Dear Parents,
October 3, 2015
Welcome to the 2015-2016 competitive season! Some of you have been with us for years while others are new
to our program. In preparation for each competitive season, the AAPA board works together with the coaching
staff to estimate the total fees required per gymnast to participate in the meets. The following list describes
each of the components of the total estimated fee:
Annual Dues (optional): There is a $25 annual AAPA fee per family. This fee supports AAPA’s
mission to provide volunteer and financial support to the gymnasts and their coaches. This $25 fee is
covered by the payments described below. You can opt out of the annual dues by informing Ali Chen at
alichen0907@gmail.com.
Coach Support: There is a $75 annual fee, per gymnast, to support the travel costs for our
coaches. These fees are used to reimburse Arlington County for costs incurred by our coaches when our
gymnasts are at competitive meets. The amounts paid are consistent with Arlington County travel
guidelines. This $75 fee is covered by the payments described below.
USAG Dues: Each competitive gymnast is required to be a member of USAG. The fee is $54 for levels
3-10 and $20 for Xcel. AAPA pays this fee directly to USAG for each registered gymnast. This fee is
covered by the payments described below.
Competitive Meets: The greatest part of each family’s annual payments to AAPA goes towards your
daughters’ entrance fees for competitive gymnastics meets. Each competitive meet requires a pergymnast fee that ranges from $70-$125 per meet. Each gymnast will compete in a number of meets,
depending on their level and readiness. These fees are covered by the payments described below.
***Please note that required competitive apparel (Aerials tank leo, competition leo, warm-ups and gym
bags), are NOT covered by the payments described below. These items are processed separately and
you will see separate information on these items.***
The following table shows the total estimated fees by level. These estimates are based on the average number
of meets that gymnasts from the various levels have competed in recent years and the tentative schedule for this
year. Your gymnast’s actual competition fees for the season may be greater or less than the estimate noted
below. As we near the end of the competitive season (a few weeks before each respective State meet), we will
send out individual statements showing the actual amounts incurred for each gymnast.
You will receive a refund if you have paid more than necessary or you may owe additional meet fees. Such
additional amounts (if owed) must be collected prior to your daughter competing in their respective State meet.
We do not issue refunds or request additional payments if the balance is under $10.
Level
Level 8/9/10 Level 7 Level 6 Level 5 Level 4 Level 3 Xcel -
Average Fee
$900
$750
$750
$750
$900
$900
$700
Payments Required
two payments of $450
two payments of $375
two payments of $375
two payments of $375
two payments of $450
two payments of $450
two payments of $350
Due
**checks payable to AAPA
10/31/15 and 1/15/16
10/31/15 and 1/15/16
10/31/15 and 1/15/16
10/31/15 and 1/15/16
10/31/15 and 1/15/16
10/31/15 and 1/15/16
10/31/15 and 1/15/16
ALL PAYMENTS MUST BE RECEIVED BY JANUARY 15TH IN ORDER TO COMPETE IN ANY
MEETS AFTER THE HOME MEET IN JANUARY.
The first payment is due on October 31, 2015. The second payment is due January 15, 2016. A single payment
is an option as well and is encouraged.
Payment Options
PAYPAL
PayPal is the preferred method of payment. It provides traceability and allows families to pay by credit card.
Each family will receive two PayPal invoices, one for each payment due date. The first invoice will reflect any
carry-over refunds from the prior season. You may pay these invoices at any time before the due date.
CHECK or MONEY ORDER
Checks can be placed in an envelope in the lockbox labeled “AAPA” outside of the gym. Please include your
gymnast’s name and level in the memo section of your check. Please note that deposits are only made twice
a month, so your check may not clear immediately.
CASH
Cash payments are discouraged. If you must make a cash payment, please contact Ali Chen BEFORE you
place an envelope in the lockbox outside of the gym. This way we will know to check the box immediately, as
we do not want to have cash sitting in the box outside of the gym.
ALTERNATE PAYMENT PLANS
Please plan ahead for your meet fees. If you know that you are unable to make the two payments by their due
dates, please contact alichen0907@gmail.com BEFORE October 31st 2015. We are happy to create a tailored
payment plan that works for your family.
If you have any questions or concerns, please contact Ali Chen via email at alichen0907@gmail.com.
AAPA PAYMENT POLICIES
1.) In order for the gymnast to be in good standing all payments must be up to date, including payments to
Arlington County for instruction time and payments to AAPA for meet and operational expenses.
2.) All gymnasts are assumed to be attending every meet. If a gymnast will not be attending a meet this
must be communicated to the coach in writing. If the gymnast is scratched too late to receive a refund
from the host gym the gymnast’s account will be charged for the meet.
3.) Gymnasts will NOT be allowed to compete in any meets after the Home meet or their State competition
until the required fees for the year are paid in full or an alternative payment plan has been established.
4.) A statement of the gymnast’s account will be produced near the end of the competitive season. If a
parent would like a statement at an earlier date, please request one from the AAPA Treasurer.
5.) If you know there are meets your gymnast will not attend you must make the first scheduled payment
but may then adjust the subsequent payment as needed.
6.) If a gymnast is receiving a discount on the instruction fees from Arlington County, AAPA will honor
this discount. The discount will apply to all fees collected including team apparel and social
opportunities that arise throughout the year. Please reach out to Carly Meyer
(cmeyer@arlingtonva.us) for additional information on this discount.
Thanks and we look forward to a wonderful gymnastics season!
AAPA Income Statement for the Year Ended August 31, 2015
Actual
2014-2015
Budget
2014 - 2015
Variance
Budget
2015-2016
2,900
6,050
79
250
503
3,250
6,000
0
0
0
(350)
50
79
250
503
0
9,000
1,040
0
0
9,782
9,250
532
10,040
(2,000)
64,346
(72,467)
(6,121)
(3,350)
0
5,520
(5,520)
(3,686)
(3,686)
3,600
25,247
(50,150)
(24,903)
(16,300)
25,247
(50,150)
(19,603)
(5,300)
210 Booster Sales
710 Booster Inventory
Net Booster Inflow
1,135
0
1,135
2,500
(2,000)
500
(1,365)
2,000
2,500
(2,000)
500
230 Leo Sales
730 Leo Inventory
Net Leo Inflow
5,033
(3,300)
1,733
6,500
(5,500)
1,000
(1,467)
2,200
733
6,500
(5,500)
1,000
410 Fundraising Collected
910 Fundraising Expenses
Net Fundraising Inflow
2,176
(335)
1,841
500
(200)
300
1,676
(135)
1,541
500
(200)
300
48,520
2,733
1,900
0
750
53,903
37,800
2,500
2,000
250
0
42,550
10,720
233
(100)
(250)
750
11,353
39,900
2,500
2,000
250
0
44,650
(587)
(6,469)
(2,077)
(1,200)
(8,815)
(2,490)
(1,029)
(1,000)
(6,000)
(1,800)
(1,100)
(8,000)
(2,100)
(1,000)
413
(469)
(277)
(100)
(815)
(390)
(29)
(1,000)
(6,500)
(2,000)
(1,300)
(9,000)
(2,100)
(1,000)
Category
Inflows
112
114
117
420
430
Family Dues
Coach Support
Family Payments - prior year
Donations
Miscellaneous Income
Total Family Payments and Misc Other
116 Meet Fees Collected
616 Meet Fees paid
Net Meet Fees Paid
64,346
(72,467)
(8,121)
119 VAUSAG Dues collected
620 VAUSAG Dues paid
621 VAUSAG Dues paid - Next year
Net VAUSAG Dues paid
5,520
(5,520)
(3,686)
(3,686)
220 Team Apparel Collected
720 Team Apparel Paid
Net Team Apparel collected/(paid)
310 Host Meet:
315 Gymnast Fees
320 Concessions
330 Programs
340 Vendors
350 Sponsors
Total Host Meet Inflow
810 Host Meet:
820 Concessions
830 Judges
840 Sanction Fee
850 Trainer
860 Awards
870 Facility Fee
875 Programs, GL Grams, Raffle
880 Other
Total Host Meet Outflows
(685)
(23,352)
(3,000)
(24,000)
2,315
648
(3,000)
(25,900)
30,551
18,550
12,001
18,750
8,332
11,300
(13,968)
25,540
(1,881)
(363)
(3,504)
(1,500)
(2,500)
(2,000)
(1,500)
0
0
(1,096)
(909)
(216)
(807)
(832)
(90)
(14,141)
0
(1,500)
(1,250)
(1,000)
(3,000)
0
(3,500)
(8,000)
(17,500)
(2,000)
619
1,637
(2,004)
(1,500)
0
1,500
154
91
2,784
(807)
2,668
7,910
3,359
2,000
(2,000)
(750)
(3,000)
(3,500)
(3,000)
(1,500)
(1,250)
(400)
(2,500)
(500)
(3,500)
(10,000)
(15,000)
(2,000)
Total Outflows
(25,339)
(43,750)
18,411
(48,900)
Net Inflows/Outflows
(17,007)
(32,450)
4,443
(23,360)
Net Host Meet Inflows
TOTAL NET INFLOWS
Outflows
622 VAUSAG Coaches Dues
725 Coach Apparel
950 Office Expenses
951 legal fees
952 - paypal fees
955 Team Education
960 Team Social
962 Senior Gifts
965 Team Awards
970 Team Supplies
975 Team Equipment
980 Coach Education
990 Coach Travel
995 Gymnast Grant