Trustees' Report and Annual Review 2005

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Trustees' Report

The Trustees of Winchester Hospitals Radio are pleased to submit their report and accounts for the year 1st January to 31st December 2005.

Winchester Hospitals Radio (also known as "Winchester Hospital Radio", "WHR", and our on-air identity "Winchester Radio") is a registered charity, governed by a constitution.

This Report and the attached Accounts have been produced in accordance with the guidance provided by the Charity Commission in its "Receipts and Payments Accounts Pack (CC16)".

Charitable Objects

The object of the Association is relieving sickness, infirmity and old age by providing a local broadcasting service for hospitals, old peoples' homes and similar institutions in Winchester. The station currently serves the Royal Hampshire County Hospital (RHCH) via the Patientline bedside entertainment system.

Organisation

WHR is run entirely by a membership of volunteers, who pay an annual membership subscription and are not eligible for reimbursement of any out-of-pocket expenses. It is an unincorporated association governed by a constitution (last amended in November 2002) and managed by an Executive Committee (the Charity Trustees) who are elected annually by the membership.

Related Organisations

WHR is a member of the Hospital Broadcasting Association (HBA), the national charity that supports and promotes hospital broadcasting in the UK. Our members regularly attend the twice-yearly conferences organised by the HBA and the Regional Meetings hosted by various hospital radio stations in southern England.

WHR maintains a close working relationship with the Winchester and Eastleigh Healthcare NHS Trust (who manage the RHCH) and Patientline plc, the company that owns and runs the bedside entertainment system through which its programmes are delivered to patients.

Review of Activities and Achievements

Below is a brief summary of WHR's activities and achievements during 2005. Further information can be found in the informal "Annual Review", which starts on page 5.

Programming and Ward Visiting

During 2005, WHR continued to provide a radio service to the patients at the RHCH. The flagship programme is "The Sound Remedy", a nightly programme made up of music requests collected from patients by our team of Ward Visitors.

In line with the 5-Year Plan adopted at the beginning of 2004, a significant change to the programming and ward visiting was made in October. After a thorough review by the Trustees and extensive consultations with the volunteers, the format of "The Sound Remedy" was changed. The programme length was increased from 90 minutes to two hours, with the first hour broadcast live from one of the wards most nights of the week. The frequency of ward visits was increased to three visits per week for most wards to coincide with the programming changes.

The new programme format requires a team of volunteers so, to concentrate volunteers' efforts on producing two hours of engaging, request-driven programming, the majority of other live programming has been withdrawn. Although the overall number of live broadcast hours per week has been reduced, the changes that have been introduced have had many positive benefits. Most programmes are now filled with patients' requests. Many patients actively take part in the programming, either by talking to presenters who are by their bedside, or by using the Patientline telephone system to call the studio. And WHR has a much higher profile within the hospital.

Unfortunately, a number of our volunteers have decided that they do not wish to be involved with these new-style programmes, which has meant that the workload of others has increased to compensate. This has had a short-term knock-on effect on activities such as recruitment and training, the repair of studio equipment and the planned upgrading of the music library and computer playout system, as priority has been given to the programming and visiting.

Awards

The quality of our programmes was recognised in the 2005 National Hospital Radio Awards. At the ceremony in April, an excerpt from one of our "Person to Person" programmes was commended as one of the top ten in the country by the judges. Leona Jones's entry for Presenter of the Year was similarly commended.

WHR's 2004 Annual Report and Accounts were also singled out for praise in the Charities Online Accounts Awards run by the Charities Aid Foundation and the Institute of Chartered Accountants in England and Wales. The Report and Accounts were judged best in the country in the category for charities with an income under 100,000 per annum.

Strategic Planning

At the time of writing, the Trustees are in the process of reviewing and updating the 5-Year Plan which they originally adopted in January 2004. This document sets out the Trustees' vision for the development of WHR and the services it provides to the patients of the RHCH.

The aim is to build upon the success of the new programming and visiting schedules, to recruit, induct and train more members to reduce the workload on our existing volunteers, and to work towards utilising our computer playout system to full effect by introducing a full range of programmes aimed specifically at the hospital audience.

Financial Performance

At the end of 2005, WHR had funds totalling just under 30,000, having raised 17,095 and spent 6,527 during the year.

Income

2005 was a good year as far as fundraising was concerned. Whilst the annual Supper Quiz resulted in a net income of 803, 91 less than in 2004, an increased number of collection days, including the "roadshow" at Sainsbury's supermarket at Badger Farm, brought in 1094, up from 660 in 2004. The 555 raised by running a Car Boot Sale at the Old Cattle Market surpassed the 463 raised last year at a Book Sale in St. Maurice Covert. And our thanks must go to Michael Jennings for staging a marathon sponsored broadcast to celebrate WHR's 21st birthday. This brought in over 500.

In association with Hospital Radio Publications, WHR published the latest edition of its patients' magazine in November. This is produced free-of-charge by HRP, who sell advertising space in the magazine to cover their costs. WHR is due to receive a donation from HRP equivalent to 10% of the advertising sales, although this had not arrived by the end of the year.

Special mention must go, once again, to Steven Wills. During 2005, Steven has compiled a further two CDs (in addition to the one released last year) which WHR has released on its own record label. The accounts show that these CD sales have raised over 1400 this year. This figure does not, however, show the full story, as WHR still has stocks of the CDs, which we anticipate selling over the coming months.

Steven's employer, Barclays Bank, match-fund specific fundraising efforts by their staff, and WHR has benefited to the tune of 540 during 2005. Another "Charity Cheque" from Barclays, for 331, was received late in the year, but our account was only credited with the amount by the Charities Aid Foundation after the end of the year.

Finally, WHR received 528 from sales of previous CDs that Steven had released on his own "Codename Music" label in aid of WHR.

The Trustees are aware of the limits on non-primary purpose trading by charities in each tax year, and it is not anticipated that the CD sales will exceed those limits.

Interest on the reserves was significantly higher than in 2004. As was noted in last year's report, this is, at least in part, due to the maturity dates of the bonds in which the reserves were invested occurring shortly after the start of this year, so no interest from these investments appeared in the 2004 accounts. The bonds in which the reserves are currently invested are due to mature in July 2006.

The 5000 prize money from the Charities Online Accounts Awards in December provided an unexpected boost to WHR's income.

Expenditure

A tight control has been maintained on expenditure during 2005. With available volunteer effort focussed on programming, only essential repairs to equipment have been made. The only new fixed asset purchased has been a combination DVD player/TV to allow DVDs to be shown as part of the volunteer induction and training process.

Less than 250 has been spent on music CDs this year. WHR has been fortunate to receive a number of donated CDs, which has reduced the need to purchase music. The long-anticipated music licensing agreement between the Hospital Broadcasting Association and copyright-collecting society Phonographic Performances Ltd was finalised during the year. As part of the deal, a back-payment to July 2004 was made, costing WHR 220. This is included in the "Licence Fees" line under "Station Administration Expenses". The annual licensing cost will be just under 150, but this will allow WHR to hold music on its computer playout system without holding a physical copy. We hope to utilise this new right to copy appropriate music from our volunteers' music collections, keeping expenditure on CDs to a minimum.

As agreed by the Trustees at the end of 2004, the Outside Broadcast van was disposed of, as the running costs were out of proportion to the amount of use that was being made of the van. The van was sold to another hospital radio station, Radio DGH in Eastbourne, for 300.

Financial Management and Reserves Policies

WHR has a Financial Management Policy which defines the controls to be implemented to ensure that the Association's assets are secure. This policy meets all the requirements of the Charities Act 1993 and the Charity Commission guidelines "Internal Financial Controls for Charities (CC8)".

The Association is slowly building up a reserve for the inevitable move of studios at some point in the future. The studios are currently located in a time-expired wooden building alongside the Orthodontics Dept. It is the long-term plan of the Winchester and Eastleigh Healthcare NHS Trust that this site is redeveloped, although there are no plans to do so at the current time. The move to the present site from St. Paul's Hospital, in 1992, cost WHR approximately 50,000. Reserves are held in fixed-term bonds so as to give a good rate of return without any exposure to the stock market.

Major Risks

The Trustees have not identified any major risks to which the charity is exposed.

Charity Trustees

Chairman Tony Knight
Vice-Chairman Leona Jones (until 23 March 2005)
  Steve Feeney (from 23 March 2005)
Treasurer Nigel Dallard
Station Manager Anna O'Brien
Programme Controller Paul Blitz (acting)
Fundraising Manager Leona Jones (acting)(until 23 March 2005)
  Ian Kemp (from 23 March 2005)
Chief Engineer Paul Blitz

Charity Number

290553

Principal Address

Mailpoint MP66
Royal Hampshire County Hospital
Romsey Road
Winchester
Hampshire
SO22 5DG

Bankers

National Westminster Bank plc
Winchester Old Bank
105 High Street
Winchester
Hampshire
SO23 9AW
Standard Life Bank Ltd
Caledonian Exchange
19A Canning Street
Edinburgh
EH3 8EG

Independent Examiner

J. A. Poulter FCA ATII
Rothman Pantall and Co.
Avebury House
6 St. Peter Street
Winchester
Hampshire
SO23 8BN

Signed on behalf of the Trustees,

Tony Knight's signatureSteve Feeney's signature
Tony Knight
Chairman
23rd February 2006
Steve Feeney
Vice-Chairman
23rd February 2006

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