Money Handling Processes at the Club

A lot goes on at your facility every day. Some hours are busier than others but at the end of the day, some important closing tasks should be addressed. We want to address Money Handling. Do you have more than one person assigned to closing out at the end of the day? Bigger question, do you have your policies in writing and are those policies followed?

We asked our Networking Group how the money handling is processed at their facilities, or more to the point ~ who is handling the money at their facility. Here are the top three responses

  1. Manager(s) are the ONLY ones who touch the money and are allowed to z the till out and close out at the end of each day (shift).
  2. There is 1 continuous cash drawer throughout the day. Each new shift employee must count the money and balance the drawer (large bills are placed in the safe). 1 person will z out and close at the end of the day.
  3. The City Finance Manager is the ONLY one who touches the money and they clear it out each day.

However your facility decides to handle the money, we cannot recommend enough to have this policy in writing and to adhere to your policy. We all want to be trusting and we all want to believe we have the best employees.

Membership Discounts for Military, First Responders, etc

May 27th, 2021

Does your facility offer membership discounts for military or first responders? How much of a discount should you offer? These are questions that get asked by facilities but also a question that not all potential members would think to ask before signing up with your facility.

Here is a breakdown of some discounts offered:

  • Waive annual maintenance fee
  • Corporate rates
  • 10-15% discount for military (active/retired)
  • 10% discount for first responders
    • A facility let us know that they offer a whopping 40% discount!!
    • Another facility offers a 25% discount to law enforcement and EMT while fire fighters enjoy a 100% discount!!

We cannot recommend enough that if you are going to offer a discount of any kind that you have a written policy.

  • What type of membership is required to receive the discount ( single/family, annual membership, paid in full membership, daily rates discounted?)?
  • Do family members get to enjoy the discount as well?
  • When you offer a military discount include who the discount applies to; such as all military, only active duty, not including Guard, or if leave paperwork is required to receive a daily discount.

Facility Capacity Mandates in Minnesota for Gyms and Fitness Facilities

Originally Published January 12, 2021

We will continue to update this post as our Minnesota restrictions are lifted

****Updated May 6, 2021****

Restrictions Lifting for MN Clubs

Phase I ~ Beginning May 7, 2021 @ 12 pm:

  • Gym capacity remains at 50%, maximum capacity remains capped at 250*.
  • Machines and people should maintain 6 feet of distance.
  • Indoor classes will continue to operate at 50% capacity.
  • Outdoor classes have no capacity restrictions & no masks required.
  • Indoor: Masks are still required. <updated 5/14/21, see Amended Executive Order>

*Indoor spaces with sufficient normal occupant capacity may exceed 250 people in accordance with the applicable percentage limitations and guidance available on the Stay Safe Minnesota website (https://staysafe.mn.gov).

Phase II ~ Beginning May 27, 2021 @ 11:59pm:

  • Gyms,/fitness clubs will no longer be required to have capacity limits; Facilities may be open at 100%.
  • No restrictions for equipment spacing.
  • Social distancing limits will end.
  • Masks will still be required at this time.

Phase III ~ As of July 1, 2021:

Governor Walz pledges to lift all business and event restrictions including the mask mandate. If 70% of Minnesota citizens get vaccinated statewide, then the restrictions may be lifted sooner than 7/1/12021.

Minnesota’s Stay Safe Plan website: https://mn.gov/covid19/stay-safe/stay-safe-plan/index.jsp

**************************************************************************************

***Updated March 12, 2021****

As of 3/15/21 noon in Minnesota

    • 50% Capacity
    • 250 Max Capacity (4/1/21 occupancy max may exceed 250 if applicable with percentage limits)
    • Indoor Classes increased to 25 people
    • Outdoor Classes increased to 50 people
    • Masks required
    • Saunas to remain closed

**************************************************************************************

 ***Updated February 19, 2021***

As of 2/13/21 noon in Minnesota

      • 25% capacity
      • 250 Max Capacity
      • 6 foot distance between machines and people
      • Classes are now at 25 people with distancing observed
      • Masks required

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Our NIHCA Networking Group asked how the total capacity is being interpreted with the new mandates in place.

In Minnesota, the gyms were closed again in late November and early December. Since reopening, there have been greater restrictions on the max occupancy at any given time. This restriction is on a rolling basis; meaning, that at any one time there cannot be over 150 persons in the entire facility or max of 25% capacity.  For Example: if you have a smaller facility with a max capacity of 150 persons then at this time you cannot have more than 37 persons at one time. The restriction is based on the facility and not on individual spaces.

Please verify with your state regarding capacity restrictions during this time as well as proper social distancing.

As of 1/10/21 in Minnesota

        • 9 foot distance between machines and people
        • Classes are now at 25 people with distancing observed

We will continue to repeat that this is an ever changing environment. We too look forward to the restrictions being lifted not only in Minnesota but throughout the country.

Follow the link for the Minnesota’s Stay Safe Plan, https://mn.gov/covid19/stay-safe/stay-safe-plan/index.jsp.  Be sure to check your local government pages for guidelines.

Decreased Membership Revenue

May 2, 2021

2020 will forever be burned into our memories. However, we learned a LOT that year and we need to hold on to those lessons.

Today we are going to discuss decreased Membership revenue 😢 . When you see your membership revenue decrease by 20% or more, it is time to take action and not a time to wait until Fall or the New Year. How do we stay in business? We stay in business with increased revenue, so let’s get to work on moving forward. Take action and be proactive.

Big talk, right? We can back it up. NIHCA has been promoting a Reactivation Campaign to help clubs get their members to come back. Yes, it is a simple call campaign that involves a little elbow grease. Reach out to your members who have canceled their membership or put their membership on hold but haven’t been back. We aren’t telling you to make cold calls to your neighbor but to reach out to your past members. Dedicate 2 weeks to this call campaign and you will see significant results.

We have heard back from clubs who have had great success with the Reactivation Campaign. You have to put in the work, but putting in the work will bring positive results!

Call us today to get your hands on THE Reactivation Campaign.

Membership Freeze/ On-Hold Policy

April 19, 2021

Do you allow members to put their membership on hold or to freeze their account? Is this standard practice or case by case scenario?

We highly recommend that each facility have a policy in place. Here are some examples of what other facilities have as policies:

  • Up to 2 months (with an annual paid membership) and the hold is free
  • Up to 3 months with a $10 p/mo fee
  • Up to 3 months with a $5 p/mo fee
  • Up to 4 months, 1 time per year, with a one-time fee of $35 total
  • Up to 5 months, 1 time per year, with a $10 p/mo fee (30 day notice must be given)

We realize there are exceptions and 2020 taught us all to be flexible when needed. Because of COVID, some centers allowed freezes up until April of 2021 without a fee. Again, this would be an exception due to unforeseen circumstances and was a blanket offer to members.

Having a policy in place allows the facility to continue to have stability in book-keeping. Once the freeze/on-hold period is up, the membership goes back to a paid and active membership versus trying to bring the member back from a cancelled membership. We will also always recommend you have open communication with your members; never shy away from the phone to make that personal connection. A personal touch goes further than you may expect.

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