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Scots American Club Constitution and By-Laws

Agreed by member Vote Jan 2026

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ARTICLE I: NAME, IDENTITY & PURPOSE

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Section A: Name – The name of this club shall be The Scots American Athletic Club of Kearny, New Jersey.

Section B: Identity. A Scottish American, Non-political, Non-Sectarian, Non-Discriminatory Social Club.

Section C: Purpose – The purpose of this club shall be and to always.

• Foster and Preserve Scottish Culture through Events, Activities and Education

• Promote Athletics. Sports supporting and participating in, such as Golf, Football [soccer] etc.

• Community participation

• Charitable within the community

ARTICLE II: MEMBERSHIP & DUES

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Section A: Eligibility - Membership shall be open to any person 21 years of age, of good character, considered an upstanding member of the community, and has an interest in Scottish culture and object of the Club, upon payment of the dues. An applicant must be sponsored by two members in good standing, and if approved by the Board, will be a general member after a 3-day processing period. New members are probationary for one year.

 

Section B: Dues – Dues shall be $75 per year. [As of January 2026] Due the First week of the year. If not paid then, considered delinquent by the 30th, a late fee of $15 charged and sanctions and loss of privileges and or membership could be enforced. Dues may be paid by check, cash at Club [with receipt given] or Venmo or Zelle.

 

 

 

HONORARY MEMBERS: The title of Honorary Member may be conferred upon a member for life by a two-thirds vote at any General Membership meeting. This title will carry none of the obligations of the club but shall entitle the holder to all privileges of the club, except voting.

GOLD CARD MEMBERSHIP: A gold card membership shall be conferred, By the General Committee, on any member at the age of sixty-five with 15 years of continued membership. This will entitle the holder to all privileges of the club, including voting.

 

 

ARTICLE III: OFFICERS

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Section A: Officers – The officers shall be COO, CEO, Scottish Culture Chair, Rules Chair, Secretary, Facility Chair, Hall Operations Chair, Communications Chair, Fundraising Chair, Bar Operations Chair, Events Chair and Finance Chair.

 

Section B: Eligibility – Officers must be a member, qualified for positions based on job descriptions and meet the Club’s needs.

 

Section C: Election – Starting November 1st, available officer positions will be posted at the club, on our Facebook page, on our website and emailed for members to review and sign up. All interested individuals that believe they meet the requirements will be carefully considered prior to voting. In the case of multiple applications for a position the following criteria will be taken into consideration for eligibility: Life experience, Personal experience, Education and Seniority. Officer elections will be held by confidential ballot at the December meeting. Polls open for a period of six hours. Those elected will officially take office at the January meeting.

 

Section D: Term – The Executive committee, COO and CEO, shall serve for 1 year and their term of office shall begin at the first of the year. Board members shall serve for 1 year and their term of office shall begin at the first of the year.

 

Section E: Vacancy – If a vacancy occurs in any Executive office, the current chairs will convene and hold an internal vote to appoint one of themselves to fill the open position. The appointed chairperson will assume the duties of that office for the remainder of the term.

If a vacancy occurs in any Chairperson office, the current chairs will convene and appoint someone to fill the open position. The appointed chairperson will assume the duties of that office for the remainder of the term.

 

Section F: -Chairpersons- A chairperson is elected by the membership and is responsible for overseeing the operations, planning and activities of their group. The chairperson coordinates the members assigned to the committee, ensures tasks are carried out effectively, facilitates communications within the committee and with the executive officers, and with the board. The chairperson also provides guidance, delegates responsibilities, and ensures the committee’s goals are met in accordance with the club’s policies and procedures. Each committee will have a designated group of members assigned to it, collaborating with the committee leadership to help organize, support, and carry out the responsibilities of their group.

 

ARTICLE IV: DUTIES OF OFFICERS

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Section A: CEO/COO – it shall be the duty of the CEO/COO to:

• Presiding at meetings

• If it occurs, veto motions or activities that are in direct violation of the constitution or By-Laws of the Club.

• Represent the club.

• Assist committees when required.

• Provides guidance when required.

 

Section B: Scottish Culture Chair – It shall be the duty of the Scottish Culture Chair:

• Lead in all Scottish Cultural events and activities.

• Burns Night, St Andrew’s planning team.

• Pipe band liaison.

• Recognizing Important Scottish Holidays

• Educating members who might not be Scottish.

• Works with the rest of the Board.

 

Section C: Rules Chair – It shall be the duty of the Chair to:

• Manages the Rules, By-Laws, and elections at the Club.

• Manages the – application of the By-laws – Rules – Elections

• Manages the Discipline, Suspension and Termination proceedings if required. Works with board as necessary to keep order at the club.

 

Section D: Secretary – It shall be the duty of the Chair to:

• Responsible for Secretarial Duties at the Club

• Take Minutes at meetings. Publishes for approval.

• Manages action plan.

• Manages members data/roles.

• Manages dues collections.

•  Maintains files and current roster of membership.

• Issues notices of meetings.

 

Section E: Facility – It shall be the duty of the Chair to:

• The upkeep of club property at 40 Patterson St Kearny

• General Maintenance

• Report issues to the Board.

• Make minor repairs.

• Sanitation/Cleanliness of Club

• Recruiting volunteers to help

 

Section F: Hall Operations – It shall be the duty of the Chair to:

• Responsible for running all Hall Operations at the Club

• Managing the Halls in an accurate, Compliant, and profitable way.

• Managing rental staff, scheduling, and inventory.

• Works with event and fundraising chair/committees.

• Works with Finance committee.

• Responsible for Hall equipment and non-rev supplies

• Report on sales and expenses

• Report on rentals, deposits

 

Section G: Communication – It shall be the duty of the Chair to:

• Responsible for managing/posting communications at the Club.

• Notices/Letters, Newsletter to GM’s including calendar.

• Social Media Postings

• Website management

• Emails

• Conduct the general correspondence of the club including Good and Welfare messages etc.

• Maintain suggestion box, including emails containing suggestions.

 

Section H: Fundraising – It shall be the duty of the Chair to:

• Responsible for managing the Fundraising at the Club

• Manages events.

• Runs / prepares reports as needed.

• Works with Event Committee

• Recruiting volunteers

 

Section I: Bar Operations – It shall be the duty of the Chair to:

• Responsible for running all Bar Operations at the Scots Club

• Managing the bars in an accurate, ABC/Town Compliant and profitable way.

• Managing Bar staff, scheduling, and inventory.

• Purchasing inventory

• Works with event and fundraising chair/committees.

• Responsible for Bar equipment and non-rev supplies

• Weekly reporting on sales and expenses

 

Section J: Events – It shall be the duty of the Chair to:

• Lead in planning and executing events at the Club.

• Event planning and/or Co-Chairing with other Chair/Committees

• Including the small non-fundraising type of events. i.e., BBQ’s, Socials, community events, theme nights/days, raffles

 

 

Section K: Finance – It shall be the duty of the Chair to:

• Responsible for managing the finances at the Club.

• Manages banking, finances, and taxes.

• Runs / prepares reports as needed or required.

      [i.e., meetings or requested]

• Follows cash limits and controls set by the by-laws.

 

Club banking is done with Kearny Bank.

 

ARTICLE V: MEETINGS

 

Section A: General All Members Meetings – General meetings will be held quarterly, with all dates scheduled in advance at the beginning of each year. Meetings may be conducted in person, remotely, or in a hybrid format, at the discretion of the Board. Grievances and suggestions will be presented and listened to at the general meeting.

 

Section B: Board Meetings – Board meetings will be held monthly, with all dates scheduled in advance at the beginning of each year. Meetings may be conducted in person, remotely, or in a hybrid format, at the discretion of the Board.

 

Section C: Special Meeting – Special meetings may be called by the Board attended by the Executive Committee. Or twenty-five members in good standing in writing to the Club Leadership.

 

Section D: Quorum – A quorum shall consist of eleven members of the eligible membership and six board members.

 

Section E: Parliamentary Authority – Robert’s Rules of Orders, shall govern this club in all cases to which they are applicable and in which they are not inconsistent with these bylaws.

 

Section F: Respect of the Chair - Each member shall have respect for the opinion of his fellow members and a profound regard for the rights of the other members. He/she will also respect the Chairperson and manifest a tolerant spirit in debate. Observing this rule will lead to orderly meetings. Any member creating a nuisance at the meeting will be asked by the presiding person three times to be quiet. Failing to heed the third warning, the out of order person will be asked to leave the meeting. He/she will then be liable for suspension or expulsion from the club for their actions.

 

ARTICLE VI: EXECUTIVE LEADERSHIP

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Section A: Responsibility – Management of the club shall be vested in an Executive Committee responsible to the entire membership to uphold these bylaws. [Non-voting position]

Section B: Membership – This executive role shall consist of two members with a minimum two years of service to the club and have held prior board positions.

 

ARTICLE VII: COMMITTEES

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Section A: The Board. Combination of Committees – A program consisting of ten committees separately composed of a single chairperson and volunteers whose duty shall be to run the overall committee and collectively run the program of the club.

Section B: Other committees – [non-voting] i.e., sports, leisure, trips & special events. [List other committees]

Section C: Special Committees – The Board shall have the authority to appoint any special non-voting committees, from time to time as need demands.

Section D: More than one position - No member can hold more than one elected position in the club.

 

ARTICLE IX: AMENDMENTS

 

Section A: Selection – All voting will take place in person and will be conducted by secret ballot to ensure confidentiality and fairness in the election process. The by-laws may be amended by a two-thirds (⅔) majority vote of the membership.

Section B: Notice – All members shall receive advance notice of the proposed amendment at least 10 days before the meeting.

 

To be removed from office if necessary

 

Chairperson Removal Procedure (For Failure to Perform Duties)

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1. Written Notice of Concern

If a chairperson does not fulfill their assigned responsibilities, the Board will issue a written notice outlining:

• The specific duties are not performed.

• Examples or evidence of the issue

• The expectation for improvement

• A reasonable time limit to correct the issue.

1. Meeting With the Board

The individual will be asked to attend a meeting with the Board. At this meeting, they will have the opportunity to:

• Explain their side.

• Provide any relevant information.

• Discuss challenges or misunderstandings.

1. Board Review and Discussion

After the individual presents their explanation, they will leave the meeting.

The Board will then:

• Review their responsibilities.

• Discuss whether improvement is possible.

• Consider whether removal, suspension of duties, or reassignment is appropriate.

1. Vote on Removal or Disciplinary Action

The Board will vote on the action to be taken. This vote will be by a simple majority vote.

 

1. Notification of Decision

The individual will receive a formal letter stating:

• The Board’s decision

• Any disciplinary action (removal, probationary period, reassignment, etc.)

• The effective date of the action

1. Filling the Vacancy

If the individual is removed, the Board will follow the existing vacancy-filling process.

To be Disciplined/Suspended/Banned from Club –

Disciplinary Review Process

1. Notification:

The individual in question will receive a formal letter from the Board requesting their presence at a meeting to discuss the matter.

 

1. Opportunity to Present Information:

At the meeting, the individual will be given the opportunity to explain what took place and present any information or context they feel is relevant.

 

1. Board Deliberation:

After the individual has presented their case, they will be excused from the meeting. The Board will then discuss the situation and determine what, if any, disciplinary action is appropriate. This may include no action, a suspension, or a ban from the club.

 

1. Voting:

The Board will hold a vote to finalize the disciplinary decision.

 

1. Outcome Notification:

Following the vote, the individual will receive a formal letter outlining the Board’s decision and any actions that will be taken.

   

Board Members/Members reimbursement – Members may receive reimbursement for expenses up to $50 with the submission of a valid receipt and expense form. Any expense exceeding $50 must receive prior approval from the Board before reimbursement can be issued.

 

Managing of Guests-   All guests entering the club must be managed in accordance with ABC (Alcoholic Beverage Control) regulations. Each member may host up to nine (9) guests at a time. Guest tracking and compliance with these limits must be monitored and enforced by the bartender on duty.

Hall rentals rules- See New version of the contract.  

 

Bartender rules- Bartenders must accept the Bartender policies at The Scots. No exceptions.

Emergency Disciplinary Action:

1. Grounds for Emergency Action – Putting the Club at Risk

 

If a member or Officer engages in behavior that poses immediate legal, financial, or safety risk to the club, the Board has the authority to initiate emergency disciplinary action.

 

Examples may include (but are not limited to):

• Violations of state, federal or town laws

• Misuse or mishandling of club funds.

• Actions that endanger the club’s liquor license, insurance, or legal standing

• Threats to the safety of members, guests, or property

• Any conduct that could cause significant financial liability or reputational harm

 

1. Immediate Temporary Suspension

In such cases, the Board, by majority vote, imposes an immediate temporary suspension of the members.

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This suspension may include:

• Suspension of club privileges

• Suspension from entering the premises.

• Suspension from holding office or performing official duties.

This suspension is temporary and pending full review.

1. Written Notice of Emergency Action

The individual will receive a written notice stating:

 

• The reason for the emergency action

• The duration of the temporary suspension

• The date of the disciplinary review meeting

• Their right to present information at the meeting.

 

1. Required Disciplinary Review Meeting

A formal review meeting will be scheduled as soon as reasonably possible, typically within 7-14 days of the emergency action.

At this meeting, the individual will have the opportunity to explain what took place and provide any information they believe is relevant.

 

1. Board Deliberation and Final Decision

After hearing from the individual, the Board will meet privately to determine final disciplinary action. This may include:

 

• Lifting the suspension (no action)

• Issuing a written warning

• Imposing a set-term suspension

• Removing the person from office

• Banning the individual from the club

A vote will be held according to the Board’s established voting rules.

1. Final Written Outcome

The individual with be notified in writing of the Board’s final decision, including:

• The action taken.

• The effective dates

• Any conditions or terms that apply.

 

RULES TO BE OBSERVED

1. Preserve this booklet and read it carefully and often.

2. If you become ill or in need, immediately notify either the Board, Secretary or Executives by mail. If you are too sick to write, have someone write or call for you. If you know of a fellow member who is sick, check and be sure it has been reported.

3. Notify the Secretary whenever you have a change of personal information. Address, phone, email.

4. Only sponsor for membership people you have known for some time and whom you believe will be an asset to the club.

5. Remember that dues are due on January 1st and the deadline for payment of your dues is Jan 30 of each year.

6. Attend your quarterly meetings.

7. Respect the members you elect for office, for their full term.

8. It is your club; it is our club. Treat it and those in it with respect.