06 - October 16, 2023 Terrace Lodge Redevelopment Fundraising Committee Minutes�14 q
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TERRACE LODGE REDEVELOPMENT FUNDRAISING COMMITTEE
MINUTES
October 16, 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
Sarah Leitch, Township of Malahide Councillor
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
Tanya Noble, Manager of Program and Therapy Services
Jenna Fentie, Manager of Administrative Services/Deputy Clerk
Stefanie Heide, Legislative Services Coordinator
1. CALL TO ORDER
The meeting was called to order at 4:34 p.m. with Councillor Giguere in the
Chair.
2. APPROVAL OF THE AGENDA
J. Jenkins requested an updated list of items to share with potential donors.
Moved by: Jamie Chapman
Seconded by: Amarilis Drouillard
RESOLVED THAT the agenda for the October 16, 2023 meeting be approved as
modified.
Motion Carried.
3. ADOPTION OF MINUTES
Moved by: Amarilis Drouillard
Seconded by: Sarah Leitch
RESOLVED THAT the minutes from the meeting held on September 18, 2023 be
adopted.
Motion Carried.
4. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE
THEREOF
None.
5. DELEGATIONS
None.
6. REPORTS/BRIEFINGS
6.1 Director of. Financial Services/Treasurer - Donation Update (to be
circulated)
The Director of Financial Services/Treasurer provided a report detailing
the donations and campaign costs up to October 15, 2023. The Director of
Financial Services/Treasurer will provide an additional report to the
Committee at the next meeting detailing the specific items that have been
purchased with the funds raised through the campaign to date.
Moved by: Jamie Chapman
Seconded by: Sarah Leitch
RESOLVED THAT the report titled "Fundraising Financial Update" dated
October 15, 2023 from the Director of Financial Services/Treasurer be
received and filed.
Motion Carried.
7. BUSINESS ARISING - Action Items from Previous Meeting
7.1 October 28 Union United Church Bazaar details
The Chair informed the Committee that due to budget review and turnover
of their Board, the Union United Church will not be able to dedicate funds
raised through their bizarre and luncheon to the campaign this year.
7.2 Terrace Lodge Sign - Follow-up
The Chair informed the Committee that the Terrace Lodge
Redevelopment Steering Committee approved the request for funds to
refurbish the campaign sign at Terrace Lodge.
7.3 Communication Strategies, Materials Available: Follow-up
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The Chair reminded the Committee to follow, like, and share the new
Comforts of Home Facebook Page. The Manager of Administrative
Services/Deputy Clerk will send out instructions for inviting people to like
the Facebook page.
The Chair is finalizing the letter to previous donors, and suggested that the
Committee send the annual report, a link to the Facebook page, and a list
of desired items along with the letter via email to 2022 and 2023 donors.
The Chair informed the Committee that the photo and video with ETBO
has been completed. The Committee previewed the completed video. The
video will be shared with donors and on the Facebook page. An article
profiling ETBO and the campaign was submitted to the Aylmer Express for
inclusion in their upcoming Business Edition.
8. FUNDRAISING STRATEGIES
8.1 Chocolate Sales - Updates and Next Steps
W. Carmichael noted that she has five boxes of chocolates to give to S.
Leitch. W. Carmichael checked with schools in Aylmer and Springfield and
they do not have any competing chocolate campaigns until January. W.
Carmichael will drop more boxes off to FirstImpressionsas well as a few
other stores.
8.2 Fall 2023 / Winter 2024 Strategies - Updates on suggestions from
September meeting
Black -Tie Event
J. Chapman provided an update on a potential black -tie event. She has
been looking into venues and caterers, and has a potential sponsor for the
event.
Aylmer Santa Claus Parade
The Director of Homes and Seniors Services noted that there have been
discussions with the recreation team regarding participation in the Aylmer
Santa Claus Parade. The Manager of Program and Therapy Services will
provide an update at a future meeting.
Christmas Ornaments Sale
The Director of Homes and Seniors Services noted that there is no update
on the status of the Christmas ornaments. The Manager of Program and
Therapy Services will provide an update at a future meeting.
Library/Museum Readings of These Hands
The Director of Homes and Seniors Services noted that there are no more
copies available of "These Hands", and the Manager of Program and
Therapy Services is working on obtaining a quote for additional printings
of hard and soft copies. Additionally, a student at Terrace Lodge is
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working on creating a digital copy of the book.
Sticker/Seal for Cards to Residents/Families
The Director of Homes and Seniors Services will follow-up with the
Manager of Program and Therapy Services regarding the sticker and seal
designs.
The Director of Homes and Seniors Services noted that there will be a tree
lighting memorial service at Terrace Lodge on Tuesday, November 7,
2023 at 6:00 p.m. and will share campaign information at the service.
Murder Mystery Event
W. Carmichael provided an update on a murder mystery event. W.
Carmichael discussed costs for hall rentals in Aylmer and Malahide, liquor
license cost, and approximate catering/bartending costs. W. Carmichael
noted that there would be an option of purchasing a kit or hiring someone
to write the script. W. Carmichael will connect with other organizations that
have held Murder Mysteries in the area in the past to discuss their costs
and proceeds from holding the event.
Updated List of Items/Catalogue/Brochure
J. Jenkins noted that a local church has asked for a list of items that the
campaign is fundraising for. The Committee discussed creating a postcard
with three or four specific items and a link to the campaign website to
leave with businesses that are selling the chocolates. Kits with brochures
will be distributed to the Committee members over the next week.
Silent Auction at Terrace Lodge
The Director of Homes and Seniors Services noted that there might be a
silent auction at Terrace Lodge that could raise funds for the campaign.
The Director will connect with the Manager of Program and Therapy
Services to confirm if this is a possibility. The Chair asked the Committee
to consider donating an item to the auction.
9. CORRESPONDENCE
None.
10. CLOSED MEETING ITEMS
Moved by: Jim Jenkins
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
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11.
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(b) personal matters about an identifiable individual, including municipal or local
board employees.
Motion Carried.
10.1 Donor Outreach Update
MOTION TO RISE AND REPORT
Moved by: Jamie Chapman
Seconded by: Sarah Leitch
RESOLVED THAT we do now rise and report, and that the Donor Outreach
Update be received for information.
Motion Carried.
DATE OF NEXT MEETING
The Terrace Lodge Redevelopment Fundraising Committee will meet again on
November 6, 2023 at 4:30 p.m.
ADJOURNMENT
Moved by: Jim Jenkins
Seconded by: Sarah Leitch
RESOLVED THAT we do now adjourn at 6:11 p.m. to meet again on November
6, 2023 at 4:30 p.m.
Jenna Fentie,
Manager of Administrative
Services/Deputy Clerk
Dominique 'guere,
Chair
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