Club Operating Rules

ALBURY WODONGA MOTORCYCLE ENTHUSIASTS CLUB Inc. (AWMEC) OPERATING RULES at 28/2/2024

PREAMBLE – these rules were first introduced on April 24th 2015, since their introduction they have been updated on 25/8/2015, 24/1/2018, 27/3/2018, 1/4/2021 & 23/3/2022 (fee increase), 13/9/2022 (RMS HCRS rules), 28/2/2024 (removing Rule 1. Club Participation). This document was revised in June 2021 to remove redundant sections which resulted in renumbering of some rules and clauses.

1. CLUB PARTICIPATION

The Club Participation requirement for members with club plated vehicles was removed by vote at a general meeting on 27/2/2024; to be replaced by a new Club Policy encouraging but not mandating member participation in Club events.

2. FEES AND NEW MEMBER APPLICATIONS

  1. The annual membership fee is $40.00 per calendar year (year ending December 31st) effective from 1/4/2022. For new members joining on or after October 1st, the membership fee will include the remainder of the current year’s membership and membership for the next calendar year.
  2. The new member joining fee is $40.00 effective from 1/4/2022. 
  3. There are no associate memberships.
  4. The Committee may recommend changes to membership and joining fees in accordance with the Clubs Constitution.
  5. Applications for membership to the Club must be fully completed on the “New Membership Application Form” lodged in person at a Club general meeting by the person wishing to join the Club and given to the Membership Officer or Treasurer, or in their absence the Secretary, President or Vice President together with the required fees.
  6. Successful new member applicants will be issued with a membership card for the Club (after the required fees have been paid). 
  7. Members will be issued with a membership card for each calendar year that they are a financial member (after their membership fees have been received by the membership officer, treasurer or via EFT into the Clubs account). Membership cards will show the following;
  • The Clubs name and official address
  • The year for which the membership is valid
  • The members name
  • Membership number
  • Membership status; full or life member
  • The branch affiliation
  • Date of joining the club (if the member has left the Club and re-joined, the date of joining will be the most recent joining date)

3. CLUB COMMUNICATION AND PROXY VOTING

  1. The primary means of communication used by the Club will be by email and it is the responsibility of members to ensure that the Clubs Membership Officer or Secretary has their current email address and that members promptly read communication from the Club.
  2. Members who do not have reliable access to email communication may make a written request to the Committee that they receive written communication from the Club, to be sent to their current mailing address as provided to the Membership Officer or Secretary. It should be noted that information mailed to members under this rule will be limited to notices and minutes of Annual General Meetings and Special General Meetings. 
  3. The Club will establish and maintain a Club web site on which relevant information will be available for members and potential members. This information will include;
    1. The Clubs constitution,
    2. The Clubs operating rules and policies,
    3. Requirements for obtaining and operating club permits in the Victorian and NSW schemes,
    4. Scheduled Club meeting dates,
    5. Scheduled ride and rally calendar,
    6. New membership application form,
    7. Other information that the Committee considers may be of benefit to members or the Club.
  4. Proxy voting by members eligible to vote is allowed under the Clubs Constitution as set out in Rule 35, the proxy voting form which must be used for appointing a proxy is as set out in Appendix 1 of these Operating Rules. Completed appointment of proxy forms must be in the hands of the Secretary at least 24 hours prior to the commencement of the meeting.

4. CONDITIONAL REGISTRATIONS CPS Vic / HCRS NSW

  1. Members must be an eligible, financial member of the Club for the Club to authorise an application for club permits under the CPS or HCRS scheme,
  2. Members with vehicles on CPS/HCRS schemes through the Club must provide the following information to the Club’s Bike Register & VicRoads/RMS Liaison Officer or in their absence, Membership Officer for each vehicle they have on the CPS/HCRS;
    1. Make
    2. Model and capacity
    3. Year of manufacture
    4. Scheme under which it is registered (Vic or NSW)
    5. Registration number
    6. Registration expiry date
    7. Modifications made to the vehicle if any, other than standard accessories or modifications for the period of the machine or routine safety modifications. If the vehicle is modified within the rules of CPS or HCRS, new photos will need to be taken by the club
    8. The date of the most recent inspection of the vehicle by the clubs Safety Officer/Scrutineer/Machine Examiner
    9. Garaging address of the vehicle
  3. The Bike Register & VicRoads/RMS Liaison Officer (who is also the RMS Permits Officer) or Membership Officer must be advised of any changes to any of the above information within 14 days of the change.
  4. Members with vehicles registered under the NSW RMS HCRS must abide by RMS rules (on the RMS web site) and the following requirements;
    1. The vehicle must be a minimum of 30 years old from year & month of manufacture,
    2. The vehicle must be as close to original condition as practical. Safety related modifications and period options and accessories may be added,
    3. All vehicles must undergo an annual inspection as determined by RMS & the Club,
    4. Official persons will be designated as Club Machine Examiners by the Club. Club examiners are authorised to complete documentation on behalf of the Club for new permit applications and annual renewals,
    5. The clubs Machine Examiners may certify a vehicles roadworthiness or alternatively, the Club or RMS may require that members obtain a safety check (pink slip) from an authorised inspection station,
    6. Chassis and engine numbers will form part of the identification of an Historic vehicle. Any change must be notified in writing to RMS and the Club’s Permits Officer. The Club requires three photos (both sides & rear) of the vehicle on first registration and if any modifications are subsequently made to the vehicle.
    7. Historic number plates are issued to a member of the club and are not transferable either to another vehicle or person in the event of the vehicle being sold.
    8. Plates must be immediately returned to Roads & Maritime Services;
      1. In the event of the sale of the vehicle for which the plates are issued,
      2. Upon the member’s resignation from the club,
      3. Upon the member’s failure to remain a financial member within the meaning of the Constitution of the club or on failure to comply with the Clubs rules including participation requirements,
      4. At the directive of a Club Committee decision,
      5. If the Club Machine Examiner considers the vehicle has become unsafe or altered after it has been inspected.
    9. As the AWMEC has opted to adopt the RMS log book system, the only conditions on which a plated vehicle can be used is by completing the log book for each day used (regardless of reason or distance) or on official Club rides in which case the rider must stay on the official, published route to & from the destination (i.e. returning to the start point) & carry a hard copy of the Clubs ride calendar detailing the route. Any deviation from the defined ride route will require the log book to be completed. Attending Club meetings is not considered a club ride & will require the log book to be completed as will Journeys for maintenance or any purpose other than a published club ride.
  5. Members with vehicles registered under the VicRoads CPS must abide by the following requirements;
    1. The vehicle must be the required minimum age from year of manufacture as stipulated by VicRoads. As at July 1st 2021 this is 25 years but may in future be changed to 30 years (or other age) by Vic Roads.
    2. New vehicle registrations require a certificate of roadworthiness prior to Club endorsement by the Clubs VicRoads Permits Officer,
    3. New vehicle registrations require photographs of both sides and the rear of the motorcycle to be held on the club vehicle register,
    4. Any changes to the vehicle as per items in sub rule 2) must be notified to the Clubs Bike Register & VicRoads/RMS Liaison Officer and VicRoads within 14 days of the change being made,
    5. The Club must promptly notify members of suspected safety issues or non-compliance with the Vehicle Standards and/or modification guidelines and require that these issues are rectified within 14 days. If the issues are not resolved by the member within 14 days, the Club must notify VicRoads. 
    6. The member acknowledges and agrees that the Club is obliged to inform VicRoads should it become aware of the following breaches by a Club member;
      1. A pattern of incorrect use of a club permit log book.
      2. A club permit vehicle operated by a Club member is not an eligible vehicle.
      3. A Club member ceases to be a financial member of the Club.
      4. A Club vehicle is suspected of being used for commercial gain.
      5. A Club member has failed to restore a vehicle to safe condition or has failed to prove compliance with Vehicle Standards and/or appropriate modification guidelines following notification from the Club under paragraph e. in accordance with the terms of that notification.
      6. A vehicle operated by a Club member under a club permit has been sold or otherwise disposed of and the club permit log book and club permit were not destroyed on disposal as required by the Road Safety (Vehicles) Regulations 2009 and/or the club permit plates were not removed.
      7. A vehicle operated by a Club member under a club permit has been disposed of with the intention of undermining the club permit scheme (for example a club permit vehicle has been sold to a “friend” so that a new log book can be obtained, but the previous owner continues to utilise the vehicle). 

 5. CODE OF CONDUCT

AWMEC Members are required to abide by the following code of conduct;

  1. Foster and promote the good image of motorcycling and the Club,
  2. Set an example of good rider behaviour and ride in accordance with the road rules and licensing requirements for the use of motorcycles,
  3. Promote rider safety and ride with your safety and that of others as a first priority,
  4. When on Club rides, follow the directions of the lead rider and ride in accordance with the spirit of a club ride including assisting other members if required.

APPENDIX 1

ALBURY WODONGA MOTORCYCLE ENTHUSIASTS CLUB Inc.

FORM OF APPOINTMENT OF PROXY (Rule 35 (5) (b))

I  …………………………………………………………………………………………………………… (full name)

Of ………………………………………………………………………………………………………………………… (address)

Membership Number ……………………

Being a member of Albury Wodonga Motorcycle Enthusiasts Club Inc.

Herby appoint ………………………………………………………………………………………….(full name of proxy)

Of ………………………………………………………………………………………………………………………..(address)

Membership Number ……………………..

Being a member of that incorporated association, as my proxy to vote on my behalf at the general meeting of the Club [annual general meeting or special general meeting as the case may be] to be held on the ………… day of ……………….. month of ………………….. year and at any adjournment of that meeting.

My proxy is authorised to vote in any matter as he or she sees fit 

OR

In favour of/against (delete as appropriate) the following motion (inset details)

………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………

Signature of member appointing proxy …………………………………………………

Date ……………………. 

NOTE: 1. A proxy vote may not be given to a person who is not a current financial member of the Club.

2. This appointment of proxy must be in the hands of the Secretary no later 24 hours prior to the commencement of the meeting.