What this checklist is and who it is for
This is a one-page list of the duties the Code of Practice for the Conditional Registration Scheme gives a recognised club, each with the clause it comes from. It is for the registrar, the authorised persons and the elected officials (the president and secretary) of any South Australian club recognised for the Scheme.
The Code sets out 14 club responsibilities in clause 2.1 and adds the detail in the clauses that follow. The duties are spread across Part Two and Part Four, so they are easy to lose track of, especially when the committee changes. This checklist pulls them into one place, grouped by when they come up. For the background to each duty, read our guide to the Scheme for club committees.
General information, not legal advice. Check against the Code of Practice (July 2026).
The checklist
Each item below is a duty from the Code. The downloadable PDF has the same items with a tick box beside each.
Standing duties
| Duty | Code clause |
|---|
| Keep a constitution approved by the Registrar | 2.1(a) |
| Make sure every member who owns a conditionally registered vehicle is a financial member under the constitution, whatever the membership type (annual, multi-year or life) | 2.1(b) |
| Make sure, so far as reasonably practical, members with Scheme vehicles follow the Code | 2.1(c) |
| Tell the Registrar about vehicles that do not comply with the Code | 2.1(d) |
| Inspect members’ vehicles when the Registrar asks | 2.1(k), 3.1 |
| Make sure members can get a copy of the Code | 2.1(m) |
Authorised persons
| Duty | Code clause |
|---|
| Have authorised persons nominated in writing by an elected official, with the club’s name and the nominee’s full name, address and SA client or licence number | 2.1(e), 2.9, 2.15 |
| Make sure authorised persons follow the Code | 2.1(f) |
| Record the authorised person’s SA client or licence number on each MR334 | 2.10 |
| Make sure no authorised person certifies their own membership or approves their own vehicle | 2.11 |
| If an authorised person leaves the club or resigns the role, have an elected official notify the Registrar in writing within 14 days | 2.1(h), 2.13 |
| Return that person’s Certificate of Authorisation to the Registrar within 14 days | 2.14 |
| If the club wants an authorised person to step down, ask them first, then apply to the Registrar in writing with reasons if they do not | 2.18, 2.19 |
| Duty | Code clause |
|---|
| Order MR334 booklets from the Registrar in writing | 4.1 |
| Record booklets received and monitor use of the forms | 2.24 |
| Give the original to the applicant and keep the duplicate in the book | 2.24 |
| Store booklets securely (they remain the Registrar’s property) | 2.25 |
| Complete the mandatory vehicle details: category, plate, make, body type, year, chassis or VIN | 2.8, 3.2 |
| For jointly owned vehicles, confirm all owners are financial members | 3.1 |
| Report any lost, destroyed or wrongly completed form in writing, with its sequence number and the reason, signed by an authorised person | 2.26 |
| Only an authorised person corrects a refused MR334 | 3.4 |
Log books
| Duty | Code clause |
|---|
| Obtain log books from the Issuing Body | 4.2 |
| Store unissued log books securely and report any loss to the Issuing Body immediately | 4.3 |
| Before issuing, check the applicant is a financial member and owns an eligible vehicle | 2.27 |
| As far as practicable, do not issue a log book if the owner holds one from another club for the same vehicle that has not been cancelled | 2.31 |
| Issue a new log book when the third year from first issue ends | 2.28 |
| Cancel a resigning member’s log book; for a transfer, enter the change of membership | 2.29 |
| Cancel the log book when the vehicle changes owner or the registration is cancelled | 4.9, 4.10 |
Yearly reports (from the end of your financial year)
| Duty | Due | Code clause |
|---|
| Report to the Registrar members with Scheme vehicles who are no longer financial | Within two months | 2.1(j), 2.33 |
| Give the Issuing Body a completed Logbook Declaration | Within two months | 2.30 |
| Send the Issuing Body a report of log books issued to members | Within three months | 2.32 |
Records
| Duty | Code clause |
|---|
| Keep records of all MR334s issued and of all financial members and their Scheme vehicles | 2.1(g) |
| Keep for five years from the document’s date: vehicles with an MR334, duplicate MR334s, log books issued, membership records, minutes and other Scheme documents | 2.39 |
| Provide copies to the Department on reasonable request | 2.40 |
If the club stops operating
| Duty | Code clause |
|---|
| Notify the Registrar and the relevant Federation within 14 days | 2.1(i), 2.34 |
| Return unused log books and Scheme documents to the Issuing Body | 2.35 |
| Give the Registrar unused MR334 numbers and details of Scheme vehicles within 14 days | 2.36 |
How to use it
Work through the checklist as a committee, not alone. Print it or download the PDF, then go through it at a committee meeting and write who is responsible beside each item.
- Mark the yearly dates in the club calendar. For a 30 June year end, the first two reports are due by 31 August and the log books issued report by 30 September. Our guide to the yearly Scheme reports explains each one, and the renewal season checklist puts them alongside renewals.
- Check your records can answer the questions. Several duties assume you can say quickly who is financial, who holds a current log book and when each book was issued. The log book register template gives you a starting point.
- Revisit it at handover. When the committee changes, the authorised person duties and the 14-day deadlines are the easiest to miss. The committee handover checklist covers them.
Where MemberCrew fits
MemberCrew keeps the records behind many of these duties in one place: financial members, vehicles, and each log book’s status (current, expired or cancelled). It shows which lapsed members still hold log books and produces the yearly reports in one click. See how MemberCrew handles the Scheme. The club still checks, signs and sends everything itself.
