VRA WA BY-LAWS



BY-LAWS OF THE VRAWA (INC) JULY 2017

(formulated under rule 26.2 of the Rules of the VRAWA(Inc))



1. Objects of the Association


  • To promote safe motorcycling.
  • To ride as a social group as individuals or with our partners.
  • To be involved in charity rides, organised rides and other motorcycle related events.
  • To undertake longer rides involving overnight stays.


2. Membership


a. Full membership of the Association is open to rider owners of Kawasaki Vulcan motorcycles who live in Western Australia.

Full members are entitled to full voting and participation rights, priority inclusion in all club activities, the club newsletter, and can wear the club apparel and patch.

Full members are responsible to maintain a valid motorcycle rider’s licence of the class appropriate to the bike they are riding and must produce their rider’s licence at the time of applying for membership.

To maintain full membership a rider needs to participate in three days of riding during the membership year.


b. Associate membership is open to people who live in Western Australia who are former full members and who still ride a Vulcan; Vulcan riders who can’t meet the minimum ride requirement for full membership; and the pillions of current full        members. Associate members are entitled to full participation rights if they are the pillion of a current full member; the club newsletter; and can wear the club apparel and patch. Associate members that ride are responsible to maintain a valid        motorcycle rider’s licence of the class appropriate to the bike they are riding.


c. People interested in joining the club will be invited to participate as guest riders initially. After participating in a minimum of three rides, they may apply for membership of the club. Once their membership form has been proposed and                  seconded  by two full members it is dated and forwarded to the Committee. They continue as guest riders until their membership is accepted and confirmed by the committee.


d. The total membership of the Association may not exceed 35 full members at any time. The reason for this is that the club would otherwise become too unwieldy for rides, overnighters, etc. The ride group would become spread out making rides complex, uncomfortable and potentially unsafe.


e. A person who wishes to remain a member must participate in three days of club riding in each full membership year (AGM to AGM). If a member does not participate in three days of club riding in the period between two consecutive AGMs          their membership of the Association will lapse automatically even if they have paid their membership fees. They may be offered an associate membership. The committee may waive this rule if there are extenuating circumstances.


f. When a full member retires from riding with the Association they can ask to have their membership converted to associate membership and that their pillion retain their associate membership.


Summary

Full member

Current rider owner of Kawasaki Vulcan brand motorcycle Full participation in all club activities, may wear the apparel, may vote at meetings. Priority inclusion in all club events.
Full participation in all club activities, may wear the apparel, may vote at meetings. Priority inclusion in all club events.

$50 per year

Associate member

Former full member, current or former pillion of a full member, rider owner who can't meet the 3 ride annual minimum requirement
Full participation in all club activities and may wear the apparel. Priority inclusion in all club events if they are the pillion of a current full member.

$25 per year

The club welcomes the participation of spouses.


3. International Affiliation

The VRAWA is affiliated with the international Vulcan riders’ group known as Vulcan Riders Association International. Their website is at http://vulcanriders.net/. We are the recognised Australian Chapter of the VRA International.


4. Membership Fees

All membership fees become due on 1 July annually and are payable within three months. Annual fees are currently $50 for full members and $25 for associate members. Members joining after the AGM contribute a pro-rata amount. Fees are paid to the treasurer via direct credit or cheque. For new members, membership is confirmed when a completed membership application form has been accepted and approved by the Committee and the annual membership fee has been paid. If you pay via internet banking make sure you show your name in the transaction narration and let the Treasurer know that you have paid.
 

Bank details BSB 086-116 

Account name Vulcan Riders Assoc Aust 

Account number 568942711


5. Meetings

We generally hold only one formal meeting each year – the Annual General Meeting. This is held on a Saturday evening in July. Additional meetings are held if required. The purpose of the club is motorcycling so we tend to ride rather than have meetings. The Committee meets as required.


6. Annual General Meeting

Election of office bearers takes place at the AGM in July each year along with discussion of important matters of club business, including changes to the rules. All members are strongly encouraged to attend the AGM. The secretary gives at least 28 days’ notice of the AGM. Nominations for committee positions close 28 days prior to the AGM. An ordinary resolution requires a simple majority of full members to pass. A special resolution (rule change) requires a three quarters majority of full members to pass. The quorum for an AGM is 10 members.


7. Privacy

The VRAWA is a socially oriented group and it is usual for photographs to be taken on rides and at social events. These photographs are shared amongst the membership. The club also publishes a newsletter with photographs and names in it. Electronic copies are provided to each member. The extent of distribution of the images and the newsletters is not something within the control of the Association’s Committee or its members.



8. Rides

The VRAWA hosts a club ride every month of the year. It is expected that, after their first year of membership, each full member will lead at least one ride every 2 years. This spreads the load of ride planning and leading across the membership.

Day Rides - Day rides are generally held on a Sunday. There is usually a morning tea stop which may be at a café or it might just be a ‘stand up’ at a roadhouse. We always have a longer stop for lunch at a café or pub, depending on what is available. Day rides can be up to about 400 km and there are usually exit points for riders wishing to leave the group along the way.

Overnighters - Overnight rides allow us to extend our range. Most overnighters are held on Sat/Sun and we try to have the longest trip on the first day. If possible, day one of an overnighter is structured so that members not doing the overnight bit can join for part of the ride (eg until lunch time) and then return to Perth. Overnight stays are at a pub, a motel, a caravan park or any suitable facility. There is invariably an evening of frivolity which often involves a licensed establishment. We sometimes have a theme, which enhances the evening entertainment.

Long Ride – The club aims to host at least one extended ride each year of three or more nights duration. If possible this coincides with a time when people are more likely to have leave. Long rides typically involve a mix of camping, cabin or hotel style accommodation to cater for all tastes. Members are encouraged to participate for even part of a long ride if they are unable to complete it all.

Social Rides - Social rides are metropolitan based and involve a stop for morning tea, lunch or dinner. If possible the ride takes in interesting roads.

Charity Rides – On occasions members participate in separately organised charity bike rides. These are additional to the club’s calendar of events and will usually be advertised via email or the newsletter.

Only rides and events that are announced by the President are considered official club events. Other rides involving members are called “mates rides” and are not considered to be club events.


9. Weather Conditions

The club rides every month of the year and we experience all weather conditions. In addition to the usual motorcycling safety attire, riders need to be prepared for the prevailing weather conditions. Sun protection and adequate drinking water are recommended for hot weather rides. Rain and cold protection are recommended for winter rides. Poorly equipped riders will experience limited enjoyment and their discomfort may impact on their safety and that of other members.
If weather conditions are extreme, the ride leader and the President will consult and may decide to cancel or change the ride. This may be done as late as the morning of the ride and members will be notified by text message (sms). The ride leader or the President will also attend the start point in case the text message (sms) doesn't get through successfully. 

10. Ride Group

The club rides as a group with members helping newer members to get used to riding as a group. Newer riders ride at the back of the group just in front of tail-end-charlie (TEC) while they develop their confidence in group riding. Riders should speak to the ride leader if they have any concerns.

11. Rides

Every club ride has a Ride Leader who plans the route and provides the President with the timing, the start and finish points, the fuel and lunch stops, the total distance and any other relevant details. Once the ride is approved, they then lead the ride and take responsibility for management of the group. Every club ride also has a Tail End Charlie who provides assistance if required to riders who may need to stop. Wherever possible ride leaders prepare a ride review for the newsletter - another member may volunteer to do this.

There are two styles of rides – formal and informal. Day rides are always formal. At the discretion of the ride leader, overnight rides and extended rides may be designated as informal. Informal rides are typically for situations where navigation is easy and longer distances are being covered.

FORMAL RIDES – ALL DAY RIDES

Ride Leader (RL)

  • Carefully plans the ride route.
  • Provides a ride briefing at the start where information about the ride is given to riders.
  • Rides at the right hand side of the lane, next to the white centre line (right hand rut). If there is no white centre line, or the RL decides that the road is not suitable for a staggered ride formation, they will indicate left and move to the left side of the road. Following riders then need to spread out, indicate, move to the left of the road also, and ride in single file.
  • Maintains the group in the left lane at overtaking lanes (unless we are overtaking).
  • Ensures safe overtaking by the ride group. The RL overtakes and stays in the oncoming lane to show following riders it is still safe to overtake. The RL pulls back into the left lane when the group has re-formed or overtaking is no longer safe. If the RL pulls back into left lane, the ride group should do so also. The RL will pull back into the oncoming lane, when it is safe, to the show road ahead is clear for those still to complete the manoeuvre.
  • Regularly scans their rear view mirrors for lights of the Tail End Charlie.
  • Rides at a safe speed, in accordance with the prevailing conditions and the road rules, and obeys all traffic control signs.
  • Gives the group a five minute warning to allow all riders time to be ready to leave together.

Riders

  • Be aware of the ride leader getting ready to commence the ride, or next leg, and be ready to go with the rest of the group.
  • Follow the RL in a staggered formation. This splits our lane into two allowing us to ride closer together whilst maintaining a safe stopping distance. The distance between riders will vary according to speed and road conditions. Riders should try to not leave too big a gap as this will encourage cars to mix with us, which we don’t want. Not riding in a staggered formation and leaving large gaps causes problems for other riders and other traffic.
  • Have their head light on low beam at all times.
  • Keep an eye on their rear view mirrors for following riders. If a rider disappears from view, slow down and see if they reappear. If there is still no sign of them, indicate and pull over to the left when safe. If all riders do this the RL will very quickly know something has gone wrong. Riders remain where they pull over, as long as it is safe, and only the RL goes back to see what’s happened. If everyone tries to turn and go back there could be chaos. If a rider in front of you pulls over and stops, keep riding. A collection of bikes stopped at the side of the road can be very unsafe. The TEC will stop and see if they require assistance.
  • Ride to the conditions. There are occasions where, due to road width or other reasons, riding in staggered formation may not be advisable. If conditions dictate single file, the RL will indicate and move to the left of the lane. Riders then spread out and those in the right hand rut indicate and move across to the left side. If the weather or the road surface is poor allow a little more gap than you might normally.
  • Consider following riders - if you need to brake suddenly, try not to move into their line because this shortens their braking space.
  • Closely monitor the rider directly in front of you and be ready to respond if they need to brake.
  • Guest riders ride just in front of the TEC.
  • Riders towing trailers ride after the TEC, or set off earlier than the main ride group such that the ride group doesn’t catch up to them.

Tail End Charlie (TEC)

  • Rides at the rear of the ride group.
  • Rides on high beam (day rides only) to make it easier for the RL to spot the end of the group.
  • Assists riders who may stop.
  • ‘Covers’ the group during overtaking on overtaking lanes.

INFORMAL RIDES - EXTENDED RIDES

Ride Leader (RL)

  • Carefully plans the ride route.
  • Provides a ride briefing at the start where information about the ride is given to riders.
  • Updates riders at the start of each leg if there is anything they need to be aware of.
  • Does not commence the next leg until all riders are accounted for.
  • Nominates regrouping points and locations of breaks such as lunch etc.
  • Remains the first rider on all legs of the journey.

Riders

  • Spread out and ride as individuals or in groupings of their own choosing.
  • Never overtake the RL.
  • May overtake other riders.
  • Move left and wave other riders through if they don’t wish to maintain the pace.
  • Always ride with their headlight on low beam.
  • Riders towing trailers ride after the TEC, or set off earlier than the main ride group.
  • Regroup at the nominated points.
  • There is no requirement to slow down or stop if the bike behind you disappears from view – the TEC will stop and give assistance if required.

Tail End Charlie (TEC)

  • Rides at the rear of the ride group.
  • Assists riders who may stop.
  • Acts as a ‘sweep’ to ensure that all riders are accounted for at the next regrouping point.

Essential Elements

All rides

  • Follow the road rules at all times.
  • Be very careful with turns and merging between ruts.
  • Turn right from the RH rut and left from the LH rut only. Never turn across ruts.

Formal rides only

  • Ride in staggered formation in the wheel ruts when possible.
  • Pull over and wait if you lose sight of the rider directly behind you.
  • Guest riders ride just in front of the TEC.
  • Bikes with trailers follow the TEC or depart earlier.

PLEASE NOTE: The above are suggestions only. The VRAWA does not tell members how they should ride; this remains the individual responsibility of members. All riders should ride safely, within their capabilities and in accordance with the road rules.

12. Fuel Stops

Members are asked to follow these guidelines when fuelling up.

  • Seal and secure their fuel tank when finished.
  • Move their own bike forward to allow the next rider to use the pump.
  • Pay for their fuel quickly so the next rider can start fuelling up.

Following these simple guidelines helps us to keep the group moving efficiently and does not clog the service station up and hinder others wanting to buy fuel.

13. Ride Planning

Members are encouraged to nominate to lead rides. The following is a guide of what needs to happen.

  • Discuss your month with the President, and preferably nominate the date.
  • At least one month out from your ride you need to advise the President (who will then notify the Secretary) the following details:
  • Date of the ride. Once this date is set there is no backing out. If a nominated ride leader does have to pull out, they need to nominate a substitute ride leader.
  • Departure point. This should be on the perimeter of the metropolitan area so we don't have to clear too many traffic lights on our way out of town. We have a standard group of servo's but these don't have to be used.
  • Departure time. This is usually 0930, but can be varied to suit a particular ride.
  • Destinations. This is a brief description of the ride including morning tea, lunch and fuel stops and the total distance
  • If you are doing an overnight event, make sure the hotel/accommodation know we are coming on the set date. Also ensure that members know how to book their accommodation. You may wish to nominate a theme. It is usual to include a turn back point (or points) for members who may want to do only part of a ride.
  • As ride leader it is your responsibility to organise a ride review and photos for the Vulcan Voice. If there are no volunteers, it is your job. The article and photo’s need to be sent to the editor. e
  • Liaise about your ride directly with the President who will also follow up about the details of your ride if they are not received in time.
  • We ride rain, hail or shine ... choose your ride to suit the weather/season. Once your ride is set it is your responsibility to make it happen. If you can’t lead it on the day that you have set, you need to find someone to lead it for you.

14. Committee Positions

President - The president assumes overall leadership of the club; attends to public relations including welcoming new members; manages email broadcasts to members about club activities; and coordinates official and social events.

Vice President - The Vice President assists the President with their duties – shares the workload; and deputises for the president when they are absent.

Secretary - The Secretary attends to official correspondence and record keeping; manages meeting agendas and minutes; works with other committee members to ensure that the Association’s rules are followed; publishes the club newsletter; maintains the club’s website; operates the club’s email account; and sends copies of the rules, by-laws and code of conduct to new members.

Treasurer - The Treasurer collects membership dues; manages the club’s bank account; pays accounts; orders and holds club property (badges, caps, shirts etc); and maintains the club’s register of members.

15. Communication

The President manages all communication within the club, which is mainly through email. Alternative arrangements are made for members without computer access. Rides are not official club events until they have been announced to members by the President.

The Secretary publishes the Vulcan Voice which is the club’s official newsletter. The Vulcan Voice includes ride reports, notifications of future events, and general information about club activities and members. It is very much a members’ publication and all members are encouraged to contribute to it. The secretary also manages the website.

16. Badges

Vulcan ‘wings’

Silver wings - Member for 1 year 

Gold wings - Member for 3 years

Silver 5 wings  - Member for 5 years 

Gold 10 wings - Member for 10 years

Gold 15 wings - Member for 15 years 

Presented at the AGM. Eligibility is based on continuous membership.

VRAWA patch

Members may purchase after their membership application has been accepted. May be purchased at any time.

 Extended ride badges 

Recognition of completion of an extended trip comprising 3 or more nights on the road. Presented at first available opportunity.

 

17. Merchandise

A range of club merchandise is available for purchase by members. Details of what is available and the costs are circulated to members from time to time. See the Treasurer if you want to purchase items of club merchandise.


18. Guest Riders

Members are welcome to invite Vulcan owner riders to participate in club rides on a casual basis as guest riders. The President or Vice President must be advised. Members will have priority over guest riders where there are limits on group numbers or accommodation is restricted.






 

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