FINANCIAL Policy

Effective Date: September 1, 2026

This Financial Policy governs all dues, fees, and payment obligations for Valley Waves Fastpitch families for the 2026–2027 season. It applies to organization dues, team dues, one-time purchases, and any other cost associated with participation in a Valley Waves program.

This policy is referenced in the Valley Waves Family Handbook and controls on any financial matter it addresses. Valley Waves may update this policy from time to time; the version posted at this link is always the current, governing version.

Registration Fee

One-time registration fee due at the start of each season for all players. The registration fee covers the fixed costs of bringing a new season online for every family, including:

  • Insurance coverage for the season

  • Background checks and required training for coaches and volunteers

  • Regulatory and legal compliance

  • Season start-up costs — the administrative work of standing up rosters, systems, and operations before the season begins

This is separate from and in addition to organization dues, which fund the season's ongoing operations once it's underway.

Organization Dues

  • Organization dues support shared resources and services that benefit every player across the program, including:

  • Business operations and on-going regulatory compliance

  • Administrative and operational oversight

  • Professional development and coaching resources

  • Communication systems and technology platforms

  • Partnerships and vendor relationships for player benefits

  • Specialized coaches for skills clinics and advanced training

  • Workout Wednesdays, organizational events, and other program planning

  • Shared gear and equipment maintenance

Team Dues

Each team carries its own monthly dues in addition to organization dues. The head coach sets the amount based on that team's specific needs, which vary with tournament schedule, additional training, permit costs, and roster size.

Head coaches set the team budget. They do not handle team money. Collecting dues, paying expenses, and maintaining the team's financial records is the responsibility of the team treasurer, and Valley Waves maintains oversight of every team's books. This separation is intentional, and it protects coaches, treasurers, and families alike.

Team dues are cost recovery. They are set to cover what the team actually spends, not to generate a surplus. Teams are expected to finish the season close to even. When a small amount is left over, it typically goes toward an end-of-season team party or small gifts for coaches and volunteer parents, rather than being carried forward.

Team dues typically cover:

·       Field permits and practice facility rentals

·       Team-specific insurance

·       Tournament registration fees

·       Umpire fees for games and friendlies

·       Specialized coaching and instruction

·       Team equipment and supplies

·       Team events and celebrations

What Dues Do Not Cover

Organization and team dues do not cover uniforms and apparel, the Player Essentials/Complete Package, skills clinics, individual or small-group private training, or any travel expenses including hotels, flights, gas, and meals. These are additional out-of-pocket costs.

When Roster Size Changes

Some team costs are fixed regardless of how many players are on the roster, such as tournament entry fees and facility rentals. These costs are divided equally among current active players. If a player leaves the team mid-season, the remaining families cover the full team obligation — which means monthly dues may increase for those who remain.

One-Time Required Purchases

  • Registration Fee - All eligible players accepting a position on a Valley Waves team for the 26-27 Season.

  • Player Essentials Package - All new players purchase a Player Essentials Package at minimum. Returning players who already have gear from a prior season are set, but are welcome to purchase fresh items.

Uniforms

Every team carries a minimum of three uniform sets. Uniform costs are separate from monthly dues.

The full uniform order cost, and what's included in a set (e.g., jersey, pants, socks, belt), are determined by coaches individually.

How Payment Works

Each team has a team treasurer who collects dues from that team's families. Families pay the treasurer. The treasurer then submits the organization dues for all active players on the roster to Valley Waves in a single monthly payment.

Monthly Timeline

When /What Happens

  • By the 25th of each month / Your team notifies families of next month's dues amount

  • By the 1st of each month / Families pay team dues to their team treasurer

  • By the 7th of each month / Team treasurer submits organization dues to Valley Waves

Payment Methods

  • Families pay their team treasurer using the method their team communicates at the parent meeting.

  • Team treasurers submit organization dues to the Valley Waves business bank account by Zelle

Financial Transparency and Team Budgets

Every Valley Waves team is required to use the standard budget and financial tracking spreadsheet provided by the organization. Teams may not substitute their own system.

Who Has Access

Head coaches are intentionally separated from managing team finances while retaining full visibility into their team's financial position. Coaches set the budget. Treasurers manage the money. Neither role operates without the other seeing it.

Role: Access Level

  • Valley Waves organization: Edit access to every team spreadsheet

  • Team treasurer: Edit access to their team spreadsheet

  • Head coach: View access, full visibility, no editing

  • Team parents: View access, team balance sheet visibility only, no editing

Receipts and Records

Team expenses are recorded in the spreadsheet as they occur and supported by receipts. Team financial records are retained by Valley Waves after the season ends.

Payments through PlayMetrics

For certain registrations, programs, and purchases, families may pay directly through the Valley Waves PlayMetrics platform by credit card or ACH.

Payments made this way are processed by PlayMetrics on Valley Waves' behalf, but the transaction itself is between the family and Valley Waves. Refund requests are handled under Valley Waves Financial Policy, not by PlayMetrics.

A processing fee applies to payments made through the platform, and it is paid by the family, not Valley Waves: 2.9% plus $0.30 per transaction for credit card, or 1.5% per transaction for ACH. This fee is non-refundable.

By paying through the platform, you authorize the charge to the card or account on file, and you're responsible for keeping that payment information accurate and current, and for notifying us promptly if it's lost, stolen, or canceled. A charge is considered valid unless disputed in writing within 30 days of the billing date; we cannot adjust a disputed charge after that window. All charges are in U.S. dollars, and you're responsible for any taxes that apply to your purchase.

Late and Missed Payments

Dues are due on the 1st of each month. We would rather work with a family than chase a payment, and the policy below is built around that. What we cannot do is carry a family that goes quiet, because team expenses are fixed and already divided among active players. When one family falls behind without saying anything, the other families on the team are covering it.

A $5 late fee accrues for each month a dues payment remains late without an active written payment plan or prior communication with your head coach or team treasurer.

If You Reach Out

Contact your head coach or team treasurer before the due date, or as soon as you know there is a problem. We will work out a written payment plan together. As long as the plan is being honored, your player continues participating normally and nothing else in this section applies.

You will never be penalized for telling us early. That is the entire point.

If a Payment Is Missed

Timing / What Happens

Days 1–7 past due / Your treasurer sends a reminder. No other consequence.

Days 8–20 past due / Your head coach follows up directly and Valley Waves is notified. This is the window to set up a payment plan.

Past 21 days, no communication / The player is held out of team activities until the account is current or a written payment plan is in place.

Repeated Late Payments

If late payments become a pattern, Valley Waves reserves the right to suspend a player from team activities until the account is caught up, without extending the 21-day window again. Continued non-payment without communication may result in removal from the program.

Tournament Participation

Accounts must be current, or on an active written payment plan, before a player participates in a tournament.

Withdrawal Does Not Cancel What Is Owed

Leaving the team does not release a family from amounts already committed on their behalf, including tournament entries, uniform orders, and facility bookings already paid or contracted.

Financial Hardship

Financial difficulties come up, and we would rather know early. If your family is facing a hardship, contact your head coach or reach out to Valley Waves directly. We will work with you to find a solution where we can.

Fee Changes

Valley Waves is a growing organization. As we expand our offerings — whether through facility partnerships, enhanced coaching education, college recruitment connections, or specialized training programs — our dues may increase to reflect the added value we provide. We will keep any increases fair, reasonable, and directly tied to meaningful improvements in our players' experience.

Any organization fee increase will be communicated in writing at least 30 days before it takes effect.

Refunds and Withdrawal

While Your Player Is an Active Member

Valley Waves does not issue refunds for money already spent or committed on your player's behalf for any month your player was an active member. This includes organization dues, and team expenses such as tournament entries, permits, and uniform or apparel orders. This obligation applies whether or not you later withdraw, and it does not get revisited retroactively.

What Written Notice Does and Does Not Change

Withdrawal takes effect only when your head coach and Valley Waves have received written notice. Your player remains an active member, and the obligations above continue to apply, until that notice is received.

Once notice is received, you are released only from costs your team has not yet announced or has announced but has not yet paid or committed. You remain responsible for anything already paid or committed on your player's behalf before that date.