Getting Started, Ready Set Go! 

Thank you for volunteering to be a Team CEO for the LWYFL. 

Perhaps you are a first year Team CEO wondering, “What in the world do I do now?” or “Why did I ever let them talk me into being a Team CEO?” Perhaps you’re a seasoned veteran just wanting to help your team be organized and coordinated throughout the season. Whatever the case, the following pages are designed to help you be efficient and organized as the Team CEO. 

Football and sideline cheer is EXCITING and being a Team CEO is rewarding and gratifying. You are putting in a lot of time – probably more than you expected – and it should be an enjoyable experience. 

The responsibility of coordinating team functions, activities and obligations are performed to ensure a successful season and a positive team environment for the kids to development and grow – supporting the mission of the LWYFL!

TEAM CEO – JOB DESCRIPTION

Our team CEOs are the communication hub and administrative arm of the teams/squads – taking care of all the logistics so that the coaches can focus on skills and development. They wear multiple hats including meeting and practice coordinator, calendar keeper, fun director, file clerk, board liaison, money manager, keeper of the lists and general answer person. Basically, they keep everyone in-the-loop and coordinate team events and activities to help keep the team running smoothly!

RESPONSIBILITIES INCLUDE…

• nowledge of GCYFL and LWYFL rules, guidelines and codes of conduct
• Sharing parent and participant expectations for the season
• Communicating all key events – practices, games, meetings, etc.
• Coordinating team volunteers for game days
• Collecting money for snacks, gifts, team spiritwear, etc.
• Collecting important documentation during the season
• Answering questions – and elevating any questions to the Board as needed

JOB REQUIREMENTS…

• Strong organizational and interpersonal skills
• Excellent communication skills and familiarity with email, team apps and social media
• Ability to listen to concerns of team parents, coaches and/or participants to help navigate the LWYFL program
• Passion for managing logistics and details

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• LWYFL Website: www.lwyfl.org
• Greater Cincinnati Youth Football League (GCYFL): www.gcyfl.net

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LWYFL Executive Board Members eboard@lwyfl.org

• President: Alysse Waid awaid@lwyfl.org
• Vice President: Shane Bowman sbowman@lwyfl.org
• Treasurer: Ksenya Watson kwatson@lwyfl.org
• Secretary: Theresa Meyer tmeyer@lwyfl.org
• Athletic Director: David Contner dcontner@lwyfl.org
• Cheer Director: Ali Till atill@lwyfl.org

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Team CEO

• Rick Swinehart rswinehart@lwyfl.org (Football)
• Corri Burns cburns@lwyfl.org (Cheer)
• Theresa Meyer tmeyer@lwyfl.org
• Ali Till atill@lwyl.org

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Picture Day

• Bobby McKeever bmckeever@lwyfl.org

• I hereby pledge to provide positive support, care and encouragement for my child participating in youth sports by following this Parents’ Code of Ethics:
• I will encourage good sportsmanship by demonstrating positive support for all players, coaches, and officials at all LWYFL and GCYFL practices, games, functions and youth sports events.
• I will place the emotional and physical well-being of my child ahead of my personal desire to win.
• I will insist my child play in a safe and healthy environment.
• I will require that my child’s coach be trained in the responsibilities of being a youth sports coach and that the coach uphold the Coaches’ Code of Ethics.
• I will support coaches and officials working with my child, in order to encourage a positive and enjoyable experience for all. I will demand a sports environment for my child that is free from drugs, alcohol, tobacco, and profanity and I will refrain from their use at all LWYFL and GCYFL practices, games, functions and youth sports events.
• I will remember that the game is for youth and not adults.
• I will do my very best to make youth sports fun for my child and all of the children of the LWYFL and GCYFL.
• I will ask my child to treat other players, coaches, fans, and officials with respect regardless of race, sex, creed or ability.
• I will help my child enjoy the youth sports experience by conducting myself in a positive manner that sets a good example for the children at all LWYFL and GCYFL practices, games, functions and youth sporting events, by doing whatever I can such as being a respectful fan, and providing assistance where needed.
• I agree to follow all of the rules and guidelines as set down by the LWYFL and by the GCYFL, to which my organization belongs, and abide by the interpretation and/or decisions handed down by those organizations. I/we hold harmless the LWYFL Board of Directors for any decisions or interpretations they may make regarding the status of my continued participation/membership or the participation/membership of the registered participant.

• In order to protect the youth of the Greater Cincinnati Youth Football Leage (GCYFL) and to raise the standards of GCYFL, a criminal background check is mandatory for all coaches, team CEOs, board members and anyone else in close contact with our children on a regular basis.
• Background Check link: https://lebanon-warrior-youth-football-league.sportngin.com/register/form/243825089
• Background checks are good for 2 years
• Background checks must be CLEARED in order to participate in the season.
• Anyone who receives a “flagged” background check will be contacted by the LWYFL President for further investigation, discussion and determination for participation in the season. All reports and documentation on flagged reports will be confidential.
• In the event the Applicant feels a mistake has been reported in their criminal background check, it is the Applicant’s responsibility to contact the reporting agency and resolve any issues.

• LWYFL is a 100% Volunteer Organization

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• Each game day requires volunteers to make the day run smoothly

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• Approximately 400+ children will participate in the LWYFL 2025 season

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• We all want to watch our kids play

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• If a parent / guardian doesn’t fill their volunteer shift they will be assessed a $150 fine. They must pay the fine and work the shift before the player can resume playing.

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VOLUNTEER SHIFTS - REQUIRED

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(1) HOME TEAM RESPONSIBILITIES

It is the responsibility of each home team to provide volunteers at each home game for the following positions:

• 3 for chain gang
• 1 spotter
• 1 announcer
• 1 to run the clock/scoreboard

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The Team CEO is responsible for filling these spots with the team’s parents/guardians for each game.

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(2) LWYFL CLUB SHIFT

It is the responsibility of each family to complete a volunteer shift for the LWYFL organization at the field. Typically, seven shifts per time slot:

• Concession Stand – 4 (Children are NOT allowed in the concession stand)
• Grill – 2
• Gate – 1

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Sample schedule based on a 5 games a day

• 1st Shift 10:30am to 2:00pm
• 2nd Shift 1:45pm to 4:00pm
• 3rd Shift 3:45 pm to Close (7.30/45)

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Shift sign-ups will be for a team day and these will be assigned a few days after we receive the schedule (late July/early August)

FOOTBALL + CHEER

IMPORTANT FORMS

INCIDENT REPORT��In order to better serve the youth of the LWYFL, we have made an incident form available to make your comments heard. The LWYFL will use the form as an official notification for any incident that may be deemed as in appropriate concerning coaches, players and spectators due to a breakdown in sportsmanship or due to rules violations.� �This form is available on the LWYFL website: www.lwyfl.org ��You may also email the Board (board@lwyfl.org) with the information regarding any incident at any time during the season. �

SIDELINE ANNOUNCING SHEET

• You will want to have an announcing sheet made available for all games. Make several copies of the announcing sheet. One copy to leave at the home field (in the black accordion binder) and copies for the away games. Make sure there are no nicknames.

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• Helpful hint, it is beneficial to have both the cheer and football on one sheet and use phonetic spelling as needed.

Coaches

Head Coach: Wade McCowan

Assistant Coaches:

Chris Back, David Fornshell, Jay Headley, Nate Foster

Cheerleaders:

Abby Smith, Heather Thomas, Kayla Evans

Cheer Coach: Sherry Cheeks

SCHOOL ENROLLMENT

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(FOOTBALL ONLY)

• Players are to turn in by equipment handout (this will give us time to verify every student and circle back with the family if additional documentation is needed)

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• We must have on hand and approved prior to the 14^th of July 2025.
• If waiver has been submitted, approval must be documented in the binder

PHYSICAL FORMS

• We must have on hand by 14 July 2025!
• All spaces/blanks need to be completely filled in
• Check grade and school - School District is Lebanon City Schools. The Name of the school will vary depending on what school the player attends (i.e. Bowman, Donovan & Berry)
• Parents signature and date
• Physical signature, address and date

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***DATE OF PHYSICAL PERFORMED MUST BE DATED IN 2025. NO EXCEPTIONS***

Registration form clearly indicating sale of Warrior Cards is required. A Board rep will provide one for you as well as an envelope for money collection.

Team moms will be responsible for the distribution and collection of the cards/money.

All Warrior Cards must be sold. Extras are typically available but will depend on how many we can obtain from the high school.

Please do not hand out a card until money has been given. Otherwise, you are chasing people down and they already have the products.

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UPCOMING IMPORTANT DATES

• JUNE 16 – 18: LEBANON HIGH SCHOOL YOUTH FOOTBALL CAMP

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• JUNE 24: CHEER HANDOUTS

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• JUNE 25^th & 26th: FOOTBALL EQUIPMENT HANDOUT

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• JULY 7: FIRST WEEK OF FOOTBALL PRACTICE
• (MANDATORY 5-DAY ACCLIMATION PERIOD)

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• JULY 22: FOOTBALL WEIGH-INS

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• JULY 26: PICTURE DAY

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• AUGUST 2: PRESEASON BOWL GAME @ LITTLE MIAMI

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• AUGUST 9 – 10: GRIMES BOWL @ MASON

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• AUGUST 16 & 17: 2025 REGULAR SEASON BEGINS!!

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• SEPTEMBER 26: YOUTH NIGHT AT LEBANON HIGH SCHOOL FOOTBALL GAME��**It’s up to the Head Coach if they want to sign their team up for the bowl games**

• Candy Basket

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• Kate Spade Purse

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• Sports themed basket

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• Homemade Wreath

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• Bourbon Basket

TEAM / SQUAD BASKETS

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Rules and Reminders:

• Each team/Squad is to create a theme for your “basket” and send Rick and Corri the “name and details” by 1 August 2025
• Avoid existing sponsors of the LWYFL
• Family friendly! For questionable items please ask for clarification
• If collecting money from your team, please keep it to $5 max per family
• All baskets must be turned in by 10 September 2025
• Baskets will be out all weekend of Week 5. Tickets will be sold both Saturday and Sunday
• Drawings will be during halftime of the last game on 14 September 2025. Winners will be posted on Facebook
• Any baskets containing alcohol must contain a picture of the alcohol and given off school grounds after the raffle.
• Tickets will be $1 each, 6 for $5, etc.
• All profit made per each basket will be split 3 ways 1/3 to Football, 1/3 to cheer, and 1/3 to the LWYFL board.

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Contacts for questions:

Rick Swinehart – rswineahrt@lwyfl.org

Corri Burns – cburns@lwyfl.org

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TEAM FUNDS

• In kind donations only
• All cash fundraising must be approved by board via request form
• If in violation, disciplinary action will be taken
• No fundraising until July 1st

FUNDS USED FOR SNACKS/DRINKS AFTER GAME, DIFFERENT EVENTS THROUGHOUT THE SEASON, TEAM SHIRT, ETC.

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KEEP RECORDS ON SPREADSHEET OF CHOICE, ALONG WITH KEEPING ALL RECEIPTS.

CHEER BINDER

• Physical - It is imperative that physical forms are filled in correctly. NO child may participate if the forms are not handed in to the coach prior to the start of practice. PLEASE ENSURE the “Date Performed” of the child’s physical is AFTER January 1 of the 2025. No physicals from the previous year will be accepted.

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• Squad roster (multiple copies if not on sideline announcing sheet with football)

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FOOTBALL CEOS

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IMPORTANT DETAILS

Football Binder

How to Prepare Your Team Book

Book Format:

• Use a hard, ringed binder for durability and ease of access.
• Clearly label the cover page with Organization and Grade.
• Arrange documents in clear sheet protectors for visibility and protection.

Tabbed Sections:

Tab 1 – Team Roster: Completed Roster stamped by the GCYFL that lists player weights. **Must be printed and not handwritten**

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Tab 2 – Players: Each player should have their own clear sleeve with documents in this order:

• Player Profile
• Birth Certificate
• Grave Level Verification (Final Form or Report Card)
• Proof of Residency (if needed)
• Player Exemption Approval (if needed)

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Tab 3 – Football Coaches:

Background letter from Organization President

Coaches Profile Documents in this order:

• USA Football Certificate (A coach only needs to complete this one time)
• Concussion Certificate
• Lindsay’s Law
• CPR (only need for head coach and 1 assistant)
• Head Coaches Rules Acknowledgement (head coach only)

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Tab 4 – Cheer Coaches:

• Background letter from Organization President
• Cheer Roster
• Concussion Certificate
• Lindsay’s Law

All binders will be inspected the week before Weigh-ins for completeness.

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All forms can be found at the following website:

www.gcyfl.net

How to Prepare paperwork for Weigh-in

1. Organization on Weigh-In Day:
• Have paperwork stacked by player outside of the book and outside of clear sleeves, ready to hand in at weigh-in.
• Ensure documents are in the specified order for efficient processing.
• If you have a player that will be missing weigh-in please insert a sheet of paper with their name and jersey number in place of their paperwork so the representatives checking the books don’t get mixed up

2. Players Documentation:

• 2025 Roster (Must be printed and not handwritten)
• 2025 Player Profile
• 3x3 picture attached to the lower right corner, clearly showing player face and jersey number
• Copy of Birth Certificate (highlight player name and DOB)
• Grade Level Verification (highlight player name and grade)
• Proof of Residency (if applicable)
• Player Exemption Approval Form (if applicable)

3. Football Coaches Documentation:

• 2025 Coaches Roster
• Coaches Listed starting with Head Coach
• Background letter from Organization President
• Coaches Documents in stacks in this order per coach:
• USA Football Certification (Good from any year unless there was a gap in coaching)
• CDC Concussion Certificate (Good for 3 years, should be from 2023 or more recent)
• Lindsay’s Law

4. Cheer Coaches Documentation:

• 2025 Cheer Roster
• Coaches listed starting with the Head Coach
• Background letter from Organization President
• Coaches Documents in stacks in this order per coach:
• CDC Concussion Certificate (Good for 3 years, should be from 2023 or more recent)
• Lindsay’s Law

** No player will be weighed if documentation is missing or incomplete per the GCYFL **

FOOTBALL AND CHEER SIDELINE STAFF

The intent of rules related to sideline and cheer staff are to eliminate the presence of unnecessary people on the sidelines. It is understandable that there are circumstances that will necessitate more personnel on the sidelines at certain times such as extremely hot days and large cheer teams in younger grades. The Field Administrator has the final decision with regards to this subject but should consider the intent of the rule when making a decision.

Football Sideline Staff:

1. A maximum of eight (8) football coaches may be on a sideline, or within the team box.

2. Each team may have one trainer on the sidelines. The trainer in no way shall be permitted to coach unless the trainer is registered as one of eight football coaches.

3. Each team may have one person to help with water on hot days. The person in no way permitted to coach unless the person is registered as one of eight registered football coaches.

4. Each team may have one (1) person on their sideline to take pictures.

5. No other persons shall be permitted on the sideline or within the team box. Excess personnel shall be given one notice to relocate to the spectator area.

6. After one warning, violations of the above rules shall result in a 15-yard Unsportsmanlike Conduct penalty.

Cheer Staff:

1. A maximum of two (2) Cheer Coaches may be staged with their cheer squads. Other people may assist the Cheer Coaches as necessary.

2. Cheer coaches shall position their squads in the designated area at each venue.

WEIGH INS + HARDSHIPS

EVERY football player must be weighed at weigh-ins.

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Per the GCYFL rules, there are weight restrictions for running the ball as defined below:

K1- 80 pounds

2^nd Grade – 90 pounds

3^rd Grade – 105 pounds

4^th Grade – 115 pounds

5^th Grade – 125 pounds

6^th Grade – Unlimited

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• Hardship weigh-ins will be on a TBD. The head coach will accompany the player to the weigh-in and take the team roster with them. This only takes place at two locations. It’s highly recommended all come for our weigh-in.
• Players may be in street clothes. Shores are not required, but players may not step on the scale barefoot. Once a player steps on the scale that becomes their official weight.

MINIMUM PLAY SHEETS

The GCYFL does not require a minimum play amount, but the LWYFL has implemented a (3) plays per half rule for K1-3^rd grade. 4^th- 6^th grade there is no minimum plays.

Minimum Play Sheets

• This form can be founded at the LWYFL website under forms. www.lwyfl.org
• A minimum play sheet must be complete for your team each game you play.
• You must complete the form in its entirety.
• All players must be listed on your play sheet even if they have quit or they are not playing due to absence, injury, etc.
• List all players in numerical jersey order – low to high.
• If a player quits or is not playing you must draw a line through their name and extend the line through all 6 play boxes. In the Game Notes section on the right side, you must state the reason the player will not be playing.

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Tracking and Submission

• The head coach is required to sign the minimum play sheet at the conclusion of the game acknowledging that it is accurate.
• Final score is to be written on the minimum play sheet.
• The head coach will hold onto the minimum play sheet until the conclusion of the season.
• The head coach must be able to provide this sheet upon request from the board. Failure to provide the sheet will result in action from the disciplinary committee.

Homecoming Parade and 6^th Grade Recognition

HOMECOMING PARADE

• 6^th grade football and cheer will be the only grade participating in the high school homecoming parade.
• Creative floats are highly encouraged.
• There is absolutely NO CANDY, OBJECTS, ETC. to be thrown from the floats. This could result in the LWYFL no longer being able to participate in the parade in the future.

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6^TH Grade Recognition

• This will take place during week 5 of our season as all teams are home that weekend. Further details will be coming in the future.

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We encourage all teams and families to attend to give the 6^th grade football / cheer the recognition they worked so hard for and deserve!!