Club Policies

Welcome to Surrey Gymnastic Society!

Registration

Withdrawal

Competitions

General Information

Our club is a non-profit society that is run by our membership.

This means that:

• All revenues stay in the club.
• The direction and motivation of the club come directly from the members.
• The responsibility for raising funds to run the society rests with the membership. 
• The members are required to assist with many events, programs, and tasks.

As a society, we rely heavily upon the volunteer efforts of our members. It is one of the three major aspects of the society that allow us to keep our fees reasonable and at the same time ensure excellence in coaching and maintaining good quality equipment. Our fee schedule is unique in that as your child’s skills increase and the need for more qualified and therefore more costly coaching arises, the hourly fee actually declines. In a real sense, the revenues generated from fundraising and gaming are subsidizing your fees.

If we lose our Gaming license we would be forced to increase our fees.

The other two major aspects are tightly related. These are the gaming and fundraising revenues. We are very fortunate to have our gaming license, which currently accounts for approximately 20% of our total revenues. If we did not have these revenues we would be forced to raise our fees by 20%. The competition for bingo revenues is very stiff among societies. There are many other worthy causes that are vying for the same gaming dollars.

In order to keep our gaming license we must follow stringent guidelines set by the Gaming Commission. One of the requirements is that our members must show that we are actively pursuing other sources of fundraising. This is why it is so important that we have other fundraisers even though they do not show the same return as the gaming revenue. A Representative from the gym will liaise with the Gaming Branch to ensure guidelines are being met.

Keep these points in mind as you read the following policies. If you have any questions regarding the policies of the Society you can ask one of the administration staff, one of the head coaches, or another parent who has been around for a while.

The Board of Directors holds monthly meetings to discuss current business and refine policies. The meetings are structured but informal. Each meeting has a time set aside to hear input from the general members. If you have any ideas or suggestions, feel free to contact the President or Club Coordinator and request to be put on the agenda.

Each year we have an Annual General Meeting to pat each other on the back and encourage members to volunteer to serve on the board. The meetings are normally short and are held at the gym. At least one representative from each family is expected to attend.

Registration

1. 1. Registration is done on a first-come-first-served basis.
   2. Payment in full must accompany the registration.
   3. The Administrator will handle any refund requests.
   4. The athlete/coach ratio is set by the program Head Coach and approved by the Personnel Committee.

• There will be a probation period, as determined by the Club Coordinator and Head Coach, for all new members and for members that have previously left the club and wish to return.

Fees

1. The competitive season begins on August 31st each year.
2. The fees are a yearly rate divided by 12 to find the monthly rate.*
3. Summer training is included in the fee schedule.*
4. If summer training is missed, a returning athlete in September is still required to pay for missed summer training*
5. Each year when you register your child with SGS you will be required to submit post-dated cheques for your child’s fees for the full season. Post-dated payment can also be made using VISA or MasterCard. Should you choose to pay the full season’s fees in one payment (upfront), you will receive a 5% discount. The office will not accept cash, however, Interac (Direct Debit) is available.
6. When two or more competitive program athletes are siblings, a 25% discount will apply to the lowest fee.
7. If your child is unable to attend the scheduled hours of training due to family obligations, vacations, etc., you are still obligated to make your monthly installments.
8. When athletes are training away from the gym (i.e. National Championships, exchanges, etc.) the fee is still due in full.
9. High School graduates may request funding for training based on their involvement with SGS.
10. A $25.00 charge will apply for all NSF returned cheques. After a second NSF cheque is encountered in a single season you will be required to submit guaranteed funds dated the first of each month.

Withdrawal

1. If your child wishes to withdraw from any of the competitive programs, one month’s written notice is required to be given to the office administrator.
2. The gymnast may attend during the 30 days following written notification.
3. Any remaining cheques will be returned to you at this time.
4. Monthly points will be prorated upon leaving the club.
5. A $50.00 Withdrawal Administration Fee will apply.

Training

Respect the decision of the coach in placing athletes in a workgroup or class in which he/she feels will allow them to work in the most comfortable surroundings.

Attendance

1. • We ask that when you are picking up or dropping off your child, you park in the main parking lot.

• • Surrey Gymnastic Society will not be responsible for vehicles that are parked at the facility.

• • For safety reasons, we ask that you accompany your child (under 13 yrs) to the gym from the parking lot.

• • When classes are over, we ask that the child (under 13 yrs.) wait inside the building until their parent arrives to pick them up.

• • Please be on time. If for some reason you will be late picking up, please phone the gym to let the coach know. Call 604–594–1555.

• • If you do not call the gym to notify the coach that you will be late, your child may be sent home in a taxi at your expense. Coaches can not be expected to stay after classes.

• Please call to notify the coach if your child will not be attending class.

Observed Holidays

Under normal circumstances, classes will be canceled on observed holidays.

Injuries

1. 1. In order to receive a reduction in fees the office must be notified by the parent (including a Doctor’s note) within one week of the injury/illness.
   2. An athlete must be away from the gym for at least 1 month.
   3. Tuition may be adjusted depending on the specific circumstance
   4. Injured athletes are expected to participate in classes in any way they can.

Dress Code

1. Female athletes wear a bodysuit with or without gym shorts.
2. Male athletes wear a singlet or t-shirt with gym shorts. Briefs, not boxer shorts, are worn underneath.

Competitions

Conduct of Parents at Competitions

1. Parents are not permitted access to competition areas.
2. Only GBC-registered athletes, coaches, judges, and competition volunteers are allowed on the floor during meets or training sessions.
3. Parents are not to communicate with athletes during competitions.

Registration Fees For Competitions

1. Coaching staff make all decisions on which competitions gymnasts will compete in
2. In order to process payment fees in a timely manner SGS has a CTE Fee. The fee structure is as follows:
   1. Every month a charge will be made to your account. This charge will cover the cost of competitions for the year
   2. CTE’s are non-refundable
   3. CTE’s are paid in 8 equal monthly payments (September – April)
   4. Payment is due by the end of each month with tuition
3. There are 5 mandatory competitions per season (excluding pre-comp)

Travel Expenses

1. Parents will be responsible for all athletes’ and possibly some coaches’ travel costs incurred throughout the competitive season.
2. Travel assistance may be available to subsidize the costs for some meets.  See funding policy for travel.

Uniforms

1. All competitive athletes are required to purchase a club tracksuit and bodysuit or singlet and shorts.
2. Your coach will inform you of the details including the cost of new or used uniforms.

Financial Assistance

• Financial Assistance will be provided in the following priority:
  • Athletes
  • Coaches
  • Judges
• The following events will be considered for funding:
  • Nationals
  • Elite Canada
  • Westerns and any other provincial team representative meet not listed
  • International Meets (ie out of the country)
  • Training camps for national program members
  • Out-of-town or out-of-province invitational meets
• Any financial assistance up to 50% of the cost will be presented by the head coach and approved by the board of directors
• The board of directors reserves the right to deny funding to any member who:
  • is not in good standing financially
  • has not worked off their commitment points
  • has not participated in fundraising activities
  • is under disciplinary action
• There will be no funding for athletes under a probationary period

If a travel funding application is presented, the Board will decide whether funding will be made available.

* Updated based on the 2022-2023 registration package – January 4th 2023