Scots American Club

 
Scots American Club Constitution and By-Laws
Final Proposed Scots American bylaws. 2026

 

 ARTICLE I: NAME, IDENTITY & PURPOSE

 

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

 

1. Foster and Preserve Scottish Culture through Events, Activities and Education
2. Promote Athletics. Sports supporting and participating in, such as Golf, Football [soccer] etc.
3. Community participation
4. Charitable within the community

 

ARTICLE II: MEMBERSHIP & DUES

 

Section A: Eligibility - Membership shall be open to a person of good character and is considered an upstanding member of the community, upon payment of the dues 

 

Section B: Dues – Dues shall be $75 per year. 

 

 

 

 

ARTICLE III:  OFFICERS
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 qualified for positions based on job descriptions. 

 

Section C: Election – Starting November 1st, available officer positions will be posted at the club, on our Facebook page, and on our website 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. Those elected will officially take office at the January meeting.

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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 chair people 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 chair people 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, working under the committee leadership to help organize, support, and carry out the responsibilities of their group

 

ARTICLE IV: DUTIES OF OFFICERS

 

Section A: CEO/COO – it shall be the duty of the CEO/COO to:
●    Preside 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 in 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:
●    Responsible for managing 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 
●    Issue 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
●    Reporting 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
●    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 the 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 the banking, finances and taxes  
●    Runs / prepares reports as needed or required
●    Follows cash limits and controls set by the by-laws

 

ARTICLE V: MEETINGS

 

Section A: Meetings – Regular meetings shall be established once a month.
Section B: Special Meeting – Special meetings may be called by the Board attended by the Executive Committee.
Section C: Quorum – A quorum shall consist 11 members of the eligible membership. 
Section D: 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.

 

ARTICLE VI: EXECUTIVE LEADERSHIP

 

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 committee shall consist of members with 2 years of service to the club and have held prior board positions

 

ARTICLE VII: COMMITTEES

 

Section A: The Board. Combination of Committees – A program consisting of 10 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.

 

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. 

 

Section C: 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.

 

Section D: 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.

 

Newsletter or Communication to Gen Members – Monthly email and Club Calendar

 

To be /removed from office if necessary? – 

 

Chairperson Removal Procedure (For Failure to Perform Duties)

 

1.    Written Notice of Concern

 

If a chairperson is not fulfilling their assigned responsibilities, the Board will issue a written notice outlining:
•    The specific duties not being performed
•    Examples or evidence of the issue
•    The expectation for improvement
•    A reasonable timeframe to correct the issue

 

2.    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

 

3.    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.

 

4.    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.

 

5.    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

 

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

 

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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.

 

2.    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.

 

3.    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.

 

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

 

5.    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 Contract  

 

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

 

Emergency Disciplinary Action:

 

1.    Grounds for Emergency Action
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

 

2.    Immediate Temporary Suspension

 

In such cases, the Board, by majority vote, impose an immediate temporary suspension of the member.
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.

 

3.    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

 

4.    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.

 

 

5.    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.

 

6.    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