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← The Society For Radiological Protection Benevolent Fund

2023-12-31-accounts

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The 2023 Annual Report of The Society for Radiological Protection Benevolent Fund

September 2024

A Charitable Incorporated Organisation (CIO)

This report relates to the calendar year 1[st] January to 31[st] December 2023

Registered with the Charity Commission Registration Number: 1172201

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Preamble

Introduction

The Society for Radiological Protection Benevolent Fund (SRP Benevolent Fund) was founded in 2017 when it was registered in England & Wales as a Charitable Incorporated Organisation (CIO) with the Charities Commission.

The Commission requires all registered charities to prepare an Annual Report. This document fulfils that requirement for the calendar year 1[st] January to 31[st] December 2023.

What is the purpose of the Society for Radiological Protection Benevolent Fund?

The “object” of the SRP Benevolent Fund is to provide for the relief of financial hardship amongst those who are, or who have been, members of the Society for Radiological Protection (SRP). Additionally, relief is also provided for those who are dependents of members or former members, and those who are not members of the Society but who work, or have worked, in radiological protection. Such non-members would also include their dependents. The relief is normally provided by the making of financial grants, but other forms of relief will be considered on a case-by-case basis.

The fund’s processes include a confirmation of eligibility for relief based on confirming the applicant’s work history and evidence of hardship and need. The cooperation of SRP is required for this.

What is the Society for Radiological Protection?

The SRP became a registered charity in 1973 and later became incorporated by Royal Charter. The Society’s full objectives are detailed in the Charter but can be summarised as:

The ubiquitous nature of the uses of radiation (both ionising and non-ionising) requires their field of activity to cover safety aspects of radiation in medicine, industry, the nuclear power cycle, education and research. There are also crosscutting issues such as regulatory control, accidents, prevention of terrorism and emergency response.

The Society has a programme of scientific meetings, workshops and seminars covering the full range of radiation protection and topical issues and also publishes the internationally respected Journal of Radiological Protection.

More information on the work of the SRP is available from the Society’s own website, www.srp-uk.org.

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The Annual Report of the SRP Benevolent Fund

The Society for Radiological Protection Benevolent Fund (“the SRP Benevolent Fund”) was entered on the Register of Charities (kept by the Charity Commission (“the Commission”)) on 22 March 2017. This followed the appointment of the Founding Trustees and a period of preparation of an application, made in accordance with guidance provided by the Commission.

Registration with the Commission is a requirement of the Charities Act 2011.

In official documents of the SRP Benevolent Fund, the abbreviated terms “SRP BF” or “the fund” may be used when appropriate. Management of the fund is the responsibility of the “Trustees”.

Where can I contact the SRP Benevolent Fund?

The principal office of the fund is in England at:

The SRP Benevolent Fund, DS009, Dartington Space, Dartington Hall, Devon, TQ9 6EN

This is an administrative office without the presence of any of the Trustees. Any physical post, such as notices and applications can be sent to this address for forwarding to the Trustees.

In recognition of the nature of the work of the fund, a 24-hour telephone point of contact has been established. During 2023, this is staffed by a contractor. The telephone number during the period was 020 363 79910.

It is anticipated that going forward, the point of contact with the Benevolent Fund will be via an online process / email: (https://rp-bf.org/ or info@rp-bf.org).

Emails to the above address are copied to all Trustees, to ensure a reasonably resilient system is in place.

It was recognised that the current funding for the web site hosting and the dedicated telephone would come to an end in 2023. Ensuring the web presence is maintained and funded would be a focus in 2024.

The costs of the telephone contractor and the web presence and associated email address are covered by an industrial sponsor until at least March 2024. Therefore, no charitable funds are expended on these services, although this could change after the prescribed period. The funds provided by the sponsor are treated as a “restricted fund” in the annual accounts of the fund, which are provided separately.

How can I make a donation to the SRP Benevolent Fund?

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Please contact any of the Trustees using the mechanisms described above, or see our website at https://rp-bf.org. We do not currently publish details of our bank account.

The Trustees

The Trustees of the fund in this reporting period were:

In March 2023 the following Trustees resigned from the SRP Benevolent Fund

Chris Englefield (Chairman) Robert Kerr (Acting Treasurer from May 2019)

The remaining Trustees are also active members of SRP. The personal profiles of the current Trustees are provided on the SRP Benevolent Fund website at https://rpbf.org/the- trustees/. Click on each name listed at this URL to see more details. This webpage constitutes the “Register of Trustees” that we are legally required to maintain and keep in the public domain.

Trustees have overall control of the charity and are legally responsible for making sure it’s doing what it was set up to do. Trustees are volunteers but they are legally required to use their skills and experience to support their charities, helping them achieve their aims.

The fund was short of its requisite number of Trustees with action taken to correct this. During the end of 2023, a number of people were approached and agreed to become Trustees, and this would take place during the 2024 reporting period.

Could I be a Trustee of the fund?

We would welcome new trustees. Anyone could apply to be a trustee of the fund provided they are a member of SRP and meet certain legal requirements. These requirements are detailed by the Charities Commission and https://www.gov.uk/guidance/charity-trustee-whats-involved.

The Constitution says that Trustees joining after the Founding Trustees must be appointed by SRP Council. Consequently, a candidate must at least be known to them.

The Trustees can also invite advisers and experts to assist them, as they see fit. These people would not have the legal responsibilities of a Trustee, but they would be helping the fund in its work. We are developing a process to apply to the recruitment of future Trustees. We are also preparing an information pack to support future Trustees.

What is the fund’s “Constitution”?

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The Constitution was carefully drafted and submitted to the Charities Commission by the founding Trustees. The Commission has approved it as the governing framework of the SRP Benevolent Fund. The Constitution is not immutable, but any changes to it must precede any actions by the Board of Trustees that are not otherwise enabled by the Constitution.

The Constitution of the SRP Benevolent Fund has primacy over any other Rules, Bylaws or policies of the fund.

What other information is available?

The fund is only required to publish its name, registration number, object, contact details, the names of Trustees and an annual report that includes details of the annual accounts.

Following publication of this report, all of these will be available at https://rp-bf.org/.

However, in order to ensure compliance with the Charities Act and the specific requirements of the Commission, the Trustees are developing a suite of internal procedures under a policy framework. We have decided not to publish all of these documents. The reasons are as follows:

a. the policies and processes and the general running of the fund have to meet the requirements of the Commission. The Commission can demand any document and the Trustees are obliged to provide it.

b. if we reach a gross annual income in excess of £ 25,000, then we are required to have our accounts independently examined or audited.

c. the personal status of any applicants or beneficiaries may be very sensitive since the work of the fund is to support those in financial distress. We have a duty to protect the privacy and sensitive information of all applicants, and recipients (beneficiaries) of our grants. To keep these records in the public domain would not be in compliance with Data Protection legislation, nor the rights to privacy of affected individuals.

d. The trustees will comply with the law on confidentiality and will put protective measures in place commensurate with the risk. Not publishing the internal documents of the fund helps minimise the risk of data protection breaches. The risk of information security failures will be minimised at every opportunity. The names of beneficiaries will only be published on the website or elsewhere when the person in question has given their written consent.

All procedures will be drafted and operated in accordance with guidance provided by the Commission.

Does the fund have an equality and diversity statement?

Yes. The Trustees of the SRP Benevolent Fund are committed to eliminating unjustified discrimination and promoting equality of opportunity for all its Trustees,

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potential Trustees and beneficiaries. The Trustees are committed to creating and maintaining an organisation free from discrimination or harassment and where everyone is treated with fairness, dignity and respect and where inclusion is the norm.

The purpose of this policy is to promote equality and fairness throughout the work of the SRP Benevolent Fund and not to discriminate on grounds of age, disability, gender, gender reassignment, marriage and civil partnership, pregnancy, maternity, race, religion or belief, sexual orientation, or trade union membership/activity. The eligibility criteria for accessing the fund reflect this approach as they are based on the applicant’s previous employment and need.

Does the fund have a dignity, health, safety and environmental protection statement?

Yes. The Trustees of the SRP Benevolent Fund are committed to establishing and maintaining high levels of dignity, health and safety and environmental protection in their work.

How do the Trustees approach their management role?

The Trustees take a “Risk Management” approach. Risk management is the process whereby the Trustees can methodically address the risks attached to the activities of the SRP Benevolent Fund. The ultimate goal of the risk management approach is to enable the fund to achieve its objective and adhere to the Constitution and subordinate policy and processes whilst ensuring sustainable benefits to the fund. The health and safety of Trustees is included within this scope. Risks will be assessed in these terms and managed in accordance with guidance provided by the Commission.

Trustees are professionals in their field of radiological protection. This is a very riskinformed discipline, and so Trustees are very familiar with this way of working.

Do Trustees accept Sponsorship of events and running costs?

Yes. The Trustees are committed to minimising their running costs in order to protect the funds for more important beneficial purposes. Therefore, the Trustees are content to accept sponsorship (in the form of financial or other support) from thirdparty individuals or organisations. However, the decision to do so in each case must be made by a quorum of Trustees and be formally recorded as a note that is communicated to all Trustees.

How will the management of funds held work in practice?

The funds held by the fund will be managed in accordance with the Savings and Investment policy statement. It will be reviewed annually by the Trustees.

How will funds be used?

The Fund will disburse the income of the fund:-

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  1. towards the promotion of the object.

  2. remuneration of trustees’ reasonable expenses.

The funds’ running costs are being supported until at least March 2023 and it is hoped this will continue after that.

What about Travel and Subsistence?

Trustees are expected to make every effort to minimise their costs in contributing to the work of the Fund. These costs are supported by our industrial sponsor for the period given above.

When a claim for travel and subsistence is necessary, the guidance in use by SRP at the time the expense was incurred will be adopted by the Trustees of SRP Benevolent Fund.

When are Meetings of Trustees held?

Routine meetings will normally be scheduled three times per year, at least two of which will be using electronic means. This complies with guidance provided by the Commission. The remaining Trustees did meet via MS Teams during 2023 to address the resignation of the two Trustees and to form an action plan with regard to the options available to the SRP Benevolent Fund.

Any Trustee may call a meeting of the charity trustees, either in writing or by electronic means via the registered office as detailed above. Failure to hold such a meeting within a reasonable time, determined as 3 months, must be reported to the Charities Commission.

How are decisions made about the allocation of grants?

Grants from the SRP Benevolent Fund will be awarded only in accordance with the law, the object of the fund and the processes described by the Trustees to implement the Constitution. In order to do this, some degree of examination of the financial position of applicants for grants will be required. This will need the cooperation of applicants and the provision of suitable evidence. In addition, some evidence of need may be requested.

What annual reporting will be undertaken?

The Trustees will comply with the requirements of the most recent version of charities legislation, currently the Charities Act 2011. This includes details regarding the keeping of accounting records, the preparation and scrutiny of statements of account, and the preparation of annual reports and returns.

An annual report will be provided to the Council of SRP normally not less than six weeks before that Society’s AGM.

How can I make a complaint or a suggestion?

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The Trustees will provide a mechanism for complaints and suggestions for improvements to the business of the fund. This mechanism will protect the identity of the originator unless they waive this right in writing. The outcomes will be published on the SRP Benevolent Fund website within 6 months of receipt of the comments.

Where can I find the Annual Accounts?

The Annual Accounts for the SRP Benevolent Fund are published in a separate document that may be downloaded from the Fund’s website: https://rp-bf.org/.

What has the Fund been doing in this reporting period?

No requests for support were received during the reporting period.

Our usual major fund-raising event is the Annual General Meeting and Conference of the Society for Radiological Protection. This was held in April 2023 in Aberdeen and representatives of the Fund attended in person and virtually. This achieved some profile raising of the Fund.

Once again, active fund-raising in this period in the form of cash collections or raffles has not been possible and alternative means of fundraising have been used. We implemented a “giving via text” arrangement which enables donors to quickly and easily add to our funds. A limited amount has been raised by this method and it has yet to reach the threshold for payment into the Fund. However, this is a basis for the future and something we can promote further. We designed and produced two leaflets for distribution at the conference: the first related to growing the fund and ways of giving. The second was targeted at people who might have an interest in joining the Board of Trustees.

Our Amazon Smile fundraising system is now starting to deliver, albeit in a small way. A total of £37 was raised by this means in 2023, with interest contributing £85. The Trustees will continue to promote all donation routes.

The running costs of the SRP Benevolent Fund continued to be provided by Isognos Ltd in 2023, recognising this would come to an end at the start of 2024. This avoids the use of funds raised for charitable purposes being used for administration costs. It is notable that running costs exceeded charitable income this year.

The Trustees still focussed on enhancing the long-term giving rather than one-off donations, although this has been difficult in the reporting year.

What are the plans for the future?

The Trustees will be drafting a work plan for the year to follow with the clear aim of increasing awareness and the number of Trustees to support the long-term running of the SRP Benevolent Fund.

Acknowledgements and thanks

The Trustees would like to thank the following for their support to the fund in 2023:

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21[st] September 2024

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SRP Benevolent Fund Account Summary

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