By Laws

1. OBJECTS

The Objects of the Cockburn 4WD Club are to:

    • promote, represent, encourage and support family friendly four wheel drive touring;
    • conduct regular meetings, activities and trips for members;
    • promote safe and responsible operation of four wheel drive vehicles;
    • provide a forum for the exchange of ideas and discussion associated with the ownership and operation of four wheel drive vehicles;
    • promote and foster good relations and cooperation with similar associations;
    • organise and conduct activities that will promote the respect of the community and statutory authorities.

2. MEMBERSHIP

2.1 Membership Eligibility

2.1.1. Own or have access to a road registered, mechanically sound 4WD vehicle with high and low range gears.
2.1.2. Provide email address, mobile phone number, street address, vehicle make and model, next of kin details, and four wheel driving experience to the Secretary or President.
2.1.3. Attend a minimum of two trips (maximum three) in a reasonable period of time. The intention is we get to know you and you get to know us.
2.1.4. After completing two trips, submit the completed Membership Application.
2.1.5. Attend Club meetings and trips on a regular basis.

2.2 Club Year

2.2.1. The Club Year is from 1 April to 31 March.

2.3 Application for Membership

2.3.1 Apply for membership of the Cockburn 4WD Club here.

2.4 Membership Fee

2.4.1 There is no Nomination Fee.

2.4.2 The Membership Fee is $35 per nominated vehicle.

2.4.3 Life Members do not pay the Membership Fee.

2.4.4 The Membership Fee is determined by the Management Committee.

2.5 Non Financial Status

2.5.1. Membership Fees are due and payable on the first day of the Club year and must be paid 30 days thereafter. Where the annual membership fee has not been received by that time, the Member is deemed non financial and is ineligible to participate in Club activities including trips and voting.

2.6 Register of Members

2.6.1 Any change in the membership of the Club is to be recorded in the Register of Members.  

2.6.2 Any change to the Register must be recorded within 28 days after the change occurs.

2.6.3 A Member is entitled to inspect the Register free of charge.

2.6.4.The information in the Register that is available for inspection is:

Name;
Suburb;
Email Address;
Date Membership Fee Paid.

2.7 Member Benefits

2.7.1 Member Benefits from Sponsors/Supporters of the Club are listed on the Why Join? page of the website.

3. MANAGEMENT COMMITTEE

3.1 Composition of Management Committee

The Club has a Management Committee of four Office Holders (President, Vice President, Secretary, Treasurer) and four or more ordinary Committee Members, as determined at the Annual General Meeting. Rules (5) (3)(34)(1)

3.2 President

1. With other members of the Management Committee, the President is responsible for:

a. Ensuring the affairs of the Club are conducted in accordance with its Constitution and Bylaws.
b. Ensuring that membership and community support of the Club are maintained.
c. Developing Club policies and procedures and ensuring that they are maintained adhered to.

2. The President will:

a. Chair Committee Meetings and General Meetings in accordance with the Club’s Constitution and Bylaws, and normal rules of meetings.
b. Ensure Committee Meetings and General Meetings are held as scheduled.
c. Encourage other Committee Members to attend meetings.
d. In conjunction with the Secretary, prepare and prioritise an Agenda for the Committee Meeting and General Meeting.
e. Confirm and sign the minutes as an accurate record of the previous meeting.
f. Act as a spokesperson for the Club.
g. Be the signatory on all written correspondence in relation to the Management Committee.
h. Maintain awareness of the day to day business and activities of the Club.

3. The President is to attend all meetings of the Club and when unable to attend will give maximum notice possible.

4. The President shall maintain an accurate and current list of duties that will be handed to their successor.

5. If the President resigns the position, they will give one month’s notice in writing and will make every effort to find a replacement.

6. The President may be removed from the position by decision of the Management Committee if they have not attended three scheduled Committee Meetings or General Meetings without an acceptable reason for their absence.

3.3 Vice President

1. With other members of the Management Committee, the Vice President is responsible for:

a. Ensuring the affairs of the Club are conducted in accordance with its Constitution and Bylaws.
b. Ensuring that membership and community support of the Club are maintained.
c. Developing Club policies and procedures and ensuring that they are maintained adhered to.

2. The Vice President will:

a. In the absence of and/or at the request of the President perform the duties of that office on the behalf until they are able to resume the position.
b. Assist the President, Secretary or Treasurer in undertaking their duties.
c. Act as a spokesperson for the Club when requested to do so by the Committee or the President.
d. Perform any other tasks consistent with the smooth conduct of the Club.

3. The Vice President is to attend all Committee and General Meetings. meetings of the Club and when unable to attend will give maximum notice possible.

4. The Vice President will maintain an accurate and current list of duties that will be handed to their successor.

5. If the Vice President resigns the position they will give one month’s notice in writing and will make every effort to find a replacement.

6. The Vice President may be removed from the position by decision of the Management Committee if they have not attended three scheduled Committee Meetings or General Meetings without an acceptable reason for their absence.

3.4 Secretary

1. With other members of the Management Committee, the Secretary is responsible for:

a. Ensuring the affairs of the Club are conducted in accordance with its Constitution and Bylaws.
b. Ensuring that membership and community support of the Club are maintained.
c. Developing Club policies and procedures and ensuring that they are maintained adhered to.

2. The Secretary will:

a. Take accurate minutes of all Committee and General Meetings, including a record of correspondence and the proceedings of the meetings.
b. Provide a copy of the minutes of all General, Committee and Annual General Meetings to the Media Manager for promulgation as decided by the Committee.
c. In conjunction with the President manage all correspondence pertaining to Committee and Club matters.
d. In conjunction with the President, prepare an agenda for all meetings.

3. The Secretary is to attend all Committee and General Meetings of the Club and when unable to attend will give maximum notice possible.

4. The Secretary will maintain an accurate and current list of duties that will be handed to their successor.

5. If the Secretary resigns the position they will give one month’s notice in writing and will make every effort to find a replacement.

6. The Secretary may be removed from the position by decision of the Management Committee if they have not attended three scheduled Committee Meetings or General Meetings without an acceptable reason for their absence.

3.5 Treasurer

1. With other members of the Management Committee, the Treasurer is responsible for:

a. Ensuring the affairs of the Club are conducted in accordance with its Constitution and Bylaws.
b. Ensuring that membership and community support of the Club are maintained.
c. Developing Club policies and procedures and ensuring that they are maintained adhered to.

2. The Treasurer will:

a.ensure that any amounts payable to the Club are collected and issue receipts for those amounts in the Club’s name;
b. ensure that any amounts paid to the Club are credited to the appropriate account of the Club, as directed by the Management Committee;
c. ensure the Management Committee is provided with regular financial reports, including :

      • a listing of all money due to the Club;
      • a listing of all money paid from Club funds in the period since the last meeting or due for payment;
      • a statement of income and expenditure;
      • a statement of the current financial position of the Club;
      • a statement showing the current income and expenditure against the budget.

d. ensure financial reports are presented in a way that can be easily read and understood by all Members and provide assistance, if requested, to ensure the reports are explained.
e. as an ex-officio member of the Financial Committee prepare an annual financial budget for approval by the Management Committee.
f. ensure all expenditure has been budgeted for and, if not, arrange for special approval by the Management Committee.
g. unless otherwise approved by the Management Committee, ensure that three quotes are obtained for all expenditure exceeding $500.
h. ensure that any payments to be made by the Club that have been authorised by the Management Committee or at a General Meeting are made on time;
i. ensure that the Club complies with the relevant requirements of Part 5 of the Act;
j. ensure the safe custody of the Club’s financial records, financial statements and financial reports;
k. coordinate the preparation of the Club’s financial report before its submission to the Club’s Annual General Meeting;
l. provide any assistance required by an auditor or reviewer conducting an audit or review of the Club’s financial statements or financial report under Part 5 Division 5 of the Act;
m. perform any other duty required under these Rules and By Laws or as requested by the Management Committee.

3. The Treasurer is to attend all Committee and General Meetings of the Club and when unable to attend will give maximum notice possible.

4. The Treasurer will maintain an accurate and current list of duties that will be handed to their successor.

5. If the Treasurer resigns the position they will give one month’s notice in writing and will make every effort to find a replacement.

6. The Treasurer may be removed from the position by decision of the Management Committee if they have not attended three scheduled Committee Meetings or General Meetings without an acceptable reason for their absence

3.6 Committee Member

1. With other members of the Management Committee, a Committee Member is responsible for:

a. Ensuring the affairs of the Club are conducted in accordance with its Constitution and Bylaws.
b. Ensuring that membership and community support of the Club are maintained.
c. Developing Club policies and procedures and ensuring that they are maintained adhered to.

2. A Committee Member will:

a. Assist the President, Secretary or Treasurer in undertaking their duties.
b. Act as a spokesperson for the Club when requested to do so by the Committee or the President.
c. Serve as a member of and/or chair sub-committee/task groups as required.
d. Perform any other tasks consistent with the smooth conduct of the Club.

3. A Committee Member is to attend all Committee and General meetings. meetings of the Club and when unable to attend will give maximum notice possible.

4. A Committee Member will maintain an accurate and current list of duties that will be handed to their successor.

5. If a Committee Member resigns their position they will give one month’s notice in writing and will make every effort to find a replacement.

6. A Committee Member may be removed from the position by decision of the Management Committee if they have not attended three scheduled Committee Meetings or General Meetings without an acceptable reason for their absence.

3.7 Trips Coordinator

The Management Committee may appoint a Trips Coordinator, who usually, though not necessarily, is a Member of the Management Committee.

3.8 Media Manager

The Management Committee may appoint a Media Manager, who usually, though not necessarily, is a Member of the Management Committee. See By Law 11.

3.9 Environment Officer

The Management Committee may appoint a Environment Officer, who usually, though not necessarily, is a Member of the Management Committee.

3.10 Property/Insurance Officer

The Management Committee may appoint a Property/Insurance Officer, who usually, though not necessarily, is a Member of the Management Committee.

4. VOTING

4.1 Voting to Elect Committee Members

1. The procedures in this By Law relate to the election of positions on the Management Committee at the Annual General Meeting referred to in the Club’s Rules Part 5 Division 3 Item 33.

2. The Approval Method of voting shall be used. Further information may be found at
https://en.wikipedia.org/wiki/Approval_voting.

3. A separate election is held for each position of Office Holder (President, Vice President, Secretary and Treasurer).

4. Should there be only one Member nominated for Office Holder positions they shall be elected/re-elected unopposed, providing they have complied with 5 (3) (32) (2) which requires they nominate 28 days prior to the Annual General Meeting.

5. If there are two Members nominated for an Office Holder position, and providing they have complied with 5 (3) (32) (2), then a simple majority shall determine the result.

6. If there are more than two Members seeking election/re-election then the Chairperson of the meeting shall make known the names of the candidates, providing they have complied with 5 (3) (32) (2).

7. Members eligible to vote shall mark the ballot paper as they see fit. See example below:

8. The Member with the most number of votes shall be elected.

9. If there is an equivalency of votes for the position a fresh round of voting will be held  in which a simple majority shall determine the result.

10. This process is repeated for each Office Holder position for which there is more than one nomination.

11. Voting for the Management Committee positions listed at 3.7, 3.8, 3.9, and 3.10 above is by the same process as for Office Holders, providing that each person nominating has complied with 5 (3) (32) (2).

4.2 Voting on Management Committee Motions via Email

1. Email approval is suitable only for straightforward motions. Email is not suited for the conduct of a deliberative process. Email doesn’t provide the opportunity for discussion or amendment of the motion that is available in a face-to-face meeting. A Committee Member is free to say, ‘I vote No, because I think we should discuss it’.
2. Any Committee Member may propose a motion via email.
3. The subject line should include the word ‘Motion’.
4. The first line of the body of the email should include the words ‘I move that the Management Committee approve/authorise …’
5. The motion will expire in seven days or at the start of the next Committee Meeting – whichever comes first.
6. All Committee Members may vote.
7. Five affirmative votes are required to approve an email motion. The Committee Member who proposed the motion is automatically counted as an affirmative vote.
8. The Secretary is responsible for tallying the votes and informing the Management Committee of the outcome.
9. A Committee Member should circulate their vote to all other Committee Members. If a Member fails to CC: other Committee Members on their vote, the Secretary shall forward the email to the others.
10. Committee Members should include in the words “I vote No” or “I vote Yes” in the first line of their response.
11. Email motions can only be voted “Yes” or “No”. They can’t be amended.
12. The President may veto a motion if they consider that it requires discussion at a face to face meeting.
13. The Committee Member who proposed the motion may withdraw it at any time prior to approval. A reason to withdraw a motion may be, for example, to amend it and re-propose it.
14. If the motion doesn’t receive the required five votes by the deadline it fails.
15. The Management Committee shall review any email motions, approved or unapproved, at the start of the next Management Committee meeting.

5. FINANCIAL MANAGEMENT

5.1 The Club has an ex officio Finance Committee comprising the Treasurer, President and Vice President to manage its financial affairs.

5.2 The Finance Committee shall prepare a Annual Budget for approval by the Management Committee.

5.3 The finances of the Club will be recorded using a software package with data being stored in the cloud.

5.4 All income shall be deposited directly into the Club’s bank account.

5.5 Reports of income and expenditure, accompanied by receipts and invoices, shall be submitted to the Treasurer each month.

5.6 All accounts and records of income and expenditure are subject to audit.

6. MEETINGS

6.1 General Meetings are held on the second Tuesday of February, April, June, August, October and December.

6.2 The venue and start time of these meetings will be advised via this website and the Club Facebook Group.

6.3 The Annual General Meeting is held on the second Tuesday of June.

6.4 The venue and start time of the Annual General Meeting will be advised via this website and the Club Facebook Group.

6.5 Management Committee meetings are held on the first Tuesday of the month.

6.6    A Member may attend a meeting of the Club via video link, teleconferencing, audible mobile telephone call or other such means that allows them to hear the proceedings of the meetings and allows all those at the meetings to hear the member when they speak.

7. AGENDA

7.1 The agenda for a Management Committee meeting will include:

    1. Record of Members in attendance;
    2. Apologies;
    3. Late agenda items;
    4. Minutes of previous meeting;
    5. Matters arising from the minutes;
    6. Secretary’s Report;
    7. Treasurer’s Report;
    8. Acceptance of  Reports;
    9. Approve payments made or due;
    10. Reports from officials;
    11. General Business; and
    12. Confirmation of next meeting date.

7.2 Any matters to be included in General Business should be advised to the Secretary at least seven days before the meeting.

7.3 An agenda will be circulated to all Members of the Management Committee before the meeting.

7.4 Late agenda items will only be allowed if agreed by a majority of the Management Committee.

8. CONDUCT OF MEETINGS

8.1 General Meetings and Management Committee meetings shall be chaired by the President, or in the President’s absence, by the Vice President and shall be conducted in accordance with the Club’s Rules (Constitution) and these Bylaws, and normal rules of meetings.

8.2 The chairperson of the meeting shall:

    1. adhere to the Agenda;
    2. ensure discussion is relevant;
    3. encourage participation in the proceedings by all in attendance;
    4. set time limits on speakers.

8.3 The chairperson of a meeting shall be guided by the following:

WA Department of Sport and Recreation
https://www.dsr.wa.gov.au/clubs/how-to-guides/managing-your-club/meetings/effective-club-meetings

Australian Charities and Not-for-profits Commission
https://www.acnc.gov.au/tools/factsheets/holding-meetings

Australian Institute of Company Directors
https://aicd.companydirectors.com.au/~/media/cd2/resources/director-resources/director-tools/pdf/05446-4-5-director-t-me-directors-meetings_a4_web.ashx

8.4 Note that ‘Robert’s Rules for Meetings’ is not applicable to Australia.

9. RECORDS AND DOCUMENTATION

9.1 The Club’s records and documentation are stored electronically in the cloud.

9.2 Account access credentials are held by the Secretary and the President.

9.3 Access to individual Folders and Documents is controlled by the Secretary.

10. ADDRESS

10.1. The mailing address of the Club is 6/49 Biscayne Way, Jandakot.

10.2 Change of Club Address

A change of address is to be notified within 28 days of it occurring to AssociationsOnline:
https://associations.commerce.wa.gov.au/associations/public/publicHomePage.jspx

10.3. Email Addresses

president@cockburn4wdclub.org.au

vicepresident@cockburn4wdclub.org.au

secretary@cockburn4wdclub.org.au

treasurer@cockburn4wdclub.org.au

trips@cockburn4wdclub.org.au

media@cockburn4wdclub.org.au

property@cockburn4wdclub.org.au

environment@cockburn4wdclub.org.au

10.4. Website URL
www.cockburn4wd.club

10.5. Facebook

facebook.com/groups/cockburn4wdclub

11. MEDIA

11.1 Website

11.1.1 The Media Manager is the Webmaster.

11.2 Facebook Group

11.2.1 The Media Manager is the Admin.

11.3 Facebook Buy/Sell Group

11.3.1 The Media Manager is the Admin.

11.4 Facebook Page

11.4 1 The Media Manager is the Admin.

11. 5 You Tube

11.5.1 The Media Manager is the Channel Manager.

11.6 Trip Notifications

11.6.1 The Trip Leader submits a Trip Notification to the Media Manager who will arrange for the information to be disseminated on the Club’s media platforms and channels.

11.7 Trip Reports

11.7.1 The Trip Reporter submits the Report to the Media Manager who will arrange for a preview to be published on the Club’s Facebook Page. When the full Report is published on the Club’s website the Media Manager advises Members via the Facebook Group.

11.8 Advertising

11.8.1 Should the Management Committee decide to allow advertising on the Club’s website it will coordinated by the Media Manager.

12. VISITORS AND PROSPECTIVE MEMBERS

12.1 Members of other 4WD Clubs are welcome to attend any general meeting of the Club.

12.2 A member of another Australian 4WD Club, upon recommendation of the visiting member’s home club, may attend a Club trip by invitation of the Trip Leader.

12.3 A visitor/prospective member may attend two general meetings of the club after which, provided they meet the eligibility criteria, it is expected that they apply for membership.

12.4 A prospective member or visitor may attend a club trip without having attended a club meeting. The Trip Leader will have the ultimate decision as to whether to accept the visitor on a trip or not. A visitor may attend two club trips after which, it is expected that they will apply for membership.

13. GUEST PRESENTERS

13.1 The Club welcomes Presenters to speak at a meeting when they have a story or a product that may be of interest to Members.

13.2 Presenters demonstrating a commercial product shall generally be scheduled after General Business and shall be allocated a specific amount of time agreed by the Presenter and the President.

13.3 Presentations of a non-commercial nature shall be scheduled early in the meeting and, if the Presenter’s schedule is restrictive, it may be as early as the first item after the President declares the meeting open.

14. AWARDS

15. LIFE MEMBERSHIP

15.1  Life Membership shall be bestowed only after a careful and deliberative process.

15.2     A Nomination must address the following criteria:

  • The nominee must have been a member of the Club for a minimum of 10 years;
  • The nominee must have rendered significant service to the Club over that time.

15.3  A nomination must be in writing, outline the reasons for nomination and be signed by seven current financial Members.

15.4  A nomination is to be kept confidential during the assessment period.

15.5  A nomination is to be delivered to the President or, if the President is a nominee, to the Secretary.

15.6  The Committee as a whole shall confidentially assess and consider and, as appropriate, approve a nomination.

15.7  There is no limit on the number of nominations that may be received, however, only one Member shall be accorded the honour of Life Membership in any one Club year.

15.8  The honour of Life Membership shall be made at the Club Annual General Meeting or other auspicious occasion.

16. COLLABORATION SOFTWARE

16. 1 The Management Committee uses Slack collaboration software.

17. SUB COMMITTEES, DELEGATES AND OTHER OFFICIALS

17.1 Sub Committees

17.1.1 The Management Committee may appoint a Sub Committee for a specific task or project as they see fit.

17.1.2 A Sub Committee is usually but necessarily chaired by a member of the Management Committee.

17.1.3 Members of a Sub Committee may be invited to attend Management Committee meetings and may speak and take part in discussion, but will not have a vote.

17.1.4 The appointment of a Member of a Sub Committee will expire at the Annual General Meeting each year.

17.1.5 The Committee may invite the Member  of the Sub Committee to continue in the position or the member may self nominate.

17.2 Delegates

17.2.1 The Club may elect delegates to the WA 4WD Association, Track Care WA and other bodies as may be deemed necessary from time to time.

17.2.2 Unless already a member of the Management Committee, a Delegate  is not a member of the Committee.

17.3 Appointment of Other Officials

17.3.1 A Member appointed to a position will maintain an up-to-date list of duties that will be handed to a successor.

18. RESERVED

19. AMENDMENT OF BY LAWS

19.1 By Laws may be made, amended or revoked by the Management Committee.

19.2 A By Law shall not contradict the provisions of the Rules (Constitution).