SECTION 1: A

05/09/2016

B R A N C H M A N U A L

This Manual is the property of the Vintage Car Club of New Zealand (Inc.) and is for the possession of the

_________________________________ Branch.

From time to time additions, amendments and alterations will be made and these will be in the form of replacement pages. Please ensure that your manual is kept up to date.

Any suggestions for items to be included in the manual should be advised to:

National Office The Vintage Car Club of NZ (Inc.) PO Box 2546 CHRISTCHURCH 8140

Telephone: (03) 366 4461Fax: (03) 366 0273

National Office Email: admin@vcc.org.nzBeaded Wheels Email: beadedwheels@vcc.org.nz

Registrar Email: registrar@vcc.org.nzPresident Email: president@vcc.org.nz

Secretary/Treasurer Email: hon.sec@vcc.org.nzSpeed Steward Email: speedsteward@vcc.org.nz

North Island Club Captain Email: nicc@vcc.org.nzSouth Island Club Captain Email: sicc@vcc.org.nz

Three Other Management Members: mgmt1@vcc.org.nz/mgmt2@vcc.org.nz/mgmt3@vcc.org.nzCommunications & Marketing Officer: comms@vcc.org.nz

Website: www.vcc.org.nz

WHEN EMAILING A MANAGEMENT COMMITTEE MEMBER, IT IS WISE TO COPY THE EMAIL TO THE NATIONAL OFFICE AS IF THE MEMBER IS AWAY, OR UNABLE TO CLEAR THEIR EMAILS, AT LEAST SOME ACTION CAN BE TAKEN ON YOUR REQUEST.

THE FOLLOWING THREE PAGES SHOW YOU THE MANAGEMENT COMMITTEE, THEIR CONTACT DETAILS AND BRANCH OFFICERS FOR THE CURRENT YEAR.

SECTION 1: B

22/01/2019 MANAGEMENT COMMITTEE & APPOINTMENTS 2018/2019

PRESIDENT Diane Quarrie 06 876 4009 (H) 1242 Ada Street 027 333 1329 (M) Parkvale Email: president@vcc.org.nz HASTINGS 4122

CLUB CAPTAIN: Alon Mayhew 027 202 9491 (M)

SOUTHERN REGION PO Box 118 Email: sicc@vcc.org.nz CUST 7444 CLUB CAPTAIN: Kaaren Smylie 07 576 4180 (H)

NORTHERN REGION PO Box 14020 021 664 341 (M) Tauranga Mail Centre Email: nicc@vcc.org.nz TAURANGA 3143

SECRETARY/ Michael Lavender 03 325 5704 (H)

TREASURER “Brenley” 03 325 5704 (W) 1390503 River Road 027 298 0175 (M) Green Park, RD2, Email: hon.sec@vcc.org.nz CHRISTCHURCH 7672

MANAGEMENT Ed Boyd 06 348 4547 (H)

COMMITTEE 3 Pickwick Road 06 345 3145 (W) RD 1 027 249 4686 WHANGANUI 4571 Email: mgmt3@vcc.org.nz

Tony Bartlett 06 867 9850 (H) 573 A Aberdeen Road 027 272 5648 (M) Te Hapara Email: mgmt1@vcc.org.nz GISBORNE 4010

George E. Kear 03 366 1136 40 Rossendale Road 027 221 4332 RD 5 Email: mgmt2@vcc.org.nz CHRISTCHURCH 7675

REGISTRAR Rod Brayshaw 07 549 4250 (H) 25D Crosby Lane, Tahawai 07 549 4252 (F) KATIKATI RD3 Bay of Plenty 021 436 534 (M) Email: registrar@vcc.org.nz

BEADED WHEELS Kevin Clarkson 021 027 06525 (M)

CHAIRMAN 442 Hills Road Email: Kevin@vcc.org.nz Marshland CHRISTCHURCH 8052

SPEED STEWARD Tony Haycock 021 662 441 (M) 239 Knowles Street Email: speedsteward@vcc.org.nz St Albans CHRISTCHURCH 8052

ARCHIVIST Don Muller 03 385 6850 (H) C/- PO Box 2546 03 366 0273 (F) (National Office) CHRISTCHURCH 8140 Email: archivist@vcc.org.nz

COMMUNICATIONS & Ross Holden Email: comms@vcc.org.nz

MARKETING OFFICER:

NATIONAL DAY Melissa Holm Email: events@vcc.org.nz

CO-ORDINATOR:

NATIONAL OFFICE 12 Aberdeen Street 03 366 4461(H) (Please phone before visiting) (PO Box 2546) 03 366 0273 (F) CHRISTCHURCH 8140 Email: admin@vcc.org.nz

BEADED WHEELS PO Box 13 140 03 332 3531 (H) CHRISTCHURCH 8141 Email: beadedwheels@vcc.org.nz WEBSITE: www.vcc.org.nz

ASHBURTON - CHAIRMAN: Trevor Begg, 104 Middle Rd, Ashburton 7700, Ph 03 308 3803 SECRETARY: Peter Jacob, 15 Wisteria Place, Ashburton 7700, Ph 03 308 8940 P/F BRANCH EMAIL: ashburton@vcc.org.nz BRANCH POST ADDRESS: PO Box 382, Ashburton 7740 CLUBROOMS: 86 Maronan Rd, Tinwald, Ph 03 308 4595 (Some meetings away from Clubroom – please check) MEETINGS: The Tuesday before the 3rd Thursday Monthly, 7.30pm. AUCKLAND - CHAIRMAN: Martin Spicer, Phone 0274 454 593 SECRETARY: Tracey Winterbottom, Ph 021 732 209 BRANCH EMAIL: auckland@vcc.org.nz BRANCH POST ADDRESS: PO Box 12-138, Penrose, Auckland 1642 WEBSITE: www.avvcc.org.nz CLUBROOMS: 39 Fairfax Ave Penrose, Ph 09 579 5625 MEETINGS: 2nd and 4th Thursday of month, 7.30pm -10.00pm, Saturdays 4.30pm - 6.30pm BANKS PENINSULA - CHAIRMAN: Craig Keenan, 20 Ridder Place, Christchurch 8025 Ph 03 322 1006(H)

SECRETARY: Ron Hasell, 27 Showgate Ave, Christchurch 8042, Ph 03 942 1105 (P) BRANCH EMAIL: bankspeninsula@vcc.org.nz BRANCH POST ADDRESS: 27 Showgate Ave, Riccarton Park, Christchurch 8042 MEETINGS: 2nd Thursday monthly, 7.30pm Papanui RSA

BAY OF PLENTY - CHAIRMAN: Jim Smylie, PO Box 14020, Tauranga Mail Centre 3143, Ph 07 576 4180

SECRETARY: John Payne, IA 172/112 Carmichael Rd, Bethlehem 3117, Ph 07 570 6084 BRANCH EMAIL: bayofplenty@vcc.org.nz BRANCH POST ADDRESS: PO Box 660, Tauranga 3140 CLUBROOMS: 29 Cliff Road, Tauranga MEETINGS: 2nd Monday monthly, starting 7.30pm

CANTERBURY - CHAIRMAN: John Coomber, 421 Gressons Road, RD 3, Rangiora 7473, Ph 03 310 7056(P) 027 292 5206

SECRETARY: Rod Thrower, 55 Warren Crescent, Hillmorten, Christchurch 8025, Ph 03 338 2320(P) 021 126 3529

BRANCH EMAIL: canterbury@vcc.org.nz WEBSITE: canterburybranchvintagecarclub.org.nz BRANCH POST ADDRESS: PO Box 11-082, Sockburn, Christchurch 8443 CLUBROOMS: Cutler Park, McLeans Island Road, Christchurch, Ph 03 359 7004 MEETINGS: 1st Thursday monthly, 7.30pm (Except Jan) CENTRAL OTAGO-CHAIRMAN: Murray George, Ph 027 433 3321 SECRETARY: Murray Pryde, 4B Roto Place, Wanaka 9305, Ph 027 443 5030 (M) 03 443 5020 BRANCH EMAIL: centralotago@vcc.org.nz BRANCH POST ADDRESS: C/- Secretary CLUBROOMS: Litany St, Cromwell MEETINGS: 2nd Wednesday monthly 8pm

CENTRAL HAWKES BAY- CHAIRMAN: Lynn Cross, 11 Albert St, Waipukurau 4200, Ph 06 858 9814 SECRETARY: Ken Lyons, 73 Porangahau Road, Waipukurau 4200, Ph 06 858 8093 BRANCH EMAIL: centralhawkesbay@vcc.org.nz BRANCH POST ADDRESS: C/- Secretary MEETINGS: 3rd Wednesday monthly 7.30pm, Refer Secretary for location

EASTERN BAY OF PLENTY - CHAIRMAN: Les Costar, 26 Bell St, Kawerau 3127 Ph 07 323 6406 (H) SECRETARY: Karen Spackman, 21A Woodlands Road, Opotiki 3122 Ph 07 315 8800 BRANCH EMAIL: easternbayofplenty@vcc.org.nz BRANCH POST ADDRESS: PO Box 2168, Kopeopeo, Whakatane 3159 MEETINGS: Last Thursday monthly (except Dec), Athletic Clubrooms, Short St, Whakatane, 7.30pm

FAR NORTH - CHAIRMAN: Murray Cormack, 2534 Kaitaia-Awaroa Rd, RD 1, Kaitaia 0481 Ph 09 409 3823 SECRETARY: Gloria Cormack, 2534 Kaitaia-Awaroa Rd, RD 1, Kaitaia 0481 Ph 09 409 3823 BRANCH EMAIL: farnorth@vcc.org.nz BRANCH POST ADDRESS: C/- Secretary CLUBROOMS: Aurere Beach, Taipa MEETINGS: 2nd Tuesday monthly, 7.30pm

GISBORNE - CHAIRMAN: Gavin Bartlett, 16 Parker Lane, Makaraka, Gisborne 4010, Ph 06 867 5648 SECRETARY: Rodney Clague, 7 Jacks Crescent, Lytton West, Gisborne 4010, Ph 021 161 0455 BRANCH EMAIL: gisborne@vcc.org.nz BRANCH POST ADDRESS: PO Box 307, Gisborne 4040 CLUBROOMS: Main Road, Makaraka, Gisborne MEETINGS: 3rd Wednesday monthly (except January), 7.30pm. Committee meets 2nd Wednesday monthly (except January) GORE - CHAIRMAN: Gregory Elder, RD 6, Gore 9776, Ph 03 202 5710 SECRETARY: Katy Parish, 305A Waimumu Rd, RD4, Gore 9774, Ph 03 208 5505 BRANCH EMAIL: gore@vcc.org.nz BRANCH POST ADDRESS: PO Box 329, Gore 9740 CLUBROOMS: Waimea St, Gore, Ph 03 208 7424 MEETINGS: 2nd Tuesday monthly, 8pm HAWKES BAY - CHAIRMAN: Ian Elmsly, 11 Claridge Place, Greenmeadows, Napier 4112, Ph 0274 790 682

SECRETARY: Peter Ball, 75 Kensington Drive, Taradale, Napier 4112, Ph 06 843 6979 BRANCH EMAIL: hawkesbay@vcc.org.nz BRANCH POST ADDRESS: PO Box 3406, Napier 4142 CLUBROOMS: 67 Sandy Rd, Meeanee, Napier Ph 06 835 1483, Website: www.hbvcc.org.nz MEETINGS: 2nd Wednesday monthly, 7.30pm. Spares open 7.00pm. HOROWHENUA - CHAIRMAN: Des St Clare, 4 Health Camp Rd, Otaki Beach 5512, Ph 027 419 1412

SECRETARY: Winton Cleal, Phone 11A Kohekohe Road, Waikanae 5036, Ph 04 293 3369, 021 178 4253 BRANCH EMAIL: horowhenua@vcc.org.nz BRANCH POST ADDRESS: PO Box 458, Levin 5540 CLUBROOMS: AP & I Showgrounds, 14 Tiro Tiro Road, Levin MEETINGS: 1st Wednesday monthly (Branch), 7.30pm; Committee meetings last Wednesday of month KING COUNTRY - CHAIRMAN: Campbell Wright, RD4, Taumarunui 3994, Ph 07 896 6065 SECRETARY: Norma Dougherty, 34 House Ave, Taumarunui 3920, Ph 07 896 8777 BRANCH EMAIL: kingcountry@vcc.org.nz BRANCH POST ADDRESS: C/- Secretary, CLUBROOMS: 176 Taringamotu Rd, Taumarunui MEETINGS: Last Sunday of the month (except De) 2.00pm MANAWATU - CHAIRMAN: Sarah Howell, 4 Hospital Street, Dannevirke 4930, Phone 06 374 6645

SECRETARY: Peter Robinson, 11 Majestic Way, Kelvin Grove, Palmerston North Ph 06 356 7404

BRANCH EMAIL: manawatu@vcc.org.nz BRANCH POST ADDRESS: PO Box 385, Palmerston North 4440 CLUBROOMS: "The Grove", 684 Kelvin Grove Road, Palmerston North Ph 06 354 8582 MEETINGS: 2ND Wednesday monthly (except January), “The Grove” 7.30pm. MARLBOROUGH - CHAIRMAN: Kelly Landon-Lane, Ph 03 578 9907(P/F) SECRETARY: Chris Bird, Ph 03 574 2318, 027 247 1089 BRANCH EMAIL: marlborough@vcc.org.nz BRANCH POST ADDRESS: PO Box 422, Blenheim 7240, Ph 03 578 0616 MEETINGS: First Wednesday monthly, VCC Library, Brayshaw Heritage Park, 9.00am NELSON - CHAIRMAN: Jim Wareing, 4 Marchwood Grove, Richmond 7020, Ph 03 544 9998, 027 544 9998 SECRETARY: Mike Bryan, 98B Parkers Road, Tahunanui, Nelson 7042, Ph 03 548 5112, 027 753 2038 BRANCH EMAIL: nelson@vcc.org.nz BRANCH POST ADDRESS: PO Box 3531, Richmond 7050 WEBSITE: www.nelsonvcc.org.nz CLUBROOMS: Speedway Association Grounds, Lower Queen Street, Richmond MEETINGS: 2nd Thursday monthly (except Jan) 7.30pm NORTHLAND - CHAIRMAN: Ron Anderson, Ph 027 531 8969

SECRETARY: Mike McGee, Ph 022 087 2128 BRANCH EMAIL: northland@vcc.org.nz WEBSITE northlandvcc.wix.com/nvcc BRANCH POST ADDRESS: PO Box 17, Whangarei 0140 CLUBROOMS: Heritage Park, Maunu, Whangarei MEETINGS: 1st Thursday monthly (except Jan), 7.30pm

NORTH OTAGO - CHAIRMAN: Gilbert Ellery, 2 Stoke St, Oamaru 9400, Ph 03 434 5289 SECRETARY: Jerry Wing, RD8O, Oamaru 9495, Ph 03 439 5197, 0274 358 983 BRANCH EMAIL: northotago@vcc.org.nz BRANCH POST ADDRESS: PO Box 360, Oamaru 9444 MEETINGS: 1st Wednesday monthly, 1 Stoke Street, Oamaru, 7.30

NORTH SHORE - CHAIRMAN: Paul Collins, 74 The Bullock Track, Mahurangi West, RD 3, Warkworth, Ph 09 422 0500

SECRETARY: Maurice Whitham, 7 Godwit Place, Lynfield, Auckland 1042, Ph 09 627 0310(P), 627 0310(F) BRANCH EMAIL: northshore@vcc.org.nz OR northshorevcc@gmail.com BRANCH POST ADDRESS: C/- Secretary CLUBROOMS: 40 Masons Road, Albany, Ph 09 479 2779 MEETINGS: Committee - Last Monday monthly, CLUBNIGHT - Wednesday weekly, 7.30pm

OTAGO - CHAIRMAN: Nicola Wilkinson, C/- Branch Address, Ph 03 476 4004

SECRETARY: Marion McConachie, Ph 03 453 0404 (P/F) BRANCH EMAIL: otago@vcc.org.nz BRANCH POST ADDRESS: PO Box 5352, Moray Place, Dunedin 9058 CLUBROOMS: 125 Forbury Road, Dunedin, Ph 03 455 0586 MEETINGS: 8.30pm; Clubnight-Last Fri monthly (not December)

ROTORUA - CHAIRMAN: David Tomlinson, Ph 07 357 2712 (P) 027 412 8227 (M) SECRETARY: Dennis Whimp, 177 Ranolf Street, Glenholme, Rotorua 3010, Ph 07 348 3550 (H) BRANCH EMAIL: rotorua@vcc.org.nz WEBSITE: rotoruavintagecarclub.org.nz BRANCH POST ADDRESS: PO Box 2014, Rotorua 3040 CLUBROOMS: Neil Hunt Park MEETINGS: 2nd Wednesday monthly (except January), 7.30pm STH CANTERBURY - CHAIRMAN: Ashley Milliken, 18 Apsley St, Glenwood, Timaru 7910. Ph 03 686 0834

SECRETARY: Miles Winter, PO Box 740, Timaru 7940, Ph 021 344 883 BRANCH EMAIL: southcanterbury@vcc.org.nz WEBSITE: southcanterburyvintagecarclub.co.nz BRANCH POST ADDRESS: PO Box 623 Timaru 7910 CLUBROOMS: 19-25 Redruth St Timaru, Ph 03 688 5234 MEETINGS: Committee - monthly 3rd Tuesday 7.30pm. Noggin & Natter monthly 1st Thursday 7.30pm SOUTHLAND - CHAIRMAN: Gerry Pethick, 21 White St, Invercargill 9812, Ph 03 216 5496

SECRETARY: Janet McCulloch, 9 Abbot Street, Invercargill 9810, Ph 03 217 9667 BRANCH EMAIL: southland@vcc.org.nz WEBSITE: http://www.sporty.co.nz/southlandvintagecar BRANCH POST ADDRESS: PO Box 1240, Invercargill 9840, Ph 03 213 1474 MEETINGS: Last Thursday monthly (except December), ‘Ariki Lodge’, 46 Ariki Ave, Otatara, 7.30pm SOUTH OTAGO - CHAIRMAN: Robin McCall, 222 Pannetts Rd, RD4, Balclutha 9274 Ph 03 415 9288 SECRETARY: Gary Beaumont, 1931 Breakneck Rd, RD 4, Balclutha 9274, Ph 03 415 9169, 415 9121(W) BRANCH EMAIL: southotago@vcc.org.nz Secretary Fax: 03 415 9119 BRANCH POST ADDRESS: C/- Secretary CLUBROOMS: 8 Crown St, Balclutha MEETINGS: Last Tuesday monthly (except December), 7.30pm SOUTH WAIKATO - CHAIRMAN: Peter Deutzebeling,167 TeRere Rd, RD1, Tokoroa 3491 Ph 0274 845 071

SECRETARY: Frances Munden, 4173 State Highway One, RD1, Tokoroa 3491, Ph 07 886 6930 BRANCH EMAIL: southwaikato@vcc.org.nz BRANCH POST ADDRESS: PO Box 403 Tokoroa 3420 CLUBROOMS: Stone Building, Lichfield MEETINGS: 1st Tuesday monthly 7.30pm (except January)

TARANAKI - CHAIRMAN: Veronica Oliver, 29 Dunn Street, Egmont Village 4361, Ph 06 752 2149 SECRETARY: Raewynn Kruse, 297 Huatoki St, New Plymouth 4310, Ph 06 753 9743 BRANCH EMAIL: taranaki@vcc.org.nz BRANCH POST ADDRESS: C/- Secretary CLUBROOMS: 1040 Mountain Rd, State Highway 3A, Inglewood MEETINGS: 3rd Thursday monthly, 7.30 pm

TAUPO - CHAIRMAN: Neil Chave, 147 Palmer Hill Road, RD4, Taupo 3384, Ph 07 376 5262 SECRETARY: Eric Foley, 51 Chesham Ave, Taupo 3330, Ph 07 378 7006 BRANCH EMAIL: taupo@vcc.org.nz BRANCH POST ADDRESS: PO Box 907, Taupo 3351 CLUBROOMS: Hickling Park, AC Baths Ave, Taupo MEETINGS: 2nd Wednesday of each month, 7.30pm, Committee meeting nights – every 3rd Monday, 7.30pm

WAIKATO - CHAIRMAN: Tony Brierley, 39 Barrie Crescent, Silverdale, Hamilton 3216, Ph 07 856 3509 SECRETARY: Derek Dixon, 24 Kowhai Avenue, Morrinsville 3300, Ph 021 147 3509 BRANCH EMAIL: waikato@vcc.org.nz BRANCH POST ADDRESS: PO Box 924, Hamilton 3240 WEBSITE: www.wvvcc.co.nz CLUBROOMS: MacLean St, Cambridge MEETINGS: 2nd Wednesday monthly 8pm (doors open 7pm). Committee meeting 1st Wednesday of Month.

WAIMATE - CHAIRMAN: Steve Dyson, 33 Smith Street, Waimate 7924, Ph 03 689 8711 SECRETARY: Owen & Lorraine Richardson, 15 Durham St, Waimate 7924, Ph 03 689 8506 BRANCH EMAIL: waimate@vcc.org.nz BRANCH POST ADDRESS: 4 Harris St, Waimate 7924 CLUBROOMS: 4 Harris St, Waimate MEETINGS: 3rd Thursday monthly 7.30pm

WAIRARAPA - CHAIRMAN: Willie James, 141 Upper Plain Road, Masterton, 5810, Ph 06 372 4890, 027 243 0821

SECRETARY: Beth Taylor, 3236 SH2, Clareville, Carterton, Masterton 5713 Ph 06 379 6040, 021 732 832 BRANCH EMAIL: wairarapa@vcc.org.nz BRANCH POST ADDRESS: PO Box 7, Masterton 5840 CLUBROOMS: Clareville Complex, Clareville MEETINGS: 1st Monday monthly, 7.30 (except June - 2nd Monday and January - no meeting)

WAITEMATA -CHAIRMAN: Brendan Lamain, 152 Lonely Track Road, Auckland 0632 Ph 09 473 6750

SECRETARY: Viv Scott, Embroidme, 23E William Pickering Drive, Rosedale, Auckland 0632 Ph 09 413 7154 BRANCH EMAIL: waitemata@vcc.org.nz WEBSITE: http://www.waitemata.org POST ADDRESS: C/- Secretary MEETINGS: 1st Thursday monthly (except January) Albany Hall, Library Lane, Albany

WANGANUI - CHAIRMAN: Bruce Ardell, 86 Kauangaroa Road, RD 7, Whanganui 4577, Ph 06 342 7713 P/F,

SECRETARY: Liz James, Ph 06 344 2221 BRANCH EMAIL: wanganui@vcc.org.nz FACEBOOK: wanganui vintage car club BRANCH POST ADDRESS: PO Box 726, Whanganui 4541 CLUBROOMS: Patapu St, Whanganui East MEETINGS: 1st Wednesday monthly 7.30pm (Clubnight)

WELLINGTON - CHAIRMAN: Bill Pinkham, 04 938 3407

SECRETARY: Alastair McCarthy, Ph 04 589 8248 BRANCH EMAIL: wellington@vcc.org.nz WEBSITE: www.sporty.co.nz/wellingtonvcc BRANCH POST ADDRESS: PO Box 38-418, Petone, Wellington 5045, Ph 04 568 7463 CLUBROOMS: Halford Pl, Jackson St East, Petone, Wellington MEETINGS: 3rd Tuesday monthly, 8.00pm

WELLSFORD/WARKWORTH - CHAIRMAN: Anne Richardson, 09 425 6298

SECRETARY: Peter Yarham, Ph 09 422 9685 BRANCH EMAIL: wellsfordwarkworth@vcc.org.nz Website: vcc-wellswark.org.nz BRANCH POST ADDRESS: PO Box 547, Warkworth 0941 or C/- Secretary MEETINGS: Club Night 3rd Thursday monthly (7.00pm), at Clubrooms, Satellite Station Road, Warkworth WEST COAST - CHAIRMAN: Allan Giles, 143 Ward St, Cobden, Greymouth 7802, Ph 03 768 6047, 768 5771(B) SECRETARY: June Campbell, 17 Loris Place, Greymouth 7805, Ph 03 768 4226 BRANCH EMAIL: westcoast@vcc.org.nz BRANCH POST ADDRESS: C/- Secretary CLUBROOMS: Shantytown, 310 Rutherglen Rd, Paroa, Greymouth 7805 MEETINGS: 1st Thursday monthly ex January 7.30pm

Section 2: A27/05/2019

INDEX Section No. 1. A-D Title sheet/Branch Contacts/Mgr Contacts 2. A Index 3. A-B Administrative calendar (National Office) 4. A-C Chairperson (Branch Level) - Notes for conduct of meetings 5. A-F Secretary (Branch Level) 6. A-B Treasurer (Branch Level) 7. A-F Legislation and Club Policies 8. A-R Constitution (National Level) 9. A Branch Rules – It is recommended you keep a copy of

your Constitution under this section

10. A-C Branch Boundaries 11. A-H Membership (new members / transfers) 12. A-C Subscription Renewals 13. A-M National Executive and job descriptions 14. A-B Remits and Notices of Motion 15. A Vehicle Identity Cards and Acceptability Guidelines 16. A The VCC “Repair and Restoration Technical Manual” 17. A FIVA Identity Cards 18. A WOF Exemptions 19. A-B Registration & Re-licensing 20. A-Q Instructions to rally organisers 21. A-J Rallies (National and International Level) 22. A-B Trophies (National Level) 23. A-T Competition Committee/Speed Event regulations 24. A-B Speed Records (National Level) 25. A-F FIA/FIVA Convention & MotorSport/VCC Agreement 26. A-E Beaded Wheels 27. A-B Dictaphone Machines 28. A-B Branch Newsletters 29. A-J AGM - Guidelines for Hosting National AGM weekend 30. A-B Executive Meetings-Advice to delegates 31. A-D Calendar of Events (Branch Events) 32. A Procedure for Securing Long Term National Events 33. A-B Branch Officers & Meeting Details. 34. A Branch Levies 35. A-B Travel Fund & Reimbursements (National Level) 36. A-F Insurance Schemes 37. A-V National Insurance Policies and suggestions for branches 38. A Club Merchandise 39. A-E Videos available for Use by Branches 40. A-I 25/35/50/60/70 Year Commemorative Awards / Presidential

Award / JL Goddard Trophy / 100-year vehicle badge 41. A NZ Address Post Codes 42. A-B Communications Strategy 43. A-C Health and Safety

Section 3: A

05/09/2016

Calendar as used by the National Office January

• Agenda items for March Executive to be advised. • Proposed Notice of Motion to be received by Secretary/Treasurer by 10

th January.

• Proposed alterations to the By-Laws to be sent to branches 42 days prior to the meeting. • Email branches an updated list of all their unfinancial members advising they are going to be flagged

unfinancial. • Email branches a list of all their financial members. February

• Management Committee meets. • March Executive Meeting Agenda posted. • Items for General Business for Executive Meeting to be advised. • Beaded Wheels distributed first Friday of month. • Renewal notices sent to Beaded Wheels Subscribers (branch 52) March

• Management Committee Minutes circulated to branches. • Executive Meeting held. • Circulate Membership List to each Branch. • 20

th March - Close off for Submissions to the Proposer & Seconder of Proposed Notice of Motions.

• Request to branches for National Calendar of Events and Branch Officers details. • 31

st March End of Financial Year, close accounts.

• Travel reimbursement forms must be in by 31st March

April

• Executive Meeting minutes circulated to Branches. • National Annual Accounts prepared and audited. • Notice of Motions finally submitted to Secretary/Treasurer by 20

th April.

• Beaded Wheels distributed first Friday of month. • Renewal notices sent to Beaded Wheels Subscribers (branch 53) • Published in Beaded Wheels (75 clear days from AGM):

� Notice of Annual General Meeting. � Request for nominations, management committee candidates

May

• Notice of Motions to be forwarded to each branch by 10th May.

• Branches should be starting to organise their delegates flights for the August Executive Meeting. • Management Committee Meets (May/June) June

• Notice of Motions printed in June/July issue of Beaded Wheels. • Management Committee Minutes circulated to branches. • Branch Levies Advice for membership year starting the coming 1 November requested, with confirmation

required from branches prior to 20 August. • President’s Annual Report required. • Annual Accounts completely audited and required for print • Nominations for Management Committee close in accordance with Constitution. • Proposed alterations to the By-Laws to be sent to branches 42 days prior to the meeting. (Subscription level

depends on budget). • National Calendar of Events required for circulation. • Beaded Wheels distributed first Friday of month. • Renewal notices sent to Beaded Wheels Subscribers (branch 54) • Request for John L Goddard Trophy to be returned to National Office. July

• Advise Management Committee candidates of vote counting place and time. • Last date to receive Remits. • Branch Officers etc. details due. • Management Committee may hold a pre AGM conference call. • Post to all members, not more than 42 clear days before the AGM:

� AGM Agenda. � President's Annual Report. � Annual Accounts. � Voting paper for Notices of Motion � Voting papers for Management Committee including biographies with photos. � Voting envelopes.

Section 3: B

05/09/2016 July Continued

• Post to branches for Delegates/Chairman: � Executive Meeting Agenda. � List of New Members and Resignations. � Draft Calendar of Events. � Draft Branch Officers � Draft Budget for consideration � Travel reimbursement form.

August • Executive Meeting General Business to be advised. • Count votes 5 days before AGM - Management Committee/Notices of Motion • Executive Meeting - Friday night. • Beaded Wheels distributed first Friday of month. • AGM/ Executive Meeting - Saturday. • Circulate general memo outlining common Branch Secretary duties. • Renewal notices sent to Beaded Wheels Subscribers (branch 55) September

• Renewal notices sent to members for Subscriptions. • New Members levies sent to each branch • Executive Meeting minutes circulated to Branches • Agenda items for Management Committee meeting to be advised. • Circulate labels addressed to National Office to assist branches with their newsletters. October

• AGM minutes, calendar of events, branch officials etc., management committee details, circulated with Beaded Wheels.

• Members Subscriptions due 31 October (20 October to receive a discount) • Management Committee Meeting. • Beaded Wheels distributed first Friday of month. • Renewal notices sent to Beaded Wheels Subscribers (branch 56) November

• Reminder to Members that their subscriptions are overdue. • Membership Cards sent to members who had paid by 31 October • Email branches a list of all their unfinancial members. • Management Committee Minutes circulated to branches. December

• Membership Cards sent to members who paid subscriptions in November. • Email branches an updated list of all their unfinancial members. • Beaded Wheels distributed first Friday of month. • Renewal notices sent to Beaded Wheels Subscribers (branch 51) • Branches should start organising flights for their delegates to attend the March Executive Meeting. MONTHLY

• Print labels for branch newsletters – as close to 10 of the month. (Not all branches have a January issue.) • Email Branch levies and reimbursements being distributed by direct credit to relevant branches • Email Changes reports to branches (Shows unfinancial/Resigned/New Members/Changes of

Addresses/Reinstated Members/Transferred Members) IMPORTANT BEADED WHEELS DATES:

• Classified Advertising closes normally 10th of the month prior to distribution.

• Editorials / Scribes / Display Advertising closes approximately 24th of month before distribution.

Section 4:

A

GENERAL NOTES FOR ASSISTANCE OF BRANCH CHAIRPERSON

Please Note: These notes may or may not be applicable in your particular case and are not intended to be exhaustive. A good Chairperson will be: • Well informed about the purpose of the meeting. • A good listener who is able to summarise the main points of discussion. • Able to avoid repetition, arguments, interruptions and deviation from the matter

under discussion. • Well versed in the rules of procedure and be able to apply these in accordance

with the type of meeting being held. Before the Meeting • Call for and decide on agenda items with the Secretary. • Ensure that the agenda is circulated well in advance of the meeting. The agenda usually takes this form: 1. Welcome 2. Apologies 3. Minutes of the last previous meeting 4. Matters arising from the minutes (Go through page by page) 5. Correspondence 6. Matters arising from the correspondence 7. Treasurer’s Report 8. Secretary’s Report 9. Club Captains Report 10. Other section convenors’ reports: (individually, including Vehicle Identity

applications which must be approved by the Branch Committee) 11. General Business 12. New members 13. Duty officers for the coming month 14. Next committee meeting date 15. Meeting closed at At the meeting The procedure to be adopted depends on the degree of formality required to conduct the meeting. Most of us have experience of social meetings and other informal gatherings, so these notes will deal with the kind of meeting procedure applicable to the branch situation. The constitution and rules of some branches give directions on how meetings are to be called and managed, but if these are not specified the Chairperson may follow the suggestions below:

Section 4: B

1. Welcome

A meeting that starts on time with a few good opening remarks sets the stagefor a businesslike approach to matters.

The Chairperson states "I declare this (monthly, annual) meeting of .... open".

2. Apologies

Apologies are called for and read out and a record of who is present is kept.The Chairperson puts a formal motion that the apologies are accepted and thisis voted on.

3. Minutes

Those present at the previous meeting confirm the accuracy of that meeting’sminutes. If the minutes have been circulated in advance, the Chairperson canaccept the motion that they be taken as read and confirmed.

4. Matters Arising

It is very easy for discussion of general matters to take over here and theChairperson should ensure that matters are related to action that was to havetaken place or to questions on specific items. The Chairperson will knowwhich items are to be dealt with further down the agenda and should not allowdiscussion of these at this time.

5. Correspondence

The main points of inward and outward correspondence should be read out tothe meeting and then a formal motion that the correspondence is received andoutward correspondence approved is put to the meeting.

6. Business Arising from the Correspondence

7. Treasurer’s Report

Accounts for payment should be put to the meeting and voted on and althoughsome branch rules do not require a monthly statement of accounts it isrecommended that some indication of the branch’s financial situation be givenat each meeting.

Section 4:

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8. Committee Reports Committees handle much of the work of branches and there should be no need

for lengthy or detailed discussion of committee reports. Important matters should be the subject of a written report made available before the meeting, but as a rule committee reports inform the meeting of the action taken, progress achieved and further action to be taken. Discussion should take place so that the meeting can be fully informed of the committee's work and give approval for further action.

9. Other Reports These should also be brief and should deal with specific topics. 10. Election of Officers (if required at the meeting) 11. Motions before the Meeting

It is usual for motions to be communicated to the Chairperson in advance of the meeting so that they can be put on the agenda and considered by members before the meeting. The Chairperson may defer until the next meeting any motions, which have not been notified in this way, but items, which are not too contentious, are usually accepted at the meeting.

12. General Business Items here should be minor. Points of information, questions and proposals

are all acceptable but the Chairperson has the right to decide whether or not a matter should be discussed.

13. Arrangements for next Meeting The Chairperson should ensure that this is discussed so that everyone is aware

of the date, time, venue, and other arrangements. 14. Close of Meeting

Section 5:

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General Notes for Assistance of Secretaries The secretary is the chief administrative officer of the branch. A good secretary has:- � A close working relationship with the Chairperson. � A good eye for detail and an ability to organise. � A strong interest in branch matters, being well informed and be able to form

unbiased opinions when called upon. INWARD CORRESPONDENCE Collect mail regularly. National Office normally sends correspondence once a week. Pass accounts to Treasurer and enquiries concerning spares to Spare Convenor/Spare Parts Department to reply. Reply to those where a routine reply is all that is necessary, hold remainder for tabling at next committee meeting then file. Vehicle Identity applications (completed) should all be forwarded to the Branch Verification Committee, then forwarded to National Office after ratification by the Branch Committee. All correspondence addressed to Branch should be minuted. Rally forms - advise editor of Branch newsletter that they are available and hold on file until after entries have closed. Branch Newsletters - Make available to relevant Branch officers, newsletter editor etc. and hold on file (in whatever form your Branch uses). OUTWARD CORRESPONDENCE Retain copies to table at committee meeting, and then file. All Branch correspondence should be minuted. BRANCH COMMITTEE MEETINGS Minutes of Meeting A good practice is for the chairperson and secretary to collaborate on the preparation of an agenda. As per page 4A TAKE TO THE COMMITTEE MEETING: Correspondence Inward/Outward New Members’ Applications (Check that all has been filled in correctly, especially the postal zone number and that the “Club Correspondence” section has been signed. Check also that the proposer and seconder are in fact Club members.) Previous last committee meeting minutes For Chairperson to sign and date after confirmation. Papers Any other papers that may be required for the meeting.

Section 5: B

1. DURING THE COMMITTEE MEETING:

Take accurate minutes of the meeting, noting whom moves and seconds items such as: (a) After apologies received ‘that the apologies be accepted’.(b) After previous minutes ‘that the previous minutes be confirmed and

signed as a true and complete record’. (Because confirmation ofminutes is a serious step, minutes should never be taken as readexcept where the minutes have been circulated to all members insufficient time for them to be studied.)

(c) After correspondence ‘that the inward correspondence be received andthe outward correspondence be approved’.

(d) After the Treasurer has made his/her report ‘that the report be adoptedand the accounts paid.’

(e) After other reports ”that the report is moved and seconded”Note any items of business arising from the minutes or correspondence.

2. After the minutes have been read and confirmed, the Chairperson must signand date them at the bottom. Minutes must be kept in a minute book orfolder.

3. Minutes must show the date, place and nature of the meeting, names (ornumbers) of those present and the names of members sending apologies fornot being present, coming late or leaving early.

Any errors in the minutes should be put in order before the minutes are adopted. The Chairperson and the Secretary should sign any alteration.

Note briefly other items of business discussed, but record precisely any decisions arrived at. Any decisions of consequence and definitely any which involve expenditure of Branch funds must be formally proposed and carried by a majority. Full and accurate recording of such decisions is necessary (but not of the discussion leading up to it). For example, there is no need to say, “A said this. B disagreed and said that. C suggested a compromise and moved that we do so and so. D who said that this would be a good idea seconded this. The question was put to the meeting and all were in favour”. Instead say “After some discussion, C moved, D seconded so and so. All were in favour,” but make sure ‘so and so’ is precisely worded.

4. Correspondence• collate and present to committee meeting.

5. Secretary’s Report• Report any transfers, resignations etc.• any other notices received from National Office• any other notices received from other Branches etc

6. New Members’ Applications - read out names, vehicles, proposers andseconders for the committee meeting to approve.

Section 5:

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FOLLOWING THE COMMITTEE MEETING New members’ applications - sign, date and forward to National Office. Vehicle Identity Applications - collate those approved (as per Branch practice) and forward to National Office. Correspondence - write any replies etc. that may be required, making it clear that they are written on behalf of the Branch and not necessarily expressions of personal views. Minutes of the meeting - write up and forward to all attending the committee meeting (and any other members as per Branch practice) as soon as possible. It is also suggested that a copy be made available at the clubrooms. File previous committee meeting minutes and any correspondence dealt with. Keep proper records, so that previous minutes, correspondence and reports can be found quickly as required.

Remember that confidential matters must be kept confidential. OTHER SECRETARIAL DUTIES: Remember to send changes of addresses, telephone numbers etc to the National Office for alteration on the master database for the Club. If it is Branch practice, contact unfinancial members, advise them of their status and that they will no longer receive magazines. There may be a genuine reason for non-payment that can be easily rectified. Advise that a reinstatement fee may be payable if they allow the membership to lapse. Members not financial at the time the subsequent year’s subscription is due will have their record categorised ‘unfinancial two or more years’ and cease to be members. They must re-apply for membership if they wish to rejoin. The National Office will send a list of financial members, addresses and telephone numbers. Updates can be requested if need be. A copy of this list is useful for section convenors/committee members. A complete membership list and disk set for the entire Club is forwarded from National Office, to each Branch. This shows members’ vehicle and contact details. (Please note, this list only contains financial members who have authorised the Club to print their details on a membership list.) The Secretary is responsible for providing copies to members who request it. There is often a charge for photocopying. The charge must not be in excess of the cost of copying. The Privacy Act prohibits the sale of Membership Lists. Only members of the Club can obtain copies of this list. Due to the price of individual units, it is recommended that Secretaries ask members (via Branch newsletter) to notify him/her if they would like a copy, so as to obtain bulk copying rates.

Section 5:

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10/09/2015 NATIONAL EXECUTIVE MEETINGS These are held twice a year. The national body pays full travelling expenses for the delegate from each Branch. If travelling by car, a reimbursement fee per kilometre is made. Branches are responsible for organising their own air transport for their delegate's travel to Club meetings at the most effective rates. The Club will reimburse branch delegate's travel expenses of either ground travel at current rates or airfares, whichever the cheaper, provided any airfares are booked no later than 28 days prior the meeting. Where a member of a Branch is required to pay costs, the Branch should advance these and make a claim after the meeting, using the form supplied and attaching any receipts or airline tickets. Reimbursements are paid by direct credit along with the usual monthly disbursement. The delegate (appointed at Branch Annual General Meetings) are expected to attend Executive Meetings. A branch may send an observer(s) but they will not necessarily be sitting at the table with their delegate.

STATUTORY REQUIREMENTS ETC. • Notice of Annual General Meeting This must be published several days before the meeting, either in the newspaper or the newsletter (in which case the newsletter must be delivered in time). The notice must state the time and place of the meeting and give a brief agenda as per branch rules. Refer to your

Branch Constitution for rules.

• Special General Meeting Same drill as for Annual General Meeting. SGM's are called in order to consider change of rules, or when a major item of policy or decision to spend Branch funds is to be considered. • Minutes Minutes of AGM and SGM must be recorded more formally and in more detail than for ordinary meetings. The minutes of the previous AGM and any SGM during the year are read and confirmed at the subsequent Annual General Meeting. • Annual Balance Sheet Treasurer prepares this and has it audited in time for presentation at the Annual General Meeting. A copy must be filed with the minutes of the AGM and a copy must be sent to the Registrar of Incorporated societies together with a statement as outlined in the appropriate section of this Manual, and to the VCC National Office. • Annual Report A copy of the Chairman's annual report is filed with the minutes of the AGM. • Follow Up After the AGM, complete the Branch Meeting and Officers form and Calendar of Events, and return to Head Office. Also send a letter of thanks to the Branch Auditor and Branch Solicitor.

CHANGE OF RULES Any changes of rules must be approved at a SGM called for the purpose. The proposed changes should first be carefully considered by and have the support of the committee and confirmation from the National Secretary/Treasurer that they do not conflict with the National Constitution. When a change has been approved notification must be filed with the Registrar of Incorporated Societies and a copy sent to the VCC National Office. The changes do not take effect until after they are lodged. Refer to your Branch Constitution for complete

details.

Section 5: E

CONDUCT OF MEETINGS It is by rights up to the Chairperson to conduct and control the meeting but not all chairpersons have this skill. The Secretary can assist in an unobtrusive way, for example, ask who moved and seconded an item if the Chairman forgets (so that you can record it in the minutes). Some members ramble on, or get off the subject - deal with this by raising the next item on the agenda. If discussion seems to be getting nowhere try to present a firm proposal (a combination of what all speakers have said; avoid pushing your own viewpoint too hard) to be voted on. Often everyone is in basic agreement but nobody seems able to come to a conclusion. By noting the consensus of opinion you should be able to quietly arrive at something that is acceptable to all.

LEGAL DOCUMENTS Copies of land deeds, insurance policies, registration certificate of any vehicle owned etc. should be held in a permanent secure file.

PUBLIC LIABILITY The Club has negotiated a Public Liability policy that covers the entire Club.

FORMS On file you should have a supply of:

Application for Membership Write in the amount of subscription and Branch address before giving to prospective member. When form is completed (including Proposer and Seconder, whose names should be clearly printed and signing of the Privacy Act section) and passed by Branch Committee, forward with the correct funds to the National Office. Remember to sign and date the form.

The National Office sends a request to each branch annually, in December, for the branch levy for the following year. In February the National Office will forward to each branch a ‘New Members Fees” structure for the next year. This breaks down the costs in to quarterly fees, depending on when members join. It also shows the fees for joint members plus single members. Refer to Section 11 for further details.

Vehicle Identity Cards Further copies of Application forms are available from National Office. New Members are forwarded copies. Encourage members to complete these. They are to be returned to the Branch Secretary. You forward them to the correct branch authorities for approval. Upon completion, they are sent to the National Office for processing. Refer Section 15 for further details.

Section 5:

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AGENDA / DRAFT FOR MINUTES Minutes of.................................………………………………………. Committee Meeting Held at .........................………… on ....................… 1. Notice of Meeting 2. Attendance As attached list or ................................... 3. Apologies Apologies were received from .......................... Moved “that they be accepted”

MOVED/SECONDED CARRIED 4. Minutes of previous Meeting (as read, or as previously circulated) Moved “that they are a correct and accurate record”

MOVED/SECONDED CARRIED 5. Matters Arising Business arising from the minutes ...................... 6. Correspondence As listed ................................... Moved “that the inward be received, outward approved”

MOVED/SECONDED CARRIED Business arising from Correspondence .....................

7. Treasurer's Report Report attached. Moved “that the report be adopted and the accounts paid”

MOVED/SECONDED CARRIED 8. New Members ....................................................

9. Coming Events Club Captain to confirm that arrangements in hand 10. Other Business ................................................. Vehicle Identity Card applications. 11. Next Club Night ................................................

12. Next Committee meeting: Date ............ Place ................ The meeting closed at ..............pm.

Section 6:

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GENERAL NOTES FOR ASSISTANCE OF TREASURER The Treasurer's basic role is to record income and expenditure. Anyone who is precise and painstaking may be suitable, especially one who is willing to learn from and be guided by an auditor. Beyond this basic role the Treasurer also acts as the branch’s financial director, responsible for advising the branch about the level of expenditure or on the use of funds held. Specific duties are: - Immediately after the AGM and the appointment of new officers for the coming year, the Treasurer prepares a budget based on information available from previous years and plans for the coming year. It should show both expected income (e.g. subscriptions, gate earnings, sale of work, etc.) and projected expenditure (e.g. rents, equipment, insurance, power etc). Do not get caught with rising costs. Mark items that can be cancelled if income proves to be lower than expected, or costs higher. The budget is presented to the first general committee meeting for adoption as the financial target for the year. Aim always for a surplus, even if a small one. Establish a bank account. It is usual to allow a combination of two out of three nominated people to draw on it (e.g. Chairperson, Secretary, and Treasurer). The bank will need specimen signatures, and usually a written mandate from the branch. It is often comforting to have a requirement of two signatories for payments. Make a firm rule that NO payments are to be made except by cheque, and that ALL receipts are to be banked intact. This will give a clear record and avoids much account confusion especially when branch officers are inexperienced. Often the Treasurer is given authority to pay accounts up to a certain figure without committee approval. A list of these payments is reported to the next committee meeting and endorsed. Other larger accounts will need committee approval before payment. There may be a need for petty cash. This can be handled in two ways. Either a comparatively small amount is made available for control by the Secretary or else those expending money on the branch’s behalf keep an exact record and present it to the Treasurer for reimbursement, perhaps once a month. The latter method gives a far better control and is to be preferred. The Treasurer should watch these expenses to see that they remain within reason and that unnecessary spending is avoided. While no one should be out of pocket through service given to the branch where there is a cheaper reasonable alternative the Treasurer should encourage it. At each regular committee meeting (usually monthly) the Treasurer reports financial results, with a brief comparison of how the situation compares with the budget, and perhaps with the situation of the previous year. If results differ widely from the expected, the Treasurer should make this plain and may suggest alternative courses. It is the Treasurer's duty to watch the level of spending generally and pull the branch

Section 6:

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up if it appears to be spending beyond its means. The Treasurer is responsible for collecting all receipts, including the results of fund raising, functions, subscriptions etc. If the task is not done personally the Treasurer should supervise collection in some way. For specific projects or functions the Treasurer may find it best to prepare a special budget for the event. When cash is being collected at a function see that the 'gate' is an adequate barrier and that the cash receptacle is deep enough to discourage filching when there is a crowd. Keep a reasonable count of attendance, if possible, and relate this to receipts. In the early stages come prepared with sufficient change. If the entry fee is set at a round figure, equivalent to a single note or coin in common use, there will be fewer problems with change. The Treasurer checks the monthly bank statements and any charges made setting them against the records kept by the branch and against the budget. If the branch is holding substantial funds the Treasurer may suggest investment. An independent audit is mandatory. The setting of budgets and their approval is subject to each branch Constitution. Treasurers should make themselves aware of their branch’s requirements.

Section 7: A

4/12/2018

ACTS OF PARLIAMENT AND THEIR IMPACT ON CLUB OPERATION

Like any other body involved with members of a society, branches must ensure adherence to the terms of various Acts. In general, courtesy and common sense are all that are required. Copies of the Acts are available, for a small charge, from Government Bookshops. If at all in doubt, contact the National Office or a Management Committee member.

Section 7: B

4/12/2018

THE INCORPORATED SOCIETIES ACT

The Executive requires that all Branches be registered under the Incorporated Societies Act 1908. Your questions can be answered by going on to the society’s website - www.societies.govt.nz and choosing the Incorporated Societies Option.

Branch Committee’s should familiarise themselves with the Act. There are certain tasks that must take place. If you click on the Incorporated Societies Option and choose “Forms and Fees”, you will find information and forms that need to be completed for many tasks. Important points to note are:

• Branches must file Financial Statements ANNUALLY • Branches must file any alterations to the Rules/Constitution • Branches must file a Change of Registered Office

Financial Statement

Alteration to Rules Click on Forms under the Incorporated Societies Option on their Website, and you can download all the information you require.:

Section 7: C

10/12/2018

PRIVACY ACT This information is of relevance to all Branches and every sub-committee, be they local or national, that has access to a mailing list. Privacy Officers

It is the recommendation of the Privacy Commission that specific officials exist. Each branch should have an appointed Privacy Officer, the Secretary being the most appropriate person. That person should be responsible for the dissemination of membership information, the protection of all-personal records and protecting the privacy of members. It is the Officer's responsibility to ensure that branch records are secured. Storage and Security

Member information is to be protected by such security safeguards as it is reasonable, in the circumstances, to take against loss, access, use, modification, disclosure or misuse. Membership Application Form

Members have the option of asking for their information to be suppressed except for administration purposes between the branch and National Office. The Application form asks the new member to sign whether they wish to have their information available, or not. It also states: “No signature reflects your APPROVAL to allow your information be made available”. There is no provision available to have some information available and not

other.

Access to and Correction of Personal Information

Members have the right of access to their records and may change them at any time. All information held must be disclosed on request of the member. Imparting of Members Details

The current procedure at national level for address enquiries by mail is to advise the enquirer that their request has been passed on appropriately, for the attention of the member involved. A telephone enquirer is obliged to identify themselves and assurance is gained that the enquiry is not of a commercial nature. In the event of unfamiliarity or uncertainty, details of the enquiry are recorded. As these enquiries are usually to the benefit of members, there is no reason why this system should not continue, in fact discontinuation would anger many members. At Branch level similar provision should be in place. Access to Commercial Sector

Only the Branch Committee should authorise access to member information. Such access may still be provided without breaching the Act, as long as members' information is not supplied directly to the commercial concern and those opting to withhold their details are not included.

Section 7: D

4/12/2018

HUMAN RIGHTS ACT Discrimination by colour, race, ethnic or national origins, religious or ethical belief, sex, marital status, disability or age may all lead to complaints under the Act. This Act encompasses sexual harassment. Discrimination between officials could lead to a complaint; between officials and employees or members and employees. Inability to, or preference to, resolve issues with members of the same sex, over members of the opposite sex, could lead to a breach of human rights complaint. Any complaint should be addressed in the first instance at Branch level, however, the member has the right to take whatever action they prefer, be it Management Committee intervention or directed to the Commission.

COMMERCE ACT Of more relevance for Beaded Wheels than Branches, in relation to advertising, the restrictive trade practices provisions of this Act could be breached by refusal to accept proffered advertising. Generally, there are very few circumstances under which advertising can be safely refused and they basically relate to human rights, decency, etc. It is incumbent on the Branch to ensure that they do not accept an advertisement that may breach any Act. Of course, if it is your policy to have no advertising in your newsletters that is acceptable. PRIVACY ACT

Printing any material or photograph about a person, without their permission, may lead to a breach of the Act. Should a person ask for the withdrawal of an item, an apology, an amendment or a retraction, there are very few reasons by which the request can be refused without risking prosecution. As a policy, the Editor should comply with all such requests. HUMAN RIGHTS ACT

The use of nick names with racial or ethnic origins, whilst not necessarily offending the person to whom the name is attributed, may offend another reader. Irish or other ethnic jokes or poems, mechanical comparisons that could be perceived as derogatory, the use of sexist language, cartoons that show a gender in an unfavourable light, could all lead to an offence. Dealings of a discriminatory nature with contributors, or their contributions, advertisers, or their advertisements, could also lead to a breach of the Act. Advertisements should not exclude a section of the community. The most easily overlooked of these are ones that refer directly to one gender. For instance see edition 205 of Beaded Wheels, page 27. The advertisement for the panel beating video required alteration of a line that originally said "A NZ video for the NZ man", which was subsequently altered to "A NZ video for the NZ'er".

Section 7: E

4/12/2018

COPYRIGHT ACT Again of more relevance to Beaded Wheels, the Act provides for protection of literary, dramatic and artistic works, from misuse or reproduction, through any medium, without permission from and acknowledgement of those to whom exclusive right belongs. Artistic work encompasses photography. As a general rule, acknowledge everything that is not submitted by the originator and do not reproduce newspaper photographs without approval.

EMPLOYMENT RELATIONS ACT Should any Branch employ an official, they should contact the National Office for information on the requirements of this Act. NOTE: BRANCH NEWSLETTERS

If courtesy, discretion and common sense prevail, no complaints should result. Whilst it is not considered that any contributor would deliberately offend, there are many subtle ways that offence could be caused. In the event of a complaint, obviousness is not acknowledged by the Commission as an acceptable defence. In these matters it is irrelevant whether the newsletter is only distributed to members, or more widely. Any individual who reads it may lodge a complaint.

Section 7: F

4/12/2018

ARCHIVE POLICY

Objectives of maintaining an Archive at the Vintage Car Club of New Zealand (Inc.) National Office

1. To obtain, conserve and record a collection of items relating to the history of the

Vintage Car Club of New Zealand (Inc.) 2. To obtain, conserve and record the motoring activities and history of club members,

vehicles and events 3. To preserve and record historical records concerning aspects of motoring in New

Zealand Ownership of donated items All items donated to the Archive of the Vintage Car Club become and remain the property of the Vintage Car Club of New Zealand (Inc.) to be retained or passed on as per the objectives and guidelines in the current policy. All items donated to the Archive of the Vintage Car Club of New Zealand (Inc.) must have clear proof of ownership. The Archive will not accept any items where ownership is unclear or in dispute. The Archivist will require suitable proof of ownership should there be any doubt as to the ownership of any items donated. Policy review The above policy is subject to review as or when requested by Management Committee of the Vintage Car Club of New Zealand (Inc.) or the appointed Club Archivist. Guidelines for accepting donations The Archive of the Vintage Car Club is grateful to accept donations of records, photographs, documents, books, artifacts or similar items relating to vintage motoring or New Zealand motoring history. Due to space restrictions and the fact that the Archive is not staffed or open on a daily basis, the Archive cannot act as a general motoring library. While grateful for donations, the Archive is bound by the above objectives. Should any donated item fall outside of those objectives (such as books or publications that do not directly relate to New Zealand motoring history or the Vintage Car Club of New Zealand (Inc.)) then those items will, at the discretion of the Archivist, be passed to an appropriate Vintage Car Club Branch library where they are better able to be stored and made available to Club members. The Archive will not collect wheeled vehicles or parts thereof, recognising that they may be more appropriately collected by other organisations such as museums or Vintage Car Club Branches. When donated items require specialist storage or preservation, the Vintage Car Club of New Zealand (Inc.) reserves the right to pass them to organisations better equipped to ensure the correct preservation and/or storage of those items.

Section 8:

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A

R U L E S CLUB A copy of the Club Rules (Constitution) should be familiarised by Branch Committees and made available to members when requested. YOUR BRANCH RULES It is important that Branch Secretaries are conversant with their own Branch Rules e.g. Notice to be given of meetings Setting Branch levies Election of officers A copy of your current Constitution should be placed in this manual and National Office should be issued with a similar copy Any member of the public is able to visit their Companies Office and receive a copy of any Incorporated Societies Constitution.

Section 8:

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B

09/08/2018

CONSTITUTION OF "THE VINTAGE CAR CLUB OF NEW ZEALAND (INCORPORATED)"

1. Name 1.1 The name of the organisation shall be "The Vintage Car Club of New Zealand (Inc.)”

referred to in this Constitution as the "Club".

2. Registered Office 2.1 The registered office of the Club shall be at such place as determined from time to

time by the Club Executive.

3. Objects The aims and objects of the Club are:

3.1 To foster interest and engage in the preservation and maintenance of motor vehicles in the following categories, viz -

a) Motor Vehicles constructed prior to 31st December 1918, such vehicles to be known

as Veteran Vehicles.

b) Motor Vehicles constructed between 1st January 1919 and 31st December 1931, such vehicles to be known as Vintage Vehicles.

c) Motor Vehicles constructed between 1st January 1932 and 31st December 1945, such vehicles to be known as Post Vintage Vehicles.

d) Motor Vehicles constructed between 1st January 1946 and 31st December 1960, such vehicles to be known as Post War Vehicles.

e) Motor Vehicles constructed between 1st January 1961 and 31st December 1980, such vehicles to be known as Post 1960 Vehicles.

f) Motor Vehicles constructed on or after the 1st January 1981 provided that no vehicle is deemed eligible for this category until the day immediately following the 30th anniversary of its original date of construction as determined in accordance with Section 2 of the Club Vehicle Technical Code, such vehicles to be known as Post 1980 Vehicles. (Refer By-laws)

g) Factory Built, and Historic Racing Vehicles (as described in the By-laws).

h) Period Specials. (as described in the By-laws).

i) Motor Vehicles newly constructed to the exact specification of an original factory production vehicle, to be known as Authentic Reproduction Vehicles (as described in the By-Laws)

3.2 To obtain and conserve all historical records concerning such vehicles or concerning any aspect of motoring in New Zealand.

3.3 To promote Rallies, Touring Expeditions, Competition, Trials and such other events as may be suitable for any of the above classes of vehicles.

3.4 To provide facilities for Members to obtain and maintain such vehicles and to this end to provide Members with such information, literature and other assistance by such means as the Club or Executive may from time to time determine.

3.5 To foster among Members a system of mutual voluntary assistance for the maintenance and preservation of all vehicles catered for by the Club.

Section 8:

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C

3.6 To promote and encourage such meetings, lectures, discussions and other social functions as the Club may from time to time determine.

3.7 To foster road courtesy and safe driving and in every way to co-operate with Government and local authorities to this end.

3.8 To promote the importance and value of Historic Vehicles so that appropriate legislation continues to ensure the free use of such vehicles on all New Zealand roads.

3.9 To advocate and lobby on behalf of the Members of the Club to protect and advance these objects.

4. Powers

That the Club shall have power to do all acts and things necessary for the furtherance of its objects or any of them and in particular may exercise the following powers and ancillary objects:-

4.1 The Club and its Branches may have headquarters, clubrooms and other facilities at

such places as will from time to time be determined. 4.2 The Club may liaise with any organisation whose aims are similar to, or compatible with

those of The Club. 4.3 The Club may purchase, take on lease or otherwise acquire upon such terms as it may

think fit, any real and personal property, and any rights and privileges, either necessary or convenient, for the purpose of the Club, and may erect, maintain, improve or alter any building, premises, works, as it may require.

4.4 The Club may for any of its objects borrow or raise money and for the purpose of

securing the repayment thereof may charge all or any of its real or personal property. 4.5 The Club may invest and deal with the funds of the Club upon which securities or in

such manner and upon such terms and conditions, as the Executive may think fit. 4.6 The Club may sell, lease, exchange, mortgage, or otherwise deal with all or any of the

real financial and personal property of the Club. 4.7 The Club may join or affiliate as a Member of any Incorporated Society under "The

Incorporated Societies Act, 1908" which has as one of its objects the advancement of the government of automobilism.

4.8 The Club may make grants and subsidies in favour of deserving objects, whether the

same are similar to the objects of the Club or not.

4.9 The Club may subscribe for or purchase, take or acquire shares, debentures or securities or may promote or become Members of or grant financial assistance to any Company, Society or other Corporation or any body of persons not incorporated or any Trust.

4.10 The Club may subscribe or apply for and take or acquire by purchase or otherwise and

hold shares or otherwise become a Member of any mutual insurance company or association whether the liability of the Members thereof shall be limited by shares or guarantee as a Member of any such company or association the liability of whose Member shall be limited by guarantee.

Section 8:

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22/08/2013

4.11 The Club may act as agents for and introduce business to fire, accident, indemnity and general insurance offices, including any mutual insurance company or association which the Club shall be a Member and especially in relation to motorists and motor vehicles catered for by the Club.

4.12 The Club may take any gifts or property, whether subject to any special trusts, or not,

for any one or more of the objects of the Club. 4.13 The Club may print, publish and sell any newspapers, journals, periodicals, books,

bulletins, leaflets, videos, computer disks, C D Roms, (including Internet connection), or other literature that may from time to time be deemed desirable for the promotion of any one or more of the objects of the Club, subject to the terms and conditions of the Privacy Act.

4.14 The Club shall open accounts with a savings or trading banks as shall be agreed upon

and all moneys received on account of the Club shall be paid into such accounts and all payments made by the Club will be made by cheque on the Club bank accounts, or use other banking systems as appropriate.

4.15 The Club may receive fees, subscriptions and funds.

4.16 The Club may employ staff and engage the services of personnel and organisations to

assist and advise the Club. 4.17 The Club shall determine its membership, and/or other appointed personnel. 4.18 The Club shall establish committees and delegate its power to those committees. 4.19 The Club shall discipline its Members. 4.20 The Club shall determine By-laws, policies and procedures to administer the Club. 4.21 The Club shall pursue any course of action which will further the aims and objects of the

Club. 5. Membership

5.1 The membership of Club shall comprise of Individuals who follow the "objects" of the Club and whom the Club accepts as its Members (called "Members") There are four types of Members namely:

a) Members - any persons interested in furthering the interest of the Club. b) Joint Member - Member and spouse (or partner) and/or dependent children up

to twenty one year’s inclusive and residing with the member or temporarily residing away from that address while attending an educational institution

c) Honorary Life Member - Any Member who shall have rendered the Club outstanding service, which in the opinion of the Club is such that a Member merits the conferment of the status of Honorary Life Membership. (Refer By-laws)

d) Junior Membership – Any member 21 years of age or younger who does not fall under the category of ‘Joint Member’, who pay 50% of the current Annual Subscription for the relevant branch they are assigned to and a 50% reduction of the applicable Branch Levy.

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17/08/2015 5.2 Applications for Membership:

Each applicant for membership must complete and sign the prescribed form of application for membership and be proposed and seconded in writing by two Club Members whose subscriptions are not in arrears. The prescribed form of application shall be in such form, as the Management Committee shall from time to time determine. After firstly being accepted in a Branch of the Club, the completed form or application shall then be forwarded with annual subscription to the Secretary/Treasurer. Any person, who agrees with the objects of The Vintage Car Club of New Zealand Inc., may subject to the Executive committee’s approval become a member of the Club.

5.3 Rules:

a) Each Member on joining the Club shall be issued with a copy of the current rules,

the cost of which is covered by their first subscription. b) Each Member shall be issued with a Membership Card that shall be renewed on

payment of their annual subscription. c) All Members of the Club must recognise the Club as the Historic Vehicle Authority

in New Zealand and observe and comply with the Constitution of the Club, By-laws, and any policies and procedures determined by the Club, and any decisions or directions made or given by the Club (or by any Branch Committee, other Committee, officer, person or organisation to which or whom delegated authority or empowerment has been given to make or give such decisions or directions).

5.4 Resignation: a) Any Member may discontinue their membership upon delivering to the

Secretary/Treasurer notice in writing of their intention so to do, and upon paying all fees, subscriptions and other moneys payable by them up to date of such notice, and thereupon such Member shall cease to be a Member.

b) Any Members being over one month in arrears with a subscription or any other moneys due by them to the Club shall be liable to have their membership cancelled by the Executive, but the Member may not be discharged from liability for any arrears or moneys due at the date of such cancellation.

5.5 Discipline:

No Member may by their conduct or activities be injurious to the welfare or character of the Club or by their actions be in breach of these Rules and By-laws. (Refer By-laws.)

5.6 Pecuniary Profit:

(a) Any income, benefit or advantage will be applied to the charitable objects of the

club. (b) No member of the Club or any person associated with a member shall participate

in or materially influence any decision made by the Club in respect of any payment to or on behalf of that member or associated person of income, benefit or advantage whatsoever.

Any such income paid shall be reasonable and relative to that which would be paid in an arm’s length transaction (being the open market value).

(c) The provision and effect of this clause shall not be removed from this constitution and shall be implied into any document replacing this constitution.

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17/08/2015 6. The Executive

6.1 The Executive is the governing body of the Club.

6.2 The Executive consists of: A delegate of each duly established Branch of the Club (who may be the Branch Chairman) or a substitute branch member for the delegate appointed by the branch committee (all of whom must be financial members of the branch they represent who have been elected by such Branch in accordance with their Constitution or Rules) and also the members of the Management Committee.

6.3 Twenty Members shall form a quorum.

6.4 The Executive shall meet twice a year. (Refer to By-laws).

6.5 Power:

The Executive has the following powers. a) To govern the affairs of the Club. b) To determine the policies of the Club.

(c) The Executive may from time to time appoint any committee, officer or person and may delegate any of its powers and duties to such committee officer or person or to the Management Committee. That committee, officer or person, or the Management Committee, may without confirmation by the Executive, unless otherwise directed, exercise or perform the delegated powers or duties in the same way and with the same effect as the Executive could itself have done.

Any committee, officer or person to whom the Executive has delegated powers or duties will be bound by the charitable terms of the Club and any terms or conditions of the delegation set by the Executive. The Executive will be able to revoke such delegation at will, and no such delegation will prevent the exercise of any power or the performance of any duty by the Executive. It will not be necessary for any officer or person who is appointed to be a member of any such committee, or to whom such delegation is made, to be a Member of the Club.

d) To do all other things that it considers necessary to further the objects of the Club.

6.6 Voting:

All decisions and resolutions of the Executive meetings shall be passed by a vote of a majority of the Executive in attendance. Voting may be verbal, by show of hands, or secret ballot (if requested by two or more Executive members attending).

There shall be no proxy votes.

7. Management Committee

7.1 Composition: The Management Committee shall consist of the President, Immediate Past President, Club Captain - Northern Region, Club Captain - Southern Region, Secretary/Treasurer, Chairman of Beaded Wheels Editorial Committee, Registrar, Speed Steward and three other committee Members.

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17/08/2015 The Immediate Past President shall remain a Member of the Management Committee

only for the year following the cessation of their term as President.

Six Members shall form a quorum. 7.2 The Management Committee is bound by resolutions passed at Executive Meetings

and will report to the Executive at each Meeting. 7.3 The Management Committee shall elect, from within it's own Members, one Member to

the position of Deputy Chairman of the Management Committee. The Member so elected shall be given such duties and responsibilities as the Management Committee shall decide, and the position will be reviewed at the first meeting of the Management Committee following the Annual General Meeting.

7.4 The President shall allocate various responsibilities to the Management Committee for

the year. 7.5 The Management Committee shall meet at such place and time as it shall determine,

either in the presence of Members of the committee in one venue or by the attendance of Members on a teleconference call.

7.6 Powers: The Management Committee shall have the following powers. a) To plan, manage, administer and report on the affairs and finances of the Club. b) To co-opt or engage the assistance of any persons or organisations to assist or

advise the Club. c) To establish Committees or Sub Committees as it considers necessary to assist

the administration and functioning of the Club.

d) The Management Committee may from time to time appoint any committee, officer or person and may delegate any of its powers and duties to such committee, officer or person or to a Branch Committee. That committee, officer or person may without confirmation by the Management Committee, unless otherwise directed, exercise or perform the delegated powers or duties in the same way and with the same effect as the Management Committee could itself have done. Any committee, officer or person to whom the Management Committee has delegated powers or duties will be bound by the charitable terms of the Club and any terms or conditions of the delegation set by the Management Committee. The Management Committee will be able to revoke such delegation at will, and no such delegation will prevent the exercise of any power or the performance of any duty by the Management Committee.

It will not be necessary for any officer or person who is appointed to be a member of any such committee, or to whom such delegation is made, to be a Member of the Club

e) To implement the policies and procedures as directed by the Executive. f) To fill any vacancies in any Committees of the Executive.

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g) To determine the terms and conditions of employees, volunteers and any other persons rendering service to the Club.

h) To discipline any Member in accordance with this Constitution and the By-laws. i) The Management Committee shall have power from time to time to make, alter,

amend and repeal any regulation for carrying out any competitions, runs, trials, rallies, speed events or other activities not inconsistent with the object of the Club or for regulating their own proceedings as they may deem expedient provided that such regulations are not inconsistent with these Rules. A record of such regulations shall be kept by the Secretary/Treasurer.

7.7 Voting:

All decisions and resolutions of the Management Committee shall be passed by a vote of a majority of Management Committee Members in attendance at the Management Committee Meeting. Voting may be verbal, by show of hands, or secret ballot (if requested by any Management Committee Member attending). There shall be no proxy votes.

7.8 Conduct of Meetings.

a) The President of the Club will be Chairman of all meetings of the Club, Executive and Management Committee and shall be, ex-officio, a Member of all committees and sub-committees.

b) In the absence of the President the Deputy Chairman shall be Chairman of all meetings of the Club, Executive and Management Committee.

c) The Chairman shall be entitled to exercise a deliberative vote, and in the event of an equality of voting, shall be entitled to a casting vote, which need not be exercised, or if exercised, need not be cast to preserve the “status quo".

8. Election of Officers

8.1 Not less than seventy-five clear days before the Annual General Meeting the Management Committee shall cause notice to be given to all Members, intimating the date for closing nominations for the offices of: President, Club Captain - Northern Region, Club Captain - Southern Region, Secretary/Treasurer, Beaded Wheels Editorial Committee Chairman, Registrar, Speed Steward and three other Members of the Management Committee, and shall invite nominations for such offices to be forwarded in writing to the Secretary/Treasurer to arrive not less than fifty-five clear days before the date appointed for the Annual General Meeting. Every such nomination to be signed by the Member nominated, their nominator and seconder.

8.2 Only a Member who has served at least one year upon the Executive of the Club shall hold the Office of President. Members shall be eligible for election to the Management Committee if they shall have paid all moneys due by them to the Club and have been financial Members of the Club for at least six months prior to nomination. If the number of candidates for the Management Committee exceeds the number of respective vacancies to be filled, an election shall take place.

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02/08/2003 8.3 Such election shall be by postal ballot of all Members of the Club and shall be

conducted by the Secretary/Treasurer. If an election be necessary, ballot papers for such election shall be prepared by the Secretary/Treasurer and not more than forty-two clear days before the Annual General Meeting a ballot paper shall be posted to every Member.

The ballot paper shall contain the names, Branch, addresses and occupations of Members nominated for each of the offices of President, Club Captain Northern Region and Club Captain Southern Region, Secretary/Treasurer, Beaded Wheels Editorial Committee Chairman, Registrar, Speed Steward and three Members of the Management Committee, in the form of alphabetical lists. With each such ballot paper the Secretary/Treasurer shall also send to each Member an envelope addressed to the Secretary/Treasurer, with the words "Ballot Paper" marked thereon. Each Member who votes shall strike out from their voting paper the name of any candidate for whom they do not desire to vote and shall leave uncancelled the name of any candidate for whom they desire to vote up to the maximum number of vacancies. After voting, the Member shall then return their voting paper, sealed in the prescribed manner, to the Club's registered office.

8.4 For the purposes of a postal ballot a voting paper and the other documents and papers

to be posted therewith by the Secretary/Treasurer shall be sent by post to each Member at their address as shown on the list of Members in the office of the Club; but the accidental omission to post to any Member a voting paper and such other documents and papers shall not invalidate any election or in any manner whatsoever prejudice or affect any proceedings or steps relating to the taking of a postal ballot or anything arising out of or consequential on such ballot. No ballot paper on which the number of candidates voted for is more than the number of vacancies, or which is received by the Secretary/Treasurer later than 8 am on the fifth day preceding to the Annual General Meeting, shall be valid.

8.5 The Secretary/Treasurer shall notify each candidate of the time and place appointed for

the opening and the counting of the voting papers (in these rules called the "ballot") and each candidate or representative duly appointed in writing (who shall in all cases be a Member of the Club) shall have the right to attend, but take no part in the counting of votes.

8.6 The Secretary/Treasurer shall open the envelopes at 8 am on the fifth day preceding

the Annual General Meeting (or as soon thereafter as practicable) at the office of the Club, and together with such assistants as at their absolute discretion may or shall require to count the votes. The Management Committee shall appoint two official scrutineers to assist the Secretary/Treasurer in the counting of votes. The Members not exceeding the number of vacancies respectively to be filled who obtain the highest number of votes shall be deemed to be duly elected but shall take office only as from the dissolution or first adjournment if any (whichever event shall first happen) of the Annual General Meeting at which the declaration of the results of the poll is announced.

8.7 Provided however that where there is an equality of votes between candidates to be declared elected the Secretary/Treasurer shall determine by lot which candidate or candidates shall be elected.

The Secretary/Treasurer, shall after conferring with the scrutineers, be the sole and absolute judge as to whether any voting paper returned or any vote is valid or invalid, and should or should not be taken in consideration in the count and the decision of the Secretary/Treasurer in every case shall be conclusive and shall not be questioned or contested or impeached for any reason whatsoever.

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Where a question arises over voting papers returned or any vote is valid or invalid, and should or should not be take in to consideration in the count concerning the position of Secretary/Treasurer, the residing president shall be the sole and absolute judge and in every case his decision shall be conclusive and shall not be questioned or contested or impeached for any reason whatsoever.

8.8 On completion of the count the Secretary/Treasurer shall sign a certificate stating the

names of candidates and the number of votes cast for or obtained by each and such certificate shall be conclusive and final evidence of the result of the poll. The Secretary/Treasurer shall deliver such certificate to the President or failing that person, the Deputy Chairman, or failing that person the Chairman of the Annual General Meeting, and the result shall be announced at the Annual General Meeting.

9. Meetings

9.1 The Annual General Meeting of the Club shall be held at such place, as the Executive shall determine during the month of August in each year, or such other month as may be determined in any Special General Meetings.

9.2 Notice of Meeting: Seventy-five clear days notice in writing or by advertisement shall be

given of all Annual or Special General Meetings. 9.3 Agenda and Business: The business which shall be discussed at the Annual General

Meeting includes the annual report, statement of annual audited accounts, items of business, elections and any alterations to this Constitution. An agenda containing the business to be discussed at an Annual General Meeting shall be forwarded to all Members by not more than 42 days before the date of the Meeting.

9.4 Voting: At all Annual General or Special General Meetings each Member whose

subscription has been paid and every other Member whose subscription is not in arrears more than one month shall have one vote which must be given personally. Voting shall be by a show of hands unless a ballot is demanded. The Chairman for the time being shall, in all cases of equal voting, have a casting vote as well as a deliberative vote.

9.5 Special General Meeting: On a requisition in writing, signed by fifty financial Members of

the Club, being given to the Secretary/Treasurer, or on his behalf being directed to do so by the Executive or by the President, shall call a Special General Meeting. The provisions relating to notice of and proceedings at the Annual Meeting shall apply to Special General Meetings, so far as applicable.

A special General Meeting will only consider business related to the reason for which it is called, as notified to members.

9.6 Quorum: At all Annual General or Special General Meetings of the Club thirty financial

Members shall form a quorum. 10. Finance

10.1 The Executive in accordance with the By-laws shall determine the financial year of the

Club. 10.2 The finance of the Club shall be administered and managed by the Management

Committee.

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17/08/2015 10.3 The Management Committee shall present at or before the Annual General Meeting an

annual report and statement of audited annual accounts.

10.4 The Executive shall appoint annually an auditor to audit the finances of the Club.

11. Subscriptions and Fees

11.1 All Members shall pay an annual subscription to the Club by a date determined by the Executive (refer to By-laws). The amount of subscription shall be determined from time to time by the Executive.

12. Common Seal

12.1 The Club shall have a common seal. The Management Committee shall determine by resolution when the common seal is to be used and make provision for its safe custody, in accordance with the Incorporated Societies Act.

13. Guests

13.1 No Member who for the time being is the subject of any formal disciplinary process, shall, unless first authorised by the Management Committee or under its delegated powers, attend any Club or Branch function, event, activity or meeting.

13.2 No Member shall introduce as a guest a person who has been suspended, required to

resign, or expelled, or whose name has been struck off the Register of Members either for non-payment of subscription or for any other reason.

14. Prizes

14.1 Neither the Club, its Branches, nor any sponsor shall be permitted to offer a monetary prize to be competed for by any Member in any event.

15. Branches

15.1 The Club may establish Branches at any place or places it may think fit, and may from time to time fix and determine the boundaries or territories, of each such Branch, provided that where any proposed new Branch is less than fifty (50) kilometres from the centre of an existing Branch, the Executive may require a minimum of thirty (30) Members in the new Branch.

15.2 The Members of a Branch shall consist of the Members of the Club who for the time

being are residing within the boundaries or territory from time to time assigned to the management of a Branch Committee. When a new Branch is formed the existing Members residing in the boundaries or territory of that Branch shall be given the option of joining the newly formed Branch or staying with the original Branch.

15.3 Notwithstanding anything herein before contained, the Club’s Secretary/Treasurer shall

have the power to allocate any Member, on application of that Member, to any Branch of the Club, excepting that where that Member is for the time being the subject of any formal disciplinary process, such allocation shall only be made in accordance with that process. (refer By-laws).

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17/08/2015 15.4 Such Branch Committee is empowered to create local Honorary Officers of the Branch.

The numbers of such Honorary positions may be limited at the discretion of the Branch Executive and all appointments to such positions, shall be advised to the Club Secretary/Treasurer as they are made. The affairs of each such Branch (subject to direction by the Executive of the Club) shall be managed by a Branch Committee comprising the following: -

Chairman, Club Captain, Secretary/Treasurer and a Committee of at least three.

Or such other combination of Officers as the Executive of the Branch may from time to time approve. Provided that should the Branch Secretary/Treasurer become a salaried appointee of the Branch then they shall have no further power to take part in management of the affairs of the Branch and one further Member shall be elected to the Committee.

15.5 Except as elsewhere provided in these Rules the Officers and Committee of the Branch

shall be elected by the Members of the Branch. 15.6 The general rules of the Club shall (so far as the same are applicable, and except as

hereinafter mentioned) govern the conduct of the affairs and meetings of the Branch.

15.7 Any Rules, By-laws and Regulations relating to any formal disciplinary process, including suspension from attendance at any Branch or Club function, event, activity or meeting, shall not be acted upon by a Branch Committee, unless and until that proposed disciplinary process or action is first transmitted to the Management Committee for authorisation and approval. That approval or otherwise shall be promptly forthcoming, depending on the circumstances, and not unreasonably withheld. The details of the matter shall be recorded by the parties so that they are available if the matter is not satisfactorily resolved or escalates to a more serious level at a later time.

Alternatively, any Member or Branch Committee or other person or organisation may, at

any time, transmit the details of any complaint regarding a Member or Members in writing to the Management Committee for its attention.

Any proposal to expel a Member may only be considered and investigated by the Management Committee. (refer By-laws).

15.8 The Delegate so elected shall be responsible to the Branch Committee in respect of their position on the Executive of the Club

15.9 The Members of each Branch shall be entitled to all the rights and privileges of Members of the Club including eligibility to elected positions as laid down in the Constitution, Section 9, Election of Officers.

15.10 Each Branch shall become a duly incorporated Branch of the Club and register as such

under the provisions of the Incorporated Societies Act 1908, and any amendments thereof and with the sanction of the Executive shall adopt Branch Rules not inconsistent with these Rules.

15.11 Unless for the time being subject to a decision or directive of the Club or a Branch

pursuant to the Constitution, By-laws or any other regulation, any Member of any Branch shall be entitled to all the rights and privileges of Members of the Club including eligibility for election to positions as laid down in the Constitution, Section 8, Election of Officers.

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17/08/2015 16. By-laws.

16.1 The Executive may make new or amend existing By-laws provided the following has occurred:

a) The additional By-law(s) or amendment is proposed either by the Management Committee or any Member (through their delegate) at a meeting of the Executive.

b) All Branches are notified of the proposed addition or amendment forty-two days prior to the Executive Meeting in which they are to be considered.

c) The Executive shall then vote on the proposed addition or amendment at the Executive Meeting.

d) Resolutions shall be passed by a vote on a majority of Executive Committee members in attendance.

16.2 The By-laws have the same effect as this Constitution and shall be observed accordingly. If there is any inconsistency between the By-laws and this Constitution, then this Constitution shall prevail.

17. Alteration to the Constitution.

17.1 This Constitution may only be amended, added to or repealed by resolution of a seventy five per cent majority of financial Members voting by postal ballot as set out in the By-laws.

18. Mediation & Arbitration

18.1 Any dispute arising out of or relating to this deed may be referred to mediation, a non-binding dispute resolution process in which an independent mediator facilitates negotiation between parties. Mediation may be initiated by either party writing to the other party and identifying the dispute that is being suggested for mediation. The other party will either agree to proceed with mediation or agree to attend a preliminary meeting with the mediator to discuss whether mediation would be helpful in the circumstances. The parties will agree on a suitable person to act as mediator or will ask the Arbitrators’ and Mediators’ Institute of New Zealand Inc. to appoint a mediator. The mediation will be in accordance with the Mediation Protocol of the Arbitrators’ and Mediators’ institute of New Zealand Inc.

18.2 The mediation shall be terminated by- (a) The signing of a settlement agreement by the parties; or

(b) Notice to the parties by the mediator, after consultation with the parties, to the effect that further efforts at mediation are no long justified; or

(c) Notice by one or more of the parties to the mediation to the effect that further efforts at mediation are no longer justified; or

(d) The expiry or sixty (60) working days from the mediator’s appointment, unless the parties expressly consent to an extension of this period.

18.3 If the mediation should be terminated as provided in B, C and D any dispute or difference arising out of or in connection with this constitution, including any question regarding its existence, validity or termination, shall be referred to and finally resolved by arbitration in New Zealand in accordance with New Zealand law and the current Arbitration Protocol of the Arbitrators’ and Mediators’ Institute of New Zealand Inc. The arbitration shall be by one arbitrator to be agreed upon by the parties and if they should fail to agree within twenty-one (21) days, then to be appointed by the President of the Arbitrators’ and Mediators’ Institute of New Zealand Inc.

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17/08/2015 19. Winding Up.

19.1 If at any Annual General Meeting or any Special General Meeting the majority resolve that the Club shall be wound up, a further Special General Meeting shall be called and held not earlier than thirty days after the date of the meeting at which the resolution was passed, to confirm or reject the resolution. If the resolution is confirmed at the further Special General Meeting the Club shall be wound up and the delegates present shall direct the disposal of all the Clubs assets and finances to be paid to an Inland Revenue approved non-profit or charitable organisation once all debts and liabilities have been settled.

20. Matters not Provided For.

20.1 The Executive shall decide any matters, which are not provided for in this Constitution.

21. Interpretation.

21.1 "Branch" means a duly established Branch of the Club. 21.2 "Club" means "The Vintage Car Club of New Zealand (Inc)". 21.3 "Club Members” means all Members as defined. 21.4 "Executive" means the Executive of the Club as defined. 21.5 "Notices". For the purpose of these Rules and By-laws and any Regulations, any notice

required to be given to any Member hereunder shall; be deemed to be properly given if posted to such Member at his last known address recorded in the Club Register of membership.

21.6 "Property” means all property both real and personal in the widest sense of the terms. 21.7 “Secretary/Treasurer” The person elected to administer the secretarial and financial affairs

of the Club. 21.8 "Beaded Wheels Editorial Committee". The Committee ratified by the Club to administer

the production of the Club's official publication "Beaded Wheels". 21.9 “Beaded Wheels Editorial Committee Chairman” The person elected to chair the meetings

of the Beaded Wheels Editorial Committee, and to be a Member of the Management Committee.

21.10 Club Captain Northern Region shall be elected by members residing in the North Island only.

21.11 Club Captain Southern Region shall be elected by members residing in the South Island only.

21.12 "Registrar". The person elected to administer the Vehicles Registration System of the Club, and to be a Member of the Management Committee.

21.13 "Archivist” The person appointed by the Executive to effect the compilation, recording and storage of the Club records, the ongoing maintenance of the history of the Club, and to attend when requested and in an advisory capacity, the meetings of the Management Committee and the Executive.

21.14 "Speed Steward". The person elected to be responsible for the conduct of speed events, promoted by, or for, the Club, and/or its Branches.

21.15 "Northern Region". All branches of the Club which have prescribed boundaries within the North Island.

21.16 "Southern Region". All branches of the Club which have prescribed boundaries within the South Island.

21.17 "Gender". Where any word, words, or phrases, in these Rules indicate a gender, both genders are applicable.

21.18 "Committee Member". Is a Member of the Management Committee duly elected at the Annual General Meeting by postal ballot.

21.19 "By-laws". By-laws are regulations that govern the Club in the same way, as does the Constitution. They can be made or amended by the Executive. If there are any inconsistencies between By-laws and the Constitution, then the Constitution shall prevail.

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17/8/2015 BY LAWS OF THE VINTAGE CAR CLUB OF NEW ZEALAND (INC) Honorary Life Member

1. Nomination

a) The nominee must be a financial member of the Vintage Car Club of New Zealand (Inc.). b) The nominee must be nominated and seconded by financial members of the Vintage Car Club of

New Zealand (Inc.). c) Each nomination shall be forwarded to the National Secretary/Treasurer by 31st December, in

writing, and giving reasons for the nomination. d) The National Secretary/Treasurer shall forward the nomination to the committee of each branch

of which the nominee has been a member, for written comment. Any comment submitted shall represent the majority view of the Branch Committee concerned, as discussed and determined at a branch committee meeting. Anonymous comments and submissions will not be accepted.

e) Once the comments of each Branch Committee concerned have been received, or after 30th April, whichever comes first, the nomination shall be tabled at a Management Committee meeting for consideration. The Management Committee shall make whatever follow-up enquiries it deems necessary in order to obtain additional information, or to clarify or confirm any comments that may have been received from the nominator, the seconder, or any Branch Committee.

f) A nomination may not necessarily lapse as a result of any particular comment or lack of comment that may be made by a Branch Committee. However, in approving or dismissing any nomination, the Management Committee shall consider all of the information and valid comments that have been submitted to it.

2. Presentation a) Where the nomination to confer Honorary Life Membership is approved, presentation of a Life

Membership Badge and a framed certificate in recognition of the award should be made at the next Annual General Meeting of the Club wherever possible.

b) Where this is not practical, a National Event or suitable alternative event shall be agreed to by the Management Committee in consultation with those concerned.

3. Benefits a) Exemption from VCC membership subscriptions and branch levies for the Honorary Life Member

and their partner as determined by the Management Committee. b) Continued acknowledgment of the Honorary Life Member at future club functions e.g. the AGM,

International Rallies, special events or gatherings. If the Management Committee invites any Life Member to attend such an event, approved costs shall be covered by the Club and managed by the National Secretary/Treasurer.

4. Maximum number of Honorary Life Members a) The maximum number of living Honorary Life Members shall be limited to one per 1000 VCC

members.

Subscription

Subscription rates will be determined from time to time by the decision of the Executive.

a) The Executive shall set annual subscriptions for all classes of Members. b) Annual subscriptions and branch levies (if applicable) shall be payable in advance on the

appointed due date of each year and all persons who are Members for any part of the membership year shall be liable for the full subscription for such year. Honorary Life Members shall pay no annual subscription. New members joining in the last quarter of the membership year must pay levies applicable to take membership up to the end of the next membership year.

c) A discount as determined by the Executive is applicable if paid by the 20th of the month in which it is due.

d) Current fees include an Annual subscription (as set by the Club Executive annually) plus if applicable, a Joint fee (as set by the Club Executive annually) and a Branch Levy (as set by each branch) plus if applicable, a branch joint levy (as set by each branch), plus a discount for early payment.

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29/08/2017 Executive Meeting

Two Executive Committee Meetings will be held annually. One Meeting in March will be held in Wellington or an alternative location designated by the Management Committee. The second meeting will be held at the same location as the Annual General Meeting, in August.

Discipline

1. Under the provisions of the National Constitution a Branch may adopt rules to discipline its own branch members. These rules must not conflict with the provisions of the national Club Constitution and a branch does not have the power to make any decision affecting a branch member’s status as a member of the Club.

2. Any member(s) may at any time make a complaint about another member(s). Such complaint may, in its simplest form, be dealt with and resolved by way of a direct discussion between the member(s) making the complaint and the member(s) whose conduct is the subject of the complaint, facilitated by suitable intermediaries if appropriate.

3. If a satisfactory outcome does not result or is unlikely to result from discussion between the members concerned, then the complaint must be made in writing.

4. Any written complaint about members must, if it is to be acted upon, include the following details:

(a) The date the written complaint is being made.

(b) The name of the member(s) subject of the complaint.

(c) The factual details of the complaint including the date(s) on which the conduct complained of

took place.

(d) An assessment of the impact of that conduct on other members, non -members or members

of the public, and the degree to which that conduct may have brought, or potentially brought

the branch or the Club into disrepute.

(e) The remedy sought by way of discipline of the member(s) complained about.

(f) The names, membership numbers and signatures of the members complaining.

A copy of any written complaint must be kept by the members making that complaint.

5. Any written complaint about a member(s) may be transmitted to the Branch Committee of the branch

to which the member(s) complained of belong, or may be transmitted directly to the

Secretary/Treasurer of the Club for the attention of the Management Committee under delegated

power from the Club’s Executive.

6. A Branch Committee may proceed to deal with any written complaint received by them in accordance

with clauses 3 – 5 above, if the Branch Committee has the capacity to efficiently and effectively deal

with that complaint in accordance with the Branch Constitution, the Club Constitution and these

Bylaws. If not, the complaint must be promptly transmitted to the Secretary/Treasurer of the Club for

attention.

7. Where a Branch Committee has the capacity to manage a complaint about the conduct of any branch

members, the Chairman of the Branch shall promptly investigate to determine the facts and advise

the member(s) concerned of the complaint and record any explanations given. If the situation is

considered serious enough to invoke the sanctions available to the branch under this bylaw, as

defined in clause 9 below, the Chairman shall immediately advise the Secretary/Treasurer of the Club

of the circumstances, also advising which of these sanctions would be considered against the

member in accordance with the Branch Constitution.

8. If the Secretary/Treasurer receives advice of a written complaint about the conduct of a member(s),

he/she will urgently consult with the Management Committee and promptly advise the Branch

Committee as to whether the matter can be dealt with by the Branch Committee or whether it should

be referred to the Management Committee for determination pursuant to the Discipline provisions of

Section 5.5 of the National Constitution.

Section 8:

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26/03/2019

9. After consideration of the facts and any explanation given by any branch member(s) who are the

subject of the complaint, a Branch Committee may impose one or more of the following penalties:

(a) Admonish the member(s) if they agree not to repeat the conduct that gave rise to the complaint.

(b) Require the member to apologise to the affected member(s), and any other affected person if

appropriate.

(c) Ban the member(s) from entering onto branch premises or participating in any specified branch

event (s) held by the branch to which the member belongs, for a period of up to six months

maximum, as agreed to and condoned by the Secretary/Treasurer in consultation with the

Management Committee.

(d) Require compensation by a specified time for any material damage to, or loss of a Branch asset(s).

10. A full written record of the proceedings in dealing with any complaint against a member(s), shall be

retained by the Branch in chronological and dated order and made available on request if the matter

is subsequently referred to the Management Committee or the Executive of the Club in accordance

with the Club Constitution and Bylaws.

The procedure for expulsion of members will be as follows:

11. Any person or organisation may make a complaint to the Management Committee that the conduct of a member of the Club is or has been injurious to the character of the Club. Every such complaint will be in writing and addressed to the Secretary/Treasurer.

12 If the Management Committee considers that there is sufficient substance in the complaint, it may

invite the member to attend a meeting of the Management Committee and to offer a written and/or oral explanation of the member’s conduct.

13 They will give the member at least fourteen (14) days written notice of the meeting. The notice will:

(a) Sufficiently inform the member of the complaint so that the member can offer an explanation of the member’s conduct; and

(b) Inform the member that if the Management Committee is not satisfied with the member’s explanation the Management Committee may suspend or expel the member from the Club.

14 If in the meeting the Management Committee decides to expel the member from the Club the

member will cease to be a member of the Club. 15 A member expelled may within 14-days give written notice of appeal to the Secretary/Treasurer.

The Secretary/Treasurer will then arrange for the complaint to be heard by the Executive when they next meet. If that meeting passes a resolution rescinding the expulsion, the member will be reinstated immediately.

CODE OF CONDUCT Members shall;

a) Actively engage in, or support, the restoration, documentation, preservation and appreciation of historic vehicles and vehicles of potential interest for the future, recognising these vehicles as a distinct and valuable facet of New Zealand’s cultural, technical and pioneering heritage.

b) Display honesty, courtesy, fairness, respect and sensitivity through their interactions with Members

and others, in a manner that is mindful of the differences of opinions that may arise. c) Adopt behaviours that are free from harassment, intimidation, exploitation or discrimination. d) Recognise and acknowledge the contributions, experience, skills and endeavours of others, many of

whom may, for the time being, be serving in elected or appointed roles or offices.

Section 8:

R

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26/03/2019 e) If serving the Club or its members in some capacity, do so with due care, diligence and integrity. f) Be mindful of complying with applicable laws, regulations and reasonable expectations that may

relate to the events and activities of the Club, its Branches, its Members and its guests. g) Comply with the constitutional policies and procedures set down by the club and its Branches. h) In any given situation, adopt an appropriate course of action to the best of their ability, or refrain from

a particular course of action as the case may be, in the best interests of the Club. i) Conduct themselves in a manner that reflects positively upon the Club and its Branches, and, to that

end, demonstrate sound ‘driver etiquette’ and common sense when motoring club-eligible vehicles on Club events or at any other time when other motorists are a consideration. Sound ‘road and driver

etiquette’ are referred to in Section 20 of the Club’s Branch Manual]

j) At all times, and as a priority, consider the safety of themselves and others. k) Be made aware that some Members may have elected to have the details of their Club membership

and Club-eligible vehicles, perhaps including images, withheld from publication, and shall respect this wish.

Financial Year In accordance with Rule 11.1 of the Constitution the Executive shall determine the financial year of the Club. The financial year shall commence on the 1st April in each year and end 31st March the following year.

Alteration to the Constitution

The following procedure shall be followed: a) "Proposed " Notices of Motion must be in the hands of the Club Secretary/Treasurer not later

than 10th January and signed by at least two financial Members. b) The proposed Notice of Motion is to be emailed to all branches so that it can be discussed with

members who will then have the opportunity to make submissions, such submissions to be received by the proposers no later than 20th March.

c) Proposers and seconders of Notices of Motion will be responsible for ensuring that they are

clearly worded and free from ambiguity after considering submissions received. Notice of Motions must be in the hands of the Club Secretary/Treasurer no later than 20th April and must have been subject to clauses A and B above.

d) Notices of Motion must be posted to Branch Secretaries by 10th May and published in the

June/July issue of Beaded Wheels. e) Voting papers as prepared by the Club Secretary/Treasurer must be supplied to all financial

Members not more than 42 clear days and not less than 26 clear days before the Annual General Meeting.

f) Completed voting papers must be in the hands of the Club Secretary/Treasurer not later than

8 am on the 5th day preceding the Annual General Meeting. g) The general provisions of Rule relating to receipt, validity and counting of votes will apply as

they affect this rule. h) The Constitution may only be amended, added to or replaced by a resolution of seventy five

percent majority of financial Members voting by postal ballot.

Section 8:

S

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26/03/2019 Factory Built and Historic Racing Vehicles

Individual Vehicles that have been firstly approved by the committee of a Branch of the Club, and have been secondly, approved by a meeting of the Management Committee. There shall be a right of appeal to the Executive of the Club against any Branch Committee declining an application for approval. The Registrar of the Club shall keep a register of Factory Built and Historic Racing Vehicles having been approved by the Executive.

Period Specials A Period Special is a vehicle which has been built up for a special purpose to represent a particular period and facet of motoring history such as; sports, racing, trials, commercial vehicles. These vehicles may be built utilising: a) Production components (Vehicle Identity Card code B4 & B5) or b) Newly manufactured components (Vehicle Identity Card code C4 & C5). These vehicles must comply with the VCC of NZ (Inc.) Code for Period Specials and have the approval of the Management Committee.

VCC Vehicle Identity Cards for VCC Speed Events All vehicles competing in Speed Events conducted by the Vintage Car Club of NZ (Inc.) and its branches must be in possession of a current Vintage Car Club of NZ (Inc.) Vehicle Identity Card.

Vehicle Eligibility

Vehicles shall be Club-eligible when they are 30 years of age or older. The date of construction of a vehicle shall be determined in accordance with section 2 of the Club Vehicle Technical Code, by establishing the first available proven date commencing with;

(a) Date of availability from the manufacturer if documented; then (b) Date of shipping or leaving the place of manufacture if documented; then (c) Date of delivery (which could also be the date of first registration in the country delivered to); then (d) Date of completion (if the vehicle has been significantly modified or altered); then (e) If none of the above dates can be established, a vehicle shall be deemed to be Club-eligible after the

31st December of the year that is 30 years after its determined ‘year of manufacture’. Historic Vehicle

A Historic Vehicle is a mechanically propelled vehicle, manufactured more than 30 years ago, preserved and maintained in a historically appropriate condition and for the time being in the care of a person or organisation keeping it for its historic, cultural and technical interest or pioneering significance, and using and appreciating it as is practicable.

Section 9:

A

BRANCH RULES Each Branch is required to be a member of the Incorporated Societies. As a member, a set of rules must be registered with and accepted by the Incorporated Societies Office of the Ministry of Commerce. Branch Rules must not conflict with the National Bodies Rules – The Vintage Car Club of NZ (Inc.). A current set of Branch Rules must be filed with the National Office of the Vintage Car Club of NZ (Inc.) by each Branch.

Section 10: A

29/03/2012

BRANCH BOUNDARIES

The Club is made up of members who are assigned to the Branch in whose territory they currently reside, unless allocated to another Branch of the Club by the Club’s Secretary/Treasurer on application by that member. The Executive shall determine the boundaries of such Branches. The next two pages (10B & 10C) show maps of the North and South islands of New Zealand on which are shown the boundaries of the Branches. (Because of the scale of these maps these boundaries are approximate only.)

VCC BRANCHES AND ALLOCATED BRANCH NUMBER 01 Central Otago 02 Ashburton 03 Auckland 04 Bay of Plenty 05 Canterbury 06 Gisborne 07 Gore 08 Hawkes Bay 09 Manawatu 10 Marlborough 11 Nelson 12 North Otago 13 North Shore 14 Otago 15 Rotorua 16 South Canterbury 17 Southland 18 South Otago 19 Taranaki 20 Taupo 21 South Waikato 22 Waikato 23 Wairarapa 24 Wanganui 25 Wellington 26 Eastern Bay of Plenty 27 Northland 29 Overseas Branch 31 Horowhenua 32 Banks Peninsula 33 Waimate 34 King Country 35 Wellsford/Warkworth 36 West Coast 37 Waitemata 38 Far North 39 Central Hawkes Bay

Section 10: B

Section 10: C

Section 11: A

29/03/2016

MEMBERSHIP MONTHLY PROCEDURE All membership changes must be advised in writing to: Office Manager Vintage Car Club of NZ (Inc.) PO Box 2546 CHRISTCHURCH 8140 The National Office processes subscriptions, changes of address, new members, resignations, deceased members, financial and re-instated members received on a day to day basis. Monthly summary reports are forwarded to each branch at the end of each month showing these changes. Dates covered by the report are recorded on the report. New Members Every June the National Office sends a request to each Branch asking for the amount they have set for their Branch Levy, starting 1st November of the next membership year. The National Office will then produce a scale of fees for the Branch to charge new members depending upon whether a full years subscription is to be paid, or a scale of charges adjusted to the quarter when the new member joins, to bring them up to the following 31 October. (Branches have the choice of charging for a full year or a pro rata amount). All new member applications received by the National Office in the last quarter (August - October) of each year should be the full membership charges up to the 31 October of the following year. e.g. if the new member joins in August they will be charged one full year plus the final quarter of the current year. On joining, all new members receive from National Office: � A membership card � A copy of the Calendar of Events � A list of Branch Officers and Branch meeting details Nation wide � The Club Constitution (Rules) � The latest edition of "Beaded Wheels" (if available) � A VCC ID Card application form � A Vero insurance proposal form NOTE: When a new member joins it may take up to two months for them to receive Beaded Wheels, subject to their date of joining and publication dates. New members need to have this explained to them and their application should be forwarded to National Office without delay.

Section 11: B

29/03/2016 Transferring Members Any member who notifies an address change within NZ but involves a district change will not be automatically transferred to the closest Branch. The member must have completed the “Notification of Transfer” form. The completed form must then be forwarded to the National Office for processing. Any member who notifies an address change that gives an overseas address will automatically be transferred to the Club’s overseas group of members. If they wish to obtain a particular Branch Newsletter, they need to arrange this directly with the relevant branch. If they wish to remain a member of a NZ based branch, then they must supply a NZ postal address. CLUB CONSTITUTION ON MEMBERSHIP Membership is covered under Section 5 of the Club Constitution. The advantage of Joint Membership is that the subscription payable is nominal for the extra member, recognising the reduced administration costs and the saving in supplying only one "Beaded Wheels" magazine. One joint fee is payable for each additional Joint Member. Joint Members have full voting rights. It is standard practice that Partners and/or dependant children who are accepted as Joint Members, when they cease to qualify under the terms, they have the right to automatically become members on application and payment of the Club’s subscription and any Branch Levies, the following year. If an additional Joint Membership is added to an existing membership, an application form needs to be completed and approved by the relevant branch before being forwarded to the National Office with the relevant funds for processing. All members are eligible to hold office on the National Executive.

Section 11: C

04/02/2019

INTRODUCTION FOR PROSPECTIVE MEMBERS STRUCTURE

The Vintage Car Club of NZ (Inc.) is an Incorporated Society. A President, Secretary/Treasurer, Club Captain Northern Region, Club Captain Southern Region, Registrar, Beaded Wheels Editorial Committee Chairman, Speed Steward and three Committee Members make up the Management Committee, who meet at least four times per year. The Executive consists of a delegate of each duly established Branch of the Club (who may be the Branch Chairman) or a substitute branch member for the delegate appointed by the branch committee (all of whom must be financial members of the branch they represent who have been elected by such Branch in accordance with their Constitution or Rules) and also the members of the Management Committee. They meet twice a year. The main objective of the Club is to foster an interest in older vehicles.

MEMBERSHIP

A new member’s application must be proposed and seconded by existing Club Members. Members of their family, as defined in the constitution, may also join as “Joint Members”. Subscription rates vary with the type of membership and the Branch joined. Once a member, the National Office will invoice all existing members annually and these are paid to the National Office who apportions the funds as required. Part of the subscription is the Branch Levy, which is returned back to the Branch, the remainder goes to the National Office for administration and towards production of the Club’s magazine “Beaded Wheels” which is posted out to every financial member six times a year.

In addition, Branches publish a monthly newsletter containing information relative to Branch activities, rallies, advertisements of spare parts and vehicle sales etc. Members are welcome to attend activities at any Branch, not just their own local Branch.

VEHICLES CATERED FOR

Vehicles being generally defined as cars, trucks, motorcycles etc., and other self propelled conveyances capable of being used on public roads. a) Motor Vehicles constructed prior to 31st December 1918, such vehicles to be known as Veteran Vehicles.

b) Motor Vehicles constructed between 1st January 1919 and 31st December 1931, such vehicles to be known as Vintage Vehicles.

c) Motor Vehicles constructed between 1st January 1932 and 31st December 1945, such vehicles to be known as Post Vintage Vehicles.

d) Motor Vehicles constructed between 1st January 1946 and 31st December 1960, such vehicles to be known as Post War Vehicles.

e) Motor Vehicles constructed between 1st January 1961 and 31st December 1980, such vehicles to be known as Post 1960 Vehicles.

f) Motor Vehicles constructed on or after the 1st January 1981 provided that no vehicle is deemed eligible for this category until the day immediately following the 30th anniversary of its original date of construction as determined in accordance with Section 2 of the Club Vehicle Technical Code, such vehicles to be known as Post 1980 Vehicles. (Refer By-laws)

g) Factory Built, and Historic Racing Vehicles (as described in the By-laws). h) Period Specials (as described in the By-laws). i) Motor Vehicles newly constructed to the exact specification of an original factory production vehicle, to be

known as Authentic Reproduction Vehicles (as described in the By-Laws)

Section 11: D

10/09/2015

FACILITIES AVAILABLE TO MEMBERS a) Beaded Wheels, the Club's magazine, in which all manner of topical articles are published

and in which members can advertise to buy, sell or swap parts and vehicles. In addition all branches have their own Newsletter to keep members up to date with local news, activities and advertisements.

b) A Club insurance scheme is operated through Vero Insurance and provides

comprehensive cover on Club eligible vehicles at extremely reasonable rates. Members can also arrange insurance on domestic houses, contents, private vehicles, caravans and boats or general insurance at special discounted rates through this Club scheme. Current membership is a prerequisite for continued admittance to the scheme and both Branches and National Office receive a further generous sponsorship from the scheme.

c) All Branches have a computer list of those financial Club Members who have permitted the

Club to release their details, showing names, addresses and vehicle ownership. d) Vehicle Identity cards, which prove the authenticity and dating of Club eligible vehicles.

Endorsements recognised by NZ Transport Agency for various legislation’s passed by them that may affect your vehicle are also available through the Vehicle Identity Card system.

e) Assistance with new NZ Transport Agency vehicle registrations, members may obtain a

Historic Motor Vehicle Date of Manufacture and Authenticity Statement to prove Authenticity and Dating of the vehicle to the Vehicle Certifier.

f) Membership lapel badges and other regalia. g) VCC bumper badges. h) Many branches have spare parts departments, which trade in new and used parts for club

eligible vehicles and members may avail of this service through the different Branches. i) Most branches have their own facilities for members use e.g. Clubrooms and Libraries. j) Club Archives, held at National Office. Information is available to members through the

Club Archivist. k) Website for the National Office plus links to Branch Websites and interesting organisations.

Section 11: E

10/09/2015 RALLIES A National Calendar of Events is published in the October/November issue of Beaded Wheels. The Club Executive approves this list after Branch submissions, during the Annual General Meeting and Conference held in August, and it includes regional, national and major Branch events throughout the year. In addition Branches hold local rallies, as advertised in their newsletters. MEETINGS Most branches hold monthly meetings (many Branches have their own clubrooms) where every member is entitled to attend. News is given relating to upcoming events and activities etc. Members from other Branches are always welcome. At many meetings a speaker is provided to talk on a range of topics relevant to our Club objects. “Noggin and Natter” type evenings are often held as a purely social get-together, to talk old cars and bits and pieces. VEHICLE SHOWS and PARADES Sometimes members vehicles are requested for displays, parades, etc. and this is generally organised as a branch activity to provide an opportunity for members to show the public what the Club is all about. SPARE PARTS A wide range of spare parts is advertised in 'Beaded Wheels' and Branch Newsletters by both members and firms who specialise in tyres and parts for club eligible vehicles. Some Branches have their own spare parts departments which trade in parts. Swap meets are organised at various venues, which give all members an opportunity to sell, buy or swap spares. VIGILANCE The Management Committee keeps a watching brief on changes to legislation regulations to ensure that the interest of Club members and their vehicles are not compromised by changes to government rules.

Section 11: F

10/09/2015 NEW MEMBER APPLICATION FORMS Instructions to assist completion: 1. Please ensure that the name of a new member(s) and their address is printed in block

letters, legible and in the preferred order. As part of the application form includes the accommodation for joint memberships, and junior membership, all birthdates for children and Junior membership MUST be included (see Constitution).

2. Address – member’s correspondence address becomes the computer record and is used

for all future labelling. Inclusion of the relevant postal code is necessary and obtainable through the NZ Post Postcode book or on their Postcode Website. This ensures cheaper bulk posting for the Club. Please include suburbs where appropriate. The street address, where different, is used for branch purposes.

3. Condition Types - available condition types are printed on the form. The condition of

vehicles is computerised therefore it is helpful if the classification options are referred to. 4. Proposer/Seconder - proposer and seconder's names should be printed in block letters

alongside their signatures and their membership number. 5. The portion pertaining to the Privacy Act SHOULD be signed and dated. If this is not

completed, the member will automatically be logged as “Approval to allow their information made available”. Joint members should both sign. It is not possible to suppress partial details therefore it is all or nothing. Joint membership cannot choose both options.

6. Passed by Branch Secretary - this section must be completed by the Branch Secretary

before the National Office can process the form. It is important to fill out the Branch details as the Branch is not always clear from the member’s address.

7. New member applications should be forwarded to the National Office only after the Branch

Committee has accepted them and they are signed by the Secretary. The new member should not send them directly to the National Office. Appropriate payment should be attached. Once processed, the application will be returned to the Branch for their files.

8. New membership is subject to final approval at the Executive Meeting following the date on

which they are processed at national level. NOTE: If joining as a joint member with an existing member (i.e. joint member as described in the Constitution) an application form must be completed along with the details of the existing member (i.e. name and membership number).

SECTION 11: G

10/09/2015

THE HISTORIC VEHICLE AUTHORITY OF NEW ZEALAND

THE VINTAGE CAR CLUB OF NEW ZEALAND (INC.)

APPLICATION FOR MEMBERSHIP/JOINT MEMBERSHIP

PROSPECTIVE NEW MEMBERS: Membership acceptance is subject to approval of the National Executive of the Vintage Car Club of NZ (Inc.) at its

next meeting (March, August).

FULL MEMBER (Existing members adding a joint member, please write your name and membership number)

Surname Mr/Mrs/Ms/Miss_______________________________________ First Names ______________________________________

Birthdate _____________________________________________

JOINT MEMBER(s)

Surname Mr/Mrs/Ms/Miss_______________________________________ First Names ______________________________________

Birthdate (Must be included if under 22)____________________

Relationship to Full Member - Partner/Son/Daughter/Other ______________________________________________________________________ (Please refer to the Constitution for joint criteria.)

OR

JUNIOR MEMBER

Surname Mr/Mrs/Ms/Miss_______________________________________ First Names ______________________________________

Birthdate (THIS IS COMPULSORY)____________________

ADDRESS FOR CORRESPONDENCE STREET ADDRESS (if different)

Street:________________________________________________________ Street: ________________________________________________

Suburb:_______________________________________________________ Suburb: _______________________________________________

City:____________________________Post Code_____________________ City:_________________________Post Code___________________

Home ( ) _________________Work ( )________________________ Fax ( ) __________________ Email ______________________________

Details of Club acceptable vehicles:

CONDITION TYPES O-Original and Roadworthy/R-Restored and roadworthy/U-Undergoing restoration/S-Stored/unrestored/ P-Parts/N-New

(Attach a list if preferred)

Make: ______________________ Make: ______________________ Make: ______________________ Make: ___________________

Year: _______________________ Year: _______________________ Year: _______________________ Year: ____________________

Model: _____________________ Model: _____________________ Model: _____________________ Model: ___________________

Body Style: __________________ Body Style: __________________ Body Style: __________________ Body Style: ________________

Condition: O R U S P N Condition: O R U S P N Condition: O R U S P N Condition: O R U S P N

Registration # ________________ Registration # ________________ Registration # ________________ Registration # ______________

Chassis #: ___________________ Chassis #: ___________________ Chassis #: ___________________ Chassis #: _________________

Engine #: ___________________ Engine #: ___________________ Engine #: ___________________ Engine #: _________________

Prior VCC VIC _____________ Prior VCC VIC _____________ Prior VCC VIC _____________ Prior VCC VIC _____________

I/We, the undersigned, do hereby make application to join the Vintage Car Club of New Zealand (Inc.) and do agree to further the objects of the Club

in every way and to be bound and abide by its rules.

Applicant's Signature _____________________________________________________________________________________________________

Applicant's Signature _____________________________________________________________________________________________________

Proposer Name __________________________ M’Ship Number ______________________ Signature ______________________________

PLEASE PRINT

Seconder Name __________________________ M’Ship Number ______________________ Signature ______________________________

PLEASE PRINT

When complete forward together with fees of __________________________________________________________________________________

To the Branch Secretary, P.O. Box ___________________________________________________________________________________________ AFTER APPROVAL THE APPLICATION WILL BE FORWARDED ON TO THE NATIONAL OFFICE. CONFIRMATION OF YOUR MEMBERSHIP DETAILS

WILL FOLLOW

CLUB CORRESPONDENCE – PRIVACY ACT

For the purpose of Club correspondence, compiling of membership lists, contact by similar interest enthusiasts, screened access to the commercial

sector, address cross referencing by Vero Insurance. Please Note: No signature reflects your APPROVAL to allow your information be made

available. Suppression is of ALL information, which means your name etc will NOT appear on any membership lists. All information used

for administration purposes.

I/We agree to have personal information made available:

_____________________ ____________________ _____________________

FULL MEMBER JOINT MEMBER JUNIOR MEMBER

I/We wish to suppress my personal information for all but Club administration purposes:

_____________________ ____________________ _____________________

FULL MEMBER JOINT MEMBER JUNIOR MEMBER

FOR BRANCH INFORMATION

Please circle any areas of motoring or activity in which you are interested or would like to develop an interest.

Veteran Post War Motorcycle One marque Restoring Speed Events Vintage Post 1960

Commercial Rallying History Post Vintage Military Historic Race Vehicles

Other ___________________________________________________

BRANCH SECRETARIES PLEASE COMPLETE THE REVERSE:

SECTION 11: G

10/09/2015

PASSED BY BRANCH SECRETARY

................................................................................ Branch.............................................................................. Date………………………….

SECRETARY'S SIGNATURE

SECRETARY - FORWARD WITH PAYMENT TO THE NATIONAL OFFICE, P.O. BOX 2546, CHRISTCHURCH. WHEN PROCESSED, THE FORM WILL BE

RETURNED FOR YOUR RECORDS.

OFFICE USE

MEMBER DETAILS PAYMENT DETAILS

Member No. ................................................................... Head Office:........................................... Branch:...............................................

Branch No........................................................................ Joint:........................................................ Joint: ..................................................

Expiry Date:.................................................................... Joining Fee: …………………………… Joining Fee: …………………………

Processed Date:............................................................... GST: …………………………………… GST:…………………………………

SUBTOTAL: …………………………. SUBTOTAL ………………………..

TOTAL: ________________

THIS APPLICATION MUST BE SENT TO THE BRANCH YOU WISH TO JOIN, ALONG WITH THE RELEVANT FEES, FOR

APPROVAL

Branch contact details are updated on the Clubs Website at www.vcc.org.nz

The Club can accept Visa and Mastercard however there is a 3% bank fee on all credit card payments:

Name on Card: ___________________________________

Credit Card Number: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Expiry Date: ____________________________________

Signature: ____________________________________

BRANCH TO CONFIRM QUOTED PAYMENT PRE 3% FEE, WHEN PAYING BY CREDIT CARD

$__________________________

Section 11: H

31/03/2015

NOTIFICATION OF TRANSFER The member wishing to transfer branches is responsible for having this form completed and then forwarded to the National Office for processing. Any joining fees as advised by the new branch must be attached to this notification.

MEMBER WISHING TO TRANSFER NAME: …………………………………… M’SHIP #: ……/…………………. ADDRESS: .................................................................................................................................. PHONE: ............................................................... EMAIL: ......................................................

If you are changing your address, you must make sure you advise the National Office immediately.If you are changing your address, you must make sure you advise the National Office immediately.If you are changing your address, you must make sure you advise the National Office immediately.If you are changing your address, you must make sure you advise the National Office immediately.

REASON FOR TRANSFER …………………………………………………………………………………………………………... …………………………………………………………………………………………………………...

CURRENT BRANCH NAME

………………………………………….

ACCEPTANCE OF TRANSFER …………………………………………. To be signed by current branch secretary

COMMENTS: …………………………………………………………………………………………………………... …………………………………………………………………………………………………………... BRANCH WISHING TO TRANSFER TO

…………………………………………. ACCEPTANCE OF TRANSFER …………………………………………. To be signed by new branch secretary COMMENTS:

…………………………………………………………………………………………………………... …………………………………………………………………………………………………………...

BRANCH JOINING FEE PAYABLE (if applicable): $……………….. To be completed by the new branch secretary

PLEASE SUPPLY THE NAMES OF PREVIOUS BRANCHES YOU HAVE BELONGED TO:

......................................... ........................................ .......................................

DO YOU HOLD VERO INSURANCE UNDER THE VCC INSURANCE SCHEME YES / NO

SECTION 11: G

10/09/2015

THE HISTORIC VEHICLE AUTHORITY OF NEW ZEALAND

THE VINTAGE CAR CLUB OF NEW ZEALAND (INC.)

APPLICATION FOR MEMBERSHIP/JOINT MEMBERSHIP

PROSPECTIVE NEW MEMBERS: Membership acceptance is subject to approval of the National Executive of the Vintage Car Club of NZ (Inc.) at its

next meeting (March, August).

FULL MEMBER (Existing members adding a joint member, please write your name and membership number)

Surname Mr/Mrs/Ms/Miss_______________________________________ First Names ______________________________________

Birthdate _____________________________________________

JOINT MEMBER(s)

Surname Mr/Mrs/Ms/Miss_______________________________________ First Names ______________________________________

Birthdate (Must be included if under 22)____________________

Relationship to Full Member - Partner/Son/Daughter/Other ______________________________________________________________________ (Please refer to the Constitution for joint criteria.)

OR

JUNIOR MEMBER

Surname Mr/Mrs/Ms/Miss_______________________________________ First Names ______________________________________

Birthdate (THIS IS COMPULSORY)____________________

ADDRESS FOR CORRESPONDENCE STREET ADDRESS (if different)

Street:________________________________________________________ Street: ________________________________________________

Suburb:_______________________________________________________ Suburb: _______________________________________________

City:____________________________Post Code_____________________ City:_________________________Post Code___________________

Home ( ) _________________Work ( )________________________ Fax ( ) __________________ Email ______________________________

Details of Club acceptable vehicles:

CONDITION TYPES O-Original and Roadworthy/R-Restored and roadworthy/U-Undergoing restoration/S-Stored/unrestored/ P-Parts/N-New

(Attach a list if preferred)

Make: ______________________ Make: ______________________ Make: ______________________ Make: ___________________

Year: _______________________ Year: _______________________ Year: _______________________ Year: ____________________

Model: _____________________ Model: _____________________ Model: _____________________ Model: ___________________

Body Style: __________________ Body Style: __________________ Body Style: __________________ Body Style: ________________

Condition: O R U S P N Condition: O R U S P N Condition: O R U S P N Condition: O R U S P N

Registration # ________________ Registration # ________________ Registration # ________________ Registration # ______________

Chassis #: ___________________ Chassis #: ___________________ Chassis #: ___________________ Chassis #: _________________

Engine #: ___________________ Engine #: ___________________ Engine #: ___________________ Engine #: _________________

Prior VCC VIC _____________ Prior VCC VIC _____________ Prior VCC VIC _____________ Prior VCC VIC _____________

I/We, the undersigned, do hereby make application to join the Vintage Car Club of New Zealand (Inc.) and do agree to further the objects of the Club

in every way and to be bound and abide by its rules.

Applicant's Signature _____________________________________________________________________________________________________

Applicant's Signature _____________________________________________________________________________________________________

Proposer Name __________________________ M’Ship Number ______________________ Signature ______________________________

PLEASE PRINT

Seconder Name __________________________ M’Ship Number ______________________ Signature ______________________________

PLEASE PRINT

When complete forward together with fees of __________________________________________________________________________________

To the Branch Secretary, P.O. Box ___________________________________________________________________________________________ AFTER APPROVAL THE APPLICATION WILL BE FORWARDED ON TO THE NATIONAL OFFICE. CONFIRMATION OF YOUR MEMBERSHIP DETAILS

WILL FOLLOW

CLUB CORRESPONDENCE – PRIVACY ACT

For the purpose of Club correspondence, compiling of membership lists, contact by similar interest enthusiasts, screened access to the commercial

sector, address cross referencing by Vero Insurance. Please Note: No signature reflects your APPROVAL to allow your information be made

available. Suppression is of ALL information, which means your name etc will NOT appear on any membership lists. All information used

for administration purposes.

I/We agree to have personal information made available:

_____________________ ____________________ _____________________

FULL MEMBER JOINT MEMBER JUNIOR MEMBER

I/We wish to suppress my personal information for all but Club administration purposes:

_____________________ ____________________ _____________________

FULL MEMBER JOINT MEMBER JUNIOR MEMBER

FOR BRANCH INFORMATION

Please circle any areas of motoring or activity in which you are interested or would like to develop an interest.

Veteran Post War Motorcycle One marque Restoring Speed Events Vintage Post 1960

Commercial Rallying History Post Vintage Military Historic Race Vehicles

Other ___________________________________________________

BRANCH SECRETARIES PLEASE COMPLETE THE REVERSE:

SECTION 11: G

10/09/2015

PASSED BY BRANCH SECRETARY

................................................................................ Branch.............................................................................. Date………………………….

SECRETARY'S SIGNATURE

SECRETARY - FORWARD WITH PAYMENT TO THE NATIONAL OFFICE, P.O. BOX 2546, CHRISTCHURCH. WHEN PROCESSED, THE FORM WILL BE

RETURNED FOR YOUR RECORDS.

OFFICE USE

MEMBER DETAILS PAYMENT DETAILS

Member No. ................................................................... Head Office:........................................... Branch:...............................................

Branch No........................................................................ Joint:........................................................ Joint: ..................................................

Expiry Date:.................................................................... Joining Fee: …………………………… Joining Fee: …………………………

Processed Date:............................................................... GST: …………………………………… GST:…………………………………

SUBTOTAL: …………………………. SUBTOTAL ………………………..

TOTAL: ________________

THIS APPLICATION MUST BE SENT TO THE BRANCH YOU WISH TO JOIN, ALONG WITH THE RELEVANT FEES, FOR

APPROVAL

Branch contact details are updated on the Clubs Website at www.vcc.org.nz

The Club can accept Visa and Mastercard however there is a 3% bank fee on all credit card payments:

Name on Card: ___________________________________

Credit Card Number: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Expiry Date: ____________________________________

Signature: ____________________________________

BRANCH TO CONFIRM QUOTED PAYMENT PRE 3% FEE, WHEN PAYING BY CREDIT CARD

$__________________________

Section 12: A

05/09/2016

SUBSCRIPTION RENEWALS

The Subscription (Membership) year runs from 1 November to 31 October for the entire Club.

The Budget is approved by the Executive at the August Executive Meeting. This will set the subscription fees for the coming invoicing period.

The procedure is as follows:

1. Members are invoiced, with payment due by the 31 October. A discount will beapplicable if it is paid by the given date on the invoice.

2. If payment is not received by the due date, another invoice is despatched and the fullamount charged is payable.

3. If payment is not received by the end of November, the member is flagged as unfinancialand no longer receives Club information and Beaded Wheels.

4. Members are still eligible to renew after the end of November but may be charged areinstatement fee, at the discretion of the Branch. Late payments will be accepted upuntil August 15

th but after this, membership requires a new application approved by the

branch, and processed in the same manner as new members.

5. Once reinstated, back issues of magazines will not necessarily be supplied, though anyrelevant special notices, voting papers etc, if available, will be.

6. A receipts update is forwarded monthly to each Branch, this shows the amount that willbe direct credited into the Branch bank account from National Office. A list of thosemembers who are unfinancial is supplied to Branches after the end of November. Oftenbranches will contact those on this list to confirm they wish to resign.

7. Membership Cards will be forwarded to financial members early in November. Thefollowing batch of cards for members who have paid after this date will be forwarded inearly December. After this date, membership cards will be forwarded on a regular basisto those members who pay late.

8. A member is not financial until both the Club subscription and Branch levy are paid in full.

9. A list of financial members is supplied after close-off date and further lists may berequested at any time.

Section 12: B

28/07/2010 EXAMPLES OF NEW MEMBERSHIP SUBSCRIPTION FEES NON-G.S.T. REGISTERED BRANCH

THESE ARE EXAMPLES ONLY SINGLE JOINT

$ $ 1. National Levy 39.00 39.00 2. National Joint Fee - 9.00 ----- ----- 3. Sub-total* 39.00 48.00 4. Branch Levy (sample) 20.00 20.00 5. Branch Joint - 3.00 ----- ----- 6. Total 59.00 71.00 7. GST(* on total 3) 5.85 7.20 ----- ----- 8. GRAND TOTAL 64.85 78.20 ===== ===== G.S.T. REGISTERED BRANCH SINGLE JOINT

THESE ARE EXAMPLES ONLY $ $

1. National Levy 39.00 39.00 2. Joint Fee - 9.00 ----- ----- 3. Sub-total 39.00 48.00 4. Branch Levy (sample) 20.00 20.00 5. Branch Joint - 3.00 ----- ----- 6. Total* 59.00 71.00 7. GST(*on total 6) 8.85 10.65 ----- ----- 8. GRAND TOTAL 67.85 81.65 ===== ===== Note – A new member does not get a discount. Discounts are only for existing members, and included on a renewal advice. The annual subscription is set by the Executive at its NET figure therefore the annual subscription is sent out at the Gross Figure and a discount is applicable if paid by the given date.

Section 12: C

24/10/2013

JOINT MEMBERS

Joint membership fees are currently set at $12.00 + GST where applicable, per extra family member.

NATIONAL BRANCH TOTAL

Non GST Branch $9 + $0.88 $3 + Nil $12.88 GST Branch $9 + $0.88 $3 + $0.37 $13.25

JUNIOR MEMBERS

A Junior Member can be any one 21 years of age or younger who does not fall under the category of ‘Joint Member’ (eg, a 16 year old wishes to join but their parents are not members). The fees are 50% of the current National Annual Subscription and 50% of the applicable Branch Levy.

EG: If a 35 year old single member was due to pay $100, then a junior member would be paying $50.00.

TRANSFER BETWEEN BRANCHES

If a member wishes to transfer to another Branch during the financial year, Branch Levies are calculated out manually from the number of months spent in each branch and the money is shared out appropriately between the two Branches.

Any transfers of members will appear on the monthly Changes Report.

Note that a transfer is by request and not automatic on notification of a change of address. All transfers between Branches must be advised formally to the National Office using the relevant Transfer Form – See Section 11H. This form must be signed and completed by the member, and both branches BEFORE the National Office receive it.

UNFINANCIAL, RESIGNED and REINSTATED MEMBERS

The Branch monthly Changes Report will show members status, if changed, as one of the above. A Resigned member is a member who has officially notified the National Office or their Branch Secretary of the change. Unfinancial members are those who have not paid their subscription. Reinstated Members are those who have paid late, after being flagged as unfinancial or who have reversed their resignation.

Section 13: A

10/09/2015

STRUCTURE OF NATIONAL EXECUTIVE

A) MAKEUP

The National Executive shall consist of:- (1) The Management Committee consist of the President, Immediate Past President,

Club Captain - Northern Region, Club Captain - Southern Region,Secretary/Treasurer, Chairman of Beaded Wheels Editorial Committee,Registrar, Speed Steward and three other committee Members.

(2) A delegate of each duly established Branch of the Club (who may be the BranchChairman) or a substitute branch member for the delegate appointed by thebranch committee (all of whom must be financial members of the branch theyrepresent who have been elected by such Branch in accordance with theirConstitution or Rules).

(3) A retiring President shall also form part of the National Executive for the yearsubsequent to his/her term of office.

Note: Branch Secretaries should advise the National Office of new branch appointments as soon as possible after the appointment.

B) ELECTION OF MANAGEMENT COMMITTEE OFFICERS

For details refer to the Club Constitution, Rule 8. In brief, not less than seventy-five days before the AGM the Club Secretary/Treasurer will invite (via Beaded Wheels) nominations for all of the positions on the Management Committee. Nominations must be signed by two financial members as proposer and seconder and must also be signed by the nominee.

The following is a suggested format for a nomination:-

"We the undersigned wish to nominate _________________ for:-

the position of __________________________"

Signature of Proposer ________________ Membership # _________

Signature of Seconder ________________ Membership # _________

"I accept nomination for the above position in which I agree to serve if

elected."

Signature of Nominee __________________Membership #__________

Nominees must be members who have paid all monies due by them to the Club and have been financial members for at least six months. Nominees for the office of President must have served a term of at least one-year on the National Executive. A photograph and biography of the nominee must accompany all nominations. Useful information for this Curriculum Vitae includes service rendered to Branch and/or National Executive, special interests or achievements within the Club and outside it, details of vehicles owned, age, occupation and marital status.

Section 13: B

10/09/2015

Nominations must be in the hands of the Club Secretary/Treasurer not less than fifty-five days before the Annual General Meeting. If the number of nominations requires an election, ballot papers will be posted to each member not more than forty-two days before the meeting indicating the date of closure of the ballot i.e. 8 a.m. on the fifth day prior to the AGM.

C) RESPONSIBILITY OF DELEGATES TO MEMBERS AND BRANCH

It cannot be too strongly stressed that the member elected to the position of delegate takes on a responsibility in the running of the Club at National level. This should be an active responsibility and not merely encompass the promotion of matters affecting the member’s branch only. It is therefore vital that this member should wherever possible attend National Executive meetings and prior to each meeting they should be briefed by their branch members as to what stance to take on matters placed on the agenda.

Whilst involvement in the decision making is important, another reason for representation of branches on the National Executive is to promote feedback to members of business transacted at meetings. It is therefore expected that representatives should give a full report to their branch.

It is therefore important that branches should make provision to discuss all items on the Agenda and instruct their delegate accordingly. Notices of Motion also need to be fully discussed locally so all members can make an informed decision when voting.

Section 13: C

JOB DESCRIPTION

PRESIDENT

==============================================================

To ensure the aims and objectives of the Club are maintained.

To be responsible for the Club at National level.

Overall responsibility for finance and the material assets of the Club.

Chair Management, National and emergency Committee Meetings.

To maintain communication lines with the membership.

To ensure an acceptable image is maintained by the Club to the public and commercial organisations.

To keep a watching brief on our association with kindred organisations.

To overview the capture and retention of historical information by the Club.

To represent the Club at Government and International Levels (FIVA).

Cheque Signatory.

Section 13: D

JOB DESCRIPTION

PAST PRESIDENT ============================================================== To see that the new President keeps previously agreed Management Committee business on course and that any previously negotiated agreements are honoured. An advisory role to ensure the new President’s methods and systems have a degree of continuity with prior operations and commitments of the Club. A past President will have some input into who their successor is and is duty bound to see that his replacement is a success. Attend Management Committee Meetings and Executive Meetings for one year.

Section 13: E

JOB DESCRIPTION

DEPUTY CHAIRMAN ============================================================== Deputising for President in the absence of President. Support for President. Branch liaison. Special projects as required. Chairing special committees. Vigilant matters (co-ordination). Emergency committee role. Attend Management Meetings.

Section 13: F

3/8/2003

JOB DESCRIPTION

CLUB CAPTAIN

==============================================================

Liaise with Branch Club Captains and assist when necessary with rally planning.

Be available to arbitrate on rally matters.

To oversee and assist on National events, to ensure budgeting and all other matters are conducted in an approved Club manner.

Goodwill liaison visits to Branches where practical. (Delegated to other management members if necessary to reduce costs).

Report to Management Committee on National events and other matters.

Organise Club Captains tour, alternate years in North and South Islands.

To foster good motoring practices.

Attend Management Meetings.

Section 13: G

JOB DESCRIPTION

HON SECRETARY/TREASURER

==============================================================

Supervision of the functions of the National Office.

Responsible for supervision of Office Manager and any other staff.

Responsible for day to day supervision of Club finances.

Annual review of Office Managers Contract.

Authorise expenditure within previously set budget limits and cheque signatory.

Emergency Committee role.

Attend Management Meetings.

Oversee Archivist operation.

Section 13: H

JOB DESCRIPTION

BEADED WHEELS CHAIRMAN ============================================================== To manage the production of Beaded Wheels. To maintain quality standards. To manage finances within the Beaded Wheels budget established and agreed to each year. To chair Beaded Wheels Committee Meetings. To provide monthly meeting minutes to the National Office. To oversee all items of expenditure and forward to the National Office for payment. To attend Management Meetings. Areas of Authority and Responsibility 1. The Magazine - to produce an attractive readable magazine relating to Historic

Vehicles that is appreciated by Club Members and the public alike and to do so within the overall budget established and agreed to each year.

2. The Committee - the chairman shall be elected as per Club constitution

paragraph 8. Vacancies on the Beaded Wheels committee should be filled by advertisement within the region and appointment by chairman.

3. Meetings - Meetings are to be held monthly with copies of the minutes to be

fowarded to the National Office. 4. The Content - Copy to be provided by members and other interested parties. All

contributions to be acknowledged as having been received, and then returned to contributors as soon as practicable. A balance to be achieved supporting all aspects of the Club’s motoring and historical involvement.

5. Finance - Invoices for expenditure to be approved and forwarded to the National

Office for Payment.

Section 13: I

10/09/2008

JOB DESCRIPTION

REGISTRAR ============================================================== To manage the accepted VCC Register and Dating procedures. To set up and maintain accepted procedures at branch level. To ensure the ongoing viability of the Register and Dating task. To manage and record all register and dating information at the National Office. To act as mediator in any disputes relating to registration or dating. Attend Management Meetings. To act as VCC representative at LVVTA meetings To act as VCC representative at NZ Transport Agency (formally Land Transport NZ

and previously LTSA) meetings.

Section 13: J

26/06/2006

JOB DESCRIPTION

THREE MANAGEMENT MEMBERS ============================================================== Tasks to be allocated by the President following the Club’s Annual General Meeting.

Section 13: K

3/8/2003

JOB DESCRIPTION

SPEED STEWARD ============================================================== To ensure that the VCC rules for speed events are adequate for the type of events being run and reflect the requirements of regulatory bodies such as ACC, Occupational Health and Safety etc. After approval, issue permits to applicant branches and keep a register. To appoint a Steward to each event to ensure Club rules are being adequately applied. To analyse Stewards reports on each event and to identify areas that require further attention. Attend Management Meetings.

Section 13: L

09/06/2009

JOB DESCRIPTION

ARCHIVIST

==============================================================

To ensure Club History is preserved for future generations.

To record Club activities at a National level.

To give guidance to Branches in retention of Historical activities at Branch level.

To ensure Club Historical information is maintained in a safe environment.

To report to the Management Committee as requested.

To submit a written report to the Annual General Meeting.

To work through the Hon Sec/Treasurer.

To coordinate and/or facilitate the article for The Way We Were for Beaded Wheels so that there is copy for each issue. This could either be written by the Archivist or delegated by the Archivist to somebody else.

Guidelines for The Way We Were column:

Article may be written freshly or maybe it could be a compilation of some aspects of information held at Archives.

Normal column length would be one page or slightly over if required. Probably works out at about 1200 words. BW will be flexible here.

Inclusion of photos is very acceptable and recommended.

Content should, for the most part, remain in the past although it is understood that reference to modern times may occur to make a point about the storyline.

Interviews of old identities should be undertaken where possible. Important that these old identities come from all over New Zealand where possible to get a balanced view of the way things were all over the country rather than just Canterbury. Costs incurred for this will normally be met by Beaded Wheels

upon pre-approval.

Any additional note(s) from the author about any particular aspect of the content will always help the Editorial Committee understand the context.

Section 13: M

29/3/2007

JOB DESCRIPTION

TECHNICAL COMMITTEE CHAIRMAN ============================================================== To communicate with ID card applicants regarding decisions or extra information needed pertaining to vehicles as and when required. To chair Technical Committee Meetings. . To appoint members to the technical Committee in conjunction with the Registrar. To organize 2 Technical committee meetings per calendar year. To report to management, executive and annual general meeting as and when

required. Note: This may be done in conjunction with the registrar’s reports. Areas of Authority and Responsibility 6. The Technical Committee - the Chairman shall be appointed by the National

President and registrar. Positions on the Technical Committee (6-8) will be appointed by the Registrar and Technical Committee Chairman and ratified by the Management Committee annually.

7. Meetings – 2 Meetings (more if required) are to be held annually with copies of

the minutes to be fowarded to the National Office for distribution to the Management Committee.

Section 14: A

REMITS / NOTICES OF MOTION / ALTERATIONS TO BY-LAWS AND GENERAL BUSINESS AT AGM’S

A. REMITS A “Remit” takes the form of a resolution proposed and seconded and can be put

forward by two individual members or may be adopted by the proposors Branch.

Remits must be in the hands of the Club Secretary/Treasurer not less than twenty-eight days before each Annual General Meeting, to allow all Branches time to discuss and instruct their delegates accordingly

Remits can relate to any relevant subject. They usually recommend a certain course

of action that must not be inconsistent with the Club Constitution, any remit inconsistent with the existing Constitution will be ruled out of order. An explanation and statement of case should be submitted with every remit. Remits require only a majority vote to be adopted and are voted on by those members in attendance at the AGM.

B. NOTICES OF MOTION Notices of Motion propose changes to the Constitution and must be worded in the

manner that it is proposed that the new rule should read or the existing rule is amended. Notices of Motion can only be accepted in line with the Club’s By-Law.

The following procedure shall be followed:

a) "Proposed " Notices of Motion must be in the hands of the Club

Secretary/Treasurer not later than 10th January and signed by at least

two financial Members.

b) Submissions on proposed Notices of Motion must be received by

proposers no later than 20th March.

c) Proposers and seconders of Notices of Motion will be responsible for

ensuring that they are clearly worded and free from ambiguity after

considering submissions received. Notice of Motions must be in the

hands of the Club Secretary/Treasurer no later than 20th

April and

must have been subject to clauses A and B above.

d) Notices of Motion must be posted to Branch Secretaries by 10th May

and published in the June/July issue of Beaded Wheels.

e) Voting papers as prepared by the Club Secretary/Treasurer must be

supplied to all financial Members not more than 42 clear days and not

less than 26 clear days before the Annual General Meeting.

f) Completed voting papers must be in the hands of the Club

Secretary/Treasurer not later than 8 am on the 5th day preceding the

Annual General Meeting.

g) The general provisions of Rule relating to receipt, validity and

counting of votes will apply as they affect this rule.

h) The Constitution may only be amended, added to or replaced by a

resolution of seventy five percent majority of financial Members

voting by postal ballot.

(Extract from Club By-Laws)

Section 14: B

10/09/2015 C. BY-LAWS OF THE VINTAGE CAR CLUB OF NZ (INC)

Any alterations to the Club’s By-Laws must follow the procedure as out lined in theClub’s Constitution Section 16. The following procedure shall be followed:

16.1 The Executive may make new or amend existing By-laws provided the

following has occurred:

a) The additional By-law(s) or amendment is proposed either by the Management

Committee or any Member (through their delegate) at a meeting of the

Executive.

b) All Branches are notified of the proposed addition or amendment forty-two

days prior to the Executive Meeting in which they are to be considered.

c) The Executive shall then vote on the proposed addition or amendment at the

Executive Meeting.

d) Resolutions shall be passed by a vote on a majority of Executive Committee

members in attendance.

16.2 The By-laws have the same effect as this Constitution and shall be observed

accordingly. If there is any inconsistency between the By-laws and this

Constitution, then this Constitution shall prevail.

(Extract from Club Constitution)

D. GENERAL BUSINESS AT A.G.M

The AGM is intended as a forum where any financial member can have his say and"General Business" caters for this need. No notice of items of general business isrequired. While it is difficult to draw a line between general business and a remit, asa 'rule of thumb' it should be considered that if the member concerned has a firmresolution in mind rather than a topic for discussion a remit should be put forward andgive the required twenty eight days notice so that Branches can discuss the topic andinstruct their delegate accordingly.

E. DISCUSSION AT BRANCH LEVEL AND INSTRUCTIONS TO DELEGATE

It is recognised that with a large National Club it is not feasible for all members toattend the Annual General Meeting and for this reason, it is important that branchesshould discuss all items on the agenda and instruct their delegate accordingly.Notices of motion also need to be fully discussed locally so that all members canmake an informed decision when voting.

F. VOTING

Notices of motion to be voted on by Postal Ballot are sent out to branches and printedin Beaded Wheels prior to the distribution of ballot papers. Voting is done inconjunction with the elections for the members on the Management Committee.Refer to Club Constitution Rule 8 for details on postal voting.

Section 15 A

10/09/2008

VEHICLE TECHNICAL CODE

All items relating to Vehicle Identification are included in a manual named VEHICLE IDENTIFICATION, which was produced for each branch in 2005. This manual covers items such as the following:

• GENERAL RULES

• DETERMINATION OF MANUFACTURE DATE

• VEHICLE CLASSIFICATION

• VCC VEHICLE IDENTITY CARD

• DATE OF MANUFACTURE & AUTHENTICITY STATEMENT

• VCC VEHICLE IDENTITY STICKER

• VCC LIGHTING EQUIPMENT ENDORSEMENT

• OTHER

• Appendix A APPLICATION FORMS 1 - 6 for a VCC VEHICLE IDENTITY CARD

• Non member Application form

• Application for Historic Motor Vehicle Date of Manufacture & Authenticity Statement. For overseas

members who bring a vehicle from overseas & enter a National/International Rally/Speed event.

• Overseas Non member Application form & receipt.

• Change of Ownership Statement

• Application form to renew a Vehicle Identity Card that has expired (not needed until 2009)

• Application for a VCC Lighting Equipment Endorsement

• Appendix B VCC VEHICLE IDENTITY CARD

• Date of Manufacture & Authenticity Statement (Sample)

• VCC Vehicle Windscreen Sticker (Sample)

• NZ Transport Agency (formally Land Transport NZ and previously LTSA) Lighting Equipment

Endorsement. (Sample)

• Receipt for withdrawal of a Vehicle Identity Card.

• Appendix C INSTRUCTIONS FOR VCC VEHICLE IDENTITY CARD APPLICATION

• Procedure to issue Vehicle Identity Card

• Branch Verification & Responsibilities

• National Office action

• Practical advice

• Identity Card status

• Guidelines for vehicle classification

• Appendix C1 7. Vehicle Classification Chart

• Appendix C2 8. Vehicle Identity Card Application form set Flow Chart

• Appendix D Assessment of Historic Racing Vehicles

• Appendix E Assessment of Period Specials Group 1 & Group 2

Section 16: A

The Repair and Restoration Technical Manual

All full financial members receive a copy of this manual on joining. For further details contact the National Office.

Section 17: A

10/09/2015

FIVA IDENTITY CARDS

FIVA IDENTITY CARD APPLICATION FORMS Should you wish to obtain a FIVA Identity Card, please contact the National Office for the application form. There is a charge for this service. FIVA RECOGNISED VEHICLE BODIES The FIVA have recognised vehicle bodies. Should you require a copy of these for when completing a FIVA ID Card application, please contact the National Office. FIVA have a website to download various information. www.fiva.org

Section 18: A

Warrant of Fitness exemptions for Veteran Vehicles. Members of the Vintage Car Club of New Zealand (Inc.) can apply for an exemption from certain Warrant of Fitness regulations for their Veteran Vehicles i.e.(vehicles manufactured before 31

st of December 1918.)

1. Consent can be given for the issue of a Warrant of Fitness for daylight use as

per Clause 5,8(3) of the Vehicle Standards Compliance 1998 Rule 35001. (This new Rule supersedes the old Regulation 84(12) of the Traffic Regulations 1976.)

The permit is subject only if the vehicle is not equipped with headlamps. The vehicle must not be operated during the hours of darkness or any time when there is insufficient daylight to render clearly visible a person or vehicle at a distance of 100 meters. The permit remains valid only to the applicant and is not transferable. The permit must be carried on the vehicle at all times and must be produced if requested by a Warrant of Fitness Issuing Authority, and by Police Officers.

2. Consent can be given for the issue of a Warrant of Fitness for dipping lights as

per Gazette notice dated May 1981 to permit a lesser performance standard for lights on Veteran Motor Vehicles and this is still current. It will be superseded by the new Lighting rules that are in their final stages. The L.T.S.A. Policy section advise the concessions will remain in these rules, it is unclear at this stage if the Gazette will then be revoked or continue in force)

3. Consent can be given for the issue of a Warrant of Fitness for service brakes as per Gazette notice dated May 1981 to permit a lesser performance standard for Braking on Veteran Motor Vehicles and this is still current. It will be superseded by the new Braking rules that are in their final stages. The L.T.S.A. Policy section advise the concessions will remain in these rules, it is unclear at this stage if the Gazette will then be revoked or continue in force) Provided the speed of the vehicle is limited to 30 Km/h; provided the service brake is capable of stopping the vehicle within the distance of 20 Metres from a speed of 30Km/h. or the equivalent braking efficiency for a vehicle which cannot attain this speed. Only available for vehicles built before 31

st December 1918.

Section 19: A

REGISTRATION & RE LICENSING

Any vehicle that remains unlicensed for two consecutive years must be taken to a Transport Services Delivery Agent to be allocated with a VIN Number, and be re-registered. It is usual practice for the VIN number to be stamped onto a self-adhesive alloy label that is riveted to the vehicle chassis, or bulkhead if a unitary construction body shell. It is permissible for the VIN number to be alternatively stamped into the vehicle's chassis frame if the attachment of the alloy plate is offensive to the owner. All vehicles less than 40 years old are subject to Continuous Vehicle Licensing with a minimum period of 6 months license. Vehicles over 40 years old are not subject to Continuous Vehicle Licensing and pay 40% of the full license fee. Veteran vehicles (manufactured pre 01/01/1919) are not subject to Continuous Vehicle Licensing and pay 35% of the full license fee. VEHICLE UNDER RESTORATION. Vehicles that are under restoration may be granted an exemption from License by applying in writing to the Transport Registry Centre, Freepost 493, Private Bag, Palmerston North. VEHICLE UNDER REPAIR. Vehicles that are under repair may be granted an exemption from License (minimum of 3 months) by applying in writing to the Transport Registry Centre, Freepost 493, Private Bag, Palmerston North.

Section 19: B

10/09/2008

List of NZ Transport Agency (formally Land Transport NZ and previously LTSA) Motor Vehicle Forms & Information Sheets as @ November 1999.

Item Code Description of Form

MR1B Application to License a Motor Vehicle

MR2A – A4 Application for Registration of a Motor Vehicle A4 size

MR2A–11inch Application for Registration of a Motor Vehicle 11 inch size

MR2B Application for Registration of a VIN Exempt Motor Vehicle

MR2C Application for Registration of an Overseas Visitors Vehicle

MR2D Application to Reverse Registration

MR6 Application for Replacement label

MR6A Application for Replacement Plate

MR7 Application for Replacement Certificate of Registration

MR13A Notice by Person Selling / Disposing of Motor Vehicle

MR13B Notice of Change of Ownership – New Owner

MR14 Application to Change Vehicle Usage

MR15 Application to Cancel Registration of Motor Vehicle

MR16 Application to Change Motor Vehicle Details

MR17 Application to Exchange Personalised Plates

MR24 Application for Exemption from licensing

MR27 Application to Change License Expiry Date

MR28 Application to Change Name and Address Details

MR31/32 Request for Motor Vehicle Details

MR34 Application to Complete Owner Identification

Application for Daylight Warrant

Item Code Factsheets Leaflets Pamphlet

MR81Factsheet How to Re Register Your Vehicle

MR82Factsheet Registration and Licensing of Exempt Vehicles

MR83Factsheet New License Labels

MR88Factsheet Changes to Motor Vehicle Licensing

MR84 Leaflet Your Licensing Application Has Been Declined Because

MR85 Leaflet Thank You For Your Application

MR86 Leaflet Registration Plates

MR87 Pamphlet Change Of Vehicle Ownership

SECTION 20: A

12/6/2009

INSTRUCTIONS TO RALLY ORGANISERS

THE INSTRUCTIONS TO RALLY ORGANISERS (Section 20:A) AND RALLY RULES AND INTERPRETATIONS (Section 20:D) should be read thoroughly before planning and setting a rally/event. A copy of these “Instructions and Rally Rules” will be made available to person’s setting rallies/events, by the Branch Committee prior to the start of planning. The safety of our members, marshals, entrants and other road users will take top priority at all times. This should be discussed between the Rally Director and Branch Committee. The New Zealand Traffic Regulations will take priority over rally instructions and will be observed at all times.

OBJECTIVES Remember, the objective of a rally is for members to be able to get from point “A” to point “B”, without getting lost, to enjoy the company of their fellow members and being able to gain enjoyment from using their Club Eligible vehicles.

RALLIES Can be any one or a combination of the following;

(A) Time Trial (B) Reliability Trial (C) Rally (D) Gimmick Trial (E) Road Safety Trial (F) Tour

(A)TIME TRIAL

Is a competition wherein the main portion of the route is over public roads and in the marking of the competition is based on adherence to the correct route and maintenance of time or speed schedules. Time Trials may include untimed touring sections, which must be clearly shown in the route instructions. (B) RELIABILITY TRIAL Is a time trial of such duration that the reliability of the vehicle used by the competitor has an important bearing on the chances of completing the course. In all other respects, the definition of a time trial will apply to the Reliability Trial.

SECTION 20: B

06/12/2012 (C) RALLY A Rally may or may not have alternative starting points, and after rallying to a common point, the competitors will be required to complete a common route to the finishing point. A Rally may include: (i) A concours d’elegance (ii) Special driving tests (iii) Speed tests It is recommended that organisers of events shall consider only Classification A vehicles for any concours judging (as per National and International Rally events), but it is acknowledged that not all eligible vehicles for a branch event may have been issued with a VCC Vehicle Identity Card as at the time of that event, confirming vehicle classification. (D) GIMMICK TRIAL Is a competition wherein the average speed may not necessarily be set, and the route instructions may take various forms or combinations such as: (i) Scrambled words or sentences (ii) Instructions in the form of puzzles to be solved or questions to be answered or cryptic

instructions (iii) Treasure or scavenger hunt (iv) Instructions in the form of photographs of prominent landmarks to be visited (v) Scatter Rally

(E) ROAD SAFETY TRIAL Is a competition where the winner’s performance will be judged by having regard to: (i) Strict compliance with all Traffic Regulations (ii) Excellence in the handling of the vehicle by the competitor (iii) Adherence to the correct route and time and speed schedules (F) TOUR Is an event organised with the primary objective of assembling competitors at a fixed point. A prescribed route may have to be followed, but no average speeds will be required. A tour may include additional events at the final assembly point. SCRUTINEERING The organisers reserve the right to scrutineer all vehicles entered in events and may refuse to allow any vehicle to start if in their opinion it does not meet the required standards of the Club (clean, tidy and presentable). Any additional equipment or modifications to the vehicle shall also be subject to such scrutineering. The use of computerised or electronic navigational equipment is not permitted in, or on vehicles entered in Vintage Car Club of NZ (Inc.) events. ENTRY FORMS Shall indicate clearly the following: (i) Which branch is hosting the event (ii) The Club eligible vehicles that may be entered (iii) Dates of the event (iv) Closing date of entries (v) Address including Post Code for return of entry form (vi) Any fees that may be set and who to make the payment payable to (vii) The regulations the event is to be run under (viii) The name of the event organiser, telephone number and if possible an email address. (ix) The programme for the event including the starting point and maybe the finishing point.

SECTION 20: C

06/12/2012 LEAD, TRAIL & BACKUP VEHICLES A lead car should precede the rally to ensure that all checks and marshals are correctly positioned, all roads are open and that all signs needed to hold the rally are in place. If required, the lead car must be prepared to set up alternative arrangements to ensure the continuity of the rally, i.e. detour signs, extra marshal or reposition marshal to direct competitors, or extra signage. The trail car should leave the start point 20 to 30 minutes after the departure of the last competitor and follow behind the last competitor picking up the rally signs and silent checks, closing the manned checks, helping with minor breakdowns and getting aid for major breakdowns. Backup vehicles and trailer support vehicles should all remain behind the last competitor. MOTORCYCLE RALLY ROUTE SHEETS To assist motorcyclists rally organisers should print the instructions on A4 paper with a 15mm margin on both sides of the paper and larger size print. Do not print too many instructions on the one line and print on one side of the paper only.

ELIGIBILITY All vehicles accepted for entry to an event must fit into the categories of eligible vehicles as defined in the Constitution Rules of the Vintage Car Club of New Zealand (Inc.) for the event being conducted. Currently, eligibility for branch events is not limited to vehicles that have been issued with VCC Vehicle Identity Cards (VICs), and there is also no limitation on eligibility to vehicles classified up to and including B4, as specified on the VCC VIC. Some branches may allow members to enter some events in non eligible vehicles, and that is their prerogative, based on their own policy, and in accordance with their own sound reasoning. VEHICLES MUST BE ENTERED BY: (i) A FINANCIAL MEMBER of the VINTAGE CAR CLUB of NZ(Inc.); or, (ii) If resident overseas, a member of a recognised overseas organisation; or, (iii) An invited guest of the branch for the duration of the rally.

The entrant must be in, or on, the vehicle for the duration of the event. VCC Members, or members of a recognised organisation, are required to carry their Membership Card and produce it if requested.

SECTION 20: D

12/6/2009 All of the following sections will be used as Rally Rules for all Branch,

National and International Rallies.

RALLY RULES AND INTERPRETATIONS ROADS TO BE USED A road is defined as being a Motorway, National State Highway, Provincial State Highway, Road, Street, Avenue, Crescent, Place, Drive, Parade, Lane and any other way to which a public motorist has access as of right. Private roads may be used subject to prior approval being obtained. The use of private roads must be clearly marked in the route instructions. A road may have any one of the following surfaces: - Bitumen, Concrete, Metal,Gravel, Shingle, Grass or Clay. CHECKS These will always be on the left hand side of the road. They shall not be on any busy road or in a position which creates a hazard for entrants and/or other road users. Manned and silent checks will be identified by a suitable sign, a sample of which shall be on display at the start of the rally.

(A) MANNED CHECKS These should be in lay-bys or other off road situations so as not to create a hazard for entrants and/or other road users. All manned checks will remain “open” until the arrival of the “trail car”, which will close the check. (This arrangement may be varied to suit the particulars of a rally.)

At a manned check each competitor must; (i) Stop past the check so as not to obscure the check sign. (ii) Park in accordance with traffic regulations. (iii) Report to the check marshal and produce your route card and time

piece if required. All entries made on the route card should be checked before leaving the check.

(iv) Carry out any further instructions given by the marshal before leaving the check.

(B)SILENT CHECKS These are unmanned checks which are identified by a clearly visible sign which contains a “code word”. These will be in a position not more than 3 metres from the left hand edge of the road, not hidden and will not create a hazard for entrants or other road users. At a silent check each competitor must:

(i) Record the silent check “code word” in the appropriate column of the route card when the sign is passed.

(ii) Carry out any special instructions that may be required at specific checks.

SECTION 20: E

12/6/2009 (C) MILEAGE CHECK Is a special silent check, or some other form of sign, used to calibrate your speedometer with the plotters and if a mileage check is used the start and finish points must be indicated by the appropriate signs.

(D) QUESTIONS These will always relate to something on the LEFT HAND side of the road ONLY and not on busy roads. They will be clearly visible and readable from the vehicle on the move and not be in a position which creates a hazard for entrants and/or other road users. (Remember that several vehicles may slow or stop at a point simultaneously.) These may be used in conjunction with silent checks or instead of silent checks.

AT THE QUESTION THE COMPETITOR MUST: i) Record the answer in the appropriate place on the route card ii) Carry out any special instructions that may be required at specific questions.

TIMING May be “Official Time”, i.e. true time of day, including daylight saving if applicable, or “Rally Time” a special time set up by the Rally Organiser. In either case, a clock will be set up at the rally start point so that competitors have a clear indication of the timing system being used. Competitors may be required to carry a time piece with the vehicle, set to rally time, which must be produced on demand by officials. The timed section of any trial or rally is not to be set on Main Arterial Routes (unless the speed is set at “Highway Speed”), as slower speeds can create a hazard for entrants and/or other road users or create convoys and this must be avoided at all times.

RALLY ROUTE INSTRUCTIONS

These will be accurate, precise and simple and shall not include any instructions designed to confuse or deceive the competitors. If maps are needed they should be supplied or competitors must be advised beforehand which maps are required for the rally. ORDER of PRIORITY for instructions used in rallies (A) ROADSIDE INSTRUCTIONS

Shall take priority over all other types of instructions. They shall consist of route e.g. NO ROAD, NO EXIT or DIRECTIONAL ARROWS.

(B) OVERRIDING INSTRUCTIONS

Shall have the next highest priority. These are written instructions at the top of rally sheets, or are handed out at a manned check by marshals giving special instructions that override normal rally instructions i.e. NO EXIT roads do not exist in the morning section or at silent check “NUT” U turn and reconsider.

(C) ROUTE INSTRUCTIONS

Shall have the lowest priority. These are the instructions given to the entrants on their rally route sheets to guide them along the rally route. They may include “written”, “straight line”, “tulip”, “map references” or other methods of instruction.

SECTION 20: F

12/6/2009 ROAD BLOCKS and DELAYS

(A) If delayed by circumstances beyond your control in a rally, you will not make up the time lost, but will run late for the remainder of the section and report to the marshal at the next checkpoint with the reason for and the time of the actual delay involved. At the discretion of the organisers, such delays will not be penalised.

(B) No claims will be allowed for mechanical failures.

(C) In the case of an accident involving injury to anyone, you must stop and

render all possible aid. Time lost will entail a penalty no greater than the least loss suffered by any other competitor in that section.

(D) If delayed by tyre failure, an allowance of 5 minutes will be made, provided

that the failure is reported to the marshal at the next manned check and that you run 5 minutes late for the remainder of the section.

(E) The organisers shall have the right to delete all or a portion of the penalty

points for any section should circumstances warrant it.

SECTION 20: G

12/6/2009 INTERSECTIONS Road junctions and intersections are defined as the meeting of any two or more roads.

(A) STRAIGHT AHEAD RULE Unless otherwise instructed you should always follow the line of least deviation, even if this means leaving the main road you are on and following a minor roadway.

(B) TURN RIGHT (or LEFT) Turn Right (or Left) onto an adjoining road lying at 90o (i.e. Right Angle) to the road on which you are travelling.

(C) BEAR RIGHT (or LEFT) By turning Right (or Left) onto a road that is at less than a right angle from the road being travelled on. (i.e. between 0o and 90o.)

(D) ACUTE RIGHT (or LEFT) By turning Right (or Left) onto a road that is more than a right angle from the road being travelled on. (i.e. between 90o and 180o.)

(E) KEEP RIGHT (or LEFT) Keep turning Right (or Left) at every opportunity until the instructions tell you otherwise. (There may be one or more intersections involved in the instruction.)

SECTION 20: H

12/6/2009 (F) “T” JUNCTION Turn (i.e. 90degrees) as directed either Right or Left. A junction can only be defined as a “T” when you have been travelling up the road forming the vertical leg of the “T” and the roads are at right angles to each other.

(G) “Y” JUNCTION When travelling up the vertical leg of a “Y” intersection and both roads being approached are approximately at equal angles. The instruction will be phrased “Bear Right” (or Left) or “Keep Right” (or Left) or “Right” (or Left) at Y.

(H) TRAFFIC ROUNDABOUTS Unless directed otherwise, continue through the roundabout in the same direction that you are travelling with the line of least deviation. If your path is to be altered you will be told which exit to take, e.g. take 3rd exit from roundabout.

(I) NEXT RIGHT (or LEFT) Take the first available road on the required side regardless of its angle. This instruction is used when none of the above instructions are clear.

SECTION 20: I

12/6/2009 Note At any intersection, which does not fall into any of the above categories, the instructions should be clear and concise to describe the change of route. STRAIGHT LINE NAVIGATION The route to be taken is shown as a solid line drawn on the page starting from a dot (start) working towards an arrowhead (finish). You must avoid all other roads and these are shown to the left and right of the straight line. During Straight-Line navigation the “Straight Ahead Rule” does not apply. At each intersection a decision must be made as to which road you will continue on. Only one instruction is given at each intersection and it must show every road at the intersection, (only the presence of a road is shown not its angle). A road, shown to the left of the straight line, means you must keep a road on your left. To do this, as you pass through the intersection leave one road on your left unused. The same applies to an instruction, which shows a road on the right, you leave a road on the right. Roads shown on both sides of the straight line indicate a cross road at which you are to proceed straight ahead, leaving one road on your left and one road on your right. Roundabouts are shown the same as any other intersection, as you can only go one way around the roundabout and the only choice is, which road is to be used when you exit the intersection.

The diagrams illustrate how Straight Line navigation works on a rally. Note The only times when straight line navigation should not be used, are those intersections where it is not clear how many roads are included in the intersection, e.g. a large roundabout with high plants growing in the central island, or where it is not clear whether an alley way or entrance, etc. is an acceptable roadway.

12/6/2009

TULIP NAVIGATION The Tulip Navigation system consists of a diagrammatical form of showing the route to be followed on a rally. You must only change direction where shown by a tulip diagram. At all other intersections, the Straight Ahead Rule applies. Tulips are usually numbered

SECTION 20: J

12/6/2009 to give them a sequence, but the numbers may be jumbled up and they may be depicted upside down or sideways in the rally route instructions. They may be drawn very simply or may show intersections with great detail, depending mainly on the skills of the rally plotter, either way follow the directions shown. The tulip diagram may have drawn on it special features to differentiate one intersection from another, so the first intersection approached may not be the one intended. Look carefully and match up all the given data. The dot indicates your vehicle at the start of the intersection and the arrowhead the direction or route to take.

Although you are looking for a right turn, you would pass the first two looking for an intersection with the correct finger sign board and the farmers barn, only the third intersection fits all the required features.

Tulip No1 is a right turn in the centre of a left hand curve, but No2 is a left turn in the centre of a right hand curve. Turn the page around to get the correct orientation. No3 shows the particular route the rally plotter expects you to follow.

SECTION 20: K

12/6/2009 RETIREMENTS If you are unable to complete a rally for any reason, you should endeavour to inform the next manned check or the organisers that you have retired. ROAD COURTESY If you are aware that you are holding back other traffic, especially non competitors, it is courtesy to pull over to the left hand side of the road as quickly as it is safe to do so and if necessary stop, to clear the road. Club members should also avoid travelling in large convoys or groups as this can hinder the flow of traffic on the road. At all times show utmost courtesy to other road users. Our Club reputation is on the line if we cause disruptions to other travellers. Remember that you have a rear view mirror so please use it at all times.

PENALTIES (i) Failing to start on time 1 pt per min (ii) Early or late arrival at a time check 1 pt per min

(If within 1 min of correct time usually no penalty) (iii) Stopping or loitering within sight of a manned check 10 pts (iv) Missing on course manned check 50 pts (v) Finding off course manned check 50 pts (vi) Missing on course silent check 30 pts (vii) Finding off course silent check 30 pts (viii) Breach of Traffic Regulations 10 pts (ix) Breach of these rules 10 pts (x) Conduct which in the opinion of the Rally Organisers has or may bring

disrepute on the VCC Disqualification (xi) The use of computerised or electronic navigational equipment

Disqualification

DISQUALIFICATION Disqualification is a very serious step to take and must be carried out with DUE DILIGENCE. Before a person can be “Disqualified” two (2) of the persons organizing the event will need to conduct an interview with the Complainant/s followed by an interview with the Accused person/s. Following this a decision can be made and preferably with the whole proceedings recorded. FINAL COMMENT Remember the Rally Organizer has put many hours, often at no payment, into planning the route. Be courteous to the marshals, remember they are volunteers, and to all the other people we share the roads with. Finally enjoy the environment, the rally, driving your vehicle and the companionship of your fellow members.

SECTION 20: L

06/12/2012

CONCOURS

GUIDELINES FOR JUDGING

OWNER ______________________ MAKE __________________

MODEL ___________ YEAR _____________ CATEGORY ____________

Maximum points for each component 10 unless otherwise stated (Points awarded for section ÷ number of items judged) x total number of items in section = Total points for section

PAINTWORK Lustre, scratches, finishing __________

BODY PANELS Dents, rust, alignment __________

CHROME AND BRIGHTWARE Pitting, scratching, dents (exclude grille & wheels) __________

GRILLE __________ HUB CAPS __________ WHEELS TRIMS __________ BODY RUBBERS Screen, rubbers under lights etc __________ HEAD LAMPS Damage, fading __________

LENS __________ GLASS CONDITION Cleanliness, damage __________

POINTS awarded for this section __________ ÷÷÷÷ _______ x 10 ________

INTERIOR UPHOLSERY Cleanliness condition __________ HEADLINING SOFT TOP Cleanliness condition __________

DOOR PANELS Cleanliness condition __________

DASHBOARD __________ INSTRUMENTS __________ CARPETS AND MATS Cleanliness condition __________

INTERIOR WOODWORK AND/OR PAINTWORK Exclude dashboard __________

CHROMEWORK STEERING WHEEL PEDALS CONTROLS Cleanliness condition __________

SECTION 20: M

12/6/2009 DOORSEALING RUBBERS __________ REGISTRATION WARRANT OF FITNESS __________

POINTS awarded for this section __________ ÷÷÷÷ _______ x 10 ________

ENGINE COMPARTMENT ENGINE Cleanliness, paintwork __________ MOTOR COMPARTMENTS AND UNDERSIDE OF BONNET Cleanliness, paintwork __________ UNDER BONNET COMPARTMENTS Heater where fitted, paintwork condition __________ RADIATOR HOSES AND BELTS __________ ELECTRICAL WRIGING & BATTERY APPEARANCE Condition, tidiness of looms __________

POINTS awarded for this section __________ ÷÷÷÷ _______ x 05 ________

BOOT AND UNDERSIDE BOOT, BOOTMAT, RUBBER, BULK HEAD & SIDES Cleanliness, paintwork & condition __________ UNDERSIDE & EXHAUST SYSTEM Suspensions, chassis, paintwork, cleanliness __________ TOOL KIT, JACK & WHEEL BRACE __________ SPARE WHEEL Cleanliness & condition __________ OIL LEAKS __________

POINTS awarded for this section __________ ÷÷÷÷ _______ x 05 ________

AUTHENTICY 50 POINTS ________

To conform with original Manufacture of the Vehicle

TOTAL POINTS AWARDED ________

Judges Comments: _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________

SECTION 20: N

06/12/2012

CONCOURS

GUIDELINES FOR JUDGING MOTOR CYCLES

OWNER ______________________ MAKE __________________

MODEL ___________ YEAR _____________ CATEGORY ____________

Maximum points for each component 10 unless otherwise stated

(Points awarded for section ÷ number of items judged) x total number of items in section = Total points for section CYCLE PARTS Paintwork __________ Bright work (Including alloy) __________ Tank, guards, rims etc __________ Seat (including pillion & carrier) __________ Rubber fittings __________ Cables, levers & pedals __________ Instruments __________ Lights __________ Horn & rear mirrors __________ Tyres __________

POINTS awarded for this section __________ ÷ _______ x 10 ________

MECHANICAL Cleanliness __________ Fin condition __________ Exhaust system __________ Wiring & Fuel systems __________ Gearbox, carb & mag __________ Chain (tension), Sprocket (Wear) __________

POINTS awarded for this section __________ ÷ _______ x 06 ________

AUTHENTICY 50 POINTS ________

To conform with original Manufacture of the Vehicle

TOTAL POINTS AWARDED ________

Judges Comments: _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________

SECTION 20: O

13/11/2017

GYMKHANAS, GRASSKHANAS, DRIVING TESTS AND POMEROY TROPHY EVENT

This type of event is not a Speed Event and does not require a VCC Speed Event Permit. However the Speed Steward can be contacted for help or advice. Even though the event may be held on private property a “duty of care” rests on the organiser(s) for the safety of spectators and participants. Spectator areas should be set aside and clearly marked by signs, tapes or bales. These areas should be well clear of the competition areas. Remember a car out of control on wet grass can travel a very long way. Appoint a “Spectator Marshal” to keep an eye on wandering people or animals. It is amazing how valuable sometimes a “show” or “working” dog can be. Any areas not being used for trials etc but might be used for tuning or testing should be carefully checked for holes, ditches and other obstructions. These should then be marked in some way. The fibreglass poles and flags used as markers for bicycles are ideal for this. A fire extinguisher must be handy. You can quite easily write what you have planned to do and file it in the branch records. This is the “safety plan” which will serve to show that you thought about the safety aspects of the event and should protect you from charges of negligence should there be an accident involving injury.

POMEROY TROPHY REGULATORY Preamble: Regularity Trials are a variation of the rules, to allow members to run their vehicles for the enjoyment of themselves and the spectators. It is a competition being a trial of regularity, not outright speed. As such, it is exempted from some of the requirements of race competition. Determination: The winner of the competition shall be the competitor who records a total event time closest to the time nominated by the organiser, prior to the commencement of the competition, with minimum variation between lap times. Eligible Vehicles: Vehicles eligible to take part in regularity trials shall be those complying with VCC Categories as stipulated in the Club’s Constitution. Event Starting: Vehicles will be assembled on the starting grid in the usual manner. Each row of two vehicles will be started individually at a time interval of not less than two seconds between rows. Competitor Requirements: Competitors will be required to hold as a minimum a NZ drivers licence or acceptable overseas licence. Unlicenced drivers require the approval of the National Speed Steward. Please note that unlicenced drivers will not be able to partake in the road section of a Pomeroy Event. No passengers may be carried except on the road section. Safety Equipment: Drivers must wear safety apparel that as a minimum is as specified in Section 23H of the VCC Branch Manual.

SECTION 20: P

24/10/2018

VCC/TARGA NEW ZEALAND TIME TRIAL

The following requirements are based on VCC participation in a time-trial event as part of Targa New Zealand where VCC cars are competing on closed roads, keeping to a set average speed which is less than 100 km/h

• This is an event for road legal cars only

• All cars must hold a minimum of third-party insurance (evidence to be produced

on request)

• Drivers must hold a valid New Zealand drivers’ licence or overseas equivalent

• All cars must hold a current VCC VIC

• Entrants and co-drivers must be current financial members of the VCC

• Each car must have a crew of two persons – driver and co-driver/navigator.

Passengers are not permitted

• Fireproof overalls and approved crash helmets are strongly recommended for

closed road stages

• For cars fitted with roll protection, crash helmets must be worn on closed road

stages

• For cars with a full harness fitted, a HANS device is strongly recommended

• Advertising is permitted on cars. Front doors and windscreen must be kept clear

for event sponsors logos and competition number. Personal advertising must not

conflict with event sponsors

• While this is not a Speed Event as per Section 24 of the Branch Manual,

approval must be sought from the National Speed Steward to undertake running

such an event.

• A VCC Targa Steward is to be appointed in consultation with the National Speed

Steward and the organising VCC Branch. Steward costs and expenses are to be

met by the organising VCC branch

• Additional requirements may be applied by Targa NZ or Ultimate Rally Group

specific to VCC participation in this event, in agreement with the National Speed

Steward

SECTION 20: Q

12/6/2009 Suggested form for keeping of details

VINTAGE CAR CLUB SWAP MEET SELLER DETAILS

NAME: …………………………………………….. DATE OF BIRTH:………………… ADDRESS: …………………………………………………………………………………………………. …………………………………………………………………………………………………. CAR REG NO: …………………. LICENCE SECOND HAND DEALER: YES/NO LICENCE NO: ……………………

Items being sold:

AUTO PARTS BRIC A BRAC

TOYS BOOKS

IT IS REQUIRED BY LAW THAT WE COLLECT THESE DETAILS. THANK YOU FOR YOUR CO-OPERATION.

___________________________________________________________________________

VINTAGE CAR CLUB SWAP MEET SELLER DETAILS

NAME: …………………………………………….. DATE OF BIRTH:………………… ADDRESS: …………………………………………………………………………………………………. …………………………………………………………………………………………………. CAR REG NO: …………………. LICENCE SECOND HAND DEALER: YES/NO LICENCE NO: …………………… Items being sold: AUTO PARTS BRIC A BRAC TOYS BOOKS IT IS REQUIRED BY LAW THAT WE COLLECT THESE DETAILS. THANK YOU FOR YOUR CO-OPERATION.

SECTION 21: A

02/06/2009

NATIONAL RALLIES Objectives of a National Event

• To provide entrants with a pleasurable experience.

• To choose terrain and surroundings that are suitable for the types of vehicles participating in the event.

• To ensure members enjoy the event and the social contact with other members during the event.

• To ensure the objectives of the VCC are met in all areas.

• To administer the event in a professional and business like manner, ensuring that all costs are met or a small profit is made.

National Events

• National North Island Easter Rally held annually.

• National South Island Easter Rally held annually.

• National Motorcycle Rally held every second year (in alternative Islands).

• National Commercial Rally - held from time to time as demand requires.

• National Veteran Rally – held from time to time as demand requires. Note: Other National Rallies may be approved by the VCC Executive Committee, or the timing of Rallies may be altered by approval of the Executive. No National Rallies are held during the calendar year of a VCC International Rally. Applications to Host a National Event Branches are invited to forward applications to host any of the above National Events. Applications will be considered by the Executive of the Club and approval given to the successful Branch no more than three years in advance of the date of the proposed event. Each branch lodging a bid for a National Event should be prepared and able to have a Branch Representative make a presentation to the National Executive Meeting held in August, prior to the decision being made if more than one branch lodges a bid for the same event. The decision as to which Branch is successful from the bids received will be minuted and delegates should advise their Branch. Planning Team It is recommended that Branches lodging applications for National Events form a committee to formulate their presentation to the Executive and this should include details such as suitability of venues, catering, accommodation, as well as any other significant details which may influence the Executive’s decision. Note: The presentation should be brief and specific (5 minutes duration) Branch Responsibilities

• The respective Branch is directly responsible to the VCC for all aspects of the event, via the respective National Club Captain.

• To appoint a Sub Committee for the running of the event.

• To appoint a Branch Committee Member to the Sub Committee.

• To ensure the Sub Committee works within the guidelines as described in this document and any other guidelines as and or when they are given via the respective National Club Captain.

• To ensure the event is conducted in line with the rules of the VCC as set out in the Branch Manual.

SECTION 21: B

10/06/2013 • To organise competitive events to accommodate respective prizes and trophies that are current

for that event and detailed in Section 22 of the Branch Manual. If the host branch does not wish to organise the ‘competitive’ events specified for the respective trophy, then it shall not be awarded at the rally.

• Any new trophies that are awarded must have the prior approval of the VCC Management Committee.

• To ensure all relevant insurances are in place including "excess buy-out" insurance to keep the excess to a minimum on hire vehicles where required. This will avoid the branch having to pay a large excess in the event of an accident. (The decision to purchase this insurance is up to the branch as the hirer but it is highly recommended that it be purchased at the time of hire).

• To ensure the event does not incur a financial loss.

Sub Committee

• Consisting of approximately 6 people including the appointed Branch Committee Member. Key portfolios could be Secretary/Treasurer, Rally Co-ordinator, Rally Route Planner, Venue Co-ordinator, Catering Co-ordinator, Gymkhana Co-ordinator.

• All Sub Committee members must be financial members of the VCC.

• Full reports and minutes of all meetings must be reported to the Branch Secretary within 14 days of the meeting taking place and forwarded to the respective North and South Island Club Captains as well as the VCC National Office.

• Communication with VCC National Office to be copied and sent to the respective North and South Island Club Captains.

• All inwards and outward correspondence including emails must be recorded and approved in the normal manner and copied to the Branch Committee.

Budgets

• The Hosting Branch can apply to the Management Committee for a seeding fund to assist with initial set up costs. This is a fund that must be returned at the conclusion of the event.

• An event budget must be prepared, and subsequently approved by both the Branch Committee and the National North Island and South Island Club Captains jointly before event entry forms are printed and distributed.

• At least two budgets (excluding GST) should be set. One based on ideal numbers of entrants and one for low numbers of entrants (worst case scenario).

• Budgets should be prepared and submitted as soon as all major expenses are identified.

• When preparing budgets, it may be helpful to obtain copies of income and expenditure accounts and balance sheets of previous similar events, via the respective National Club Captain.

• Budgets need to be constantly reviewed and updated – the Branch Committee and VCC National North Island and South Island Club Captains jointly are to be kept advised of any changes.

• The event must break even (expenses versus income) although a small profit is acceptable.

• Under no circumstances will a budgeted loss be acceptable.

• The budget must include all costs and income expected to relate to the event.

• Under no circumstances should variable income such as unconfirmed grants, sponsorship, raffles or gate takings from open days be included as income in the budget. Such income must be treated as separate to the main budget and shown separately as special income in the final balance sheet

• The final balance sheet along with income and expenditure accounts (Excluding GST) should be available and submitted to both the Branch Committee and VCC National Office within 60 days of the completion of the event.

• Any financial loss may be the responsibility of the organising branch. In such an instance, application for assistance can be lodged with the VCC National Office. This would then be considered by the VCC Management Committee and approved or rejected at their discretion.

SECTION 21: C 26/03/2019

Entrants For national events eligible entrants are A Financial members of the Vintage Car Club of NZ (Inc.) or B Overseas residents who are members of any Veteran, Vintage, Classic, Antique or one

make club or register recognised by the Vintage Car Club of NZ (Inc.) C The entrant must either be the driver, (rider) navigator or passenger of the vehicle

entered. Eligible Vehicles Vehicles that fit into the categories of eligible vehicles as defined in the Constitution Rules of the Vintage Car Club of New Zealand (Inc.), for the type of event being conducted, (i.e. only motor cycles on a motorcycle rally), and any other requirements that may be included from time to time or as required. All vehicles must have a current VCC Vehicle Identity Card (VIC) and it is mandatory to display the VCC VIC Sticker on the vehicle. As from 1st January 2013, eligibility for participation in National and International events is limited to vehicles classified up to and including B5, as specified on the VCC Vehicle Identity Card. Hosting Branches must check the validity of the VIC Cards with the National Office well in advance of the event commencing. The North or South Island Club Captain will advise the timing and information that should be emailed to the National Office for checking. If this is not done, then the rally organisers will be required to visually check each individual VIC Card and sticker prior to each entrant commencing the event. If there is no valid VIC Card/sticker then the vehicle cannot be accepted for the event. Concours Eligibility Organisers of National and International events shall consider only Classification ‘A’ vehicles for any Concours Judging. Rally Rules Organisers may choose a variety of competitions and route instructions to use throughout the event, but all competitive and road sections of National rallies should be conducted in accordance with the appropriate Rally Rules and Interpretations as set out in Section 20 of the Branch Manual. Entry Forms The Branch Committee and National North and South Island Club Captains must jointly approve entry forms prior to being printed and despatched to entrants. Your National Club Captain will supply a sample of the requirements. Rally Plaques, Logos and Designs Must (1) Incorporate the words “VINTAGE CAR CLUB of NZ (Inc.)” or alternatively use the VCC

wings logo. (2) Incorporate the word “NATIONAL” the YEAR and the name of the EVENT. (3) Include the Location (TOWN/CITY) eg: CAMBRIDGE do not use the Branch name. (4) Be approved by the Branch Committee and National North and South Island Club

Captains jointly. (5) All entrants are to automatically receive a Rally Plaque

SECTION 21: D 21/03/2017

Sponsorship Sponsorship for the event can be sought by the organising branch, but individual sponsorship in excess of $2,000 in value must have approval of the VCC Management Committee. Due caution must be taken to ensure that any sponsorship arrangements do not conflict with national arrangements. Branches are not to approach Vero or any other insurance company directly for sponsorship or merchandise without the written approval of the VCC Management Committee.

Official Guests It is up to the Branch and Organising Committee to decide what official guests they want to attend at all or any part of the event. A. VCC –As a National event is hosted on behalf of the Club, it is required protocol that the

National President and partner (or a representative and partner nominated by the National President) be invited to attend as the guest of the Branch/Rally. The invitation should be in writing and include all complementary fees/charges and what is expected from the guest (e.g. presentation of trophies etc) and sent to the National President via the National Office. Travel costs to the event are the responsibility of the National Office. All other expenses are the responsibility of the host Branch/Rally e.g. accommodation, meals, entry fees. (Hosting by Branch members is quite acceptable.)

Others – Other official guests may or may not include the local mayor, a major sponsor and others as seen appropriate. Invitations made to any other official guests should be in writing stating the nature of the event or part of the event to which they are invited and ideally the invitation should include the date and time, and any duties or function expected of the guest at the event. The costs of other official guests attending all or part of the event including any dinner or function should be borne by the rally funds and should be budgeted for. Therefore it is recommended that numbers of official guests be kept to a minimum level. Advertising For National events advertising free of charge is available in the VCC magazine Beaded

Wheels. In practice this is normally limited to no more than a quarter page in each of three issues. Entry Forms can also be distributed via Beaded Wheels, however there is a charge for this service and this needs to be checked out first with the Beaded Wheels Committee. Most Branch magazines also offer event advertising and copies of the entry forms can be sent to the National Office to be sent to each branch via the National Office weekly mail out. Beaded Wheels The Branch will forward an editorial item, including photographs, of the event to the Beaded Wheels editorial staff within 60 days. Archives The Branch is to ensure that suitable items and memorabilia, including a rally plaque, are forwarded to National Archives following the event.

SECTION 21: E

03/07/2007

National Rally Budget and Balance Sheet

INCOME No off Value Total income Total expenses

Sponsorship

VCC grant

Entry fees

Rally plaques

Meals

Social functions

EXPENSES

Repay VCC grant

Logo/plaque designs

Procure plaques

Engraving

Rally certificates

Social functions

Invited guest

Entertainment

Postage

Printing

Advertising

Vehicle expenses

Credit Card charges

TOTALS $ $

SECTION 21: F

03/07/2007

CLUB CAPTAIN’S NORTH ISLAND REGION AND SOUTH ISLAND REGION TOURS Tour to be held in alternate islands each year traditionally in Autumn. There will be no Club Captain’s Tour held in the same year as an International Rally. A budget of not more than $200 is available to offset costs. All reimbursements must be itemised and applied for in the normal manner. Advertise dates and basic itinerary in Beaded Wheels as soon as possible after the AGM. Investigate accommodation, preferably complexes that have a range of different types and prices. (Entrants to do own bookings from Club Captain’s recommendations). Investigate Cook Strait Ferry concessions. Prepare entry form and list of suggested accommodation. To be sent to each prospective entrant. Contact branches in the areas you will be passing through and invite them to be involved, i.e. meals, visits to part sheds or other activities they may suggest. Use branches to check route instructions if necessary to save travel expenses. On tour hold daily briefings to keep all participants informed.

SECTION 21: G

03/07/2007

International Rally Guidelines

These guidelines must generally be adhered to, however variations may be

considered from time to time if required. Any variations are subject to

approval by the National President.

Calling for rally: From time to time the Management Committee of the Vintage Car Club of New Zealand (Inc.) will decide to call for interested parties to hold an International Rally.

Timing: There is no set period between consecutive rallies, however in the past they have generally been held at intervals of 4 – 7 years. These may coincide with a significant event for the club, such as a notable birthday i.e. 25 years, 50 years, 60 years etc or a significant event such as a new millennium. Historically International Rallies have been held alternately between the North and South Island. However there are no set rules for this.

Calling for applicants: The VCC president will call for interested Branches to forward proposals for the hosting of such an event in their region. Proposals will be evaluated and adjudicated on by a selection committee. It is mandatory for VCC Branches applying to forward a written proposal for the event to be held in their area. Branch Proposal: The Branch proposal should cover, but is not limited to the following: A Timing of the Rally:

Proposed year and dates B Headquarters venue:

Suitability Access - vehicular, people, particularly those with disabilities Facilities for large numbers of people - toilets etc, Entertainment areas

C Catering: Past experience with large numbers Cost Variety

D Accommodation: Capacity Variety (camps, motels hotels) Cost

E Motoring opportunities and events planned before, during and after the event: Rally type

Duration Speciality events Traffic flows and density Other

F Entertainment: Types and or variety

G Support, local and from surrounding areas: Local council Local Branch Neighbouring Branches Other organisations

H Attractions in the area

SECTION 21: H

03/07/2007 Selection Committee: A selection committee will be appointed by the VCC President to visit the respective Branches and adjudicate on these proposals. The selection committee should consist of at least three financial VCC members, preferably from the Management Committee, who have extensive rally organisational history at a national or international level. The results of the adjudication will be reported in writing to the Management Committee for ratification before an announcement is made to the VCC membership. The selection committee would expect to be hosted over a weekend period for the presentation of the proposal. While the proposal would cover the above points it is important that the committee also visit proposed venues and generally be given a thorough review of the proposal. It is advantageous to organise a suitable Branch function such as a pot luck dinner so the selection committee can form their own opinion of area support etc. Hosting will also involve billeting with Branch members and other host responsibilities. Adjudication: The adjudication committee will judge the applicant Branches on the points as listed under Branch Proposal. Once an area has been chosen the event becomes under the direct control of the VCC Management Committee. A caretaker may be appointed at the National President’s discretion Caretaker position: After the announcement of the area for the next International Rally the VCC President will call for nominations for the position of Rally Director. Until the appointment of a Rally Director the VCC President may appoint a caretaker generally from the local area to act in an interim capacity. Duties of the caretaker will be limited, with any decisions requiring reference back to the VCC President. Rally Director:

• To be appointed by the VCC National President.

• Contracted to VCC via National President.

• Reports to the National President via Management Committee representative

• Is responsible for all aspects of the organising and running of the rally

• Responsible for the appointment of the Rally Committee, after approval by the National President.

• Will attend. and report to Executive Meetings and AGM

• Is expected to attend at least one Management Committee meeting per year.

• Will liaise on a regular basis with the local Branch

• Expected to promote the club and sponsors in a businesslike and professional manner at all times.

• Is responsible for liason with Beaded Wheels and will ensure appropriate articles are available for Beaded Wheels leading up to, during and at the conclusion of the Rally.

• Will be issued with a copy of the Branch Manual.

• Will be expected to work full time on the Rally for at least three months prior to the Rally start date and until the final day of the Rally

• Will be financially compensated to an agreed level for loss of wages or salary during the time away from normal employment. An additional amount may be included as payment for the responsibility. The amount will be agreed to between the Rally Director, Hon Secretary/Treasurer and National President at the time of the appointment of the Rally Director. Final payment will be made on completion of the contracted period, subject to all expectations being met as outlined in the Rally Director’s contract.

NB. The Rally Director should not seek office in any capacity with his or her local Branch for

the duration of his/her appointment to this position.

SECTION 21: I

03/07/2007 Rally Committee:

• To be appointed by the Rally Director (and approved by the National President). Must be selected on suitability and required skills and need not be from the local area.

• Rally Committee will include a Management Committee Representative who will be appointed by the National President.

• Rally Treasurer will be an accountant or will have extensive accounting experience.

• Rally Secretary to have proven communication, minuting and letter writing skills.

• Rally Committee to include treasurer, Rally secretary, public relations, and other positions as required. (venue coordinator, accommodation, rally controller, entertainment coordinator, chief marshal etc)

• Rally Committee should consist of no more than 6-8 persons. Other duties should be allocated to subcommittees.

• Is responsible to assist the Rally Director in all aspects of the running and organisation of the Rally.

• Expected to promote the Club and sponsors in a businesslike and professional manner at all times.

• Able to approve expenditure up to the value of $5,000.00. Expenditure above this needs approval of National Secretary Treasurer and or National President.

NB. Any member of the Rally Committee should not hold office in any capacity with

his or her local Branch for the duration of his/her appointment to this position

Note: Rally Committee is not able to purchase computers, printers or other items, which would normally be classified as Club assets. These will be supplied from the VCC National Office as required.

Management Committee Representative:

• To be appointed by the VCC National President

• Should be from the current Management Committee or under exceptional circumstances can be someone who has been a recent member of the Management Committee with experience in the organisation of a major event.

• Will report to the Management Committee on a regular basis.

• May be appointed to the position of chairman of the Rally Committee at the discretion of the Rally Director.

Computers and Equipment: Rally Committee to be supplied from National Office, and returned to National Office complete and in working order. Computer programs, databases etc must be left complete and unedited, for future reference

• 1 x Desk top computer for Rally Secretary

• 1 x Lap top computer for Rally Director (optional)

• 1 x Printer

• 1 x Fax machine

• 1 x e-mail address. Desk top computer to be set up with entrant spreadsheet modeled on 2000 Rally spreadsheet Additional equipment is available as required once approved by the VCC Secretary/Treasurer.

SECTION 21: J 26/03/2019

Formal functions The International Rallies are known world wide as excellent events and thus need to be run with this in mind. While the activities of the event are flexible, there are a number of functions that must conform to the correct protocol. These being:

Opening and Closing Ceremonies Sponsors functions Overseas entrants/guests function

Opening and Closing ceremonies are formal functions and must include: (in a formal capacity)

VCC Management Committee (those attending the rally only) Rally Committee Sponsors representatives Others as expected, such as local Mayor, local MP, Traffic Police etc

Sponsors Function Sponsors must be hosted accordingly and this can be achieved in many forms, such as

rides in or on vehicles, meals/entertaining hosting by Management Committee and or Rally Committee members

Overseas Guest Function In the past this has been by invitation only to overseas guests (entrants) and hosted by the Management Committee and Rally Committee. Usually this has been a function of approximately 2 hours duration and in the form of something like a cocktail party. The formal part of the function could be a welcome speech and a response from one of the guests may be appropriate. This is open only to those mentioned above and not New Zealand resident members. The cost of this function is to be included as part of the rally budget. Entrants For International Events eligible entrants are A Financial members of the Vintage Car Club of NZ (Inc.) or B OVERSEAS RESIDENTS who are members of any Veteran, Vintage, Classic, Antique or one make club or register recognised by the Vintage Car Club of NZ (Inc.) C The entrant must either be the driver, (rider) navigator or passenger of the vehicle entered. Eligible Vehicles Vehicles that fit into the categories of eligible vehicles as defined in the Constitution Rules of the Vintage Car Club of New Zealand (Inc.), for the type of event being conducted and any other requirements that may be included from time to time or as required. All vehicles must have a current VCC Vehicle Identity Card (VIC) and it is mandatory to display the VCC VIC Sticker on the vehicle. As from 1st January 2013, eligibility for participation in National and International events is limited to vehicles classified up to and including B5, as specified on the VCC Vehicle Identity Card. Concours Eligibility Organisers of National and International events shall consider only Classification ‘A’ vehicles for any Concours Judging. Rally Routes Daily rally routes must be of an interesting nature and motoring activities need to take into account performance and capability of all vehicles entered and the age of the drivers and passengers. Travelling long distances over a period of many days is not always conducive to a successful rally.

Trophies Montagu Trophy Overall winner of the Motorcycle Section Pomeroy Trophy Overall winner of the Pomeroy event (if held) Sun Alliance Trophy Highest percentage of members attending other than the Host branch (The

presentation of this trophy at a National/International Rally is determined by the National President.)

Section 22: A

06/03/2017

TROPHIES Trophies Administered by

THE VINTAGE CAR CLUB OF NEW ZEALAND (Inc.)

ANY additions to the National Trophy list MUST be approved by the National Management Committee

Refer section 21 - Branch Responsibilities (Applications in writing should include: Name of donators, what the award is for and a description of the

suggested trophy.)

S.I. National Easter Rally (3) Townshend Trophy (S.I. Concours) Penzoil Trophy (S.I. Teams) PPG Trophy (S.I. Overall Winner) N.I. National Easter Rally (3) Todd Park Restoration (N.I. Concours) Maxwell Trophy (N.I. Teams) Wairarapa Trophy (N.I Overall Winner) National Motorcycle Rally (14) Montagu Trophy (Overall Winner) Also presented at Int. Rallies.

Geoff Hockley Memorial Trophy (Best Harley Davidson Overall) Helen Lane Memorial Plate (Best performance by lady rider) Tim’s Trophy (Best performance twin cyl. machine) The Canterbury Cup (Best performance vintage motorcycle) The Otago Cup (Best performance P60V) PPG Concours Cup (Best presented vehicle) National Motorcycle Interbranch The Waikato Cup (Best performance PVV) Combination Clock (Best performance M/Cycle & Sidecar combination) Rob Knight Memorial Cup (Best performance Veteran) Young Cup (Best Performance PWV) The Northland Trophy (Best Performance P80V) Glen Bull Memorial Trophy (Best Performance by a 2 Stroke) National Veteran Rally (5) William McLean Trophy (People’s Choice) McLean Motor Car Act Teams Trophy (Teams of 3 like vehicles National Veteran Rallies) Ian McLean Trophy (Overall Winner) National Veteran Rally Achievement Award (Organisers choice) The Conlon Trophy (Concours Winner)

National Commercial Rally (4) Watchorns Motor Museum National Commercial Trophy (Most commendable effort in the preservation of commercial vehicles) (Concours d’ elegance) (Most Original Truck) (Overall Rally Winner)

******************************************************

The National South Island and National North Island Club Captains are in charge of the collection of trophies. Branches first contact on Trophy matters should be with them. At the Executive Meeting in March 2015 it was moved "that National Trophies are presented at the National Event, a photograph is taken with the recipient, and then the Trophy is engraved and returned to the National office for storage. A copy of the photograph is

to be forwarded by the Branch to the recipient and the National Body"

Sun Alliance Trophy (Branch with highest % of members attending other (Vero) than host branch.) PRESIDENT TO NOMINATE EVENT AT OCTOBER MANAGEMENT COMMITTEE MEETING ANNUALLY

John L Goddard Major contribution (presented at Club AGM) Pomeroy Trophy Winner of a Pomeroy Event.

Section 22: B

14/6/2016

JOHN L GODDARD TROPHY Members of the Vintage Car Club of New Zealand (Inc.) are invited to nominate a fellow member for this annual award. The nomination should be for any member that they regard as having been involved in a significant achievement. It may be a particularly significant restoration, a memorable motoring journey or an important historical article or series of articles published in Beaded Wheels or some special service to the Club. A notice calling for nominations will be printed in the April/May issue of Beaded Wheels annually. This will highlight the closing date for nominations and details on where to forward them. This award cannot be awarded posthumously. The nomination should include:

• The name of the nominee

• The proposer and seconder of the nomination

• Details of the accomplishment of the nominee

• Supporting information on this accomplishment

Section 23:

21/09/2016

To be kept in the front of

SPEED EVENT REGULATIONS

SECTION 23 INDEX:

A. Definition of a Speed Event / Organisers Responsibilities

B. Clerk of the Course Responsibilities

C. VCC Speed Steward Responsibilities

D. Scruitineering

E. Flag Marshalls / Flag Colours and Use

F. Flag Colours and Use continued / Essential Services

G. Eligibility / Tyres

H. Drivers Equipment / General / Disputes

I. Application for a Speed Event Permit

J. Owner / Entrant Vehicle Safety Statement

K. Indemnity Form

L. VCC New Zealand Historic Racing Licence

M. VCC Competition Log Book

N. VCC Documentation Check Sheet

O. Suggested Letter for Overseas Entrants to VCC Speed Events

P. Agreement between Motorsport NZ and VCC – Appendix One (dated October

2010)

Section 23:

A13/11/2017

SPEED EVENT REGULATIONS

DEFINITION A speed event may take several different forms. Circuit or street racing, hill climbs, bent sprints or any event where speeds will exceed the limits imposed by the Transport Act of 1992 and its amendments.

GYMKHANAS, GRASSKHANAS, DRIVING TESTS AND POMEROY TROPHY EVENT This type of event is not a Speed Event and does not require a VCC Speed Event Permit. However the Speed Steward can be contacted for help or advice. Refer to SECTION 20:O of the Branch Manual for guidelines for organisers.

A permit is required and a steward will be appointed by the National Speed Steward to be in attendance.

If a branch is unsure if a proposed event comes under these regulations then a decision should be sought from the National Speed Steward.

The following regulations must be complied with completely and no deviation is permitted from them without the written permission, obtained prior to the event, from the VCC National Speed Steward whose address is c/-:

The National Office National Speed Steward Vintage Car Club of New Zealand (Inc.) Tony Haycock P.O. Box 2546 Cell Phone: 021 662 441 CHRISTCHURCH 8140

An application for a speed event permit as contained in the Branch Manual should be forwarded a minimum of one month prior to the event.

The application shall be accompanied by a copy of the proposed entry form, vehicle safety statement and indemnity form along with a Event Safety Plan and any supplementary regulations pertaining to the event.

Once the National Speed Steward is satisfied that the necessary requirements are met, a permit will be issued which will also name the Steward appointed to the event. See also Clerk of the Course responsibilities.

ORGANISER’S RESPONSIBILITIES The Organiser shall be responsible for ensuring that: 1. All entry forms and indemnity forms are correctly completed and signed. 2. All entrants hold a current VCC Membership Card or that of a kindred overseas motoring

organisation. 3. All entrants have completed a VCC Safety Statement. 4. All vehicles must have a current VCC Vehicle Identity Card and VCC Competition Log Book or

MotorSport NZ COD or Log Book, or overseas equivalent. 5. All drivers must hold a current New Zealand Historic Racing Licence. Licenses issued to drivers

with no previous track experience will be suffixed with a “P”. Organisers should take care to ensure these drivers are fully proficient with all the rules and associated activities relating to the VCC Speed Events.

6. A VCC Documentation Check Sheet is provided for recording purposes. At the completion of the event the VCC Documentation Check Sheet must be handed to the Steward in attendance.

7. All supplementary regulations and/or regulations required by the track or property owners are understood by the Clerk of Course and the Scrutineer(s).

8. If the event involves racing (i.e. 2 or more cars competing against each other on the same track at the same time) the track must be a MotorSport approved facility.

9. Sufficient coloured stickers are supplied for “Passed Scrutineering” purposes.

Section 23:

B22/06/2010

CLERK OF THE COURSE RESPONSIBILITIES The Clerk of the Course is to be appointed by the organising branch to follow the VCC of NZ rules as set out in the branch manual. If deemed appropriate due to complexity or event logistics, an Assistant Clerk of the Course may also be appointed. The Clerk of the Course is NOT able to compete in the event. Prior to the event For joint events with MotorSport New Zealand Clubs, the Clerk of the Course is responsible for communication between the VCC and the MotorSport NZ Club. The Clerk of the Course is responsible for ensuring an acceptable Event Safety Plan is drawn up. This is to include the location of flag marshals, spectator marshals and a list of emergency service contact numbers. The plan must be forwarded with the Event Permit Application. During the event The Clerk of the Course is to wear the Club issued identification at all times. The Clerk of Course shall be responsible for ensuring that: 1. Sufficient competent scrutineers are available. 2. Sufficient experienced briefed flag marshals and spectator marshals are available and in

place as per the Event Safety Plan. 3. Sufficient medical, fire and rescue services are available and in place as per the Event Safety

Plan. 4. All appropriate documentation – including entry form, indemnity form, scrutineering form, VCC

Vehicle Identity Card, VCC Competition Log Book and VCC Historic Racing Licence have been completed and checked for all drivers.

5. Sufficient two-way radios of a suitable quality are in place. 6. All competing vehicles on the start line or dummy grid have a valid “Passed Scrutineering”

coloured sticker attached. The Clerk of Course is to ensure a roll call is made immediately prior to a full briefing given to all drivers. Where a combined event takes place with a MotorSport NZ Club, then only one briefing is required for all competitors. If a driver is not present at the roll call the Clerk of Course must ensure that a full briefing is given to the driver before they are able to take part on the event. All drivers must complete an official practice. No practice, no briefing, no drive! Once this is done the Clerk of Course will invite the appointed Steward to check the course and give approval for the event to commence.

Section 23:

C31/08/2009

VCC STEWARD RESPONSIBILITIES The VCC Steward appointed by the National Speed Steward for a particular event shall ensure that: 1. They make themselves known to the Event Organiser and the Clerk of Course and in the event of

a combined meeting the MotorSport NZ Officiating Steward.

2. All regulations are observed and that all services listed in the Event Safety Plan are present and

operational and conform to the venue safety standards as required by the VCC of NZ and

MotorSport NZ.

3. If sickness or other prevents the appointed Steward from officiating, he/she has the power to

appoint a substitute who is well versed in speed events and VCC Speed Regulations. The

National Speed Steward must be informed by phone, prior to the event commencing.

4. In the case of a breach of these regulations, or if in the opinion of the VCC Steward there is a

danger to drivers, marshals or spectators, the Steward may stop the event.

5. The appointed VCC Steward shall act as the Club Authority in the event of an accident and will

take charge of the accident site and any investigation.

6. An investigation will take place in the event of any person suffering a serious injury with any

likelihood of death or needing to be taken from the venue for medical attention. The National

Speed Steward’s procedure form for injury accidents (SSIAP:1) gives a guide to carrying out these

investigations.

7. The VCC Steward will complete a report after the event and return it promptly to the National

Speed Steward (a report form (SSRP:1) will be supplied to the Steward for this purpose). The

SSRP:1 must be accompanied by the completed VCC Documentation Check Sheet.

8. The VCC Steward will be identified by an official VCC Licence, which will be renewed bi-annually.

Identification will be worn at all times.

9. The VCC Steward will at all times, exercise their authority with tact and discretion.

10. The VCC Steward has the power to appoint a safety officer to assist in all matters of safety and

driver behaviour.

11. The VCC Steward has the power to revoke a Historic Racing Licence for the duration of an event.

Section 23:

D13/11/2017

SCRUTINEERING

1. The entrant, or driver on the day, shall complete a safety statement to show that they have checked the items listed thereon and that the entire vehicle and the safety equipment required comply with the rules of the VCC of NZ Inc. and are in a satisfactory and safe condition for the event in which they intend to compete. The entrant or driver on the day shall sign the safety statement to show that they accept full responsibility for the safe condition of their vehicle.

2. Notwithstanding the above and prior to practice commencing, the appointed Scrutineer shall carry out safety audits on randomly selected vehicles. During documentation the Scrutineer will view all logbooks to assist him in his selection. He will check the logbook for accuracy and the date when the Vehicle was last audited. He will pay attention to any items noted as requiring repair. The Scrutineer will sign off the logbook at each event, recording attendance, venue and date. A full audit must be carried out and noted at every third event. An audit must also be carried out and noted if six months have passed since the last audit. Any vehicle involved in an accident shall be re-scrutineered before taking any further part in an event.

3. All vehicles must be fitted with an ignition switch within reach of the driver. For vehicles not using an easily identified original equipment switch, the ignition switch is to be clearly marked with the words “on” and “off”. Electric fuel pumps must be connected so that they are inoperative with the ignition switch in the “off” position.

4. Throttle mechanisms, hand or foot, must be fitted with dual return spring(s) in such a manner, that if any part of the linkage between the driver’s control(s) and the throttle plate should become detached, the throttle will return to the idle position.

5. Vehicle noise emissions must be environmentally acceptable and must not exceed 95 DBA.

6. Vehicles running on methanol fuel must be clearly labeled with a white ring around the fuel filler and the entrant must declare the use of such fuel on their entry form and Vehicle Safety Statement.

7. Fire extinguishers must be fitted and fully operational with current certification or be equipped with a gauge indicating condition, and must be firmly bolted to the vehicle by two bolts and panel washers and extinguishers must have a double strap.

8. Batteries must be securely clamped down so that they cannot fall out if the vehicle is overturned.

9. Loose articles, e.g. toolboxes, fuel cans etc, must be removed from the vehicle before any competition commences.

10. Roll over protection and harnesses, where required, must be to the approved standards laid down by MotorSport New Zealand. Seat belts, where required, must be to current wof standard. Belts must be securely attached to the vehicle and adequately support the driver in competition.

11. The VCC Competition Log Book must be presented and signed by the Scrutineer. 12. Ensure that an initialed “Passed Scrutineering” coloured sticker is attached in a similar

location on each vehicle. 13. For circuit events only, where possible without vehicle modification, all vehicles with

crankcase breathers venting to atmosphere must be fitted with a suitable catch bottle to contain any escaping lubricant

14. For circuit events only, where possible without vehicle modification, all vehicles cooling systems to be fitted with a suitable over-flow catch bottle.

15. Any vehicle which has sustained damage during an event MUST be presented to the Scruitineer for checking and approval to continue to participate in the event. The Log Book and Log Book Register (23T) to be noted accordingly.

Section 23:

E13/11/2017

FLAG MARSHALS 1. At each post where flag marshals are stationed there shall be at least one fully operational

fire extinguisher with either a current date certificate or fitted with a gauge showing its condition. Also at each post shall be the appropriate signaling flags or lights. A red flag to signal a driver to stop is the minimum requirement for events other than track racing events.

2. Where more than one vehicle is on the course at any given time there shall be two marshals at each post

3. Where more than one vehicle is on the course at any given time, there shall be sufficient marshalling points to command a view of the entire course and all marshals shall be in visual contact with the posts on either side of them.

4. Where only one vehicle is on the course at any given time there shall be sufficient marshalling positions to command a view of the entire course.

5. In all cases marshals at each marshaling position shall be in contact with the Clerk of the Course either visually or by two-way radio.

FLAG COLOURS AND USE The principal flags used at motor racing tracks are as follows:

1. RED FLAG During Practice: The practice session has been stopped. Proceed slowly with maximum caution to your pit area. Be prepared to stop if signaled. During Racing: The race has been stopped. Proceed slowly with maximum caution to the starting grid and await instructions. Be prepared to stop if signaled.

2. YELLOW FLAG At all times: Waved: Slow down. Do not overtake. Be prepared to change direction or follow an unusual line. There is a hazard on the track. Double Waved: Slow down. Do not overtake. The track is wholly or partially blocked. Be prepared to stop. 3. YELLOW FLAG WITH RED STRIPES Waved: Deterioration of adhesion imminent. (e.g. Oil on track ahead) 4. LIGHT BLUE FLAG During Practice: Waved: A faster vehicle is about to overtake you. Give way urgently. During Racing: Waved: You are being lapped. Let the other vehicle through immediately.

Section 23:

F07/08/2014

5. GREEN FLAG At all times: All clear at end of danger area marked by yellow flag(s) Optional use: Start warm up lap.

6. BLACK FLAG Displayed Together with Your Number: You must stop at your pit within one lap. 7. ORANGE DISC ON BLACK FLAG Warning of apparent mechanical failure or fire. The black flag, and orange disc on black flag, will only be used by the start – finish Flag Marshall. It will be used to stop an individual vehicle from racing. It will be used where there is a problem with a vehicle or the manner with which it is being raced. If you receive either of these flags, (your car number will be shown on a board), stop racing immediately. Proceed to your pit with caution. The Clerk of the course will contact you. 8. BLACK AND WHITE CHEQUERED FLAG At all times: End of race or practice. 9. WHITE FLAG Waved: A much slower vehicle may seriously obstruct you. LIGHTS – For Exiting the Pits Where lights are used during practice, drivers must stop if the red light is on and may proceed to join the circuit when the red is turned off and the green light is on. The red light signifies that it is unsafe to join the circuit as a vehicle is approaching the merge point between the pit exit lane and the circuit. For Vehicles starting a race from Pit Lane Drivers who are directed to start from pit lane will be held on the red light until the Clerk of the Course orders the red light to be extinguished and the green light turned on. NOTE: In some instances Clerk of the Course may use red and green flags to control vehicles exiting from the pit lane.

ESSENTIAL SERVICES MEDICAL At all times during the course of the event there shall be at least one vehicle, with a designated driver, reserved and suitable for transporting a minimum of two injured persons on stretchers to the nearest medical centre. In addition there shall be a minimum of one qualified first aid officer, paramedic and/or doctor, suitably equipped, at the event at all times.

BREAKDOWN AND CRASH RECOVERY A breakdown vehicle and/or crash truck suitably equipped for righting an overturned car or to rescue a driver from a damaged vehicle shall be on site with a designated driver in suitable protective clothing during the course of the event. For circuit events a designated Fast Intervention Vehicle with a minimum of two crew in full fireproof protective clothing and equipped with fire extinguishers must be on standby with crew IN THE VEHICLE in the pit lane or a suitable position on the circuit at all times when competitors are on track. COMMUNICATIONS The above services must be in two way radio contact with the Clerk of the Course at all times.

Section 23:

G13/11/2017

ELIGIBILITY 1. All vehicles as defined by the rules of the Club and accepted under those rules are eligible for

speed events. Eligibility for events may be restricted to specific vehicle categories or types, at the organiser’s discretion.

2. All vehicles accepted must be entered by a financial member of the Vintage Car Club of New Zealand (Inc). The driver on the day shall be a financial member of the Vintage Car Club of New Zealand (Inc) or MotorSport NZ affiliated or an overseas kindred club.

3. A current VCC Vehicle Identity Card and VCC Competition Log Book must be presented for all vehicles entered.

4. A vehicle may not carry commercial advertising, except in the case of genuine historic racing vehicles, which may compete in their original livery. Signage, such as “Austin Special” or period, oil or sparking plug decals are not considered commercial and are at the discretion of the organiser. Recognition of a major sponsor of an event or car by way of removable stickers on cars is acceptable but should be approved by the organiser.

5. All production vehicles must retain full interior and exterior trim, except in the case of genuine historic racing vehicles, which may compete in their original racing configuration. Wheel trims and/or hubcaps to be removed prior to Scrutineering.

6. On Circuit events, all Post 1960 open cars require an approved roll bar and safety harness. A dispensation can be granted for vehicles considered a Production Over Run. The appointed Speed Steward’s decision will be final.

7. All drivers shall be required to sign the Club indemnity form. They may also be required to show their current Club membership card and driving licence.

8. All drivers must attend a driver’s briefing prior to competing. The briefing will cover starting, finishing and emergency procedures and the meaning and use of flags, and lights if used.

9. All drivers must take part in at least one official practice prior to competition commencing. 10. Any driver who is not present at the briefing or does not complete practice must personally

contact the Clerk of Course.

TYRES GENERAL Tyre compound and construction must respect the specifications that were applicable to the period the vehicle represents. Chassis and suspension componentry were designed to accept the loads and forces induced by the tyres of any given period. To install a tyre of improved technology could impose loadings that exceed the chassis and suspension design parameters. RACE TYRE FOR CIRCUIT RACING AND SPEED EVENTS Cars in period 1931 to 1971 must use Dunlop Vintage or L section racing tyres which have 204 compound only and tread pattern CR65 or earlier ROAD TYRES All cars may as an alternative to using period racing tyres use tyres suitable for legal road use (i.e. DOT approved road tyres having 2mm minimum tread depth across 75% of the width of the tyre and around the entire circumference of the tyre. Aspect ratio is restricted to 60% minimum THE TREAD PATTERN SHOULD BE IN KEEPING WITH THE PERIOD THE VEHICLE REPRESENTS. Any road tyre used in a race or speed event must have a speed rating compatible with the capability of the car.

Section 23:

H13/11/2017

DRIVER’S EQUIPMENT Drivers are reminded of the danger of wearing loose or inflammable clothing (most synthetics are highly inflammable). The wearing of overalls is compulsory. For single vehicle timed events i.e. hill climbs, sprints etc one piece cotton work overalls are acceptable as a minimum standard, although single layer fire retardant overalls are preferable.

For events where cars are racing together on the same circuit, flame proof overalls are required. Minimum of multi-layer or single layer with woollen underwear and socks.

Crash helmets are compulsory for all speed events. Helmets are to be to NZ Standard NZ 5430 or equivalent standard. These include: Australia AS1698 Britain BS6658-85 type A (blue label) Snell Foundation Snell SA90, Snell M90, Snell M95, Snell M2000, Snell M2005 America Ansiz – 90.1, Ansiz – 90.1-1992 Europe “E” mark. Homologation numbers 04,05,06,07 etc followed by the manufacturers

production number. (The first two digits represent the year of the series amendments and will advance each calendar year). Note: the number within the “E” mark circle is not the year of manufacture but is the approving country’s number and should not be confused with the homologation numbers which are beneath or after the “E” mark circle.

Motorcyclists shall be required to wear at least leather gloves and stout boots. Full leathers are strongly recommended. All motorcyclists and drivers of open cars must wear safety goggles or a helmet visor.

GENERAL 1. No passengers shall be allowed in competing vehicles, except in motorcycle events where a

side car passenger will be permitted. Where a vehicle has been originally designed in such a manner that a passenger is necessary for its safe operation, an application may be made to the Steward for an exemption. Such an exemption shall be entirely at the Steward’s discretion and will apply for that meeting only. The passenger shall be required to wear the appropriate safety apparel as specified in “Driver’s Equipment”

2. All vehicles must have current NZ Transport Agency (formally Land Transport NZ and previously LTSA) Registration and current Warrant of Fitness, except where trailered to events run on private venues or roads not open to the public for the duration of the event.

3. No alcohol is to be consumed by drivers or marshals during the event. 4. The organising committee reserves the right to refuse any entry without giving a reason and

to cancel the event and if necessary in the event of an emergency to issue further supplementary regulations.

5. The appointed VCC Steward is the ultimate authority during the running of a speed event and his/her decision on all matters shall be final and absolute for drivers, marshals and the local organising committee.

6. A copy of these standard regulations must be available at all speed events organised by any branch.

DISPUTES Vintage Car Club events are not intended to be highly competitive, therefore, disputes are not expected. If a dispute does arise this will be considered and ruled upon by the Steward and/or the Clerk of Course on the day of the event. National Speed Steward Vintage Car Club of New Zealand (Inc.)

Section 23:

I06/05/2009

APPLICATION FOR SPEED EVENT PERMIT

THIS APPLICATION SHOULD BE FORWARDED AT LEAST ONE MONTH PRIOR TO THE EVENT TO: THE NATIONAL SPEED STEWARD VCC OF N Z (Inc.) P O BOX 2546 CHRISTCHURCH 8140 Event: ________________________________________________________________________ Host: ________________________________________________________________________ (BRANCH OR RALLY COMMITTEE) Organiser/s: ___________________________________________________________________ (OR CLUB CAPTAIN) Venue/s: ______________________________________________________________________ Clerk of the Course: ______________________________________________________________ Scrutineer/s: ___________________________________________________________________ Co-organisers: __________________________________________________________________ (IF A JOINT VCC/NON-VCC EVENT) Date: Starting Time: Event __________ __________ Scrutineering __________ __________ Briefing __________ __________ Application made by: ____________________________________________________________ (SIGNATURE)

Name: ________________________________________________________________________ (PLEASE PRINT)

Branch: _______________________________________________________________________

OFFICE USE: -

Date Received: ____________________________ Date Confirmed/Refused: _____________________________ Steward Appointed: _____________________________ Comments: ___________________________________________________________________ ___________________________________________________________________

Section 23:

J13/11/2017

___________________________ BRANCH

THE VINTAGE CAR CLUB OF NEW ZEALAND (Inc.)

OWNER / ENTRANT VEHICLE SAFETY STATEMENT EVENT________________________ DATE _____________________

ENTRANT/DRIVER ____________________ ENTRY NO _________________

MAKE & MODEL ______________________ YEAR ______________________

VCC ID NUMBER______________________

PLEASE READ ALL OF THIS FORM BEFORE SIGNING Entrants bear full responsibility for the safety of their vehicles. You are required as a condition of entry to check each item below and to indicate that it is of sufficiently sound condition and operation to be safe for use in the event in which it is intended to participate. You must then sign this form to indicate that you accept full and total responsibility for the vehicle condition and operation and that you fully indemnify the organisers from any claim arising from the operation of the vehicle or from the failure of any part of the vehicle.

The acceptance of or admission of any vehicle to any event shall in no way whatsoever indicate that the

organisers consider the vehicle to be in a safe or satisfactory condition.

WHEELS, spokes, rims, studs, nuts, bearings, wheel trims removed _____ TYRES, condition and eligibility see Section 23G of Branch Manual _____ SPRINGS, U/Bolts, suspension, axles, kingpins, shock absorbers etc _____ STEERING, play, tight spots, ball joints etc _____ BRAKES, operation, pedal travel, rods, cables, lines, hoses, fluid reservoirs, etc _____ ENGINE, cover secure, throttle linkages and double return springs, oil leaks, fuel lines etc _____ BODYWORK, security of seats, doors, fuel cap, rear vision etc _____ ELECTRICAL, battery secure, accessibility of ignition switch & marking, lamps secure, taped or protected. All live terminals to be covered or insulated _____ EXHAUST SYSTEM, secure and acceptable noise level _____ GENERAL STANDARD, of vehicle and accessories _____ SAFETY HELMET, and protecting clothing goggles or visor, gloves, footwear etc _____ FIRE EXTINGUISHER must have either a pressure gauge showing an acceptable reading and within five years of date of manufacture, secured by two bolts and panel washers _____ ROLL OVER PROTECTION, Roll over protection, if applicable, must be to approved standards _____ SEAT BELTS, Seat belts, if applicable, must be to approved standards _____ VEHICLE IS USING METHANOL FUEL YES / NO Methanol fuel labelling clearly visible as per speed event regulations YES / NO CRANKCASE BREATHER, Crankcase breathers fitted with suitable catch bottle _____ COOLING SYSTEM, Non-sealed cooling system fitted with overflow catch bottle. The use of non-water based coolant is strongly discouraged. _____ TOW POINTS, Clearly marked front and rear of vehicle _____ I declare that I have checked the above vehicle and it complies with the requirements of the Vintage Car Club of NZ (Inc.) Speed Regulations and I accept responsibility for its overall safety: __________________________________ ENTRANT OR DRIVER’S SIGNATURE RANDOM AUDIT: Note any areas of unsatisfactory reporting.

Section 23:

K12/03/2008

___________________________ BRANCH

THE VINTAGE CAR CLUB OF NEW ZEALAND (Inc.) EVENT: _______________________________ INDEMNITY FORM: IN CONSIDERATION of the acceptance of this entry and my being permitted to take part in this event I hereby agree to save harmless and keep indemnified THE VINTAGE CAR CLUB OF N.Z. INCORPORATED and its Branches and its associated organisations and their respective officials, servants, members, representatives and agents from and against all actions, claims, costs, expenses and demands in respect of death or injury to any person including the person of myself, driver and passengers and in respect of loss of or damage to property of any nature howsoever caused arising out of or in connection with this entry or my taking part in this event and NOTWITHSTANDING that the same may have been contributed to or occasioned by the negligence of the said Club, Branches and associated organisations their officials, servants, members, representatives or agents. AND I AGREE that both at the date of acceptance of this entry and at the date of the event, the competing vehicle does and will comply with the rules of the Vintage Car Club of NZ (Inc.), the speed regulations and any supplementary regulations as notified with the entry form. I also consent to the collection of the details on this form by the Vintage Car Club of NZ (Inc.) for the purposes of registration, administration and the publication of results. I acknowledge my right to access and correction of this information. This consent is given in accordance with the Privacy Act 1993. _______________________________ ______________________________ Name of Owner: (print in full) Signature of Owner _______________________________ _______________________________ Name of Entrant: (print in full) Signature of Entrant _______________________________ _______________________________ Name of Driver: (print in full) Signature of Driver Dated: ________________________ IF any of the above persons is under the age of twenty (20) years the parent or guardian must print their own name in full and sign opposite the name of such minor. IF any of the above persons is under the age of twenty (20) years the parent or guardian must complete the following: IN CONSIDERATION of the acceptance of the entry of the abovenamed, I _____________________________ the parent/guardian of _________________________________ the above named minor HEREBY UNDERTAKE AND AGREE TO the indemnity terms and conditions set out above. DATED: __________________ SIGNATURE: ___________________________

Section 23:

L12/10/2016

APPLICATION FORM NEW ZEALAND HISTORIC RACING LICENCE

Issued by the Vintage Car Club of NZ (Inc.) under agreement with MotorSport NZ Inc VALID FOR A FIVE (5) YEAR PERIOD

Last Name: …….………………………………….. VCC Membership #: …………………….…. First Names: ………………………………………… NZ Drivers Licence #: ……………………… Address: ……..…………………………………. Age .......................…..……………………….. Suburb .………………………………………..

City .……………………………………….. Post Code …………….. Contact #: Phone: (….)…………………… Mobile: …………………….. Fax: (….)………………… Email: ………………………………………………………….…. (Note: These will only be used to contact you with information about VCC Speed Events) Brief outline of any motor sport experience. If none enter NIL. ………………………………………………………....................……………………………………………………………

………………………………………....................……………………………………………………………………………

………………………....................………………….…………………………………………………………………………

MEDICAL DECLARATION

Do you currently or have you ever suffered from any seizures, blackouts or heart conditions, or any other medical issue which may interfere with your ability to safely drive a car in a VCC Speed Event? YES/NO If you have answered Yes, please give full details below. ………………………………………………………………………………………………….....................…………………

………………………………………………………………………………………………………………….....................…

• If you answer Yes above, A medical certificate to confirm your fitness to safely compete in a VCC Speed Event is required by the National Speed Steward before the issuing of a Historic Racing Licence, and should accompany this form.

• Knowingly withholding any relevant information in regard to the above question will result in the immediate cancellation of the Historic Racing Licence for a minimum period of six (6) months.

• If, during the validity of a Historic Racing Licence the holder should suffer from any medical condition as outlined above they must advise the National Speed Steward accordingly, who may suspend the licence and request a medical certificate to confirm the Holder’s fitness take part in a VCC Speed Event.

I AFFIRM THAT I HAVE RECEIVED A COPY OF THE SPEED REGULATIONS OF THE VINTAGE CAR CLUB OF NEW ZEALAND (INC.) AND HAVE READ AND UNDERSTOOD THEM. SIGNATURE OF APPLICANT: ……………………………………………… DATED: …………………………….…………………

SEND this form and payment of $23.00 to: National Speed Steward VCC of NZ (Inc.) PO Box 2546 CHRISTCHURCH 8140 (The member should receive this application with a copy of the VCC of NZ Speed Regulations)

Section 23:

M17/09/2014

APPLICATION FORM

VCC COMPETITION LOG BOOK

Issued by the Vintage Car Club of NZ (Inc.) under agreement with MotorSport NZ Inc Last Name: …….………………………………….. VCC Membership #: …………………….…. First Names: ………………………………………… VCC ID CARD #: …..……………………….. (Must be current and in owner’s name) Address: ……..…………………………………. TYRE SIZE & TYPE: ……………………….. Suburb .……………………………………….. DOES THIS VEHICLE HOLD ANOTHER LOG BOOK? YES / NO City .……………………………………….. WHICH ORGANISATION: ........................... Post Code …………….. Contact #: Phone: (….)…………………… Mobile: …………………….. Fax: (….)………………… Email: ………………………………………………………….…. SIGNATURE OF APPLICANT: ……………………………………………… DATED: …………………………….………………… 00000000000000000000000000000000000000000000000000000000000000000000000000000000 SEND this form and payment of $10.22 to: National Speed Steward VCC of NZ (Inc.) PO Box 2546 CHRISTCHURCH 8140

VCC DOCUMENTATION CHECK SHEET

SAFETY INDEMNIT

Y DRIVERS LICENCE HR LICENCE VCC MEMB. VCC VIC HELM. VCC LOG SCRUT.

CAR # ENTRANT FORM FORM NUMBER √ NUMBER √ NUMBER √ NUMBER √ O/ALLS BOOK CHECK

Section 23:

O02/09/2010

SUGGESTED LETTER FOR:

OVERSEAS ENTRANTS TO VINTAGE CAR CLUB OF NEW ZEALAND (Inc.) SPEED EVENTS

To enter a VCC of NZ speed event, the following documents will be required: VCC OF NZ MEMBERSHIP All entrants must be members of The Vintage Car Club of NZ (Inc.). Enclosed is an application form. This has been handwritten on the form. Membership renewals fall due on 1

st April each

year. VCC HISTORIC RACING LICENCE All entrants will need to have a VCC Historic Racing Licence. These Licences are renewed every five years. Enclosed is the application form for completion and return. VCC VEHICLE IDENTITY CARD All competing vehicles must hold a VCC Vehicle Identity Card. Enclosed is a 5-page application form, and a page of vehicle classifications. As an overseas entrant your vehicle may have a FIVA Identity Card. This may be acceptable if it is valid and meets VCC NZ rules. Please forward a copy attached to your entry form for the Club Registrar’s approval. For an overseas entrant only, a Date of Manufacture and Authenticity Statement will be accepted for a speed event if a full VIC cannot be completed in time. Either the VIC or the Authenticity Statement may be of assistance to you in bringing your vehicle into NZ as both define the vehicle as being acceptable to the VCC of NZ. Additional detailed photographs may help expedite your application. The Vintage Car Club of New Zealand (Inc) is recognised as the Historic Vehicle Authority in New Zealand. VCC COMPETITION LOG BOOK A VCC Competition Log Book is not required for overseas entrants who are using an overseas vehicle. ENCLOSURES: 1. VCC of NZ Membership Application Form 2. VCC of NZ Historic Racing Licence application Form 3. VCC of NZ Speed Regulations 4. VCC of NZ Vehicle Identity Card Application form (the same form is used for the Date of

Manufacture and Authenticity Statement)

Section 23:

P10/09/2012

AGREEMENT BETWEEN

MOTORSPORT NEW ZEALAND INCORPORATED

AND

THE VINTAGE CAR CLUB OF NEW ZEALAND INCORPORATED

APPENDIX ONE

It was agreed at a meeting held between MotorSport New Zealand and The Vintage Car Club of New Zealand representatives held in Christchurch on Saturday 28

0' November 2009 and Monday 12

th July 2010

that: COD/VIC Both parties recognise each others documentation. Logbooks Both parties recognise each others logbooks. Vehicles will be required to have one logbook only. That logbook will be that of the organization from which the competitor holds a competition licence. Licences Where a race is VCC organised a VCC or MSNZ licence will be recognised. When a race is MSNZ organised and a VCC competitor wishes to compete, that competitor will have access to a MSNZ day licence at the appropriate fee. At all times a VCC licence must be accompanied by a VIC and a VCC Membership card, while a MSNZ licence must be accompanied by a MSNZ COD and MSNZ affiliated club membership. Permit To allow members from Vintage Car Club and MotorSport New Zealand to compete in each others event it was agreed that when permits for events were issued the respective offices will be advised. Officials VCC organised races or events within MSNZ permitted meetings will be run by VCC Officials. MSNZ Officials will be responsible for the running of MSNZ race. Vintage Racing Vehicles As defined in the International Sporting Code (FIA) and the National Sporting Code of MSNZ, Vintage Racing Vehicles are those constructed prior to 31 December 1960. Recognition to be given to production overruns. For cars which sit outside this criteria, recommendations will be made by the VCC and MSNZ Clerks of the Course to the VCC National Speed Steward and MSNZ Historic and Classic Commission Chairman at the close of entries as to whether or not these cars would be permitted to run in a VCC race at the meeting. The decision which will be made within 24 hours of close of entries will be based on safety and speed differentials and will be made on a meeting by meeting basis. Review Meetings The agreement between MSNZ and VCC will be reviewed at a meeting of the two organisations annually in April. Signed on the 15

th October 2010

Brian Budd, John Coomber General Manager President MotorSport NZ Inc Vintage Car Club of NZ (Inc.)

Section 23: Q

10/9/2012

ACC01 – Vintage Car Club NZ Accident Report - 1 – Version One –11/10

This form is to be completed by the investigators of the accident such as the organisers/ Clerk of the Course, as soon as an accident has occurred. Attached to this form should also be a copy of the Steward’s report and any relevant photos or documentation if available. If there were any injuries sustained, a copy of the on site medical assessment form and clearance to compete form (if applicable) must also be attached and

forwarded immediately to Vintage Car Club in Christchurch.

1. Event Details 2. Accident Details

Date: ………………………………………………………………………………… Permit Number: ………………………………………......................... Organising Branch: ……………………………………......................... Event Location: ………………………………………........................... Please circle:

Race / Hillclimb / Sprint / Other Stewards: ........................................................................ Clerk of Course: ............................................................... Accident Investigator: .....................................................

Involving: Competitor / Event Official / Public Consequence: Non-injury / Injury / Fatal Accident: Date ....... / ....... / ....... Time ________ am / pm Accident Locality: ............................................................ . e.g. Hairpin / Higgins / Castrol Corner / Pits / Midway between points 6 and 7 / etc Session: Testing / Practice / Racing Weather: Fine / Light Rain / Heavy Rain / Strong Wind Track: Dry / Wet / Slippery

Notes: ………………………………………......................................

3. Driver Details 4. Details of Co-Driver/ Other Persons Involved

Name: ................................................................................ Address: ............................................................................ ............................................................................................ Phone No’s: ....................................................................... Date of Birth: ....... / ....... / ....... Competition Licence Number: .......................................... Competition Licence Expiry Date: ..................................... Injuries (brief): Nil / Minor / Serious / Fatal ............................................................................................ ............................................................................................ Treated at: Venue / Other Treated by: ………………………………...................................

Ambulance / On site medic etc

Other: ................................................................................ Stood Down from Competition: Yes / No

Name: ............................................................................... Address: ............................................................................ ............................................................................................ Phone No’s: ...................................................................... Date of Birth: ....... / ....... / ....... Competition Licence Number: ......................................... Competition Licence Expiry Date: .................................... Injuries (brief): Nil / Minor / Serious / Fatal ............................................................................................ ............................................................................................ Treated at: Venue / Other Treated by: ………………………………...................................

Ambulance / On site medic etc

Other: ............................................................................... Stood Down from Competition: Yes / No

Vintage Car Club of NZ Accident Report

RESTRICTED CIRCULATION This report is for the use of VCC only. Do not distribute to public persons or bodies or the news media without prior written permission from an

authorised Vintage Car Club NZ representative

Page 1 of 5

Section 23: Q

10/9/2012

ACC01 – Vintage Car Club NZ Accident Report - 2 – Version One – 09/2012

5. Vehicle Details

Make / Model: ................................................................... Competition Number: ................................... Damage Severity: Nil / Minor / Moderate / Extensive / Fire DAMAGE LOCATION Removed to: Pits / Impounded / Other Other: ................................................................................ Where impounded / Authority etc

6. Accident Diagram

Sketch a diagram of the accident scene, and try to include arrows indicating which way the car/s were travelling, and obstacles and other relevant information that contributed to the accident

R

L

T B F

RESTRICTED CIRCULATION This report is for the use of VCC only. Do not distribute to public persons or bodies or the news media without prior written permission from an

authorised Vintage Car Club NZ representative

Page 2 of 5

Section 23: Q

10/9/2012

ACC01 – Vintage Car Club NZ Accident Report - 3 – Version One – 09/2012

7. Reasons for Accident

Driver Factors: ..................................................................................................................................................................... ............................................................................................................................................................................................... ............................................................................................................................................................................................... Venue Factors: ..................................................................................................................................................................... ............................................................................................................................................................................................... Vehicle Factors: ................................................................................................................................................................... ............................................................................................................................................................................................... Other Factors: ...................................................................................................................................................................... ............................................................................................................................................................................................... ............................................................................................................................................................................................... ............................................................................................................................................................................................... ............................................................................................................................................................................................... ............................................................................................................................................................................................... ............................................................................................................................................................................................... ............................................................................................................................................................................................... ...............................................................................................................................................................................................

8. Driver Interview Notes

............................................................................................................................................................................................... ............................................................................................................................................................................................... ............................................................................................................................................................................................... ............................................................................................................................................................................................... ............................................................................................................................................................................................... ............................................................................................................................................................................................... ............................................................................................................................................................................................... ............................................................................................................................................................................................... ............................................................................................................................................................................................... ............................................................................................................................................................................................... ............................................................................................................................................................................................... ...............................................................................................................................................................................................

RESTRICTED CIRCULATION This report is for the use of VCC only. Do not distribute to public persons or bodies or the news media without prior written permission from an

authorised Vintage Car Club NZ representative

Page 3 of 5

Section 23: Q

10/9/2012

ACC01 – Vintage Car Club NZ Accident Report - 4 – Version One – 09/2012

9. Safety Features of the Vehicle/Driver

Were Helmet & Head/Neck Restraints worn: Y / N Was the vehicle fitted with a Roll Cage: Y / N Competition Seats Type: ................................................................................................................................................ Safety Belts Type: .............................................................................. Expiry: ............................................. Comments: ........................................................................................................................................................................... ............................................................................................................................................................................................... ............................................................................................................................................................................................... ............................................................................................................................................................................................... ............................................................................................................................................................................................... ............................................................................................................................................................................................... ............................................................................................................................................................................................... ............................................................................................................................................................................................... ............................................................................................................................................................................................... ............................................................................................................................................................................................... ............................................................................................................................................................................................... ............................................................................................................................................................................................... ............................................................................................................................................................................................... ...............................................................................................................................................................................................

10. Scrutineer/Technical Notes

Name: ............................................................................................................................................................................. Event Official Title: .............................................................................................................................................................. Comments: ............................................................................................................................................................................ ............................................................................................................................................................................................... ............................................................................................................................................................................................... ............................................................................................................................................................................................... ............................................................................................................................................................................................... ............................................................................................................................................................................................... ............................................................................................................................................................................................... ............................................................................................................................................................................................... ............................................................................................................................................................................................... RESTRICTED CIRCULATION

This report is for the use of VCC only. Do not distribute to public persons or bodies or the news media without prior written permission from an authorised Vintage Car Club NZ representative

Page 4 of 5

Section 23: Q

10/9/2012

ACC01 – Vintage Car Club NZ Accident Report - 5 – Version One – 11/10

11. Independent Witness Statements or Other Notes

Name: ................................................................................................................................................................................... Forenames Surname Residential Address: ............................................................................................................................................................ ............................................................................................................................. Phone: ........................................ Business Address: ................................................................................................................................................................ ............................................................................................................................. Phone: ....................................... Notes: .................................................................................................................................................................................... ............................................................................................................................................................................................... ...............................................................................................................................................................................................

Name: ................................................................................................................................................................................... Forenames Surname Residential Address: ............................................................................................................................................................ ............................................................................................................................. Phone: ........................................ Business Address: ................................................................................................................................................................ ............................................................................................................................. Phone: ....................................... Notes: ................................................................................................................................................................................... ............................................................................................................................................................................................... ...............................................................................................................................................................................................

12. Declaration

*I declare that the information contained in this report is true and correct* Signed: ……………………………………………………………….. Title: …………………………………………………………………… Report compiled by: ………………………………………………………………. Date: ......... / ......... / ..........

RESTRICTED CIRCULATION This report is for the use of VCC only. Do not distribute to public persons or bodies or the news media without prior written permission from an

authorised Vintage Car Club NZ representative

Page 5 of 5

Section 23: R 10/9/2012

MA 1 - On Site Medical Assessment Form - 1 – 11/10

Initial Assessment of Persons at Accident Scene

This form is designed to record at the initial assessment the extent of the injuries to any person at an event and if an injured competitor is fit to continue competition. It is to be completed by the event medic (paramedic, advanced paramedic, or medical officer) on site when an accident has

occurred. If the injured person is non-compliant during medical exam, it must be reported to the clerk of the course. In cases of emergency, this on site medical assessment form can be completed retrospectively by the appropriate medic

A copy of this form must be given to the injured person and clerk of the course, with a copy forwarded immediately to Vintage Car Club NZ

1. Details of Involved Person 2. Event Details

Involved Person: Competitor / Event Official / Public

Name: ...............................................................................

Address: ...........................................................................

……………………………………………………………………………………………

……………………………………………………………………………………………

Competition licence number: .......................................... If applicable

Car number: ..................................................................... If applicable

Notes: ………………………………………………………………………………

……………………………………………………………………………………………

……………………………………………………………………………………………

……………………………………………………………………………………………

Was the competitor wearing a head/neck restraint such

as a HANS Device? ………………………………………………………

Date: …………………………………………………………………………………

Permit Number: ……………………………………….........................

Organising Branch:…………………………………….........................

Event Title: ……………………………………….................................

Please circle:

Race / Hillclimb / Sprint / Other

Accident Locality: ……………………………………………………………. eg. Hairpin / Higgins / Castrol Corner / Pits / Midway between points 6 and 7 / etc

Examination location: ………………………………………................

Examination time: ……………………… am / pm

Name of examining medic: ……………………………………………...

Please circle:

Paramedic / Advanced paramedic / Medical officer

3. Involvement in Accident

Has the involved person -

Been involved in an accident causing injury? Y / N

Been involved in a high impact accident? Y / N

Been involved in a roll over accident? Y / N

Been involved in another accident of concern? Y / N

- If the answer to any of the above is YES, complete the rest of the form and ensure that the competitor is in possession of a Medical Clearance to Compete form -

- If the answer to ALL of the above is NO, a competitor is free to return to competition and further examination is not

required – please complete declaration (section 8)

On Site Medical Assessment Form

Section 23: R 10/9/2012

RESTRICTED CIRCULATION This report is for the use of Vintage Car Club NZ only. Do not distribute to public persons or bodies or the news media without prior written

permission from an authorised Vintage Car Club NZ representative.

Page 1 of 3

Section 23: R 10/9/2012

MA 1 - On Site Medical Assessment Form - 2 – 11/10

4. Examination

A) Head injury

- GCS ................

- Minor head injury with loss of consciousness Y / N - Minor head injury without loss of consciousness Y / N - Moderate head injury (GCS 9-12) Y / N

- Major head injury (GCS <9) Y / N - Fracture of skull, intercerebral haemorrhage, dural

- tear, >24 hours post trauma amnesia

B) Neck injury - significant pain Y / N

- loss of movement in neck Y / N

C) Back injury - significant pain Y / N

- loss of movement in back Y / N

D) Chest injury - significant pain limiting mobility and/or respiration Y / N

- significant chest wall bruising Y / N

E) Abdominal injury

- significant pain and tenderness in abdomen Y / N

F) Limb injury

- fracture or significant limb derangement Y / N - large haemarthrosis Y / N - soft tissue injury resulting in loss of function to the

affect limb likely to affect driving Y / N

G) Eye injury

- resulting in reduction in visual acuity in affected eye below 6/9 Y / N

H) Any other significant injury as

determined by the examining medic Y / N

I) Need for hospital examination? Y / N

If yes, name hospital to be transferred to:

……………………………………………………………………

5. Diagram of Injuries

Medic - use the diagram to show full extent of injuries using codes in box below:

A Abrasion H Haemorrhage

B Burns I IV site

C Contusion L Laceration

D Dislocation P Pain

F Fracture S Swelling

RESTRICTED CIRCULATION This report is for the use of VCC only. Do not distribute to public persons or bodies or the news media without prior written permission from an

authorised Vintage Car Club NZ representative.

Page 2 of 3

Section 23: R 10/9/2012

MA 1 - On Site Medical Assessment Form - 3 – 11/10

6. Notes to Medic

If the answer to ALL questions in 4 A – I is NO – competitor is free to continue competition

If the answer to ANY question in 4 A – I is YES – competitor is stood down from further competition and must have a registered

medical practitioner complete and sign the clearance to compete form. A paramedic or advanced paramedic cannot complete this form

7. Notes to Competitor

If the answer to ANY question in 4 A – I is YES, the competitor MUST surrender their competition licence to the Clerk

of Course and they are stood down from further competition. A registered medical practitioner must complete and sign the clearance to compete form before competitor can have their licence returned and can resume competition

If the competitor is non-compliant during the medical exam, it must be reported to the Clerk of the Course

8. Summary and Declaration

Competitor is stood down from competition?

Yes / No

*I hereby declare that the above information is true and correct*

Signed: ……………………………………………………………….. Signed: ………………………………………………………… Event medic Injured person (if able)

Name: …………………………………………………………………… Name: ……………………………………………………………

If the answer to the above is YES please ensure that the competitor is in possession of a

Medical Clearance to Compete form

* In all cases the VCC Medical Assessor has the final determination over a competitor’s fitness to compete *

RESTRICTED CIRCULATION This report is for the use of Vintage Car Club NZ only. Do not distribute to public persons or bodies or the news media without prior written

permission from an authorised Vintage Car Club NZ representative.

Page 3 of 3

Section 23:

S12/10/2016

APPLICATION FORM

TO RENEW YOUR NEW ZEALAND HISTORIC RACING LICENCE

Issued by the Vintage Car Club of NZ (Inc.) under agreement with MotorSport NZ Inc VALID FOR A FIVE (5) YEAR PERIOD

Current Historic Race Licence Number: __________________________________ Last Name: …….………………………………….. VCC Membership #: …………………….…. First Names: ………………………………………… MEDICAL DECLARATION

Do you currently or have you ever suffered from any seizures, blackouts or heart conditions, or any other medical issue which may interfere with your ability to safely drive a car in a VCC Speed Event? YES/NO If you have answered Yes, please give full details below. ………………………………………………………………………………………………….....................…………………

………………………………………………………………………………………………………………….....................…

• If you answer Yes above, A medical certificate to confirm your fitness to safely compete in a VCC Speed Event is required by the National Speed Steward before the issuing of a Historic Racing Licence, and should accompany this form.

• Knowingly withholding any relevant information in regard to the above question will result in the immediate cancellation of the Historic Racing Licence for a minimum period of six (6) months.

• If, during the validity of a Historic Racing Licence the holder should suffer from any medical condition as outlined above they must advise the National Speed Steward accordingly, who may suspend the licence and request a medical certificate to confirm the Holder’s fitness take part in a VCC Speed Event.

I AFFIRM THAT I HAVE RECEIVED A COPY OF THE SPEED REGULATIONS OF THE VINTAGE CAR CLUB OF NEW ZEALAND (INC.) AND HAVE READ AND UNDERSTOOD THEM. SIGNATURE OF APPLICANT: ……………………………………………… DATED: …………………………….…………………

SEND this form and payment of $23.00 to: National Speed Steward VCC of NZ (Inc.) PO Box 2546 CHRISTCHURCH 8140

Section 23: T

14/06/2016

REGISTER OF LOG BOOK REMARKS PLACED IN A VCC LOG BOOK BY A SCRUTINEER

EVENT NAME: ____________________________________________________________________________________

SCRUTINEER's NAME (PRINT):______________________________________________________________________

ENTRANT VCC MEMBER VCC LOG BOOK SCRUTINEER COMMENTS

DATE NAME NUMBER NUMBER (Only required if action required for vehicle used, by entrant)

Section 24: A

NATIONAL SPEED RECORDS The Vintage Car Club of NZ (Inc) Inc recognises “Quarter Mile Standing Start” and “One Kilometre Flying Start” records for vehicles presently catered for by the Club.

• Record attempts require a speed permit and The Vintage Car Club of NZ (Inc) Speed Event Regulations will apply.

• The course shall be level and accurately measured by pedometer (a motor vehicle odometer is not considered sufficiently accurate for the measurement of record attempt distances).

• Standing Start Quarter Mile records can be claimed from one way runs provided that in the opinion of the appointed Steward, there is no material, wind or gradient assistance.

• Flying Kilometre records shall be the average of two runs in opposite directions over the same course, within a two-hour period.

• Timing shall be by electronic equipment.

• The appointed Steward shall be the sole judge of the suitability of the course, the run off areas, and the timing equipment being used.

• Classes will be for Veteran, Vintage, Post Vintage, PWV and P60V cars and motorcycles.

Capacity groupings within the above classes will be: Cars 0 - 1000 cc 1001 - 2000 cc 2001 - 3500 cc 3501 - 5000 cc 5001 - unlimited

Motorcycles 0 - 125 cc 126 - 250 cc 251 - 350 cc 351 - 500 cc 501 - unlimited

Section 24: B

Equivalence Factors:

• Forced induction engines shall be considered to be the actual capacity plus an amount equal to one third of its actual capacity.

• Rotary engines to the Wankel / NSU patent shall be considered to be the actual capacity plus an amount equal to eight tenths of its actual capacity.

Procedure for claiming a Vintage Car Club of NZ (Inc) Speed Record

• Standing Quarter Mile and Flying Kilometre records will be recognised.

• Within fourteen days of the event the organising Branch will forward to the National Office, claims for recognition of records.

• Claims must specify the class and capacity, vehicle make and year, driver’s name and branch and times in seconds achieved over the Standing Quarter Mile and/or both directions of the Flying Kilometre.

• On receipt of the claims, the National Speed Steward will consult the Stewards report for the meeting.

• If the report confirms that conditions during the event were as per the regulations (i.e. Measurements, gradient etc), class records will be granted to the driver/vehicle combinations named in the application.

• Record certificates will be issued by the National Office and forwarded to the organising Branch for distribution to the claimants.

• The record will be entered into The Vintage Car Club of NZ (Inc) National Register of speed records.

• From time to time a list of current and/or past record holders will be published.

Section 25: A

FIA/FIVA AGREEMENT

The FIA and FIVA are the International Federations for Historic Vehicles (FIVA) and Motor Racing (FIA). There is an international agreement between these two organisations. If you require a copy please contact the National Office. The Vintage Car Club of NZ (Inc.) is affiliated to the FIVA. Agreements between national organisations and laws within each country may overwrite the FIVA/FIA agreement.

Section 26:

A

11/09/2015

BEADED WHEELS The magazine is published bi-monthly (Feb/March, April/May, June/July, August/September, October/November, and December/January). All correspondence, articles, branch notes etc. should be forwarded by post, fax or email (please do not email photos unless they are of good quality) to:

Beaded Wheels PO Box 13140

Armagh Christchurch 8141

Phone (03) 332 3531 Email: beadedwheels@vcc.org.nz

The Beaded Wheels Editorial Committee is a voluntary committee of club members. The Chairman is elected annually through postal vote by club members and forms part of the National Management Committee. His/her responsibility is to chair the committee and oversee production of the magazine.

The Editorial Committee meets monthly, or as otherwise required, and is responsible for vetting all editorial material submitted for publication, as well as editorially correcting, editing and proofing material to publication standard.

The Committee reserves the right to abridge or refuse any material not suitable for publication. In the event of more than one report being received on the same subject, the Committee will select the most suitable.

Receipt of copy is acknowledged. All photographs are returned, as is any unpublished material. The cover photo is selected by the Committee generally as part of the leading story and is acknowledged on page three. The Committee composes final headings and captions. A balanced collection of motoring stories, pictorial archives, technical hints, rally reports and branch notes is intended, subject to the material provided by members. Photographs should be sharp and clear. Contrast colours with a negative background and minimal foreground. A horizontal is preferred but vertical is acceptable especially for the front cover. Where possible, captions should be provided. Heavy writing on the back of photos affects the reproduction, stick on labels are preferable. High resolution digital photos are acceptable.

Section 26:

B

11/09/2015 Branches requiring advertising for Swap Meets, Rallies etc. should contact:

Rosalie Brown Beaded Wheels PO Box 13140

Armagh Christchurch 8141

Phone (03) 332 3531 Email: beadedwheels@vcc.org.nz

Special rates for three issues are available and camera ready artwork should be supplied unless you require assistance with layout All classified and display advertising should be directed to the magazine as above. Rate schedules are available. The closing dates of each issue are shown on page three. These dates must be strictly adhered to, to ensure the magazine is produced on time. Contact the Chairman if you are experiencing any unavoidable delays. It is to be remembered that Beaded Wheels is the member’s magazine and members should be encouraged to contribute articles. Restoration articles and “Behind the Wheel” have proven to be extremely good reading. All Club related interests should be considered and interviews with local identities should be encouraged. If possible the branch should appoint a member or members whose responsibility will be to write, or ensure that some member writes, an article on each Branch Calendar event or on interesting vehicles in your area. Dictaphones are available from the National Office for interviewing and recording interesting motoring and members vehicles. These are transcribed by the National Office and if suitable, used in Beaded Wheels. (Further information on following pages). Our commercial advertisers are our greatest supporters and it is gratifying to hear that members support them. Free Swap meet Advertisements Branches are entitled to an eighth-page advertisement for free, in two consecutive issues, to advertise one swap meet annually.

Section 26:

C

11/09/2015 Information for Beaded Wheels Reporters Beaded Wheels has come a long way from the days of the Guff Sheet to the glossy magazine we see today. As well as providing an avenue for communication between branches and members the magazine plays an important role in providing a public record and is a valuable tool for promoting the VCC and its activities to the New Zealand public. Branch Reporter – position description The branch reporter is a very important member of the branch committee. The reporter is the only person to choose what is recorded about the branch through the medium of Beaded

Wheels. Others come and go, but the words of the reporter live on after they hand over the job. You are all historians for your branches. As a magazine sold to the general public and mailed to subscribers overseas, Beaded

Wheels requires a higher standard of thought and writing than might be acceptable for a branch newsletter. For example, in a branch newsletter you might get away with reporting that ”Charlie’s Buick broke a crankshaft”, but those in other branches will have no idea who Charlie is without a surname. Missing names and vehicle descriptions are commonplace in reports we receive. Possibly the worst “sin” of reports when they arrive is that they contain more about the weather and the excellence of the afternoon teas than the qualities of the vehicles and the rallies! Sometimes reporters write about a single run or event that they personally attended, seemingly with little attempt to find out about branch events that they may have missed. The editorial committee have no way of knowing if branch information is irrelevant or if important information has been omitted. In order to ensure your branch gains maximum benefit through the Idle Torque pages the Beaded Wheels editorial committee would appreciate all branch reporters taking time to review their reports within the context of the revised guidelines we have provided.

Idle Torque Guidelines • Please limit your text to up to 250 words. Feel free to provide photos with captions. • Photos supplied should be high resolution digital and include full captions of the event

and vehicles featured, full names of any members featured. • Write mainly about the motoring elements of events. • Write about any competitive element. • Include new members and their vehicles • Use first name and surname when referring to people. • Write about the people and the cars they are driving or restoring or acquiring or

selling. • Write about the interesting destinations, collections, museums, homesteads and

historic sites. But always keep in mind we are a car club. Reports dwelling heavily on matters secondary to the club activities will be cut, no matter how nice a time those on the run had at the historic winery.

• Remember that branch refers to branches of the VCC and club refers to the VCC generally. Often club is used when it should be branch.

• Restrict lists of results to winners only. Long lists of seconds, thirds, best dressed and also-rans can take up a lot of space.

•

Section 26:

D

11/09/2015

• Keep branch/club night activity descriptions brief. There is not the space for detailed description of speakers and events.

• Include branch achievements and awards, e.g. 25 and 35 year awards. Fifty year awards are covered separately in their own section of the magazine.

• Avoid reports that are nothing but a list and order of local roads taken on a rally. Road names will mean little to readers out of your district. How the cars and participants coped with the challenges of a run are more important and interesting.

• Avoid ending with lists of thank-yous to organisers, sponsors, marshalls and barbeque operators. We all know our events hang on a small army of selfless helpers.

• Don’t write about the weather unless it has a real relevance. (e.g. it rained heavily on a run exclusively for open cars). Yes, we do understand the weather impacts on our enjoyment of rallying. We’re simply asking you to view what you write from our readers’ position when faced with branch reports, most of which make reference to the weather!

• Don’t write about the quality or abundance of food, or the afternoon teas, or the sumptuous spread courtesy of the Women’s Division of Federated Farmers. We know New Zealanders are hospitable. One report might be tolerable but thirty-odd reports on catering delights are not what we are about.

• Do not include “in” jokes, e.g. references to names, happenings etc that would not be understood by members outside your branch.

• Before you begin writing, organise your thoughts around the points you wish to make and the order in which to make them. Use short sentences containing a single idea, rather than long complicated sentences. There’s nothing wrong with a bubbly, chatty style, but be aware people do not read text as they speak in conversation.

• Read your finished effort out loud. This will often show up errors in construction. • Last ... and most importantly ... ALWAYS get someone else to read your Idle Torque

report before posting or hitting the send button.

And a few phrases (clichés) we’d prefer not to see .... a good time was had by all ... .... all eyes were on the weather ... .... the event was well attended ... .... greeted by a magnificent afternoon tea ... .... the trials and tribulations of ... .... much mirth was had ... ... The day dawned.....whatever..... sunny, rainy etc .... and we lingered there ... .... lots of treasures were found ... .... a rewarding day was had by all ... .... which looked a picture ... .... made for a very good weekend ... .... our thanks go to all outgoing office holders... One final point If you know your branch has been inactive and there really is nothing relevant to report, there is no dishonour in not filing a report and advising Beaded Wheels that nothing will be coming. We will happily respect that decision.

Section 26:

E

11/09/2015 Guidelines for Other Contributions Beaded Wheels is not the place to publish detailed reports of every rally your branch holds (your local newsletter is a much better forum), However Beaded Wheels would like to publish at least one article from every branch at some stage of the year. These don't need to be rally reports, it could be on a restoration, a brief history of a local branch member or identity or a history of an interesting vehicle in your branch. Articles in a more technical vein or a contribution to the Behind the Wheel column are always welcome. If there is something that is taking up a lot of space in your Idle Torque report then consider sending it separately as a feature article, Most features tend to be a minimum of one page (including some photographs) however they can be smaller. The criteria is:

• Do you think the event warrants coverage in the club national magazine? • Is it of interest to VCC members outside your branch? • Is it well supported with good quality photographs?

Death Notices In this column we would like to list those members who have died since the last issue of the magazine. Please supply - name and branch. Obituaries These will be restricted to nationally known members. Obituaries should be forwarded to Beaded Wheels by the branch secretary and should include the birth and death dates, a recent photo of the deceased and the author of the obituary. FEATURE ARTICLES Supply the authors name, photographer(s) name and captions for each photograph

Rally Reports If your branch has a major event that they would like to promote, consider writing a feature article for Beaded Wheels and incorporate some great colour photographs. If you do decide to submit a rally article as a feature report try and convey a sense of the event through descriptions of the terrain and the motoring, camaraderie, small amusing incidents, interesting or unusual sights etc. This is not a reconstruction of the route that you followed but a reason as to why this was such a good event.

Restoration reports An interesting restoration makes a great article in Beaded Wheels especially if it is supported with photographs taken along the way,

Section 27:

A

VCC DICTAPHONE MACHINES

These machines are owned by the Vintage Car Club of N Z (Inc.) for the purpose of recording information from members and other motoring identities. They are available for short term loans from National Office and must be returned promptly after use. Estimated length of loan is to be given when making the loan arrangements as the machines may be required by others. Full operating instructions are sent out with each machine, please ensure these instructions are followed. The machines are well packaged for safe travel and must be returned in their original container with the completed tapes to; Vintage Car Club of N Z (Inc.) PO Box 2546 CHRISTCHURCH 8140 Please photocopy the form below and fill in all details when a loan is requested. We trust that these units will prove to be reliable and useful in recording and preserving the personal history that exists within the motorists of New Zealand. ------------------------------------------------------------------------------------------------------------

VCC DICTAPHONE REQUEST

The ____________________ Branch requests the loan of a Dictaphone machine to record the motoring experiences of a local identity. Borrowing Members Name _________________________ M’ship No. ________ Date required by ________________________________ Duration of loan/Return Date ___________________________ ------------------------------------------------------------------------------------------------------------ Office use only

Date Forwarded _____________________________ Date to be Returned ____________________________ Serial No of machine _________________ No of cassettes _________________

Section 27:

B

SUGGESTIONS FOR INTERVIEW QUESTIONS.

(1) What age were you and what was the occasion when you first became aware of motor vehicles?

(2) Were there other family vehicles or happenings that you recall? (3) What age were you when you first learnt to drive and tell us of those early vehicles? (4) Were there motoring characters that you can recall? (5) Can you remember products and prices during earlier times? (6) What were some of the adventures or trips undertaken? (7) Why and when did you first have contact with The Vintage Car Club? (8) What were some of the early events you attended? (9) Can you remember all the vehicles you have owned? (10) Do you have a favorite vehicle and if so why is it so? (11) What have been some of the adventures in that vehicle? (12) What type of motoring gives you the most pleasure? (13) What skills have you learned as a result of being involved with Historic vehicles? (14) Have you been involved in complete restorations and can you describe what was

involved? (15) What has been the most satisfactory part of your involvement with the VCC? (16) Are there any aspects that you would wish to see changed?

Section 28: A

21/03/2017

BRANCH NEWSLETTERS Each Branch is required to forward a copy of their branch newsletter to all branches of the VCC and the Management Committee, National Archives and National Office. You can choose to do this by emailing a pdf version of your magazine to all branches and one to the National Office (who will distribute it to the Management Committee, Archives and Communications & Marketing Officer). A copy of the magazine in this form will also be uploaded to the VCC website by the Communications & Marketing Officer. A maximum of two issues per branch will remain on the VCC website. It is recommended that all branches place a copy on their own branch website. If you choose to send printed copies of the newsletter, you can send these to the National Office, PO Box 2546, Christchurch 8140, where they will be redistributed on a regular basis as per the distribution list below. These copies do not need to have address labels attached and should be forwarded ready for circulation. Branches who are financially disadvantaged by the exchange of printed copies, may apply to the National Office for assistance. Branches may utilise this regular mail exchange to circulate material to other branches of the Club. Distribution List 10 Management Committee 01 National Office 01 National Archivist 36 One to each Branch of the VCC of NZ

Section 28: B

10/09/2015

BRANCH NUMBER & NAME Newsletter Name Advertising due date

1 CENTRAL OTAGO Puff & Stuff 1

st week of month

2 ASHBURTON Blowout 25th of the month

3 AUCKLAND The Bulletin Last Saturday of month 4 BAY OF PLENTY Klaxon 2

nd Monday of month

5 CANTERBURY The Hub 20th of month

6 GISBORNE Carlton 2nd

Wednesday of month 7 GORE Wiper Before 21

st of month

8 HAWKE’S BAY The Mag 25th of month

9 MANAWATU The Tourer Enquire with branch 10 MARLBOROUGH Vintage View Point 1

st Wednesday of month

11 NELSON The Crank Case 20th of month

12 NORTH OTAGO The Distributor Enquire with branch 13 NORTH SHORE Progress Last Monday of month 14 OTAGO VCC Otago Branch Newsletter 4

th Monday of month

15 ROTORUA Side Curtains Last Friday of month 16 SOUTH CANTERBURY Aorangi Tricar 20

th of month

17 SOUTHLAND Rumour 2nd or 3rd Thursday of month

18 SOUTH OTAGO Split Rim 10 days before meeting (20 days before AGM) 19 TARANAKI Topical Torque 20

th of month

20 TAUPO Taupo Newsletter 20th of month

21 SOUTH WAIKATO Club Bulletin 1st Tuesday of month

22 WAIKATO Venture 15th of month

23 WAIRARAPA Zenith Newsletter 20th of month

24 WANGANUI The River City Rivet 1st Wednesday of month

25 WELLINGTON The Motoring Spirit 22nd

of month 26 EASTERN BAY OF PLENTY Running Board 20

th of month

27 NORTHLAND Rattles & Squeaks Enquire with branch 31 HOROWHENUA Spark Enquire with branch 32 BANKS PENINSULA Drip Feed 1st weekend of month 33 WAIMATE Rolling Wheels 2

nd Wednesday monthly

34 KING COUNTRY King Pin 15th of month

35 WELLSFORD Vintage Edition 7th of month

36 WEST COAST Advance and Retard Enquire with branch 37 WAITEMATA Phoenix 20

th of month

38 FAR NORTH The Far North Focus 2nd

Tuesday of month 39 CENTRAL HAWKES BAY The Bleat 25th of month

PLEASE NOTE: SOME BRANCHES DO NOT PRODUCE THEIR MAGAZINE IN DECEMBER OR JANUARY SO WHEN WISHING TO ADVERTISE AT THAT TIME, CONTACT THE RELEVANT BRANCH

Section 29: A

21/05/2019

GUIDELINES FOR HOSTING ANNUAL CONFERENCES SELECTION OF HOST BRANCH Branches are invited to put themselves forward as candidates to host the annual conference, preferably well in advance of the desired time. Should more than one Branch seek the same meeting, the Branch representatives are asked to make a presentation to the National Executive, three years prior to the desired date, which is the earliest a date will be ratified. Delegates will vote as to which Branch is to host the conference. It is usual for the conference to alternate between Islands, but this is not compulsory and could be varied should circumstances warrant it. After consultation with the National Office, the dates will be set. Constitutionally, it is held during the month of August and is more suited to the 1st or 2nd weekend of the month. Consideration must be given to other activities taking place that may cause travel and accommodation difficulties. DESIRABILITY OF HOSTING CONFERENCE A lot of planning and activity on the weekend concerned is involved. However, hosting of the conference is a worthwhile experience for all Branches. It gives Branches the opportunity to publicise themselves and their locality to delegates and members from all over the country, while their own members can be encouraged to see how the Club administration works. Small Branches therefore have much to offer and should not let their size or geographical isolation necessarily deter them from making a bid. PLANNING TEAM It is strongly recommended that a Planning Team should be formed before making a bid so that their presentation to the Executive can include details of such practical aspects as availability of venues and catering, accommodation, transport connections as well as the attractions of the area, enthusiasm of Branch etc. INITIAL PLANNING AFTER AWARDING OF CONFERENCE Attendance at the conference tends to average around 120. It is therefore important that the venue chosen will cater for the level of attendance with a margin to cover for a higher number possibly turning up for the Annual General Meeting. It should be suitable for the serving of refreshments to participants. It is usual to advise accommodation options, so early inquiries should be made to ensure an adequate level of accommodation can be secured. Group bookings will often be encouraged for a reduced room rate. Thought should be given to the offering of billets to visiting delegates and what other range of accommodation is to be offered. Attendance at prior AGM/Executive meetings may make the job easier by assisting with ideas and things to avoid. Be prepared to address the meeting at the AGM a year prior to your hosting, to briefly outline the activities in store and invite the attendance of all those present. A run down and reminder of what has been organised should also be given at the March Executive Meeting, before your AGM. NOTE: It is important that costs are kept to a minimum to encourage as many members, whether local or from around New Zealand, to attend. Members should be encouraged to drive their VCC eligible vehicle to the conference where possible and it is also desirable for attendees arriving by air to be picked up from the airport in a VCC eligible vehicle.

Section 29: B

21/05/2019 PROGRAMME FOR WEEKEND In recent years it has been the practice to adopt a format along the following lines: Friday afternoon Transport is arranged to meet delegates/members at the airport and transport them to their accommodation. Welcome and registration takes place. Informal dinner, either all together or delegates/members to make their own arrangements. Friday Evening Executive Meeting Host Branch Chairman welcomes delegates etc Hosting Branch explain details relating to transport and meals over the weekend. Executive Meeting (which covers about half of the Executive Business) starts 7.30pm and finishes between 9.00 - 9.30pm Saturday Morning Annual General Meeting Annual General Meeting starts at 9.00 am Hosting Branch repeat details of transport and meals etc over the weekend for those who were not present at the Friday Evening Executive Meeting, and/or are attending the AGM only. Local dignitary (Mayor or local person of standing) usually asked to open the conference. Morning tea approximately 10.30am. The National Body will pay for morning tea (a GST invoice to be submitted to National Office for payment). Numbers should be obtained off the registration list. Smorgasbord Lunch approximately 12.30pm (refer costs) Saturday Afternoon Annual General Meeting continues, if required. At end of AGM, the Executive Meeting is reconvened to complete outstanding business, closing with afternoon tea. Bus tour for those not attending the Executive Meeting – during the Executive Meeting. (refer costs). Saturday Evening Dinner and social function with local members. The branch may wish to invite a special guest speaker. Any additional costs should be built into the overall registration, keeping in mind that costs should be kept to a minimum. Often a theme is attached to the evening. Sunday Clubroom visit, parts department opened, local garage tour etc. Transport arranged to return delegates back to the airport. If a Branch wishes to alter the format of the weekend, they must consult with the National Office with final approval given by the National Secretary/Treasurer. Note: Any club member is entitled to attend the AGM and has full speaking and voting rights at the meeting. You can NOT turn away any member unless there is a reasonable reason (ie venue

capacity has been reached with all those who have registered)

TRANSPORT Usually delegates from some distance away will travel by air and those closer to home by road. The Delegates branch will arrange their travel arrangements. The host Branch will have the responsibility to organise local transport for those attendees arriving by air. An area distant from an airport or with inadequate connections to the rest of the country will need to consider such ideas as bus or train connections from larger centres.

Section 29: C

21/05/2019 Similarly, the number of attendees without their own transport and the distance between accommodation and venues will dictate the mode of transport to be used. Several mini-buses seating 9 to 12 people have been very successful, as has the use of larger coaches in other circumstances. Finding a venue that covers accommodation, meeting venue and meal venue can substantially reduce the transport requirement and in the case of Hotels/Lodges, the meeting room is often provided free of charge. The critical need is to ensure that transport is co-ordinated for: -

1) Airport collection. 2) Accommodation to venue and return during weekend. 3) Garage visits etc. 4) Airport delivery.

Costs can frequently be kept down by voluntary use of members’ vehicles and it can be a particularly well appreciated touch if members Club vehicles are brought into use. PHOTOGRAPHS / BEADED WHEELS The branch is required to arrange professional photographs to be taken after the AGM of the Management Committee for the following year plus recipients of awards. An article/report regarding the conference weekend is to be written for Beaded Wheels. Evening photos also assist with the article/report. Photos must be of high quality. If no volunteer is available, discussions should be held with the National Office with the possibility of hiring a photographer. PERSONAL TOUCHES There is always plenty of room for these: • Welcoming groups on the road into town. • Small welcoming gifts at the accommodation venues. • Displays of slides and photographs of local members vehicles. • Displays of vehicles. • Videos of Rallies etc. (Home grown entertainment). There are numerous opportunities to display your Branch's individuality. SUGGESTIONS 1. Sponsorship - printing and give-aways for delegates registration packs i.e. pens, note pads. 2. Careful co-ordination of accommodation/venue to minimise costs. 3. Volunteer assistance - transport, provision of meals, loan of equipment like sound systems,

display equipment, chairs, tables etc. are all possibilities. 4. Subsidisation of hospitality - some Branches have run raffles, auctions and undertaken other

fundraising and used the proceeds to subsidise Conference costs. In making all these suggestions it is recognised that some Branches will not have the resources available, and these suggestions will be impractical. It is usual to charge a Registration Fee to cover all the costs incurred, with the facility for members to select participation and payment for only some elements if desired. It should be noted that no fees should be charged for attendance at the meetings.

Section 29: D

21/05/2019

EXECUTIVE MEETING FRIDAY NIGHT, SATURDAY AFTERNOON CLASS ROOM STYLE SEATING

ANNUAL GENERAL MEETING CLASS ROOM STYLE SEATING

Mgr Committee Mgr Committee Minute

taker/President/ Sec-Treas

screen

Mgr Committee Mgr Committee Minute

taker/President/ Sec-Treas

screen

Suitable wall display

area for the ‘calendar of

events/branch officers)

Suitable wall display

area for the ‘calendar of

events/branch officers)

Section 29: E

21/05/2019 MEETING VENUE The Executive Meeting must be able to seat the delegates “classroom style”. Where possible, spare seats are to be placed to the side and back of the room for those non-delegates who wish to sit in and observe the meeting. National Office will reserve some front seats for Club Life Members who are attending, and anyone making a report, who may not be an Executive Member and already sitting at a table. See above diagrams.

The Annual General Meeting seating differs slightly. Members must have the opportunity to sit at the front (in front of the Branch Delegates (Executive)). The Executive members still require tables as they are charged with taking notes to pass on to their branch. Where possible, utilize the same room, and the venue staff will alter the seating on the Friday evening following the Executive Meeting, ready for Saturday morning. The top tables should be elevated (at a minimum, the middle top table). They should all have table cloths. Allow enough space for book work and make sure no one is required to sit on either side of a table leg. The middle table must have a table microphone. (refer further to “Microphones” for full

requirements) Projector/Screen: The venue should have the screen for presentations, at the front, to one side, with the table requiring the projector, at an easily accessed spot (if not built in). Microphones: One “Desk” microphone is to be placed on the middle top table. Two “Roaming” microphones are required and will be managed by two members of the hosting branch.

The role of handing the microphones out is an important one. You should not blow into Microphones. A light tap will indicate if it is working. The roaming Microphones work through a frequency station therefore there can be a slight delay when turning them on, while they recognise their station. We recommend (a) turn them on before handing them over and advising they are one. (b) advise the speaker to talk into the top and state their name and branch. People should not play around with these. Turning them on and off can confuse them and is probably a major reason for our past issues. They should be talked into as if taking a sip from a glass of beer ie talk into the top, not the side. At times, a microphone on a podium is useful for guest speakers/presentations. This should be discussed with National Office. Do not replace any microphones with lapel microphones. General Needs: An area (wall space) should be available to display the Calendar of Events and Branch Officers for final approval. National Office pick up the hire cost for the venue, if necessary. This includes ancillary costs such as hire of furniture, sound system etc. Please remember, most venues catering for an entire conference, offer the meeting room free of charge. Use of Branch Clubrooms/facilities: Some Branches now have facilities available that are suitable for hosting a Conference and this should be considered. Banners/Branch name plaques: The banners showing the location of previous conferences are transported by the National Office. One large banner is ideally hung behind the President, Administration Manager and Secretary/Treasurer, with the smaller being placed at a suitable location. Assistance with hanging the banners will be required. Seating arrangements, placements and distribution of meeting material will be undertaken by the National Office.

Section 29: F

21/05/2019 Agenda and Reports for Executive Meeting: These will be produced and circulated by the National Office. There will be ‘Power Point’ presentations so the venue must provide an appropriate screen along with a projector. Agenda and Report for Annual General Meeting: The Agenda will be posted to all members through their annual mail out (which includes the President’s Annual Report and the Club’s Annual Financial Report). Individual reports for the AGM will be emailed to the hosting branch (approximately 11), three weeks prior to the meeting, as a pdf. These should be kept confidential

up until the conference weekend. National Office will advise the quantity required to be printed, with each set stapled. The cost of this will be covered by the National Office. They are inserted by the hosting branch, into each registration pack (normally one registration pack per couple), and extra’s will be put aside for those members just attending the AGM. REGISTRATIONS National Office will email the hosting branch, samples of previous registration forms which can be modified accordingly. Approval of the final registration form must be given by the Hon Secretary/Treasurer, via the National Office, before it will be distributed. National Office email this to all branches. A draft is attached. Themed Event: If the hosting branch chooses a themed event, this must be advised on the registration form so that all parties are aware well in advance, should they require an appropriate dress code. Acknowledgement of registrations: Must be sent to members as soon as possible, after receiving their registration. Many participants over the years have incorporated the Conference with a longer absence from home. Acknowledge items booked such as accommodation and transportation arrangements as appropriate. Attendance at the Annual General Meeting only: All those attending must register so as catering numbers are known for the morning tea, (costs picked up by the National Office upon receipt of a GST Tax invoice). Distribution of the Registration Forms: Arrangements should be made for registration forms to be distributed to all delegates and Secretaries via email, through the National Office. Allow a good eight weeks for registration with a closing date two weeks prior to the conference, thus allowing for finalisation of accommodation bookings and catering numbers. Late Registrations: There will always be late registrations. They are not encouraged, but a member cannot be turned away from attending the AGM. If it is too late to arrange catering, then they will need to be advised that they cannot participate in any meals. The AGM Agenda will have the closing date for registrations, but you should expect to still receive registrations after this time. The Executive members should have no excuse for a late registration, and branches can be chased up. With regard to general members, as you do not know who they could be, you can’t chase them up! Should the

venue’s capacity be full, and a member registers late (or just turns up on the day), there may be health

and safety issues in allowing them to attend. Management Committee: The National Office will register the Management Committee and partners along with Life Members. This will arrive in bulk and clearly identify each item being covered. Payment will be in full. A tax invoice/receipt should be forwarded to the National Office.

Section 29: G

21/05/2019 Honorary Life Members: When any of the Club Honorary Life members are attending the meeting, the Hosting Branch is asked to chaperone them from the moment they arrive (unless they advise differently). EG, assist with accommodation check in, make sure they are aware of the meal locations and are not left alone, particularly the Friday night which is not always a planned meal, and generally assist them where necessary. The National Office handles all accounts. Bus Trip: For those who are not part of the Executive, a bus trip is often planned. This starts after lunch, at the completion of the Annual General Meeting. Please note, there are times when the meeting may continue after lunch. This trip is a “user pay” highlight and at no cost to the National Body. Provision for Delegates: Consideration should be given to such items as name tags, maps, publicity material (folders can often be obtained from sponsoring groups, Public Relations Office etc.), pens and pads. COSTS Hosting Branches must be ever conscious that the escalation of costs is likely to result in a low attendance at their Conference and consequently innovative approaches to providing a memorable event at the lowest possible cost is likely to reap the greatest rewards. Meal costs should be kept to a minimum. There should be no expense to the Branch, however any additional give-aways are not covered by the National Body. HOSTING BRANCH RESPONSIBILITY Hosting Branches are generally responsible for developing the planning, running the proceedings, producing the registration form, setting charges (charges require final approval by the National Secretary/Treasurer and should be obtained early in the process) and the processing of all registrations. NATIONAL OFFICE RESPONSIBILITY The National Office is responsible for the following:

1) Making sure the National Secretary/Treasurer approves the costs and registration form 2) Emailing of the final registration form to all branches 3) Placing the Notice of Meeting in Beaded Wheels (branch to have advised venue details by 20th

February of the relevant year) 4) Arrange accommodation for Management Committee and selected others (after advice provided

by the Hosting Branch) 5) Registration of the Management committee/Partners, Life Members and selected others. 6) Arranging for presentation of trophies for the AGM 7) Assistance and advice over any matter of concern- contact the Office Manager. 8) A watching brief that the organisation is on target.

A DRAFT REGISTRATION FORM FOLLOWS

Section 29: H

21/05/2019 THE VINTAGE CAR CLUB OF NZ (Inc.)

National Executive and Annual General Meeting Name of Branch, Location, Date

REGISTRATION FORM

Surname………………............………….......... Mr/Mrs/Ms Position............................................................. Branch Delegate/ Branch Observer / Member

First Name………………………………… Known as .........…….......………………………… Address ……………….......……………………………………………………………………………………….. Phone No..........…………………………… Branch ..........……………………………………. Name & Status of accompanying attendee (if applicable) ……………………………………………………..

(Friday Night dinner is at members own expense and arrangement) Registration Options (per person) Number Cost Total

Friday Night Supper $0.00

Saturday Morning Tea Nil

Saturday Lunch $00.00

Saturday Afternoon Tea $0.00

Saturday Dinner $00.00

Saturday Afternoon (Non-Exec. Members trip) $00.00

Sunday Morning (????? ) Nil

TOTAL ………………... Please advise any special dietary requirements: .......................................

Transport is available to and from *********** airport if required. Please advise YES / NO

FLIGHT DETAILS Arrival Flight Number………………...... Arrival Time……….........………... Date………..........

Departure Flight Number…………....... Departure Time…………............. Date………..........

All flight bookings for Branch Delegates should be arranged as soon as possible. Please notify any other pick up requirements.

Please return the completed Registration Form with your remittance to: Branch Name Branch Address (Cheques payable to ***********************)

or scan and email this form to Name and branch email address and complete payment online to

the ******* Branch account ACCOUNT NUMBER with your name & branch as a reference

There is accommodation near the Meeting venue. Please refer to the attached documentation.

ACCOMMODATION DETAILS _______________________________________________________

Parking near Venue - Car Parking is available at the conference venue both on site and roadside.

Closing date for registration is the 12th July 2018

Section 29: I

21/05/2019

The Historic Vehicle Authority of New Zealand THE VINTAGE CAR CLUB of NZ (Inc.)

National Executive and Annual General Meeting Friday ***** August - Sunday ***** August 20**

MEETING VENUE

The meeting will be held at the ******************************************** ARRIVALS AND DEPARTURES

On the registration form you will be asked to state whether or not you wish to make use of the offer of transport to and from *************** Airport. Please make sure you fill this in so the branch can meet your needs. DIETARY NEEDS

Please let us know your special dietary requirements on the registration form. FRIDAY NIGHT DINNER

Dinner before the meeting will be at your own expense and arrangement. EXECUTIVE MEETING

The Executive meeting starts at 7.30pm on Friday 3rd August. Please remember this when making your meal arrangements. The Executive is made up of one delegate from each branch and the Club Management Committee. Where a branch wishes to send an additional observer to the Executive Meeting, every attempt to seat them with the Branch delegate at tables, will be made, but cannot be guaranteed. Please make it clear that you are a "Branch Observer", on your registration form. General Members may attend to observe this meeting and will be seated where possible. On Saturday afternoon the Executive Meeting will continue when the Annual General Meeting concludes. SATURDAY

The Annual General Meeting will commence at 9.00am and conclude at the completion of General Business. Saturday afternoon after the closing of the AGM For those who are not part of the Executive and who are required to attend the Executive Meeting at the conclusion of the AGM, a ****************************** (eg Bus Trip) will be provided for non-delegates, from ***** pm to ****** pm showing ***************************************. The cost for the ***************** is $******* per person There are also some lovely cafes in the area, so we can finish off with afternoon tea at your own cost. Saturday Night Dinner The theme for the dinner is ***************** (optional) SUNDAY

The ************************* Branch have arranged for a shed tour??? and morning tea, finishing off at the *********** Clubrooms to visit our great parts department and library. We will start the tour at 9am and arrive at the clubrooms about 11am. For transport purposes we need to know approx. numbers attending – UP TO BRANCH

Section 29: J

21/05/2019

ACCOMMODATION

Name of accommodation This is the venue for the conference. Phone: ********* Website: ************************* Negotiated Rate: ????????????? Name of accommodation Location to the Venue Phone: ********* Website: ************************* Negotiated Rate: ????????????? Name of accommodation Location to the Venue Phone: ********* Website: ************************* Negotiated Rate: ????????????? Name of accommodation Location to the Venue Phone: ********* Website: ************************* Negotiated Rate: ????????????? Name of accommodation Location to the Venue Phone: ********* Website: ************************* Negotiated Rate: ?????????????

Section 30: A

10/09/2015

EXECUTIVE MEETINGS - ADVICE TO DELEGATES WHO ARE THE DELEGATES Each Branch has a delegate (who may be the Branch Chairman) or a substitute branch member for the delegate appointed by the branch committee (all of whom must be financial members of the branch they represent who have been elected by such Branch in accordance with their Constitution or Rules). A Branch may choose to send an observer(s), but they will not necessarily be sitting at the table with their delegate. Any member may attend the meetings and request speaking rights from the President/Chairperson, who will grant those rights depending upon circumstances. EXPENSE REIMBURSEMENT The National Body reimburses all travel costs for the branch delegate. This reimbursement is for the most direct and cost effective form of travel i.e. if it would be cheaper to fly but the delegate chooses to drive, only the equivalent cost of the return air fare will be reimbursed (less GST). Any other expenses, such as, accommodation and meals, are the responsibility of the Branch. ABOUT THE MEETINGS Two Executive Meetings are held annually, the first usually in March and the second in conjunction with the AGM in August. The March meeting will rotate between Christchurch, Wellington and Auckland. It is held on a Saturday and attendance is generally only required for the day, (although subject to travel requirements, Friday night and/or Saturday night accommodation may need to be made available). The Management Committee has been granted authority by the Executive to hold a two day Executive Meeting in March, should the need arise. The meeting commences around 10.00 am and runs until around 5.00 pm with a catered lunch break. Club business is discussed at the March Executive Meeting, in particular, any “Notices of Motion” which have been put forward for postal voting by the membership, to alter the Constitution, which are voted on in time for results being notified at the AGM. Delegates are then able to return to their Branches and inform members of the intentions of the proposed changes. Progress on specific committee reports are given and delegates should raise any matters of concern within their area. The March meeting will often hold a "workshop" on a current topic. The August Executive Meeting starts on the Friday evening prior to the AGM and is completed during the afternoon after the AGM. Therefore, Delegates should arrive at the venue on Friday evening ready for the meeting to commence at 7.30pm, and stay until late Saturday afternoon. The Budget is ratified at this Executive Meeting and the setting of the National Levy portion of the annual subscription is confirmed. Social functions are arranged in conjunction with the Conference weekend and are elective.

Section 30: B

10/09/2015 REGISTRATION Registration forms are circulated prior to the meeting and it is important, for the benefit of the host Branch and National Office that these are returned by the close off date so that numbers may be finalised for catering, accommodation etc. The branches are responsible for arranging their delegate's travel to Club meetings at the most effective rates. The Club will reimburse the travel expenses of either ground travel at current rates or airfares, whichever the cheaper, provided any airfares are booked no later than 28 days prior the meeting. Refer to Section 35 for

further details.

ACCOUNTABILITY TO MEMBERS Prior to the meetings, the Branch delegate should seek their branch opinion on any items on the Agenda and any items they would like raised. Delegates should report back to members at the first Branch meeting, on what has transpired at the Executive Meeting. It is important that members are informed on matters of concern to the Club as a whole and are able to make an informed vote. A written report for your newsletter is a useful way to inform all members. Therefore, Branches should attempt to have at least one representative at each meeting. PLEASE REMEMBER – YOU ARE REPRESENTING YOUR BRANCH MEMBERS AND MUST BE CONVEYING YOUR BRANCH OPINION WHEN VOTING.

Section 31: A

24/3/2005

CALENDAR OF EVENTS Preparation of the Calendar of Events is carried out annually as follows:- 1. A request for events each branch wishes to place on the Calendar is sent out from the

National Office in March each year. 2. The submission is made by way of a prescribed form (see sample) being sent for completion. 3. The form should be returned by 30 June to allow time for preparation and circulation prior to

the AGM 4. A draft of events proposal is sent out with the Agenda for the Annual Conference so that

branches may consider any clashes of dates. 5. A draft of the Calendar is on display at the Conference and after discussion and registration

where appropriate is ratified by the National Executive and Annual General Meeting. 6. After ratification it is printed and distributed to each member as a supplement to the

October/November issue of Beaded Wheels. 7. Branches should only place their main events on the Calendar, those of a nature that

members of other Branches may wish to participate in and any National rally. 8. It should be noted that the National Executive does not allocate dates for Branch events.

The Calendar exists as a service to members and Branches with setting of the Calendar providing the opportunity to avoid clashes. National or North and South Island events are subject to Executive allocation however and Branch events that would clash with these will not be placed on the Calendar.

9. Application for long-term National Events should be made in writing to the National Office. (Shown further on in this section)

Change of date of Calendar Events

10. Once a date of an event has been ratified as above it should not be changed except in

exceptional circumstances. 11. If a branch finds that the date of an event must be changed, they should try to choose a date

that is not likely to affect another branch. 12. In any case the branch should apply in writing to any other branches in the region, which

have calendar events on the same date and copy to the appropriate regional Club Captain not less than 2 months before the proposed date of the event. The application should set out the reasons for the change. The regional Club Captain shall act as arbitrator between affected branches and, depending on the response from other branches, may decline or refuse the application and/or suggest another date that is satisfactory to all branches likely to be affected by the proposed change of date.

Section 31: B

10/09/2015

EXAMPLE ONLY

CALENDAR OF EVENTS 2016 - 2018

The __________________________Branch requests the following events to be placed on the CALENDAR. DATE EVENT 2016 OCTOBER NOVEMBER DECEMBER 2017 JANUARY FEBRUARY MARCH APRIL MAY JUNE JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER 2018 JANUARY FEBRUARY MARCH APRIL MAY

Section 31: C

10/09/2015

EXAMPLE ONLY

DATE EVENT JUNE JULY AUGUST SEPTEMBER OCTOBER NOVEMBER Please return this form, as complete as possible, so that it may be circulated prior to publication, before: 30 JUNE, 2016 PLEASE CHECK ENCLOSED LIST OF LONG TERM EVENTS FOR AVAILABILITY.

Section 31: D

10/09/2015

EXAMPLE ONLY

LONG TERM NATIONAL CALENDAR OF EVENTS Although a bid may have been received, the event will not take place until the National Executive has CONFIRMED it. During the year of an International Rally, other National Events do not take place.

National Commercial Rallies and other rallies approved by the Executive will be added accordingly.

YEAR EVENT ALLOCATED TO

2016 VERO INTERNATIONAL FESTIVAL OF HISTORIC OTAGO 15 – 25 January

MOTORING 2016

2016 MARCH EXECUTIVE MEETING WELLINGTON 19 March

2016 EXECUTIVE MEETING (AGM Weekend) ROTORUA 12 & 13 August

2016 AGM (North Island) ROTORUA 13 August

2017 MARCH EXECUTIVE MEETING AUCKLAND March

2017 NATIONAL MOTORCYCLE RALLY (North Island) MANAWATU 17-19 February

2017 NATIONAL EASTER RALLY SOUTH ISLAND 14-17 April

2017 NATIONAL EASTER RALLY NORTH ISLAND AUCKLAND 14-17 April

2017 EXECUTIVE MEETING (AGM Weekend) MARLBOROUGH August

2017 AGM (South Island) MARLBOROUGH August

2017 NATIONAL VETERAN RALLY WANGANUI 2017 NORTH ISLAND CLUB CAPTAINS TOUR

2018 MARCH EXECUTIVE MEETING CHRISTCHURCH March

2018 NATIONAL EASTER RALLY SOUTH ISLAND OTAGO

2018 NATIONAL EASTER RALLY NORTH ISLAND WAIKATO

2018 EXECUTIVE MEETING (AGM Weekend) HAWKES BAY August

2018 AGM (North Island) HAWKES BAY August

2018 NATIONAL VETERAN RALLY 2018 SOUTH ISLAND CLUB CAPTAINS TOUR

To be confirmed August 2016

2019 MARCH EXECUTIVE MEETING WELLINGTON March

2019 NATIONAL EASTER RALLY SOUTH ISLAND

2019 NATIONAL EASTER RALLY NORTH ISLAND

2019 NATIONAL MOTORCYCLE RALLY (South Island) (Marlborough / Canterbury Bid)

2019 EXECUTIVE MEETING (AGM Weekend) ) August

2019 AGM (South Island) ) August

2019 NATIONAL VETERAN RALLY 2019 NORTH ISLAND CLUB CAPTAINS TOUR

To be confirmed August 2017

2020 MARCH EXECUTIVE MEETING AUCKLAND March

2020 NATIONAL EASTER RALLY SOUTH ISLAND

2020 NATIONAL EASTER RALLY NORTH ISLAND

2020 EXECUTIVE MEETING (AGM Weekend) ) August

2020 AGM (North Island) ) August

2020 NATIONAL VETERAN RALLY?? 2020 SOUTH ISLAND CLUB CAPTAINS TOUR

To be confirmed August 2018

2021 MARCH EXECUTIVE MEETING CHRISTCHURCH March

2021 NATIONAL EASTER RALLY SOUTH ISLAND

2021 NATIONAL EASTER RALLY NORTH ISLAND

2021 NATIONAL MOTORCYCLE RALLY (North Island)

2021 EXECUTIVE MEETING (AGM Weekend) ) August

2021 AGM (South Island) ) August

2021 NATIONAL VETERAN RALLY?? 2021 NORTH ISLAND CLUB CAPTAINS TOUR

Section 32: A

13/03/2007

PROCEDURE FOR SECURING LONG TERM NATIONAL EVENTS

Long term calendar of events is decided at Executive Meetings. 1. Branches intending to stage a National, North or South Island Event are required to give

notice of their intention in writing, to the National Office, no earlier than four years prior to the event.

2. All such notices of intention will be read at the forthcoming Executive Meeting held at the

time of the Annual Conference, where some discussion may take place with other Branches who may have intended securing that date for a similar event.

3. The bid for an event will be placed on the Long Term Calendar. This only shows the

intention of that branch to host an event. 4. Any such Branch would then be required to apply in writing so each case could be

judged on its merits at the following Executive Meeting at the time of the Annual Conference.

5. Each applicant Branch would be given the opportunity to state its case on its own merits

and the members attending such an Executive Meeting at the time of the Annual Conference would be asked to vote in favour of one particular applicant. There can be no guarantee that the first Branch to make application would be the successful Branch in the ballot.

6. Such a ballot and decision would take place at the Executive Meeting at the time of the

Annual Conference of the Club, three years prior to the intended date and such a decision shall be achieved by a majority vote.

7. Where a branch wishes to instigate a type of event which has never held prior National

status, this must first be applied for in writing, to the Management Committee for consideration and if agreed by the Management Committee it will require ratification by the Executive.

8. Provided that if no notices of intention are received in the time frame laid down then any

Branch who wishes to hold a National, North or South Island Event may do so by giving notice at any Executive Meeting.

PLEASE NOTE: Questions on availability should be directed to the National Office. Most International and National events alternate on a yearly basis between the North and South Island.

Section 33: A

BRANCH OFFICERS AND MEETING TIMES AND PLACES Each member is sent a list of Branch Officers and Meeting Places plus two-year national calendar of events with the October/November issue of Beaded Wheels. A form requesting this information is sent to Branch Secretaries in March and should be returned completed by 30TH June. The list is collated, proofed and typeset during August ready for printing and magazine insertion by mid September. A proof copy is circulated at the AGM for final vetting. Where the branch election of officers takes place later than June the information should be forwarded at the first available opportunity. Complete the form with as much information as is necessary to assist members' access to your Branch.

Section 33: B

13/04/2016

BRANCH OFFICERS, BRANCH ADDRESSES AND MEETING DETAILS

(Please refer below for the explanation on “Publish”) Please note, if nothing has changed, please just state this

BRANCH: __________________________________________________________________________________________ POSTAL ADDRESS: ________________________________________________________POSTCODE_______________ CLUBROOMS PHONE:__________________WEBSITE: __________________ EMAIL: ____________________________ CHAIRMAN'S NAME: ________________________________________________ ADDRESS: ________________________________________________ Publish Yes/No (Please include your postcode)

Telephone Private: _________________ Publish Yes/No Business:___________________ Publish Yes/No Fax:_______________________ Publish Yes/No Email:______________________ Will not be printed – Office use only SECRETARY'S NAME: ________________________________________________ ADDRESS: __________________________________________________ Publish Yes/No (Please include your postcode)

Telephone Private: _________________ Publish Yes/No Business:___________________ Publish Yes/No Fax:_______________________ Publish Yes/No Email:______________________ Will not be printed – Office use only

(These numbers are useful for this office even if not for publication.)

MEETING DETAILS: Exactly as published last year: Yes No (If yes, no need to fill in the following) Day and Frequency of Meeting: ________________________________________________________________________ _________________________________________________________________________________________________

Starting Time: ____________ Place: ________________________________________________________________

The above details are printed for every financial club member and enquiries from the public wishing to contact branches directly. They are also included on the Club’s Website less the addresses of the Chairman and Secretary (in all cases) and phone numbers if asked not to publish them. If the Chairman’s/Secretary’s addresses are not to be printed on the mail out for members and public enquiries, please advise us of this.

DELEGATE TO NATIONAL EXECUTIVE: ___________________________________________________________

DELEGATES EMAIL CONTACT: _________________________________________________

BRANCH SIGNATORY FOR VEHICLE ID CARDS: ____________________________________ BRANCH SIGNATORY PHONE AND EMAIL: _________________________________________________________

________________________________________________________________________________ CONFIRMED DATE OF NEXT AGM: _________________________________________________ BRANCH COMMITTEE MEMBERS: __________________________________________________________________ ________________________________________________________________________________________________ ________________________________________________________________________________________________

PLEASE RETURN IMMEDIATELY AFTER YOUR AGM OR BY 30 JUNE 2016

Section 34:

A

29/03/2016

BRANCH LEVIES The Branch Levy is the amount required by each Branch, per member, in order to operate their affairs and is decided by each Branch annually, usually at their AGM The National Body collects this levy on the branches behalf and direct credits it to the Branch monthly as members pay their subscription. A form requesting the amount to be collected on behalf of the branch is sent out annually. The Membership Year runs from 1 November to 31 October therefore a request would be sent to branches approximately June annually. If you wish to make an alteration, the form MUST be returned by the REQUESTED DATE GIVEN BY THE NATIONAL OFFICE, or invoices will be sent at the previous rate. The National Office will confirm any request for changes within a week of receiving the notification, by email. It should be noted that a member is not deemed to be financial until both the current subscription and branch levy are paid.

Section 35: A

10/09/2015

TRAVEL FUND AND REIMBURSEMENT Travel reimbursement funds are budgeted into the Club expenditure to enable a delegate from each branch to attend Executive Meetings. Reimbursement is for the cheapest net airfare or ground transport. Road transport is currently reimbursed at 60c per kilometre. Eg: Flight cost $230 less GST $204.44 or Ground transport 600 km @ .60 $360.00 The most that can be claimed is $204.44

There will in some instances also be the cost of driving to the airport you are flying from. Reimbursement can only be made on the prescribed form (page 35B) which can either be photocopied or requested from the National Office. All relevant receipts for TRAVEL, (i.e. bus, train, parking, taxi) should be included with the request for reimbursement. The supplier’s GST number must be displayed on the receipt. When claiming ground transport and your branch is not GST registered, please supply the petrol receipts used at the time. This allows the Club to claim that portion of GST (e.g. Ground = 200km X .60 = $120. You may have obtained $50 petrol so if you supply a GST petrol receipt for that $50, the Club can claim GST on $50 of the $120 being claimed). Branches registered for GST should provide their GST number on the reimbursement form. Reimbursement requests should be forwarded immediately after the meeting. With the financial year ending 31

st March, the National Office MUST receive Reimbursements for the

March Executive Meeting no later than the 31st March.

PLEASE NOTE: Ideas on saving money for the Club could include one branch, passing through another branches district, picking up those delegates also. If several delegates travel together in the same vehicle to the meeting, only ONE reimbursement claim should be submitted. At the 2009 August Executive Meeting a motion was passed making it the branches responsibility for arranging their delegate's travel to club meetings at the most effective rates. The Club will reimburse travel expenses of either ground travel at current rates or airfares, which ever the cheaper, provided any airfares are booked no later than 28 days prior to the meeting. This was to be reviewed in 24 months and has not altered. When booking flights, please ensure you allow enough time to be transported to and from the venue without having to arrive late, or leave early. If you choose to fly in/out on a different day, the hosting branch is not responsible for transporting you to your hotel or the venue, although this may be possible with their approval. Please make sure you obtain a GST Tax Invoice for travel, and for other incidentals you can claim from your branch, to attach to your reimbursement claim.

Section 35: B

05/04/2017

THE VINTAGE CAR CLUB OF NEW ZEALAND (INCORPORATED)

EXPENSE REIMBURSEMENT

_____________________ BRANCH NAME AND DELEGATE NAME

_____________________

GST NUMBER (if applicable)

________________ ________________ ________________ MEETING / EVENT LOCATION DATE HELD

FINANCES (a) AIR TRANSPORT (Include GST tax receipt for flight) $___________ (b) PRIVATE GROUND TRANSPORT _______ KMS @ 0.60c per KM (Include GST petrol receipts so GST can be claimed on that amount) $___________ (c) OTHER FARES (bus, train, parking, shuttle) $___________ TOTAL: $ =========== SIGNED: _____________________ NAME: ______________________ DATE: ______________________ SUPPLY ALL RELEVANT TAX INVOICES WITH YOUR CLAIM. TO BE FORWARDED IMMEDIATELY AFTER THE EVENT. PLEASE NOTE: YOU CAN NOT CLAIM FOR BOTH GROUND TRANSPORT (KMS) AND PETROL COSTS BUT BY SUPPLYING THE PETROL RECEIPTS, THE CLUB CAN AT LEAST CLAIM THE GST ON THAT PORTION. (E.G Ground = 200km X .60 = $120. If your branch is not GST registered, you may supply a GST petrol receipt for $50, which the Club can claim GST on $50 of the $120 being claimed).

THE REIMBURSEMENT IS MADE AT THE END OF EACH MONTH, DIRECT INTO THE BRANCH BANK ACCOUNT, ALONG WITH ANY BRANCH LEVIES. THE BRANCH REIMBURSES THE DELEGATE.

TRAVEL REIMBURSEMENT CLAIMS GO TO THE NATIONAL OFFICE OTHER REIMBURSEMENTS CLAIMS GO TO YOUR BRANCH

PLEASE MAKE SURE THEY ARE SUBMITTED AND RECEIVED BY THE NATIONAL

OFFICE WITHIN TWO MONTHS OF THE EVENT, OR IF IT IS THE MARCH EXECUTIVE MEETING, BY 31 MARCH (END OF FINANCIAL YEAR)

Section 36: A

09/10/2014

INSURANCE SCHEMES SCHEME FOR ELIGIBLE CLUB VEHICLES All vehicles entitled to be included in The Vintage Car Club of NZ (Inc.) criteria are eligible for the scheme provided they are not an every day use vehicle or used at all for business purposes. This is arranged through the Auckland offices of Vero Consumer Insurance Specialists. Quotes can be arranged by calling 0800 658 411 or emailing cis@vero.co.nz The covers provided are; a) Full Comprehensive Accidental Damage for Restored Vehicles (i.e. including road use). b) Fire, Theft and Accidental Damage for Vehicles under Restoration (referred

to as 'Restoration/Storage Cover'). There is no road use cover under this. PREMIUMS The premiums VCC members receive are extremely favourable and are much cheaper than normal comprehensive motor vehicle insurance. A discount of 30% will be applied to the second and subsequent vehicles provided the vehicle with the highest company premium is taken as the first vehicle, and vehicles must be insured together on the same policy. This arrangement also applies to Motor Car and Motor Cycle policies. Joint members should insure all vehicles jointly or in the same name to maximise discounts. Subsequent purchases may be advised by email, telephone or letter. There is no need to fill in a proposal form. HOW DOES THE SCHEME OPERATE Telephone Vero CIS on free phone 0800 658 411 and they will take the details over the phone and supply an instant quotation. You can accept the quote over the phone and the policy will be in place straight away. The policy documents detailing the cover in place will then be posted to you. Should you receive an enquiry or request from a member, please suggest they telephone 0800 658 411 for a quotation. If the vehicle is being insured for “agreed value” arrange a time for the Branch Valuer(s) to make an inspection. The Branch Valuer(s) should complete and sign the VALUATION FOR INSURANCE form (see copy attached). The completed VALUATION FOR INSURANCE form should then be forwarded to Vero CIS or given to the member to send in with their application once received. The Branch Valuer can be one person, or a sub-committee appointed by the Branch Committee or the Branch Committee itself. THE VALUE SHOULD BE WHAT THE VEHICLE COULD SELL FOR IN NEW ZEALAND ASSUMING NORMAL MARKET CONDITIONS, i.e. where the average buyer and seller would agree on a price, NOT WHAT IT MAY COST TO RESTORE.

Section 36: B

09/10/2014 Vero CIS reserves the right to question any value they feel is unrealistic. If a vehicle is damaged by accident or fire to the extent of a total loss situation being established; a valuation of its PRE ACCIDENT VALUE at that time, is obtained and this is the amount payable to the member, OR the SUM INSURED whichever is the LESSER e.g. Sum Insured $10,000 Pre-Accident Value $13,000 Amount payable as total loss $10,000 This illustrates the importance of REGULAR REVIEWS of the sum insured on the member’s vehicle(s), in accordance with market values. Agreed value: The other option is to insure the vehicle for an agreed value but a valuation MUST be obtained as previously mentioned. This means that in the event of a total loss the agreed value is paid without any further valuations or cost justification. The premiums for agreed value are no greater than market value and therefore are a better option in most cases. When a vehicle is insured for agreed value a new valuation must be arranged with the Branch Valuer(s) every two years and prior to renewal of the insurance otherwise the policy will revert to market value. Total loss: In the event of a TOTAL LOSS, a member may elect to keep the wreck for the amount equal to the highest tender received by the insurers.

Section 36: C

09/10/2014 Examples: 1. The highest tender received by Vero is $2,400. If the member wished to retain the wreck at the tender value of $2,400 they would

receive the maximum payment of their sum insured $10,000, as the total does not exceed the $13,000 Pre-accident Value.

Pre-accident Value $13,000 Less Wreck Value $2,400 Balance $10,600 Maximum payment (Sum insured) $10,000 2. The highest tender received by Vero is $4,000. If the member wished to retain the wreck at the tender value of $4,000 they would

receive a payment of $9,000 which is the balance between the wreck and Pre-accident value of $13,000.

Pre-accident Value $13,000 Less Wreck Value $4,000 Balance $9,000 ======= AGENCY SCHEME FOR BUSINESS OTHER THAN CLUB VEHICLES Members wishing to place general insurance with Vero have the opportunity to assist their Branch and the Club as a whole. By advising Vero of their membership number and their Branch, members automatically receive discounted premiums on home, contents, boat, motorcycle and private motor policies. Members will receive a special package discount when insuring their house and contents together. The members Branch is paid a commission on each policy and members should become familiar with their Branch’s Agent Number (36F). Each time the policy is renewed the same discounts and commissions apply.

Continued discounted premiums are subject to maintaining current Club membership.

Section 36: D

09/10/2014

TO APPEAR ON BRANCH LETTER HEAD

VALUATION FOR INSURANCE The Valuation of:

Owner of Car: ________________

Membership Number: ________________

Make of Car: ________________

Year: ________________

Colour: ________________

Registration Number: ________________

Chassis Number: ________________

Engine Number: ________________

TO VERO INSURANCE:

The above vehicle has been inspected and assessed at $________ for insurance

purposes by:

Assessor: ________________ ________________ (Please print) (Please sign)

Assessor: ________________ ________________ (Please print) (Please sign)

as nominated assessors, for the _______________ Branch of The Vintage Car Club

of NZ (Inc.)

Signed by owner(s): ________________ ________________

Date: ________________

Section 36: E

09/10/2014

VERO CIS

VINTAGE MOTOR VEHICLE APPLICATION

Members can obtain an application form direct from Vero CIS by phoning 0800 658

411. Members should quote their branch Agent Number to allow the commissions to

be forwarded to the correct Branch.

Section 36: F

24/10/2013

VCC BRANCH AGENT NUMBERS WITH VERO

VCC VCC VERO

# NAME #

1 Central Otago 300131

2 Ashburton 300125

3 Auckland 300126

4 Bay of Plenty 300129

5 Canterbury 300130

6 Gisborne 300134

7 Gore 300135

8 Hawkes Bay 300136

9 Manawatu 300139

10 Marlborough 300140

11 Nelson 300141

12 North Otago 300143

13 North Shore 300144

14 Otago 300145

15 Rotorua 300146

16 South Canterbury 300147

17 Southland 300148

18 South Otago 300149

19 Taranaki 300151

20 Taupo 300152

21 South Waikato 300150

22 Waikato 300153

23 Wairarapa 300155

24 Wanganui 300157

25 Wellington 300158

26 Eastern Bay of Plenty 300132

27 Northland 300142

31 Horowhenua 300137

32 Banks Peninsula 300128

33 Waimate 300154

34 King Country 300138

35 Wellsford 300159

36 West Coast 300160

37 Waitemata 300156

38 Far North 300133

39 Central Hawkes Bay 5206219

Section 37: 22/01/2008

A

NATIONAL INSURANCE POLICIES & SUGGESTIONS TO BRANCHES

Contents

1. Introduction / Marsh Service Team

2. Important Notices

� Your Duty Of Disclosure

� Hold Harmless Agreement

3. Changes and Developments

4. Policy Summaries

5. Claim Procedures

� General

� Motor Vehicle Claims

� Legal Liability Claims

� Claims Made Liability Claims Procedures

6. Insurers & Ratings

7. Insurances Not Arranged

Vintage Car Club of New Zealand Inc

Sectio

- 1 -

Insurance Manual

Vintage Car Club of New Zealand Inc

on 37 21/09/2017

Insurance Manual

Vintage Car Club of New Zealand Inc

2017

Contents

Contact Details ................................

Crombie Lockwood Claims Process

Changes & Developments ................................

Policy Schedules ................................

Sectio

2

................................................................................................................................

Crombie Lockwood Claims Process ................................................................

................................................................................................

................................................................................................

on 37 21/09/2017

........................................... 3

........................................................................ 4

....................................................... 5

....................................................................... 6

CROMBIE LOCKWOOD (NZ) Address: Postal Address: Telephone: Facsimile:

YOUR DAY TO DAY SERVICE REQUIREMENTS ARE HANDLED Servicing Broker: DDI: Mobile: Email: Alternative Contact: DDI: Email: Liability Broker: DDI: Mobile: Email:

Sectio

3

CROMBIE LOCKWOOD (NZ) LIMITED CONTACT DETAILS

Level 2, PwC Centre 60 Cashel Street West End CHRISTCHURCH 8013

P O Box 3020 CHRISTCHURCH 8140

03 335 3060

03 339 5290

YOUR DAY TO DAY SERVICE REQUIREMENTS ARE HANDLED

Jeff McLay

03 366 6359 027 706 8583 jeff.mclay@crombielockwood.co.nz

Sophie Auwerda

03 366 6354 sophie.auwerda@crombielockwood.co.nz

Sam Chung

03 339 5097 027 406 5029 sam.chung@crombielockwood.co.nz

on 37 21/09/2017

LIMITED CONTACT DETAILS

YOUR DAY TO DAY SERVICE REQUIREMENTS ARE HANDLED BY:

sophie.auwerda@crombielockwood.co.nz

Crombie Lockwood Claims Process

Crombie Lockwood were the first and are still one of the few brokers to have a dedicated 24 hour

7day a week real person claim response service via 0800 CROMBIE. This means that anytime o

day or night you are guaranteed to get a response in order to get your claim underway. On top of

this our Service Team are available on mobile phone after hours for urgent matters relating to any

loss and can provide you with immediate advice surro

Crombie Lockwood manages your claim for you in a pro

manager will manage the day to day aspect for you including negotiations with the insurers. The

broking executives will work alongside the claims manager to ensure the best possible outcome for

you. Specific claims management software is utilised to ensure we stay in control of all claims and

that they are progressed as quickly and proactively as possible.

Claims are our shop window and we are very proud of the reputation we have earned. Unsolicited

feedback from insurers shows that Crombie Lockwood clients are achieving Christchurch

earthquake claims settlements on average 25% earlier than those managed by other brokers.

When a claim form, or telephone advice, is received it is immediately registered in our system and a

claim number is generated. The claim information is then sent to the Insurer on the same day. All

our claim notifications must be lodged with an Insurer within

response is received we would update you. Depending on the complexity of the claim, periodic

updates will be provided but normally a settlement/remittance advice will follow the initial update.

For major losses we will arrange meetings with mutually agreed/selected assessors and insurers in

order to progress the claim and obtain an agreement for progress payments if so required

CL prides itself on being a ‘claims time broker’. We achieve this through a combination

and professional advice, market presence, leverage and exclusive policy wordings. Our claims

executives hold critical relationships at CEO level within the insurance companies to ensure that our

clients get an ‘unfair advantage’.

CL is fortunate to have two lawyers as claims managers based in the Christchurch team. It has

proven beneficial for our clients ensuring that their entitlements within the insurance contract are

fulfilled.

Testament to our overall performance and the quality of

service team is the delivery of claims services to clients affected by the Christchurch earthquake.

Crombie Lockwood has handled multiple claims in excess of $200 Million and we are confident in

stating that we are in the unique position of having achieved client satisfaction for all such claims.

Claims Management

We would prefer you to deal with us directly on all claims related matters. We in turn will lodge the

claim with the insurer on your behalf and work thro

settlement.

Sectio

4

Crombie Lockwood Claims Process

Crombie Lockwood were the first and are still one of the few brokers to have a dedicated 24 hour

7day a week real person claim response service via 0800 CROMBIE. This means that anytime o

day or night you are guaranteed to get a response in order to get your claim underway. On top of

this our Service Team are available on mobile phone after hours for urgent matters relating to any

loss and can provide you with immediate advice surrounding loss management and mitigation.

manages your claim for you in a pro-active manner. Our in house claims

manager will manage the day to day aspect for you including negotiations with the insurers. The

ongside the claims manager to ensure the best possible outcome for

you. Specific claims management software is utilised to ensure we stay in control of all claims and

that they are progressed as quickly and proactively as possible.

dow and we are very proud of the reputation we have earned. Unsolicited

feedback from insurers shows that Crombie Lockwood clients are achieving Christchurch

earthquake claims settlements on average 25% earlier than those managed by other brokers.

claim form, or telephone advice, is received it is immediately registered in our system and a

claim number is generated. The claim information is then sent to the Insurer on the same day. All

our claim notifications must be lodged with an Insurer within 24 hours of receipt. Once the insurer’s

response is received we would update you. Depending on the complexity of the claim, periodic

updates will be provided but normally a settlement/remittance advice will follow the initial update.

ill arrange meetings with mutually agreed/selected assessors and insurers in

order to progress the claim and obtain an agreement for progress payments if so required

prides itself on being a ‘claims time broker’. We achieve this through a combination

and professional advice, market presence, leverage and exclusive policy wordings. Our claims

executives hold critical relationships at CEO level within the insurance companies to ensure that our

clients get an ‘unfair advantage’.

nate to have two lawyers as claims managers based in the Christchurch team. It has

proven beneficial for our clients ensuring that their entitlements within the insurance contract are

estament to our overall performance and the quality of service provided by our Christchurch based

service team is the delivery of claims services to clients affected by the Christchurch earthquake.

Crombie Lockwood has handled multiple claims in excess of $200 Million and we are confident in

e in the unique position of having achieved client satisfaction for all such claims.

We would prefer you to deal with us directly on all claims related matters. We in turn will lodge the

claim with the insurer on your behalf and work through the claims handling process right through to

on 37 21/09/2017

Crombie Lockwood were the first and are still one of the few brokers to have a dedicated 24 hour

7day a week real person claim response service via 0800 CROMBIE. This means that anytime of the

day or night you are guaranteed to get a response in order to get your claim underway. On top of

this our Service Team are available on mobile phone after hours for urgent matters relating to any

unding loss management and mitigation.

active manner. Our in house claims

manager will manage the day to day aspect for you including negotiations with the insurers. The

ongside the claims manager to ensure the best possible outcome for

you. Specific claims management software is utilised to ensure we stay in control of all claims and

dow and we are very proud of the reputation we have earned. Unsolicited

feedback from insurers shows that Crombie Lockwood clients are achieving Christchurch

earthquake claims settlements on average 25% earlier than those managed by other brokers.

claim form, or telephone advice, is received it is immediately registered in our system and a

claim number is generated. The claim information is then sent to the Insurer on the same day. All

24 hours of receipt. Once the insurer’s

response is received we would update you. Depending on the complexity of the claim, periodic

updates will be provided but normally a settlement/remittance advice will follow the initial update.

ill arrange meetings with mutually agreed/selected assessors and insurers in

order to progress the claim and obtain an agreement for progress payments if so required.

prides itself on being a ‘claims time broker’. We achieve this through a combination of proactive

and professional advice, market presence, leverage and exclusive policy wordings. Our claims

executives hold critical relationships at CEO level within the insurance companies to ensure that our

nate to have two lawyers as claims managers based in the Christchurch team. It has

proven beneficial for our clients ensuring that their entitlements within the insurance contract are

service provided by our Christchurch based

service team is the delivery of claims services to clients affected by the Christchurch earthquake.

Crombie Lockwood has handled multiple claims in excess of $200 Million and we are confident in

e in the unique position of having achieved client satisfaction for all such claims.

We would prefer you to deal with us directly on all claims related matters. We in turn will lodge the

ugh the claims handling process right through to

CHANGES & DEVELOPMENTS

Be sure to advise us of any change in your branches activities. If you engage in activities outside the scope of

your Liability policies, the policies will not apply.

developments that could have an effect on your insurance. Examples include:

1. Any acquisition of or merger with another branch

2. The purchase, construction or occupancy of new premises

3. Any alteration, extension or demolition of existing premises

4. Any increase in values beyond the insured limits on property

5. Any significant removal of stock or plant to different locations

6. Any assumption of liability or waiver of recovery rights under the terms

7. Any hiring, leasing or borrowing of vehicles, plant or equipment

8. Any alterations to or disconnection of your fire or burglary protection systems

This list is not exhaustive. Generally, you should let us know about any matter

the adequacy or validity of your insurance.

Many policies contain an express condition requiring notification of any changes that materially increase the

risk as originally proposed to the insurer. Breach of such a conditio

Sectio

5

CHANGES & DEVELOPMENTS

Be sure to advise us of any change in your branches activities. If you engage in activities outside the scope of

your Liability policies, the policies will not apply. Please also ensure that you advise us of any other changes or

developments that could have an effect on your insurance. Examples include:

Any acquisition of or merger with another branch

The purchase, construction or occupancy of new premises

alteration, extension or demolition of existing premises

Any increase in values beyond the insured limits on property

Any significant removal of stock or plant to different locations

Any assumption of liability or waiver of recovery rights under the terms of any agreement or contract

Any hiring, leasing or borrowing of vehicles, plant or equipment

Any alterations to or disconnection of your fire or burglary protection systems

This list is not exhaustive. Generally, you should let us know about any matters that might have an effect on

the adequacy or validity of your insurance.

Many policies contain an express condition requiring notification of any changes that materially increase the

risk as originally proposed to the insurer. Breach of such a condition could invalidate cover.

on 37 21/09/2017

Be sure to advise us of any change in your branches activities. If you engage in activities outside the scope of

Please also ensure that you advise us of any other changes or

of any agreement or contract

s that might have an effect on

Many policies contain an express condition requiring notification of any changes that materially increase the

n could invalidate cover.

SCHEDULE OF PROPERTY INSURED

Material Damage Insurance

The Insured

The Vintage Car Club of NZ Inc Branch Schedule

The Insurer

Vero Insurance NZ Ltd

Period of Insurance From

Location Refer Individual Branch Schedule

Business Activity Vehicle Club and all associated Motor Vehicle club activities, including

meets, part sales & vehicle wrecking.

Buildings Refer Individual Branch Schedule

Plant Refer Individual Branch Schedule

Location Total Refer Individual Branch

Total Sum Insured Refer Individual Branch Schedule

Policy Wording Crombie Lockwood Vero Agreed Material Damage Policy May 2014

To obtain a copy of this policy wording please visit

enter the following code in the search engine

äPC001393_COMDG_V ER_STAN D_0514;

Standard Material Damage Policy Clauses

This schedule forms part of the Policy Wording. Please refer to the Policy Document for the full

terms, conditions and exclusions relating to this insurance.

POLICY DETAILS

Sectio

6

SCHEDULE OF PROPERTY INSURED

Material Damage Insurance

The Vintage Car Club of NZ Inc Branch Schedule

% of cover Insurer Policy No

100 CBP3006798

From 31/08/2017 to 31/08/2018 at 4:00pm; Local Standard Time

Refer Individual Branch Schedule

Vehicle Club and all associated Motor Vehicle club activities, including

meets, part sales & vehicle wrecking.

Refer Individual Branch Schedule

Refer Individual Branch Schedule

Refer Individual Branch Schedule

Refer Individual Branch Schedule

Crombie Lockwood Vero Agreed Material Damage Policy May 2014

To obtain a copy of this policy wording please visit www.crombielockwood.co.nz/policy

enter the following code in the search engine MDVER0514.

Standard Material Damage Policy Clauses Value

This schedule forms part of the Policy Wording. Please refer to the Policy Document for the full

terms, conditions and exclusions relating to this insurance.

on 37 21/09/2017

Insurer Policy No

CBP3006798

4:00pm; Local Standard Time

Vehicle Club and all associated Motor Vehicle club activities, including swap

Crombie Lockwood Vero Agreed Material Damage Policy May 2014

www.crombielockwood.co.nz/policy-documents and

This schedule forms part of the Policy Wording. Please refer to the Policy Document for the full

(for a full list of clauses refer Individual

MD03 Capital Additions

MD08 Electrical Damage

MD13 Gradual Damage

MD16 Keys and Locks

MD17 Landslip and Subsidence

MD18 Money

- Section A Refer Individual Branch Schedule

- Section B Refer Individual Branch Schedule

MD37 Spoilage

MD38 Temporary Removal

MD39 Theft

MD40 Theft from Motor Vehicle or Storage Container

MD41 Transit of Property

äPC000874_COMDG_V ER_MISC_0 813;

<b>Natural Disaster Does Not Apply</ b>

Contents Include Trophies & Stock if these items are applicable. Stock is insured for indemnity Value Only

g

Vero Excess

Text

Standard

Burglary

Theft

Money

Damage caused by Landslip or Subsidence

Natural Disaster

(Earthquake, Volcanic Eruption, Geothermal Activity, Hydrothermal Activity, Subterranean Fire,

Tsunami and fire following)

For the Regions of Northland and Auckland

For the Rest of New Zealand

For Pre 1935 building risks in the Regions of

applies where the Building was constructed prior to 1935, or where the

contents / Stock is located in any Building constructed prior to 1935.

For Pre 1935 building risks for the rest of New Zealand. This applies where

the building was constructed prior to 1935, or where

located in any Building constructed prior to 1935.

ENDORSEMENTS AND / OR CLAUSES

EXCESSES

Sectio

7

(for a full list of clauses refer Individual Branch Schedule)

$0

$10,000

$10,000

Included

MD17 Landslip and Subsidence $250,000

Section A Refer Individual Branch Schedule

Section B Refer Individual Branch Schedule

$10,000

Included

Included

MD40 Theft from Motor Vehicle or Storage Container Included

$20,000

Contents Include Trophies & Stock if these items are applicable. Stock is insured for indemnity Value Only

Value

$500

$1,000

$2,500

$500

Damage caused by Landslip or Subsidence $10,000

(Earthquake, Volcanic Eruption, Geothermal Activity, Hydrothermal Activity, Subterranean Fire,

For the Regions of Northland and Auckland 2.5% of the Location Sum

Insured, Minimum $2,500

5% of the Location Sum

Insured, Minimum $5,000

For Pre 1935 building risks in the Regions of Northland and Auckland. This

applies where the Building was constructed prior to 1935, or where the

contents / Stock is located in any Building constructed prior to 1935.

5% of the Location Sum

Insured, Minimum $5,000

For Pre 1935 building risks for the rest of New Zealand. This applies where

the building was constructed prior to 1935, or where the contents / Stock is

located in any Building constructed prior to 1935.

10% of the Location Sum

Insured, Minimum $10,000

ENDORSEMENTS AND / OR CLAUSES

on 37 21/09/2017

$10,000

$10,000

Included

$250,000

$10,000

Included

Included

Included

$20,000

Contents Include Trophies & Stock if these items are applicable. Stock is insured for indemnity Value Only

$500

$1,000

$2,500

$500

$10,000

(Earthquake, Volcanic Eruption, Geothermal Activity, Hydrothermal Activity, Subterranean Fire,

2.5% of the Location Sum

Insured, Minimum $2,500

5% of the Location Sum

Insured, Minimum $5,000

of the Location Sum

Insured, Minimum $5,000

10% of the Location Sum

Insured, Minimum $10,000

Sectio

8

on 37 21/09/2017

The Natural Disaster Excess -

from any one event at each Common Location. Where the insured property is residential property

covered by EQC, the amount of the Natural Disaster Excess is reduced by the amount of t

from EQC.

"Location Sum Insured" - For the application of Natural Disaster Excess this means the Insured Property

sum insured at each Common Location.

"Common Location" - means a common physical Location where the Insured Property is linked to

achieve a common business purpose at that Location.

Region - the areas of land in the Regions and Districts as defined in the Local Government New Zealand

(LGNZ) Regional and Districts boundaries map.

Sectio

9

- applies to the combined Material Damage and Business Interruption loss

from any one event at each Common Location. Where the insured property is residential property

covered by EQC, the amount of the Natural Disaster Excess is reduced by the amount of t

For the application of Natural Disaster Excess this means the Insured Property

sum insured at each Common Location.

means a common physical Location where the Insured Property is linked to

achieve a common business purpose at that Location.

the areas of land in the Regions and Districts as defined in the Local Government New Zealand

ricts boundaries map.

on 37 21/09/2017

applies to the combined Material Damage and Business Interruption loss

from any one event at each Common Location. Where the insured property is residential property

covered by EQC, the amount of the Natural Disaster Excess is reduced by the amount of the payment

For the application of Natural Disaster Excess this means the Insured Property

means a common physical Location where the Insured Property is linked to

the areas of land in the Regions and Districts as defined in the Local Government New Zealand

SCHEDULE OF ITEMS INSURED

Business Interruption Insurance

The Insured

The Vintage Car Club of NZ Inc Branch Schedule

The Insurer

Vero Insurance NZ Ltd

Period of Cover From

Show

Location Refer Individual Branch Schedule

Business Activity Vehicle Club and all associated Motor Vehicle club activities, including swap

meets, part sales & vehicle wrecking.

<u>< b>Sc hedul e of Items Insure d<b><u>

Schedule of Items Insured

Gross Profit

Gross Revenue

Gross Rentals and Management Fees Receivable

Payroll - Dual Basis

Wages

Additional Increased Costs of Working

Severance and Redundancy Payments

Accounts Receivable

Key Money or Goodwill

Claim Preparation Costs

Redeployment Expenses

Location Sum Insured Refer Individual Branch Schedule

Indemnity Period

Indemnity Period is 12 months

This schedule forms part of the Policy Wording. Please refer to that wording for the full terms,

conditions and exclusions relating to this insurance.

Sectio

10

SCHEDULE OF ITEMS INSURED

Business Interruption Insurance

The Vintage Car Club of NZ Inc Branch Schedule

% of Cover Insurer Policy No

100 CBP3006798

From 31/08/2017 to 31/08/2018 at 4:00pm; Local Standard Time

Refer Individual Branch Schedule

Vehicle Club and all associated Motor Vehicle club activities, including swap

meets, part sales & vehicle wrecking.

Value

Gross Rentals and Management Fees Receivable

Additional Increased Costs of Working

Severance and Redundancy Payments

Refer Individual Branch Schedule

Indemnity Period is 12 months

This schedule forms part of the Policy Wording. Please refer to that wording for the full terms,

relating to this insurance.

on 37 21/09/2017

Insurer Policy No

CBP3006798

4:00pm; Local Standard Time

Vehicle Club and all associated Motor Vehicle club activities, including swap

This schedule forms part of the Policy Wording. Please refer to that wording for the full terms,

Total Sum Insured Refer Individual Branch Schedule

Policy Wording Crombie Lockwood Vero Agreed Business Interruption Policy December 2014

To obtain a copy of this policy wording please visit

enter the following code in the search engine

äPC001438_COBII_VER_ STAND_ 0514;

Policy Clauses Refer Individual Branch Schedule

POLICY DETAILS

Sectio

11

Refer Individual Branch Schedule

Crombie Lockwood Vero Agreed Business Interruption Policy December 2014

To obtain a copy of this policy wording please visit www.crombielockwood.co.nz/policy

enter the following code in the search engine BIVER1214.

Refer Individual Branch Schedule Value

on 37 21/09/2017

Crombie Lockwood Vero Agreed Business Interruption Policy December 2014

www.crombielockwood.co.nz/policy-documents and

DETAILS OF INSURANCE

Commercial Vehicle Insurance

The Insured

The Vintage Car Club of NZ Inc Branch Schedule

The Insurer

Vero Insurance NZ Ltd

Period of Cover From

Covering Motor vehicles and items of mobile plant

Situation Anywhere in New Zealand including interisland transit

Business Activity Vehicle Club and all associated Motor Vehicle club activities, including swap

meets, part sales & vehicle wrecking.

Section 1: Vehicle Insured Refer Individual Branch Schedule

Total Sum Insured Refer Individual Branch Schedule

Section 2: Legal Liability

Limit of Liability

Subject to the following maximums:

(a) The Maximum amount payable under Section 2 arising out of the ownership,

operation or maintenance of any insured vehicles within the restricted area

of any airport used for scheduled commercial flights

This is the summary of the cover provided by your policy. Please refer to the policy document for

the full terms, conditions and exclusions relating to this insurance.

Sectio

12

DETAILS OF INSURANCE

Commercial Vehicle Insurance

The Vintage Car Club of NZ Inc Branch Schedule

% of cover Insurer Policy No

100 CBP3006798

From 31/08/2017 to 31/08/2018 at 4:00pm; Local Standard Time

Motor vehicles and items of mobile plant (as detailed below)

Anywhere in New Zealand including interisland transit

Vehicle Club and all associated Motor Vehicle club activities, including swap

meets, part sales & vehicle wrecking.

Refer Individual Branch Schedule

Refer Individual Branch Schedule

Subject to the following maximums:

The Maximum amount payable under Section 2 arising out of the ownership,

operation or maintenance of any insured vehicles within the restricted area

used for scheduled commercial flights

This is the summary of the cover provided by your policy. Please refer to the policy document for

the full terms, conditions and exclusions relating to this insurance.

on 37 21/09/2017

Insurer Policy No

CBP3006798

4:00pm; Local Standard Time

(as detailed below)

Vehicle Club and all associated Motor Vehicle club activities, including swap

$10,000,000

The Maximum amount payable under Section 2 arising out of the ownership,

operation or maintenance of any insured vehicles within the restricted area

$2,000,000

This is the summary of the cover provided by your policy. Please refer to the policy document for

Insurer Vero Insurance NZ Ltd

Policy Wording Crombie Lockwood Vero Agreed Commercial Motor Vehicle Policy Wording

May 2014

To obtain a copy of this policy wording please visit

enter the following code in the search engine

Automatic Extensions Section 1

Individual Branch Schedules)

2.2 Claims Preparation Costs

2.3 Cleaning Up Costs

2.4 Costs Associated with Theft

2.5 Death by Accident

2.7 Emergency Accommodation and Travel

2.9 Funeral Expenses

2.14 Keys & Locks

2.20 Windscreens and Window Glass

Automatic Extensions Section 2

Individual Branch Schedules)

2.1 Cleaning Up Costs <b> <b>

Automatic Extensions Section 1 and 2

Individual Branch Schedules)

4.1 Additions and Deletions

4.2 Breach of Condition

4.3 Fire Service Costs

Most of the Automatic Extensions shown above apply to comprehensive cover only.

Automatic Extensions for non-

POLICY DETAILS

Sectio

13

Vero Insurance NZ Ltd

Crombie Lockwood Vero Agreed Commercial Motor Vehicle Policy Wording

May 2014

To obtain a copy of this policy wording please visit www.crombielockwood.co.nz/policy

enter the following code in the search engine CMVER0514.

Automatic Extensions Section 1 (for a full list of extensions refer Value

$10,000

$50,000

2.4 Costs Associated with Theft $5,000

$10,000

2.7 Emergency Accommodation and Travel $10,000

$10,000

$10,000

Window Glass Included

Automatic Extensions Section 2 (for a full list of extensions refer Value

$50,000

Automatic Extensions Section 1 and 2 (for a full list of extensions refer Value

$300,000

Included

$50,000

Most of the Automatic Extensions shown above apply to comprehensive cover only.

-comprehensive cover please refer to your policy wording.

on 37 21/09/2017

Crombie Lockwood Vero Agreed Commercial Motor Vehicle Policy Wording

www.crombielockwood.co.nz/policy-documents and

Value

$10,000

$50,000

$5,000

$10,000

$10,000

$10,000

$10,000

Included

Value

$50,000

Value

$300,000

Included

$50,000

Most of the Automatic Extensions shown above apply to comprehensive cover only. For details of the

comprehensive cover please refer to your policy wording.

Excess

<b> Standard Excesses</ b> (ANDO 02 2016)

Excess

Excess

Excess

Excess

Text

Standard Excess (Section 1)

Plus additional underage excesses:

Drivers aged 21 up to 25 years

Drivers aged under 21 years

Standard Excess (Section 2)

Keys and Locks

Tyre Damage

Windscreen and Window Glass

Vibration and Weight Damage

Exemplary Damages - 10% Minimum

Costs associated with theft waiting period

Loss of Use waiting period

Excess

<b> Excess< /b>

<b> Excess< /b>

Excess

Excess

DEDUCTIBLES / EXCESSES

Sectio

14

Value

1% of the Vehicle Sum

Insured, Minimum $500

Plus additional underage excesses:

$500

$1000

Nil

Nil

Nil

Windscreen and Window Glass Nil

Vibration and Weight Damage $2,500

10% Minimum $5,000

Costs associated with theft waiting period 5 days

-

DEDUCTIBLES / EXCESSES

on 37 21/09/2017

the Vehicle Sum

Insured, Minimum $500

$2,500

$5,000

Public Liability Insurance

The Insured

The Vintage Car Club of New Zealand Inc Branch Schedule

The Insurer

Vero Liability Insurance Ltd

Period of Cover From

Business Activity Vehicle Club and all

meets, part sales and vehicle wreckingr

Public Liability Limit any one occurrence

Product Liability Limit in the aggregate

Territory

Jurisdiction

Policy Wording Vero Liability Public & Products Liability Wording VLPOLPL052016

<b> Extensi ons</b>

Text

Advertising Liability

Contractors or Sub-contractors

Defective Workmanship

Forest and Rural Fires Act

Goods on Hook

Hazardous Substances Emergency

Innkeeper's Liability

Keys and Locks

Product Recall

Property in Care, Custody or Control

Property Owner's Liability

Punitive or Exemplary Damages

- Any one Occurrence

- In the Aggregate

This is the summary of the cover provided by your policy. Please refer to the policy document for

the full terms, conditions and exclusions relating to this insurance.

DETAILS OF INSURANCE

POLICY DETAILS

Sectio

15

Liability Insurance

Zealand Inc Branch Schedule

% of cover Insurer Policy No

100 HO

From 31/08/2017 to 31/08/2018 at 4:00pm; Local Standard Time

Vehicle Club and all associated motor vehicle club activities including swap

meets, part sales and vehicle wreckingr

Limit any one occurrence $5,000,000

Limit in the aggregate $5,000,000

New Zealand Only

New Zealand Only

Vero Liability Public & Products Liability Wording VLPOLPL052016

Value

Excluded

contractors Included

$250,000

$500,000

$250,000

Hazardous Substances Emergency - Fire Services Act $1,000,000

Included

$250,000

$100,000

Property in Care, Custody or Control $250,000

Included

or Exemplary Damages Included

$1,000,000

$2,000,000

This is the summary of the cover provided by your policy. Please refer to the policy document for

the full terms, conditions and exclusions relating to this insurance.

DETAILS OF INSURANCE

on 37 21/09/2017

Insurer Policy No

HO-LPL-6134923

4:00pm; Local Standard Time

associated motor vehicle club activities including swap

$5,000,000

$5,000,000

New Zealand Only

New Zealand Only

Vero Liability Public & Products Liability Wording VLPOLPL052016

Excluded

Included

$250,000

$500,000

$250,000

$1,000,000

Included

$250,000

$100,000

$250,000

Included

Included

$1,000,000

$2,000,000

This is the summary of the cover provided by your policy. Please refer to the policy document for

Service and Repair

Tenant's Liability

Trade Advice or Services

Underground Services

Unmanned Aerial Vehicles

USA/Canada Coverage (Products only)

USA/Canada Visits

Vehicles - Additional Provisions

Vehicle Inspection Certification

Vibration or Removal of Support

<u>< b>Exte nsions< /b></u >

Item.No

Absolute Professional Liability ExclusionIt is hereby noted and agreed that:

1. Exclusion 14

14. Professional Liability

breach of the duty owed in a professional capacity by the Insured and/or

persons for whose breaches of such duty the Insured may be legally liable.

2. Memorandum 15

Cover to Invited Guests Indemnity granted by this policy will be extended to include liability for invited guests participation in

organised branch and national body events, provided that:

1) The invited guest must have completed and accepted an official entry form prior to the

event taking place,

2) indemnity granted by this extension will only take effect providing there is no other

contract that would cover the situation,

3) In respect of any racing event held, Damage caused by one competitor's vehicle to

another vehicle whilst both are racing or on the race track or in practice will be excluded

but Damage to third party property will be covered,

4) In respect of any racing event held, Injury caused by one competitor to another whilst

both are racing or o

5) In respect of third party Damage caused by any competitor's vehicle whilst on an

official car club event this policy will pay only in excess of the competitor's own motor

vehicle policy section

Welding Conditions It is hereby noted and agreed that in respect of Section 1

arising out of any welding, cutting or hot work ("welding work") carried out or superv

or on behalf of the Insured, compliance with the following condition shall be a condition precedent

to the Insured being granted indemnity under this Section.

All Safety Standards applying to welding work shall be complied with, in particular

generality of the foregoing:

All welding work shall be carried out by a properly qualified and certified welder who is acceptable to the

third party for whom the welding work is to be performed;

A gas free certificate shall be obtained

for whom the welding work is to be performed or his approved agent prior to the commencement of any

such work to be undertaken on, to or near any oil tanker or vessel or any vessel or craf

previously engaged in the carriage or storage of explosive or inflammable liquids or gases.

The following terms where used in this condition shall be interpreted and applied as follows:

"Safety Standards" shall mean, but not by way of limita

Code of Practice in Welding and Cutting or any code or requirements equivalent thereto or issued in

substitution therefore, any requirements or standards laid down by any Local Body or Fire Safety

Authority having jurisdiction and any requirements or safety measures specified by the third party for

ENDORSEMENTS AND / OR

Sectio

16

$500,000

Included

Included

Included

$1,000,000

USA/Canada Coverage (Products only) Excluded

Included

Additional Provisions Included

Vehicle Inspection Certification $750,000

Vibration or Removal of Support Included

Absolute Professional Liability Exclusion It is hereby noted and agreed that:

Exclusion 14 - Professional Liability is deleted and replaced by the following:

Professional Liability

breach of the duty owed in a professional capacity by the Insured and/or

persons for whose breaches of such duty the Insured may be legally liable.

Memorandum 15 - Trade Advice or Services, is deleted and of no effect.

Indemnity granted by this policy will be extended to include liability for invited guests participation in

organised branch and national body events, provided that:

The invited guest must have completed and accepted an official entry form prior to the

indemnity granted by this extension will only take effect providing there is no other

contract that would cover the situation,

In respect of any racing event held, Damage caused by one competitor's vehicle to

r vehicle whilst both are racing or on the race track or in practice will be excluded

but Damage to third party property will be covered,

In respect of any racing event held, Injury caused by one competitor to another whilst

both are racing or on the race track or in practice will be excluded,

In respect of third party Damage caused by any competitor's vehicle whilst on an

official car club event this policy will pay only in excess of the competitor's own motor

vehicle policy section 2 (third party property damage).

It is hereby noted and agreed that in respect of Section 1 - Public and Products Liability, any legal liability

arising out of any welding, cutting or hot work ("welding work") carried out or superv

or on behalf of the Insured, compliance with the following condition shall be a condition precedent

to the Insured being granted indemnity under this Section.

All Safety Standards applying to welding work shall be complied with, in particular

All welding work shall be carried out by a properly qualified and certified welder who is acceptable to the

third party for whom the welding work is to be performed;

A gas free certificate shall be obtained from a chemist approved by a Uoyds Agent or from the third party

for whom the welding work is to be performed or his approved agent prior to the commencement of any

such work to be undertaken on, to or near any oil tanker or vessel or any vessel or craf

previously engaged in the carriage or storage of explosive or inflammable liquids or gases.

The following terms where used in this condition shall be interpreted and applied as follows:

"Safety Standards" shall mean, but not by way of limitation, the applicable New Zealand Standard for

Code of Practice in Welding and Cutting or any code or requirements equivalent thereto or issued in

substitution therefore, any requirements or standards laid down by any Local Body or Fire Safety

y having jurisdiction and any requirements or safety measures specified by the third party for

ENDORSEMENTS AND / OR CLAUSES

on 37 21/09/2017

$500,000

Included

Included

Included

$1,000,000

Excluded

Included

Included

$750,000

Included

Professional Liability is deleted and replaced by the following:

breach of the duty owed in a professional capacity by the Insured and/or

persons for whose breaches of such duty the Insured may be legally liable.

Trade Advice or Services, is deleted and of no effect.

Indemnity granted by this policy will be extended to include liability for invited guests participation in

The invited guest must have completed and accepted an official entry form prior to the

indemnity granted by this extension will only take effect providing there is no other

In respect of any racing event held, Damage caused by one competitor's vehicle to

r vehicle whilst both are racing or on the race track or in practice will be excluded

In respect of any racing event held, Injury caused by one competitor to another whilst

n the race track or in practice will be excluded,

In respect of third party Damage caused by any competitor's vehicle whilst on an

official car club event this policy will pay only in excess of the competitor's own motor

Public and Products Liability, any legal liability

arising out of any welding, cutting or hot work ("welding work") carried out or supervised by

or on behalf of the Insured, compliance with the following condition shall be a condition precedent

All Safety Standards applying to welding work shall be complied with, in particular without limiting the

All welding work shall be carried out by a properly qualified and certified welder who is acceptable to the

from a chemist approved by a Uoyds Agent or from the third party

for whom the welding work is to be performed or his approved agent prior to the commencement of any

such work to be undertaken on, to or near any oil tanker or vessel or any vessel or craft engaged or

previously engaged in the carriage or storage of explosive or inflammable liquids or gases.

The following terms where used in this condition shall be interpreted and applied as follows:

tion, the applicable New Zealand Standard for

Code of Practice in Welding and Cutting or any code or requirements equivalent thereto or issued in

substitution therefore, any requirements or standards laid down by any Local Body or Fire Safety

y having jurisdiction and any requirements or safety measures specified by the third party for

whom the welding work is performed. To the extent that they apply the Insured shall comply with each

and every Safety Standard specified herein.

'Vessel" shall mean, but not by way of limitation, any pipeline, storage tank, receptacle or container.

Compliance with the terms of this condition does not in itself absolve the Insured from its duty to take

reasonable care to prevent injury, loss or damage occurrin

g

<b> Deductibles/ Excess< /b>

<b> Deductibles/ Excess< /b>

Text

Standard

Advertising Liability

Defective Workmanship

Goods on Hook

Hazardous Substance Emergency

Keys and Locks

Product Recall

Property in Care, Custody or Control

Service and Repair

Unmanned Aerial Devices

Vehicle Inspection Certification

<u>< b>Excess</ b>< /u>

DEDUCTIBLES / EXCESSES

Sectio

17

whom the welding work is performed. To the extent that they apply the Insured shall comply with each

and every Safety Standard specified herein.

mean, but not by way of limitation, any pipeline, storage tank, receptacle or container.

Compliance with the terms of this condition does not in itself absolve the Insured from its duty to take

reasonable care to prevent injury, loss or damage occurring.

Value

$500

$1,000

$1,000

$1,000

Hazardous Substance Emergency $1,000

$1,000

$1,000

Property in Care, Custody or Control $1,000

$1,000

$1,000

Vehicle Inspection Certification $1,000

DEDUCTIBLES / EXCESSES

on 37 21/09/2017

whom the welding work is performed. To the extent that they apply the Insured shall comply with each

mean, but not by way of limitation, any pipeline, storage tank, receptacle or container.

Compliance with the terms of this condition does not in itself absolve the Insured from its duty to take

$500

$1,000

$1,000

$1,000

$1,000

$1,000

$1,000

$1,000

$1,000

$1,000

$1,000

DETAILS OF INSURANCE

Statutory Liability Insurance

The Insured

The Vintage Car Club of New Zealand Inc Branch

The Insurer

Vero Liability Insurance Ltd

Period of Cover From

Business Activity Vehicle Club and all associated motor vehicle club activities including swap

meets, part sales and vehicle wrecking

Limit of Indemnity Any one Claim and in the aggregate

Territory New Zealand Only

Jurisdiction New Zealand Only

Retroactive Date 25/06/1999

Policy Wording VL POL STAT

Hard Coded Warranty

Item.No

Nil.

g

Company Excess Each and every claim including costs

Company Re Excess Each and every claim including costs

Officers Excess Each and every claim including costs

This is a summary of the cover provided by your policy. Please refer to the policy document for

the full terms, conditions and exclusions relating to this insurance.

POLICY DETAILS

ENDORSEMENTS AND / OR CLAUSES

DEDUCTIBLES / EXCESSES

Sectio

18

DETAILS OF INSURANCE

Statutory Liability Insurance

The Vintage Car Club of New Zealand Inc Branch Schedule

% of Cover Insurer Policy No

100 HO

From 31/08/2017 to 31/08/2018 at 4:00pm; Local Standard Time

Vehicle Club and all associated motor vehicle club activities including swap

meets, part sales and vehicle wrecking

Any one Claim and in the aggregate $2,000,000

New Zealand Only

New Zealand Only

25/06/1999

VL POL STAT-052016

Each and every claim including costs $500

Each and every claim including costs $500

Each and every claim including costs $Nil

This is a summary of the cover provided by your policy. Please refer to the policy document for

the full terms, conditions and exclusions relating to this insurance.

ENDORSEMENTS AND / OR CLAUSES

DEDUCTIBLES / EXCESSES

on 37 21/09/2017

Insurer Policy No

HO-LST-6132230

4:00pm; Local Standard Time

Vehicle Club and all associated motor vehicle club activities including swap

$2,000,000

$500

$500

This is a summary of the cover provided by your policy. Please refer to the policy document for

DETAILS OF INSURANCE

Defence Cost Liability Insurance

The Insured

The Vintage Car Club of New Zealand Inc Branch Schedule

The Insurer

Vero Liability Insurance Ltd

Period of Cover From

Business Activity Vehicle Club and all

meets, part sales and vehicle wrecking

Limit of Indemnity Any one Claim and in the aggregate

Territory Worldwide excl USA / Canada

Jurisdiction Worldwide excl USA / Canada

Retroactive Date 11/10/2007

Policy Wording VL POL DEFENCE COSTS

Extensions

Associations’ Liability

Item.No

Nil.

g

Standard Each and every claim including costs

This is a summary of the cover provided by your policy. Please

the full terms, conditions and exclusions relating to this insurance.

POLICY DETAILS

ENDORSEMENTS AND / OR CLAUSES

DEDUCTIBLES / EXCESSES

Sectio

19

DETAILS OF INSURANCE

Defence Cost Liability Insurance

The Vintage Car Club of New Zealand Inc Branch Schedule

% of Cover Insurer Policy No

100 HO

From 31/08/2017 to 31/08/2018 at 4:00pm; Local Standard Time

Vehicle Club and all associated motor vehicle club activities including swap

meets, part sales and vehicle wrecking

Any one Claim and in the aggregate $1,000,000

Worldwide excl USA / Canada

Worldwide excl USA / Canada

11/10/2007

VL POL DEFENCE COSTS-102014

HO-LAS

Each and every claim including costs Policy Limits

This is a summary of the cover provided by your policy. Please refer to the policy document for

the full terms, conditions and exclusions relating to this insurance.

ENDORSEMENTS AND / OR CLAUSES

DEDUCTIBLES / EXCESSES

on 37 21/09/2017

Insurer Policy No

HO-LDC-6134924

4:00pm; Local Standard Time

associated motor vehicle club activities including swap

$1,000,000

LAS-6134925

Policy Limits

refer to the policy document for

DETAILS OF INSURANCE

Association Liability Insurance

The Insured

The Vintage Car Club of New Zealand Inc Branch Schedule

The Insurer

Vero Liability Insurance Ltd

Period of Cover From

Business Activity Motor Vehicle Club including swap meets, part sales and vehicle wrecking as

well as all associated motor vehicle club activities

Limit of Indemnity Any one Claim and in the aggregate

Associations Liability

Professional Indemnity

Territory Worldwide excl USA / Canada

Jurisdiction Worldwide excl USA / Canada

Retroactive Date 11/10/2007

Policy Wording VL POL ASSOC 0305

Optional Extensions

Automatic Reinstatement

Fraud & Dishonesty

Intellectual Property

Item.No

Amended Excess - Insuring Clause 1.3It is hereby noted and agreed that the Excess in respect of Professional Indemnity Insuring Clause

1.3 shall be $5,000 each and every claim including costs and expenses.

This is a summary of the cover provided by your policy. Please refer to the policy document for

the full terms, conditions and exclusions relating to this insurance.

POLICY DETAILS

ENDORSEMENTS AND / OR CLAUSES

Sectio

20

DETAILS OF INSURANCE

Association Liability Insurance

The Vintage Car Club of New Zealand Inc Branch Schedule

% of Cover Insurer Policy No

100 HO

From 31/08/2017 to 31/08/2018 at 4:00pm; Local Standard Time

Motor Vehicle Club including swap meets, part sales and vehicle wrecking as

well as all associated motor vehicle club activities

Any one Claim and in the aggregate

Associations Liability $1,000,000

Professional Indemnity $1,000,000

Worldwide excl USA / Canada

Worldwide excl USA / Canada

11/10/2007

VL POL ASSOC 0305

Included

Included

Included

Insuring Clause 1.3 It is hereby noted and agreed that the Excess in respect of Professional Indemnity Insuring Clause

1.3 shall be $5,000 each and every claim including costs and expenses.

This is a summary of the cover provided by your policy. Please refer to the policy document for

the full terms, conditions and exclusions relating to this insurance.

ENDORSEMENTS AND / OR CLAUSES

on 37 21/09/2017

Insurer Policy No

HO-LAS-6134925

4:00pm; Local Standard Time

Motor Vehicle Club including swap meets, part sales and vehicle wrecking as

$1,000,000

$1,000,000

Included

Included

Included

It is hereby noted and agreed that the Excess in respect of Professional Indemnity Insuring Clause

This is a summary of the cover provided by your policy. Please refer to the policy document for

Printers Exclusion It is hereby noted and agreed that

errors or omissions, or the costs of reprinting of any publication.

g

Officers/Individuals Each and every claim including costs

Entity Reimbursement Each and every claim including costs

Professional Indemnity Each and every claim including costs

DEDUCTIBLES / EXCESSES

Sectio

21

It is hereby noted and agreed that this Policy does not cover any Claims arising from printers acts,

errors or omissions, or the costs of reprinting of any publication.

Each and every claim including costs $Nil

Each and every claim including costs $2,000

Each and every claim including costs $2,000

DEDUCTIBLES / EXCESSES

on 37 21/09/2017

this Policy does not cover any Claims arising from printers acts,

$2,000

$2,000

SCHEDULE OF INSURANCE

LawSafe

The Insured

The Vintage Car Club of New Zealand Inc Branch Schedule

The Insurer

Vero Liability Insurance Ltd

Period of Cover From

Business Activity Vehicle Club and all associated motor vehicle club activities including swap

meets, part sales and vehicle wrecking

SUMMARY OF ITEMS INSURED

Item

Limit of Indemnity (any one claim and in the aggregate)

Show

Total Sum Insured

Policy Wording VL POL SPORT LAWSAFE

Item.No

Retroactive Date: 11 October 2007

g

Standard (each and every claim)

This is a summary of the cover provided by your policy. Please refer to the policy document for

the full terms, conditions and exclusions relating to this insurance.

POLICY DETAILS

ENDORSEMENTS AND / OR CLAUSES

DEDUCTIBLES / EXCESSES

Sectio

22

SCHEDULE OF INSURANCE

The Vintage Car Club of New Zealand Inc Branch Schedule

% of cover Insurer Policy No

100 HO

From 31/08/2017 to 31/08/2018 at 4:00pm; Local Standard Time

Vehicle Club and all associated motor vehicle club activities including swap

meets, part sales and vehicle wrecking

SUMMARY OF ITEMS INSURED

Sum Insured

Limit of Indemnity (any one claim and in the aggregate) $100,000

$100,000

VL POL SPORT LAWSAFE-1204

Retroactive Date: 11 October 2007

Standard (each and every claim) $Nil

This is a summary of the cover provided by your policy. Please refer to the policy document for

the full terms, conditions and exclusions relating to this insurance.

ENDORSEMENTS AND / OR CLAUSES

DEDUCTIBLES / EXCESSES

on 37 21/09/2017

Insurer Policy No

HO-LSD-6134926

4:00pm; Local Standard Time

Vehicle Club and all associated motor vehicle club activities including swap

Sum Insured

$100,000

$100,000

This is a summary of the cover provided by your policy. Please refer to the policy document for

Section 38: A

24/03/2017

CLUB MERCHANDISE The following badges are produced and sold by the Branches as follows: Bumper Badges: Brass or Nickel plated Hawke's Bay Branch hawkesbay@vcc.org.nz

VCC of NZ Inc. PO Box 3406 NAPIER 4142 Jacket/Blazer Badges: Cloth Eastern Bay of Plenty Branch

VCC of NZ Inc. easternbayofplenty@vcc.org.nz PO Box 2168 Kopeopeo WHAKATANE 3159 Lapel Badges: V.C.C. General Wellington Branch wellington@vcc.org.nz

VCC of NZ Inc. PO Box 38-418 Petone WELLINGTON 5045

Car Rally Number Holders Ashburton Branch ashburton@vcc.org.nz

(Check branch for sizes) VCC of NZ Inc. PO Box 382 ASHBURTON 7740 V.C.C. Motorcyclist Wairarapa Branch wairarapa@vcc.org.nz

VCC of NZ Inc. PO Box 7 MASTERTON 5810

Number Plate Frames North Otago Branch northotago@vcc.org.nz

South Island Distributor VCC of NZ Inc. PO Box 360 OAMARU 9444 Manawatu Branch manawatu@vcc.org.nz North Island Distributor VCC of NZ Inc. PO Box 385 PALMERSTON NORTH 4440

VCC Winged Vehicle Stickers Central Otago VCC of NZ Inc. centralotago@vcc.org.nz

C/- Branch Secretary

100 year vehicle badges Please refer to Section 40G for the appropriate application

The Vintage Car Club of NZ admin@vcc.org.nz PO Box 2546 Christchurch 8140 25 Year, 35 Year and 50 year badges

(SUBMISSIONS MUST BE MADE FROM THE BRANCH COMMITTEE WITH THE RELEVANT DOCUMENTATION – see Section 40) The Secretary/Treasurer admin@vcc.org.nz VCC of NZ Inc. PO Box 2546 CHRISTCHURCH 8140

Section 39: A

VIDEOS

For the safe keeping and return of videos, The Vintage Car Club of New Zealand (Inc.) asks branch members to read the following conditions and forward their requests on this form stating the videos they wish to borrow, the date they require them and signature confirming the following conditions have been read and will be adhered to. It is to the borrowers advantage if application is made at least one week in advance and alternative titles given. The office will forward the videos if available and will highlight the date they are to be returned by: • The videos on loan are the property of The Vintage Car Club of New Zealand

(Inc.) and are for the use of club members exclusively, free of charge. • Any damage to the video is the responsibility of the borrower and costs to repair

or replace will be charged. • Cassettes should only be used in video recorders in good and clean condition. • Cassettes on completion shall be re-wound and placed in the correctly labeled

containers. If returning videocassettes by post or courier they are to be enclosed in bubble lined packages.

-------------------------------------------------------------------------------------------------------------- Name: ________________________ Address: ________________________ ________________________ Branch: ________________________ Membership Number: ________________________ Videos requested: ________________________ ________________________ ________________________ ________________________ ________________________ Date required: ________________________ Signature confirming Conditions: ________________________ -------------------------------------------------------------------------------------------------------------- Office Use: Date to be returned: ________________________ Videos forwarded: ________________________ ________________________ ________________________ ________________________ ________________________ ________________________ Date forwarded: ________________________ Date returned ________________________

Section 39: B

Catelogue # Name Video/Film Name Sound/ Length Description

Silent

A1 1995 Antipodean Antiquarian Automotive Sound

Expedition Part 1

A2 1995 Antipodean Antiquarian Automotive Sound

Expedition Part 2

B1 Bay to Birdwood presentation South Australian Rally 60 mins

B2 Blue Skies and Open Roads

(1996 50th Anniversary Rally) 3 hours

C1 Centenary of Motor Car Timaru

D1 Dusty Roads and Southern Skies Sound 90 mins

(50th Anniversary Rally 1996)

E3 The Early Years

Part One - The Beginnings

Part Two - Coming of Age

F1 The Workings of Fuelstar Sound 13 mins

G1 NZ Grand Prix Sil/Sound

1955,56, 58, 59, 60 Silent

1959 Ardmore Sound

1958 Levin, Ardmore Sound

Dunedin Street Races

Ardmore

G2 Grand Prix etc

F1 1956 Argentine 46 mins

Nurburgring 25 yrs 15 mins

Nurburgring G.P. 1953 18 mins

N.Z.G.P. 1959 10 mins

Tribute to Fangio 20 mins

Lemans 18 mins

Tribute to S. Moss 30 mins

Mullooninga (Bluebird) 30 mins

Trials of Bluebird 4 mins

Home made car 30 mins

The Moving Spirit on J.V.C. 18 mins

G4 "Super Charged" The Grand Prix Car Sound 79 mins

1924-1939

G5 NZ Grand Prix (1961) (National Archives) 8.5 mins

G7 Great Marques Vol 1 Rolls Royce

G9 Great Marques Vol 2 Daimler

G11 Great Marques Vol 3 Armstrong Siddeley

G13 Great Marques Vol 4 MG

G14 Great Marques Vol 5 BMW

Section 39: C

H4 A Hundred Years of Motoring Vol 1 Parts 1 and 2 -Video 1

The Early Years

Early Days of Motor Racing

H5 A Hundred Years of Motoring Vol 1 Part 3. Vol 2 Part 1 - Video 2

Motoring 1914 - 1922

The Great Cars of the Thirties

H6 A Hundred Years of Motoring Vol 2 Parts 5 - 6. Video 3

Dream Cars of the Thirties

Impact of WWI on Motoring

H7 A Hundred Years of Motoring Vol 3 Parts 1 and 2 - Video 4

Key Designs in Motoring 1948 - 1958

The Swinging Sixties of Motoring

H8 A Hundred Years of Motoring Vol 3 Part 9 - Video 5

The End of the Dream (legislation and the Japanese)

H10 The History of the Motor Car (Video 1)

Part 1 - The Dawn of Motoring 25 mins

Part 2 - The Veterans 25 mins

H11 The History of the Motor Car (Video 2)

Part 3 - The Vintage Years 25 mins

Part 4 - The Thirties 25 mins

H12 The History of the Motor Car (Video 3)

Part 5 - Cars Cars and More Cars 25 mins

Part 6 The Years of Plenty 25 mins

J1 (Jaguar) Supercar - The History of the Jaguar Sterio sound

55 mins

Motor Company.

M2 Milestones (The Tour of the Century)

‘VCC NZ Commemorative Tour’ 52 mins

N1 NSVCC Northern Raid Rally 24.4.94 21st Rally 1 hr 14 mins

N2 NSVCC Northern Raid Rally 26.4.98 1 hr

N3 NSVCC Archives Tape 2 Hrs 34 mins

N4 NZ Motors 12 mins

N5 NZ Motors 12 mins

P1 2nd BP Pan Pacific Vintage Car Rally 1992 3 hour

P3 Progress - The Story of the Rootes Group 32 mins

P4 Progress - The Story of the Rootes Group 32 mins

P5 Pictorial Parade No 74 9.5 mins

Motor Climb

‘Canoedling’ conquests on the Waikato.

Twenty one today - RNZAF 21st anniversary

P6 Pictorial Parade No 95 1959 9 mins

New Jets for Air Force (Canberra Jet Bombers)

Tame Takahe

Rally and Scramble (Veteran cars and “old bombs”

Dominion Physical Laboratory 9 mins

P7 Pictorial Parade No 101 (1960) 10 mins

USS Halibut - American Numclear Submarine

Trapshooters

Pre-chrome Aristocrats - Vintage and Veteran

cars Morrinsville.

High Commissioner Visits NZ Regiment

Section 39: D

P8 Pioneer Motorcycle Club 54,55,76,83,84,86.

P9 Pioneer Motorcycle Club 88, 89. 1965 Int. Rally VCC NZ

R1 Rotorua “Racing Rivets” 1980 20 mins

R3 Henry Royce Mechanic Master 55 mins

R4 Rare Racy and Beautiful 3 hours

S2 Studebaker Story 56 mins

S3 Studebaker VCC

HomemadeCar 30 mins

The Moving Spirit 18 mins

S4 The Shell History of Motor Sport Vol 1 98 mins

The Heroic Days, 1901 - 1914

The Golden Age, 1919 - 1929

The Titans, 1930 - 1934

S5 The Shell History of Motor Sport Vol 2 87 mins

The Titans, 1935 - 1939

Racing Reborn, 1940 - 1948

The Champions, 1949 - 1951

S6 The Shell History of Motor Sport Vol 1 Part 1,2

The Heroic Days, 1901 -1914

The Golden Age, 1919 - 1929

S7 The Shell History of Motor Sport Vol 2 Part 3, 4

The Titans, 1935 - 1939

The Titans 1930 - 1934

S8 The Shell History of Motor Sport Vol 2 Part 5,6

V1 Vintage and Veteran Car Rally Compiliation

Veteran cars - Chug Chug at Christchurch 1955

(An item from Pictorial Parade No 49)

(2nd Veteran Car Rally and trials at Deans Bush) 3.5 mins

It Helps to be Mad (1966 - International Rally of

Vintage and Veteran cars - Southern Lake District) 12.5 mins

Weekly Review No 429 (1949) 10.5 mins

Making the Medals - British Empire Games 1950

Transport Calvalcade - vehicles Paraparumu School Jubilee

Royal Show - Royal Agricultural Society’s

19th Show Palmerston North

Comfort in Old Age - NZ first residential Darby and Joan Club

Weekly Review No 455 (1950) 6 mins

Growers Day at Lincoln

Motor Cycle Trials - reliability trials at Upper Hutt

Experiment in Housing - Architectural students build a house in

Auckland

Misc 1 Destination Cape Town Tape 1 20 mins

Redex Trial 32 mins The New Hillman 7 mins ?

Misc 2 Operation Europe Tape 2 Greek Acropalis Be Prepared 12 mins

Section 39: E

Misc 3 Alpine Rally Tape 3 36 mins Triple Victory 22 mins

Misc 4 Alpine Steeplechase Tape 4 19 mins ? Monte Carlo Rally 1956 56 mins ? Spinning Wheels

Misc 5 Triumph in the Alps Tape 5 Manchester to Blackpool Veteran Rally

Misc 6 Wigram Silent 5 mins

Video includes various racing events - also recorded Silent 33 mins

in "Early Years" video

Misc 7 1955 Deans Bush, 1965 International

1972 International, 1980 International Rally 1 and 2

Misc 9 Austin Silent 14 mins

Morris Silent 26 mins

Misc 11 Films from B. Goodman

Mt Cook Rally

Hastings 1961, Picnic Run 1961, Mt Cook 1961

South Canterbury Runs, National Rally Oamaru

Haast Motorcycle Rally 1965

Misc 12 G. Pepper - Films

National Motor Cycle Rally 1977

Blenheim 1977

Easter Rally 1978

Silver Anniversary 1977

Rotorua 1980

Wellington Easter 1966

Canterbury 1963?

Picton 1958

Haast Rally 1965

Misc 13 VCC Picton 1958

Auckland Easter 1969

Misc 14 1961 National Vintage and Veteran Rally (Easter) Silent 18 mins

N.I. Vintage Car Rally Tomoana Sh.Gnds, Rotoroa Silent 38 mins

4th Vintage Motorcycle Rally 1975 " " 1 hr 26 mins

Austin 7 wedding, Early home scene, Bi wing Snippets

Aeroplane, Train, 1921 Glider, Farm scene,

1948 Procession Dunedin, 1948 Ploughing match,

1949 Land rover Demo, Threshing, Harvesting,

Tiger Moth Cropduster, 1948 Balcultha Procession,

Dunedin Cable Car, Queenstown - Earnslaw,

Invercargill Train

Misc 15 Home video (recorded on "Early Years" video) Silent 5 mins

(Restoration and making an Veteran Renault)

Hill climb ? - recorded on "Early Years"

"Motueka or Bust" Silent 15 mins

International Vintage and Veteran Car Rally

1965 - video from Brian and Barry Goodman Silent 30 mins

Section 40: A 05/12/2018

VCC 50 YEAR COMMEMORATIVE AWARD

ELIGIBILITY 1. To be eligible for the award, the proposed recipient, unless deceased, must be a current financial member of the Vintage

Car Club of New Zealand (Inc.) and have been a member of the Club for a minimum of 50 years as outlined in the background information below.

2. If a member who has satisfied the requirements in 1. becomes deceased before (a), a nomination for the award is made and/or (b), presentation of an approved award has taken place, then the following shall apply; (a) A nomination may still be made in the normal manner if personally sanctioned on the bottom of the nomination form by the spouse, partner or a family member of the nominee together with the details of the person who is to receive the award on the nominee's behalf if it is approved. (b) An award that has been approved but not presented before the recipient-member becomes deceased shall only be presented if this is requested in writing by the spouse, partner or a family member of the recipient together with the details of the person who is to receive the award on the recipient's behalf. In either of the scenarios described in 2. above, the format of any resultant Award Presentation shall be discussed and agreed between the Management Committee, the other parties to the nomination, and the branch of the deceased recipient-member. It will naturally differ from the procedure outlined below.

NOMINATION PROCEDURE 1. The member must be nominated and seconded by current Club Members, using the form provided in the Branch Manual.

Other details are to be provided as listed on the form, and a resumé prepared on the nominee’s membership of the Club in accordance with the guidelines also given on the form. The information about the nominee’s Club involvement is required for a presentation speech and for recording in the Club Archive, if it is approved.

2. The Branch concerned endorses the nomination form and forwards it together with the resumé to the National Office at least 3 months prior to the date of the intended presentation, so that the accuracy of the information can be confirmed, and the nomination considered by the Management Committee.

AWARD PROCEDURE 1. Branches can organise their own style of events but should be reminded of the importance of this award when making

these plans. The overriding consideration is that we are honouring the recipient in the most appropriate way. Branches also need to consider the part the recipient’s partner may have played in the recipient’s long-term membership of the Club and, if appropriate, a bouquet of flowers or similar would be a nice acknowledgement of their support.

2. The National Office will write to the Branch hosting the presentation function confirming that the award is to be made by the President or their designated nominee. The costs for the President/representative will be covered by the National Office, however assistance with accommodation/billeting, if required, is appreciated. The costs for the recipient and partner are to be met by the Branch.

3. The National Office will forward the laminated citation, certificate and 50-year badge to the branch. This is to be held for the presentation. Branches are to purchase a frame for the certificate and can claim a reimbursement from the Club up to a maximum of $10, upon receipt of a valid tax invoice.

4. The National Office will send out any required invitation to the recipient (and partner, if applicable) to attend the presentation, giving all the necessary details to allow arrangements to be made to attend the function. Recipients will be asked to RSVP direct to the Branch.

BACKGROUND 1. In August 1999, the Executive resolved “that The Vintage Car Club of New Zealand (Inc.) make a badge and certificate

available for presentation in recognition of 50 years association with The Vintage Car Club of NZ (Inc.), to be

administered at national level.” In accordance with the Executive’s resolution, this prestigious award is administered by the VCC Management Committee.

2. Initially, and in fairness to the very earliest members of the club to whom it applied, recognition was given to the “association” these members had with the Vintage Car Club movement through evidence of the following where applicable;

(a) Membership of the Vintage Car Club prior to a period in the early 1950’s when the club briefly went into recess. (b) Membership of an independent club with the same or similar objects to the VCC prior to that club becoming an affiliated

branch of the VCC of New Zealand.

For these members only, the 50 years of membership is cumulative in nature, rather than continuous. However, taking into account the number of years that have passed since the VCC came out of recess, and the date upon which the last like-minded club adopted the VCC constitution to become an affiliated branch, recognition is now only given to members who have attained 50 years of unbroken membership, including membership under (b) above.

3. The honour of this award can only be bestowed after the Management Committee has researched the facts and approved the nomination of the member. The nomination, approval and presentation procedures must be adhered to so that the recipient receives the VIP treatment that the award deserves.

DESCRIPTION OF THE AWARD The award is to consist of a framed certificate, signed by the President, and a numbered 50 Year Lapel Badge. The National Office arranges these items and will be brought to the function by the President/representative.

Section 40: B 08/05/2019

50 YEAR COMMEMORATIVE AWARD NOMINATION FORM

Nomination to be forwarded via the branch, with this form completed

50 Year Nominee: _________________________________________ (Please include FULL Name and where applicable, maiden names and previous married names)

Current Membership Number: _________________________________________ Joining Date: _________________________________________ Branches belonged to: _________________________________________ (and where possible, year of transfer)

Proposer’s Name: _________________________________________ Membership Number: _________________________________________ Seconder’s Name: _________________________________________ Membership Number: _________________________________________ Full Name of Nominee: (to be used on the Certificate) _________________________________________

Full Name of Nominee’s Partner: _________________________________________ (if applicable)

Event Details: (for the presentation) _________________________________________ Date and Time of the Event: _________________________________________

Location of the Event: (ie Venue name and address) _________________________________________ NOTE: Event information is required at the time of this nomination, so as invitations can be produced.

A COMPREHENSIVE RESUMÉ OF THE NOMINEE’S 50 YEARS OF INVOLVEMENT WITH THE CLUB MUST BE INCLUDED WITH THIS NOMINATION IN ORDER FOR IT TO BE CONSIDERED. (It would be appreciated if this could also be emailed to the National Office in a word format admin@vcc.org.nz)

ALTHOUGH SOME INFORMATION MAY BE SOUGHT AND OBTAINED FROM THE NOMINEE, IT IS EXPECTED THAT THOSE MEMBERS MAKING THE NOMINATION WILL KNOW THE PERSON’S LONG-STANDING ASSOCIATION WITH THE CLUB WELL ENOUGH TO BE ABLE TO GATHER THE NECESSARY INFORMATION AND PREPARE AN APPROPRIATE RESUMÉ THEMSELVES. If the award is approved, the information supplied in the Resumé will be used in the preparation of a suitable and informative award presentation speech, and for recording in the Club's Archive. Date Nomination & Resumé forwarded by the Branch: ..................................................

(For office use: Date Received by the National Office: .................................................. )

Section 40: C 30/05/2018

TWENTY-FIVE YEAR BADGE GUIDELINES

The award will be issued to members of the VCC who have achieved twenty-five years consecutive (financial) membership of the VCC regardless of branch. Members should apply to their Branch Committee providing appropriate evidence of twenty-five years consecutive service. Branches must submit to the VCC National Office the recipient’s name and all information to authenticate their twenty-five years continuous membership to the Club. Badges are forwarded by the National Office and the Branch will be invoiced all relevant costs. The Branch Committee will arrange presentation of the award at an annual function, e.g. Annual Rally Dinner, Prize Giving etc or special meeting, by the Chairman or Club Captain.

TWENTY FIVE YEAR CONTINUOUS SERVICE AWARD

Branch Name: ___________________________________________________ Date: ___________________________________________________ Members Name: ___________________________________________________ (Please include FULL Name and where applicable, maiden names and previous married names)

Members M’Ship # ___________________________________________________ Members Joining Date: ___________________________________________________ Original joining Branch: ___________________________________________________ Branches belonged to: ___________________________________________________ (and where possible, year of transfer)

________________________________________________________________________ Confirmation of Continuous Membership:___________________________________________________ _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________

Section 40: D 30/05/2018

THIRTY-FIVE YEAR BADGE GUIDELINES

The award will be issued to members of the VCC who have achieved thirty-five years consecutive (financial) membership of the VCC regardless of branch. Members should apply to their Branch Committee providing appropriate evidence of thirty-five years consecutive service. Branches must submit to the VCC National Office the recipient’s name and all information to authenticate their thirty-five years continuous membership to the Club. Badges are forwarded by the National Office and the Branch will be invoiced all relevant costs. The Branch Committee will arrange presentation of the award at an annual function, e.g. Annual Rally Dinner, Prize Giving etc or special meeting, by the Chairman or Club Captain.

THIRTY FIVE YEAR CONTINUOUS SERVICE AWARD

Branch Name: ___________________________________________________ Date: ___________________________________________________ Members Name: ___________________________________________________ (Please include FULL Name and where applicable, maiden names and previous married names)

Members M’Ship # ___________________________________________________ Members Joining Date: ___________________________________________________ Original joining Branch: ___________________________________________________ Branches belonged to: ___________________________________________________ (and where possible, year of transfer)

________________________________________________________________________ Confirmation of Continuous Membership:___________________________________________________ _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________

Section 40: E20/8/2008

PRESIDENTIAL AWARD

The scope of the award is to cover all aspects pertaining to The Vintage Car Club of New Zealand (Inc.) (excluding restoration) at a national level. The award is not limited to members only and could be used to recognise outstanding service to The Vintage Car Club of New Zealand (Inc.) by non-members. Nomination of the award should be made directly to the President of the Vintage Car Club of New Zealand (Inc.) by any member of the Executive in writing stating the reason for such high honour. Adjudication on the award will be made by the President of The Vintage Car Club of New Zealand (Inc.) and the two longest serving Management Committee members of the day. The award will take the form of a Certificate with a citation based on the reasons nominated and a lapel badge. The award will be presented by the President of The Vintage Car Club of New Zealand (Inc.) at any suitable occasion.

Section 40: F23/06/2014

JOHN L GODDARD TROPHY Members of the Vintage Car Club of New Zealand (Inc.) are invited to nominate a fellow member for this annual award. The nomination should be for any member that they regard as having been involved in a significant achievement. It may be a particularly significant restoration, a memorable motoring journey or an important historical article or series of articles published in Beaded Wheels or some special service to the Club.

A notice calling for nominations will be printed in the April/May issue of Beaded Wheels annually. This will highlight the closing date for nominations and details on where to forward them.

This award cannot be awarded posthumously. The nomination should include:

• The name of the nominee

• The proposer and seconder of the nomination

• Details of the accomplishment of the nominee

• Supporting information on this accomplishment

Section 40: G10/03/2015

ONE HUNDRED YEAR VEHICLE BADGE

Financial Vintage Car Club of NZ (Inc.) members can apply to purchase a “One Hundred Year Vehicle Badge” for a vehicle in their ownership which is:

a. At least 100 years old since the date of Manufacture b. Holds a current Vintage Car Club of NZ (Inc.) Identity Card, approving the vehicles age as

more than 100 years since the date of manufacture.

Members should apply in writing, direct to the Vintage Car club of NZ (Inc.) National Office.

ONE HUNDRED YEAR VEHICLE BADGE

Date: ___________________________________________________ Member’s Name: ___________________________________________________ M’Ship Number: ___________________________________________________ Member’s Vehicle: ___________________________________________________ VCC ID Card Number: ___________________________________________________ Address for posting the badge to: __________________________________________________ ___________________________________________________ ___________________________________________________ ___________________________________________________

Cost of Badge: $50.00 Payment Method: Cheque, Cash of Visa/Mastercard (If paying by Visa/Mastercard, there is a 3% bank fee)

Post To: The Vintage Car Club of NZ (Inc.) PO Box 2546 CHRISTCHURCH 8140

Section 40: H 05/12/2018

VCC 60 YEARS CONTINUOUS MEMBERSHIP OF VCC OF NZ (INC.)

ELIGIBILITY To be eligible for the award, the proposed recipient must be a current financial member of the Vintage Car Club of New Zealand (Inc.) and have been a member of the Club for a minimum of 60 years continuous membership. They must have been presented with their VCC 50 year commemorate

award.

NOMINATION PROCEDURE The information required below must be completed by the member’s branch and forwarded to National Office. AWARD PROCEDURE Once confirmed, National Office will forward a 60-year certificate and 60-year badge to the Branch to present to the recipient in conjunction with a 50-year award function if appropriate or at any other event that they feel is suitable. The branch will be required to purchase a frame for the certificate and can claim a reimbursement from the Club up to a maximum of $10, upon receipt of a valid tax invoice.

60 YEARS CONTINUOUS MEMBERSHIP OF VCC OF NZ INC CLUB NOMINATION

60 Year Nominee: ________________________ (Please write name as it is to appear on the Certificate)

Branch: ________________________ Current Membership Number: ________________________ Date forwarded to National Office: ________________________ FOR NATIONAL OFFICE USE:

Date nomination received: ________________________ Presentation date of 50-year badge: ________________________ Date of Dispatch of 60 Year items: ________________________

Section 40: I27/5/2019

VCC 70 YEARS CONTINUOUS MEMBERSHIP OF VCC OF NZ (INC.)

ELIGIBILITY To be eligible for the award, the proposed recipient must be a current financial member of the Vintage Car Club of New Zealand (Inc.) and have been a member of the Club for a minimum of 70 years continuous membership. They must have been presented with their VCC 60 year commemorate

award.

NOMINATION PROCEDURE The information required below must be completed by the member’s branch and forwarded to National Office. AWARD PROCEDURE Once confirmed, National Office will forward a 70-year certificate to the Branch to present to the recipient in conjunction with a 50-year award function if appropriate or at any other event that they feel is suitable. The branch will be required to purchase a frame for the certificate and can claim a reimbursement from the Club up to a maximum of $10, upon receipt of a valid tax invoice.

70 YEARS CONTINUOUS MEMBERSHIP OF VCC OF NZ INC CLUB NOMINATION

70 Year Nominee: ________________________ (Please write name as it is to appear on the Certificate)

Branch: ________________________ Current Membership Number: ________________________ Date forwarded to National Office: ________________________ FOR NATIONAL OFFICE USE:

Date nomination received: ________________________ Presentation date of 60-year badge: ________________________ Date of Dispatch of 70 Year certificate: ________________________

Section 41: A 24/10/2018

NEW ZEALAND ADDRESS POST CODES

NZ Post changed all post codes in 2006. The use of post codes assists with reducing the error rate in delivery of post throughout the country. NZ Post also offers the public a discount when posting bulk mail, if you abide by their specifications. The Vintage Car Club of NZ (Inc.) has used the “bulk mail” system for many decades for the mailing of:

♦ Beaded Wheels

♦ Membership Cards

♦ Annual Subscription Invoices

♦ Annual General Meeting Mail out items

♦ Other mail requirements which exceed 1000 envelopes.

To obtain the “bulk mail” rate, the postal items must be in post code order and addresses in the manner that NZ Post instruct (ie all envelopes must be the same size, listed in postcode order, be typed and the address must be written out exactly as to the NZ Postcode site). For example, if NZ Post want ‘St Clair’ typed out as ‘Saint Clair’, then we must do it. Other examples are Street, Road, Avenue cannot be abbreviated, spaces must be the spots they request, and suburbs must be included as they advise. The Club must obtain a Statement of Accuracy (SOA) annually. An error rate of 5% is allowed for. If you go over this percentage, you are charged at the higher postal rate. (e.g Beaded Wheels currently costs the Club .79 cents

to post, taking advantage of the Bulk Mail discount. To post over the counter is $2.40 each)

Post codes and correct way to write the postal address can be obtained through the NZ Post Website www.nzpost.co.nz or phoning 0800 736 355. .

IMPORTANT CONTACT DETAILS www.nzpost.co.nz

0800 736 355

Section 42: A 24/10/2018

THE VINTAGE CAR CLUB OF NEW ZEALAND (INC.) COMMUNICATIONS STRATEGY

2018 - 2021

Introduction The Vintage Car Club of New Zealand (VCC) is committed to demonstrating excellent performance and exceptional customer service in everything we do. This communications strategy represents a ‘statement of strategic direction’ for the “Club” and how this is to be achieved. The document includes a strategy on the general communications focus required by the VCC for successfully obtaining its communications objectives.

1. Communications objectives Our communications objectives are:

• To secure and strengthen the reputation of the club as a leader in the vintage car community

• To build and maintain a professional identity

• To promote the image of the Club as an effective, efficient and listening organisation focused on the members and their needs

• To ensure that communications are consistent and co-ordinated across all channels

• To ensure that our communications activities reflect the full diversity of the membership and help ensure equality of access to all our services.

The VCC will achieve this by talking to those who matter most, our members, sponsors and supporters. All VCC communications will:

• Be open and honest

• Contain up to date information

• Clear and concise and easy to understand

• Relevant to the intended audience

• Available to our audience in the most suitable format ie press release, email, memo for club meetings, written communication.

2. Key Audiences

The key audience for club communications is the members. This could be to individual members or branches. This is followed by sponsors, members of other, similar car clubs then the wider public. Reaching the audience The audience for the various types of communication is wide ranging but the following media will be used by the club, dependent upon the target audience for the communication:

• Face to face contact

• Written correspondence

• Telephone calls

• Website

• Email

• Traditional media – newspapers, radio, TV

• Social media – Facebook

• Printed and electronic material – leaflets, posters and publications (Beaded Wheels)

• Outdoor advertising – billboards etc • Interactive/participative events

Section 42: B 24/10/2018

3. Target audience Ranked by importance Preferred/appropriate channel of communication All VCC Members Beaded Wheels, email, website, Facebook Branch Committees Telephone call, email, written correspondence Individual VCC Members Face to face, telephone call, email, written correspondence Sponsors Face to face, telephone call, email, written correspondence Website, Facebook, traditional media – newspapers, radio, TV, leaflets, posters and publications, outdoor advertising – billboards etc, interactive/participative events 4. The print and broadcast media We understand the role that print and broadcast media play in helping us spread the word about the Vintage Car Club of New Zealand. We will do this by adopting a proactive approach with the media concerning events that the Club may be promoting and will be reactive and open to any incoming media enquiries. These enquiries will be answered in an open, honest and in a timely manner. It is important that the club has an official spokesperson when dealing with media enquiries. All media enquiries of a sensitive nature should be directed to the President. 5. Social Media

The massive growth of social and digital media will continue and all indications are that it will or has already overtaken traditional media as the prime form of communications. We are embracing new technology and social media platforms as an integral part of our communications channels. We recognise the opportunities that social media can deliver in terms of reputation enhancement, engaging with the public using their medium of choice, greater two-way dialogue and the insights that social media can provide, and as an opportunity to reduce cost versus other communications channels. Similarly, we recognise the risks of social media and we are vigilant in monitoring our Facebook page to ensure it meets the high standards of communication required by the VCC. The VCC operates a Facebook account that promotes stories and events that are of interest to the members and wider public. This account has been deliberately set up so that the appointed editors have overall control of the content. 6. Website We recognise the value of the VCC website as a source of information for our members. The information contained on the website will be up to date and easily accessible for all members.

7. Internal Communications Internal communications play a key role in ensuring that staff and committee members understand the plans and priorities of the VCC and what is coming on the horizon. Employees need to understand how their actions contribute to the overall achievement of priorities and how their behaviour affects the way the organisation is perceived internally and externally.

Section 43: A

30/01/2019

Event Safety Checklist Event:……………………………………………………………………………………………………………….

Date:………………………………… Completed by:……………….………… Contact no:………………..

Notes: 1. We all have a “duty of care’ towards all people participating in this event – volunteers, entrants,

spectators etc.

2. The following checklist is not exhaustive and may require further customisation/editing to suit your event.

3. This is a tool, not a list of mandatory guidelines. The intent of the checklist is to create discussion

amongst the event organisers around any potential risks and identify ways to mitigate or eliminate them.

Assembly Point – the beginning and/or end of the event

Item Description Yes No N/A Mitigation/comment

A1 Is it proposed to use a Council facility for the assembly point?

A2 Does the Council require a health and safety plan?

A3 Does the Council or Road Controlling Authority require a traffic management plan?

A4 Are there adequate parking spaces available for the anticipated number of entrants/spectators?

A5 Have a number of car parks been set aside for mobility parking?

A6 Have sufficient marshals been appointed to assist with the parking and running of the event?

A7 Do the marshals have the necessary safety equipment?

A7(a) • Hi-viz vests/clothing?

A7(b) • Signage?

A7(c) • Road cones/barriers?

A7(d) • Adequate training?

A8 Has provision been made for the safe movement of pedestrians through the car park?

A9 Has provision been made to keep children and pedestrians clear of moving vehicles and hot exhausts?

A10 Have walking surfaces been inspected to identify any slip, trip or fall hazards?

A11 Are all walkways and entranceways clear and free of stored items and debris?

A12 Are there adequate toilet facilities stocked with supplies?

A13 Is protection available from inclement weather/sun?

A14 Is a first aid kit available and adequately stocked?

A15 Is there a qualified first aider available?

Section 43: B

30/01/2019 Item Description Yes No N/A Mitigation/comment

A16 Has provision been made for the control of pets and dogs?

A17 Has adequate provision been made for the collection and disposal of rubbish?

A18 Has adequate provision been made for the collection and security of entry fees/cash?

A19 Has a ‘tail-end-charlie’ /sweeper been appointed?

A20 Other (add as required):

Event Route – planning and participation

Item Description Yes No N/A Mitigation/comment

E1 Is the proposed route suitable for the class(es) of vehicles entered?

E2 Can the route be driven in full compliance with the NZ Road Code and Traffic Regulations?

E3 Can the route be safely driven by a competent, licensed driver?

E4 Are there any particular road hazards that entrants should be aware of such as:

E4(a) Ice?

E4(b) Fog?

E4(c) Flooding?

E4(d) Poor visibility?

E4(e) Sun strike?

E4(f) Roadworks?

E4(g) Slips?

E4(h) Narrow roads?

E4(i) Railway crossings?

E4(j) Steep grades?

E4(k) Unsealed surfaces?

E4(l) Obscured sight lines?

E4(m) Major road intersections?

E4(n) Peak traffic flows?

E4(o) Traffic travelling at higher speeds/wishing to pass?

E4(p) Other drivers/vehicles?

E4(q) Other (add as required)

Section 43: C

30/01/2019 E5 Is the proposed route using

Rural Roads? Are there any particular road hazards that entrants should be aware of such as:

E5(a) Wandering or driven stock?

E5(b) Milk tankers and all trucks and trailers?

E5(c) Slow farm machinery?

E5(d) One way bridges?

E5(e) Other (add as required)

Driver’s Briefing The following items should be covered at the Driver’s Briefing:

1. Toilet locations, emergency exits etc and any required health and safety issues relating to the

assembly point;

2. Fuel requirements;

3. Drivers’ must obey the NZ Road Code and Traffic Law at all times, and adopt safe driving practices;

4. Any significant road hazards identified above;

5. Control of pets and dogs;

6. Marshaling and checkpoints;

7. First Aider – contact details;

8. Vehicle breakdown (tail-end-charlie /sweeper) – contact details;

9. Emergency events – Call 111.