BMW Car Club Victoria, Club Permit Scheme Procedures March 2021
Refer to BMWCCV Club Permit Scheme Policy for all general requirements.
We recommend you further read the full VicRoads requirements on their website at:
The BMWCCV have nominated Rod Smith as the Club Permit Scheme, Authorised Officer, (CPO) to perform the Vehicle Inspections & maintain the Club Register including Photographs of each vehicle.
Procedure for obtaining a new Club Permit
The process for obtaining approval from BMWCCV & necessary paperwork for VicRoads, is as follows:
- Meet the criteria & become a financial member of BMWCCV in the category of ‘Full member’ (BMW owner) &/or ensure your membership is up to date.
- Obtain VASS Certificate if the car has been modified outside what is permitted in the vehicle standards or the guidelines VS18 & VS133.
- Obtain a Certificate of Roadworthiness (RWC) for the vehicle, issued less than 30 days before you present to VicRoads.
- YOU must download from VicRoads & fill in:
- “Vehicle eligibility and standards declaration for club permit vehicles”
- “Club permit application”
- The forms can be download here: https://www.vicroads.vic.gov.au/registration/limited-use-permits/club-permit-scheme/get-a-club-permit
- Provide ‘Proof of ownership’ of the vehicle i.e. document showing applicants name as the owner.
- Digital, photos are required as follows:
- Front, taken straight on at the front of the vehicle.
- Rear, taken straight on at the rear of the vehicle.
- Driver’s Side with door closed, taken straight on at the side of the vehicle.
- Driving Position, taken on an angle through the driver’s open door showing seat, steering wheel & dash.
- Under bonnet showing engine bay.
- Compliance Plate or any stamped chassis VIN or engine number.
All photos are to be emailed to CPO at email@example.com as individual files.
Option 1/ Contact either BMWCCV Authorised Officer, Rod Smith (CPO) or Matt Draheim (CP Scrutineer), to arrange a time to bring your car for inspection, together with both your pre-filled VicRoads forms, to take photos, and sign all forms as required.
Option 2/ Email all photos & copy of RWC to CPO at firstname.lastname@example.org as individual files. Then send the completed forms, together with a stamped, self-addressed envelope to CPO: Rod Smith, BMW Car Club Victoria, PO Box 937, Gisborne, 3437
Do NOT send via Registered Mail as it is not always possible for Club officers to personally go to Post Office to collect This could delay the processing of your application.
It is preferable to send via Express Post (& return envelope), as this is quickest & also provides tracking.
Allow minimum 14 days for applications to be processed by mail.
Once one of the BMWCCV Authorised Officers has approved your application & signed all documents, you will need to take (or post) all the paperwork to VicRoads to obtain your Club Permit, number plates and Logbook. You are not required to present the vehicle to VicRoads.
After your new Club Permit is obtained, you are required to advise the BMWCCV Authorised Officer, Rod Smith (CPO) of your ‘H’ or ‘M’ Plate number and expiry date within 7 days.
Procedure for Club Permit Renewal:
VicRoads will send members a Club Permit renewal notice, usually 4 to 6 weeks before the Permit expiry date. It is the Club Permit holder’s responsibility to arrange for the renewal to be endorsed by one of our authorised BMWCCV signatories & have the renewal processed at VicRoads, before the expiry date.
For renewals of existing Club Permits, the following criteria must be met:
- Club Permit renewals cannot be signed if more than three months (90 days) after the expiry date of the previous club permit. These will not be accepted by VicRoads and will require a complete new permit application, including RWC as above.
- Applicants for a Club Permit renewal must be a BMWCCV financial member before submitting a renewal application for signing. Your BMWCCV membership card should be presented at time of signing the renewal notice.
- Your membership of BMWCCV must remain valid for the full period of the Club Permit.
- As per BMWCCV policy, as the permit holder & BMWCCV member, you should attend a club event at least once a year, with your car, and have your Logbook signed by a Committee member. You will be required to show evidence of this at the annual renewal by presenting your signed Logbook. Alternatively, you can have your car inspected by one of the approved club officers in person at time of renewal.
- Club Permit renewals must be endorsed by the BMWCCV Authorised Officer or one of the approved BMWCCV signatories, prior to submitting to VicRoads for validation & payment.
You can arrange for your CP renewal to be endorsed by one of the following options:
In person: Ensure the above conditions have been met & contact one of our current approved club officers & signatories, either at a club event, or arrange to meet in person & sign your renewal.
The current Club Permit contacts are:
Rod Smith (Gisborne) 0418 532610
Matt Draheim (Bayside) 0438 646150
Phil Logan (Bentleigh) 0407 555189
Ken Lee (Kealba) 0403 984320
Online: You can download a Club Permit Endorsement form, via VicRoads website.
Complete all details, and together with evidence of attending an event during the year (e.g. copy of signed Logbook), send as a PDF by email to Club Permit Officer (CPO) at: email@example.com
The endorsement form will then be signed and emailed back to you.
Note: blank forms will not be completed &/or signed by CPO.
Post: You can send your completed & intact renewal notice, together with a stamped, self-addressed envelope to the CPO at:
BMW Car Club Vic,
PO Box 937, Gisborne, 3437
Do NOT send via Registered Mail as it is not always possible for Club officers to personally go to Post Office to collect This could delay the processing of your renewal.
It is preferable to send via Express Post as this is quickest & also provides tracking.
Validating your Permit with VicRoads
Your renewal notice must be signed before payment & validation by VicRoads.
In person: Take your completed (signed) & intact renewal notice to a VicRoads service centre for payment & validation. No appointment is necessary.
Post: You can post your completed (signed) & intact renewal notice &/or endorsement form, together with a cheque for payment in the amount on the renewal notice ($79.60 for 45 days / $153.90 for 90 days) to: VicRoads, GPO Box 1644, Melbourne 3001
Online: Submit & pay your renewal online through your ‘myVicRoads’ account with Visa / MasterCard. Your permit is validated when you receive a renewal receipt PDF. This receipt must be carried at all times when driving, either electronically, or placed inside your logbook.
All these instructions are described on your renewal notice.
Alternatively, when mailing your renewal to CPO for endorsement, you can send to me the return envelope addressed to VicRoads, together with your cheque for the correct amount, and I will post to VicRoads on your behalf.
Allow minimum 14 days for renewals to be processed by mail.
If you have any questions, please contact:
Rod Smith, BMWCCV Authorised Officer at:
Or phone: 0418-532-610
As approved by BMWCCV Committee