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In light of Covid-19 and the requirements to ensure social distancing where possible, we expect that many WIs are considering whether they can still hold their Annual General Meetings or Annual Meetings and what they can do if trustees are due to retire or be elected at these meetings This note circulated by NFWI sets out a summary of the considerations and steps that can be taken.
The WI Constitution
The Governing document for the WI.
The SFWI Constitution
The Governing document for SFWI.
The NFWI Constitution
The Governing document for NFWI.
This document advises which documents need to be kept usually by the WI Secretary or Treasurer and for how long. Documents such as past minutes and old scrapbooks can be lodged with the Surrey History Centre where they can be viewed when required. Contact the Federation Archivist for advice.
The WI Year
This document for the WI Year is a list of the various items that occur on a WI committee’s agenda at regular times during the year.
The following forms should be completed and returned as indicated so that the Federation is kept up to date with your information and requirements.
SWIN Application Form
This tells the Federation how many copies of SWIN your WI wishes to order each month and should be completed before the end of May.
Application For WI Adviser To Attend WI Annual Meeting
If your committee would like a WI Adviser to attend your annual meeting (usually in November) you should complete this form. You should be aware that if you are likely to suspend the WI at the annual meeting then you must complete this form, since only a WI Adviser can suspend a WI. The completed form should be returned to the Federation office before the end of July.
Trustee Eligibility Declaration Form
Members of the NFWI Board, Surrey Federation Board or WI Committee are all charity trustees. Please refer to the Charity Commission’s ‘The Essential Trustee’ booklet for more information on the basic duties of a charity trustee. This form is used to declare that you are willing to act as a Trustee of the named organisation.
In order to encourage WI members to meet and mix with those from other WIs, the concept of Groups was started. WIs are identified in areas to form a Group, which is run by a Co-ordinator, an Assistant Co-ordinator (Secretary) and Treasurer, all of whom are elected by the members at the Group annual meeting in March/April. The Group holds at least one meeting a year where the Presidents of all the WIs in the Group get together with the Group WI Adviser to be briefed and updated on Federation news and information. Apart from the annual meeting, some Groups organise other social occasions with speakers or entertainers and outings. All Groups are run in the same way as a WI and produce an annual report and financial statement. Not all WIs are members of a Group but they are affiliated to a Group and their President usually attends the Presidents’ meeting.
Group Structure And Terms of Reference
This document provides the information about how the Groups are be organised by the Co-ordinator.
Group Application For A Federation Trained IFEx
All Groups also need to have their accounts examined and signed off to present to the Group Annual Meeting, usually held in March or April. Group Treasurers are encouraged to use a Federation trained IFEx to do this work but need to apply by the end of November.
Group Treasurer Insurance
Group Treasurer Insurance Payment request: This request covers the Group’s contribution to the Public Liability Insurance as well as a contribution towards expenses incurred by the WI Adviser on Group Business. This completed form and payment should be returned to the Federation by the end of May.
The following are for information with reference to booking and paying speakers.
Speakers Report Form
This form should be completed and returned to SFWI for every speaker who has attended a WI meeting to provide feedback about speakers. Even if the speaker is not on the Speakers List a report should be sent, because it may be decided that good outside speakers need to be on the list. These reports also enable us to review the list so that it includes a good selection of satisfactory speakers.
This invoice should be used if the Speaker does not provide one for your Treasurer to pay against. It is in Word format so that you can personalise it for your WI.
Confirmation of Booking Form
This form should be sent to Speakers to confirm the booking for one of your meetings. It is in Word format so that you can personalise it for your WI.
Speakers Booking Form
This form should be sent to Speakers you are requiring to book for one of your meetings. It is in Word format so that you can personalise it for your WI.
The following are for information for Treasurers.
This document is intended to assist the Treasurer in carrying out her task.
Helpful hints for Treasurers
A selection of items aimed at helping Treasurers produce a better set of financial statements.
This Excel spreadsheet should be used by all treasurers to maintain WI accounts. The spreadsheet for the current financial year will always be available and should be used as each may differ from year to year.
Membership Subscriptions Information
This is a copy of the letter sent out by NFWI informing Federations about the subscriptions for 2020 with the breakdown and pro rata rates.
Membership Subscriptions Payment Form
This form is to be used to pay the SFWI and NFWI portion of the membership subscriptions for all full members. Payment of pooling of fares, insurance and accommodation etc is also included in the payment form. Any pro rata subscriptions received in the last quarter of the year should also be covered on this form. This form should be completed, and the money sent to SFWI before the end of March. An Excel version is also available.
Additional Fees Request Form
This form is to be used to pay the SFWI and NFWI portion of the membership subscriptions for all members for whom you have not already made a payment in the quarter to 31st March 2020. Payments should be made as soon as possible after the end of each quarter. The quarter end dates are 30th June 2020, 30th September 2020 and 31st December 2020. An excel version is also available
Application For A Federation Trained IFEx
All WIs should have their accounts examined and signed off to present to their members at the Annual Meeting, usually held in November. WI Treasurers are encouraged to use a Federation trained IFEx to do this work. Applications to be made by 17th July
Pubic Liability Insurance Certificate
The current Public Liability Insurance Certificate may need to be presented when planning an event. The insurance is arranged through the federation and therefore any claim on the insurance must be passed to the Federation Treasurer for processing. This is a federation insurance and therefore all hall bookings whether made in the name of the WI, Group or federation and will be covered by the insurance. The insurance certificate is only valid for a year and is renewed in May when a new certificate will be uploaded.