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 Board, 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 Board 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 meet and introduce new Members to the Membership at their first function as a Member.
5. The Membership Officer shall notify each applicant of the outcome of their application in writing and ensure that New Members are issued with their Club hat and a copy of the Constitution and By-Laws.

2. JUNIOR MEMBERSHIP APPLICATION

1. The Board, 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 Board 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 Board’s discretion, be sent to non-members.

5. FIREARMS AND SHOOTING

1. No weapon, deactivated weapon, or replica weapon shall be carried in any vehicle at Society functions or displayed within the Museum without prior consent of the Board.
2. No firing of weapons shall be allowed at any Society function without the prior consent of the Board, after appropriate permits have been required.
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 Board.  A function is any gathering attended by members who are representing our Society or Museum.

6. HISTORIC AND CONDITIONAL LEFT-HAND DRIVE REGISTRATION

1. Full Membership is required to be eligible for Historic and Left-Hand Drive Registration.
2. The Club Vehicle Registrar shall maintain a register of Historic and Conditional Left-hand Drive Registered Vehicles in accordance with current legislation and procedures.
3. Vehicles may be accepted for Historic Registration and Conditional Left-hand Drive on their own merits but should be of military origin and restored to authentic military appearance. Exceptions may be approved by the Board.
4. Members shall have the right of appeal in the event of an unfavourable decision.
5. It is incumbent of all registered vehicle owners/drivers to ensure that their vehicles meet all required safety standards before driving.

7. SAFETY RULES

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

8. 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. It is highly recommended that all vehicles carry their own First Aid kit.
4. 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.

9. 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 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.

10. 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

   1. No Member has the authority to purchase assets without approval from the Board.
   2. A Board 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.
   3. Items with a value up to $500 may be purchased with the authority of Board quorum which may be obtained by telephone calls.  All details must be recorded in the next Board Meeting Minutes.

2. DISPOSAL

   1. Any proposal to dispose of Society assets MUST take all of the following steps: –
      1. Be approved at Board level and recorded in Minutes.
      2. The Board approved disposal details including suggested method of disposal be advertised in the Society Magazine.
      3. The proposal must then be approved at a General Meeting by a majority of the Members in attendance before any further action is taken.

11. MEMBERS PRIVACY

1. As Members of the Society, the security of Members personal information must always be considered before releasing matters to outsiders or non-members.
2. 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.
3. 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 Board in writing to enable them to take appropriate precautions to remove any information deemed to be sensitive from publicly accessible documentation.
4. Whilst the Board 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.

12. SOCIAL MEDIA POLICY

1. The Military Vehicle Preservation Society of SA Inc. (MVPSSA) encourages the use of Social Media and recognises and appreciates the value of Social Media as a tool for our society community to engage, communicate, learn, share and drive innovation. As Social Media is shared in the public realm, it is vital that the valuable public reputation of MVPSSA, sponsors and other MVPSSA stakeholders is protected.  Therefore, MVPSSA prohibits communication that is defamatory, obscene, misrepresentative or for commercial purposes.
2. If anything in the Policy is inconsistent with any Federal, State or Territory law, the relevant Federal, State or Territory law prevails to the extent of the inconsistency.
3. The following terms have the following meanings in this policy: –
4. Social Media means interactive electronic forums or online media where people are communicating, posting, participating and sharing. For the purposes of this Policy, Social Media extends to: –
   1. Material communicated electronically, whether written, photographic, video or audio which is accessible by more than the individual poster alone.
   2. Facebook, You Tube, Twitter, Instagram, Myspace, Yammer, Snapchat, Foursquare, Linkedin, Wikipedia, Flickr and similar services;
   3. Blogs, social networking sites, instant messaging, social bookmarking, podcasting, media sharing and collaborative editing websites;
   4. Any other forum which might be classified reasonably as social media as the term is generally understood; and
   5. Any other forum available for public comment.
5. When using Social Media, individuals must not:
   1. Make posts that are abusive or harass or threaten another person including members;
   2. Abuse others or expose others to content that is offensive, inappropriate, obscene, insulting, provocative or hateful including in relation to members;
   3. Impersonate or falsely represent any other person;
   4. Post inaccurate or misleading or deceptive content;
   5. Make defamatory or libellous comments;
   6. Post material that infringes the intellectual property rights of other or breaks any other law including privacy, defamation or harassment;
   7. Post content that interferes with the conduct of any event run by MVPSSA or with the role and responsibilities of MVPSSA;
   8. Post content that creates any security concern;
   9. Comment in a way that may harm the reputation of MVPSSA sponsors and stakeholders;
   10. Use Social Media platforms as a forum for disputes or grievances
   11. Use MVPSSA (including sponsors and suppliers) to endorse or promote any product or service, opinion, cause or political candidate;
   12. Use identifiable videos or images of others without prior permission; or
   13. Publish, post or release information that is considered confidential and not for the public. If it seems confidential, it probably is.
6. When posting on any MVPSSA Social Media platforms, an individual must not:
   1. Promote their own commercial interests in any manner;
   2. Make excessive postings on a particular issue or post multiple versions of the same opinion or information;
   3. Post internet addresses, links to websites, email addresses;
   4. Include personal information about themselves, or others in posts (for example, email address, private addresses or phone numbers).
7. In addition, all individuals are solely responsible for all comments that they post on Social Media. Individuals making personal comments should make it clear that the views expressed are their own and are not a representation of the views of MVPSSA.
8. In circumstances of a breach or suspected breach of this policy, MVPSSA may:
   1. Make a necessary public comment such as a correction, clarification, contradiction or apology in regard to the breach;
   2. Issue a formal warning to the person responsible for the breach;
   3. Report any breach of any law to any local authority or wronged party;
   4. Take any disciplinary action available to it; or
   5. Exercise any of its available rights at law.
9. In addition, individuals who communicate their opinions and any other materials on Social Media do so at their own risk. An individual may be held personally liable for any
10. MVPSSA encourages its members and all individuals to report any use of Social Media which may be in breach of this Policy. Breaches will be referred to the Board and investigated accordingly.
11. MVPSSA may record any information posted on Social Media platforms operated by MVPSSA and may use that information for the purpose of administering such Social Media platforms or any other purpose consistent with MVPSSA’s objectives.

MUSEUM

1. GENERAL

   1. No smoking policy applies to areas of all Museum buildings and shall be diligently policed by Members.
   2. No dogs, other than Guide and Assistance dogs, shall be allowed in any Museum building.
   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 or Donation Agreement is completed at the time of receipt. The item received shall be secured and the appropriate documentation should be passed to the Secretary at the first opportunity.
   4. Any proposal for new or modified displays shall be referred to the Display Manager for approval prior to any work being undertaken.
   5. Members’ private civilian vehicles are not to remain within the Museum Building on Open Days.
   6. No children under the age of 10 years are to be allowed to enter the Museum building unless accompanied by an adult at all times.
   7. Use of pushbikes, skateboards, roller blades etc.; are not to be allowed in Museum buildings.

2.  DISPLAYS – VEHICLE

   1. No vehicle shall be brought into the Museum for display or storage without first lodging a written proposal to the Board and receiving written approval therefrom.
   2. It is the duty of the Vehicle Display Manager to determine the placement of Board 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 i.e. 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.
   6. All private vehicles on display or situated within Museum grounds remain so entirely at the risk of the owner(s) with the Society disclaiming any liability whatsoever beyond due care.
   7. All vehicles on static display within the Museum building must have batteries isolated.

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 brought into the Museum for restoration without prior written approval of the Board 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.

5. MUSEUM BUILDINGS AND GROUNDS

   1. No Full Member, Associate Member, Friend of the Museum, or Volunteer shall leave any vehicles, trailers, parts, equipment or other materials in Museum buildings or on grounds for any purpose without written permission from the Board.
   2. This does not include any publically donated items which are considered, by the rostered staff, to be suitable material for display, however such items must be covered by completed Donation Agreements.

6. SAFETY

   1. The Safety Officers shall ensure compliance with all applicable Work Health and Safety Regulations as abetted by the Board.
   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.

7. FIRE SAFETY

   1. All vehicles participating in Society functions and restored vehicles displayed, 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, including all appropriate permits obtained when required.
   3. The 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 any Museum building. 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.

8. REFUELLING OF VEHICLES

   1. Vehicles must not be refuelled inside any Museum buildings excluding the Workshop, but only then, when there is no other option.

9. SECURITY

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

10. SOCIETY OWNED VEHICLES

    1. No person shall use a Society owned vehicle without prior arrangement with the Board.
    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 Board 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.

11. CAMPING ON SITE

    1. There shall be no camping on Museum grounds, or in Museum buildings without the prior detailed knowledge of a Board Member.
    2. Camping is not allowed in buildings other than the Meeting Room and the Southern Office.
    3. Camping in tents, swags, or vehicles is acceptable in designated areas of the Museum Grounds, however, Clause K.1) still applies.

12. WORKING ALONE ON SITE

    1. If a Member has a requirement to undertake any form of work ALONE on site, other than for a passive visit for Administration purposes, it is mandatory that a second party, but ideally a Board Member, must be advised of the details and timing.

 

Updated 8 November 2021