Registration & Travel Account Policy

REGISTRATION/TRAVEL ACCOUNT POLICY

Preamble

1. As a not-for-profit organization, the Calgary Torpedoes Board of Directors makes every effort to keep costs at a minimum for registration and travel fees, without compromising the Club vision, mission and values. Pre-season planning by the Board of Directors involves a thoughtful process that determines a realistic and achievable strategy for the payment of these fees throughout the season.
2. This planning is based on athlete commitments provided by families at the beginning of the season.

Purpose

1. The purpose of this policy is to:
   1. Outline the expectations related to the management and payment of registration and travel fees, and
   2. Clearly define member financial responsibilities for travel commitments made for the season.
2. This policy should be read in conjunction with the Transportation/Travel Policy

Athlete Commitment & Financial Obligation

1. At the beginning of each season, families are required to complete a Commitment Survey indicating their athlete’s intended participation in travel opportunities.
   1. Attendance at age group competitive events is expected for athletes offered placement on a competitive Calgary Torpedoes team.
   2. Attendance at training events is optional but highly encouraged.
   3. Exceptional athletes may be invited to play up. Those athletes are expected to attend their age group competitive events before committing to opportunities to play up.
2. The information provided in the Commitment Survey is used to determine team entries, travel planning, and budget commitments made by the Club.
3. Families will be financially responsible for costs associated with the commitments identified in the Commitment Survey, regardless of whether the athlete ultimately participates, unless the Board of Directors determines that extenuating circumstances apply.
4. Should an athlete’s availability or ability to meet their commitment changes during the season, the family must notify the Club in writing. Written notice allows the Board of Directors to review the situation and determine whether extenuating circumstances exist that may warrant an adjustment to financial obligations.
5. Failure to provide timely written notice does not relieve the family of financial responsibility.
6. Written notice does not guarantee that adjustments to financial obligations will be approved.

Registration Account

1. 1. Registration Fees as well as travel cost estimates are published annually on the Club Website (www.calgarytorpedoes.ca) and detailed in the annual Program Guide.

• Payment Plan

1. 1. 1. Payment plan is described in the program guide of each season.
      2. Account statements will be emailed to members every regularly.
      3. Account balances are to be paid within 30 days of notice of overdue amounts.
      4. Interest of 5% will be collected on accounts that are overdue past 45 days.

• Refunds & Withdrawals 

1. 1. Notice of withdrawal of registration must be received, in writing within fourteen (14) calendar days of the latest of the following dates:
      1. the first scheduled practice at which athletes enter the pool;
      2. the date the athletes are notified of placement on a Calgary Torpedoes team, if the first day of practice has already occurred; or
      3. A specific date stated in the placement notification.
   2. Written notice must be submitted to the Club in accordance with established processes.
   3. Members who withdraw within the 14-day-calendar withdrawal period may be eligible for a refund of registration fees, subject to the following:
      1. a $200 processing fee,
      2. non-refundable fees charged to the Club by governing bodies (including, but not limited to Alberta Water Polo Association (AWPA) and Water Polo Canada (WPC),
      3. credit-card processing fees, where applicable.
   4. Where written notice of withdrawal is not received by the Club within the 14‑calendar‑day withdrawal period, the member’s registration shall be deemed to continue and registration fees shall be non-refundable, except where the Board of Directors determines that extenuating circumstances apply.
   5. Requests for consideration after the withdrawal period must be submitted in writing. Submission of a request does not guarantee approval or relief from financial responsibility.
   6. Where the Board of Directors approves a withdrawal after the withdrawal period, the following shall apply:
      1. a $200 processing fee;
      2. applicable credit-card processing fees; and
      3. Forfeiture of non-refundable governing body fees.
   7. Registration withdrawals do not negate a member’s financial responsibility for team-related commitments relied upon by the Club based on information provided through the Commitment Survey, including commitments related to training, roster planning, or Club-sanctioned travel.
   8. Financial obligations incurred by the Club prior to receipt of written notice remain the responsibility of the member, unless the Board of Directors determines that extenuating circumstances apply.
   9. Any approved member withdrawal shall result in the forfeiture of any bond Deposit(s) or bond cheque(s) held by the Club. Forfeited bond amounts will be applied toward covering team-related financial commitments (Refer to the Bond Policy for additional details).
   10. Any refund approved by the Board of Directors shall be subject to proration. Proration will be calculated by rounding up to the nearest month, and the date of the last practice attended, with proration applied in favour of the Calgary Torpedoes organization.
   11. Withdrawal approval and any associated refund do not alter the family’s financial responsibility for commitments relied upon by the Club prior to receipt of written notice.
   12. At the end of the season, members will be refunded any travel account balance exceeding $25. Travel account balances of  $25 of less will be retained in the athletes travel account for up to one additional  season. If the athlete does not return to the Club within one playing season, any remaining travel account balance shall be forfeited and  absorbed by the Club.

Travel Account 

1.  The Athlete Travel Account holds funds that are used as payments towards National Championship League (NCL) travel, Invitational Tournament travel, and/or Training travel.
2. Competition or training travel opportunities are not included in the registration fees and are the responsibility of the member to pay for in full.
3.  Travel fees will be calculated prior to each trip and communicated to members 1-2 weeks before travel.
4. Travel fees must be settled by the deadline outlined in tournament correspondence. A 2.8% service fee will be applied to payments made by credit card.
5. Actual travel costs will be reconciled after each event and adjusted to each player’s travel account monthly.
6. Outstanding payments more than 30 days past travel completion may result, at the Club’s discretion, in the athlete being withheld from future travel until fees are paid in full.
7. Deposits/Fees paid for travel are non-refundable.  Fees/Deposits may be transferable should another athlete be available to fill a roster spot.
8. Members may have the opportunity to apply a portion of fundraising amounts to travel costs, in accordance with the Torpedoes Fundraising Policy.
9. Certain training trips may require a Deposit (amount to be determined depending on trip) submitted by the date determined by the Board of Directors. For such trips, a payment schedule will be provided leading up to departure for the balance of the travel costs.

Outstanding Fees and Good Standing 

1. All outstanding league and trip travel fees must be paid in full by May 31 of the current season.
2. Failure to do so will result in the member’s Good Standing status being revoked until all balances are paid in full.

Exemptions to this Policy 

The Club acknowledges that extenuating circumstances may arise during the season.

1. Requests for consideration must be submitted in writing to the Club as early as possible.
2. All requests will be reviewed by the Board of Directors, which retains sole discretion to determine whether any adjustment to financial obligations is appropriate.
3. Submission of a request does not guarantee approval.
4. Requests for alternative payment arrangement should be directed to the Club Treasurer.

Review Date and Approval Date 

1. This policy can be reviewed annually either by the Board of Directors or a committee assigned by the Board of Directors for such purpose. Changes should be recommended and presented to the Board of Directors for approval.