Web view9/5/2017 · Service charges ... Formal harassment complaints must be put in...

2017-2018Competitive Handbook

Updated Sept 5, 2017

TABLE OF CONTENTS........................................................................................................................... 2

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1. Athlete Membership ............................................................................................................... 3

Equitability ................................................................................................................ 3

Coaching Expertise ................................................................................................... 3

Use of the Gym ……................................................................................................... 3

Harassment …………................................................................................................... 4

2 Communication....................................................................................................................... 4 /5

3 Fees ………………………................................................................................................................ 6

Fee Calculations .......................................................................................................... 6

Payment options ......................................................................................................... 6

Service charges ........................................................................................................... 6

4. Injury prevention / injured athletes …………………………........................................................... 7

5. Training Attire......................................................................................................................... 7 / 8

6. Travel Costs............................................................................................................................. 8

7. Choreography (Women’s program only)................................................................................ 8

8. Attendance ………………………………………………………………………………………………………………………. 9

9 Withdrawal ............................................................................................................................ 9

Competitive Fees Policy ………………………………………………………………………………..…….… 9

Arrears Policy ………………............................................................................................. 9/10

10. Credit System Information...................................................................................................... 10

Credit Value................................................................................................................ 11

Credit Cheques .......................................................................................................... 11

Credit Opportunities ................................................................................................. 12

Friends of Phoenix .................................................................................................... 12

11. Mandatory Fundraising Events ………………………………………………………………………………..…….… 12

12. Optional Fundraising Opportunities …………………………………………………………………….……….…. 12

13. Contacts ................................................................................................................................ 13

14. Payment / forms Summary Timelines …………………………………………………………………..….……… 13

15. Form Submission Checklist………………………………………………………………………………..…….……… 14

16. Fee chart ………………………………………………………………………………………………………………………….15

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PHOENIX GYMNASTICS CENTRE2017 - 2018

MEMBERSHIP INFORMATION

1. Athlete MembershipAthlete participation in the program is subject to “continual evaluation”. Characteristics such as performance, athlete’s code of conduct, attendance, effort and other attributes determine whether or not they will continue to participate in our competitive program on a yearly basis.

Equitability

Every athlete is an individual, and, as such, requires unique coaching. Equitability does not mean the exact same coaching for each athlete. The coaching staff will deal with each athlete individually, based on what his/her strengths and weaknesses are, how he or she progresses, his/her unique personalities, and what is best for him or her as an individual.

Attendance

It is expected that athletes will have an attendance rate of 80% + for training.

If this does not occur athletes may be removed from competitions, training camps and is up to the discretion of the personal coach & the program head.

Coaching Expertise

The coaching staff strictly decides upon each competitive athlete’s competition level/routines/skill level and all other technical components of their training.

Use of the Gym SAFETY IS OUR MAIN CONCERN! All safety rules MUST be followed. Athletes will not be permitted to have cell phones on the floor during training.

o Phoenix Gymnastics Centre has several IPAD’s, video cameras, or playback that may be used during training.

Any activity taking place in the gym that compromises safety will not be tolerated! Common sense, respect for one's own limitations and for other participants around must be applied

at all times. No one trains alone. Participants must use the facility in their scheduled program time, with a certified, Phoenix coach

present. All accidents /incidents must be documented and reported to the appropriate program coordinator. No outdoor shoes are allowed in the gym area (i.e. past the front door). Please place shoes/boots

on boot racks at reception. No food, gum, beverages (except water bottles) allowed in the gym area. No smoking or alcohol is allowed on the premises. Anybody appearing to be ‘under the influence’ will be immediately expelled. Athletes must be appropriately dressed for participation (i.e. bodysuits, singlet’s).

o Please avoid loose fitting or baggy clothing. o No long or dangling jewelry is allowed (medical bracelets should be taped). o Glasses should have secure restraints o Long hair must be tied back.

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Harassment Harassment is defined as any behavior such as:

Comments, gestures or contact which causes offence or humiliation, or any conduct which is not welcomed and unsolicited

Psychological harm to an individual which causes fear or mistrust or devalues the individual Abuse of authority or position.

The Phoenix Gymnastics Centre believes in providing a harassment free work and training environment and therefore will not tolerate any harassment by coaches, athletes, volunteers or parents when training in our club or competing outside of our club

Phoenix requires all athletes, staff and coaches to treat each other with respect at all times. This includes while in our facility and while representing the Phoenix Gymnastics Centre at outside

events. As an added precaution, coaches will not room with athletes when away at competition without prior

consent of the parents. All athletes, staff, coaches, parents and volunteers have the responsibility to report any abusive

behavior they witness to the most senior staff member available. Phoenix will endeavor to ensure that there is no retaliation from the alleged offender or associates. Formal harassment complaints must be put in writing and submitted to the appropriate authority.

Penalties for Violation of Policy Any staff, parent, athlete or volunteer violating Club Policies may be subject to one or more of the following penalties:

o Verbal reprimand (and will include a written record) o Written reprimand o Suspension of training or employment o Termination of membership/or employment o Legal action

2. CommunicationAll information from the Phoenix Gymnastics Centre is distributed to the parents/guardians through Blogs as our primary communication methods.

It is the parent’s responsibility to ensure Phoenix has current email address (est.).

A change to your email can be sent to [email protected].

Electronic communication will ensure we are sending the same message out to all while keeping our costs down, it is faster and more efficient than in a paper format.

In addition a both email & a mail slot system is located in the athlete area.

It is the athlete’s responsibility to check the mail slot and to check your provided e-mail address regularly.

Each program will have an email to which all correspondence should go.

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BLOG / EMAILS

Parents / athletes are responsible for checking the BLOG on a regular basis.

If you choose the “FOLLOW” option – you will receive emails

WAG Program -

BLOG: phoenixgymnasticswag.wordpress.com

EMAIL: [email protected]

MAG Program -

BLOG: magphoenixgym.wordpress.com

EMAIL: MAG @phoenixgym.ca

T&T Program -

BLOG www.phoenixgym.net

EMAIL: [email protected]

Social Media:

Facebook page Phoenix Gymnastics Centre – CAN

Website www.phoenixgym.ca

Instagram thephoenixgym TAG - #PHXgym for all pictures to go to one spot

Twitter thephoenixgym

Youtube Phoenix Gymnastics Centre

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http://www.phoenixgym.net/

3. Training Fees The monthly fees are calculated, based on hours of training per week for September to June of each year and separate summer fees. The hours for summer training will be based on the number of hours per week each individual athlete trains during the regular season and dates for training will be set by the coaches prior to the end of regular training season. These will be circulated the same way as regular season training.

a) Fee CalculationOur fees are based on the number of athletes in the program and therefore it is important to understand that you must pay the entire amount whether your child is at all the training sessions or not, as we must pay our staff for the entire year. There are no adjustments for holidays or missed workouts for other activities. If your child becomes ill or injured for an extended period of time then you may be eligible for a reduction. Please contact the head coach if you require more information.

Failure to return forms or payment on time will result in your child not being allowed to train, so please be prompt. Paperwork not returned by returning athletes by July 1,2017 will be subject to a $100 penalty.

Fees – See Appendix #1(at the end) Cheques are payable to PHOENIX SPORTS FOUNDATION

A.G.F. fee must be paid prior to the first training session of each new season.

b) Payment Options - You may pay your fees by cheque, Visa or Mastercard.

Option #1 – Annual Payment

The payment should be dated for the start date of training.

If you choose this option, you will receive a 5% discount.

Option #2 – Bi - Annual Payment

The payment should be dated for the 1st month of training (July) and 6 months (Jan).

If you choose this option, you will receive a 3% discount.

Option # 3 - Monthly Payment

Payments are to be post-dated for the first of each month.

All fees are payable to: Phoenix Sports Foundation unless otherwise stated.

c) Multiple Siblings Families with two or more children will receive a 5% discount

d) Service ChargesA service charge of $25.00 will be charged for all NSF payments.

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4. Injury prevention / injured athletes / Concussion PolicyIn the unfortunate event that your child becomes injured for an extended period we may be able to reduce or suspend your fees. You must submit any request for fee suspension to the director in writing.

The injury or illness must be over 30 consecutive days before any suspension of your fees will be considered. If your child is still training but at a reduced rate please talk with Trish to get a reduction in your child’s training hours. Again, these reductions are for injury or illness in excess of 30 consecutive days.

Any athletes who think they may have sustained a concussion MUST see a Doctor. Following this Phoenix Gymnastics Centre will follow the AGF Concussion Policy return to play protocol. All athletes MUST have Medical Clearance in order to resume training. NOT OPTIONAL.

At the time your child returns to training; a note* will be required before the athlete will be allowed to train.

(*-Qualified medical person)

It is imperative that FULL disclosure of any and all athletes medical information be provided to coaches.

Failure to disclose may result in the athlete being removed from the program.

5. Attire

If you are not dressed appropriately you will not be allowed to train.

All athletes are responsible for their clothing and any articles found after they have left will become the gym’s property and may be purchased back for $1.00.

At the end of the season – all remaining articles will be displayed for athletes & parents to claim – Unclaimed items will be donated.

Required Competitive Attire The competitive attire must have an excellent fit. Be prepared to buy a new one as your child grows.

Currently the competitive attire is the same for the Women - WAG/T&T and Men – MAG / T&T

WAG:

o 1 of either - Long-sleeved leotard (GK) or Precompetitive tank suit (developmental) Approximate cost: $250.00 for Women Comp suit Approximate cost: $ 85.00 for Pre-comp tank suit

o Track jacket Approximate cost: $100.00 for women

o Black tights are to be worn with track jacket

MAG:

o Singlet, shorts & longs Approximate cost: $180.00 for men

o Track jacket & Track Pant s Approximate cost: $150.00 for men

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T&T:

o WOMEN Long-sleeved leotard (GK)

Approximate cost: $250.00 for women Track jacket

Approximate cost: $100.00 for women Black tights are to be worn with track jacket

o MEN Singlet, shorts & longs

Approximate cost: $180.00 for men Track jacket & Track Pant s

Approximate cost: $150.00 for men

T & T athletes must have white socks or slippers for trampoline & DMT

Athletic Tape

Tape will be available for purchase from the front for $2.50 a roll (Bring your own or have the cash on hand)

All Competitive athletes will be given either a tank suit or a Men’s training shirt for training porpoise.

6. Travel Costs (additional cost)- Each athlete is responsible for all entry fees to competitions and training camps. - Each athlete is responsible for costs related to travel, accommodation, and meals when at a

competition or training camp.- Each athlete will be responsible for a portion of the coaches’ / judges costs if applicable.

WAG Program –

Jo 1 – 3 $250 **

Jo 4+ $400 **

** Payment at the start of the season for Additional competition fees

T&T & MAG Program – Will be billed after each event

* Presence at Award Ceremonies: As per competition Regulations, rule 4.3: All Gymnasts not present for their awards (Medal or ribbon) will not receive their award and may not receive the credit or their scores obtained during the competition, unless given a special permission dealt with in advance with a

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Phoenix Gymnastics Centre representative / GCG representative. Final decision will be made by the Program committee.

7. Training Camps

Phoenix Gymnastics Centre believes that additional Training opportunities with different locations (PIT, Tawatinaw, AGF, International camps) new presenters or team coaches are a fantastic idea & supports the options for athletes and coaches to partake.

We will be traveling annually to Tawatinaw (fall usually) for a Phoenix Training Camp – this promotes team unity & a chance for athletes to have a team travel experience.

8. WAG Program ONLY - Additional fees A) Choreography * see coordinator for any additional questions

- JO program Levels 1 – 5 will be given required routines

- JO program Levels 6 – 10 will be required to have choreography for Floor.

This will be separate and paid directly to the choreographer.

B) Pit Fees - Additional fee for Aspire, JO 6+ and JO 3-5 A and B (please see Blog for update)

C) Dance – This additional fee has been incorporated into your current fees.

D) Running – Additional fee of $55 (includes GST) due Nov1, 2017

8. Attendance

All athletes are expected to have over 80% attendance during regular training.

If you fall below this, you will be contacted, and may be in jeopardy of not being eligible to attend events, competitions or training camps.

There are NO make up days for training - ONLY in special circumstances with prior approval of the program coordinator will this be considered.

If you have questions please contact the program coordinator or the director.

10. WithdrawalWhen you register for Competitive Training you have made a yearlong commitment.

Withdrawal from a program prior to June 30th requires 30 days notice in writing as well as one-month fees.

After April 1st there are only two situations where you will be released from completing full payment of your Annual Training Fee commitment: 1) for health reasons (which requires delivery of a note from the Athlete’s Doctor) or 2) a move from Edmonton and its surrounding county.

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No partial month refunds will be made. Members are responsible to fulfill any prorated credits to withdrawal date, through subsequent volunteer or cash equivalent.

COMPETITIVE FEES POLICY

Phoenix will, in cases, attempt to refund or reduce athlete fees in the competitive program in a fair and timely way. However, it should be stated that before a refund or reduction will be considered, it is the responsibility of the parent to apply in writing to the director and ensure accounts are current.

1. The following guidelines will be followed for a reduction in training fees. There will be NO reduction in fees during the months of December, May, or June

during the same competitive season. A reduction (per training year per athlete) may be applied in writing to the director.

The conditions for this reduction shall be:a) A FULL MONTH’S NOTICE must be observed.b) MEDICAL – A doctor’s note must be provided and no training must occur

in the month of the request.c) TERMINATION – no training in the month of request.d) DISCIPLINARY ACTION – no refund and will be treated on an individual

basis by the director.

2. The following guidelines will be followed for a refund in training fees: There will be NO refunds for training in the months of December, May or June. Refunds may be applied for in writing to Trish with one month’s notice.

ARREARS POLICY

Phoenix Gymnastics shall, in all cases attempt to keep the competitive accounts current and paid up to date. It is not the intent of the PGC to limit an athlete’s training but to make the gym financially responsible to its members.

The club will NOT sanction ANY events for an athlete with outstanding fees Fees must be current on a monthly basis. All arrears must be cleared by the end of the year (JUNE) – registration in any summer or

yearly training will not occur unless all fees are current.

Outstanding fees shall be addressed in the following manner:

A phone call, notice in the mailbox and/or e-mail will be mailed to the athlete’s parents advising them of the overdue account.

One week after the phone call, the parents will be notified and the athlete will be asked to leave training until his/her account has been paid in full.

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10. Credit System Information

The credit system was implemented in 2007 to increase parental participation within the competitive and pre-competitive programs.

The system is based upon:

Fairness – the number of credits required is determined by the number of hours of training; Choice – if you don’t have time to participate you may opt out by paying out your commitment at

$25.00 per credit - see chart for amounts Participation – will be spread over the entire membership instead of a handful of people doing all

the work and you will be given credit for the work you do.

For the club to successfully carry out its competitive programs, additional volunteer time is required from many members such as at competitions hosted by Phoenix.

Training hrs. per week # of Credits $ cheque

Up to 4 hours 10 $ 250.00

5 - 7 hours 20 $ 500.00

8 - 11 hours 25 $ 625.00

12 + hours 35 $ 875.00

a) Credit ValueThe value of a credit is calculated based on a value of approximately $25.00 for in-kind donations, or approximately one hour of volunteer time, or any combination thereof where applicable.

You may choose to opt out of the credit program by paying for all your credit requirements by payment dated July 10, 2017. The amount owing is identified on your Paperwork outline.

b) Credit options – Credit Card OR Cheques Either by Credit card authorization or Credit cheques are mandatory. IF paying by cheque, this is to be dated for June 1, 2018. You will be notified if you are in jeopardy of having your cheques cashed.

c) Credit Opportunities Committee work:

o Phoenix Invitational; many roles Concession, awards, volunteers, hospitality, sponsorship, facility, scoring and so much

more!o Marketing o Sponsorship / fundraising o Social Committeeo Travel / Managero Gym Maintenanceo Future Building plans

Cookie dough: Organizing, helping with delivery, calls, day of delivery11

Organizing for artistic events (costumes….) Social events: Sept BBQ, Holiday party, Year-end BBQ Phoenix Invitational Credits out of each family’s credit allocation could be fulfilled with hours of cleaning and/or

maintenance

Cleaning Exception: At all Phoenix competitions it is mandatory for all participants to stay and assist with gym cleaning and set up.

d) Sign-up for CreditsSign-up for 2017 / 2018

Key positions will be set up and listed on the blogs – if you are interested in a position please see the management team.

Please note that only those families who have submitted completed paperwork including all applicable cheques and documentation are eligible to sign up for credit positions.

Credit positions will be monitored to ensure that the requirements of that position are being met. Should it become apparent that someone might be unable to reasonably fulfill their commitments to that position, they may be removed from that position and replaced at the discretion of the Director.

As each activity or event approaches, volunteer sign-up sheets will be posted beside the competitive mailboxes. Sign-ups are on a first-come, first served basis. Every effort has been made to ensure that there are sufficient credits for everyone. There will be different value placed on the number credits depending on what the task is.

e) Friends of Phoenix * NEW for 2017*This group was established in 2017 to provide a positive supportive atmosphere for the whole gym. We will aspire to enrich all areas of the gym by working together to support the development of the athletes, coaches, staff and the gym as a whole. This group is composed of parents, coaches and other community members who have an interest in assisting the competitive teams of the Phoenix Gymnastics Centre and will provide fundraising to support athletic programs, assist with both social activities and with enrichment activities.

This volunteer group for 2017 is made up of at least one representative of each program (MAG, WAG, and T&T) along with an appointed chair and Phoenix management team appointments at round out the 7 person team.

One of these members is responsible for keeping track of the credits that you earn through the year and will issue reports on a regular basis to keep you up to date. Please remember that some of the activities take place over an extended period so there may be some delay in the reporting of your credits, as each event manager will only submit their reports on the completion of the event.

Please contact Trish Quinney for more information

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11. Mandatory Fundraising Events – there will be 2 or 3 mandatory Fundraisers each year that are used for equipment or specific to program events. 1. COOKIE DOUGH SALES - Per athlete in the program (2 kids = 20 buckets)

All athletes are required to sell 10 buckets of cookie dough at a value of $175.00. Athletes will automatically receive a club t-shirt. You must include a post-dated cheque for November 1, 2017 in the amount of $175.00 with your fees. The sale usually occurs Oct – Dec.

You may also opt out of the Cookie Dough sale by making a $175.00 donation/athlete. Cheques should be made payable to “Phoenix Sports Foundation” dated Nov 1, 2017.

Please indicate if Credit card, or your cheque given at the start of the year is to be cashed. Each athlete will still receive a t-shirt.

2. WEM Waterpark / Galaxy – each athlete will be responsible for selling a set # of Tickets (i.e. 10) - time frame (January – March)

12. Optional Fundraising Events

2014 marked the first year we have organized a Fundraising committee (volunteer members), If you are interested in this area please see Trish

PCAF (phoenix competitive athletes fund): Status: ON GOING

- Fundscrip

BOTTLE/CAN RECYCLING PROJECT: Status: ON GOING

- Accepting bottles, cans, and other recyclable products as a fundraiser – all $$ will go towards equipment purchases. Bottles and cans can be DROPPED OFF AT THE GYM AT ANY TIME!

VARIOUS PROJECTS: Status: ON GOING

- We are currently looking for great fun and moneymaking projects that will go with the philosophy of the gym (fun, fitness, and good health).

Pizza day (very successful in Southern AB) Frozen Pizzas Orange & Fruit Sales Pasta Sales Entertainment or Student Pack Books Silent auction, Spaghetti Dinner Pub night for adults or Dinner and dance Casino Garage sale – big one through the gym

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13. ContactsPlease contact the office if you have any questions during the year or need clarification on paperwork concerns at:

Phone 780-438-0586

Director: Trish Quinney

Email [email protected]

Payment contact: [email protected]

WAG Program Coordinator: Alex Prochnau [email protected]

Trampoline & Tumbling: Trish Quinney [email protected]

MAG Program Coordinator: Chris Michel [email protected]

Performance Program Director: Kari Binder [email protected]

14. Payment Summary ChecklistPlease ensure that all of the following payments and forms are included when you submit your paperwork to the office. These are necessary to be processed in a timely manner.

a) AGF Fee Payment Due Prior to JULY 1, 2017 (or First training day of the new season – Is included in

your summer deposit)b) Fee Payment

Choose Payment Option c) Cookie Dough Payment - $175 per athlete in the program (ie 2 athletes $350)

Add to your Credit Card OR Cheque made out to PHOENIX SPORTS FOUNDATION - Dated Nov 1, 2017

d) Credit PaymentAdd to your CC form OR 1 payment cheque Phoenix Sports Foundation - Dated June 4, 2018

Please note that you credit payment from your Credit card or cheque will only be cashed on the advice of the credit manager. You will be notified in advance.

15. Form Submission TimelineCompetitive Paperwork – Due prior to first day of training Summer or Fall. Athletes may

not train unless AGF is current. If either of these items are not done, athletes will not be permitted to train and will be asked to sit and wait in the viewing area and NOT in the GYM space (ie past the gates).

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mailto:[email protected]



PHOENIX GYMNASTICS CENTRE 2017-2018

Athlete Name: ____________________________ Program: _____________________________ MAG, WAG or T&T

Athlete Birth date: _________________________ Phone: ___________________

Parent’s names: ___________________________ E-mail: _____________________________please add additional e-mails if necessary

Competitive Paperwork

Athlete’s Personal Information Athlete’s Code of Conduct (Athlete agreement)

PIPA - Waiver Release Form Phoenix / AGF Notification of Risk

Medical Form GCG Authorization of Risk

Monthly Fees (lump sum / cheque / CC) Credit Card Authorization

Credit Cheque $175 – Cookie Dough Cheque

Returning athletes: AGF (2017 – 2018) will be paid for with the INTENT FORMS & deposit you submitted.

New Athletes to the Program: will pay AGF On first Training in July or Fall of 2017

Please return this page with the applicable paperwork 15

2017 - Phoenix Gymnastics CentreMANDATORY AGF ANNUAL FEE: (GST Included)

Dev / T&T FAST: $160.00 WAG L1 – L2 Dev MAG

Competitive: $205.00 WAG 3 - L5 + athletes, MAG L1 – 6, T & T Dev. / Prov.

Elite: $275.00 MAG Elite, T & T National / Elite Athletes

Fees for 2017 – 2018:Working on a 12 month system for all MAG athletes

Working on a 10 month system for all WAG / T&T athletes

4 hours $195.00 month


5.5 hours $222.50 month


















20 hours $460.00 month ** Updated Sept 5, 2017

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