BOOSTER CLUB OVERVIEW The All Star Twister Booster Club (ASTBC) is a booster club, legally incorporated in the state of Georgia as a not-for-profit entity. It is primarily organized to financially implement the competition cheerleading program set forth by the All Star coaches. Specifically, the booster club is used to facilitate the billing and payment of costs associated with competition outside of the scope of instruction by Haydens. ASTBC funds and the booster club officers who handle the accounts are fully insured by AIM Company. Other supporting activities may be undertaken if requested by the Program Director and approved by the ASTBC Executive Board. Membership in the ASTBC is automatic if you have a cheerleader in the program, then you are a member of the ASTBC. ASTBC Leadership The Booster Club Executive Board is a group of Twister parents who have agreed to help organize and conduct required activities that are needed to support the All Star cheerleading program. These parents serve on a volunteer basis and receive no special privileges or compensation for their time and efforts, which are numerous, time-consuming and even tedious at times. Your support and understanding is needed and appreciated. If you feel the Board is not living up to its mission, your constructive input is welcomed. The Booster Club Executive Board works and coordinates very closely with the Program Director on a near daily basis to ensure that tasks and responsibilities required to ensure the operation of the cheerleading program are handled efficiently and properly. We handle those administrative responsibilities thus freeing up our coaches to do what they do best teaching our children and preparing them for competition. A Team Parent for each team is appointed by the All Star Twister Director and/or coaching staff to assist in facilitating communications and team social events. Team Parents may be invited to board meetings to provide insight and opinions from their squad parents on ASTBC activities. They also carry information back to their teams regarding upcoming events. The ASTBC may meet as a whole (all parents of cheerleaders) to discuss activities regarding upcoming events and vote on items of interest which require the consent of the entire membership. These meetings are publicized well in advance via email, fliers posted in the gym, through Team Parents via text messages, and the Twisters. Haydens International Gymnastics and Cheerleading Academy is not a part of the ASTBC and does not make financial decisions on their behalf. At times, the ASTBC may find it beneficial to its members to purchase items that will enhance the cheerleading program. These items are solely owned by the ASTBC and use of these items is limited to restrictions set by the ASTBC Executive Board. COMMUNICATIONS The ASTBC Executive Board believes that two way communications are key to a successful program. We work very hard to get important information out to everyone that needs it as quickly as possible. We have numerous methods of communicating information to parents and cheerleaders. We realize that everyone is at different levels of computer skills/internet access; therefore, we often will use several means of communication, especially if it is crucial or short notice information. It is up to you to obtain the information by whatever means is best for you. It is absolutely crucial that you stay current on what is occurring in the program. Many times, information is disseminated or requested from you that is time sensitive or requires parental input. Your timely response to these requests will help us enormously in completing tasks that ultimately support your cheerleader and her team. Questions email Melissa Cave at twisterspresident@gmail.com. Website The main information source tool is our website (www.haydensallstars.com). This is where you can find all current information regarding the Haydens cheerleading program, upcoming events, class times (or changes to class times), etc. There is a public area, where items are posted weekly, and sometimes daily. Team Parents/E-Mail/Text Messages Once you become a registered member of the website, you will be placed on an e-mail list of all participants. We can then send out a mass e-mail to everyone that is registered. Additionally, we keep in very close touch with Team Parents. When information needs to go out to parents, they are the first to know. Once they receive the information, they are responsible for immediately sending it out to their parents via email. Many parents may use text messages to send out quick, short messages regarding practices or other urgent notices. Get to know your Team Parent. He/She is your first point of contact for any information you need or questions you have. Written Documentation Information papers and event calendars are produced regularly and distributed through the Team Parents. They are also posted on the website.
SAFETY AND SECURITY The ASTBC takes the safety, privacy, and security of our coaches, cheerleaders, and cheer families very seriously. Booster accounts are password protected and accessible only to the president and treasurer of the ASTBC. Personal information on cheerleaders (address, phone number, email address, etc.) is only made available to the coaching staff and team moms for their specific use in program/team business. We ask that parents of young cheerleaders make a point to come into the gym to pick up their cheerleader from practice and safely escort them to the car. We have no way to monitor cheerleaders who leave the gym on their own. The parking lot can be a hazardous place especially in the evening hours. Young cheerleaders should never be outside the cheer gym on their own while waiting for a parent to arrive. Occasionally during the competition season, we send out press releases to local media with team photos. Names of the cheerleaders are placed in alphabetical order so as not to associate a name with a particular face. Photographs placed on the Twisters website do not use full names. If you see a photo of your child on the Haydens Twisters website that you would prefer not be displayed, contact the Program Director. PROGRAM COSTS There are two payments required to support your cheerleader s participation in the Haydens All Star Twisters. On-time payments to both Haydens and the ASTBC will ensure that your cheerleader is fully supported for the entire competition season. Haydens Tuition Tuition is the lifeblood of the Haydens Gym and thus the competition cheerleading program. Tuition fees are due monthly to Haydens Gymnastics and Cheerleading Academy to pay for gym time, coaches salaries, and weekly tumbling classes. You will be required to register at www.haydensgym.com and provide your payment method. Cost for each cheerleader is $144.70. This payment is auto deducted from your checking account/debit/credit card on the 1 st of each month. Additionally, Haydens requires the payment of an annual registration fee of $75 per cheerleading family. This fee is significantly discounted for cheerleaders who have been in the program more than two consecutive years. This fee is due every year on May 15 th and covers incidental costs associated with gym operation and account maintenance. Parents should be aware that tuition payments to Haydens MUST be made on time. Haydens does impose late fees for late payments. Failure to maintain your cheerleader s tuition payments will mean that she cannot participate in practices or attend competitions. Any cheerleader who falls behind in tuition payments to Haydens will not be permitted to participate in practices and will not be permitted to compete until brought current. Because the on-time payment of your tuition fees is so critical for the operation and maintenance of the cheerleading program, beginning this season we will be working with Haydens to ensure that late tuition payments from cheerleaders are collected. ASTBC (The Booster Club) Think of the Booster Club account as your cheerleader s individual savings account to pay for her All Star fees. Except for a nonrefundable administration fee of $65 (which is part of your May 15 th booster club payment), ALL other fees paid by you into your child's account through the Boosters, go directly to pay for expenses incurred by your child for uniforms, competition costs, bus transportation, etc. for the entire year. You will only pay for exactly what your cheerleader materially receives as well as her equal portion of all shared expenses. Much of this money is collected in advance so we have the money to pay for items and entry fees, which are usually due very early in the season. Budgets are planned and payments are estimated as closely as possible but they are just that estimates. Actual costs may be different than what was estimated for many reasons. Competitions may be added or cancelled; cheerleaders may drop off a squad or new cheerleaders may be added; items or services may not cost as much as initially estimated or they may be slightly more. In the end, you will only pay for what your cheerleader materially receives as well as her equal portion of all shared expenses. However, the final result is not known until well into the competition season. You need to pay your estimated budget fees each month. You will be refunded any money not used, at the designated refund time. Check payments to the Booster Account should be made payable to ASTBC (All Star Twisters Booster Club) and placed into the white Booster Box just to the left of the girls restroom in the Cheer Gym. Please include your cheerleader s name and team on all checks to the ASTBC. PLEASE DO NOT PUT CASH OR MONEY ORDERS IN THE BOOSTER BOX FOR ANY REASON. We will not be responsible for any cash or money orders that are left in the box and subsequently determined to be missing. You may also pay your monthly booster fees via PayPal. If you choose this option, be aware that there is a 3.4% service charge applied by PayPal, which is deducted from your payment. To ensure that the right amount is credited to your booster account, please include this 3.4% charge in with your payment.
Your Booster Account Every Haydens cheerleader has a secure and separate booster account maintained and viewable only by the ASTBC treasurer and president. All billings and payments are posted to the accounts by the treasurer usually within 48 hours of receipt. Every parent will be emailed a financial statement for the next month. The statement will reflect your payments to date and billings (and what they are for). The statement will give you a running total of how much money is left to pay on your account. You may pay any amount you want over and above the monthly budget amount. Payments are due to the ASTBC by the 15th of each month. If we do not receive your payment by the 20 th, you will be sent an email reminder by our Treasurer. On the 25 th of the month, if you have still not paid, the Booster Club President and All Star Director will be notified and your cheerleader will have to sit out practice. Please pay on time it takes up additional time and effort on the part of our volunteer treasurer to have to stay on top of late payers. Again, the key is communication. If you have any problems during the season with paying on time or on schedule, please contact the ASTBC Treasurer immediately so she can work with you to rectify the problem. Although great care is taken, occasionally mistakes occur. When you notify us of a possible error, be assured that it will be immediately investigated and if we have made a mistake, it will be corrected as quickly as possible. You will never be penalized for our mistake. Remember that the ASTBC is run by volunteer parents just like you we are not perfect and we appreciate your support. Items Billed Through the Booster Club Choreography/Music/Camp Costs - Energetic, exciting, competitive routines which can be performed by all team members are created during choreography camp. Assessment of team capabilities, preferences in musical and performance styles, required tumbling and stunts are all taken into consideration when creating the best choreographic package for each team. The costs for camp include the music and choreographers. These costs are shared costs billed through the booster club. Each cheerleader is charged her share of this cost. Once funds are committed towards choreography/music/camp, they are considered deposits and those costs are nonrefundable. We cannot refund money already spent or committed that is not refunded to the ASTBC. Any cheerleader who starts the program later in the year will also pay her fair share of camp costs. This is because she benefits from the created routine and the accompanying music even though she may not have been physically present at training. (See Cheerleaders Joining Later in the Season for details). Uniforms The full competition uniform includes the skirt/pants, the top, and a hair bow. You will be required to pay in full for your uniform before it is ordered. In addition to the competition uniform, each cheerleader is required to purchase two sets of practice clothes, which are worn during choreography camp and then are worn as practice clothes throughout the season. These clothes must be purchased in enough time to have them worn for choreography camp. Competition Entry Fees The All Star Director and coaches carefully consider and decide which competitions each team will participate in during the season. Entry fees must be paid for well in advance of the actual competition date to get the lowest rates. Once a competition has been selected, the Haydens All Star Booster Club pays the required competition entry fees to ensure that Haydens teams are properly entered. The entry fee is then subsequently deducted from each child s booster account (if that child s team is planned to compete). It is possible that not every team will compete in every competition. It is important to note that if your team had planned to compete at a competition and is unable to compete for any reason (illness/injury of teammate(s), inclement weather which is deemed unsafe for travel, for example), the competition entry fees already paid is not refundable to us once sent. Be aware that if your cheerleader had planned to compete in a competition where the entry fees have already been paid and she is unable to compete for any reason (illness/injury/ missed practices, failure to appear, for example), but her team still competes, your competition entry fee is not refundable to you. We don t get reimbursed for her so we are unable to reimburse you. Competition entry fees are non-refundable. As long as you are a cheerleader on the active roster, you are responsible for payment of entry fees for your spot. Coaches Expenses - Expenses incurred by the coaches as a direct result of accompanying their teams to competitions are equally divided among the cheerleaders on their teams. These costs are shared costs and billed through the booster club. Bus Costs - Cheersport Nationals is the one competition per year where buses are used to transport the teams. The cost of the number of buses we need is divided up among all of the cheerleaders and each cheerleader pays her portion. This is billed through the booster club. Space permitting, parents may also ride the bus. Administrative Costs - As with any program, there are costs associated with running the program. These may include (but are not limited to) printing, website fees, insurance fees, incorporation fees, tax filing fees, and special event needs. To cover these costs, a non-refundable fee of $65 per cheerleader will be collected at the first practice. Once paid, this fee is NON-REFUNDABLE.
Required Items to be purchased by Each Cheerleader Cheer Shoes Each cheerleader is required to purchase a designated pair of cheer shoes. They are extremely flexible and lightweight and are designed specifically for spring floors. We will have professional fitters come in to the gym. Payment will be made directly to the company at the time of ordering. Hotel Costs - For the 2017-2018 season, Battle under the Big Top, Spirit of Hope, Cheersport Nationals and CanAm will designate the hotel for our gym. You will be informed well in advance on how to make those reservations and the deadlines. Haydens teams are required to ride the team buses and stay together at the designated team hotel for Cheersport Nationals in Atlanta. This is because hotel rooms are virtually impossible to get in the downtown area and transportation is tenuous at best. The booster club obtains hotel rooms for our teams at a greatly reduced rate through Cheersport s tournament housing company and parents will be able to reserve their rooms online. The scope of this particular competition and its importance require cheerleaders and parents to be very responsive and available quickly to make practice and competition times. We cannot afford to have anyone late or missing because they stayed somewhere other than the team hotel. USASF Athlete Membership Beginning this season, all cheer athletes are required to be members of the U.S. All Star Federation. USASF membership verifies a cheerleader s eligibility to compete; provides education and information for cheer athletes, parents, and coaches, provides scholarship opportunities for member athletes. A copy of your cheerleaders Birth Certificate is required to verify their birth date. DOUBLE TEAM CHEERLEADERS Occasionally, cheerleaders are asked to cheer for multiple teams in order to help a team to be able to compete. We recognize that this requires additional work, commitment, and a sacrifice of more of their personal time. We do not want to make meeting this need for a squad a financial burden on the cheerleader s family as well. As a result, we will try to minimize the additional costs to these cheerleaders. Cheerleaders who compete for multiple teams will pay all of the expenses for their own primary team as well as any competition entry fees for the second team. SUBSTITUTE CHEERLEADERS Cheerleaders who are replacing an injured cheerleader on a temporary basis are considered subs. Subs enable the coach and team not to have to rework a routine and it holds a spot open for the injured cheerleader to return when she is healthy. There is usually not a definite time period for these scenarios. If competition fees have already been paid for that spot on the squad, the replacement cheerleader will not be charged to compete in that spot. They are doing the team and injured cheerleader a favor. If the fees have not been paid, then the sub is responsible for paying those entry fees. The spot still belongs to the injured cheerleader. CHEERLEADERS JOINING LATER IN THE SEASON Cheerleaders may be added throughout the year in order to replace cheerleaders who have quit or to fill gaps in a squad. The addition of a cheerleader to a team is solely at the discretion of the coaches. When a cheerleader joins later in the year, there is immediately a large amount of money due. In order to minimize the financial impact to the family (but still be able to make commitments to vendors), cheerleaders who join after June 30 will have 30 days to catch up on their booster club payments. 50% of the balance due (as of the date they join the team) will be due immediately and the other 50% can be paid one month later. They will need to pay any monthly payment due in between those two dates and all other future payments on time as well. Cheerleaders who join the team after tryouts and before November 1st are required to pay all of the expenses incurred by cheerleaders that started the program from tryouts. They will be using the routine for the full competition season and therefore will pay full cost of the routine paid by their team members and will pay their share of shared costs that have been billed to everyone else. They are required to have all apparel items all other cheerleaders have been required to purchase. Cheerleaders who join a team after November 1st (or after competitions have started) and are not double team cheerleaders are, in most cases joining the team at the request of the coach to enable a team to be able to compete or continue to compete. This is considered a special set of circumstances and the ASTBC reserves the right to vote on this type of special circumstance to determine the costs and basic needs of the particular cheerleader brought in to enable a team to continue to compete. If we have already paid entry fees on behalf of the cheerleader that quits or is dismissed, that money will be put towards her replacement s entry fees. DEPARTURE FROM A TEAM Every year, we have some cheerleaders who are either unable or unwilling to continue on the team for the entire competition year for various reasons. It is important that you understand the financial implications of that potential situation.
The Cutoff Date June 1st is the cutoff date for being able to receive an immediate refund of any money paid into the booster club by the parent (except for the $65 administrative fee and any deposits made on behalf of a cheerleader for camp, clothing, or competition costs). If you are still on the active roster as of June 1 st then you have committed to being a member of the team for the competition season. You have been included in the number of team members on the team. Costs have been figured for everyone based on you being on the team. You will remain responsible for these shared expenses even though you have left the team. If you leave the team after June 1 st, all funds paid into the ASTBC are forfeited. Refunds The money collected for your booster fee is an estimate. We will refund the difference in what has been collected and what the expense were, if any costs were less than what we estimated. Remember that the $65 administrative fee is non-refundable. If you received any scholarship money or double team credits, those are not refundable to you. You are responsible for any ordered items or services that have been paid for and unable to be cancelled. The ASTBC may offer assistance to help sell these items to another cheerleader, but once paid for, they belong to you and money spent from parent funds buying them cannot be included in your refund. The dismissal of a cheerleader is solely at the discretion of the coach. There are NO REFUNDS (competition fees, clothing costs, choreography/music, administrative fees, etc.) to anyone who quits or is asked to leave the program. Anyone who leaves or is dismissed is responsible for all remaining debts and any legal fees which may be incurred by our attempts to collect valid charges. Written Notification Required to ASTBC Should it be necessary for a cheerleader to withdraw from the Twisters program, a parent must notify the ASTBC in writing that this action is being taken as well as the effective date of withdrawal. Verbal or text notification to any coach, board member or team mom is not sufficient. The effective date of withdrawal cannot be earlier than the date of the withdrawal note. A withdrawal notification should be placed into the white booster box in the Cheer Gym. If there is no date on the notification, we will assume the date is when we first physically are in receipt of the withdrawal note. The reason for this policy is because many financial actions involving all cheerleaders are constantly being arranged, coordinated, and handled in preparation for camps, uniforms, competitions, and other Twister activities ongoing throughout the year. If you fail to notify us that your child is withdrawing from the program, we will still be including your child in the obligations made on her behalf and cost share calculations. The ASTBC does reserve the right to vote on special circumstances where a cheerleader is injured during practice or competitions and a doctor has deemed it unsafe for the cheerleader to continue for the remaining of the season. AND, FINALLY Unfortunately, we have a few parents every year that put us in the very uncomfortable and difficult position of having to approach them about late or missing payments. It is also uncomfortable and embarrassing to your cheerleader to be pulled out of a practice or competition because fees have not been paid by her parents. Be aware that YOU are responsible to ensure your cheerleader s account is paid on time and that all fees are paid. Every parent with an email account will be sent a statement/bill on the first of each month. Payments need to be made on time. All monthly booster payments, except for the initial payment, are due by the 5th of each month. If you know you cannot make a payment on time or cannot pay according to the budget schedule, please contact our treasurer immediately. Please don t wait for us to call you. We cannot help fix a problem unless we are made aware of it. In the past, we have had to deal with checks returned to us for insufficient funds. Our bank now has a service called Pay-Tek that handles all returned checks directly. When we are notified that a check has been returned, that cheerleader s account is immediately debited for the amount of the returned check. Each returned check incurs a $35 charge by the bank. Please do not wait for us to approach you for a returned check. You are usually notified by your bank and know that your check was returned before we do. Please be proactive and call us to work this out as soon as you find out that a check was returned so your cheerleader s account does not get behind in payments. We reserve the right to request payment by money order if we have repeated instances of returned checks from you. You may request a written statement of your account at any time by contacting our Treasurer, Amy Matthews at twistersfiance@gmail.com. However, if required fees are still not paid on time, the ASTBC president, program director and team coach will be notified. We will cease paying any entry fees or other required items for your cheerleader until your account is brought current. ASTBC Contact Email: President Melissa Cave twisterspresident@gmail.com Treasurer Amy Matthews twistersfiannce@gmail.com