FINANCIAL POLICY

Keeping Track of Fees and Commitments

The financial health and smooth operation of the Borough of Harrow Swimming Club depend on the timely and accurate handling of fees. The Administrator and Treasurer work together to ensure that each family’s financial obligations, such as membership fees, squad instalments, and other commitments, are accurately recorded and up to date. This ensures transparency and provides a clear understanding of what is owed and when payments are due.

For members, keeping in touch with the Administrator and Treasurer regarding payments and commitments is essential. If you have questions about your account balance, payment status, or upcoming fees, they are your first point of contact.

Monthly Squad Instalments

Squad payments are structured to reflect the number of training hours offered to each swimmer, which varies depending on the squad level. The more advanced the squad, the greater the number of training hours, and hence, the higher the monthly fees.

To make it easier for families to budget, the annual squad fees are divided into 12 equal monthly instalments, payable via direct debit. This ensures consistency in payments, even though the swimmer may not train for every month in the year.

Key Details:

• Payment Frequency and Due Date: Payments are due on the first day of each month and must be made in advance of the training period. This helps the club to manage its finances and cover operational costs, such as pool hire, coaching staff, and administrative overheads.
• Annual Structure of Fees: Even though the club closes for approximately six weeks each year for holidays, maintenance, or other operational reasons, squad fees remain payable for all 12 months. This is because the club’s costs—such as renting pool time, hiring coaches, and running operations—continue throughout the year and are divided into 12 equal payments to make direct debit easier for families.

Example:

If the total annual squad fee is £1,200, this is divided into 12 equal instalments of £100 per month. Even during months when the swimmer may not train due to holidays or club closures, the payment remains consistent to cover the year-round costs.

Failure to Pay and Cancellation:

If a family fails to make two consecutive monthly payments, or if they cancel their direct debit without giving at least one month’s notice, the club will consider that swimmer to have left the program. Reinstatement of membership would require settling any outstanding balances and potentially re-applying for membership.

Late Payment Charges

Timely payment of fees is crucial to the smooth running of the club. When payments are late, it creates administrative challenges and may delay essential services. As such, if fees are not paid on time, the club reserves the right to levy an administrative charge of £30.00.

This fee is applied in cases where:

• Repeated Late Payments: If a member consistently pays their fees late, causing administrative delays.
• Chasing Payments: If a club official, such as the Treasurer, has to repeatedly chase members for outstanding payments.

By paying on time, you help ensure that the club can focus its efforts on providing high-quality training and services, rather than administrative follow-up on late payments.

Discretion of the Treasurer and Chair

The Chair and Treasurer have the authority to review financial matters on a case-by-case basis, especially in situations where members face financial difficulties or exceptional circumstances that affect their ability to meet their financial obligations to the club.

Examples of Discretionary Situations:

• Financial Hardship: If a family experiences a sudden financial hardship—such as job loss, illness, or unforeseen medical expenses—they may request a temporary reduction or waiver of squad fees.
• Special Circumstances: If a swimmer has a prolonged absence due to a medical condition, or if there are other extenuating circumstances, the Treasurer and Chair can make adjustments.

In such cases, the Chair and Treasurer will discuss the situation, make an appropriate decision, and report the outcome to the Club Committee for ratification. This ensures that the club remains flexible and compassionate in dealing with its members while maintaining fairness across the board.

If you find yourself in a challenging financial situation, it’s important to contact the Treasurer as soon as possible by emailing bhsc@harrowswim.com. Early communication helps prevent misunderstandings and enables the club to assist you effectively.

Changes in Squad Level

When a swimmer progresses through the various training squads, the amount of time they spend in training increases, which results in an adjustment to their monthly fees.

Automatic Adjustment of Fees:

When a swimmer is promoted to a higher squad, their direct debit payment will be automatically adjusted to reflect the increased training hours. The adjustment will take effect starting from the month following the squad change.

It is the club’s responsibility to ensure that fee adjustments are processed smoothly and accurately, so members do not need to take any additional action when their child moves to a new squad.

Joining Partway Through the Swim Year

New members who join the club after the official start of the swim year (typically January) are still required to pay the full Club Membership Fee of £80.00. This fee is used to cover administrative costs, Swim England registration, insurance, and other essential services provided by the club.

Prorated Squad Fees:

While the Club Membership Fee remains fixed, squad fees are prorated based on the month the swimmer joins. This means that the swimmer will only pay for the number of months remaining in the swim year, ensuring fairness in the fee structure.

For example:

• Scenario: If a swimmer joins in March, their squad fees will be calculated for the remaining 10 months of the swim year (March–December).

Squad Fee Waivers

In certain situations, the club offers temporary waivers or reductions in squad fees. These waivers are typically granted in cases where a swimmer is unable to train due to significant medical issues or other serious circumstances.

Criteria for Squad Fee Waivers:

• Serious Illness or Injury: If a swimmer is unable to train due to a broken limb, surgery, or serious illness (e.g., hospitalisation), a squad fee waiver may be granted for up to six weeks.
  • Process: To qualify, parents must inform the Club Administrator as soon as possible and provide a medical certificate from their GP or hospital. This documentation must confirm the injury or illness and outline the expected recovery period.
  • Important: No refund or credit will be issued retrospectively, meaning that if the club is not informed promptly, the family will still be liable for fees until the date the club is notified.
• Religious Holidays or Festivals: The club does not offer fee waivers for religious holidays or festivals. This is because the club’s costs remain fixed, regardless of individual attendance, and must still be covered even if a swimmer chooses to take a break for religious observance.
• Holidays: If a swimmer goes on holiday or takes a personal break from training, squad fees are still payable. The club cannot issue refunds or waivers in these cases because it still incurs expenses related to pool hire and coaching.
  • Extended Breaks: If a swimmer wishes to take an extended break (e.g., for several months), the family must notify the coach in advance. While fees will still apply during the break, the swimmer’s place in the squad will be reserved for their return, provided the break is pre-approved by the coach.

Bank Holidays:

Bank holidays are already accounted for when calculating the annual squad fees. Therefore, no additional charges are incurred, and no refunds will be given for training sessions missed due to bank holidays.

Annual Membership Fee

The Annual Membership Fee is a compulsory payment of £80.00 per swimmer. This fee helps cover the administrative and operational costs of running the club, including the registration of each swimmer with British Swimming, London Region, and Middlesex County.

Payment Details:

• Full Payment: The Annual Membership Fee must be paid in full by January 31st or at the time of registration, if joining later in the year.
• Direct Debit Option: For those paying squad fees by direct debit, the membership fee will be automatically deducted in January.
• Non-Refundable: This fee is non-refundable, even if a swimmer decides to leave the club partway through the year.
• No Pro-Rata Membership: The club does not offer pro-rata membership fees. Whether you join in January or November, the full £80.00 fee applies.

Rejoining After a Lapse:

If a swimmer allows their membership to lapse and later wishes to rejoin, they will be subject to an administrative fee of £30.00, in addition to the standard Annual Membership Fee. This fee helps cover the costs associated with reinstating a swimmer’s club membership and Swim England registration.

Family Discounts

The club offers a 10% discount on total monthly squad fees for families with three or more children under the age of 16 in competitive squads. This discount is applied automatically and helps larger families manage the financial commitment of competitive swimming.

Example:

• Scenario: If a family has three children in competitive squads with total squad fees amounting to £300 per month, they will receive a 10% discount, reducing their monthly fee to £270.

Swimmers in Higher or Further Education

Swimmers over the age of 18 who are in full-time higher or further education and who have been members of the club for at least one year are eligible for reduced fees. The club recognises the demands of tertiary education and offers flexible payment options for these swimmers.

Fee Structure:

• Regular Training: Swimmers who continue to train on a weekend while attending higher education will pay a flat fee of £39 per month.
• Term-Time Only Training: For swimmers who live away from home during term-time and can only train during non-term periods (e.g., holidays), the fee is reduced to £50 per quarter (every three months).

Once the swimmer completes their full-time education, their regular squad fees will resume, reflecting their training hours and squad level.

Leaving the Club

If you decide to leave the Borough of Harrow Swimming Club, you must provide at least one month’s notice in writing. This notice should be sent to the Club Administrator at admin@harrowswim.com. The notice period is essential for the club to process your departure, adjust the squad roster, and cancel future direct debit payments.

Important Points:

• Direct Debit Cancellation: It is the responsibility of the member to contact their bank and cancel the direct debit once they have submitted their notice. Failure to do so may result in continued payments, which the club will not automatically refund.
• Final Month’s Fees: The club reserves the right to charge one month’s squad fees in lieu of notice if the swimmer leaves without providing the required notice.

While notifying the Club Administrator is mandatory, members are also encouraged to inform their coach of their decision to leave. This can be a good opportunity to thank the coach for their efforts and discuss any feedback.

Refunds for Learn-to-Swim Program

In the Learn-to-Swim program, refunds or credits may be available for prolonged absences due to serious medical conditions.

Criteria for Refunds:

• Prolonged Illness or Injury: If a child is absent due to an extended illness or injury, such as a broken limb or surgery, parents can apply for a credit towards the next term’s fees.
  • Process: A medical certificate from a doctor or hospital must be provided to qualify for the credit, and the absence must be reported as soon as the child is unable to attend. Credits will only be granted for a maximum of six weeks.
• Common Illnesses: Unfortunately, no refunds or credits will be provided for short-term illnesses like colds, flu, or stomach upsets, as these are considered minor and part of everyday life.
• Leaving Mid-Term: If a child leaves the program after the second week of the term, no refunds or credits will be issued for the remaining sessions.

Refunds Due to Adverse Conditions

From time to time, the club may face unforeseen disruptions, such as pool closures due to contamination, power cuts, or adverse weather conditions. In such cases, no refunds or credits will be provided for missed training sessions. This policy applies to both the Learn-to-Swim program and squad training sessions, as these disruptions are beyond the club’s control.

Gala Refunds:

If a swimmer has entered a gala but cannot attend due to illness, personal plans, or other reasons, no refunds will be given. However, if a swimmer is officially rejected from the meet by the host club, a refund may be issued once the club has received the refund from the host. Please note that this process can take up to three months.