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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 1►eaL 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. 2 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. 3 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 C! 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 "N' I C. 4— ca 41 ca 2 a) 0 a) ca O O C\l CD LR a) 0) a) a) 4- 0 -0 Cfl 4-1 a) 4- .C: 4— a) -C co C\j CD cm O U) m LO U) O O O 14 as 3 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