MOUNT KEMBLE
GUIDELINES for PARTIES
and TGIF'S
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.
·
Set
up for parties and TGIFs needs to be coordinated with
other Clubhouse activities. Please
contact the Social Chair before making set up plans.
·
Committee
clean up should be completed no later than 24 hours post party event.
·
Decide
whether or not you will be using a professional cleaner to clean the clubhouse
areas after the event. Check with the
House Maintenance Trustee of the cost and to also schedule them into the
calendar to clean up no later than 48 hours after the party. The cost for the cleaners as of 2009 is
$200.00. When writing your invitations,
please remember to include that fee
amongst the invitation
reservation fees for the party. (If you
estimate 55 people attending the party --- it would be around $3.50 pp to cover
the professional cleaning charge).
·
Charge
for parties should be sufficient to cover expenses and to make a small profit,
but also be kept at a reasonable price to encourage attendance.
·
Charge
for TGIFs is usually around $7.00 (2009). (Depends on the food and or special themes).
·
Guest
attendance from past experience for TGIF's are based
on around 45 people and Parties 55 people.
·
Please
contact the Social Chair OR House
Maintenance Trustee to get KEYS.
·
Please
refer to the "Quantities for Cooking for a Crowd" paper posted on the
website.
·
Contact
Bar Chairperson to let him know when event is to be prepared to set the bar up
for you.
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.
·
Obtain $25 in singles, $25 in $5 bills for bar area change.
·
Obtain for TGIFs $50 in singles and $25 in
$5 bills for change at the Door.
Bar:
·
Notify
the Bar Chairperson of estimated number of guests and of any special liquor or
wine needs-- all special liquor and wine must be ordered through the Bar Chairperson
with at least 3
weeks notice. A $50 minimum purchase is
required.
·
Review Bar Use Guidelines with Committee Members. Absolutely no free drinks are permitted. (See
Separate Sheet Listed). Make sure you
have the bar change ready for the event.
·
Sober bartenders must be at all Parties
and must be listed on the State Form located at 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 .
·
Lemons,
limes and bar snacks should always be provided by the committee for the night
of the party.
·
Optional: set up Bar Tab for committee members to keep
track of own drink purchases during party.
·
Charge
liquor prices as listed at bar area unless special events occur where there
needs to be a new sign posted for the specialty drinks being served with their
prices. Open bar parties can be allowed
with beer and wine and are around $15 pp to be added into the party fee on the
invitation. Contact Bar Chairperson of
this special event.
·
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.
·
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.
·
For
TGIFs, paper plates, cups etc. are available at the
clubhouse. If you need something more,
please contact the House Maintenance Trustee.
·
Have
all guests sign in at the door.
DURING THE EVENT:
·
Take
some pictures using the community camera (see above), or your own camera. If
you don’t have time, ask a guest to take some shots.
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 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.
·
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. This is to be done by the committee no later
than 24 hours post event.
·
If
a Professional cleaner is being hired for an additional fee through the House
Maintenance Trustee, please contact them
to make sure a cleaner is in place with - in 48 hours after the party.
·
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