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04 - May 13, 2024 Terrace Lodge Redevelopment Fundraising Committee MinutesTerrace Lodge Redevelopment Fundraising Committee Minutes May 13, 2024, 4:30 p.m. Dutton Dunwich Boardroom 450 Sunset Drive St Thomas ON Members Present: Councillor Dominique Giguere Amarilis Drouillard, Municipality of Dutton Dunwich Councillor Sarah Leitch, Township of Malahide Councillor Jamie Chapman, Community Member Jim Jenkins, Community Member Wendy Carmichael, Community Member Members Absent: Kathryn Desrosiers, Town of Aylmer Councillor Staff Present: Michele Harris, Director of Homes and Seniors Services Katherine Thompson, Manager of Administrative Services/Deputy Clerk Jenna Fentie, Legislative Services Coordinator Call to Order The meeting was called to order at 4:33 p.m. with Councillor Giguere in the chair. 2. Approval of the Agenda Moved by: Amarilis Drouillard Seconded by: Jim Jenkins RESOLVED THAT the agenda for the May 13, 2024 Terrace Lodge Redevelopment Fundraising Committee meeting be approved as presented. Motion Carried. 3. Adoption of Minutes Moved by: Jamie Chapman Seconded by: Amarilis Drouillard RESOLVED THAT the minutes of the meeting held on April 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/Treasurer - Fundraising Financial Update (to be circulated) The Committee reviewed the financial update as prepared by the Director of Financial Services/Treasurer. Moved by: Sarah Leitch Seconded by: Jamie Chapman RESOLVED THAT the report titled "Fundraising Financial Update" from the Director of Financial Services/Treasurer dated May 13, 2024 be received and filed. Motion Carried, 6.2 Flower Sale Update S. Leitch provided an update on the Mother's Day flower sale held in partnership with the South Dorchester Optimist Club. She noted that 63 items were sold, and she will share the final donation amount at a future meeting. 7. Other Business 7.1 Fundraising Strategies 7.1.1 Bowling Tournament The Chair advised that Cy's Bowling in Aylmer has agreed to hold a bowling tournament in September. The Committee decided to proceed with holding the tournament on September 21, 2024. The Committee discussed inviting representatives from each municipality to enter teams of four with an entry fee of $4000, and all other teams wishing to participate will be asked to raise $1000. The Committee also discussed charging a cover at the door for those wishing to watch the tournament and participate in dinner. The Chair noted that Cy's recommended hiring a DJ at a cost of approximately $300. The Committee discussed sending service clubs in the area the event details. The Committee K discussed establishing an incentive for teams that raise over and above the required entry amount. Committee members will be responsible for gathering items for a silent auction. Moved by: Amarilis Drouillard Seconded by: Jamie Chapman RESOLVED THAT the Terrace Lodge Redevelopment Fundraising Committee plan a charity bowling tournament at Cy's Bowling Lanes and Lounge tentatively scheduled for September 21, 2024. Motion Carried. 7.1.2 Other Ideas The Committee discussed setting up a booth at Springfield Family Fun Day selling chocolates or other food items. The Committee decided to focus on planning the bowling tournament, rather than proceeding with attending events. J. Chapman asked whether the Committee is interested in participating in a Pampered Chef fundraiser. J. Chapman will confirm whether an online party link can be set up, and will send further details to the Committee. J. Jenkins left the meeting at 5:15 p.m. 8. Correspondence None. 9. Closed Meeting Items Moved by: Sarah Leitch Seconded by: Jamie Chapman 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 Meetinq Minutes - April 15, 2024 Closed Meeting 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 -April 15, 2024 3 9.2 Donor Outreach Update 10. Motion to Rise and Report Moved by: Amarilis Drouillard Seconded by: Jamie Chapman RESOLVED THAT we do now rise and report. Motion Carried. Closed Meeting Item #1 - Closed Meeting Minutes - April 15, 2024 Moved by: Amarilis Drouillard Seconded by: Sarah Leitch RESOLVED THAT the April 15, 2024 Closed Meeting Minutes be adopted. Motion Carried. Closed Meetinq Item #2 - Donor Outreach Update Moved by: Jamie Chapman Seconded by: Wendy Carmichael RESOLVED THAT the confidential Donor Outreach Update be received for information. Motion Carried. 11. Date of Next Meeting The next meeting of the Terrace Lodge Redevelopment Fundraising Committee will be held on Monday, June 24, 2024 at 4:30 p.m. 12. Adjournment Moved by: Amarilis Drouillard Seconded by: Jamie Chapman RESOLVED THAT we do now adjourn at 5:50 p.m. to meet again on June 24, 2024 at 4:30 p.m. Motion Carried. Katherine Thompson, Dominique Giguere, Manager of Administrative Services/Deputy Clerk Il Chair