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MT. SAN ANTONIO GARDEN POLICIES OF THE GARDENS CLUB

Table of Contents July 24, 2017

1. Announcements............................................................................................................22. Appreciation and Retirement Fund.............................................................................. 33. Assembly/Lounges........................................................................................................34. Banking for Residents....................................................................................................326. Bar, The.......................................................................................................................135. Bulletin Boards..............................................................................................................425. Commercial Enterprises............................................................................................. 126. Council Capital Projects................................................................................................ 57. Education...................................................................................................................... 58. Dining Services Committee............................................................................................615. Employee Retirement Recognition Fund......................................................................818. Gardens Club Special Needs Reserve Fund.................................................................109. Green Leaf.....................................................................................................................710. Health Services............................................................................................................. 711. Memorial Committee....................................................................................................712. Memorial Services.........................................................................................................822. Pet Policy.................................................................................................................... 1113. Pigeon Holes, Area Desks or Area Bulletin Boards........................................................814. Postage Stamp Sales Policy.......................................................................................... 827. Record Maintenance...................................................................................................1321. Programs.....................................................................................................................1123. Resident Guests Speaking at Council......................................................................... 1216. Sales Room....................................................................................................................917. San Antonio Shop..........................................................................................................924. Signs Posted on Campus.............................................................................................1219. Solicitation Policy....................................................................................................... 1120. Swimming Pool........................................................................................................... 11

Gardens Club Policies of 14

The Policies of the Gardens Club fall into two categories:

1. Those policies which define the internal organization and operation of the Gardens Club and are directly enforceable by the Gardens Club.

2. Those policies which are statements of preferred resident conduct. These policies are enforced by a combination of management policy and action and the force of the collective body of resident opinion as represented through the Gardens Club Council.

The Category of each policy is indicated at the end of each policy statement.

1. Announcements

Dining Room dinnertime announcements shall be limited to events taking place on campus, including Sunday religious services, with the exception of Garden-organized trips or excursions.

All announcements shall be made only once each weekday at 5:45 PM and at 12:30 PM on Sunday. Each announcement shall be made on only two days. No announcements shall be made on brunch days, during special holiday meals, or Sunday evenings.

Announcements must be very brief, covering only who, what, when and where without unnecessary words. They must be received on the day before the announcement is to be made and must show the name and telephone number of the person originating the announcement. One copy is needed for each time the announcement is to be made.

No announcements will be made for regularly scheduled events. Announcements shall be made only for events sponsored or approved by Administration, the Council, or one of the Gardens Club committees.

Dinner service, if carried on in a quiet manner, need not cease while announcements are being made, but diners are requested to keep conversation at a minimum at this time.

Channel 3 announcements should follow the same guidelines and are made through the Administration. Announcements shall be submitted in written form on the appropriate form at the Reception Desk two (2) or more working days prior to the date the announcement will be presented.

Bulletin Board announcements are posted only by the Bulletin Board Committee.Category 1


2. Appreciation and Retirement Fund

An Appreciation Fund supported by voluntary contributions, shall be maintained for distribution as gifts to employees during the holiday season. The method of determining eligibility and the apportionment of the monies shall be determined in accordance with the Gardens Club Appreciation Fund Guidelines (available on request). Any changes to these guidelines shall be reviewed with the MSAG Personnel Department prior to approval.

Each year $2500 shall be held in reserve for retiring employees' gifts inaccordance with Policy 15, "Employee Retirement Recognition Fund."

Category 1

3. Assembly/Lounges

The Assembly and/or Lounges shall be used for meetings, lectures, and entertainment for the benefit of the residents, and shall not be used for regular meetings of outside groups, nor for fund-raising or partisan political meetings.

Events regularly scheduled by Gardens Club Committees shall have priority on scheduling. Reservations for use of the Assembly and/or Lounge are made through the Administration.

Category 2

4. Banking for Residents

The Gardens Club Council shall authorize the operation of an in-house "Bank" for the help of the residents.

The Council shall appoint a "Bank Manager" each year. The Manager shall be responsible for establishing the location, hours, and rules for this service. The initial operating fund is provided from the Activities Fund of the Gardens Club.

Category 1


5. Bulletin Boards (Rev. 12/07/2015)

All notices to be posted on bulletin boards in the internal mailbox rooms must be approved and posted by the Bulletin Board Committee, except where otherwise noted below. It is the responsibility of the Committee to maintain the current status of all notices.

Notices must be placed in the top drawer of the bulletin board cabinet on the counter to the right of the copy machine. All notices must be identified with the resident’s name.

GARDENS ACTIVITIES BOARD: (To the right of the internal mailboxes) Used for notices and pictures of Gardens activities.

COMMUNITY ACTIVITIES BOARD: (Directly across from the Gardens Activities Board.) Used for community events, theater and concert notices, and other items of interest to residents.

GARDENS NOTICE BOARD: (Between the doors to the Beauty Shop and the flower/Christmas Elves room. Used for Gardens Club Council minutes and notices (posted by Council officers); new residents’ pictures (posted by the Hospitality Committee); and other resident appropriate notices.

The Bulletin Board Committee is responsible to keep the Board current.

ADMINISTRATION BOARD: (Behind the bulletin board cabinet) Used for Administration notices and for other useful information..

TRANSPORTATION BOARD: (Across from the Administration Board) Used for information about local transportation services. Posted and maintained by the Transportation Committee.

Reminder notices/notices for a program or event may be placed in the notice boards adjacent to the Social Center/Dining Room entrances, no earlier than 24 hours preceding the scheduled event. They are to be removed before the next meal after the event. They must be no wider than 8.5 inches and no higher than 11 inches.


6. Council Capital Projects

In order to facilitate the provision of services for the benefit of the Residents, the Council may, from time to time, designate certain activities as an "Operating Capital Project." Such designation is reserved for those projects that need operating capital to function, the source of which is to be Gardens Club Funds.

The Council may authorize the use of such funds upon application by an appropriate Resident and under such items and conditions as the Treasurer may recommend.

Each such project shall have a Manager, who must be appointed by the Council, and the Council must confirm all staff appointments made by the Manager of the project. The Manager of a project, upon approval of the Gardens Club Treasurer, may appoint a Project Treasurer to whom may be delegated signature authority by the Gardens Club Treasurer, under such terms and conditions as he/she may specify, under the general authority and responsibility of the Gardens Club Treasurer, as set forth in Article II, Section 5 of the By-Laws.

The following activities are each designated as an "Operating Capital Project":a. The Sales Roomb. The San Antonio Shopc. The Bankd. Postage Stamp Sales

Category 1

7. Education

The Education Committee shall be responsible for the implementation of the program for awarding scholarships to Gardens employees to enable them to achieve their educational or vocational goals. Liaison is to be maintained with the appropriate administrative personnel. The emphasis shall be on educational courses beyond high school level; however, exceptions may be made at the discretion of the Committee, and with the approval of the Council.

a. Employees must be either full or part time workers who have been employed by the Gardens for at least 90 days before the date of application. Employees in managerial or administrative positions are not eligible.

b. New applicants who have had some higher education shall be requested to present transcripts of former studies, or give an explanation of why such material is not available.

c. Recipients who fail to complete a course, except under unusual circumstances, may become ineligible for any future scholarship.

The committee shall also be responsive to opportunities and suggestions for other classes or educational activities for or by our own residents.

Category 1


8. Dining Services Committee) (Revised 12/07/15)

The Dining Services Committee shall be responsible for liaison with the Dining Services Director with respect to all phases of meal preparation and service. The Committee shall receive, evaluate, and communicate as needed to the current manager of Dining Services and/or the Administration, the concerns of the Residents relating to our food program.

The Committee shall also be responsible for the recommendations of a dress code for the dining room and shall establish from time to time recommendations relative to guests, seating, and other matters affecting the dining area.

As of December 7, 2015, the following dress code is in effect: It is expected that diners will dress appropriately for the occasion, the time of day, and the weather, and with respect for their fellow diners. Shorts, sweatshirts, T-shirts or work jeans are not appropriate for dinners or Sunday brunches. Residents may wear tailored, knee length shorts to dinner in the buffet area of the Dining Room during the hot summer months.

The Committee shall work with Health Services and the Administration to establish guidelines relative to the use of wheelchairs, walkers and canes in the dining area.

An independent resident who is unable to come to the dining room fora meal may send a personal caregiver to the dining room to carry out the meal. The following

rules must be observed:d. The caregiver must be easily identifiable by wearing a name tag.e. The caregiver should collect the resident's meal either early or

late during serving hours when possible.f. The caregiver must observe the proper procedure in the buffet

line, taking a turn in line and otherwise conforming to dining room etiquette.

g. The caregiver must sign the sign-out list, indicating both the caregiver's name and the resident's name.

h. If the caregiver takes an extra meal in addition to the meal for the resident, the caregiver must obtain a charge slip from the dining room host, take it to the resident for signature, and return it to the host.

If a resident invites a caregiver to join him/her at a meal in the dining room, the caregiver on this occasion becomes a guest of the resident.

Category 2


9. Green Leaf

The purpose of the Green Leaf is to provide information of general interest to our Residents with respect to Gardens activities, and to give appropriate recognition to our members.

The Green Leaf Staff shall choose the Editor. The selection will then be submitted to the Council for approval.

Content of the Green Leaf shall be determined by the Green Leaf staff.Any material that deals with Gardens finances or Board of Directors actions is to be

cleared with Administration before publication.Category 1

10. Health Services

The Residents' Health Services Committee exists to provide a means whereby Residents of the Gardens may have a channel of communications with professional staff, Board of Directors, and Gardens Club Council regarding the health needs and services ofall the Residents.

The Committee reports to the Gardens Club Council, cooperates with the Health Services Committee of the Board of Directors, and works regularly with the Executive Vice-President/Administrator of Health Services.

Chairs of several health-related functions serve as members of the Committee by reporting directly to the Committee each month. These include Wellness, Friends of the Health Center, Friends of the Lodge, Lodge Residents' Advocate, Lodge Representative, Health Center Representative, Chair of Medical Lectures, Resident Representative to the Multi-Facility Committee on Ethics of. Retirement Communities, and the person designated to follow up ondischarged patients with a questionnaire and a personal interview. Category 1

April 10, 2013

11. Memorial Committee (Rev. 10/03/2011)

The Gardens shall have a Memorial Committee with the following functions:a. To keep the Residents of Mt. San Antonio Gardens informed of each death of a

Gardens resident or a community patient that occurs at The Gardens.b. To accept memorial funds given by relatives and friends, and to send a card

of acknowledgement and thanks to the donor.c. To send to the next of kin a letter of sympathy and the notice that was

displayed on the memorial table in the Main Lounge.d. To send designated funds to the Chief Financial Officer for distribution as

designated. Undesignated donated funds shall be sent to the Gardens Club Treasurer for deposit to the Special Needs Reserve Fund.

Category 1


12. Memorial Services

It is expected that services for deceased Residents of Mt. San Antonio Gardens will be held in community places of worship or mortuary chapels.

Private memorial services (not funerals or other religious services) may be scheduled in the Gardens. These services will be normally held in the Gallery for up to seventy (70) persons. When anticipated attendance exceeds that number, the memorial service or reception may be held in the Assembly.

Notices or announcements of these services, both outside the Gardens and within the Gardens, will be typed on 3 x 5 cards and placed by the Administration in the five following locations—on the Memorial Table in the Main Lounge, Oak Tree Lodge, Magnolia Grove, Evergreen Villas, and on the Receptionist's desk in the Administration lobby. There will be no other posted notices or announcements.

An annual interfaith memorial service conducted by the Religious Programs Committee shall be held in the Assembly in memory of all Gardens residents and community patients who have died during the preceding year.

Category 2

13. Pigeon Holes, Area Desks or Area Bulletin Boards

Material intended for general distribution to all pigeonholes should not be of a commercial, political, or special interest nature, or for solicitation of funds. The pigeonholes are not for use by outside agencies or businesses. (See #19, SOLICITATIONS policy).

All notices for all Bulletin Boards and for Area desks must include the date, the source, and the date to be removed. Medical information must have prior approval of the Director of the Clinic.

Category 2

14. Postage Stamp Sales Policy

Provision for providing Residents the opportunity to purchase postage stamps on the grounds shall be under the jurisdiction of the Gardens Club Council. A revolving fund shall be maintained to underwrite the project.

The Council shall appoint a Manager(s) annually. There shall he no limitation as to the number of years any person or persons may serve as the Manager.

The Manager shall announce a weekly schedule of time and place for the sale of stamps.Category 1

15. Employee Retirement Recognition Fund (Revised 04/02/2012)

A fund supported by voluntary contributions by the Residents shall be maintained to reward long-term employees on their retirement. Employees who have been employed at the Gardens for a minimum of fifteen years and leave the Gardens in good standing will receive the retirement gift.

The amount of the retirement gift shall be $50.00 per year for each year the employeehas worked up to a maximum of $1,000.

Category 1


16. Sales Room

The Gardens Club Sales Room shall operate under the direction of the Chair, hereinafter referred to as the Manager, who shall be appointed annually by the Council. The Council hereby affirms that this position qualifies as an "exceptional circumstance" as provided for in Article IV in the By-Laws and the Manager may be reappointed without regard to the two-year limitation. The Manager will take office immediately upon appointment by the Council at its first meeting of the year.The Manager shall appoint, subject to Council approval, an Assistant Manager. Sales Room funds are a part of the Gardens Club Special Needs Reserve Fund account and are maintainedby the Gardens Club Treasurer.

The Manager will approve normal expenditures for supplies purchased for operation of the Sales Room. These funds shall be taken out of current sales and reported against receipts. On single purchases over $100 a request should be sent to the Special Needs Committee.

The Manager shall provide an annual report of activities, including financial results and status, at the Annual Meeting of the Gardens Club. Upon his/her own initiative or in answer to Council request, the Manager shall present such information at other times to the Council.

Category 1

17. San Antonio Shop

The San Antonio Shop shall operate under the direction of a Chair, hereinafter referred to as the Manager, who shall be appointed annually by the Council. The Council hereby affirms that this position qualifies as an "exceptional circumstance” as provided in Article IV of the By-Laws, and the Manager may be reappointed without regard to the two-year limitation. The Manager shall take office immediately upon appointment by the Council at its first meeting of the year.

The Manager shall appoint, subject to Council approval, an Assistant Manager (for financial), who shall report administratively to the Manager and functionally to the Gardens Club Treasurer.

San Antonio Shop funds are a part of the Gardens Club Special Needs Reserve Fund account and are maintained by the Gardens Club Treasurer.

The San Antonio Shop maintains its own checking account separate from other Gardens Club funds. Council approval is not required for payment from this account for their normal operating expenses. Two signatures are required on all checks. Those authorized to sign are the Manager of the San Antonio Shop, the Assistant Manager (for financial), the Gardens Club Treasurer and Assistant Treasurer.

The Manager shall provide an annual report of activities, including financial results and status, at the annual meeting of the Gardens Club. Upon his/her own initiative or in answer to a Council request, the manager shall present such information at other times to the Council.

Category 1


18. Gardens Club Special Needs Reserve Fund

The Special Needs Reserve Fund is available to be expended on projects that will enhance or beautify the facilities and grounds of the Gardens or otherwise improve the quality of living for Gardens Residents.

The duties of the Special Needs Committee are:a. Requests for Special Needs Funds from the Residents or the management are

to be sent to the Chair of the Committee. The requests will be reviewed for appropriateness and completeness.

b. All requests will be reviewed by the Committee. The Committee’s recommendations and comments will be sent to the Council for action.

c. Advise the person making the request of the action taken by the Council. A copy of the approved request will be filed with the Treasurer.

d. Expenditures up to and including $1000 may be made without Council approval but must have the approval of the Special Needs Committee. The Committee approvals under $1000 shall be reported to the Council.

e. All proposals over $1000 will be forwarded to the Council for approval. A year end report on expenditures from the Special Needs Reserve Fund will be made to the Annual Meeting in January.

Requests for Special Needs Funds from the Residents or the management are to be sent to the Chair of the Committee. The requests will be reviewed for appropriateness and completeness.Committee based on a firm price, and accompanied by a detailed bid including all items.

Parties originating the request shall do all the background work and provide justification to support the request and identify the person who will be responsible for expenditure of the funds.

All requests over $1000 should include a statement that the item or project has been reviewed with appropriate MSAG staff members, and that the request has their support. The Administration of MSAG shall be fully advised of proposed expenditures. All individuals and companies engaged on approved expenditures are to be employed by Congregational Homes, Inc. The Gardens Club is to be held free of any liability.

The Council, subject to these provisions, must approve all expenditures:a. The Council at any meeting at which the proposal has been included in the

agenda may vote on expenditures of more than $1000.00 up to and including $2000.00.

b. Expenditures of more than $2000.00 shall be presented to the Council onemeeting before final action is taken.

Expenditures requiring Council Approval must be reported promptly to the GardensClub Treasurer.

The Council will not consider any requests for expenditure, from whatever origin, unlessaccompanied by a recommendation, for or against, by the Special Needs Committee.

The Special Needs Committee will review annually the reoccurring charges to this fund.A request for these charges for the following year will be submitted to the Council for approval

at the January meeting.This policy does not apply to the San Antonio Shop expenditures made from its own

checking account in payment of operating expenses, or operating expenses under $100 for theSales Room.

Category 1


19. Solicitation Policy (Rev. 10/05/2011)

There shall be no solicitations of Residents by general distribution to internal mailboxes, orto email addresses, for any purpose not directly related to Gardens activities.

This policy does not preclude internal mailbox or email communication among limitedgroups of residents concerning items of mutual interest.

The Gardens Directory and Email List are confidential information, and are not to beshared with any outside person or organization.

Category 2

20. Swimming Pool

Rules and regulations governing use of the Mt. San Antonio Gardens swimming pool shall be prepared and administered by the Gardens Club Swimming Pool Committee.

The Committee shall establish such rules as it deems necessary for proper use of and conduct during use of the pool. The rules shall be prominently displayed in all appropriate places.

Category 2

21. Programs

The Gardens Club promotes free and informed discussion on a variety of topics of interest to Garden residents. Whether a committee of the Gardens Club, an outside group or an individual sponsors an event, the appropriate Gardens Club Committee (music, medical lectures, or programs) shall be consulted about the proposed event. All announcements of an event shall include the name of the group or individual sponsoring it. Meeting rooms may be reserved through the administration office on a space available basis.

Because of the greater likelihood of scams and fraud being perpetrated upon older people in the areas of health and investment counseling, medical and financial programs will be subject to review by the appropriate Gardens Club committee or by the Gardens Club Executive Committee.

Only events accepted by the administration, by the appropriate committee of the Gardens Club, or the Gardens Club Executive Committee may be broadcast on Channel 3 or 8. If needed, the final decision on programming shall be made by a vote of the full Gardens Club Council.

Category 122. Pet Policy

A joint policy between the Gardens Club and the Administration, this policy is a two page document plus a Pet Agreement form to be filed with the Administration.(See Resident’s Handbook – Section 5 – Item V) Category 2


23. Resident Guests Speaking at Council

i. Residents who are not members of the Council may speak at Council meetings on subjects under Council jurisdiction.

j. Two minutes is allotted each speaker with ten minutes overall for all guests.k. Guests may not make a motion or vote.

Category 124. Signs Posted on Campus

No signs, other than directional, parking, unit identification or those sanctioned by Administration will be permitted in the Common Area of Mt. San Antonio Gardens.

"Common Area" is defined by Congregational Homes, Inc. as "all areas of the Mt San Antonio Gardens campus not specifically assigned for exclusive habitation of a resident or residents." The interior of a residence and the adjacent patio(s) are considered "private" (or non-common) areas. The outside of exterior walls of residences or patios are considered "Common Areas."

25. Commercial Enterprises (Adopted 06/04/2012)

In general it shall be Gardens Club Policy not to allow commercial enterprises in-house access to residents. This policy shall apply to Administration and resident requests, but shall not apply to instructors for specific classes. Exceptions can be made only in cases of lack of local availability, strong regard for local competition, competitive pricing, and significant demonstrated need.

Requests for new one-time or repetitive commercial enterprises shall be referred to the Special Program Requests Committee for approval. Their decisions may be appealed to the Council.

All existent commercial activities as of the adoption of this Policy, will be referred to the Special Program Requests Committee for continued approval.

Category 1


26. The Bar (Adopted 11/04/2013)

Regular operating hours for The Bar will be set by the Bar Committee in consultation with the Dining Room staff. The Bar may not be open on evenings where there is a single seating meal, e.g. Birthday Night. The Committee may also schedule special bar opening events. During all scheduled open hours, a bartender will be present. Residents are never permitted behind the bar.

The Bar will serve house wine and beer, plus drinks made from resident supplied liquor and a wide variety of house-supplied mixers. During non-open hours, ice and glasses will normally be available for resident supplied libations.

Resident supplied liquor may be stored in The Bar by Bar Club members. Bar Club membership is open to all residents. The Bar Committee will establish membership requirements.

The television set will be under the control of the bartender. Only news broadcasts, sporting events and high profile special events will be aired. The television will always be muted, and closed captioning will be permitted.

Residents and their guests may only order drinks in person at The Bar. Moderation and decorum are expected from all bar patrons.

Category 1

27. Record Maintenance (Adopted 11/03/14)

In order to assure that current versions of all significant Gardens Club documents are currently available on the Residents’ Section of the Gardens Website, the following procedures will be followed:

It shall be the responsibility of the Gardens Club Secretary to maintain the following documents current with all Council decisions:

· Gardens Club Constitution· Gardens Club By-Laws· Gardens Club Policies

It shall be the responsibility of the Gardens Club Vice President to maintain the following documents current:

· Committee Descriptions· Committee Chairs· Gardens Club Officers and Area Representatives· Poster Distribution List


Whenever changes to any of the above are approved, the Secretary or the Vice President will inform the Resident Webmaster of the changes and it shall be the Webmaster’s responsibility to make all documents available in the Resident’s Section of the Gardens Website both in PDF and either Word or Excel format.

Edited by the Gardens Club Executive committee August 19941999 Revision approved by Council 07-06-99 2001 Revision approved by Council 11-05-01 2003 Revision approved by Council 12-01-03 2004 Revision approved by Council 05-03-04 2004 Revision approved by Council 10-04-04 2004 Revision approved by Council 12-06-04 2006 Revision approved by Council 02-06-06 2006 Revision approved by Council 03-06-06 2007 Revision approved by Council 04-02-07 2008 Revision approved by Council 01-03-08 2008 Revision approved by Council 04-07-08 2008 Revision approved by Council 12-01-08 2010 Revision approved by Council 10-04-10 2011 Revision approved by Council 10-03-11 2011 Revision approved by Council 11-07-11 2012 Revision approved by Council 04-02-12 2012 Revision approved by Council 06-04-12 2013 Revision approved by Council 11-04-13 2014 Revision approved by Council 01-06-14 2014 Revision approved by Council 11-03-14

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