05 - June 24, 2024 Terrace Lodge Redevelopment Fundraising Committee MinutesTerrace Lodge Redevelopment Fundraising Committee
Minutes
June 24, 2024, 4:00 p.m.
Dutton Dunwich Boardroom
450 Sunset Drive
St Thomas ON
Members Present: Councillor Dominique Giguere
Kathryn Desrosiers, Town of Aylmer Councillor
Sarah Leitch, Township of Malahide Councillor
Jamie Chapman, Community Member
Jim Jenkins, Community Member
Wendy Carmichael, Community Member
Members Absent: Amarilis Drouillard, Municipality of Dutton Dunwich Councillor
Staff Present: Michele Harris, Director of Homes and Seniors Services
Jennifer Ford, Director of Financial Services/Treasurer
Ashley Temple, Terrace Lodge Administrator
Tanya Noble, Manager of Program and Therapy Services
Katherine Thompson, Manager of Administrative
Services/Deputy Clerk
Jenna Fentie, Legislative Services Coordinator
1. Call to Order
The meeting was called to order at 4:01 p.m. with Councillor Giguere in the chair.
2. Approval of the Agenda
Moved by: Jamie Chapman
Seconded by: Kathryn Desrosiers
RESOLVED THAT the agenda for the June 24, 2024 Terrace Lodge
Redevelopment Fundraising Committee meeting 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 May 13, 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 Director of Financial Services/Treasurer presented the report that
provides an overall summary of the campaign up to June 19, 2024. The
report also provided details of the recent Gala held in partnership with the
Aylmer Kinsmen.
The Committee requested that messaging be posted on social media
asking those who attended the recent gala to watch their emails for
donation receipts. Contact information for attendees will also be included
in the social media posts in case they have not received their receipts.
Moved by: Kathryn Desrosiers
Seconded by: Jim Jenkins
RESOLVED THAT the report titled "Fundraising Financial Update" from the
Director of Financial Services/Treasurer dated June 19, 2024 be received
and filed.
Motion Carried.
6.2 Other Financial Update
The Chair advised the Committee that some items have been purchased,
including the BBQs and swings. Updates on items purchased will be
provided to the Committee at a future meeting.
S. Leitch noted that final details from the Flower Sale have not yet been
received.
7. Fundraising Strategies
7.1 Charity Bowling Tournament
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The Chair advised the Committee the Bowling Tournament has been
confirmed for September 21, 2024, and that details have been shared with
County Council and a poster is in development.
The Chair summarized the proposed format for the Committee's
consideration:
- Each municipal team would consist of up to six (6) players, and there
can be eight (8) teams at a time. The goal is to have at least eight (8)
teams (one team for each municipality, including Elgin County)
- Eight (8) games would be played for about 30-45 minutes, and each
team would play two (2) games.
- If there are more than eight (8) teams, there could be one group starting
at 4:30 p.m'., and a second group would start at 6:00 p.m. Participating
teams will know in advance the time that they are scheduled to play.
- Doors would open at 4:00 p.m.
- Event would have food, DJ, and silent auction.
- Winners could be announced around 7:30 p.m.
- There would be prizes for teams with the lowest score, highest score,
best team name, and most money raised.
- Proposed entry fee for municipal teams is $3,000, and any other team
(or a second team from a municipality) would be $1,500.
The Committee discussed logistics in terms of how teams will collect
pledges and how to take pledges via credit card. The Manager of
Administrative Services/Clerk will create a link on the online donation form
for an item called Bowling Tournament so that pledges can be submitted
online, with a space for donors to indicate which team their donation is to
be directed to. The Committee requested that a QR Code be created that
links to the webpage. The Chair discussed reworking the website to
feature the remaining items that are needed as well as the Bowling
Tournament. A draft of the poster will be circulated to the Committee for
approval.
S. Leitch asked Committee members to get business cards from any door
prize and silent auction donors. J. Chapman suggested that a master list
be created of what was donated. The Chair will develop a task list for the
event and circulate to the Committee to review and sign up for tasks.
7.2 Other Updates
J. Chapman provided an update on the Pampered Chef campaign, and is
seeking to hold the campaign during the month of August. J. Chapman will
forward an email that Committee members can send out to their contacts
promoting the campaign. J. Chapman confirmed that a link will be included
in the email that directs to the campaign website. The Manager of
Administrative Services/Deputy Clerk will forward the Comforts of Home
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logo to J. Chapman for inclusion on the campaign flyer. The flyer will be
circulated to Committee members for distribution.
8. Other Business
None.
9. Correspondence
None.
10. Closed Meeting Items
Moved by: Sarah Leitch
Seconded by: Kathryn Desrosiers
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 - May 13, 2024
Closed Meeting Item #2 - Donor Outreach Update
(b) personal matters about an identifiable individual, including municipal or local
board employees.
Motion Carried.
10.1 Closed Meeting Minutes -May 13, 2024
10.2 Donor Outreach Update
11. Motion to Rise and Report
Moved by: Jim Jenkins
Seconded by: Kathryn Desrosiers
RESOLVED THAT we do now rise and report.
Motion Carried.
Closed Meeting Item #1 - Closed Meeting Minutes - May 13, 2024
Moved by: Jamie Chapman
Seconded by: Kathryn Desrosiers
RESOLVED THAT the May 13, 2024 Closed Meeting minutes be adopted.
Motion Carried.
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Closed Meeting Item #2 - Donor Outreach Update
Moved by: Sarah Leitch
Seconded by: Jamie Chapman
RESOLVED THAT the confidential Donor Outreach Update be received for
information.
Motion Carried.
12. Date of Next Meeting
The next Terrace Lodge Redevelopment Fundraising Committee meeting will be
held on Monday, July 22, 2024 at 4:30 p.m.
13. Adjournment
Moved by: Kathryn Desrosiers
Seconded by: Jamie Chapman
RESOLVED THAT we do now adjourn at 5:03 p.m. to meet again on July 22,
2024 at 4:30 p.m.
Motion Carried.
4"kA�n
Katherine Thom son,
Manager of Administrative
Services/Deputy Clerk
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Dominique G' uere,
Chair