Club Constitution and Governing Document

Version: 2.0

Adoption Date: November, 2025

1. Name and Status

1.1. The name of the club shall be London Flame (“the Club” or “Flame”).

1.2. London Flame is a women’s flag football club based in London, with teams participating in the Women’s Flag Football League (WFFL) and other appropriate competitions and tournaments.

1.3. The Club shall operate in accordance with the rules and regulations of British American Football Association (BAFA), the relevant competition organisers and any applicable laws and regulations.

1.4. Where there is a conflict between this Constitution and a mandatory requirement of BAFA or another governing body, the relevant governing body’s requirement shall take precedence.

2. Purpose and Objectives

The objectives of London Flame are to:

1. develop competitive flag football skills and knowledge;
2. develop players, coaches and volunteers;
3. build teamwork, trust, accountability and a positive team environment;
4. contribute to the development and quality of women’s flag football in Great Britain;
5. provide opportunities for members to participate in training, competition and tournaments;
6. promote respect, inclusion, sportsmanship and positive behaviour;
7. provide a safe environment in which participants can develop and enjoy the sport;
8. maintain high standards of communication, organisation and accountability;
9. encourage members to take responsibility for their own development and contribution to the Club; and
10. maintain an association with London Smoke as part of the wider London Smoke/Flame community while preserving the independent governance and management of London Flame.

3. Club Values

3.1. What the Club commits to its members

London Flame is committed to:

• Transparency
• Investment
• Accountability
• Respect

3.2. What members commit to the Club

Members are expected to demonstrate:

• Effort
• Teamwork
• Openness
• Respect

These values shall inform the Club’s decisions, management, membership decisions, selection processes, conduct standards and relationships between members.

4. Relationship with London Smoke

4.1. London Flame is associated with London Smoke and operates within the wider sphere of the London Smoke/Flame community.

4.2. London Flame and London Smoke are, however, distinct and independently managed organisations/teams.

4.3. The relationship between the two exists to support a wider community and may include collaboration, shared resources, facilities, knowledge, activities, players or other arrangements where mutually agreed.

4.4. For the avoidance of doubt:

1. London Flame has its own management structure and Committee;
2. the London Flame Committee is separate from the London Smoke Committee;
3. the London Flame Committee is not subordinate to, controlled by or governed by the London Smoke Committee;
4. the London Smoke Committee does not have authority to make decisions on behalf of London Flame unless expressly agreed by the appropriate Flame management;
5. decisions concerning London Flame membership, team selection, coaching, finances, discipline, policies and day-to-day operations are the responsibility of London Flame’s own management and Committee;
6. collaboration or sharing of resources between the two organisations does not create a reporting or governance relationship; and
7. participation by Flame members in London Smoke activities does not alter the independent governance of either organisation.

4.5. The relationship may appropriately be described as two pillars within a wider community: connected through association and collaboration, while maintaining separate leadership, governance and decision-making.

4.6. Nothing in this Constitution shall create a legal partnership, agency, employment relationship or other legal relationship between London Flame and London Smoke unless expressly established through a separate written agreement.

5. Membership

5.1. Club Membership

5.1.1. Membership of London Flame is subject to approval by the London Flame Committee.

5.1.2. The Committee has discretion to accept, decline or, where appropriate, terminate an individual’s Club Membership.

5.1.3. In making membership decisions, the Committee may consider whether an individual:

1. demonstrates the values and standards expected by London Flame;
2. is likely to contribute positively to the Club and its team environment;
3. treats players, coaches, volunteers, opponents and officials with respect;
4. is willing to comply with the Club’s policies, expectations and codes of conduct;
5. has previously engaged in behaviour that is incompatible with the Club’s values or standards;
6. has demonstrated behaviour reasonably likely to cause significant conflict, disruption, division or harm within the Club; or
7. otherwise presents reasonable concerns regarding their suitability for constructive participation in the Club.

5.1.4. The Committee is not required to offer or maintain membership where it reasonably determines that an individual’s conduct, behaviour, attitude or approach is inconsistent with the values, standards or legitimate interests of London Flame.

5.1.5. Membership decisions shall not be made on unlawfully discriminatory grounds and shall comply with applicable law and BAFA requirements.

5.1.6. Membership may be subject to reasonable conditions or expectations established by the Committee.

5.2. Member obligations

Members must:

1. comply with this Constitution and the Club’s policies;
2. comply with applicable BAFA and competition rules;
3. demonstrate the Club’s values;
4. treat other participants with respect;
5. contribute positively to the team environment;
6. comply with reasonable instructions from coaches, captains, officials and Club management; and
7. raise concerns through the appropriate channels rather than engaging in disruptive or inappropriate conduct.

5.2.2. Club membership does not guarantee selection for a WFFL team, selection for a particular game-day roster or playing time.

6. Players and Team Selection

6.1. Players selected for London Flame teams shall be expected to meet the standards established by the Club and coaching staff.

6.2. Team and game-day selection shall be determined by the relevant coaching staff in accordance with the Club’s objectives, player development needs, performance, attendance, preparedness, positional requirements, team balance and other relevant sporting considerations.

6.3. No player is entitled to playing time solely by virtue of membership.

6.4. Coaches shall communicate selection decisions in a reasonable and timely manner wherever practicable.

6.5. Players are expected to provide timely responses to attendance polls and notify coaches as early as possible where they cannot attend a game day.

6.6. Players should not book non-refundable travel for a game day until the relevant roster has been announced where the Club has specifically advised players to wait for roster confirmation.

7. Coaches

7.1. Coaches are responsible for providing appropriate coaching, instruction and leadership consistent with the Club’s values and applicable BAFA requirements.

7.2. Coaches shall promote player development, teamwork, respect, accountability and a positive sporting environment.

7.3. Coaches shall exercise appropriate professional judgement in relation to training, player development, game strategy, selection and playing time.

7.4. Coaches must comply with applicable safeguarding, equality, conduct and qualification requirements.

7.5. Where BAFA requirements apply, coaches must hold the qualifications and memberships required to undertake their role. BAFA’s regulations require persons acting in coaching capacities within BAFA organisations to meet applicable BAFCA requirements. (britishamericanfootball.org)

8. Club Committee

8.1. The London Flame Committee is responsible for the governance and overall management of the Club.

8.2. The Committee shall have authority to:

1. manage the Club’s affairs;
2. make decisions concerning membership;
3. establish and maintain Club policies;
4. oversee finances and expenditure;
5. appoint or approve coaches and other personnel as appropriate;
6. oversee safeguarding and welfare arrangements;
7. manage disciplinary matters;
8. represent the Club externally;
9. establish reasonable Club standards and procedures; and
10. make other decisions reasonably necessary to operate the Club.

8.3. The specific responsibilities and duties of individual Committee officers shall be defined separately and do not form part of this Constitution.

8.4. Committee members shall act in the best interests of London Flame and should declare and appropriately manage any conflicts of interest.

9. Financial Management

9.1. The Club shall maintain appropriate records of income and expenditure.

9.2. Club funds shall be used for legitimate Club purposes, including equipment, facilities, registration, competition, administration and other activities supporting the Club’s objectives.

9.3. Current membership fees, team fees, kit costs and other charges shall be communicated separately through the Club’s operational information and may be changed by the Committee without requiring amendment to this Constitution.

9.4. Appropriate financial controls shall be maintained, including reasonable separation of payment approval and financial record keeping where practicable.

9.5. The Club shall comply with any financial reporting, audit or information requirements applicable to it under BAFA rules or applicable law.

10. Discipline and Conduct

10.1. All members, coaches, volunteers and other persons acting on behalf of the Club are expected to behave in accordance with:

1. this Constitution;
2. the Club’s Code of Conduct and relevant policies;
3. applicable BAFA regulations;
4. competition rules; and
5. applicable law.

10.2. Unacceptable conduct may include, but is not limited to:

1. bullying or harassment;
2. discriminatory behaviour;
3. threatening, abusive or violent behaviour;
4. inappropriate conduct towards officials, opponents, teammates, coaches or volunteers;
5. behaviour that materially disrupts or damages the Club;
6. retaliation against a person who raises a genuine concern;
7. serious or repeated breaches of Club policies; and
8. conduct that brings the Club or sport into serious disrepute.

10.3. The Club may investigate concerns and take proportionate disciplinary action.

10.4. Disciplinary procedures shall follow principles of fairness and natural justice and shall be consistent with applicable BAFA requirements.

10.5. Where BAFA requires the Club to notify it of disciplinary action or circumstances, the Club shall do so.

10.6. Club discipline does not prevent BAFA or another competent body from taking action under its own rules.

11. Safeguarding

11.1. London Flame is committed to safeguarding children, young people and adults at risk and to providing a safe environment for all participants.

11.2. Safeguarding is the responsibility of everyone involved in the Club.

11.3. The Club shall maintain a separate Safeguarding Policy and appropriate reporting arrangements.

11.4. The Club shall comply with applicable BAFA safeguarding requirements and guidance.

11.5. Any safeguarding concern shall be taken seriously and dealt with promptly and appropriately.

11.6. Where a person is at immediate risk of harm, appropriate emergency services or statutory authorities shall be contacted.

12. Equality, Inclusion and Respect

12.1. London Flame is committed to providing an environment in which participants are treated fairly and with dignity and respect.

12.2. Discrimination, harassment or victimisation will not be tolerated.

12.3. The Club shall comply with applicable equality legislation and BAFA equality requirements.

12.4. Reasonable adjustments shall be considered where appropriate and practicable.

13. Complaints and Grievances

13.1. Members are encouraged to raise concerns early and constructively.

13.2. Where appropriate, players should initially raise team or sporting concerns with a coach or captain.

13.3. Safeguarding concerns should be raised with the Club’s Safeguarding Lead or through the appropriate safeguarding reporting route.

13.4. Serious complaints, conflicts of interest or concerns regarding Club management may be raised with the Committee.

13.5. Complaints shall be handled as fairly, confidentially and promptly as reasonably practicable.

13.6. The Club shall not tolerate retaliation against a person who raises a genuine concern.

13.7. Nothing prevents an individual from reporting a matter directly to BAFA, the police, a statutory authority or another appropriate body where appropriate.

14. Amendments

14.1. This Constitution may be amended by the London Flame Committee.

14.2. Amendments shall be recorded and communicated to members where relevant.

14.3. Any amendment must remain consistent with applicable law and mandatory BAFA requirements.

15. Dissolution

15.1. The Club may be dissolved by a decision of the London Flame Committee or by another process required by the Club’s legal structure.

15.2. Upon dissolution, any remaining funds or assets shall, after payment of legitimate liabilities, be dealt with in accordance with applicable law and any requirements applying to the Club.

16. Adoption

This Constitution was adopted by London Flame on:

Date: __________________________

Signed: ________________________

Name: _________________________

Position: ______________________

For and on behalf of London Flame