CLUB CONSTITUTION v1.1
AUGUST 2025
Index
1. Name of Organisation
2. Objectives
3. Membership
4. Subscriptions and Fees
5. Meetings
6. Committee
7. Elections
8. Quorum
9. Treasury
10. Dissolution
11. Voting
12. Amendments
13. Minutes
14. General
15. Non-Profit Organization
16. Liability Disclaimer
17. Office Bearers
18. Classic Vehicle Registration
19. Club Events
20. Responsibility of Club Members
1. Name of Organization
HUNTER REGION STREET MACHINE INC. (Registered Incorporation No: 1800315)
2. Objectives
The objectives of the club shall be:
2.1.To promote and develop the use and enjoyment of any vehicle.
2.2.To co-operate with similar clubs around the world.
2.3.To provide a social environment for the members.
2.4.Club merch must look neat and tidy at all times.
2.5.The holding of one committee and general meeting per month.
2.6.The publication and distribution of a newsletter monthly.
2.7.To promote the club, members, activities and committee in a positive fashion. 2.8.As a club participate, in social events in a positive and promotional manner. 2.9.Organize and conduct competitions, sports, entertainments, social outings and to encourage good fellowship among members.
3. Membership
3.1.Membership shall be open to all persons subscribing to the objectives of the club and who have an interest in all vehicles and paying the prescribed fee.
3.1.1. New members will receive a member’s pack which includes clubs
constitution, contact details for committee, HRSM sticker, “Do Not Touch”
sign and membership card. Membership card must be shown when
purchasing merchandise or when claiming membership discounts from
sponsors.
3.2.No restrictions shall be imposed on any person by virtue of religious, political beliefs, sex, nationality, race, age, car make or model, but the committee shall have the right to refuse membership to any person without assigning any reason.
3.3.Types of members: The club shall consist of Full Members and/or Child Members. All financial members that are of age have full voting rights.
3.3.1. Family membership is only extended to a family member (partner/sibling) of a current financial member.
3.3.2. Child membership available for a gold coin donation and they will receive a small club sticker. Children’s membership available until the age of eighteen. No voting rights.
3.4.Club memberships can be revoked without refund through a committee consultation if a member’s conduct is demeaning, violent, threatening, divisional, conflicting, causes malicious damage to club property, theft, defamation, sexual harassment, or is disrespectful of the club and committee objectives. (refer 3.6)
3.5.Annual membership renewal applications will be reviewed by the committee within the month before and the month following the AGM. Membership renewals can be declined through a majority committee vote with no appeal process provided. Declined memberships will be notified via email within 30 days of application
3.6.Any conflict / complaint between members to be put in writing and sent to Hunter Region Street Machine Inc., PO Box 4022, Edgeworth NSW 2285, or by email to hunterregionstreetmachine@gmail.com. Any conflicting matter regarding HRSM members, social media or deformation is to be addressed at a committee meeting only. These matters will result in those club members attending a meeting with the committee, subsequent outcomes / consequences to be decided upon at this meeting by majority committee vote.
3.7.No member or members associate, who are under the influence of any alcohol, drugs or any other illicit substances shall not hold the club or its committee representatives liable or responsible in any way.
3.8.Any member may resign his or her membership in writing to the president. Upon ceasing to be a club member this person immediately forfeits all rights and claims upon the club’s property and any funds. Membership fees will not be refunded.
4. Subscriptions and Fees
4.1.The annual subscription shall be at such a rate as the committee may determine from time to time subject to change.
4.2.Financial members that are of age shall have full voting rights until deemed no longer financial. After a 30-day grace period they shall have no voting rights.
4.3.Members subscription runs from the time any person becomes a member and are calculated based on the prescribed pro-rata fee schedule until Annual Club Renewal (section 4.5). Subscription shall be at a rate recommended by the committee and approved at a committee meeting. Partner/sibling/senior/child membership will be available at a rate recommended by the committee.
4.4.Membership for all member types shall cease automatically on expiry date on membership card.
4.5. Annual Club Renewal Membership subscriptions start from 1st of July to 30 June of each club financial year.
5. Meetings
5.1.General meetings will be held on the first Wednesday of the month, on a bimonthly schedule at the advertised meeting place and time, unless otherwise notified by the committee.
5.2.General meetings will be chaired by the president, or vice president, or any member of the committee.
5.3.Meetings are to be conducted in a formal order containing such items: Open Meeting, Apologies, New Faces, Previous Meeting Minutes Read, Moved and Seconded.
5.3.1. The chairperson has the right to move a motion to close the meeting at any time if they deem appropriate. Such motion shall include a time and date for continuation of the meeting.
5.4.Minutes from previous meetings are to be tabled and accepted at the next monthly meeting. Minutes are to be moved and seconded by financial members.
5.5.Treasurer’s report will be presented and read in full at the general meeting for the previous month. The Treasurer’s report is to be moved and seconded by financial members.
5.6.The Annual General Meeting (AGM) shall be held on the first Tuesday of July immediately after the conclusion of the general meeting. Members will be notified two months before in the newsletter. AGM will be chaired by the current committee. Special circumstances must be put in writing and submitted to the president prior to meeting commencement. They will then be raised as needed and voted on.
6. Committee
6.1.At each AGM a committee composed of the following shall be elected from amongst the financial members: President, Vice President, Secretary, Merchandise Officer, Treasurer, Public Officer, Events Coordinator, Club Registrar and Marketing and Communications Officer.
6.2.A committee term will run for a 12-month period.
6.2.1. An AGM will be held annually after the financial year.
6.3.Committee positions are to be filled in a manner appropriate to guidelines and objectives set out in this constitution (Sections 1, 7).
6.4.All committee members must conduct themselves and their activities in a way appropriate to the club’s objectives and the club’s members.
6.4.1. All committee members are to have a Working With Children’s Check and this must be recorded with the secretary.
6.5.The committee shall be able to fill all casual vacancies as the need arises subject to the resolution of a general or committee meeting.
6.6.The committee may regulate its own affairs as it sees fit in the best interest of the club. 6.7.Committee members must not use their position for personal gain.
6.8.The committee shall be responsible to the club and shall present an annual report, including a financial statement to the Annual General Meeting.
6.9.Financial members may move a motion at a general meeting to unseat a committee member if it is deemed with good cause and evidence that this person is acting in a way that is detrimental to the club’s objectives. If motion is carried out, this position is to be filled at the same meeting.
6.10. Resignations from a committee position must be in writing & presented to the president or vice president within 7 days of a general meeting. To be retained by the club secretary until the next AGM. Resignations will follow handover procedures as per role descriptions.
6.11. Committee meetings are to be held at least once a month.
6.12. The committee may appoint a sub-committee though they must be a financial member. A full report of sub-committee meetings will be made available to the club committee (Outlined in clause 14.1).
6.13. Committee changeover will be formatted for each role with details of contacts and advice and current for club and position.
6.14. All committee members are to be present 15 minutes prior to opening of all club meetings until the close of such meetings. All committee members will take position on the committee table for the duration of such meetings except for interval period. No committee member may be heavily affected by alcohol, drugs or other illicit substances during any club meetings.
7. Elections
7.1.Nominations must be at the AGM, seconded by a financial member.
7.2.A description of committee position roles will be advertised in a newsletter two months prior to elections.
7.3.Financial members can nominate themselves (Outlined in clause 7.1).
7.4.No Proxy votes. Proxy nominations may be granted due to unforeseen circumstances after committee review. Two weeks’ notice required prior to AGM in writing to the president.
7.5.If no committee position nominations. Current committee members will retain position/s seconded by financial members.
7.6.Voting for committee position will be done by a show of hands on the night. 7.7.Only financial members are to nominate and cast votes.
7.8.Positions of the committee will be filled from President first, then Vice President, Secretary, Treasure, Public Officer, Events Coordinator, Merchandise Officer, Registrar and Marketing and Communications Officer.
7.9.All non-financial members and visitors are welcome but will be asked to abstain from participating in voting at an AGM. Numbers of financial members present at the AGM will be taken from sign in book.
8. Quorum
8.1.The quorum at the general meetings shall be ten financial members or one sixth of the financial membership, whichever is smaller.
8.2.The quorum at the committee meetings shall be one third of the committee or three members, whichever is greater.
9. Treasury
9.1.All monies received shall be deposited in the club’s bank account.
9.2.The end of the financial year will be the 30th June each year. Audit will be done by Public Officer, President and Treasurer.
9.3.Any person or organization may contribute funds to the club.
9.3.1. All financial contributions/sponsorships are to be invoiced, recorded and receipted for the 12 month period with expiry dates listed if requested.
9.4.Expenditure for the president of up to the value of $100 be approved by the committee directly relating to club activities. Not for running expenses (i.e. fuel), to be ratified at the next general meeting. All receipts must be presented for recording and refunding.
9.5.All expenses over $200 are to be put before the members as a motion and voted on before expenditure.
9.6.The treasurer and merchandise officer shall have a float of no more than $100.
9.7.All club cheques are to have 2 signatures from signatories. The club also uses ATM cards linked to the club account. There are 3 cards that are possessed by the president, vice president and treasurer. These are to have 1 committee members approval prior to the transfer of funds to the club cards. Once the approval has been granted and the transaction has been made all transactions are to be provided to the treasurer with a receipt of purchase.
9.8.All monies must be recorded with tax invoice/receipts (Processed as section 9.1).
10. Dissolution
The club shall be dissolved if:
10.1. A resolution to the effect is carried by a three-fifths majority at a general meeting. 28 days’ notice of the proposed resolution having been given to all members.
10.2. The organization shall be dissolved in the event of the membership being less than 5 persons. It may be dissolved upon the vote of a two-thirds majority of members present at a general meeting convened to consider the question: “Any assets on hand shall, after payment of all debts and liabilities, be paid to a charitable or non-profit organisation as
determined by a majority vote of the members present at the meeting dissolving the organization.”
11. Voting
11.1. Each member shall be entitled to one vote and in the event of an equality of voting on any question it shall be resolved by the president who is to hold a casting vote in the event of equality.
12. Amendments
12.1. This constitution may be amended by a three-fifths majority at a general meeting. If any changes are made to the club’s constitution, an updated copy must be submitted to The Department of Fair Trading with associated fee by the club’s public officer as soon as possible of the changes made.
13. Minutes
13.1. Minutes shall be kept for all proceedings at general and committee meetings.
13.2. Minutes of the proceedings shall be presented for confirmation at the next meeting (Outlined in section 5.4).
13.3. Any members voting against a resolution carried at a general meeting and members abstaining from voting shall be entitled to have their dissent or abstention recorded in minutes.
14. General
Subject to this constitution and any directions of the committee shall regulate its own affairs as it sees fit. In the best interest of Hunter Region Street Machine Inc.
14.1. No statements on behalf of, or in the name of the club shall be made except by the president or by the president’s authority.
14.2. The club shall not identify itself in any way whatsoever with any political party or take part in the activities of any such party.
14.3. Members of the committee may take part in a meeting of the committee by means of a conference telephone or other communications device that allows all people taking part to hear each other at the same time (e.g. zoom meeting), with committee permission.
15. Non-Profit Organisation
15.1. The assets and income of the organization shall be applied solely in the furtherance of above mentioned objectives and no portion shall be distributed directly or indirectly to members of the organization except as compensation for services rendered or expenses incurred on behalf of the organization. If there are any out of pocket expenses, a committee member will need a receipt of purchase prior to reimbursement.
16. Liability Disclaimer
16.1. No member shall hold the club or its committee representatives responsible for any injury, loss or damage received whatsoever while attending a club event or while travelling to or from a club event.
16.2. The club shall not be held responsible for the acts of any individual member at any time which may cause damage, loss or injury.
17. Office Bearers
17.1. PRESIDENT – Always provide leadership and act as the manager of the club and contact for club dealings. Conduct themselves in a manner positive to the club’s objectives and its members (as per section 6.7). Holds casting vote in case of a deadlock. Will be familiar with all regulations and constitution items. Conduct and chair club meetings. Provide leadership in all club meetings and club activities. Provide public officer with original club documents and keeping copy for own records. Provide detailed handover information when relinquishing position including contact and actions to be carried out.
17.2. VICE PRESIDENT – In the absence of the President, the Vice President shall assume the duties of the President in all matters. In the absence of both the President and Vice President, any other committee member present at the meeting may stand in for them. Report at general meetings. Do such things as may be directed by the club or the committee. Keep clearly marked and sectioned files for club information. Provide detailed handover information when relinquishing position including contact and actions to be carried out.
17.3. SECRETARY – Prepare all correspondence of the club. Have a copy of all documents belonging to the club except those delegated to the treasurer. Take minutes at general, committee and annual general meetings. Keep full and correct records of all resolutions and proceedings of all meetings of the club. Forward all club documents to the public officer. Do such things as may be directed by the club or the committee. Keep clearly marked and sectioned files for club information. And assist with club memberships. Provide detailed handover information when relinquishing position including contact and actions to be carried out.
17.4. TREASURER – Receive all monies payable to the club and account for the same and his receipt. Deposit all monies received into such bank account or other forms of investment for safe keeping. Make all payments authorized by a resolution of the club members. Keep an account of all monies received and disbursed in a book. Report at general meetings.
17.5. MERCHANDISE MANAGER – To manage all merchandise and volunteers within the merchandise team. Will delegate the tasks to the merchandise team members. The merchandise manager can select whom they see fit to volunteer within the team. Keep records of all stock on hand at any time, including contact and actions to be carried out. Order and source stock replacement, subject to the resolution at a general meeting. Keep detailed records of expenses and sales regarding merchandise. Provide records for cross reference with the treasurer when requested. Be available for all enquiries or purchase club merchandise or designate another member to do so. Report at general meetings and relay all information from committee and general meetings to the merchandise team members. Provide detailed handover information when relinquishing position including contact and actions to be carried out.
17.6. PUBLIC OFFICER – Be responsible for all the Department of Fair Trading paperwork to be completed each year. Keep insurance details and policies up to date and current. Keep all original documents belonging to the club for a period of seven years. Do such other things as may be directed by the club or the committee. Provide the secretary with copies of all club documents keeping originals. Keep clearly marked and sectioned files for club information. Provide detailed handover information when relinquishing position including contact and actions to be carried out.
17.7. REGISTRAR MANAGER – To manage all Registration (CVS) and volunteers within the Registration team. Will delegate the tasks to the Registration team members. The Registration manager can select whom they see fit to volunteer within the team. Follow and implement all regulations and guidelines as set out by RMS NSW. Be familiar and up to date with regulations regarding conditional registration with RMS NSW. Notify RMS NSW of any changes within the club as required in this position. Keep up to date listings of “official” club outings, events and invitations. Report at every meeting. Keep clearly marked and sectioned files for club information. Provide detailed handover information when relinquishing position including contact and actions to be carried out.
17.8. EVENTS MANAGER – To manage all Events and volunteers within the events team. Will delegate the tasks to the events team members. The events manager can select whom they see fit to volunteer within the team. Oversee the Organisation of suitable events for the club members’ participation keeping all members and families in mind. Suitable events would include such things as show’n’shines, cruises, social outings and car shows. These events may be organised in the name of HUNTER REGION STREET MACHINE INC or may be events organised by other clubs or organisations that the members may wish to participate in. Promote in a positive manner events to members in meetings and in monthly newsletter. Provide details of each event such at meeting place, leaving times, provisions, directions, etc. Keep event information up to date via all means of disposal. The Events Manager may call on other members for assistance in organising these events. Members will be expected to extend as much assistance as possible when called upon to do so. Any reasonable costs incurred during the organisation of these events may be met from the club finances if passed by members at a general meeting. Report at general meetings and relay all information from committee and general meetings to the merchandise team members. Provide detailed handover information when relinquishing position including contact and actions to be carried out.
17.9. MARKETING AND COMMUNICATION OFFICER – Ensure the positive promotion and positioning of the club, its activities and members and sponsors through the direct liaison and across all media platforms. Produce and maintain content and material in accordance with the club constitution and profile to attract prospective members and new sponsors. Report at general meetings. Provide detailed handover information when relinquishing position including contact and actions to be carried out.
18. Classic Vehicle Registration
A classic vehicle must be:
18.1. 30 years of age or older
18.2. Up to 3.5 tonnes Gross Vehicle Mass
18.3. Not being a plant vehicle or trailer, and
18.4. Complying with the relevant NSW vehicle standards
19. Club Events
19.1. Events marked out on the club events calendar as club event.
19.2. Events organised by another club or recognised organisations.
20. Responsibility of Club Members
20.1. The onus is at all times on the applicant/registered operator/driver to provide evidence that the classic vehicle is being used in accordance with the Conditions of Operation and pay any fees for CVS.
20.2. All enquiries must be direct to the Club Registrar. Individual approaches to the Roads and Maritime Services are not permitted.
20.3. Classic number plates are issued to a member of the club and are not transferrable either to another vehicle or person in the event of the vehicle being sold.
20.4. Plates must be immediately returned to RMS in the event of the sale of the vehicle on which they are issued. Upon the member’s resignation from the club.
20.5. At the directive of the club committee.
20.6. If the Club Registrar or committee members consider the vehicle has been made unsafe or altered after it has been registered on classic registration.
20.7. If the owner/driver is seen to be breaking road rules.
20.8. Any behaviour that reflects badly on the club.
20.9. Plates are issued in the belief that the members’ prime intended use is for club outings or events. The registrar has the right to reconsider eligibility for issue should this be the case or if the vehicle does not attend any club outings or events during this year without good cause. Failure to return plates will result in immediate notification to the RMS by the club.
20.10. Proof of club membership must be provided to the RMS on the 1835 RMS form prior to establishing or renewing conditional registration.
20.11. Two number plates must be shown on the vehicle (front and rear).
20.12. A physical hard copy of registration papers, engineers report, blue slip, or pink slip and any other relevant documents to be delivered to the club registrar.
20.13. Notify the registrar of any infringements or defects the car has received at any time on club plates.
20.14. Notify registrar of registration cancellation within seven days.
20.15. Notify the registrar of any changes to the car immediately.
20.16. Entitlement to meet HRSM club registration requirements for renewal is that the member must attend a minimum of 3 events / meetings per annum. Along with any other club special directives that may be given throughout the year
20.17. Club registration is considered to be a privilege, not an entitlement thus the club committee has final discretion on registration approvals