Bylaws (club rules)

Port Macquarie & District 4WD Club Inc Bylaws: Jan 2023, Rev.1

The Port Macquarie & District 4WD Club Inc Bylaws set out the minimum standard behaviour expected of members and their guests and supplement the Model Rules for Associations Incorporation Act 2009. The Bylaws address specific content not covered or requiring further details of the content within the Model Rules.


  1. Club Membership is deemed to be in relation to a vehicle. This can be a person (1), two (2) people or two (2) people and their family (under the age of 18) that are associated with that nominated vehicle. When two people apply for membership, both names must be included on the membership application form. When approved for membership they both have full club rights, however those rights can only be exercised by one person at any given time.
  2. Where a partner or nominated person associated with a financial member wishes to become a separate member, they pay only the yearly renewal fee to join as an individual member.
  3. All rights of membership are withdrawn when the club person resigns, expelled or fails to pay the annual membership fee.
  4. It is the responsibility of members to ensure that these Bylaws are upheld.
  5. Use of the club’s name requires prior approval from the Executive.
  6. No person participating in an outing will conduct themselves in such a manner as to bring discredit upon the club.
  7. Children of current financial members pay only the yearly renewal fee to join on the following terms: They have a current driver’s licence; They are 18 years or under; They must attend compulsory club driver awareness training.
  8. Late payment of club membership will attract a re-joining fee unless approved by the Executive Committee.
  9. Leave of absence may be accepted at the discretion of the Executive Committee after written notification is received. The joining fee will be waived in this circumstance.
  10. Fuel costs for one vehicle to carry elected delegates to Association and Regional Council Meetings will be paid on presentation of fuel receipts or as approved by a General Meeting where more than one vehicle is required.
  11. Accommodation costs will be paid to elected delegates to Association, Regional Council Meetings and Driver Awareness Vacillator’s to attend meetings where an overnight stay is necessary. The approximate cost must be approved by a General Meeting prior to any expense being incurred.
  12. All club members wishing to visit or camp at the Porters property or Bril Bril must gain approval from the property owner through the designated Club Liaison Person. Each member may only take two (2) other vehicles on private trips to the Porters property or Bril Bril, subject to permission being obtained.
  13. Members may bring pets on club trips that have been designated pet friendly. The trip leader will designate if the trip is pet friendly and will be advertised with the trip information.
    1. Pets must be always kept under control and restrained on a leash or cage. It is the responsibility of the owner that your pet isn’t a nuisance to other club members.
    2. The pet owner is liable should their pet attack other pets or persons.
    3. Dogs and cats must be registered on the NSW Pet Register (proof provided to trip leader), microchipped, vaccinated and comply with the Companion Animals Act 1998
    4. Pet owners are responsible to abide by all rules and regulations that pertain to animals in the area’s being visited. E.g., State Forest, National Park, State Conservation Area etc.
    5. No pets (except guide dogs and service assistance dogs) shall be permitted on club premises in any areas where the preparation of food takes place, in accordance with health and hygiene legislation.


  1. Members must abide by any special condition or restrictions placed on entry to an area by the owner or controller of the property.
  2. Every effort must be made by the members to assist in the protection of flora, fauna and landforms in all areas visited.
  3. Fires will not be lit without permission of the Trip Leader and use of fire must comply with fire regulations at the time.
  4. No firearms or explosives will be used or displayed on outings.
  5. All rubbish must be conveyed to where it can be disposed of properly and no litter at all is to be left behind.
  6. The laws regarding the responsible consumption and service of alcohol should be adhered to by the members and guests of the club.
  7. Before commencing any “high risk” activity all hazardous tasks must be identified and suitable control measures implemented to minimise that risk by utilising the Club Risk Assessment Form
  8. All campsite activities especially around fires must be conducted in a safe manner.


  1. All vehicles on outings shall be registered and in a roadworthy condition.
  2. All drivers must be licenced for the class of vehicle and abide by all State Road Rules and Laws.


  1. The Trip Leader is the responsible person on designated club trips. The Trip Leader has the right to refuse participation of a vehicle or occupants that do not abide by the club Bylaws.
  2. Guests of the club or members, in control of a vehicle are allowed to participate in grade 1 and 2 trips prior to successfully completing the driver awareness course. This attendance will be at the Trip Leader’s discretion. This requirement can be waived at the discretion of the Executive Committee if a valid and accredited Certificate of Compliance is held by a member.
  3. No driver will drive in a manner, or at a speed that could endanger themselves or any other person.
  4. In hazardous areas, it is the responsibility of all drivers to ensure that the vehicle behind has passed the hazard before proceeding.
  5. It is the responsibility of all drivers to maintain visual or radio contact with the driver of the following vehicle and wait at intersections unless radio contact has verified the route. This is known as Convoy Procedure.
  6. In the event of a recovery, accident or the use of the hazardous equipment e.g chainsaw, winch, only those involved in the operation shall be immediately at hand.
  7. Each convoy will have a nominated Tail End Charlie (club member).
  8. When entering enclosed lands all gates shall be left as found and any damage caused by club members must be reported to the relevant authority. Where a gate has been opened it must not be left unattended until the last vehicle (Tail End Charlie) has passed through and closes the gate, unless the Land Owner gives permission to leave the gate open.
  9. Trip leaders will set the travelling pace to suit the route planned. Anyone wishing to stop must advise the trip leader and vehicle behind of their intention.
  10. Trip participants should ask for advice if they are uneasy about tackling an obstacle. It is your vehicle and your responsibility to safely negotiate the obstacle.
  11. Vehicles are required to be fitted with a UHF Radio. The club uses UHF Channel 12 and our call sign is BANDA BANDA. All members are required to carry the minimum equipment of a snatchum strap, two (2) rated “D” shackles, tow hooks front and back and a first aid kit.
  12. The Trip leader must ensure that all trip participants accurately complete the Club Attendance Sheet and forward the completed or scanned copy to the Insurance Officer at the completion of the trip.


  1. Life Membership may be granted to any member of the Club in appreciation of the member who has in the opinion of the Executive, distinguished themselves by giving exemplary service to the Club.
  2. To be eligible for Life Membership a member must have been a member for a minimum of twenty years, and held at least five committee positions during that time.
  3. Life members are entitled to all the privileges of membership without having to pay annual fees to the club.
  4. Any financial member may propose any other member for Life Membership, such proposal to be in writing, seconded by another financial club member, giving a summary of the involvement of the member in Club activities, and the period of time over which this involvement extended. Such application is to be submitted at least two months prior to an Annual General Meeting.
  5. Such proposal is to be submitted in confidence to the Secretary or President, and no proposal is to be made verbally at any General Meeting, nor will there be any discussion at a General Meeting on any such proposal.
  6. The member making the proposal is required to attend the Executive Meeting at which the proposal is to be discussed.
  7. A nominated member is accepted as a Life Member after a majority vote of the Executive Committee in accordance with these Bylaws.
  8. Each member being granted Life Membership will be issued with a Certificate and a Club Badge signifying such membership at the following Annual General Meeting.
  9. The Executive Committee may, by instrument in writing, revoke wholly or in part any delegation under this clause.


  1. Nominations for committee positions should be in writing by completing the Committee Position Nomination Form available on the club website and submitted to the Club Secretary seven (7) days prior to the Annual General Meeting. (Refer to Section 15 of the Model rules for further clarification)
  2. Upon receival of the nominations the Club Secretary will publish to all members the nominations and the relative position on the committee.
  3. The total number of committee positions is to be seven (7).
  4. Executive Committee positions are limited to one member per membership i.e. for memberships of more than one person, only one member shall be allowed to hold an Executive Committee position.
  5. The Executive Committee shall meet quarterly to control and manage the affairs of the club.
  6. All issues involving club members or misconduct by members must be brought to the Executive Committee in writing. The Executive Committee will decide what or if any action is to be taken and if the issue is to be addressed at a General Meeting.


  1. Only one vote per membership (or nominated vehicle) is allowed at any General Meeting
  2. Proxy Votes are not permitted.
  3. Voting may be by a written ballot, show of hands or vocal. The method will be determined by the committee or chairperson in control of the vote.
  4. Voting may be carried out for any committee position or motion put before the meeting.
  5. Absentee voting can be carried out by completing the Absentee Voting Form available on the club website.
  6. Absentee Votes must be submitted to the Club Secretary 2 days (48 hours) prior to the Annual General Meeting or General Meeting depending on the relative election or motion to be voted on. All votes received by the Secretary must be complete and validated prior to being accepted at the relative meeting.
  7. In circumstances where written Absentee Vote is not practicable an email or text message to the Club Secretary detailing the voting intention of the member will be approved upon validation of the vote by the Secretary or member of the Executive Committee.
  8. The number of Absentee Votes received by the Secretary shall be announced to the meeting prior to the official vote commencing.
  9. Each vote must clearly nominate the person, position or motion the vote is allocated to.
  10. All written votes must be examined by the Returning Officer and Scrutineers, and upon ratification, these voting slips are to be destroyed.