By-Laws

Purpose

These By-Laws have been developed in accordance with Rule 25 of the Club’s Constitution for the

Management of Club activities:

  • To provide for the fair treatment, well-being, and safety of members and visitors.
  • To engender a favourable impression with authorities, landowners, and the public.

1. Membership

1.1 To be eligible for full membership, potential members must possess a 4-wheel drive or all-wheel drive vehicle and support the objectives of the club as defined in the constitution. Full membership is defined as being Single, Family, Associate or Life. Other classes of membership as per the constitution are at the discretion of the committee. Future Reference here-in to 4WD’s shall be taken to mean and include 4WD and AWD Vehicles.

1.2 Any member disposing of his/her four wheel drive vehicle may remain a full member of the Club until the end of the financial year but may be reduced to Associate Membership for the following year.

1.3 Financial members of this Club shall be deemed to retain their membership until membership fees fall due.

1.4 Members may be required to attend a driver training course within 12 months of being accepted as a member.

1.5 Personal information collected by the club shall be held and administered in accordance with the clubsPrivacy Policy as per appendix 3.

2. Vehicles

2.1 Member’s vehicles are to meet the requirements of Appendix 1 – Vehicle Policy.

2.2 Motorcycles are excluded from Club activities.

3. Trip or Activity Requirements

3.1 A trip or activity may be organized by any member of the Club but will only be recognised as an officialClub function if approved by the Trip Coordinator &/or Management Committee.

3.2 The Management Committee must maintain appropriate Insurance against loss or damage to others caused during officially sanctioned Club trips.

3.3 Trip procedures are to meet the requirements of Appendix 2 – Trip Procedures and Trip Leader Procedures.

3.4 Permits or authorities for access for Club trips must not be regarded as authorising access for private trips by individuals. Members must not disclose information on Club activities to others, which may enable them to gain unauthorised access to property and facilities. 

4. Visitors

4.1 Visitors are welcome to attend Club Meetings without payment of any fees but must not disrupt the normal conduct of the meeting.

4.2 No member will invite non-members to participate in Club activities without prior permission from theTrip Leader/ organizer.

4.3 Non-members/visitors may travel as passengers with a Club member.

4.4 Visitors using their own vehicle on club outings may also attend a maximum of 2 club activities not exceeding 3 days in total but will be required to become full members or associate membersbefore attending further activities.

4.5 Financial members of clubs affiliated with 4WD Australia will not be restricted.

4.6 Club members are responsible for their visitors and must ensure that they are aware of and adhereto Club By-Laws and Constitution.

4.7 Club members only will be allowed on CLOSED activities.

5. General

5.1 Firearms are prohibited on Club activities except under special circumstances with prior approval of the Management Committee.

5.2 No domestic animal will be brought on Club trips or outings, except under exceptional circumstances in addition, with prior approval of the Management Committee.

5.3 No person shall consume large amounts of alcohol prior to or during driving in Club events or outings.(Please note when driving that normal traffic regulations regarding alcohol are applicable.)

6. Action for Breach of Club By-Laws or Objectives

Members or visitors involved in Club activities who do not abide by the Wide Bay & Burnett 4X4 Club By-Laws and/or Objectives shall be given two verbal warnings by a member of the Committee or the Trip Leader.If the person/s persists in the breach, he/she will be given a final warning in writing by the Committee. If the breach is again committed, membership may be terminated or visitors may be excluded fromany further Club functions.

 

APPENDIX 1

VEHICLE POLICY

Objective: To ensure the club’s requirements for vehicles are clearly documented and readily available and easily understood by club members and visitors.

Actions:

1. Membership Officer.

The membership officer will ensure that new and existing members are made aware of documents informing members of this policy. (Members Pack)

  

2. Vehicles

2.1. Vehicles used in Club activities must be:

  • Registered and compulsory third party insurance.
  • Maintained in a roadworthy condition.
  • Classified by the vehicle manufacturer as a 4-wheel drive or all wheel drive vehicle, orDepartment of Transport Approved Modifications.
  • Operated by a driver licensed for that class of vehicle.

2.2. The following equipment should be fitted/carried on each vehicle for the Club trips for safety and recovery. If not fitted/carried, participation in some activities may be restricted.

  • Basic spares and recovery equipment, -e.g. spare tyre and tools, snatch strap and rated shackles,
  • tyre repair and inflation devices.

Cargo Barriers

Whilst it is advantageous to have a cargo barrier installed for occupant safety, and to assist invehicle loading it is not a mandatory accessory to attend club trips. If one is fitted however, it must be installed to the manufacturer’s specifications. Homemade Cargo Barriers should conform to the appropriate Australian Designs Standard.

Fire Extinguishers

A fire extinguisher is a recommended accessory for attending any club outing. It should be mounted in an accessible place for quick operation by either driver or passenger. Minimum size should be 0.9kg

40 Channel UHF Radio

  

Recovery Gear

Must be kept in an operable condition.Must be rated to do a safe recovery for that vehicle.

Must consist of:

  • Two 3.25t rated shackles and a snatch strap.
  • Hand winch/vehicle-mounted winch if carried must includeRated snatch block. Two winch blankets. A pair of gloves. Extra rated shackles and tree trunk protector.
  • For tracks rated red, a full recovery kit maybe needed, which could consist of all the above, and include a high lift jack, bow saw and winch extension strap(s).

 

First Aid Kit

It is highly recommended that each vehicle carry a suitable first aid kit.

Recovery Points

Vehicle to be fitted with manufacturer’s recovery points or Department of Transport approved aftermarket recovery points, front and rear.Vehicles without suitable recovery points, front and rear may be excluded from club trips rated Blue, Black or Red.

Roll Over Protection on Soft Top Vehicles

Roll over protection must be fitted to soft-top vehicles. Where roll over protection is not OEM aDepartment of Transport compliance plate (blue plate) must be fitted.

2.3. Recommendations/Precautions members may wish to Adopt include:-

  • Membership of RACQ
  • Acquire basic mechanical knowledge
  • Undertake driver training courses
  • Put skills learnt into practice and familiarize yourself with your vehicle’s characteristics

 

APPENDIX 2

TRIP PROCEDURES AND TRIP LEADER PROCEDURES

Objective: To ensure the club’s requirements for trip procedures and trip leader procedures are clearly documented and readily available and easily understood by club members and visitors.

Actions:

1. Trip Coordinator.

The trip coordinator will ensure that new and existing members are made aware of documents informing members of this procedure. (Trip Leader Kit)

  

2. Planning the Trip

2.1. Advice from locals or previous Trip Leaders:

A large number of trips have been run by members of the WBB4X4club in previous years. Do not be afraid to ask for advice/ideas on destinations for trips from club members. There is a wealth of knowledge available from members and the Trip Co-ordinator or local property owners.

2.2. Property Owner Conditions:

If your planned trip includes traversing private property, always seek the owner’s permission and any special conditions that they may impose on you and your trip. If permission is gained, always keep the owner informed of your trip dates, number of cars entering and your expected time of arrival and departure. This is common courtesy and will ensure our club’s survival and growth into the future.

2.3. Permits / Special Requirements:

Ensure all permits are obtained before the trip commences. E.g. permits to traverse state forest. Check for any weed control measures that may be in effect. These may include being able to identify thenoxious weeds in the area you are travelling through and measures to ensure that no contamination of other areas is affected. This also applies to private property. Check for location of wash down areas.

2.4. Do Your Research:

Some trips may have special requirements. Only Persons/Vehicles meeting those requirements will be permitted on that trip.

2.5. Do a Reconnaissance of the Area:

Where practical, a reconnaissance should be undertaken. Take two or three cars with you if you have never been to the area before. This will assist you in your route planning and for recovery and safety should something go wrong.Take note of track conditions and assess in accordance with the track-rating schedule. Look for alternative routes for less capable or more capable vehicles. (This will ensure maximum participation)Remember that a hill that takes two vehicles 5 – 10 minutes to climb, might take a convoy of 10–15 vehicles up to an hour to climb. Allow extra time. Convoys will take 50–100% longer to coverthe same tracks as two vehicles.Note the distances and times while you travel. These may be useful later for deciding coffee and lunch breaks.

  • Record points of interest for trip participants.
  • Take GPS marks if you have a GPS otherwise look for specific landmarks to help in navigation if the track is hard to find.
  • Observe the land for fire hazards etc and any environmental hazards.
  • Check the composition of the land. E.g. black soil, sandy, rocks etc. These will affect your trip if different weather conditions are experienced. Are fires allowed? Are any fuel stops available or is extra fuel required? Identify places to stop on the trip for lunch breaks or camping etc.
  • Will you have to cap the number of vehicles allowed because of track conditions etc?
  • Any other conditions that you think are relevant to your trip.

 

2.6. Define Trip Details and Obtain Approval:

  • Obtain a Trip Sheet from the Trip Co-ordinator. Complete and forward to the Trip Co-ordinator.
  • Follow this up with a phone call or talk with the Co-ordinator and let them know of your intentions with the trip.
  • On Black and Red rated tracks you must have completed the relevant training courses to be eligible to conduct or participate in the trip.
  • To meet club requirements the trip must be approved by the Trip Co-coordinator

(or the committee in their absence), before the trip is publicised. Approval will take into consideration trip leader experience and vehicle capability.

2.7. Publicise Trip:

Give a brief talk to club members on a club meeting about your trip. Let members know:-

  • Where the trip is and its date.
  • The rating of the tracks E.g. – Green, Blue, Black or Red
  • About the trip (is it training, camping or social etc)
  • What they can expect to see.
  • Expected return distance and fuel range.
  • Any special requirements.

2.8. Weather Conditions / Fire Ratings:

As your trip nears, seek weather forecasts and fire ratings for the dates of your trip. It is the Trip Leader’s responsibility to ensure the safety of the participants on the trip. If the weather deteriorates or the potential for bush fires increases before your trip you may postpone or simply bypass any sections that are difficult / at risk or may cause track damage. REMEMBER this is a major concern to property owners who may use these tracks every day. Also on Green and Blue tracks, members may not have the experience or the vehicles to negotiate tracks in certain weather conditions. A Blue or Black track can quickly become a Red track in Wet weather.

2.9. Amend Route to suit Vehicle:

It is the Trip Leader’s responsibility to rate tracks according to the National Track Rating System. These are Green, Blue, Black and Red. Tracks rated BLUE, BLACK or RED may only have those ratings for certain sections of a trip. If there are bypass tracks available for less capable vehicles thenit is the Trip leader’s responsibility to inform trip participants of these routes and their grading for maximum trip attendance and safety.

2.10. Fuel Carrying Capacity:

It is the responsibility of the owner/driver of the vehicle to inform the trip leader of the fuel carryingcapacity of the vehicle so as not to cause a safety concern due to lack of fuel. Some trips may require a certain fuel range to be achievable in off-road conditions. If these are unable to be met by theuse of usable fuel on board, e.g. in tanks or drums, then it is unwise and unsafe to participate in the trip.

2.11. Rating of Track and Definition:

The club has four graded ratings for tracks as follows:-

GREEN– All-wheel drive, high range and standard road tyres

BLUE– Mainly high range but low range required and standard road tyres

BLACK– Mainly low range and standard 4wd ground clearance; all terrain tyres; driver training or assistance is a benefit.

RED– Low range and high ground clearance; mud terrain tyres; appropriate recovery equipment and experience required.This is the National Standard of Track Rating and in the future will be marked in their colours on topographical maps.

 

TRIP PROCEDURES AND TRIP LEADER PROCEDURES #3

3. Conducting the Trip

3.1. Trip Leader’s Kit:

Obtain the trip leader’s kit from the Trip Co-coordinator prior to commencement of the trip. The Trip leader is to familiarize themselves with the contents and requirements of the kit and to clarify any concerns with the Trip Co-ordinator.

3.2. Members and authorised visitors nominated to attend Club trips must:

Advise the Trip Leader in advance if, due to changes, they are unable to attend or must leave the activity at any time.

  • Assemble at the agreed meeting place thirty minutes before the scheduled departure time to receive trip information and instructions.
  • Have vehicles fully prepared and carrying equipment for the trip before departure time.

3.3. Driver Briefing:

The trip leader is to brief all participants at the commencement of a trip on the following:

  • Where the trip is.
  • The rating of the tracks E.g. – Green, Blue, Black or Red
  • About the trip (is it training, camping, social etc)
  • What they can expect to see.
  • Expected return distance and fuel range.
  • Any special requirements as outlined in the trip leader’s kit.

3.4. Driver’s / Visitor’s Behaviour on Trips:

It is the responsibility of the driver of the vehicle on club trips to abide by the WBB4X4Club laws at all times on a trip. Failure to do so may result in a warning from the Trip Leader or dependingon the severity of the infringement, counselling by the committee, or expulsion from the club. Interpretation of the by-laws as they apply to the particular trip being conducted will be determined by the trip leader. Ensure children are supervised at all times. Respect the environment and private or public property.

3.5. Cancellation of trip:

It is the responsibility of the trip leader to advise all participating members on the trip sheet if a trip has been cancelled.

3.6. Weather Conditions:

It is the Trip Leader’s responsibility to ensure the safety of the participants on the trip. If the

weather deteriorates during your trip you may terminate the trip or simply bypass any sections that are difficult or may cause track damage. REMEMBER this is a major concern to property ownerswho may use these tracks every day. Also on Green and Blue trips, members may not have  the experience or the vehicles to negotiate tracks in certain weather conditions. A Blue or Black track can quickly become a Red track in Wet weather.

4. Post Trip Requirements

4.1. Trip Leaders Kit:

Complete all relevant forms in the trip kit and return to the Trip Co-coordinator by the next generalclub meeting.

4.2. Trip Report:

The Trip Leader shall assign the task of completing a trip report to a trip participant, which is to be forwarded to the editor

 

APPENDIX 3

Privacy Policy

We value your privacy and at WBB4X4 CLUB we understand the importance of maintaining privacy and confidentiality. We adhere to the Privacy Act 1988, as amended by the Privacy Amendment (Private Sector)Act 2000 and have a firm commitment to protecting your privacy.

Our Privacy Policy outlines our information handling practices, covering issues such as:-

  • collection of your personal data
  • use and disclosure of your personal information
  • direct marketing
  • our duty of confidentiality
  • your consent
  • quality of your personal information
  • access to your personal information
  • security of your personal information
  • how to contact us.

 

Collection of your personal data

Generally, we collect personal information directly from you, for example, when you deal with us in person, by telephone or via our website. The nature of the personal information collected and maintained by us generally comprises information such as your name, your partner’s name, address, contact details (such as telephone,email and fax numbers) Vehicle details (type and Rego No) and place of work.

Use and disclosure of your personal information.

Your personal information is collected for the purposes of establishing and maintaining our data records and to service our relationship with you.

We may use your personal information to facilitate these purposes and related purposes such as:

  • Internal administration;
  • Assisting us to identify and inform you of activities conducted by us or other members that may be of interest to you.
  • Assisting other Club members identify you (your vehicle) and contact you by making a list available at Club meetings.
  • We will use reasonable endeavours to prevent the disclosure of your personal information except in the extentindicted to you at the time you supplied the information to usexpressly permitted under an agreement with you
  • required for performance by us of our activities for you
  • required under compulsory law or provided in cooperation with any government authority orwhere it is already publicly available or it is disclosed by us in a manner that does not readily permit identification of information relating to you.

We undertake not to sell, rent or trade your personal information to any individual or entity outsideWBB4X4 CLUB Inc. Your personal information may be shared among the entities operated by WBB4X4 CLUB Inc unless you tell us in writing otherwise. However Club information relating to Name of club, meeting times and places, Club Committee Member contact details etc will be displayed on the WBB4X4 CLUB website and advertising flyers promoting the WBB4X4 CLUB and in the monthly Bulletin. We aim to keep this information up to date subject to you supplying up dated information in writing, or via Email.

Quality of your personal information

We will use reasonable endeavours to ensure that information held is accurate and update our records at the earliest opportunity following notification of any errors or changes.

 

Access to your personal information

You will normally be asked to check the accuracy of your personal data after each annual general meeting.

You may also request to check/update information with the Membership officer at regular meetings.

Security of your personal information

We will take all reasonable measures to ensure the security of personal information.

How to contact us

You are able to contact us by the following means:

  1. See a Committee member (Membership Officer) at regular monthly meetings
  2. Advise an appropriate Committee member by phone or email to:

Contact Us

3. Notify the Secretary by mail PO Box 414 Hervey Bay Qld 4655

 

By Laws

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