CYA Executive Director’s Report
December, 2014

2014 in Review!

CYA Sports

Overall, the registration numbers in fiscal 2014 were consistent with fiscal 2013.  CYA currently offers 12 different sports with annual participation at approximately 12,100 players.  Our sports include Baseball (Youth, Little League, Babe Ruth and Challenger), Basketball, Cheerleading, Football (Tackle and Flag), Lacrosse, Rugby, Lacrosse, Soccer, Softball, Tennis, Track, Volleyball and Wrestling.  A few notable events include the addition of Boys Volleyball, the resurrection of the CYA Sideline Cheer program and the growth of CYA Flag Football! 

CYA Registration System

The long awaited upgrade to our registration system by Demosphere is now ready!  Demosphere sent a few of their programmers to us recently to introduce the new registration features that will be available starting with our Spring Registration cycle in January, 2015.  The system is called Roster Pro and will allow much greater functionality at the Sport Coordinator level with regard to how we collect registrant data and how we provide access to our age group coordinators/coaches.   
 

CYA Financials

CYA is financially strong.  A few Notables:

1.   Gross income was up approximately 2% while our expenses were down approximately 2%. 
2. The organization continues to streamline many processes that save money and provide for a stronger financial position.  A significant improvement has been seen in donations.  Total donations (online and not online) amounted to approximately $91k in fiscal 2014 versus approximately $25k in fiscal 2013. 
3. Total fundraising dollars were also up from $157k in 2013 to $219k in fiscal 2014.  
4. The CYA Board has done an excellent job managing our investment accounts which has helped strengthen our financial position and provided for the opportunity to obtain the best rate available with our loan to fund the WOG re-turf project. 

The Annual Audit will be completed soon and made available to everyone for review.

CYA “Play it Safe”

The “CYA Play it Safe” program was established a couple of years ago to focus our efforts on keeping our kids safe.  This includes all safety topics such as our Risk Management Program (Background Checks), Concussion Awareness and general injury prevention.  The Background Check system has presented challenges yet we were able to run nearly 1000 coaches/administrators through the process in 2014.  We rolled out the “CYA Play it Safe” identifier program (lanyards and wristbands) with Basketball and hope to complete the process in 2015.  The lanyards and wristbands are neon green and simply identify an individual who has passed the BG check.  The goal is to eventually have our families recognize that unless a coach is wearing one of these items, he/she should not be on the field or in the gym coaching.  Additionally, we hope to eventually get to a badging system where every coach would have badging credentials as they do under FCPS guidelines.   The process is cumbersome and difficult to manage with the volume of coaches CYA has but the effort has been received well by our administrators as everyone recognizes the importance.
 

CYA Sports Facilities

This has been an exceptionally busy year for CYA as we continue to improve and upgrade fields and gym facilities in our region.

1.  Sully Highlands Park.  CYA was instrumental in seeing this project to fruition.  Sully Highlands Park includes 2 full sized synthetic turf fields, two 60’ baseball diamonds and one 90’ baseball diamond.  CYA funded the new comfort station and playground that is currently under construction and hosted the grand opening in September 2014.  Many folks from the Park Authority, Board of Supervisors and NCS were present at the grand opening where we offered a buffet lunch provided by Fanfare Eatery.  The entire CYA Board of Directors was on hand along with several of our sports coordinators. 
    
2. Word of Grace – Old Redskin Park (WOG).  It has been a big year for this facility!  Many hours were spent debating whether or not we should proceed with a total remodel (new synthetic turf on both fields) or if our business model simply no longer supports the expense.  In the end, the CYA Board voted to move forward with another 10 year lease and approved the expenditure of $1.1M to tear out the old fields/lighting and add new, state of the art turf (FieldTurf) and Lights (Musco Lighting).  The remodeling project will be completed by mid-January 2015. 
    
3. Hoops Plus.  CYA Basketball Coach Shankar Krishnan has recently opened a dedicated basketball facility in Sterling, VA.  CYA Basketball has signed a contract to use three courts throughout the upcoming year.  This facility provides desperately needed high school sized courts to the inventory.
    
4. Greenbrier #2.  FCPA completed the skinning project on GB2 that was funded by CYA.  This adds an additional lighted “skinned” field to the inventory in our area to augment softball lighted space.
    
5. Nysmith School.  Ken Nysmith has reached out to CYA to help with the construction of a new synthetic turf field to replace the existing grass field at his school.  We have mobilized the team of Musco Lighting, FieldTurf and RE Lee Electric to help with the project.  More to come in 2015!

Communication & Branding

The methods and consistency by which we communicate with our members has continued to improve.  All of our Sport Coordinators have access to the Broadcast email system within our registration database.  This gives them the ability to communicate effectively with all families who are registered in that particular sport.  Additional communication tools include:

1. The CYA Weekly Buzz.  The “Buzz” has become the flagship communication tool for CYA.  The Buzz goes out every Wednesday and provides brief announcements about all things happening with our sports and our community.  The folks at MyClipit have been instrumental in providing the graphic development each week and we are looking at ways to expand the reach of the Buzz in 2015. 
    
2. ChantillyYouth.org.  The CYA Website has gone through several iterations over the past few years and last year we made a significant change to the layout.  This has aided in readability which provides for a more concise and streamlined end result.  Members are able to quickly get the information they need regardless of which sport their kids participate in.  The content is kept current on the main page as well as the Sport pages.  Hat’s off to the Coordinators who have worked so hard on their web pages.  It takes a lot of time to keep things current and the membership has responded frequently with praise!
    
3. Facebook & Twitter.  We have spent a lot of time expanding our use of the CYA Facebook & Twitter pages and have encouraged each sport to do the same with their own pages.  The CYA Facebook and Twitter pages are tied to the Constant Contact Account so that all past issues of the CYA Buzz are uploaded weekly.  Additionally, we have continued to add photos from all of our sporting events and community projects.  

A strong effort will be made in 2015 to incorporate all CYA Sports back into a singular Website Platform.  Currently, several of our sports use a website provider that is different than the CYA Homepage.  This has created challenges with regard to visual consistency among our sites, branding coordination and the use of varying color schemes that are not consistent with the CYA Homepage.

With regard to “Branding”, we are keenly aware of the strength that the color purple has in Western Fairfax County relative to youth sports programs.   The opportunity to build on that strength will be a strong focus in 2015.

Community Outreach and Fundraising

Over the past few years, we have worked hard to expand our role in the community, not only with regard to youth sports programs but as a resource for local companies, schools, county government, etc…  I am convinced that the strength of our program is directly related to the state of our community – both emotionally and economically.  Below are highlights from just a  few of the community based events CYA was involved with in 2014.  Overall, a tremendous year for CYA and our entire Community!

1. United for CYA!  Last year, we established this program with the intention of finding a home for our gently used sports gear, equipment and uniforms that sit in our closets collecting dust.  We started collecting stuff from our families but didn’t have a lot of success in establishing an arrangement with a club in need.  Then, by chance, one of our basketball administrators, Lee Cooper, mentioned that he had grown up in an area that currently faces many economic challenges.   That community is Jamestown, Tennessee and more generally, Fentress County, TN.  Idea’s led to action and throughout the month of April, we were able to collect an enormous amount of equipment  and gear from our members including over 100 baseball mitts, over 100 aluminum baseball bats, over 300 pairs of cleats and the list goes on.  On Saturday, April 26^th, we drove out to Jamestown and delivered the gear.  A special Thank You to Lee Cassel of Cassel’s Sports and Awards for his help in loading up his van full of stuff and driving with us to Jamestown. 
    
2. CYA Annual Golf Tournament.  The Second Annual CYA Golf Tournament took place on April 25^th, 2014.  About 90 golfers participated including Sully Supervisor Michael Frey.  Several CYA Sports sponsored holes and sent teams to compete.   A photo Gallery was added to the CYA Website.   Special Thanks to all of the CYA Sports who participated – it’s such a positive event when we can gather administrators from all of the sports and enjoy an afternoon together.
    
3. CYA/SYA Sponsorship of Kyles Kamp in 2015.  CYA and SYA have expanded our communication over 2014 and decided to jointly sponsor the Kyles Kamp Golf Tournament in October, 2015 to honor Gavin Rupp who passed away in 2013 from a brain tumor.  Kyles Kamp supports fundraising for the Childrens National Medical Center’s research efforts to battle childhood cancer.  We hope this event attracts attention from across our county.  Plans will start to take shape in the Spring and we will need volunteers to turn this event into a significant fundraiser for pediatric childhood cancer research.
    
4. Chantilly Day 2014.  The Dulles Regional Chamber of Commerce hosts “Chantilly Day” each year where CYA sponsored the Kid Zone in 2014.  The event is held at Sully Shopping Center in Chantilly in May.  The Kid Zone was designed by Cindy Aune (registrar) and was fun for kids of all ages.   We tied the event to the Bennett Rill Memorial Basketball Tournament and all of the CYA Volunteers wore T shirts with the Bennett Rill logo on them.  (A photo is on the CYA Website).  Derick and Carolyn Rill, Bennett’s parents, were on site for a while helping with the events.  CYA will sponsor the event again in May 2015.
    
5. LAX for a Cause Raises $20,000 for the Wounded Warrior Project.  The inaugural LAX for a Cause lacrosse marathon event was a joint effort between the CYA and SYA Lacrosse Programs.  Chris Saben, CYA Lacrosse Coordinator, conceived the event which ultimately raised double the amount he had initially hoped for.  Great job by Chris and the entire CYA Lax Program!
    
6. Bennett Rill Memorial Basketball Tournament.  In June, 2013, Bennett Rill was killed in a tragic accident just a few days before his 15th Birthday. Bennett was a CYA kid through and through.  He competed the same way in every CYA Sport that he participated in - with enthusiasm and a competitive spirit that mandated everyone around him had to step up their game.  Several hundred people were in attendance at Bennett's Funeral Service verifying what a positive impact Bennett, and the entire Rill Family, has had on our community.  In the words of so many folks who had a personal relationship with Bennett, he will forever be an inspiration to us all in the way he lived his life.  Bennett was wise beyond his years and his passion for life, his friends, his family and his church will have a lasting impact on everyone who came in to contact with him.  As Bennett's Minister so aptly pointed out, Bennett is and forever will be the "Real Deal".   We are so proud to have had the opportunity to share in his life.  Bennett will forever be a CYA Guy and the Annual Bennett Rill Basketball Day will ensure that his legacy will live on!  
    
7. Western Fairfax Christian Ministries (WFCM).  CYA Soccer held two different coaches “friendly” games and gathered non-perishable food items for WFCM.  In total, more than 500 pounds of food was donated!  Great Job CYA Soccer.  Additionally, CYA raised $750 in donations to provide gift cards to needy families for a Thanksgiving dinner.  We will continue to work with WFCM to raise awareness about local families in need of food.
    
8. DC Candlelighters Holiday Gift Drive.  This is the second year that we have sponsored the gift drive and the response from our membership was overwhelming.  We collected approximately 400+ gifts and $1500 in donations.  The “wrapping party” lasted a good part of the day on Saturday, 12/13 with about 40 Volunteers participating.  On Sunday, 12/14, we had 3 volunteers bring the gifts down to Fairfax Hospital and I was honored to attend the party for the 51 families who are dealing with a child battling cancer.  The families expressed their gratitude to CYA for all of our effort.  Photos are on the CYA Facebook page.   Here is the background information that I provided to the membership on the CYA Buzz…. This story started back in 1998 when Jim and Meg Crossett found out that their three year old daughter Rachel had Cancer. It isn't hard to imagine how Jim and Meg's world, and that of Rachel's brothers and sisters, changed forever with that diagnosis. I met Jim when he was coaching a U9 Soccer Team in the VISTA program and I was coaching the CYA Tigers - a U9 Travel Team. With the extensive time commitment needed to support Rachel's care, Jim stopped coaching and his son James, Rachel's older brother, joined the CYA Tigers. I had the distinct pleasure of coaching the Tigers until they "aged out" of the CYA Program in 2009 and James was a part of that team throughout all of those years. On July 3rd, 2001, Rachel Crossett lost her battle with cancer. As I was putting together this short article for the Buzz, I Googled Rachel Crossett and came across an article in the Fairfax Times from 2001 regarding her passing. You can read the article here. It is hard to read that article and not immediately feel overwhelming compassion for the Crossett Family and realize how fortunate I am that my children are all healthy. Many years have passed since 2001 and throughout those years, Meg Crossett has devoted her life to helping support kids and families with cancer. Meg is our link to the DC Candlelighters program and she is responsible for coordinating the actual holiday party for the kids in the oncology center at INOVA Fairfax Hospital. I suspect those families who Meg has touched over the years in their own battles with childhood cancer would say that Meg is an Angel and I can only surmise that this is the work of Meg's own "little angel", Rachel. No child should have to endure what these kids are battling - especially during the holiday season. 
    
9. WHS/CHS/OHS Booster Club Support via the CYA Buzz.  Each week, we look for ways to bring attention to various events that will support the efforts of our local high schools and through expanded communication with the DSA’s and Booster Club Representatives, we were able to highlight events such as big games, fundraising programs and even Westfield/Chantilly/Oakton’s Volleyball program efforts to raise money during Breast Cancer Awareness month (October 2014). 
    
10.  Fairfax County Champions of Character Awards.  Each year, the Fairfax County Athletic Council (FCAC) honors youth athletes, coaches and parents for extraordinary service in pursuing victory with honor. The program's aim is to help restore the ennobling tradition of amateur athletic competition. Despite the attention that poor behavior and bad sportsmanship attracts, there are plenty of positive role models and examples of players, parents, and coaches who demonstrate positive character in sports. All that said, this year is especially exciting for CYA since three of our members will be receiving awards. Congratulations to Heidi Howser (Volunteer Recipient/CYA Soccer), Karun Rajesh (Male Athlete Recipient/CYA Soccer) and Jordan Caffrey (Female Athlete Recipient/CYA Cheerleading). We are extremely proud of you all! The Awards Ceremony takes place on Monday, November 10th, 6:00pm at the Fairfax County Government Center. All CYA Members are invited to attend! Let's turn the Government Center Purple of November 10th! 
     
11.  CYA makes a $120k Contribution to the Fairfax County Park Authority.  CYA authorized this contribution to complete the bathroom facilities at Sully Highlands Park and to add family friendly features including a playground and picnic areas.  The CYA Board of Directors attended a Park Foundation meeting to present the check and received notoriety on the Fairfax County Website. 
12.  Sully Highlands Park Soccer Event.  A special Thank You to Carlos Orantes and his team for hosting the first Soccer event at the new park which included the Culpeper Soccer Club.  Sully Highlands Park was built by Stan Settle’s company – Timber Ridge Homes.  Stan and his partners built the facility in a proffer arrangement with Fairfax County.  Stan’s grandchildren play for the Culpeper club so he asked us to host an event prior to his releasing the park to the county.  CYA Soccer did a great job organizing the games which took place on April 26^th (photos on the CYA Soccer website).
     
13.  Community Partnership Program.  Over the past two years, we have tried to expand the community partnership program with very little success.  The concept is to encourage local businesses to offer fundraising help to CYA in return for our help in their revenue generation (via the CYA Buzz).  In 2015, an effort will be made to encourage businesses to sponsor the Buzz so that the tracking element (their sales) won’t be necessary.