03 - May 15, 2023 Terrace Lodge Redevelopment Fundraising Committee Minutessvf
Elgin('otinty
mWw by Nalorg
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
li ��l RM ICox*777- 47
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
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
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
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.
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
RESOLVED THAT we do now adjourn at 5:54 p.m. to meet again on June 12 at
4:30 p.m.
Motion Carried.
Jenna Fentie,
Manager of Administrative
Services/Deputy Clerk
VV
Dominique Giguere,
Chair
C01