CYA Board Members and Sport Coordinators;

The document below is intended to provide you with an understanding of what the Executive Director's role is in CYA.  Please note that this document only contains highlights and is by no means inclusive of every duty that is performed by the CYA ED.  This document provides a roadmap for 2014 as to the priorities as outlined by the Executive Director.

CYA Goals, Objectives & Definitions for 2014

The CYA Executive Director performs a host of duties that fit into five primary categories.  Each of these categories has significant detail associated with them.  The purpose of this document is to highlight some of the key components and provide an overview of CYA’s Goals and Objectives for 2014.  Here are the five categories:

      1)  Operations

      2)  Facilities Development and Maintenance

      3)  Risk Management Program

      4)  Community Outreach

      5)  Fundraising

Operations
The CYA Executive Director performs the role of “Operations Director” for the organization.   The following bullet points provide a brief outline of the duties and initiatives as they pertain to the operation of CYA in 2014.  The underlying function of the Operations Director is to provide administrative support to the CYA Sports Coordinators, the CYA Board of Directors and manage the personnel that work for CYA in various capacities.

• Provide day to day oversight and guidance to CYA Contractors and Volunteers.  This entails a wide array of duties including things such as assisting in the process of planning and administering CYA Board Meetings, disseminating information to Coordinators and Administrators to aid in efficient time management, providing guidance to Coordinators with the budgeting process, aiding the CYA Board with the committee development and oversight, etc…
• Registration Process.  Continued effort to streamline the registration process and ensure that the membership receives up to date and accurate information in a timely manner.
• CYA Weekly Buzz.  For over a year now, the BUZZ has been emailed to roughly 11,000 CYA Members.  The BUZZ provides members with consistent information pertaining to an array of topics that directly affect their participation in CYA Programs.  In addition, the BUZZ has expanded to include Community based topics.  The goal in 2014 is to expand the number of topics each week from 5 to 7. 
• Registration System Upgrade.  Demosphere will be introducing an upgraded registration system for the fall, 2014 registration period.  Significant upgrades that will improve efficiency are expected.
• Website Upgrade.  New for 2014 is a re-design for ChantillyYouth.org
• Effective Sport Communication.  Maintain the CYA Website with current information in an effort to aid in minimizing membership confusion which in turns helps to minimize unnecessary email for the volunteer staff.  The communication effort will assist Sports with providing consistent information regarding topics such as fundraising events,  registration scenarios, sport recruitment, etc... 
• Sport Coordinators Advisory Committee (SCAC).  This committee was initially established in 2012 without success but will be re-introduced in 2014.  The goal for 2014 is to promote the notion that policy establishment starts with the SCAC and is ratified by the CYA Board of Directors.  This will be accomplished by utilizing significant input from all of the CYA Sports Coordinators and their operating committees.  In 2014, the Executive Director will act as the SCAC Chairman with the hope that in 2015, a Chairman will be selected by the Committee. 
•  By-Laws Review.  Several topics need assessment and clarification in the existing CYA By-Laws.  Any/All By- Laws amendments will be ratified at the CYA Annual Membership Meeting in October, 2014.  The process of CYA By-Laws Critique will start with the SCAC with recommendations being provided to the CYA Board of Directors.
• CYA Executive Director’s Report.  The format for this document will change in 2014 and will be based in the five primary categories that encompass the Director’s position.  Expect a more streamlined version of the report with bullet points.  The development of topics will be found in various locations on the website or documents provided to the Board.
• CYA Board Committee Review & Establishment.   Existing Committee structures are being reviewed and amended as needed.  New Committee’s will be established with Committee Chairman being appointed by the CYA Board of Directors.
• Support Fairfax County Awards Programs (Champions of Character).  Recognizing the efforts of our volunteers is paramount to developing and building a strong volunteer cadre.  CYA had two “Champions of Character” winners last year out of 36 total recipients county wide.  We look to highlight the achievements of our volunteers through the Champions of Character in 2014.

Facilities Development & Maintenance

Continue growing our strong relationship with the Fairfax County Park Authority and Fairfax County Public Schools in an effort to locate opportunities to build new facilities and/or upgrade old facilities.  Additionally, we will continue to work on acquiring private facilities for indoor gym space and outdoor rectangular fields.

• Word of Grace Christian Athletic Facility (WoG).  The CYA Board of Directors will continue discussions in 2014 as to the viability of a long term business plan for WoG.   Fairfax County is aggressively pursuing the development of additional sport turf fields which primarily serve county Non-Profit Organizations.  “For Profit” Sport Organizations are expanding their needs along with more in depth CYA Sport Programs that justify the need for additional field space.  In December 2013, the CYA Board voted to extend the existing lease through 2016 which allows for time to further develop a needs assessment as it pertains to a long term model.
• CYA Shed.  A more in-depth look at the cost/benefit of maintaining that building as a CYA Asset.  More discussion will take place with the County as to our lease period and obligations.
• High School Facilities (CHS & WHS).  A continuing strong relationship with the DSA’s at both facilities will lead to a beneficial partnership again in 2014 at both sites.
• Rectangular Turf Field Projects.   Opening  in 2014 is the Sully Highlands facility (Formerly EDS).  This site boasts 2 Full Sized Sport Turf Fields along with 3 Diamond fields for Baseball/Softball.  The addition of bathroom facilities are being discussed  to complete this “state of the art” facility right here in our back yard.  CYA will participate in securing funds for this project.

Risk Management Program – “Play it Safe!”

The CYA “Play it Safe!” Risk Management Program took shape in 2012/2013 with the development of a comprehensive policy.  We will continue developing this program in an effort to ensure a safe playing environment for our members.   All CYA Sports have provided a Risk Management Director to the CYA Executive Director to help ensure compliance with all CYA Risk Management Policies.

• Background Check System.  This system is fully integrated with the CYA Registration system and will be utilized to ensure that all volunteer coaches who are assigned to a team in our program will have passed a Background Check. 
• Approved Volunteer Badge System.   Beginning in the Fall 2014 Season, all Volunteer coaches will be mandated to wear a “badge” identifying them as having passed a Background Check.  
• Injury Awareness & Prevention Program.  Great strides in the development of a comprehensive Injury Awareness program in 2013.  We will continue to expand this program and look to implement baseline testing to aid in the concussion assessment for our athletes in 2014. 
• Athletic Trainers at our venues.  The CYA Board of Directors has approved a pilot program to have Select Physical Therapy provide athletic trainers at some of our sports venues in 2014.  CYA has taken a lead role in the county in this endeavor.

Community Outreach

Expand community based programs that involve volunteers who may or may not be  immediately connected  with youth sports.   The outreach programs are key to the continued development of a strong CYA “Brand”.  The strength in our CYA Brand provides for success in all facets of growth and fundraising efforts.  Best of all, the Community Outreach Programs help strengthen our community and there is no doubt that a stronger community assists in the development of our programs.

• Chantilly Day 2014.  Chantilly Day is hosted by the Dulles Chamber of Commerce and CYA will be sponsoring the “Kids Zone”.   A Committee will be established to follow through on this project.
• CYA Supports Local Charities (Fundraising and Christmas Toy Drive).  There are so many CYA Members who give so much of their time to extraordinary charitable projects and our support is purely designed to assist in their awareness efforts.  We are excited to expand that effort in 2014.
• CYA… Play ON!  Establishment of our charitable arm.  This concept has been discussed for a couple of years and will require strong leadership to see it come to fruition.  A committee will be established to develop the concept.  The “Play On” program will handle equipment donations/distributions, partnering with under priviledged organizations and most importantly, provide for a way to teach our kids the meaning of giving back.  This is a terrific opportunity for CYA.
• Bennett Rill “Real Deal” Award.  Bennett passed away last year in a tragic accident.  Bennett was a consummate CYA player and his character embodied all that we would like to see in every young participant of a CYA Sport.  I would like to develop the first “CYA Based” award (likely a scholarship award). 

Fundraising

Continue to develop and establish strong community relationships in an effort to keep CYA at the forefront with regard to charitable giving.    In 2013, CYA expanded charitable contributions by nearly 40% across all CYA Sports.  The goal in 2014 will be to maintain this level of general contribution and expand “specific project” contributions through events like the CYA Golf Classic, the Community Partnership Program and more.

• CYA 2^nd Annual Golf Tournament.  The CYA Golf Classic was established in 2013.  The 2014 Golf Classic will take place on Friday, April 25^th.  A CYA Golf Committee is being established to assist in making this event successful.
• Community Partnership Program.  The CYA Community Partnership Program (CPP) has taken root via MyClipIt.com.   The goal we have for our CPP is to acquire at least 1 new partner each month in 2014 (a very modest goal).  The Community Partner Businesses donate money back to CYA based on revenue generation by CYA Member Families.
• Sport Fundraising Assistance (Dicks, Modells, Sports Authority).  These Sports Stores assist in donating to CYA in return for our marketing efforts.  The goal in 2014 is to expand the “sponsorship” from at least one of these organizations which will provide for a larger benefit to CYA in terms of a true sponsorship.  Discussions are focused and ongoing with Dick’s Sporting Goods more so than the others.