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01 - January 15, 2024 Terrace Lodge Fundraising Committee MinutesTerrace Lodge Redevelopment Fundraising Committee Minutes January 15, 2024, 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 (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: Blaine Parkin, Chief Administrative Officer/Clerk Michele Harris, Director of Homes and Seniors Services (virtual) Jennifer Ford, Director of Financial Services/Treasurer Ashley Temple, Terrace Lodge Administrator (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: Sarah Leitch Seconded by: Jamie Chapman RESOLVED THAT the agenda for the January 15, 2024 meeting of the Terrace Lodge Redevelopment Fundraising Committee be approved as presented. Motion Carried. 3. Adoption of Minutes Moved by: Wendy Carmichael Seconded by: Sarah Leitch RESOLVED THAT the minutes of the meeting held on November 27, 2024 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 Finance/Treasurer presented a report detailing the actuals related to the Terrace Lodge Fundraising Campaign as a year end report for December 31, 2023. Councillor Giguere welcomed and introduced Blaine Parkin, new Chief Administrative Officer/Clerk of the County of Elgin, to the meeting. Moved by: Jim Jenkins Seconded by: Jamie Chapman RESOLVED THAT the report titled "Fundraising Financial Update" dated January 14, 2024 from the Director of Financial Services/Treasurer be received and filed. Motion Carried. 7. Business Arising - Action Items from Previous Meeting 7.1 Kinsmen Gala update J. Chapman stated that tickets for the Gala are now available to purchase for $100 each, and includes dinner, dance, and live and silent auction, and a portion of the ticket is eligible for charitable receipt. J. Chapman stated that the event is February 17, cocktails at 5:30 p.m. and dinner at 6:30 p.m.. J. Chapman stated that we are looking for sponsorship and donations. J. Chapman stated that the Kinsmen are working on creating advertising posters and these will be sent to committee members as a virtual file by email with an option to get paper copies. J. Chapman stated that she is at her salon (First Impressions on Talbot Street in Aylmer) on Tuesdays to Saturdays for anyone to pick up posters and that the poster will also be shared on the County and Terrace Lodge social media pages. J Chapman stated that Committee members are also welcome to share the event from J. Chapman's personal Facebook page or the Aylmer Chambers Facebook page. Councillor Giguere stated that anyone watching this meeting would be welcome to help and expressed gratitude to the Kinsmen for all their efforts in organizing this event. The Director of Finance/Treasurer asked if anything was needed from the County Finance Department. Councillor Giguere stated that support may be needed on follow up on logistics of receipts for event expenses. 7.2 Terrace Lodge Silent Auction update / results Councillor Giguere provided an update on the Terrace Lodge Silent Auction and stated that the proceeds totaled almost $900. Councillor Giguere thanked the committee for donating items, and stated that the silent auction was well -organized, and that it was nice to have the Resident's Council involved in this way. 8. Fundraising Strategies 8.1 Chocolate Sales update W. Carmichael provided an update on the chocolate sales. W. Carmichael stated that there is still a good amount of support from the stores selling chocolates in Vienna and Straffordville, as well as the locations selling through S. Leitch and J. Chapman. W. Carmichael stated that there are about 200-300 chocolates left to sell. W. Carmichael stated that the hope is to reach the $3,000 - $3,500 mark in sales. 9. Correspondence None. 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 Meetinq Item #1 - Donor Outreach Update 3 (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 February 26, 2024 at 4:30 p.m. 13. Adjournment Moved by: Jamie Chapman Seconded by: Jim Jenkins RESOLVED THAT we do now adjourn at 5:22 p.m. to meet again on February 26, 2024 at 4:30 p.m. Motion Carried. Katherine Thomp on, Dominique G uere, Manager of Administrative Services/Deputy Clerk Chair