01 - January 15, 2024 Terrace Lodge Redevelopment Fundraising Committee Post Agenda PackageOZ5
ElgmCounty
Terrace Lodge Redevelopment Fundraising Committee
Post -Meeting Agenda
Monday, January 15, 2024, 4:30 p.m.
Central Elgin Boardroom
450 Sunset Drive
St. Thomas ON
Note for Members of the Public:
Please click the link below to watch the Council Meeting:
https://www.facebook.com/ElginCountyAdmin/
Accessible formats available upon request.
Pages
1. Call to Order
2. Approval of the Agenda
3. Adoption of Minutes 2
4. Disclosure of Pecuniary Interest and the General Nature Thereof
5. Delegations
6. Reports/Briefings
6.1 Director of Financial Services - Fundraising Financial Update (to be 5
circulated)
7. Business Arising - Action Items from Previous Meeting
7.1 Kinsmen Gala update
7.2 Terrace Lodge Silent Auction update / results
8. Fundraising Strategies
8.1 Chocolate Sales update
9. Correspondence
10. Closed Meeting Items
10.1 Donor Outreach Update
Municipal Act Section 239 (2) (b) personal matters about an identifiable
individual, including municipal or local board employees.
11. Motion to Rise and Report
12. Date of Next Meeting
13. Adjournment
111:10Mi[e3:81101BZr]:8::1111A/:111i],LTi1:I►112111►U1MilP11►[rZdi]LTiILTil11a1:114
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
i �Iye1I M 119Z91 N 111 :1:7
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
1
Page 2 of 7
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
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
Page 3 of 7
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
i111 911i161gB]LTA 1:11:111►"III 1:11LTA 61
Moved by: Sarah Leitch
Seconded by: Wendy Carmichael
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: 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.
Jenna Fentie, Dominique Giguere,
Manager of Administrative Chair
Services/Deputy Clerk
3
Page 4 of 7
Progressive t�y Nature
RECOMMENDATION:
1
REPORT TO TERRACE LODGE
FUNDRAISING COMMITTEE
FROM: Jennifer Ford, Director of Financial Services/Treasurer
DATE: January 14, 2024
SUBJECT: Fundraising Financial Update
THAT the Jan 14, 2024 report titled, "Fundraising Financial Update", submitted by the Director of
Financial Services/Treasurer, be received and filed for the Committee's information.
INTRODUCTION/DISCUSSION/FINANCIAL IMPLICATIONS:
The Committee last received an updated report from the Director of Financial Services/Treasurer that
included Donations and Campaign costs up to Nov 26, 2023. At that time, the total funds raised after
expenses was $323,261. This report provides the committee with an overall summary for the
campaign years ending at Dec 31, 2023. As of Dec 31, 2023, the amount of funds raised after
expenses totals $328,811. The overall fundraising total has increased by $5,550 since the last
report.
Donations, Received for Terrace Loaw a Fu ndraisirng as at
Cleo 31, 2023
REVENUE Won ato n,s to, Fate
Received
Outstmdi n
Cash :he oe
1103,929
3W611.
Credit: Card
3 W +33
Donations lPrior to Campaign Start
'3W1105
PledRes(IExoacted Value)
1410,1,5
30,10ao
IIn liKiiind IDonations
2,,1.25
'+warden"s Gala IEvent
33,215
-
Totai Do -nations
371,553
38,611.
.EXPENSES
Paid
Outstanding
Fees(credit card
9.33
Fundraising Consultants
4,5,00
S iii n a e
2,780
Meeting Room IRental
1.5
lln IKuind IPor bases
25
Advertising and lPromotion
14,139
Warden's Gala (Event
8,776
Totai Expenses,
31,353
-
T tal Donations, towards cam jai; n
328,811
Page 5of7
K
Supplemental Reporting — Long Term Plan Update
Donations Received for Terrace Lodge Fundraising as at
Dec 31, 2023
Donations by Fear of Pledged
Grand Totals
RE E UE Danati-ons to date),
2021
2022
2023
2024
2025
2021to2025
dash Che wue
6 ,228
27,434
20,878
11.2,540
C'redift Card
27,,280
3,420'
3,333
34,,033
Qo;natiions IPdor to Campaign ,Stara
8,105
-
-
8,1105
es (Expected Value)
45,15p
76,M25,'8
1
17'ai,l,5fPed
In I wind IDonations
25
2„ GG
-
2,1.25
Warden's Gala Event
33,21.6
-
33,21.6
Total Donations
1441788
336,1170
49121.1
25,0CM,
5,CM,
3ti1Ci'',169
FPE'a F
Fees(credit card
624
364
-
9,88
Fundraising Consultants
1":o �rti:r
1: 1010r
1:1DID
4,,500
S�i na a
a,21G3
81:1 I;6
75 G
2,78+0
Meeting Roorn IRental
150
1,50
In IKiiind (Purchases
25
-
-
25
AdverUsing and IPrornoUon
9,656
1„8,8,1
2„602
14,139
Warden's Gala Event
8„776
-
8,776,
Total Ex enses
1.3,174
13,33,2
4,852
31,358,
Total Dan,ations, towarCil'S' carr7 a 'r1
1131,614
1222, 38
1 44,3591
1 25,0D,
5a00,1)
1 328,811
awl of Expense to Donation Revenue 9„110 9.79% 9 86a"
% of IFundraVisllinggoall by Yearllly totalll (2years ( 1,57,5 8),,
current year 185,00,0) 92% 86% 27%
% of overall fundraiiisiling camPaiign goall to date�$5d ,C00) 29'% 27% 110%
3 ��II fu�c.u�m'rr�m°I Aiminuur rs, airw o ImrlroIIli,�f r�=gym°I 111n1 fli..ue
;,Puimu��,roa u6 Axmuoun]Ls hn IF ci
5% 1mi`'a 72%
Since the last report, $1,100 in online donations were received for a total of $6,442 coming in this
month offset by $892 in expenses.
A review of received Pledges is conducted at each year end. $20,000 of unreceived pledges were
moved into 2024 to enable time for donors to fulfill their commitments. This change did not reduce
the overall projected amount of funds that are expected to be raised by the end of the campaign.
However, this change decreased the percentage raised in the 2023 year from 34% expected to 27%
actuals. Further information has been provided to the committee chair to enable follow up related to
this item.
72% of the overall campaign total has been reached to date.
Page 6of7
H STRATEGIC PRIORITIES:
Serving Elgin
Growing Elgin
Investing in Elgin
191
® Ensuring alignment of ❑ Planning for and ® Ensuring we have the necessary
current programs and facilitating commercial, tools, resources, and
services with community industrial, residential, and infrastructure to deliver programs
need. agricultural growth. and services now and in the
future.
❑ Exploring different
ways of addressing
community need.
® Engaging with our
community and other
stakeholders.
❑ Fostering a healthy
environment.
® Enhancing quality of
place.
LOCAL MUNICIPAL PARTNER IMPACT:
IR•7T
COMMUNICATION REQUIREMENTS:
® Delivering mandated programs
and services efficiently and
effectively.
The above financial report is provided as an update on the actuals related to the Terrace Lodge
Fundraising Campaign as a year end report for December 31, 2023.
CONCLUSION:
The report presented is submitted to the Committee for their information, review and comment.
All of which is Respectfully Submitted
Jennifer Ford
Director of Financial Services/ Treasurer
Approved for Submission
Blaine Parkin
Chief Administrative Officer
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