 2022 Brian Mogford Rel￿ant professional qualif￿ation(SI or body1Sf any).. Addre5S: 40 StMegal Tauntr TA15JP sureannualreport2021 final.odt 90f13 30 May 2022

S.U.R.E Somerset Unit for Radiotherapy Equipment 1102299 INCOME & EXPENDITURE ACCOUNT for the Yearended 31 December 2021 2021 2020 Donation Legacies Gift Aid Interest Received (dJ580 6(K>12 868279 1142 972 3915 Total Incorning Res(xJrces 71500 932206 RESOURCES EXPENDED Equipment Purchases Sundry Expense5 Bank Charges 126234 825 97 37092 Total Resources Expended 127156 37634 NET INCOME -55656 894572 FUND BALANCE5 BROUGTrtr FORWARD 1527311 632739 FUND BALANCES CARRIED FORWARD 1471655 1527311 Represented by.. Charities Aid Foundation Lloyds Bank Skipton Building Soaety Bath Building Society CAF/Shawbrook Scottish Widows Cash In hand Total 1011699 43776 86956 89565 157031 82611 17 1471655 These Financial Slatemenls *tre appr¢)ved by the Exec￿l¥e Committee Signed on beholf by.. V.H.R. Hole Vice Chairman C. Summetfield. Treasurer Paul Alway. Chairnian sureannualreport2021 final.odt IOOf13 30 May 2022

S.U.ILE. NOTES TO THE FINANCIAL STATEMEwr Year P￿d¢Aj 31° 2021 I. CONSTITtrrioN therefore is no assets of tts OW￿ It oimte5 &s a focal EEceÉving p)int forthe th generat by a variety of futtd raising events and bas only miniscule aTnoTmt of ¢)￿i￿ CA￿dit￿le. It Wds fountsl ill the year 2(W and 1￿me a r¢gistcred ctthrity in 20(H. 2. OPERATtNG RESULTS Net Income Cash balan¢¢ Interest Totsl Income 2000 2001 2002 2￿3 68K8 34739 49250 64617 93768 159074 153839 165952 255044 301289 174774 154930 161165 117111 135035 294892 297267 130564 192623 521201 928291 70528 6818 34843 49843 66682 97456 167501 169140 187207 321392 307549 178118 160202 164752 118935 136128 296378 299545 133018 196395 524191 932206 71500 6818 34843 49843 593 2065 3688 8427 15301 21255 66348 6260 3344 5272 3587 1824 11)93 1486 2278 2454 3772 1127 1244 363 235 {476 1197) 314 (21 11751 1432 97212 167138 1 168905 186731 306856 225672 82875 1846301 275083 125881 14432 185156 21H)5 2(K)7 2￿8 143391 5J2907 930531 244657) 439403 2441521 11211681 1101451 70774 112082 4941621 494313 37092 126234) 859229 942104 857474 582391 456510 470942 656098 883869 903647 604231 632739 1527311 1471655 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 528 {1077 IIIMM) 1158 116491 1370 542 {922) 19778 299416 (28507 894572 55656 3915 972 Note Donations include Gift Aid and IEgacics. Sectwjn 5 sureannualreport2021 final.odt 11 Of13 30 May 2022

Independent Examiner's Notes SURE 2021 Small Adjustment as under Error in Interest Received in the 2020 Accounts Shawbrook understated by Bath B Soc overstated 12. 565.61 2021 Interest reduced by 553.61 Difference in Cash Donations increased by £156 to £60580 bg"'54,,l@ ? L.Lo- sureannualreport2021 final.odt 120f13 30 May 2022

These Financial Statements were approved by the SURE Executive Committee & Trustees 2021 on XX[th] May 2021 and signed on behalf by:

Paul Alway, Chairman;

Carole Summerfield, Treasurer;

V.H.Roy Hole, Vice Chairman.

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