Private Party Rentals

MKLA GUIDELINES FOR CLUBHOUSE RENTALS

Revised and Approved May 2023

All Clubhouse rentals are subject to Article XII of the Association By-Laws. The following Guidelines are intended to supplement ArticleXII and are applicable to all rentals.

RENTAL PROCESS:

  1. CHECK DATE:  Contact the Clubhouse Manager at mklclubhousemgr@gmail.com to assure the desired date is available and there are no conflicts. All Clubhouse events – rental and community — assume 48 hours of availability from noon of the prior day through noon of the day following the event. Checking the Date DOES NOT reserve the date.  
  2. CLUBHOUSE RENTAL APPLICATION PART 1
      • RENTAL FEE: Parties with guests numbering 1 to 35 = $150; guests numbering 36 to 75= $300, and guests numbering 76-125 = $500.
      • SECURITY DEPOSIT: $500
      • CLEANING:  A professional cleaning service under contract to the Association is required for parties of 76 or more and optional for smaller events. The current cost is $450. This check should be made out to the MKL Association. The Clubhouse Manager will arrange for the cleaning service to come.
      • ADDITIONAL CHARGES: Extra cleaning by the maintenance company, long-distance phone calls, stain cleaning, breakage, loss, or damage, etc. will be deducted from Security Deposit. If such charges exceed $500, then Member will pay additional amount to the Treasurer promptly. Unused amounts of deposit will be returned to Member after Clubhouse inspection.
  3. BOARD REVIEW: The application will be reviewed by the Board at their next regular monthly meeting. Upon approval, the renter will be informed, and the checks will be given to the MKL Treasurer. It is only after the Board approval that the rental is confirmed.  
  4.  CERTIFICATE OF INSURANCE: Once approved, you must obtain a Certificate of Insurance from your Homeowner’s company naming the Lakeshore Company, Mt. Kemble Lake Association, and the Mt. Kemble Lake Country Club as ADDITIONAL INSURED for a minimum of $1 Million for day of party/event. Be sure Certificate NAMES ALL THREE corporations. They must also issue an endorsement to your policy making this change. If they won’t do this, then you may purchase a one-day event policy from Robert Lloyd Coutts & Sons 973­-539-4900, Fax 973-984-7059.) Submit the proof of liability insurance to the Clubhouse Manager.
  5. CLUBHOUSE RENTAL APPLICATION PART 2: No less than 30 DAYS BEFORE EVENT, submit Clubhouse Rental Application Part 2 to the Clubhouse Manager.
  6. RESPONSIBILITY: The Member renting the Clubhouse is responsible for returning the Clubhouse to its pre-event state and for its safe use. Member agrees to be present during the event and to supervise setup. Member agrees to inspect (or provide a designee to do so) the Clubhouse with the Clubhouse Manager or designee both before and after event.
  7.  OCCUPANCY: Maximum attendance at the event is limited to 125 people. The Member renting the Clubhouse shall attend at all times.
  8.  EQUIPMENT and/or DECORATIONS: Questions regarding use of Clubhouse equipment or installation of decorations should be directed to the Clubhouse Manager and/or the House Maintenance Manager, who will make any necessary decisions.
  9.  INVITATION TO EVENT: Do not send invitations until approval for rental is received from Board. The renter may designate Mt. Kemble Lake Clubhouse as the location of the event but not suggest that the event is sponsored by Mt. Kemble Lake Association, Inc., or Mt. Kemble Lake Country Club.
  10. PARKING: Member should advise guests that there is no parking on the grass inside the circular driveway. Parking to the left of the tennis court is recommended. 

CLUBHOUSE INSPECTIONS:

  1. BEFORE EVENT SETUP: Renter will contact the Clubhouse Manager or designee and schedule a time to inspect (with Clubhouse Manager or designee) the condition of the clubhouse and grounds and to review procedures before preparation for the event begins, at which time the renter Member will be given an access key.
  2. CLEANUP: Member will clean the Clubhouse or prepare the Clubhouse for the cleaning by the professional maintenance company under contract to the Association as well as clean the grounds within 12 hours after the event, and without interfering with any other activities at the Clubhouse.   See Clubhouse Cleanup Checklist.
  3. AFTER CLEANUP: Clubhouse Manager inspects the Clubhouse and grounds following cleanup. If problems are apparent, the Clubhouse Manager will meet with the Member to review items in question. Part 2 of the application must be signed at this time by the Clubhouse Manager or designee to initiate returning or retaining some or all of the security deposit.

ADDITIONAL INFORMATION

Summary of Sponsoring Member Responsibilities

  1. The sponsoring Member must be present and active throughout the event. The Clubhouse Manager to coordinate inspections before and after the event and to approve recommended decorations and amenities. 
  2. Adult supervision will be provided for all children under the age of 18. This may include parent involvement or other adult supervision sufficient to assure the safety of the guests and the protection of the property. [For beach events, a trained lifeguard may be recommended.] [Do we want to include reference to the beach at this time?  It sounds as if we agree that the beach is available for rental, but we have not really had a discussion yet about this]
  3. The sponsoring Member will assure all community rules are observed including no parking in fire lanes or on grass areas, no open fires, reasonable noise levels, etc. and assure respect for local residents.
  4. Invitations should avoid any suggestion that the event is sponsored by Mt. Kemble Lake Association or Mt. Kemble Lake Country Club.
  5. Cleanup by the Member sponsor must be completed within 12 hours of the event and must not interfere with other planned activities. Professional maintenance should occur within two days of the event. 
  6. Decorations and amenities should not damage grass, walls, floors, lights, or any other aspect of MKL property.
  7. If keys are provided for access, these must be returned to the Board Committee Chair no more than 12 hours after the event.
  8. All hired contractors must provide evidence of liability and worker compensation insurance. 

Items you may wish to ask about during pre-event walk-through:

  1. Unlocking the front door so it stays open.
  2. Thermostats – Heat and Air Conditioning systems
  3. Dishwasher
  4. Sound system and microphones
  5. Tablecloths
  6. Furniture arrangement
  7. Supplies and decorations
  8. Opening and moving tables
  9. Outdoor lighting for Parking areas
  10. Operation of ovens
  11. Disposal of Trash and Recycling