GoLDEN RAIN FOUNDATION<\/p>\n
Zz<\/p>\n
of LAGuNA WooDS<\/p>\n
OPEN MEETING<\/p>\n
REGULAR OPEN MEETING OF THE GOLDEN RAIN FOUNDATION<\/p>\n
COMMUNITY ACTIVITIES COMMITTEE*<\/p>\n
Thursday, September 11, 2025 \u2014 1:30 P.M.<\/p>\n
Board Room\/Virtual Meeting<\/p>\n
Laguna Woods Village owners\/residents are welcome to participate in all open committee meetings and submit<\/p>\n
comments or questions regarding virtual meetings using one of two options:<\/p>\n
1<\/p>\n
Join the Committee meeting via a Zoom link at: https:\/\/us06web.zoom.us\/j\/87439575498 or by calling<\/p>\n
(669) 900-6833; Access Code: 874 3957 5498<\/p>\n
2<\/p>\n
Via email to meeting@vmsinc.org any time before the meeting is scheduled to begin or during the<\/p>\n
meeting. Please use the name of the committee in the subject line of the email. Name and unit number<\/p>\n
must be included.<\/p>\n
NOTICE AND AGENDA<\/p>\n
This Meeting May Be Recorded<\/p>\n
Call to Order<\/p>\n
Acknowledgement of Media<\/p>\n
Approval of the Agenda<\/p>\n
Approval of Meeting Report for August 14, 2025<\/p>\n
Chair’s Remarks<\/p>\n
Department Head Update<\/p>\n
Member Comments<\/p>\n
At this time Members only may address the Committee regarding items not on the agenda and within the<\/p>\n
Jurisdiction of this Committee. The committee reserves the right to limit the total amount of time allotted for the<\/p>\n
Member Comments to thirty minutes. A member may speak only once during the forum and each speaker is<\/p>\n
limited to three minutes. Speakers may not give their time to other people, no audio or video recording by<\/p>\n
attendees, and no rude or threatening comments.<\/p>\n
Consent:<\/p>\n
8<\/p>\n
Recreation Dashboard<\/p>\n
Reports: (Receive and File or Provide Recommendations)<\/p>\n
9<\/p>\n
Club Data Review<\/p>\n
10. AED Review<\/p>\n
Items for Discussion and Consideration: (Entertain a Motion to)<\/p>\n
11.<\/p>\n
Recreation Policy Review<\/p>\n
Items for Future Agendas:<\/p>\n
\u00b0<\/p>\n
Annual Club Fees<\/p>\n
Concluding Business:<\/p>\n
\u00b0<\/p>\n
Committee Member Comments<\/p>\n
\u00b0<\/p>\n
Date of Next Meeting: Thursday, October 9, 2025, at 1:30 p.m.<\/p>\n
\u00b0<\/p>\n
Adjournment
\n*A quorum of the GRF Board or more may also be present at the meeting.<\/p>\n
Ellen Leonard, Chair<\/p>\n
Alison Giglio, Staff Officer<\/p>\n
Telephone: 597-4270
\nOPEN MEETING<\/p>\n
REPORT OF THE REGULAR MEETING OF THE GOLDEN RAIN FOUNDATION<\/p>\n
COMMUNITY ACTIVITIES COMMITTEE<\/p>\n
Thursday, August 14, 2025 \u2014 1:30 p.m.<\/p>\n
Board Room\/Virtual Meeting<\/p>\n
MEMBERS PRESENT:<\/p>\n
Ellen Leonard, Chair, Steve Leonard, Moon Yun, Howard<\/p>\n
Fox, Jeanne Costello, Elsie Addington, John Luebbe<\/p>\n
(online), Ajit Gidwani, Louis Bilowitz<\/p>\n
MEMBERS ABSENT:<\/p>\n
None<\/p>\n
OTHERS PRESENT:<\/p>\n
Andy Ginocchio, Cush Bhada, Juanita Skillman<\/p>\n
STAFF PRESENT:<\/p>\n
Alison Giglio, Jennifer Murphy, Jackie Chioni, Sabine<\/p>\n
Bayless (online), Laura Cooley (online)<\/p>\n
Call to Order<\/p>\n
Chair E. Leonard called the meeting to order at 1:30 p.m.<\/p>\n
Acknowledgement of Media<\/p>\n
There was no press present.<\/p>\n
Approval of Agenda<\/p>\n
Director Yun made a motion to approve agenda. Director S. Leonard seconded.<\/p>\n
Motion passed unanimously.<\/p>\n
Approval of Committee Report for June 12, 2025<\/p>\n
Director S. Leonard made a motion to approve the report. Director Yun seconded.<\/p>\n
Motion passed unanimously.<\/p>\n
Chair’s Remarks<\/p>\n
Chair E. Leonard stated she will reserve her remarks to agenda item number 11 and<\/p>\n
encouraged all clubs in the community to look into Village Community Fund as they can<\/p>\n
assist with club requests for fundraising.<\/p>\n
Agenda ltem #4<\/p>\n
Page 1 of 4
\nReport of GRF Community Activities Committee Regular Meeting<\/p>\n
August 14, 2025<\/p>\n
Page 2<\/p>\n
Report of the Recreation and Special Events Director<\/p>\n
Ms. Giglio stated the following: Pool 1 women\u2019s locker room ceiling has been repaired from<\/p>\n
a leak and the hot pool heater has been replaced; the Clubhouse 1 ice machine leaked and<\/p>\n
caused damage to the dry wall and main lounge flooring which is being addressed by staff<\/p>\n
quickly; Clubhouse 1 main lounge reservations are not affected by this leak; Pool 1 is<\/p>\n
closed for the Aquadettes Aqua Follies show is this weekend and will reopen Tuesday,<\/p>\n
August 19; The HVAC unit at the Performing Arts Center was repaired and the flyer racks<\/p>\n
will be rehung once all cosmetic repairs from the leak damage are completed; the<\/p>\n
Performing Arts Center music room opened last week and the trial room reservation\/drop-in<\/p>\n
hybrid model is underway; the Clubhouse 4 dust vacuum system control is partially out of<\/p>\n
order and staff is currently identifying emergency funding and coordinating repairs (signs<\/p>\n
are posted for users to wear protective gear and potential for slippery floor); Landscape<\/p>\n
Services is sprucing up the Clubhouse 4 planters which are looking bright and beautiful; the<\/p>\n
Clubhouse 4 jewelry room has new lighting to allow crafters to see better when creating<\/p>\n
projects; the Clubhouse 4 parking lot has been resurfaced and new concrete parking stops<\/p>\n
were installed; Pool 4 water heater has been repaired; the Clubhouse 7 parking lot slurry<\/p>\n
project is completed; water damage occurred to wood floor at Clubhouse 7 which required<\/p>\n
several user groups to be relocated or activities to be canceled and staff is addressing the<\/p>\n
restoration of the flooring; HVAC is working in the Clubhouse 1 fitness center on the<\/p>\n
strength side; new fitness equipment delivery is scheduled for August 21 which will result in<\/p>\n
some closures on August 20 (please refer to posted signage at each facility); AED location<\/p>\n
and installation evaluation is underway for pickleball courts; Golf shop moisture issues have<\/p>\n
been resolved and ceiling tile replacements are to be completed soon; Mr. McCray met with<\/p>\n
the VP of Agronomy from the golf maintenance contractor regarding overall course<\/p>\n
condition of all courses with expectations to include: consistent course set-up, mowing<\/p>\n
patterns to allow for proper height of fairways, roughs and trees, consistent effort to<\/p>\n
condition the putting surfaces for the best playability, detail work to include (but not limited<\/p>\n
to) controlling areas on the sides of the courses for weeds, manage irrigation to allow for<\/p>\n
the best conditions and fewer wet spots throughout the courses, provide a consistent<\/p>\n
solution for the ongoing knotweed issue in the fairways and roughs; the GRF Board<\/p>\n
approved a resident donation of $3,000 for the mini-horse Sebastian’s care at the<\/p>\n
Equestrian Center and VCF project application for GRF, Third and United Mutuals to collect<\/p>\n
funds to support the Unity Festival and beyond.<\/p>\n
Discussion ensued.<\/p>\n
Member Comments (Items Not on the Agenda)<\/p>\n
Members were called to speak regarding the following: thank you to the committee and<\/p>\n
staff for efforts to create the music room at the Performing Arts Center and procedures for<\/p>\n
room reservations\/drop-in; for July, the Library recorded 764 volunteer hours, 3,046 items<\/p>\n
were circulated, 38 residents added to the catalog, over 600 puzzles and 800 paperbacks<\/p>\n
were also utilized, facility is used as a cooling center, two very popular Korean papers are<\/p>\n
Agenda Item #4<\/p>\n
Page 2 of 4
\nReport of GRF Community Activities Committee Regular Meeting<\/p>\n
August 14, 2025<\/p>\n
Page 3<\/p>\n
donated by the Korean American Association Club and there is a children\u2019s section in the<\/p>\n
Library as well; Pickleball Club proposal of reserving six hours per month for scheduled<\/p>\n
events at the pickleball courts; lifeguards cannot track lane reservation no-shows and<\/p>\n
inquired as to a process to hold members accountable for consistent no-shows; donation of<\/p>\n
two wood bales in the archery room from the Laguna Woods Archery Club; proposed<\/p>\n
installation of stage lighting at Clubhouse 7 in which the Old Pros Club received a grant for<\/p>\n
this project; brief summary of the Village Community Fund and their mission for the<\/p>\n
community; proposed expansion of fundraiser definition to include all types of fundraisers<\/p>\n
for all clubs within the Recreation policy not just those utilizing the Performing Arts Center.<\/p>\n
Discussion ensued.<\/p>\n
Staff was directed to propose an agenda item for the donation of two wood bales from the<\/p>\n
Archery Club to the GRF agenda prep meeting next month.<\/p>\n
CONSENT<\/p>\n
Director S. Leonard made a motion to approve the consent calendar. Director Yun<\/p>\n
seconded.<\/p>\n
Motion passed unanimously.<\/p>\n
REPORTS<\/p>\n
None.<\/p>\n
ITEMS FOR DISCUSSION AND CONSIDERATION<\/p>\n
Lifeguard Services Modification for Cost Savings \u2014 Chair E. Leonard stated this is a<\/p>\n
significant operational and financial matter, the lifeguard services modification at select<\/p>\n
pools. This discussion is part of a broader effort of balance resident safety with the need to<\/p>\n
reduce operating costs in the 2026 budget; staff report outlines the background safety and<\/p>\n
considerations, legal and insurance implications, and potential cost savings. She<\/p>\n
encouraged committee members to weigh both the fiscal realities and our responsibility to<\/p>\n
maintain safe, accessible facilities for all residents as we consider possible changes.<\/p>\n
Director Yun made a motion to discuss this staff report. Director Costello seconded.<\/p>\n
Motion passed unanimously.<\/p>\n
Ms. Giglio stated the staff report.<\/p>\n
Discussion ensued.<\/p>\n
Agenda ltem #4<\/p>\n
Page 3 of 4
\nReport of GRF Community Activities Committee Regular Meeting<\/p>\n
August 14, 2025<\/p>\n
Page 4<\/p>\n
Members were called to speak regarding the following: with up to $300,000 in savings with<\/p>\n
modifications, only $1.50 savings per manor, per month; inquiry of pools used by<\/p>\n
Saddleback College Emeritus program, utilization of Pool 2 and 5, and OC Fire response<\/p>\n
time of 15 minutes is too long for proper emergency assistance; Emeritus instructors may<\/p>\n
be required to be CPR\/AED\/First Aid certified; proposed modifications to include lifeguards<\/p>\n
at deeper pools only, at only higher utilized times, maintain lifeguards due to medical and<\/p>\n
pool contamination issues; ensure all clubhouse staff are trained in CPR\/AED\/First Aid;<\/p>\n
keep lane lines up for swimmers in distress to use for aid; add more flotation rings for those<\/p>\n
without lifeguards; agreement with Saddleback College Emeritus funding assistance with<\/p>\n
lifeguard costs and payment for using facilities.<\/p>\n
Director Costello made a motion to recommend to not accept proposed<\/p>\n
reduction\/elimination to lifeguard services as a cost-saving measure in response to efforts<\/p>\n
to reduce operational costs. Director Addington seconded.<\/p>\n
Motion passed 4-3. Chair E. Leonard, Directors S. Leonard and Yun opposed.<\/p>\n
ITEMS FOR FUTURE AGENDAS<\/p>\n
Annual Club Fees \u2014 Staff was directed to leave this on the agenda under Items for Future<\/p>\n
Agendas.<\/p>\n
Recreation Policy Review \u2014 Staff was directed to put this on the September 11, 2025<\/p>\n
meeting agenda under Items for Discussion and Consideration.<\/p>\n
CONCLUDING BUSINESS<\/p>\n
Committee Member Comments<\/p>\n
Director Yun would like to open Pool 5 to 7 p.m.<\/p>\n
Advisor Gidwani thanked staff and committee for reviewing measures that conclusions are<\/p>\n
extremely difficult to reach and making the right decision.<\/p>\n
Advisor Bilowitz is at Pool 5 almost every day and at 5 p.m. there is an influx of swimmers.<\/p>\n
Chair Leonard directed staff to send the Recreation Policy document to each CAC member.<\/p>\n
Date of Next Meeting<\/p>\n
The next regular meeting of the GRF Community Activities Committee will be held both in<\/p>\n
the board room and virtually via the Zoom platform at 1:30 p.m. on Thursday, September<\/p>\n
11, 2025.<\/p>\n
Adjournment<\/p>\n
There being no further business, Director E. Leonard adjourned the meeting at 3:10 p.m.<\/p>\n
DRAFT,<\/p>\n
Ellen Leonard, Chair<\/p>\n
Agenda ltem #4<\/p>\n
Page 4 of 4
\nUPCOMING EVENTS<\/p>\n
Sept 15:<\/p>\n
Monday Movie, My Penguin Friend, PAC,<\/p>\n
2and 7 p.m.<\/p>\n
LER<\/p>\n
Tle<\/p>\n
Sept 18:<\/p>\n
Outdoor Concert, 80z AllStars, Clubhouse 2,<\/p>\n
4 p.m.<\/p>\n
WHITNEY ) HOUS<\/p>\n
TON<\/p>\n
4<\/p>\n
Sept 29:<\/p>\n
Monthly dinner, Hawaiian Buffet,<\/p>\n
Lockthart<\/p>\n
Clie (47<\/p>\n
Clubhouse 5, 5 p.m.<\/p>\n
Sept 30:<\/p>\n
Unity Festival, Clubhouse 2, 4 p.m.<\/p>\n
Oct 4:<\/p>\n
Taste of Country, Equestrian Center, 4 p.m.<\/p>\n
Oct 6:<\/p>\n
Spotlight Cinema Series, Butch Cassidy and<\/p>\n
Come witness the incredible vocals<\/p>\n
the Sundance Kid, PAC, 2 p.m.<\/p>\n
performed by Charity Lockhart in<\/p>\n
Oct 16<\/p>\n
Timeless Melodies, PAC, 1:30 p.m.<\/p>\n
this memorable tribute to the late<\/p>\n
Oct 25<\/p>\n
Village Bazaar, Clubhouse 5, 10 a.m.<\/p>\n
musical icon, Whitney Houston, at<\/p>\n
Oct 25<\/p>\n
The Whitney Houston Legacy, PAC, 7:30 p.m.<\/p>\n
the Performing Arts Center on<\/p>\n
Oct 27<\/p>\n
Monthly dinner, Oktoberfest Buffet,<\/p>\n
Saturday, October 25 at 7:30 p.m.<\/p>\n
Clubhouse 1, 5 p.m.<\/p>\n
Recreation Utilization YTD 2025<\/p>\n
Clubhouse 1:<\/p>\n
93,975 (Clubhouse 2:<\/p>\n
43,852<\/p>\n
Room Reservations\u2122<\/p>\n
52,112 |Room Reservations\u00ae<\/p>\n
37,403<\/p>\n
Archery<\/p>\n
1,711 |Lawn Bowling<\/p>\n
5.199<\/p>\n
Billiards<\/p>\n
6,909 |Video Room\/Studio<\/p>\n
1.028<\/p>\n
Clubhouse 6:<\/p>\n
5,645<\/p>\n
Bocce<\/p>\n
2,961 |Card Room<\/p>\n
222<\/p>\n
Room Reservations\u00ae<\/p>\n
5.645<\/p>\n
Drop-In Lounge<\/p>\n
7,614 [Clubhouse 5:<\/p>\n
66,572<\/p>\n
Aquatics:<\/p>\n
54,484<\/p>\n
Game Room<\/p>\n
1,107 |Room Reservations*<\/p>\n
54,124<\/p>\n
Pool 1:<\/p>\n
13,412<\/p>\n
Gymnasium<\/p>\n
19,396 |Fitness Classroom<\/p>\n
8,001<\/p>\n
Pool 2:<\/p>\n
2734<\/p>\n
Shuffleboard<\/p>\n
2,026<\/p>\n
Game Room<\/p>\n
4.447<\/p>\n
Pool 4:<\/p>\n
22,436<\/p>\n
Radio<\/p>\n
139<\/p>\n
Clubhouse 7:<\/p>\n
Pool &:<\/p>\n
40,664<\/p>\n
13,558<\/p>\n
Clubhouse 4:<\/p>\n
43,655<\/p>\n
Room Reservations\u00ae<\/p>\n
25,056<\/p>\n
Pool 6 (seasonal):<\/p>\n
2,344<\/p>\n
Art<\/p>\n
7,946<\/p>\n
Bridge<\/p>\n
15,608<\/p>\n
Fitness:<\/p>\n
162,210<\/p>\n
Ceramics<\/p>\n
6,351<\/p>\n
Fitness Center (CC)<\/p>\n
54 548<\/p>\n
Jewelry<\/p>\n
3,450<\/p>\n
Fitness Center (CH 1)<\/p>\n
71,544<\/p>\n
165<\/p>\n
Knitting<\/p>\n
Fitness Center (CH 5)<\/p>\n
7,058<\/p>\n
Lapidary\/Glass<\/p>\n
5.193<\/p>\n
Paddle Tennis<\/p>\n
1,438<\/p>\n
Photography<\/p>\n
3.438<\/p>\n
Pickleball<\/p>\n
19.888<\/p>\n
Golf:<\/p>\n
Quilting<\/p>\n
2,683<\/p>\n
123,396 | Tennis (Card Swipe)<\/p>\n
17,625<\/p>\n
Sewing Room<\/p>\n
4,254<\/p>\n
All Courses<\/p>\n
95,183 [Tennis (Sign-In)<\/p>\n
7.734<\/p>\n
Slipcasting Studio<\/p>\n
4.908<\/p>\n
Driving Range<\/p>\n
28,137 |Equestrian Center:<\/p>\n
16,160<\/p>\n
Woodshop<\/p>\n
5,267<\/p>\n
Lessons<\/p>\n
76 |Library:<\/p>\n
18,064<\/p>\n
*Indicates number of attendees, not number of room reservations<\/p>\n
Agenda Item #8<\/p>\n
Page 1 of 1
\nLaguna Woods Village<\/p>\n
AED Locations<\/p>\n
Facility<\/p>\n
Location<\/p>\n
Clubhouse 1<\/p>\n
Fitness Center<\/p>\n
Office<\/p>\n
(Pool Deck) Lifeguard Shack<\/p>\n
Clubhouse 2<\/p>\n
Lawn Bowling<\/p>\n
Pool Deck (Lifeguard Shack)<\/p>\n
Breezeway<\/p>\n
Clubhouse 3<\/p>\n
Main Entrance<\/p>\n
Clubhouse 4<\/p>\n
Pool Deck (Lifeguard Shack)<\/p>\n
Office<\/p>\n
Clubhouse 5<\/p>\n
Pool Deck (Lifeguard Shack)<\/p>\n
Office<\/p>\n
Clubhouse 6<\/p>\n
Pool Deck (by restrooms)<\/p>\n
Clubhouse 7<\/p>\n
Main Entrance<\/p>\n
Golf Pro Shop<\/p>\n
Tennis Courts<\/p>\n
Golf (Village Greens)<\/p>\n
Golf Pro Shop<\/p>\n
Main Entrance<\/p>\n
Two Mobile Units (on staff while on golf course)<\/p>\n
Par 3 Course Starter Building<\/p>\n
Community Center<\/p>\n
Fitness Center<\/p>\n
1st Floor<\/p>\n
2nd Floor<\/p>\n
3rd Floor<\/p>\n
Equestrian Center<\/p>\n
Office<\/p>\n
Garden Centers<\/p>\n
Garden Center 1 Building at Entrance<\/p>\n
Garden Center 2 Office Building<\/p>\n
Pickleball<\/p>\n
Pending<\/p>\n
Non-Recreation<\/p>\n
Security North Entrance Hallway<\/p>\n
Warehouse<\/p>\n
Agenda Item #10<\/p>\n
Page 1 of 1
\nGoLpeEN RAIN FounDATION<\/p>\n
Zz<\/p>\n
of LAcunA WooDs<\/p>\n
STAFF REPORT<\/p>\n
DATE:<\/p>\n
September 11, 2025<\/p>\n
FOR:<\/p>\n
Community Activities Committee<\/p>\n
SUBJECT:<\/p>\n
Proposed Amendments to GRF Recreation and Special Events Department<\/p>\n
Policy and Procedures<\/p>\n
RECOMMENDATION<\/p>\n
Review and recommend the proposed amendments to the GRF Recreation and Special<\/p>\n
Events Department Policies and Procedures.<\/p>\n
BACKGROUND<\/p>\n
The Recreation and Special Events Department is responsible for the planning and execution<\/p>\n
of a comprehensive recreation program for all Laguna Woods Village residents. The<\/p>\n
Department coordinates events and programs to ensure that Residents are provided an<\/p>\n
enjoyable, diversified program. This includes management of the day-to-day operation of<\/p>\n
recreational facilities and amenities, including the booking and monitoring of room<\/p>\n
reservations. Facility and amenity operating rules are codified in the GRF Recreation and<\/p>\n
Special Events Department Policies and Procedures.<\/p>\n
The Policy was last reviewed by the CAC on January 10, 2019 and the unanimously<\/p>\n
recommended amendments were approved by the GRF Board on March 19, 2019 (Attachment<\/p>\n
3)<\/p>\n
DISCUSSION<\/p>\n
The proposed amendments seek to enhance the understandability of GRF Recreation and<\/p>\n
Special Events Department Policies and Procedures thereby mitigating the potential for<\/p>\n
confusion, misuse, and\/or abusive behaviors by facility users. Further, the proposed<\/p>\n
amendments will enhance the enforceability of the policies and procedures by staff. Edits<\/p>\n
include language clarification, updated processes and information, and removal of duplicate<\/p>\n
verbiage that can be referenced in either the GRF Fees List or the Recreation Operating<\/p>\n
Rules.<\/p>\n
Proposed edits to the document will be reviewed by the CAC for feedback and then forwarded<\/p>\n
to Compliance, Communications and GRF legal to ensure that changes meet the required<\/p>\n
standards and guidelines. Upon approval, the document may come back to the CAC for final<\/p>\n
review before being forwarded with recommendations to the GRF Board for approval.<\/p>\n
A Glossary and Mandatory Adherence (Attachment 4) is included to aid in the understanding of<\/p>\n
common terms used in the Recreation Policies. The Mandatory Adherence provides<\/p>\n
clarification of what forms and\/or policy adherence that must be met within Recreation.<\/p>\n
After the February 13, 2025 CAC meeting, staff received feedback from various clubs and will<\/p>\n
discuss proposed changes when the committee brings forth the respective sections.<\/p>\n
At the March 13, 2025 CAC meeting, the committee reviewed the policy in part and will<\/p>\n
continue to do so at the April 10, 2025 meeting. The edits discussed at the March meeting are<\/p>\n
included in Attachment 3.<\/p>\n
Agenda ltem #11<\/p>\n
Page 1 of 38
\nGolden Rain Foundation of Laguna Woods Community Activities Committee<\/p>\n
Proposed Amendments to GRF Recreation and Special Events Department Policy and<\/p>\n
Procedures<\/p>\n
September 11, 2025<\/p>\n
Page 2<\/p>\n
At the April 10, 2025 CAC meeting, the committee reviewed the policy in part and will continue<\/p>\n
to do so at the May 8, 2025 meeting. The edits discussed at the April meeting are included in<\/p>\n
Attachment 3.<\/p>\n
At the May 8, 2025 CAC meeting, the committee reviewed the policy in part and will continue<\/p>\n
to do so at the June 12, 2025 meeting. The edits discussed at the May meeting are included in<\/p>\n
Attachment 3.<\/p>\n
The policy was not discussed at the June 12, 2025, meeting or the August 14, 2025, meeting<\/p>\n
and the July 10, 2025, meeting was canceled.<\/p>\n
FINANCIAL ANALYSIS<\/p>\n
There is no financial impact from amending the Recreation and Special Events Department<\/p>\n
Policies and Procedures.<\/p>\n
Prepared By:<\/p>\n
Alison Giglio, Recreation & Special Events Director<\/p>\n
Reviewed By:<\/p>\n
Catherine Laster, Services Manager<\/p>\n
ATTACHMENT(S)<\/p>\n
ATT 1: GRF Recreation and Special Events Department Policy and Procedures (redline)<\/p>\n
ATT 2: GRF Recreation and Special Events Department Policy and Procedures (clean copy)<\/p>\n
ATT 3: Recreation Policy Edits Discussed at CAC Meetings<\/p>\n
ATT 4: Resolution 90-19-17<\/p>\n
ATT 5: Glossary and Mandatory Adherence Reference<\/p>\n
Agenda Item #11<\/p>\n
Page 2 of 38
\nGolden Rain Foundation of Laguna Woods Community Activities Committee<\/p>\n
Proposed Amendments to GRF Recreation and Special Events Department Policy and<\/p>\n
Procedures<\/p>\n
September 11, 2025<\/p>\n
Page 3<\/p>\n
Attachment 1<\/p>\n
fe<\/p>\n
\u2014<\/p>\n
AZ<\/p>\n
\u2014<\/p>\n
Laguna Woods Village<\/p>\n
Golden Rain Foundation<\/p>\n
Recreation and Special Events Department<\/p>\n
Policies and Procedures<\/p>\n
Agenda Item #11<\/p>\n
Page 3 of 38
\nGolden Rain Foundation of Laguna Woods Community Activities Committee<\/p>\n
Proposed Amendments to GRF Recreation and Special Events Department Policy and<\/p>\n
Procedures<\/p>\n
September 11, 2025<\/p>\n
Page 4<\/p>\n
Table of Contents<\/p>\n
Golden Rain Foundation Recreation Department Policy<\/p>\n
Access to GRF Recreation Facilities<\/p>\n
Residents<\/p>\n
Guests\/Other….<\/p>\n
Gate clearance\/Community access for guest(s)<\/p>\n
Use of GRF Recreation Facilities<\/p>\n
All facilities\/General<\/p>\n
Games of chance\/Opportunity drawings<\/p>\n
Gathering signatures for petitions and\/or initiatives and\/or election campaigns<\/p>\n
Continuing education program<\/p>\n
65<\/p>\n
Clubs\/Groups\/Organizations<\/p>\n
General<\/p>\n
Fundraisers<\/p>\n
TournamentsRoem-reservations<\/p>\n
Clubhouse 1 Club<\/p>\n
Plaques<\/p>\n
Sponsorship…<\/p>\n
Room<\/p>\n
Reservations<\/p>\n
Flyers.<\/p>\n
98<\/p>\n
Performing Arts Center lobby poster area\/bulletin board: Clubhouse 5 glass-enclosed bulletin board<\/p>\n
99<\/p>\n
Room Reservations<\/p>\n
99<\/p>\n
General<\/p>\n
99<\/p>\n
Types of reservations<\/p>\n
110<\/p>\n
111<\/p>\n
Setup and cleanup of room reservations<\/p>\n
Food.<\/p>\n
122<\/p>\n
Caterers<\/p>\n
122<\/p>\n
Alcohol<\/p>\n
13<\/p>\n
Performing Arts<\/p>\n
Center<\/p>\n
13<\/p>\n
Agenda Item #11<\/p>\n
Page 4 of 38
\nGolden Rain Foundation of Laguna Woods Community Activities Committee<\/p>\n
Proposed Amendments to GRF Recreation and Special Events Department Policy and<\/p>\n
Procedures<\/p>\n
September 11, 2025<\/p>\n
Page 5<\/p>\n
Auditorium Event<\/p>\n
Posters.<\/p>\n
13<\/p>\n
Auditorium<\/p>\n
Reservations<\/p>\n
13<\/p>\n
Golden Rain Foundation Recreation Department Policy<\/p>\n
The Recreation and Special Events Department (Recreation) is responsible for planning and executing a<\/p>\n
comprehensive recreation program for all Laguna Woods Village residents. Recreation coordinates events<\/p>\n
and programs to ensure that residents are provided with an enjoyable, diversified program. Access to<\/p>\n
Golden Rain Foundation (GRF) facilities is available for residents. Specific facility and amenity operating<\/p>\n
rules may be found on the Laguna Woods Village website. Exceptions to the policy require GRF Board<\/p>\n
approval. Residents may request an exception to the policy via Recreation Committee Request Form.<\/p>\n
Recreation may refer certain applications directly to the GRF board. Call 949-597-4273 or email<\/p>\n
recreation@vmsinc.org for more information.<\/p>\n
Please refer to the GRF policy for entire community policy.<\/p>\n
A. GRF Authority and Enforcement<\/p>\n
GRF is authorized to take disciplinary or suspension action against a member found to be in violation of<\/p>\n
Recreation policy and\/or operating rules. The GRF board of directors has the authority to impose monetary<\/p>\n
fines, suspend member privileges and\/or bring forth legal action. Member (be it via a<\/p>\n
elub\/group\/erganizatienclub or individual) is entirely responsible for ensuring that the rules, regulations<\/p>\n
and policies are followed. This includes any co-occupant, lessee or guest.<\/p>\n
Agenda Item #11<\/p>\n
Page 5 of 38
\nGolden Rain Foundation of Laguna Woods Community Activities Committee<\/p>\n
Proposed Amendments to GRF Recreation and Special Events Department Policy and<\/p>\n
Procedures<\/p>\n
September 11, 2025<\/p>\n
Page 6<\/p>\n
Access to GRF Recreation Facilities<\/p>\n
A. Residents<\/p>\n
1<\/p>\n
Residents and guests must sign in.<\/p>\n
a:2.Residents must be prepared to show their Laguna Woods Village ID card upon request. Inability<\/p>\n
to provide Laguna Woods Village ID card may result in denied access to facility or event.<\/p>\n
Guests\/Other<\/p>\n
b-L Residents must accompany their guests at all times.Guests-must-be-accompanied-by-aresident<\/p>\n
atalttimes:<\/p>\n
&:2. Facilities may have age limitations and guest limits, which may be found in the operating rules<\/p>\n
for the respective facility.<\/p>\n
d-3.Guests may not enroll in\/attend no-cost Recreation-coordinated classes use-any-of the<\/p>\n
R=<\/p>\n
i!<\/p>\n
hoo<\/p>\n
she<\/p>\n
ep<\/p>\n
den<\/p>\n
a<\/p>\n
ddleb<\/p>\n
eel<\/p>\n
=k<\/p>\n
or check out<\/p>\n
materials from the library. Please refer to the Clubhouse 4 operating rules to view access to<\/p>\n
each room.<\/p>\n
e-4.Guests must pay all applicable guest fees in accordance with the GRF Schedule of Guest Feesfee<\/p>\n
Hes<\/p>\n
\u00a35. City staff or city council for city business and\/or city events pay resident rates, plus any<\/p>\n
additional costs for technicians and others in accordance with the GRF fee list.<\/p>\n
=H<\/p>\n
de<\/p>\n
aiden<\/p>\n
ad<\/p>\n
Minium | PerResident<\/p>\n
2 atatim<\/p>\n
Paddle tennis\/<\/p>\n
Pele<\/p>\n
She bo<\/p>\n
oo<\/p>\n
Fee<\/p>\n
[3<\/p>\n
Hot pools<\/p>\n
DE<\/p>\n
Fa<\/p>\n
Tbh<\/p>\n
C. Gate clearance\/Community access for guest(s)<\/p>\n
1. Complete the Gate Clearance Form at least four business days prior to the event.<\/p>\n
a\u2014Submit forms to community.access@vmsinc.org. Failure to submit form will result in denied<\/p>\n
entry for guests and\/or a fine.<\/p>\n
ha.<\/p>\n
k Tb. List the first name and last name of all nonresident guests (including catering staff,<\/p>\n
entertainers, speakers, etc.).<\/p>\n
#=Groups containing six guests or less may be called in directly to Gate Clearance at 949-597-<\/p>\n
4301<\/p>\n
da<\/p>\n
dey<\/p>\n
Agenda Item #11<\/p>\n
Page 6 of 38
\nGolden Rain Foundation of Laguna Woods Community Activities Committee<\/p>\n
Proposed Amendments to GRF Recreation and Special Events Department Policy and<\/p>\n
Procedures<\/p>\n
September 11, 2025<\/p>\n
Page 7<\/p>\n
Use of GRF Recreation Facilities<\/p>\n
A. All facilities\/general<\/p>\n
onem<\/p>\n
an in<\/p>\n
aven<\/p>\n
mee<\/p>\n
ng<\/p>\n
he<\/p>\n
he<\/p>\n
es<\/p>\n
on<\/p>\n
e+<\/p>\n
naa<\/p>\n
andance<\/p>\n
Es]<\/p>\n
hea<\/p>\n
m<\/p>\n
ha<\/p>\n
nad-in<\/p>\n
B32<\/p>\n
bho<\/p>\n
e+<\/p>\n
ha and<\/p>\n
b.1.Facilities may not be used to conduct a business by clubs or individuals.<\/p>\n
&-2. GRF facilities are smoke \/vape free; smoking\/vaping is not permitted within 20 feet of any<\/p>\n
entrance and waste must be disposed of properly. Please refer to the City of Laguna Woods<\/p>\n
Municipal Code, Chapter 7.16.<\/p>\n
&-3.Use of Styrofoam products of any kind is prehibitednot permitted per City of Laguna Woods<\/p>\n
ordinance 4.23.010.<\/p>\n
e4.Technical special effects must be approved by the facility supervisor or senior technician.<\/p>\n
\u00a35. Facility staff shall be responsible for safety precautions, efficiency and programs in connection<\/p>\n
with the performance of services and to determine safe procedures, protect GRF facilities and<\/p>\n
equipment. -Security shall be notified and investigate all hazards, unsafe conditions and<\/p>\n
accidents brought to its attention, documented and reported to the GRF Board. GRF directors<\/p>\n
may inspect conditions and bring any hazards or unsafe conditions to the board\u2019s attention for<\/p>\n
appropriate action.<\/p>\n
a<\/p>\n
\u2014Emergencies (1) involving manifest danger to life or property, (2) immediately necessary<\/p>\n
for the preservation and safety of the physical assets of the Development, (3) for the safety<\/p>\n
of the members and residents or (4) as may be required to avoid the suspension of any<\/p>\n
necessary services to Owners and\/or their residents, but not exceed authorized amounts for<\/p>\n
that expected purpose. Notwithstanding the foregoing authority, if at all possible, Staff shall<\/p>\n
confer immediately with GRF and obtain GRF\u2019s prior written approval regarding every such<\/p>\n
unbudgeted expenditure and suspension of service and in any event shall provide a written<\/p>\n
report regarding the same within forty-eight (48) hours of such emergency expenditures.<\/p>\n
2.6. Use of equipment by residents is at the discretion of the facility staff and may require training<\/p>\n
prior to use; facilities and equipment must be used in a safe manner and in such a way as to not<\/p>\n
cause a hazard, damage or undue wear and tear.<\/p>\n
h-7.Facility user must sign and\/or provide required documents anauath-and\/or as requested for the<\/p>\n
applicable facility (waivers, insurance information, reservation permits and agreements).<\/p>\n
Agreement, waivers and\/or all other documents remain in effect until replaced.<\/p>\n
hed<\/p>\n
cd<\/p>\n
ed<\/p>\n
HH<\/p>\n
2-2<\/p>\n
gan<\/p>\n
on<\/p>\n
=<\/p>\n
namen<\/p>\n
nd<\/p>\n
he<\/p>\n
na<\/p>\n
de<\/p>\n
an<\/p>\n
ed<\/p>\n
facility take priority: club rules prevail as long as they are not inconflict with Recreation<\/p>\n
-8. Everyone must follow proper rules of etiquette for each activity\/sport.<\/p>\n
9<\/p>\n
Z|<\/p>\n
Everyone must wear appropriate attire and appropriate footwear for each activity\/sport.<\/p>\n
k-10.<\/p>\n
No one may provide instruction of a formal nature unless authorized-by-staffinthe<\/p>\n
concernedareacontracted by the Recreation Department. Meostareas have certified instructors<\/p>\n
n-be engagad<\/p>\n
de<\/p>\n
ope<\/p>\n
achn<\/p>\n
he<\/p>\n
aran<\/p>\n
men<\/p>\n
eB<\/p>\n
Ee<\/p>\n
Agenda Item #11<\/p>\n
Page 7 of 38
\nGolden Rain Foundation of Laguna Woods Community Activities Committee<\/p>\n
Proposed Amendments to GRF Recreation and Special Events Department Policy and<\/p>\n
Procedures<\/p>\n
September 11, 2025<\/p>\n
Page 8<\/p>\n
E11<\/p>\n
L.Morresident may remove say furniture, equipment or supplies from-any-facility {including<\/p>\n
om-one<\/p>\n
3<\/p>\n
bho<\/p>\n
=<\/p>\n
oe<\/p>\n
com<\/p>\n
nothe<\/p>\n
om-poolde<\/p>\n
=\u00a5e\u00a5s<\/p>\n
ols<\/p>\n
=r<\/p>\n
come<\/p>\n
-may not be moved<\/p>\n
to a different room\/space or between facilities<\/p>\n
me12<\/p>\n
Facility user must leave the facility and equipment in the same condition in which it was<\/p>\n
found. All personal items must be removed at the conclusion of the activity. This includes<\/p>\n
properly bundling trash for disposal and reimbursing GRF for any extra materials and\/or labor<\/p>\n
necessary to return the facility to its original condition<\/p>\n
A:13<\/p>\n
In order to balance use and avoid overuse of facilities, staff will impose time and frequency<\/p>\n
limits on rooms and equipment<\/p>\n
e:14<\/p>\n
Facilities, ticket sales, posting of flyers, etc. are available on a first-come first-served basis<\/p>\n
g-15<\/p>\n
When there is a waiting list, the first resident on the list will be contacted first. The resident<\/p>\n
has three options<\/p>\n
ka. Accept the opening;<\/p>\n
ib. Pass and retain his\/her position on the list; or<\/p>\n
HC.<\/p>\n
Pass and be removed from the list<\/p>\n
ive<\/p>\n
&16<\/p>\n
Facility user shall not discriminate in any way against any person on the basis of race, age<\/p>\n
sex, color, religion, national origin, sexual orientation, gender, gender identity, gender<\/p>\n
expression, mental and physical hardieapdisability, ancestry, mental condition, pregnancy<\/p>\n
denial of medical and family care leave, pregnancy disability leave or marital status in<\/p>\n
connection with the activities of any individual or elub\/greupferganizatienclub<\/p>\n
17<\/p>\n
Facility user shall be solely responsible for all {individuals or elub\/greuplorganizatienclub\u2019s<\/p>\n
statements, actions and\/or failures to act. Facility user understands and agrees that GRF does<\/p>\n
not endorse, approve or authorize such conduct and therefore expressly disclaims all<\/p>\n
responsibility and liability without exception in accordance to the GRF Nuisance Policy<\/p>\n
18. Clubs, Ggroups, Organizations and lindividuals must not allow entertainers, vendors, caterers<\/p>\n
and other contracted service entities to sign an exclusivity contract agreement; nor shall a<\/p>\n
statement be included in the general contract agreement, when utilizing GRF property<\/p>\n
S\u2014<\/p>\n
t. Facility user agrees that GRF and Village Management Services Inc. (VMS) staff and directors<\/p>\n
are not responsible for any program, activity or content thereof, which takes place during<\/p>\n
facility users\u2019 use of GRF facilities. If the City of Laguna Woods requires a special event permit<\/p>\n
relating to the use of this GRF facility, facility user agrees to comply with city requirements. In<\/p>\n
the event that the city requires the facility user to obtain insurance in order to obtain a special<\/p>\n
event permit from the city, facility user shall name GRF, VMS, staff and directors, as additional<\/p>\n
insureds. If requested, facility user agrees to provide GRF a copy of the policy-Certificate of<\/p>\n
Insurance or a specific endorsement that shows this coverage<\/p>\n
=e<\/p>\n
ming<\/p>\n
nd<\/p>\n
shotog<\/p>\n
SIE<\/p>\n
ah<\/p>\n
on<\/p>\n
omme<\/p>\n
Les<\/p>\n
nose<\/p>\n
m<\/p>\n
be<\/p>\n
19<\/p>\n
SE<\/p>\n
no<\/p>\n
ed<\/p>\n
=<\/p>\n
nce<\/p>\n
a<\/p>\n
ah<\/p>\n
he M<\/p>\n
ng<\/p>\n
nd<\/p>\n
omm<\/p>\n
on<\/p>\n
en-Tours<\/p>\n
filming\/videography and photography in any GRF facility for commercial or recreational<\/p>\n
Agenda Item #11<\/p>\n
Page 8 of 38
\nGolden Rain Foundation of Laguna Woods Community Activities Committee<\/p>\n
Proposed Amendments to GRF Recreation and Special Events Department Policy and<\/p>\n
Procedures<\/p>\n
September 11, 2025<\/p>\n
Page 9<\/p>\n
purposes must be approved in advance through the Communications Division in the Office of<\/p>\n
the CEO.<\/p>\n
oa.<\/p>\n
The Clubhouse supervisor must review requests regarding photography\/filming for<\/p>\n
recreational purposes.<\/p>\n
v.20. No user of GRF facilities shall act in any of the following manners, and no GRF facility shall<\/p>\n
be used for any of the following purposes that constitutes a\/an:<\/p>\n
ia. Violation of GRF rules;<\/p>\n
ib. Interference with the rights of other GRF members and\/or users of GRF facilities;<\/p>\n
Nuisance;<\/p>\n
Indecent act;<\/p>\n
v.e.lllegal act; or<\/p>\n
vif. Inconsistency with the stated purpose of the rental agreement.<\/p>\n
w=21. Facility user will not violate any local, state or federal law and will be solely responsible for<\/p>\n
all violations of local, state and\/or federal laws. GRF is authorized to investigate any claim that<\/p>\n
any local, state or federal law has been or is being violated. GRF, its directors, officers or staff<\/p>\n
shall not be liable, at law or in equity, as a result of an individual or<\/p>\n
club\/group\/erganizationclub\u2019s failure to comply with this rule. GRF is authorized to cooperate<\/p>\n
with all government authorities relating to alleged violations of local, state and\/or federal laws.<\/p>\n
In the event that GRF determines, in its sole discretion, that the facility user has violated any<\/p>\n
local, state and\/or federal law, GRF may immediately, without further notice, terminate the GRF<\/p>\n
permit, and the facility user shall thereupon immediately cease all activities under the permit.<\/p>\n
Games of chance\/Opportunity drawings<\/p>\n
*-1. Games of chance or opportunity drawings are permitted only in accordance with applicable<\/p>\n
local, state and federal laws.<\/p>\n
Gathering signatures for petitions, initiatives and\/or election campaigns<\/p>\n
y-1. Gathering signatures for petitions and\/or initiatives is permitted under the following criteria:<\/p>\n
ia. The petition must remain in the possession of the signature gatherer.<\/p>\n
ib. The signature gatherer must be outside of the GRF facility and not interfere with ingress or<\/p>\n
egress of the facility.<\/p>\n
The signature gatherer may not disturb or interrupt any program or activity.<\/p>\n
When invited by a club, the signature gatherer must remain in the specified room.<\/p>\n
2.2. The use of tables, chairs or other furniture isprehibitedis not permitted.<\/p>\n
Continuing education program<\/p>\n
aa-1. Emeritus program<\/p>\n
ka. GRFprovides-the facilitiesatno-cest-The Saddleback Emeritus Institute is a state-funded<\/p>\n
program created \u201cto promote lifelong learning by providing academically rigorous, mentally<\/p>\n
stimulating, socially engaging, and health improving courses for older adults throughout<\/p>\n
South Orange County.\u201d<\/p>\n
m<\/p>\n
be he<\/p>\n
eh3<\/p>\n
bho<\/p>\n
od<\/p>\n
ep<\/p>\n
3<\/p>\n
bho<\/p>\n
=<\/p>\n
=<\/p>\n
nd<\/p>\n
Pog<\/p>\n
She<\/p>\n
he<\/p>\n
omp<\/p>\n
=ie<\/p>\n
Agenda Item #11<\/p>\n
Page 9 of 38
\nGolden Rain Foundation of Laguna Woods Community Activities Committee<\/p>\n
Proposed Amendments to GRF Recreation and Special Events Department Policy and<\/p>\n
Procedures<\/p>\n
September 11, 2025<\/p>\n
Page 10<\/p>\n
Performing Arts Centerunless-the elass-is-approved-byReereation-GRF contracts with<\/p>\n
Saddleback Emeritus Institute to ensure a variety of free classes are offered<\/p>\n
ic. Due to the state-funding, non-residents are allowed to register for any class<\/p>\n
Ra<\/p>\n
on<\/p>\n
ade<\/p>\n
ddleb<\/p>\n
==<\/p>\n
aga<\/p>\n
he<\/p>\n
se<\/p>\n
ddleb<\/p>\n
ba<\/p>\n
me<\/p>\n
og<\/p>\n
mM<\/p>\n
Nonre<\/p>\n
den<\/p>\n
den<\/p>\n
m<\/p>\n
ddleb<\/p>\n
and<\/p>\n
ha<\/p>\n
+<\/p>\n
aes<\/p>\n
==<\/p>\n
=<\/p>\n
ag<\/p>\n
ered m<\/p>\n
ha<\/p>\n
no-more<\/p>\n
han<\/p>\n
min<\/p>\n
ha<\/p>\n
had<\/p>\n
ad<\/p>\n
ed<\/p>\n
me<\/p>\n
he<\/p>\n
nd-m<\/p>\n
ha<\/p>\n
mmaead<\/p>\n
he<\/p>\n
hed<\/p>\n
ed<\/p>\n
aed-and<\/p>\n
me<\/p>\n
23a<\/p>\n
ng<\/p>\n
23a<\/p>\n
eg<\/p>\n
2<\/p>\n
ad<\/p>\n
he<\/p>\n
uel<\/p>\n
den<\/p>\n
na in<\/p>\n
he<\/p>\n
omm<\/p>\n
==<\/p>\n
ng<\/p>\n
=X<\/p>\n
m<\/p>\n
wid<\/p>\n
All participants must sign in or check in at the facility; GRF sign-in sheets must be<\/p>\n
turned into clubhouse staff at the end of class<\/p>\n
WHE<\/p>\n
All participants must sign the general liability and photo release form and is bound<\/p>\n
to adhere to all community rules<\/p>\n
bb-2<\/p>\n
Recreation department-coordinated classes<\/p>\n
ia. Class punch cards are only refundable if they were purchased within the past 12 months and<\/p>\n
never punched<\/p>\n
#b.No refunds will be made after the first class for classes without punch cards<\/p>\n
Clubs (Recreation Approved Groups or<\/p>\n
.<\/p>\n
.<\/p>\n
Organizations<\/p>\n
General<\/p>\n
2:1.Residents requesting to form a elub\/greuplerganizatienclub must first submit a request form to<\/p>\n
Recreation staff stating the purpose and\/or objective of the proposed<\/p>\n
elub\/group\/erganizatienclub and the full names, signatures, addresses and telephone numbers<\/p>\n
of 20 residents regquesting-to become membership in the new club\/group\/erganizationclub<\/p>\n
3.2.Club-The Recreation Departmentstatus is limited to 250 clubs\/greups\/organizations; additional<\/p>\n
inquiries will be placed on a waitlist until space becomes available.<\/p>\n
4.3.Club membership is required to be in Compliance with GRF rules, policies and procedures and. and;<\/p>\n
including the guest policy;<\/p>\n
m<\/p>\n
ha<\/p>\n
ond<\/p>\n
on<\/p>\n
membe<\/p>\n
he<\/p>\n
+3<\/p>\n
ee<\/p>\n
aan<\/p>\n
on<\/p>\n
5:4.The elub\/greuplerganizationclub must be organized for educational, social, cultural,<\/p>\n
recreational or other nonprofit purposes. Activities geared toward minors are prehibitednot<\/p>\n
permitted. All GRF policies supersede any written rules or governing documents of<\/p>\n
clubs\/groups\/organizations not directly in compliance with GRF policy.<\/p>\n
5<\/p>\n
Theclub\/group\/organizationClubs may not represent any outside business or commercial<\/p>\n
interest or activity and sales of products and\/or services are strictly prohibited unless permitted<\/p>\n
by Recreation as a fundraiser<\/p>\n
6-a. Clubs may sell equipment and materials at cost as a convenience to members, students and<\/p>\n
other clubs<\/p>\n
Agenda Item #11<\/p>\n
Page 10 of 38
\nGolden Rain Foundation of Laguna Woods Community Activities Committee<\/p>\n
Proposed Amendments to GRF Recreation and Special Events Department Policy and<\/p>\n
Procedures<\/p>\n
September 11, 2025<\/p>\n
Page 11<\/p>\n
76.Caterers, entertainers, speakers and instructors are permitted as service providers to the group,<\/p>\n
and they may provide business cards and contact information. No monetary transactions may<\/p>\n
take place within GRF\u2019s facilities with three exceptions:<\/p>\n
ka. Entertainers, speakers and instructors are allowed to sell the printed and\/or recorded<\/p>\n
materials of their own creation during the event (for example, authors may sell their own<\/p>\n
books and entertainers may sell their audio\/video recordings).<\/p>\n
ib. An entrance fee may be charged to cover the costs associated with an event.<\/p>\n
Fundraising activities (see Page 8, Fundraiser).<\/p>\n
The club\/group\/organizationclub must be substantially supported by revenue from its members.<\/p>\n
7<\/p>\n
8.\u20148. The club\/grouplorganizationclub must have a minimum of two and maximum of three executive<\/p>\n
club officers –<\/p>\n
Fa<\/p>\n
Wwho do not occupy the same residence<\/p>\n
9.a. Executive club officers must be residents of Laguna Woods Village.<\/p>\n
LL<\/p>\n
|<\/p>\n
One officer must be a resident owner\/shareholder.<\/p>\n
a i.<\/p>\n
Only executive club officers may make requests to staff regarding club business.<\/p>\n
10: 9. The elub\/greuplorganizationclub must have a minimum membership of 80 percent Laguna<\/p>\n
Woods Village residents.<\/p>\n
Fa<\/p>\n
a<\/p>\n
Nonresidents may participate as \u201cguests\u201d and must be accompanied by a resident.<\/p>\n
ib. Nonresident members may not invite their own \u201cguests.\u201d<\/p>\n
10. An annual fee (refer to the GRF fee list), current membership roster and updated contact<\/p>\n
information must be submitted to Recreation annually by March 31 to maintain club status.<\/p>\n
ESS<\/p>\n
a<\/p>\n
The membership roster must include first and last name and resident ID number.<\/p>\n
12. 11. All forms of elub\/grouplorganizationclub publicity or advertising, unless more restrictively<\/p>\n
stated, must say \u201cFor Laguna Woods Village residents and their guests only.\u201d Online publicity is<\/p>\n
permissible if the publicity is clear that the event is for Laguna Woods Village residents and their<\/p>\n
guests only. Outside businesses, entertainers, caterers or speakers may not advertise Laguna<\/p>\n
Woods Village events.<\/p>\n
13. 12. Although GRF recognized clubs\/groups\/organizations- are afforded promotional privileges<\/p>\n
by GRF, such organizations are entirely-independent, GRF does not regulate club business.-and<\/p>\n
therefore GRE assumes no liability for their acts.<\/p>\n
on<\/p>\n
aca<\/p>\n
he<\/p>\n
ah<\/p>\n
ob<\/p>\n
cia<\/p>\n
nan<\/p>\n
m<\/p>\n
on<\/p>\n
om<\/p>\n
Mood<\/p>\n
2d<\/p>\n
ga<\/p>\n
14. 13. Re<\/p>\n
elub-Club bylaws and insurance are not require<\/p>\n
d, but are strongly recommended.<\/p>\n
Fundraisers<\/p>\n
15:1. A cClub\/greuplerganizationlub may have up to four fundraisers per year to benefit their<\/p>\n
group, raise funds for a GRF project, Village Community Fund, e+the Laguna Wood Village<\/p>\n
Foundation or an IRS-recognized nonprofit such as 501(c) (3) qualified charitable nonprofit<\/p>\n
rganization controlled and supervised by the sponsor. -Fundraisers that are prohibited are<\/p>\n
Charitable Raffles or Outside Organizations. -Companies or individuals may not hold fundraisers<\/p>\n
to conduct or promote a business for the benefit of themselves or their group.<\/p>\n
16:2. Must be a GRF recognized elub\/grouplorganizationclub hosting the event.<\/p>\n
Agenda Item #11<\/p>\n
Page 11 of 38
\nGolden Rain Foundation of Laguna Woods Community Activities Committee<\/p>\n
Proposed Amendments to GRF Recreation and Special Events Department Policy and<\/p>\n
Procedures<\/p>\n
September 11, 2025<\/p>\n
Page 12<\/p>\n
17.3. If fundraiser is for an outside organization, the organization must be an IRS-recognized<\/p>\n
nonprofit such as 501(c) (3) qualified charitable nonprofit organization. A taxpayer ID number<\/p>\n
and letter of acknowledgement from the nonprofit organization is required.<\/p>\n
18:4. Club\/greuplerganizationClub may sell products or services, hold silent auctions, fashion<\/p>\n
shows or events as approved by Recreation.<\/p>\n
19.5. Club\/greuplerganizationClub must complete a fundraiser agreement form 30 days prior to<\/p>\n
date of fundraiser event.<\/p>\n
C. Tournaments<\/p>\n
1. All new applications are accepted on a first-come, first-served basis and are only<\/p>\n
accepted from Recreation approved clubs.<\/p>\n
a<\/p>\n
Applications must be submitted at least 6 months prior to the event.<\/p>\n
2. Applications and other documents may be submitted as follows:<\/p>\n
a<\/p>\n
Scan and email to: recreation@vmsinc.org<\/p>\n
b. Deliver in person to Recreation Department staff located on the first floor of the<\/p>\n
Laguna Woods Village Community Center or mail to: 24351 El Toro Road, Laguna<\/p>\n
Woods, CA 92637<\/p>\n
3. All fees must be paid within two weeks of application approval and will be in accordance<\/p>\n
with the GRF pricing policy and fee schedule.<\/p>\n
4. Applications and all required documentation are required to be approved by the<\/p>\n
Recreation Department.<\/p>\n
5. GRF reserves the right to limit requests for tournaments based upon the following<\/p>\n
requirements:<\/p>\n
a<\/p>\n
Tournament must not impede use of the facility by residents outside the designated area.<\/p>\n
b<\/p>\n
Insurance requirements must be met per the VMS Risk Manager.<\/p>\n
[o<\/p>\n
Parking for the tournament must allow ample parking for residents using adjacent<\/p>\n
facilities.<\/p>\n
d. The facility or amenity used for the tournament must be cleaned and returned to the exact<\/p>\n
condition in which it was accepted. Fees will be incurred if repairs or custodial staff are<\/p>\n
necessary.<\/p>\n
e<\/p>\n
A club may have up to four tournaments which include outside participants per year to<\/p>\n
benefit their club, raise funds for a GRF project or the Laguna Wood Village Foundation<\/p>\n
controlled and supervised by the sponsor. Companies or individuals may not hold<\/p>\n
tournaments to conduct or promote a business for the benefit of themselves.<\/p>\n
6. An applicant applying on behalf of club must be an executive officer of the<\/p>\n
club.<\/p>\n
7<\/p>\n
Incomplete applications (including those missing the required backup materials) will not be<\/p>\n
accepted.<\/p>\n
8. Tournament times requested on the application must include the entire time needed to<\/p>\n
prepare for the event, including but not limited to food preparation, decorating, complete<\/p>\n
clean up.<\/p>\n
9. The applicant and\/or resident designee must be present at the event and stay on site for the<\/p>\n
entire time.<\/p>\n
10. GRF will not be held financially or legally responsible for consequences experienced by users<\/p>\n
due to circumstances beyond GRF\u2019s control, including but not limited to:<\/p>\n
inclement weather, natural disasters and naturally-occurring health hazards. In these<\/p>\n
Agenda Item #11<\/p>\n
Page 12 of 38
\nGolden Rain Foundation of Laguna Woods Community Activities Committee<\/p>\n
Proposed Amendments to GRF Recreation and Special Events Department Policy and<\/p>\n
Procedures<\/p>\n
September 11, 2025<\/p>\n
Page 13<\/p>\n
circumstances, the event may be rescheduled (pending availability) or fees will be refunded.<\/p>\n
11. Reservations may be canceled or moved as necessary to accommodate GRF and mutual<\/p>\n
meetings, facility renovations, GRF approved requests, Recreation-coordinated events,<\/p>\n
emergency maintenance, etc.<\/p>\n
12. GRF reserves the right to require security personnel be present at events.<\/p>\n
13. Gate clearance is required for all non-residents in attendance.<\/p>\n
D. Clubhouse 1 Club Plaques<\/p>\n
1<\/p>\n
Only current clubs may post a plague at Clubhouse 1. If the club disbands, the plaque is to be<\/p>\n
removed and given to the most current club president.<\/p>\n
Each club is required to ensure the plaque be in good condition; maintenance is the<\/p>\n
responsibility of the club.<\/p>\n
3<\/p>\n
Each plague must not exceed 24\u201d by 22\u201d and must be mounted by Recreation staff.<\/p>\n
E. Sponsorship<\/p>\n
1<\/p>\n
Sponsorship of outside organizations is allowed for both Recreation and club events.<\/p>\n
a<\/p>\n
Sponsors may attend events with provided payment or permission from hosting group.<\/p>\n
b. Sales are not permitted; promotional materials may be distributed while attending the<\/p>\n
vent only.<\/p>\n
2. All temporary sponsorship banners, plaques and\/or advertising placement must be<\/p>\n
approved by Recreation facility supervisor. Permanent sponsorship advertising must have GRF<\/p>\n
pproval.<\/p>\n
AF<\/p>\n
Room reservations<\/p>\n
1<\/p>\n
ETI.<\/p>\n
For general procedures, see Page 10, Room Reservations Recreation Department Policy.<\/p>\n
2. Only executive club officers of a elub\/group\/organizationclub may check availability or<\/p>\n
make\/change\/cancel reservations on behalf of the club\/greup\/organizationclub.<\/p>\n
3. AlLaguna Woods Village elub\/group\/organizationclub may submit a request for a rollover<\/p>\n
reservation subject to:<\/p>\n
ia. The rollover must have a minimum of four identical reservations during the calendar year;<\/p>\n
all dates in the series must be for the same day of the month\/week (such as first Tuesday,<\/p>\n
every Tuesday, etc.), at the same time and duration, and in the same room; no<\/p>\n
modifications (date, time, duration, location, etc.) are permitted.<\/p>\n
Hb. No more than 104 rollover dates per elub\/groupferganizationclub.<\/p>\n
Le<\/p>\n
[of<\/p>\n
A rollover processing fee will be applied to annual billing in accordance with the GRF fee list.<\/p>\n
Cancelations are permitted but requestor must retain at least four reservations (if<\/p>\n
less than four, permanent reservation status will be forfeited for the next year).<\/p>\n
ee.<\/p>\n
Any new rollover reservation request or change to an existing rollover reservation<\/p>\n
for the following year must be received by March 15.<\/p>\n
wf. Rollover reservations are mailed out for review on August 1 and payment\/signed rental<\/p>\n
agreement are due by September 15.<\/p>\n
wg. No refunds, credits or transfers of fees will be honored after a payment and signed<\/p>\n
rental agreement is received by Recreation.<\/p>\n
a-\u2014Two Saturday evenings per month may be scheduled for a rollover reservation in each<\/p>\n
one-time reservations.<\/p>\n
Clubhouse Ballroom\/Main Lounge. The remaining Saturday evenings must remain open for<\/p>\n
Rag<\/p>\n
cd<\/p>\n
HB<\/p>\n
2-2<\/p>\n
on-m<\/p>\n
no<\/p>\n
e more<\/p>\n
non<\/p>\n
Agenda Item #11<\/p>\n
Page 13 of 38
\nGolden Rain Foundation of Laguna Woods Community Activities Committee<\/p>\n
Proposed Amendments to GRF Recreation and Special Events Department Policy and<\/p>\n
Procedures<\/p>\n
September 11, 2025<\/p>\n
Page 14<\/p>\n
aca<\/p>\n
a one<\/p>\n
nich<\/p>\n
na<\/p>\n
month-in<\/p>\n
mM<\/p>\n
noa<\/p>\n
com<\/p>\n
no-more<\/p>\n
han<\/p>\n
See<\/p>\n
ed<\/p>\n
ba<\/p>\n
86<\/p>\n
a=<\/p>\n
nigh<\/p>\n
m<\/p>\n
be he<\/p>\n
do<\/p>\n
eo<\/p>\n
aca<\/p>\n
on<\/p>\n
m<\/p>\n
=a<\/p>\n
nga<\/p>\n
ba<\/p>\n
com<\/p>\n
0<\/p>\n
wf<\/p>\n
i. lottery requests for religious holiday events take priority over<\/p>\n
elub\/group\/erganizatienclub rollovers and lottery requests.<\/p>\n
B-G<\/p>\n
Flyers<\/p>\n
1. All flyers must be stamped-approved in advance by the Recreation Department. Flyers may<\/p>\n
be emailed to recreation@vmsnc.org or club representative may visit the Recreation office<\/p>\n
\u2014a<\/p>\n
m<\/p>\n
be<\/p>\n
2<\/p>\n
bm<\/p>\n
ed<\/p>\n
Ra<\/p>\n
on<\/p>\n
hla<\/p>\n
2-2<\/p>\n
on-m<\/p>\n
no<\/p>\n
Eh<\/p>\n
fa\u00a5a<\/p>\n
Flyers not approved by Recreation will be removed and discarded<\/p>\n
+\u20142<\/p>\n
2. GRF does not endorse any event\/trip\/product\/service advertised on flyers<\/p>\n
3 3<\/p>\n
Flyers are permitted only in designated locations and are subject to space availability.<\/p>\n
4. 4<\/p>\n
If flyer is in a foreign language, an exact English translation must be provided on the back<\/p>\n
side<\/p>\n
5. 5. Only two flyers per elub\/group\/erganizationclub are allowed at any one time<\/p>\n
6 6<\/p>\n
Flyer size is 8.5 by 11 inches only<\/p>\n
Z\u2014Sponsorlogoidentificationis not permitted on flyers.<\/p>\n
8 7<\/p>\n
Flyers must be for an event within Laguna Woods Village or a trip coordinated by a<\/p>\n
club\/group\/erganizationclub; general information flyers are prohibited<\/p>\n
9 8<\/p>\n
Flyers must contain the date of the event, name and contact information (resident phone<\/p>\n
number or email) of the club representative<\/p>\n
10. 9. Use of \u201cLW\u201d or \u201cLWV,\u201d either alone or in combination with other letters, is prohibited unless<\/p>\n
associated with club email or website addresses<\/p>\n
11. 10. Flyers may be submitted no more than three days prior to when they are posted<\/p>\n
12. 11. Flyers may not be posted more than 60 days prior to the earliest date on the flyer; multiple<\/p>\n
dates may not be displayed longer than 30 days following the earliest date; thereafter, flyers<\/p>\n
must be resubmitted with revised dates.<\/p>\n
43-12. H<\/p>\n
lors must bo submittod +o Rocroatign: club \/oragun\/groanizatign mau nat diractly nocd<\/p>\n
on<\/p>\n
ha<\/p>\n
on<\/p>\n
ad<\/p>\n
a Ra<\/p>\n
an<\/p>\n
hora<\/p>\n
nloro<\/p>\n
an m<\/p>\n
nn<\/p>\n
ng<\/p>\n
flare<\/p>\n
nth Fla rr.<\/p>\n
)<\/p>\n
14 Eluorc nat anneawy, EEE<\/p>\n
Lad of<\/p>\n
r<\/p>\n
tion will bh<\/p>\n
rom<\/p>\n
d<\/p>\n
nd dic<\/p>\n
read<\/p>\n
15. Flyers, unless more restrictively stated, must contain the phrase \u201cFor Laguna Woods Village<\/p>\n
rResidents and their guests only.<\/p>\n
Pa<\/p>\n
GH<\/p>\n
an<\/p>\n
obb<\/p>\n
BO<\/p>\n
cobb<\/p>\n
a-bo<\/p>\n
nd Clubhouse 5 glass-<\/p>\n
enclosed bulletin board<\/p>\n
1. The Clubhouse 5 glass-enclosed bulletin board is for use by a club that has events scheduled in<\/p>\n
the Clubhouse 5 Main Lounge and may be posted 60 days prior to event<\/p>\n
2. All posters must be stamped in advance by Recreation<\/p>\n
1 a.<\/p>\n
Posters not approved by Recreation will be removed and discarded<\/p>\n
2. 3. 3. Displaying posters is subject to space availability.<\/p>\n
34<\/p>\n
mina A<\/p>\n
ante<\/p>\n
obb<\/p>\n
2-22<\/p>\n
=\u00a5e<\/p>\n
a\u00a5a)<\/p>\n
m<\/p>\n
beng<\/p>\n
aga<\/p>\n
han<\/p>\n
40 inche<\/p>\n
Pa<\/p>\n
ming<\/p>\n
ente<\/p>\n
Re<\/p>\n
abo<\/p>\n
20a<\/p>\n
[ERs<\/p>\n
no<\/p>\n
m<\/p>\n
be no<\/p>\n
aa<\/p>\n
han<\/p>\n
nche<\/p>\n
nd<\/p>\n
bho<\/p>\n
=e<\/p>\n
Agenda Item #11<\/p>\n
Page 14 of 38
\nGolden Rain Foundation of Laguna Woods Community Activities Committee<\/p>\n
Proposed Amendments to GRF Recreation and Special Events Department Policy and<\/p>\n
Procedures<\/p>\n
September 11, 2025<\/p>\n
Page 15<\/p>\n
4. Posters are not allowed to be adorned with lights or decorations.<\/p>\n
Pa<\/p>\n
ming A<\/p>\n
anta<\/p>\n
a-2b<\/p>\n
obb<\/p>\n
56<\/p>\n
no<\/p>\n
m<\/p>\n
bea<\/p>\n
ad<\/p>\n
m<\/p>\n
m<\/p>\n
mM<\/p>\n
hraa maonth<\/p>\n
ha<\/p>\n
he Pa<\/p>\n
mina A<\/p>\n
ante<\/p>\n
obb<\/p>\n
SHE<\/p>\n
n-hg<\/p>\n
Bes<\/p>\n
2<\/p>\n
ee<\/p>\n
on<\/p>\n
hed<\/p>\n
n-even<\/p>\n
ha Pa<\/p>\n
ming A<\/p>\n
ante<\/p>\n
m-on<\/p>\n
ag<\/p>\n
doe<\/p>\n
c=<\/p>\n
2k]<\/p>\n
Le<\/p>\n
==<\/p>\n
Bb<\/p>\n
ee<\/p>\n
he<\/p>\n
3<\/p>\n
bho<\/p>\n
a<\/p>\n
an<\/p>\n
ad<\/p>\n
bd<\/p>\n
n hg<\/p>\n
Bas<\/p>\n
2<\/p>\n
ara<\/p>\n
on<\/p>\n
avan<\/p>\n
hed<\/p>\n
ed<\/p>\n
ad-in<\/p>\n
ha<\/p>\n
B32<\/p>\n
bho<\/p>\n
ad<\/p>\n
Wi<\/p>\n
e+<\/p>\n
naa<\/p>\n
nd-m<\/p>\n
be no<\/p>\n
==<\/p>\n
ad 60<\/p>\n
s-2a<\/p>\n
avan<\/p>\n
9. Pestershotapproved-byRecreationwillbe removed:<\/p>\n
Room Reservations<\/p>\n
General<\/p>\n
1<\/p>\n
Requestor must be a Laguna Woods Village resident and be prepared to show Laguna Woods<\/p>\n
Village ID card upon request in order to check availability or make\/change\/cancel reservation<\/p>\n
(with the exception of memorials).<\/p>\n
Requestor must<\/p>\n
La<\/p>\n
hm<\/p>\n
SEE<\/p>\n
np<\/p>\n
on<\/p>\n
mM<\/p>\n
m<\/p>\n
ng<\/p>\n
22<\/p>\n
men<\/p>\n
es<\/p>\n
com<\/p>\n
reservation:sign a reservation agreement prior to making payment for a room reservation.<\/p>\n
3<\/p>\n
Reservations by individuals may only be booked for private ersecial-gatherings.<\/p>\n
3.4.Recreation requires attendance sheets to be completed and turned in to clubhouse staff at the<\/p>\n
end of all events\/meetings.<\/p>\n
4-5.<\/p>\n
Reservations made by individuals must be for personal, non-commercial purposes only.<\/p>\n
Acceptable uses include social events such as birthday parties, anniversaries, music or dance<\/p>\n
practice, or other gatherings where attendees are not charged a fee. Events that involve<\/p>\n
business promotion, client services, or any form of paid instruction or admission are prohibited.<\/p>\n
Room<\/p>\n
She<\/p>\n
m<\/p>\n
no<\/p>\n
be<\/p>\n
ed<\/p>\n
ond<\/p>\n
es<\/p>\n
S\u20142-<\/p>\n
ne<\/p>\n
Vi<\/p>\n
ng<\/p>\n
on<\/p>\n
23a<\/p>\n
od<\/p>\n
ced<\/p>\n
ara<\/p>\n
oh<\/p>\n
ed<\/p>\n
dente<\/p>\n
ne<\/p>\n
a perm<\/p>\n
ad<\/p>\n
de<\/p>\n
he a<\/p>\n
2-2<\/p>\n
nd<\/p>\n
he<\/p>\n
m<\/p>\n
de<\/p>\n
ne<\/p>\n
nd<\/p>\n
on<\/p>\n
m<\/p>\n
on<\/p>\n
No-meone<\/p>\n
on<\/p>\n
m<\/p>\n
by<\/p>\n
take place within GRF\u2019s facilities.<\/p>\n
Individuals are prohibited from advertising events to the general public through media in<\/p>\n
general circulation outside of Laguna Woods Village.<\/p>\n
5.7. Staff works to assure that clubs\/groups\/organizations and individuals are placed in the<\/p>\n
appropriate-sized rooms for their event. Set-minimum-o0ccupancy limits will be enforced.<\/p>\n
8. Clubhouse rooms may be reserved between 8 a.m. and 10 p.m. seven days a week, except for<\/p>\n
New Year’s Eve, which may be reserved until 1 a.m. Extended hours up to midnight may be<\/p>\n
scheduled with the facility supervisor three weeks in advance for Clubhouses 2 and 7; additional<\/p>\n
fees will apply for extended hours per the GRF fee list.<\/p>\n
6-a.Rooms that include a patio or grassy area and two setups are requested: renter will be<\/p>\n
charged an additional Recreation Leader fee for the second set up.<\/p>\n
Z.\u2014 Reservations must be for a two-hour minimum room rental or four-hour minimum rental for the<\/p>\n
large ballrooms and main lounges.- Hourly reservations may be made on a case-by-case basis<\/p>\n
with the approval of the facility supervisor.<\/p>\n
Agenda Item #11<\/p>\n
Page 15 of 38
\nGolden Rain Foundation of Laguna Woods Community Activities Committee<\/p>\n
Proposed Amendments to GRF Recreation and Special Events Department Policy and<\/p>\n
Procedures<\/p>\n
September 11, 2025<\/p>\n
Page 16<\/p>\n
==<\/p>\n
he<\/p>\n
2-2<\/p>\n
BH<\/p>\n
ha<\/p>\n
B23<\/p>\n
na<\/p>\n
aca<\/p>\n
on<\/p>\n
one-ho<\/p>\n
e+<\/p>\n
m<\/p>\n
no<\/p>\n
8.9.Length of reservation must include setup\/decoration, caterer preparation and cleanup time.<\/p>\n
9:10. The GRF pricing policies contain two rates: rResident rate and exception rate; (refer to the<\/p>\n
GRF fee list).<\/p>\n
a<\/p>\n
Resident rate applies to:<\/p>\n
+i. All Laguna Woods Village residents;<\/p>\n
2.ii. Weddings and wedding receptions for residents and<\/p>\n
3.iii. Private resident events such as birthdays, memorials and\/or anniversary parties.<\/p>\n
b<\/p>\n
Exception rate applies to:<\/p>\n
+i. Any non-Laguna Woods Village organization or group for which a resident makes a<\/p>\n
reservation;<\/p>\n
ii. Weddings and\/or wedding receptions for non-residents and are limited to only<\/p>\n
siblings, children, parents and grandchildren of residents; and<\/p>\n
3.ii. All elub\/group\/organizationclub reservations that have more than 50 percent<\/p>\n
nonresidents in attendance and are charging admittance or accepting donations<\/p>\n
(ehub\/ereuplorganizationclub-approved fundraisers are exempt).<\/p>\n
11. It is-prehibitedis not permitted to use any room\/facility for anything but the stated purpose<\/p>\n
10:12. Itis not permitted to lock the entry\/exit doors of the rental space during facility business<\/p>\n
hours to ensure safety protocols are adhered unless special arrangements are made with the<\/p>\n
Security Department.<\/p>\n
11.13. Reservations may be canceled or moved as necessary to accommodate GRF and mutual<\/p>\n
meetings, facility renovations, GRF-approved requests, Recreation-coordinated communitywide<\/p>\n
events, etc. The Performing Arts Center rehearsal room reservations may be canceled or moved<\/p>\n
if the auditorium is booked.<\/p>\n
12.14. Every reservation must submit a Facility Checkout Form to the clubhouse staff at the<\/p>\n
conclusion of the event indicating the number of residents and nonresidents.<\/p>\n
15. Cancelation of a paid reservation requires at least 14 days\u2019 notice to Recreation to qualify for a<\/p>\n
full refund.<\/p>\n
13-a.<\/p>\n
Club rollovers will not receive a refund per the contract.<\/p>\n
14.16. Refunds will be credited to the requestor\u2019s credit\/debit card or via check, by request.<\/p>\n
15.17. \u201cNo shows\u201d and cancelations less than 14 days of the reservation date will result in the<\/p>\n
complete forfeiture of the room reservation fees.<\/p>\n
18. Specialty club\/resident events may have security personnel; additional fees apply (refer to the<\/p>\n
GRF fee list).<\/p>\n
16.3.<\/p>\n
Please contact Security at 949-597-4294 to inquire about security personnel.<\/p>\n
a:b. Staff will determine if an Eevents requires ing-security personnel are-determined-by the<\/p>\n
type, size and\/or nature of the event.<\/p>\n
Agenda Item #11<\/p>\n
Page 16 of 38
\nGolden Rain Foundation of Laguna Woods Community Activities Committee<\/p>\n
Proposed Amendments to GRF Recreation and Special Events Department Policy and<\/p>\n
Procedures<\/p>\n
September 11, 2025<\/p>\n
Page 17<\/p>\n
17:19. Bounce houses, tents, party rental equipment, mobile catering\/salon trucks, outside<\/p>\n
caterers, etc. must be cleared by the insurance coordinator 60 days in advance (call 949-597-<\/p>\n
4202 for more information) and may require a permit by the City of Laguna Woods.<\/p>\n
&B<\/p>\n
Types of reservations<\/p>\n
Permanent\/Rollover<\/p>\n
a<\/p>\n
Only a Laguna Woods Village elub\/greupforganizationclub may submit a request for a<\/p>\n
rollover reservation; individuals may not hold rollover reservations.<\/p>\n
b<\/p>\n
For clubs\/groups\/organizations rollover reservation information, see Page 8.<\/p>\n
Lottery<\/p>\n
Rag<\/p>\n
2<\/p>\n
alia<\/p>\n
=e<\/p>\n
ho<\/p>\n
==<\/p>\n
avan<\/p>\n
eh3<\/p>\n
22<\/p>\n
on<\/p>\n
b-a.0nly one card is permitted per event; duplicate cards will result in all cards for that event<\/p>\n
being moved to the end of the requests.<\/p>\n
b. An itndividual or elub\/grouplorganizationclub may submit up to four lottery cards each year<\/p>\n
C.<\/p>\n
One card may be submitted to request a weekly\/monthly reservation. All weekly\/monthly<\/p>\n
requests will be placed into a different pool to be processed after all one-time lottery<\/p>\n
requests have been processed.<\/p>\n
Lottery cards may be submitted between May 15 and June 15 for one-time special events<\/p>\n
for the upcoming year.<\/p>\n
|<\/p>\n
Those submitted after June 15 will be processed after lottery in order of receipt.<\/p>\n
dee.<\/p>\n
Requests for religious holiday events take priority over club rollovers and lottery<\/p>\n
requests. Holiday must be named on lottery card.<\/p>\n
One time\/Walk-in<\/p>\n
a<\/p>\n
One-time reservations must be made at least two weeks in advance (except memorials);<\/p>\n
reservations made less than two weeks in advance must be approved by the facility<\/p>\n
supervisor where the reservation is being requested.<\/p>\n
Walk-in reservations open on August 1 for the upcoming year.<\/p>\n
b.C<\/p>\n
Setup and cleanup of room reservations<\/p>\n
Room setup specifications for furniture and equipment (such as projectors, pianos, etc.) must<\/p>\n
be made with the facility staff a minimum of seven days prior to the reservation date.<\/p>\n
Residents must make a request for technical services at least twe-four weeks in advance of the<\/p>\n
reservation date. Notice to senior technician must be provided twe-four weeks in advance for<\/p>\n
cancelations. Failure to notify senior technician of a cancelation within twe-four weeks of the<\/p>\n
event will result in a two-hour minimum fee (refer to the GRF fee list).<\/p>\n
Clubhouse 5 requires technicians for events that include projector, sound, lighting, three or<\/p>\n
more microphones and\/or access to the sound booth.<\/p>\n
Performing Arts Center auditorium and Clubhouse 5 sound and lighting equipment may only be<\/p>\n
operated by Recreation technicians. The senior technician may be reached at 949-268-2553.<\/p>\n
The facility must be cleaned and returned to the exact condition in which it was accepted.<\/p>\n
Agenda Item #11<\/p>\n
Page 17 of 38
\nGolden Rain Foundation of Laguna Woods Community Activities Committee<\/p>\n
Proposed Amendments to GRF Recreation and Special Events Department Policy and<\/p>\n
Procedures<\/p>\n
September 11, 2025<\/p>\n
Page 18<\/p>\n
6. All cleanup must be accomplished by the end of the event. At the end of the cleanup period, the<\/p>\n
facility user is responsible for inspecting the premises with a staff member and signing off on<\/p>\n
the Facility Checkout Form. If the facility user fails to sign the Facility Checkout Form or fails to<\/p>\n
accomplish facility cleanup by permit end time, GRF reserves the right to reject any future<\/p>\n
applications. A cleanup fee may be charged for inadequate cleanup (refer to the GRF fee list).<\/p>\n
7<\/p>\n
Facility user is responsible for the following:<\/p>\n
a<\/p>\n
Bundling all trash and placing in the designated location as specified by staff;<\/p>\n
b<\/p>\n
All equipment used;<\/p>\n
C.<\/p>\n
All table tops and chairs used must be wiped clean; and<\/p>\n
d<\/p>\n
Any soiled or dampened floor or carpet areas.<\/p>\n
8<\/p>\n
For kitchen approval, the facility user is responsible for cleaning the following:<\/p>\n
a<\/p>\n
Clean all dishes, trays, coffee servers, etc., and stack them in their proper place in the<\/p>\n
pantry. Glassware and silverware must be towel dried but dishes do not require towel<\/p>\n
drying.<\/p>\n
Wipe off, with a damp cloth, all tables used for eating and serving.<\/p>\n
Thoroughly clean all large coffee urns and baskets.<\/p>\n
Check with the staff regarding proper clean up instructions for grills, broilers and fryers.<\/p>\n
Clean the areas around grills, broilers and fryers even if you do not use the equipment.<\/p>\n
Check the inside of the oven door and the stove top. If you use this equipment you must<\/p>\n
clean up any food splatters.<\/p>\n
8<\/p>\n
Clean the refrigerator if used.<\/p>\n
h<\/p>\n
Wipe off all sinks, counters and cutting boards (on top as well as shelf underneath).<\/p>\n
|<\/p>\n
Clean the barbecue if used.<\/p>\n
9. All equipment, supplies, personal articles, displays, etc., must be removed prior to checkout and<\/p>\n
signoff of Facility Checkout Form. All items left at the facility will be discarded.<\/p>\n
10. The facility user is responsible for payment of any costs incurred by GRF due to damage of the<\/p>\n
facility, amenities or equipment resulting from facility users reservation\/use of the facility,<\/p>\n
amenity or equipment.<\/p>\n
E.D.<\/p>\n
Food<\/p>\n
ETI.<\/p>\n
1<\/p>\n
Facility user must bring their own food, have food dropped off or use a caterer from a<\/p>\n
Recreation -approved list (call 949-597-427327 or email recreation@vmsinc.org to obtain).<\/p>\n
a\u2014No outside food or beverage is permitted at the Village Greens Facility (events must be<\/p>\n
catered by the 19 Restaurant & Lounge; call 949-206-1525).<\/p>\n
2a.<\/p>\n
3.2.A $25 for small -kitchen\/barbecue or $50 for commercial kitchen-fee will be charged when the<\/p>\n
barbeque, oven, stove, silverware\/plates or dishwasher are used; there is no charge to use the<\/p>\n
microwave and refrigerator. Please refer to the GRF fee list.<\/p>\n
uisidef<\/p>\n
el<\/p>\n
h<\/p>\n
HES dat tha 1]<\/p>\n
~<\/p>\n
C<\/p>\n
HHI<\/p>\n
+<\/p>\n
yst hb<\/p>\n
+<\/p>\n
el<\/p>\n
db<\/p>\n
=)<\/p>\n
i=<\/p>\n
LAY<\/p>\n
Ee tha 10D<\/p>\n
z=<\/p>\n
uo49.90c Lore<\/p>\n
E. Caterers<\/p>\n
Agenda Item #11<\/p>\n
Page 18 of 38
\nGolden Rain Foundation of Laguna Woods Community Activities Committee<\/p>\n
Proposed Amendments to GRF Recreation and Special Events Department Policy and<\/p>\n
Procedures<\/p>\n
September 11, 2025<\/p>\n
Page 19<\/p>\n
fF \u2014-\u2014<\/p>\n
1. Recreation has complete authority in scheduling times for the caterer to arrive at the<\/p>\n
appropriate facilities to prepare food.<\/p>\n
A caterer cannot enter any clubhouse facility without a Recreation staff member on the<\/p>\n
premises.<\/p>\n
Storage of food is permitted only during the reservation period; additional time must be<\/p>\n
requested in advance and approved by the facility supervisor and may not exceed 24 hours; if<\/p>\n
approved, GRF holds no liability for food left unattended.<\/p>\n
Caterer must pay caterer\u2019s fee in accordance with the GRF Fee list.<\/p>\n
G:F<\/p>\n
Alcohol<\/p>\n
The facility user may bring in his or her own alcohol only when not charging for drinks.<\/p>\n
A reservation which includes serving efalcohol to more than 100 people with-aleeholrequires a<\/p>\n
GRF bartender to be hired, unless otherwise approved by the Recreation Department.<\/p>\n
3. Arrange Request a GRF bartender by-calling 949-597-4381 at least three weeks prior to the<\/p>\n
event.<\/p>\n
3.a.Please refer to the Recreation Reservation Checklist for arrangement.<\/p>\n
4. No outside alcohol is permitted at the Village Greens Facility.<\/p>\n
5. GRF bartenders have the right to deny service.<\/p>\n
Performing Arts Center Policy<\/p>\n
Auditorium Event Posters<\/p>\n
1<\/p>\n
Resident and Club event posters must adhere to Golden Rain Foundation (GRF) poster<\/p>\n
policy.<\/p>\n
2<\/p>\n
Performing Arts Center lobby posters must be no larger than 33 by 40 inches;<\/p>\n
Performing Arts Center bulletin boards posters must be no larger than 11 by 17 inches<\/p>\n
3<\/p>\n
Performing Arts Center lobby posters may be displayed a maximum of 90 days prior to<\/p>\n
the date of the event (or date of first event in a series).<\/p>\n
4<\/p>\n
The Performing Arts Center lobby poster area is for box office events.<\/p>\n
5<\/p>\n
The Performing Arts Center lobby bulletin board is for use by GRF or a club that<\/p>\n
schedules an event in the Performing Arts Center auditorium on a regular basis but<\/p>\n
does not distribute tickets through the Performing Arts Center box office.<\/p>\n
B. Auditorium Reservations<\/p>\n
1<\/p>\n
Scheduling and reservations are made through the Performing Arts Center Supervisor<\/p>\n
only.<\/p>\n
a. A Performing Arts Center (Clubhouse 3) Rental \/Technical Application must be<\/p>\n
submitted at least four months in advance of the event.<\/p>\n
b<\/p>\n
A reservation is not confirmed\/final until the GRF Performing Arts Center Rental<\/p>\n
Contract is approved and signed.<\/p>\n
[\u00a2]<\/p>\n
Reservation must be for a four-hour minimum. Hourly reservations may be made on<\/p>\n
a case-by-case basis with the approval of the facility supervisor.<\/p>\n
d<\/p>\n
The earliest requests can be made for the Theatre are in August, two years prior.<\/p>\n
(Example: August 2025 for dates in 2027)<\/p>\n
Technicians must be scheduled a minimum of four weeks in advance of auditorium<\/p>\n
events.<\/p>\n
Maximum of six dates per club within one calendar year.<\/p>\n
Agenda Item #11<\/p>\n
Page 19 of 38
\nGolden Rain Foundation of Laguna Woods Community Activities Committee<\/p>\n
Proposed Amendments to GRF Recreation and Special Events Department Policy and<\/p>\n
Procedures<\/p>\n
September 11, 2025<\/p>\n
Page 20<\/p>\n
4<\/p>\n
Clubs are limited to booking four fundraisers per year.<\/p>\n
5<\/p>\n
No more than four ticketed show dates per club per year on Fridays or Saturdays<\/p>\n
6<\/p>\n
The theater is not reservable one month per year for general maintenance. Other<\/p>\n
closures may apply for GRF approved capital reserve projects or emergency<\/p>\n
maintenance.<\/p>\n
Any new Theatre rollover and\/or series reservations or change to existing rollover<\/p>\n
reservations for two years out must be received by June 15.<\/p>\n
Agenda Item #11<\/p>\n
Page 20 of 38
\nGolden Rain Foundation of Laguna Woods Community Activities Committee<\/p>\n
Proposed Amendments to GRF Recreation and Special Events Department Policy and<\/p>\n
Procedures<\/p>\n
September 11, 2025<\/p>\n
Page 21<\/p>\n
Attachment 2<\/p>\n
Laguna Woods Village<\/p>\n
Golden Rain Foundation<\/p>\n
Recreation and Special Events Department<\/p>\n
Policies and Procedures<\/p>\n
Agenda Item #11<\/p>\n
Page 21 of 38
\nGolden Rain Foundation of Laguna Woods Community Activities Committee<\/p>\n
Proposed Amendments to GRF Recreation and Special Events Department Policy and<\/p>\n
Procedures<\/p>\n
September 11, 2025<\/p>\n
Page 22<\/p>\n
Table of Contents<\/p>\n
Golden Rain Foundation Recreation Department Policy…<\/p>\n
Access to GRF Recreation Facilities…<\/p>\n
_\u2014<\/p>\n
Residents…<\/p>\n
_\u2014<\/p>\n
\u2014_\u2014<\/p>\n
_\u2014<\/p>\n
\u2014_\u2014<\/p>\n
Guests\/Other<\/p>\n
Gate clearance\/Community access for guest(s)<\/p>\n
\u2014_\u2014<\/p>\n
Use of GRF Recreation Facilities<\/p>\n
_\u2014<\/p>\n
\u2014_\u2014<\/p>\n
All facilities\/General<\/p>\n
_\u2014<\/p>\n
\u2014_\u2014<\/p>\n
Games of chance\/Opportunity drawings…<\/p>\n
\u2014_\u2014<\/p>\n
Gathering signatures for petitions and\/or initiatives and\/or election campaigns<\/p>\n
_\u2014<\/p>\n
\u2014_\u2014<\/p>\n
Clubs\/G 0 izati<\/p>\n
_\u2014<\/p>\n
\u2014_\u2014<\/p>\n
General<\/p>\n
\u2014_\u2014<\/p>\n
Fundraisers.<\/p>\n
Tournaments<\/p>\n
Clubhouse 1 Club Plagues.<\/p>\n
Sponsorship…<\/p>\n
Room Reservations.<\/p>\n
Flyers<\/p>\n
S\u2014<\/p>\n
Clubhouse 5 glass-enclosed bulletin board<\/p>\n
Room Reservations<\/p>\n
_\u2014<\/p>\n
General<\/p>\n
_\u2014<\/p>\n
Types of reservations<\/p>\n
_\u2014<\/p>\n
Setup and cleanup of room reservations…<\/p>\n
Caterers…<\/p>\n
Alcohol ……<\/p>\n
Performing Arts Center.<\/p>\n
S\u2014<\/p>\n
Auditorium Event Posters…<\/p>\n
S\u2014<\/p>\n
13<\/p>\n
Auditorium Reservations.<\/p>\n
13<\/p>\n
Effective May 2025<\/p>\n
1<\/p>\n
Agenda Item #11<\/p>\n
Page 22 of 38
\nGolden Rain Foundation of Laguna Woods Community Activities Committee<\/p>\n
Proposed Amendments to GRF Recreation and Special Events Department Policy and<\/p>\n
Procedures<\/p>\n
September 11, 2025<\/p>\n
Page 23<\/p>\n
Golden Rain Foundation Recreation Department Policy<\/p>\n
The Recreation and Special Events Department (Recreation) is responsible for planning and executing a<\/p>\n
comprehensive recreation program for all Laguna Woods Village residents. Recreation coordinates events and<\/p>\n
programs to ensure that residents are provided with an enjoyable, diversified program. Access to Golden Rain<\/p>\n
Foundation (GRF) facilities is available for residents. Specific facility and amenity operating rules may be found on<\/p>\n
the Laguna Woods Village website. Exceptions to the policy require GRF Board approval. Residents may request an<\/p>\n
exception to the policy via Recreation Committee Request Form. Recreation may refer certain applications directly<\/p>\n
to the GRF board. Call 949-597-4273 or email recreation @vmsinc.org for more information.<\/p>\n
Please refer to the GRF policy for entire community policy.<\/p>\n
A. GRF Authority and Enforcement<\/p>\n
\u2018GRF is authorized to take disciplinary or suspension action against a member found to be in violation of Recreation<\/p>\n
policy and\/or operating rules. The GRF board of directors has the authority to impose monetary fines, suspend<\/p>\n
member privileges and\/or bring forth legal action. Member (be it via a club or individual) is entirely responsible for<\/p>\n
ensuring that the rules, regulations and policies are followed. This includes any co-occupant, lessee or guest.<\/p>\n
Effective May 2025<\/p>\n
5<\/p>\n
2<\/p>\n
Agenda Item #11<\/p>\n
Page 23 of 38
\nGolden Rain Foundation of Laguna Woods Community Activities Committee<\/p>\n
Proposed Amendments to GRF Recreation and Special Events Department Policy and<\/p>\n
Procedures<\/p>\n
September 11, 2025<\/p>\n
Page 24<\/p>\n
Access to GRF Recreation Facilities<\/p>\n
A. Residents<\/p>\n
1. Residents and guests must sign in.<\/p>\n
2. Residents must be prepared to show their Laguna Woods Village ID card upon request. Inability to<\/p>\n
provide Laguna Woods Village 1D card may result in denied access to facility or event.<\/p>\n
B. Guests\/Other<\/p>\n
1<\/p>\n
Residents must accompany their guests at all times.<\/p>\n
2<\/p>\n
Facilities may have age limitations and guest limits, which may be found in the operating rules for the<\/p>\n
Guests may not enroll infattend no-cost Recreation-coordinated classes or check out materials from the<\/p>\n
library. Please refer to the Clubhouse 4 operating rules to view access to each room.<\/p>\n
Guests must pay all applicable guest fees in accordance with the GRF Schedule of Guest Fees.<\/p>\n
City staff or city council for city business and\/or city events pay resident rates, plus any additional costs<\/p>\n
in accordance with the GRF fee list.<\/p>\n
Gate clearance\/Community access for guest(s)<\/p>\n
1. Complete the Gate Clearance Form at least four business days prior to the event.<\/p>\n
a. Submit forms to community access @vmsinc.org. Failure to submit form will result in denied entry<\/p>\n
for guests and\/or a fine.<\/p>\n
b. List the first name and last name of all nonresident guests (including catering staff, entertainers,<\/p>\n
speakers, etc).<\/p>\n
2. Groups containing six guests or less may be called in directly to Gate Clearance at 949-597-4301.<\/p>\n
Use of GRF Recreation Facilities<\/p>\n
A. All facilities\/general<\/p>\n
1. Facilities may not be used to conduct a business by clubs or individuals.<\/p>\n
2. GRF facilities are smoke \/vape free; smoking\/vaping is not permitted within 20 feet of any entrance and<\/p>\n
waste must be disposed of properly. Please refer to the City of Laguna Woods Municipal Code, Chapter<\/p>\n
7.16.<\/p>\n
Use of Styrofoam products of any kind is not permitted per City of Laguna Woods ordinance 4.23.010.<\/p>\n
Technical special effects must be approved by the facility supervisor or senior technician.<\/p>\n
Facility staff shall be responsible for safety precautions, efficiency and programs in connection with the<\/p>\n
performance of services and to determine safe procedures, protect GRF facilities and equipment.<\/p>\n
Security shall be notified and investigate all hazards, unsafe conditions and accidents brought to its<\/p>\n
attention, documented and reported to the GRF Board. GRF directors may inspect conditions and bring<\/p>\n
any hazards or unsafe conditions to the board’s attention for appropriate action.<\/p>\n
a. Emergencies (1) involving manifest danger to life or property, (2) immediately necessary for the<\/p>\n
preservation and safety of the physical assets of the Development, (3) for the safety of the<\/p>\n
members and residents or (4) as may be required to avoid the suspension of any necessary services<\/p>\n
to Owners and\/or their residents, but not exceed authorized amounts for that expected purpose.<\/p>\n
Notwithstanding the foregoing authority, if at all possible, Staff shall confer immediately with GRF<\/p>\n
and obtain GRF’s prior written approval regarding every such unbudgeted expenditure and<\/p>\n
Effective May 2025<\/p>\n
3<\/p>\n
Agenda Item #11<\/p>\n
Page 24 of 38
\nGolden Rain Foundation of Laguna Woods Community Activities Committee<\/p>\n
Proposed Amendments to GRF Recreation and Special Events Department Policy and<\/p>\n
Procedures<\/p>\n
September 11, 2025<\/p>\n
Page 25<\/p>\n
suspension of service and in any event shall provide a written report regarding the same within<\/p>\n
forty-eight (48) hours of such emergency expenditures.<\/p>\n
Use of equipment by residents is at the discretion of the facility staff and may require training prior to<\/p>\n
use; facilities and equipment must be used in a safe manner and in such a way as to not cause a hazard,<\/p>\n
damage or undue wear and tear.<\/p>\n
Facility user must sign and\/or provide required documents and\/or as requested for the applicable<\/p>\n
facility (waivers, insurance information, reservation permits and agreements). Agreement, waivers<\/p>\n
and\/or all other documents remain in effect until replaced.<\/p>\n
8<\/p>\n
Everyone must follow proper rules of etiquette for each activity\/sport.<\/p>\n
9<\/p>\n
Everyone must wear appropriate attire and appropriate footwear for each activity\/sport.<\/p>\n
10. No one may provide instruction of a formal nature unless contracted by the Recreation Department.<\/p>\n
11. Furniture, equipment or supplies may not be moved to a different room\/space or between facilities.<\/p>\n
12. Facility user must leave the facility and equipment in the same condition in which it was found. All<\/p>\n
personal items must be removed at the conclusion of the activity. This includes properly bundling trash<\/p>\n
for disposal and reimbursing GRF for any extra materials and\/or labor necessary to return the facility to<\/p>\n
its original condition.<\/p>\n
13. In order to balance use and avoid overuse of facilities, staff will impose time and frequency limits on<\/p>\n
rooms and equipment.<\/p>\n
14. Facilities, ticket sales, posting of flyers, etc. are available on a first-come first-served basis.<\/p>\n
15. When there is a waiting list, the first resident on the list will be contacted first. The resident has three<\/p>\n
options:<\/p>\n
a. Accept the opening;<\/p>\n
b. Pass and retain his\/her position on the list; or<\/p>\n
c. Pass and be removed from the list.<\/p>\n
16. Facility user shall not discriminate in any way against any person on the basis of race, age, sex, color,<\/p>\n
religion, national origin, sexual crientation, gender, gender identity, gender expression, mental and<\/p>\n
physical disability, ancestry, mental condition, pregnancy, denial of medical and family care leave,<\/p>\n
pregnancy disability leave or marital status in connection with the activities of any individual or club.<\/p>\n
17. Facility user shall be solely responsible for all individuals or club’s statements, actions and\/or failures to<\/p>\n
act. Facility user understands and agrees that GRF does not endorse, approve or authorize such conduct<\/p>\n
and therefore expressly disclaims all responsibility and liability without exception in accordance to the<\/p>\n
GRF Nuisance Policy.<\/p>\n
18. Clubs and individuals must not allow entertainers, vendors, caterers and other contracted service<\/p>\n
entities to sign an exclusivity contract agreement; nor shall a statement be included in the general<\/p>\n
contract agreement, when utilizing GRF property.<\/p>\n
Facility user agrees that GRF and Village Management Services Inc. (VMS) staff and directors are not<\/p>\n
responsible for any program, activity or content thereof, which takes place during facility users\u2019 use of<\/p>\n
GRF facilities. If the City of Laguna Woods requires a special event permit relating to the use of this GRF<\/p>\n
facility, facility user agrees to comply with city requirements. In the event that the city requires the<\/p>\n
facility user to obtain insurance in order to obtain a special event permit from the city, facility user shall<\/p>\n
name GRF, VMS, staff and directors, as additional insureds. If requested, facility user agrees to provide<\/p>\n
GRF a copy of the Certificate of Insurance or a specific endorsement that shows this coverage.<\/p>\n
Effective May 2025<\/p>\n
4<\/p>\n
Agenda Item #11<\/p>\n
Page 25 of 38
\nGolden Rain Foundation of Laguna Woods Community Activities Committee<\/p>\n
Proposed Amendments to GRF Recreation and Special Events Department Policy and<\/p>\n
Procedures<\/p>\n
September 11, 2025<\/p>\n
Page 26<\/p>\n
19. Tours, filming\/videography and photography in any GRF facility for commercial or recreational purposes<\/p>\n
must be approved in advance through the Communications Division in the Office of the CEO.<\/p>\n
a. The Clubhouse supervisor must review requests regarding photography\/filming for recreational<\/p>\n
purposes.<\/p>\n
20. No user of GRF facilities shall act in any of the following manners, and no GRF facility shall be used for<\/p>\n
any of the following purposes that constitutes a\/an:<\/p>\n
Violation of GRF rules;<\/p>\n
Interference with the rights of other GRF members and\/or users of GRF facilities;<\/p>\n
Nuisance;<\/p>\n
d.<\/p>\n
Indecent act;<\/p>\n
e.<\/p>\n
Illegal act; or<\/p>\n
f.<\/p>\n
Inconsistency with the stated purpose of the rental agreement.<\/p>\n
21. Facility user will not violate any local, state or federal law and will be solely responsible for all violations<\/p>\n
of local, state and\/or federal laws. GRF is authorized to investigate any claim that any local, state or<\/p>\n
federal law has been or is being violated. GRF, its directors, officers or staff shall not be liable, at law or<\/p>\n
in equity, as a result of an individual or club\u2019s failure to comply with this rule. GRF is authorized to<\/p>\n
cooperate with all government authorities relating to alleged violations of local, state and\/or federal<\/p>\n
laws. In the event that GRF determines, in its sole discretion, that the facility user has violated any local,<\/p>\n
state and\/or federal law, GRF may immediately, without further notice, terminate the GRF permit, and<\/p>\n
the facility user shall thereupon immediately cease all activities under the permit.<\/p>\n
B. Games of chance\/Opportunity drawings<\/p>\n
1. Games of chance or opportunity drawings are permitted only in accordance with applicable local, state<\/p>\n
and federal laws.<\/p>\n
C. Gathering signatures for petitions, initiatives and for election campaigns<\/p>\n
1. Gathering signatures for petitions and\/or initiatives is permitted under the following criteria:<\/p>\n
a<\/p>\n
The petition must remain in the possession of the signature gatherer.<\/p>\n
b.<\/p>\n
The signature gatherer must be outside of the GRF facility and not interfere with ingress or egress<\/p>\n
of the facility.<\/p>\n
C.<\/p>\n
The signature gatherer may not disturb or interrupt any program or activity.<\/p>\n
d.<\/p>\n
\u2018When invited by a club, the signature gatherer must remain in the specified room.<\/p>\n
2. The use of tables, chairs or other furniture is not permitted.<\/p>\n
D. Continuing education program<\/p>\n
1. Emeritus program<\/p>\n
a<\/p>\n
The Saddleback Emeritus Institute is a state-funded program created \u201cto promote lifelong learning<\/p>\n
by providing academically rigorous, mentally stimulating, socially engaging, and health improving<\/p>\n
courses for older adults throughout South Orange County.\u201d<\/p>\n
GRF contracts with Saddleback Emeritus Institute to ensure a variety of free classes are offered.<\/p>\n
Due to the state-funding, non-residents are allowed to register for any class.<\/p>\n
d.<\/p>\n
All participants must sign in or check in at the facility; GRF sign-in sheets must be turned into<\/p>\n
clubhouse staff at the end of class.<\/p>\n
e.<\/p>\n
All participants must sign the general liability and photo release form and is bound to adhere to all<\/p>\n
community rules.<\/p>\n
2. Recreation department-coordinated classes<\/p>\n
Effective May 2025<\/p>\n
5<\/p>\n
Agenda Item #11<\/p>\n
Page 26 of 38
\nGolden Rain Foundation of Laguna Woods Community Activities Committee<\/p>\n
Proposed Amendments to GRF Recreation and Special Events Department Policy and<\/p>\n
Procedures<\/p>\n
September 11, 2025<\/p>\n
Page 27<\/p>\n
a. Class punch cards are only refundable if they were purchased within the past 12 months and never<\/p>\n
punched.<\/p>\n
b. No refunds will be made after the first class for classes without punch cards.<\/p>\n
Clubs (Recreation Approved Groups or Organizations)<\/p>\n
A. General<\/p>\n
1<\/p>\n
Residents requesting to form a club must first submit a request form to Recreation staff stating the<\/p>\n
purpose and\/or objective of the proposed club and the full names, signatures, addresses and telephone<\/p>\n
numbers of 20 residents to become members in the new club.<\/p>\n
The Recreation Department is limited to 250 clubs; additional inquiries will be placed on a waitlist until<\/p>\n
space becomes available.<\/p>\n
Club membership is required to be in compliance with GRF rules, policies and procedures and the guest<\/p>\n
policy.<\/p>\n
The club must be organized for educational, social, cultural, recreational or other nonprofit purposes.<\/p>\n
Activities geared toward minors are not permitted. All GRF policies supersede any written rules or<\/p>\n
governing documents of clubs\/groups\/organizations not directly in compliance with GRF policy.<\/p>\n
Clubs may not represent any outside business or commercial interest or activity and sales of products<\/p>\n
and\/or services are strictly prohibited unless permitted by Recreation as a fundraiser.<\/p>\n
a. Clubs may sell equipment and materials at cost as a convenience to members, students and other<\/p>\n
clubs.<\/p>\n
Caterers, entertainers, speakers and instructors are permitted as service providers to the group, and<\/p>\n
they may provide business cards and contact information. No monetary transactions may take place<\/p>\n
within GRF’s facilities with three exceptions:<\/p>\n
a.<\/p>\n
Entertainers, speakers and instructors are allowed to sell the printed and\/or recorded materials of<\/p>\n
their own creation during the event (for example, authors may sell their own books and<\/p>\n
entertainers may sell their audio\/video recordings).<\/p>\n
b.<\/p>\n
An entrance fee may be charged to cover the costs associated with an event.<\/p>\n
Cc.<\/p>\n
Fundraising activities (see Page 8, Fundraiser).<\/p>\n
The club must be substantially supported by revenue from its members.<\/p>\n
The club must have a minimum of two and maximum of three executive club officers who do not occupy the<\/p>\n
same residence<\/p>\n
a. Executive club officers must be residents of Laguna Woods Village.<\/p>\n
i.<\/p>\n
One officer must be a resident owner\/shareholder.<\/p>\n
ii.<\/p>\n
Only executive club officers may make requests to staff regarding club business.<\/p>\n
The club must have a minimum membership of 80 percent Laguna Woods Village residents.<\/p>\n
a. Nonresidents may participate as \u201cguests\u201d and must be accompanied by a resident.<\/p>\n
b. Nonresident members may not invite their own \u201cguests.\u201d<\/p>\n
10. An annual fee (refer to the GRF fee list), current membership roster and updated contact information<\/p>\n
must be submitted to Recreation annually by March 31 to maintain club status.<\/p>\n
a. The membership roster must include first and last name and resident ID number.<\/p>\n
11. All forms of club publicity or advertising, unless more restrictively stated, must say \u201cFor Laguna Woods<\/p>\n
Village residents and their guests only.\u201d Online publicity is permissible if the publicity is clear that the<\/p>\n
Effective May 2025<\/p>\n
6<\/p>\n
Agenda ltem #11<\/p>\n
Page 27 of 38
\nGolden Rain Foundation of Laguna Woods Community Activities Committee<\/p>\n
Proposed Amendments to GRF Recreation and Special Events Department Policy and<\/p>\n
Procedures<\/p>\n
September 11, 2025<\/p>\n
Page 28<\/p>\n
event is for Laguna Woods Village residents and their guests only. Outside businesses, entertainers,<\/p>\n
caterers or speakers may not advertise Laguna Woods Village events.<\/p>\n
12. Although GRF recognized clubs are afforded promotional privileges by GRF, such organizations are<\/p>\n
independent. GRF does not regulate club business.<\/p>\n
13. Club bylaws and insurance are not required, but are strongly recommended.<\/p>\n
Fundraisers<\/p>\n
1<\/p>\n
A club may have up to four fundraisers per year to benefit their group, raise funds for a GRF project,<\/p>\n
Village Community Fund, the Laguna Wood Village Foundation or an IRS-recognized nonprofit such as<\/p>\n
501(c) (3) qualified charitable nonprofit organization controlled and supervised by the sponsor.<\/p>\n
Fundraisers that are prohibited are Charitable Raffles or Outside Organizations. Companies or<\/p>\n
individuals may not hold fundraisers to conduct or promote a business for the benefit of themselves or<\/p>\n
their group.<\/p>\n
Must be a GRF recognized club hosting the event.<\/p>\n
If fundraiser is for an outside organization, the organization must be an IRS-recognized nonprofit such<\/p>\n
as 501(c) (3) qualified charitable nonprofit organization. A taxpayer ID number and letter of<\/p>\n
acknowledgement from the nonprofit organization is required.<\/p>\n
Club may sell products or services, hold silent auctions, fashion shows or events as approved by<\/p>\n
Recreation.<\/p>\n
5<\/p>\n
Club must complete a fundraiser agreement form 30 days prior to date of fundraiser event.<\/p>\n
Tournaments<\/p>\n
1<\/p>\n
All new applications are accepted on a first-come, first-served basis and are only<\/p>\n
accepted from Recreation approved clubs.<\/p>\n
a. Applications must be submitted at least 6 months prior to the event.<\/p>\n
Applications and other documents may be submitted as follows:<\/p>\n
a. Scan and email to: recreation@vmsinc.org<\/p>\n
b. Deliver in person to Recreation Department staff located on the first floor of the<\/p>\n
Laguna Woods Village Community Center or mail to: 24351 El Toro Road, Laguna<\/p>\n
\u2018Woods, CA 92637<\/p>\n
All fees must be paid within two weeks of application approval and will be in accordance<\/p>\n
with the GRF pricing policy and fee schedule.<\/p>\n
Applications and all required documentation are required to be approved by the<\/p>\n
Recreation Department.<\/p>\n
GRF reserves the right to limit requests for tournaments based upon the following<\/p>\n
requirements:<\/p>\n
a.<\/p>\n
Tournament must not impede use of the facility by residents outside the designated area.<\/p>\n
b.<\/p>\n
Insurance requirements must be met per the VMS Risk Manager.<\/p>\n
c.<\/p>\n
Parking for the tournament must allow ample parking for residents using adjacent<\/p>\n
facilities.<\/p>\n
d.<\/p>\n
The facility or amenity used for the tournament must be cleaned and returned to the exact<\/p>\n
condition in which it was accepted. Fees will be incurred if repairs or custodial staff are<\/p>\n
necessary.<\/p>\n
[=<\/p>\n
A club may have up to four tournaments which include outside participants per year to benefit their<\/p>\n
club, raise funds for a GRF project or the Laguna Wood Village Foundation controlled and<\/p>\n
supervised by the sponsor. Companies or individuals may not hold tournaments to conduct or<\/p>\n
promote a business for the benefit of themselves.<\/p>\n
An applicant applying on behalf of club must be an executive officer of the<\/p>\n
club.<\/p>\n
Effective May 2025<\/p>\n
7<\/p>\n
Agenda Item #11<\/p>\n
Page 28 of 38
\nGolden Rain Foundation of Laguna Woods Community Activities Committee<\/p>\n
Proposed Amendments to GRF Recreation and Special Events Department Policy and<\/p>\n
Procedures<\/p>\n
September 11, 2025<\/p>\n
Page 29<\/p>\n
7<\/p>\n
Incomplete applications (including those missing the required backup materials) will not be<\/p>\n
accepted.<\/p>\n
8<\/p>\n
Tournament times requested on the application must include the entire time needed to<\/p>\n
prepare for the event, including but not limited to food preparation, decorating, complete<\/p>\n
clean up.<\/p>\n
9<\/p>\n
The applicant and\/or resident designee must be present at the event and stay on site for the<\/p>\n
entire time.<\/p>\n
10. GRF will not be held financially or legally responsible for consequences experienced by users<\/p>\n
due to circumstances beyond GRF’s control, including but not limited to:<\/p>\n
inclement weather, natural disasters and naturally-occurring health hazards. In these<\/p>\n
circumstances, the event may be rescheduled (pending availability) or fees will be refunded.<\/p>\n
11. Reservations may be canceled or moved as necessary to accommodate GRF and mutual<\/p>\n
meetings, facility renovations, GRF approved requests, Recreation-coordinated events,<\/p>\n
emergency maintenance, etc.<\/p>\n
12. GRF reserves the right to require security personnel be present at events.<\/p>\n
13. Gate clearance is required for all non-residents in attendance.<\/p>\n
D. Clubhouse 1 Club Plaques<\/p>\n
1<\/p>\n
Only current clubs may post a plague at Clubhouse 1. If the club disbands, the plaque is to be removed<\/p>\n
and given to the most current club president.<\/p>\n
Each club is required to ensure the plague be in good condition; maintenance is the responsibility of the<\/p>\n
club.<\/p>\n
3<\/p>\n
Each plague must not exceed 24\u201d by 22\u201d and must be mounted by Recreation staff.<\/p>\n
E. Sponsorship<\/p>\n
1<\/p>\n
Sponsorship of outside organizations is allowed for both Recreation and club events.<\/p>\n
a. Sponsors may attend events with provided payment or permission from hosting group.<\/p>\n
b. Sales are not permitted; promotional materials may be distributed while attending the event only.<\/p>\n
All temporary sponsorship banners, plagues and\/or advertising placement must be approved by<\/p>\n
Recreation facility supervisor. Permanent sponsorship advertising must have GRF approval.<\/p>\n
F.<\/p>\n
Room reservations<\/p>\n
1. For general procedures, see Page 10, Room Reservations Recreation Department Policy.<\/p>\n
2. Only executive club officers of a club may check availability or make\/change\/cancel reservations on<\/p>\n
behalf of the club.<\/p>\n
A Laguna Woods Village club may submit a request for a rollover reservation subject to:<\/p>\n
a<\/p>\n
The rollover must have a minimum of four identical reservations during the calendar year; all dates<\/p>\n
in the series must be for the same day of the month\/week (such as first Tuesday, every Tuesday,<\/p>\n
etc), at the same time and duration, and in the same room; no modifications (date, time, duration,<\/p>\n
location, etc.) are permitted.<\/p>\n
b.<\/p>\n
No more than 104 rollover dates per club.<\/p>\n
A rollover processing fee will be applied to annual billing in accordance with the GRF fee list.<\/p>\n
d.<\/p>\n
Cancelations are permitted but requestor must retain at least four reservations (if less than four,<\/p>\n
permanent reservation status will be forfeited for the next year).<\/p>\n
e.<\/p>\n
Any new rollover reservation request or change to an existing rollover reservation for the following<\/p>\n
year must be received by March 15.<\/p>\n
f.<\/p>\n
Rollover reservations are mailed out for review on August 1 and payment\/signed rental agreement<\/p>\n
are due by September 15.<\/p>\n
Effective May 2025<\/p>\n
8<\/p>\n
Agenda Item #11<\/p>\n
Page 29 of 38
\nGolden Rain Foundation of Laguna Woods Community Activities Committee<\/p>\n
Proposed Amendments to GRF Recreation and Special Events Department Policy and<\/p>\n
Procedures<\/p>\n
September 11, 2025<\/p>\n
Page 30<\/p>\n
No refunds, credits or transfers of fees will be honored after a payment and signed rental<\/p>\n
agreement is received by Recreation.<\/p>\n
h. Two Saturday evenings per month may be scheduled for a rollover reservation in each Clubhouse<\/p>\n
Ballroom\/Main Lounge. The remaining Saturday evenings must remain open for one-time<\/p>\n
reservations.<\/p>\n
.<\/p>\n
1.<\/p>\n
Lottery requests for religious holiday events take priority over club rollovers and lottery requests.<\/p>\n
1<\/p>\n
All flyers must be approved in advance by the Recreation Department. Flyers may be emailed to<\/p>\n
ecreation@vmsnc.org or club representative may visit the Recreation office.<\/p>\n
a<\/p>\n
Flyers not approved by Recreation will be removed and discarded.<\/p>\n
GRF does not endorse any event\/trip\/product\/service advertised on flyers.<\/p>\n
Flyers are permitted only in designated locations and are subject to space availability.<\/p>\n
If flyer is in a foreign language, an exact English translation must be provided on the back side.<\/p>\n
Only two flyers per club are allowed at any one time.<\/p>\n
Flyer size is 8.5 by 11 inches only.<\/p>\n
Flyers must be for an event within Laguna Woods Village or a trip coordinated by a club; general<\/p>\n
information flyers are prohibited.<\/p>\n
Flyers must contain the date of the event, name and contact information (resident phone number or<\/p>\n
email) of the club representative.<\/p>\n
Use of \u201cLW\u201d or \u201cLWV,” either alone or in combination with other letters, is prohibited unless associated<\/p>\n
with club email or website addresses.<\/p>\n
10. Flyers may be submitted no more than three days prior to when they are posted.<\/p>\n
11. Flyers may not be posted more than 60 days prior to the earliest date on the flyer; multiple dates may<\/p>\n
not be displayed longer than 30 days following the earliest date; thereafter, flyers must be resubmitted<\/p>\n
with revised dates.<\/p>\n
12. Flyers, unless more restrictively stated, must contain the phrase \u201cFor Laguna Woods Village residents<\/p>\n
and their guests only.\u201d<\/p>\n
Clubhouse 5 glass-enclosed bulletin board<\/p>\n
1<\/p>\n
The Clubhouse 5 glass-enclosed bulletin board is for use by a club that has events scheduled in the<\/p>\n
Clubhouse 5 Main Lounge and may be posted 60 days prior to event.<\/p>\n
All posters must be stamped in advance by Recreation.<\/p>\n
a<\/p>\n
Posters not approved by Recreation will be removed and discarded<\/p>\n
Displaying posters is subject to space availability.<\/p>\n
Posters are not allowed to be adorned with lights or decorations.<\/p>\n
Room Reservations<\/p>\n
A. General<\/p>\n
1<\/p>\n
Requestor must be a Laguna Woods Village resident and be prepared to show Laguna Woods Village ID<\/p>\n
card upon request in order to check availability or make\/change\/cancel reservation {with the exception<\/p>\n
of memorials).<\/p>\n
2<\/p>\n
Requestor must sign a reservation agreement prior to making payment for a room reservation.<\/p>\n
3<\/p>\n
Reservations by individuals may only be booked for private gatherings.<\/p>\n
Effective May 2025<\/p>\n
9<\/p>\n
Agenda Item #11<\/p>\n
Page 30 of 38
\nGolden Rain Foundation of Laguna Woods Community Activities Committee<\/p>\n
Proposed Amendments to GRF Recreation and Special Events Department Policy and<\/p>\n
Procedures<\/p>\n
September 11, 2025<\/p>\n
Page 31<\/p>\n
4<\/p>\n
Recreation requires attendance sheets to be completed and turned in to clubhouse staff at the end of<\/p>\n
all events\/meetings.<\/p>\n
Reservations made by individuals must be for personal, non-commercial purposes only. Acceptable uses<\/p>\n
include social events such as birthday parties, anniversaries, music or dance practice, or other<\/p>\n
gatherings where attendees are not charged a fee. Events that involve business promotion, client<\/p>\n
services, or any form of paid instruction or admission are prohibited.<\/p>\n
Individuals are prohibited from advertising events to the general public through media in general<\/p>\n
circulation outside of Laguna Woods Village.<\/p>\n
Staff works to assure that clubs\/groups\/organizations and individuals are placed in the appropriate-<\/p>\n
sized rooms for their event. Occupancy limits will be enforced.<\/p>\n
Clubhouse rooms may be reserved between 8 a.m. and 10 p.m. seven days a week, except for New<\/p>\n
Year’s Eve, which may be reserved until 1 a.m. Extended hours up to midnight may be scheduled with<\/p>\n
the facility supervisor three weeks in advance for Clubhouses 2 and 7; additional fees will apply for<\/p>\n
extended hours per the GRF fee list.<\/p>\n
a. Rooms that include a patio or grassy area and two setups are requested: renter will be charged an<\/p>\n
additional Recreation Leader fee for the second set up.<\/p>\n
Reservations must be for a two-hour minimum room rental er four-hour minimum rental for the large<\/p>\n
ballrooms and main lounges. Hourly reservations may be made on a case-by-case basis with the<\/p>\n
approval of the facility supervisor. Length of reservation must include setup\/decoration, caterer<\/p>\n
preparation and cleanup time.<\/p>\n
10<\/p>\n
The GRF pricing policies contain two rates: resident rate and exception rate; (refer to the GRF fee list).<\/p>\n
a. Resident rate applies to:<\/p>\n
i.<\/p>\n
All Laguna Woods Village residents;<\/p>\n
ii.<\/p>\n
Weddings and wedding receptions for residents and<\/p>\n
fii.<\/p>\n
Private resident events such as birthdays, memorials and\/or anniversary parties.<\/p>\n
Exception rate applies to:<\/p>\n
i.<\/p>\n
Any non-Laguna Woods Village organization or group for which a resident makes a<\/p>\n
reservation;<\/p>\n
ii.<\/p>\n
Weddings and\/or wedding receptions for non-residents and are limited to only siblings,<\/p>\n
children, parents and grandchildren of residents; and<\/p>\n
fii.<\/p>\n
All club reservations that have more than 50 percent nonresidents in attendance and are<\/p>\n
charging admittance or accepting donations (club-approved fundraisers are exempt).<\/p>\n
11<\/p>\n
It is not permitted to use any room\/facility for anything but the stated purpose.<\/p>\n
12<\/p>\n
It is not permitted to lock the entry\/exit doors of the rental space during facility business hours to<\/p>\n
ensure safety protocols are adhered unless special arrangements are made with the Security<\/p>\n
Department.<\/p>\n
Reservations may be canceled or moved as necessary to accommodate GRF and mutual meetings,<\/p>\n
facility renovations, GRF-approved requests, Recreation-coordinated communitywide events, etc. The<\/p>\n
Performing Arts Center rehearsal room reservations may be canceled or moved if the auditorium is<\/p>\n
booked.<\/p>\n
14. Every reservation must submit a Facility Checkout Form to the clubhouse staff at the conclusion of the<\/p>\n
event indicating the number of residents and nonresidents.<\/p>\n
Effective May 2025<\/p>\n
10<\/p>\n
Agenda ltem #11<\/p>\n
Page 31 of 38
\nGolden Rain Foundation of Laguna Woods Community Activities Committee<\/p>\n
Proposed Amendments to GRF Recreation and Special Events Department Policy and<\/p>\n
Procedures<\/p>\n
September 11, 2025<\/p>\n
Page 32<\/p>\n
15.<\/p>\n
Cancelation of a paid reservation requires at least 14 days\u2019 notice to Recreation to qualify for a full<\/p>\n
refund.<\/p>\n
a. Club rollovers will not receive a refund per the contract.<\/p>\n
16<\/p>\n
Refunds will be credited to the requestor\u2019s credit\/debit card or via check, by request.<\/p>\n
17<\/p>\n
\u201cNo shows” and cancelations less than 14 days of the reservation date will result in the complete<\/p>\n
forfeiture of the room reservation fees.<\/p>\n
Specialty club\/resident events may have security personnel; additional fees apply (refer to the GRF fee<\/p>\n
list).<\/p>\n
a. Please contact Security at 949-597-4294 to inquire about security personnel.<\/p>\n
b. Staff will determine if an event requires security personnel by the type, size and\/or nature of the<\/p>\n
event.<\/p>\n
13<\/p>\n
Bounce houses, tents, party rental equipment, mobile catering\/salon trucks, outside caterers, etc. must<\/p>\n
be cleared by the insurance coordinator 60 days in advance (call 943-597-4202 for more information)<\/p>\n
and may require a permit by the City of Laguna Woods.<\/p>\n
B. Types of reservations<\/p>\n
1. Permanent\/Rollover<\/p>\n
a. Only a Laguna Woods Village club may submit a request for a rollover reservation; individuals may<\/p>\n
not hold rollover reservations.<\/p>\n
b. For clubs\/groups\/organizations rollover reservation information, see Page 8.<\/p>\n
2. Lottery<\/p>\n
a.<\/p>\n
Only one card is permitted per event; duplicate cards will result in all cards for that event being<\/p>\n
moved to the end of the requests.<\/p>\n
An individual or club may submit up to four lottery cards each year.<\/p>\n
One card may be submitted to request a weekly\/monthly reservation. All weekly\/monthly requests<\/p>\n
will be placed into a different pool to be processed after all one-time lottery requests have been<\/p>\n
processed.<\/p>\n
Lottery cards may be submitted between May 15 and June 15 for one-time special events for the<\/p>\n
upcoming year.<\/p>\n
i. Those submitted after June 15 will be processed after lottery in order of receipt.<\/p>\n
Requests for religious holiday events take priority over club rollovers and lottery requests. Holiday<\/p>\n
must be named on lottery card.<\/p>\n
One time\/Walk-in<\/p>\n
a. One-time reservations must be made at least two weeks in advance (except memorials);<\/p>\n
reservations made less than two weeks in advance must be approved by the facility supervisor<\/p>\n
where the reservation is being requested.<\/p>\n
b. Walk-in reservations open on August 1 for the upcoming year.<\/p>\n
C. Setup and cleanup of room reservations<\/p>\n
1. Room setup specifications for furniture and equipment (such as projectors, pianos, etc.) must be made<\/p>\n
with the facility staff a minimum of seven days prior to the reservation date.<\/p>\n
2<\/p>\n
Residents must make a request for technical services at least four weeks in advance of the reservation<\/p>\n
date. Notice to senior technician must be provided four weeks in advance for cancelations. Failure to<\/p>\n
notify senior technician of a cancelation within four weeks of the event will result in a two-hour<\/p>\n
minimum fee (refer to the GRF fee list).<\/p>\n
Effective May 2025<\/p>\n
1<\/p>\n
Agenda Item #11<\/p>\n
Page 32 of 38
\nGolden Rain Foundation of Laguna Woods Community Activities Committee<\/p>\n
Proposed Amendments to GRF Recreation and Special Events Department Policy and<\/p>\n
Procedures<\/p>\n
September 11, 2025<\/p>\n
Page 33<\/p>\n
3<\/p>\n
Clubhouse 5 requires technicians for events that include projector, sound, lighting, three or more<\/p>\n
microphones and\/or access to the sound booth.<\/p>\n
Performing Arts Center auditorium and Clubhouse 5 sound and lighting equipment may only be<\/p>\n
operated by Recreation technicians. The senior technician may be reached at 949-268-2553.<\/p>\n
The facility must be cleaned and returned to the exact condition in which it was accepted.<\/p>\n
All cleanup must be accomplished by the end of the event. At the end of the cleanup period, the facility<\/p>\n
user is responsible for inspecting the premises with a staff member and signing off on the Facility<\/p>\n
Checkout Form. If the facility user fails to sign the Facility Checkout Form or fails to accomplish facility<\/p>\n
cleanup by permit end time, GRF reserves the right to reject any future applications. A cleanup fee may<\/p>\n
be charged for inadequate cleanup (refer to the GRF fee list).<\/p>\n
Facility user is responsible for the following:<\/p>\n
a.<\/p>\n
Bundling all trash and placing in the designated location as specified by staff;<\/p>\n
b<\/p>\n
All equipment used;<\/p>\n
Cc.<\/p>\n
All table tops and chairs used must be wiped clean; and<\/p>\n
d<\/p>\n
Any soiled or dampened floor or carpet areas.<\/p>\n
For kitchen approval, the facility user is responsible for cleaning the following:<\/p>\n
a.<\/p>\n
Clean all dishes, trays, coffee servers, etc., and stack them in their proper place in the pantry.<\/p>\n
Glassware and silverware must be towel dried but dishes do not require towel drying.<\/p>\n
Wipe off, with a damp cloth, all tables used for eating and serving.<\/p>\n
Thoroughly clean all large coffee urns and baskets.<\/p>\n
Check with the staff regarding proper clean up instructions for grills, broilers and fryers.<\/p>\n
Clean the areas around grills, broilers and fryers even if you do not use the equipment.<\/p>\n
Check the inside of the oven door and the stove top. If you use this equipment you must clean up<\/p>\n
any food splatters.<\/p>\n
Clean the refrigerator if used.<\/p>\n
h<\/p>\n
Wipe off all sinks, counters and cutting boards (on top as well as shelf underneath).<\/p>\n
Nn<\/p>\n
1.<\/p>\n
Clean the barbecue if used.<\/p>\n
All equipment, supplies, personal articles, displays, etc., must be removed prior to checkout and signoff<\/p>\n
of Facility Checkout Form. All items left at the facility will be discarded.<\/p>\n
10<\/p>\n
The facility user is responsible for payment of any costs incurred by GRF due to damage of the facility,<\/p>\n
amenities or equipment resulting from facility users reservation\/use of the facility, amenity or<\/p>\n
equipment.<\/p>\n
D. Food<\/p>\n
1. Facility user must bring their own food, have food dropped off or use a caterer from a Recreation –<\/p>\n
approved list (call 949-597-4273 or email recreation@vmsinc.org to obtain).<\/p>\n
a. No outside food or beverage is permitted at the Village Greens Facility (events must be catered by<\/p>\n
the 19 Restaurant & Lounge; call 949-206-1525).<\/p>\n
A fee will be charged when the barbeque, oven, stove, silverware\/plates or dishwasher are used; there<\/p>\n
is no charge to use the microwave and refrigerator. Please refer to the GRF fee list.<\/p>\n
E. Caterers<\/p>\n
1. Recreation has complete authority in scheduling times for the caterer to arrive at the appropriate<\/p>\n
facilities to prepare food.<\/p>\n
2. A caterer cannot enter any clubhouse facility without a Recreation staff member on the premises.<\/p>\n
Effective May 2025<\/p>\n
12<\/p>\n
Agenda Item #11<\/p>\n
Page 33 of 38
\nGolden Rain Foundation of Laguna Woods Community Activities Committee<\/p>\n
Proposed Amendments to GRF Recreation and Special Events Department Policy and<\/p>\n
Procedures<\/p>\n
September 11, 2025<\/p>\n
Page 34<\/p>\n
3<\/p>\n
Storage of food is permitted only during the reservation period; additional time must be requested in<\/p>\n
advance and approved by the facility supervisor and may not exceed 24 hours; if approved, GRF holds<\/p>\n
no liability for food left unattended.<\/p>\n
Caterer must pay caterer\u2019s fee in accordance with the GRF Fee list.<\/p>\n
F.<\/p>\n
Alcohol<\/p>\n
The facility user may bring in his or her own alcohol only when not charging for drinks.<\/p>\n
A reservation which includes serving alcohol to more than 100 people requires a GRF bartender to be<\/p>\n
hired, unless otherwise approved by the Recreation Department.<\/p>\n
Request a GRF bartender at least three weeks prior to the event.<\/p>\n
a. Please refer to the Recreation Reservation Checklist for arrangement.<\/p>\n
No outside alcohol is permitted at the Village Greens Facility.<\/p>\n
GRF bartenders have the right to deny service.<\/p>\n
Performing Arts Center Policy<\/p>\n
Auditorium Event Posters<\/p>\n
1<\/p>\n
Resident and Club event posters must adhere to Golden Rain Foundation (GRF) poster policy.<\/p>\n
2<\/p>\n
Performing Arts Center lobby posters must be no larger than 33 by 40 inches; Performing Arts Center<\/p>\n
bulletin boards posters must be no larger than 11 by 17 inches.<\/p>\n
Performing Arts Center lobby posters may be displayed a maximum of 90 days prior to the date of the<\/p>\n
event (or date of first event in a series).<\/p>\n
The Performing Arts Center lobby poster area is for box office events.<\/p>\n
The Performing Arts Center lobby bulletin board is for use by GRF or a club that schedules an event in<\/p>\n
the Performing Arts Center auditorium on a regular basis but does not distribute tickets through the<\/p>\n
Performing Arts Center box office.<\/p>\n
Auditorium Reservations<\/p>\n
1. Scheduling and reservations are made through the Performing Arts Center Supervisor only.<\/p>\n
a. A Performing Arts Center (Clubhouse 3) Rental \/Technical Application must be submitted at least<\/p>\n
four months in advance of the event.<\/p>\n
A reservation is not confirmed\/final until the GRF Performing Arts Center Rental Contract is<\/p>\n
approved and signed.<\/p>\n
Reservation must be for a four-hour minimum. Hourly reservations may be made on a case-by-case<\/p>\n
basis with the approval of the facility supervisor.<\/p>\n
The earliest requests can be made for the Theatre are in August, two years prior. (Example: August<\/p>\n
2025 for dates in 2027)<\/p>\n
Technicians must be scheduled a minimum of four weeks in advance of auditorium events.<\/p>\n
Maximum of six dates per club within one calendar year.<\/p>\n
Clubs are limited to booking four fundraisers per year.<\/p>\n
No more than four ticketed show dates per club per year on Fridays or Saturdays.<\/p>\n
The theater is not reservable one month per year for general maintenance. Other closures may apply<\/p>\n
for GRF approved capital reserve projects or emergency maintenance.<\/p>\n
Any new Theatre rollover and\/or series reservations or change to existing rollover reservations for two<\/p>\n
years out must be received by June 15.<\/p>\n
Effective May 2025<\/p>\n
13<\/p>\n
Agenda Item #11<\/p>\n
Page 34 of 38
\nGolden Rain Foundation of Laguna Woods Community Activities Committee<\/p>\n
Proposed Amendments to GRF Recreation and Special Events Department Policy and<\/p>\n
Procedures<\/p>\n
September 11, 2025<\/p>\n
Page 35<\/p>\n
Attachment 3<\/p>\n
Recreation Policy Edits Discussed at CAC Meetings<\/p>\n
2025-2-13:<\/p>\n
.<\/p>\n
Discussion of fundraising definition; what was number of tournaments before policy; charging fee to<\/p>\n
those hosting outside tournaments; meaning of groups\/organizations; including resident ID vs phane<\/p>\n
number and address (on club roster)<\/p>\n
Page 10-Students have priority over residents at pools (Chair Leonard)<\/p>\n
Change tournament notification to 3 months instead of 6 months<\/p>\n
Better tournament definition<\/p>\n
2025-3-13:<\/p>\n
Page 6, A.2. \u2014 maybe state to show to Security or staff<\/p>\n
Page 8, #16 \u2014 may need to be broader terms<\/p>\n
Page 8, #19 \u2014 please add at the end \u201cthese and any other as defined by law.\u201d<\/p>\n
Page 9, D.1.b. \u2014 approved to be removed<\/p>\n
Page 9, under General \u2014 please add verbiage that students must leave Laguna Woods Village property<\/p>\n
after class (this is already stated in the operating rules of those facilities that host classes)<\/p>\n
Page 10, A.5.a. \u2014 change verbiage to be specific on these sales<\/p>\n
Page 11, 1.a. \u2014 Keep ID# included, but reword verbiage to include first and last name for both residents<\/p>\n
and guest and resident ID# for residents<\/p>\n
Discussion of fundraising ensued<\/p>\n
2025-43-10<\/p>\n
L]<\/p>\n
Page 5, under A. (title page) \u2014 insert “GRF reserves the right to inspect books and records of all clubs<\/p>\n
and non-profits operating in the village.” (this will be presented to GRF and legal counsel prior to<\/p>\n
addition)<\/p>\n
Page 8, #16 – staff is to reword discrimination verbiage<\/p>\n
*Page 11, b. Fundraisers \u2014 add definition of fundraisers provided by Chair Leonard which applies to<\/p>\n
both PAC events and rollovers:<\/p>\n
oc “1) Any event held by a club that is held on a day\/time different from their regularly scheduled<\/p>\n
meeting (rollover dates) or at a location different from their regularly scheduled location (rollover<\/p>\n
location) and for which the club charges admission<\/p>\n
o 2) Any event for which the Recreation Department charges admission.\u201d<\/p>\n
*this will be discussed further at the next CAC meeting<\/p>\n
2025-58<\/p>\n
.<\/p>\n
Page 11, 10. a. \u2014 please strike \u201cand resident ID number\u201d (to be included on the annual club roster)<\/p>\n
L]<\/p>\n
Page 11, #12 \u2014 staff was directed to have legal and compliance review the new and stricken statements<\/p>\n
.<\/p>\n
Page 11, B. \u2014 A director suggested a fundraising definition of “each club and rec dept may have four<\/p>\n
fundraisers per year. Each club may have four PAC events per year.\u201d which was asked to be amended<\/p>\n
to state “which is anticipated to.”<\/p>\n
2025-6-12<\/p>\n
.<\/p>\n
The committee will resume discussion of the policy review at the July 10, 2025 meeting from where the<\/p>\n
committee ended at the May 8, 2025 meeting.<\/p>\n
July CAC was canceled, no discussion at the August meeting and the committee will resume discussion at<\/p>\n
the September meeting.<\/p>\n
Agenda Item #11<\/p>\n
Page 35 of 38
\nGolden Rain Foundation of Laguna Woods Community Activities Committee<\/p>\n
Proposed Amendments to GRF Recreation and Special Events Department Policy and<\/p>\n
Procedures<\/p>\n
September 11, 2025<\/p>\n
Page 36<\/p>\n
Attachment 4<\/p>\n
RESOLUTION 90-19-17<\/p>\n
Proposed Amendments to GRF Recreation and Special Events Department<\/p>\n
Policies and Procedures and Glossary and Mandatory Adherence<\/p>\n
WHEREAS, the Golden Rain Foundation has established a Recreation and Special<\/p>\n
Events Department Policies and Procedures to streamline and reduce confusion<\/p>\n
regarding use of its facilities by residents;<\/p>\n
WHEREAS, On September 13, 2018, the CAC formed an Ad-Hoc Committee comprised<\/p>\n
of Committee Members and Residents to review and recommend revisions to the GRF<\/p>\n
Recreation and Special Events Department Policies and Procedures;<\/p>\n
WHEREAS, the emphasis of the review was on commercial activities conducted by<\/p>\n
Laguna Woods Village Clubs, Groups and Organizations;<\/p>\n
WHEREAS, the Community Activities Committee recommends the amendments to the<\/p>\n
Recreation and Special Events Department Policies and Procedures with the insertion of<\/p>\n
the Glossary and Mandatory Adherence (attachment 1 and attachment 2); and,<\/p>\n
NOW THEREFORE BE IT RESOLVED, March 5, 2019, that the Board of Directors of<\/p>\n
this Corporation hereby introduces the proposed amendments to GRF Recreation and<\/p>\n
Special Events Department Policies and Procedures and Glossary and Mandatory<\/p>\n
Adherence;<\/p>\n
RESOLVED FURTHER, that Resolution 90-16-15 adopted December 16, 2016,<\/p>\n
Resolution 90-15-52 adopted October 6, 2015, Resolution 90-15-53 adopted October 6,<\/p>\n
2015, Resolution 90-16-32 adopted August 2, 2016, and Resolution 90-16-42 adopted<\/p>\n
September 6, 2016, are hereby superseded and cancelled to the extent that they differ;<\/p>\n
and<\/p>\n
RESOLVED FURTHER, that the officers and agents of this Corporation are hereby<\/p>\n
authorized on behalf of the Corporation to carry out this resolution.<\/p>\n
Agenda Item #11<\/p>\n
Page 36 of 38
\nGolden Rain Foundation of Laguna Woods Community Activities Committee<\/p>\n
Proposed Amendments to GRF Recreation and Special Events Department Policy and<\/p>\n
Procedures<\/p>\n
September 11, 2025<\/p>\n
Page 37<\/p>\n
Attachment 5<\/p>\n
Recreation Department Policy<\/p>\n
All Golden Rain Foundation (GRF) Policies<\/p>\n
supersede any written rules or governing<\/p>\n
documents of Clubs\/Groups\/Organizations<\/p>\n
not directly in compliance with GRF Policy.<\/p>\n
Glossary-Definition of Terms and Hyperlinks<\/p>\n
MANDATORY ADHERENCE \u2014 SEE PAGE TWO. INSURANCE, FACILITY CHECK-OUT FORM AND FOOD<\/p>\n
Facility User: The Facility User is responsible for payment of any costs incurred by GRF due<\/p>\n
to damage of the facility, amenities or equipment resulting from Facility Users<\/p>\n
reservationf\/use of the facility, amenity or equipment.<\/p>\n
Individual: A person.<\/p>\n
Member \u2014 Owner of Third Laguna Hills Mutual (TLHM) or Mutual 50 (The Towers) Condo or<\/p>\n
Shareholder of Cooperative (United) who has ultimate responsibility of all liability, damages,<\/p>\n
costs incurred by themselves, their residents, sub-lessees [United, if applicable] who do not<\/p>\n
pay outstanding balances incurred: e.g., skip out, neglect to clean-up after event, etc.<\/p>\n
regarding themselves, their guests, vendors, entertainers, caterers hired for the event.<\/p>\n
Requestor: Person making the request. Example: Member, Resident, Non-Member.<\/p>\n
Resident: Person residing in Laguna Woods Village. Check to make sure they will still be a<\/p>\n
resident on the date of event.<\/p>\n
Resident owner: Member who is an owner, living in Laguna Woods Village. One Officer must<\/p>\n
be a Resident owner.<\/p>\n
Non-Member: Person residing outside of Laguna Woods Village or a lessee.<\/p>\n
Non-Resident: Person residing outside of Laguna Woods Village.<\/p>\n
Tournament: Club organized event including non-resident participants.<\/p>\n
Intra-club tournamentfevent: Club organized event including only residents.<\/p>\n
*All club tournaments and events must be approved by the Recreation<\/p>\n
Department in order to take priority at the facility while not impeding use of<\/p>\n
the facility to all residents.<\/p>\n
Agenda Item #11<\/p>\n
Page 37 of 38
\nGolden Rain Foundation of Laguna Woods Community Activities Committee<\/p>\n
Proposed Amendments to GRF Recreation and Special Events Department Policy and<\/p>\n
Procedures<\/p>\n
September 11, 2025<\/p>\n
Page 38<\/p>\n
Mandatory Adherence:<\/p>\n
Community.access(@vmsinc.org Email address to Submit Forms re: Gate<\/p>\n
Clearance\/Community Access for Guests. Complete form four business days prior to the<\/p>\n
event. List first name and last name of all non-resident guests (including catering staff,<\/p>\n
entertainers, speakers, etc.) Groups containing six guests or less may be called in directly to<\/p>\n
Gate Clearance at 949-597-4301.<\/p>\n
VMS Property Manager’s Insurance Coordinator requires 6o days advance clearance for<\/p>\n
bounce houses, tents, party rental equipment, mobile catering\/salon trucks, outside<\/p>\n
caterers. Call 949-597-4202 for mere information. Contact the City of Laguna Woods<\/p>\n
directly as a permit may be required by the City.<\/p>\n
Facility Check Out form must be submitted to Clubhouse staff at the conclusion of the<\/p>\n
reserved event indicating the number of Residents and non-residents.<\/p>\n
FOOD: No outside food or beverage is permitted at the Village Greens Facility (events must<\/p>\n
be catered by the 1g Restaurant & Lounge who may be reached at g4g-206-1525).<\/p>\n
Agenda Item #11<\/p>\n
Page 38 of 38<\/p>\n","protected":false},"author":30,"featured_media":0,"template":"","document_category":[1870],"document_type":[1706],"class_list":["post-75658","document","type-document","status-publish","hentry","document_category-community-activities-committee-2025-agendas-grf","document_type-agendas"],"acf":{"document":75659,"resolutions":null,"legacy_id":"","pdf_extracted_text":""},"yoast_head":"\n