Goudhurst Oil Group

If you use oil for heating and/or cooking and are not already members of the Goudhurst Oil Group and would like to join the syndicate, please click on this link and complete the form.  If you qualify, you can join the group and the Administrators will send you an email on when the next order cycle will take place.

If you are already a member – but want to tell your  neighbours and friends how to sign-up – then please direct them to this page.

Our Briefing Note is copied below.

Keep warm!

Romilly and Lorne (Administrators)

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GOUDHURST OIL GROUP (GOG) – BRIEFING NOTE

Membership

Membership is open to residents of Goudhurst and Kilndown Parish and neighbouring villages with Postcodes TN17 and TN12 who use oil fired boilers.
We are also linked with two other syndicates: Frittenden; and Wittersham and the Oxney Area.
Orders are co-ordinated to optimise volumes and prices; typical orders will exceed 200,000 litres.
Members are required to supply this data to join the Group:
Name
E-mail Address (one per household)
Postal Address, including Post Code
Telephone Number
Particular needs (e.g. multiple tanks, access/delivery issues, AGAs)
Special delivery details if required (e.g. access issues via security gate, location of tank(s))
If your name is not evident from the email address please always include it in any emails sent.

Group Goal and Approach

Our aim is to obtain competitive prices for members. Target is a discount to market on day price is negotiated. We achieve this by giving the incentive to potential suppliers that they will have:
orders of substantial volumes,
from friendly customers,
with payment guaranteed according to terms negotiated
We approach local suppliers, showing our order volume, and accept the lowest tender made.
That price is then fixed and Members will pay the selected supplier directly.
Oil is a volatile commodity and prices vary depending on time of year, demand (including weather conditions), political stability, etc – we can make no guarantees about prices prior to our request for tender.

Ordering Process

Orders are placed three times yearly: in February, July and November.

Members receive an e-mail “Request for Orders” in January, June and October. This includes a link to a website where they complete some simple data fields and submit their requirements.

Qualifying new members are accepted up to one week prior to the “Request for Orders” deadline.

Notification Process

When the order has been placed, all Members receive an email “Order Placed “ and are given these details:

Supplier, price agreed, supplier contact name(s) and telephone number; and a request for any information to be given to supplier; payment requirements.

Members’ Commitment to Order and Contact with Suppliers and Administrators

Replies to the “Request for Orders” above represent a commitment to accept any quantities requested from the selected supplier and at the price agreed. Members are not able to have a change of mind after submitting their request.

Members are responsible to contact the supplier directly:
to supply promptly information requested in the “Notification of Order” – orders are subject to cancellation if this is not done
if they have concerns or special needs (e.g. multiple tanks, access/delivery issues, delivery dates, AGAs)

Please be courteous to those who supply and deliver the oil, as well as to the administrators ….it doesn’t always happen!

Payment

Members are responsible individually to pay for the quantities delivered, directly to the selected supplier, according to the terms negotiated. This will typically be by debit/credit card shortly after delivery (or possibly by prior contact with supplier if customer is unknown). Suppliers may make a charge for credit cards.

Administration

Current Administrators

Romilly StJ Wallis-Hosken = rwh(at)mittt(dot)com
Lorne Mitchell  = lorne(at)objectivedesigners(dot)com

The role of the Administrators is to co-ordinate the Members’ Database and send the notices above. They also ensure the integrity of the system technically.

All communication is by e-mail.

If Members have issues with suppliers please deal with them directly and do not expect the Administrators to intervene except in extreme circumstances Administrators work entirely voluntarily and receive no additional benefits or price advantage.

In the last four years our membership has more than doubled – to some 180 members currently with applications increasing; we readily accept all addresses within the TN17 and TN12 Post Codes.

While the number of members means higher volume orders and enables us to obtain lower prices, it also means more administrative support.

To facilitate the increased demands for administration we are now using software for which we are paying licenses enabling us to automate much of the process; there is also some small programing work involved to support the system.

To fund the administration, an additional £0.003 pence per litre is added to the price quoted. For example, this adds £1.50 to orders of 500 litres; or £3.00 to orders of 1000 litres.

The oil company who wins each order is asked to add the £0.003 pence per litre to each customer’s bill and then refund it to finance the costs of running the Group.

The surplus is donated to The Friends of Saint Mary’s Church. The Friends support the preservation and evolution of the Church which is a focal point of the local environment and the Weald of Kent.

{ 18 comments… read them below or add one }

John McCaig October 21, 2013 at 7:53 am

Many thanks

Robert Starkie October 31, 2013 at 1:04 pm

Is there still a MINIMUM order of 500 litres?

admin December 4, 2013 at 11:27 am

Yes, there is a minimum order quantity of 500 litres.

David Bolton January 22, 2014 at 3:02 pm

Since new ordering system introduced have indicated an estimate amount required and also completed ‘filled’ box. In all cases only estimated amount delivered although there was (some) room for additional supply to make tank filled.
If over-order is requested it will certainly ensure filled tank but potentially could result in spillage and certainly initial overpayment, which requires refunding by supplier.
DB

David Knight June 4, 2014 at 7:51 am

I completed the form for the oil group several months ago and was wondering when the next delivery is as I now need to place order for oil?

admin June 4, 2014 at 8:07 am

David,

Requests for Orders for an early July drop will go out this weekend by email.

I hope that is soon enough for you!

Best,

Lorne & Romilly

Sheila Blunt June 10, 2014 at 5:27 pm

Just wondered if your form for ordering should give you 2 options
1) Set amount ie 1000 Litres.
2) Filled with a space to put an estimated amount of Litres you require.
As the current form is a bit confusing, because if you tick filled it still wants you to quote amount required.
SB

admin June 11, 2014 at 9:04 pm

Thank you Shiela. We will try to make the form a bit clearer.

Geoff Weeks June 17, 2014 at 10:10 am

Thanks for all your hard work to keep prices sensible, and looking forward to very mild winter.

Ian Anderson June 20, 2014 at 1:21 pm

We really appreciate all the hard work, and thank you very much.

Robert Alden-Smith June 21, 2014 at 8:36 pm

Thanks for your splendid service it works very well.

Louisa Hastilow June 29, 2014 at 11:22 am

Thank you so much. L and S

Philip TAYLOR June 29, 2014 at 11:54 am

Robert Alden-Smith wrote on June 21, 2014 at 8:36 pm

“Thanks for your splendid service it works very well”

It does indeed. I also add my sincere thanks for this invaluable service.

Julie McCarmick October 6, 2014 at 9:59 am

Good morning. I believe I have joined the oil club, however have not received any emails in recent months regarding oil requirements. With a cold snap approaching I need to purchase a tank full, but wanted to get in contact with you first to establish when your next order was being placed. If you could confirm ASAP I would be grateful. Kind regards Julie McCarmick, Garden Cottage, North Road, Goudhurst.

admin October 13, 2014 at 1:37 pm

Hi Julie,

We have you on our system. You should receive a request for orders in the next week with delivery in early/mid-November.

Best,

Lorne

Ian Anderson October 19, 2014 at 11:31 am

Dear Romilly and Lorne

Both Carol and I really appreciate all the time and trouble you go to, for it to run as smoothly as it does requires much time, effort and expertise, many thanks.
Ian and Carol Anderson

John Izbicki October 22, 2014 at 1:03 pm

We are already VERY low on our oil so would like to have a delivery as quickly as possible!! We have ordered the minimum amount because we are shortly due to move house to Staplehurst but the move is unlikely to take place until the beginning of January.

Thank you for your help and understanding.

John Izbicki

David Hill July 5, 2015 at 9:51 am

I wish to join the group

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