1. The By-Laws shall comprise -

a) statements of interpretation of the rules of the Club Constitution

b) rules of management of the Committee which shall make reference to Club procedures, as appropriate, such procedures to be documented separately within the structures indicated in these by-laws.

2. These By-Laws shall be reviewed from time to time by the Committee.

3. For the purposes of the Committee's management functions the following teams shall be maintained -

a) Driver and Trainer Education

b) Events and Trips

c) Publications

d) Public Relations

e) Club Property

f) Membership

4. The Driver and Trainer Education Team shall be responsible for implementing an education program for club members so as to -

• improve driver skills with particular regard to safety and environmental issues;
• improve the standard of trainers;
• provide a training timetable to integrate into the Club Events and Trips calendar;
• train Club members wishing to participate in 4WD trips to a minimum driver skill standard, as defined by the committee from time to time;      
• ensure that four wheel drivers operate their vehicles in a responsible fashion, regardless of terrain;
• promote awareness of the environment through appreciation of flora, fauna and landforms and their conservation; and
• support the Property Coordinator in the management of the Club Driver Training facility.

5. The Events and Trips Team shall be responsible for an Events and Trips Program for members to enable members to participate in the sport of four-wheel driving, and must:

• provide a calendar of ongoing Driving trips to integrate into the Club Events and Trips calendar;
• publicise the established Club policy and procedures related to the running of Club events and trips;
• maintain a register of trip leaders and promote the clubs trainee trip leader program by fostering the interest of members in trip leadership;
• monitor Club trip activity to ensure Club trip leaders do not take members, or friends of members, on Club trips as drivers, unless they have met the Club’s minimum driving standard, as published from time to time;
• seek endorsement of all events and trips by the Club Committee

6. The Publications Team shall be responsible for:

• ensuring the publication and distribution to members and other nominated recipients, the Club magazine;
• ensuring the development and maintenance of the club website;
• encouraging articles from members and others on various topics aimed at promoting and encouraging the sport of four wheel driving for inclusion in the magazine and on the Website;
• soliciting and managing appropriate advertising for placement in the Club’s magazine and on the website. Submit to the Club committee for ratification an annual schedule of advertising charges;
• overseeing the production of any promotional materials that depict club activities and which encourage and promote the sport of four wheel driving;
• submitting to the club committee for ratification proposed major changes to material displayed in the magazine and on the Web site.

7. The Public Relations Team shall be responsible for -

• all Club pronouncements of a public nature including -
  • written submissions to statutory authorities, governments, and other organisations and individuals
  • press releases
  • liaison with State and National Four Wheel Drive organisations, National Parks, Forestry and Lands authorities, Emergency Services, and other similar authorities;
• ensuring that good relations are maintained between the Club and other organisations or individuals;
• oversighting design, production and sales of Club stickers, badges, logos, posters;
• providing a calendar of community based events to integrate into the Club Events calendar;
• organising Club participation in externally-organised community events, and other charitable and community service activities with a view to encouraging and promoting the sport of four wheel driving amongst the community;
• welcoming visitors and members to club meetings.

8. The Club Property Team shall be responsible for:

• Management of the Club Property Talooge (meaning To Always Look Over Our Great Environment) commonly known and henceforth called Talooge Park, with the support of the Education Coordinator, including:
  • preparing policies on management and use for approval by the Committee
  • preparing and maintaining development plans
  • promulgating the approved Talooge Park usage and development plans to the wider membership
  • coordinating routine maintenance
  • preparing budget proposals for any recurrent and/or capital expenditure on Talooge Park
  • managing the relationship, where related to Talooge Park, between the club, its neighbours, local council and authorities

• managing the Club's assets by:
  • maintaining a register of assets
  • maintaining the assets in good working order
  • ensuring secure storage of all assets
  • oversighting asset use by Club members
  • developing budget proposals for any recurrent and/or capital expenditure on assets

• arranging for club members, the competitive bulk purchasing of goods relevant to the activities of the Club.

9. The Membership Team shall be responsible for:

• managing Club records, including , but not limited to, membership details, details of Club magazine advertisers, interested organisations lists (eg. other 4WD Clubs, 4WD Associations, Government Authorities and Instrumentalities);
• providing the Publications team with mailing labels for each issue of the Club magazine;
• publication of financial member lists from time to time as directed by the committee;
• authorising access rights to the Club Web site for all members upon membership approval by the committee;
• promoting the Club to prospective new members.

10. For the purposes of paragraph 24(1)(b) of the Club Constitution, the members of the Committee other than the Officers of the Club, and their titles and duties are defined as follows -

a) Education Coordinator who shall chair the Driver and Trainer Education Team;

b) Events and Trips Coordinator who shall chair the Club Events and Trips Team;

c) Publications Coordinator who shall chair the Publications Team;

d) Property Coordinator who shall chair the Club Property Team;

e) Membership Secretary who shall chair the Membership Team;

f) Public Relations Coordinator who shall chair the Public Relations Team;

g) General Committee Member (four positions) who may be responsible for one or more tasks as agreed with the President. Tasks may include, but are not limited to:

• organising venues for meetings
• organising the General Meeting such as, the physical venue, suppers, guest speakers, slide and video presentations, demonstrations of equipment
• assisting Public Relations team with welcoming of visitors and new members to Club meetings
• managing Club social functions and undertaking fund-raising activities
• assisting in the provision of a calendar of social activities to integrate into the Club Events and Trips calendar.

11. The duties of the Officers of the Club shall be defined as follows

The President shall be responsible for the general coordination and management of the club including:

• chair of the Club Executive
• chair of the Club Committee
• chair of the general meeting
• chair of Annual General Meeting.

The Vice-President shall deputise for the President in his/her absence and:

• nominate and brief delegates to national and regional association meetings with which the Club is affiliated
• oversight and assist, where appropriate, the activities of the Public Relations Team
• undertake duties as Club Insurance Officer
• undertake duties as Sergeant-at-Arms.

The Treasurer shall be responsible for:

• budget analysis and review
• correspondence relating to financial matters
• financial management including:
  • investment of Club funds
  • each cash float for Committee members
  • each cash advance to a Club member
  • overview of budgeted expenditure
  • dispatch of accounts for the Club's debtors
  • payment of accounts to the Club's creditors
  • subscription fees and/or levies to Club affiliates
  • all arrangements with the Club bankers
  • all arrangements with the Club auditor.

The Secretary shall be responsible for:

• receipt of correspondence and its distribution for action as appropriate
• preparation of general correspondence consistent with Committee policy
• compilation of the agenda and papers, and preparation of minutes of General and Committee Meetings
• role of Returning Officer for Club elections, referenda and surveys; and any legal contracts.

The immediate Past President, shall be involved in tasks, as agreed with the President, including but not limited to:

• special projects
• membership of function Groups.

12. Wherever the Committee determines a delegation of its authority to an individual Committee member, Club member or group of members it shall be in writing and shall include clear terms of reference and/or procedures, as appropriate.

13. For the purpose of planning, budgeting and scheduling of major events the Club Committee shall adopt an Operating Year from 1 January to 31 December.

a) the Club Committee shall, by 31 January in each year, prepare a Budget for the current Operating Year;

b) in preparation of the Budget the Committee shall be guided by the Objects and Purposes of the Club. In particular

• the Committee shall take account of:
  • current and projected levels of membership and subscription fees
  • trends in expenditure/income for individual Budget items
  • Club long-term objectives which may require a saving plan for future expenditure, or repayment of moneys borrowed for past expenditure
  • ways and means of generating income, including charges for advertisements in publications;
• the Treasurer shall prepare, on a quarterly basis, a statement of income, expenditure and assets in order for the Committee to review the financial position of the Club;
• any proposal for expenditure over and above that included in the Budget for the Operating Year shall be presented in writing and final consideration may be deferred until the next regular meeting of the Committee;
• no member of the Club may take a commission in cash or kind in respect of any business transacted on behalf of the Club with a third party.

14. The method of book-keeping of 'Accounts of the Club' shall be determined by the Committee on the recommendation of the Treasurer, with advice in writing from a Chartered or Certified Practising Accountant, as appropriate.

15.  An inspection of the Club accounts of receipts and expenditure by a financial Club member shall normally require notice in writing to the Committee of no less than two (2) weeks, and the Committee shall arrange a time and place acceptable to both parties for the inspection to take place.

16. The Club's procedures for consideration of applications for new membership shall be based on the following principles -

a)   the Committee may require an applicant for 'owner-membership' to provide proof of ownership in the form of a current motor vehicle registration slip for the prescribed vehicle and proof of age by provision of a current driver's licence or birth certificate, or a statutory declaration in their stead;
b)   the Committee may require an applicant for 'associate-membership' to provide proof-of-age by provision of a current driver's licence or birth certificate, or a statutory declaration in their stead;
c)   all new applications shall be considered by the Committee and the decision shall be notified in writing. Any refusal of membership shall only be on the grounds that the Committee was not satisfied that the applicant would abide by the Constitution and By-Laws of the Club.;
d)   the Application Form(s) for Club membership shall require the applicant to declare the type of membership desired and that criteria for membership is satisfied and attach the appropriate membership fee;
e)   the Application Form(s) for Club membership shall require the applicant to declare that they will abide by the constitution and by-laws of the club as extant at any time

17. The Club's procedures for consideration of applications for renewal of membership shall be based on the following principles:

a)   renewal applications received after the close of the February general meeting will be deemed “late”;
b)   subject to paragraph (c), the deadline for receipt of applications for renewal of membership for a calendar year shall be ten (10) days before the Annual General Meeting in that year;
c)   applications for renewal of membership received later than the date specified at paragraph 16(b) will be deemed to be new membership applications. Fees payable in such cases are detailed at paragraph 19 below.
d)   memberships not renewed will be terminated at the June Committee meeting;
e)   Members who have not renewed by March will cease to receive a club magazine until they renew.

18.  Prior to making a decision under rule 6(13) of the Club Constitution, the Club Committee will, based on a written submission from a member concerning the grounds on which the member should continue to be a member of the Club, consider the circumstances of the case. This will be carried out on a case by case basis.

 19.        The rights of each of the categories of membership shall be as follows:

 NOTES:

1.   See also Clause 19(h)

2,   Except in the instance of a Competition sub-committee.

20. Fees

a) the joining fee for new Owner Members of the club is $230 plus the annual membership fee;

b) a former Owner Member who ceased to be a member for a period of less than 3 consecutive years will be required to pay a re-joining fee of $30 plus the annual membership fee on rejoining;

c) A former Owner Member who ceased to be a member for a period in excess of 3 consecutive years will be treated as a new member;

d) the annual membership fee is $100;

e) the first year’s membership fee for new applications received after the July general meeting is $50;

f) the annual Membership fee for Associate and Competition members is $50;

g) late renewal fee is $5 for renewals received after the February general meeting;

h) Family members, who have satisfactorily completed the ‘Safe One’ basic driver training course, and wish to become Owner Members, will be exempt from paying the Joining Fee provided their application to become Owner Members is received by the Membership Secretary before their 22^nd birthday.

21.  (1)   To be considered an approved 'Club Event' that event must have satisfied the following criteria:

a) it must be aimed at promoting one or more of the main objects of the Club;

b) it must be organised, in whole or in part, by a financial member of the club;

c) it must form part of an approved Club Events and Trips Calendar to occur on a prescribed date;

d) it must have been publicised/promoted in an amended or new Events and Trips Calendar in, at least, one of the following; an edition of the Club magazine, a General Meeting of the Club or on the club website preceding the date of the event;

e) it must have been endorsed by the Club Committee.

(2) Participation by any member, or a visitor, as a driver on a Club 4W drive trip of a moderately difficult nature, shall be subject to the following:

a) the satisfactory participation by a member in the Club’s Driver Skills Training Program which has been endorsed by the Committee; or

b) the Education Coordinator / trip leader(s) being satisfied that the visitor is licensed to drive and has the necessary skills and experience to participate safely in that Club trip; or

c) waiver of the above by a vote of the Committee.