DOCUMENT LIBRARY

HOW TO USE OUR DOCUMENT LIBRARY

Use the tabs down below to select the to select the types of document you are looking for. To open up the document you want click on the ‘View Document’ button against the description. You can then print it off or download as required.

WI Handbook

The document produced by NFWI. It explains everything related to running a local WI for officers and members.

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.

Keeping Records

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.

Guidance Notes for Tellers

This document informs Tellers, who are invited to another WI’s annual meeting, what is expected of them as the role of Teller. The Tellers form is available on the Forms tab.

WI Annual Review Form

This provides information to WI Advisers as part of their annual review of the status of the WIs. It should be completed after the annual meeting and returned to the Federation office at the beginning of December.

WI Information Forms

These are required after a WI’s annual meeting so that the Federation is advised of details of the new committee. This is then checked against the MCS before the data is used to compile the President and Secretary lists for all WIs. This form should be returned to the Federation office at the beginning of December.

Teller Voting Record

This chart should be used to inform the outcome of any vote.

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.

Group Structure And Terms of Reference

This document provides the information about how the Groups are be organised by the Convenor.

Group Financial Statement Proforma

The Group financial year usually ends at the end of December. This proforma is supplied for the Group Treasurer to complete as the Financial Statement for the group.

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.

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.

Speakers Invoice

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.

Treasurer Handbook

This document is intended to assist the Treasurer in carrying out her task.

Account Spreadsheet

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.

Financial Statement

Members using hard copies for maintaining their accounts should use the SFWI Financial statement. There are two versions:

  • a PDF version for printing off and filling in by hand; or
  • an Excel version for completing electronically.

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 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.

Additional Subscriptions Form

This form is to be used to pay the SFWI and NFWI portion for pro rata subscriptions and any other membership subscriptions that have not already been paid. This form may be used as many times as necessary to ensure that subscriptions collected up until the 30 September are paid over to SFWI. There are two versions of this form:

  • a PDF version for printing off and filling in by hand; or
  • an Excel version for completing electronically.

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 but need to apply by the end of August.

Gift Aid Declaration Form

This form should be completed by all members for whom the WI is claiming Gift Aid. There are two versions of this form:

  • a PDF version for printing; or
  • an Word version for editing to personalise it for your WI.

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