EBYA Coronavirus Pandemic FAQs
Why did EBYA cancel the Spring 2020 Recreation Seasons for EBYA Softball, Baseball, and Soccer? The state of Pennsylvania mandated that all schools remain closed for the remainder of the school year as part of the Non-Pharmaceutical Intervention of Social Distancing to combat the spread of the global pandemic known as Coronavirus Covid-19. Because Pennsylvania has extended the social distancing and stay-at-home directive currently through the month of April and very likely through the remainder of the school year – and EBYA Spring 2020 Recreation Seasons follow the DASD School Year calendar – EBYA Families will not be able to participate in the planned Spring 2020 Recreation Season.
As of May 8th, 2020 - Chester County has also been designated in the RED ZONE through June 4th which further restricts EBYA families from participating in Spring Sports. Per the Pennsylvania Secretary of Health - organized sports activities will not be permitted until Chester County reaches the GREEN ZONE.
Why doesn’t EBYA extend their Spring seasons indefinitely into the summer? The primary reason is that we cannot predict how indefinite the extension would be. With every passing day, more families will withdraw from the league – removing both players and volunteers – and it would be too difficult to sustain the planned seasons.
Does EBYA intend to offer Summer 2020 recreational sports in lieu of Spring sports? We will be prepared to offer Summer 2020 recreational sports if permitted by the government and health authorities.
Why didn’t EBYA initially offer full refunds when the Spring 2020 Recreation Seasons were cancelled? As with many youth sports organizations, a significant amount of funds have been spent or contractually committed well prior to “Opening Day.” As such, EBYA stands to lose in excess of $40,000 if full refunds are given to all families. We initially offered a 75% refund option to cover some of the spent or contractually committed funds.
What expenses did EBYA incur by offering Spring Sports and having 1,200 kids register to play? If the season is cancelled, what costs were there? Doesn't the township pay for the fields and field maintenance? By offering a 2020 Spring Sports season and subsequently having 1,200 kids register to play, EBYA incurred the following costs: Credit card processing and bank fees, accounting fees, insurance fee per player, coach resources, volunteer background checks, Positive Coaching Alliance workshops & materials, and field maintenance. Though teams did not yet start to practice, EBYA Baseball, for example, held indoor player evaluations. Regarding fields, EBYA funds the majority of the field maintenance. EBYA Soccer pays a contractor to cut, treat, and maintain the soccer fields. EBYA Baseball and Softball maintain the fields while the township only cuts the grass.
Why would it be difficult for EBYA to absorb the spent or contractually committed funds? EBYA is an all-volunteer, local community, non-profit organization. EBYA is not designed to make money. Our programs all submit deficit-free budgets with the primary source of income from registration fees. We use the income to pay for all of the expenses involved with running a youth sports organization, including unexpected expenses such as equipment failure or loss, and field damage. Any profits that may result after a given season are returned to the program for future equipment purchases and capital improvements, for example - EBYA's planned $50,000 contribution toward the township's New Bathroom Facility Project at Community Park scheduled to occur this year.
Further – our volunteers are committed to ensuring that EBYA is available for our community when we move beyond the Coronavirus Covid-19 global pandemic. We anticipate that families will be looking for “Symbols of Normal” and we will work tirelessly to be one of those symbols. In addition, we anticipate an increase in families requesting financial assistance with their league registration which we plan to provide. Absorbing a significant loss of funds will create difficulty in executing these plans when "Normal" returns.
What are my registration fee recovery options now that the season is canceled? We are offering 4 options:
1. 100% registration fee credit to a future EBYA sports season, good through Dec 31st, 2021. This option will allow the league to minimize the effect of sunk costs on future 2020 seasons. The credit will be distributed in the form of a “Coupon Code” which would be applied at “Checkout” during registration for a subsequent EBYA softball, baseball, or soccer sports season
2. 100% registration fee donation to EBYA which we will use to help sustain the EBYA organization and fund future scholarships for children of low-income and military families. We provide needs-based financial scholarships for approximately 30 children each season
3. 75% registration fee refund via check. The 25% of your registration fee that is retained will help to offset sunk costs such as operations and field maintenance
4. 100% registration fee refund via check. No portion of your registration fee will be retained
What will be the timing of the refund, whether 75% or 100%? We will begin processing requested refunds on May 4. You’ll have until June 1 to request a credit or refund, and if no choice is designated, your fee will be considered a donation.
How do I submit my choice for my registration fee option? Please follow the instructions below. Log into the EBYA.org account that you had used to register your child(ren) for the EBYA Spring 2020 Recreational Sports season. Verify your full name and address in your account settings .For each registered participant in your account, select the Edit (pencil icon) option and answer Question #1 which presents the four registration fee choices. Scroll down and click SAVE at the bottom when you are done. Repeat this process for each registered child. We will begin processing requested refunds on May 4. You’ll have until June 1 to request a credit or refund, and if no choice is designated, your fee will be considered a donation. If you chose the 100% credit option, Coupon Codes will be distributed via email beginning June 1.
Click here for step-by-step instructions.
What if I don't remember my Username and Password for EBYA.org? If you need to lookup your Username or reset your password - and the "Forgot your Username or Password" option is not working for you (for example, if you had changed your email address or the reset email message was filtered as SPAM), please call the website support line at 866-258-3303.
May I request a 100% refund, but then use those funds to submit a matching donation through my employer? Yes, several families have elected to double the impact of their donation by utilizing matching donations through their employer. Pfizer and Key Bank, for example, have EBYA in their matching donation recipient lists.
Will I receive a donation letter for tax purposes if I choose to donate my registration fee? Yes, EBYA will send a donation acknowledgement letter to all families who donate their registration fee. **Please note** - The CARES Act adds a new above-the-line deduction that allows an individual who does not itemize to deduct up to $300 of cash contributions to a qualified charity. This is in addition to the standard deduction.
Why wasn’t there a 75% credit option but there was a 75% refund option? Families who choose the credit and subsequently participate in an EBYA season later in the 2020 calendar year will be able to recognize some of the sunk costs that EBYA has already paid or contractually committed such as – credit card processing and bank fees, accounting fees, insurance fee per player, coach resources, volunteer background checks, Positive Coaching Alliance workshops & materials, and field maintenance.
Will my EBYA Baseball family fundraising fee be refunded in full? Yes, if you choose the 75% or 100% refund options, your $25 Family Fundraising Fee will be refunded in full - in addition to the 75% or 100% refund of your registration fee, depending upon your selection. If you select a credit toward a future season, the $25 Fundraising Fee will be included in the credit.
Can I obtain a full credit but also receive a refund of my late fee? No. For families who registered after the 2 month on-time registration period ended, we will not issue a separate refund for the late fee alone. If you need a full refund, please choose the 100% full registration fee refund option.
What are you doing with the uniforms? We will carry over the cost of uniforms that were ordered and use them in a future season.
Are the parks still open? Yes, parks in East Brandywine Township have remained open though the township has closed the facilities and playgrounds. Trails and playing fields remain open, batting cages at Community Park are open, and soccer goals are available.
Does EBYA intend to offer Fall 2020 recreational sports? We will be prepared to offer Fall 2020 recreational sports if permitted by the government and health authorities.
Does this information apply to EBYA Travel Baseball and Softball? No, this information is limited to the EBYA recreational sports. For travel teams, please contact your coach directly.
What if I don't see my FAQ? We will periodically update this page with any necessary FAQs. If your FAQ is missing, please email us: [email protected]. *Please note - we will not be able to respond to individual email inquiries at this time.