CHATFIELD YOUTH FOOTBALL ASSOCIATION (CYFA) - Bylaws

The Chatfield Youth Football Association (CYFA) participates as a member area of the Jeffco Youth Football Association (JYFA). The goal of both CYFA and JYFA is to organize, schedule and conduct a safe, fun, and competitive youth football program for children from Kindergarten (K) through eighth grade (8th) that meet the JYFA eligibility requirements.

The purpose of this document is to represent the Bylaws of CYFA and our organizational structure. More detailed information on JYFA “The League” and other area member associations can be found at http://www.jeffcofootball.com and at the end of this document.

Chatfield Youth Football Association (CYFA)
CYFA, also known as “the CYFA board”, primarily consists of membership from the Board of Directors and Team Managers from each team within our area. All members are encouraged to attend meetings of CYFA and have one (1) vote on any matter submitted for action (“active” members only). Members are considered “active” by attending a minimum of nine (9) meetings of the Association in the preceding twelve-month period. The President may only cast a vote, as needed, to break a tie between the active members present. CYFA is a non-profit, volunteer organization, primarily funded through Player Registration Fees, Fund Raisers and Sponsorships. As an all-volunteer organization, no individual directly involved with the Association should financially benefit from their involvement.

Some of the activities that CYFA is responsible for include: Establishing/Enforcing area rules, Coordination with JYFA & Team Managers, Securing Coaches & Fields, Registration/Rostering of players, Providing team equipment, game uniforms and helmet logos, Coordinating CYFA Football Camps (through Charger Elite Camps), Team Pictures and Weigh-in’s, Soliciting/Tracking of Sponsorships and Financial oversight of the Association. A limited number of Scholarships are made available each year to players that demonstrate a financial need.

CYFA Board of Directors:
The following positions/responsibilities compose the CYFA Board of Directors:

PRESIDENT: The President shall call and preside at all meetings of the CYFA Board of Directors and shall attend meetings of the JYFA Board and be a voting member thereof. In addition, they shall be responsible for securing coaches, with the assistance of the Board of Directors, for the teams within CYFA. The assignment of each registered participant to a team shall be a prime responsibility of this office. The President shall facilitate volunteer staff for weigh-ins and maintaining Association insurance, in association with the CYFA Board, as well as obtaining required background checks for coaches, team managers and team moms.

VICE PRESIDENT: The Vice President shall manage registration and records and allocate scholarships. The Vice President will coordinate physicals, uniform distribution and the CYFA Football Camps. The Vice President shall assist the President and discharge all of the duties of the President in the absence of that office.

COUNTY REPRESENTATIVE: The County Representative shall attend meetings of JYFA as a representative of the Association (as warranted) and shall be responsible along with the President for representing the opinion of CYFA at JYFA meetings and casting the Association vote in the absence of the President. The County Rep shall also be responsible for reporting all JYFA transactions to the Association. The County Representative shall assist in scheduling for JYFA activities, including the draft, weigh-ins, and the Carnation Bowl. The County Representative also assumes duties of the Vice President in the absence of that office.

TREASURER: The Treasurer shall be charged with responsibility of keeping a proper record of all financial transactions, as well as maintaining all CYFA bank accounts and the Association’s 501(c)(3) status. The Treasurer shall furnish and file such financial statements or information as may be required by JYFA or by the U.S. Bureau of Internal Revenue.

SECRETARY: The Secretary shall keep the list of all active members and shall record the proceedings of the meetings of the Board of Directors and ensure their availability to the members of the Association. The Secretary shall also attend to such correspondence and reports as may be required.  The Secretary shall be responsible for maintaining the Bylaws and Rules of Play & Procedures of CYFA, as well as Association state licensing as a non-profit organization.

PARENT LIAISON: The Parent Liaison, along with the CYFA Board shall develop protocols and escalation procedures for issues related to teams, coaches, or game conditions that cause conflict. The Parent Liaison shall be the second point of contact when issues cannot be resolved by the Team Manager (see below under Team Manager).

FIELDS COORDINATOR: The Fields Coordinator shall be the CYFA liaison to the city, county and schools and will obtain and maintain Field Permits. The Fields Coordinator will assign practice fields and act as the contact for same, and will be responsible for coordinating field set-up and breakdown. Weather closures will also be coordinated to coaches.

EQUIPMENT COORDINATOR: The Equipment Coordinator shall purchase, inventory, maintain, and coordinate distribution and retrieval of all football equipment and uniforms, as well as maintenance of the equipment shed housing same.

TEAM MANAGER/MOM COORDINATOR: The Team Manager/Mom Coordinator shall be the CYFA liaison for all team managers and moms, will maintain regular contact with them, and encourage team manager attendance at CYFA board meetings. The Team Manager Coordinator shall notify the Board of Directors of the identity of each team manager. The Team Manager Coordinator is charged with explaining to team managers their duties as outlined in the Team Manager Handbook. Explain to team moms duties to their team with regard to matters such as nameplates, patches, jerseys and the return of same, team attendance at pictures, notification of practice and game schedule and locations, preparation of drink/snack schedule, and procuring and maintaining team sponsorships. The Team Manager/Mom Coordinator shall plan and direct team picture days.

SPONSORSHIP COORDINATOR: The Sponsorship Coordinator will administer the Sponsorship Program Policy, issue contribution letters, acquire and distribute sponsorship banners and plaques, and solicit and coordinate Association fundraisers.

WEBMASTER: The Webmaster shall maintain the CYFA website and educate and advise board members, coaches, team managers and team moms on the use of same. The Webmaster is charged with protecting the integrity, security, and access to the website.

Teams:
Teams consist of a group of players, within a grade level, that are eligible to play in accordance with the JYFA Rules & Bylaws.  JYFA consists of three different Divisions of play. Division-1 (D1) is intended to include the top 10 teams within a grade level. Division-2 (D2) is intended to include the next 12 teams, and Division-3 (D3) includes all remaining teams within a grade level and is not limited in size.  Each year, the top two teams in each Division move up (D2 & D3), while the bottom two teams in D1 & D2 move down. Brand new or inexperienced teams may be slotted as D2 or D3 in their first year of play.

Coaches:
Head Coaches are appointed/retained by the President and CYFA Board. Head Coaches serve as the leader of their individual team and are responsible for all aspects of that team. Each Head Coach may designate a maximum of five (5) Assistant Coaches that may be rostered with the team and that may stand on the sideline of team games. Additional Assistant Coaches may be allowed with the approval of the CYFA Board. The Head Coach is responsible for delegating responsibilities and for all actions of his Assistant Coaches, Team Manager, Team Mom and any other individuals involved with the team. All coaches and individuals actively involved with the team must pass a Background Check and are subject to all rules/procedures of CYFA and JYFA. Head Coaches are required to report their game scores to JYFA (via the website) by the end of each game day. Head Coaches may not be a signee on team bank accounts nor handle any monetary transactions for the individual team.

Team Manager:
Each team is required to elect a Team Manager on an annual basis. The Team Manager serves as the team liaison with the CYFA Board and is automatically made a member thereof. The Team Manager is the first point of escalation for parents/players if an issue cannot be resolved with the Head Coach. Typically, the Team Manager will meet with the Head Coach on a regular basis to share information and address any issues. Each Team Manager should be familiar with the bylaws and rules of CYFA and JYFA. The Team Manager must ensure volunteers are identified, prior to the start of each game, to assist with Play Counts, Chains, and Down Marker. The Team Manager is also responsible for managing the sidelines at games and helping to enforce the Parents Code of Ethics. The Team Manager shall be the point contact with individual team financials and is required to have as second signee for all transactions made by the team.

Team Mom:
It is highly recommended that each team identify a Team Mom(s). A Team Mom can assist the Head Coach and Team Manager with the numerous logistical issues surrounding the team. Some of the activities that a Team Mom may assist with include: Communicating with parents, Game Schedules and Location Information, Snack & Drink Schedules, Team Weigh-in’s and Pictures, Name Plates for Jerseys, Optional Team Apparel, Fund Raisers, Year-end Activities and Awards. At the start of each season, CYFA conducts a meeting for Team Moms to provide information and answer any questions they may have.

Player Registration:
Player Registrations are typically accepted from May through August. Registrations shall be submitted online, or delivered in person at a “Walk-in Registration” date/time. No player shall be eligible to play or practice until the following has been received by CYFA:

1. Completed Registration Form & Registration Fee
2. Copy of School Transcript to verify grade level
3. Proof of Physical (dated December of the previous year or later)
4. Proof of Residency (Public Service or Telephone Bill)
5. Signed JYFA Parents Code of Ethics
6. Signed CYFA Code of Ethics (Parents & Players)

The President has prime responsibility to roster players on teams and to do so within all applicable rules and procedures. Returning players automatically return to their previous team unless the player has requested to enter the Draft. No guarantee of movement can be made. Coaches are encouraged to recruit new players (via Recruit Form) into CYFA that have never played in JYFA. However, coaches may not contact any returning JYFA player for the purpose of them joining their team. Team Rosters are typically closed after Weigh-ins.

Blind Draft:
For new players NOT recruited to a specific team and for any returning player requesting a change in teams, they will be entered into the Blind Draft. All players participating in the draft will be represented by a Draft Card that identifies only their grade level and "patch" designation (Patch/Non-patch). Cards will be selected as determined by CYFA and assigned to a team. A Division-1 draft will be held prior to the Division-2 draft for those players wishing to move to a Division-1 team.

Note: When sufficient player registrations exist within an age group to create a new team, CYFA will contact all returning players within that age group to determine their desire to enter the Blind Draft.

Player Equipment:
Parents of CYFA players will be required to purchase a reversible game jersey, game pants, and practice jersey . Game pants will come without pads, and a girdle must be worn underneath (see below for practice). The cost will be disclosed at time of registration. Uniforms from prior years may be reused if they are in good condition and color schemes and design remain unchanged. These game uniforms are the property of each family. The game jersey should NOT be altered in any way, except for removable name plates. Weight patches are placed on the helmet. Coaches may decide between Black or White pants prior to the time of purchase for their team. Helmets are required to be White with Black face mask and chin strap.  Individual team awards (i.e., game stickers) may also be displayed on player helmets.

Required equipment to be purchased individually by each player includes: Helmet (White) with Face Mask (Black), Chin Strap, Shoulder Pads, Practice Pants and Jersey, Game Socks, Girdle (full 5 or 7 pad girdles) and Football Cleats (Non-metalic). All players must always wear a mouthguard on the field and will be removed from play if they don’t have one. Coaches will be provided a small backup supply in the event loss occurs.

Optional equipment that may be purchased includes: Eye Shield (must be clear, not smoke or rainbow), Neck Support, Rib Vest, Arm/Elbow Pads, Hand Warmers, Gloves, Athletic Supporter, Thermal Underwear, and other team apparel. No team may require the purchase of any optional equipment, but can specify acceptable colors for optional equipment per the discretion of the Head Coach.

Equipment Swap & Sale:
Each year CYFA sponsors at least one Equipment Swap & Sale for all teams. This is for basic equipment not provided by CYFA. Local sports equipment providers may be available onsite to assist with individual player purchases. These providers typically provide discounts on their merchandise of up to 20% during the Equipment Sale. Each grade level is assigned a specific timeframe to help manage the flow of traffic. We will also have an Equipment Donation day where anyone who has unused gear can donate to CYFA so that it can be checked and ultimately offered to other or new players.

Charger Elite Football Camp(s):
Charger Elite Camps is a trusted partner of Chatfield Youth Football and offers a wide-variety of cost-effective camps for athletes of various ages.  Camps focus not only on football skills but on injury prevention, nutrition, and most importantly character development.  Charger Elite teaches lessons on specific values in camps like Integrity, Sportsmanship, Being Coachable, Being a good Teammate, and Being On Time.  The camps utilize members of our High School and Youth coaching staff, current Chatfield High School football players all working with young athletes.

Weigh-in’s & Team Pictures:
Weigh-in’s are typically conducted in conjunction with other areas to provide mutual oversight and coordination. Each team will be assigned a specific weigh-in time. Teams are advised to arrive 30 minutes early to ensure they are ready and organized in advance. Each team must line-up ALPHABETICALLY, in the same order that appears on the roster. Each player must be wearing their numbered jersey to be weighed. No parents are allowed in the weigh-in area.

Backfield Limits (Patch Weight) are: K - 2nd Grade (none), 3rd Grade (85 lbs), 4th Grade (95 lbs), 5th Grade (105 lbs), 6th Grade (No Limit), 7th Grade (No Limit), 8th Grade (No Limit).

Team Pictures will be scheduled and communicated by the Team Manager. Each player needs to complete an Order Form whether they want pictures or not. Additional pictures may be purchased by specifying the desired package on the Order Form. Periodically, photographers will take game pictures and make them available for individual purchase. These photographers are not sponsored by CYFA and are completely optional.

Team Fees, Fundraising & Bank Records:
In addition to required JYFA registration fees and required CYFA uniform fee, each individual CYFA team may ask for a team fee, up to $75 per player per year. This fee can be used to help supply coordinated game socks, coaches shirts & hats, snacks, Gatorade, team banquet fees, end of year awards/trophies or other items agreed up on by the Head Coach and Team Manager and approved by the CYFA Board.

Teams may also undertake outside fundraising to help pay for associated extra costs as well, so long as no coach or volunteer is monetarily compensated. In the unlikely event of a dispute, the CYFA Board may require bank records be submitted to ensure appropriate use of funds.

Websites & Calendar of Events:
The CYFA website and the JYFA website: www.jeffcofootball.com both maintain a Calendar of Events to help plan the season and team activities. Additional information on many important activities can be found there, including: Football Camps, Walk-in Registration, Physicals, Draft, Equipment Sale, Weigh-ins, Team Pictures, Start of Practices, Game Schedules/ Results, Carnation Bowl, etc. Please take advantage of these resources and let us know if additional information would be of value.

Contact Information:
Numerous options exist to contact CYFA. If appropriate, questions/concerns can be taken directly to the Head Coach or Team Manager of an individual team. Otherwise, individual CYFA Board Members can be reached as identified on the CYFA Website.

 

“The League” : Jeffco Youth Football Association (JYFA):
JYFA consists of an Executive Board of Directors and representatives from each member area. Each member area, like CYFA, participates in county meetings and has one (1) vote on any matter submitted for action. Of the JYFA Executive Board, only the President can cast a vote, and only as needed to break a tie between the member areas. JYFA is a non-profit, volunteer organization, primarily funded through annual assessment fees from every team from all areas.

Some of the activities that JYFA is responsible for include: Establishing/Enforcing Association rules, Bracketing of teams within grade levels (Division-1, Division-2 or Division-3), Scheduling of all games, overseeing area Drafts and Weigh-ins, Coordination of Referees, Tracking/Reporting of game results, Sponsorship/Organization of the Carnation Bowl and Communicating critical information to the Association