Unless otherwise agreed, all payments to the group for Subscriptions, Trips and Camps must be made via Online Scout manager.
Subs
The rate of subs is set annually by the Group Executive Committee. The current rate from January 2024 is £3.12 per evening. Subs will be broken down into 9 monthly of payments of £13.50 due in January -July and September-November.
Capitation
Capitation is the annual membership fee all Youth Members pay to The Scout Association. This membership fee is recuperated through our subs. Any member choosing to leave the group before paying an equivalent amount in subs will be asked for the remaining balance of their capitation for that calendar year.
Non Payment of Subs
If subs become overdue, reminders will be sent automatically by email, should the amount remain unpaid after 28 days a formal email will be sent giving 7 days to make a payment.
After a further 14 days, a letter will be sent terminating the membership and the place offered to the next person on the waiting list. Should you wish to re-join the group, you will need to sign up via the waiting list.
We understand that some of our members may not be able to pay subs all of the time, please talk to us. Asking a member to leave for non payment is our last resort as Scouting is for all.
Trips & Camps
Payment for all trips and camps are due in advance, unless agreed with the leader in charge of that trip or camp. Places may be forfeited should payment not be received by any due date, and any overdue payment will still remain payable.
All deposits are non-refundable. Where there is a single payment for a trip or camp, this should be taken to constitute a non refundable deposit.
Other payments are generally non refundable, in particular where cancellation is made after a payment deadline has passed.
Payment will still remain payable even if not attending the trip camp. Signing a young person up to a trip or camp constitutes an agreement to pay the full amount. Payments may be waived at the sole discretion of the Lead Volunteer where:
- A young person is signed up in error and this error is notified to the Lead Volunteer or section leader within 24 hours
- There are mitigating circumstances (e.g. family emergency/illness) only if the group will not incur a financial loss by doing so
In some circumstances payment will be taken after a trip.
On these occasions, non payment may result in suspension of membership of the group until payment has been made. Cancellation of attendance of a trip does not remove the requirement to pay unless this has been agreed with the Group Scout Leader or leader in charge of the trip.
Hardship
Where parents/guardians raise concerns regarding financial difficulty, the group shall respond according to the following policy;
Deferment of payment or payment in instalments
Section leaders may, at their own discretion, offer deferments of payments or payments in instalments as appropriate. The treasurer shall be informed of this.
Sectional hardship budget
All sections shall have a hardship budget per term, agreed in advance with the group executive committee, which may be allocated to individuals at the section leader’s discretion to ease financial constraints for individuals. This shall be discussed with the treasurer.
Exceptional cases
Requirements for greater amounts or repeat cases shall be referred to the Trustee Board for discussion and decision.
