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2023-09-30-accounts

Charity Registration No. 1010437

Company Registration No. 02658417 (England and Wales)

THE HAMPSHIRE COUNTY FEDERATION OF WOMEN’S INSTITUTES

(A COMPANY LIMITED BY GUARANTEE)

ANNUAL REPORT AND FINANCIAL STATEMENTS FOR THE YEAR ENDED 30 SEPTEMBER 2023

THE HAMPSHIRE COUNTY FEDERATION OF WOMEN’S INSTITUTES

CONTENTS

Page
Report of the Board of Trustees 1 to 8
Independent examiner’s report 9
Statement of financial activities 10
Balance sheet 11 to 12
Notes to the financial statements 13 to 23

THE HAMPSHIRE COUNTY FEDERATION OF WOMEN’S INSTITUTES TRUSTEES’ REPORT

FOR THE YEAR ENDED 30 SEPTEMBER 2023

The Board of Trustees presents its report with the statutory financial statements of the charitable company for the year ended 30 September 2023.

Reference and administrative details

Trustees

T Baker (resigned 22 March 2023)
D Calcraft
J Carver (1st Vice Chairman)
H Carter (Chairman)
S Crump (appointed 26 June 2023)
B George
A Golt (appointed 26 June 2023)
K Kemp (Treasurer)
R Neudegg (2ndVice Chairman)
G Pussard
D Smythe-Wright
C Winter (appointed 9 January 2023)
A Woolford (resigned 9 January 2023)
B Kearns
V Wretham
Secretary C Willis
Charity number 1010437
Company number 02658417
Registered office WI House
22/24 Station Hill
Southampton Road
Eastleigh
Hampshire
SO50 9XB
Independent examiner CBM Accountants Ltd
130 Bournemouth Road
Chandler’s Ford
Eastleigh
Hampshire
SO53 3AL
Bankers Lloyds Bank Plc
49 High Street
Winchester
Hampshire
SO23 9BU

Page 1

THE HAMPSHIRE COUNTY FEDERATION OF WOMEN’S INSTITUTES TRUSTEES’ REPORT

FOR THE YEAR ENDED 30 SEPTEMBER 2023

The Trustees of the Hampshire County Federation of Women’s Institutes (“the Charity”), who are also directors of the Charity for the purposes of the Companies Acts, present their Annual Report and financial statement for the year ended September 2023. The Trustees confirm that the Annual Report and financial statements comply with the Companies Act 2006 and the Charities Act 2011, the Charity’s Articles of Association and the provisions of the Statement of Recommended Practice (SORP), applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) (effective 1 January 2015) as amended by Update Bulletin 1 ( effective 1 January 2015).

STATUS AND ADMINISTRATION

The Charity is a registered charity (No. 1010437) and a company (No.02658417) limited by guarantee incorporated on 29 October 1991. Its registered office is shown on page 1 of this report.

The present Trustees and any past Trustees who served during the year are shown on page 1, together with the names of the principal external advisers as at the date of the signing of this report.

CHARITY’S PURPOSE

The Charity’s purpose, as set out in the objects clause contained in its articles of association is:

“To further the purposes of the Women’s Institute movement in Hampshire and elsewhere.”

CHARITY’S AIM

The Women’s Institute (WI) offers opportunities for women to enjoy friendship, to learn, to widen their horizons and together to influence local, National and international affairs. It is non-sectarian, non-party political and is open to all women.

Thus, the WI plays a unique role in providing women with educational opportunities, the chance to learn new skills, to take part in a wide variety of activities and to campaign on issues that matter to them and their communities.

The WI enables all women to make a difference – to the life they lead; to the community they are part of, to the world they live in, to expand horizons, to make new friends, to take up new interests, to learn new crafts and to develop new skills.

The Charity provides services and support to all Women’s Institutes within Hampshire. Activities are organised during each year to provide financial support and educational training facilities thereby furthering our policy of encouraging the experience of lifelong learning. There is ongoing training in committee skills as well as participation in the discussion of Public Affairs Resolutions and the following up of mandates voted on at the National Annual Meeting. Members were supported to develop resolutions and put them forward for consideration by National Membership to become campaigns, four have been submitted from Hampshire this year. At the Spring Council meeting three WIs in Hampshire displayed their work with their local communities in taking National mandates forward. The annual subscription charged to individual members of Women’s Institutes also includes membership of the Charity and membership of the National Federation of Women's Institutes based in London.

OVERVIEW OF CHARITY’S ACTIVITIES

The Trustees review the purpose, aims and activities of the Charity each year. This review looks at the achievements during the previous year beyond the mere finances and ensures that the charity's purposes are being met. When carrying out the review and planning future activities, the Trustees refer to the guidance contained in the Charity Commission's general guidance on public benefit. In particular, the Trustees consider how planned activities will contribute to the aims and objectives they have set. This review will look at the whole year to assess whether the charity's purposes have been met. We have delivered training and events for our members, both in person and online in the year ending the 30th of September 2023. The planning of events continued under the umbrella of the events team. The

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THE HAMPSHIRE COUNTY FEDERATION OF WOMEN’S INSTITUTES TRUSTEES’ REPORT

FOR THE YEAR ENDED 30 SEPTEMBER 2023

Trustees are always looking at ways to ensure events are as fully inclusive, affordable and accessible as possible.

The Trustees reconsidered the vison and mission statements, looking to reflect more of outward and forward looking aspects of our work. A decision was made to use a new strapline for the Board of “Accountable, Responsible, Accessible”. Similarly, the strapline for communications changed to “Fun, Friendship, Forward thinking”.

REVIEW OF ACTIVITIES AND ACHIEVEMENTS

Overview

Hampshire Federation has continued to provide training and events throughout the year. Regular updates and notices have been sent by email to individual WI secretaries and presidents to cascade down to members. The Hampshire magazine has proved popular in both printed copy and online publications. The magazine was extended by four pages last year and has proved popular with more WI pictures and content. Contributions from members have been encouraged to reflect the events and charitable work they have undertaken.

Hampshire Federation has continued to promote the aims and objectives of the WI by arranging and supporting events at all levels, from local fetes and County Shows, our own Spring Council Meeting and NFWI Meeting in Cardiff. Our regular Federation competitions of quiz and darts remain popular and these along with other events have kept Trustees, event managers and staff busy. The members have enjoyed producing contributions for National Competitions. Inter federation support and encouragement has continued with trustees visiting other federation annual meetings and carol services and Hampshire reciprocating. Also supporting other federation Chairs and treasurers via a What’s App group and regular Southern Federation Chairmans zoom calls and inter federation zoom/teams calls with trustees and advisers.

The Charity’s People

Trustees and Sub-Committee members

The Charity is grateful for all who volunteer and give up their time and energy to be part of the teams that organise events at both local and Federation levels. We have a good base of knowledge and expertise, and each of our volunteers are important to us and help us achieve our charitable objectives. They continue to give of their time without numeration except for travelling expenses. A particular thanks to trustees, WI advisers, our federation archivists, ACWW Representative, magazine editor and climate ambassadors. Our events team have worked hard to bring a variety of events to all and our speaker selection team audition new speakers in venues around the county which enables WIs to keep their programmes relevant and interesting.

Staff

The relationship between Board members, our team of WI Advisers and staff has continued to flourish, this is the first full year of employment for most of our staff. We thank all staff for their co - operation, flexibility, and willingness to adapt during this settling in time.

The Presidents and Committee Members of WIs

We thank the members for their continued support and to WI officers for all the time and work they put into making their WIs a place of fun, friendship, and a supportive welcoming place. Particular thanks to officers who have embraced new technology with the majority who have signed up to and are using generic emails. The Pam Toneri Bursary was advertised and won by Dragonflies WI for a workshop with a professional artist to promote their WI and Burridge & Park Gate WI for a fashion show in conjunction with their local hospice.

Achievements and performance

Autumn 2022 ended with the ever-popular federation quiz and darts finals. Work now begins on next year’s rounds. September found members and friends attending the popular walks, this time around

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THE HAMPSHIRE COUNTY FEDERATION OF WOMEN’S INSTITUTES TRUSTEES’ REPORT

FOR THE YEAR ENDED 30 SEPTEMBER 2023

The Basingstoke Canal Walk for 5 miles was enjoyed by all. Two representatives of the federation went to Winchester Cathedral on the 17[th of] September at the request of The Lord Lieutenant for a service of commemoration to give thanks for the life of Her Majesty Queen Elizabeth II. On the 11[th] of October WI house hosted a poetry workshop with Dr David Dunn, an emeritus Fellow, and an expert in the field of poetry writing teaching how to improve your writing and techniques for getting your work published. We look forward to seeing if budding writers emerge. Federation representatives attended the National council meetings over two days to learn more about Nationals thoughts for the future and to network with other federations.

The 19[th] of November saw our advisers promoting the WI with a table at the turning on of the Christmas Lights in Eastleigh, they also had a ‘find your knicker bunting ‘competition in local shop windows. This enabled conversations with a diverse range of people. Continuing the Christmas theme was a Dorset Buttons angel and Christmas pudding workshop in the house which was enjoyed by all. December brought a Christmas coffee morning and unfinished objects sale which was well attended. A chilly Saturday morning saw a group of trustees and volunteers delivering and selling donated hampers, boxes and baskets at The St Maurice’s Covert in the heart of Winchester. Brisk sales saw happy customers and a good amount raised for the federation.

The New Year started with a needle felting landscape workshop in February with tutor Pip White, the event was so successful that it was repeated in May with many beautiful pictures made. The 22[nd] of March saw members gather at Portsmouth Guildhall for the Hampshire Federation Annual Council Meeting, the numbers attending were low which was disappointing and means the trustees will review venues for next year. The speakers were excellent and a generous donation from the estate of former member Joy Morgan enabled four WIs to receive a bursary for the Denman Educational Trust. These WIs were pulled from a basket by Caroline Morgan, Joy’s daughter. Lindsay Peters, our virtual adviser talked about the expansion of virtual WIs in Hampshire, we have 2 Hampshire Clo uds WI and Ladies who lunch WI with members from all over the UK and internationally. Lindsay talked about the opportunity for membership that these virtual WIs give to women who are unable to attend physical meetings. Hampshire was involved with the virtual WI summer festival that drew together virtual WIs from around the country with members from around the world. The 29[th] of March saw a successful shopping event at The John Lewis store in Southampton with 300 members attending. This was well organised by the store and the events team.

Beautiful spring sunshine accompanied 3 coaches on a 3-night, 4-day break to Cardiff, The Royal Mint, St Fagans Museum and Caerphilly Castle. The trip was enjoyed by all. The good weather continued and made a quiz walk around Bishops Waltham enjoyable by members, friends, and family. The 5[th] of May saw 2 trustees represent the federation at Winchester Cathedral for the service of Thanksgiving for the coronation of His Majesty the King and Her Majesty the Queen Consort. A wellbeing day in June was cancelled due to lack of interest, good to know that Hampshire members are well.

The 29[th] of June brought members to the Farnborough Air Sciences Trust Museum, a guided tour with an expert took them around archives, equipment and photographs related to aviation since the earliest days of flight. The evening of the 15[th] of July saw us entertained by the ever-popular Mikron Theatre at Otterbourne Village Hall. In the arresting tale of law and order we learnt about pioneering women in the police from the 1950’s – Peelers to Parity. July saw the WI involved in The New Forest and Hampshire County Show at Brockenhurst in the New Forest. A large tent held photographs, arts, crafts, capes for charity, exhibitions and competitions around the theme of ‘Celebration’. A great array of creativity saw eight thousand visitors through the doors over the 3 days. We flew the Red Ensign for Merchant Navy Day with a lunch and 3 speakers who told us about shipping in The Solent, being a ships pilot, autonomous shipping and all things to do with the ocean and its environment. WI day on the 16[th] of September saw the launch of 153 virtual balloons from the Britannia Bridge on Anglesey, it was great fun tracking weather patterns moving the balloons around the UK, one which will be repeated next year.

The year ended with the federation having a presence in tents at the Alresford and Romsey Shows. At Alresford refreshments were served, County Markets had a steady stream of customers. The advisers

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THE HAMPSHIRE COUNTY FEDERATION OF WOMEN’S INSTITUTES TRUSTEES’ REPORT

FOR THE YEAR ENDED 30 SEPTEMBER 2023

had a stall and engaged in many conversations and gave out promotional materials. The Romsey tent had a static bike where people could cycle from one WI to another, displays from WIs around the theme ‘clean rivers’, children’s activities, and a photo booth. The federation supported speaker selection days around the County and online, coffee mornings, and Eastleigh Pride. Despite a few suspensions we have seen a steady stream of enquires turn into new members. A busy but productive year with new members joining because of the above activities. A new website was created and went live on the 28[th] of September, it is already making information easier to find and is more visually appealing and easy to use. Thanks go to the trustees who spent a lot of volunteer time in enabling the new website. Ongoing use of social media, Facebook and Instagram has been a popular way of members engaging with us and for the federation to cascade information. We are grateful to all our staff, volunteers and members who make the WI and the federation the best it can be. We look forward to new events, trips and educational opportunities next year.

FINANCIAL ACTIVITIES AND RESULTS

The main sources of income are the Charity’s portion of membership subscriptions, fees for educational courses, which are expected to be self-financing where possible, and fundraising activities.

Our Spring Council Meeting, incorporating our Annual General Meeting in March 2023 was held in person. We are pleased that we are able to offer in person events throughout the year. Membership subscriptions were down slightly on the previous year, but we are pleased that this year overall, all our charitable activities. We are grateful for the generosity of members and WIs in their donations. The overall income, at £192,970 (2022: £188,902), was higher than last year’s income.

We are pleased that a review of administration costs resulted in savings by changing service providers in accordance with our current needs, despite increased costs of utilities. Overall expenditure at £181,974 (2022: £198,351) was below last year’s.

The net effect was to produce a surplus of £10,996 (2022: deficit £9,449) before realised and unrealised gains.

Our investments in COIF resulted in an unrealised gain of £1,674 (2022: Unrealised loss £7,983).

The overall result was a surplus of £12,670 (2022: deficit £17,432).

RESERVES

The Trustees reserves policy is to ensure that sufficient free reserves are maintained such that the overhead cost of running and maintaining WI house including rates, insurance, depreciation and salaries are covered for at least a year. The Trustees also seek to ensure that funds held for bursaries and other restricted and designated funds should grow so that the value of these funds maintain their value in real terms.

The Charity has total reserves of £1,244,353 (2022: £1,231,683). Restricted funds, however, account for £822,770 (2022: £832,355) and total designated funds amount to £315,477 (2022: £302,121).

The details and description of all restricted and designated funds are shown in Note 16 of the accounts. The value of general reserves stands at £106,106 (2022: £97,207) and total designated funds £315,477 (2022: £302,121). The result is that the calculated value of the total general reserves has increased to cover 22 months (2022: 19 months).

RISK MANAGEMENT

The Charity’s approach to risk management is designed to ensure that it remains alert to those external and internal factors that could affect its ability to operate effectively, or even at all. The work of establishing the risks facing the Charity and ensuring suitable mitigating action is being taken is challenging. Nevertheless, the Trustees feel their risk Management schedule is as complete as

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THE HAMPSHIRE COUNTY FEDERATION OF WOMEN’S INSTITUTES TRUSTEES’ REPORT

FOR THE YEAR ENDED 30 SEPTEMBER 2023

possible whilst being aware that vigilance is always needed.

GOVERNANCE

The Charity is governed by its Articles of Association adopted on 29 October 1991 as amended by Special Resolutions passed on 28 March 2001, 6 June 2002, 19 June 2004 and 23 March 2021. The Board of Trustees is responsible for the overall governance of the Charity and meets at least five times a year.

Trustee Selection, Induction and Appraisal

The Trustees are elected biennially from WI Members nominated by their WI. The Trustees then look at the blend of experience and skills of all Trustees to ensure that these meet the needs of the Charity. Where additional expertise is identified as being needed, the Trustees will seek to coopt additional Trustees with those skills and/or experience. Induction training is provided to all Trustees after the biennial elections by a trainer from National attending our Trustees’ Meeting. Specific training is available (and attendance encouraged) for the Chairman and Treasurer and these courses were previously held as a residential course by National at Denman College. New online training is now available and opportunities to meet post holders from other Federations is actively encouraged. Trustee training is now available online with Trustees being required to complete the online course within 3 months of appointment. Trustees are also signposted to the Charity Commission website as well as the comprehensive information available on National’s MyWI.

Statement of Trustees’ Responsibilities

The Trustees (who are also directors of the Charity for the purposes of company law) are responsible for preparing the Trustees’ Annual Report and the financial statements in accordance with applicable law and United Kingdom Accounting Standards (United Kingdom Generally Accepted Accounting Practice).

Company law requires the Trustees to prepare financial statements for each financial year, which give a true and fair view of the state of affairs of the charitable company and of the incoming resources and application of resources, including the income and expenditure, of the charitable company for that period. In preparing these financial statements, the Trustees are required to:

The Trustees are responsible for keeping adequate accounting records that disclose with reasonable accuracy at any time the financial position of the charitable company and enable them to ensure that the financial statements comply with the Companies Act 2006. They are also responsible for safeguarding the assets of the charitable company and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities.

Matters Reserved to the Trustees

The following matters are specifically reserved for approval by the Trustees:

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THE HAMPSHIRE COUNTY FEDERATION OF WOMEN’S INSTITUTES TRUSTEES’ REPORT

FOR THE YEAR ENDED 30 SEPTEMBER 2023

Investment Powers, Policy and Performance

The Articles of Association of the Charity state that it has the power “to deposit or invest funds in any manner as the Trustees shall in their absolute discretion think fit to the extent that the Trustees shall have the same full and unrestricted powers of investing and transposing investments in all respects as if they were beneficially absolute owners…”.

The Trustees are content with the returns being earned on our COIF investments but may consider diversifying into other investments to maximise the return being obtained whilst mitigating the risk .

FUTURE PLANS & DEVELOPMENTS

The Board of Trustees decided that a change of venue was needed for the Spring Council Meeting. Various options were considered and the Guildhall in Winchester was selected. For the first time we are hoping that technology will help as we are organising for the event to be streamed in real time allowing members to virtually attend.

Board of Trustees meeting will continue to meet on a face-to-face basis but with the option available for any trustee to join the meeting online. Work is ongoing with the implementation of our strategic approach whilst being mindful of sudden and expected changes occurring in the external environment and the need for the organisation to adapt and change in response.

We will continue to offer a variety of events, both in person and online, looking to meet the interests and needs of WI members. A holiday to Harrogate is planned for the spring of 2024 and has been sold out. A further John Lewis Event in November 2023 is planned and likely to be repeated in 2024. The success of the virtual balloon race makes it another ideal candidate for repeating in 2024. We are grateful to our WI Advisers for bringing feedback and ideas from our members for future events.

We will continue to support and encourage the use of technology by our WIs and their members and will offer assistance in the form of training as well as answering individual queries.

We will continue to provide regular newsletters (both paper copies and an online version) and maintain contact and discussion with all our WIs to map the way forward for the future whatever the circumstances.

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THE HAMPSHIRE COUNTY FEDERATION OF WOMEN’S INSTITUTES TRUSTEES’ REPORT

FOR THE YEAR ENDED 30 SEPTEMBER 2023

This report has been prepared in accordance with the special provisions relating to small companies within Part 15 of the Companies Act 2006.

By order of the Board of Trustees

Date: 24 January 2024

Helen Carter Chairman

Page 8

THE HAMPSHIRE COUNTY FEDERATION OF WOMEN’S INSTITUTES INDEPENDENT EXAMINER’S REPORT

TO THE TRUSTEES OF THE HAMPSHIRE COUNTY FEDERATION OF WOMEN’S INSTITUTES

I report on the accounts of the company for the year ended 30 September 2023 which are set out on pages 9 to 22.

Respective responsibilities of trustees and examiner

The trustees (who are also the directors of the company for the purposes of company law) are responsible for the preparation of the accounts. The trustees consider that an audit is not required for this year under section 144(2) of the Charities Act 2011 (the 2011 Act) and that an independent examination is needed.

Having satisfied myself that the charity is not subject to audit under company law and is eligible for independent examination, it is my responsibility to:

Basis of independent examiner's report

My examination was carried out in accordance with the general Directions given by the Charity Commission. An examination includes a review of the accounting records kept by the charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts, and seeking explanations from you as trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit and consequently no opinion is given as to whether the accounts present a “true and fair view” and the report is limited to those matters set out in the statement below.

Independent examiner's statement

In connection with my examination, no matter has come to my attention:

have not been met; or

Graham Bennett 130 Bournemouth Road Independent Examiner Chandlers Ford CBM Accountants Limited Eastleigh SO53 3AL Date

Page 9

THE HAMPSHIRE COUNTY FEDERATION OF WOMEN'S INSTITUTES STATEMENT OF FINANCIAL ACTIVITIES INCLUDING INCOME AND EXPENDITURE ACCOUNT

FOR THE YEAR ENDED 30 SEPTEMBER 2023

Donations and legacies
Income from charitable activities
3
Other trading activities:
Fundraising activities
Voluntary income
4
Income from investments
Total income
Expenditure
Cost raising funds
5
Cost of charitable activities
6
Total expenditure
Net income/(expenditure)
Transfers between funds
Net income/(expenditure) before other
recognised gains and losses
Other recognised gains/(losses)
Gains/(losses) on investments
Net movement in funds for the year
Total funds brought forward at 1 October 2022
Total funds carried forward at 30 September 2023		 Restricted
funds
£
Unrestricted
funds
£
Total
2023
£
-
-
-
1,773
164,539
166,312
-
12,925
12,925
251
1,232
1,483
1,135
11,115
12,250
3,159
189,811
192,970
-
14,863
14,863
-
167,111
167,111
-
181,974
181,974
3,159
7,837
10,996
(12,294)
12,294
-
(9,135)
20,131
10,996
-
1,674
1,674
(9,135)
21,805
12,670
832,355
399,328
1,231,683
823,220
421,133
1,244,353		 Page10
Restricted
funds
£
Unrestricted
funds
£
Total
2022
£
-
-
-
9,198
156,888
166,086
-
11,439
11,439
3,334
3,291
6,625
438
4,314
4,752
12,970
175,932
188,902
-
21,654
21,654
-
176,697
176,697
-
198,351
198,351
12,970
(22,419)
(9,449)
(21,164)
21,164
-
(8,194)
(1,255)
(9,449)
-
(7,983)
(7,983)
(8,194)
(9,238)
(17,432)
840,549
408,566
1,249,115
832,355
399,328
1,231,683

THE HAMPSHIRE COUNTY FEDERATION OF WOMEN'S INSTITUTES BALANCE SHEET

AS AT 30 SEPTEMBER 2023

Fixed assets
Notes
Tangible assets
11
Investments
12
Current assets
Stocks
13
Debtors and prepayments
14
Cash at bank and in hand
Creditors: amounts falling due
within one year
15
Net current assets
Total assets less current liabilities
Represented by:
Restricted funds
16
Designated funds
Functional fixed assets reserve
16
Investment revaluation reserve
16
Other designated funds
16
General funds
16
Total funds
16		 2023
£
£
800,982
350,662
1,151,644
393
(2,688)
184,492
182,197
(89,488)
92,709
1,244,353
822,770
25,078
61,761
228,638
315,477
106,106
1,244,353		 2023
£
£
800,982
350,662
1,151,644
393
(2,688)
184,492
182,197
(89,488)
92,709
1,244,353
822,770
25,078
61,761
228,638
315,477
106,106
1,244,353		 2022
£
£
807,183
341,220
1,148,403
923
3,142
162,213
165,648
(82,368)
83,280
1,231,683
832,355
22,301
60,087
219,733
302,121
97,207
1,231,683		 2022
£
£
807,183
341,220
1,148,403
923
3,142
162,213
165,648
(82,368)
83,280
1,231,683
832,355
22,301
60,087
219,733
302,121
97,207
1,231,683
393
(2,688)
184,492		 923
3,142
162,213
182,197
(89,488)		 165,648
(82,368)
25,078
61,761
228,638		 22,301
60,087
219,733
1,244,353 1,231,683
822,770
315,477
106,106		 832,355
302,121
97,207
1,244,353 1,231,683

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THE HAMPSHIRE COUNTY FEDERATION OF WOMEN'S INSTITUTES BALANCE SHEET

AS AT 30 SEPTEMBER 2023

These financial statements have been prepared in accordance with the special provisions relating to small companies within Part 15 of the Companies Act 2006 and in accordance with the provisions of FRS 102.

For the year ending 30 September 2023 the charitable company was entitled to exemption from audit under section 477 of the Companies Act 2006 relating to small companies.

The members have not required the company to obtain an audit of its financial statements for the year in question in accordance with section 476.

Directors’ responsibilities:

Approved by the board of trustees on 24 January 2024.

Helen Carter

Chairman

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THE HAMPSHIRE COUNTY FEDERATION OF WOMEN'S INSTITUTES

NOTES TO THE FINANCIAL STATEMENTS

FOR THE YEAR ENDED 30 SEPTEMBER 2023

1 Limitation of members’ liability

The members of the charitable company are delegates appointed by each Women’s Institute constituted in Hampshire.

Every member of the Charity has undertaken to contribute to the assets of the charitable company if it is wound up during the period that she is a member, or within one year afterwards, for payment of the debts and liabilities of the charitable company contracted before the time at which she ceases to be a member and of the costs, charges and expenses of winding up the charitable company and for the adjustment of the rights of the contributories among themselves, such an amount as may be required not exceeding £1.

2 Accounting policies

The principal accounting policies adopted in the preparation of the financial statements are set out below and have been consistently applied within the financial statements.

a) Basis of preparation of financial statements

The financial statements of the charitable company, which is a public benefit entity under FRS102, have been prepared in accordance with the Charities SORP (FRS 102) ‘Accounting and Reporting by Charities: Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) (effective 1 January 2015)’, Financial Reporting Standard 102 ‘The Financial Reporting Standard applicable in the UK and Republic of Ireland ‘ and the Companies Act 2006. The financial statements have been prepared under the historical cost convention.

In preparing these accounts, the Trustees have considered whether in applying the accounting policies required by FRS 102 and the Charities SORP FRS 102 the restatement of comparative items was required. No restatements were required.

b) Income

All income is included in the Statement of Financial Activities when the Charity is legally entitled to the income and the amount can be measured reliably.

Donations, gifts and legacies are included in full in the accounts when receivable. The membership year previously ran from January to December but was extended by 3 months because of Covid-19 in 2020 and the subscription year now runs from April to March. In view of this membership fees received in April through September are apportioned between the old financial year and the next financial year. Income for events after the balance sheet date is included in deferred income. The Charity is not registered for VAT and all income is stated at amounts receivable.

c) Expenditure

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THE HAMPSHIRE COUNTY FEDERATION OF WOMEN'S INSTITUTES

NOTES TO THE FINANCIAL STATEMENTS

FOR THE YEAR ENDED 30 SEPTEMBER 2023

2. Accounting policies (continued)

d) Expenditure (continued)

Staff and office costs cannot be directly attributed to these particular headings so are allocated on an estimated basis, based on staff time, as follows:

Raising funds
Charitable activities
Governance		 2023
2022
10%
10%
75%
75%
15%
15%
100%
100%

e) Pension

Contributions are included when payments are due to the employees’ defined contribution scheme.

f) Tangible fixed assets

Tangible fixed assets are stated at cost less depreciation. Assets which cost less than £500 are not capitalised.

g) Depreciation

Depreciation has been computed to write off the cost of tangible fixed assets over their expected useful lives using the following rates:

Freehold land & buildings - 2% per annum straight line Computer equipment - 33 1/3% per annum straight line Other office equipment - 10-30% per annum straight line

h) Investments

Investments are stated at market value in the balance sheet. Gains and losses on investments, both realised and unrealised, are included in the Statement of Financial Activities.

i) Stocks

Stocks have been valued at the lower of cost and net realisable value, after making due allowance for obsolete and slow moving items.

j) Funds

Restricted funds are funds which are to be used in accordance with specific restrictions imposed by donors or which have been raised by the Charity for particular purposes. The cost of raising and administering such funds is charged against the specific fund. The aim and use of each restricted fund is set out in the notes to the financial statements.

Designated funds comprise unrestricted funds that have been set aside by the trustees for particular purposes. The aim and use of each designated fund is set out in note 16.

General funds are unrestricted funds which are available for use at the discretion of the trustees in furtherance of the general objects of the Charity.

k) Debtors

Trade debtors are recognised at the settlement amount due. Prepayments are valued at the amount prepaid.

Page 14

THE HAMPSHIRE COUNTY FEDERATION OF WOMEN'S INSTITUTES

NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 30 SEPTEMBER 2023

2. Accounting policies (continued)

l) Creditors and provisions

Creditors and provisions are recognised where the charitable company has a present obligation resulting from a past event that will probably result in the transfer of funds to a third party and the amount due to settle the obligation can be measured or estimated reliably. Creditors and provisions are normally recognised at their settlement amount.

m) Financial instruments

The charitable company only has financial assets and financial liabilities of a kind that qualify as basic financial instruments. Basic financial instruments are initially recognised at transaction value and subsequently measured at their settlement.

.

3
Income from charitable activities
Membership fees
General activities
Miscellaneous
4.
Voluntary income
Donations
Gift Aid
Grants
5.
Cost of Generation Funds
Income generation activities
Trading post, diaries and calendars
Staff Costs Apportioned
Office Costs Apportioned		 2023
2022
£
£
79,294
89,766
87,017
76,320
-
-
166,312
166,086
2023
2022
£
£
1,483
3,631
-
2,994
-
-
1,482
6,625
2023
2022
£
£
1,020
-
4,880
10,248
4,670
5,368
4,293
6,038
14,863
21,654

Page 15

THE HAMPSHIRE COUNTY FEDERATION OF WOMEN'S INSTITUTES

NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 30 SEPTEMBER 2023

6.
Costs of charitable activities
Board of Trustees’ activities
Sub-committee events
Federation magazine & Talking News
Yearbook
Bursaries
Donations
ACWW Triennial Conference
AGM - Accommodation
AGM – Observer tickets
AGM - Travel
Governance Costs see Note 7
National Federation: Pooling of fares
Staff Costs Apportioned
Office Costs Apportioned
7. Governance Costs
Professional fees
Trustees meetings
Licences
Staff Costs Apportioned
Office costs apportioned		 2023
2022
£
£
73,794
52,819
3,155
2,081
-
-
(82)
1,390
356
100
-
191
-
-
-
9,640
460
44
96
36
22,111
24,858
-
-
35,031
40,259
32,190
45,279
167,111
176,697
2023
2022
£
£
3,582
4,110
5,011
3,483
72
158
7,007
8,052
6,439
9,055
22,111
24,858

Professional fees include £3,960 inclusive of VAT (2022: £3,720 inclusive of VAT) for accountancy services in connection with the preparation of the statutory financial statements and independent examination thereof.

8. T ru stees

15 trustees (2022: 11) received expenses during the period in respect of travel, parking, accommodation, telephone and postage costs, totalling £4,029 (2022: £2,892).

No remuneration was paid to any trustee during the current year or the preceding year.

Page 16

THE HAMPSHIRE COUNTY FEDERATION OF WOMEN'S INSTITUTES

NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 30 SEPTEMBER 2023

9.
Staff costs
Salaries
Social security costs
Pension costs
Recruitment and training		 2023
2022
£
£
44,632
49,867
-
-
1,911
3,501
165
311
46,708
53,679

No employee received emoluments exceeding £60,000 per annum.

The average monthly number of staff during the year was 3 (2021: 5).

The Charity makes contributions to employees' defined contribution schemes. The pension cost is shown above. There were outstanding contributions of £389 at the year-end (2022: £222).

10. Office costs 2023 2022
£ £
Telephone, printing, stationery, photocopying and postage 10,724 28,292
Office cleaning, heat, light, rates, water and insurance 14,919 12,972
Office equipment and building maintenance 1,681 1,382
Office equipment and building depreciation 13,866 16,603
Miscellaneous 1,732 1,124
42,922 60,373
11. Tangible assets Cost Freehold Office and Total
property equipment £
£ £
At 1 October 2022 829,569 60,696 890,265
Additions - 7,665 7,665
Disposals - (2,711) (2,711)
At 30 September 2023 829,569 65,650 895,219
Depreciation
At 1 October 2022 44,688 38,394 83,082
Charge for the year 8,978 4,888 11,155
Eliminated on disposals - (2,711) -
At 30 September 2023 53,666 40,571 94,237
Net book value
At 30 September 2023 775,903 25,079 800,982
At 30 September 2022 784,881 22,302 807,183

Page 17

THE HAMPSHIRE COUNTY FEDERATION OF WOMEN'S INSTITUTES

NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 30 SEPTEMBER 2023

12.
Fixed Asset Investments
Market Value
At 1stOctober 2022
Disposals
Additions
Change in market value
At 30 September 2023
Portfolio Analysis:
Investments
Charities Official Investment Funds
Cash
Charities Official Investment Funds
13.
Stocks

Goods for resale
14.
Debtors

Trade Debtors
Prepayments
Other Debtors		 Cost
£
65,000
213,068		 2023
2022
£
£
341,220
348,230
-
-
7,768
973
1,674
(7,983)
350,662
341,220
2023
Valuation
£
2022
Valuation
£
126,760
125,086
223,902
216,134
278,068 350,662
341,220
2023
2022
£
£
393
923
393
923
2023
2022
£
£
(2,700)
(580)
12
3,589
-
133
(2,688)
3,142

Page 18

THE HAMPSHIRE COUNTY FEDERATION OF WOMEN'S INSTITUTES

NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 30 SEPTEMBER 2023

15.
Creditors: amounts falling due within one year

Trade Creditors
Tax and Social Security
Other Creditors
Accruals
Wages
Suspended WIs		 2023
2022
£
£
4,631
4,779
461
137
38,610
8,822
14,726
46,136
389
222
30,671
22,272
89,488
82,368

All of the deferred income brought forward has been included in the incoming resources of the year.

Page 19

THE HAMPSHIRE COUNTY FEDERATION OF WOMEN'S INSTITUTES

NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 30 SEPTEMBER 2023

16. Funds

The income funds of the charity include the following restricted funds, comprising the unexpended balances of donations and grants held on trust for specific purposes, and designated funds, which are funds set aside out of general funds by the trustees for specific purposes.

Movement in funds Movement in funds
At 1
Incoming		 Outgoing Transfers At 30
Notes October
funds/		 funds/ September
2022
investment investment		 2023
gains losses
£
£		 £ £ £
Restricted funds
70thAnniversary fund 1 16,450
624		 - (3,650) 13,424
ACWW 2 12,585
477		 - - 13,062
Per Capita Accommodation 3 15,105
1,773		 - - 16,878
Pooling of Fares 4 -
-		 - - -
WI House 5 784,881
-		 - (8,978) 775,903
Joy Morgan Memorial Fund 6 3,334
117		 (200) - 3,251
Virtual Balloon Race Bursary
Fund		 7 -
-		 - 252 252
Total restricted funds 832,355
2,991		 (200) (12,376) 822,770
Designated funds
Functional fixed asset reserve 8 22,301
-		 - 2,777 25,078
Investment revaluation reserve
9		 60,087
1,674		 - - 61,761
82,388
1,674		 - 2,777 86,839
Other designated funds:
Ellingham and Timsbury
W.I.Bursary		 10 43,772
1,755		 - - 45,527
Maintenance fund 11 22,518
903		 - - 23,421
Equipment fund 12 13,649
548		 - - 14,197
Training fund 13 2,191
88		 - - 2,279
WI Adviser accommodation 14 1,270
51		 - - 1,321
f
d
Kay Dell & Eileen Greenway
Memorial 15 35,515
1,674		 - - 37,189
Pam Toneri bursary fund 16 35,061
1,406		 (636) - 35,831
Training & development fund 17 37,847
1,517		 - - 39,364
WI Amenity Fund 18 27,910 1,119 480 - 29,509
Total other designated funds 219,733
9,061		 (156) - 228,638
Total designated funds 302,121
10,735		 (156) 2,777 315,477
General funds 97,207 11,320 356 (2,777) 106,106
Total funds 1,231,683
25,046		 - (12,376) 1,244,353

Page 20

THE HAMPSHIRE COUNTY FEDERATION OF WOMEN'S INSTITUTES

NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 30 SEPTEMBER 2023

16. Funds (continued)

Restricted Funds

Designated Funds

Page 21

THE HAMPSHIRE COUNTY FEDERATION OF WOMEN'S INSTITUTES

NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 30 SEPTEMBER 2023

16. Funds (continued)

Transfers are made from designated funds to general funds when funds are no longer required to be held for specific purposes. Transfers are made from general funds to restricted and designated funds where insufficient funds are held to meet specific purposes or in order to allocate investment income and realised investment gains/(losses) to the relevant funds.

17. Analysis of net assets
Tangible Assets
Fixed Asset Investments
Net Current Assets
TOTAL ASSETS LESS CURRENT
LIABILITIES
Long Term Creditors		 Restricted
Funds
£
Designated
Funds
£
General
Funds
£
Total
Funds
£
775,903
25,079
-
800,982
46,867
79,893
-
126,760
-
210,505
106,106
316,611
822,770
315,477
106,106
1,244,353
-
-
-
-
822,770
315,477
106,106
1,244,353

Page 22

THE HAMPSHIRE COUNTY FEDERATION OF WOMEN'S INSTITUTES

NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 30 SEPTEMBER 2023

18.
Funds managed as agent -
Income
National Federation: Fees
National Federation: Pooling of fares
ACWW Pennies
Expenditure
National Federation: Fees
National Federation: Pooling of fares
ACWW Pennies		 2023
2022
£
£
95,598
88,277
2,912
2,672
-
-
98,510
90,949
95,598
88,277
2,912
2,672
-
-
98,510
90,949

The above income and expenditure is not included in the statement of financial activities.

19. Related party transactions

There were no transactions with related parties during the year (2022: £Nil).

Page 23