Subs Policy
Introduction
With the ever-demanding financial burden placed on the Group, it is important to have a policy which covers membership subscription payments.
What does the membership subscription cover?
Every young member of the Group is required to pay a subs (membership subscription). These fees ensure that we can cover the costs of delivering a fun and varied programme for each section.
Included in the membership subscription are the following items:
- Approximately one third of subs collected by the Group is passed to Gillingham Scout District, which in turn funds the Kent County Scout Headquarters and UK Scout Headquarters. This amount is known as the Capitation Fee and includes the insurance with which the Group is covered.
- Cost of the Group’s administration, utility costs, maintaining our scout hall, maintaining, repairing and replacing our tents and equipment and to subsidise certain Group events.
- Cost of the section’s weekly activities including materials, books, badges and prizes.
The cost of camp, events and other extra activities are not included in the subs. The costs for these events will be explained when an invitation letter is sent out. When running activities and camps we try to run them as close as possible to break even with a small contingency maintained for wear and tear.
How much are the subs?
The policy of the Group is to ensure Subs remain as affordable as possible while delivering an excellent range of activities and maintaining a prudent level of reserves and provisions for future projects and maintenance
Subs are currently £144 per year. This can be paid via 12 x £12 per month Standing Order.
All costs and income are reviewed regularly by the Group Executive.
Parents will be informed of any changes to subs a minimum of 6 weeks prior to the start of the following term
How to pay?
The preferred method of payment is through a Standing Order direct to the 20th Gillingham bank account. This is much easier for parents and for the Group to administer and provides greater auditability.
In exceptional circumstances, and by agreement of the Section leader , parents may pay by either cash or by cheque.
Unfortunately because our leaders are volunteers we are unable to remind you when subs are due to be paid. This is why we encourage parents / guardians to pay via standing order.
Process for non-payment or late payment of subs
To ensure that subs are paid as stated in this policy the following course of action will take place if payment is not received within the following timescale:
After 4 weeks from the last day of the previous month , the Group Chair, or nominated representative will liaise with Leaders and then parents / guardians if required to progress payment
No money or applications will be accepted for other activities for a child, and they will not be allowed to attend any of these extra activities, until all outstanding subs have been paid in full.
After 8 weeks from the last day of previous month paid, the group chair, or nominated representative will liaise with Leaders and then notify parents / guardians that their child has been suspended from the group.
Gift Aid
The Group is registered with the Inland Revenue and is able to recover income tax on any subscriptions and donations.
This provides a great boost to our funds and helps keep the subs as low as possible – we can claim up to 25p for every £1 received at no cost to the parent. All parents who pay tax are encourage to complete this Gift Aid Form and return to their section leader.
Inclusion policy/Hardship Fund
We believe that Scouting is for all. Where financially possible, the Group operates an inclusion policy / Hardship Fund and will not exclude a young person through an inability to pay. In cases of financial difficulties, parents / guardians are encouraged to contact their child’s Section Leader for a confidential discussion regarding various support options. Any waiver of fees or other options will be recommended by the Section leader and authorised by Group Chair and GLV with a review at agreed intervals.
