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08 - November 27, 2023 Terrace Lodge Redevelopment Fundraising Committee MinutesPm9ws 1w krya Nafore3 TERRACE LODGE REDEVELOPMENT FUNDRAISING COMMITTEE MINUTES November 27, 2023, 4:30 p.m. Dutton Dunwich Boardroom 450 Sunset Drive St Thomas ON Members Present: Councillor Dominique Giguere (virtual) Amarilis Drouillard, Municipality of Dutton Dunwich Councillor (virtual) Jamie Chapman, Town of Aylmer Councillor Sarah Leitch, Township of Malahide Councillor Wendy Carmichael, Community Member (virtual) Members Absent: Jim Jenkins, Community Member Staff Present: Michele Harris, Director of Homes and Seniors Services (virtual) Jennifer Ford, Director of Financial Services/Treasurer Jenna Fentie, Manager of Administrative Services/Deputy Clerk Stefanie Heide, Legislative Services Coordinator iq M 11exel 0 Al :11N The meeting was called to order at 4:35 p.m. with Councillor Chapman in the Chair. 2. APPROVAL OF THE AGENDA Moved by: Amarilis Drouillard Seconded by: Councillor Giguere RESOLVED THAT the agenda for the November 27, 2023 meeting of the Terrace Lodge Redevelopment Fundraising Committee be approved as presented. Motion Carried. 3. ADOPTION OF MINUTES Moved by: Sarah Leitch Seconded by: Amarilis Drouillard RESOLVED THAT the minutes of the meeting held on November 6, 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 - Fundraising Financial Update (to be circulated) The Director of Financial Services/Treasurer provided a report detailing the donations and campaign costs up to November 26, 2023. Councillor Giguere stated that staff reviewed the wish list to revise it to essentials in order to align with the current difficult economic times being experienced by our community and region, and adjusted to the reality of the new building and of what will be most appropriate. Councillor Giguere stated that the overall target is $500,000, including expenses. The grand total of items we wish to purchase is around $470,000, and the Committee has reached about 70% of that goal. Councillor Giguere stated that it is reachable that this target could be met by Summer 2024. Moved by: Amarilis Drouillard Seconded by: Wendy Carmichael RESOLVED THAT the report titled "Fundraising Financial Update" dated November 26, 2023 from the Director of Financial Services/Treasurer be received and filed. Motion Carried. 7. BUSINESS ARISING - ACTION ITEMS FROM PREVIOUS MEETING 7.1 Committee Decision on Strategies to Pursue (next section) 7.2 Communication Strategies and Materials update Councillor Giguere provided an update that the sign at Terrace Lodge has been replaced and that a photo will be taken to share as we announce the 2 new target. Councillor Giguere stated that a new pamphlet will be ordered now as well with the new target. Councillor Giguere stated that staff continue to update the online presence and thanked staff for their work. 7.3 Wish list and final fundraising target update Councillor Giguere provided this update under Item 6.1. 8. FUNDRAISING STRATEGIES 8.1 Chocolate Sales update W. Carmichael provided an update that $210 was made in chocolate sales at a bazaar in Straffordville on Saturday, and two ornaments were sold there as well. W. Carmichael stated that she will be selling chocolates at an upcoming church bazaar, and she is therefore unable to attend the Terrace Lodge bazaar on the same day, December 2, 2023. The Director of Homes and Seniors Services stated that she will help confirm if a resident could help with chocolate sales at the Terrace Lodge bazaar. W. Carmichael will also replenish chocolate bars for S. Leitch and J. Chapman, but she will make a sign for most stores that the sales will wrap up by Christmas. Staff will create a sign with names of the locations of the stores with chocolates for sale. 8.2 February Gala update J. Chapman stated that the Kinsmen have agreed to partner with us on the gala, and that the rest of the update will be discussed in #10. Closed Meeting Items. 8.3 Christmas ornaments sale W. Carmichael provided an update that she has sold 3 ornaments, with about 17 ornaments remaining. 8.4 Silent Auction at Terrace Lodge Councillor Giguere provided an update that several items were dropped off during the weekend and that the official start date of the auction will be December 1, 2023. If committee members have something to drop off, there are still a few days to do so. Councillor Giguere expressed thanks for all the items already donated by committee members and the Springfield Swans. 9. CORRESPONDENCE 1► rem 10. CLOSED MEETING ITEMS Moved by: Sarah Leitch Seconded by: Wendy Carmichael 3 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 Meetinq Item #1 - Donor Outreach Update (b) personal matters about an identifiable individual, including municipal or local board employees. Motion Carried. 10.1 Donor Outreach Update 11. MOTION TO RISE AND REPORT Moved by: Councillor Giguere Seconded by: Amarilis Drouillard RESOLVED THAT we do now rise and report, and that the confidential Donor Outreach Update be received for information. Motion Carried. 12. DATE OF NEXT MEETING The Terrace Lodge Fundraising Committee will meet again at the call of the Chair. 13. ADJOURNMENT Moved by: Wendy Carmichael Seconded by: Amarilis Drouillard RESOLVED THAT we do now adjourn at 5:19 pm to meet again at the call of the Chair. Motion Carried. 2 enna Fentie, Manager of Administrative Services/Deputy Clerk A rixllllv� A 'Dominique Gigu re, Chair