02 - April 24, 2023 Terrace Lodge Redevelopment Fundraising Committee MinutesI~,Ig� ihI
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TERRACE LODGE REDEVELOPMENT FUNDRAISING COMMITTEE
MINUTES
April 24, 2023, 4:30 p.m.
Central Elgin Boardroom
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
Kay Haines, Terrace Lodge Auxiliary Representative
Jim Jenkins, Community Member
Wendy Carmichael, Community Member (virtual)
Staff Present: Michele Harris, Director of Homes and Seniors Services (virtual)
Jennifer Ford, Director of Financial Services/Treasurer
Ashley Temple, Terrace Lodge Administrator (virtual)
Jenna Fentie, Manager of Administrative Services/Deputy Clerk
Stefanie Heide, Legislative Services Coordinator
1. CALL TO ORDER
The Meeting was called to order at 4:33 p.m. with Councillor Giguere in the
Chair.
2. APPROVAL OF THE AGENDA
Moved by: Jamie Chapman
Seconded by: Jim Jenkins
RESOLVED THAT the agenda for the April 24, 2023 meeting be approved as
presented.
Motion Carried.
3. ADOPTION OF MINUTES
Moved by: Amarilis Drouillard
Seconded by: Sarah Leitch
RESOLVED THAT the minutes from the meeting held on March 20, 2023 be
adopted.
Motion Carried,
4. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE
THEREOF
None.
5. DELEGATIONS
None.
6. REPORTS/BRIEFINGS
6.1 Donation Update - Director of Financial Services/Treasurer (to be
circulated)
Moved by: Amarilis Drouillard
Seconded by: Jamie Chapman
RESOLVED THAT the report titled "Fundraising Financial Update" dated
April 24, 2023 from the Director of Financial Services/Treasurer be
received and filed.
Motion Carried.
6.2 Catalogue, List of Items Remaining; Fundraising Target Update
The target for future reports is $560,000 and $245,000 for this year. The
Director of Financial Services/Treasurer will update the spreadsheet for
the next meeting. Some items were able to be included in
Furniture/Fixtures.
7. BUSINESS ARISING - Action Items from Previous Meeting
7.1 List of Events - Selection of Events to Attend
The Belmont Swans - a community service group - is hosting a community
event at the Belmont arena next weekend, from 10 a.m. - 4 p.m. on May 6,
2023. This could provide an opportunity to connect with other
organizations. J. Jenkins will contact to see if we can set up a table.
Committee members have the following availability to volunteer: A.
Drouillard available in the morning; Councillor Giguere and W. Carmichael
available for the day.
The event lists will be added to the spreadsheet and committee members
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can indicate their availability.
Business related events will be added to the spreadsheet, such as
Chamber of Commerce events (example, Business After 5). The Manager
of Administrative Services will connect with the County of Elgin's
Economic Development and Tourism Department for a list of possible
events.
7.2 Swans Roast Beef Dinner - Volunteers Needed
The Springfield Swans are hosting a Roast Beef Dinner this Saturday as a
fundraiser at Malahide Community Place, and it is sold out. Committee
members have helped by selling tickets and will volunteer at the event.
This is a good model of how we can partner with service groups and
organizations hosting events, with committee members volunteering and
selling tickets.
There are two shifts at the event and some volunteers are needed to help
bag and be outside to hand the meals out. A. Drouillard will take the first
shift from 2 p.m. - 4:30pm. S. Leitch will help with both shifts. J. Chapman
and W. Carmichael will take the second shift, 4:30 p.m. - 7 p.m.
An auction has been organized and is live on the Springfield Swans'
Facebook page.
7.3 Clarification on Lottery and Charitable Status
The Manager of Administrative Services reported that she checked with
an administrator at the Township of Malahide and confirmed that
Committees of Council are not eligible for a lottery license.
However, we could partner with a registered not -for -profit, such as a fire
departments, or we could partner with a club or organization who are in
the position to run a raffle or other such fundraising events.
This committee does qualify as a recipient of Jackpot City Funds.
7.4 Animal Display: May 20, 2023 - Volunteers Needed
There is an Animal Display, like a small zoo, on Wooleyville Line that will
allow us a table at no charge on the May Long Weekend. The times
available are Saturday, Sunday and Monday from 10 a.m. - 5 p.m. K.
Haines can do Saturday and J. Chapman can do Sunday. We will add this
event to the sheet and confirm times.
A stipulation is that our donation boxes must be marked very clearly that
they are for Terrace Lodge so as not to be confused with donation boxes
on premises for the facility.
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The Director of Homes and Seniors Services will ask Managers for related
items to display and will confirm about the video done with the mechanical
seal, and about procuring some of the items, such as the utensils, to show
why they cost more than they do.
We will look into specific flyers with info related to items on the list.
8. FUNDRAISING STRATEGIES 2023
8.1 Booth Set -Up at Events: Interactive?
The committee discussed ideas for how to make the tables more
interactive. Suggestions included more conversation starters. Temporary
tattoos for kids that J. Chapman's daughter did at the fair were effective
and a tray of beads for kids to make bracelets also draws people to the
table for a longer period of time. It was also suggested to have the video
on Phase 1 running on a laptop or a computer monitor. Everyone likes to
watch videos, and then it's easy to follow with a conversation.
An updated video is needed.
8.2 Booth Set -Up at Various Locations (Stores rather than Events)
The committee discussed the idea of setting up a table at high -traffic
stores such as the liquor store, beer store, farmer's markets and garden
centres. Places that have some connection to the items we are trying to
raise money for. Usually there is a fee, but if we can get a return on that
investment, it could be worthwhile. Committee members will come back to
the next meeting with some suggestions for places to approach.
A question was asked regarding Point of Sale round -up and it will be
discussed in Closed session to discuss specific contacts and strategize.
8.3 Other Partnerships with Service Clubs
The Committee will continue to look for opportunities to partner with local
services clubs, such as helping sell tickets for events hosted by the club.
9. OTHER BUSINESS
The Committee reviewed action items from the last meeting.
A. Drouillard made contact with local radio station 98.1. We can request to put
events on their community calendar at no cost. A. Drouillard can put events on
94.1 MyFM as well through her contact, we just want to finesse what our ask is.
Councillor Giguere will contact De Brigj about translating and promoting the
event.
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The Terrace Lodge Administrator confirmed that June is Senior's Month
(previously Senior Abuse Prevention Month). Therefore June would be a good
time to promote in local stores.
10. CORRESPONDENCE
None.
11. CLOSED MEETING ITEMS
Moved by: Amarilis Drouillard
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):
Closed Session Item #1
b) personal matters about an identifiable individual, including municipal or local
board employees - Donor Outreach Update
Motion Carried.
11.1 Donor Outreach Update
12. MOTION TO RISE AND REPORT
Moved by: Jamie Chapman
Seconded by: Jim Jenkins
RESOLVED THAT we do now rise and report.
Motion Carried.
13. DATE OF NEXT MEETING
The Terrace Lodge Redevelopment Fundraising Committee will meet again on
May 15, 2023 at 4:30 p.m.
14. ADJOURNMENT
Moved by: Jim Jenkins
Seconded by: Kay Haines
RESOLVED THAT we do now adjourn at 5:47 p.m. to meet again on May 15,
2023 at 4:30 p.m.
Motion Carried.
101
Jenna Fentie,
Manager of Administrative
Services/Deputy Clerk
AD7ominique Gi uere,
Chair