THE CLUB RULES
1. NAME.
The name of The Club is: - SUMMIT TRAX INC. and it shall hereafter be referred to as "The Club".
2. HEADQUARTERS.
The headquarters of The Club shall be defined as an area within fifty (50) kilometres radius of the Littlehampton Post Office.
3. OBJECTIVES.
3.1. To actively promote and conduct 4 Wheel Driving (4WD) as a recreational activity inclusive of all regardless of gender, age, and ability.
3.2. To provide a common meeting place for people with similar interests in four wheel driving.
3.3. To encourage, conduct, and promote family orientated recreational activities (in particular into areas inaccessible to other forms of transportation), organise Club trips which may include activities such as bushwalking, photography, caravanning, bird watching, fossicking, fishing and camping etc.
3.4. To actively support and carry out the conservation of the natural environment and to liaise with the controlling authorities.
3.5. To develop and foster Members’ knowledge of the nature of the land traversed and its history, conservation requirements and management.
3.6. To conduct meetings whereby Members shall gain knowledge in vehicle handling, equipment, navigation, minimal impact camping, travel safety, care and maintenance of their vehicle, equipment and the environment.
3.7. To facilitate and purchase equipment for the Members' benefit.
3.8. To maintain and exercise rights of access to public lands, public road reserves and public access routes. To undertake campaigns to maintain this access which are consistent with conservation of natural resources.
3.9. To develop, conduct, and promote the responsible multiple use of public lands.
3.10. To develop, conduct, and promote the requirements and benefits of 4WD touring amongst land management agencies.
4. CLUB ACTIVITIES.
4.1 For the purpose of these Rules, only those activities, which have been approved by those members of The Club Committee who are contactable (possibly as few as one), or by a General Meeting and noted in Minutes, shall be recognised as official Club activities. Any activity not so approved shall be considered as a Member's private activity.
4.2 In these Rules, the word “trip” includes events and activities, and for these Rules the title of “Trip Leader” refers to that Member or those Members who are the principal organiser(s).
5. REGULATIONS.
5.1 It is the responsibility of all Members to acquaint themselves with The Rules. All Members and Visitors shall at all times abide by The Rules, and regulations laid down by Government Authorities and owners / lessees of private property.
5.2 Members using communications transceivers shall use them at all times in accordance with all controlling Authority regulations governing their use.
6. CLUB IDENTIFICATION.
All Club identification shall be removed from vehicles prior to sale or upon expiration of membership.
7. MEMBERSHIP.
7.1 Membership shall be defined as either:
Full Membership;
Life Membership;
Honorary Membership;
Reciprocal Membership;
or
Associate Membership.
7.2 Membership of The Club shall be open to any person, over the age of sixteen years (16) or family interested in the furtherance of the Objectives of The Club, provided that the current membership does not exceed the number as detailed in these Rules.
7.3 Full Membership shall be open to any person over the age of sixteen (16) years or family owning, or legally responsible for, or being part registered owner of a Four Wheel Drive Vehicle, and interested in the furtherance of The Club.
7.4 Associate Membership shall be open to:
(a) any person or family, not owning a vehicle as described in Clause 7.3 and interested in the furtherance of The Club. Such a Member may not hold office or lead a trip / event, and may not vote, but may attend all functions and meetings held by The Club.
(b) such members previously residing within the Club Headquarters but have subsequently moved residence outside of the Club Headquarters are exempt from residence requirements in Clause 7.7 and attendance requirements in Clause 7.11. Such a Member may not hold office or lead a trip / event, and may not vote, but may attend all functions and meetings held by The Club.
7.5 All prospective members must attend at least two (2) Club meetings and one (1) overnight trip / event, before being eligible for membership.
7.6 Persons applying for membership due to any membership vacancy shall have their names put forward to all Club Members. Any objection to such persons being accepted as members shall be in writing, with reasons for the objection and presented to the Secretary at least 14 days prior to the next Committee meeting. Any such objections will be considered by the Committee in camera. The applicant will be advised of a decision to decline their application and no reason needs to be given.
7.7 Once the minimum number of Club meetings or functions has been attended by a prospective member, the Committee will forward a written membership invitation or decline the application for membership. Such persons in receipt of an invitation shall be given forty (40) clear days to accept the membership invitation, after which the application shall be removed from the waiting list.
7.8 All applications for membership shall be in writing and in such form as the Committee shall determine.
7.9 Persons not eligible for membership because of membership limitations shall have their applications placed on a waiting list. When appropriate, they will be sent a written invitation to attend the qualifying meetings or functions, and their application will then be handled in accordance with Clause 7.6.
7.10 Any Member who has accepted an invitation to join The Club in accordance with Clause 7.3, but has disposed of their Four Wheel Drive or All Wheel Drive Vehicle, may remain a Full Member of The Club until the end of the current membership year, whereupon their membership shall be converted to Associate Membership.
7.11 Members residing within The Club Headquarters as defined in Clause 2 must attend at least two (2) Club meetings and one overnight (1) trip / event per membership year. Members failing to meet this requirement without approved leave of absence may have their membership terminated at a Committee meeting after the Annual General Meeting. Any Member wishing to rejoin The Club after termination of membership shall do so in accordance with Clauses 7.3 to 7.8. A joining fee will apply in accordance with Clauses 8.1 to 8.4.
7.12 Life Membership may be recommended by the Committee and conferred by at least a two thirds majority of Members voting at an Annual General Meeting. To be eligible for consideration as a Life Member, a Member must have been a Full Member of The Club continuously for at least ten (10) years and shown exemplary service to the Club and its Objectives. Notice of recommendation for Life Membership shall be given with the notice of the Annual General Meeting. Life Members shall be entitled to all Club privileges, without payment of that portion of the fees devoted to the running of The Club.
7.13 Honorary Membership may be recommended by the Committee for any person or organisation which the Committee feels can assist in the Objectives of The Club. Such recommendation shall be publicised with notice of a General Meeting and can be conferred by a two thirds majority of Members voting at the General Meeting. Honorary Members shall be entitled to all Club privileges, except voting rights, for the remainder of the financial year without payment of fees.
7.14 At the discretion of the Committee, Reciprocal Membership will be extended to a financial Member of any interstate club with similar aims whilst such Member is visiting or residing in South Australia. The period of Reciprocal Membership shall be at the discretion of the Committee. Reciprocal Members shall be entitled to all benefits, facilities and privileges in The Club but shall not be eligible to vote or hold office in The Club.
7.15 The membership year shall be defined as from the 1st of July until the 30th of June.
7.16 A membership register containing member details shall be kept.
7.17 The total number of Members in The Club shall not exceed 50, where such limitation excludes:
Life Members;
Honorary Members;
Persons previously dependants of financial Members; or
Persons granted Reciprocal Membership.
7.18 The annual subscription for an Associate Member shall be seventy-five percent (75%) of the corresponding Full Member fee.
7.19 Persons accepting an invitation to join during the financial year shall be charged a proportion of the Annual Subscription as follows - in the first half of the financial year, the full fee is payable. Thereafter, the fee is the South Australian Association of Four Wheel Drive Clubs Inc association fee plus the public liability insurance fee plus one-twelfth of the corresponding annual membership fee per month or part thereof.
7.20 If a dependent of a financial Member wishes to become a Member in their own right then they will need to comply with clauses 7.3 to 7.8. The first annual subscription for the dependent of a financial Member shall be fifty percent (50%) of the corresponding Full Member fee, upon payment of the fee the dependent shall enjoy the benefits of Full Membership. In subsequent years the Full Member fee is payable.
7.21 Where a membership acquires a second or subsequent 4wd vehicle and that vehicle is included on trips on which the original membership vehicle attends (i.e. both vehicles attend) then that membership is only allowed to attend three trips with both vehicles, prior to making a new membership application.
7.22 A Member may resign from The Club by giving written notice to the Secretary. Any resigning Member shall be liable for any outstanding subscriptions which may be recovered as a debt due to the Club.
7.23 Prospective members and visitors are allowed to attend three club trips / events without having to gain membership. After three club trips / events prospective members and visitors will be required to gain membership (as per Clauses 7.3 to 7.8) before attending any more trips / events.
8. SUBSCRIPTIONS.
8.1 The annual subscriptions and joining fees shall be recommended by the outgoing Committee and approved by a two thirds majority vote of Members voting at the next Annual General Meeting (AGM)..8.2 The joining fee and subscription shall be payable by persons accepting membership invitations at the time of their acceptance.
8.2 Subscriptions are due by 31 August.
8.3 No subscription or portion of any fee shall be refundable.
9 MANAGEMENT.
9.1 The Club shall have all the powers conferred by section 25 of The Associations Incorporation Act 1985.
9.2 The management of The Club shall be vested in the Committee, which shall have the full power to act in the name of The Club and shall have full control over the assets of The Club.
9.3 The Committee may prepare Rules to regulate the functioning of The Club and may alter such Rules as it sees fit and recommend such changes to a General Meeting for their approval by Members. A simple majority of those present at the General Meeting shall constitute approval of alterations or additions to Rules.
9.4 The Committee shall be the sole authority for the interpretation of these Rules and the decision of the Committee upon any matter not provided for by these Rules shall be final and binding on the Members.
9.5 The Committee may from time to time for such reasons as it may think fit, appoint two (2) or more Members of The Club as a Sub-Committee and may delegate to any such Sub-Committee any of its powers and may revoke at any time such appointment or delegation.
9.6 All office bearers shall be and act in an honorary capacity.
10. COMMIT TEE.
10.1 The Committee shall be elected at an Annual General Meeting and shall hold office until the next Annual General Meeting.
10.2 The Committee shall consist of at least four (4) Members including the President, Secretary, Treasurer, and one Member Representative. Other Committee positions may be created as deemed necessary by the Committee.
10.3 All Committee Members shall retire at the next Annual General Meeting and shall be eligible for re-election.
10.4 Any Member of the Committee failing to attend three consecutive Committee Meetings without giving an apology shall cease to be a Member of the Committee.
10.5 A Committee position shall be deemed to be vacant if such person in the position is not a financial Member as at the 31st of August.
10.6 Any Committee or Sub-committee position vacated during the year shall be filled by the Committee and the Member appointed shall hold office until the next Annual General Meeting.
11. ELECTIONS
11.1 Sitting members of the Committee shall not be required to re-nominate, but rather indicate their willingness to continue in that role. All other Nominations for Committee positions are to be in written form using prepared nomination forms. These nomination forms shall be made available to all Club Members at least 30 days prior to the Annual General Meeting.
11.2 There will be an intermission after the General Meeting preceding the Annual General Meeting, of sufficient duration to allow for any further nominations for Committee positions to be lodged.
11.3 To be eligible for election to a Committee position, a Member must have attended a minimum of three (3) of the seven (7) General Meetings immediately prior to the Annual General Meeting, or have their apology recorded for absence from such meetings.
11.4 All nominations are to be signed by the proposer, seconded, and endorsed by the candidate with consent to act if elected, and forwarded to the Secretary in time to be displayed at the General Meeting immediately prior to the Annual General Meeting. Sitting Committee members must indicate their willingness to continue in that role on the form and forward it to the Secretary as if it were a nomination.
11.5 The nomination form shall be endorsed to specify the position for which the candidate is nominated.
11.6 A separate nomination is required for each position and preference shown by the candidate for any other position.
11.7 In the event of only one written nomination or indication of willingness to continue from a sitting member being received by the Secretary by the time the Chairperson opens the Annual General Meeting, the Returning Officer shall declare those nominated for such positions elected unopposed unless any Member has an objection to such election.
11.8 If more than one written nomination is received for any position a secret ballot shall be held for all such positions.
11.9 If all positions are not filled by application of the Clauses above, the Returning Officer shall accept verbal nominations, duly seconded for the vacant positions, accepted by the candidates, and if necessary such positions shall be determined by secret ballot.
11.10 In the event of a full Committee not being elected at an Annual General Meeting, those elected shall have the power to fill such vacant positions and such Members shall hold office until the next Annual General Meeting.
12. COMMITTEE MEETINGS.
12.1 The Committee shall meet at least four (4) times a year.
12.2 At all Committee Meetings the President shall be the Chairperson or in the absence of the President, such other Member of the Committee as appointed by a majority of the Committee Members present.
12.3 At all Committee Meetings, each Committee Member and nominated Sub-Committee Members, shall have one vote and in the event of equality of votes, the Chairperson shall have a second or casting vote
12.4 Any financial Member of The Club may attend any Committee Meeting.
12.5 Persons who, in the opinion of the Committee, may be of assistance to them in a professional and technical or skilled manner, may be invited to attend Committee Meetings, but such persons shall not be entitled to vote as a Member of the Committee.
12.6 Minutes of the proceedings of Committee Meetings shall be kept, and shall be available to all Members of The Club.
13. GENERAL MEETINGS.
13.1 General Meetings of The Club may be convened at any time by the Secretary upon being requested to do so by a quorum of the Committee.
13.2 At least seven (7) days notice of a General Meeting shall be given to each financial Member in writing
13.3 A notice of meeting shall state the time, place, and nature of the meeting.
13.4 At all General Meetings the President shall be Chairperson or in the absence of the President, such Member as is appointed by the Committee.
13.4 At all General Meetings voting shall be by a show of hands or, if requested by any Member, by ballot.
13.5 Minutes of the proceedings of General Meetings shall be kept, and shall be available to all Members of The Club.
14. ANNUAL GENERAL MEETINGS.
14.1 The Annual General Meeting shall be held not later than the 31st of July each year.
14.2 A notice of the Annual General Meeting shall state the time, place, and the business to be transacted.
14.2.1 At each Annual General Meeting:-
a. The President shall chair the Meeting or in the absence of the President, such Member as is appointed by the Committee.
b. The Treasurer shall submit a duly audited financial statement and balance sheet as at the end of The Club Financial Year.
c. The Auditor’s report shall be presented.
d. The joining fee and annual subscriptions shall be determined.
e. The new Committee shall be elected
14.3 Minutes of the proceedings of Annual General Meetings shall be kept, and shall be available to all Members of The Club
15. QUORUM AT MEETINGS.
15.1 At General Meetings and Annual General Meetings a quorum shall be 25% of the membership.
15.2 At Committee Meetings a quorum shall be 50% of the members of the Committee.
15.3 If within twenty (20) minutes from the time appointed for any meeting (whether Annual General, General, or Committee) a quorum is not present, such meeting shall stand adjourned for a period not exceeding fourteen (14) days and not less than two (2) days.
16. VOTING RIGHTS OF MEMBERS.
16.1 At all General Meetings and Annual General Meetings, each Member not in arrears with subscriptions or any other amount due to The Club shall be entitled to one vote.
16.2 Financial Members may give a proxy vote to any other Financial Member. This proxy must be in writing and lodged to the Secretary prior to the meeting. This proxy must also stipulate a period of validity. The Member named in the proxy with then be entitled to have two (2) votes on all matters voted on at that meeting or meetings.
17. FINANCIAL YEAR.
The Financial Year of The Club shall conclude on the 30th day of June each year.
18. PUBLIC OFFICER.
The Public Officer shall be the Secretary or President. The duties of the Public Officer shall be as required by and pursuant to the provisions of The Associations Incorporation's Act 1985 or as amended. Any change of the Public Officer shall be notified to the Office of Business and Consumer Affairs in accordance with Associations Incorporation's Act 1985 or as amended.
19. CLUB FUNDS.
The funds of The Club shall be banked or invested in the name of The Club. The accounts shall be defined as the principal accounts of The Club and other subsidiary accounts of The Club eg. Social Committee funds. The principal accounts shall be operated by the President, Treasurer, and Secretary, any two of whom shall sign conjointly. Other subsidiary accounts shall be operated as directed by the Committee.
20. NON-PROFIT CLAUSE.
The assets and income of The Club shall be applied solely in furtherance of its objectives and no portion shall be distributed directly or indirectly to its Members except as bona fide compensation for services rendered or expenses incurred on behalf of The Club. Excess Funds shall not be accrued unless identified and reserved for particular future events.
21. ACCOUNTS.
All expenses shall be approved by the Committee prior to purchase. All requests for reimbursement of expenses shall be presented to the Treasurer for payment.
22. MEMBER RESPONSIBILITY.
It shall be the responsibility of each Member of The Club to inform the Membership Officer of any change of residence, change of vehicle and any other information relevant to the keeping of accurate membership records.
23. MEMBER CONDUCT.
If the conduct of any Member, in the opinion of the Committee, has been detrimental to the Objectives of The Club, such Member may be called upon to be present at a nominated Committee Meeting to explain such conduct. If, after consideration, the majority of Members present at such a Committee Meeting consider the Member's action was detrimental to the Objectives of The Club, the Committee may caution, suspend or expel such Member. The decision shall be notified in writing to the Member concerned. The Member so penalised shall have the right to appeal to the next Committee Meeting and has the right to request an independent party to mediate, a majority of those Committee Members present at the next Committee Meeting shall be required to confirm or reject the penalty. If the penalty is not confirmed the Member shall be reinstated. If a member is expelled the Committee shall notify The Club Members present at the next General Meeting of their decision.
A Member that invites a visitor to a club trip / event is responsible for the conduct of that visitor. Any visitor whose conduct is detrimental to the Objectives of The Club may be disciplined by the Trip Leader with the support of any Committee member if in attendance. A Member that invites a visitor whose conduct is detrimental to the Objectives of The Club may be disciplined by the Trip Leader with the support of any Committee member if in attendance.
24. VEHICLE INSURANCE.
Any intending participant whose vehicle is not covered by either Comprehensive or Third Party Property Insurance will not be permitted to participate in any Club trip. The Committee or Trip Leaders may ask to view current insurance documents to determine eligibility to attend a trip.
25. CONDUCT OF ACTIVITIES.
25.1 Trip Leaders.
On trips, the Trip Leader has absolute authority over the whole trip, and has the right to refuse any Member or visitor participating in the trip. All Members and visitors participating in Club activities shall at all times abide by the direction of the Trip Leader. The Trip Leader should consult with all trip members before making substantial changes to the trip plan, but the Trip Leaders decision is final.
25.2 Assistant Trip Leaders.
Trip Leaders may at their discretion appoint Assistant Trip Leaders.
25.3 Contravention of Club Rules.
A Member contravening Club Rules (or the member hosting a visitor who contravenes) may be asked by the Trip Leader to leave the activity or trip and the incident is to be reported to the Committee. Disregard of Rules should be reported to the Trip Leader in the first instance where relevant, and thereafter to the Committee by Club Members observing the contravention.
25.4 Bookings for Trips.
Bookings for trips will be made by the process approved by the Committee. Prospective members and visitors are welcome to attend at the Trip Leaders discretion but not to the exclusion of Club members.
25.5 Trip Participants’ Responsibility.
Participants are responsible for their own safety. Any relevant medical conditions of participants should be communicated to the Trip Leader prior to commencement of the trip.
25.6 Children.
Adults are responsible at all times for the behaviour and whereabouts of the children in their charge.
25.7 Numbers of Vehicles.
The number of vehicles on a Club activity shall be determined by the Trip Leader but may also be subject to requirements of outside authorities.
25.8 Dogs.
Dogs are permitted on trips at the Trip Leaders discretion dependent upon the area to be visited.
25.9 Motorcycles.
Motorcycles are not permitted on Club trips except with the express permission of the Trip Leader.
25.10 Firearms.
The Trip Leader is to be advised prior to a trip commencing if a Member wishes to take a firearm, over which matter the Trip Leader has the power of veto. Guns and rifles must only be carried in a safe (unloaded) condition and must not be visible inside vehicles. Under NO circumstances are firearms permitted in Conservation and National Parks.
25.11 Intoxicating Substances.
a. The Club actively discourages the drinking of alcohol whilst four wheel driving and any consumption of alcohol during the day is at the Trip Leaders discretion. Excessive consumption of alcohol on club activities is discouraged.
b. Illicit drugs are not to be used on club trips / events.
c. Prescription and over-the-counter drugs are to be used in accordance with doctors / manufacturers recommendations.
25.12 Off Tracks.
Vehicles are to stay on existing roads and tracks except in areas where permission has been granted to move away from existing vehicle corridors.
25.13 Flora and Fauna.
Live branches are not to be broken from trees or shrubs. No-one shall use a tree as an anchor for winching without providing adequate protection around the tree from slings or cables. Birds, animals and their habitat must not be disturbed by trip participants.
25.14 Gates.
All gates are to be left as they were found.
25.15 Camping.
It is the Trip Leaders responsibility to ensure that all trip participants are complying with relevant rules and regulations about camping. This includes (but is not limited to) ensuring that appropriate permissions have been sought and access and camping fees have been paid. Campsites, wherever possible, should make use of previous camping areas. Care must be taken to minimise damage to vegetation etc at campsites and making of unnecessary vehicle tracks is to be avoided.
25.16 Water.
Minimal water only is to be taken from any watering point. Members are not to swim or bathe in tanks or dams without permission of the land manager. If water is required for washing it is to be bucketed out. Soap, detergents etc are not to be introduced to tanks, dams, rivers or natural watering points.
25.17 Litter.
No litter or rubbish is to be thrown from vehicles including cigarette butts. At all stops, Members shall ensure that no rubbish is left at the site. All non-burnable rubbish is to be carried out and disposed of in approved receptacles or areas. Burnable rubbish may be burnt at campsites outside of meal cooking times provided all other persons are considered, correct precautions are taken, and there are no fire bans in place. Non-combustibles are to be removed from ashes.
25.18 Historical Sites.
All sites of historical significance are to be left undisturbed and artefacts are not to be removed from the site.
25.19 Toilets.
When using bush toilets ensure a hole of adequate depth is dug and covered properly before leaving the site. Do not allow paper and tissues to blow around the area.
25.20 Mobile Generators.
The use of generators must be kept to a minimum and not used after 8.00pm or before 7.00am without permission from everyone within the vicinity. At all times other travellers must be considered when using generators. Members must ensure as far as possible that generators are permitted in campsites prior to departure.
25.21 Fires.
Firebans must be complied with at all times. Normally one campfire should be adequate for the company and the Trip Leader is responsible for its location. Other small cooking fires may be approved by the Trip Leader. At sites where an adequate supply of dead wood on the ground is not available (especially National Parks etc) or during potential fire danger periods, Members are encouraged to use gas or other means for cooking. All fires must be extinguished before the site is vacated, ashes disposed of and where practical, no signs of the fire should be left at the site.
25.22 Radio, First Aid Kits, Basic Recovery, Puncture Repair Equipment and Spares.
Members and prospective members shall have a UHF radio transceiver fitted or carried in their vehicles for safety and convenience on trips. Installed UHF radios shall generally be wired directly to the main or auxiliary battery with appropriate fusing when fitted to the vehicle, as a safety precaution allowing any person to operate the radio in an emergency.
All Members and prospective members shall carry a basic first aid kit in their vehicles when participating on a Club trip.
Members and prospective members shall have their own basic recovery equipment, including a snatch strap, 2 rated shackles, a jack and a jack plate, a long handled spade or shovel, a tyre pressure gauge, a good quality air compressor, leather gloves, and a groundsheet.
On multi-day trips, participants shall have their own puncture repair material pertaining to the type of tyres fitted to their vehicles. This shall include patches, glue, valves, and spare tubes.
Vehicles must carry enough spares and lubricants to be reasonably self sufficient in the event of breakdown. Spares and lubricants for similar type vehicles can be shared amongst those on the trip by prior arrangement. The specific spares will depend on the type of trip and location and agreement between participants.
25.23 Anti-social Behaviour.
Anti-social / Offensive Behaviour (for any reason) including improper radio usage will not be tolerated and the Trip Leader may exclude the offender(s) from any further part of the trip / event.
25.24 Grievances.
Any grievance arising from any Club activity must be made as soon as possible (preferably in writing) to the Trip Leader(s) of the activity. If the outcome is not satisfactory to the Member(s), or if the grievance is being made after completion of the activity, it shall be made to the Committee so that any problems can be resolved promptly. Refer to Clause 23 of The Rules.
25.25 Fundraising
The Committee shall consider each proposal for fundraising on its merits, approving those that meet the specific needs of The Club at the time.
25.26 Advertising
The Committee shall consider each proposal for advertising on its merits, approving those that meet the specific needs of The Club at the time.
25.27 Club Property
(a) All club property is available for Members to borrow for private purposes at the discretion of the Committee unless needed for a Club trip / event. Members wishing to borrow Club property are to follow the procedure adopted by the Committee. Any loss or damage to Club property when used privately must be repaired / replaced at the Members expense.
(b) The Club satellite phone recharge vouchers shall be purchased by The Club for the benefit of all Members. Any emergency calls on a Club trip / event shall be paid for by The Club. The costs of any private calls or texts are to be reimbursed by the Member to The Club making the call (or text) at the rate of 150% of the cost of the call (or text) at the next General Meeting.
26. RULES FOR TRAVELLING IN COMPANY.
26.1 Briefing.
Either the evening before or prior to departure each day, all drivers are to assemble at a central point for the Trip Leader's briefing on the next stage of the trip.
26.2 Travel.
All drivers travelling in company are to follow the Trip Leader and not diverge from the route.
26.3 Travelling in Company.
Drivers travelling in company should stay in their relative position in the company unless the Trip Leader authorises a change.
26.4 Track Widening.
Drivers are not to widen existing tracks by driving around obstacles such as broken branches, large holes, rocks etc, but should endeavour to do minor track maintenance to allow vehicles to remain on the existing track, ie remove branches, fill holes etc.
26.5 Distances between vehicles.
Members should remain in sight of, but keep a safe distance from the vehicle in front, particularly in hilly country or if brakes are wet after a water crossing. This will normally be a minimum of 2 seconds and not usually more than 10 seconds distance travelled unless required for visibility or safety. On main roads leave adequate space between vehicles to enable other vehicles to overtake safely. Trip Leaders shall endeavour to ensure that their group does not impede other road users, pulling over where safe to allow faster vehicles to pass.
26.6 Driver Responsibility.
Each driver is responsible to maintain sight of the vehicle behind, and where conditions permit, should keep the following vehicle in contact at all times. In conditions where visibility is poor, switch on lights and check regularly that following vehicle is in sight. Contact by radio if possible.
26.7 Acknowledging Turns.
Trip Leaders shall ensure that participants are aware of the method that is being used to ensure that every vehicle makes each turn in the route being travelled.
26.8 Separated when Travelling in Company.
If the group becomes separated whilst travelling and an intersection is reached where there is no other vehicle, stop and wait for instructions and call over the UHF radio for direction.
26.9 Leaving the Group Travelling in Company.
If anyone wishes to leave a group travelling in company for any reason, they must inform the Trip Leader by radio or at the stop immediately preceding. If on the move and without a working radio, stop or drop back and advise your intentions to the driver of a following vehicle with a working radio who will advise the Trip Leader as soon as possible.
26.10 Breakdown of Vehicles.
If a vehicle breaks down or becomes immobile for any reason, all vehicles must stop until the disabled vehicle is again mobile, unless the Trip Leader has checked that the vehicle is safe to be left and has adequate assistance. Arrangements are to be made to renew contact as soon as possible.
26.11 Stopping the Group Travelling in Company.
If drivers wish the group or vehicle in front to stop, they should call on the radio if possible, or attract that driver's attention by flashing lights on & off, or stop safely. Care should be used when flashing lights at night to avoid causing a hazard to oncoming vehicles.
26.12 Negotiating Hazards.
At any creek crossing, steep hill, sand hill, or other hazardous terrain all those not involved are to stand well clear of the activity. The Trip Leader, or nominated delegate, will have complete authority over activities. Vehicles are to be moved well clear of the hazard to allow sufficient room for following vehicles.
26.13 Recovery Operations.
During recovery operations Members should give every possible assistance but not get in the way. Stand well clear of vehicles, tow ropes, snatch straps, and winching cables. Obey instructions of the Trip Leader or nominated delegate supervising the recovery.
26.14 Vehicle Damage.
Any damage caused to a participant's vehicle is the participant's own responsibility. If conditions allow, stop to remove obstacles etc so damage can be avoided.
26.15 Stopping Areas.
Where practicable, campsites or rest areas should be chosen so that all Members of the trip can be accommodated comfortably in the one area. Care must be exercised so that damage to stopping areas is minimised.
26.16 Starting Times.
Times for daily departure are to be set and communicated by the Trip Leader prior to departure or at daily briefings.
26.17 Lunch Stops.
Generally meal breaks for lunch should be about an hour and are set and communicated by the Trip Leader.
26.18 Stops.
Groups travelling in company should stop for a short period every two to three (2-3) hours to allow participants to rest and exercise.
26.19 End of Day's Travel.
Where possible the day's travel should end with sufficient daylight available to allow camp sites to be established.
26.20 Speed when Travelling in Company.
The maximum travelling speed for any Club trip shall be determined by the road conditions, all State regulations, and not faster than the slowest vehicle travelling in the group. Members must make themselves aware of the travelling requirements when signing on for a trip, and be prepared to travel at the speed required to meet the trip schedule, or they should not attend. When the group is mobile, the Trip Leader should ascertain that all drivers are comfortable driving at that speed. Trip schedules shall not be that onerous as to require unreasonable speeds or travelling times to be met.
26.21 Leaving the Group whilst stopped or in camp.
When stopped, or at camp, no person is to leave the vicinity without first advising the Trip Leader of their intentions. The Trip Leader may direct that certain material or equipment be carried for safety.
27. AUDIT.
The Auditor or Auditors shall examine all accounts, vouchers, receipt books etc and shall furnish a report thereon for each Annual General Meeting. Audits shall be conducted at the end of each Club Financial Year.
28. AMENDMENT OF THE RULES.
These Rules may be amended at any General Meeting of which at least 14 clear days in writing specifying the proposed amendments has been given to each Member. Any such amendments shall require at least a two thirds majority of those Members voting.
29. DISSOLUTION.
The Club shall be dissolved in accordance with the Act in the event of the membership being less than four (4) Members or upon a seventy five percent majority of Members voting at a meeting convened to consider such question. Upon dissolution, the funds which remain after such dissolution and the satisfaction of all debts and liabilities, shall be paid and applied by the Committee in accordance with their powers to any fund, institution or authority, which is a non-profit organisation.
After dissolution all Club records are to be placed in an appropriate archival institution.
The name of The Club is: - SUMMIT TRAX INC. and it shall hereafter be referred to as "The Club".
2. HEADQUARTERS.
The headquarters of The Club shall be defined as an area within fifty (50) kilometres radius of the Littlehampton Post Office.
3. OBJECTIVES.
3.1. To actively promote and conduct 4 Wheel Driving (4WD) as a recreational activity inclusive of all regardless of gender, age, and ability.
3.2. To provide a common meeting place for people with similar interests in four wheel driving.
3.3. To encourage, conduct, and promote family orientated recreational activities (in particular into areas inaccessible to other forms of transportation), organise Club trips which may include activities such as bushwalking, photography, caravanning, bird watching, fossicking, fishing and camping etc.
3.4. To actively support and carry out the conservation of the natural environment and to liaise with the controlling authorities.
3.5. To develop and foster Members’ knowledge of the nature of the land traversed and its history, conservation requirements and management.
3.6. To conduct meetings whereby Members shall gain knowledge in vehicle handling, equipment, navigation, minimal impact camping, travel safety, care and maintenance of their vehicle, equipment and the environment.
3.7. To facilitate and purchase equipment for the Members' benefit.
3.8. To maintain and exercise rights of access to public lands, public road reserves and public access routes. To undertake campaigns to maintain this access which are consistent with conservation of natural resources.
3.9. To develop, conduct, and promote the responsible multiple use of public lands.
3.10. To develop, conduct, and promote the requirements and benefits of 4WD touring amongst land management agencies.
4. CLUB ACTIVITIES.
4.1 For the purpose of these Rules, only those activities, which have been approved by those members of The Club Committee who are contactable (possibly as few as one), or by a General Meeting and noted in Minutes, shall be recognised as official Club activities. Any activity not so approved shall be considered as a Member's private activity.
4.2 In these Rules, the word “trip” includes events and activities, and for these Rules the title of “Trip Leader” refers to that Member or those Members who are the principal organiser(s).
5. REGULATIONS.
5.1 It is the responsibility of all Members to acquaint themselves with The Rules. All Members and Visitors shall at all times abide by The Rules, and regulations laid down by Government Authorities and owners / lessees of private property.
5.2 Members using communications transceivers shall use them at all times in accordance with all controlling Authority regulations governing their use.
6. CLUB IDENTIFICATION.
All Club identification shall be removed from vehicles prior to sale or upon expiration of membership.
7. MEMBERSHIP.
7.1 Membership shall be defined as either:
Full Membership;
Life Membership;
Honorary Membership;
Reciprocal Membership;
or
Associate Membership.
7.2 Membership of The Club shall be open to any person, over the age of sixteen years (16) or family interested in the furtherance of the Objectives of The Club, provided that the current membership does not exceed the number as detailed in these Rules.
7.3 Full Membership shall be open to any person over the age of sixteen (16) years or family owning, or legally responsible for, or being part registered owner of a Four Wheel Drive Vehicle, and interested in the furtherance of The Club.
7.4 Associate Membership shall be open to:
(a) any person or family, not owning a vehicle as described in Clause 7.3 and interested in the furtherance of The Club. Such a Member may not hold office or lead a trip / event, and may not vote, but may attend all functions and meetings held by The Club.
(b) such members previously residing within the Club Headquarters but have subsequently moved residence outside of the Club Headquarters are exempt from residence requirements in Clause 7.7 and attendance requirements in Clause 7.11. Such a Member may not hold office or lead a trip / event, and may not vote, but may attend all functions and meetings held by The Club.
7.5 All prospective members must attend at least two (2) Club meetings and one (1) overnight trip / event, before being eligible for membership.
7.6 Persons applying for membership due to any membership vacancy shall have their names put forward to all Club Members. Any objection to such persons being accepted as members shall be in writing, with reasons for the objection and presented to the Secretary at least 14 days prior to the next Committee meeting. Any such objections will be considered by the Committee in camera. The applicant will be advised of a decision to decline their application and no reason needs to be given.
7.7 Once the minimum number of Club meetings or functions has been attended by a prospective member, the Committee will forward a written membership invitation or decline the application for membership. Such persons in receipt of an invitation shall be given forty (40) clear days to accept the membership invitation, after which the application shall be removed from the waiting list.
7.8 All applications for membership shall be in writing and in such form as the Committee shall determine.
7.9 Persons not eligible for membership because of membership limitations shall have their applications placed on a waiting list. When appropriate, they will be sent a written invitation to attend the qualifying meetings or functions, and their application will then be handled in accordance with Clause 7.6.
7.10 Any Member who has accepted an invitation to join The Club in accordance with Clause 7.3, but has disposed of their Four Wheel Drive or All Wheel Drive Vehicle, may remain a Full Member of The Club until the end of the current membership year, whereupon their membership shall be converted to Associate Membership.
7.11 Members residing within The Club Headquarters as defined in Clause 2 must attend at least two (2) Club meetings and one overnight (1) trip / event per membership year. Members failing to meet this requirement without approved leave of absence may have their membership terminated at a Committee meeting after the Annual General Meeting. Any Member wishing to rejoin The Club after termination of membership shall do so in accordance with Clauses 7.3 to 7.8. A joining fee will apply in accordance with Clauses 8.1 to 8.4.
7.12 Life Membership may be recommended by the Committee and conferred by at least a two thirds majority of Members voting at an Annual General Meeting. To be eligible for consideration as a Life Member, a Member must have been a Full Member of The Club continuously for at least ten (10) years and shown exemplary service to the Club and its Objectives. Notice of recommendation for Life Membership shall be given with the notice of the Annual General Meeting. Life Members shall be entitled to all Club privileges, without payment of that portion of the fees devoted to the running of The Club.
7.13 Honorary Membership may be recommended by the Committee for any person or organisation which the Committee feels can assist in the Objectives of The Club. Such recommendation shall be publicised with notice of a General Meeting and can be conferred by a two thirds majority of Members voting at the General Meeting. Honorary Members shall be entitled to all Club privileges, except voting rights, for the remainder of the financial year without payment of fees.
7.14 At the discretion of the Committee, Reciprocal Membership will be extended to a financial Member of any interstate club with similar aims whilst such Member is visiting or residing in South Australia. The period of Reciprocal Membership shall be at the discretion of the Committee. Reciprocal Members shall be entitled to all benefits, facilities and privileges in The Club but shall not be eligible to vote or hold office in The Club.
7.15 The membership year shall be defined as from the 1st of July until the 30th of June.
7.16 A membership register containing member details shall be kept.
7.17 The total number of Members in The Club shall not exceed 50, where such limitation excludes:
Life Members;
Honorary Members;
Persons previously dependants of financial Members; or
Persons granted Reciprocal Membership.
7.18 The annual subscription for an Associate Member shall be seventy-five percent (75%) of the corresponding Full Member fee.
7.19 Persons accepting an invitation to join during the financial year shall be charged a proportion of the Annual Subscription as follows - in the first half of the financial year, the full fee is payable. Thereafter, the fee is the South Australian Association of Four Wheel Drive Clubs Inc association fee plus the public liability insurance fee plus one-twelfth of the corresponding annual membership fee per month or part thereof.
7.20 If a dependent of a financial Member wishes to become a Member in their own right then they will need to comply with clauses 7.3 to 7.8. The first annual subscription for the dependent of a financial Member shall be fifty percent (50%) of the corresponding Full Member fee, upon payment of the fee the dependent shall enjoy the benefits of Full Membership. In subsequent years the Full Member fee is payable.
7.21 Where a membership acquires a second or subsequent 4wd vehicle and that vehicle is included on trips on which the original membership vehicle attends (i.e. both vehicles attend) then that membership is only allowed to attend three trips with both vehicles, prior to making a new membership application.
7.22 A Member may resign from The Club by giving written notice to the Secretary. Any resigning Member shall be liable for any outstanding subscriptions which may be recovered as a debt due to the Club.
7.23 Prospective members and visitors are allowed to attend three club trips / events without having to gain membership. After three club trips / events prospective members and visitors will be required to gain membership (as per Clauses 7.3 to 7.8) before attending any more trips / events.
8. SUBSCRIPTIONS.
8.1 The annual subscriptions and joining fees shall be recommended by the outgoing Committee and approved by a two thirds majority vote of Members voting at the next Annual General Meeting (AGM)..8.2 The joining fee and subscription shall be payable by persons accepting membership invitations at the time of their acceptance.
8.2 Subscriptions are due by 31 August.
8.3 No subscription or portion of any fee shall be refundable.
9 MANAGEMENT.
9.1 The Club shall have all the powers conferred by section 25 of The Associations Incorporation Act 1985.
9.2 The management of The Club shall be vested in the Committee, which shall have the full power to act in the name of The Club and shall have full control over the assets of The Club.
9.3 The Committee may prepare Rules to regulate the functioning of The Club and may alter such Rules as it sees fit and recommend such changes to a General Meeting for their approval by Members. A simple majority of those present at the General Meeting shall constitute approval of alterations or additions to Rules.
9.4 The Committee shall be the sole authority for the interpretation of these Rules and the decision of the Committee upon any matter not provided for by these Rules shall be final and binding on the Members.
9.5 The Committee may from time to time for such reasons as it may think fit, appoint two (2) or more Members of The Club as a Sub-Committee and may delegate to any such Sub-Committee any of its powers and may revoke at any time such appointment or delegation.
9.6 All office bearers shall be and act in an honorary capacity.
10. COMMIT TEE.
10.1 The Committee shall be elected at an Annual General Meeting and shall hold office until the next Annual General Meeting.
10.2 The Committee shall consist of at least four (4) Members including the President, Secretary, Treasurer, and one Member Representative. Other Committee positions may be created as deemed necessary by the Committee.
10.3 All Committee Members shall retire at the next Annual General Meeting and shall be eligible for re-election.
10.4 Any Member of the Committee failing to attend three consecutive Committee Meetings without giving an apology shall cease to be a Member of the Committee.
10.5 A Committee position shall be deemed to be vacant if such person in the position is not a financial Member as at the 31st of August.
10.6 Any Committee or Sub-committee position vacated during the year shall be filled by the Committee and the Member appointed shall hold office until the next Annual General Meeting.
11. ELECTIONS
11.1 Sitting members of the Committee shall not be required to re-nominate, but rather indicate their willingness to continue in that role. All other Nominations for Committee positions are to be in written form using prepared nomination forms. These nomination forms shall be made available to all Club Members at least 30 days prior to the Annual General Meeting.
11.2 There will be an intermission after the General Meeting preceding the Annual General Meeting, of sufficient duration to allow for any further nominations for Committee positions to be lodged.
11.3 To be eligible for election to a Committee position, a Member must have attended a minimum of three (3) of the seven (7) General Meetings immediately prior to the Annual General Meeting, or have their apology recorded for absence from such meetings.
11.4 All nominations are to be signed by the proposer, seconded, and endorsed by the candidate with consent to act if elected, and forwarded to the Secretary in time to be displayed at the General Meeting immediately prior to the Annual General Meeting. Sitting Committee members must indicate their willingness to continue in that role on the form and forward it to the Secretary as if it were a nomination.
11.5 The nomination form shall be endorsed to specify the position for which the candidate is nominated.
11.6 A separate nomination is required for each position and preference shown by the candidate for any other position.
11.7 In the event of only one written nomination or indication of willingness to continue from a sitting member being received by the Secretary by the time the Chairperson opens the Annual General Meeting, the Returning Officer shall declare those nominated for such positions elected unopposed unless any Member has an objection to such election.
11.8 If more than one written nomination is received for any position a secret ballot shall be held for all such positions.
11.9 If all positions are not filled by application of the Clauses above, the Returning Officer shall accept verbal nominations, duly seconded for the vacant positions, accepted by the candidates, and if necessary such positions shall be determined by secret ballot.
11.10 In the event of a full Committee not being elected at an Annual General Meeting, those elected shall have the power to fill such vacant positions and such Members shall hold office until the next Annual General Meeting.
12. COMMITTEE MEETINGS.
12.1 The Committee shall meet at least four (4) times a year.
12.2 At all Committee Meetings the President shall be the Chairperson or in the absence of the President, such other Member of the Committee as appointed by a majority of the Committee Members present.
12.3 At all Committee Meetings, each Committee Member and nominated Sub-Committee Members, shall have one vote and in the event of equality of votes, the Chairperson shall have a second or casting vote
12.4 Any financial Member of The Club may attend any Committee Meeting.
12.5 Persons who, in the opinion of the Committee, may be of assistance to them in a professional and technical or skilled manner, may be invited to attend Committee Meetings, but such persons shall not be entitled to vote as a Member of the Committee.
12.6 Minutes of the proceedings of Committee Meetings shall be kept, and shall be available to all Members of The Club.
13. GENERAL MEETINGS.
13.1 General Meetings of The Club may be convened at any time by the Secretary upon being requested to do so by a quorum of the Committee.
13.2 At least seven (7) days notice of a General Meeting shall be given to each financial Member in writing
13.3 A notice of meeting shall state the time, place, and nature of the meeting.
13.4 At all General Meetings the President shall be Chairperson or in the absence of the President, such Member as is appointed by the Committee.
13.4 At all General Meetings voting shall be by a show of hands or, if requested by any Member, by ballot.
13.5 Minutes of the proceedings of General Meetings shall be kept, and shall be available to all Members of The Club.
14. ANNUAL GENERAL MEETINGS.
14.1 The Annual General Meeting shall be held not later than the 31st of July each year.
14.2 A notice of the Annual General Meeting shall state the time, place, and the business to be transacted.
14.2.1 At each Annual General Meeting:-
a. The President shall chair the Meeting or in the absence of the President, such Member as is appointed by the Committee.
b. The Treasurer shall submit a duly audited financial statement and balance sheet as at the end of The Club Financial Year.
c. The Auditor’s report shall be presented.
d. The joining fee and annual subscriptions shall be determined.
e. The new Committee shall be elected
14.3 Minutes of the proceedings of Annual General Meetings shall be kept, and shall be available to all Members of The Club
15. QUORUM AT MEETINGS.
15.1 At General Meetings and Annual General Meetings a quorum shall be 25% of the membership.
15.2 At Committee Meetings a quorum shall be 50% of the members of the Committee.
15.3 If within twenty (20) minutes from the time appointed for any meeting (whether Annual General, General, or Committee) a quorum is not present, such meeting shall stand adjourned for a period not exceeding fourteen (14) days and not less than two (2) days.
16. VOTING RIGHTS OF MEMBERS.
16.1 At all General Meetings and Annual General Meetings, each Member not in arrears with subscriptions or any other amount due to The Club shall be entitled to one vote.
16.2 Financial Members may give a proxy vote to any other Financial Member. This proxy must be in writing and lodged to the Secretary prior to the meeting. This proxy must also stipulate a period of validity. The Member named in the proxy with then be entitled to have two (2) votes on all matters voted on at that meeting or meetings.
17. FINANCIAL YEAR.
The Financial Year of The Club shall conclude on the 30th day of June each year.
18. PUBLIC OFFICER.
The Public Officer shall be the Secretary or President. The duties of the Public Officer shall be as required by and pursuant to the provisions of The Associations Incorporation's Act 1985 or as amended. Any change of the Public Officer shall be notified to the Office of Business and Consumer Affairs in accordance with Associations Incorporation's Act 1985 or as amended.
19. CLUB FUNDS.
The funds of The Club shall be banked or invested in the name of The Club. The accounts shall be defined as the principal accounts of The Club and other subsidiary accounts of The Club eg. Social Committee funds. The principal accounts shall be operated by the President, Treasurer, and Secretary, any two of whom shall sign conjointly. Other subsidiary accounts shall be operated as directed by the Committee.
20. NON-PROFIT CLAUSE.
The assets and income of The Club shall be applied solely in furtherance of its objectives and no portion shall be distributed directly or indirectly to its Members except as bona fide compensation for services rendered or expenses incurred on behalf of The Club. Excess Funds shall not be accrued unless identified and reserved for particular future events.
21. ACCOUNTS.
All expenses shall be approved by the Committee prior to purchase. All requests for reimbursement of expenses shall be presented to the Treasurer for payment.
22. MEMBER RESPONSIBILITY.
It shall be the responsibility of each Member of The Club to inform the Membership Officer of any change of residence, change of vehicle and any other information relevant to the keeping of accurate membership records.
23. MEMBER CONDUCT.
If the conduct of any Member, in the opinion of the Committee, has been detrimental to the Objectives of The Club, such Member may be called upon to be present at a nominated Committee Meeting to explain such conduct. If, after consideration, the majority of Members present at such a Committee Meeting consider the Member's action was detrimental to the Objectives of The Club, the Committee may caution, suspend or expel such Member. The decision shall be notified in writing to the Member concerned. The Member so penalised shall have the right to appeal to the next Committee Meeting and has the right to request an independent party to mediate, a majority of those Committee Members present at the next Committee Meeting shall be required to confirm or reject the penalty. If the penalty is not confirmed the Member shall be reinstated. If a member is expelled the Committee shall notify The Club Members present at the next General Meeting of their decision.
A Member that invites a visitor to a club trip / event is responsible for the conduct of that visitor. Any visitor whose conduct is detrimental to the Objectives of The Club may be disciplined by the Trip Leader with the support of any Committee member if in attendance. A Member that invites a visitor whose conduct is detrimental to the Objectives of The Club may be disciplined by the Trip Leader with the support of any Committee member if in attendance.
24. VEHICLE INSURANCE.
Any intending participant whose vehicle is not covered by either Comprehensive or Third Party Property Insurance will not be permitted to participate in any Club trip. The Committee or Trip Leaders may ask to view current insurance documents to determine eligibility to attend a trip.
25. CONDUCT OF ACTIVITIES.
25.1 Trip Leaders.
On trips, the Trip Leader has absolute authority over the whole trip, and has the right to refuse any Member or visitor participating in the trip. All Members and visitors participating in Club activities shall at all times abide by the direction of the Trip Leader. The Trip Leader should consult with all trip members before making substantial changes to the trip plan, but the Trip Leaders decision is final.
25.2 Assistant Trip Leaders.
Trip Leaders may at their discretion appoint Assistant Trip Leaders.
25.3 Contravention of Club Rules.
A Member contravening Club Rules (or the member hosting a visitor who contravenes) may be asked by the Trip Leader to leave the activity or trip and the incident is to be reported to the Committee. Disregard of Rules should be reported to the Trip Leader in the first instance where relevant, and thereafter to the Committee by Club Members observing the contravention.
25.4 Bookings for Trips.
Bookings for trips will be made by the process approved by the Committee. Prospective members and visitors are welcome to attend at the Trip Leaders discretion but not to the exclusion of Club members.
25.5 Trip Participants’ Responsibility.
Participants are responsible for their own safety. Any relevant medical conditions of participants should be communicated to the Trip Leader prior to commencement of the trip.
25.6 Children.
Adults are responsible at all times for the behaviour and whereabouts of the children in their charge.
25.7 Numbers of Vehicles.
The number of vehicles on a Club activity shall be determined by the Trip Leader but may also be subject to requirements of outside authorities.
25.8 Dogs.
Dogs are permitted on trips at the Trip Leaders discretion dependent upon the area to be visited.
25.9 Motorcycles.
Motorcycles are not permitted on Club trips except with the express permission of the Trip Leader.
25.10 Firearms.
The Trip Leader is to be advised prior to a trip commencing if a Member wishes to take a firearm, over which matter the Trip Leader has the power of veto. Guns and rifles must only be carried in a safe (unloaded) condition and must not be visible inside vehicles. Under NO circumstances are firearms permitted in Conservation and National Parks.
25.11 Intoxicating Substances.
a. The Club actively discourages the drinking of alcohol whilst four wheel driving and any consumption of alcohol during the day is at the Trip Leaders discretion. Excessive consumption of alcohol on club activities is discouraged.
b. Illicit drugs are not to be used on club trips / events.
c. Prescription and over-the-counter drugs are to be used in accordance with doctors / manufacturers recommendations.
25.12 Off Tracks.
Vehicles are to stay on existing roads and tracks except in areas where permission has been granted to move away from existing vehicle corridors.
25.13 Flora and Fauna.
Live branches are not to be broken from trees or shrubs. No-one shall use a tree as an anchor for winching without providing adequate protection around the tree from slings or cables. Birds, animals and their habitat must not be disturbed by trip participants.
25.14 Gates.
All gates are to be left as they were found.
25.15 Camping.
It is the Trip Leaders responsibility to ensure that all trip participants are complying with relevant rules and regulations about camping. This includes (but is not limited to) ensuring that appropriate permissions have been sought and access and camping fees have been paid. Campsites, wherever possible, should make use of previous camping areas. Care must be taken to minimise damage to vegetation etc at campsites and making of unnecessary vehicle tracks is to be avoided.
25.16 Water.
Minimal water only is to be taken from any watering point. Members are not to swim or bathe in tanks or dams without permission of the land manager. If water is required for washing it is to be bucketed out. Soap, detergents etc are not to be introduced to tanks, dams, rivers or natural watering points.
25.17 Litter.
No litter or rubbish is to be thrown from vehicles including cigarette butts. At all stops, Members shall ensure that no rubbish is left at the site. All non-burnable rubbish is to be carried out and disposed of in approved receptacles or areas. Burnable rubbish may be burnt at campsites outside of meal cooking times provided all other persons are considered, correct precautions are taken, and there are no fire bans in place. Non-combustibles are to be removed from ashes.
25.18 Historical Sites.
All sites of historical significance are to be left undisturbed and artefacts are not to be removed from the site.
25.19 Toilets.
When using bush toilets ensure a hole of adequate depth is dug and covered properly before leaving the site. Do not allow paper and tissues to blow around the area.
25.20 Mobile Generators.
The use of generators must be kept to a minimum and not used after 8.00pm or before 7.00am without permission from everyone within the vicinity. At all times other travellers must be considered when using generators. Members must ensure as far as possible that generators are permitted in campsites prior to departure.
25.21 Fires.
Firebans must be complied with at all times. Normally one campfire should be adequate for the company and the Trip Leader is responsible for its location. Other small cooking fires may be approved by the Trip Leader. At sites where an adequate supply of dead wood on the ground is not available (especially National Parks etc) or during potential fire danger periods, Members are encouraged to use gas or other means for cooking. All fires must be extinguished before the site is vacated, ashes disposed of and where practical, no signs of the fire should be left at the site.
25.22 Radio, First Aid Kits, Basic Recovery, Puncture Repair Equipment and Spares.
Members and prospective members shall have a UHF radio transceiver fitted or carried in their vehicles for safety and convenience on trips. Installed UHF radios shall generally be wired directly to the main or auxiliary battery with appropriate fusing when fitted to the vehicle, as a safety precaution allowing any person to operate the radio in an emergency.
All Members and prospective members shall carry a basic first aid kit in their vehicles when participating on a Club trip.
Members and prospective members shall have their own basic recovery equipment, including a snatch strap, 2 rated shackles, a jack and a jack plate, a long handled spade or shovel, a tyre pressure gauge, a good quality air compressor, leather gloves, and a groundsheet.
On multi-day trips, participants shall have their own puncture repair material pertaining to the type of tyres fitted to their vehicles. This shall include patches, glue, valves, and spare tubes.
Vehicles must carry enough spares and lubricants to be reasonably self sufficient in the event of breakdown. Spares and lubricants for similar type vehicles can be shared amongst those on the trip by prior arrangement. The specific spares will depend on the type of trip and location and agreement between participants.
25.23 Anti-social Behaviour.
Anti-social / Offensive Behaviour (for any reason) including improper radio usage will not be tolerated and the Trip Leader may exclude the offender(s) from any further part of the trip / event.
25.24 Grievances.
Any grievance arising from any Club activity must be made as soon as possible (preferably in writing) to the Trip Leader(s) of the activity. If the outcome is not satisfactory to the Member(s), or if the grievance is being made after completion of the activity, it shall be made to the Committee so that any problems can be resolved promptly. Refer to Clause 23 of The Rules.
25.25 Fundraising
The Committee shall consider each proposal for fundraising on its merits, approving those that meet the specific needs of The Club at the time.
25.26 Advertising
The Committee shall consider each proposal for advertising on its merits, approving those that meet the specific needs of The Club at the time.
25.27 Club Property
(a) All club property is available for Members to borrow for private purposes at the discretion of the Committee unless needed for a Club trip / event. Members wishing to borrow Club property are to follow the procedure adopted by the Committee. Any loss or damage to Club property when used privately must be repaired / replaced at the Members expense.
(b) The Club satellite phone recharge vouchers shall be purchased by The Club for the benefit of all Members. Any emergency calls on a Club trip / event shall be paid for by The Club. The costs of any private calls or texts are to be reimbursed by the Member to The Club making the call (or text) at the rate of 150% of the cost of the call (or text) at the next General Meeting.
26. RULES FOR TRAVELLING IN COMPANY.
26.1 Briefing.
Either the evening before or prior to departure each day, all drivers are to assemble at a central point for the Trip Leader's briefing on the next stage of the trip.
26.2 Travel.
All drivers travelling in company are to follow the Trip Leader and not diverge from the route.
26.3 Travelling in Company.
Drivers travelling in company should stay in their relative position in the company unless the Trip Leader authorises a change.
26.4 Track Widening.
Drivers are not to widen existing tracks by driving around obstacles such as broken branches, large holes, rocks etc, but should endeavour to do minor track maintenance to allow vehicles to remain on the existing track, ie remove branches, fill holes etc.
26.5 Distances between vehicles.
Members should remain in sight of, but keep a safe distance from the vehicle in front, particularly in hilly country or if brakes are wet after a water crossing. This will normally be a minimum of 2 seconds and not usually more than 10 seconds distance travelled unless required for visibility or safety. On main roads leave adequate space between vehicles to enable other vehicles to overtake safely. Trip Leaders shall endeavour to ensure that their group does not impede other road users, pulling over where safe to allow faster vehicles to pass.
26.6 Driver Responsibility.
Each driver is responsible to maintain sight of the vehicle behind, and where conditions permit, should keep the following vehicle in contact at all times. In conditions where visibility is poor, switch on lights and check regularly that following vehicle is in sight. Contact by radio if possible.
26.7 Acknowledging Turns.
Trip Leaders shall ensure that participants are aware of the method that is being used to ensure that every vehicle makes each turn in the route being travelled.
26.8 Separated when Travelling in Company.
If the group becomes separated whilst travelling and an intersection is reached where there is no other vehicle, stop and wait for instructions and call over the UHF radio for direction.
26.9 Leaving the Group Travelling in Company.
If anyone wishes to leave a group travelling in company for any reason, they must inform the Trip Leader by radio or at the stop immediately preceding. If on the move and without a working radio, stop or drop back and advise your intentions to the driver of a following vehicle with a working radio who will advise the Trip Leader as soon as possible.
26.10 Breakdown of Vehicles.
If a vehicle breaks down or becomes immobile for any reason, all vehicles must stop until the disabled vehicle is again mobile, unless the Trip Leader has checked that the vehicle is safe to be left and has adequate assistance. Arrangements are to be made to renew contact as soon as possible.
26.11 Stopping the Group Travelling in Company.
If drivers wish the group or vehicle in front to stop, they should call on the radio if possible, or attract that driver's attention by flashing lights on & off, or stop safely. Care should be used when flashing lights at night to avoid causing a hazard to oncoming vehicles.
26.12 Negotiating Hazards.
At any creek crossing, steep hill, sand hill, or other hazardous terrain all those not involved are to stand well clear of the activity. The Trip Leader, or nominated delegate, will have complete authority over activities. Vehicles are to be moved well clear of the hazard to allow sufficient room for following vehicles.
26.13 Recovery Operations.
During recovery operations Members should give every possible assistance but not get in the way. Stand well clear of vehicles, tow ropes, snatch straps, and winching cables. Obey instructions of the Trip Leader or nominated delegate supervising the recovery.
26.14 Vehicle Damage.
Any damage caused to a participant's vehicle is the participant's own responsibility. If conditions allow, stop to remove obstacles etc so damage can be avoided.
26.15 Stopping Areas.
Where practicable, campsites or rest areas should be chosen so that all Members of the trip can be accommodated comfortably in the one area. Care must be exercised so that damage to stopping areas is minimised.
26.16 Starting Times.
Times for daily departure are to be set and communicated by the Trip Leader prior to departure or at daily briefings.
26.17 Lunch Stops.
Generally meal breaks for lunch should be about an hour and are set and communicated by the Trip Leader.
26.18 Stops.
Groups travelling in company should stop for a short period every two to three (2-3) hours to allow participants to rest and exercise.
26.19 End of Day's Travel.
Where possible the day's travel should end with sufficient daylight available to allow camp sites to be established.
26.20 Speed when Travelling in Company.
The maximum travelling speed for any Club trip shall be determined by the road conditions, all State regulations, and not faster than the slowest vehicle travelling in the group. Members must make themselves aware of the travelling requirements when signing on for a trip, and be prepared to travel at the speed required to meet the trip schedule, or they should not attend. When the group is mobile, the Trip Leader should ascertain that all drivers are comfortable driving at that speed. Trip schedules shall not be that onerous as to require unreasonable speeds or travelling times to be met.
26.21 Leaving the Group whilst stopped or in camp.
When stopped, or at camp, no person is to leave the vicinity without first advising the Trip Leader of their intentions. The Trip Leader may direct that certain material or equipment be carried for safety.
27. AUDIT.
The Auditor or Auditors shall examine all accounts, vouchers, receipt books etc and shall furnish a report thereon for each Annual General Meeting. Audits shall be conducted at the end of each Club Financial Year.
28. AMENDMENT OF THE RULES.
These Rules may be amended at any General Meeting of which at least 14 clear days in writing specifying the proposed amendments has been given to each Member. Any such amendments shall require at least a two thirds majority of those Members voting.
29. DISSOLUTION.
The Club shall be dissolved in accordance with the Act in the event of the membership being less than four (4) Members or upon a seventy five percent majority of Members voting at a meeting convened to consider such question. Upon dissolution, the funds which remain after such dissolution and the satisfaction of all debts and liabilities, shall be paid and applied by the Committee in accordance with their powers to any fund, institution or authority, which is a non-profit organisation.
After dissolution all Club records are to be placed in an appropriate archival institution.
