Duffield Evening WI

Financial Policy and Procedures: Sub-Groups

This guidance is provided to help WI members enjoy all the opportunities provided by
being part of DEWI; it is not meant to be heavy handed or unduly constraining. So, if
in any doubt about whats required please contact one of the committee officers who
will be happy to help.
Duffield Evening WI operates a number of sub-groups which provide the opportunity
to develop members specific interests; for example: craft, walking, reading, cookery,
music. Some sub-groups operate without the need for financial transactions;
however, where a sub-group does depend on financial transactions to enable it to
operate then it is important that its members are aware of the requirements to be met
in handling those transaction.
The aim of this guidance is to ensure:

Fairness
Protection of WI charity funds
Funds are used in accordance with the objectives of the WI and
All activities are covered under the WI insurance

It is important for all members to appreciate that an individual WI is not like a public
company and therefore it cannot enter into legal contracts as if it were a person.
Committee members should appreciate that if they enter into a contract they make
themselves personally liable even if they have entered into it on behalf of the WI (or
sub-group)
Requirements of DEWI sub-groups:

Each sub-group will appoint a chairman who reports to and is responsible to

the main committee

A sub-group liaison officer will be appointed within the main committee to coordinate reporting between the sub groups and the main committee and to the
DEWI members

Sub-groups may not hold funds therefore all monies received and all
expenses incurred are transacted through the DEWI Treasurer

Income and expenditure arising from WI activities (including sub groups) must
be processed through the WIs accounts. Whenever possible money must be
collected from members before booking and paying deposits for venues,
travel, food etc. Exceptionally it may be agreed that costs will be incurred in
advance of income being received from members in which case agreement

must be secured from the Committee in advance and arrangements for

handling the transactions agreed with the Treasurer

A sub-group may be granted a subsidy towards its running expenses,

provided payment has been approved in advance. On receipt of an
application for a subsidy from the chair of a sub group, the committee will
consider the application and make a recommendation to the main
membership of DEWI, who will decide whether to grant the application by
means of a vote at the next monthly meeting.

Where a subsidy is sought the sub-group chairman should present a brief

case of need to the Committee setting out the purpose of the expenditure,
contributions to be levied from sub-group members and showing how costs
are to be managed practically and over time; the basis for estimated income
and expenditure should be explained

Where a subsidy is awarded the Committee may decide that as a condition of

the award, the sub-group will be required to provide some form of pay back
in cash or kind e.g. to run a training session for the wider membership or to
raise funds from its specialist activities to create subsidies to help the setting
up of future special interest groups

As trustees of charitable funds, Committee members must ensure that all

amounts claimed by sub-groups are within what is permitted under the
relevant legislation

Arrangements for visitors to sub-groups are covered under DEWI - Guidance

for Visitors to Meetings, Sub Groups and Activities

DEWI Financial P&P: Sub-Groups Sept 2015