Club Constitution and Policies

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Club Constitution

RULES OF ASSOCIATION OF

4WD ADVENTURE CLUB SUNSHINE COAST INC.

Incorporation No. IA29374

June 2025

4WD Adventure Club Sunshine Coast Inc.

www.4wdadventure.club

Associations Incorporation Act Rules of Association

of 4WD Adventure Club Sunshine Coast Inc. 2025

Table of Contents

Rule

Name
Objectives
Powers
Classes of Membership
New Membership
Membership Fees
Admission and Rejection of Members
Termination of membership
Appeal against rejection or termination of membership
Register of Members
Prohibition on Use of Information on Register of Members
The Secretary
Membership of Management Committee
Resignation or Removal from Office of Member of Management Committee
Vacancies on Management Committee
Functions of the Management Committee
Meetings of management committee
Quorum for, and adjournment of, management committee meeting.
Special meeting of management committee.
Minutes of management committee meetings.
Appointment of subcommittees
Acts not affected by defects or disqualifications.
Resolutions of management committee without meeting
General Committee Members
First annual general meeting
Subsequent annual general meeting.
Business to be conducted at Annual General meeting of other level 3 incorporated associations.
Notice of General Meeting.
Quorum for, and adjournment of, general meetings.
Procedure for the general meeting
Voting at general meeting
Special general meeting
Proxies
Minutes of general meeting.
By Laws
Alteration of rules
Funds and accounts.
General financial matters
Documents
Financial Year
Distribution of surplus assets to another entity
Property

Name

The name of the incorporated association is 4WD Adventure Club Sunshine Coast Inc. (the association).

Objectives

The objects of the association are

1. To foster, encourage and advance interests in off road, off highway travel, camping and conservation;
2. To provide facilities for the exchange of information among members and to act in any way which will promote a continuing interest in conservation of our Flora and Fauna for future recreation and enjoyment.
3. To encourage and where possible, to assist members with the acquisition, construction and maintenance of vehicles.
4. To keep a register of club members vehicles.
5. To promote the continuous use of National Parks, Forestry and Crown land for recreational use.
6. To promote, organise and manage club activities and expeditions, always keeping conservation to the fore.
7. To promote and organise any social activity that will promote enjoyment and fellowship between members.
8. To ensure the correct presentation of the recreational use of four-wheel drive vehicles.

Powers

The association has the powers of an individual.
The association may, for example -
1. enter into contracts; and
2. acquire, hold, deal with and dispose of property; and
3. make charges for services and facilities it supplies; and
4. do other things necessary or convenient to be done in carrying out its affairs.
The association may take over the funds and other assets and liabilities of the present unincorporated association known as the [to be completed] (the unincorporated association).
The association may also issue secured and unsecured notes, debentures and debenture stock for the association.

Classes of members

The membership of the association consists of:

FINANCIAL MEMBERS – can be individual/single over the age of 17 or families /couples spouse partner relationship whose age is 18 years and above, and who are interested in the objects of the club. Children and or dependents fall under the umbrella of their family’s membership and shall have no voting rights.

Family /Couple memberships – husband/wife/partner in the family unit will have 1 vote each and a maximum total of 2 votes per family membership

INDIVIDUAL MEMBERSHIP

Individual /Single – Once a single member falls under the meaning of subsection 4.1 then the member must upgrade their membership details. Single members have 1 vote

LIFE MEMBERSHIP may only be elected at the Annual Geral Meeting. All members must be notified in writing of such nomination prior to the meeting. Only one Life Membership will be granted per year. Election must be by no less than two thirds (2/3) majority of members attending and eligible to vote. Life members shall be granted financial membership privileges, without having to pay the annual membership fee provided they meet membership activity requirements as per Club’s By Law’s. A life member shall complete a yearly membership form. Life members have one vote each.

Criteria for nomination of Life Membership

A life member shall be a natural person who has shown outstanding service to the Club.

the nominee must have been an active and continuous member for at least the last fifteen years of the Club and must have served as an office holder on the committee of the Club for at least eight of the last fifteen years. Active is taken to mean that the member regularly participates in club events and meetings and that the member is a known presence within the Club.
a member may be nominated for life membership by any other member, with their nomination to be presented to the management committee for consideration.
all nominations are to be supported in writing to the club secretary, considering the eligibility criteria 2 months prior to the next AGM.
the management committee shall consider all nominations put before it and, upon the recommendation of the management committee, the nomination shall be put to a vote of the members.

Criteria can be updated from time to time as per Club’s By Laws.

TEMPORARY MEMBERSHIP – All club visitors are required to become temporary members as defined in the club’s by-laws and have no voting rights and cannot hold any committee position. Social Members fall under temporary membership.

OTHER MEMBERSHIP – membership offered by the management committee from time to time as per the Club’s By Laws.

The number of Financial and Temporary members is unlimited, with the number of Life Members being limited from time to time, as the Management committee sees fit.

AUTOMATIC MEMBERSHIPS - A person who, on the day the association is incorporated, was a member of the unincorporated association and who, on or before a day fixed by the management committee, agrees in writing to become a member of the incorporated association, must be admitted by the management committee -
1. to the equivalent class of membership of the association as the member held in the unincorporated association; or
2. if there is no equivalent class of membership - as an ordinary member.

New Memberships

An application for membership must be -
1. in writing; and
2. signed by the applicant or online digital acceptance of; and
3. in the form decided by the management committee.

Membership fees

The membership fee for each financial membership and for each other class of membership (if any) -
1. is the amount decided by the members from time to time at a general meeting; and
2. is payable when, and in the way, the management committee decides.
A member of the incorporated association who, before becoming a member, has paid the members annual subscription for membership of the unincorporated association on or before a day fixed by the management committee, is not liable to pay a further amount of annual subscription for the period before the day fixed by the management committee as the day on which the next annual subscription is payable.

Admission and rejection of new members

An application will be considered when the club receives:
1. the application for membership; and
2. the appropriate membership fee for the application.
The secretary of the association must, as soon as practicable, after the decision to accept or reject an application, give the applicant a written notice of the decision.
Each new member will have access to a copy of the Club rules and Bylaws, including any amendments online or via email requested to the secretary.
All new financial members will be on probation for a period of 3 months, after which time will be automatically granted full financial membership, unless the membership is challenged in writing to the management committee, during this period of probation at which time a vote of a simple majority at a general meeting will be all that is needed to cancel the membership.

When Membership Ends

A member may resign from the association by giving a written notice of resignation to the secretary.
Resignation takes effect at—
1. the time the notice is received by the secretary; or
2. if a later time is stated in the notice—the later time.
Membership automatically ends if a member’s fees are in arrears for at least 2mths.
The management committee may terminate a member’s membership if the member -
1. is convicted of an indictable offence; or
2. does not comply with any of the provisions of these rules; or
3. has membership fees in arrears for at least 2 months. To rejoin the club a new application must be submitted and ―New membership fee will be payable.
4. conducts himself or herself in a way considered to be injurious or prejudicial to the character or interests of the association.
Before the management committee terminates a member’s membership, the committee must give the member a full and fair opportunity to show why the membership should not be terminated.
If, after considering all representations made by the member, the management committee decides to terminate the membership, the secretary of the committee must give the member written notice of the decision.
On termination or resignation of membership all 4WD Adventure Club Sunshine Coast Inc all promotional materials, i.e. vehicle stickers etc., must be removed within 7 days.

Appeal against rejection or termination of membership

A person whose application for membership has been rejected, or whose membership has been terminated, may give the secretary written notice of the person’s intention to appeal against the decision.
A notice of intention to appeal must be given to the secretary within 1 month after the person receives written notice of the decision.
If the secretary receives a notice of intention to appeal, the secretary must, within 1 month after receiving the notice, call a general meeting to decide the appeal.

General meeting to decide appeal

The general meeting to decide an appeal must be held within 3 months after the secretary receives the notice of intention to appeal.
At the meeting, the applicant must be given a full and fair opportunity to show why the application should not be rejected or the membership should not be terminated.
Also, the management committee and the members of the committee who rejected the application or terminated the membership must be given a full and fair opportunity to show why the application should be rejected or the membership should be terminated.
An appeal must be decided by a majority vote of the members present and eligible to vote at the meeting by means of a secret ballot.
If a person whose application for membership has been rejected does not appeal against the decision within 1 month after receiving written notice of the decision, or the person appeals but the appeal is unsuccessful, the secretary must, as soon as practicable, refund the membership fee paid by the person.

The management committee must keep a register of members of the association.
The register must include the following particulars for each member -
1. the full name of the member and their partners and dependents and or children,
2. the postal or residential address of the member,
3. the contact details of members,
4. the date of admission as a member,
5. the date of death or time of resignation of the member,
6. details about the termination or reinstatement of membership,
7. any other particulars the management committee or the members at a general meeting decide.
The register must be open for inspection by members of the association at all reasonable times.
A member must contact the secretary to arrange an inspection of the register.
However, the management committee may, on the application of a member of the association, withhold information about the member (other than the members full name) from the register available for inspection if the management committee has reasonable grounds for believing the disclosure of the information would put the member at risk of harm.

Prohibition on use of information on register of members

A member of the association must not -
1. use information obtained from the register of members of the association to contact, or send material to, another member of the association for the purpose of advertising for political, religious, charitable or commercial purposes; or
2. disclose information obtained from the register to someone else, knowing that the information is likely to be used to contact, or send material to, another member of the association for the purpose of advertising for political, religious, charitable or commercial purposes.
Sub rule (1) does not apply if the use or disclosure of the information is approved by the association.

The Secretary

Appointment or election of secretary

The secretary must be an individual residing in Queensland, or in another State but not more than 65km from the Queensland border, who is -
1. a member of the association elected by the association as secretary; or
2. any of the following persons appointed by the management committee as secretary -
  1. a member of the associations management committee;
  2. another member of the association;
  3. another person.
If the association has not elected an interim officer as secretary for the association before its incorporation, the members of the management committee must ensure a secretary is appointed or elected for the association within 1 month after incorporation.
If a vacancy happens in the office of secretary, the members of the management committee must ensure a secretary is appointed or elected for the association within 1 month after the vacancy happens.
If the management committee appoints a person mentioned in subrule (1)(b)(ii) as secretary, other than to fill a casual vacancy on the management committee, the person does not become a member of the management committee.
However, if the management committee appoints a person mentioned in subrule (1)(b)(ii) as secretary to fill a casual vacancy on the management committee, the person becomes a member of the management committee.
If the management committee appoints a person mentioned in subrule (1)(b)(iii) as secretary, the person does not become a member of the management committee.
In this rule - casual vacancy, on a management committee, means a vacancy that happens when an elected member of the management committee resigns, dies or otherwise stops holding office.

Removal of secretary

The management committee of the association may at any time remove a person appointed by the committee as the secretary.
If the management committee removes a secretary who is a person mentioned in rule 15(1)(b)(i), the person remains a member of the management committee.
If the management committee removes a secretary who is a person mentioned in rule 15(1)(b)(ii) and who has been appointed to a casual vacancy on the management committee under rule 15(5), the person remains a member of the management committee.

Functions of secretary

The secretary’s functions include, but are not limited to -

1. calling meetings of the association, including preparing notices of a meeting and of the business to be conducted at the meeting in consultation with the president of the association; and
2. keeping minutes of each meeting; and
3. keeping copies of all correspondence and other documents relating to the association; and
4. maintaining the register of members of the association.

Membership of management committee

The management committee of the association consists of a president, treasurer, vice president , secretary and any other members the association members elect at a general meeting.
A member of the management committee, other than a secretary appointed by the management committee under rule 15(1)(b)(iii), must be a member of the association.
At each annual general meeting of the association, the members of the management committee must retire from office, but are eligible, on nomination, for re-election.
A member of the association may be appointed to a casual vacancy on the management committee under rule 15.
The term of office of a member is twelve months from the date of the Annual General Meeting

Electing the management committee

A member of the management committee may only be elected as follows—
1. any 2 members of the association may nominate another member (the candidate) to serve as a member of the management committee;
2. the nomination must be—
  1. in writing; and
  2. signed by the candidate and the members who nominated him or her; and
  3. given to the secretary at least 14 days before the annual general meeting at which the election is to be held;
3. each member of the association present and eligible to vote at the annual general meeting may vote for 1 candidate for each vacant position on the management committee;
4. if, at the start of the meeting, there are not enough candidates nominated, nominations may be taken from the floor of the meeting.
A person may be a candidate only if the person—
1. is an adult; and
2. is not ineligible to be elected as a member under section 61A of the Act.
A list of the candidates’ names in alphabetical order, with the names of the members who nominated each candidate, must be posted in a conspicuous place in the office or usual place of meeting of the association or clubs’ website for at least 7 days immediately preceding the annual general meeting.
If required by the management committee, balloting lists must be prepared containing the names of the candidates in alphabetical order.
The management committee must ensure that, before a candidate is elected as a member of the management committee, the candidate is advised—
1. whether or not the association has public liability insurance; and
2. if the association has public liability insurance - the amount of the insurance.

Resignation, removal or vacation of office of management committee member

A member of the management committee may resign from the committee by giving written notice of resignation to the secretary.
The resignation takes effect at—
1. the time the notice is received by the secretary; or
2. if a later time is stated in the notice—the later time.
A member may be removed from office at a general meeting of the association if a majority of the members present and eligible to vote at the meeting vote in favor of removing the member. Vote will be taken via secret ballot.
Before a vote of members is taken about removing the member from office, the member must be given a full and fair opportunity to show cause why he or she should not be removed from office.
A member has no right of appeal against the members removal from office under this rule.
A member immediately vacates the office of member in the circumstances mentioned in section 64(2) of the Act.

Vacancies on management committee

If a casual vacancy happens on the management committee, the continuing members of the committee may appoint another member of the association to fill the vacancy until the next annual general meeting.
The continuing members of the management committee may act despite a casual vacancy on the management committee.
However, if the number of committee members is less than the number fixed under rule
(1) as a quorum of the management committee, the continuing members may act only to—
1. increase the number of management committee members to the number required for a quorum; or
2. call a general meeting of the association.

Functions of management committee

Subject to these rules or a resolution of the members of the association carried at a general meeting, the management committee has the general control and management of the administration of the affairs, property and funds of the association.
The management committee has authority to interpret the meaning of these rules and any matter relating to the association on which the rules are silent, but any interpretation must have regard to the Act, including any regulation made under the Act.

Note –

The Act prevails if the associations rules are inconsistent with the Act - see section 1B of the Act.

The management committee may exercise the powers of the association -
1. to borrow, raise or secure the payment of amounts in a way the members of the association decide; and
2. to secure the amounts mentioned in paragraph (a) or the payment or performance of any debt, liability, contract, guarantee or other engagement incurred or to be entered into by the association in any way, including by the issue of debentures (perpetual or otherwise) charged upon the whole or part of the associations property, both present and future; and
3. to purchase, redeem or pay off any securities issued; and
4. to borrow amounts from members and pay interest on the amounts borrowed; and
5. to mortgage or charge the whole or part of its property; and
6. to issue debentures and other securities, whether outright or as security for any debt, liability or obligation of the association; and
7. to provide and pay off any securities issued; and
8. to invest in a way the members of the association may from time to time decide.
For subrule (3)(d), the rate of interest must not be more than the current rate being charged for overdrawn accounts on money lent (regardless of the term of the loan) by -
1. the financial institution for the association; or
2. if there is more than 1 financial institution for the association - the financial institution nominated by the management committee.

Meetings of management committee

Subject to this rule, the management committee may meet and conduct its proceedings as it considers appropriate.
The management committee must meet at least once every 2 months to exercise its functions.
The management committee must decide how a meeting is to be called.
Notice of a meeting is to be given in the way decided by the management committee.
The management committee may hold meetings, or permit a committee member to take part in its meetings, by using any technology that reasonably allows the member to hear and take part in discussions as they happen.
A committee member who participates in the meeting as mentioned in subrule (5) is taken to be present at the meeting.
A question arising at a committee meeting is to be decided by a majority vote of members of the committee present at the meeting and, if the votes are equal, the question is decided in the negative.
A member of the management committee must not vote on a question about a contract or proposed contract with the association if the member has an interest in the contract or proposed contract and, if the member does vote, the members vote must not be counted.
The president is to preside as chairperson at a management committee meeting.
If there is no president or if the president is not present within 10 minutes after the time fixed for a management committee meeting, the members may choose 1 of their number to preside as chairperson at the meeting.

Quorum for, and adjournment of, management committee meeting

At a management committee meeting, more than 50% of the members elected to the committee as at the close of the last general meeting of the members form a quorum.
If there is no quorum within 30 minutes after the time fixed for a management committee meeting called on the request of members of the committee, the meeting lapses.
If there is no quorum within 30 minutes after the time fixed for a management committee meeting called other than on the request of the members of the committee—
1. the meeting is to be adjourned for at least 1 day; and
2. the members of the management committee who are present are to decide the day, time and place of the adjourned meeting.
If, at an adjourned meeting mentioned in subrule (3), there is no quorum within 30 minutes after the time fixed for the meeting, the meeting lapses.

Special meeting of management committee

If the secretary receives a written request signed by at least 33% of the members of the management committee, the secretary must call a special meeting of the committee by giving each member of the committee notice of the meeting within 14 days after the secretary receives the request.
If the secretary is unable or unwilling to call the special meeting, the president must call the meeting.
A request for a special meeting must state -
1. why the special meeting is called; and
2. the business to be conducted at the meeting.
A notice of a special meeting must state -
1. the day, time and place of the meeting; and
2. the business to be conducted at the meeting.
A special meeting of the management committee must be held within 14 days after notice of the meeting is given to the members of the management committee.

Minutes of management committee meetings

The secretary must ensure full and accurate minutes of all questions, matters, resolutions and other proceedings of each management committee meeting are entered in a minute book.
To ensure the accuracy of the minutes, the minutes of each management committee meeting must be signed by the chairperson of the meeting, or the chairperson of the next management committee meeting, verifying their accuracy.

Appointment of subcommittees

The management committee may appoint a subcommittee consisting of members of the association considered appropriate by the committee to help with the conduct of the associations operations.
A member of the subcommittee who is not a member of the management committee is not entitled to vote at a management committee meeting.
A subcommittee may elect a chairperson of its meetings.
If a chairperson is not elected, or if the chairperson is not present within 10 minutes after the time fixed for a meeting, the members present may choose 1 of their number to be chairperson of the meeting.
A subcommittee may meet and adjourn as it considers appropriate.
A question arising at a subcommittee meeting is to be decided by a majority vote of the members present at the meeting and, if the votes are equal, the question is decided in the negative.

Acts not affected by defects or disqualifications

An act performed by the management committee, general committee members a subcommittee or a person acting as a member of the management committee is taken to have been validly performed.
Subrule (1) applies even if the act was performed when -
1. there was a defect in the appointment of a member of the management committee, general committee, subcommittee or person acting as a member of the management committee; or
2. a management committee member, general committee, subcommittee member or person acting as a member of the management committee was disqualified from being a member.

Resolutions of management committee without meeting

A written resolution signed by each member of the management committee is as valid and effectual as if it had been passed at a committee meeting that was properly called and held.
A resolution mentioned in subrule (1) may consist of several documents in like form, each signed by 1 or more members of the committee.

General Committee Members

Can be elected at either an Annual General Meeting or a General Meeting.
Fill roles to assist the management committee in the operations of the club and cannot hold their own meetings.
Are not members of the management committee and not entitled to vote at any management committee meeting they may be invited to attend.
General Committee Roles: as per Club By Laws

First annual general meeting

The first annual general meeting must be held within 6 months after the end date of the association's first reportable financial year.

Subsequent annual general meetings

Each subsequent annual general meeting must be held -

at least once each year; and
within 6 months after the end date of the association's reportable financial year.

Business to be conducted at annual general meeting of other level 3 incorporated associations

This rule applies only if the association is a level 3 incorporated association to which section 59B of the Act applies.
The following business must be conducted at each annual general meeting of the association -
1. receiving the association's financial statement, and signed statement, for the last reportable financial year;
2. presenting the financial statement and signed statement to the meeting for adoption;
3. electing members of the management committee.

Notice of general meeting

The secretary may call a general meeting of the association.
The secretary must give at least 14 days’ notice of the meeting to each member of the association.
If the secretary is unable or unwilling to call the meeting, the president must call the meeting.
The management committee may decide the way in which the notice must be given.
However, notice of the following meetings must be given in writing—
1. a meeting called to hear and decide the appeal of a person against the management committee's decision—
  1. to reject the person's application for membership of the association; or
  2. to terminate the person's membership of the association;
2. a meeting called to hear and decide a proposed special resolution of the association.
A notice of a general meeting must state the business to be conducted at the meeting.

Quorum for, and adjournment of, general meeting

The quorum for a general meeting is at least the number of members elected or appointed to the management committee at the close of the association's last general meeting plus 1.
However, if all members of the association are members of the management committee, the quorum is the total number of members less 1.
No business may be conducted at a general meeting unless there is a quorum of members when the meeting proceeds to business.
If there is no quorum within 30 minutes after the time fixed for a general meeting called on the request of members of the management committee or the association, the meeting lapses.
If there is no quorum within 30 minutes after the time fixed for a general meeting called other than on the request of members of the management committee or the association—
1. the meeting is to be adjourned for at least 7 days; and
2. the management committee is to decide the day, time and place of the adjourned meeting.
The chairperson may, with the consent of any meeting at which there is a quorum, and must if directed by the meeting, adjourn the meeting from time to time and from place to place.
If a meeting is adjourned under subrule (6), only the business left unfinished at the meeting from which the adjournment took place may be conducted at the adjourned meeting.
The secretary is not required to give the members notice of an adjournment or of the business to be conducted at an adjourned meeting unless a meeting is adjourned for at least 30 days.
If a meeting is adjourned for at least 30 days, notice of the adjourned meeting must be given in the same way notice is given for an original meeting.

Procedure at general meeting

A member may take part and vote in a general meeting in person, by proxy, by attorney or by using any technology that reasonably allows the member to hear and take part in discussions as they happen.
A member who participates in a meeting as mentioned in subrule (1) is taken to be present at the meeting.
At each general meeting—
1. the president is to preside as chairperson; and
2. if there is no president or if the president is not present within 15 minutes after the time fixed for the meeting or is unwilling to act, the members present must elect 1 of their number to be chairperson of the meeting; and
3. the chairperson must conduct the meeting in a proper and orderly way.

Voting at general meeting

At a general meeting, each question, matter or resolution, other than a special resolution, must be decided by a majority of votes of the members present.
Each membership present and eligible to vote is entitled to Family membership 2 votes and Single / Individual memberships 1 vote and, if the votes are equal, the chairperson has a casting vote as well as a primary vote.‖
A member is not entitled to vote at a general meeting if the member's annual subscription is in arrears at the date of the meeting.
The method of voting is to be decided by the management committee.
However, if at least 20% of the members present demand a secret ballot, voting must be by secret ballot.
If a secret ballot is held, the chairperson must appoint 2 members to conduct the secret ballot in the way the chairperson decides.
The result of a secret ballot as declared by the chairperson is taken to be a resolution of the meeting at which the ballot was held.

Special general meeting

The secretary must call a special general meeting by giving each member of the association notice of the meeting within 14 days after -
1. being directed to call the meeting by the management committee; or
2. being given a written request signed by -
  1. at least 33% of the number of members of the management committee when the request is signed; or
  2. at least the number of ordinary members of the association equal to double the number of members of the association on the management committee when the request is signed plus 1; or
3. being given a written notice of an intention to appeal against the decision of the management committee -
  1. to reject an application for membership; or
  2. to terminate a person's membership.
A request mentioned in subrule (1)(b) must state -
1. why the special general meeting is being called; and
2. the business to be conducted at the meeting.
A special general meeting must be held within 3 months after the secretary -
1. is directed to call the meeting by the management committee; or
2. is given the written request mentioned in subrule (1)(b); or
3. is given the written notice of an intention to appeal mentioned in subrule (1)(c).
If the secretary is unable or unwilling to call the special meeting, the president must call the meeting.

Proxies

An instrument appointing a proxy must be in writing and be in the following or similar form- [Name of association]:

I, …………………………………………… of ……………………………………………., being a member of the

association, appoint ……………..………………..of …………………………………… as my proxy to vote for me on my behalf at the (annual) general meeting of the association, to be held on the …………………day of …………. 20…. and at any adjournment of the meeting. Signed this ……….. day of …………..20…

Signature ………………………………….

The instrument appointing a proxy must –
1. if the appointor is an individual - be signed by the appointor or the appointor's attorney properly authorised in writing; or
2. if the appointor is a corporation -
  1. be under seal; or
  2. be signed by a properly authorised officer or attorney of the corporation.
A proxy may be a member of the association or another person.
The instrument appointing a proxy is taken to confer authority to demand or join in demanding a secret ballot.
Each instrument appointing a proxy must be given to the secretary before the start of the meeting or adjourned meeting at which the person named in the instrument proposes to vote.
Unless otherwise instructed by the appointor, the proxy may vote as the proxy considers appropriate.
If a member wants a proxy to vote for or against a resolution, the instrument appointing the proxy must be in the following or similar form -

[Name of association]:

I, …………………………………………… of ……………………………………………., being a member of the

Signature ………………………………….

This form is to be used *in favour of/*against [strike out whichever is not wanted]the following resolutions-

[List relevant resolutions]

Minutes of general meetings

The secretary must ensure full and accurate minutes of all questions, matters, resolutions and other proceedings of each general meeting are entered in a minute book.
To ensure the accuracy of the minutes—
1. the minutes of each general meeting must be signed by the chairperson of the meeting, or the chairperson of the next general meeting, verifying their accuracy; and
2. the minutes of each annual general meeting must be signed by the chairperson of the meeting, or the chairperson of the next meeting of the association that is a general meeting or annual general meeting, verifying their accuracy.
If asked by a member of the association, the secretary must, within 28 days after the request is made—
1. make the minute book for a particular general meeting available for inspection by the member at a mutually agreed time and place; and
2. give the member copies of the minutes of the meeting.
The association may require the member to pay the reasonable costs of providing copies of the minutes.

By-laws

The management committee may make, amend or repeal by-laws, not inconsistent with these rules, for the internal management of the association.
A by-law may be set aside by a vote of members at a general meeting of the association.

Alteration of rules

Subject to the Act, these rules may be amended, repealed or added to by a special resolution carried at a general meeting.
However an amendment, repeal or addition is valid only if it is registered by the chief executive.

Funds and accounts

The funds of the association must be kept in an account in the name of the association in a financial institution decided by the management committee.
Records and accounts must be kept in the English language showing full and accurate particulars of the financial affairs of the association.
All amounts must be deposited in the financial institution account as soon as practicable after receipt.
A payment by the association of $100 or more must be made by electronic funds transfer.
A petty cash account must be kept on the imprest system, and the management committee must decide the amount of petty cash to be kept in the account.
All expenditure must be approved or ratified at a management committee meeting.
If a payment of $100 or more is made by electronics fund transfer the transfer must be authorised by any 2 of the following-
1. the president
2. the secretary
3. the treasurer
4. any 1 of 3 other members of the association who have been authorised by the management committee to sign cheques issued by the association
All expenditure of $1000 or more to be approved by a majority of members electronically or a general meeting .

General financial matters

On behalf of the management committee, the treasurer must, as soon as practicable after the end date of each financial year, ensure a financial statement for its last reportable financial year is prepared.
The income and property of the association must be used solely in promoting the association's objects and exercising the association's powers

Documents

The management committee must ensure the safe custody of books, documents, instruments of title and securities of the association.

Financial year

The end date of the association's financial year is 30^th June each year.

Distribution of surplus assets to another entity

This rule applies if the association—
1. is wound-up under part 10 of the Act; and
2. has surplus assets.
The surplus assets must not be distributed among the members of the association.
The surplus assets must be given to another entity -
1. having objects similar to the association's objects; and
2. the rules of which prohibit the distribution of the entity's income and assets to its members.
In this rule - surplus assets see section 92(3) of the Act.

Property – 4WD Adventure Club Sunshine Coast Inc.

All property purchased by the association is to be held and cared for by the Gear Steward or Trip Co-Ordinator’s or by a person directed and accepted by the membership.
Permission must be requested by club members wishing to use club equipment at other times.
Members wishing to use club equipment will contact Gear Steward or Trip Co-Ordinator’s or a person directed and accepted by the membership who in turn will either bring the request to the General Meeting or Management Committee Members.
When approved member must arrange safe, secure transport and storage for item.
Property loaned must only be used for the ―intended use‖ of that item.
The property loaned must be returned in good working order, clean and undamaged.
All damage and maintenance and replacement is to be paid by the borrower.
All property loaned is to be recorded in the Property Log and signed for by the borrower and co-signed by the club representative.
The club takes no responsibility or liability arising from incidents/accidents pertaining to the equipment loaned out for private functions.
All club equipment must be clearly marked: ―Property of the 4WD Adventure Club Sunshine Coast Inc.‖
All club equipment must be entered into ―Property Log‖ which is to be held jointly by the Gear Steward or Trip Co-Ordinator’s or by a person directed and accepted by the membership and Secretary.
The property log is to be displayed to members twice yearly.
A yearly stock take is to be performed by the Gear Steward or Trip Co-Ordinator’s and Secretary is to update ―Property Log.
Members found using club property without permission will be charged full hiring commercial hiring fees.

Club By-Laws

4WD Adventure Club Sunshine Coast Inc. (“Club”). August 2025 BY-LAWS

REGULATIONS

All members and temporary members shall always abide by these By-laws, other Club rules, regulations laid down by all government authorities and the requirements of owners of private property.

2.0 CLUB IDENTIFICATION

Any member who at any time can be identified with the Club either visibly or in any way whatsoever shall be bound to comply with these By-laws for the full duration of the time in which such identification may be possible. All Club identification must be removed from vehicles prior to disposal.

3.0 DISCIPLINE

All financial members and temporary members participating in Club activities, events, and trips (“activities”) shall always abide by the directions and instructions of the appointed activity leader and/or their representative for the activity, in respect of: (a) safety of other members (b) fire precautions (c) care and respect of or for private property (d) consumption of alcohol. (e) foul language and any other matter consistent with the Club’s rules, by-laws, interests, and philosophy as the activity leader may see fit.

4.0 DUTY OF CARE

All persons participating in activities must acknowledge that the activities thereon can be inherently dangerous and that they undertake the activities of their own free will, always accepting full responsibility for their own actions whilst engaged on the activity. All persons participating in activities must agree to indemnify and keep indemnified the Club, its authorized officers, the leader and his/her assistants from all claims and litigation howsoever arising. Guardians should sign for under 17-year-old participants. Everyone should take care to ensure that workplace health and safety measures are put in place to ensure safety for everyone. Use suitable personal protective equipment and clothing when necessary. Vehicles are not to be left unattended with their engines running. Monitor alcohol and drug use particularly when using motor vehicle or camp equipment. Abide by the rules and regulations of the various government agencies that govern our Club’s operations and activities and obtain all necessary permissions and permits.

5.0 Alcohol

Alcohol may be consumed in moderation during meal breaks and at the conclusion of the day’s activities. It is the driver’s responsibility to maintain a legal alcohol limit according to the law for the class of licence held. This includes camping trips.

6.0 GENERATORS

Restrictions apply in many parks and at the discretion of land managers. The leader of the activity has the final say as to their use.

7.0 LAND MANAGERS

Follow all instructions laws and acts imposed by land managers. Obtain permission to enter their land. Seek permission before driving on private land. Do not disturb livestock or watering points, and leave gates as found.

8.0 Noise

Noise should be kept to a minimum with respect for other campers, public and abide by campground rules.

9.0 DOMESTIC PETS

The Club has a no pet policy on all club events. (Registered Assistance dogs exempt where allowed by law)

10.0 OFF ROAD DRIVING

Obey the laws and regulations for recreational vehicles that apply to public lands and any signs etc. displayed by land managers.

11.0 ON ROAD DRIVING

Obey all the laws and regulations that apply to vehicles on public and private roads.

12.0 MEMBERSHIP

As per membership information on club website and club online membership forms. Membership runs for a period of 12 months from date of membership.

12.1 There is a 3 months’ probation period for all new members.

12.2 If a member allows their membership to expire, they will not be able to attend any club events until membership renewal fees are paid.

12.3 If membership fees are in arrears for at least 2 months, as per the club’s constitution, membership will end. To re-join the club a new application for membership must be submitted and a new membership fee will be payable.

12.4 The Management Committee may at its discretion apply special promotional membership fees for unique events eg. 4X4 Show.

13.0 TEMPORARY MEMBERS

Temporary Membership is for a period of no more than 3 months (not including monthly general meetings). After this time the membership is cancelled unless upgraded to full financial member. Some club events are for financial members only.

13.1 Members who bring along Temporary Members on trips shall always be responsible for the behaviour of their Temporary Members when engaged in any Club activity. All Temporary Members can only drive on green and blue rated trips.

14.0 Visitors

Under the Clubs Insurance policy any visitors must become temporary members before attending an event.

15.0 CLUB PROPERTY

Club property shall be under the control of the Gear Steward appointed at the AGM. Club property shall be used only on official Club activities or otherwise by arrangement with the Management Committee.

16.0 MEMBERSHIP ACTIVITY REQUIREMENTS

All members must be active and are encouraged to attend two trips (not including Christmas Party) and two meetings per year. This requirement is at the discretion of the management committee.

17.0 DRIVER AWARENESS PROGRM (DAP)

All financial members must complete the club’s awareness program before they can drive on trips rated above blue (medium).

18.0 USE OF CHAINSAWS ON CLUB TRIPS

Only qualified and approved club members with current chainsaw certificates are to use chainsaws on any club trip and must ensure all safety procedures are in place.

19.0 General Committee Roles

Assistant Secretary, Assistant Treasurer, Membership Officer, Social Coordinator, Trip Coordinator Webmaster, Editor, Training Coordinator, Merchandise Officer, Association Delegate, Sergeant at Arms, Public Relations Officer, Gear Steward, Website Photo Gallery Editor.

20.0 DUTIES OF EACH COMMITTEE MEMBER

20.1) PRESIDENT:

(a) To preside at general meetings.

(b) To preside at management committee meetings.

(d) Give president’s report at Annual General Meeting.

(e) Supply a report to be published in the club newsletter.

(f) Organise years of membership awards for Christmas Party and any other management committee planned awards.

(h) Approve online payments as a Signatory.

(i) Perform any additional duties as directed by the management committee.

20.2 VICE PRESIDENT:

(a) To preside at any general, AGM or committee meetings in absence of the President.

(b) Member of the management committee.

(d) Assume the duties of any absent committee members if required.

(e) Monitor and report on alerts published by The Association.

(f) Custodian of the Club’s Constitution and By-Laws and modifies them when required.

(g) Present report to general and committee meetings.

(h) Take on role of Membership Officer if none elected.

(i) Perform any additional duties as directed by the management committee.

(j)Organise years of membership awards for Christmas Party and any other management committee planned awards.

20.3 SECRETARY:

(a) Call meetings of the Club, including preparing notices of a meeting and of the business to be conducted at the meeting in consultation with the president of the Club.

(b) Record all club meeting minutes.

(d) Member of the management committee.

(e) Notify all financial members of AGM and nomination forms etc

1 month before AGM.

(g) Committee minutes to be presented at next general meeting (and upload to club storage platform prior to following meeting).

(h) Approve online payments as a Signatory.

(i) Perform any additional duties as directed by the management committee.

(j)Organise years of membership awards for Christmas Party and any other management committee planned awards.

20.4 TREASURER:

(a) Maintain income and expenses ledger monthly.

(b) Reconcile all bank accounts monthly.

(d) All cash income to be receipted.

(e) All payments to be approved by committee.

(f) Notify of any upcoming expenses.

Give Treasurer’s report at Committee meetings, and at General Meetings.
All records to be kept in numerical and chronological order for 7 years.
Upload copy of current Treasurer’s Report to club storage platform each month.
Change necessary signatories with bank, Office of Fair Trading, and Insurance companies etc.
File annual financial report with Office of Fair Trading (if necessary).
Arrange online payments for approval by signatories.
Perform any additional duties as directed by the management committee.

(n)Organise years of membership awards for Christmas Party and any other management committee planned awards.

20.5 ASSISTANT SECRETARY:

(a) Fill in for the Secretary in their absence at General Meetings and Committee Meetings.

(b) Assist Social Coordinator with Christmas Party as other events as needed.

20.6 ASSISTANT TREASUERER:

(a) Fill in for the Treasurer in their absence at General Meetings and Committee Meetings.

(b) Assist Social Coordinator with Christmas Party as other events as needed.

20.7 MEMBERSHIP OFFICER

(a) Maintain club member register.

(b) Contact Temporary members and welcome to club and assist them to register for an event and answer questions.

(d) Be available at meetings to answer question of potential new members.

(e) Help them set up on Member Jungle

(f) Respond to and follow up enquires of prospective new members.

Present report to general and committee meetings.
Perform any additional duties as directed by the management committee.

20.8 SOCIAL CO-ORDINATOR:

(a) Co-ordinate social outings.

(b) Maintain club calendar in conjunction with Trip Co-ordinator.

(d) Provide details of upcoming social events to the Webmaster and PR Officer / to add to online platform sites.

(e)Present report to general meetings covering past and future social events.

(f) Seek Management Committee approval for expected social event expenses.

(g) Perform any additional duties as directed by the management committee.

20.9 TRIP CO-ORDINATOR:

(a) Co-ordinate trips

(b) Maintain club calendar, in conjunction with Social Co-ordinator and Training Officer.

(e) Give details of future trips to the Webmaster and PR Officer / to enter online platform sites.

(f) Present report to general and committee meetings.

(g) Perform any additional duties as directed by the management committee.

1. Association Delegate:

- (a) Attend The Association’s monthly meeting and report to management committee and general meetings.

1. Investigate any Club insurance queries.
2. Raise any club issues / queries to The Association and report responses to the club.
3. Relate any information (e.g., KCU/ Training / Track conditions) to club members.
4. Attend The Association AGM.
5. Recommend attending the Annual Country Meeting (held at the Corroboree).
6. Perform any additional duties as directed by the management committee.

20.11 WEBMASTER:

(a) Assist Public Relations Officer with Promoting the Club via the Internet / Website / Online Platforms.

(b) Oversee the efficient operation of the Club’s email accounts.

(d) Confirm payment for the Domain names and email account with Flucc’s. Done automatically with club card. Forward invoices to treasurer.

(e) Maintain the Club’s website in such a manner that reflects the vision, goals and standards set by the club.

(f) Keep an up-to-date list of all passwords, usernames, and email accounts for all relevant club platforms.

(g) Update the content of all pages on the website as changes present themselves, not done by other member roles.

(i) Manage member enquiries on technical issues in use of Online Platforms

(k) Archive relevant documents by uploading to club storage platform.

(l) Perform any additional duties as directed by the management committee.

20.12 SERGEANT AT ARMS:

(a) Obtain and record all fines from members.

(b) Report, and collect, all fines at the general meeting.

(d) Nominate the recipient of the ‘Most Fines’ award for Christmas Party

(e) See that funds go to surf club when tin is full.

(g) Perform any additional duties as directed by the management committee.

20.13 TRAINING CO-ORDINATOR:

(a) Responsible for co-ordination of course training delivery and assessment within the Club.

(b) Perform any additional duties as directed by the management committee.

(d) Notify Secretary of those who completed training for printing of certificates

(e) Present training certificates to members and organise photos to send to PR.

(f) Train members to become Advisors to help with training new members.

(g) Arrange for non-accredited training events throughout the year, such as

- DAP (Driver Awareness Program)

- Winch awareness

- other courses

20.14 PUBLIC RELATIONS OFFICER:

(a) Be responsible for organising items for the public relations of the club e.g., flyers, banners, video etc.

(b) Consult with Webmaster to update websites and other media dealing with the promotion of the club.

(d) Be a contact point and representative for the club with outside parties of interest as required.

(e) Ensure that all standards regarding the use of club media is maintained.

(f) Present report to general and committee meetings.

(g) Moderate social media platform groups.

(h) Add social media updates on a continual basis to promote the club and events.

(i) Liaise with other clubs for potential interclub trips in conjunction with the Trip

Co-ordinator.

20.15 GEAR STEWARD:

(a) Store and maintain a list of club property.

(b) organise service of equipment eg chainsaw.

(d) Keep a log of all borrowed club gear and notify management committee if not returned in timely manner.

20.16 Website Photo Gallery Editor:

Collect photos supplied from members after each event and upload into the club’s website gallery.

20.17 Merchandise Office:

Responsible to hold all club Merchandise and provide to members after payment made to Treasurer.

Keep a count of inventory and organise to re-order with suppliers as needed after Management Committee approval.

Club Disputes and Complaints Policy

Disputes and Complaints policy

Where a member of the club or a member of the public raises a formal or informal complaint directly with 4WD Adventure Club Sunshine Coast Inc., 4WD Adventure Club Sunshine Coast Inc will make every effort (within their control) to resolve the issue directly and in a timely manner.

Generally, issues of concern are resolved with open dialogue at this stage. Where the participant is satisfied with the resolution, 4WD Adventure Club Sunshine Coast Inc will take action to produce the outcome agreed between the complainant and 4WD Adventure Club Sunshine Coast Inc.

Where the matter cannot be resolved by this method, or where the matter concerned is beyond the jurisdiction of 4WD Adventure Club Sunshine Coast Inc., it is appropriate for the complainant to escalate the complaint to an external dispute resolution process.

PDF copy here Disputes and complaints policy

Model Rules grievance procedure for incorporated associations

12A Grievance procedure

This rule sets out a grievance procedure for dealing with a dispute under the rules between parties as mentioned in section 47A(1) of the Act.
To remove any doubt, it is declared that the grievance procedure can not be used by a person whose membership has been terminated if the rules provide for an appeal process against termination.
A member (the aggrieved party) initiates the grievance procedure in relation to the dispute by giving a notice in writing of the dispute:
1. to the other party; and
2. if the other party is not the management committee, to the management committee.
If 2 or more members initiate a grievance procedure in relation to the same subject matter, the management committee may deal with the disputes in a single process and the members must choose 1 of the members (also the aggrieved party) to represent the members in the grievance procedure.
Subject to rule 12B, the parties to the dispute must, in good faith, attempt to resolve the dispute.
If the parties to the dispute cannot resolve the dispute within 14 days after the aggrieved party initiates the grievance procedure, the aggrieved party may, within a further 21 days, ask the association’s secretary to refer the dispute to mediation.
Subject to rule 12B, if the aggrieved party asks the association’s secretary to refer the dispute to mediation under subrule (6), the management committee must refer the dispute within 14 days after the request.

12B Grievance procedure not continued in particular circumstances

This rule applies if—
1. a member initiates a grievance procedure in relation to a dispute and the association or association’s management committee is the other party to the dispute; or
2. the aggrieved party asks the association’s secretary to refer the dispute to mediation under rule 12A(6).
The management committee does not have to act under rule 12A(5) or (7) if—
1. the aggrieved party has, within 21 days before initiating the grievance procedure, behaved in a way that would give the management committee grounds for taking disciplinary action under the rules against the aggrieved party in relation to the matter the subject of the grievance procedure; or
2. before the grievance procedure was initiated, a process had started to take action under the

rules against the aggrieved party or terminate the aggrieved party’s membership, as provided for under the rules, and the dispute relates to that process or to a matter relevant to that process; or

the dispute relates to an obligation under the Liquor Act 1992 or any other State law to prevent the entry of the aggrieved party to, or to remove the aggrieved party from, premises used by the association, or to refuse to serve liquor to the aggrieved party at the premises; or
the dispute could reasonably be considered frivolous, vexatious, misconceived, or lacking in substance or the dispute relates to a matter that has already been subject of the grievance procedure.

12C Appointment of mediator

If a dispute under rule 12A is referred to mediation-
1. the parties to the dispute must choose a mediator to conduct the mediation; or
2. if the parties are unable to agree on the appointment of a mediator within 14 days after the dispute is referred to mediation, the mediator must be-
  1. for a dispute between a member and another member-a person appointed by the management committee; or
  2. for a dispute between a member and the management committee or the association-an accredited mediator or a mediator appointed by the director of the dispute resolution centre.
An accredited mediator may refuse to be the mediator, or the director of a dispute resolution centre may refuse to appoint a mediator, to mediate the dispute.
If subrule (2) applies, the parties may seek to resolve the dispute in accordance with the Act or otherwise at law.

12D Conduct of mediation

If a mediator is appointed under rule 12A, the mediator must start the mediation as soon as possible after the appointment and try to finish the mediation within

28 days after the appointment.

Subrule (1) does not apply if the mediator is the director of a dispute resolution centre.
The mediator—
1. must give each party to the dispute an opportunity to be heard on the matter the subject of the dispute; and
2. must comply with natural justice; and
3. must not act as an adjudicator or arbitrator; and
4. during the mediation, may see the parties, with or without their representatives, together or separately.
The parties to the dispute must act reasonably and genuinely in the mediation and help the mediator to start and finish the mediation within the time required under subrule (1)
The costs of the mediation, if any, are to be shared equally between the parties unless otherwise agreed.
If the mediator can not resolve the dispute, the parties may seek to resolve the dispute in accordance with the Act or otherwise at law.

12E Representation for grievance procedure

A party to a dispute may appoint any person to act on behalf of the party in the grievance procedure.
If a party appoints a person under subrule (1) to be the party’s representative, the party must give written notice of the appointment to each of the following entities—
1. the other party to the dispute;
2. the management committee;
3. if a mediator has been appointed before the party appoints the representative—the mediator.
A representative who acts for a party at a mediation must—
1. have sufficient knowledge of the matter the subject of the dispute to be able to represent the party effectively; and
2. be authorised to negotiate an agreement for the party.

12F Electronic communication for grievance procedure

Any meeting or mediation session required under the grievance procedure may be conducted by electronic means if the parties to the dispute and, for a mediation, the mediator agrees.

Club Code of Conduct

4WD Adventure Club Sunshine Coast Inc

Code of Conduct

Club Members have a right to:

1. Be treated fairly, equally and with respect by the Club, the Committee and other members.

2. Attend trips, meetings and social events in an environment free from all forms of harassment and discrimination.

3. Privacy and confidentiality concerning records, documentation and any other communication containing a member’s personal information, unless you obtain consent.

4. Be informed and actively involved in all Club trips, meetings, and events.

5. Be able to express their opinions, requirements and suggestions to the Committee.

Club Members must:

1. Treat other members, visitors, property owners, staff of venues and other patrons (at a Club function) fairly, equally and with respect and courtesy.

2. Behave responsibly and ensure they conduct themselves in a manner which will not injure the reputation of the Club, trips, meetings, and events, organisers, participants or sponsors.

3. Not physically or verbally harass others.

4. Follow the Trip Procedures to be safe and to enjoy trips and events.

5. Report any inappropriate behaviour of a member to the Committee of the Club for action and follow up with a letter to secretary@4wdadventure.club

6. Abide by and uphold the Club’s Constitution, By-Laws, Code of Conduct, Code of Ethics and Privacy Policy.

7. Notify the Club’s Membership Officer of any changes to address or details of members and dependants.

Breaches of this Code of Conduct:

1. Any member not behaving in accordance with the terms of the Code of Conduct at a Club trip, meeting, on social media or social activity of the Club, may be asked to leave the event and will not be entitled to a refund of any monies paid.

2. The inappropriate behaviour of any members will be investigated, discussed, and the Committee will take an appropriate course of action.

Club Duty of Care

4WD Adventure Club Sunshine Coast Inc

Duty of Care

Duty of Care

All members and visitors, including passengers, are reminded that their attendance or participation in any Club event is voluntary and that they accept full responsibility for their actions and any consequences.

All persons, drivers, visitors, and passengers alike are reminded that they have a "Duty of Care" to themselves and others and must take all necessary, reasonable steps to ensure their own safety and the safety of others.

All members and visitors, including passengers, are reminded that, although the Club attempts to conduct trips and events in the safest possible manner, there are many changing factors and unforeseen circumstances beyond the Club's and its members' control.

Each member, visitor, and passenger is the only person who knows their own capabilities and, therefore, whether they can continue to participate in the Club event/trip.

If these persons feel that their vehicle or themselves are incapable of participating in or continuing to participate in a Club event/trip in a safe manner, they need to withdraw from the Club event/trip at that time. If this happens, the person(s) must notify the Trip Leader or official by radio or other means of communication of their intention to withdraw.

Convoy Rules and Procedures are provided by the Club for the safety and enjoyment of everyone on an event/trip.

Your participation in any Club event/trip is conditional upon you and your passengers/visitors/guests or others accepting the Club rules, the convoy rules and therefore always accepting your own liability for your own actions.

Please remember that any event or trip is much more enjoyable when each of us takes care, not only of ourselves, but also of the safety of others.

Acknowledgement of Responsibility

I/We acknowledge that I/We

I/WE FUTHER acknowledge that

My/our vehicle is registered under the appropriate state legislation and fully insured for both on-road and off-road use, including for third-party personal and property damage, and
I am/we are familiar with club convoy rules and procedures and will always observe them.
I/We will not allow any person to drive or otherwise to take control of my/our vehicle unless that person is a licensed driver and that person has been made aware and has read and signed this acknowledgement.
All children accompanying me/us are properly supervised to ensure their safety and the safety of others.
The vehicle under my/our control is suitably equipped for off-road use, has suitable recovery points on both the front and the rear of the vehicle and has on board adequate food, water, first aid, retrieval equipment and UHF radio.

Club Code of Ethics

4WD Adventure Club Sunshine Coast Inc

Code of Ethics

Keep to the laws and regulations for 4WD vehicles. (They may change from state to state)

Keep the environment clean

Carry your own - and maybe other people's - rubbish home

Obey restrictions on use of public lands

Respect National Parks and other conservation areas

Obtain permission before driving on private land

Leave livestock alone and gates as found

Keep your vehicle mechanically sound

Take adequate water, food, fuel and spares on trips

In remote areas, travel with another vehicle

Respect our wildlife

Stop and look, but never disturb or chase the animals

Respect other recreationalists' right to peace and solitude in the bush

Obey all fire restrictions. Extinguish your fire before leaving. Don’t let your exhaust emit sparks

Support 4WD touring as a responsible and legitimate recreational activity

This Code Is Valuable Only If You Observe It!

Club Privacy Policy

4WD Adventure Club Sunshine Coast Inc

Privacy policy

This is the privacy policy of 4WD Adventure Club Sunshine Coast Inc. This privacy policy explains how your personal information will be treated when you deal with us, when you visit www.4wdadventure.club (“Website”), including but not limited to viewing pages, making a purchase, commenting on a page, or creating a user account.

We respect your right to privacy and are committed to safeguarding the privacy of our members and website visitors. We adhere to the Australian Privacy Principles contained in the Privacy Act 1988 (Cth). This policy sets out how we collect and treat your personal information.

"Personal information" is information we hold that is identifiable as being about you.

2. Collection of personal information

We will, from time to time, receive and store personal information you enter onto our website, provided to us directly or given to us in other forms.

3. How we collect your personal information

We collect personal information from you in a variety of ways, including when you interact with us electronically or in person, when you access our website and when we provide our services to you. We may receive personal information from third parties. If we do, we will protect it as set out in this Privacy Policy.

4. Use of your personal information

We may use personal information collected from you to provide you with information, updates and our services. We may also make you aware of new and additional products, services and opportunities available to you. We may use your personal information to improve our products and services and better understand your needs.

We may contact you by a variety of measures, including, but not limited to, telephone, email, SMS or mail.

The Website may use Google Analytics, a service that transmits website traffic data to Google servers. Information on how Google uses data when using our website can be found at https://policies.google.com/technologies/partner-sites. We use Google Analytics reports to understand website traffic and page usage. By using our Website, you consent to the processing of data about you by Google in the manner described in Google’s Privacy Policy https://policies.google.com/privacy and for the purposes set out above.

5. Disclosure of your personal information

We may disclose your personal information to any of our officers, insurers, professional advisers, agents, suppliers or insofar as reasonably necessary for the purposes set out in this Policy. Personal information is only provided to a third party when required to deliver our services.

We may, from time to time, need to disclose personal information to comply with a legal requirement, such as a law, regulation, court order, subpoena, warrant, during a legal proceeding, or in response to a request from a law enforcement agency.

We may also use your personal information to protect the copyright, trademarks, legal rights, property or safety of the proprietor of this domain, its customers or third parties.

Information that we collect may from time to time be stored, processed, or transferred between parties located in countries outside Australia. These may include, but are not limited to, the USA.

If there is a change of control of our club assets, we reserve the right to transfer, to the extent permissible at law, our user databases, together with any personal information and non-personal information contained in those databases. We would seek to only disclose information in good faith and where required by any of the above circumstances.

By providing us with personal information, you consent to the terms of this Privacy Policy and the types of disclosure covered by this Policy. When we disclose your personal information to third parties, we will request that the third party comply with this Policy in handling it.

6. Security of your personal information

We are committed to ensuring the security of the information you provide to us. To prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure information and protect it from misuse, interference, loss, and unauthorised access, modification and disclosure.

The transmission and exchange of information is carried out at your own risk. We cannot guarantee the security of any information that you transmit to us or receive from us. Although we take measures to safeguard against unauthorised disclosure of personal information, we cannot assure you that it will not be disclosed in a manner inconsistent with this Privacy Policy.

7. Access to your personal information

You may request details of personal information that we hold about you in accordance with the provisions of the Privacy Act 1988 (Cth). A small administrative fee may be payable for providing information. If you would like a copy of the information which we hold about you or believe that any information we hold on you is inaccurate, out of date, incomplete, irrelevant or misleading, please email us.

We reserve the right to refuse to provide you with information that we hold about you, in certain circumstances set out in the Privacy Act.

8. Complaints about privacy

If you have any complaints about our privacy practices, please feel free to send in details of your complaints. We take complaints very seriously and will respond shortly after receiving written notice of your complaint.

9. Changes to Privacy Policy

Please be aware that we may change this Privacy Policy in the future. We may modify this Policy at any time, in our sole discretion, and all modifications will be effective immediately upon our posting them on our website or notice board. Please check back from time to time to review our Privacy Policy

10. Website

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2nd February 2026 (Last Updated)

Vehicle Requirements

Because 4wding can take us into some interesting places it is advisable that members carry the right gear. We don't expect visitors or members to have everything on the list but over time it's a good idea to be prepared.

UHF: A handheld UHF radio at a minimum is required by both members and visitors on club trips.

Recovery Points: It is a requirement that all vehicles have front and rear rated recovery points installed to come along on trips.

All vehicles need to be registered, be maintained in a roadworthy condition and have a minimum of Third Party Property Insurance. However, full comprehensive insurance is preferred.

Safety Equipment: should be carried on all trips by club members UHF radio–car mounted will give better range, but hand-held is the minimum requirement.First Aid Kit-suitable for the amount of occupants in that vehicle. Fire Extinguisher-let's hope it is never required. Extra food & water for all occupants in that vehicle and warm clothing in case a trip takes longer than planned

Recovery Equipment: that should be carried by club members on all 4WD trips

Non-winch vehicle: Tyre deflator, Rated recovery points-front and rear –inspected and approved. Snatch Strap-8000kg min, should be rated 2-3 times higher than GVM. Dampener Blanket-regulations state compulsory use with snatch strap. Rated Bow Shackles-3.25 tonne minimum rating. 4.7T preferred. Shovel–you're using it, so make sure it's comfortable to use. Air Compressor.

The above items are a minimum that each club vehicle should bring on a 4wd trip.

Winch equipped vehicle: As for non-winch vehicles, plus the following:Leather gloves-must be worn when handling winch cable or chains.Tree Trunk Protector–to protect the environment.Bow Shackle-4.75 tonne minimum rating for use with the tree trunk protector.

Each member is able to, and should, add to the above items as they see fit.

Trip Convoy Rules

Convoy Rules

All vehicles on trips must be roadworthy, registered and have:

(1) Rated recovery points front and rear (not just tie down hooks).

(2) Snatch Strap or rope with eye splices at both ends.

(3) Full Comprehensive Insurance or at a minimum Third Party Property Damage.

(4) A UHF two way radio – vehicle mounted preferred or hand held at a minimum.

* It is also suggested that enough food, drink and clothing is carried for emergency supplies and also an exe or bow saw is advantageous.

Procedures:

The Trip Leader should call a group meeting at the commencement of the trip reminding members of convoy rules and giving a brief overview of the day's planned trip/events. A Tail End Charlie (who advises when all vehicles have progressed past points of travel etc.) Permits should be issued; Trip Sheet signed and nominates a trip reporter and Sergeant at Arms before heading out for the day.

Members shall observe and obey all road rules at all times.

Members are responsible for the vehicle following behind them. At intersections the driver MUST NOT MOVE ON unless the vehicle behind is turning onto the correct track or road.

Should the convoy become separated and you arrive at an intersection where there is no vehicular indication of the next stage, pull off to the side of the road or track and await for a member of the previous party to return. DO NOT PROCEED ANY FURTHER EXCEPT ON EXPLICIT RADIO INSTRUCTIONS FROM THE TRIP LEADER.

When encountering GATES, ensure that they are left as they are found at all times.

Keep a safe driving distance behind the vehicle in front at all times, especially in hilly country, heavy dust, and wet roads and after deep water crossings.

Allow the vehicle in front of you to clear obstacles before you attempt to follow. Upon clearing an obstacle remain insight until the following vehicle also clears the obstacle, then move to safer ground or continue on.

Vehicles wishing to leave the convoy for any reason must advise the trip leader of their intentions.

Drivers are responsible for the behaviour of their passengers. Refer to "Duty of Care".

Recovery:
The TRIP LEADER or a person nominated by him/her should oversee any winching, snatching or towing and all bystanders should adhere to any directions issued by that person in the interest of personal safety.

To avoid damage to trees or bark when winching, padding or webbing should be placed to protect tree trunks. Any ground damage should be repaired after recovery.