01- March 20, 2023 Terrace Lodge Redevelopment Fundraising Committee MinutesP101wss w by Na We
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 Giguere
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 Giguere 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 Giguere
Seconded by: Amarilis Drouillard
RESOLVED THAT Sarah Leitch be appointed to the position of Treasurer of the
Terrace Lodge Redevelopment Fundraising Committee.
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
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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.
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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
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.
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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
Giguere 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.
11. CORRESPONDENCE
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12.
13.
in
15.
None.
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
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 Giguere be received.
Motion Carried.
DATE OF NEXT MEETING
The next meeting will be held on Monday, April 24, 2023 at 4:30 p.m.; location to
be confirmed.
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.
Jenna Fentie,
Manager of Administrative
Services/Deputy Clerk
iniq"Gigu6re
Chair
writ";
Progressive by Nature
RECOMMENDATION:
REPORT TO TERRACE LODGE
FUNDRAISING COMMITTEE
FROM: Jennifer Ford, Director of Financial Services/Treasurer
DATE: March 20, 2023
SUBJECT: Fundraising Financial Update
THAT the March 20, 2023 report titled, Fundraising Financial Update, submitted by the Director of
Financial Services/Treasurer, be received and filed for the Committee's 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.
Donations Received for Terrace Lodge Fundraising as at
March 19, 2023
REVENUE Donations to date
✓Received
Outstanding
Cash/Cheque
106,317
11,400
Credit Card
31,700
Donations Prior to Campaign Start
8,105
Pledges (Expected Value
115,150
55,000
In Kind Donations
2,125
Warden's Gala Event
33,216
-
Total
donations
296,613
66,400
EXPENSES
Paid
Outstanding
Fees credit card
988
Fundraising Consultants
4,500
Si na a
2,780
Meeting Room Rental
150
In Kind Purchases
25
Advertising and Promotion
11,537
Warden's Gala Event
8,276
Total Expenses
28,256
-
Total Donations towards cam ai n
334,757
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IG'NMENT WITH STRATEGIC
PRIORITIES:
Serving Elgin
Growing Elgin
Investing in Elgin
® Ensuring alignment of
❑ Planning for and �
M 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
ways of addressing
environment.
® Delivering mandated programs
community need.
and services efficiently and
M Enhancing quality of
effectively.
M 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