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2006-2007 I. DEFINITION OF MEMBERThe Pancott Parents’ Association (PPA) is a not-for-profit association whose purpose is to raise funds to support the AJS Pancott Gymnastics Team. Membership on the AJS Pancott Gymnastics Team levels Pre-Team through Level 10 (“Team”), requires that the gymnasts’ parent(s)/guardian(s) be a Member of the PPA. In order to be a member in good standing of the PPA, the Member has agreed to be responsible for the payment of certain dues, fees, and other charges as outlined in this document. All Members are required to sign and return the attached legally binding contract titled “Statement of Financial Responsibility” by October 1st, 2006. II. BASE ASSESSMENT PORTIONThe Pancott Parents Association (PPA) general assessment is our major source of income for all expenses other than the meet fees. It is pro-rated according to the gymnast’s level. The single biggest expense the PPA has is that of providing coaching for competitions. Coaching costs include airfare, rental cars, hotel accommodations, mileage, tolls, meal allowances, salary per session fee, etc. The dues for this year are as follows:
Pre-Team $100.00 Levels 5 & 6 $230.00 Levels 7 & 8 $275.00 Levels 9 & 10 $305.00 TOPS $100.00
Families with more than one gymnast in the program are required to pay 100% of the total assessment calculated for the gymnast at the highest level and 50% of the assessment total for the second gymnast and each additional gymnast in the family. Gymnasts moving levels during the season may be subject to a prorated assessment increase based on the gymnast's new level and timing of the change in level. III. PRE-PAID MEET FEESThe initial payment will include the entry fees for the ESGA League Meets and the Wintertime in Brandywine (WIB) entry fee. Level 5 and Level 6 will have 4 ESGA meets, at a fee of $25.00 per meet, for a total cost of $100. Level 7 through Level 10 will have 2 ESGA meets, at a fee of $25.00 per meet, for a total cost of $50.00. Note – at this time we have not been given final ESGA meet fees for the 2006 – 2007 year. If the meet fees increase, a notice for the balance will be given to each family. Families with more than one gymnast in the program are required to pay 100% of the total meet fees calculated for each gymnast in the Member’s family. IV. FOOD DONATIONSThe initial payment will include a food donation of $85.00. This is to cover the food donation for the Wintertime in Brandywine 2005 meet ($35), the ESGA meet ($25), and the Level 7 Sectionals meet ($25). The food donation is used for food that supports the food concession stand, the coaches/judges table and the gymnasts’ table. Families with more than one gymnast in the program are required to pay one food donation, regardless of the number of gymnasts in the Member’s family. Pre-Team gymnasts are not required to pay the food donation, but may be required to contribute baked goods for the food committee to sell at the home meets as required by the home meet coordinator. V. TOTAL PAYMENTS
Assessment Fee + WIB + ESGA Meet Fees + Food Donation Fee
(TOPS payment will be due 4/1/07) The entire assessment may also be paid in one installment by 10/1/06. The entire balance must be paid by the morning of Friday, December 1st, 2006 or the gym will be notified that your daughter is ineligible to compete for Wintertime in Brandywine 2006. Families with more than one gymnast in the program are responsible for paying 100% of the total assessment calculated for the gymnast at the highest level, 50% of the assessment total for the second gymnast and each additional gymnast in the family, one food donation, and 100% of the WIB & ESGA meet fees for each gymnast. Members acknowledge that the assessment is calculated on the basis of ESTIMATED OR PROJECTED EXPENSES AND NOT ACTUAL EXPENSES. In the event that the actual expenses exceed the total amount assessed from Members, all Members agree to make a payment to the PPA in an amount determined by the Treasurer to be fair and equitable as to provide for a zero balance and cover any unpaid expenses of the PPA. VI. MEET ENTRY FEES AND MEET RELATED EXPENSES:The meet fees for the WIB & ESGA meets will be included in your initial payments. If the gymnast is unable to compete for one of the prepaid meets, the meet fee will be refunded to the gymnast either by check or a credit to the gymnast’s PPA account. The PPA has a “pay as you go” method for assessing meet fees. A tentative meet schedule (subject to change throughout the season) with approximated individual entry fees and due dates is attached to aide in budgeting for each level. Your personal account will be charged on the due date for each meet fee. Payment is expected by the 15th of each month for any meet fees not covered by funds available in your personal account. The PPA funds, to the extent possible: · 100% of coaches’ session fees for all meets. · 100% of coaches’ travel expenses for meets. · 100% of team entry fees. Each Member agrees to fund: · 100% of gymnast meet entry fees for each gymnast(s) in their family. · 100% of any meet travel fees incurred by gymnast(s) and gymnast’s family. Advance collection of the travel expenses paid through the PPA will be required. The meet schedule will be provided at the September meeting, posted in the gym, and sent by e-mail. It is subject to change by the head coach. It is the Member’s responsibility to stay aware of changes as posted in the gym or sent by e-mail. At the discretion of coaches, all gymnasts will be entered into all meets designated for their level unless rostering chair is notified otherwise by Member, IN WRITING, prior to the entry date or scratch date as published on our schedule. PPA will refund meet entry fees to the extent and at the time that the host gym refunds meet entry fees. The PPA pays meet fees in one check to the host gym. If your gymnast is on the list for competition (hence included in the payment) and is unable to compete, you cannot be refunded the meet fee unless we get a refund from the host gym.
VII. VOLUNTEER AND WORK REQUIREMENTSThe PPA will host three home meets during the 2006-2007 season. Members are required to work a specified number of “sessions” per home meet as determined by the home meet coordinator. If a Member has more than one gymnast on the Team, the requirement will be that of the highest level gymnast. A penalty of $300 will be assessed to the Member’s account if the family does not contribute time per the meet coordinator’s expectations. Members are required to attend the five regular, PPA meetings scheduled for the year, as posted on the bulletin board and distributed by e-mail prior to the first scheduled meeting. Failure to attend at least 4 of the 5 scheduled meetings will result in a penalty of $10 per missed meeting. It is the responsibility of the Member to sign the attendance sheet at each meeting documenting proof of attendance. Failure to do so may result in a penalty of $10 for each meeting that proof of attendance is not documented via signature on the attendance/sign-in sheets. Pre-Team Members are encouraged, but not required to attend all PPA meetings. All Members are required to participate in general fundraising events as approved by the Executive Board and discussed at the general membership meetings (see mintues of meetings for details). Monetary donations, as approved by the Executive Board, will be allowed in lieu of participation on an individual basis. VI. Payment Schedule, Late Fees, and Personal Account StatusA statement will be distributed to each family on the 1st of each month. A $25 late fee will be charged to any account with a negative balance on the 26th of the month. Fundraising monies accrued can be applied to the general assessment dues as well as meet fees. If you are experiencing financial difficulties that make payment difficult, please contact a member of the Board. The Board will make every reasonable effort to work out a solution that is satisfactory to everyone involved. Arrangements will be made on a case-by-case basis. Any amount left over in your account at the end of the fiscal year will be carried over to the next year. If you leave the gym, you will be responsible for payment of any outstanding assessments or balance owed in your account. If you leave the gym with a positive balance in your account, we CAN NOT refund that money to you nor can we transfer the balance to another gymnast. We are a tax-exempt organization and must abide by IRS regulations, which prohibit us from using funds for any purpose other than providing resources for team members. Please contact us before you leave so that we can determine If any of those monies can be applied to other eligible expenses. If an account is not in good standing and considered overdue, then the gym will be notified that the gymnast is ineligible for competition and will not be rostered for any subsequent meets, until the account is back in good standing. Also, accounts must be in good standing in order for your gymnast to be eligible for the annual banquet.
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