Historic / Club Registration Administrator’s Duties – March 2019
Club Registration Administrator’s Duties
- Maintain records of LHD Club Vehicles and retain copies of all LHD Club Vehicle exemptions.
- Maintain and store all Club Registration records including previous Code of Practice Statutory Declarations, Inspection Reports and DPTI letters of notification for 5 years.
- Maintain records of all logbooks issued and annually submit copy to the FHMC.
- Maintain records of all log books cancelled.
- Maintain records of “declared lost” logbooks and Statutory Declarations required for Logbook replacement. This Statutory Declaration is still a requirement of the 2017 Code of Practice.
- Maintain Records of correspondence with each member on Club Registration.
- Monitor Logbooks required to ensure sufficient numbers are on hand for TSOA end of Financial year Logbook update to take place.@
- Arrange purchase of logbooks and distribute to Authorised Persons as needed.
- Securely store all new unissued Logbooks.
- Prepare application request for the issue of a pad of new MR334 forms from DPTI for Authorised Persons when required.
- Notify DPTI on behalf of Authorised Persons the number of any incorrectly filled out or cancelled MR334 forms.
- Monitor FHMC meeting minutes and DPTI communications of any information that could affect the Club Registration Scheme and communicate this information to Authorised Persons and members.
- Prepare annual Logbook Update Information for circulation with TSOA subscription Renewals.
- Ensure all new members to the Club Registration Scheme receive an electronic copy of the 2017 Code of Practice and Logbook Tips.
- Monitor Club Vehicles sold and ensure Logbook is returned for cancellation. This usually takes several attempts if or before Logbook Is returned.
- Monitor Logbooks not Updated by 30 June and notify owners that if the drive the consequences for non Compliance of the Code of Practice.
- Co-ordinate Authorised Persons to ensure sufficient numbers are available to attend end of financial year TSOA meetings for Logbook Updating.
- Co-ordinate postal logbook updates to ensure Logbooks are updated and returned and TSOA records have been updated/amended.
- Liaise with Membership Secretary and notify the Registrar of Motor Vehicles within 2 months of the end of the Club Financial year of any non financial members with Vehicles on Club Registration.
- Follow up on new vehicles to the Scheme which do not at that point in time have a Registration Number, to ensure TSOA is supplied with one, when registered.
- Monitor any registration number discrepancies as members change to a personalised type and do not notify TSOA.
- Liaise with TSOA Web Site manager to include any new Club Registration information.
- Develop and produce “hand out” information sheets on particular aspects of the Club Registration Scheme.