Borough of Harrow Swimming Club
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 Club Treasurer works to ensure that each family’s financial obligations, including annual membership fees, squad fees and other financial commitments, are accurately recorded and kept up to date.
Members are responsible for keeping in contact with the Club Treasurer regarding payments, balances, changes in circumstances and any concerns relating to fees.
The current version of this Financial Policy is available on the club website and through the Swimmer Portal. Members are responsible for familiarising themselves with the policy, including the arrangements for squad fees, annual membership, refunds, fee waivers and cancellation of membership.
Monthly Squad Fees
Squad fees are structured to reflect the training hours and programme offered to each swimmer. As swimmers progress through the club pathway, the number of training hours may increase and the monthly fee may therefore change.
To help families budget, the annual squad fee is divided into 12 equal monthly instalments, payable by Direct Debit.
This means that the monthly payment is an instalment of the annual squad fee and is not calculated according to the exact number of sessions attended in an individual month.
Payment Frequency and Due Date
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Monthly squad fees are due on the first day of each month.
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Payments are made in advance.
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Fees are payable for all 12 months of the year.
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The club may close for holidays, maintenance or other planned breaks during the year. These closures are already taken into account when the annual squad fee is calculated.
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The club’s continuing costs include pool hire, coaching, administration, insurance and other operational expenses.
Example
If the annual squad fee is £1,200, this is divided into 12 equal instalments of £100 per month.
The monthly instalment remains payable even where there are fewer training sessions in a particular month because of holidays, bank holidays or scheduled club closures.
Failure to Pay and Cancellation of Direct Debit
If a family fails to make two consecutive monthly squad fee payments, the club may treat the swimmer as having left the programme.
Where a member cancels their Direct Debit without providing the required notice of leaving the club, any outstanding squad fees remain payable.
Reinstatement after non-payment may require:
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settlement of all outstanding amounts;
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payment of any applicable administration fee; and/or
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re-application for membership where the swimmer’s place has already been released.
Members should contact the Club Administrator promptly if they are experiencing difficulty making payments.
Late Payment Charges
Timely payment of fees is important to the smooth running of the club.
Where repeated late payments or persistent chasing of outstanding amounts creates additional administration, the club reserves the right to apply an administration charge of £30.00.
This may apply where:
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payments are repeatedly made late; or
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the Club Administrator or Treasurer has to repeatedly contact a member regarding overdue fees.
The club will normally seek to resolve payment issues with the member before applying an administration charge.
Discretion of the Chair and Treasurer
The Chair and Treasurer may review financial matters on a case-by-case basis where exceptional circumstances affect a member’s ability to meet their financial obligations.
Examples may include:
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sudden financial hardship;
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serious illness;
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prolonged medical absence;
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significant family circumstances; or
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other exceptional situations.
Any reduction, waiver, credit or exceptional refund is discretionary and is not an automatic entitlement.
Where appropriate, the Chair and Treasurer may make a decision and report the outcome to the Club Committee.
Members experiencing financial difficulty or exceptional circumstances should contact the Club Administrator as soon as possible at admin@harrowswim.com.
Early communication allows the club to consider whether support or an alternative arrangement may be appropriate.
Changes in Squad Level
When a swimmer moves to a different squad, their monthly squad fee may change to reflect the training programme and hours offered by the new squad.
Automatic Adjustment of Fees
Where a swimmer is promoted or transferred to another squad:
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the Direct Debit amount will normally be adjusted automatically;
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the new fee will normally take effect from the month following the squad change; and
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members do not normally need to set up a new Direct Debit.
The club is responsible for ensuring that squad fee adjustments are processed accurately.
Joining Partway Through the Year
The club operates a training season which generally runs from September to August, while the annual membership year runs from January to December.
A swimmer joining partway through the year is still required to pay the full applicable Annual Membership Fee.
Prorated Squad Fees
Monthly squad fees are payable only from the month in which the swimmer joins the squad programme.
For example, where a swimmer joins in March, squad fees will be payable from March onwards.
The Annual Membership Fee is separate from monthly squad fees and is not prorated.
Squad Fee Waivers
In limited circumstances, the club may consider a temporary waiver, reduction or credit where a swimmer is unable to train because of a significant medical condition or injury.
Serious Illness or Injury
A temporary waiver may be considered where a swimmer is unable to train because of circumstances such as:
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a broken limb;
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surgery;
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hospitalisation; or
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another serious illness or injury preventing participation.
Parents must:
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inform the Club Administrator as soon as reasonably possible; and
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provide medical evidence from a GP, hospital or other appropriate healthcare professional where requested.
Any waiver or reduction:
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is discretionary;
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must be approved by the appropriate club officers;
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may normally be granted for a maximum period of six weeks; and
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does not arise automatically simply because medical evidence is supplied.
Retrospective Claims
Refunds, credits or waivers will not normally be granted retrospectively where the club was not informed at the relevant time.
The family remains responsible for fees until the club is notified and any waiver or alternative arrangement has been agreed.
Religious Holidays and Festivals
The club does not normally provide fee waivers for religious holidays or festivals because the club’s fixed operating costs continue regardless of individual attendance.
Holidays and Personal Breaks
Squad fees remain payable where a swimmer is absent because of:
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family holidays;
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personal commitments;
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examinations;
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temporary breaks from training; or
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other non-medical reasons.
Extended Breaks
Where a swimmer wishes to take an extended break, the family should discuss this with the coach and Club Administrator in advance.
Approval for a training break does not automatically suspend monthly squad fees.
Where fees continue to be paid, the swimmer’s squad place may be retained subject to the agreement of the club.
Bank Holidays
Bank holidays are already taken into account when the annual squad fee is calculated.
No additional refund or credit is therefore normally provided for training sessions missed because of a bank holiday.
Annual Membership Fee
The Annual Membership Fee is £80.00 per swimmer.
This fee contributes towards the administrative and operational costs of club membership, including the swimmer’s registration with the relevant governing bodies, including Swim England, London Region and Middlesex County, where applicable.
Payment Details
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The Annual Membership Fee is payable in full by 31 January, or at the time of joining if the swimmer joins later in the membership year.
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Where squad fees are paid by Direct Debit, the Annual Membership Fee may be collected automatically in January.
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The Annual Membership Fee is non-refundable once the club has incurred the membership and registration costs.
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The Annual Membership Fee is not prorated for swimmers joining later in the year.
This fee is separate from monthly squad fees.
Rejoining After a Lapse
Where a swimmer allows their membership to lapse and later wishes to rejoin, the club may apply an administration fee of £30.00 in addition to the applicable Annual Membership Fee.
Rejoining is subject to:
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availability of a suitable squad place;
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settlement of any outstanding fees; and
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completion of any required registration or membership process.
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 who are members of the competitive squad programme.
The discount applies to monthly squad fees only and does not apply to Learn-to-Swim fees, annual membership fees, gala entry fees or other charges unless expressly stated.
Example
If three eligible children have combined monthly squad fees of £300, a 10% family discount would reduce the total monthly squad payment 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 may be eligible for reduced squad fees.
Fee Structure
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Regular weekend training: £39 per month.
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Term-time away from home / non-term training only: £50 per quarter.
Eligibility and training arrangements must be agreed with the club.
Once the swimmer completes full-time education, the standard squad fee applicable to their training group will resume.
Leaving the Club
Members wishing to leave the Borough of Harrow Swimming Club must provide at least one month’s written notice.
Notice must be sent to the Club Administrator by email to admin@harrowswim.com.
Messages to coaches, WhatsApp messages, verbal conversations, non-attendance from training, or cancellation of a Direct Debit do not, by themselves, constitute formal notice of leaving the club.
How the Notice Period Works
For the purpose of this policy, one month’s notice means one full calendar month from the date the written cancellation notice is received by the Club Administrator.
The Club Administrator will confirm:
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receipt of the cancellation;
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the swimmer’s final membership date; and
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the final squad fee payment due.
Where there is any uncertainty, members should not assume that their membership has been cancelled until they have received confirmation from the Club Administrator.
Direct Debit Cancellation
Members should not cancel their Direct Debit immediately when submitting notice.
The Club Administrator will confirm the final payment due.
Once the final payment has been collected, it is the member’s responsibility to contact their bank or financial institution and cancel the Direct Debit.
If a payment is collected after the confirmed final payment date, the member should contact the club promptly so that the payment can be reviewed.
Any payment collected in error will be dealt with appropriately and, where applicable, in accordance with the Direct Debit Guarantee.
Leaving Without the Required Notice
Where a swimmer leaves without providing the required notice, the club reserves the right to charge up to one month’s squad fee in lieu of notice.
Informing a coach that a swimmer will not be attending, or that they are taking a temporary break, does not automatically cancel membership or stop fees.
Members are encouraged to inform their coach when leaving, but notification to the Club Administrator by email remains mandatory.
Refunds for the Learn-to-Swim Programme
For the Learn-to-Swim Programme, refunds or credits may be considered for prolonged absences caused by serious medical conditions.
Prolonged Illness or Injury
Where a swimmer is unable to attend because of an extended illness or injury, such as a broken limb or surgery, the parent may apply for a credit.
To be considered:
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the absence must be reported promptly;
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appropriate medical evidence may be required; and
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any credit is subject to approval.
Credits will normally be limited to a maximum of six weeks.
No refund or credit will normally be issued retrospectively where the club was not informed promptly.
Common Illnesses
Refunds or credits are not normally provided for short-term illnesses such as colds, flu or stomach upsets.
Leaving Mid-Term
Where a swimmer leaves the Learn-to-Swim Programme after the second week of a term, no refund or credit will normally be provided for the remaining sessions, except where the club exercises discretion because of exceptional circumstances.
Refunds Due to Adverse Conditions
From time to time, training or lessons may be disrupted by circumstances outside the club’s reasonable control, including:
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pool contamination;
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power failure;
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adverse weather;
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emergency closure;
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venue issues; or
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other unforeseen operational disruption.
Where the club continues to incur its normal operating costs, refunds or credits will not normally be provided for sessions missed as a result of such circumstances.
This applies to both the squad programme and Learn-to-Swim Programme, subject to any exceptional decision made by the club.
Gala Refunds
Where a swimmer enters a gala and later cannot attend because of illness, personal plans or other circumstances, gala entry fees are normally non-refundable.
Where a swimmer is officially rejected from the meet by the host club, a refund may be issued once the Borough of Harrow Swimming Club has received the corresponding refund from the host club.
This process may take up to three months depending on the host club.
Borough of Harrow Swimming Club
For financial or membership queries, please contact:
Club Administrator
admin@harrowswim.com