Payment and Refund Policy for Memberships and Leagues
This policy is designed to ensure financial stability for the Lone Star Curling Club (the "Club") while providing clear guidelines for members regarding fee obligations and refund procedures.
I. Payment Obligations and Deadlines
All members are responsible for timely payment of their Membership Dues and League Fees. Failure to meet these deadlines, without a pre-approved arrangement with the Treasurer, will result in the temporary suspension of curling privileges until payment is received.
A. Membership Dues
For memberships that start at the beginning of the year (usually September 1st), payment is due the 1st day of the curling year . There is a grace period extended until the 21st day of the curling year (usually September 21st), and if payment is not received by this date, the member shall have all membership privileges (including curling in leagues, subbing, or practice ice) immediately suspended until full payment is made (or arrangements made with the Treasurer).
For prorated memberships purchased in the middle of the year, payment is due upon signup. If payment is not received within 14 days of signup, the member shall have all membership privileges (including curling in leagues, subbing, or practice ice) immediately suspended until full payment is made (or arrangements made with the Treasurer).
- League Fees
For league signups that happen prior to the league starting, payment is due the first day of the league. If payment is not received by the second game of the league, the member should have all league privileges immediately suspended until full payment is made (or arrangements made with the Treasurer).
For league signups that happen after the league has started, prorated payment is due immediately. If payment is not received by the second game of the league, the member should have all league privileges immediately suspended until full payment is made (or arrangements made with the Treasurer).
- Payment Methods and Late Arrangements
The Club accepts payments via Zelle, Venmo, Cash, or Check. Payments via PayPal/Credit Card are accepted but may be subject to an approximately 2% processing fee charged by PayPal, which is the member's responsibility.
Late Payments: Late payments are permitted only if a formal payment arrangement has been made with and approved by the Treasurer prior to the established deadlines above.
II. Refund Policy and Calculation
The Club operates on a non-profit basis, relying on fees to cover fixed operating costs (ice rental and other miscellaneous expenses) that are incurred regardless of member participation. Therefore, refunds are granted only in specific, extenuating circumstances and are always subject to the sole discretion and final approval of the Board of Directors.
A. General Eligibility and Procedure
- Written Request Required: All refund requests must be submitted in writing (email accepted) to the Treasurer, detailing the reason for the request and the date the member ceased participation.
- Deadlines: All refund requests must be submitted within 90 days of the date the member ceased participation. Anything outside of this will be subject to approval by the Board of Directors.
- Approval: All requests are reviewed by the Treasurer and are subject to final approval by the Board of Directors.
- Qualifying Circumstances: Refunds will generally only be considered for the areas listed below, and anything outside of these areas will be subject to approval by the Board of Directors:
- Season-ending injury or major illness (supported by documentation)
- Relocation outside of the local area due to work or family requirements
B. Membership Dues Refund Calculation
Membership Dues are intended to cover the fixed costs of maintaining the entire season and are therefore largely non-refundable once the season begins.
- Before September 1st: 100% of Membership Dues are refundable.
- After September 1st:
- Basic Memberships: The refund amount, if approved by the Board, will be calculated as: (Amount Paid) - (Value Realized). Value Realized is calculated using the corresponding pay-as-you-go rate for the membership (with applicable discounts applied) from the beginning of the curling year up to the date the written refund request was received for how many weeks of leagues have occurred.
- Example: If a member paid $800 for a basic membership on September 1st, and they submit a refund request 8 weeks later, they would receive a refund of $800 - (8 * $30) = $560
- Premier Memberships: The refund amount, if approved by the Board, will be calculated as: (Amount Paid) - (Value Realized). Value Realized is calculated using 2x the corresponding pay-as-you-go rate for the membership (with applicable discounts applied) from the beginning of the curling year up to the date the written refund request was received for how many weeks of leagues have occurred.
- Example: If a member paid $1500 for a premier membership on September 1st, and they submit a refund request 10 weeks later, they would receive a refund of $1500 - (10 * $60) = $900
- Social Memberships: Prorated refund given based on what percentage of the curling year remains after the date the written refund request was received (less the USA Curling membership fee)
- Example If a member paid $150 for a social membership on September 1st, they submit a refund request on March 1st (the halfway point), and the USA Curling membership fee is $25, they would receive a refund of ($150 * 50%) - $25 = $50
- Basic Memberships: The refund amount, if approved by the Board, will be calculated as: (Amount Paid) - (Value Realized). Value Realized is calculated using the corresponding pay-as-you-go rate for the membership (with applicable discounts applied) from the beginning of the curling year up to the date the written refund request was received for how many weeks of leagues have occurred.
C. League Fee Refund Calculation
League Fees are calculated based on the number of weeks in the league schedule.
- Before the first league game: 100% of League Fees are refundable.
- After the first league game: The refund amount, if approved by the Board, will be prorated based only on the unused weeks remaining in the specific league schedule, starting from the date the written request was received.
D. Exceptions and Special Closures
- Force Majeure/Extended Closure: If the Club is forced to close for an extended period due to unforeseen circumstances (e.g., ice plant failure, public health mandates), the Board will, at its sole discretion, determine a fair prorated refund or credit based on the cost savings realized and the club's overall financial position.
- Voluntary Withdrawal: The Club does not issue refunds for voluntary withdrawal unrelated to injury or relocation (e.g., a member deciding they are "too busy" or "no longer interested").
III. Board Discretion and Final Decision
The Board of Directors retains the sole discretion to approve, deny, or adjust any refund request under extraordinary circumstances that fall outside these specific guidelines. The Board's decision on all payment and refund matters is final.
IV. Contact Information
For any questions regarding this Payment and Refund Policy, please contact the Treasurer at: treasurer@lonestarcurling.com
