DOCUMENT LIBRARY

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The following are for information for Committee members.
Legal advice: governance implications of the lockdown period

Here is a legal note of advice from NFWI on the practical implications of cancelled or postponed annual meetings and is designed to support your  WI Committees. Hopefully this note will be reassuring to those who are concerned about the disruption caused by the current events as it reinforces the message that the Charity Commission is aiming to be as flexible and pragmatic as possible to help organisations to continue to function effectively during this period.

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.

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.

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.

The following are for information for Treasurers.

Treasurer Handbook

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.

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 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

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.

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.

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