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Welcome

To WOGA!!


Section 1: Welcome Letter

from the President


Section 2: Information about the Gym (WOGA)


The WOGA Parent’s Club (WOGA PC) would like to take this opportunity to congratulate you and welcome you

to WOGA!

WOGA is one of the most successful gymnastics facilities in the world today. The growth and success of WOGA is

due to its motivated owners, coaches, gymnasts, parents and supporters.

About WOGA:

Headquartered in Frisco, Texas with an additional location in Plano, Texas, WOGA trains all levels of gymnasts

from recreational level to Elite.

Together, WOGA’s co-founders, Olympic Champion, Valeri Liukin and World Sports Acrobatic Champion,

Yevgeny Marchenko, built one of the largest, most successful training programs in the world.

WOGA gymnasts have won 35 World and Olympic medals and have been major contributors to the U.S. team’s

success, since 2002.

WOGA is the first and only U.S. training program to produce back to back Olympic All-Around Champions, with

the 2004 Athens Summer Olympic Games champion, Carly Patterson and the 2008 Beijing Summer Olympic

Games champion, Nastia Liukin. WOGA is also the proud home of the 2016 Olympic champion Madison Kocian.

It has been our honor to train many State, Regional, National, International, World and Olympic Champions.

WOGA’s graduating gymnasts have earned more than 100 scholarships from some of the most prestigious

colleges in the United States.

The WOGA women’s program is home of three Olympic Champions, Carly Patterson, Nastia Liukin and Madison

Kocian. WOGA Gymnastics has become one of the major contributors to success of the U.S. Gymnastics Team

since the year 2000. Our coaches are dedicated, knowledgeable and experienced professionals who work hard

to help every child become the best athlete she can be.


Section 3: Information about

the Parent Club (WOGA PC)


WOGA Parent Club Information:

Who are we?

The WOGA PC is a 501(c)3 (non-profit organization) that exists to advance the sport of gymnastics in the United

States and throughout the world by promoting gymnastics in our community.

Membership in the WOGA PC is not mandated – joining/participating in the organization is voluntary.

The organization raises money to support our competitive teams to enable the gymnasts to travel to meets,

developmental camps, etc.

Parent Club members also volunteer their time in support of our competitive teams as needed at WOGA hosted

meets/events.

Any funds raised by/for the PC are used to support ALL athletes (boys/girls from all teams) equally.

Please note, the WOGA PC is a separate and self-governing non-profit entity, and should not be confused with

WOGA (the gym), which is a for-profit entity/business.

What do we do?

The purpose of the PC is to function as a non-profit group that supports the competitive teams of WOGA

gymnasts in a variety of ways.

Think of the PC as a booster club, or like the PTA at your child’s school…

Membership is optional and any/all funds raised by/for the PC are used to support ALL athletes equally -

meaning, anything contributed by/from your family is not only used for your family's individual benefit.

Regarding volunteer activities performed by the members of the PC, please see below for a few examples of

what the PC does and how we operate as a support organization:

• We support the gym in "making things happen" when there are meets hosted by WOGA at either the

Plano or Frisco location (or off-site, such as the WOGA Classic/Valeri Liukin Invitational).

Some examples of tasks/jobs we perform might include (but are not limited to):

- Setup and teardown of equipment, bleachers, etc.

- Decorations for judges’ tables, scorers’ tables, hospitality rooms, general facility, etc.

- Score table volunteers (assist with score entry and reports)

- Judge table volunteers (Score entry, Timers, Scorecard Runners, etc.)

- Athlete assistants, Athlete leaders (assist athletes and coaches during competitions, lead march out

lineups, etc.)

- Event and Award announcers

- Award assistants (hands out awards)

- Music volunteers (running music for floor routines and background music)

- Bouncers (provide direction to spectators, athletes and coaches, assist crowd control, control

door/entry if needed)

- Housekeeping (general cleaning duties on floor and in facility during/after meets)


- Hospitality (coordinate and maintain hospitality room for coaches and judges at meets)

- Concessions and Flower sales

• We assist in tasks at the gyms such as maintaining and managing team lockers for the gymnasts (many

of the older kids use these) and we organize team photos on the walls to showcase our competitive

gymnasts.

• We might pitch in and help/provide labor as needed during the year for tasks such as an annual pit

cleanout at either of the gyms.

• We do "good neighbor" and community outreach projects in partnership with the gym such as the

“Gymnasts 4 Gymnastics” charity event.

• We put on a team banquet every year at the end of the season to celebrate the gymnasts, the coaches,

and all the hard work that everyone has contributed over the season.

• We support the WOGA office staff with administrative functions as they pertain to the competitive

teams:

o We organize meet rosters and collect meet entry fees from the families

o Each team has a team rep that works closely with the gym and the coaches to "manage" their

individual team (schedules, rosters, social events, team communications, etc.)

o We organize and arrange all the coaches travel when our teams go out of towns to meets,

developmental camps, etc.

In short, we are a support organization that works hand in hand with the gym for our competitive program.

Membership is voluntary, but essential - without family support the gym *could* do everything BUT doing so

would obviously require a huge expansion in labor/staffing (and money), thus all our expenses as team members

would increase dramatically.

We support the program as members of the program.

We are all vital to the success of the efforts of the WOGA PC.

We make all the “moving parts” work, and it takes an organized army of people willing to participate and

support their own gymnast, other teammates, the coaches, and the "program" in general.

You can visit the WOGA PC’s webpage located at www.wogapc.org for more information.

The password to access the “PC Members” section is “teamwoga”.


Meet the Parent Club Board:

Our PC board manages the operations of our parent club and consists of the following board members:

Position: Name: Email: Phone:

President Kathy Whiting [email protected] 469-305-2892

VP1 Volunteer Coordinating Amanda Rushing [email protected] 972-900-0905

VP2 Fundraising TBD TBD TBD

Treasurer Mendy McCann [email protected] 469-525-7195

Assistant Treasurer Sylvia Johnson [email protected] 214-392-8851

Secretary Polly Lee [email protected] 214-783-2073

Parliamentarian Dawn Conner [email protected] 314-435-5442

Marketing Coordinator John Pease [email protected] 972-922-7551


Meet the Team Reps:

Our team reps serve as liaisons between the PC and our member parents, as well as between the gym/coaches

and our gymnast’s families. Team reps will notify you of your team’s meet schedule, practice schedule, team

announcements, current information from the PC, etc.

Your team rep will also assist with any questions you might have for the coaches.

Finally, your team rep will assist in distributing any current information from the Parent Club as needed for

certain events, fundraisers, etc.

Please identify your team rep, and if you have not heard from them yet, please let him/her know that you are a

new member of the team!

Men’s Team Reps:

Team: Rep Name: Email: Phone:

Tom/John Level 4-10 Traci Pandya [email protected] 817-584-5851

Maks Level 4-9 Sylvia Johnson [email protected] 214-392-8851

Sergei Level 7-10 Cara Kim [email protected] 214-477-0890

Women’s Team Reps:

Team: Rep Name: Email: Phone:

Slava, Elizabeth & Jessica Acro Kelly Darst [email protected] 571-294-0312

Janelle & Nazira Level 4-7 Candace Daniels [email protected] 915-799-3522

Megan & Nataliya Level 5 TBD TBD

Zena Level 5-7 Candace Thompson [email protected] 312-953-0496

Megan, Nataliya & Josh Level 8-9 Mindy Pease [email protected] 972-955-5595

Janelle & Nazira Level 8-9 Stacey Dominguez [email protected] 469-323-7970

Zena Level 8-10 TBD TBD

Janelle & Nazira Level 10-E Yvonne Patton [email protected] 972-379-8063

Megan, Nataliya & Josh Level 9-E Sabra Weis [email protected] 972-523-5102

Sonia & Adam Level 7-8 Chris Hardwick [email protected] 817-913-4155

Sonia & Adam Level 8-E Karen Derr [email protected] 214-995-7718

Tatyana & Ryan Level 3-4 Karin Sanchez [email protected] 817-405-4032

Tatyana & Ryan Level 9-E Allie Leonard [email protected] 469-867-9213

Evgenia Level 3 Shannon Cherry [email protected] 412-735-0028


Financial Obligations:

MANDATORY Financial Obligations:

There are three types of mandatory financial obligations incurred by every gymnast as a member of the WOGA

competitive team program:

1. Fees paid directly to the gym and/or to USAG (USA Gymnastics): Each gymnast will have certain financial obligations paid directly to the Gym (to WOGA) – these are not

mandated or controlled by the PC in any way:

a. Monthly tuition expense: Specifics on this obligation (amounts, due dates, etc.) can be obtained

from the Gym front desk.

b. Competition wear and associated gear: Your gymnast will be measured for a competition leotard

(girls), shirt/shorts/pants (boys), and warm-ups. You may also be required to purchase a team

bag/backpack or other gear as required. Please contact the front desk at the Gym for all details

regarding uniforms.

c. USAG Membership: If you already have a USAG number, please be sure to pass this information

along to the front desk at the Gym.

If you do NOT have a USAG number, please contact the front desk at the Gym and they will provide

you the necessary forms and/or registration information.

USAG Membership will need to be renewed in June of each year, and this membership fee is paid

directly to USAG, not to WOGA or to the WOGA PC.

2. Team Fees:

Every gymnast on the WOGA competitive team is responsible for Team Fees (as mandated by USAG

regulations).

Team Fees vary by level from year to year, depending on the location and the number of meets planned as

well as the level at which a gymnast will be competing.

The fees typically range from $500 for lower levels to $1,000+ for level 10 and Elite gymnasts.

This team fee must be paid on an annual basis.

Team Fees are specifically applied to finance the coaches’ expenses for travel (mileage, airfare, hotels,

meals, etc.) as well as meet session fees for the coaches when our gymnasts compete.

Please note: Team Fees are mandatory, but families currently have two options for paying these fees:

Option 1:

A gymnast and his/her family may opt to voluntarily join the WOGA Parent Club.

A WOGA gymnast and his/her family become “Associate Members” with full voting rights when they pay the

annual Team Fees according to policy (see policy info below).

**Note that “Full Member” status is reached when “Associate Members” contribute “fair share” volunteer

hours and participate in fundraising efforts as requested by the board of directors in addition to paying their

annual Team Fees to the PC.

See sections below regarding volunteer opportunities/participation and fundraising for more details on this

further designation for Members.**

Acro Girls Boys Acro Girls Boys

Elite $850.00 $1,400.00 $1,050.00 Level 6 or JD $650.00 $900.00 $800.00

Level 10 $850.00 $1,250.00 $1,050.00 Level 5 $650.00 $550.00 $500.00

Level 9 $850.00 $1,250.00 $900.00 Level 4 $450.00 $550.00 $500.00

Level 8 $850.00 $1,000.00 $900.00 Level 3 $550.00

Level 7 $650.00 $1,000.00 $800.00 New for WC Only $50.00


The WOGA PC Membership Dues and Team Fees Policy states:

All invoices for team fees will be sent to parents electronically for payment by credit card or ACH (bank draft)

payment. WOGA PC will not be accepting cash or checks for payment on Team fees.

WOGA PC asks that parents pay all team fees by bank draft to help the WOGA PC save on the credit card

fees.

The following rules apply:

• Fees are applicable for each gymnast in each level.

• Team fees are refundable with the following restrictions: a) 50% refund if the gymnast competes

in no meets during the season; b) 25% refund if the gymnast competes in 1 meet during the

season; c) no refund if the gymnast competes in 2 or more meets during the season.

• If a girl gymnast joins the team at a time so she can only compete at the WOGA Classic, then

only a $50 team fee will be paid to the WOGA Parents Club before the meet to allow the

gymnast to compete.

• If a girl gymnast competes compulsory level and optional level in the same year, then this

gymnast will need to pay the full optional level and compulsory level team fees.

• If a gymnast advances to a higher level during the year, and this results in an increase in the fees

owed, then the increase in fees is due in full within 2 weeks of the time the gymnast first competes at

the new level. The only exception to this is the WOGA Classic. If a girl competes up a level for the

WOGA Classic only, then the increased fees will be waived for that year.

• A 90-day payment plan is available for members whose individual fees or cumulative fees (more than

one gymnast per family) are $600.00 or more (excluding late fees). This may be extended to 150 days

if the cumulative fees are $1000.00 or more. Payment may be by credit card or ACH (bank draft)

payment.

• If your child trains for competitive gymnastics at the Plano or Frisco WOGA gym and you do not pay

your fees by 9:00 am on August 15th, then you will be charged a $10.00 late fee. Late fees for each

gymnast will be applicable on the 15th of each subsequent month, until either the fees and late fees

are paid, or a payment plan is established with payment.

• Gymnasts will not be allowed to compete if their fees have not been paid in full or if their payment

plan is not in good standing. There are no exceptions to this rule.

Option 2:

Membership in the PC is 100% voluntary and optional.

IF anyone is strongly opposed to joining and/or participating as a member of the WOGA PC, WOGA (the

gym) has provided a second option for Team Fees.

This option does not result in membership to the PC.

If paying Team Fees through the Gym (to WOGA) directly:

• All Team Fee amounts are $2,500 per gymnast – regardless of their competition level.

• This fee does NOT go to the PC, as the Gym and PC are separate entities.

• Questions about volunteer hours or fundraising may be addressed directly with the gym.

• The PC will still handle meet fee coordination and coaches pay for all WOGA competitors.

• Effective immediately, anyone who does not pay Team Fees to the WOGA PC by the final payment

deadline (for Compulsory gymnasts, this is October 31st of each year and for Optional gymnasts this

is December 31st of each year) will be automatically transferred from the WOGA PC payment option

for Team Fees (Option #1) to the Gym payment option for Team Fees (Option #2) automatically.


3. Meet Fees:

Meet Fees are the entry fee charged per gymnast, per meet in which he/she will compete.

These fees are billed individually to each gymnast’s family via the PC.

Billing and payments for Meet Fees are processed and handled through the PC for each specific meet that

your gymnast will participate in, however, the money collected is not payable to or used for the benefit of

the PC in any way.

The PC assists the Gym in creating the rosters for each meet (in partnership with the Gym and the coaches)

and based on those rosters, the PC Treasurer and Assistant Treasurer will send out invoices for each

gymnast, for each meet in which he/she will be competing.

The funds come in to/through the PC, and then goes directly back out to the host gym.

The PC basically functions as an invoicing/collection agent for the process, and you only pay Meet Fees

applicable to your gymnast.

**Please note that all Meet Fees are invoiced electronically, and that families have 3 days to pay the Meet

Fee by ACH (bank draft) only. Credit cards are not accepted for Meet Fee payments.**

Other Financial Obligations:

If you opt to become a member of the WOGA PC, you will be requested to participate participation in raising

other funds during the course of the year.

These requests would include participation in events such as fundraising activities (raffles, bake sales, etc.),

soliciting sponsorships and donations, paying for tickets/admission fees to events (such as the annual banquet),

etc.

Contributing these funds is optional (yet vital to the overall success of the PC), and are applicable for each

gymnast whose family is a member of the PC.

Any funds raised come in to the general pool for the PC, and are used to support all the activities noted in the

section above that describes who we are and what we do as an organization…

Some examples of what additional funds/fees might be used for might include (but are not limited to):

• Purchasing food/drinks/supplies for concession sales at meets

• Purchasing meals and convenience items for the hospitality rooms at meets for visiting coaches and

judges

• Producing programs to be sold at events

• Cleaning products used for the care/maintenance of the lockers that we manage at the gyms

• Plaques/banners/picture frames for team pictures in lobbies, etc.

• There are also some minimal administrative fees required to "run" the PC: office supplies, insurance,

accounting documents, etc.

• As a support organization, there could be events or opportunities that come up throughout the year

where we might want to assist in sending our gymnasts and coaches as participants… These events

could include developmental camps or special events of that nature. The individual parents would

obviously pay for their own gymnast’s expenses for the most part, but the PC could assist in providing

travel expenses and coaching fees for events of this nature.


General PC Member Obligations and Responsibilities:

Work Credits/Volunteer Hours

(**Please see included Work Credit & Volunteer Shares Policy for further details.**)

Work credits and volunteer hours for each and every member of the PC are needed, hugely appreciated, and

are what makes our Parent Club work! There is no better way to add value to opportunities for our gymnasts

than by getting on board with his/her program and making a different in the lives of these incredible athletes!

Our kids leave it all on the floor with their effort and dedication – it is up to us as their families to support them

and do the same thing!

We are fortunate to have the unique opportunity to work alongside other parents and coaches of some of the

most successful gymnasts in the country currently, not to mention previous national, world, and Olympic

medalists. It is an exciting honor and privilege to be a part of a world-class gymnastics program/organization,

and every bit of time and energy given benefits our gymnasts!

Remember – we are a support organization. The more our WOGA PC volunteers can support the program, the

more the gym can focus its resources on this winning system for our kids.

Parents/families who enroll a gymnast at a world-class gym should expect to contribute to the program that

supports it – outside of their basic/mandatory financial obligations.

Some families may be able to contribute more to fundraising than they can to volunteer hours (or vice-versa),

but all members of the PC are expected to demonstrate a good-faith effort to contribute.

- The number of work credits/volunteer hours requested of each family will vary from year to year,

depending on hosted meets and other events that we support.

- Work credits/volunteer hours will be estimated per family on a “fair share” basis.

- When families contribute to volunteer hours and fundraising by taking part in their “fair share”, each

member can achieve Full Member status in the PC.

- Contributing your family’s fair share contribution for fundraising activities does not serve as a “buyout” or in

lieu of participation for volunteer hours.

- There is no punishment or penalty if a specific work credit or volunteer hour quota is not met, however…

**It is very important that members of the PC will be both sensitive and accountable to the fact that each and

every share (volunteer hour) that is refused by one family essentially falls upon the shoulders of the other

member families.**

Work credits and volunteer hours are not required (as per the rules governing an optional membership to a non-

profit group) but are valuable hours of service that people willingly contribute to events where the PC lends it’s

support to the gym/gymnasts of WOGA. We understand that family/work situations may make volunteer hours

difficult at times, but there are numerous ways to contribute to the PC.

Work Credits/Volunteer Hours for Hosted Meets:

For hosted meets, requests are submitted by the Gym (WOGA) to the Parent Club.

The PC will determine the number of volunteers/hours needed by type/position to fulfill the request and

establish the schedule for the event.

The PC’s Volunteer Coordinator will send out an email to all registered families to let them know when online

sign-ups are available prior to each meet, based on the established need/schedule.

**Make sure you have set up a SignUp Genius account (see instructions in the “Action Items” section) and that

you have provided your account info to the PC’s Volunteer Coordinator.

Watch your email and the regular newsletter for information about meet sign-ups!


Section 4:

WOGA PC Policies & Procedures

� Membership Dues & Team Fees Policy � Meet Fee Collection Process

� Work Credit & Volunteer Shares Policy � Coaches Travel & Expense Policy

Committee Descriptions

Sign-Up Genius Instructions

Important Dates


WOGA Parents Club

Membership Dues & Team Fees Policy As per the terms of the WOGA Parents Club Bylaws 2.03, the 2017-2018 Board of Directors has set the optional membership dues and required team fees as follows: Optional Annual Dues:

Full Member: $0 for competing members of a team. Associate Members: $50.

Required Team Fees:

Acro Girls Boys

Elite $850.00 $1,400.00 $1,050.00

Level 10 $850.00 $1,250.00 $1,050.00

Level 9 $850.00 $1,250.00 $900.00

Level 8 $850.00 $1,000.00 $900.00

Level 7 $650.00 $1,000.00 $800.00

Level 6 or JD $650.00 $900.00 $800.00

Level 5 $650.00 $550.00 $500.00

Level 4 $450.00 $550.00 $500.00

Level 3 $550.00

New for WC Only $50.00

All invoices for team fees will be sent to parents electronically for payment by credit card or ACH (bank draft) payment. WOGA PC will not be accepting cash or checks for payment on Team fees. WOGA PC asks that parents pay all team fees by bank draft to help the WOGA PC save on the credit card fees. The following rules apply:

� Fees are applicable for each gymnast in each level. � Team fees are refundable with the following restrictions: a) 50% refund if the gymnast

competes in no meets during the season; b) 25% refund if the gymnast competes in 1 meet during the season; c) no refund if the gymnast competes in 2 or more meets during the season.

� If a girl gymnast joins the team at a time so she can only compete at the WOGA Classic, then only a $50 team fee will be paid to the WOGA Parents Club before the meet to allow the gymnast to compete.

� If a girl gymnast competes compulsory level and optional level in the same year, then this gymnast will need to pay the full optional level and compulsory level team fees.

� If a gymnast advances to a higher level during the year, and this results in an increase in the fees owed, then the increase in fees is due in full within 2 weeks of the time the gymnast first competes at the new level. The only exception to this is the WOGA Classic. If a girl competes up a level for the WOGA Classic only, then the increased fees will be waived for that year.


� A 90 day payment plan is available for members whose individual fees or cumulative fees (more than one gymnast per family) are $600.00 or more (excluding late fees). This may be extended to 150 days if the cumulative fees are $1000.00 or more. Payment may be by credit card or ACH (bank draft) payment.

� If your child trains for competitive gymnastics at the Plano or Frisco WOGA gym and you do not pay your fees by 9:00 am on August 15th, then you will be charged a $10.00 late fee. Late fees for each gymnast will be applicable on the 15th of each subsequent month, until either the fees and late fees are paid or a payment plan is established with payment.

� Gymnasts will not be allowed to compete if their fees have not been paid in full or

if their payment plan is not in good standing. There are no exceptions to this rule.

2018-2019 WOGA PC Membership Dues & Team Fees Policy 07/22/18


WOGA PC MEET FEE COLLECTION Clarification of Process

Procedural Expectations:

1) The host gym for the meet sets the due date for all entry forms and payments. 2) WOGA PC Meet Fee Coordinator will set a due date for the Team Reps to provide a Team Registration form listing all gymnasts and their levels for the meet. 3) Meet Fee Coordinator collects Team Registration forms from Team Reps by the given due date. Any team whose form has not been submitted by this deadline will be listed as not competing. Any team failing to submit the Team Registration form by the due date should be identified in an email from the meet fee coordinator to the following: Coaches of listed team(s), Team Rep(s) of listed team(s), WOGA Front Office, and President of WOGA PC. The President of WOGA PC will then contact the gym owners to discuss this situation. 4) WOGA PC Meet Fee Coordinator provides the Assistant Treasurer a list of names, levels and entry fees for the upcoming meet. 5) Assistant Treasurer will send an invoice for the meet entry fee to the parents electronically. 6) Parents have 3 days to pay the meet fee by bank draft. Credit cards NOT accepted. 7) After 3 days, the Assistant Treasurer runs a report on gymnasts not paid and sends this list to the Meet Fee Coordinator to reach out to team reps to get them paid. 8) Within 7 days of this notification, gymnasts with payments not received will not be registered in the meet. 9) Meet Fee Coordinator completes Meet Fee Enrollment form. 10) Treasurer balances to amount collected and writes a check to the host gym to cover all gymnasts listed on final list of registered competitors. 11) Treasurer gets the second signature on the check and then provides this check to the Meet Fee Coordinator who submits the formal registration of all gymnasts to the host gym by the final deadline after it is reviewed by the coaches and/or WOGA front desk.

It is important for parents to understand that these deadlines are firm. Once an email has been sent notifying the coach and gymnast’s parent(s) of failure to pay, continued contact or submission of the fee is the responsibility of the gymnast’s parent(s). Late submission of meet fees can result in accrual of late fees (paid by the gymnast) and/or inability to compete. Team Reps and Meet Fee Coordinators are NOT expected to repeatedly contact parents to request payment for a meet. A parent who wants his/her child to compete must submit meet fees by the deadline. Team Reps and Meet Fee Coordinators cannot


adjust the deadline at their discretion. Failure to submit team documentation on time can result in the entire team failing to be registered. The PC’s main goal is to enable all gymnasts to compete in all expected meets. These deadlines are in place in order to make sure registration can be completed in time to facilitate this objective.

Thank you for doing your part to ensure we meet all the deadlines.


WOGA Parents Club

Volunteer Shares Policy

Annual volunteer shares for each family to earn Full Member status are determined by estimating the total volunteer hours needed per Fall and/or Spring and dividing those by the total number of member families in the PC. This “fair share” of volunteer hours is requested of all Associate Members of the PC. (Volunteer opportunity details to be adjusted according to the number/size of hosted meets and/or roster changes during the year.)

• 2-3 volunteer shares for the Fall, • 1 Set up at the WOGA Classic + Valeri Liukin Meet, • 1 Tear down at the WOGA Classic + Valeri Liukin Meet, • Estimating* 4 or 5 volunteer shares for the WOGA Classic + Valeri Liukin Meet in addition to the set up and tear down, and • 2 volunteer shares for the Spring (in addition to the WOGA Classic + Valeri Liukin Meet). • (*NOTE: The actual number of volunteer shares for WOGA Classic + Valeri Liukin Meet will be determined based on the number of gymnast entries received for the meet. The typical numbers shown above are for planning purposes so everyone will have a rough idea how much time will be needed for these meets. The actual number of shares needed will be determined no later than 24 hours prior to posting sign ups.) • WOGA PC volunteer events as defined below

Signing In: Individuals who are volunteering at any authorized event must sign in and check in with the meet volunteer coordinator to receive shares for their volunteering.

Age Requirements: • Gymnasts, or their siblings, who are 15 years old or older will be allowed to perform tasks for volunteer shares, per applicable guidelines identified at each event. Note: Some volunteer positions are restricted to adults or ages older than 15 years, so please check the age requirements at the time of sign up. • Children 10 years old and older may volunteer as runners, but will not receive volunteer shares.

Miscellaneous:

• 1 volunteer shares will be earned for each meet session volunteered unless specified differently in the meet sign ups. • For items not directly associated with a meet session, the volunteer shares coordinator will use 4 hours = 1 volunteer shares to convert hours to volunteer shares. • It is permissible to have someone volunteer for you. Any volunteers not from the gymnast’s immediate family must be included on the list of people approved to volunteer and must receive training prior to the event.


• If you cannot volunteer your shift, and it is less than 2 days prior to the start of the meet, you are responsible for finding your replacement. Your replacement must be age appropriate for the position. You must notify the director of the change. • Some volunteer positions require prior training and experience. These include: announcing, scoring table, meet volunteer coordinator, and meet music. Check at sign up time to see if prior training is required.

In Case of Conflicts Between Meets If at any time there is a conflicting meet (i.e. Level 5 State, Invitational) with the dates of the WOGA Classic + Valeri Liukin meet, the following options apply: • Ask someone to volunteer those shares on your behalf • Ask one parent stay to volunteer the meet • Negotiate with another family to complete the volunteer shares

Donating Volunteer Shares If you know someone who is unable to complete their volunteer shares, then you may contact the volunteer coordinator and donate your excess volunteer shares to help the family that is short on volunteer shares. Donations for fall volunteer shares must be received by January 31 and donations for spring volunteer shares must be received by June 30.

2018-2019 WOGA PC Volunteer Share Policy 07/19/18


WOGA Parents Club

General Volunteer Rules

1. You may not bring children, which you must tend to, to your volunteer session. 2. If you must bring older children to your session, admission must be purchased for them (unless they are competing in that particular meet – subject to the admissions policy which may be set for any particular meet). 3. When attending a session in which you are not volunteering, you must purchase admission. 4. Children under 16 years of age are not allowed behind the Concession area; only volunteers who are signed up to volunteer a particular shift are allowed. 5. Children may not play on WOGA equipment, congregate in the Back Gym/Hospitality area or Upstairs areas; they must observe the same restrictions and rules as the visiting spectators. 6. Children may not eat from Concessions and may not eat from Hospitality (even if they are competing in that meet or their parents are volunteering). 7. At no time are WOGA parents entitled to free food or drinks from concessions or hospitality. 8. Parents should keep in mind that Hospitality food is intended for the coaches and judges only. 9. You may not bring in outside food for yourself or your family at any time during a meet (i.e. during a volunteer shift, while attending a session) including the lobby area, back gym or upstairs. 10. If you are volunteering during one of the Elite sessions at the WOGA Classic + Valeri Liukin meet, your family members may not attend for free and must purchase admission to attend that session (including gymnasts competing in that meet at other sessions). 11. Volunteer shares and age requirements must be observed.

12. Concession items are for purchase only. No free food or drinks are to be given out. 2018-2019 WOGA PC Volunteer Share Policy 07/19/18


WOGA Parents Club

Volunteer Events

Volunteer shares can be completed at any of the following events: Committees: Be a committee director or serve on any of the following committees:

OR:

• Be a Team Representative – earn 0.25 volunteer shares per board meeting attended (up to 3 volunteer shares for the year) • Be a Travel Coordinator – earn 0.25 volunteer shares per board meeting attended (up to 3 volunteer shares for the year) • Be on the WOGA PC Board – earn 0.25 volunteer shares per board meeting attended (up to 3 volunteer shares for the year) • House a Foreign Athlete – for hosted meets, 1 volunteer shares per day, whether one or more athletes. This job also includes feeding the athletes and transporting the athlete to/from the airport, volunteer house and competitions while they are here. • Volunteer at the Locker Clean Out (March & September) – hours earned and collected at sign in • Volunteer at the Pit Clean Out – hours earned and collected at sign in • Volunteer at another Gymnastics Event – i.e. In-House meets, Special Olympics (earnable hours specified by Meet Coordinator per event)

To log additional hours, when serving in listed areas above, log them in the log book at the meet, or send a note to the Volunteer Share Coordinator

2018-2019 WOGA PC Volunteer Share Policy 07/19/18


WOGA Parents Club

Coaches’ Travel and Expense Policy (Revised 07/19/18)

The following are the WOGA Parents Club policies to be used in reimbursing coaches travel expenses. “Travel Coordinator” refers to the Boys Team Travel Coordinator, the Girls Team Travel Coordinator, or the Acro Team Travel Coordinator involved in a particular coach’s travel. Definition: Event - is a Gymnastics Competition, Future Stars, Talent Opportunity Program, Elite Testing Program or any camp a WOGA team member(s) have qualified for and their perspective coach has been invited to attend with the gymnast(s). Session Fees Coaches will be paid Session Fees where a coach actively coaches WOGA team members at an event. The session fees will be paid as $100 per session. At the end of each year, all coaches will be issued IRS 1099 forms for all session fees paid. A year will begin January 1 and end December 31. Meals A per diem allowance will be allocated for meals purchased by the coaches when attending meets not hosted by WOGA as follows: Half-day: $25 per day will be provided for days when the coach is traveling to or from a meet. Full-day: $50 per day will be provided for days when the coach is attending the meet for the entire day and is not traveling to or from the meet. Per diem allowance will not be paid to any coach for WOGA hosted meets (ie. Rising Stars, Valeri Liukin, WOGA Classic, etc.) Per diem/meal reimbursement will not be paid for events where meals are provided (some camps include room and/or meals) or for days coaches opt to travel early or extend their return from any event. If a coach elects to travel early or extend their return, they are responsible for all meal related expenses beyond the allowed travel dates. Mileage Mileage will be paid for use of one coach’s personal vehicle per team to drive to an event at the prevailing IRS standard mileage rate. The prevailing IRS standard mileage rate starting January 1, 2018 is $0.545 a mile. Each year, the IRS sets annual rates for the upcoming year. On January 1 of each year, the Parents Club will adjust the mileage


rate accordingly. The rates are subject to increase or decrease and are published at http://www.irs.gov. Mileage is computed from the coach’s home gym (Plano or Frisco) to the host gym or airport. If mileage requested by a coach exceeds the longest route suggested by Google Maps or Mapquest, and no record is provided to support the miles, then the Treasurer will use the longest route suggested by Google Maps or Mapquest for reimbursement. Coaches will be expected to travel together whenever possible. If a parent is providing transportation for a coach to and/or from the airport, neither the parent nor the coach will be reimbursed for the mileage. Reservations All coaches must make travel requests and arrangements through the WOGA PC. All reservations for hotels, airfare, and vehicles will be made by the WOGA PC. All arrangements made by the WOGA Front Desk for airfare, hotel, and vehicles must be preapproved by the respective Travel Coordinator and/or Parents Club President. The WOGA PC Debit card is to be used to pay for all such travel. The WOGA Front Desk can put the reservations on hold and contact the Travel Coordinator who will then confirm the reservations and pay for them with the WOGA PC Debit Card. Airfare Coaches are reimbursed for airfare to and from event sites. Air travel is usually selected for events that are over 300 miles or 5 hours travel time from WOGA. However, if a coach wishes to travel by air for an event less than 300 miles away (or less than 5 hours), the coach must get prior written approval by the President or Vice President 1 Volunteer Coordinating and one other Executive Committee Member of the Parents Club. Direct Flights are preferred and may be selected over the most economical fare. It is the Travel Coordinator’s responsibility to select the most economical package available. Coaches are requested to use reasonable judgment when requesting flight bookings to eliminate additional costs associated with flight changes or cancellations. If a coach elects to change flight arrangements without prior approval or justifiable reasoning then the coach will be responsible for the added expense. If the USAG or any other organization pays a coach’s airfare to and from an event, the WOGA PC will not pay for the expense. Rental Vehicle Rental vehicle expenses in association with air travel for events will be reimbursed. Subject to approval by the Travel Coordinator and Club President, rental vehicle expenses, when substituted for personal vehicle use will be reimbursed. Coaches will be expected to travel together. Individual names of ALL drivers must be listed on the


rental vehicle contract. Reimbursement will be for a full-size or lesser category vehicle. However, if a coach determines the need for off site training away from the event site then a mini van or full size transport van may be rented to transport the WOGA team(s) in an effort to save parents the added costs of cab fares or other vehicle rental expenses. If a coach elects to upgrade the rental without prior approval or justifiable reasoning then the coach will be responsible for the added expense. To receive gasoline expense reimbursement, the coach must refill the rental vehicle to the required level prior to returning the vehicle. A gas station receipt must be submitted for reimbursement. A tank of gasoline pre-purchased from a vehicle rental agency will not be reimbursed nor will gasoline fees charged by the vehicle rental agency for the return of the vehicle without a full tank of gas. In all instances of vehicle rental, coaches MUST purchase the optional collision damage, bodily injury, and both 1st party and 3rd party liability insurance coverage, when available. The aforementioned required insurance will be reimbursed. If the insurance is not purchased, the renting driver will have full financial responsibility in the event of an accident. Rental car expenses are not reimbursed for days coaches opt to travel early or extend their return from any event. If a coach elects to travel early or extend their return, they are responsible for all rental car expenses to include insurance costs and costs of vehicle beyond the allowed travel dates. Hotel Coaches will be reimbursed for stay in a STANDARD ROOM at a hotel of good quality and reasonable cost. The host hotel will be considered under most circumstances unless unreasonably priced. If a hotel of good quality and within reasonable distance of the event can be found, reservations will be made at the discretion of the Travel Coordinator. If the coach elects to stay in a room or hotel of greater expense, the coach will be responsible for the added expense. Two coaches of the same sex will be expected to room together. Hotel expenses are not reimbursed for days coaches opt to travel early or extend their return from any event. If a coach elects to travel early or extend their return, they are responsible for all hotel expenses beyond the allowed travel dates. Miscellaneous Expenses Reimbursement will be allowed for the following expenses:

� Hotel and event parking. � Airport parking will be reimbursed at $13.00 per day. This is the rate for Long

Term parking at Love Field and covered Express parking at DFW. If a coach chooses other parking options, they will only be reimbursed $13.00 per day. If 2 or more coaches carpool to the airport, then parking will be reimbursed up to


$22.00 per day which is the rate for Terminal parking at DFW. Please include a list of coaches who carpooled when submitting the expense report.

� Fees charged for checking 1 bag each way during air travel. � Cab, airport limo, hotel shuttle, train, subway, and tolls to and from an event.

These fees are not reimbursable for leisure activities or travel. � Event admission fees will be paid when a coach is required to pay for a session

he or she does not coach, but desires to attend, provided the coach has actively or will actively coach a WOGA team member(s) in other sessions at the same event.

Cash Advances Upon request, at least seven days in advance, cash advances to coaches will be made in the amount of $100.00 towards travel expenses for a particular event. Expense Reports All travel advances, expenses, and receipts will be reconciled on a WOGAPC expense report form. The coach must complete the expense report form within 5 days of the event, unless there is good cause for delay. Completed expense reports are to be signed by:

� Coach requesting the travel expense reimbursement � Club President or Vice President and Treasurer

Expense reports are submitted to the Club Treasurer for review and payment. Except for qualified meals and session fees, coaches must submit ALL expense receipts to receive reimbursement (this includes hotel, airfare and car rental receipts that are paid for by the PC). Failure of the coach to submit an expense receipt within 14 days of his or her return from an event will result in possible forfeiture for that expense. Reimbursement checks are due to coaches 14 days from the day the coach signs the expense report. The original, signed expense report and receipts are to be submitted to the Parents Club President for review and payment. If there are any discrepancies or payment will be delayed, the PC Treasurer will notify the coach and Travel Coordinator of the reason for the delay. Coaches Travel and Expense Policy Changes The WOGA PC reserves the right to change the Coaches’ Travel and Expense Policy by vote at a general meeting of the membership. If a change occurs, the WOGA PC will notify the gym owners and all coaches of the change(s) in writing within 72 hours.

2018-2019 WOGA PC Coaches’ Travel and Expense Policy 07/19/18


WOGA Parents Club 2018 – 2019 Committee Descriptions

(Updated 07.31.15)

Announcers Announce at the meets by session. Script may be provided for special announcements. Announcement book is available to show process of announcements.

Banquet (Year End Party) Research different venues for the banquet and solicit quotes. Present the quotes to the board for review, discussion and approval. Coordinate all activities for the banquet: location, menu, decorations, audio/visual equipment, gifts for the gymnasts, etc. Send out invitations at least 1 month ahead of the banquet, collect payments and turn in the payments to the Treasurer. Submit expense statements and receipts to the Treasurer for reimbursement.

Concessions Coordinate/purchase food/drink items to be sold at the meet. Set up prior to the event. Monitor during the meet and purchase additional items as necessary. Clean up room, put in storage items that can be sold at next meet/event and keep accurate inventory. Clean and put away items (popcorn machine, coffee pots, etc.) in back room storage at end of meet. Keep storage areas neat and organized at all times.

Decorations Coordinate team of people to provide decorations for each hosted meet. Work with Meet Director (Anna Liukin or Melissa Sanders) on color theme for each meet. For each meet, set up decorations (blow up balloons, set up judges tables/hospitality - coaches/judges rooms) prior to meet and tear down decorations after meet. Decorations should be placed in bins provided that are designated by meet. Keep bins organized and stored neatly in proper storage area.

Fundraising Work with Vice President II - Fundraising, to organize and recruit volunteers to help in all fundraising activities. This may include special events(s), fall and spring fund raisers, and meet activities such as raffles, flower sales, etc.

Grocery Store Rewards Program Encourage all parents to participate in the grocery store rewards program. Contact the different grocery store programs when new cards are needed.


Hospitality Prepare menu for each meet. Confer with gym, in case there are special requests. Try to secure donations from local restaurants as much as possible to minimize the expenses for the meet hospitality room. Solicit businesses for donations (start early in season so we have better chance of getting donations for larger meets). Ensure there are experienced workers at each session to monitor food and set out meals at appropriate times (breakfast/lunch/dinner). Post menu in prep room so everyone is aware of meals and times to set out. Clean up each night and at end of event.

Laundry Pick up linens after the meet, wash and fold items, place in properly labeled bins, and return to storage closet at Frisco gym. Keep accurate count of each linen type. Linens should be returned as soon as possible following the meet.

Locker Rental Organize locker rentals for gymnasts at the WOGA Frisco and Plano locations. Maintain a spreadsheet with status of rentals. Provide payment status by family/gymnast to Parents Club Treasurer. Coordinate an annual locker clean out in August. The assigned lockers will then be clean and ready for the gymnasts to move into.

Meet Fees Coordinator These individuals are responsible for collecting checks for the Meet fees from each of the team reps (Compulsory/Optional). Consult the hosting gym's website for registration forms and payment deadlines. Send out requests for checks to the team reps allowing enough lead time, to collect the checks, fill out the meet entry forms, give the total amount/breakdown to the treasurer and mail the check to the host gym before the entry deadline. Be sure to inform the Treasurer of any gymnast who is competing at a higher level than they have in the past because this change in level could result in a need to pay additional team fees to the parents club. The treasurer will provide one check to cover the teams' meet fees to the coordinator. The coordinator mails this check to the meet director for the hosting gym of the event. Follow up to verify and confirm the director of the hosting gym has received the check for WOGA teams and everyone has been entered properly. Keep a copy of all checks received and the entry form submitted, including any orders for shirts.

Meet Music Play music by session at the hosted meets for girls and Acro. This also includes playing the National Anthem at the beginning of the meet and would cover both compulsory level meets and optional level meets. Volunteers will use CD players, iPods, and phones for playing the music.


Meet Volunteer Coordinator A list of volunteer positions and times will be printed and provided to the meet volunteer coordinator (MVC) at the beginning of each session. During the meet, the MVC will ensure parents/volunteers are at posts at appointed time. If not, the MVC will contact and/or find someone to fill the open position. The startup MVC will assist in obtaining start up cash available for flower, program and concession areas. The MVC will collect monies throughout the meet from flower, program and concession sales. Ensure gym/meet location is clean. The closing MVC will collect all draws during that day’s sessions and give them to the Parents Club Treasurer for deposit. The closing MVC will also collect the sign in book and give it to the Parent Club President or Vice President 1-volunteer coordinating.

Photo Board Arrange photos of gymnasts by level in both gyms (Plano/Frisco) to be posted. Coordinate with the gym owners to have the photo boards updated when new headshots are available.

Pit Cleaning Annually (bi-annually) remove foam blocks from pits and clean/remove items that have fallen into pit. Replace foam blocks.

Program Assembly Coordinate and assist WOGA PC (Marketing Coordinator) with having programs printed, assembled, counted, sorted, placed in boxes and delivered to proper location(s).

Roster Collect gymnast information from the team reps and maintain a master roster of all gymnasts for all teams. This roster should be reviewed and updated monthly to keep up with changes in team membership, gymnast levels, etc. Recommended information for the roster is: gymnast name, USAG number, level, birth date, year of graduation, parent’s names, mailing address, phone numbers (home, parent’s cells), and email address. This roster information should be submitted to the website coordinator for posting on the web and it should be emailed to all board members and team reps.

Scorer’s Table / Computer Work with the gym owners to prepare the database of gymnasts for a hosted meet so the scores can be entered into the computer for the official scoring system as well as be displayed on the score board. You also will run reports at the end of each session. These reports will be set up by the meet host (most likely Anna) and she will instruct you on how to print the reports. The lead of this team should hold a training session for volunteers who want to work in this position. The training is mandatory and must be completed before the person is


allowed to operate the scoring system for a meet. The committee should have a minimum of 6 people trained. This team is responsible for set up and tear down of the computer system for all hosted meets. You also will provide instructions to the volunteers for judge’s tables and runners during the meets.

Set Up / Tear Down Work with gym owners (Yevgeny/Valeri) on movement and placement of gym equipment, set up equipment for meet and then break down equipment at the end of each meet. This includes coordinating/directing teams on setting up/breaking down equipment before and after each meet.

Video / Photo Collect pictures from all available sources to compile a slide show / video for the end of the year banquet. The recommended length of the video is < 30 minutes.

Welcome Wagon Provide packet to each gymnast with introductory information on the parents club for new team members. Work with gym to get contact information for new team members and provide introduction to parents club. Introduce them to executive officers and inform them of next parents club meeting.

Work Credits Keep record of all work credits acquired by volunteers. The work credit record/notebook should contain: name of gymnasts/family, volunteers, volunteer position, sign in time and value of work credits for that position. The WOGA PC-Vice President 1 (volunteer coordinating) will provide you with a sign in book before each meet. After each event, the VP1 will pick up the sign in book(s) for review. A list of work credits acquired at that particular meet will then be provided to you to utilize in updating each family’s work credit totals. The work credit record/notebook needs to be continuously updated in a timely manner. It is frequently utilized by the WOGA PC – VP1 before, during and after each meet.


How to Create an Account on SignUpGenius Website (Updated 01.15.2019)

1. Go to SignUpGenius website www.signupgenius.com

2. Select Create a Sign Up tab

3. NEW TO SIGN UP GENIUS?

4. Complete the information requested – (See suggested Account Setup types) a. First Name

b. Last Name

c. Email d. Password

Suggested Account Types:

When you create an account, it is associated with an email address.

• If only 1 person will use the account to sign up to work the meet, then create what we call an

individual account below.

• If multiple people will use the account to sign up to work the meet (or if you will use the single

account to sign up multiple people to work), then create what we call a family account below.

(We are using the "Last Name" field to give us the name of the gymnast(s) so when we export

the reports from the

system we will be able to sort by last name and see which gymnast will receive credit for the

work.)

Individual Account Example

First Name: Randall Last Name: Cooper (Travis Cooper)

or if I have more than 1 gymnast

Last Name: Cooper (Travis & Noah Cooper)

Family Account Example

First Name: Cooper Family Last Name: Cooper (Travis Cooper)

or if I have more than 1 gymnast

Last Name: Cooper (Travis & Noah Cooper)

• Under My Profile: Add your mobile phone #


Once your Account is Created:

Please send an email to Amanda Rushing at [email protected] and let her know

your account email. She will need that information so that she can add you to the WOGA group that will be used for meet signups.

If you need further assistance, please contact:

Amanda Rushing

[email protected] 972-900-0905


Important Dates for 2018 – 2019:

2018-19 Monthly PC Meeting Dates at Frisco Gym (9:00AM UNLESS OTHERWISE NOTED) 07/29/18 – ANNUAL ELECTION – New Parent Meeting 3:00-4:00; ALL MEMBERS 4:00-5:30 08/11/18 – PC Board Meeting 09/22/18 – PC Board Meeting 10/27/18 – PC Board Meeting 11/10/18 – PC Board Meeting (Cancelled) 12/01/18 – PC Board Meeting 01/12/19 – PC Board Meeting 02/02/19 – PC Board Meeting 03/16/19 – PC Board Meeting 04/06/19 – PC Board Meeting 05/04/19 – PC Board Meeting 06/01/19 – PC Board Meeting

WOGA Hosted Meets 2018-2019: 09/08 Rising Stars Level 1-5 (Set up on 09/07) 10/13-14 District Championships Level 1/2/4 (Set up on 10/12) 11/03 In-House Meet Plano 11/10 In-House Meet Frisco 02/08-10 WOGA Classic + Valeri Liukin (Set up on 02/07) 03/08 Level 7 State Meet (Set up on 03/07) 05/11 In-House Meet Plano 05/18 In-House Meet Frisco


Section 5: Action Items

Checklist


What Now??

Action Items for new members – follow the list below:

� Sign up with the PC to receive the weekly newsletter – email Kathy Whiting (PC President) at

[email protected] to ensure she has your email and that you are on the newsletter

distribution list.

� Find your Team Rep (see list included in this packet) and reach out if you have not been contacted

by them already! Your Team Rep is there to help you find your way through this process!

� Create a Sign-Up Genius account and send your account info to the Volunteer Coordinator – see

instructions in the previous section of this packet!

� Fill out the attached Locker Rental form and send to the appropriate coordinator (see form) if you

are interested in inquiring about a locker rental for your gymnast

� Fill out the attached Privacy Policy if you want your family’s information included in the online

directory. Send completed form to [email protected] or [email protected]

� Fill out the attached Information Form for your gymnast(s) and return it to your Team Rep via email

(info found in previous section of this packet)

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