07 - October 3, 2022 Terrace Lodge Redevelopment Fundraising Committee MinutesElgin('(,) �i -I 4 Page 1
Progressive byNature October 3, 2022
Corporation of the County of Elgin
TERRACE LODGE REDEVELOPMENT FUNDRAISING COMMITTEE
MINUTES
For Monday, October 3, 2022, 7:00 p.m.
The Terrace Lodge Redevelopment Fundraising Committee met this 31 day of October
2022. The meeting was held at the Masonic Centre of Elgin, 42703 Fruit Ridge Line, St.
Thomas in a hybrid format with Committee members and staff participating as indicated
below:
Attendees: Dominique Giguere, Elgin County Councillor, Chair (in -person)
Amarilis Drouillard, Municipality of Dutton Dunwich Councillor (in -person)
Kay Haines, Community Member (in -person)
Jim Jenkins, Community Member (virtual)
Jamie Chapman, Community Member (in -person)
Ruth Anne Perrin, Community Member (in -person)
Staff: Michele Harris, Director of Homes and Seniors Services (virtual)
Tanya Noble, Manager of Program & Therapy Services (virtual)
Jenna Fentie, Manager of Administrative Services/Deputy Clerk (in -person)
Stefanie Heide, Legislative Services Coordinator (in -person)
Regrets: Julie Gonyou, Chief Administrative Officer
Jennifer Ford, Director of Financial Services
Christine Leonard, Administrator, Terrace Lodge
Pete Barbour, Town of Aylmer Councillor
Fiona Wynn, Councillor, Municipality of Central Elgin
Brigette Clark -Carmichael, Community Member
Richard Kisuule, Community Member
1. CALL TO ORDER
The meeting convened at 7:00 p.m. with Councillor Giguere in the Chair.
2. APPROVAL OF THE AGENDA
Moved by: Ruth Anne Perrin
Seconded by: Amarilis Drouillard
RESOLVED THAT the agenda for the October 3, 2022 meeting of the Terrace
Lodge Redevelopment Fundraising Committee be approved as presented.
Motion Carried.
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October 3, 2022
3. ADOPTION OF MINUTES
Moved by: Jamie Chapman
Seconded by: Kay Haines
RESOLVED THAT the minutes of the meeting held on August 22, 2022 be
approved.
- Motion Carried.
4. DISCLOSURE OF PECUNIARY INTEREST OR THE GENERAL NATURE
THEREOF
None.
5. DELEGATIONS
None.
6. BRIEFINGS
6.1 Donation Update — Director of Financial Services
Councillor Giguere briefly reviewed the report updating the Committee on
the amount of funds received since the Committee's last meeting (attached).
Moved by: Kay Haines
Seconded by: Amarilis Drouillard
RESOLVED THAT the report titled "Fundraising Financial Update" from the
Director of Financial Services dated September 30, 2022 be received and
filed.
Motion Carried.
7. Fundraising Strategies
7.1 Events Booth
The Committee provided feedback on the events attended throughout the
summer. Efficiency of coordinating logistics increased with each event and
the process will be smoother next year. Committee members noted that
being near the washrooms at Wallacetown Fair was beneficial due to it being
a high traffic area. Having a draw, such as small toys, glitter tattoos,
colouring kit, or other activities for children, and the animatronic therapy cat,
were effective for starting conversations with parents. Young people showed
interest as they have buy -in because they have grandparents. The booths
were a good way to increase awareness of the project, especially in the
western part of the county. Some people had already donated or already
heard about the project. Some children had already done the colouring kits
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October 3, 2022
through the libraries.
Not as many events were attended as had originally been planned. Roughly
half of the materials were used; the remainder can be used next year. About
$350 was raised. Estimate for how much could be raised per day was
accurate.
There were lots of inquiries on how to get into Terrace Lodge as a resident.
The Director of Homes and Seniors Services will look into providing
pamphlets that could be used at the booths. The information is available on
the County website and the Manager of Program & Therapy Services will
work on something to add to the Fundraising website and will send a link to
the Manager of Administrative Services as well as make a card with info that
could be handed out.
Thank you to committee members, staff (admin & Terrace Lodge), and Chair
for all their work on this project.
Committee members discussed participating in Christmas parades. Aylmer,
Port Burwell, Springfield, Belmont, St. Thomas usually have Christmas
parades. Committee members are open to the idea of doing a float, could
hand out colouring kits or magnets. Recruit students to help, they can earn
volunteer hours. The Chair will put this on list of potential ideas.
Jim Jenkins joined virtually at 7:22 p.m.
7.2 Launch of Christmas Catalogue/Donor Recognition Event
After canvassing donors for feedback, the. committee decided to wait to do a
donor recognition event until the campaign is finished. A "sneak peak" pre-
recorded video of the construction progress and answering questions donors
may have will be made and sent out to donors via email that also includes
details of the Christmas campaign. This video can also be shared with
Terrace Lodge residents. The committee will preview the video at their next
meeting.
The next committee meeting will be a small celebration potluck, at cost of
committee members, to mark the milestone of the end of this "chapter" as
the committee composition may change after the election.
The Manager of Program & Therapy Services and the Director of Homes and
Seniors Services will review the list of items to be included in the Christmas
catalogue. The catalogue should be complete by November 14.
7.3 Telethon
Councillor Giguere will reach out to Richard Kisuule about getting numbers
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of how many subscribers Eastlink has and where they are located to help
determine if a telethon would be beneficial.
8. OTHER BUSINESS
8.1 Consultants are preparing donor letter templates.
8.2. The Terrace Lodge Auxiliary group is considering donating two of three
stained glass windows for the chapel. The Auxiliary group and the Manager
of Program & Therapy Services will discuss to arrange for them to be able to
meet at Terrace Lodge again. It is noted that the Tuck Shop is a very
valuable program that is missed. Long -Term Care Homes do not yet permit
visitors to take off masks for food or drink, so the Tuck Shop has not been
able to operate.
9. CORRESPONDENCE
None.
10. CLOSED SESSION
Moved by: Jamie Chapman
Seconded by: Ruth Ann Perrin
RESOLVED THAT we do now move into closed session in accordance with
Municipal Act Section 239 (2) to discuss the following matters:
In -Camera Item #1
(b) personal matters about an identifiable individual, including municipal or local
board employees — Donor Outreach Update
Motion Carried.
11. MOTION TO RISE AND REPORT
Moved by: Kay Haines
Seconded by: Ruth Anne Perrin
RESOLVED that we do now rise and report.
Motion Carried.
Moved by: Jamie Chapman
Seconded by: Amarilis Drouillard
RESOLVED THAT the confidential report from the Manager of Administrative
Services be received and filed.
Motion Carried.
14. DATE OF NEXT MEETING
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The Terrace Lodge Redevelopment Fundraising Committee will meet again
Monday, November 14 at 4:00 p.m.
15. ADJOURNMENT
Moved by: Jamie Chapman
Seconded by: Jim Jenkins
RESOLVED THAT we do now adjourn at 8:12 p.m.
0
Julie Gony
Chief Administrative Officer,
Moti Carried.
Dominique Giguere,
Chair.