This policy explains what the AYOA annual family membership covers, when refunds may be issued, how scholarships work, how membership revenue may be used, and who is authorized to approve expenditures.
1. Annual Family Membership
The AYOA membership fee is $149 per family annually. A family membership covers one parent or legal guardian and that guardian’s eligible dependent children who live in the same household. Membership runs for 12 months from the date AYOA accepts payment. A separate membership may be required for children living in another household under a different parent or guardian.
2. What the $149 Covers
The fee supports family enrollment and eligibility to participate in AYOA youth programs during the membership year; intake and family communication; participant records and administrative support; curriculum and ordinary learning materials; mentor and volunteer recruitment, screening, training, and supervision; youth-safety practices; program planning and evaluation; and a reasonable share of facilities, insurance, technology, and general operating costs that make AYOA programs possible.
3. What Is Not Included
Membership does not guarantee admission, placement, attendance, transportation, a specific mentor, or a particular outcome. Unless AYOA states otherwise in writing, the fee does not include separately disclosed program tuition, uniforms, equipment, meals, travel, admission tickets, special events, camps, certifications, or third-party charges. Families will be told about additional required fees before enrolling in the related activity.
4. Refund and Cancellation Rules
A family receives a full refund if AYOA declines the family’s membership before any covered child begins participating, or if AYOA cancels the only available program and the family does not accept an offered alternative. A family may cancel in writing within 7 calendar days after payment for a full refund only if no covered child has attended or received membership-funded services. After a child attends, receives services, or the 7-day period ends, the membership fee is nonrefundable. Duplicate or mistaken charges will be refunded after verification. Approved refunds are returned to the original payment method when possible, normally within 10 business days. Removal for a safety or conduct violation does not create a right to a refund. A parent or guardian may submit a written hardship request, which the Executive Director may approve in whole or in part when exceptional circumstances and available funds justify it.
5. Scholarships
AYOA may award full or partial membership scholarships when funds are available. A parent or guardian must submit AYOA’s scholarship request and any reasonably requested proof of need. Decisions are based on financial hardship, family circumstances, program fit and capacity, and available scholarship funds, without unlawful discrimination. The Executive Director and Program Director jointly approve scholarships; neither may approve a scholarship for their own household or a related party. Scholarship information is kept confidential and shared only with personnel who need it to administer the request. Scholarships are not cash awards, have no cash value, are not transferable, and do not automatically cover separately disclosed program or activity fees. A denial may be reconsidered once if the family provides material new information.
6. Permitted Use of Membership Funds
Membership revenue may be spent only to advance AYOA’s charitable and youth-program purposes. Permitted uses include program staff and qualified contractors; mentor and volunteer screening and training; curricula and supplies; facilities and utilities; insurance; youth-safety and compliance costs; technology and communications; outreach and family engagement; transportation or participant assistance approved for a program; accounting, legal, fundraising, and other reasonable administrative costs; scholarships; and reserves approved by the Board for future program delivery and organizational stability. Funds may not be distributed for the private benefit of a director, officer, employee, founder, member, or related person except for reasonable, documented compensation or reimbursement for legitimate AYOA services or expenses approved under AYOA’s conflict-of-interest procedures.
7. Who Approves Expenditures
The AYOA Board of Directors approves the annual operating budget and any changes to this policy. The Executive Director may approve ordinary membership-funded expenses that are within the Board-approved budget. Any unbudgeted single expense over $500 requires written approval from both the Board Chair and Treasurer before payment. Any payment to a director, officer, founder, key employee, or related party requires advance approval by disinterested Board members, documentation that the amount is reasonable, and compliance with AYOA’s conflict-of-interest policy. The Treasurer reviews membership income and expenditures at least monthly and reports them to the Board. No person may approve a payment to themselves.
8. Records and Restricted Gifts
AYOA will record membership income and related expenditures in its financial records, keep receipts and approval documentation according to its record-retention practices, and use donor-restricted scholarship gifts only for the stated restriction. Membership payments are fees for membership benefits and should not be represented as charitable contributions unless AYOA provides a written statement saying otherwise.
9. Questions and Policy Changes
Questions, cancellation notices, refund requests, or scholarship requests may be sent to support@ayoaleaders.org or mailed to American Youth Opportunity Alliance, P.O. Box 756521, Cypress, Texas 77429. AYOA may revise this policy prospectively with Board approval. The policy in effect on the payment date governs that membership year unless a later change is more favorable to the family or is required by law.