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08 - December 16, 2024 Terrace Lodge Redevelopment Fundraising Committee AgendaOZ5 ElgmCounty Terrace Lodge Redevelopment Fundraising Committee Orders of the Day Monday, December 16, 2024, 5:00 p.m. Dutton Dunwich Boardroom 450 Sunset Drive St Thomas ON Note for Members of the Public: The meeting will not be livestreamed. Minutes will be posted to the Elgin County website following the meeting. www.elgincounty.ca 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 (to be circulated) 7. Action Items 7.1 2024 Tax Receipts (for some donors) Scope of task, volunteers 7.2 Final Report: January 2025 • Include final totals • 2023 and 2024 highlights, events, photos • Update on facility • Update on purchases to -date, with testimonials • Specific donor recognition • List of donors • Committee recognition 7.3 2024 Donor Recognition Letters and Thank You Cards Scope of task, volunteers 7.4 Communication with Campaign Donors - For Consideration • Send final report in February • Letter • Invitation to Recognition Event with date TBD? 7.5 Donor Recognition Event - For Consideration • Individual Invitations to be mailed out to all - once date is known • Same date as Terrace Lodge grand opening - May 2025 • After recognition wall and plaques are produced, unveil at the event • Special ribbons for donors at event, special tour, separate from public • Speeches, recognition with public 7.6 Donor Recognition - Permanent • Design and budget considerations, principles • Outdoor items recognition: recommendation for benches, etc. • Specific plaques: donations $10,000+ 7.7 Large Sign • Fill last heart and install banner across • Remove after event - June 2025 7.8 Governance of Funds and Decision -Making on Purchases - For 8 Consideration • Changes to Committee and Staff role • Donor relations management 8. Other Business 9. Correspondence 10. Closed Meeting Items 10.1 Closed Meeting Minutes - July 22, 2024 10.2 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 Page 2 of 10 Terrace Lodge Redevelopment Fundraising Committee Minutes July 22, 2024, 4:30 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 Members Absent: Amarilis Drouillard, Municipality of Dutton Dunwich Councillor Wendy Carmichael, Community Member Staff Present: Michele Harris, Director of Homes and Seniors Services Tanya Noble, Manager of Program and Therapy Services Katherine Thompson, Manager of Administrative Services/Deputy Clerk 1. Call to Order The meeting was called to order at 4.32 p.m. with Councillor Giguere in the chair. 2. Approval of the Agenda Moved by: Kathryn Desrosiers Seconded by: Sarah Leitch RESOLVED THAT the agenda for the July 22, 2024 Terrace Lodge Redevelopment Fundraising Committee meeting be approved as presented. Motion Carried. 3. Adoption of Minutes Moved by: Jamie Chapman Seconded by: Sarah Leitch Page 3 of 10 RESOLVED THAT the minutes of the meeting held on June 24, 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) S. Leitch provided a verbal update on behalf of the Director of Financial Services/Treasurer. No new donations were received this past month and therefore a formal report was not submitted by the Director of Financial Services/Treasurer. Information has been entered from the Gala so that individual ticket holders will receive their donation receipts, however the actual funds were accounted for in last month's budget report. The letter to the Gala donors will reflect $23,082 as the final number that was raised. The whisper glide wheelchair swings have been ordered and payment was sent through wire transfer to the US as they would not accept a cheque or credit card payment from Canada. The amount after conversation was $21,176 and staff expect that there may be additional cost for duty and unrebated HST when the order crosses the border. Moved by: Kathryn Desrosiers Seconded by: Jim Jenkins RESOLVED THAT the verbal Fundraising Financial Update from the Committee Treasurer be received and filed. Motion Carried. 7. Fundraising Strategies 7.1 Charity Bowling Tournament The Chair advised that website updates have been completed. The Communications and Engagement Coordinator is preparing social media 2 Page 4 of 10 advertisements that will be shared with committee members. The Committee discussed advertising in the following: Aylmer Express, myFM, Villager Publications, Dorchester Signpost, Elgin This Month, Eastlink. The Committee discussed requesting ads as a form of sponsorship, and the publications would receive a donation receipt. Pledge sheets have been created, and silent auction items are being requested. The Chair noted that the Committee members will discuss roles for planning the event following the meeting. Councillor Giguere encouraged participation by Committee members and members of the public. 7.2 Other Fundraising Strategies Pampered Chef J. Chapman advised that the Pampered Chef campaign is scheduled to start on August 1 and run until August 31. A flyer has been circulated with a QR code that will direct buyers to the website to place their orders. There will also be an Open House on August 24. Committee members are encouraged to send to anyone they know as the campaign should receive 30% of what is sold. Information will be included in the weekly update to all County staff. Letter to Donors The Chair drafted a basic letter to send to donors thanking them for their donations to the Gala. S. Leitch suggested adding the website address at the bottom. S. Leitch will circulate the list of donors for Committee members to check over to ensure that everyone is included. The letter will also acknowledge the Kinsmen's support. The letter will also promote the bowling tournament. Items to Promote for the Website The Committee discussed the items to promote on the website, and the Chair advised that we are looking to raise $52,000 - $54,000 to cover the remaining items and campaign expenses. The Committee discussed promoting the sound system, the duet wheel chair bike, and balcony furniture. The Chair noted that we can reassign money to items that should be prioritized. The Committee discussed promoting one item at a time with links to videos or more information about the item. 8. Other Business None. 3 Page 5 of 10 9. Correspondence None. 10. Closed Meeting Items Moved by: Kathryn Desrosiers 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 Meeting Minutes - June 24, 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 -June 24, 2024 10.2 Donor Outreach Update 11. Motion to Rise and Report Moved by: Kathryn Desrosiers Seconded by: Jim Jenkins RESOLVED THAT we do now rise and report. Motion Carried. Closed Meeting Item #1 - Closed Meeting Minutes - June 24, 2024 Moved by: Sarah Leitch Seconded by: Jamie Chapman RESOLVED THAT the June 24, 2024 Closed Meeting Minutes be adopted. Motion Carried. Closed Meeting Item #2 - Donor Outreach Update Moved by: Kathryn Desrosiers Seconded by: Jim Jenkins RESOLVED THAT the confidential donor outreach update be received for information. 0 Page 6 of 10 Motion Carried. 12. Date of Next Meeting The Terrace Lodge Redevelopment Fundraising Committee will meet again on September 30, 2024. 13. Adjournment Moved by: Jamie Chapman Seconded by: Sarah Leitch RESOLVED THAT we do now adjourn at 5.41 p.m. to meet again on September 30 at 4.30 p.m. Motion Carried. Katherine Thompson, Manager of Administrative Services/Deputy Clerk Dominique Giguere, Chair 5 Page 7 of 10 ElginCounty Report to Terrace Lodge Redevelopment Fundraising Committee From: Dominique Giguere, Committee Chair Date: December 16, 2024 Subject: Governance of Funds and Decision Making on Purchases Recommendation(s): THAT the mandate of the Terrace Lodge Redevelopment Fundraising Committee be changed to an oversight and governance role as detailed in the report titled "Governance of Funds and Decision Making on Purchases", and THAT the proposed plan for continued donor relations be approved, and THAT the Committee recommend that County Council approve changes to the Terrace Lodge Redevelopment Fundraising Committee Terms of Reference to reflect the proposed changes to the Committee's mandate. Introduction: Preparation for the Terrace Lodge Fundraising Campaign began in 2019 and included the recruitment of committee members, the establishment of a campaign brand, the development of an online catalogue, and the pricing of catalogue items. The campaign was officially launched on December 1, 2020, and through the hard work and dedication of committee members, and several fundraising initiatives that included galas and Chemed gift giving campaigns, the Committee has achieved its fundraising goal. With construction on the redeveloped Terrace Lodge to be completed in 2025, it is now time for staff to begin purchasing catalogue items using funds raised by the campaign. Page 8 of 10 Background and Discussion: Catalogue items were earmarked by staff based on different priority levels and costs were estimated in 2019/2020. Now, nearly five years later, needs have evolved, and prices have changed. Some donations were designated to specific items by donors; however, the majority of donations were unallocated. In some cases, as a result of price increases, there will need to be a reallocation of donation funds. Donors were provided with a disclaimer that indicated that the County reserved the right to re -orient donation amounts to priority items and according to the budget. Donors were motivated by their desire to provide the best possible amenities for residents of Terrace Lodge and their donations were based on trust, and confidence in the campaign purpose and intent. Nevertheless, it is critical that the Committee approve a formalized process for the reallocation of donations going forward. Practical Needs of Managing Funds: Moving forward, there is a need for County staff to purchase items using the funds raised by the campaign. The County has an established procurement process and purchasing department that can ensure proper use of funds. Decisions will need to be made on a regular and timely basis about using the campaign funds, which may vary from the original catalogue. Recommendations for Governance and Oversight of Funds: It is recommended that the mandate of the Terrace Lodge Redevelopment Fundraising Committee be adjusted to an oversight and governance role, with the responsibility to provide staff with guiding principles for decision -making, and for reviewing staff decisions through quarterly reports. Under this structure the Committee would meet quarterly to receive reports from staff regarding the progress of purchasing items and provide guidance regarding the reassignment of donations. If no updates are available, the Committee will not be required to meet, conversely if an item comes up that requires immediate attention, a special meeting can be called by the Chair. Under this above role the Committee would provide guidance related to changes in item, amount, and/or recognition that are required for donations of $5,000 and above. Donors would also need to be contacted in this situation. The Committee would be disbanded at the end of the term (December 2026) or when all campaign funds have been disbursed, whichever comes first. Donor Relations: The following donor relations activities are proposed for the Committee's consideration: • Donors would continue to receive a newsletter twice a year (electronic) with updates on purchases and testimonials from residents, family, staff • Donors of $5,000 and above who purchased a specific item, would be given an opportunity for a photo with the item, and be included in newsletter / social media posts. • An annual report would be produced in January 2026 and January 2027. Page 9 of 10 Donors of $5,000 +, whose item cannot be purchased, will be contacted by a Committee member. Financial Implications: None. Alignment with Strategic Priorities: Serving Elgin Growing Elgin Investing in Elgin ® Ensuring alignment of ❑ Planning for and ❑ Ensuring we have the current programs and facilitating commercial, necessary tools, services with community industrial, residential, and resources, and need. agricultural growth. infrastructure to deliver programs and services ❑ Exploring different ways ❑ Fostering a healthy now and in the future. of addressing community environment. need. ® Delivering mandated ❑ Enhancing quality of programs and services ® Engaging with our place. efficiently and effectively. community and other stakeholders. Local Municipal Partner Impact: None. Communication Requirements: If the Committee approves a change in mandate, this will be communicated to Elgin County Council along with a request to approve updated Terms of Reference for the Committee to reflect changes to the Committee mandate. Conclusion: With construction on the redeveloped Terrace Lodge nearing completion, staff will now need to begin purchasing items using funds raised by the campaign. A new oversight and governance role is proposed for the Terrace Lodge Redevelopment Fundraising Committee as we move into the final stage of the project. All of which is Respectfully Submitted Dominique Giguere Committee Chair Approved for Submission Blaine Parkin Chief Administrative Officer/Clerk Page 10 of 10