CY Torpedoes 2013 Supplemental Swim Fees Fundraising

Helping you pay your Supplemental Fee

For background: To make swimming more affordable here at Countryside, part of your swim fees, known as the supplemental fees,  are due on December 1,2013, a couple months after the October 31 swim team fee (the  portion you pay at the front desk).  Instead of paying the complete supplemental fee with a check you have the opportunity to have your money work for you. Through the following programs, you can have of portion of the money you spend on a daily basis be directly to your swim family account to reduce your supplemental fees.

Stay Connected:

IMPORTANT: The team has moved to an all-electronic system for financial affairs using emailed statements and invoicing.  This is not optional.  It is your responsibility to keep  cyfundraising@ymail.com and www.cytorpedoes.com contact info current, especially your email address. Please check that you are getting your monthly invoices.  Deborah Kaleta is the Fundraising Chairperson who summarizes all the Fundraising efforts and handles the invoices. Please contact her at dpkaleta@yahoo.com should you have any questions.

Stay Informed:
Families have from December 1, 2012 through November 30, 2013 to use fundraising programs to accumulate funds to satisfy their 2013 Supplemental Fee obligation.

Summary statements will be e-mailed at least once per quarter to a single email address for families that are participating in team programs. Please check these statements for accuracy (swimmers’ names, groups, birthdates, address and phone numbers, rebate amounts, etc.) and contact Deborah Kaleta. if there are questions or changes cyfundraising@ymail.com. or dpkaleta@yahoo.com

Cost: The Supplemental Fee for 2013 is (per family):
1 Swimmer in Family ~ $315
2 Swimmers in Family ~ $630
3 or more Swimmers in Family ~ $840

VERY IMPORTANT: The Supplemental Fee obligation is incurred if you are active on the team roster two weeks after practices start for the Winter Short-Course Season (see ‘Withdrawal from the Team’ below). The Head Coach (brad.isham@ymcastaff.org) and Fundraising Coordinator (cyfundraising@ymail.com) must receive notification of intent to withdraw in writing (email is acceptable) within 1 week of your swimmer’s decision for this obligation to be removed.

Stay Funded:

Current Fundraising Programs

Kroger
 As of May 1,2012, Kroger Community Rewards Program will be the rebate program that Kroger offers.  Your Kroger Plus Card needs to be registered and linked to the Countryside YMCA Torpedoes before purchase of your groceries are made in order for you to receive a rebate.  Rebates are received on a quarterly basis and the  actual percentage of your groceries is not preset and is determined by the total number of eligible participants enrolled in the program.  Instructions to enroll into the program can be found under the Documents Tab as well as details concerning the program.  

Scrip
 WHAT IS SCRIP AND HOW DO I PARTICIPATE?
When you purchase scrip, you are purchasing negotiable gift cards (regular everyday merchant gift cards) that are used just like cash. The national and local retailers issue the gift cards where many of us already shop. These merchants want to support our non-profit organization, and in return ask you to support them by shopping with gift cards at their stores. Our organization members use the cards to purchase everyday expenses like food (dining out as well as grocery store chains), clothing, and other essentials and with every purchase, they earn rebates credited to their Supplement family account.

Because scrip is purchased with cash up front, the participating retailers offer a substantial rebate. The rebate - from two to fifteen percent or more - is credited to your family account and you can choose to pay your family Supplemental Fee with those funds. The reason for the effectiveness of scrip is very simple: families generate rebates which can be used to offset (or pay entirely) the Supplemental Fee through purchases they would make anyway and for no additional costs.

We encourage you to use the Prestopay program with Scrips. 

Scrip Order Schedule: Scrip orders are placed on a schedule. Orders can be submitted electronically at www.shopwithscrip.com ~ our team enrollment code is 32L883CL3613

  Scrip Payment: Orders need to be paid via check to CY Torpedoes in the Scrip folder or PrestoPay electronically at time of order placement. As a last resort you can also email your order directly to Tamara at sixgators@yahoo.com before midnight on the due date. Late orders cannot be guaranteed though every effort is made to accommodate.

Scrip Pickup: On the delivery dates, Scrip distribution will be at the YMCA from 6:00-7:30pm in the Family Prime-time area (by the fireplace). You will need to check your order to CY Torpedoes and sign for it at that time.

IMPORTANT: Please pickup your scrip orders on the dates/times as scheduled. If you are unable to pickup during those times, contact the scrip coordinator 954–224–6531 as soon as possible to make arrangements. I make a commitment to you to be there on the scheduled dates and times, please give me the courtesy of letting me know you will not be able to make it as soon as you know.

Scrip orders will not be left in swimmers’ folders under any circumstances and refunds cannot be given for cards ordered in error. Please check your orders carefully before submitting them.

Other Rebate Programs offered by swim parents:

1. Mary Kay

You will receive 15% rebate to your swim family account Catalogs and order forms are located by the swim cabinets. Completed order can be placed with Lisa Duncan.

CY Torpedoes Night at local restaurants

Wendys on Route 48 will give 15% rebate for all meals served on the designated date and time advertised on our Events Tab.  Swim families need to turn in their receipts for their meals and will be given credit to their supplemental Fundraising account.

We encourage you to Fundraise throughout the year:
There are new options to use your Supplement account funds that are accrued in excess of your family obligation for ALL Torpedoes families. You can now over-fundraise throughout the year and transfer those excess dollars to your escrow family account, your National Team family account, or to the YMCA for next year’s Swim Team Supplemental fees. This occurs once a year in January in the short course season.

Dollars earned in your family Supplement account through participation in team fundraising programs will be applied to your team obligations in the following order:

1. All of your CY family accounts must be in good standing

2. CURRENT season supplement account charges (based on number of swimmers in family)

3. IF YOU MEET #1 & 2 YOU WILL BE ELIGIBLE TO TRANSFER EXCESS FUNDS TO YOUR CHOICE OF: Your Family Escrow Account, National Team Account or YMCA Swim Team Fee Supplemental Account (for the next season)

All families will be notified in November when final statements are e-mailed whether or not they are eligible to transfer excess funds and requesting a response in writing to which account they would like them transferred. Email is an accepted form of ‘in writing’. Transfers will occur once per year in December at the conclusion of the Fundraising calendar year.

If timely notification is not received for direction of excess Supplement account funds, they will revert to the team’s general fund as a donation.

IMPORTANT: Transfer of fundraising overages to the family escrow account will result in the escrow account being flagged as ‘non-refundable’ from that point onward (i.e., when a family chooses to leave the team, normally they could request a refund of their escrow account if they are in good standing for all other obligations. Once a fundraising overage is transferred to the family escrow account it cannot be refundable in order to comply with YMCA policy.)

Stay in Touch:

Withdrawal from the Team:There is a two-week trial period at the beginning of each Winter season where new swimmers and returning swimmers can withdraw from the team voluntarily without financial obligation (YMCA Team Fees and Supplement Fees).

IMPORTANT: Official notification of withdrawal is required regardless of tenure on the team or attendance habits or the Supplemental Fee will be owed and enforced through the YMCA. Specifically, if you just stop coming to practices without telling your coach (or the head coach) and Fundraising Coordinator you will be charged.

Transferring Fundraising:

To transfer a Supplement Account balance to another family, the transferring family must make a written request prior to the end of September and must not have any other outstanding financial obligations to the team (team fees, escrow overdraft). Any unused balance will revert to the team’s general fund in the absence of a written request. All requests must be reviewed by the Escrow Account Treasurer, Head Coach, and Fundraising Chairperson.