Use these links for reach info for Clubhouse Trustee; Social Chair; Bar Chair; Country Club Treasurer
PLANNING:
- Schedule a planning meeting with committee members early enough to make necessary arrangements (entertainment, special food / decoration orders) and to issue invitations sufficiently in advance.
- There is NO charge for children’s parties; however, children’s parties should be kept at reasonable level. Budget should be around $350.00. This does not include the bar area.
- All MKL children, grandchildren and their parents / grandparents and or chaperones are included for the children’s parties.
- Set up for parties needs to be coordinated with other Clubhouse activities. Please contact the Social Chair before making set up plans.
- Clean up should be completed no later than 24 hours post party event.
- Please contact the Social Chair OR Clubhouse Trustee to get KEYS.
- Please refer to the helpful resource called Cooking for a Crowd paper posted on the website and in the kitchen.
- Contact Bar Chairperson to let him know when event is to be prepared to set the bar up for you if you are planning to serve alcoholic beverages. Most children’s parties do NOT include alcoholic beverages. The bar is a CASH BAR; no free drinks are permitted. The price list is included in the bar area.
EXPENSES:
- Obtain cash advances from CC Treasurer if needed. If not, hold onto any receipts of monies spent and give to the Treasurer after the event for reimbursement.
- All committee members submit all their saved receipts to committee Chair who will then turn in all receipts to Treasurer with an Expense Form.
Bar:
- Notify the Bar Chairperson of estimated number of guests.
- Sober bartenders must be at all Parties and must be listed on the NJ State Form located at the bar area.
- Lemons, limes and snacks should be provided for the bar area.
- Suggested ice for bar: ((2) 20 lbs. bags for under 40 people; ( 3) 20 lbs. bags for 40-60 people; (5) 20 lbs. bags for 60 people or more .
- Optional: set up Bar Tab for committee members to keep track of own drink purchases during party.
- Review Bar Use Guidelines with Committee Members. Absolutely no free drinks are permitted.
- Make sure you have the bar change ready for the event. Obtain $25 in singles and $25 in $5 bills for change.
- There is no charge for the Children’s parties, however, this does not include the bar area — it is a CASH BAR — charge liquor prices as listed at bar area.
- It is the responsibility of the committee to make sure that all bottles and cans are separated and placed in the recycling bin outside the kitchen door.
- Put all unused liquor and beer into the party closet and return the keys as soon as possible to the Bar Chairperson or the Social Chair.
CLUBHOUSE SET-UP:
- During the winter, turn up the heat in the clubhouse several hours before the party event. Remember to turn it back to 55 degrees after the event.
- During the summer, turn the AC up to the desired temperature for the event 3 hours prior to party. At the end of the party, turn the AC to the OFF position.
- There is a MKL community camera located in the bar area in the stereo closet on the top shelf. Please remove the camera, plug it in for at least an hour prior to party time to make sure it is charged for the event. (Sometimes if it sits too long between parties the battery runs out of life). The directions are in the box if need be. Please take as many pictures as you want and after the party place the entire boxed camera to Terry Dwyer’s mailbox located at 58 Lake Trail West. Terry will then upload the pictures of the party to post on the website and then return the camera to the Social Chair to place back into the clubhouse for future parties.
- Set up garbage cans lined with plastic bags. Set out bins for recycling. Labels are useful.
- Check bathrooms for toilet paper and paper towels and soap. (If low on items, more supplies are located in the basement to the far right in the metal cabinet where all the decorations are stored).
- Check kitchen for paper towels, garbage bags and soap for kitchen sink, dishwasher and to hand wash dishes. (If low on items, additional supplies are located in the basement to the far right in the metal cabinet where all the decorations are stored).
- Under the kitchen sink, to the far back left, there is a dishwasher water line valve cut off switch (yellow handle). Turn the handle to the ON position for dishwasher use during the event. Follow directions posted on the dishwasher front panel. Turn the water valve handle to OFF at the end of the evening and drain the standing water. Clean out the food particles left on the basket. Re-load the dishwasher with the plastic bins for the next event.
- Paper plates, napkins, etc. are available at the clubhouse. You are welcome to purchase themed party plates / items — just try to be aware of your budget.
- If we are low or out of items in Metal Cabinet, please make a list and contact the House Maintenance Trustee to get additional supplies.
- Be sure to keep a record of the Children’s party in the clubhouse log book and have all children, grandchildren, parents, grandparents and chaperones sign in at the door on the day of the event.
DURING THE EVENT:
- Take some photos using the community camera (see above) or your own camera. If you don’t have time, ask a guest to take some snapshots.
AFTER THE EVENT:
- During the winter, turn the clubhouse heat down to 55 degrees and make sure all doors and windows are closed and locked.
- During the summer, turn the AC to the OFF position.
- Turn the dish washer water valve handle (under the kitchen sink, to the far back left, yellow handle) to OFF at the end of the evening and drain the standing water. Clean out the food particles left on the basket. Re-load the dishwasher with the plastic bins for the next event.
- Please make sure the clubhouse is left the way you found it by cleaning the bathrooms, kitchen, main hall, lounge etc. See the Clubhouse CLEAN UP CHECK LIST as well as the Clubhouse Floor Plan of how the tables and chairs are to be left / placed within 24 hours after the event.
- Bring home all laundry (tablecloths, kitchen towels) and return back to closet and drawers clean.
- Place tables and chairs next to the walls making the maximum amount of room for the Exercise classes. See Table Set-Up / Floor Plan.
- Return all keys to Social Chair and or House Maintenance Trustee.
- Don’t forget to drop the camera off if the MKL community camera was used during the event — place the entire boxed camera to Terry Dwyer’s mailbox located at 58 Lake Trail West. Terry will then upload the pictures of the party to post on the website and then return the camera to the Social Chair to place back into the clubhouse for future parties.
EXPENSE FORM:
- The Party Chair is to collect all receipts from their committee. Fill out the Party Expense Form. Include total figures for Party Income and Bar Income reported separately and expenses. Party Chair can reimburse committee members for their individual expenses out of the cash income, so long as the actual totals for all incomes and expenses are reported on the Expense Form before any reimbursements are made. Then, just turn in the remaining cash and checks with the Expense Form to the Country Club Treasurer. If you have any additional reimbursements for committee members’ expenses, note them on the Expense Form and the CC Treasurer will cut the checks to the appropriate members. If you have any questions about filling out the form, call the CC Treasurer.
PARTY REPORT FORM:
- Fill out a Party Report with suggestions that will help future committees in planning a similar party. Include a copy with the invitation if you have an extra one. Give the Party Report Form to the Social Chair.
Any other questions, please contact the Social Chair or other Board Members listed on the Party Contact List.
revised Sept 2015