WEST ISLIP YOUTH BASKETBALL LEAGUE

Game Cancellation Policy (Proposal)

Basketball Game Cancellation Policy

Ensuring Fairness, Transparency, and Consideration for All Stakeholders

Introduction

The purpose of this policy is to provide clear and practical guidelines for handling the cancellation of basketball games. It is designed to address the needs and perspectives of organizers, coaches, players, parents, fans, school custodians, and referees, ensuring fairness and transparency in all related procedures.

Notification Procedures

All stakeholders must be promptly informed of any game cancellation. Organizers should communicate decisions as early as possible, ideally no later than two hours before the scheduled start time. Notifications should be sent via email, text message, and posted on official league websites or social media channels to ensure broad and timely awareness.

Rescheduling Guidelines

When a game is cancelled, organizers should coordinate with coaches and referees to identify suitable alternative dates within the current season. Priority should be given to dates that minimize conflicts with other scheduled events and accommodate the majority of participants. A rescheduled date should be confirmed and communicated within five business days of the original cancellation.

Refund and Ticket Policy

For ticketed games, fans are entitled to a full refund or the option to use their ticket for the rescheduled game. Refund requests should be processed within ten business days. Any payments made for participation fees should be addressed according to the league’s broader refund policy, with special consideration given to games cancelled without rescheduling.

Referee Compensation

Referees scheduled for cancelled games should receive a partial compensation if notified less than two hours before game time, recognizing their time and commitment. If the game is rescheduled, referees will be given priority for officiating the new date and compensated accordingly. If the game cancelled is between the initial game and the final game on the assignment date, a full fee would be paid.

Roles and Responsibilities

Organizers: Coordinate communication, scheduling, and refunds; ensure all parties are informed and supported.
Coaches: Relay information to players and parents; provide input on rescheduling options.
Referees: Confirm availability for new dates and communicate any conflicts promptly.
Parents and Fans: Monitor official communication channels and follow procedures for refunds or ticket exchanges as needed.
School Custodians and Organizational Personnel : Ensure facility access and readiness; communicate changes in scheduling to adjust cleaning and maintenance duties as needed; support logistical needs for rescheduled or cancelled events.

Conclusion

This cancellation policy aims to treat all parties with respect and fairness. By ensuring clear communication, timely notification, and equitable handling of rescheduling and compensation, the organization demonstrates its commitment to transparency and the well-being of everyone involved in basketball activities.

Assumption of Risk

November 15, 2021

Assumption of the Risk and Waiver of Liability Relating to

Coronavirus/COVID-19

The novel coronavirus, COVID-19, has been declared a worldwide pandemic by the World Health Organization. COVID-19 is extremely contagious and is believed to spread mainly from person-to-person contact. As a result, federal, state, and local governments and federal and state health agencies recommend social distancing and have, in many locations, prohibited the congregation of groups of people. West Islip Youth Basketball, Inc. (“the League”) in conjunction with the West Islip Union Free School District (the “District”) and the West Islip Community Center (the “Center”) have put in place preventative measures to reduce the spread of COVID-19; however, the League cannot guarantee that you or your child(ren) will not become infected with COVID-19. Further, attending the League could increase your risk and your child(ren)’s risk of contracting COVID-19.

By signing this agreement, I acknowledge the contagious nature of COVID-19 and voluntarily assume the risk that my child(ren) and I may be exposed to or infected by COVID-19 by attending the League and that such exposure or infection may result in personal injury, illness, permanent disability, and death. I understand that the risk of becoming exposed to or infected by COVID-19 at the League may result from the actions, omissions, or negligence of myself and others, including, but not limited to, League employees, volunteers, and program participants and their families.

I voluntarily agree to assume all of the foregoing risks and accept sole responsibility for any injury to my child(ren) or myself (including, but not limited to, personal injury, disability, and death), illness, damage, loss, claim, liability, or expense, of any kind, that I or my child(ren) may experience or incur in connection with my child(ren)’s attendance at the League or participation in League programming (“Claims”). On my behalf, and on behalf of my children, I hereby release, covenant not to sue, discharge, and hold harmless the League, its employees, agents, and representatives, of and from the Claims, including all liabilities, claims, actions, damages, costs or expenses of any kind arising out of or relating thereto. I understand and agree that this release includes any Claims based on the actions, omissions, or negligence of the League, its employees, agents, and representatives, whether a COVID-19 infection occurs before, during, or after participation in any League program.

______________________________________________ _____________________________

Signature of Parent/Guardian Date

______________________________________________ ______________________________

Print Name of Parent/Guardian Name of League Participant(s)

Hold Harmless Agreement

November 15, 2021

Player Name:_______________________________________________ Birthdate:_______________

Address:___________________________________________________________________________

Address:___________________________________ _____________ _____________

(City) (State) (Zip)

Home Phone:________________________ Cell Phone: _________________________

Parent Name(s):_______________________________ _______________________________

(Father) (Mother)

Cell/Emergency Phone:________________________________ _______________________________ (Father) (Mother)

● Health Insurance Provider: _____________________________________ Phone#:___________________

Insurance ID #:________________________________ Group #:________________

Health Conditions/Medications/Allergies: ___________________________________________________

Liability Waiver: Basketball presents certain inherent risks and hazards, which the Player-participant and parent/guardian are urged to consider and which the Player assumes. To the best of my knowledge, there are no physical or other health-related conditions, which will interfere with my child’s participation unless noted above. I, the undersigned parent/guardian for the above named Player, understand and acknowledge that such recreational activities have inherent risks, dangers and hazards, foreseeable and unforeseeable, that may result in injury, illness, or property damage, and on behalf of myself, my family, agents and contractors, I hereby release and agree to hold harmless West Islip Youth Basketball, Inc., it sponsors, volunteer coaches, managers, game personnel, officers and directors from all claims, actions, or losses related thereto. West Islip Youth Basketball, Inc., assumes no liability for injury or damage arising from the results of participation of the above Player unless due to willful fault or gross negligence on the part of West Islip Youth Basketball, Inc. I also agree that my child will be a registered participant under our Excess Medical Liability insurance coverage.

Medical Treatment Release: Due to the strenuous nature of basketball, the Player participant is urged to consult her physician concerning her fitness to participate. I, the undersigned parent/guardian for the above named Player hereby approve of my child’s participation in the West Islip Youth Basketball, Inc. program and consent to emergency medical treatment for my child on my behalf. I also authorize any activity attending adult, volunteer, or organization personnel of West Islip Youth Basketball, Inc. to obtain any necessary medical treatment for my child on my behalf, in case of an emergency, where I am not present and with the understanding that I will be notified as soon as possible. My health insurance information has been provided above.

Parent Signature:______________________________________________ Date:_______________

Print Parent’s Name: ___________________________________________

Coach or Team Manager will have a copy of this form at all practices and games.

Refund Policy (Proposal)

December 3, 2024

PROPOSAL

West Islip Youth Basketball, Inc. is a charitable, non-profit, 501 ( c )( 3 ) exempt organization; administered by a board and run by volunteers. Our organizational mission is to provide a wonderful basketball related experience. Out Fiscal year begins on September 1^st until August 31^st of the following year. We incur expenses in preparation for the upcoming season before we begin, during, and after the registration process. The registration fee is reflective of a “Pooled” operating budget approach, aimed to breakeven, financially. Hence, a refund will be emitted in the following manner:

1. 100% if “Refund Request Form” is submitted during Registration Period, usually between November 1^st and November 25^th of the current Fiscal Year, unless the registration period is extended by The Board.

2. 90% if “Refund Request Form” is submitted before insurances are renewed and in effect for the upcoming Insurance Coverage Period, which normally starts on November 25^thof the current Fiscal Year.

3. NO REFUND after uniforms are ordered, around December 5^th of the current Fiscal Year.

4. A refund policy exception will be considered by The Board, at their sole discretion upon the determination of the facts, for major injuries occurring during PRE-SEASON or IN-SEASON. The refunded amount will be based on the proportional days of the season to when the injury is formally reported via a Medical Claim and supported by a medical physician’s letter.

If you have a refund request, please fill out the form below, sign and submit the form and documents to: johnyankee23@aol.com or mail it to:

West Islip Youth Basketball, Inc.
102 Raleigh Lane
West Islip, NY 11795

All information is kept confidential within the Executive Board. If you have questions, please contact the Executive Board.

REFUND REQUEST FORM

Parents Name: _________________________________, ______________________________________

Player’s Name: ________________________________

Address: _____________________________________________________________________________

City, State, Zip Code: ________________________________________, __________, _______________

Primary Phone Number: _________________________

Secondary Phone Number: _______________________

Primary Email Address: __________________________________________________________________

Secondary Email Address: ________________________________________________________________

Amount of Registration Fee Requested: $_______________

I hereby apply for a registration fee refund from West Islip Youth Basketball, Inc. for the player listed above, a participant in the current basketball organization season. I understand that any falsified information on this application will render any refund invalid, and the funds will be returned to the West Islip Youth Basketball, Inc.

I further understand that applying for a refund of the registration fee does not automatically result in receiving a refund. The Board must accept, make a decision, and approve the refund.

I certify that the information included in the refund policy form is correct and true to the best of my knowledge.

Parent Signature: ___________________________________ Date: _________________________

Please include:

1. Online Registration Information

a. Entry Date

b. Entry ID

2. Bank Information (If applicable)

a. Bank Name

b. Routing Number

c. Account Number

d. Account Type

i. Checking

ii. Savings

Operating expense considerations:

1. Insurance

2. Website

3. Advertising and Promotion

4. Meals

5. Rental Agreements

6. Permits

7. Professional Fees

8. Contributions and Donations

9. Uniforms

10. Supplies

11. Officiating

12. Travel

Lost Check (Proposal)

West Islip Youth Basketball, Inc. is a charitable, non-profit, 501 ( c )( 3 ) exempt organization; administered by a board and run by volunteers. Our organizational mission is to provide a wonderful basketball related experience. Out Fiscal year begins on September 1^st until August 31^st of the following year. We wholeheartedly value and treasure our officer(s), members, vendors, and sponsors; hence we committed to excellence in our financial responsibilities.

We all lose something from time to time, when it comes to a lost check issued by our organization, we will act responsibly. Hence, we will re-issue the check in full following a timeline:

1. Receive notification that explicitly claims a check issued by our organization was not received by the affected claimant--individual, business, or external organizations.

2. A waiting period of 90 days until “Stale Date” is bank standard, but in case of an individual claimant we will act within 5 business days. If the claimant is a business or external organization, the wait will be 10 business days. Proving the check is irrevocably missing Is difficult to ascertain, therefore it will be temporarily ignored until “Stale Date”.

3. An investigation will commence with banking records in order to provide a “Status Report” on claimed lost check.

4. A replacement will be submitted for processing either online or hand-written, thus the re-issuance is considered legally delivered via banking system, when mailed, or in person handling.

5. If the original check is found after the replacement check has been authorized, please promptly return it to West Islip Youth Basketball, located at 102 Raleigh Lane, West Islip, NY 11795.

6. If both checks are eventually found to be cashed by the claimant, serious consideration will be given in regard to legal action and lifetime expulsion in doing business with our organization.

If you have a lost check claim, please fill out the form below, sign and submit the form and documents to: johnyankee23@aol.com or mail it to:

West Islip Youth Basketball, Inc.
102 Raleigh Lane
West Islip, NY 11795

All information is kept confidential within the Executive Board. If you have questions, please contact the Executive Board.

LOST CHECK CLAIM FORM

Name: _________________________________, ______________________________________

Address: _____________________________________________________________________________

City, State, Zip Code: ________________________________________, __________, _______________

Primary Phone Number: _________________________

Secondary Phone Number: _______________________

Primary Email Address: __________________________________________________________________

Secondary Email Address: ________________________________________________________________

Amount of Lost Check: $_______________

I hereby apply for a lost check replacement from West Islip Youth Basketball, Inc. for the name listed above, a claimant who provided goods and services during the current basketball season. I understand that any falsified information on this application will render any replacement check invalid, and the funds returned to the West Islip Youth Basketball, Inc.

I further understand that applying for a re-issuance of the lost check and related fee does not automatically result in receiving a replacement check. The Board must accept, make a decision, and approve the replacement check.

I certify that the information included in the lost check policy form is correct and true to the best of my knowledge.

Signature: ___________________________________ Date: _________________________

Please include:

1. Check information

a. Issued Date

b. Pay to Order of

c. Amount

d. Reason