University of Birmingham Lions Women’s American Football Team
Constitution
Name
The club shall be called University of Birmingham Lions Women’s American Football,
referred to hereafter as ‘the Club’.
Address
The address for all correspondence shall be:
University of Birmingham Women’s American Football Club
C/O The Athletic Union Office
Munrow Sports Centre
The University of Birmingham
Edgbaston
Birmingham B15 2TT
Tel. 0121 414 3870
University of Birmingham Lions American Football Programme Mission Statement
The University of Birmingham Lions American Football is a not-for-profit, umbrella
organisation for a growing number of successful teams across Birmingham. Any profits will
be reinvested into the organisation. American Football is an expanding sport in the UK,
supported by Sport England, which has chosen it as a Focus Sport, and the Programme will
endeavour to become a beacon for the sport in the UK.
To do so, the Programme will aim to run teams in three competitive programmes these
being Student, Junior & Women’s. The development of these teams will be supported by the
provision of qualified, experienced coaching, quality training programmes and a full gameday experience for all players.
The Programme leadership will be a dedicated, forward-thinking committee, charged with
leading a disciplined, progressive organisation.
In addition, the Programme will aim to serve as an enjoyable leisure outlet for spectators
and volunteers and to organise a variety of social events throughout the year for the
enrichment of all club members.
The University of Birmingham of American Football aims:
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To offer a stable, well-run and enduring American Football club for the West Midlands,
giving the whole community the opportunity to play and enjoy our sport.
To develop our players and volunteers, helping them to realise their potential both on
and off the field.
To encourage participation, with experienced coaches taking care and effort to teach
the basics of the game to all participants.
To offer an enjoyable game day experience for all, with an ethos of success.
To provide regular training with skilled and qualified coaching staff.
To enthuse club members to build an active, healthy lifestyle through participation in
American Football.
To ensure the well-being of young people whilst in the care of the club and away from
parents or carers.
To identify and support the development and progress of the most talented players.
To testify to these aims by achieving accreditation from recognised sporting bodies.
Club Committee & Club Officials
An elected committee will conduct the Club’s administration. The Committee will be elected
annually by the existing committee membership. The Committee will consist of the following
officers:
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Director of Football - ( In year one of the programme 2013/2014 the DofF will act as
President of the organistion. In subsequent years the DofF will have a standing
position on the Committee.)
Vice President
Director of Finance
Welfare Representative
Secretary
Director of Media & Marketing
Team Manager
A representative from the University of Birmingham Athletic Union will be invited to all
committee meetings, along with the President of the University of Birmingham Student
American Football Programme.
Committee Aims and Objectives
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Develops and implements the Programme constitution.
Provides support and advises all Programme members.
Ensures effective running of the Programme structure.
Responsible for ensuring that suitable training and game venues are available for all
Programme teams.
Keeps accurate and up-to-date records.
Meets on a monthly basis.
Provides a range of American Football knowledge and experience.
Creates new positions and roles when and where appropriate.
Keeps good order within the Programme.
Creates a stable and safe American Football environment.
Promotes the sport of American Football.
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Vets any teams joining the Programme to ensure their brand/image is compatible with
the corporate image of the Programme. Any rebranding must also be compatible.
Committee Rules
1. The Committee will meet on a monthly basis.
2. Minutes of all meetings will be published within 7 days to allow for any discrepancies to
be addressed.
3. Agenda items for each meeting must be passed to the Committee Secretary at least 7
days before the meeting. The Committee Secretary will publish the agenda by e-mail 7
days in advance of the meeting.
4. 3 or more members of the Committee must be present at any Committee meeting for a
vote to take place.
5. Any amendment to the Constitution requires at least 14 days prior notice to all
Committee members for consideration.
6. A majority vote must be obtained by the President Person before the invitation of
Committee Support Team members or Playing members to any Committee meeting.
This should be completed during a Committee meeting or by an e-mail vote.
7. Committee members will represent the Programme at external events according to their
role descriptions or will delegate appropriately.
8. The Committee will apply the Programme Policies, Codes of Conduct and Disciplinary
Procedures but Committee members are not exempt from these and should set an
example of professional conduct for the whole Programme.
9. All Committee members must obtain a Criminal Records Bureau check.
Duties of Club Committee
Committee Roles and Responsibilities
The following outlines the roles and responsibilities for the Committee.
Director of Football
The Director of Football position is an honorary role, appointed not elected, created to
honour someone who has put in several years service to the Programme, and is considered
a figurehead for the organisation. The Director of Football role does hold voting rights on
both the university and Women’s committees, and has the right to attend and contribute to
any committee activities. There are no specific requirements for the Director of Football,
however it is expected that they will contribute to overall Programme Development, Coach
Education, Player Development and promotion of the Programme.
President
1. Presidents meetings, keeps good order and acts as Programme principal officer
throughout the year.
2. Provides direction for the Programme with effective leadership and management.
3. Leads the decision making process in consultation with the Programme Committee and
members.
4. Has the casting vote in the event of any tied or unresolved decision.
5. Represents the Programme at external meetings when required or delegates
appropriately.
6. Ultimate point of contact for all Programme members.
7. Point of contact for Affiliate teams
8. Point of contact for Head Coaches
Vice-President Person
1. In the absence of the President, the Vice-President shall assume all the President’s
duties.
2. Supports the President in providing effective leadership and management.
3. Co-ordinates effective communication across the Programme.
4. Co-ordinates playing and training facilities and game-day management.
5. Co-ordinates the Programme’s corporate image.
6. Co-ordinates football policy within the Programme
7. Co-ordinates coach education within the Programme
Director of Finance
1. Oversees collection and distribution of all Programme funds.
2. Keeps accurate and up-to-date accounts.
3. Deposits Programme funds regularly into Programme bank accounts and keeps records.
4. Ensures all necessary payments are made and keeps records accordingly.
5. Checks bank statements for any discrepancies.
6. Gives regular reports to the Committee on the Programme’s financial status.
7. Ensures proper preparation of year-end accounts.
Director of Media and Marketing
1. Aims to raise the profile of the Programme in the local and League communities.
2. Works in conjunction with the PR officer to ensure the best interests of the Programme
are promoted in a range of media.
3. First point of contact for the press and other media.
4. Co-ordinates match reports and the distribution of these where they will best promote
the Programme.
5. Liaises with the PR officer to source possible corporate funding.
6. Responsible for the control and update of the Programme website.
7. Ensures website content accurately reflects the Programme.
8. Monitors the website for material which may contravene Programme, League and
welfare rules.
9. Responsible for all website moderators.
Welfare Representative
1. Designated person for welfare issues within the Programme.
2. Ensures the Programme promotes and fulfils its responsibilities for welfare of all
members.
3. Ensures that welfare issues are understood and addressed by all Programme members.
4. Ensures that Child Protection issues are understood and addressed by all Programme
members dealing with young people.
5. Responsible for writing and updating the Programme Welfare Policy and Programme
Child Protection Policy and informing members of updates.
6. Point of contact for all concerns or queries regarding welfare and Child Protection
issues.
7. First responder to allegations regarding welfare or Child Protection issues.
8. Ultimately responsible for all welfare officers within the Programme.
9. Responsible for gaining and maintaining the relevant qualifications for the post and also
for ensuring that all other welfare officers within the Programme have the necessary
qualifications.
Committee Secretary
1. Supports the President and Vice-President in the planning and running of Programme
meetings including writing and distributing agendas.
2. Records committee meetings in minute form and distributes these within one week of
the meetings.
3. Assists in the smooth flow of information and communication throughout the
Programme.
Team Manager
1. Assists the Head Coach in ensuring smooth and efficient day-to-day running of the team.
2. First point of contact for the league.
3. Produces game rosters which have been sent by the League.
4. Texts game results through to the League.
5. Ensures all players are up-to-date with their subs and pass any monies on to the Director
of Finance for accounting.
6. Keeps good and accurate subs records and passes on to the Director of Finance.
7. Performs the card check on game day.
8. Liaises with the League on any matters regarding the team.
9. Liaises with opponents on any team matters.
10. Takes on the role of the Gameday Manager when and where appropriate.
11. Ensures availability of the ground/facilities and reserve it accordingly.
12. Ensures pitches have been correctly marked for gameday.
13. Ensures availability of Team Judges or Referees.
14. Books the medical cover.
15. Books travel and accommodation (if required)
16. Ensures the game balls and equipment are present at games.
17. Orders or confirms food and drink arrangements for home games.
18. Arranges and manages the sideline crew.
19. Liaises with opponents regarding any game issues.
20. Takes on the role/of the Team Manager when and where appropriate.
Membership of the Club
Membership of the Club will be open to all females in the local area aged 18 plus.
Club Subscriptions and Club Finance
All participants will be required to pay league registration and club fees determined by the
committee of the club.
This fee is determined by the Club Committee who is responsible for its collection. It will be
collected in relation to the payment plan which is set out by the club committee in the first
few weeks of the inception of the team or upon joining the team for the 2013/14 season.
Club members shall receive no direct or indirect payment, except for legitimate expenses
incurred in connection with Club expenses.
Code of Conduct for Playing Members
A playing member is any Programme member who is on a team roster for any of the
Programme Teams.
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Playing members will carry themselves in a professional manner on and off the field.
Playing members will show respect to club members.
Playing members will show respect to all League members and officials.
Playing members will inform a member of staff if unable to attend club activities.
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Playing members are expected to attend all club meetings.
Playing members are expected to attend all club events.
Playing members are expected to comply with all club rules and regulations.
Playing members are expected to take care of their player packs and playbooks.
Playing members are expected to pay and keep up-to-date with all relevant club fees
If Playing members have any problems in payment of fees due to mitigating
circumstances then they must inform the Head Coach. Any personal information will be
treated in the strictest of confidence. The Programme management will then agree and
set up a personal payment plan which must be adhered to.
Playing members will conduct themselves in a professional manner while using any
football-related website or forum.
Players must not conduct interviews or make media contact without permission of the
club.
Playing members will show respect to all League members, club members and officials
while using any football related website or forum.
Playing members will report any misuse of the Internet to a member of staff.
Playing members will arrive at the appointed location no later than the stated time, for
home and away games.
Playing members are expected to wear the correct arrival attire on game days.
Playing members are expected to bring the correct equipment and uniform.
Playing members must not consume any alcohol on any coach.
Playing members must not consume any alcohol 24 hours prior to practice.
Playing members must arrive no later than 15 minutes prior to the practice start time.
Playing members must wear the correct equipment and uniform.
If Playing members are unable to attend practice then they must inform Head Coach or
their co-ordinator in writing, no later than 48 hours prior to practice, unless there are
mitigating circumstances.
Playing members going to be late must inform Head Coach or their co-ordinator in
writing.
Playing members will inform a member of staff about any injuries sustained inside or
outside the club.
Playing members will take the appropriate care of any equipment loaned to them. Once
the equipment is in the possession of a player it becomes his/her responsibility and
he/she is liable for it.
Game shirts should be returned to the club at the completion of each game, unless
purchased by the player.
Any faulty equipment should be reported to the club immediately.
Disciplinary Procedures for Playing Members
Playing members who have failed to comply with the Programme Code of Conduct will be
subject to disciplinary procedures. At this point the following actions will take place:
The Head Coach assisted by the team Captains will make an assessment based on all the
relevant facts. Any and all mitigating circumstances will be taken into account. The Head
Coach assisted by the Captains will then decide whether the action constitutes:
Level .1 - Minor-Misconduct
A. Verbal Warning.
B. Reduction in practice time.
Level .2 - Misconduct
C. Reduction in Game Time.
D. Game Ban.
Level .3 - Gross-Misconduct
E. Multiple Game Ban.
F. Season Ban.
If any playing member gains three level 1s on his/her record then an automatic level 2 will
be issued, with code D being implemented. If any playing member gains three level 2s on his
/ her record then an automatic level 3 will be issued, with codes E or F being implemented.
Gross Misconduct or repeated breaches of the Code of Conduct, if proven, may lead to
dismissal from the Programme.
If any single action is deemed to be Gross-Misconduct, the Committee will meet and make
an informed decision based on all the relevant facts provided by the participants. The
Committee holds the right to apply a different disciplinary level if it deems it appropriate.
Playing members have the right to appeal against any disciplinary action taken against them.
At this point the Programme Welfare Representative will investigate the case and present
any further evidence to the Committee. The Committee will then re-evaluate the case.
Written evidence of all disciplinary matters will be kept by the Programme Welfare Officer.
Annual General Meetings (AGM)
An Annual General Meeting will be held at the end of each season at a relevant time
appointed by the Committee. All Programme members will be expected to attend and
should be given 21 days notice in respect of this.
The President Person will present a report on the previous year and the Director of Finance
will present a statement of accounts and a balance sheet up to the relevant time.
Programme members wishing to propose a motion to the AGM must do so in writing, 14
days prior to the meeting.
Proposals must be seconded at the AGM before going to general vote.
Each Programme member over the age of 16 will have one vote on each motion.
In the case of Programme members below the age of 16, the Principal Head Coaches carry
two votes per team in surrogacy in addition to their own personal vote on general matters.
There will be exceptions appointed by the committee when team members will vote as
individuals on issues which directly affect the team.
The AGM or EGM may only proceed to business if quorate i.e. over 50% of Programme
members over the age of 16 are present.
Any AGM or EGM may be adjourned to a later date if required, by agreement of the
Committee.
Extraordinary General Meetings (EGM)
Extraordinary General Meetings can be called at any time by the Committee, if requested in
writing by at least one third of the Programme members. Such a meeting should be held no
less than 14 and no more than 21 days following the receipt of the written request by the
Committee.
Notice of an EGM and the reason for it shall be given to all members at least 10 days prior to
the meeting. No business other than that named in the written request for a meeting shall
be discussed at an EGM.
The Programme may only be dissolved if a majority of the committee agree to call an E.G.M.
which subsequently votes in favour of dissolution, and in such an instance all assets will
revert to the organising body, with a responsibility to prioritise the discharge of any debts.
Grievance Procedures
Any Programme member with a grievance, either about a playing or non-playing matter,
should follow Programme procedures to address it.
First point of contact for a playing or on-field grievance should be the team Head Coach. At
this point, some grievances may be successfully resolved.
Unresolved playing grievances or non-playing/personal grievances should be referred to the
Programme Committee. This referral may be made by the Head Coach of the relevant team
following first point of contact, the Programme Welfare Officer, Child Protection Officer or
the Programme member themselves.
Referral to the Committee can be made through any of the seven Committee members, at
the aggrieved member’s discretion. The chosen Committee member must then immediately
notify the others by telephone or by discreet Committee e-mail. The aggrieved member will
be invited to the start of the next scheduled Committee meeting to discuss and hopefully
resolve the issue.
In the case of emergency issues where, for whatever reason, a member is emotionally
volatile, the Committee may decide to call an emergency meeting of the relevant
Programme members to address the situation. This can only be done with the knowledge
and agreement of all Committee members and with at least two Committee members
present, including the President or Vice-President.
All grievances will be treated in the strictest confidence. Where appropriate, the Programme
Committee may apply sanctions according to the Code of Conduct to anyone involved in a
particular grievance.
Data Protection Information
Reasons for Data Collection - It will be necessary for the Programme to collect personal
contact information on members. This is to enable the Programme to operate efficiently.
Data Collected
Contact data – this is any data which enables a member to be contacted, including
telephone numbers, addresses, e-mails.
Access to Data - Contact Data can be accessed as follows:
1. The Committee - Access to all data
2. Committee Support Team - Access to data in relation to members necessary to perform
their duties. This will be determined by the Committee on an individual basis.
3. Head Coaches - Access to data in relation to members of their respective teams
4. Assistant Coaches - Access to data in relation to members as is necessary to perform
their coaching responsibilities. Head coaches to determine this on an individual basis.
Historic Information
Data will be kept by the Programme in order to ensure it can operate efficiently and to
establish and maintain membership. Old data that is deemed no longer of use to the
Programme shall be removed from any databases. This will be achieved by an annual review
by the Committee of the data held by the organisation.
Security
It is the responsibility of anyone holding information in relation to members of the
organisation on a personal computer to ensure that reasonable steps are taken to ensure
that computer is secure. This would include up-to-date antivirus software and regular
security maintenance such as scanning for viruses etc. Other specific security procedures to
be used are listed below, and are again the responsibility of the individual using the
computer:
Accounting software - Data held in the accounting software will be held on a computer used
by the Director of Finance and will be password protected. Backups will be held in a secure
un-networked location.
Spreadsheets - Data held in spreadsheets will be password protected. This applies to all
members of the organisation.
Other records - Data held in other types of computerised formats shall also be password
protected.
Equal Opportunities & Racism Policies
Programme Equal Opportunities Policy - The University of Birmingham of American Football
is committed to ensuring that equality of opportunity is extended to everyone involved with
the Programme, now and in the future.
In doing so the Programme acknowledges the Sport England definition of sports equality:
Sports equality is about fairness in sport, equality of access, recognizing inequalities and
taking steps to address them. It is about changing the culture and structure of sport to
ensure it becomes equally accessible to everyone in society.
The Programme respects the rights, dignity and worth of every person and will treat
everyone equally within the context of their sport, regardless of age, ability, gender, race,
ethnicity, religious belief, sexuality or social/economic status.
The Programme is committed to everyone having the right to enjoy their sport in an
environment free from threat of intimidation, harassment and abuse. All Programme
members have a responsibility to oppose discriminatory behaviour and promote equality of
opportunity.
The Programme will deal seriously with any incidence of discriminatory behaviour, according
to Programme disciplinary procedures.
Programme Racial Discrimination Policy - The University of Birmingham of American Football
condemns racism in any form, both on and off the pitch and will tolerate no form of racial
discrimination or abuse. It aims to create and maintain a club environment free from racial
harassment and abuse. Everyone connected with the Programme has a duty to prevent
racial harassment or abuse.
An incidence of racism is any incident perceived by the victim or by witnesses to be racist. It
is the responsibility of all Programme members to report such incidents immediately to a
Head Coach or Committee member who will deal with it through the club disciplinary
procedure.
Code of Conduct for Non-Playing Members
A non-playing member is any Programme member who is not on a team roster for any of
the Programme teams; this includes the members of the Programme Committee.
1. Non-playing members should show respect for each other, for playing members and for
visitors e.g. referees/away spectators/artistes at all times. Incidences of disrespect such
as verbal abuse will be dealt with through the Programme disciplinary procedure
2. Non-playing members should pay any necessary club and League fees on time and in
full. Failure to do so will result in action through the Programme disciplinary procedure.
Any member experiencing financial difficulties should speak to a member of the
Committee in confidence and all cases will be considered on merit.
3. Any Programme non-playing member wishing to raise an issue affecting the Programme
should do so only through the Programme Committee. Members are welcome to
contact one of the seven elected members, who will inform the others, add the issue to
the agenda for the next scheduled Committee meeting and, if necessary, invite the
member to the start of the meeting to voice the issue.
4. Members should not voice issues as gossip, inside or outside the Programme, as this can
be detrimental to Programme morale as well as to the image of the Programme in the
community.
5. Non-playing members should show respect for Programme sites and property. Any
wilful or deliberate damage to an Programme host building or item of property will
result in action through the Programme disciplinary procedure
6. Non-playing members are expected to attend Programme events.
7. Non-playing members are expected to comply with Programme rules and regulations.
8. Non-playing members are expected to conduct themselves in a manner which reflects
the good reputation of the Programme while attending all away games and conferences.
9. Non-playing members carrying role responsibilities are expected to fulfil those to the
best of their abilities. Repeated failure to carry out role responsibilities will result in
disciplinary action.
10. Non-playing members will conduct themselves in a professional manner while using any
football-related website or forum.
11. Non-playing members will show respect to all League members, club members and
officials while using any football-related website or forum.
12. Non-playing members will report any misuse of the Internet to a member of staff.
Disciplinary Procedures for Coaching Staff and Other Non-Playing Members
Any behaviour on the part of any of the above, which is deemed by their team Head Coach
or Principal Head Coach to require disciplinary action, will be referred to the Programme
Welfare Representative. He/she will make an assessment of the facts against the
Programme Code of Conduct and, if necessary, request that the case is placed on the agenda
for the next Committee meeting where the facts will be presented. The Committee will
define the level of misconduct, if any, involved and take disciplinary action accordingly.
Disciplinary Procedures for Director of Football.
Any behaviour on the part of any of the above, which is deemed by another Programme
member to require disciplinary action, will be referred to the Programme Welfare
Representative. He/she will make an assessment of the facts against the Programme Code of
Conduct and, if necessary, request that the case is placed on the agenda for the next
Committee meeting where the facts will be presented. The Committee will define the level
of misconduct, if any, involved and take disciplinary action accordingly.
Disciplinary Procedures for Committee Members
Any behaviour on the part of a member of the University of Birmingham Committee, which
is deemed by any other Programme member to require disciplinary action, will be referred
to the Programme Welfare Representative. He/she will make an assessment of the facts
against the Programme Code of Conduct and, if necessary, request that the case is placed on
the agenda for the next Committee meeting where the facts will be presented. The
Committee member involved will be excluded from the section of the meeting that
considers the case. The Committee will define the level of misconduct, if any, involved and
take disciplinary action accordingly.
Disciplinary Levels
Level .1 - Minor Misconduct
Level .2 - Misconduct
Level .3 - Gross Misconduct
Non-Playing members have the right to appeal against any disciplinary action taken against
them. At this point the Programme Welfare Representative will investigate the case and
present any fresh evidence to the Committee. The Committee will then re-evaluate the case.
Gross Misconduct or repeated breaches of the Code of Conduct, if proven, may lead to
dismissal from the Programme.
The Dissolution of the Programme
In the event that the Programme should need to be dissolved:
An EGM would be called following the normal procedures. This would need to be quorate,
with over 75% of the membership present.
The proposal to dissolve the Programme would be put forward and would need a majority
vote of 75% or more to be passed.
The Programme would be dissolved immediately, with the committee responsible for the
orderly winding up of the Programme's affairs.
Priority would be given to the settlement of all remaining debts and liabilities, after which
any remaining proceeds and capital equipment would be handed over to the University of
Birmingham Athletic Union to dispose of to any other clubs in our area with similar sports
purposes and/or to the Programme's national governing bodies for use by them for related
community sports.
University of Birmingham Women’s American Football Programme
Women’s Team
Full Name
University of Birmingham Lions
Women’s
Age Range
18+ (Women’s league)
Home Ground
University of Birmingham,
Bournbrook 3G Edgbaston B15 2TT
Women’s Home Uniform Colours
Helmet
White
Jersey
White with Blue numbers
Pants
Blue
Socks
White with Blue trim
Women’s Away Uniform Colours
Helmet
White
Jersey
Blue with White numbers
Pants
Blue
Socks
White with Blue trim
Women’s Team Colours
Primary
White
Secondary
Blue
Tertiary
Gold
Women’s Team Logo
Any change to the above must be agreed by the Programme Committee.