South Australian System

Historic Vehicles in South Australia operate under a system of Conditional Registration. Incorporated in Section 25 of the Motor Vehicles Act as amended in 1991, the scheme came into operation in February 1992 and allows prescribed vehicles more than thirty years old to be operated without registration fee for a period not to exceed ninety days in one registration year.
To qualify a vehicle must be more than thirty years old and substantially as designed, and the owner must be, and remain, a financial member of a recognised club.
Club Responsibilities

CONDITIONAL REGISTRATION SCHEME FOR HISTORIC AND PRESCRIBED LEFT HAND DRIVE VEHICLES

CLUB RESPONSIBILITIES AND PROCEEDURES

With regard to the ongoing lack of understanding of Recognised Clubs responsibilities of the procedures to issue Log Books and to keep appropriate records of Log Books issued to Club Members, the Federation has detailed below recommended procedures.

1. Vehicle Verification Officers
Only Club Members authorised by Transport SA with a current certificate can issue a MR334 Vehicle Verification Form.

(a) Is owner a financial member of your club? (Check with Club Treasurer or
sight current club membership card).

(b) All vehicle details should be checked and MR334 completed as necessary with a Residential Address. (P.O. Box No. only used as postal address). This is to stop interstate residents poaching on our system. Only South Australian residents are eligible for our conditional registration system.

(c) Any approved variations to be noted on MR334 at the time of inspection.

(d) Fill in a Vehicle History Sheet with Member's Name, Address, Vehicle details and Date MR334 issued and any approved variations in the Comments Column.

(e) Give MR334 Form to Member to take to Transport SA to apply for Conditional Registration.

(f) Give History Sheet to your Club's Authorised Registrar who issues Log Books. Show any approved variations.

(g) Retain Club copies of all MR16 and MR334's issued.
NOTE: Vehicle should be physically sighted (not a photograph), so accurate assessment can be made.

There have been queries re: Other Clubs checking vehicles for a remote member. Feedback was negative to that suggestion for various reasons. The Federation believes any member of a recognised club should bring the vehicle to the Authorisation Officer at an agreed time and place. Via a day permit or transport by trailer or similar. The small cost involved is outweighed significantly by the savings between full registration and conditional registration as well as possible savings in insurance and stamp duty. But this can be sorted at Member /Club level.

2. Club Registrars

Only Club Members authorized by their Club and whose names have been notified to Transport SA on Club Letterhead can issue and endorse Log Books. E.g. Unless authorised as above Club Treasurers, Secretaries etc. CAN NOT issue or endorse Membership Pages of Log Books.

(a) Does the owner of the vehicle normally reside in South Australia? If not.
Do not go any further.

(b) Is owner a Financial Member of your Club? (Check with Treasurer or sight current membership card)

(c) Before issuing a Log Book check that your Club approved the initial conditional registration, if not, have your Club Verification Officer issue a MR334.

(d) Check Certificate of Registration and Club Records that a Log Book has not already been issued to this vehicle.

(e) If Member has come from another Club with a Log Book issued by the other Club and wants to have a Log Book issued by your Club. The Member must first have the old Log Book cancelled by the issuing Club. Then produce it (cancelled) to your (Club Registrar) before a new Log Book can be issued. BUT the vehicle should be verified by your Club Verification Officer and an MR334 issued first, even if vehicle is already registered.

(f) Fill in Replacement Date on Front Cover three (3) years forward from date of issue.

(g) Fill in Owner and Vehicle Details as per current registration papers and stamp where indicated. Get owner to sign book.

(h) Fill in Membership Year as necessary (or part year if member joined part way through year) and stamp where indicated and Club Registrar to sign.

(i) Fill in Registration expiry date.

(j) Any Approved Variations on History Sheet should be listed on Variations Page in back of Log Book (use one of the notes pages on early issue Log Books) and stamp with Club Stamp immediately after last entry and Club Registrar to Sign off.

(k) If replacing a Log Book part way through a Registration Year for whatever reason; Don't forget to transfer any used days for the current Registration Year to the new Log Book i.e. Rule out lines as required and note reason in Log Book.

(l) Fill in History Sheet with Log Book Number, Issue Date, Registration Expiry Date and Current Membership status. Use comments column for notations e.g. Variations, Old Log Book cancelled / New Log Book issued, Vehicle sold, Non Financial - Transport SA notified etc.
NOTE: Clubs only have to notify Transport SA if the member is unfinancial after two (2) months from end of Club Year if a current Log Book is issued to said member. (Current means any Log Book that has not been cancelled.
Information required by Transport SA - Owners Name and Address and Log Book No/s. and most important the Registration No/s. of Vehicle/s.

(m) Stamp rear of Registration Papers with Club Stamp and write Log Book No. issued and Date issued and Club Registrar to sign. This must be done again when the registration is renewed.

(n) Enter Log Book No. + Owner + Vehicle details on Log Book Return Sheet in Numerical Order please.
Suggestion
When Log Books are received from the Federation fill in Log Book Numbers on the Blank Return Sheets supplied with your Log Books IN NUMERICAL ORDER then Club Record keeping will be very easy.
It will also help the Federation reconcile their records efficiently.
See enclosed notes re: Log Book Orders and Return Sheets.

(o) Send in Return Sheets to the Historic Vehicle Manager's address annually in September or October or when ordering Log Books which ever is earlier. Recommend that large clubs send in Return Sheets as and when they fill a Return Sheet completely. Even if you have only issued one Log Book for year, send in a Return Sheet.

Logbooks

Log Book Orders and Club Return Sheets:

Due to the additional time required to process, issue and the reconciliation of Log Books to recognised clubs, future Log Book Orders must be on Official Order Forms, supplied with all Log Book Orders since early 2001.

Only Log Book Orders on Club Letterhead and with full payment of the order enclosed will be processed.

Log Book Orders will not be processed if Log Book Return Sheets are outstanding for over one (1) calendar year and or the majority of the previous order (currently chasing return sheets for Log Books issued three (3) years ago from some clubs).

Log Book Return Sheets should show Log Books issued in numerical order to make the Federation's job of reconciliation easier. Log book return sheets in Excel Spread sheet format can be down loaded here

It is suggested that on receipt of the Log Book Order, the Club Registrar fills in the Return Sheet with the log book numbers in numerical order. Then it will not matter in which order they are issued. The Return Sheets will automatically be in numerical order. It is preferred that the Club Officer who is authorized to issue Log Books by Transport SA be responsible for obtaining the club cheque and forwarding it with the Log Book Order direct to the Historic Vehicle Manager with all details filled out, then the Log Books, Receipt and Receipt Sheet, Blank Order Forms (for next order) and Club Return Sheets will be posted back to the same Club Officer who can forward the receipt to the Club Treasurer. This process will ensure that paperwork will not go missing at club level. (I regularly find all paperwork accompanying Log Book deliveries disappearing and no one has ever seen it).

By adopting these procedures, it will ensure quick dispatch of Log Book Orders (usually the next day).

I am available to attend Club Meetings to discuss procedures and answer any questions.

Some Clubs are filling in Return Sheets when they stamp membership renewals. This should be recorded on a Vehicle History Sheet for your Club records. The Federation only requires a record of Log Books issued each year on Return Sheets. Please DO NOT cross out old Log Book numbers on Return Sheets and put new number in its place. Enter the new Log Book on a current Return Sheet in numerical order.

Remember our Conditional Registration Scheme is the envy of Australia; it is a privilege not a right.

Keep your records up to date as you issue each Log Book, it's not rocket science and do not forget to pass on ALL Records and Procedures when Club Officers change.

All Log Books issued to a Club, must be kept secure, please notify as soon as possible, Transport SA and the Federation Historic Manager if Log Books are lost or stolen.

Variations

There have been a number of occasions where vehicles vary from the manufacturer's specifications and those variations appear to lay outside the guidelines laid down in the Code of Practice. The club Authorising Officer may have doubts about signing off about the vehicles of this nature or the club's decision may be disputed. To resolve these issues a Variations sub committee has been formed under the chairmanship of Arthur Doecke. Normally any resolutions made by the committee are general in nature and apply to all vehicles of that make and model. The committee only considers questions directed to it my a member club.
View current approved variationsin PDF format here

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Last modified: 10/10/11

Preserving Our Motoring Heritage