How Rods and Rotors is actually run — the committee, how decisions get made, money, membership, and what's expected at a meet.
Rods and Rotors is a local meet-up for anything with an engine — piston or rotary, four wheels or two. The club exists to run regular meets and cruises around Warrnambool, build a local community around cars and bikes, and keep that community's activity (merch, sponsorship, content) reinvested back into the club rather than taken as personal profit.
Rods and Rotors Incorporated is registered as an incorporated association in Victoria under the model rules. As a not-for-profit, any income — membership, merch sales, sponsorship, social media revenue — must be applied to the club's purposes, not distributed to individuals. Reimbursing a member for legitimate club expenses is not a distribution of profit.
Three seats carry legal obligations under the Act: President, Treasurer, and Secretary. The committee holds a quorum of 2 of its 3 members — Brent and Daniel together already meet quorum and hold working majority control of committee resolutions.
Chairs meetings and the AGM. Public face of the club. Casting vote if a committee vote ties. Leads day-to-day business and legal decisions.
Manages funds and the bank account, keeps accounting records, oversees merch and sponsorship income. Shares business/legal decisions with Brent.
Primary contact with CAV. Maintains the member register, organises meets, keeps minutes, lodges the annual statement.
Event hosting and keeping the crew organised on the ground. Votes at the AGM and general meetings.
Filming, content, and event hosting. Votes at the AGM and general meetings.
Brent leads day-to-day and business decisions by default, in consultation with Daniel. This is an operating practice, not a legal override of the committee's authority — legally, decisions of substance still need to pass as committee resolutions under the formal Rules.
Any committee member can call for a decision to go to a formal vote instead of proceeding on Brent's call — the practical check built into how the club runs, on top of the formal voting rights every committee member already holds.
Committee resolutions pass by majority vote at a committee meeting with quorum present. The President holds the casting vote in the event of a tie.
Cars, utes, bikes — daily or project. Nobody is turned away for what's in the driveway.
Meets are held on private or public parking, not a closed track. All driving to, from, and during a meet must be road-legal. Leave the venue as clean as you found it.
Treat other members, their vehicles, and the public with respect. Behaviour that puts people or property at risk, or brings the club into disrepute, may mean being asked to leave — or, in serious or repeated cases, a committee decision on continued membership.
This policy document can be updated by a majority committee resolution and doesn't require re-lodging anything with CAV, since it sits outside the formal Rules. Changes to the formal Rules themselves follow the process set out in the Rules and the Act — typically a special resolution at a general meeting.
Prepared as an internal reference, current as at July 2026. Not a substitute for the club's formal Rules or independent legal advice.
