REFUND POLICY
Wellington Green Recreation Association ("WGRA") Last updated: [DATE]
The short version
Membership dues and special assessments are non-refundable. They fund the pool, grounds, insurance, and staffing for the full season whether or not a household uses the facility. The Board may grant limited exceptions in hardship cases, at its discretion.
Guest passes and day fees are non-refundable. Facility rentals follow the cancellation schedule below. If WGRA cancels a rental or event, you get a full refund or a reschedule.
This policy is part of our Terms of Use and applies to all payments made to WGRA.
1. Membership dues
Dues are non-refundable once the membership season begins.
- Cancellations received before opening day of the season: refunded in full, less any non-refundable processing fee.
- Cancellations received on or after opening day: no refund, in whole or in part.
- Memberships are not prorated for late joins, mid-season departures, travel, illness, or non-use.
- Memberships may not be transferred or sold to another household except as our bylaws allow.
Limited exceptions. The Board may, at its sole discretion, approve a prorated refund or a credit toward the following season when a member household:
- Permanently relocates more than [50] miles from the neighborhood mid-season
- Is unable to use the facility for the remainder of the season for a documented medical reason
- Experiences another circumstance the Board considers comparable
Exception requests must be in writing to wgranews@gmail.com and include the reason and any supporting documentation. The Board reviews requests at its next regular meeting and its decision is final. Approving one request does not create a precedent or an obligation to approve others.
2. Special assessments
Special assessments approved under our bylaws — including assessments funding the pool reconstruction — are non-refundable under all circumstances, including if a household sells their home, moves, or resigns membership before the work is finished. Assessments are obligations of membership, not purchases of a service, and are governed by our bylaws.
3. Facility closures and interruptions
WGRA does not refund or prorate dues when the facility closes for:
- Weather, including rain, storms, and lightning holds
- Mechanical failures, water chemistry issues, or emergency repairs
- Swim meets, private rentals, or scheduled Association events
- Public health orders or other circumstances outside our control
- Construction and renovation periods announced in advance of the season
If the facility is closed for an extended, unplanned period during a season in which dues were charged, the Board may — but is not required to — issue a partial credit toward the following season. Any such credit applies to all affected members equally.
[BOARD DECISION: define "extended" if you want a hard number — for example, "more than 21 consecutive days of the posted season." A stated threshold is easier to defend than open discretion, but it also commits you.]
4. Guest passes and daily admission
Guest passes, punch cards, and daily admission fees are non-refundable and non-transferable. Unused passes expire at the end of the season in which they were purchased and do not carry over. No refunds or credits are issued for weather closures or early closures on the day of use.
5. Facility rentals and private events
Rentals require a signed rental agreement and payment in full at booking, including any damage deposit.
If you cancel:
| Notice given before the event | Refund |
|---|---|
| 14 or more days | Full refund, less the non-refundable booking fee of $[____] |
| 7 to 13 days | 50% of the rental fee |
| Fewer than 7 days | No refund |
If WGRA cancels — for weather, mechanical problems, lifeguard unavailability, or any other reason — you may reschedule at no charge, subject to availability, or receive a full refund of everything you paid, including the booking fee.
Damage deposits are refunded within [14] days after the event, less the cost of any repairs, replacements, or extra cleaning needed. We will itemize any deductions.
Ticketed WGRA social events and fundraisers are non-refundable unless the event is canceled by WGRA, in which case ticket holders receive a full refund or, at the buyer's option, may convert the payment to a donation.
6. Donations
Charitable donations to WGRA, including gifts to the pool reconstruction campaign, are non-refundable. If you believe a donation was made in error or a recurring gift was charged after you canceled it, contact us within [30] days and we will review it.
[VERIFY WITH YOUR TREASURER OR CPA: whether WGRA's tax status makes donations deductible, and what receipting language belongs here. Do not state a deductibility claim until that is confirmed.]
7. Duplicate or incorrect charges
If you were charged twice, charged the wrong amount, or charged for something you did not authorize, email wgranews@gmail.com within [60] days of the charge with the date and amount. Confirmed billing errors are refunded in full to the original payment method.
8. Suspended or terminated memberships
No refund is issued when a membership is suspended or terminated for violating our facility rules, Terms of Use, or bylaws, or for nonpayment. Members who resign voluntarily are treated under Section 1.
9. How refunds are issued
- Approved refunds are returned to the original payment method through Square. We cannot refund to a different card or account.
- Refunds are processed within [10] business days of approval. Your bank may take several additional days to post them.
- Payment processing fees charged by Square [are / are not] refundable. [Confirm your Square settings — Square does not return the processing fee on most refunds, so most organizations state that fees are non-refundable.]
- Approved credits toward a future season are applied at registration and expire if not used within [one season / 12 months]. Credits have no cash value.
10. Chargebacks
If you have a billing concern, contact us first — we will work it out with you. Filing a chargeback with your bank before contacting us costs the Association fees that come out of the same budget that runs the pool, and it may result in suspension of facility privileges until the balance and fees are resolved.
11. Changes to this policy
We may update this policy from time to time. The version posted on the day you make a payment is the one that applies to that payment.
12. Questions
Wellington Green Recreation Association 105 Bridgeport Drive Greenville, SC 29615 United States Phone: (864) 292-2794 Email: wgranews@gmail.com