AIBU to be frustrated chasing unpaid Girlguiding subs Every. Single. Term?

[brownieleader]

I run two Girlguiding units who started back this week. Like every term, subs are due before the first meeting of term.

So please tell me why I am still waiting for about 15 children’s subs!

I am a volunteer. I do not want to chase you for money. I want to spend my prep time planning fun trips and activities for your children.

So if you are one of these parents who forget to pay despite several reminders please tell me how I can get through to you! I won’t turn children away for non payment, but equally I have a 2+ year waiting list so perhaps I should….

And if you are a parent who always pays for your children’s clubs on time thank you!

We are in a very diverse socioeconomic area and there is no correlation between who haven’t paid and those who might struggle to pay. But if anyone does struggle, if they let us know we can access funding from county.

Anyone who hasn’t paid by next week is being named and shamed in the parents WhatsApp group

I forgot when DD first started (we pay 3 times per year so.paid the first, forgot the second) so.I set a reminder on my phone which I then just move the next date.once I've paid.
I got.a lovely thaNk you message from one of the leaders so.i assume she's pleased she doesn't have to chase.me!

I'm actually really surprised payment isn't automated and online yet!

Some parents show volunteers no respect in my experience. They are very happy to send their child to get entertained but ask them to take any responsibility and they vanish. It's always the same ones who are late picking their kids up, never support any activities, turn up when they feel like it (for camps but not for games nights) and are always late to pay. They just don't care and they are teaching their children that volunteers don't deserve respect.

Organisation like scouts/guides etc tend to be real reasonably priced compared to private sector. I'd put money that they wouldn't mess private sector organisations about (where there are consequences) the way they do volunteer-led clubs.

An automated system would be perfect,

I have 3 kids, a busy job and I’m managing payments for multiple activities. I have dropped the ball at times.

It’s fine to say that if it’s not paid by X date it will go to the next child on the waiting list. Nobody would take it personally.

My kids scout fees are taken automatically through the online scout manager. Do guiding have/need this?? It’s a godsend as it just happens!

I hated that brownies wanted all the subs up front. as I had 2 going at the same time it was a lot of money up front. in saying that I did pay it on time. At least now they are at guides they can just pay weekly.

Thankfully I’ve not much of an issue over the years. Just one this past year who has driven me bonkers!

Cadet unit used to take subs quarterly which needed up being very expensive. Moved to monthly and the payment rate shot up significantly. So much easier to budget and set up a monthly standing order.

OP is the amount always the same? Could you list the yearly payment dates and suggest that parents either set and forget or set up a regular standing order?

Unfortunately GGHQ doesn't approve of third parties such as OSM/ OGM for storing data, and Guiding Organiser is a crock of shit designed to make admin harder and doesn't touch on finances (possibly a blessing!)

Would an option to split the termly subs across 12 months by standing order help?

I give monthly standing order to my parents as basically the only option, I don’t mention termly, and they’ve all taken me up on it, so I never have to chase. They just pay £12 a month year round.

Do you have to pay cash? You do at ours and I find it a massive pain, I don't live near a cash machine and when I went out of my way for one last week it was out of order. So I'm one whose subs will be late, but honestly I pay for nothing else with cash, I don't like to criticise as I know it's volunteers but they don't make it easy!

I have been a treasurer of a scout group for over 10 years. One of the first things i did was introduce monthly payment by standing order. Online scout manager payment would also be acceptable but i prefer SO as no charges. I refused cash and cheques. I'm not going to lie...it took a while to get them all to do it but I did. Now no one gets invested until their first standing order has been received and the gift aid form is filled in or declined. I have very few issues with subs now. I manage everything to do with subs...the leaders just concentrate on delivering the programme. I know this is easy to say as volunteers are hard to come by, but i think you need to get someone managing this or see if the treasurer will manage it. Also, have you got a policy on non payment of subs? If not the trustees should ensure this is in place as it is essential for the financial stability of the group.

We had our planning meeting last night and were discussing the same. Most pay but there’s always an odd few. We all work ft and volunteer and don’t have time to be constantly chasing.
I think we are generally too nice. My dd used to do dance classes and it was pay by x or we put a £10 late fee on. Still don’t pay your child will be turned away from class.
We always put the caveat on to speak to us in confidence if needing financial support as region grants may be available or we can agree different payment arrangements eg some pay in instalments.
What we have done is move to a system of you can’t sign up for trips or activities if you haven’t paid subs.
Guiding don’t have the online scouts manager. I think there were concerns re gdpr.
Some units do monthly standing order - this would be my preferred but other leader doesn’t think so. We do pay a terms subs by x date. We are bank transfer only no cash.
As a mum I can’t comprehend the audacity of sending your child week in week out knowing you haven’t paid.

I pay on time, I would like to say im very grateful for volunteers like you, my daughter has just finished brownies and is about to start guides tomorrow, its been fantastic for her and its really cheap considering how much they do!

I'm in scouting but Online Scout Manager has been a game changer for me. We ask for payment at the start of each term and parents can opt to either pay each time or set up automated payments (which most do). We also use it to collect payment for camps etc. We made it optional for a while but now say all payments must be via OSM unless discussed with the leaders beforehand. It saves so much time for leaders and I've found I hardly have to chase anyone now. If anyone is late paying they get automated reminders. I believe that OSM is now available to any club (not just scouts) - I think it's worth it not just for dealing with payments but also because it's a good way of managing personal data and communications etc securely. I promise I am not a shareholder! I've just been really impressed. Previously about 50% of parents had to be chased several times before they paid, now it's never more than one or 2 and often none.

but that’s not the point here, where they haven’t paid by cut off

Ours (beavers) is standing order each month

My son’s Summer subs aren’t on OSM yet. I’m wanting to pay, I’m waiting to pay…

We're hardline in our Scout group. If you haven't paid by 3 weeks after the initial payment request, your kid loses their place. Though we do the "speak to us if you're in financial difficulties" bit too.

OSM makes the payment admin easier (though so it damn well should, given they take a cut each time!)

So you know what will work. I understand why you don't want to do that, though.

I think the thing to learn from this is that the parents aren't unable to pay, they just leave it because there are no consequences for them.

Adding interest to subs that are late would probably work but there's probably a (not unreasonable) policy forbidding this. Personally, I think it's unfortunate we've become so against using shame in these sorts of situations. Naming them in the What'sApp group would probably be fairly effective.

If this is really affecting your capacity to run the club and isn't just something you want to vent about (which is also fine) you need to call them out. Not a generic message to all parents but individually. Speak to frequent offenders in person and be clear that they are out of order.

Yanbu op.

My son does Scouts and the amount of parents who just take, take, take and never give is astounding

It really makes you see people in a different light

Brownie leader here…I hear you. We have just decided to switch to monthly subs from next term, with the expectation a standing order is set up. Will hopefully help

that convenience of applepay has to be paid for - they take a % cut. We run these units on a shoestring anyway.

Glad to read that you are planning to have easier payment methods combined with a tougher approach to those who don't pay.

I bet some of these people drive large cars, and have other luxuries. It would not be practical, but I wish such behaviour could affect credit ratings.

You need to be tough.
Be prepared to be met by anger but stay firm!
When they complain, and some will, remind them you volunteer your time and all you are asking from them is the agreed subs, which is not unreasonable.