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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 14 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 3 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. 12 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 5 Dominique G' uere, Chair