Club Representatives

Club Representatives

Contact: registrar@fordperformanceact.com

Detailed Information

Affiliate Club Registrar Role and Responsibilities. 

The Club Registrar is responsible for maintaining compliance with the Concessional Registration Scheme (CRS) for your club and thus ensuring a scheme for us all. The main responsibilities of the Club Registrar are;

• Ensuring the Club maintains a current register of Club CRS vehicles which includes the member name and number, address,

• Vehicle make, colour, model, year, and CRS registration number.

Changes to this list must be passed to the Council Registrar as they occur. This can be done by a separate membership appointment if so determined by the Club maintaining a log of Club CRS vehicle movements outside of published Club Runs and those authorised under the CRS rules.

• Verifying all modifications to Club CRS vehicles to ensure they are within the guidelines for CRS (see above). If doubt exists, they should be referred to the Council Registrar.

• Performing (or having approved club compliance inspectors perform) an annual inspection of all CRS vehicles in your club to ensure they are within specified rules for CRS. The Club Registrar and inspectors should retain a record of each car they have inspected. This is normally performed when registration is due for renewal or for some clubs, at a specific event organised by the committee.

Some clubs issue their own Vehicle Log Books when a vehicle has been approved by the club for registration under the CRS. This sometimes contains the Club Registrar record and agreement to modifications and some Club rules additional to CRS may also be included. Such club logbooks are not mandatory. A suggested format for the compulsory logbooks required for CRS usage is shown at ANNEX D.

Investigations of alleged misuse of a CRS-registered club vehicle referred by the Council (Registrar). This normally involves discussing the allegations with the vehicle owner, checking the log book for the time in question and reporting the outcome to the Council Registrar. Unless gross breaches of the privilege are found, the Club Registrar will be permitted to deal with the matter.

The Club Registrar is responsible for vehicles undergoing the annual validity process for CRS registration. You or your inspectors are not inspecting the vehicle for roadworthiness, rather you are inspecting the vehicle for CRS compliance, authenticity, use and that any modifications are within guidelines.

During the annual inspection the following details are to be checked: 

• Check the applicant is a financial member of the Club.

• The current membership card must be produced

• Check the vehicle logbook to ensure all activities over the previous 12 months have been correctly recorded and verify with the existing odometer reading.

• Verify the age of the vehicle accords with CRS requirements.

• Check the general appearance of the vehicle and ensure any modifications, accessories or other alterations accord with the Council and Club policies on CRS eligibility.

If any of the above items are not satisfied, you should reject the vehicle until such times are the conditions are met.

If you are satisfied that all the conditions have been met, please complete the “Application for Concessional Registration of a Motor Vehicle” form (the `White` form), sign it in the signature box and using the Council stamp in the lower right corner box and write the Club number in the centre of the stamp where indicated. Copies of the template (Annex G) may be made if stocks of the form are not readily available. Council stamps are strictly controlled and are available from the Registrar and involve a $50 deposit payable to the Treasurer. The RTA has directed that only the approved Council stamp is acceptable for use on the application form.

Whilst the road worthiness and overall safety of the vehicle are the sole responsibility of the owner under ACT law, if you note any matter of concern with the condition of the vehicle, bring it to their attention. You should encourage members to have their vehicle checked at least annually by a qualified mechanic to maintain roadworthiness, thus protecting the image of the heritage motoring movement.

If the member’s vehicle is operated under the NSW concessional system, the club compliance inspector should NOT sign Section 3 of the Form which accompanies the renewal application as this concerns vehicle condition. Inspectors should request the owner obtain a ‘Green Slip’ which meets NSW road worthiness requirements.

If you consider a vehicle is not safe to drive on public roads, based on your experience, you should clearly state this to the owner.

You are to keep a record of all inspections in the a log detailing the following;

• Date

• Club Members Name and Number Vehicle Make/Model/Year/Colour CRS Registration Number

Also record any refusals and the reasons for the decision. You should also note any advice as to road worthiness as suggested above.

Registration Removal and Termination Policies/Process. 

The Club Registrar, or where directed by a majority vote of Council delegates, the Council Registrar, shall advise a vehicle owner that their vehicle will no longer be accepted for CRS registration under the following circumstances:

• The vehicle owner ceases to be a financial member of the Club, and/or their vehicle is deemed to no longer satisfy the Council and/or club vehicle modification policy or

• The vehicle owner advises the Club that he wishes to transfer the CRS registration to a new owner whose club is not affiliated with the Council.

Process for the Surrender of CRS Number Plates to ACT Road User Services (RUS). The Club Registrar is to write to the individual (info copy to Registrar CACTMC) advising that CRS privileges have been terminated with effect from;

• The resignation date, or the last day of the membership year, or

• The date the Club Registrar determines the vehicle is no longer eligible for CRS as it is deemed to no longer satisfy the Council and/or Club vehicle modification policy.

The letter is to remind the retiring member of his/her CRS obligations with a request for immediate surrender of the CRS plates to the ACT RUS. The letter is also to advise the vehicle owner that they are to provide the Club Registrar with documented evidence (info copy to Registrar CACTMC) that the CRS plates have been surrendered as requested

Process for the Transfer of Responsibility for CRS Registration to another CACTMC Affiliated Club. 

If a member with CRS privileges advises the club that he/she has applied for and has been accepted as a member of another ACT motor club with affiliation to the CACTMC, and that Club is approved to operate within the CRS; the Club Registrar is to seek documentary evidence that the gaining Club has accepted administrative responsibility for management of the new members CRS obligations. The Club Registrar is to monitor progress of each transaction and liaise with the CACTMC until the transfer of CRS management responsibility has been completed.

CRS Appeals Process. 

Should an affiliate member consider that their CRS registration has been cancelled or terminated unfairly, they may make representation to the Council through their delegate. A Review Panel, consisting of the Council President, Registrar and one other Council committee member shall review the facts of the case put forward. The Registrar shall consult with the ACT RTA CRS standards manager before the panel takes a decision on the Appeal. The decision of the Review Panel, as the CRS manager on behalf of the ACT Government, shall be final.

Technical Advisory Committee. 

The Technical Advisory Committee (TAC) was established to provide advice to club registrars on any issues relating to the compliance standards for CRS registration. Where a Registrar has concerns about the technical or mechanical compliance of a vehicle with the authorised modifications policy, they should be referred to the Council Registrar in the first instance. The Registrar will refer the matter to the TAC for a Council determination as to the acceptability or non-compliance. A club retains the right to seek a final ruling from the RTA. The TAC is also a venue for Registrars to seek general advice on CRS policy or change proposals. The TAC will comprise;

• Council Registrar as Chairman,

• Council President,

• Three members appointed by the Council, and

• A maximum of two ex-officio personnel with appropriate experience, when necessary.