East Sussex Federation

WI Support

This page contains information useful to WIs with hints and tips and various forms (at foot of page) which can be downloaded.

Data Consent Form

This form will help WIs ensure they are complying with new GDPR requirements which came into effect 25th May 2018.
The form is designed to be simple and easy to alter to suit your WI.

Data Protection Consent Form

Photo Permission Form

Form for WIs to use to ensure that you have members’ permission when taken photos for promotional use in various media platforms.
Photo Permission Form

Advice on Using Images Online and in Promotional Material

When designing your WI or federation website and social media pages, as well as any promotional materials – posters, leaflets, newsletters, etc. – please take extra care selecting the images you use. If you have taken the photos yourself, please follow our advice for sharing photos and videos and ensure you have received the adequate permissions from individuals who are identifiable. If you are using images or photos taken by someone else, you must ensure that you have permission from the person who owns the copyright. Most images or photos that you find on the internet or in picture databases have licenses and copyright attached to them, and you could incur large costs for your WI or federation if used without permission or incorrectly.
Further information can be found on NFWI advice for using images

Declaration of Eligibility

As WIs hold their Annual Meetings, don’t forget that newly appointed committee members are required to complete a Declaration of Eligibility for Newly Appointed Charity Trustees Form.
Paper copies of this form will also be included in the WI Posting going out on 18 October 2017.
Declaration of Eligibility Form

Gift Aid Guidance – Updated August 2017

Under the Gift Aid scheme, charities can reclaim the basic rate tax paid on donations to the charity. This amounts to 25p per £1 donated.

From 2018, WIs may claim Gift Aid on the WI share of the membership subscription only.

This qualifies as a donation for Gift Aid provided that a member:

1. has paid at least as much Income Tax or Capital Gains Tax in the tax year as the amount being reclaimed
2. has made a Gift Aid declaration
3. has not received benefits worth more than 25% of the WI share of the subscription paid.

Details on how to calculate the value of any membership benefits as well as registering with the HMRC are given in the document below.
Membership Subscriptions & Gift Aid

Preparing an Annual Budget

“Annual income twenty pounds, annual expenditure nineteen pounds nineteen shillings and six pence, result happiness. Annual income twenty pounds, annual expenditure twenty pounds ought and six, result misery.” Mr Micawber – David Copperfield by Charles Dickens

Apart from the regular month to month duties the treasurer also has additional things to do annually, such as preparing and presenting the WI budget.

A budget sets out the amount of money a WI may expect to receive over the year, and the amount of anticipated expenditure. Preparing the budget is a straightforward exercise and many of the items can be based on the previous year’s figures.

The attached FAQs and sample budget form may help in preparing your budget for the coming year.
Budget Form

A Simple Guide to MCS2 (Membership Communications System 2)

If you have been newly allocated the position of MCS Rep for your WI please contact Vicky at ESFWI HQ, who will create login details for you.

As the MCS Rep for your WI please check that all paid-up members are listed and that officer roles and committee positions are correctly assigned. It is important that the information stored on the MCS2 (Membership Communications System 2) is kept up to date. If you need any assistance with the MCS, please click on the attached MCS2 Guide for more information. If you do not have an MCS Rep, please contact Judy at HQ who will make the entries for you.

Please Note: If you need to add or delete dual members, this must be done by the office.
MCS2 Member Details Form


Do you feel strongly about an issue? Do you want to mobilise the power of the WI to bring about change? Would you like to submit a Resolution for 2017? Please note that the date for submissions for 2017/18 has now passed but the information is being left for those members who might wish to start preparing for 2018/19 as it is likely that the process will be similar.

These notes will help you to word your resolution in such a way that it has the maximum chance of being taken forward and adopted, and will provide a clear foundation for effective WI campaigning and activities. Stephanie Gaunt, a member of the Board of Trustees and Resolutions Adviser has compiled the attached guide for WIs who would like to put forward a Resolution for 2017.
WI Resolutions 2017


This site uses the Adobe Acrobat format (also known as PDF format) for some application forms. To view these you will need to have Adobe Reader installed on your computer. This software is free to download.