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02 - April 24, 2023 Terrace Lodge Redevelopment Fundraising Committee Agenda TERRACE LODGE REDEVELOPMENT FUNDRAISING COMMITTEE MINUTES March 20, 2023, 7:00 p.m. Council Chambers 450 Sunset Drive St. Thomas ON Members Present: Councillor Dominique Giguère Amarilis Drouillard, Municipality of Dutton Dunwich Councillor Jamie Chapman, Town of Aylmer Councillor Sarah Leitch, Township of Malahide Councillor Jim Jenkins, Community Member Wendy Carmichael, Community Member Members Absent: Kay Haines, Terrace Lodge Auxiliary Representative Staff Present: Michele Harris, Director of Homes and Seniors Services Jennifer Ford, Director of Financial Services/Treasurer Ashley Temple, Terrace Lodge Administrator Tanya Noble, Manager of Program and Therapy Services Jenna Fentie, Manager of Administrative Services/Deputy Clerk Stefanie Heide, Legislative Services Coordinator _____________________________________________________________________ 1. CALL TO ORDER The meeting was called to order at 7:12 p.m. by the Manager of Administrative Services/Deputy Clerk. 2. ELECTION OF CHAIR The Manager of Administrative Services/Deputy Clerk opened the floor for nominations for the position of Chair of the Terrace Lodge Redevelopment Fundraising Committee. Moved by: Jamie Chapman Seconded by: Amarilis Drouillard RESOLVED THAT Councillor Dominique Giguère be elected to the position of Chair of the Terrace Lodge Redevelopment Fundraising Committee. Motion Carried. 3. ELECTION OF TREASURER The Manager of Administrative Services/Deputy Clerk opened the floor for nominations for the position of Treasurer of the Terrace Lodge Redevelopment Fundraising Committee. Moved by: Councillor Giguère Seconded by: Amarilis Drouillard RESOLVED THAT Sarah Leitch be appointed to the position of Treasurer of the Terrace Lodge Redevelopment Fundraising Committee. 1 Motion Carried. 4. APPROVAL OF THE AGENDA Moved by: Amarilis Drouillard Seconded by: Jamie Chapman RESOLVED THAT the agenda for the March 20, 2023 meeting of the Terrace Lodge Redevelopment Fundraising Committee be approved as presented. Motion Carried. 5. ADOPTION OF MINUTES Moved by: Jamie Chapman Seconded by: Wendy Carmichael RESOLVED THAT the minutes of the meeting held on October 3, 2022 be adopted. 6. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF None. 7. DELEGATIONS None. 8. REPORTS/BRIEFINGS 8.1 Terms of Reference Review The Committee reviewed the Terms of Reference for the Terrace Lodge Redevelopment Fundraising Committee. 8.2 Donation Update - Director of Financial Services (attached) The Terrace Lodge Redevelopment Fundraising Committee received a report from the Director of Financial Services/Treasurer detailing the total amount of funds raised since the last report to the Committee. 8.3 Considerations for the 2022 Annual Report The Committee reviewed the 2021 fundraising report and consented to utilizing the same format for the 2022 report. The report for 2022 will be updated with a list of funded items and photos and will be presented to the Committee at a future meeting. 8.4 Purchasing of Items - Update The Chair informed the Committee that staff are beginning to purchase items with funds raised from the campaign, and asked the Committee what its expectations are in regards to reporting on the items that are being purchased. The Committee consented to updating their spreadsheet to show items required, items that have been funded, and items that have been purchased. The Committee also discussed taking photos of residents with the items that have been purchased in order to show transparency, and to encourage donations. Once the campaign closes, communications and updates will be provided to the community regarding how funds are being spent. 9. FUNDRAISING STRATEGIES 9.1 Inventory of Promotional Materials and Updates / Printing Needs The Committee discussed the current promotional items that are available and whether any items are required to be reprinted (i.e. brochure, colouring kit, bookmarks, magnets, thank you cards). The Chair noted that the brochure is now outdated in terms of the Committee members listed 2 on the brochure. The Committee discussed stapling their contact information to the brochure, or adding the new Committee member contact information to the brochure by using a sticker. The Chair will confirm with the previous Committee members to ensure that they consent to redirecting calls to new members. The Chair will ensure that all members receiving electronic copies of the documents. 9.2 Summary of Strategies Used or Considered To-Date: Lessons Learned The Chair asked Committee members for ideas and feedback regarding previous strategies that were used or considered to date. J. Chapman commented on the success of the Warden's Gala, and that the fair booth provided a lot of campaign exposure. The campaign received a substantial donation from the Elgin-St. Thomas Community Foundation, as well as the Aylmer Community Foundation. W. Carmichael noted that it was enjoyable to participate in the fairs in the summer, and inquired as to whether the Committee has a booth in the St. Thomas Home Show. The Chair confirmed that we do not have plans for a booth at the show. W. Carmichael mentioned that a murder mystery might be a good idea for a fundraiser. She is participating in a Murder Mystery for another fundraiser, and will report back to the Committee on the success of the event. The Committee agreed that the exposure of attending the fairs and events is valuable, and the Chair noted that the Committee could consider streamlining the process. Staff will get a list of 2023 events from the Tourism staff for review at the next Committee meeting. 9.3 Preliminary Ideas for 2023 J. Chapman recommended that the Committee consider attending the Educational Animal Display open house in May in Aylmer. J. Chapman will connect with the organizers to discuss. The Chair noted that there were intentions of partnering with local businesses for point of sale donations, but . The consultants have prepared templated letters that can be sent to potential businesses. W. Carmichael suggested considering Chase the Ace (a lottery game that can be profitable). The Chair noted that we may not qualify for a lottery licence, however staff will investigate and report back to the Committee. J. Chapman suggested approaching local radio stations for a donation of advertising space. A. Drouillard will connect with 98.1 and Councillor Giguère will follow up with De Brigj in Aylmer. The Chair informed the Committee that the Springfield Swans offered to partner with us on their annual Beef Dinner in support of the campaign. The dinner will be held on April 29, 2023, and will be held in conjunction with an online auction. Volunteers may be required that evening to help hand out dinners and set up signage promoting the campaign. The Chair asked the Committee to commit to selling ten (10) tickets each. All proceeds from the dinner and the auction will go directly to the Comforts of Home campaign. The Chair reminded the Committee that phone calls and one-on-one conversations are still a very strong strategy. 10. OTHER BUSINESS None. 3 11.CORRESPONDENCE None. 12. CLOSED MEETING ITEMS Moved by: Jamie Chapman Seconded by: Sarah Leitch RESOLVED THAT we do now proceed into closed meeting session in accordance with the Municipal Act to discuss the following matters under Municipal Act Section 239 (2): Motion Carried. 12.1 Donor Outreach Update 13. MOTION TO RISE AND REPORT Moved by: Amarilis Drouillard Seconded by: Sarah Leitch RESOLVED THAT we do now rise and report; and THAT the confidential report from Councillor Giguère be received. Motion Carried. 14. DATE OF NEXT MEETING The next meeting will be held on Monday, April 24, 2023 at 4:30 p.m.; location to be confirmed. 15. ADJOURNMENT Moved by: Jamie Chapman Seconded by: Sarah Leitch RESOLVED THAT we do now adjourn at 8:23 p.m. to meet again on April 24, 2023 at 4:30 p.m. Motion Carried. Julie Gonyou, Dominque Giguère, Chief Administrative Officer/Clerk Chair 4 1 REPORT TO TERRACE LODGE FUNDRAISING COMMITTEE FROM: Jennifer Ford, Director of Financial Services/Treasurer DATE: March 20, 2023 SUBJECT: Fundraising Financial Update RECOMMENDATION: THAT the March 20, 2023 report titled, Fundraising Financial Update, submitted by the Director of Financial Services/Treasurer, be received and filed for the CommitteeÓs information. INTRODUCTION/DISCUSSION/FINANCIAL IMPLICATIONS: The Committee last received an updated report from the Director of Financial Services/Treasurer that included Donations and Campaign costs up to Sept 30, 2022. At that time, the total funds raised after expenses was $292,453. As of March 19, 2023, the amount of funds raised after expenses totals $334,757. The overall fundraising total has increased by $42,304 since the last report. 2 Supplemental Reporting Î Long Term Plan Update The March financials indicate that 69% of the in-year target for 2022 was reached by year end and that the overall campaign target that has been reached sits at 54% as we begin 2023. 3 ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin Growing Elgin Investing in Elgin Ensuring alignment of Planning for and Ensuring we have the necessary current programs and facilitating commercial, tools, resources, and services with community industrial, residential, and infrastructure to deliver programs need. agricultural growth. and services now and in the future. Exploring different Fostering a healthy Delivering mandated programs ways of addressing environment. community need. and services efficiently and effectively. Enhancing quality of Engaging with our place. community and other stakeholders. LOCAL MUNICIPAL PARTNER IMPACT: None COMMUNICATION REQUIREMENTS: The above financial report is provided as an update on the actuals received for the TL fundraising campaign only. Staff will include additional information related to Capital spend within the TL fundraising campaign at a later meeting. CONCLUSION: The report presented is submitted to the Committee for their information, review and comment. All of which is Respectfully Submitted Approved for Submission Jennifer Ford Julie Gonyou Director of Financial Services/ Chief Administrative Officer Treasurer 2023 Key Events for Tour Guide DateName of EventTimeLocationDescriptionWebsite Crafts and activities with a cycling theme for all ages; Elgin County Heritage Centre February 201pm-4pmelgincounty.ca/museum Family Day at the Museum see Ðhigh wheelsÑ and ÐsafetiesÑ in the new cycling 450 Sunset Drive exhibit. Enjoy wagon rides throughout the Springwater Forest. Tour the old-fashioned sugar shanty for Springwater Conservation Areademonstrations on maple syrup production. Maple March 11-19thSpringwater Maple Syrup Festivalcatfishcreek.ca 8079 Springwater Road, Aylmer products are available for sale. Dine at our pancake house which is operated by local community organizations. Kettle Creek Golf and Country Club, Port Spring Fever is a one-day event created to showcase www.ywcaste.ca Apr-22Annual Port Stanley Spring Fashion Show9am Stanleythe village and the wonderful shopping boutiques. Commemorates Wallacetown native Ellis Sifton, Elgin County Heritage Centre posthumously awarded a Victoria Cross for his 08-Apr11th Annual Vimy Lecture2pmelgincounty.ca/museum 450 Sunset Driveactions at Vimy Ridge which is on display during the lecture Sample libations from local Ontario brewers & distillers. Explore our artisan marketplace! The worlds Elgin County Railway Museum 08-JulBeer-lesque & Carnivale11am - 4 pm & 5pm - 10 pmof Steampunk & Sideshow blend together to create a beerlesque.ca 225 Wellington St, St. Thomas tantalizing extravaganza of vendors, exhibitors & live entertainment! BBQ/Food options, vendors, lotteries, silent auction & Vienna Memorial Park 03-JunVienna EdisonFest 9am - 7pmfree draws. Kid games, air bouncers, contests, music bayham.on.ca 6226 Plank Road, Vienna & much more! The Port Stanley Artists' Guild presents their Show Association of Port Stanley Artists - Show Royal Canadian Legionand Sale of fine arts in a variety of mediums. 13-May10am-7pm & Sale310 George Street, Port StanleyAdmission and parking is free. Please enter at side door of Legion. portstanleyartists.com The Port Stanley Artists' Guild presents their Annual Port Stanley Artists' Guild - Annual Show & Royal Canadian LegionShow and Sale of fine arts in a variety of mediums. June 8-10portstanleyartguild.com Sale310 George Street, Port StanleyAdmission and parking is free. Please enter at side door of Legion. Come see Canada's Premiere Truck Show, including Springwater Conservation Area June 9-11Van Fest10am - 4pmcatfishcreek.ca custom vans, pick-ups, and 4x4's. Show and Shine is 8079 Springwater Road, Aylmer Saturday 10am - 4pm. Contact It's fun, it's loud and it's exciting! Come for the pull, Shedden Keystone Complex Father's Day WeekendShedden Truck & Tractor Pullinfo@sheddentruckandtractorpull.com for stay for the party! Visit sheddentruckandtractorpull.com 35921 Talbot Line, Shedden more detailssheddentruckandtractorpull.com for more details. Community yard sales Saturday, vendors, food Shedden Keystone Complextrucks, groups and businesses display and sell at June 10 & 11Rosy Rhubarb Festivalrosyrhubarbfestival.com 35921 Talbot Line, SheddenComplex grounds. Entertainment for all ages, classic car show Sunday. Springfield Family Fun Day provides a day of fun June 17thSpringfield Family Fun DayMalahide Community Place activities for the entire family Backus Page House June 17th & 18thMilitary From The Talbot Settlement10am - 4pmbackuspagehouse.ca 200+ years of Canadian history all in one location. 29424 Lakeview Line, Wallacetown The Kettle Creek Environmental Trust is serving up June 17thKettle Creek Food Truck Festival11am-7pmDan Patterson Conservation Areasome real must-eats. Enjoy great food trucks, live kettlecreektrust.com music, lawn games & more! Admission is free. Over 70 vendors, live music by Leave Those Kids June 17thDutton Night Market4-9pm1 Scotland Street Dutton.Facebook: Dutton Night Market Alone, Tasting Lounge and more Do you love noise? Join us for this annual event! Mini Aylmer Fair Grounds June 30 & July 1Aylmer Annual Truck & Tractor Pullrods, superstock, super street, local dump trucks, aylmerfair.ca 139 Pine St E, Aylmer and local pick-ups Enjoy music, games, face painting, cake, and June 30thCanada Day Celebrations & FireworksFireworks at DuskFingal Ball Parksouthwold.ca fireworks! Each day, a courageous person will compete for the title of Bee Beard Champion of the year! Using live www.clovermead.com honeybees with real stingers, they adorn their faces July 8, 15, & 22Bee Beard ChallengeClovermead Adventure Farm with crawling bees to get the best bee beard. Limited tickets are available for this event, so bee sure to pre- Parade followed by Flag raising, dignitary greetings, Canada Day Celebrations & Parade in Port Parade at 11:30am music, food & refreshments. Children's activities at 01-JulPort Burwellbayham.on.ca BurwellSee website for more detailsthe Museum & Lighthouse. Free parking at the beach. A free event for families and children, with prizes for Port Glasgow Yacht Club & Marinaall and trophies for catching fish in various July 8The Kiwanis Club of Rodney Fishing Derby10am-1pmFacebook: Kiwanis Club of Rodney 8536 Haven's Lake Rd, Rodney categories: Ages 3-6, 7-10, 11-14. Free lunch with re gistration. VisitDowntownSt.Thomastoview1,000'sofclassiccars andtakeafreerideontheL&PSTrain.Greatmusicand July 8Nostalgia Nights Car Show3-9pmDowntown St.Thomasnostalgianights.ca foodmakesthisaperfectfamilyevent. Come out and see Ontario Dock Dogs in action, Agility Dogs running their courses, and even take the Springwater Conservation Area July 22Pawsitively Elgin Dog Festival10am-5pmopportunity to give your dog the chance to try all the pawsitivelyelgin.com 8079 Springwater Road, Aylmer events that are coming. Food, Prizes, Draws, Entertainment, Family activities to last the day. Bayham Beachfest, connecting people and community. Enjoy a fun filled Civic Holiday weekend August 5 & 6 Bayham BeachfestVillage of Port Burwell bayhambeachfest.com in beautiful Port Burwell. Something for everyone includin g a fantastic fireworks display. Presenting Holi Festivals of colour- Colours On The 05-Dec August 5thColours On The Beach Port Stanley Main BeachBeach! A celebration of culture with music, dancing, and food. Events, exhibitors, art show, boat parade, and more! August 4-7CALIPSO FestivalVillage of Port Stanley Explore all that Port Stanley has to offer. A fun-filled annual community gathering, with August 8Toonie Tuesday5-8pmFurnival Rd, RodneyFacebook: Kiwanis Club of Rodney entertainment, $2 hot dogs, $2 pop and chips, $2 ice cream. Free books for all children. The Elgin Historical Show is always the second full Dan Patteson Conservation Area August 11-13Elgin Historical Show weekend in August. An antique show to demonstrate kettlecreekconservation.on.ca Highbury Ave how farming was done during the pioneer days. Something for everyone! Cattle show, homecrafts, Aylmer Fair Grounds August 11-13Aylmer Fairmidway, food, demo derby, 4H exhibits, and lots of aylmerfair.ca 139 Pine St E, Aylmer local vendors. Elgin County Pride is a week-long celebration for the August 7-13Elgin County Pride 2023Various locations in Elgin-St.Thomasrainbowoptimistclub.com LGBT2Q+ communities, their families and the Elgin County community. Equity is for all. 50, 100 and 160 km routes throughout Elgin CountyÓs quiet roads and beautiful scenery. Fully supported Start/Finish at East Elgin Community August 193 Port Tour Bicycle Rideride includes lunch at Port Bruce and a t-shirt. Best threeporttour.com Complex ride in Southwestern Ontario. Start and finish at East Elgin Community Complex in Aylmer. Fire Hall breakfast, silent auction, food & craft Straffordville Community Centre vendors, face painting, free kids activities, petting 26-AugStraffordville Watermelon Festbayham.on.ca 56169 Heritage Linezoo, music, midway rides & MORE! Family movie at dark. Fair food, tug of war, demolition derby, cattle and August 26 and 27Shedden FairKeystone Complex, Sheddenhorse shows, poultry display, craft exhibits, baby sheddenfair.com show and much more! A fun-filled annual community gathering with August 29Toonie Tuesday5-8pmFurnival Rd, Rodneyentertainment, $2 hot dogs, $2 pop and chips, $2 ice Facebook: Kiwanis Club of Rodney cream. Free books for all children. Antiqueandvintagetractors,farmequipment, Backus Page House September 2 & 319th Annual Heritage Farm Showbackuspagehouse.ca 29424 Lakeview Line, Wallacetown agriculturaldisplaysandactivities,music,food,andmore. FlyingFurballswillbeeshowingofftheirskillsat Clovermead!AlongwithDogAgilityShows,Clovermead Clovermead Adventure Farm www.clovermead.com September 9thDog Agility Show at Clovermead3 Shows throughout the Day alsohasover50attractionsontheAdventureFarm,so 11302 Imperial Road, Aylmer youandyourfamilycanburnenergyinahealthyand naturallyinteractiveway! A two-day festival for women on the rise. She Rises www.sherises.ca September 9 & 10She Rises8059 Springwater Rd, Aylmer, ON N5H 2R4is the culmination of dedicated years of collaboration in the community all working within the healing arts. The Fair includes a tractor pull, parade, sheep show, Rodney Recreation Centre September 15-17Rodney Fairrodneyfair.ca miniature horse & cattle show, demo derby & lots of 135 Queens St, Rodney entertainment. Come on out for three days of fun at the Wallacetown Wallacetown FairgroundsFair! There will be: vendors, demolition derby, Junior Ambassador Competition, car & antique show, dairy September 28-30Wallacetown Fair24 Argyle Street Wallacetown, ON N0L 2M0exhibit, face painting, balloon artists, talent show, tractor pull, freestyle motor-cross & much more! Celebrate the wonderful world of pumpkins this fall! Enjoy a wagon ride, visit the farm animals, get lost in Saturdays in September & October Clovermead Adventure Farmthe corn maze, go pumpkin picking, and enjoy the fall Clovermead Pumpkin Festival9am - 5pmclovermead.com (starting Sept 16)11302 Imperial Road, Aylmerdecorations and family photo spots. Bee sure not to miss the Pumpkin Cannon Show and Candy Cannon Show! Natural heritage is on display at select parks, trails Various Locations 22OctDoorsOpenDuttonDunwich and conservation areas from 10am-4pm FlyingFurballswillbeeshowingofftheirskillsat Clovermead!AlongwithDogAgilityShows,Clovermead Clovermead Adventure Farm October 28Dog Agility Show at Clovermead3 Shows throughout the Day alsohasover50attractionsontheAdventureFarm,so www.clovermead.com 11302 Imperial Road, Aylmer youandyourfamilycanburnenergyinahealthyand naturallyinteractiveway! Celebrate the Christmas season with photos with Sat 9am - 5pmCanadale Nurseries Ltd Weekends in NovemberCanadale Christmas Open HouseSanta, festive make & take workshops, kids crafts, canadale.com Sun 9am - 4pm269 Sunset Drive, St. Thomas local vendors, charity raffle and so much more! Enjoy shopping at unique, small businesses in West Nov 17-19Country Holiday TourRodney, West Lorne, Dutton & Wallacetownwestelgin.net Elgin County and Chatham-Kent Downtown Rodney will be transformed into a fun outdoor holiday shopping event for the whole family! 18-NovRodney Night Market Vendors, food trucks, storytime and more. facebook.com/kiwanisclubofrodney Indoor and Outdoor local vendors, Free Admission to December 2ndRural Roots Christmas Market9-2pmDutton Dunwich Community Centre public with donation of non perishable item. 50/50 facebook page - "Rural Roots Public Market" draw, non-profit displays and more! Stroll through the candlelit paths at Springwater Forest and let the sound of seasonal music under the Springwater Conservation Area December 2ndChristmas Spirit Walk6pm - 8pmstars put you in the Christmas spirit. Enjoy the story catfishcreek.ca 8079 Springwater Road, Aylmer of the Grinch and Hoppy the Magician. Enjoy hot chocolate and cookies and meet Santa. Backus Page HouseAn historic multi course dinner served in the front December 2 & 3Christmas Dinner in the Museumbackuspagehouse.ca 29424 Lakeview Line, Wallacetownrooms of the museum.