2025-2026 Bellingham Bay Swim Team Financial Agreement

Click here for a downloadable PDF version of this financial agreement

I, the parent or legal guardian (hereafter referred to as the Parent) of the swimmer seeking registration (hereafter referred to as the Swimmer), on behalf of the Swimmer and myself, agree to the following financial conditions of BBST Membership:

Electronic Billing

  • I accept that this is an annual financial agreement dated from September 2, 2025, through August 31st, 2026.​​I understand all BBST fees and invoices will be posted electronically to my BBST member account and can be viewed by the 25th of each month.
  • I understand that I am responsible for setting up an appropriate payment method and keeping my account information accurate and up to date. I understand that invoices are payable via ACH (Automated Check Handling), Credit Card, or Check, and payment is due on the 1st day of every month.
  • I will pay my account in full by the 10th of every month, and I understand that failure to submit a payment within 30 days of billing will result in a $35.00 late fee added to my account. If I pay by check in the mail, I understand it must be postmarked within 30 days of billing to avoid a late charge. I understand that any late fees accrued will not be refunded for any reason. If your family is experiencing financial hardship, contact a Board of Directors Member as soon as possible.
  • I understand that if I pay by Credit Card, I will be responsible for the 2.95% + $.30 per transaction fee.
  • Checks can be submitted to the black payment box on the filing cabinet in the lobby at AHAC or mailed to the following address: P.O. Box 5821, Bellingham, WA 98227. Mailed checks must be postmarked by the 10th of the month.
  • I understand that BBST requires me to have a current credit card on file, and I authorize BBST to charge my credit card on file for any outstanding balance not paid within 30 days, referred to as On-Demand Charges.
  • I understand that I am responsible for checking my account balance regularly and that BBST does not send reminders to pay my account.

Annual or Monthly Dues

  • I will pay the Annual or Monthly Dues as set forth on the above Fee Schedule in accordance with the payment method selected.
    • ​If I choose the Annual Dues one-time payment option, I understand I must contact [email protected] directly prior to August 25, 2025, to set it up.
  • I understand that the Annual Dues Plan payment is due in full before September 13th, 2025.
  • I understand that failure to pay the Annual Dues Plan before this date will eliminate the 5% discount, and I will be required to pay the full monthly dues amount for my swimmer.

BBST Annual Fees

  • I will pay the Annual BBST Team Administration Fee of $230.00 per swimmer (reduced to $155 per swimmer after April 1) as of the date of execution of this agreement.
  • The Team Administration Fee for Blackfish / Orcas Swimmers is $60.
  • I understand that BBST will not refund the Team Administration Fee under any circumstances.
  • I will purchase a Year-Round USA Swimming membership (currently $84.00 for swim team athletes and $30 for Blackfish and Orcas Athletes, directly from USA Swimming, for my swimmer upon joining BBST, or before December 31st, 2025, for returning members. BBST requires that every swimmer have a valid USA membership. Any swimmer who does not have a valid USA Swimming membership will not be permitted to swim with the team.

​Meet Entry and Team Travel Fees

  • I will pay all Meet Entry Fees charged to my BBST account, including Individual Event fees, Relay fees, and LSC (Local Swimming Committee) Meet Entry Surcharge.
  • I understand that I incur Meet Entry Fees each time I enter the Swimmer in a meet using the online, BBST website-based meet entry system and that these fees are charged to my BBST account.
  • I understand that meet surcharges and individual event fees and relay fees are set by the LSC (Local Swimming Committee) and change according to the level of meet. It is my responsibility to understand the fees associated with each meet prior to entering my swimmer in the meet.
  • I also understand that once Meet Entry Fees are paid to the meet host team, they are non-refundable.
  • I understand if my swimmer attends an away meet that does not require travel by airplane, a travel charge of $10 per swimmer will be added to my account. This applies to any meets not at Arne Hanna Aquatic Center.
  • I understand if my swimmer attends an away meet or training trip that does require travel by airplane or a driving distance of more than 200 miles a travel charge of $100 per swimmer will be added to my account.
  • I understand that participation in team travel activities is an optional activity that requires additional payment. I will pay any fees associated with team travel should my swimmer participate.

Team Equipment and Apparel

  • I understand that each practice group has Team Apparel and Equipment that is required at the beginning of each year and in the case of mid-year promotion.
  • I understand that my registration fee includes the purchase of a team practice suit and I am required to purchase the required swim caps and team T-shirts

Service Hours

  • I understand that volunteering is a vital part of the operation of any non-profit group and means we all share in the work it takes to build a successful program for our swimmers. I understand that by joining BBST, my family is obligated to perform 50 hours of service each year for BBST. This is a per-family requirement, not a per-swimmer requirement. 
  • Service hours will be prorated for any family joining the team part-way during the swim season. 
  • There is no service hour commitment for families that only have swimmers in our Blackfish and Orcas groups.
  • I understand that if my family fails to meet the required minimum of 50 service hours, I will be billed on August 20th, 2026, for missed hours at the rate of $50.00 per hour. Please reach out to the Board of Directors if you are having difficulty reaching your annual commitment of service hours.
  • Service hour opportunities are posted in advance and are available on a first-come, first-served basis. I understand it is my responsibility to keep myself informed regarding service opportunities and hours.
  • I understand that the Bellingham Bay Marathon, which will take place on September 21st, 2025, is one of BBST's primary fundraisers and I will work a minimum of 10 hours at this event. I will find my own replacement for any of the required hours I am unable to work.
  • I understand that a maximum of 10 hours from the Bellingham Bay Marathon will count towards my 50-hour annual commitment.
  • I understand that 25 of my required 50 service hours must be performed during the short course season (August through March) and 15 hours must be performed during the long course season (April through July). 
  • I understand that BBST’s Seize the Day Meet hosted in March in Snohomish is a required event for service hours. If I am unable to sign up for a work share shift on site, I may choose a $50 hospitality buyout option, which is equivalent to one hour worked at this meet.
  • I understand that all BBST-hosted swim meets are only possible through the many hours put in by the families of BBST swimmers and that my participation is vital. BBST-hosted swim meets are an important revenue-generating activity of the team, which helps keep the cost of swimming down for our families.
  • I understand that when BBST attends away meets, we are sometimes required by the host team to supply timers. I understand that if my child is registered to swim, I may be asked to time. I understand it’s my responsibility to report these hours to [email protected] in order for them to be credited to my service hours worked. I understand that once assignments are distributed, I am responsible for finding my own replacement should I not be able to time.
  • If I sign up for a Lead Position, I understand that I am committing to work as the Lead for the entire duration of the swim season (September 2, 2025 to August 31st, 2026). In the event of an emergency preventing me from fulfilling this obligation, I will find my own replacement.

Fundraising

  • I understand that the seasonal fundraising requirement is a minimum of $350 per swimmer for the first two swimmers my family has enrolled on the team. This can be done through any of the fundraising opportunities throughout the year.  
  • I understand that if my swimmer fails to fundraise the required $350.00 per swimmer, my account will be charged the remaining balance, and payment is due by August 1st, 2026.
  • I may choose to add $29.17 per swimmer to my monthly bill in lieu of participation in team fundraising.
  • There is no fundraising commitment for Blackfish and Orcas swimmers.

Meet Official Incentive Program

Bellingham Bay Swim Team intends to incentivize members to become USA Swimming Swim Meet Officials and progress through the steps to attain higher levels of certification in order to allow BBST to continue to independently be able to host its own competitions and provide support for fellow teams hosting. Officials are critical to a team’s sustainability and success and we appreciate the time and effort these individuals put into their roles.

 

Any member who chooses to become a USA Swimming Stroke and Turn Official can request to be reimbursed for the expenses associated with becoming a member of USASwimming and undergoing the required background check and training. Additionally, all stroke and turn officials are exempted from their volunteer hour requirements given their time commitment to helping BBST host swim meets provided they work a minimum of 14 sessions at BBST hosted swim meets throughout the season.

 

Any member who meets the above mentioned minimum session requirement and progresses to further certification levels of officiating beyond stroke and turn, to include Starter, Deck Referee, Admin Official, and Meet Referee will be eligible to request a discount on their swimmer’s training dues at the following rates. Please email [email protected] to request the discount be applied to your account.

  • Starter = 10%
  • Deck Referee = 15%
  • Admin Official = 20%
  • Meet Referee = 25%  

Lastly, for our hosted swim meets that occur at any facility other than Arne Hanna Aquatic Center, our Meet Referee and Admin Official listed on the sanction for that meet will be eligible to request reimbursement for their lodging costs for being at this event.

 

BBST will review the financial impacts of this incentive plan annually and reserves the right to make adjustments as necessary to protect the financial viability of the organization.

 

Late Enrollment

  • If my swimmer joins the team after September 2, 2025, the following adjustments to the terms contained within this contract will be made:
  • Annual Team Administration Fee - reduced to $155 as of April 1, 2026. There is no reduction in Administration Fee for Blackfish / Orcas swimmers after April 1, 2026.
  • Service Hours - reduced to 40 hours if enrollment occurs between October 1, 2025, and March 31, 2026. Reduced to 20 hours if enrollment occurs between April 1, 2026, and August 31, 2026.

Seasonal Fundraising Requirement - reduced to $150 if enrollment occurs after May 1, 2026.

Withdrawal from BBST

I accept that this is an annual agreement and I agree to pay the monthly dues set forth above for the duration of this contract.

Swimmers in Blackfish A, B, and Orcas

  • I understand that my swimmer may withdraw from the team at any time, provided that I give a 30-day written notification to both my swimmer’s coach and Team Administrator ([email protected]).

Swimmers in Bronze, Silver, Gold, Junior B, and Senior C Groups who leave before August 31st, 2026:

  • I understand that my swimmer may withdraw from the team at any time, provided that I give a 30-day written notification to both my swimmer's coach and the Team Administrator ([email protected]) and I understand that I will be charged a $125 cancellation fee per swimmer if my swimmer leaves the team prior to August 31st, 2026.
  • Extenuating circumstances: I understand that I can withdraw my swimmer at any time with a 30 day written notice to my swimmer's coach and the Team Administrator ([email protected]) without being held responsible for the $125.00 cancellation fee under the following extenuating circumstances:
  • Loss of employment of one of the parents
  • Relocation to more than 30 miles away
  • Medical issues that will prevent my swimmer to swim for more than 30 days as evidenced by a medical doctor’s note
  • Swimmer or parent is removed from the team for violations of the code of conduct or any other reason as determined by the coaches

Swimmers in Junior A, Senior A and Senior B Groups who leave before August 31st, 2026:

  • I understand that my swimmer may withdraw from the team at any time before November 30th, 2025, provided that I give a 30 day written notification to both my swimmer's coach and the Team Administrator ([email protected]) and I understand that I will be charged a $125 cancellation fee per swimmer.
  • I understand that if my swimmer withdraws from the team after November 30th, 2025, I will be responsible for all monthly dues from my withdrawal date through March 31st, 2026.
  • I will have the option to withdraw my swimmer on April 1st, 2026 without any penalty other than the $125 cancellation fee, provided that I give written notification prior to March 1st, 2026. I understand that if I fail to provide written notification of withdrawal on or before March 1st, 2026, I will be responsible for paying my swimmer's monthly dues through August 31st, 2026.
  • Extenuating circumstances: I understand that I can withdraw my swimmer at any time with a 30-day written notice to my swimmer's coach and the Team Administrator ([email protected]) without being held responsible for the $125.00 cancellation fee or monthly dues through the end of the season under the following extenuating circumstances:
  • Loss of employment of one of the parents
  • Relocation to more than 30 miles away
  • Medical issues that will prevent my swimmer to swim for more than 30 days as evidenced by a medical doctor’s note

 

Summary of Financial Obligation

  • I acknowledge that my/our failure to meet the financial and/or other obligations set forth herein on the specified dates shall disqualify the Swimmer and all members of the Swimmer’s family from participating in practices, meets or other BBST functions.
  • I understand that if my account becomes 30 days past due, my and my swimmer(s) memberships’ will be suspended and will not be re-activated until paid in full.
  • I understand that if my account becomes 30 days past due more than once during the swim season, I will be required to pay all future invoices by credit card or ACH for the remainder of the swim season.
  • If any part of this Agreement is declared invalid, the balance of the Agreement shall remain in effect. Any matter not covered by this Agreement shall be determined by the Board and promptly communicated to the undersigned. 
  • Any and all modifications to this Agreement shall be in writing and initialed by all parties. This agreement represents the entire agreement among the parties regarding the subject matter hereof and supersedes all prior oral or written agreements.