2023-12-31-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 2023

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

SURE Annual Report 2023 Final 1 of 15

20 August 2024

Section 1. S.U.R.E. CHARITY INFORMATION For Year Ending 31st December 2023

TRUSTEES

Paul Alway Roy Hole Vanessa Marchmont Barrie Palmer

EXECUTIVE COMMITTEE P W Alway (Chair) 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 15 Queen Square Bath BA1 2HN

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

TaxAssist Accountants 24 Bridge Street Taunton TA1 1UB

SURE Annual Report 2023 Final

2 of 15

20 August 2024

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 2023.

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 Treasurer and 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 aim to 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. The Management Committee also meet 4 times a year with the Beacon Centre Radiotherapy Department management and finance team to review performance of current projects, outstanding invoices, review the Vision & Roadmap and to discuss potential future projects for SURE funding.

SURE is registered with the Fundraising Regulator (fundraisingregulator.org.uk) and follows its Code of Fundraising Practice.

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 (Somerset NHS Foundation Trust). Alongside this the charity considers funding requests for equipment associated with cancer diagnosis, treatment planning, treatment delivery and patient care which will benefit cancer patients across Somerset.

REVIEW OF THE YEAR

During 2023 SURE committed funding of £604,074.64 to the Radiotherapy Department at the Beacon Centre at Musgrove Park Hospital to further improve patient diagnosis, treatment and outcomes.

In 2023 SURE fundraisers and supporters continued to give their generous support to the charity. Supporters leaving SURE a Gift in their will as a legacy has become significant in recent years in enabling the charity to fund major innovations in radiotherapy treatment that would not have been possible without them, 2023 was no exception.

Total donations received in 2023 was £390,151 made up of: Donations £102,853 ; Legacies £256,000 ; Gift Aid £0 ; Interest Received £31,291; and Bank Adjustment £7.

Following recovery from the impact of the Covid-19 pandemic 2023 saw us able to return to the delivery of major new projects within the Radiotherapy Department as outlined in the SURE Vision 2020 and Beyond roadmap, including the delivery of Surface Guided Radiotherapy Equipment (SGRT), S.U.R.E.'s biggest funding project to date.

SURE Annual Report 2023 Final

3 of 15

20 August 2024

S.U.R.E. has been able to pass to the Beacon Centre and Musgrove Park Hospital the sum of £604,074.64 in 2023 to fund the purchase of equipment and services in the year, whilst expenses have been kept to £1,327 for the year. General expenses also included Liability Insurance, postage, licenses, professional fees and bank charges.

Total SURE expenditure was £605,402 resulting in net income for the year of -£215,250.

The projects funded by SURE in 2023 are as listed in the following pages of this section titled ‘SUREEquipment Provided during 2023', which also includes a look at the way ahead in 2024, to ensure the Beacon Centre is able to make best use of the advanced treatment capabilities 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. These were unable to take place in 2021 and 2022 due to the impact of Covid-19. The 2023 Annual Supporters meeting was able to go ahead at the Beacon Centre in September 2023 when supporters were able to see the SGRT equipment in place and demonstrated by the supplier and the radiotherapy team.

The Annual Report is highlighted on the SURE website including the extract from the Annual Report detailing the Equipment Provided each year.

All SURE Committee and Trustees meetings were again able to take place face to face, with Zoom available for those not able to attend. Meetings with the Beacon Centre management were also able to resume in person at the Beacon Centre, with Microsoft Teams available for those not able to make the meeting.

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

– SURE Equipment Provided during 2023

During 2023 SURE committed funding of £604,074.64 to the Radiotherapy Department at the Beacon Centre at Musgrove Park Hospital to further improve patient diagnosis, treatment and outcomes.

With the relocation of the Superficial X-Ray machine to a new bespoke building eventually being funded in full by the Somerset Foundation Trust, SURE was not requested to contribute funding (expected to be £153k in 2021 and at one point in 2020 up to £500k) towards the building or the new SXR machine.

SURE had also held ring-fenced £150,000 against the Radium 223 project in the joint Vision and Roadmap, Somerset Foundation Trust concluded in 2023 that it would not go ahead, resulting in the funds being freed for other new projects in the future.

Projects Funded by SURE in 2023:

1. Radiotherapy App (Beacon Buddy) Support Bucket. A bucket of funding to allow the app developers to fix bugs/operational issues affecting patients use of the app as they occur, without waiting for funding approval. Funding approved by SURE in 2022 at a cost of £2,700, invoice paid in Febuary 2023.

2. Superficial X-Ray (SXR) Unit Applicators, With the new SXR machine located in its own bespoke shielded building it is able to deliver treatments to the full extent of its capabilities including higher energy/deeper x-ray treatments. To enable this SURE approved funding in July 2022 for a range of three new applicators that cover all field sizes with higher x-ray energy, allowing an expected additional 50 patients a year to be treated using SXR.. Funded by SURE at a cost of £8,597.64 invoiced and paid in June 2023.

3. Feasibility Study for Building Works planned for the Radiotherapy Department.. The department

SURE Annual Report 2023 Final

4 of 15

20 August 2024

has remained unchanged since the Beacon Centre opened in May 2009, with the growth in number of patients being treated the feasibility study is to confirm the feasibility and associated costs to rearrange areas of the department to improve the use of space to the benefit of both patients and staff teams. It is expected that the works will be undertaken in 2024. Invoice paid in November 2023 at a cost to SURE of £7,237

1. Surface Guided Radiotherapy Equipment (SGRT) In August 2022 SURE gave final approval and committed funding for the delivery of Surface Guided Radiotherapy Treatment (SGRT) on all 3 Linac treatment machines and the SURE provided CT Scanner/Simulator. This is the biggest single project SURE has undertaken to fund to date. SGRT uses sophisticated 3D camera technology to give therapeutic radiographers a real-time visualisation of the patient’s skin surface, monitoring physical movements and calculating any differences from the planned treatment position. This ensures the precision required for patient specific radiotherapy treatments. Invoice for SGRT equipment for £585,540 paid by SURE in December 2023.

The Way Ahead for 2024

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 a living document setting out an agreed pathway for key areas of development and will continue to evolve as new projects move forward.

1. SURE has committed to funding SGRT service and maintenance costs for year 2 (due July 2024) and year 3, held ring-fenced awaiting invoices, at a total cost to SURE of £158,632

2. In 2023 SURE approved funding for licences from Elekta for the implementation of SGRT on the 3 Linac radiotherapy treatment machines, at a cost to SURE of £56,449 Invoice expected for payment in 2024.

3. In October 2023 SURE approved funding of £14,401 for the purchase and installation of Air Conditioning & Heating system in the former Radiotherapy Planning Room as part of a wider project being investigated to convert back office spaces in the Radiotherapy department to improve the use of space for patients and staff.

4. Stereotactic Ablative Radiotherapy treatment (SABR) – split into two elements: ArcCheck and MapCheck QA Equipment. Following a detailed product evaluation process by the Radiotherapy Physics team the final funding proposal and quotes are expected mid 2024. £175,000 is held ringfenced by SURE to fund this project.

Whilst the delivery timescales of individual projects cannot be guaranteed, the overall Vision Roadmap remains our joint view of how SURE funding will continue to help deliver world class treatment for patients. The Vision Roadmap is reviewed at each joint SURE/SFT meeting, held 4 times a year, to ensure the proposed projects for the next 2-3 years will deliver the best outcomes 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 the internal financial controls policy which is set out below.

Management of the charities bank accounts

SURE Annual Report 2023 Final 5 of 15

20 August 2024

• 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 SURE 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 correct SURE project number.

• Approved invoices are then paid within 5 working days.

Donations for SURE made at the Beacon Centre Musgrove Park Hospital

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 the SURE Treasurer, as soon as possible after being notified, within the next 7 days.

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

• 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, and reviewed annually:

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.

SURE Annual Report 2023 Final

6 of 15

20 August 2024

1. 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.

2. 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 to pay the first 3 years maintenance costs for the S.U.R.E. CT scanner.

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

4. 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.

5. 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.

SURE Annual Report 2023 Final

7 of 15

20 August 2024

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 2023

This page left blank

SURE Annual Report 2023 Final

8 of 15

20 August 2024

SURE Annual Report 2023 Final 9 of 15 20 August 2024

SURE Annual Report 2023 Final 10 of 15 20 August 2024

SURE Annual Report 2023 Final 11 of 15 20 August 2024

SURE Annual Report 2023 Final 12 of 15 20 August 2024

SURE Annual Report 2023 Final 13 of 15 20 August 2024

SURE Annual Report 2023 Final 14 of 15 20 August 2024

SURE Annual Report 2023 Final 15 of 15 20 August 2024