MOUNT KEMBLE
GUIDELINES for CHILDREN'S PARTIES
Updated: OCT 2009
House
Maintenance Trustee: Joyce Murray @ (973)
425-0646 or joyce@jjmurray.us
Social Chair : Karen Sabol
@ (973) 425-0285 or jkl@t-squareconstruction.com
Bar Chair: Mick Merenda @ (973) 425-4254 or mmerenda@verizon.net
PLANNING:
·
Schedule
planning a 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 a 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 House Maintenance Trustee to get KEYS.
·
Please
refer to the helpful resource called "Quantities for 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 including to have alcoholic beverages served. 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 Treasurer if needed.
If not, hold onto any receipts of monies spent and give to the Treasurer
post event for him to write you a check shortly after submittal.
·
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 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. (See Separate Sheet Listed). 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- they 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- they 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. 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 fine to purchase themed party plates
/ items -- just try to be aware of the 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 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.
·
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 MKL Floor Plan of how the tables
and chairs are to be left
/ placed with- in 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
Expense Form. Include total figures for
Party Income and Bar Income reported separately and expenses. Committee Chair Person 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 Treasurer. If you have any
additional reimbursements for committee members' expenses, note them on the
Expense Form and the Treasurer will cut the checks to the appropriate
members. If you have any questions about
filling out the form, call the Treasurer.
PARTY REPORT FORM:
·
Fill
out a Party Report Form 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.
House
Maintenance Trustee: Joyce Murray @ (973)
425-0646 or joyce@jjmurray.us
Social Chair : Karen Sabol
@ (973) 425-0285 or jkl@t-squareconstruction.com
Bar Chair: Mick Merenda @ (973) 425-4254 or mmerenda@verizon.net