FINANCIAL OBLIGATIONS POLICY

effective 08.17.2025

MLAC is an organization that employs full-time and part-time certified professional coaches, other part-time staff, and rents facilities for its operations and has an obligation to its membership to act fiscally sound. Our organization follows a fiscal calendar which starts on September 1st annually, mirroring the standard USA Swimming national competition year: thus, MLAC is party to employment, operational, and rental contracts calculated for said timespan on an annual basis. Registrations for all MLAC offerings are a factor in deciding to execute said contracts and are a part of our business’s annual budgeting.​​

​

​

PART ONE - MLAC BUSINESS OPERATIONS

1) Member Account Requirement

MLAC requires each member family to have at least one (1) current and valid credit card with accurate billing and card information on file at all times. 

​

Member families may opt to add, replace, and/or distribute additional cards on file as they like, provided that they are a current and valid card and have accurate billing and card information.

​

2) Invoices

Invoices are generated for each member family account by the 28th of each month for payment due on the 1st of the next month. Charges invoiced include swimmer registration due account balances, registration installments, meet entry fees and surcharges for swimmers, other charges to the account (eg, social event registrations, special order apparel or equipment, etc), and any additional financial charges (eg, late fees, transaction fees, etc).

​

3) Auto-Run Payment

Our team database platform automatically processes payment on the 1st of each month for all invoices to the defaulted credit card on file in each member family’s account. 

 

4) Expired Card Errors & Processing Errors for Credit Cards on File

Expired credit cards and/or processing errors with the credit card on file will create an accrued balance, which will maintain its obligation to the family to pay. 

A) Registration and participation in any MLAC offering will not be processed and permitted until payment is received. 

​

B) Member families will receive email within ten (10) days to notify them to update their account and promptly process a payment in order to return their account to good standing. Member families with a balance due for more than thirty (30) days will not be allowed to register for additional meets until the account is paid in full. Member families with a balance due at the end of the registration season will be prohibited to register for the following season until the balance is paid in full.

PART TWO - INSTRUCTIONAL PROGRAMS (YLTS & ALTS)

1) Cancellation Policy

A) Cancellation of a swimmer’s registration for instructional programs will be considered within the first two (2) class sessions. A refund of the registration fee, minus the pro-rated amount for scheduled classes which have already occurred, along with a $15 transaction processing fee, will be placed back onto the original payment method. 

​

B) Families who register for an incorrect class (LTS level) on their own and who may need to be removed from that class for instructional and safety reasons are not guaranteed a placement in the developmentally appropriate class for their swimmer in the current session and are not eligible for a refund and will instead be given a credit on the family account for future use during the next session of classes.

​

C) In the event of a class cancellation (eg, snowstorm, power outage, etc), MLAC will make every effort to reschedule class as quickly and timely as possible. Should a rescheduled class not be possible, a pro-rated credit amount of one (1) class will be placed on the family account for future use of an MLAC offering.

​

D) No credit or refunds are given for voluntary absences.

​

PART THREE - COMPETITIVE TEAMS (YOUTH & MASTERS) AND FITNESS PROGRAMS

1) Trial Period for Competitive Teams (Youth & Masters) and Fitness Programs

MLAC strives to be a place for everyone, but we recognize that sometimes things don’t work out. 

A) Membership from the competitive team may be cancelled within two weeks of the swimmer’s registration date or the swimmer’s first practice, whichever is later, with no further financial commitment. 

​

B) A request for cancellation must be made within this time period via the MLAC Athlete Cancellation Form. Once confirmed and processed, the athlete will not be permitted to continue participation.

​

C) Initial dues payment is not refundable. 

​

2) Cancellation Policy for Competitive Programs (Youth & Masters) and Fitness Programs

Outside of the initial MLAC Trial Period, membership from the competitive team may be modified under the following conditions listed below, provided that the MLAC Membership Cancellation Form is completed.

A) MEDICAL SUSPENSION

1. Membership may be put on pause with a certified medical note documenting the athlete's inability to participate by a licensed or certified physician, psychologist, or mental health therapist. Once confirmed, the member status will be set to “Paused” during this time, and once the athlete is cleared to resume with a certified medical note received and confirmed by MLAC, the status will be reset to “Active.”

2. Installment dues will not be invoiced during a medical suspension. 

   1. Any missed installments will be pro-rated and charged at the time of return. 

   2. Any meet fees or other financial obligations invoiced plus any family service obligations during this time are set to be paid and considered an active balance.

   3. Should the athlete not be cleared prior to the end of the season, no installment dues will be invoiced for that season; however, any meet fees or other financial obligations will be invoiced and expected payment. 

3. Pay-in-full dues will be credited on a pro-rated basis, once the athlete has been cleared and resumes participation.

   1. The amount will be based on the duration of the medical suspension and will be processed as a credit on the family member account. 

   2. Any meet fees or other financial obligations invoiced during this time are set to be paid and considered an active balance.

   3. Should the athlete not be cleared prior to the end of the season, a pro-rated credit will be applied for that season; however, any meet fees or other financial obligations will be invoiced and expected payment.

4. Any applicable MLAC Family Service obligations must be made whole and are not excused during this time.

​

B) RELOCATION​

Membership may be terminated due to family relocation more than fifteen (15) air miles from the address of the Mt. Lebanon High School Pool. Once confirmed, meet fees or other financial obligations invoiced plus any family service obligations owed up to that point in time will be invoiced and must be paid prior to the member status being set to “Cancelled.”

​

C) OTHER

In special circumstances, membership may be terminated after consultation and discussion with the Board President, with prior approval to cancellation. Once confirmed, meet fees or other financial obligations invoiced plus any family service obligations owed up to that point in time will be invoiced and must be paid prior to the member status being set to “Cancelled.”

​

3) Non-Refundable Athlete Memberships

Because they are processed directly from each member family with each respective national governing body, athlete memberships for youth registered with USA Swimming and athlete memberships for adults registered with US Masters Swimming are non-refundable by MLAC.