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ARTHC Conditional Registration Requirements for Heavy Vehicle Club Registration.

ARTHC has reviewed and implemented a new code of practice to fall in line with other States in an effort to comply with the Governmental administrative requirements placed upon us.

The code does allow the ARTHC to make stipulations that we feel are necessary or that suit the nature of our Club Conditional Registration scheme.

If you have a Heavy Vehicle on Club Registration with the ARTHC in NSW, then these are the obligations that you must meet to keep your Conditional Registration valid.

1. You must renew your General Membership between the 2nd April and before the 31st May of each year, as our Club Financial year is from the 1st June each year to the 31st May the following year.

2. Heavy Vehicle Club Registration is now required to be completed between the 2nd April and the 31st May each year, you must provide to one of our Club’s Registrar’s both originals and a photocopy of your:

  • Conditional Registration Papers for the next 12mths
  • Safety Inspection Report (Pink Slip) no more than 3mths old
  • Heavy Vehicle Declaration signed by the owner of the vehicle
  • ARTHC General Membership number

The photo copies will be retained by the ARTHC for Compliance / Auditing purposes, the originals will be club stamped and you take these with you to Service NSW to register your vehicle. (Note: if you cannot attend the ARTHC in person you can mail them to the museum with a stamped self addressed envelope for the originals to be returned to you.)

3. All eligible Historic heavy vehicles entering the ARTHC Club Rego scheme will require a completed Application for Conditional Registration form from Service NSW initially to go with their General Membership Application Form and other documents.

4. Membership subscriptions / Invoices will be sent out electronically in early April of each calendar year and payments must be paid by 31st May each year.

5. Failure to Renew your General Membership and your Conditional Registration Membership by the 31st May each year will result in your vehicle registration being cancelled by the Club Registrar / Membership Officer.

6. Failure to comply with the above requirements or the ARTHC Constitution and / or its Bylaws will result in your membership being cancelled by the ARTHC and therefore your vehicle will then be deemed to be unregistered by Service NSW.

7. The category of commercial vehicle that suit the nature of our club includes a wide range of vehicles from utilities to tray top trucks thru to Prime movers and trailers however we refrain from passenger cars and motor bikes.

Vehicle Use Conditions

Log Book: You will receive a log book from Service NSW to document the vehicle's use, which is required for Conditional Registered eligible vehicles.

Work Diary: If your vehicle or vehicle combinations weigh more than 12 tonnes (GVM) and you drive outside a radius of 100km from your base (100+km home) under standard hours you will need to complete a National Driver Work Diary.

Usage Limits: Club registration allows a certain number of days of general use (e.g. 60 days) in addition to club-approved events.

Non-transferable: Historic Vehicle Registration (club registration) is non-transferable, and the number plates must be handed in when cancelling the registration.

Club Records, Retention and Department Audits

Recognised motor vehicle clubs are required to maintain records of the following documents for five years from the date of the document:

  • All vehicles for which a Conditional Registration Scheme application form has been issued.
  • Duplicate copies of all Conditional Registration Scheme application forms issued.
  • All logbooks issued by the club to financial members.
  • Any other documents related to the club’s administration of the Conditional Registration Scheme, including, but not limited to, membership records, minutes of meetings etc.

The NSW Department of Fair Trading may perform audits of recognised clubs’ records periodically to ensure that the clubs’ record keeping requirements are met. Clubs must also provide copies of such records to the NSW Department of Fair Trading upon reasonable request. Failure to keep adequate records may result in the Registrar withdrawing recognition of a club for the purposes of the Conditional Registration Scheme.