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04 - June 12, 2023 Terrace Lodge Redevelopment Fundraising Committee Agendad/o zuiuulllr, o,fir D+ NA101 Terrace Lodge Redevelopment Fundraising Committee ORDERS OF THE DAY Monday, June 12, 2023, 4:30 p.m. Central Elgin Boardroom 450 Sunset Drive St. Thomas ON NOTE FOR MEMBERS OF THE PUBLIC: Please click the link below to watch the Council Meeting: https://www.facebook.com/ElginCountyAdmin/ Accessible formats available upon request. Pages 1. CALL TO ORDER 2. APPROVAL OF THE AGENDA 3. ADOPTION OF MINUTES 3 4. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF 5. DELEGATIONS 6. REPORTS/BRIEFINGS 6.1 Donation Update - Director of Financial Services/Treasurer (to be circulated) 6.2 Update: Results and learning from events attended in May and June 6.3 Annual Report 9 7. BUSINESS ARISING - Action Items from Previous Meeting 7.1 List of Events - Selection of Events to Attend 7.2 Thank you cards 8. FUNDRAISING STRATEGIES 2023 8.1 Letter for return donors 8.2 Other options: auction, grants, event 9. OTHER BUSINESS 10. CORRESPONDENCE 11. CLOSED MEETING ITEMS 11.1 Donor Outreach Update Municipal Act Section 239 (2) (b) personal matters about an identifiable individual including municipal or local board employees. 12. MOTION TO RISE AND REPORT 13. DATE OF NEXT MEETING 14. ADJOURNMENT Page 2 of 25 Diu i�oiY@11%;,, TERRACE LODGE REDEVELOPMENT FUNDRAISING COMMITTEE MINUTES May 15, 2023, 4:30 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 (virtual) Sarah Leitch, Township of Malahide Councillor Kay Haines, Terrace Lodge Auxiliary Representative Jim Jenkins, Community Member Wendy Carmichael, Community Member Staff Present: Michele Harris, Director of Homes and Seniors Services Jennifer Ford, Director of Financial Services/Treasurer Ashley Temple, Terrace Lodge Administrator (virtual) Tanya Noble, Manager of Program and Therapy Services (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 4.30 p.m. by the Chair. 2. APPROVAL OF THE AGENDA Moved by: Jim Jenkins Seconded by: Amarilis Drouillard RESOLVED THAT the agenda for the May 15, 2023 meeting be approved as presented. Motion Carried. 3. ADOPTION OF MINUTES Page 3 of 25 Moved by: Jamie Chapman Seconded by: Kay Haines RESOLVED THAT the minutes from the meeting held on April 24, 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) The Director of Financial Services/Treasurer provided a report with an update on donations raised to date. Moved by: Amarilis Drouillard Seconded by: Jim Jenkins RESOLVED THAT the May 15, 2023 report titled "Fundraising Financial Update", submitted by the Director of Financial Services/Treasurer, be received and filed for the Committee's information. Motion Carried. 6.2 Update: Results of Swans Roast Beef Dinner + Explore Belmont Councillor Giguere reported that the grand total received from the Springfield Swan's Roast Beef Dinner Fundraiser was $3,525.04. Approximately $1,900 of this total was from the dinner and $1,600 from online auction. Councillor Giguere noted that these amounts were not included in the report given earlier this meeting. The Committee had a table at Explore Belmont, a new meet and greet community event, and displayed a slideshow and the sneak peek video. Councillor Giguere, J. Jenkins, and W. Carmichael volunteered at this booth and made a few really good potential contacts. The goal of having a booth at this event was to make the community aware of the campaign but also to make connection with other community groups. 6.3 Our Lady of Sorrows - Knights of Colombus Donation 2 Page 4 of 25 Our Lady of Sorrows and Knights of Colombus donated $1,000. S. Leitch will ask if Our Lady of Sorrows is willing to share a copy of a photo from the event that the Committee can promote as well. 7. BUSINESS ARISING - Action Items from Previous Meeting 7.1 List of Events - Selection of Events to Attend The Committee reviewed upcoming items on the List of Events. The Committee discussed the set-up and volunteer schedule for the Educational Animal Display event. The Manager of Program and Therapy Services will update the list of resident names for the colouring sheets. The Committee also discussed bringing PARO the Seal to include as an interactive booth attraction. The Manager of Program and Therapy Services will include an instruction and information sheet about the seal. K. Haines approached No Frill's and they will allow the Committee to set up a table there. Since June is busy, this will be left for a different month. J. Chapman offered that she could do a Sunday. The Committee expressed interest in attending the following events taking place in June: Edison Fest, Port Stanley Artist's Guild Show, Rosy Rhubarb Festival, St. Thomas Chamber "Business after 5", and Springfield Family Fun Day. W. Carmichael met with Port Burwell IDA and discussed a table option there. W. Carmichael suggested that she reach out to other businesses in Port Burwell to coordinate a day for fundraising at multiple locations in the community. The Committee decided not to attend the Military From the Talbot Settlement at Backus Page House since it conflicts with Springfield Family Fun Day. Councillor Giguere reminded Committee members to continue to use the Google sheet to track the specific addresses of events and the schedule for shifts. It also has the catalogue list of items. A summary will be sent to Committee members of what has been agreed upon. 7.2 Committee Tool for planning, tracking, communication: Google Sheet The Committee agreed that the link for the Google document is working well as it live and easy to use to track updates and that it is not necessary for it to be downloaded and sent as an Excel attachment. 7.3 Animal Display: May 20, 2023 - finalize volunteer schedule 3 Page 5 of 25 The Committee discussed the volunteer schedule under agenda item 7.1. 7.4 Annual Report Draft Councillor Giguere will circulate a draft of the 2022 Annual Report for the Committee's review. Councillor Giguere reminded committee members to please take photos at events so they can be used for next year's annual report to demonstrate activities. The Corporate Communications Coordinator has also created an insert for Thank You cards for all the 2022 donors with a QR code linking to the Annual Report on the website. 8. FUNDRAISING STRATEGIES 2023 8.1 Booth Set -Up at Events: Video available Councillor Giguere has created a power point that can be played at booths and it is set-up to play on a continuous loop. It includes a sneak peek tour video, a video about PARO the Seal, and pages from the 2021 annual report. Councillor Giguere noted that committee members are welcome to bring forward any new ideas of what they see other vendors doing or otherwise, as we want to continue to refresh our events kit and try new ideas. 8.2 Booth Set -Up at Various Locations (Stores rather than Events) Councillor Giguere met with Aylmer Canadian Tire and they are open to donate a portion of sales for a period of time in September. Customers will be asked at time of purchase if they are willing to donate, and an information table could be outside. This could be tied in with Grandparents Day in September, as Elder Abuse Awareness is in June. Further discussion about this will happen in closed session. The Director of Homes and Seniors Services sits on the Elder Abuse Elgin Committee and she will look into information about what could be done on Elder Abuse Awareness Day on June 15. W. Carmichael inquired about partnering with the OPP. The Director of Homes and Seniors Services confirmed that the OPP are part of the Elder Abuse Elgin Committee and she would explore if there is any opportunity for partnership. The Director of Homes and Seniors Services noted that the OPP also does their own fundraising as they are a not -for -profit. Councillor Giguere thanked K. Haines for approaching No Frill's in Aylmer. The Committee will further discuss the possibility of a table at No Frill's at the next Committee meeting in July. 0 Page 6 of 25 9. OTHER BUSINESS J. Jenkins noted that he had heard some concerns from the community about the wait to move the residents of Terrace Lodge into the new facilities and asked for an update on the timeline. The Director of Homes and Seniors Services confirmed that the move -in date is very close and they are hoping to have communication on this matter to send out later this week, and will send the communication to committee members once it is ready. 10. CORRESPONDENCE None. 11. CLOSED MEETING ITEMS Moved by: Kay Haines 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. Motion Carried. 11.1 Donor Outreach Update 12. MOTION TO RISE AND REPORT Moved by: Jim Jenkins Seconded by: Wendy Carmichael RESOLVED THAT we do now rise and report and receive the Donor Outreach Update for information. Motion Carried. 13. DATE OF NEXT MEETING The Terrace Lodge Redevelopment Fundraising Committee will meet again on Monday, June 12, 2023 at 4.30 p.m. 14. ADJOURNMENT Moved by: Jamie Chapman Seconded by: Sarah Leitch 5 Page 7 of 25 RESOLVED THAT we do now adjourn at 5.54 p.m. to meet again on June 12 at 4.30 p.m. Motion Carried. 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