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05 - September 18, 2023 Terrace Lodge Redevelopment Fundraising Committee MinutesElgin Coat j wy ProgreWw by Nalum TERRACE LODGE REDEVELOPMENT FUNDRAISING COMMITTEE IiT,IWI N September 18, 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 (virtual)) Jamie Chapman, Town of Aylmer Councillor Sarah Leitch, Township of Malahide Councillor Jim Jenkins, Community Member Wendy Carmichael, Community Member Staff Present: Don Shropshire, Chief Administrative Officer/Clerk 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 i1111111111111115i7l01miteZe737=1 7 The meeting was called to order at 4:34 p.m. with Councillor Giguere in the chair. 2. APPROVAL OF THE AGENDA Moved by: Jim Jenkins Seconded by: Jamie Chapman RESOLVED THAT the agenda for the September 18, 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 June 12, 2023 be adopted. Motion Carried. 4. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF None. 5. DELEGATIONS None. 6. REPORTS/BRIEFINGS 6.1 Chief Administrative Officer - Donation Update The Chief Administrative Officer presented the report on behalf of the Director of Financial Services/Treasurer. The Chief Administrative Officer informed the Committee that as of September 14, 2023, the amount of funds raised after expenses totals $320,216. Moved by: Jamie Chapman Seconded by: Sarah Leitch RESOLVED THAT the report titled "Fundraising Financial Update," dated September 14, 2023 submitted by the Director of Financial Services/Treasurer be received and filed for the Committee's information. Motion Carried. 6.2 Report on summer activities and events attended (verbal) The Committee discussed the summer events attended by the Committee to promote the campaign. Committee members attended the Educational Animal Display, Edison Fest, Aylmer Fair, Elgin Historical Show, and Watermelon Fest. W. Carmichael also initiated the sales of Rheo Thompson mint smoothies to raise funds in support of the campaign. W. Carmichael noted that corner stores are where the most chocolates have sold. The Committee consented to continuing with the sales for October/November. J. Jenkins suggested selling them at the Belmont Arena. S. Leitch will contact the President of the Skating Club, and suggested that there are likely a number of businesses in Belmont that would be interested in selling the chocolates. 2 J. Jenkins suggested that at future event booths it would be helpful to have tangible items at the booth to showcase what the campaign is raising funds for. 7. BUSINESS ARISING - Action Items from Previous Meeting 7.1 Union United Church - Bazaar October 28 The Chair noted that Union United Church has offered to donate all of the proceeds from their upcoming Bazaar to the campaign, and asked if the Committee can provide support in the way of advertising, having a booth at the event, attending the event, and providing baked goods to sell. The Chair will follow-up with the Committee regarding the specific hours of the event. S. Leitch indicated that she is available to attend. A. Drouillard suggested getting a digital flyer that can be shared with other local churches. The Chair will gather details regarding location and time of event prior to the next Committee meeting. 7.2 Terrace Lodge sign: follow up The Committee discussed options for repairing or replacing the campaign sign at Terrace Lodge. Currently the sign is in poor shape, and is weathered from being outside for a few years. The Chair noted that McBain's Signs indicated that they can attempt to refurbish the sign to try to make it last for another year at a cost of $442. The other option would be to take the sign down. The Committee directed staff to determine if the cost for refurbishment could be contained within the budget. 7.3 Communication strategies, materials available: follow up The Chair noted that a photo session with ETBO has officially been scheduled. J. Chapman requested a copy of the letter to be sent to previous donors. The Chair and Manager of Administrative Services/Deputy Clerk will circulate a copy to the Committee. The Committee discussed establishing a dedicated Facebook and Instagram page for the campaign. The Chair confirmed that she has worked on a communications plan with staff. Staff will work on establishing a Facebook page to promote the campaign, with boosted posts when possible. 8. FUNDRAISING STRATEGIES 2023 8.1 Chocolate sales - updates and next steps This item was discussed under 6.2. 8.2 Fall strategies - brainstorm, suggestions 3 J. Chapman suggested organizing a black -tie affair around Valentine's Day that would include a silent auction and dinner. The Chair noted that the Chief Administrative Officer indicated that staff are limited to organizing one event per year, and that an event like this would need to have a dedicated Committee of volunteers to plan it. The Chair asked J. Chapman to prepare a plan for the Committee's consideration at a future meeting. The Committee discussed holding library or museum reading events of the 'These Hands' books. The Manager of Program and Therapy Services noted that she took some books to a conference and sold all of the books that they had, totaling approximately $400. The Manager will look into the cost of reprinting the books. She suggested creating an e-book to sell on Amazon. It was also suggested that it may be worthwhile to participate in the Aylmer Santa Claus Parade on November 25. The Manager of Program and Therapy Services will work with staff and take the lead on entering a float. The Committee discussed handing out bookmarks and colouring kits rather than candy. The Manager of Program and Therapy Services suggested promoting the campaign at the upcoming Resident and Family Christmas Party and the Staff Children's Christmas Party. She noted that the first Tuesday in November is the first memorial service since COVID for residents who have passed away. She suggested having information available at this service. A. Drouillard suggested offering ornaments for purchase with the proceedings going towards the campaign. The Manager of Program and Therapy Services suggested including a sticker or insert on the cards that are sent to families of residents that have passed away promoting the campaign. The Manager indicated that many families like to give back to the Home, and the Committee agreed that using stickers as a seal on the cards would be appropriate. The Manager will work with staff on a design to present to the Committee for consideration. None. 10. CLOSED MEETING ITEMS Moved by: Wendy Carmichael 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 Meeting Item # 1 - Donor Outreach Update 12 11. 12. 13. (b) personal matters about an identifiable individual, including municipal or local board employees. 10.1 Donor Outreach Update MOTION TO RISE AND REPORT Moved by: Jamie Chapman Seconded by: Jim Jenkins RESOLVED THAT we do now rise and report, and that the Donor Outreach Update be received. Motion Carried. DATE OF NEXT MEETING The Terrace Lodge Redevelopment Fundraising Committee will meet again on October 16, 2023 at 4:30 pm. ADJOURNMENT Moved by: Jim Jenkins Seconded by: Sarah Leitch RESOLVED THAT we do now adjourn at 6:30 p.m. to meet again on October 16, 2023 at 4:30 p.m. Motion Carried. Jenna Fentie, --'tanager of Administrative Services/Deputy Clerk 5 Dominique Gf9fi6re, Chair