## **The Association of Surgeons in Training (ASiT)** THE ASSOCIATION OF SURGEONS IN TRAINING (Founded 1976) 35-43 Lincoln’s Inn Fields London WC2A 3PE Telephone: 020 7869 6681 Web: www.asit.org Email: info@asit.org CHARITY NUMBER: **1196477** COMPANY NUMBER: **08652651** ## **Trustees Annual Report (TAR)** ## **&** **End of Year Accounts (up to 31st August 2023)** ASiT Annual Trustee Report and End of Year Accounts 2023 (Larger Charity) 1 ## Contents Page 1. Charity aims and objectives 2. Achievements and performance 3. Financial review, Statement of Financial Activities and Independent Examiners Report 4. Plans for future periods 5. Structure, governance and management 6. Reference and administrative details 7. Exemptions from disclosure 8. Funds held as custodian trustee on behalf of others. **This report has been formulated under the guidance of Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard for Smaller Entities (the FRSSE) Charity SORP, with additional large charity information.** ASiT Annual Trustee Report and End of Year Accounts 2023 (Larger Charity) 2 ## **1. Charity aims and objectives** ## 1.1 How the charity is run and what is does Association of Surgeons in Training (ASiT) is a professional organisation and charitable limited company based in the United Kingdom, formed in 1976. It represents the interests of surgical trainees of Great Britain and the Republic of Ireland, including both junior doctors pursuing a career in surgery and those in the early stages of their medical training (medical students with an interest in surgery). No Trustee, Executive Committee Member, Council Committee Member, or Ordinary Member has received a salary from the Charity and the committee members work on a voluntary basis on behalf of the charity. ASiT aims to promote excellence within surgical training and therefore high-quality patient care. The Charity enhances the education, training, and professional development of surgical trainees by providing support, advocacy, and resources. The organisation plays a crucial role in representing the collective voice of trainees and works to address the challenges and issues they face during their training. Key functions and activities of the Association of Surgeons in Training include: - Advocacy and Representation: ASiT acts as a representative body for surgical trainees in the United Kingdom (UK) and Republic of Ireland (ROI), **advocating for the interests of surgical trainees and their patients** . ASIT works with other medical bodies and organisations to influence policies related to surgical training and workforce issues. Through elected council members, ASiT represents charity members on over 50 committees and boards related to surgical training and surgical trainees. The Charity also publishes position statements and academic research to influence developments in surgical training. - Educational Programmes and Resources: The organisation provides educational events, workshops, and conferences to enhance the learning and skills development of surgical trainees. ASiT also provides access to electronic learning resources and educational materials. The most significant event of the year is the **ASiT Conference** , held in the spring each year. The Charity has also provided a wide range of competitive grants, bursaries and awards to members throughout the year, all for activities relating to surgical training. - Research and Publications: ASiT supports member research activities by offering the opportunity to present their work at conferences. ASiT also provides online resources related to research methodology and aims to enhance surgical trainees participation in research. - Wellness and Support Initiatives: Recognising the challenges and stress faced by surgical trainees, ASiT promotes initiatives to improve trainees' mental health and overall well-being such as dedicated breakout areas during conferences, a mentoring scheme and online signposting to relevant self-help resources. ASiT Annual Trustee Report and End of Year Accounts 2023 (Larger Charity) 3 - Networking and Collaboration: ASiT facilitates networking among surgical trainees, allowing them to connect with peers and experienced surgeons, fostering a supportive and collaborative environment. - Professional Development: The organisation provides guidance on career progression and professional development opportunities for surgical trainees. ## **What the charity does:** Education/training The Advancement Of Health Or Saving Of Lives ## **Who the charity helps:** The General Public/mankind ## **How the charity helps:** - Makes Grants To Individuals - Makes Grants To Organisations - Provides Advocacy/advice/information - Sponsors Or Undertakes Research - Acts As An Umbrella Or Resource Body ## **Where the charity operates:** Throughout the United Kingdom and Ireland ## **Registration history:** 09 November 2021: Standard registration **Organisation type:** Charitable company **Other names:** ASIT (Working name); ASSOCIATION OF SURGEONS IN TRAINING (Working name); ASIT Events Ltd ## **Company number:** 08652651 **Land and property:** This charity does not own and/or lease land or property ## Constitutional Objectives To promote and encourage for the benefit of the public the study of, and research into, the practice of surgery and the training of surgeons and to disseminate knowledge and hold discussions on the results of such study and research. ASiT Annual Trustee Report and End of Year Accounts 2023 (Larger Charity) 4 ## Powers in furtherance but not otherwise of these objects (a) To provide a forum for the advancement of knowledge in all respects of the study of surgery and the training of surgeons. (b) To promote collaboration and the dissemination of information among members and all others working in surgery or concerned in the scientific investigations relevant to surgery by holding lectures, meetings and discussions, by producing publications, and by such other means as the Council or its Executive Committee may from time to time decide. (c) To effect liaison and collaboration with other surgical societies or organisations concerned with the study of surgical disease and techniques. ## Constitution and Rules The Association shall consist of the following members: (a) Honorary Members may be elected by the Council from persons nominated by the Executive Committee for their distinguished service to the practice of surgery or training of surgeons. Such honorary members shall not pay subscriptions, nor shall they be entitled to vote on any business of the Association. They may receive without payment the publications of the Association and attend its scientific meetings. (b) Ordinary Members may be elected by the Council on the nomination of the Executive Committee from persons who have made an application to the Associate Honorary Secretary. Suitable candidates shall have a medical degree, or be enrolled in a medical school authorised to award a medical degree, and an interest in participating in a higher surgical training programme in a recognised surgical specialty. Such members shall receive without payment the publications of the Association and are entitled to attend scientific, general and annual general meetings of the Association and vote in connection with any business of the Association. Ordinary membership shall lapse after the expiration of two years from the date of their appointment to a substantive post as consultant. (c) Temporary Members may be elected from among persons not otherwise eligible for ordinary membership with such rights and privileges, (other than the right to hold office and to vote) as the Council or the Executive Committee shall from time to time determine. Such temporary members shall be elected in like manner as ordinary members. ## Officers The following officers (who are volunteers to the charity) are appointed to the Association together with such other Officers as the Council or the Executive Committee shall from time to time determine: (a) A President is elected annually by the ordinary members at the annual general meeting on the nomination of the Council, to hold office for a term of one year. All Presidential candidates must be supported by a quorum of Directors. An outgoing President shall not be eligible for re-election if there is a suitable candidate for the role. If no suitable Council member stands for Presidential election, the current President should continue in post. If this can be achieved within six months the new President should fulfil ASiT Annual Trustee Report and End of Year Accounts 2023 (Larger Charity) 5 a term of less than one year and standard election should take place at the next formal election timepoint. If a new President is elected more than six months later, the term should include the full next year’s term in addition to the remainder of the existing year’s term. Any Presidential candidate must carry the support of the current President and a quorum of Directors. (b) Up to two Vice Presidents are elected by the ordinary members at the annual general meeting on the nomination of the Council to hold office for two years. (c) An Honorary Secretary shall and, where the Council determines appropriate, an (d) Associate Honorary Secretary may, be elected by the ordinary members at an annual general meeting on the nomination of the Council to hold office for two years. (e) An Honorary Treasurer shall be elected by the ordinary members at an annual general meeting on the nomination of the Council to hold office for two years. (f) A Director of Education shall be elected by the ordinary members at an annual general meeting on the nomination of the Council to hold office for two years. (g) A Communications Officer shall be elected by the ordinary members at the annual general meeting on the nomination of the Council to hold office for two years. (h) A Social Media Officer shall be elected by the ordinary members at the annual general meeting on the nomination of the Council to hold office for two years. (i) A Webmaster shall be elected by the ordinary members at the annual general meeting on the nomination of the Council to hold office for two years. (j) A Yearbook & App Officer shall be elected by the ordinary members at the annual general meeting on the nomination of the Council to hold office for two years. (k) A Conference Coordinator may be elected by the ordinary members at the annual general meeting on the nomination of the Council to hold office for two years, should this be deemed appropriate by the outgoing president. ## 1.5. The Council and its Executive Committee ## (a) The Council The business of the Association is conducted by the Council, which has such powers as are necessary to carry out any measure required to further the objects for the wellbeing of the Association. Subject to any regulations approved by a majority of the ordinary members at an annual general meeting, the Council consists of a representative or representatives as determined by Council or the Executive Committee from each of the following regions of England and Scotland: Eastern, East Midlands, West Midlands, London - Kent Sussex & Surrey, London - North East Thames, London - North West Thames, London - South East Thames, London - South West Thames, Mersey, Northern, North West, Northern Ireland, Republic of Ireland, Oxford, Peninsula, Severn, Wales, Wessex, and Yorkshire, Scotland - East, Scotland - North, Scotland - South East, and Scotland – West together with representatives from each of the recognised surgical trainee specialty groups, a representative of the armed forces, a representative for Academic Training Programme, medical student representative, foundation programme ASiT Annual Trustee Report and End of Year Accounts 2023 (Larger Charity) 6 representative, core surgical training representative, innovation representative, an equality and diversity officer, a mentorship lead, a robotics representative, an Interface Training Oversight Group (ITOG) representative, an Associate Trainee Editor (Royal College of Surgeons of England Bulletin) Representative, a Trainee Editor of Surgery Journal representative, a Trainee Editor Journal of Surgical Simulation representative and a representative of the National Research Collaborative group. A Deputy Mentorship Lead may be elected should the executive feel this is required, and if determined by the above processes. These representatives are members elected at the annual general meeting of the Association on the nomination of the Executive Committee to hold office for two years from first appointment with an interim review at 1 year. The Council has the power to appoint representatives temporarily to vacant posts until the next annual general meeting takes place. The Council has the power to determine the procedure at its meetings and the mode and frequency of convening the same. ## (b) The Executive Committee The Executive Committee of the Council is composed of the President, Immediate Past President, up to two Vice President(s), Honorary Secretary (and, in some years, an Associate Honorary Secretary), Honorary Treasurer, Communications Officer, Social Media Officer, Director of Education, Webmaster, Year Book and App Lead and Conference Coordinator. Additional ex-officio members are permitted at the discretion of the Incoming President. ## 1.6. Subscriptions Members (other than Honorary Members and Temporary Members) pay an annual subscription of £40 for medical students and £60 otherwise. The sum is determined by the Executive Committee, and fixed at an annual general meeting of the Association. The subscription is paid to the Honorary Treasurer on joining the Association and subsequently on the anniversary of this date each year in April. The sum is discounted to £50 if paid through direct debit, and a 6-month suspension of the annual subscription is offered for its members on parental leave. ## 1.7. Meetings of Members The Association holds an annual general meeting at which subjects on the agenda and the annual accounts are presented and discussed. The President is elected for the following year and, as and when necessary, up to two Vice President(s), Honorary Secretary (+/- Associate Honorary Secretary), Honorary Treasurer, Communications Officer, Social Media Officer, Director of Education, Webmaster, Year Book and App Lead and Conference Coordinator and the members of the Council are elected for their respective periods of office. Extraordinary general meetings are convened by the Directors, President or the Council or the Executive Committee to deal with any special business of the Association at any time by giving 14 days prior written notice to members identifying the special business to be discussed. Members may vote by proxy by writing to the Honorary Secretary prior to the date of the meeting. ## 1.8 Directors/Trustees The property investments and assets of the Association and any documents relating thereto may be held in the name of not less than three members of the Association selected by the Council to act as Directors/Trustees of the Association for such purpose. The Directors/Trustees shall normally include a Past President and Honorary Treasurer, and may include other individuals from the Executive Committee or Past Presidents. All Directors/Trustees should have held positions on the Executive Committee in the past. ASiT Annual Trustee Report and End of Year Accounts 2023 (Larger Charity) 7 The Trustees have had regard to the Charity Commission’s guidance on public benefit. 1.9 Strategies for achieving stated aims and objectives and criteria for success ## **Stated aims and objectives:** The Association of Surgeons’ in Training main aims and objectives are promoting the **highest standards in surgical training, which is our mission statement** . This is achieved through a combination of representation at external meetings, advocacy for surgical trainees and providing educational opportunities and events. This charity runs in the public benefit by ensuring that the surgeons of the future receive high quality surgical training in order to provide surgical patients in the United Kingdom and Ireland with the highest standards of care. As stated in the constitution, ASiT is composed of a Board of Trustees (who are surgical consultants or surgical registrars) who have all been historically on the Executive Committee of ASiT who provide overall guidance and governance. However, the charity's daily activities are run by the **elected Executive and Council members, who are all surgical trainees** . This is to ensure the charity is run for surgical trainees, by surgical trainees in line with our mission statement. The Executive Committee **leads the daily running** of the charity, the main objectives of each volunteer are below, however the committee functions as a whole with **oversight** from the Directors. Each Executive Volunteer is expected to contribute on average up to twenty hours a month towards the charity to meet their objectives, Council Volunteers are likely to contribute up to ten hours per month towards the charity. These will naturally vary around work schedules and individual roles. |||| |---|---|---| |**Executive Role**|**Main objectives**|**How do we measure success in the**
**objective**| |||| |President|-
To lead the Association,
obtain consensus, advocate
for trainees, represent at
external
meetings
and
ensure the overall mission
statement of the charity is
maintained|-
Professional
relationships
with
external parties are maintained
-
Trainees feel represented by ASiT
-
ASiT continues to represent trainees
on a national scale with different
surgical and training stakeholders| |Vice Presidents|-
To support the President with
the
oversight
of
the
Association
-
To ensure running of the
Silver Scalpel Educational
Awards
-
To
ensure
allocation
of
Executive
/
Council
to
represent ASiT at external
meetings
-
Recruitment
of
council|-
Nominations are received for the
silver
scalpel
awards
and
applications are processed using
standardised methodology with good
record keeping
-
ASiT continues to represent surgical
trainee voice at all relevant meetings
so trainees views are represented
-
Council
representatives
are
appointed
following
triple
blind
marking| ASiT Annual Trustee Report and End of Year Accounts 2023 (Larger Charity) 8 |||| |---|---|---| ||members|| |Director
of
Education|-
To run the Annual ASiT
Conference Pre-conference
surgical training courses
-
To assist in running high-
quality courses throughout
the year
-
Represents surgical trainees
nationally on educational and
examination related external
meetings|-
Positive
feedback
from
course
delegates
-
Ongoing
presence
at
external
meetings
-
Educational
benefit
to
surgical
trainees above and beyond their
standard training and curriculum| |Treasurer|-
To
ensure
timely
management
of
expense
processing and payments
-
To ensure VAT / HMRC
returns are accurate and
timely
-
Support
the
financial
governance of the charity
alongside the Trustees|-
Volunteers
are
remunerated
for
charity related expenses promptly
-
Accurate financial returns / compliant
accounts
-
Trustee feedback / oversight| |Honorary Secretary
and
Associate
Honorary Secretary|
-
To
develop
partnerships
with
industry
to
provide
sponsorship both financial
and material to help ASiT
deliver
its
educational
opportunities
-
Ensuring
existing
relationships are regularly
reviewed and new avenues
for growth and development
explored
-
Developing
a
sustainable
strategy
with
the
communications
team
to
attract further sponsorship
and manage requests|-
Maintains long-term relationship with
industry partners
-
Ensures
longevity
of
ASiT
by
ensuring sponsorship income for our
educational etc
-
Review with treasurer sponsorship
portfolio yearly| |Social Media and
Communications|-
Develop clear social media
and
communication
strategies to appropriately
disseminate
educational
opportunities, advocacy work
and
grants/bursaries
to
membership
-
Work with rest of executive
and
council
to
create
workflows to allow teams to
effectively
utilise
social
media and communication
platforms making the most of
ASiT’s digital presence|-
ASiT’s
advocacy
and
position
statements are read and distributed
to members
-
Increased membership engagement
-
Analysis of social media metrics
looking at engagement and impact of
communication strategies| ASiT Annual Trustee Report and End of Year Accounts 2023 (Larger Charity) 9 |||| |---|---|---| |Conference
Coordinator|-
Ensures
an
annual
conference occurs
-
Organises a pre-conference
weekend for planning|-
Regular attendees at conference (eg
>500)
-
Positive conference feedback
-
Ensuring conference is within a
specified
budget
alongside
the
treasurer| |Yearbook
Editor
and App Lead|-
Development
of
annual
yearbook to be disseminated
at conference highlighting
work the charity has carried
out throughout the year
-
Development
of
a
sustainable
app
to
help
engage with members and
sponsors more|-
The yearbook is produced to a high
standard and is able to be distributed
at conference
-
Key
stakeholders
included
in
yearbook eg all four Royal College
Presidents
-
Application downloads - reflects use| |Website
and
Bursary Liaison|-
Maintenance
of
asit.org
website
and
ensuring
it
remains up to date with
relevant input from executive
and council members
-
Keeping
a
record
and
management of bursaries
and grants and ensuring
appropriate
oversight
is
achieved in the delivery of
bursaries|-
Engagement metrics of website
-
Development of further features of
the website to allow members a
better digital experience
-
Ensuring
all
bursaries
are
appropriately awarded to the highest
calibre candidates| |||| All of these objectives are effectively long term as the personnel in these roles change every one to two years as per the constitution. However long term goals and objectives include: - Establish a reserve fund to ensure long-term financial stability and support ongoing programs and initiatives for surgical trainees. - Expand the range of training courses and grants offered, including international fellowships, mentorship programs, and specialised workshops, to cover all aspects of surgical training. - Continue in maintaining a leading voice in shaping healthcare policies affecting surgical trainees by actively participating in government consultations and policy discussions. - Establish a research fund to support innovative projects and studies conducted by surgical trainees, focusing on improving surgical practices and patient outcomes. - Develop a global network of surgical trainees and professionals to share knowledge, best practices, and support international collaborations. Council Committee members also play a key role in meeting the objectives of the charity. A breakdown of objectives of each members can be found below: ASiT Annual Trustee Report and End of Year Accounts 2023 (Larger Charity) 10 |||| |---|---|---| |**Council Role**|**Main objectives**|**How we measure success in**
**the objective**| |||| |Regional
Representatives|-
Point of contact for trainees in their
region
-
Escalation of local and regional
issues to be discussed at a
national level
-
Involvement in the dissemination of
work being carried out by ASiT
advocating for training issues
-
Involvement
in
delivering
educational
content
for
their
regional members|-
Attendance at council
meetings
-
Organisation of regional
events (at least one a
year)
-
Attendance and delivery
of workshops at ASiT
flagship events| |Speciality
Representatives|-
Point of contact for their specialty
for surgical trainees
-
Escalation of local and regional
issues that are specialty specific to
be discussed at a national level
-
Involvement in the dissemination of
work being carried out by ASiT
advocating for specialty specific
training issues
-
Involvement
in
delivering
educational content in their specific
specialty in collaboration with ASiT|
-
Attendance at Council
Meetings
-
Working
with
their
specialty organisation to
organise
and
deliver
specialty specific grants
-
Attendance and delivery
of
specialty
specific
workshops
at
ASiT
flagship events| |Equality, Diversity and
Inclusivity (EDI) Officer|-
Development,
ratification
and
implementation of a fair and
equitable equality and diversity
policy across the organisation
-
Providing a framework and point of
contact for council members and
members of the charity to raise
issues related to equality, diversity
and inclusivity
-
Attendance and representation of
ASiT
at
national
stakeholder
meetings looking at EDI in the
surgical workforce|-
Delivery and publication
of our EDI policy with
regular updates
-
Review of cases dealt
with in line with our EDI
policy
-
Organisation
of
educational events at
ASiT
flagship
events
raising awareness of EDI
issues within the surgical
workforce| |Mentoring and Deputy
Mentoring Lead|-
Development, organisation and
delivery of the national mentoring
programme
-
Upskilling of interested mentors to
provide them with the necessary
skills to engage with mentees
-
Management of mentoring network|-
Review of mentors and
mentees in the network
-
Delivery of mentoring
workshops
throughout
the year
-
Recruitment numbers of
mentees at ASiT flagship
events| |Foundation Lead|-
Point of contact for foundation
representatives pn a national scale
-
Escalation of local and regional|-
Attendance at council
meetings
-
Organisation of essay| ASiT Annual Trustee Report and End of Year Accounts 2023 (Larger Charity) 11 |||| |---|---|---| ||issues to be discussed at a
national level
-
Involvement in the dissemination of
work being carried out by ASiT
advocating for training issues
-
Involvement
in
delivering
educational content for foundation
trainees|prize
for
foundation
trainees
-
Attendance and delivery
of workshops at ASiT
flagship events specific
to foundation trainees| |Medical Student Lead|-
Point of contact for medical school
representatives on a national scale
-
Escalation of local and regional
issues to be discussed at a
national level
-
Involvement in the dissemination of
work being carried out by ASiT
advocating for training issues
-
Involvement
in
delivering
educational content for medical
students|-
Attendance at council
meetings
-
Organisation of essay
prize
for
medical
students
-
Attendance and delivery
of workshops at ASiT
flagship events specific
to medical students| |Innovation Lead|-
Work with industry and clinicians to
highlight,
develop
and
help
implement the latest in surgical
technology
-
Help develop a national framework
integrated into a course to allow
trainees
more
access
to
sustainable and scalable avenues
for innovation|-
Work with the relevant
stakeholders to deliver a
national course
-
Review of attendees at
course and their ongoing
innovation journey| |Core Surgical Training
Representative|-
Point of contact for core surgical
trainees on a national scale
-
Escalation of local and regional
issues to be discussed at a
national level
-
Involvement in the dissemination of
work being carried out by ASiT
advocating for training issues
-
Involvement
in
delivering
educational
content
for
core
surgical trainees|-
Attendance at council
meetings
-
Organisation of interview
preparation courses for
core surgical trainees
-
Attendance and delivery
of workshops at ASiT
flagship events specific
to core surgical trainees| |National Institute for
Health
Research/Surgical
Research
Society
(NIHR/SRS) Lead|-
Point of contact within ASiT and
national bodies for surgical training
and research specific issues
-
Help with the development of study
protocols within ASiT to ensure
robust study design
-
Involvement in the dissemination of
work being carried out by ASiT
advocating for training issues
-
Involvement
in
delivering
educational content focussed on|-
Attendance at council
meetings
-
Organisation of research
specific
educational
content
-
Output
of
research
publications within ASiT| ASiT Annual Trustee Report and End of Year Accounts 2023 (Larger Charity) 12 ||||| |---|---|---|---| ||research||| |Trainee
Editors
Surgery Journal and
Journal
of
Surgical
Simulation|-
Trainee Editor to provide editorial
feedback,
guidance
and
highlighting key articles within
these
journals
pertaining
to
surgical training|-
Attendance at council
meetings and editorial
board meetings
-
Output
of
research
publications
in
these
journals
pertaining
to
surgical training issues|| |National
Research
Collaborative
ASiT
(NRC) Representative|-
Providing ASiT representation at a
national level ensuring training
issues discussed
-
Providing a review of ongoing
research
activity
within
collaboratives
and
highlighting
opportunities for ASiT members|-
Attendance at council
meetings
-
Review
of
research
activity being provided
by
collaboratives
and
direct
benefit
to
membership|| |Robotic
and
Digital
Surgery
Trainees
Committee
Chair/Robotics Lead|-
Central point of contact for all
matters relating to robotic surgery
specifically training on robotic
surgery
platforms
across
all
specialties
-
Attendance at relevant national
stakeholder
meetings
and
representing the trainee voice
-
Engagement
with
industry
specifically to providing training
opportunities for trainees|-
Attendance at council
meetings
-
Organisation of robotic
surgery specific courses
for trainee members of
ASiT
-
Attendance and delivery
of workshops at ASiT
flagship events specific
to robotic surgery
-
Developing partnerships
with
robotic
surgery
industry platforms|| ||||| ## 1.2.0 Significant activities undertaken ASiT holds a variety of significant activities for the membership throughout a single year. Below is a nonexhaustive summary of the main areas of activity, name / title and how these activities contribute towards our objectives as a training organisation and charity. |||| |---|---|---| |**Area**|**Activity**|**How these contribute towards objectives**| |||| |Education|Conferences:
●
ASiT’s Annual Conference
●
Future Surgery Show
Courses:
●
Pre-conference courses
●
Preparing for a Career in Surgery
●
Preparing for ST3|-
Allow networking, providing educational
opportunities for surgical trainees
-
Promoting high standards in surgical
training
by
showcasing
research,
innovation and evidence based practice
-
Highlighting excellent in training and
recognising trainers who provide an
outstanding educational experience for| ASiT Annual Trustee Report and End of Year Accounts 2023 (Larger Charity) 13 |||| |---|---|---| ||●
Regional
Representative
run
courses (minimum of 1 a year for
each representative)
●
Foundations in Mentoring
Educational Awards
●
Silver Scalpel
●
Silver Suture
●
Silver Scissors|our members
-
Courses enhance surgical skills that
ultimately lead to improvement in
trainees performance and contribute
towards enhanced patient care| |Grants
and
bursaries|●
ASiT Surgical Training Research
Grant
●
ASiT
Clinical
and
Academic
Travelling Bursaries
●
ASiT/Operation Hernia Shorland-
Hosking Fellowship
●
ASiT Global Surgery AWards
●
ASiT Medical Student Essay Prize
●
ASiT Medical Student Elective
Prize
●
ASiT Foundation Doctor Essay
Prize
●
Member applications for regional
events grants (up to £100) - 20
can be awarded
●
Conference prizes (approximately
15 solely funded by ASiT)|-
Able to recognise and provide awards
for excellence in surgical training to
trainees and able to provide financial
reward to these specific individuals
-
Promoting
excellence
in
surgical
training
-
Able to recognise the importance of
collaboration with international surgical
centres and financially support our
members to be able to be exposed to
different training methodology
-
ASiT
is
a
nationally
recognised
awarding body for prizes which are
required for trainees’ career progression| |Advocacy|External meeting representation (see 2.3
for full list) to advocate for:
●
National education and training
issues
●
Speciality specific issues
●
Regional training and education
issues|-
ASiT Council / Executive roles provide a
platform to advocate for excellence in
surgical training in external meetings
-
ASiT Members are often the only
trainee representative in national or
regional
meetings,
which
ensures
trainees voices are accounted for| |Research
in
surgical training|Publications:
●
Original
research
in
peer-
reviewed academic journals
●
Editorial letters
Position statements
Consensus building:
●
Delphi consensus on surgical
training issues|-
ASiT’s original research provides an
evidence basis for our advocacy work
-
ASiT contributes towards the academic
surgical research community
-
Allows
dissemination
of
recommendations surrounding surgical
training
-
Formalised
consensus
provides
a
formal way of collating the views of
members| |Executive
and
Council Meetings|Meetings:
●
Monthly to two monthly|-
Formalised
agenda
in
which
all
Executive and Council members are| ASiT Annual Trustee Report and End of Year Accounts 2023 (Larger Charity) 14 |||| |---|---|---| ||●
Executive Committee handover
●
Council Committee handover
●
Pre-conference planning meeting
●
In person elections for new
Executive Committee
●
Annual General Meeting (AGM) at
the Annual Conference|invited to contribute and discuss issues
within surgical training and bring up
issues within their regions
-
Panregional
and
panspeciality
representation
ensures
reflective
representatives of all surgical trainees
throughout
United
Kingdom
and
Republic of Ireland
-
Allows all Council to be aware of
surgical training issues
-
Formal
process
is
followed
for
Executive Elections
-
AGM allows all ASiT members to
address any issue they wish| |||| ## 1.2.1 Grant making Objectives of each grant align with our mission statement of promoting the highest standards in surgical training. The Association awards historical grants to members on a competitive basis. Applicants have to be members and apply using information on our website: https://www.asit.org/resources/grants. For each grant we have a bespoke, individualised approach due to the variation of grants we offer, but follow an overall grant making policy. Grants are organised by the Webmaster and Bursary Liaison, who arranges triple marking by members of Council. Grants are **only** awarded if the candidate is suitable. Any academic work formulated as a result of the bursary needs to reference the Association. We also promote our grant holders during our Annual Conference and Yearbook Publication. On our website, each grant’s eligibility criteria and purpose is described in further detail. ## 1.2.2 Speciality Training Associations Representatives of Speciality Training Associations (STA) on ASiT Council sit on both ASiT Council and their respective speciality association committee in order to foster collaboration and representation in both directions. Below are the listed STAs for 2022-2023. ||| |---|---| |**Speciality Training Associations**|**Invited Observers**| |ASGBI Moynihan Academy President|BMA JDC Co-Chairs| ||BMA JDC Co-Chairs| |ASGBI Moynihan Academy Representative|| |ALSGBI ASiT Rep|BMA JDC ASIT Rep| |AOT President|RCSEd - Trainee Committee Chair| ||RCSEd - Trainee Committee Rep| |AOT ASIT Rep|| ASiT Annual Trustee Report and End of Year Accounts 2023 (Larger Charity) 15 |||RCPSG - Trainee Committee Chair|| |---|---|---|---| ||BSoT President||| ||BSoT ASiT Rep|RCPSG - ASIT Trainee Committee Rep|| ||Roux President|ISTG - Trainee Committee Chair|| ||Roux ASIT Rep|ISTG - ASIT Trainee Committee Rep|| ||BASO ASiT Rep||| ||BOTA President||| ||BOTA ASiT Rep||| ||BNTA President||| ||BNTA ASiT Rep||| ||SCTS Trainee Reps||| ||Duke’s Club President||| ||Duke’s Club ASiT Rep||| ||Herrick Society President||| ||Herrick Society Rep||| ||Mammary Fold President||| ||Mammary Fold ASiT Rep||| ||Military ASiT Rep||| ||OMFS FiT President||| ||OMFS FiT ASIT Rep||| ||PLASTA President||| ||PLASTA ASIT Rep||| ||Rouleaux Club President||| ||Rouleaux Club ASiT Rep||| ||TRIPS ASiT Rep||| ||||| 2.3 External Meetings As mentioned, advocacy is a significant activity of the charity. Below is a list of meetings that a Council or Executive Member has attended on behalf of ASiT in 2022-2023. ASiT Annual Trustee Report and End of Year Accounts 2023 (Larger Charity) 16 ||| |---|---| |**External Meeting Group**|| |ALSGBI (Assn Laparoscopic Surgeons)|
| |All Wales Trainee Meeting|| |AoMRC Trainee Doctors Group (ATDG)|| |AoMRC Trainee Doctors Group (ATDG) Scotland|| |ASGBI Council and Specialty Presidents|| |ASGBI Education & Training|| |ASGBI Emergency General Surgery Working Group|| |ASGBI Moynihan Academy|| |ASGBI Scientific (and organise session at ASGBI)|| |BJS Editorial Board|| |BMA Multi Specialty Working Group|| |British Association of Day Surgery (BADS)|| |COPSS|| |Core
Surgery
Training
Advisory
Committee
(CSTAC)|| |CORESS|| |eLogbook Meeting|| |EST Methodology Group|| |Future Surgeons Forum|| |General Surgery Recruitment Selection Group|| |General Surgery SAC|| |GMC|| |GMC Round Table Discussions|| |HEE Meeting|| |ICBSE Exam and Development Group|| |ICBSE IQA Subgroup|| |ICBSE OSCE Subgroup and MCQ sub group|| |ICBSE Overview meeting|| |Independent sector|| |Irish Surgical Training Group (ISTG)|| ASiT Annual Trustee Report and End of Year Accounts 2023 (Larger Charity) 17 |ISCP Data Analysis, Audit and Research Group
(DAARG) Meeting|



| |---|---| |ISCP
Management
Committee
Meeting/systems/stakeholder|| |ITOG oversight group|| |JAG|| |JCIE (Intercollegiate Exam) (Post FRCS)|| |JCST|| |JCST National Selection Leads Group _|| |JCST Quality Assurance|| |National Medical School's Widening Participation
Forum|| |RADAR Trainees Group|| |RCS Eng Comission on the Future of Surgery|| |RCS Eng Ordinances|| |RCS
England
Learning
and
Assessment
Subcommittee|| |RCS England Research and Quality Committee|| |RCS Environment|| |RCS Workforce and Training Committe (WTC)|| |RCSEd Faculty of Surgical Trainers.|| |RCSEd Trainee / Council Meeting (Annual)|| |RCSEng Council|| |RCSEng Court of Examiners (Post FRCS)|| |RCSEng Education Board|| |RCSEng Improving Surgical Training reference
group|| |RCSEng NI Professional Affairs Board|| |RCSEng Patient and Lay Group|| |RSM Student and Trainee Focus Group|| |SAC General Surgery|| |SRS|| |Surgery Journal Editorial Board - ASiT position|| ASiT Annual Trustee Report and End of Year Accounts 2023 (Larger Charity) 18 WINS WINSS (Scottish) ## **2. Achievements and performance** In this year, the Charity funded a number of grants, awards and bursaries relating to the study, practice and research of surgery. They were advertised to the association membership and created opportunities to improve excellence in surgical training. During this time frame, the association hosted its annual national surgical Conference a **t Liverpool in March 2023** . Delegates consisting of medical students, doctors in training and consultants attended a range of academic lectures relating to surgical training, presented research and participated in practical and nonpractical surgical skills courses. The association also held its annual Surgical Innovation Summit as part of the **Future Surgery Show in November 2022** , London over 2 days. Delegates and members attended lectures on novel technologies related to current and future surgical practice. There was an opportunity for members and delegates to present research relating to Technology and Innovation in Surgery. There were a number of annual webinars and in-person courses relating to applications for surgical training posts in the United Kingdom and Republic of Ireland, academic surgical training, surgical skills among others. The association continues to promote a diverse programme of educational opportunities to the membership. The association continued to represent the views of trainees from all surgical specialties at high stakes external meetings that relate to surgical training. The association articulates the consensus views of a panspecialty, pan-grade Council that reflects members' opinions across the United Kingdom and Ireland. This is facilitated by statements and presentations at meetings and in the annual Yearbook of the organisation. There were over 70 meetings across specialities and involving national organisations and institutions by which the association was able to advocate for surgical trainees. Representatives as selected from the executive and council were able to attend on behalf of ASiT. Meeting reports were also created in order to highlight keep discussions but also action points by which ASiT was able to respond and drive the agenda forwards for surgical training. Our charitable activities in line with our mission statement are described in 1.2.0 Significant Activities. The charity currently holds no investments and so investment performance cannot be assessed. We will look into future formal impact reporting to ensure we are aligning our measurements of performance with objectives. This will include formal quantitative benchmarking for attendance at events, building on previous event data. We do not have any formal solely fundraising activities, as all of our income generating activities’ primary objectives are educational in nature. Our fundraising objectives would effectively be to ensure we have enough financial means to cover our 1.2.0 Significant Activities, pay our employee and are able to reimburse our volunteers. ASiT Annual Trustee Report and End of Year Accounts 2023 (Larger Charity) 19 ## **3. Financial Review End of Year Account Summary** The charity spends its money to promote and encourage for the benefit of the public the study of, and research into, the practice of surgery and the training of surgeons and to disseminate knowledge and hold discussions on the results of such study and research. The Association of Surgeons in Training Financial Year Period Report (2022-2023) is as follows: ASiT Annual Trustee Report and End of Year Accounts 2023 (Larger Charity) 20 SIT Asif Events tir(uted 31.8.23 u￿e$*￿ted fund 31.8_22 Totol funds Noles FIXED A55E15 Inlonoible ossets 14.752 CURRENT ASSEIS Deblo Cash otr bonk 12 74.573 460.525 61.376 393.269 535.098 454.645 CREDITORS Amunts tallry dve wthin y•onk* fv£t X¥)6. Thè fin0nc￿l stotèrnènts h¢)vè bèèn preparéd under the hk8toricol cost convention. Ineom• I Income ts recognised In the Stolemenl of Fmonc¥21 Actiwt*$ ¢)nce the chority ho$ entit￿ment to thè fund$. It probabse Ihot the income will be r2Gcd¥od ond the anTh)tsnt con be moaiured re&0b￿. Expendltvie obililies ore recoonHed ty O￿Ondit￿o o¥ ￿on 0$ there vl a ￿901 cq conthuctive obSgoksn committh'ng the chority lo Ihol expenthtvre. it ￿ pro￿b￿ that o tronsfer of econorrdc benefit5 requyed in I1￿ment ond Ihe amount of the ob59al￿n con be meosuted le50b￿. bpendilure Is oecounted for on on ocuvokn bowl ond ho$ beon vndei hoodings thot oogregote oll cost iok]tod to tho coteg¢yy. Where Costs connol be dyectty ottribvled to they hove been o*xated to octo￿lies on ¢ bow ¢￿￿+¥nI wilh th* us• of r•*w¢es. Toxallon The Ch￿ty ￿ ¢x•mgt Ir¢m wporglhx tax on its ekntgbkn oeiMi*s. Fund occounllng Unreslricled funds can be u¥•d in +Jccrydgnce with the ch(wrlobbp obiectNes gl the diKret￿rn of the trvsle¢5. Re$lricled funds con On￿ be v8ed for p£¥.1￿v￿Jr restiicted purpo￿ wthin the object5 of the chority. Restric￿n$ when ¥rtcified by Ihe donpr or when fvnds rye rgNed f*y Wt.Ky.*r ￿}In&t￿l. purpose¥. Further eypkjnation ol the natl￿0 and purpo￿ ol •cch l￿d li inclJdod in the nolei lo tho finan￿01 s+oterr*nts. Hwe pufchose and beosino commblmenls Rento4 poé under operoling ￿0$e% ch¢yoed to the Stcterrent ol Fnonc*Jl Actiwties on g bo¥5 over +h¢ period of the ￿￿1¢. The Ch￿tab￿ compgny tvotei o defmed contnbvlK*n pension ¥¢heme. ContnbvlK*n¥ WY0b￿ to the Charitab￿ Company's gtrnu¢)n schème ore charged lo Ihe Slatement of fir￿nCK)I ACti￿lieS in the period tts whrh Ihey vekjle. ASIT Annual Trustee Report and End of Year Accounts 2023 (Larger Charilyl 23 SIT srr Events Lirriyed Notes to the Financial Stotenw.15- cC￿￿rIjed fcx the Year Ended 31 Au J51 X23 DONAIIONS AMD iEGACIES 31.8 31.822 Conference incorr Troining CoLf5es 318.093 1.256 J)4.569 319.349 3Y.589 OIIIER IIADIMG ACIIVITIES 3).823 31.822 Sponsor*ips 19.8 194.OSP .264 214A59 2&5.334 RAISING FUNDS 31.8.23 31.8.22 2.971 25931 CHARJTABIE ACIIVMES COSTS cosls i¥ee note 61 Hosting conlsyence Troining Cmes General eosts lo ehc 217.758 21.123 2927 1.2&) 219.038 21.123 4.017 9CO 21.001 1.090 Cup tax 21.061 2427C 24.031 207.339 SUPPORT COSTS Other 3 cc6ts Totals 6.172 97.733 186.511 1.2P Hosling conference General costs to Nn charity Ccrp tox c￿0 1.0 1.090 21.061 21.06T 8S.$70 6.172 21.001 97.733 211.142 ASIT Annual Trustee Report and End of Year Accounts 2023 (Larger Charilyl 24 SIT IIEI INCOMEI(EXPENCrfIURE) Net incomellexpeniStL*el ￿ 51oted otter ¢hry9"nollcre(5thr¥Jl: 31.8.23 31.822 Other t)peroting knses 6.970 10.252 0.303 13.9)0 TRVSIEES. IIEIAIIIIERAIION ANO BENEFITS Thue V•tre ￿ InJ51ee¥ renKJnuothon CY other benefft5 fu the yery ended 31 AJJws12723 nu lu the year ended 31 ￿gUSt ￿. Thwe wefe eywws Fx*Y f¢> lh¢ Very ended 31 Awst >Yfd nLY lry th• yety en(l¢ol 31 Avgusl STAFF COSIS 31.823 31.822 03.C¢S 2.512 5ociul seC￿ty c05tS cxner pefiw. cost5 67.203 31.823 31.822 COAIPARAnVES FOR TNE STATEME￿ OF HNANaA ACT￿P3 Unrestitted tund INCC¥AE ANO ENDOWA4E1115 FIOAI Donakns and Other tfo¢*i actMt*s 490.923 fXPENfAvvRE ON Roi5ing fund5 12.5931 Hostng conference TrO￿ing Cowses Generol costs fo run ehcwltv 190.527 6,397 I￿.473 5.837 ASIT Annual Trustee Report and End of Year Accounts 2023 (Larger Charilyl 25 SIT tin f th Year End IQ COMPARATIVES FORIHE STATEMENTOF FINANaAi ACTMTIES. conlh*d Unreshicted lund Other &3.667 424.X NEI INCOAIE 66.615 IECONCIi￿n0N OF FUNDS Tolol furids trought fcrfwud TOIAI FUNDS CARRIED FORWARD 340.945 INTANGIBIE FIXED ASSEIS Ccryular COST I Septeff*tr %)22 and 31 W %Y23 05.579 AM(XIISAnoN l SegteftW￿22 Ch¢yoe for year 9).827 10.252 31 *uaust 3Y23 NEI BOOK VALUE At 31 ￿￿gust J)23 4.5C At 31 August 3Y22 14.752 12. DEBTOR&. *JAOUP4TS FAWNG DUE WIININ OIIE YEAR 31M23 5.940 26.455 42178 35.651 15.949 9.776 VAT 74.573 01.376 ASIT Annual Trustee Report and End of Year Accounts 2023 (Larger Charilyl 26 SIT Note5 to the Fnanoal Staterner.ts- conthwed foy the Yeor Ended 31 Au us1 X23 CRELXTORS: AhlOUIITS FAUING OUE WITHIN ONE YEAR 31.823 31.822 Trade crethu5 Tax Social SeCUN￿ ond othertoxe5 Net Woges Contr Other crecfitC45 819 21.661 473 15.620 18341 94.661 11.5041 105.246 110.7 122.452 MOVEMENT111 FUIIDS AJ 1.922 fvnd5 31.8Xd Gensyal lund 346.945 75.953 422. IOTAI FUIIDS 346.945 75.953 422.898 Rs>styJrces Movement in funds General fund 1457.8551 75.953 IOTAI FUIIDS 457.855 75.953 rroverrenl fvnd5 Jl.921 31.822 General fund 00.615 340.945 IOTAI FUIIDS 66.615 310.945 ASIT Annual Trustee Report and End of Year Accounts 2023 (Larger Charilyl 27 SIT r Erid ust 14 MOVEMEKf IN FUNDS. Cortwoti%e net n Ivnds. in the above ¢ye 0$ f¢)Icr￿. I￿Orr￿n9 ResoLYce5 Movement eypended in lund$ Genwcl lund 490.923 I424.￿8) 66.015 IOIAI FUNOS 490.923 66.015 A CLffenl w 12 r￿￿1￿5 and 12 ￿MIh% comtir￿d poHtion 15 a¥ I￿k)¥￿. Ntrt AJ 1.921 in lunds 31.823 G¢nqrd fvr 142.508 421896 IOIAI FUNDS 141508 421898 A clrnt year 12 m￿1￿5 <>ive ccrfrF4eted my *yxarr•nofion. I confrn Ihot no fftJttu5 come lo my ollenticn ￿ conmcticfi th the exorMotiM gwng me couse to t)eleve.' occcwnh.ng rec¢yds not kept in resp¢¢t ol the Cyrpory as reqfftd by Secth"on 380 of the 2C¥)O Ine occounts do not occc*¢J %%ith tnose rtc(ydr. ¢y Ihe accour,ls do not cornpty with the acc￿n￿O re(wOr￿ts ol Sects)n 390 of Ihe 2W6 omer thon ony reovwnent Ihoi the occcwnts we o onol YAthich is not o mott¥ congd¥ed a5 Qtyt of on independent exorrinotior." Ihe o¢counts hove not treen kYeptye(l in ¢xcty&)n¢e *4fft Ihe melh¢)J5 ond gf the Statement ol ReCtJmr￿ded fc* accourttirKJ ortd retyytino by eMtsrilie5 lopplcotle to ch￿1￿% weporing In*r occ￿nIS in occtydonce ￿TIh Ihe F•iuTh*l Rewting 51ondtyd Ihe UK onol Reput4¢ cl on¢J IFRS 10211. I hava no e¢)nee*ns and h¢M (*re4s no ointr mtslle•s i) e¢xmection the éyA¥rrintilitin lo lthieh otlention %￿jk¥ be y]A¢pJ.to enot4e o undtrs1on￿ftq of the ¢X￿nts to be reoched. lom Fror*5 FCCA 31 May %)24 ASIT Annual Trustee Report and End of Year Accounts 2023 (Larger Charilyl 32 ## 3.1 Financial effect of significant events The charity currently holds all funds in a single business account in the name of ASiT Events Ltd. Trustees do not hold any funds on behalf of the charity, in assets or otherwise. A formal Audit and Risk Committee will chair meetings bi-annually for 2023-2024 as per larger charity recommendations and will ensure diversity and spread of funds in relation to considering reserve accounts. Managing risk and uncertainty financially has been summarised in the table below: ||| |---|---| |Risks|Mitigation| ||| |Reduced sponsorship income
-
Sponsorship withdrawal
-
Failure
to
encourage
new
sponsorship|-
Diversify funding sources by seeking corporate
sponsorships,
individual
donations,
government
grants, and fundraising events.
-
Establish funds to provide a stable source of income.| |Reduced membership income
-
Member decrease
-
Reputational crisis - withdrawal of
members|-
Ensure regular annual direct debit
-
Engage in proactive public relations and transparent
communication with stakeholders.
-
Monitor media and public perception and address any
issues promptly| |Reduced course income
-
Failure to run courses
-
Course equipment increasing|●
Ensure robust reserves policy| |Unable to fund conference
-
Conference hosting increasing
(inflation, cost of living)
-
Cannot run our most significant
educational event|●
Implement strict project management practices,
including
detailed
planning,
budgeting,
and
monitoring.
●
Regularly review project progress and financial status.
●
Engage stakeholders in the planning and evaluation
processes to ensure alignment with goals and budgets
●
Ensure robust reserves policy| |Unable to pay employees
-
Due to reduced charity income|●
Implement strict project management practices,
including
detailed
planning,
budgeting,
and
monitoring.| |Unable to pay officer / volunteer expenses
-
Unable to reimburse volunteers|
●
Implement strict project management practices,
including
detailed
planning,
budgeting,
and
monitoring.| |Operational risks|●
Implement robust financial management systems and
software.
●
Conduct regular reviews of operational processes and
make improvements as needed.
●
Ensure adequate training and support for staff and
volunteers on financial management practices.| |Fraud / mismanagement risks|●
Establish
strong
internal
controls,
including
segregation of duties, regular reconciliations, and| ASiT Annual Trustee Report and End of Year Accounts 2023 (Larger Charity) 33 ||| |---|---| |Risks|Mitigation| ||| ||approval processes.
●
Implement a whistleblower policy to encourage
reporting of suspicious activities.| ## 3.2 Principle sources of funding The primary funding sources include sponsorship, membership and course fees. Factors affecting our financial position going forwards include all of the above in the risk / mitigation table. As our primary income varies year upon year, a robust reserves policy is in development in order to safeguard the charity in the case of significantly decreased income in a financial year. Pension liabilities within this period are for one employee (General Manager) only, and so do not pose a significant financial risk to the charity. ## 3.3 The review of the charity’s reserves ## Reserve policy Significant events that affected the previous financial period included the lack of ability to hold face to face conferences following covid-19 pandemic. This has led to excess reserve, which is discussed further in Section 4. A formal reserves policy is being actioned for the upcoming financial periods, whereby diversification of funds and investment will be considered. An Audit and Risk Committee is being formed for the following financial period who will ultimately oversee the formal reserves policy. The current financial team agree that reserve is required to ensure one conference for a year can be run and a salary maintained for the employee during the period of difficulty, which would total approximately £125,000 Trustees do not receive direct payment from the Charity as part of their role. They may receive expenses as per the Expenses Policy that applies to Council and Executive Members when travelling for strict ASiT business only. ## **4. Plan for future periods (larger charity requirement)** ASiT will continue to advocate for the best interests of surgical trainees during future periods, aligning with our aims and objectives as a charity by promoting the highest standards in surgical training. Resource allocation is of significant importance to the Trustees, Directors, Executive, Council and its members. Our aims and objectives for the following annual period will be aligned to those of previous periods, however, with more focus on allocation to bursaries and scholarships taking advantage of the enhanced reserve. As the charity has grown significantly over the past years,, we are now able to provide courses and events with higher quality equipment, which increases opportunities for our members. After financial review for this period, we pledge to offer additional funding this year to the members in terms of grants, bursaries and scholarships. As a larger charity, we are able to now offer additional value to our members through considered resource allocation. ASiT is proud to have offered the opportunity for a fully funded Royal College of Surgeons of Edinburgh and ASiT joint Future Leaders Fellowship Programme, for the first time, a new initiative in line with our mission statement during this period. ASiT Annual Trustee Report and End of Year Accounts 2023 (Larger Charity) 34 From the trustee perspective, the future direction of the charity will be determined by the Executive / Council Committee, who are the surgical consultants of the future. Previous lessons learned by the charity include a continual growth financially, reputationally and in terms of membership numbers. This leads to the need for more in depth governance, structural and financial reviews which will be undertaken in the next financial period. ## **5. Structure, Governance and Management** ## 5.1 Structural and decision making summaries As featured in the above Constitution 2021 Section 1.5, in addition to appointed Directors who were once members of the Executive Committee. The Association holds an annual general meeting at which subjects on the agenda and the annual accounts are presented and discussed. The President is elected for the following year and, as and when necessary, up to two Vice President(s), Honorary Secretary (+/- Associate Honorary Secretary), Honorary Treasurer, Communications Officer, Social Media Officer, Director of Education, Webmaster, Year Book and App Lead and Conference Coordinator and the members of the Council are be elected for their respective periods of office. Extraordinary general meetings are convened by the Directors, which may be at the request of the President, the Executive Committee or the Council, to deal with any special business of the Association at any time by giving 14 days prior written notice to members identifying the special business to be discussed. Members may vote by proxy by writing to the Associate Honorary Secretary prior to the date of the meeting. All decisions the charity makes from an activity perspective should be undertaken by the Executive and Council Committee to ensure surgical trainees are at the centre of all decision making. Any business or financial decisions should be undertaken with input from the Trustees. Staff members may make decisions based on standard operational considerations for example delivery of conference material and hotel room bookings, but not on surgical training related activities. A paid employee, the General Manager, is responsible for the day to day running, financial returns and actioning of governance processes of the organisation. The property investments and assets of the Association and any documents relating thereto may be held in the name of not less than three members of the Association selected by the Council to act as Directors/Trustees of the Association for such purpose. The Directors/Trustees shall normally include a Past President and Honorary Treasurer, and may include other individuals from the Executive Committee or Past Presidents. All Directors/Trustees should have held positions on the Executive Committee in the past. ASiT has introduced an onboarding and exit policy, to remind Council of their voluntary role and responsibilities and to formally identify any potential conflict of interest that may arise during their time on Council. ## 5.2 Trustees ASiT Annual Trustee Report and End of Year Accounts 2023 (Larger Charity) 35 The broad constitution is outlined in detail above however the organisation includes four directors. The roles and responsibilities of these individuals are outlined by the Duties of Directors and Trustees Governance document and includes the following requirements. ## **5.2.1. Duties as Company Directors** The main directors’ duties are as follows: · a duty to act in accordance with the ASIT’s constitution and only exercise powers for the purposes for which they are conferred; · a duty to act in the way the member considers, in good faith, would be most likely to promote the success of ASIT for the benefit of its members as a whole and in doing so have regard to the following: - the likely consequences of any decision in the long term; - the interests of the employees; - the need to foster relationships with other stakeholders; - the impact of ASIT's operations on the community and the environment; - the desirability of ASIT maintaining a reputation for high and ethical standards of business conduct; and the need to act fairly as between members of the company; · a duty to exercise independent judgement; · a duty to exercise reasonable care, skill and diligence; · a duty to avoid a situation in which the member as, or can have, a direct or indirect interest that conflicts, or possibly may conflict, with the interests of ASIT; · a duty not to accept a benefit from a third party conferred by reason of the member being a member, or their doing (or not doing) anything as a director; and · a duty for the member to declare if they are in any way, directly or indirectly, interested in a proposed transaction or arrangement with the company, and the nature and extent of that interest, to the other members. ## **5.2.2. Roles/Responsibilities:** As Directors within a trainee organisation, the primary focus is on legal, corporate, and governance matters. The Directors shall ensure the compliance, safety, and effective management of the organisation. ## **Membership:** The Directorship consists of at least four members, each with a specific focus area. The respective director holding the individual role can rotate upon agreement by the directors. Roles are set out as follows: - Business and Finance Director; - Human Resources and Membership Director; - Education and Academic Director; and - Communications Director. The nominations for new Directors will be made by the Executive Committee and the candidates will undergo interviews with the current Directors. Appointments shall be made on an annual basis as required and the term of each appointment shall be no more than six years. ASiT Annual Trustee Report and End of Year Accounts 2023 (Larger Charity) 36 ## **Meetings:** These will be held on a quarterly basis unless otherwise agreed. Meetings may be conducted on a physical or videoconference basis with the General Manager and the President to coincide with significant events in the organisation such as: 1. Exec handover (outgoing President appraisal); 2. Conference planning weekend; 3. Christmas President's meeting (General Manager appraisal); and 4. Conference. In addition to the quarterly meetings, the Directors may review ASIT business operations and reporting on a monthly basis from: 1. President/Vice-President: This report will include the risk register, new council/exec appointments, and confirmation of signed legal documents. Any potential external competing interests and HR policies will also be addressed. 2. GM/Treasurer: The report will encompass a full account report from Xero and membership numbers. Any future payments expected to be over £5000 will be presented for Director agreement. Virtual updates may be utilized between meetings if needed. 3. Reports from external services (legal, accounting) if required. The Directors will also be responsible for: 1. Conducting annual appraisals for the General Manager and President using industrystandard templates, with 360-degree feedback from relevant stakeholders; 2. Considering interim appraisals if deemed preferable by either the appraisee or appraiser; 3. Determining salary/bonus decisions for employees based on appraisals and job plan delivery; 4. Developing new corporate documentation as needed; 5. Creating a comprehensive "job plan/induction" for the incoming President; and 6. Engaging in self-development opportunities, such as meeting external directors, and formally reflecting on this role within the applicable NHS annual appraisal. ## 5.2.3. **Duties as charity trustees** ASIT has charitable status. The implications of this for the Board are that they are formally recognised as trustees of the charity and subject to the obligations this imposes under charity law. All of the individual charity trustees have the same responsibilities to act in the best interest of ASIT. This applies equally to executive, non-executive (independent) members, and elected staff representatives. The Charity Commission’s guidance to Charity Trustees sets out more generally what being a charity trustee involves and lists the following as a trustee’s 6 main duties: 1. ensuring their charity is carrying out its purposes for the public benefit; 2. complying with their charity’s governing document and the law; ASiT Annual Trustee Report and End of Year Accounts 2023 (Larger Charity) 37 3. acting in their charity’s best interests; 4. managing their charity’s resources responsibly; 5. acting with reasonable care and skill; and 6. ensuring the charity is accountable by meeting all reporting requirements. ## **5.2.4 Discharging the duties** Directors and charity trustees will need to bear the following in mind when making decisions about ASIT: - considering the best interests of ASIT in the short, medium and long term, - making the best use of ASIT's/charitable assets; - ensuring that the assets and income of ASIT are only applied for the defined charitable purposes and for the public benefit; - made sure they had enough information before making the decision; - avoiding conflicts of interests; - being satisfied that they receive adequate advice to ensure decisions taken are within ASIT’s legal powers; - only make the decision if it falls within the range of decisions that a reasonable trustee body can make; · being satisfied that there are appropriate arrangements within ASIT which ensure that care is taken when organising trading activities which may not be regarded as charitable, and that the appropriate vehicle is used for such activity; and - managing and protecting the property of ASIT to ensure that its charitable objectives can be fulfilled. ## **5.2.6 Decision making, risk and control** The Board makes sure that its decision-making processes are informed, rigorous and timely, and that effective delegation, control and risk-assessment, and management systems are set up and monitored. The Board is ultimately responsible for the decisions and actions of the charity but it cannot and should not do everything. Trustees delegate authority but not ultimate responsibility, so the Board needs to implement suitable financial and related controls and reporting arrangements to make sure it oversees these delegated matters. Trustees must also identify and assess risks and opportunities for ASIT and decide how best to deal with them, including assessing whether they are manageable or worth taking. The Board is clear that its main focus is on strategy, performance and assurance, rather than operational matters, and reflects this in what it delegates. The Board has a sound decision-making and monitoring framework which helps the organisation deliver its charitable purposes. It is aware of the range of financial and non-financial risks it needs to monitor and manage. Where aspects of the Board’s role are delegated to committees, staff, volunteers or contractors, the Board keeps responsibility and oversight. ## **5.2.7 Good Practice** The Board regularly reviews which matters are reserved to the Board and which can be delegated. It collectively exercises the powers of delegation to committees or individual trustees, or staff and volunteers ASiT Annual Trustee Report and End of Year Accounts 2023 (Larger Charity) 38 if the charity has them. The Board describes its ‘delegations’ framework in a document which provides sufficient detail and clear boundaries that the delegations can be clearly understood and carried out. The Board makes sure that operational plans and budgets are in line with the charity’s purposes, strategic aims and resources. The Board retains overall responsibility for risk management and discusses and decides the level of risk it is prepared to accept for specific and combined risks. ## **6. Reference and administration details** Day to day management of the charity during the reporting period in question was run by the Executive, Council Committee and General Manager to ensure all charity activity remained in line with surgical training and education. ASiT has one full time employee within this reporting period: Kristina Gloufchev, General Manager. Contact details as below: THE ASSOCIATION OF SURGEONS IN TRAINING 35-43 Lincoln’s Inn Fields London WC2A 3PE Telephone: 020 7869 6681 Web: www.asit.org Email: info@asit.org 6.1 Professional advice to the charity and trustees ## Legal advice Shoredons & Co Legal is the trading name of Shoredons Limited. Registered in England and Wales with company number 10940471. Registered office address is 71-75 Shelton Street, Covent Garden, London WC2H 9JQ. Authorised and regulated by the Solicitors’ Regulation Authority (SRA). SRA number is 816928. ## Accounting advice Franks Accountants - Franks Accountants Limited is a Company registered in England and Wales under number 08903530 at First Floor, Equinox 1, Audby Lane, Wetherby, West Yorkshire, LS22 7RD. VAT number 181 2321 39. ## **7. Exemptions from disclosure** Nothing to declare ## **8. Funds held as custodian trustee on behalf of others** ASiT Annual Trustee Report and End of Year Accounts 2023 (Larger Charity) 39 Nothing to declare This report has been completed as accurate for the period of August 2022 - August 2023 to the best knowledge of the Directorship / Trustees. Signed by Directors: Adam Williams Andrew Beamish Adam Peckham-Cooper Gemma Humm ASiT Annual Trustee Report and End of Year Accounts 2023 (Larger Charity) 40