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07 - November 6, 2023 Terrace Lodge Redevelopment Fundraising Committee MinutesAi E l g iii )U "III ¢Fei I Y,'4m,en ctn� TERRACE LODGE REDEVELOPMENT FUNDRAISING COMMITTEE MINUTES November 6, 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 (virtual) Wendy Carmichael, Community Member (virtual) Staff Present: Michele Harris, Director of Homes and Seniors Services (virtual) Jennifer Ford, Director of Financial Services/Treasurer Tanya Noble, Manager of Program and Therapy Services (virtual) Jenna Fentie, Manager of Administrative Services/Deputy Clerk Stefanie Heide, Legislative Services Coordinator CALL TO ORDER The meeting was called to order at 4.32 p.m. with Councillor Giguere in the chair. 2. APPROVAL OF THE AGENDA Moved by: Amarilis Drouillard Seconded by: Wendy Carmichael RESOLVED THAT the agenda for the November 6, 2023 meeting of the Terrace Lodge Redevelopment Fundraising Committee be approved as presented. Motion Carried. 3. ADOPTION OF MINUTES Moved by: Jamie Chapman Seconded by: Jim Jenkins RESOLVED THAT the minutes of the meeting held on October 16, 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 - Fundraising Financial Update (to be circulated) The Director of Financial Services/Treasurer provided a report detailing the donations and campaign costs up to November 3, 2023. Moved by: Jamie Chapman Seconded by: Amarilis Drouillard RESOLVED THAT the report titled "Fundraising Financial Update" dated November 6, 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) The Chair directed that Item 7.1 would be discussed under Category 8, Fundraising Strategies. 7.2 Communication Strategies, Distribution of Materials to Committee Members Councillor Giguere confirmed that all Committee members received the materials packages. Councillor Giguere also stated that other materials are available to Committee members and they are welcome to request them. Councillor Giguere thanked Committee member W. Carmichael. Committee members affirmed that physical materials were helpful. The Committee directed that 100 brochures should be printed. J. Jenkins noted that fridge magnets may not be used as much. Committee members agreed that their names could be listed on the back of the pamphlet and directed staff to find out if there is a cost involved to update the list. Councillor Giguere clarified that the $500 cost stated at a previous meeting for the sign refresh was $500 per panel and there are 3 panels. This totals $1,500 and is still less than 50% of the cost that a new sign would require. Councillor Giguere confirmed that there are still funds to do this and confirmed with the County of Elgin's Chief Administrative Officer, Don Shropshire. A new photo will be taken once the sign is complete. Councillor Giguere stated that the list of items was last refreshed a year ago and confirmed that it a refreshed list will be provided. Councillor Giguere provided an update on collaboration with Canadian Tire. 8. FUNDRAISING STRATEGIES 8.1 Chocolate Sales W. Carmichael provided an update on chocolate sales. W. Carmichael stated that some money is yet to be brought in. One store sells forty (40) chocolates every two weeks, and another two (2) stores do about twenty (20) chocolates every two weeks. S. Leitch stated that she delivered to five (5) businesses in Belmont and that Country Pizza said they would like more chocolates. J. Jenkins mentioned the Belmont Diner. W. Carmichael confirmed that historically the diners in Port Burwell did well in the summer. The Committee agreed to continue chocolate sales until after Christmas. S. Leitch stated she would check with her contacts to confirm they would like to continue past the end of November. 8.2 Fall 2023/Winter 2024 Strategies being considered: updates and decisions 8.2.1 Black -Tie Event Councillor Giguere confirmed that this will be discussed in closed session. 8.2.2 Aylmer Santa Claus Parade T. Noble provided an update on the possibility of participating in the Aylmer Santa Claus Parade on Saturday, November 25, 2023. T. Noble confirmed that she anticipates that she will have final confirmation shortly on whether this will proceed. J. Chapman stated that a live horse will require a bag or a person to clean up after it in the parade. T. Noble confirmed that she will confirm expectations for insurance coverage for a horse and carriage with the Aylmer Parade. K J. Jenkins, M. Harris, S. Leitch, and Councillor Giguere stated they would be available to participate. 8.2.3 Christmas Ornament Sale T. Noble provided an update that there will be some sample wooden ornaments available shortly and she will distribute the prototype through email. The committee also discussed the possibility of a tree lighting ceremony as a fundraiser. T. Noble stated that it might be possible to have a tree inside at Terrace Lodge for people to make a donation. 8.2.4 Library/Museum Readings of These Hands T. Noble provided an update. T. Noble stated that the book is now available as an a -Book and that a book reading could be a great idea, with potential to partner with the Libraries. A reading could align with Senior's Month in June. 8.2.5 Sticker/Seal for Cards to Residents/Families The Committee discussed whether to create a card or card insert to promote the campaign. Councillor Giguere confirmed that the Committee's direction from past discussion is to proceed with just the sticker. The Committee directed staff to confirm the inventory of colouring books and that these could be handed out at local Christmas parades and potentially the Aylmer tree lighting. Councillor Giguere confirmed that there will be a follow-up email confirming the number of colouring pages remaining. 8.2.6 Murder Mystery Event S. Leitch provided an update on her research that the costs and energy involved with a murder mystery is not worth the effort at this point. The Committee decided not to proceed with a murder mystery. 8.2.7 Updated List of Items/Catalogue/Brochure Updated above under Item 7.2. 8.2.8 Silent Auction at Terrace Lodge Councillor Giguere provided an update on the Resident Council's Silent Auction to support the Comforts of Home Campaign. The Committee decided to partner with the Resident Council to provide some auction items. J. Jenkins left the meeting. M 8.2.9 Poinsettia Sale The Director of Homes and Seniors Services provided information on a potential Poinsettia Fundraiser from Family Flowers. The Committee directed to put spring planters on the January Committee meeting agenda as a follow-up item. 9. CORRESPONDENCE I101rem 10. CLOSED MEETING ITEMS Moved by: Jamie Chapman Seconded by: Amarilis Drouillard 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 (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: Sarah Leitch Seconded by: Jamie Chapman 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 on Monday, November 27 at 6 p.m. 13. ADJOURNMENT Moved by: Sarah Leitch Seconded by: Jamie Chapman RESOLVED THAT we do now adjourn at 6.10 p.m. to meet again on November 27 at 6.00 p.m. Motion Carried. Jenna Fentie, nager of Administrative Services/Deputy Clerk Oominique Gigb6re, Chair