By-Laws

1. MEMBERSHIP APPLICATION

  1. An application for membership must be on the appropriate form, completed and signed by the applicant.
  2. If the applicant is approved by the Committee, the applicant’s name shall be submitted to Members at the next General Meeting for ratification in accordance with the voting rules of the Society.
  3. Should the Committee recommend that an applicant be not accepted for membership, the recommendation and the reasons therefore shall be conveyed to the next General Meeting.
  4. The Vice-President shall notify each applicant of the outcome of his application in writing and shall meet and introduce them to the Membership at their first function as a Member.
  5. The Vice-President shall also ensure that New Members are issued with their Club hat, patch and name badge.

2. JUNIOR MEMBERSHIP APPLICATION

  1. The Committee, at its discretion, may consider applicants of less than 18 years of age to apply for Junior Membership. Subscription for Junior Membership shall be 50% of the Full Membership, however, joining fees will be the full amount current at application.
  2. Junior Members are entitled to receive the Society Newsletter and other Society benefits, but are excluded from voting on Society matters.

3. MEETINGS

  1. Questions or other issues shall be addressed through the chair.
  2. No person shall speak until recognised by the chair.
  3. The Chairman may interrupt discussion at any time to summarise the debate, or to question a speaker or to seek advice or information from any other person on a pertinent point.
  4. The Chairman may limit or prolong debate upon a motion to facilitate the smooth running of the meeting.
  5. The Chairman may comment upon discussion without prejudice to his position as Chairman and without the need to step down for that purpose.
  6. The Chairman may refer any question to any Committee Member or person whom he considers to be the most capable of answering.
  7. The Chairman may ask any person to put a motion on his behalf.
  8. The Chairman may adjourn a meeting as he sees fit.
  9. The Chairman may vote upon a motion without prejudice to his prerogative of a casting vote.
  10. The Chairman may, during the course of a meeting, ask any other person to assume the chair, and then step down for part or the balance of that meeting.

4. MAGAZINE

  1. The magazine may, at the Committee’s discretion, be sent to non-members.

5. FIREARMS AND SHOOTING

  1. No weapon or imitation weapon shall be carried in any vehicle at Society functions or displayed within the Museum without prior consent of the Committee.
  2. No firing of weapons shall be allowed at official Society functions without the prior consent of the Committee.
  3. An official Society Function shall be defined as one of which notice has been given to Members by means of the newsletter, or verbally at a General Meeting, or other means and which has previously been notified to, and approved by, the Committee. A function is any gathering attended by members who are representing our Society or Museum.

6. REGISTER OF VEHICLES

  1. The Committee, through the Safety Officers, shall maintain a register, including current photo, of all vehicles permitted to display the Society’s markings. All vehicles admitted to the register shall comply with all of the Society’s standards, which may from time to time be laid down. No vehicle in breach of such standards may display the Society’s markings or participate in Society functions without the prior approval of the Committee.
  2. All vehicles admitted to the register shall be finished in a colour scheme appropriate to the vehicle’s service.
  3. Vehicles will be admitted to the Society register on their own merits but should be of military origin and restored to authentic military appearance. Exceptions may be approved by Committee.
  4. New Members should present their vehicles to the Safety Officers in order to determine whether or not it qualifies for admittance to the register.
  5. Following approval by the Committee, the vehicle may receive a register number.
  6. Members shall have the right of appeal in the event of an unfavourable decision.
  7. If a Member sells or disposes of his vehicle/s then the number shall be deleted from the register.

7. SAFETY RULES

  1. Safety Officers shall be empowered, subject to the approval of the Committee, to make and enforce rules to protect the safety of Members, public, and the environment at any Society functions.

8. VEHICLE INSPECTIONS

It is incumbent of all registered vehicle owners/drivers to ensure that their vehicles meet all required safety standards before driving. It is not the legal duty of the Society’s Safety Officers to police these matters. All vehicles should, where possible, from time to time be inspected by the Safety Officers. If a vehicle is deemed to be defective, the owner will either be:-

  1. advised by the Safety Officers of the particular faults and be allowed to participate on the understanding that the noted defect is rectified before the next Society function, or
  2. advised that the vehicle is considered unsafe and that its use in an official Society function will not be allowed until the defect/s is rectified to the satisfaction of the Safety Officers.
    In the event that Safety Officers invoke b) above, the details are to be reported and recorded at the next Committee Meeting.

9. VEHICLE RUNS

  1. Where it is appropriate for vehicles to proceed in a structured sequence, discussion between all participants should take place shortly prior to leaving to ensure that all are aware of their position within the procession.
  2. Where possible both the leading and trailing vehicles should carry radio transmitters to enable communication.
  3. All vehicular accidents, however minor, shall in addition to any statutory reporting requirements be reported to the Safety Officers and recorded at the next Committee Meeting.
  4. The first aid kit is the responsibility of the Safety Officers and when in attendance, the kit should be carried in either the Safety Officers vehicle or another delegated vehicle.
  5. It is highly recommended that all vehicles carry their own First Aid kit.
  6. Any complaints relating to the behaviour of a person or persons during an official Society function should be made to the nominated coordinator for further consideration and possible referral to the Committee.
  7. Non-members invited to attend Society functions should be made aware of our regulations by, and be under the guidance of, the Member inviting them.

10. UNIFORMS

  1. In order for the Society to present a recognizable and professional image to the public, both visitors to the Museum and spectators at Society functions, Members should, wherever possible, wear uniform and a nametag; the cap and shirt (blouse) should carry the Society’s badge. Service uniform should not be worn unless relevant to the display and even then careful consideration should be given to the possibility of offence under some circumstances.
  2. Members should always be aware that our bone fides are based around military vehicles and under no circumstances can we afford to be seen as a para military group.

11. ASSETS

For the purpose of this clause assets are items, which are not purchased for the sole intent of re-sale i.e., Shop stock.
The following guidelines for purchase and disposal of assets must be applied in all cases.

  1. PURCHASE
     No Member has the authority to purchase assets without approval from the Committee.
     A Committee Member may make unauthorized purchases of assets to the value of $50. However these purchases are restricted to no more than twice during their elected term.
     Items with a value $101 – $500 may be purchased with the authority of Committee quorum which may be obtained by telephone calls. All details must be recorded in the next Committee Meeting Minutes.
  2. DISPOSAL
    Any proposal to dispose of Society assets MUST take all of the following steps:-
     Be approved at Committee level and recorded in Minutes.
     The Committee approved disposal details including suggested method of disposal be advertised in the Society Magazine.
     The proposal must then be approved at a General Meeting by a majority of the Members in attendance before any further action is taken.

12. MEMBERS PRIVACY

As Members of the Society, the security of Members personal information must always be considered before releasing matters to outsiders or non-members.
It is reasonable to accept that information displayed on membership lists etc. has been done so with the authority of the members for use within and for Society purposes. However information other than a person’s name and telephone number should not be publicly released.
Likewise members should be aware that if they do want complete privacy of information then it is up to them to pass this information over to Committee in writing to enable them to take appropriate precautions to remove any information deemed to be sensitive from publicly accessible documentation.
Whilst the Committee of this Society will take every reasonable precaution to ensure privacy of information is retained where requested, it is not in any position to guarantee that it is achievable to the satisfaction of all members.

MUSEUM

  1. GENERAL
    1. No smoking policy applies to all areas of the Museum and shall be diligently policed by Members.
    2. No dogs, other than guide dogs, shall be allowed in the Museum.
    3. Every display item shall be subject to a loan or donation agreement. It is the duty of the Member receiving such material to ensure that a Loan/Donation Agreement is completed at the time of receipt. The item received, along with the appropriate document should be left in the alcove at the head of the stairs adjacent to the Committee Table.
    4. Any proposal for new or modified displays shall be referred to the committee for approval before any work is undertaken.
    5. Members’ private civilian vehicles are not to remain within the Museum on Open Days. It is accepted that, for security purposes, Members civilian vehicles may be parked within the Museum during Society Meetings. Consideration should be made to the mess from oil leaks with older vehicles or during wet weather.
    6. No children under the age of 14 years are to be allowed to enter the Museum unless accompanied by an adult at all times.
    7. Pushbikes, skateboards, roller blades etc; are not to be allowed entry into Museum.
  2. DISPLAYS – VEHICLE
    1. No vehicle shall be brought into the Museum for display or storage without first lodging a written proposal to the Committee and receiving written approval therefrom.
    2. It is the duty of the Vehicle Display Manager to determine the placement of Committee Approved vehicles for display purposes within the Museum.
    3. Vehicles should not be removed from display without prior notification to the Vehicle Display Manager, including the duration of absence to enable him to take appropriate measures to retain the integrity of the display.
    4. It is incumbent of the owner/driver of all vehicles to be displayed, to ensure that they are thoroughly cleaned and freed of infestation before entering or re-entering the Museum.
    5. All persons MUST be aware of any mess ie. Dirt, oil, or other debris left in alleyways when removing or returning vehicles to display areas and MUST clean up immediately!! It should be borne in mind that at any time, on any day, the Museum may be open to the public and must therefore be presentable at all times.
  3. DISPLAY – STATIC
    1. Any item or equipment to be included in any static display shall be set out as determined by the appropriate display manager.
  4. RESTORATION AREA
    1. No Vehicle/parts or equipment shall be bought into the Museum for restoration without prior approval of the Committee and following such approval shall be positioned as determined by the Workshop Manager.
    2. Such vehicles or parts of vehicles shall be clean and free from infestation.

E. SAFETY

  1. The Safety Officers shall ensure compliance with all applicable Health and Safety regulations as assisted by the Committee.
  2. Any Members/persons working in the Museum shall comply with the Regulations laid down and shall at all times ensure that any work undertaken is done in a safe manner, not only towards themselves, but to others present.
  3. Safety is not the responsibility of an individual. It is the responsibility of ALL individuals.

F. FIRE SAFETY

  1. All vehicles participating in Society functions and restored vehicles displayed within the Museum shall carry a fire extinguisher approved to the appropriate Australian Standard.
  2. When in attendance, the Safety Officers shall ascertain the fire risks at appropriate Society functions ensuring that fire bans are not contravened.
  3. Safety Officers shall ensure that all relevant fire safety requirements, including fire extinguishers within the Museum, are kept in accordance with the applicable Codes and Acts.
  4. No ‘hot work’ is to be undertaken within the Museum whilst the Museum is open to the public. This excludes the area within the confines of the Workshop.
  5. The following precautions MUST be made prior to undertaking ‘hot work’:-
    1. Advise the person in charge on the day of your commencement and completion.
    2. Where possible, clear area of any debris or flammable materials.
    3. Ensure that a suitable fire extinguisher is adjacent to the area where the work is undertaken.
    4. Arrange for an observer to be in attendance throughout the operation.
    5. Check, after completion, and for a period of no less than 15 minutes, that no smouldering, debris, or other material remains.

G. SECURITY

  1. The allocations of Security Access codes and keys shall be at the discretion of the Committee.
  2. Security Access codes and keys shall not be either shared with, or loaned to any other person without the prior approval of the Committee.
  3. Any key holder shall return his key on being required to do so by the Committee.
  4. No person shall attempt to secure a duplicate key with out prior Committee approval.

H. SOCIETY OWNED VEHICLES

  1. No person shall use a Society owned vehicle without prior arrangement with the Committee or designated Officer.
  2. Any person having authority to use such a vehicle shall be responsible for :-
    1. Ensuring its safety and security until such time as it is returned to the Museum.
    2. Carrying out a pre-use check of, inter alia, oil, water, fuel, tyres, etc.
    3. Making the necessary Logbook entries both in the vehicle log and the Registration logbook prior to departure and completing the vehicle logbook on return.
    4. Ensuring that fuel used is replaced on return
    5. Ensuring that the vehicle is returned clean and the display area is tidy.
  3. The Committee shall delegate a Member to monitor the maintenance and loan to Members of the Society owned Vehicles. This person is to ensure that Logs, daily maintenance, and cleanliness requirements are being adhered to by those persons borrowing the vehicle.