HARTLAND GYMNASTIC ACADEMY BOOSTER CLUB

PARENT’S HANDBOOK2015 - 2016

WELCOMEThe Hartland Gymnastics Academy Booster Club (hereinafter HGABC) was established as a 501(c)(3) in 2015 to support and encourage girls’ competitive gymnastics. Since HGABC is a 501(c)(3), all fundraising is done on behalf of HGABC and participation in the club does not create a right, claim, or entitlement by individual members to any of the funds raised. All distributions of fundraised earnings are set in accordance with the federal laws with respect to non-profit, charitable companies (including Internal Revenue Code Section 501), NCAA general regulations for amateur status and approved by the HGABC Board of Directors.

HGABC and Hartland Gymnastics Academy (HGA) are separate entities with different purposes. Any questions or concerns about the facility, coaching, fees or competitive meets should be directed to the HGA Director. Any questions regarding HGABC should be directed to the HGABC President.

Gymnastics is an expensive sport in which to participate. Competition expenses include a yearly USAG membership, competitive leotard, warm-ups, competition entry expenses and coaching expenses. HGABC fundraises to help defray competition expenses and to further gymnastics opportunities for all its amateur athletes.

The 2015-2016 Board Members are:

President April Rieli hgaboosterclub@gmail.com

Vice President Tracy Horvath timandtracyhorvath@me.com

Treasurer Amy Petru hgatreasurer@gmail.com

Secretary Emily Wilson okatywilson@gmail.com

Registrar Betsy Berkey hgaregistrar@gmail.com

Fundraising Tim Horvath hgafundraiser@gmail.com

Store Jennifer Kolonich hgagymnasticsstore@gmail.com

Website Boosters: www.hgaboosters.comWebsite Gym: www.hartlandgymnasticsacademy.com Gym Facebook: https://www.facebook.com/HartlandGymnasticsBoosters Facebook page: https://www.facebook.com/groups/401582470455/Instagram: @hartlandgymnastics

Gym Phone 810-626-2170

BOARD O F DIRE CT ORS AND DUTIESEach May the booster club members elect a board of directors to serve a one year term beginning July 1 and running through June 30. The board typically includes seven positions, including: President, Vice President, Secretary, Treasurer, Meet Registrar, Fundraising and Store.

Any booster club member can nominate themselves or another member to run for a board position.

The Board holds monthly meetings that are open for attendance by the entire membership. Occasionally, if a private financial matter needs to be discussed, the board meets briefly in a closed meeting.

Booster Club meetings are held monthly from August through May. Dates and times of meetings for the year will be posted at the beginning of each new season. Attendance at booster meetings is strongly encouraged.

PRESIDENT • Chairs all meetings of the Booster Club• Sets date and prepares agendas for meetings• Acts as liaison between HGA, HCEC, gymnasts, parents, coaches, general public• Seeks assistance from HGA when necessary to address questions or concerns regarding gymnastics• Reviews and updates Policies and Procedures as necessary, ensuring they align with HGABC Bylaws• Researches fundraising options with Fundraising Director/BOD• Researches grant and sponsorship opportunities with BOD• Regularly monitors and responds to emails and forwards any necessary information

VICE-PRESIDENT • Assists the President in completing his / her duties and acts on behalf of President in President’s absence at executive meetings.• • Organizes new parent orientation meetings• Keeps team file folders current• Makes Coaches travel arrangements

In the event that a new VP is not elected to the BOD, a current member holding another position may assume the role of VP, in which case that member may have only one vote.

TREASURER • Verifies and details all monies from registrations, insurance and HGABC fees, fundraising, purchases etc.• Records incoming and outgoing club expenses• Reviews all receipts for reimbursement with President• Presents financial information at meetings and forwards financial concerns and requests to BOD• Regularly monitors and responds to your emails and forwards any necessary information to BOD

FUNDRAISING

• Acts as Liaison to the Volunteer Coordinators• Researches, recommends and implements fundraising opportunities for HGABC• Researches, recommends and implements grant opportunities for HGABC • Coordinates sponsorship program, solicits local businesses and companies for support of HGABC and ensures their package expectations are met.• Collects orders & funds from Coordinator, compiles and submits detailed summaries to the Treasurer• Regularly monitors and responds to your emails and forwards any necessary information to BOD

SECRETARY • Takes minutes at meetings, types and promptly distributes minutes, including Action Items for executive members to follow up on• Maintains files and records of all important documents for HGABC and its Board of Directors.

REGISTRAR• Reviews required registration paperwork from the Head Coach to ensure all updates are complete prior to session registrations• Provides assistance and feedback of inquiries during registration• Coordinates day 1 check-in per session to ensure each gymnast/team has arrived, and paid any outstanding fees• Ensures there is a fully completed registration form with each gymnast’s registration form atsession check-ins• Regularly monitors and responds to your emails and forwards any necessary information to BOD

STORE• Opens and Closes the Store• Encourages others to help run the store and trains them• Orders clothing, leos and other supplies necessary• Consigns used leos • Provides treasurer with a monthly gross/expense/net profit report.

The above Executive Members are expected to attend scheduled board meetings, including the Annual General Meeting, and assist in special projects that will enhance the club for our gymnasts and their families. Should any board member not be able fulfill their duties, or provide valid reason, they may be asked to step down from their position.

HGA COACHESCoach Short has coached gymnastics since 1976. She has dedicated her coaching career to the Hartland Gymnastics program. She has had many accomplishments along the way, but none more gratifying than the gymnasts whom she has instructed. Many of her athletes have become very successful in both gymnastics and in life.

Cathy is more than just a gymnastics coach – she requires and teaches all her athletes the art of becoming healthy, happy, and responsible adults. Her dedication to the sport is highly recognized through her athletes and peers throughout the community.

She is a graduate of Eastern Michigan University with a Bachelor in Physical Education. Cathy is a meet director, Judge with National Rating, and holds a Michigan NAWGJ Board position.

Coach Janine Plott brings to Hartland Gymnastics experience as a level 10 gymnast, a dance instructor, gymnastics coach, and NAWGJ level 5/6 judge.

She has coached gymnastics since 1985. Janine was a level 10 gymnasts and began her coaching career 20+ years ago in Maryland. Her knowledge and certification as a teacher of Cecchetti Ballet, along with her efforts in choreography, have helped bring HGA to the top of their game. This can also be seen in her excellent track record for consistently helping gymnasts bring home State and Regional Championship titles.

Since coming to Hartland Gymnastics in 2006, Coach Janine has made a positive contribution. Her enthusiastic and upbeat attitude radiates and touches each and every gymnast.

Coach Sam Zach recently graduated from Michigan State University where she studied Kinesiology. Her specialization is in cardiac rehabilitation. She completed her Cardiac Rehab Internship with Beaumont-Royal Oak and became a certified Exercise Specialist.

Before returning to Hartland Gymnastics, she worked with preschool gymnastics, recreational, pre-team and team gymnasts close to MSU’s campus. She also founded the Michigan State Club Gymnastics team which has had great success! Gymnastics has been a huge part of her life after her best friend taught her how to do cartwheels (incorrectly) at 6 years old.

Coach Sam competed as a level 9 gymnast and had success at the State and Regional levels.

Coach Annie Curtis has been with Hartland Gymnastics since 2005. She is a USAG safety certified coach. Annie coaches recreational gymnastics and level 2, as well as Xcel competitive gymnastics programs.

Her focus and interest in children has been long standing. She coached softball while in high school and college. For 5 years, she worked as an RN at Children’s Hospital of Michigan. During her high school years, she played basketball and her team won All Conference. Annie also played softball for 12 years and enjoyed gymnastics as a young girl.

Coach Annie brings great enthusiasm and pride to the gym and is always very encouraging of all the gymnasts.

Coach Bernie Pletcher started at Hartland in November 2014. He has 2 Associates degrees in Business and Medical assisting. He is USAG Safety Certified & CPR Certified.

Coach Bernie has been a Coach for over 30 years and has coached all levels from Rec, Pre-school, Compulsory, Optional and Xcel, as well as High School. In addition to being a Coach, Bernie has also been a Judge for HS and Tumbling.

Bernie has helped coach many state and regional champions and has been to the level 9 nationals many times, twice with one of HGA’s own coach/parent, Traci, and in 2010 coached the level 9 All Around champion.

Bernie was the Xcel Coach of the Year 2 years in a row and has been nominated 3 times. When not at the gym, he enjoys spending time showing his horses all around the nation.

GENERAL BOOSTER CLUB RULES & POLICIES

BOOSTER CLUB COMMUNICATION:

Members are responsible for staying informed in regards to Booster Club information through any and all of the following ways:

1) Booster Meetings. All families are encouraged to attend at least 3 booster meetings per season. 2 ) E-mail. All announcements and information will be sent to the entire membership. Club members

are responsible for informing the Club President of their current email address.3) Website. Copies of meeting minutes, forms, guidelines, etc., are filed on this site.4) Bulletin Boards. Hartland Gymnastics has provided the Booster Club with the use of two bulletin

boards inside the gym. The boards contain news, sign-ups, notices, fundraising information, etc. Club members wishing to post something on the bulletin board must contact the Booster President/VP.

5) Mailbox. Every team member has a mailbox (file folder) for official communication located in the file cabinet just inside the gym. Club members should check this as often as possible and read newsletters and other documents thoroughly. It is the parents’ responsibility to be familiar with the information placed in the file folder.

WHERE T O TURN I N PAYME NTS

Any payments or forms that need to be turned in for the Booster Club can be placed in the metal lockbox located on the gym door. The lock box is clearly labeled ‘HGA BOOSTERS’. Please put your gymnast name, level and what the payment is for in the memo line.

Remember, monthly tuition to Hartland Gymnastics is not to be placed in the Booster Club lock box. Tuition payments are made to the HCEC office. There is also a metal lockbox located on the gym door labeled ‘HCEC’.

Please see the HGA Team Handbook or the Hartland Community Ed Brochure for monthly tuition costs. These costs typically range from $150-$300, depending on the gymnasts’ level.

ADD I TIONAL NO T ES

Should members wish to terminate their membership with the Booster Club and/or Hartland Gymnastics a WRITTEN 30 Day notice of departure is required to the Coaches and the Booster President.All membership benefits cease as of the termination of membership. Any fees already paid are not reimbursed and all fundraising proceeds remain with the booster club.

MEMBERSHIP

Annual Membership The annual membership begins in the month of August of each calendar year. Families of girls on the competitive teams (Levels 2-10, Xcel, Tops) at HGA are eligible to join HGABC at any time, however it is highly recommended that returning families submit their membership enrollment no later than the due date so that the board can finalize all budgets for the season. To join HGABC, one is required to read the HGABC Handbook, complete and sign the Acknowledgment Form at the end of the Handbook, and attach a check for the annual membership registration.

As a non-profit parent run organization, supporting a non-profit gymnastics program, it is imperative that all of our competitive team families become members of the HGABC. The team program is not fully funded by HCEC and requires booster club support to be successful. Annual membership covers the minimal costs necessary to provide an engaging and rewarding experience for all team gymnasts.

Membership Dues: All members are required to pay an annual membership fee of $50 for the first athlete in the family and $25 for each additional sibling. Membership runs year-to-year from August 1 to July 31.

The newly elected Board of Directors will not be subject to the membership fee. If any elected Board member leaves the board during the year, he or she will be responsible for paying the membership fee at that time.

Membership in HGABC brings with it many benefits that may include but not limited to: • Access to an advocacy group for the gymnasts and parents/guardians• Communication between and about HGA, HGABC and its membership• Fundraising opportunities• Opportunities to support special events for HGA Team members and other gymnasts

Membership Expectations HGABC is a parent-operated organization. Active membership is key to its success. Members are encouraged to volunteer to be a chair or co-chair of a fundraiser, seasonal positions, or home meet chairs. Members are required to abide by the Handbook and By-Laws.

Members that leave HGA Team program or HGABC at any time during the season, for any reason, forfeit their ability to participate in HGABC’s distribution of earnings. Since HGABC is a 501(c)(3) organization, members have no individual claim or right to fundraised earnings whatsoever.

COMPETITION FEES/EXPENSES

Purpose and Determination of Fees:Club members must pay expenses to offset the administrative costs of the club, underwrite club functions and activities, and serve to defray the overall cost of competition for gymnasts.

Each year, the Treasurer, with assistance from Hartland Gymnastics Academy Director and the Board, create a proposed operating budget. The budget is based on a proposed schedule of gymnastics meets, camps, events, and fundraisers. Expenses are based on estimated costs for the upcoming year and estimated profit from Booster Club fundraising events.

Schedule and amount of payments:A fee payment schedule is determined at the start of the season. Payment statements are placed in your mailbox at the start of the season and are due in monthly installments. Payments are made payable to “HGA Booster Club” on the specified due date. A $10 late fee is assessed if the payment is more than 10 days late.

Explanation of Expenses:

Event Expenses may consist of estimated costs of the following: Christmas Party, Banquet, Coaches & Gymnasts Gifts, yearbook, team building, pot lucks, etc.

Meet Expenses are the costs to register a gymnast and/or team for a meet. These are usually a set fee that has been established by the host gym.

Coaching Expenses are our best estimate and include travel, food, lodging, and other related expenses incurred by the coaches to attend a meet with your gymnast.

Membership Dues The membership fee covers the basic booster club expenses including insurance, licensing fee, website, taxes, PO Box, and many other incidentals.

Depending on what meets are chosen for the upcoming year, profit from the prior year home meet, and other related factors, these fees can be anywhere from $350 and run up through/over $1,000. The higher the level you go, the more they tend to run.

Delinquencies:In the event that Club members are delinquent in paying Expenses or in meeting any other obligations required, gymnasts may be withheld from competition, camps or other events. In addition, the By-laws provide that under certain circumstances, memberships can be terminated.

REFUND POLICY Below is a list of frequently asked questions about HGABC’s policy on refunds.

1. Why do I need to pay for a competition that my daughter will not be attending (due to injury, illness, vacation, etc.)?

2. When my daughter moved from one competitive level to another, why was I required to make up the difference for expenses?

3. If my daughter is unable to attend a meet and there is enough time to inform the hosting gym in order to receive a refund for her entry fee, why am I still expected to pay for her entry fee and not just coach’s expenses?

At the beginning of the season, HGABC determines the girls’ team expenses based on the following information:

1. HGA Meet Director and Coaches decide what meets the different levels will attend for a particular season and then gives the list to HGABC.

2. HGABC determines the cost of the meets by factoring in the following: Gymnast Expense= Competition Entry Fee

Coaches Expenses=Travel: Car Rental, Gas, Taxi, Parking, Toll Fees, and Airfare Lodging: Hotel Per-diem: Food per day Session Fee: Paid per coach, per session, per day

HGABC then divides the estimated costs by the number of gymnasts enrolled at that time in each level and determines the amounts of each level’s assessment.

Refunds or credits will not be made to gymnasts for any competition fees. When a gymnast does not attend a meet, she must still pay the full amount because she was factored in the total when the expense was computed. Below are a few examples why there are no refunds:

Coaches’ Fees Stay the Same: There are 10 girls in level 10 in September when coaches’ fees for a particular meet are calculated and published (e.g. Coaches fees for this level are $1,000 divided by 10 girls. Each gymnast pays $100.) If two girls quit before the meet season starts and haven’t paid their assessment, HGABC is now only collecting $800 from the entire level, but the coaches’ expenses are still $1,000. In this example, there is a shortfall to HGABC in the amount of $200.

Unexpected Costs: HGABC estimates it will cost $300 each for 4 coaches to go to California in January. But in November when flights are booked, the cost is $375. In this example, there is a shortfall to HGABC in the amount of $300.

Meet Expenses: In August, a projected meet schedule is distributed. HGABC and HGA figure the Chantilly meet will cost $75 a gymnast. In October, after everything has been published, HGABC finds that Chantilly is full, so another meet is booked but the cost is $85 per gymnast. We have 100 team girls going to this meet. In this example, there is a shortfall to HGABC in the amount of $850.

These examples illustrate the three main reasons why HGABC does not refund or discount competition expenses. Of course, unused money from scratches is used to help cover shortages. However, even if there is a deficit between the amounts paid by gymnasts and HGABC’s actual out-of-pocket expenses during a competition year, HGABC does not go back to the parents and request more money to make up the difference.

If HGA refunds specific meet entry fees to those who do not compete, they would also have to charge the rest of the team additional fees to make up for the ones who don’t compete. HGA has decided not to engage in such a policy. Perhaps it seems unfair on an “individual” level in certain circumstances, but in the big picture, the money evens out.

It’s not a perfect system, and it is a difficult task. HGABC, HGA and its coaches try exceptionally hard to make the numbers right, and to make sure there is a balance between logistics and fairness.

SEASONAL POSITIONS

Web Coordinator: This position as directed by the Board shall update and maintain an informative website and facilitate event reminders. This website is to be used as an informational tool and is designed to keep members informed about HGA and HGABC activities. The Web Coordinator at this time is: Jody Heltman

Level Reps: Each HGA Team level has an elected Level Representative who will provide the general and level specific information to individual level team members. HGA members are encouraged to communicate freely with other level members and work together to benefit the gymnasts. Any problems, concerns or questions should first be addressed to your Level Representative. Level Representatives are assigned in August and they maintain their positions until the following August. Your assigned level rep will continue to represent you until that time that your gymnast is OFFICIALLY moved up. Other responsibilities of the level reps include but are not limited to: communicating meet information such as schedule changes, location information, carpools, etc., assigning parents to record scores and take pictures, reporting meet scores, submitting pictures to publicity and yearbook, maintaining communication of important information to the other gymnasts in the same level, which may include a phone chain, email or texts.

Sponsorship Rep: A volunteer who is able to solicit local businesses for monetary donations toward the HGA Team to aid in offsetting uniform, travel expenses, and/or meet costs to our gymnasts; potential monetary donations toward the success of our home meet.

Trophy Cabinets: Volunteer to help keep our trophy cases clean. Clean glass, dust, etc.

Publicity: Volunteer to get HGA in the news. Write articles for each meet with top scores for each level and send to all local papers for potential write-up in the news to honor HGA gymnasts as well as great advertisement.

Yearbook Rep: Coordinate to put together yearbook to be distributed at the end of season banquet. Yearbook will consist of all gymnasts’ pictures with best scores from the season, level scores and team places, wall of fame, graduating seniors. Meet with Board for allowable budget.

Spirit Wear: Go to our gym spirit wear store to place orders at http://www.mylocker.net/my/shop/hartland-gymnastics/index.html

Birthday Announcements: Post monthly birthdays on the bulletin board in the gym.

35+ Club Rep: Collection of individual meet scores, compile scores and post scores on the bulletin Board after each meet.

Charity Rep: Responsible for planning a few charity events for the team throughout the season.

Holiday Party Rep: Plan and organize a Team holiday party for December. Must coordinate date with the coaches; plan and arrange meals. Arrange with Coaches to make sure they are supplying a gift; Submit a budget to the Board and all expenses to the Treasurer. *A separate level party will be planned by the Coaches of their respective levels*

End of Season Banquet Rep: Plan and organize for early-mid June. Must coordinate date with the Coaches; Work with event location to plan meals, desserts, etc.; Plan for possible games for gymnasts; Responsible for

arranging gymnasts’ gifts, printing Club Awards and Leadership Awards; Submit a budget to the Board and all expenses to the Treasurer.

FUNDRAISINGUnder IRS law, in order for HGABC to retain its 501(c)(3) non-profit, tax exempt status, HGABC parents are not allowed to fundraise solely for their own athlete. It is important to remember that HGABC is organized to promote amateur gymnastics and cannot benefit individual athletes. This is why a member fundraises on behalf of HGABC and not for themselves or any particular gymnast. Participation in the club does not create a right to the distribution of fundraised earnings. Earnings will not inure to the benefit of any private individual. When an athlete or parent fundraises, the earnings belong to HGABC and are distributed to its members in accordance with the federal laws with respect to non-profit, charitable companies (including Internal Revenue Code Section 501), and NCAA general regulations for amateur status.

All of these fundraising opportunities help offset the expenses related to and associated with the cost of being a competitive gymnast. These may include meet expenses, coaching expenses, event expenses, and meet travel. Examples of these opportunities include but are not limited to:

• Rebates from buying/selling Scrip gift cards• Golf Outing• Casino Night• Little Caesar Pizza Kits• Poinsettia/Wreath and Spring Flower Sales• Participating in assorted seasonal fundraisers

HGABC is always looking for more fundraising options. If you have any additional ideas, please bring them to the attention of the Fundraising Chair or mention your idea at a meeting.

CONTINUOUS/ONGOING FUNDRAISERS

Scrip: Sign up for Scrip by going to www.shopwithscrip.com to sign up. Purchase gift cards online and earn a percentage back. You may pay online through your checking account, or write a check made payable to HGA Boosters. Our Enrollment code:3FDD649L19696. Orders are currently placed every 2 weeks. Scrip Contact: Lynn Washburn

Meijer Community Rewards: Sign up for Meijer Community Rewards by going to http://www.meijer.com. At the bottom of the page, go to Meijer Community Rewards to enroll. Our organization code is 983764. Enrolled members shop Meijer, simply paying with cash, PIN-based debit card or linked Meijer Credit Card. Purchases made with a linked Meijer Credit Card earn 1%. Purchases made with cash or PIN-based debit card and a swiped Meijer 1 CardSM earn 0.5%.

Fun Funds at GFS: Register at Gordon Food Services, then use your card every time you shop. Once our organization reaches $500 each quarter, you will earn 5% or more depending on our total sales. The Organization Number is 2432596 and the Organization Name is HGA Boosters (this will automatically be in the registration form if you use the following web address: http://gfs.com/funfunds/home.page?OrgNumber=2432596

Meier Flowerland: Purchase a $30 gift certificate good for anything at Meier Flowerland in Brighton and earn $5 back. No limit. www.meierflowerland.com

Door to Door Organics: https://michigan.doortodoororganics.com/shop-good-food

 GO TO "SIGN-UP".  Check the box that says "Joining a Co-Op?",Search for the Co-op name:  Hartland Gymnastics, Put In your Zip Code, Choose a Box Variety, Choose a Box Size, Set up Frequency HGA Boosters receive 10% of the cost of the box. Boxes will be delivered to the gym on date to be determined by the coordinator. It is each person responsibility to stop by the gym and grab your box.

Black Rock Bar & Grill: Purchase $10.00 Gift Cards with no expiration date. Earn $5.00 back for each gift card sold.

WHAT IS OUR FUNDRAISING GOAL?

Based on previous year’s competitive seasons, taking into consideration the average number of meets each team participates, the average number of gymnasts competing, and the average required number of coaches necessary to compete safely, it is estimated that booster club needs to raise a minimum of $30,000 to keep costs down for all competitive team families. Based on 100 competitive team families, the breakdown of that number is roughly a goal of $300 raised per family, not per gymnast, to raise the necessary funds. How that goal is achieved is up to each individual family.

BASIC PARTICIPATION COSTS

In addition to the standard Monthly Tuition, these are some of the basic participation costs for all gymnasts:

Team Uniform:Warm-up suit(s), Competitive Long Sleeve Leotard, Warm-up Sleeveless Leotard, shoes, Team Back Pack

Team LeotardCompetitive long sleeve: Required for levels 3-10, and Xcel. Approximate Cost $150-$250. New leo is purchased every other year)

Warm-up sleeveless: Required for all competing levels. Approximate cost $30-$55. New leo is purchased every other year, opposite the year of the competitive leo)

Warm-Up Package (includes jackets, pants) Required for levels 3-10, and Xcel. Approximate cost $100-$200. New warm-ups purchased every other year, opposite the year of the competitive leo)

Back PackOnly needs to be purchased once.Required for levels 3-10. Approximate cost $30.

ShoesRequired for all competing gymnasts. Coaches require that all girls must have black shoes to wear at the meet and during awards. These can be flip flops, sliders, tennis shoes, etc. It is encouraged that each level try to match and purchase the same shoes.

USAG Membership NumberRequired to compete in sanctioned meets.Levels 3-10. Fee is $54.Intro (Adv L2, Tops) & Xcel Fee is $20.

Included with the fee is a yearly subscription to USA Gymnastics magazine.

**Occasionally, there are some used warm-ups, competitive leos and warm-up leos available for sale from previous gymnasts. When used items are available, they offer the best savings and are usually in very good condition, as they are worn for meets and gym events only. These are offered on a first come/first serve basis, as well as size availability. A list of families to contact for used leos will be provided to you.

MEETS

The Gym is a member of the USAG, and team registration will be mandatory to compete in sanctioned meets. Gymnasts must attend all scheduled meets unless head coaches decide otherwise. Special exceptions may be granted. Please refer all questions/requests to your child’s coach.

About MeetsGymnastics meets usually run over several days with 3-4 sessions each day. The date(s) of the meets are known several months in advance. However, the actual sessions and times Hartland gymnasts will be competing in may not be known until as late as one week prior to the event. Boosters/Coaches will notify the gymnast/parent of their competition day/time as soon as they have received the schedule. Parents can also check for schedules which may be posted on-line at the host gym’s web-site. Do NOT call the host organization. Any questions that you have about the competition should be addressed through the boosters and/or coaches. This is normal industry protocol.

At the meet, your child will compete with other girls within her age bracket. Your child’s age bracket may vary slightly from meet to meet.

Times given for the meet are as follow:a. Stretch: usually 30 minutes before timed warm-ups beginb. Timed Warm-up: usually 15-30 minutes is allowed per event. This depends on the number of girls

competing. This allows the girls to become familiar with the equipment and for the coaches to make last minute adjustments and give last minute instructions.

c. March-In: This is the time the teams, coaches and judges are introduced. The National Anthem is sung or played then the competition begins.

d. Awards Ceremony: The awards are usually given out 10-15 minutes after the competition ends. Awards can last as long as 45 minutes, depending on the number of girls and the number of different age groups.

Meet FeesFor compulsory levels (3-5) the meet fees generally range from $50-$90 per meet. Some of the larger invitational and State meets may be higher. For Optional Levels (6-10) meet fees range from $90-$140.

Team FeesIn order for the girls to compete as a team for a team trophy, they must pay a team entrance fee. This fee is divided among the girls competing on that level. This is added to the meet fee. The top three scores from each event, regardless of age bracket, make up the team score. This score usually ranges from 101 – 112.

Meet Admission FeesEach gym sets its admission fee. Usually about $7-$15 for adults and $5-$8 for children. Infants and toddlers are usually free. Some gyms offer a reduced 2-day admission fee.

SouvenirsMost meets have stands that sell leotards, t-shirts, pins, and other gymnastics related items. Be prepared, not all vendors accept credit cards.

MEET ETIQUETTE

Competition Hair (How to make a bun) HGA requires all girls to wear their hair in a neat bun with minimal barrettes/clips and no fly-aways. French braids and other hair styles are not permitted. There are many ways to make a bun; the most important thing is that it be secure enough that it does not fall out during a meet (judges can deduct for this) and that it be comfortable enough for the gymnast to compete without being distracted by it.Many gymnasts use a “hairagami” or “sock bun” to assist in making a bun. These can be purchased at Claire’s.

AwardsIt should be assumed that all awards ceremonies are to be attended. It is considered poor sportsmanship to “boycott” the awards presentations. All gymnasts should attend awards for the entire duration of the awards ceremony, staying through all age group and team presentations. Gymnasts should wear their full warm-up suit with jackets zipped and neat looking.

MEET TRAVEL

When to arrive at a meetAlways plan to arrive at the meet site 15 minutes prior to your officially scheduled “check-in” time.

Traveling to a meetHGA encourages that a gymnast travel the day prior to the meet if the distance is greater than 4 hours. Transportation is the responsibility of the parent. Directions/Maps can usually be found on the web-site of the host gym. Consider carpooling or having your child travel with another teammate if you, the parent, are unable to attend.

Hotel arrangements Once you know the meets your gymnast will be attending, it is a good idea to reserve a hotel room as soon

as possible, as many hotels fill up fast. Although it is not required that gymnasts use the host hotels, these will usually offer a group rate for the

gymnastics event. Host hotel information can usually be found by looking on-line at the host gym’s web-site.

HGA takes no responsibility for hotel arrangements. When considering whether to make a hotel reservation for a meet, consider travel time and the possibility

that your gymnast may compete as early as 8am or get out of awards as late at 9pm Many parents will reserve a room for multiple nights and then adjust when the meet schedule is published.

Out of Region Meets

A Team Travel Meet is an event involving travel to an out-of-state / out-of-region meet usually involving air travel. HGA Booster Club will aide in informing of the most cost efficient travel, hotel and transportation choices, but it is not mandatory to use the Club’s suggestions. However, it is highly encouraged that the gymnasts try to fly and stay at the same places together.

Parents are responsible for making their own travel, hotel and transportation arrangements.

Meet Packing List

Team backpack, Team shoes, USAG Card, Grips – if you use them in practiceWater bottle, Healthy snacks, Hand sanitizer or wipesCompetitive long sleeve leo, Matching scrunchie, HGA Sleeveless warm up leo, warm-up jacket & pantsAny Hartland spirit wear: t-shirts, hoodie, sweats

Things you may need during the meet and should think about packing: tissues, cough drops, pain relief; Chapstick, nail clippers, feminine hygiene products, etc

Items to do hair: brush, comb, hair spray, gel, ponytail holders, spray glitter

When traveling to a meet, you may want to bring:Snacks for the drive & hotelSomething to do in the car & hotel (IPod, portable DVD player & movies, books, homework, crafts)Swim suit, mask, flip flops for the pool (please no swimming the night before an early am session the following day-see coaches for further information)Bathroom items Clothes for trip, PJ’sPillow/blanket for the car

Commonly Asked Questions

Must my child attend all the meets? Yes!! Unless you have extreme circumstances, your child will be registered for every meet. You must approach the coach and get their approval for missing a meet to have your child’s name removed from the meet roster. Do this as soon as possible. If your child’s name has already been submitted and payment made, you will be responsible for the amount paid, even though your child is not competing.

What if I choose not to send my Optional Gymnast to a travel meet? Unless you have extreme circumstances that prevent your gymnast from attending a travel meet, and those circumstances have been approved by the coaches, your gymnast’s account will still be charged the registration fee. It is expected that all team gymnasts will attend all meets. Gymnasts obtaining the optional level have a higher commitment in this sport and it is expected of them, by the coaches, to attend all meets, especially those that help to get the gymnast and HGA more recognition. It is not uncommon for families to carpool, share resources or send gymnasts with a chaperone in order to maintain team integrity at a travel meet.

May I watch team practice? Watching practice is allowed. You may videotape, but no flash photography is permitted during any practice or meet. These are USAG regulations. This is for the safety of all our gymnasts. All viewing is to be done from the lobby doors. No parents are to be on the gym floor during practice or during competition. Please do not gesture, coach, or distract your child in any way. You will see much more progress watching monthly than night to night.

HOME MEET CHAIRPERSONSFamilies should participate in the involvement of planning the annual HGA All American Invitational and any other meets hosted by the Booster Club.

Each family will contribute a specified number of volunteer hours at the annual HGA Invitational and any other meets hosted by the Booster Club.

To run our home meet and have it be a success, we need the help of our Team parents. The following are basic job descriptions and responsibilities for the competitions that we host throughout the season.

Set-up/Clean-up (1 parent for each)The night before a meet the equipment has to be arranged for the meet. Beams, vault, bars, etc. must be moved. Folding chairs are set up when they arrive. The entire gym needs to be vacuumed, the mats must be mopped and the trash must be picked up. After the first day of competition is over, the gym is again vacuumed and the trash is picked up. After the entire meet is complete, the gym is yet again vacuumed, the trash is picked up and the equipment and mats need to be returned to their original place. During each session it is nice to have one person to empty the trash and generally keep the gym clean.

Session Trainer (2 parents)This position will require interaction with the Coaches and/or Meet Director during the meet and along with the Coaches help, will meet with parents working the event tables (i.e. timers, ribbons, score entry) ½ hour prior to start of session to train for their required duties. *exempt from working setup and takedown.

Coaches’/Judges Hospitality (2 parents)Responsible to coordinate the coaches’ and judges table including arranging for food and preparation, keeping items stocked and area clean, and cleaning area at the end of the day, for the next day if necessary. Create food list, meet menu, etc. Responsible for submitting a budget to the Treasurer. *exempt from working setup and takedown.

Scoring (1 parent)This parent will be responsible for training all other parents working in the Score Room. This position requires computer data entry of meet scores, review and correction of data entry and compilation of meet standings by age group/level. Additional requirements include: competent data entry skills, familiarity with computer operation and printing, as well as, a general understanding of meet guidelines concerning awards. The score room requires two (2) people per session. Training will be held for those interested in this position. Scoring will also be responsible for correcting age group, and report any missing gymnasts, teams or scratches to the Meet Director. *exempt from working setup and takedown.

Awards (1 parent)This position requires inventory and ordering of awards (ribbons/trophies/banners). This includes counting and confirming the number of trophies several days prior to the meet, as well as, the set-up of the awards table the night prior to the start of the meet. It may also involve additional set up of awards each evening for the next day’s competition depending on the size of the meet and the number of awards being given. During the table set up, all medals need to be confirmed for each level and age bracket. (Generally, the chairperson will take care of the set up.) This position must notify the Board for prior approval before ordering any awards.

Concession Stand (2 parents)The Concession Stand Committee is responsible to submit a concessions budget and arrange for food purchase. In addition, they are responsible to make sure the concession stand is clean and organized prior to and following each home meet. The Concession Committee works closely with Judges Tables and Coaches Tables for home meets regarding food, supplies, etc. Parent Volunteers working the home meets are responsible to work the entire time they sign up for. For morning sessions, volunteers will be responsible to set up for breakfast (start coffee, hot water for tea, set out donuts, bagels, muffins, etc.). For last session of each day, volunteers are responsible to put perishable food in refrigerator, clean coffee pots and serving utensils, and do basic cleaning of concession stand to be ready for the next day. Basic duties during meets include: serving drinks, serving foods, and handling money. A chairperson will be available to help to answer any questions. Responsible for submitting all monies received to the Treasurer. *exempt from working setup and takedown. Vendors (1 parent)Responsible for obtaining vendors at home meet, including meet photographer. Must communicate and meet with potential vendors throughout the season to obtain their commitment to our meet. Responsible to coordinate a T-shirt vendor with meet logo. *exempt from working setup and takedown.

Decorations (1 parent)Check with the Meet Director and Booster Board about any concerns and see if there is anything they would prefer NOT done or used. Keep it simple. It is easier and looks nicer. Store any decoration that could be used next year. Submit any receipts to the Treasurer for reimbursement. Purchases MUST be approved by Booster Board prior to purchase. List of teams competing comes from Registrar. You may want march-in signs for each meet. Team names may be displayed somewhere in the gym besides march-in signs. Keep costs down. Decorate areas around mirror and other places that have high visibility. ** REMEMBER WE ARE REPRESENTING THE GYM** It is smart to save items from year to year. It saves both time and work! TIME FRAME: All items to be used in decorating should be gathered and finalized a week before the meet. Set-up is typically a night or two before the meet and teardown happens immediately after the meet. *exempt from working setup and takedown. Gymnast/Judges Gifts (1 parent) The responsibilities include working within a budget to provide adequate gifts to be used in goody bags. Also, the goody bags need to be put together prior to the meets. Time requirements vary, depending on the amount of donations needed, any assembly required for goody bags and the amount of “goodies” to be sorted into the bags. Program (1 parent)Responsible for getting advertisements placed in the home meet program; listing gyms and names participating; Contact appropriate ad company to create the program. *exempt from working setup and takedown.

Store (1 parent)Responsible to purchase flowers and/or balloons, make tags for flowers, order necessary leos. Also responsible to make sure all monies received to the treasurer. *exempt from working setup and takedown.

The above lists the basic positions required at a competition. As each competition may be made up of different levels, sizes, and formats, certain changes to the above positions may be necessary. A specific job list will be posted prior to the competition.

Expense ReimbursementIn some cases, your standing or invitational responsibilities will involve making purchases on behalf of the booster club. All expenses should be submitted to the Treasurer’s mailbox on a HGA Booster Club Expense Reimbursement Form with the original receipt attached. Most Expenses are reimbursed within one week.

Working at Home MeetsEvery year we have our own meet which brings in money for the HGA team. These proceeds are divided among the Hartland Gymnastics Academy and the Booster Club to supplement or offset necessary costs at all competitive levels. Each family is required to work 2-5 shifts with each shift lasting 4-5 hours. In addition each family will be required to participate in either set-up or take-down. The meet usually runs a Fri-Sat-Sun. Hartland Gymnastics Academy requires a $250 Meet Deposit check in the beginning of the season. This will not be cashed unless you do not work your required hours.

In order to insure that we have enough help to run successful competitions, the following policy applies:

Parents: Before each season, committee sign-up sheets will be posted. You will remain on your committee for the entire season. You will work under the direction of the committee chairperson to do what is required for each home meet. The Booster Board will determine the number of work sessions needed at each meet. You must fulfill the required number of sessions. Failure to work required session (s) in full will result in your meet deposit check of $250.00 being cashed! Sign-in sheets will be posted or provided for each work session. The person scheduled to work the designated session/time must sign-in to receive credit for the work session. Siblings, friends and/or family members over the age of 13 may be eligible to work session hours on behalf of a parent. In addition, each family may be responsible to donate food items/monetary donation to be determined prior to each meet.

Gymnasts – Optional and Compulsory – may work sessions during the meet. Sign-in sheets will be posted or provided for each session. The person scheduled to work the designated session/time must sign-in to receive credit for the work session. It is the parent’s responsibility to check the work session requirements.

*PLEASE NOTE: When parents are at the gym to work at a home meet, they should provide proper supervision of ALL children (including gymnasts not competing or working a session). When parents are there to work, children are not allowed in the work area with the parent.

LEVEL INFORMATIONCompulsory vs. Optional Routines Compulsory routines are standard routines established by the USAG and used throughout the United States and the world. They are very exacting and must be completed strictly by the text. The skills that comprise these routines are those that the USA and the gymnastics community feel should be mastered at each particular level. Any deviation, or any skill not done to its ultimate, will result in a deduction. On the other hand, Optional exercises are completely individualized. They must meet certain basic requirements set up by the USAG, but they should be comprised of the gymnasts’ own choosing and these skills should emphasize her strengths or strong points. Compulsory levels are Levels 3, 4, & 5 Optional levels are Levels 6, 7, 8, 9, 10 & Elite

XcelThe Xcel Program is designed to offer a broad-based, affordable competitive experience outside the traditional Program to attract and retain a diverse group of athletes.

TOPs (Talent Opportunity Program) [Pre-Team]A talent search and educational program for female gymnasts ages 7-10 and their coaches. During the months of June and July gymnasts age 7-10 are evaluated on physical abilities at the state or regional level. Gymnasts will compete at several sanctioned ‘fun meets’.

Advanced Level 2 [Pre-Team]Gymnasts will continue to perfect their Round off back handsprings, learn dive rolls and front handsprings, back and front hip circles on bars, along with stride circles and casts. On beam they will work handstands, cartwheels and perfect their jumps and leaps. This class will help to prepare you for the competitive team. Gymnasts will compete at several sanctioned ‘fun meets’.

Coach’s Answers to Commonly Asked Questions

When will my child change levels? All skill level evaluations are done by the coaches. A gymnast’s level will change based on the child’s ability to complete skills on the next level and their mastery of the current level. Any changes usually come during the summer before the season begins. However, changes can also occur during the competitive season depending on the child’s readiness to do so. All changes in levels are at the coach’s discretion.

Must my child compete on all four pieces of equipment? Yes. All girls competing at a meet will compete on all four events. The only exception would be if a child becomes injured during the meet and cannot continue or elects to withdraw to prevent further injury.

Advancing through the levelsThis is a headache of a topic. It has to be one of the hardest aspects of coaching gymnastics. More frustrations revolve around the issues related to when and how to move a gymnast up to the next level. There are more things involved in this than you know and looking from the outside in, it may seem cut and dry. This is never the case, but we want you to know that a lot of thought goes into the considerations as well as coaches meetings all of which is influenced by what is best for the individual gymnast and the entire program.

Inconsistencies

No matter the guidelines, rules, and scores, if you look hard enough, you will see inconsistencies. These inconsistencies are just coaching strategies, as each individual is different. This is where trust comes in. Trust that we will do what is best for the program and the gymnasts. Sometimes the long term goals and benefits are not quite as visible to parents as they are for coaches who have been down these roads before.

Skill ReadinessOften times we hear “how can they get the skills if they never get a chance to work on them?” Well, actually what may seem like repetition of the same old routine IS actually working on advancing the skill level. The repetition produces more consistency and a stronger skill to build on. If the core component of any skill is not refined or even mastered then the advanced version of that skill is destined for learning frustration, safety risks, inconsistent performance issues, and fears. Therefore we spend more time doing basics such as layouts instead of twisting, uphill stacked mat timers rather than flipping vaults, handstands and more handstands rather than transition releases, and layout flyaway instead of double flyaway. If we were to take a different path, I could promise only one thing and that would be an eventual collision with the wall of skill development. USAG has a set of standards to qualify for each level, but here at HGA we raise the bar to help our gymnasts achieve greatness and be competitive. Instead of just having a skill, they need to perform that skill with correct execution, consistency, and control. No one wants their athlete to go to a competition unprepared to deal with their polished and powerful competitors. If you are a 2nd year level 5 with a required meet score and you don't have all your skills to move to level 6, you will be allowed to be moved up when all skills are acquired properly and consistently, even if it is after the season begins.

Girls who have their skills but don't have their required score, may go to a meet and get their scores and be allowed to move up provided their next level up skills are maintained and are performed with confidence, properly and consistently.

No HurrySome gymnasts may remain in the same level for 2 or even 3 years. This is not unheard of and it is for their benefit to do so. You will see this most commonly in level 5 as the skills in level 5 are the building blocks of most every skill in every level to follow.

Mental ReadinessA byproduct of advancing too fast often manifests itself and rears its head as competition anxiety or inconsistent performance. This can certainly be traced to rushing through the basics, and not learning how to compete aggressively and confidently at a lower skill level prior to increasing the difficulty. We really do try to avoid this and it seems the approach is working.

To move up, HGA require gymnasts to: ٭ Obtain 1 score of a minimum of 35 or higher at their current level. ٭ Show that you can consistently perform with proper technique the skills required at the next level ٭ Regularly attend practice٭ Show respect to coaches, teammates, and self٭ Have a good attitude and effort٭ Have good form on all skills with proper technique (right shape, straight legs, pointed toes, etc.)٭ Be willing to listen and make changes when necessary٭ Be aggressive, not breaking down and crying when performing skills٭ Be truthful about assignments (not cheating)

These decisions are at the discretion of the coaches and are not subject to parents’ opinions. Parents may ask for a parent/coaches meeting at any time during the year to check on progress.

Floor Music & ChoreographyWhen a gymnast is ready to train for the optional level or Xcel, the coaches may recommend that she obtain her own floor music and choreography. There are several vendors of Floor Music. Demo disks can be listened to at the gym. You can listen to

samples of the music online at www.floorexpressmusic.com, www.energymmusic.com, and others. Some people have cut instrumental music to the appropriate length using computer software. Music selections should be approved by the Coaches before purchasing. They cost around $50. Be sure to

burn several copies; one for the gym for practice, 2-3 for the gymnast to take to meets, and emergency copies for parents to pack.

Coordinate choreography with the Coaches – Choreography Fees Apply. Floor music is the property of the gym.

BOOSTER CLUB AGREE M ENT I have read the Membership Requirements of the Hartland Gymnastics Academy Booster Club as

provided.

I agree to fulfill the requirements as a member of the Club.

(Signature) (Date)

(Print Name)

(Gymnast(s) Name(s)) (Gymnast(s) Level)

Please sign this page and place in the “President” mailbox.