INTRODUCTION

As you are all aware, Chantilly Youth Association (“CYA”) implemented its KidSafe Program several years ago in order to better protect the children in our program from volunteers who could potentially cause them harm.  The most important aspect of the program is a criminal background check for any person who wishes to volunteer for CYA as a coach, manager or in a capacity that brings them into contact with the children in the program.  This background check is in keeping with the practices of most youth sports organizations. 

While there are 1500 individuals on the “approved” volunteer list, i.e. individuals who have successfully submitted to and passed a criminal background check, the CYA Board of Directors (the “Board”) is constantly reviewing means by which to insure to the greatest extent possible compliance by all volunteers with the KidSafe Program.  In order to ensure such compliance, the Board had decided to set forth in this memorandum specific guidelines to be followed by each Sport and its Coordinator.  Much of what is set forth below has already been communicated to the Sports and their Coordinators and has been part of the practice at CYA for some time.  However, the Board believes it is important to set forth in one document the procedures and requirements to be followed by all Sports with respect to the KidSafe Program. 

Compliance Requirements

Each individual Sport within CYA, and the Coordinator for each Sport, shall comply with the following requirements with respect to CYA’s KidSafe Program:

1. The Sport’s Coordinator for each Sport shall appoint a KidSafe Compliance Officer for that particular Sport.  The Compliance Officer may be a member of the Board for the particular Sport.  By August 13, 2010, each Sport’s Coordinator shall provide the name and contact information for the KidSafe Compliance Officer for the Sport to Jack Smit, Vice President of CYA. If there is a change in the KidSafe Compliance Officer, the name and contact information for the new KidSafe Compliance Officer shall be provided to Jack Smit or his replacement or designee.  It shall be the responsibility of the Sport’s KidSafe Compliance Officer to have a full and complete understanding of the KidSafe Program, to publicize the program within the Sport and among its volunteers, to oversee the Sport’s compliance with the KidSafe Program and to assist the volunteers within the Sport to comply with the KidSafe Program. 

2. The Sport’s Coordinator and/or KidSafe Compliance Officer for each sport shall publish on a regular basis to the Sport’s parents and volunteers the requirements of the KidSafe Program, in particular the requirement that any volunteer must submit to a criminal background check.

3. The Sport’s Coordinator and/or the KidSafe Compliance Officer for the Sport shall review on a regular basis the list of approved volunteers published by the CYA Board to ensure that all coaches, managers, assistant coaches, and other volunteers in the Sport’s program(s) have submitted to a criminal background check and have been approved.  If the Sport’s Coordinator and/or the KidSafe Compliance Officer for the sport discovers that any volunteer, including, without limitation, any head coaches, managers or assistant coaches, are not on the approved list, they shall immediately cause the volunteer to cease and desist any activities related to CYA until such time as the person has submitted to a criminal background check and been approved. 

4. One week after the first day of practice for the Sport’s season or seasons, the Sport’s Coordinator shall submit to Jack Smit, Vice President of CYA, or his designee or replacement, a comprehensive list of all coaches, managers, assistant coaches, and other volunteers for the upcoming season based upon information known at that time.  The Sport’s Coordinator or the KidSafe Compliance Officer for the Sport shall then compare the list to the list of approved volunteers.  Any volunteer, including, without limitation, any head coach, manager or assistant coach, not on the approved list shall immediately cease any and all activities related to CYA until he or she successfully completes a criminal background check and is approved.

5. At least one week before the first game for the Sport’s season or seasons, the Sport’s Coordinator shall submit a final and complete list of all volunteers, including all head coaches, managers and assistant coaches for that season which list shall identify the team for which the person is a coach, manager of other volunteer.  The Sport’s Coordinator shall certify that the list includes all volunteers for that season. 

6. If the Sport and/or the Sports Coordinator fails to comply with the requirements of this memorandum, the Sport’s use of all CYA fields and facilities will be suspended and payment of any invoices for the Sport will also be suspended until the Sport is in compliance with the requirements of this memorandum.  In short, all activities of the Sport shall cease until there is compliance. 

7. Any person who participates in a CYA Sport as coach, manager or assistant coach without submitting to a criminal background check shall be suspended from all activities with CYA for a period of one year.  The suspension will apply to all members of the person’s family, including children.  Additionally, the individual Sport will be fined $250 for any such person who is found to be participating in the activities of the Sport without having submitted to a criminal background check and been approved.  This fine shall be paid into the general fund of CYA.