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04 - June 12, 2023 Terrace Lodge Redevelopment Fundraising Committee Minutes411-'0108� p, e wbyNatwv TERRACE LODGE REDEVELOPMENT FUNDRAISING COMMITTEE MINUTES June 12, 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 Jim Jenkins, Community Member Wendy Carmichael, Community Member Members Absent: Kay Haines, Terrace Lodge Auxiliary Representative Staff Present: Don Shropshire, Chief Administrative Officer/Clerk Michele Harris, Director of Homes and Seniors Services Jennifer Ford, Director of Financial Services/Treasurer Ashley Temple, Terrace Lodge Administrator 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. with Councillor Giguere in the chair. 2. APPROVAL OF THE AGENDA Moved by: Jamie Chapman Seconded by: Sarah Leitch RESOLVED THAT the agenda for the June 12, 2023 meeting be approved as presented. Motion Carried, 3. ADOPTION OF MINUTES Moved by: Jim Jenkins Seconded by: Jamie Chapman RESOLVED THAT the minutes from the meeting held on May 15, 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 presented a report on donations received to date. The Director of Financial Services/Treasurer noted that Sarah Leitch has been set up as Treasurer for this Committee. S. Leitch requested that a snapshot of progress be shared on social media. Moved by: Sarah Leitch Seconded by: Jamie Chapman RESOLVED THAT the report titled "Fundraising Financial Update" dated June 12, 2023 from the Director of Financial Services/Treasurer be received and filed. Motion Carried. 6.2 Update: Results and learning from events attended in May and June The Committee discussed the events attended in May and June. J. Chapman commented that the Education Animal Display event was well attended, and a lot of people were interested in the campaign. W. Carmichael noted that there were a lot of children, but did not receive many donations on the day she was there. J. Chapman noted that the seal and the cat were an attraction at the booth. J. Chapman also noted that there was a person interested in joining the Committee. W. Carmichael attended Edison Fest, and noted that there were a lot of 2 children. W. Carmichael observed that people were engaged, but most people commented that they "aren't ready for that". A. Drouiliard joined the meeting at 4:44 p.m. Councillor Giguere asked Committee to consider number of hours that went into an event, and whether that time would be better spent writing letters, making phone calls, etc. Councillor Giguere noted that the events have not materialized into donations or actual follow-ups. W. Carmichael noted that the tent is heavy and takes a lot of time to set- up. The Committee reached consensus that we will attend a few more events and would like to continue to use PARO the Seal with the kit. A. Temple will confirm with Terrace Lodge staff that the Committee can hold onto the seal. J/ Chapman requested that instructions be included with the laptop and that additional instructions regarding the domain server name were required. The Committee discussed creating a sign up sheet for the booth where members of the public can sign up for campaign updates. Councillor Giguere reminded Committee members to take photos at the events for posting on social media and the website. 6.3 Annual Report The Committee reviewed the 2022 Annual Fundraising Report. The report will be presented to County Council at the June 27, 2023 meeting. The Committee discussed sending the report to all Local Municipal Partner Councils. The report will be sent to the Committee as a pdf to print as needed, and a bound copy of the report will be included with the event booth. Councillor Giguere noted that thank you cards have been sent to donors with a link to the annual report for their information. Moved by: Sarah Leitch Seconded by: Amarilis Drouillard RESOLVED THAT the report be forwarded to County Council and the Local Municipal Partner Councils for information. Motion Carried. 7. BUSINESS ARISING - Action Items from Previous Meeting 3 7.1 List of Events - Selection of Events to Attend The Committee discussed the available events for the summer, and discussed whether their time was better spent writing letters, doing follow- up calls to potential donors, etc. The Committee has a booth at the Springfield Family Fun Day on Saturday June 17, 2023. The Committee agreed to attend the Aylmer Fair, the Elgin Historical Show, and the Straffordville Watermelon Fest. The Committee discussed splitting their time between the Aylmer Fair and the Historical Show since they fall on the same weekend. A. Drouillard will be attending Optimist Events and will share campaign information there. W. Carmichael will gather details about Bayham Beachfest in August. 7.2 Thank you cards Thank you cards were discussed under item 6.3. 8. FUNDRAISING STRATEGIES 2023 8.1 Letter for return donors Councillor Giguere will work on a second letter to be sent to donors that have previously donated to be sent by Committee members to donors that they have connections with. 8.2 Other options: auction, grants, event The Committee discussed whether they would like to hold a fundraising event, or whether it would be best to establish a partnership with service clubs and organizations to hold events in support of the campaign. Councillor Giguere noted that the Springfield Swans have offered to help set up an online auction. J. Chapman noted that she has partnered with the Optimist Club in the past to hold a hair and fashion show and that the Optimists covered the costs up front and were reimbursed through the proceeds. The Committee decided to continue to approach service clubs and organizations to discuss partnership opportunities rather than host an event themselves. 9. OTHER BUSINESS W. Carmichael asked if there are opportunities for the Committee to be part of Elder Abuse Awareness month. Councillor Giguere noted that the County is holding a flag raising tomorrow in front of the Heritage Centre, but there weren't .19 many opportunities for cross promotion. W. Carmichael asked if it is possible to update the loop on the website with new pictures of residents in the new space at Terrace Lodge, M. Harris noted that it would be possible once the Ministry has communicated that it is allowed. 10. CORRESPONDENCE None. 11. CLOSED MEETING ITEMS Moved by: Jamie Chapman Seconded by: Jim Jenkins 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: Amarilis Drouillard RESOLVED THAT we do now rise and report. Motion Carried. Moved by: Sarah Leitch Seconded by: Jamie Chapman RESOLVED THAT the confidential Donor Outreach Update be received for information. Motion Carried. 13. DATE OF NEXT MEETING The Terrace Lodge Redevelopment Fundraising Committee will meet again on July 10, 2023 at 4:30 pm. 14. ADJOURNMENT R Moved by: Sarah Leitch Seconded by: Jim Jenkins RESOLVED THAT we do now adjourn at 6:12 p.m. to meet again on July 10, 2023 at 4:30 p.m. Motion Carried. �" - 'J Jenna Fentie, Manager of Administrative Services/Deputy Clerk —6 0 minique Giguqe, 1—�q Chair 0