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04 - April 15, 2024 Terrace Lodge Redevelopment Fundraising Agenda PackageOZ5 ElgmCounty Terrace Lodge Redevelopment Fundraising Committee Orders of the Day Monday, April 15, 2024, 4:00 p.m. Council Chambers 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 3 4. Disclosure of Pecuniary Interest and the General Nature Thereof 5. Delegations 6. Reports/Briefings 6.1 Director of Financial Services/Treasurer - Fundraising Financial Update 7 (to be circulated) 6.2 Director of Financial Services/Treasurer and Manager of Program and Therapy Services - Comforts of Home Donation Purchases To -Date (to be circulated) 6.3 Final Update from Gala Results 6.4 Other Donation Announcements 7. Other Business 7.1 Fundraising Strategies - Follow-up on ideas from February 8. Correspondence 9. Closed Meeting Items 9.1 Closed Meeting Minutes - February 26, 2024 9.2 Donor Outreach Update Municipal Act Section 239 (2) (b) personal matters about an identifiable individual, including municipal or local board employees. 10. Motion to Rise and Report 11. Date of Next Meeting 12. Adjournment Page 2of9 Terrace Lodge Redevelopment Fundraising Committee Minutes February 26, 2024, 4:00 p.m. Dutton Dunwich Boardroom 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: Jennifer Ford, Director of Financial Services/Treasurer Ashley Temple, Terrace Lodge Administrator Katherine Thompson, Manager of Administrative Services/Deputy Clerk Tanya Noble, Manager of Program and Therapy Services Jenna Fentie, Legislative Services Coordinator 1. Call to Order The meeting was called to order at 4.10 p.m. with Councillor Giguere in the Chair. 2. Approval of the Agenda Moved by: Jamie Chapman Seconded by: Amarilis Drouillard RESOLVED THAT the agenda for the February 26, 2024 meeting of the Terrace Lodge Redevelopment Fundraising Committee be approved as presented. Motion Carried. 3. Adoption of Minutes Moved by: Jim Jenkins Seconded by: Wendy Carmichael Page 3of9 RESOLVED THAT the minutes of the meeting held on January 15, 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 Financial Services/Treasurer presented a report detailing the actuals related to the Terrace Lodge Fundraising Campaign as at February 20, 2024. The Director noted that this report does not include the final numbers from the gala, held on February 17, 2024. The Director of Financial Services/Treasurer and Manager of Program and Therapy Services will provide a report that updates on items purchased to date at the next meeting. Moved by: Jamie Chapman Seconded by: Amarilis Drouillard RESOLVED THAT the report titled "Fundraising Financial Update" dated February 26, 2024 from the Director of Financial Services/Treasurer be received and filed. Motion Carried. 6.2 Fundraising Gala Update (Verbal) J. Chapman provided a high-level update on the recent gala hosted by the Aylmer Kinsmen in support of the Comforts of Home Campaign. J. Chapman thanked the Kinsmen, volunteers, and Committee members for their support at the event. J. Chapman noted that 122 tickets were sold. Thank you notes will be sent to all volunteers. Councillor Giguere noted that the final total will be shared at a later date. S. Leitch thanked the Financial Services department for their support. 7. Other Business Councillor Giguere discussed pushing to finish the campaign by the end of June 2024, and sought ideas from the Committee for the remainder of the campaign. 2 Page 4of9 J. Chapman noted that we have been offered the option of fundraising through Pampered Chef, with a percentage of sales being donated back to the campaign. J. Chapman will provide more details at the next meeting. A. Drouillard suggested doing a fundraiser for Mother's Day. Councillor Giguere noted that the Director of Homes and Seniors Services had previously suggested a plant sale, and will contact the Director of Homes and Seniors Services for more information. W. Carmichael provided an update on the Rheo Thompson chocolate sales and noted that there are 109 chocolates left to sell. Councillor Giguere will contact W. Carmichael to arrange pick-up of the money raised through the chocolate sales. Councillor Giguere asked the Committee to brainstorm ideas before the next meeting. She also noted that Springfield Swans has offered to help the Committee organize an online auction. 8. Correspondence None. 9. 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 - Closed Meeting Minutes - January 15, 2024 Closed Meetina Item #2 - Donor Outreach Update (b) personal matters about an identifiable individual, including municipal or local board employees. Motion Carried. 9.1 Closed Meeting Minutes - January 15, 2024 9.2 Donor Outreach Update 10. Motion to Rise and Report 3 Page 5of9 Moved by: Jamie Chapman Seconded by: Sarah Leitch RESOLVED THAT we do now rise and report. Motion Carried. Moved by: Sarah Leitch Seconded by: Wendy Carmichael RESOLVED THAT Closed Meeting Minutes from January 15, 2024 be approved. Motion Carried. Moved by: Amarilis Drouillard Seconded by: Jamie Chapman RESOLVED THAT the confidential verbal Donor Outreach Update be received and filed. Motion Carried. 11. Date of Next Meeting The Terrace Lodge Fundraising Committee will meet again on March 18, 2024 at 4.00 p.m. 12. Adjournment Moved by: Jamie Chapman Seconded by: Jim Jenkins RESOLVED THAT we do now adjourn at 5.06 p.m. to meet again on March 18, 2024 at 4.00 p.m. Motion Carried. Katherine Thompson, Manager of Administrative Services/Deputy Clerk Dominique Giguere, Chair 0 Page 6of9 a'a:�o'essq a+e by Nakjrea RECOMMENDATION: 1 REPORT TO TERRACE LODGE FUNDRAISING COMMITTEE FROM: Jennifer Ford, Director of Financial Services/Treasurer DATE: March 18, 2024 SUBJECT: Fundraising Financial Update THAT the March 18, 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 Feb 26, 2024. At that time, the total funds raised after expenses was $332,667. This report provides the committee with an overall summaryfor the campaign as at March17, 2024. Since the last report, the amount of funds raised after expenses totals $356,213. The overall fundraising total has increased by $23,546 since the last report. D-- onati ans, RecoWad for Terrace, Lode, IFundrais� ng as� at March 1:7 20241 ��ns to, 'rate..,. Rereive��--�' Outstanding Cash�^ Cash .ho' ue' ,,��II J�L,1LY'T,247 �'W6'15, Credit: Card 36h"033 Donations IPruira°r to Campaign Start 8,1105 pledges((Expected Value) 1410,15,0 30,10ao IIn liKuind IDonations 2,1.2,E 1"Ga :iiinsrnens IEvent 16,565 6,73,6 Warden's Gala IEvent 33,,216, - To=itai Donations, 343,441 44,401, .EXPENSES Paid Outstanding Fees(credit r:ard 1,,259 Fundraising Consultants 4,500 Siii na e 2,730 Meeting R orn IRental 1.5 lln I .wind IPurr hales 25 Advertising and lPromotion 14,139 Warden's Gala IEvent 8�,776, Toltai Expenses, 31,,,52 1 - To ;al Donations towards carn jai, m 356,213 Page 7of9 2 Supplemental Reporting -Long Term Plan Update Donations, Received for Terrace Lodgt- Fun4ralsing as at March 17, 2024 Donations, by Fear of Pledged Grand Totals REVENUE (Don atiom to, date), 2021 2922 2023 2024 2025 2021 to 2025 Cash/Cheque 64,228 27,434 20,878 1,322 113,862 CrecIft Card 27,2&0 3,420 3,333 2,000 36,033 �Donations IPrlior to Campaign Start 8,105 - - - 8,105 Nedges (Expected Va1lue) 45,150 710,1000 25,10W 251,1011011011 5"A � 111110 170,1,50_ �In Find IDonations 25 2,1190 1,1900 3,125 Mnsmens Event 23,351 23,351 Warden's Gallia (Event 33,216, - 33,216 Total Donations, 144,788, 136,170 49,211 52,673 5,0100 3,87,842 EXPENSES �Fees (credft card ) 624 36,4 - 271 1,259 Fundraisiing ConsdItants 151010 1,51C110, 4,500 Signage L, 2 19 a 1 a ID6 75 IFJ, 2,780 MeefinRo;om IRenntalll 1513, 1,50 �In IlMnd IPurc:hases 25 - - 25 Advertising and lPromotion 9,556 1,881 2,6,02 14,139 Warden's Gallia Event 8,776, - 8,776 Total Expenses, 13,174 13,332 41852 271 31„,6'213, ITolteal Donations, towards ,darn paien 1,3,1,1614 1 122,938 1 44,359, 1 52,402, 1 5,,GDDj 3561,213 % of Expense to DonaUon Revenue % of IFuandraiisilinggoalll by Yeady tot4l � 2 years � $157,5w), current year $185,000, % of ove4Hl fundralising campaiign goal to date(500,0013,� Realocate(l Aimounl s aiie hlfgjil lg� fled in BIk,v2! Stlh m:ifiamJ Amou i its ain:: h I Fo!E!�J 9.110% 9. 79 % 9. 8 6% 10.51% 9 2% 86% 27% 29% 27% 10% 11% I % 78% The amount of change within this month's report is due to further finalization of the funds from the Gala event that was held by the Kinsmen for the Terrace Lodge fundraising campaign. We have so far received $16,565 with some funds still outstanding. 78% of the overall campaign total has been reached to date which is up 5% from last months reported amount of 73%. Page 8 of 9 H STRATEGIC PRIORITIES: Serving Elgin Growing Elgin Investing in Elgin 3 ® Ensuring alignment of ❑ Planning for and ® Ensuring we have the necessary current programs and facilitating commercial, tools, resources, and serviceswith 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: 1101 COMMUNICATION REQUIREMENTS: ® Delivering mandated programs and services efficiently and effective ly. The above financial report is provided as an update on the actuals related to the Terrace Lodge Fundraising Campaign as at March 17, 2024. 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 Page 9of9