Trustees, Annual Report for the period Period start date Period end date Year From To Section A Reference and administration details Charity name Portsmoulh Breast Cancer Friends Othor names charity Is known by NIA Registered charity number (if any) 1204605 Charity's principal address 8 Kintyre Road Portsmouth Postcode P06 3UH Names of the charity trustees who manage the charity Trustèe name Office Irf any) Dates acted if not for wholt ear Name of person (or body) entitled toa oint trustee if a Bridget Nicholson Rachel Hibbert Karen Heather Chair of tnjslees Vice-chair of trustees Treasurer 10 12 13 14 15 16 17 18 19 20 Names of the trustees for the charity, if any, (for example, any custodian Irustees) Name Dates acted if not for whole ear NIA TAR March 2012
Names and addresses of advisers (Optional information) e of adviser Name Address NIA Name of chief executive or names of senior staff members (Optional infomiation) NIA Section B Structure, overnance and mana ement Description of the charity's trusts Foundation Model Constitution Registered by the Charity Commission on 06 September 2023 Type of goveming documenl How the charity is constituted Foundation Model Charitable Incorporated Organisation (CIO) Trustee selection methods Appoinled by existing charity trustees. In selecting individuals for appointment as trustees, the Gharily trustees have regard to the skills, knowledge and experience needed for the effective administration of the chari Additional governance issues {Optlonal information} You may choose lo include Day-to-day running is carried out by 3 trustees with assistance from a additional information, where small group of other volunteers who make themselves available for relevant, about.. feedback, help with the website and markeling, and organising social events. policies and procedures adopted for the induction and training of trustees., the charity's organisational structure and any wider network with which the charity works., We have developed a trusting relationship with clinical staff al the hospital and are in regular contact with the Breast Unit and with Ihe Portsmouth Hospital Charity over matters of interest to our mutual beneficianes. This enables us to identify areas of need, avoid duplication of effort and target resources appropriately. relationship with any related parties., trustees, consideration of major risks and the system and procedures to manage them. TAR March 2012
Section C Ob'ectives and activities The objects of the CIO are.. for public benefit. the relief of people in need following a breast cancer diagnosis, who live andlor are having treatment in the Portsmouth area of the UK, in particular by providing opportunilies for them to access companionship and support, accurate and up-to-date information, and signposting to appropriate seNices. Summary of the objects of the charity set out in ils governing document The trustees have given due regard to the Charity Commission guidance on public benefil when exercising any powers or duties to which the guidance is relevant, and in planning and delivering its activities. The following activities have been undertaken= 1. Provision of monthly in-person meetings for people who have had a breast cancer diagnosis living or having treatment in the Portsmouth area. In order to make it as easy as possible for people to attend. the meeting venue is close to local bus and train seNices. It is fully accessible and there is ample parking. Meetings are free to allend as people experiencing cancer often face additional financial pressures. The meetings provide an opportunity for people to talk with others who have faced similar challenges and to give and receive peer support. This companionship can redu the sense of isolation and distress experienced after a cancer diagnosis. People can also get information and support for specific Ghallenges resulting from their diagnosis and treatment. 2. Provision of a private, moderated Facebook group lo allow people to connect outside of meetings. This means thal those who cannot attend in person because of treatment, childcare or other barriers can still find information and support. Summary of the main activities undertaken for the public benefit in relation lo these objects {include within this section the statutory declaration that trustees have had regard to the guidance issued by the Charity Commission on publi benefit) 3. Provision of a website which inclLrdes signposling to the charity's events and to other sources of support, including clinical slaff at the hospital and other trusted agencies. 4. Provision of a phone line for people who are unable lo access the website or Facebook group. This phone line is nol a counselling service but is used to help to connect people to appropriate local support. 5. Visiting speakers. The charity has developed trusting relationships with the team at the Breast Unil in Queen Alexandra hospital, and has hosted hospital staff for question-and-answer sessions at its monlhly meetings, including a consultant breast surgeon, an advanced nurse practitioner and a research co-ordinator. 6. Visits from other services in the community, including a yoga instructor, and a represenlalive of a charity offering alternative prosthetics. 7. A Christmas social event and meal. An access fund is provided for people who are unable lo self-fund. 8. Development of a working partnership wtth a local branch of the Women's Instilule, to ensure a supply of drain bags and cushions to the Breast Unil at Queen Alexandra hospital for people undergoing breast cancer surgery. TAR March 2012
Additional details of objectives and activities {Optional infomiation} We appreciate the help we have had from people within the support group with organising social events, helping lo moderate the Facebook group, updating our website, and obtaining marketing materials. We are also very grateful for the kind and compassionate way ir7 which existing participants in the group welcome new people appropriately and warmly. We endeavour to create a safe and aCpting environment where people feel able to talk and feel heard and understood, and we are assisted in this by the COperatIon and team spirit of other participants. You may Ghoose to include further statements, where relevant, about.. policy on grantmaking., policy programme related investment., Gontribulion made by volunteers. We thank the previously existing support group, 'Portsmouth Breasl Friends,, for its kind donation of £1,190.93 on closure of its accounts. We thank our colleagues al the Women's Institute for their ongoing support of the hospital, and for agreeing to have our labels put on their drain bags and cushions to help patients find our support group. TAR March 2012
Section D Achievements and performance Summary of the main achievements of the charity during the year Shortly prior to the charity being registered with the Charity Commission, our monthly meetings moved to the current venue, which is more suitable for people's needs than previous temporary venues. The venue is comfortable, accessible and welcoming, and helps us to create a safe and suitable environment for our activities. This was the first year that the charity has been registered, and a considerable amount of effort has been put into developing the policies, slruclures and procedures to enable the charity to work effectively and safely. As the charity has grown out of an informal community group, it has been important to consult with existing attendees lo provide reassurance that main activities will continue and to communicate clearty about future plans. At the same time. il has been vital to ensure that the charity can meet the needs of its current and future beneficiaries, which has involved some minor changes. The trustees have been supported by a small group of volunteers who undertake a range of tasks from practical assistance at meetings, updaling the website, design and printing for our marketing, and moderating the private Facebook group. Our main activity is our monthly meetings, which have continued throughout the year and have attracted new attendees each month. The fact that the group attracts newly diagnosed people is in part Ihe result of the Breast Unil at the hospi181 signposting people to our meetings. We have inlroduced some guidelines for members to help ensure thal new people are welcomed appropriately and are able to talk about their experiences at a pace that feels right for them. The number of people active in our private Facebook group has increased by over one third over the seven months since the charity registered. with 123 members active al the end of March 2023. This group also has guidelines for members to help us to keep people safe online and when meeting with people in person. Over the course of the year, the charity has proactively reinvigorated its relationships with key clinical and support staff at Queen Alexandra hospital. There are now clear lines of communication with the Breast Unit, the Macmillan Centre, local psychological services, the Portsmouth Hospital Charity, and the Personal and Public Involvement (research) team. This will assist us with signposting and information for people using our services, and allows us lo work collaboratively with local NHS servIs. Our close relationship with the Breast Unit enabled us lo host a visit from one of the consultant breast surgeons and an adVand nurse practitioner working across oncology and the Breast Unit, to answer questions and offer guidance. We have also developed an effective working relationship with a local Women's Institute {Wll group who make drain bags and cushions for the hospital. We assist the Wl by collecting and transporting their items to the hospital so that the Breast Unit is kept slocked. The charity sucSsfUllY bid for grant funding to assist wrth set-up costs and lo provide 2 relreat days in 2024. The charity has Set up a Just Giving account and purchased a card reader to make it easier to accept donations. TAR March 2012
Section E Financial review Brief statement of the charity's policy on reseThies The charily needs to keep a financial reserve lo ensure that the group can operale sustainably for future beneficiaries. 11 mainly relies on private donations for its ongoing funding, which can be difficult to predict. Occasionally the charity may be able to apply for grant funding, but this is not a guaranteed source of income. Beneficiaries have all had a cancer diagnosis. and although they may wish to fundraise for the group, the main focus ofthe group is to offer support. While we appreciate and encourage people who wish to give back to Ihe charity through fundraising, we never want to put people under pressure to fundraise. The charity will keep sufficient financial reserves to operale its core activities for a period of 12 months, a sum of approximately £1236.00. At the end of the year the charity had £2886.00 in unrestricted funds, which exceeds the reserve. As the Gharily is new and still developing its fundraising strategy, no aclion will be laken at present regarding the excess in reserves. If the evaluation of the Gharity s retreat days shows that these have a significant positive impact, funding will be needed if they are to continue. The level of reserves will be reviewed at next year end. Details of any funds materially in deficit NIA Further financial review details (Optional Infomiation) You may choose to include additional information, where relevant about- the charity's principal sourGes of funds (including any fundraisingl- how expenditure has supported the key objectives of the charity,. investment policy and objectives including any ethical investment policy adopted. TAR March 2012
Section F Other optional information Section G Declaration The trustees declare that they have approved the trustees, report above. Signed on behalf of the charity's trustees Signature(s) Full name(s} Position (eg Secretary, Chair, etc) Bridget Nicholson Rachel Hibbert Chair of trustees Vice Chair of Trustees Date TAR March 2012
CHARITY IOMMISSIOM FOR INGLAND AND WALI& Portsmouth Breast Cancer Frlet)ds Receipts and payments accounts CC16a For the n0d from To (hYC912ll23 3110312024 Section A Receipts and payments Unrestnct•d lunds to the Theare Restricied funds Endowment lunds Total fttnds Las( year to the n•oreJt£ 10 IhÈ near••tC tolht n•afèt É iothe theaTeJi E A1 R•c•ipts Dmatson IrLYn prety Pnyate ¢JnaTr5 MtsrThilLJn 1.191 2.669 1869 Sub totai{Gross income for AR) IQ02 2,689 &671 A2 Asset and inwstrrnm sal•% Isee ta¢1. Sub total Total receipts 3.002 2.66Q &S71 A3Pa nts R(om hire Matketin Website Insuraice Chri8trnths s181 eventexpenz¢¥ ReirBJhmerng 576 576 96 116 Sub total 83 947 A4 A•t and In*ment wrchas•s, Is•• table) Cud Rea¢Jer e4)11? Pe 199 9Q 281 Sub total Total payments 116 1,120 1,236 Net of receipts/(payments) AS Trwtsfvr5 b•tw••n funds A6 Cash lunds last ar ènd Cash fvnds rhis year end 2,886 1.549 4,43 2.886 1.549 4.435 TAR Mareh 2012
Section B Statement of assets and lialx.lilies at the end of the period Vnrestricts4 R+Str.¢d lunds )TrDir••it nds towar••i¢ Bl Cagh lunda 2.•1È ¥Xn41al Grjm rot&1 cash funds funds furnls fvnth DL14 B3 w•8bnfnt a8• B4 AS1& rètthw¥Jd iorthe iity's X13WII 107 Deiails B6 Liabiliti•& on Sp¥0 by twJwU5t• c bèwofal *+thl DI01 wal BTrd Ni¢hds0Tr,ehatrfTryth•5 ethT. Treasutyr TAR March 2012