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01 - January 8, 2020 Terrace Lodge Redevelopment Fundraising Committee MinutesElginCounty' Progressive Meeting: Terrace Lodge Redevelopment Fundraising Committee Date: January 8, 2020 Time: 3:00 p.m. Location: Terrace Lodge Long Term Care Home, Chapel Attendees: Dominique Giguere, Township of Malahide Fiona Roberts, Municipality of Central Elgin Pete Barbour, Town of Aylmer Kay Haines, Terrace Lodge Auxiliary Muriel Carrel, Community Member Ruth Anne Perrin, Community Member Staff. Michele Harris, Director of Homes and Seniors Services Lisa Penner, Administrator Tanya Noble, Manager of Program and Therapy Services Megan Shannon, Legislative Services Coordinator Regrets: Susan Chilcott, Municipality of Bayham MINUTES 1. Call to Order The Terrace Lodge Redevelopment Fundraising Committee met this 81h day of January, 2020 at Terrace Lodge, in the Chapel. The meeting was called to order at 3:04 p.m. 2. Review of Agenda The Chair deferred Donations/Legacy Giving to the February 12, 2020 meeting (as consented to by the Chair). The Chair added the discussion of the budget under Other Business (as consented to by the Chair). Moved by: Fiona Roberts Seconded by: Ruth Anne Perrin Resolved that the agenda be approved as amended. - Motion Carried. The Committee discussed recruiting additional representatives for the Committee. The Chair recommended reviewing the Terms of Reference before making a final decision. The Committee E g i n ... c , ., w. ..„„ g E Progressive by Nature discussed recruiting additional representatives from each municipality via social media. The Chair directed staff to create a draft letter outlining the Terms of Reference for potential representatives. The letter will then be sent to each Municipal Council in Elgin County. 3. Adoption of Minutes — November 21, 2019 Moved by: Kay Haines Seconded by: Ruth Ann Perrin Resolved that the minutes from the meeting held on November 21, 2019 be approved. Motion Carried. 4. Review of Priority Items and Estimated Costs — Fundraising Spreadsheet — Goal The Committee reviewed the Fundraising spreadsheet containing various value added organized by priority with estimated costs (spreadsheet attached). The Committee discussed the idea of having local businesses and service groups contribute to the redevelopment items needed for each phase. The Chair directed staff to look into this approach. The Chair discussed how we should manage fundraising for each redevelopment item on a case - by -case basis. Michele advised that some redevelopment items were priced higher than others to incorporate inflationary costs (i.e. many items not required until phase 3). Michele also discussed whether or not the Community Pool Change Room should be considered an item on the Fundraising spreadsheet to improve accessibility and increase the number of change rooms. Michele advised that the Community Pool is currently being used by members of the community (swimming lessons, aqua fit, stroke program), but there was discussion regarding potential future resident use. The Chair suggested that the item could be fundraised separate to the redevelopment fundraising project, but simultaneously. The Committee recognized the value of the Terrace Lodge pool and supported this recommendation. The Committee discussed the target goal for fundraising, and recommended adjusting it to seven hundred and fifty thousand dollars ($750,000) to support additional items that are identified and added to the list during the project. The Chair discussed the range of items on the Fundraising spreadsheet and how some could be donated by members of the community. The Chair directed staff to add a column to the spreadsheet for any items that have significant, long term operational cost implications, such as software license subscriptions. ElginCo -ou "11-7,11-ty Progressive by Naturd 1. Chair Giguere to work with Julie Gonyou and Megan to create a draft letter outlining the Terms of Reference for additional representatives tojoin the Committee. Tanya and Lisa to add a column to the spreadsheet for any items that have significant long- term operational costs implications. 5. Project Plan The Chair presented a draft project plan to the Committee (project plan attached). The Committee reviewed the tasks to be completed on a monthly basis prior to launching the campaign in July 2020.; minor adjustments were made. The Committee discussed having either local businesses or students from local secondary and post -secondary institutions to design the logo. The Committee also discussed the option of writing an RFP. The Chair advised that these options will be considered later on. 6. Other Business i. Budget The Chair presented the draft budget to the Committee (budget attached). The Committee discussed various options for planning fundraising campaigns and whether the Committee wished to establish an operating budget in support of the campaign. The Committee agreed that there should be an operating budget to fund professional services such as graphic design, fundraising advice, printing, advertising, promotional events. The Committee also discussed whether the campaign should include credit card donations and an online presence, recognizing that this will involve fees. The Committee agreed to recommend to the Steering Committee that the Terrace Lodge fundraising be supported with an overall operating budget worth approximately 3% of the campaign goal, including campaign expenses and credit card fees. The Chair discussed presenting this proposal to the Terrace Lodge Redevelopment Steering Committee at the next meeting. 7. Prospective Donors The Committee discussed prospective donors and whether or not fundraising outside the County borders should be considered — statistics regarding current residents of Terrace Lodge place of Elgin <. ^.. n_ Al Progressive by Nature residence pre -admission supports this need. The Chair has drafted a template prospective donor spreadsheet and will circulate to the Committee. The Committee will brainstorm prospective donors and create their own list to share at the February 12, 2020 meeting. Megan Shannon will compile individual lists into one spreadsheet. 8. Next Meeting Date Wednesday, February 12, 2020 at 3:00 p.m. at the Terrace Lodge Chapel. Calendar invitations to be sent. 9. Adjournment Moved by: Fiona Roberts Seconded by: Kay Haines Resolved that the meeting adjourn at 4:35 p.m. to meet again on February 12, 2020 at 3:00 p.m. Julie Gonyou, Chief Administrative Officer/Clerk. Motion Carried. Z� Dominique Gigu re, Chair. Terrace lodge Redevelopment Fundraising Item Area Item Source Price Per Item Number Required 'Extended Price Phase of Redevelopment Item Needed For P LE (1 Door Decal Indoor RMS Wraps $ 700.00 100 $ 70,000.00 Phase 3 Wall Mural Indoor RMS Wraps $ 700.00 4 $ 2,800.00 Phase 3 Resident Keepsake Box Indoor Amazon $ 25.00 100 $ 2,500.00 Phase 3 Decorative Wallpaper Indoor Local Vendors, Wayfair $ 1,000.00 4 $ 4,000.00 Phase 3 Outdoor Solar Lighting Outdoor Local Vendors, Wayfair $ 330.00 8 $ 2,640.00 Phase 3 Entryway Decor Indoor Local Vendors, Wayfair $ 600.00 1 $ 600.00 Phase 3 Beauty Nook Desk Indoor Local Vendors, Wayfair $ 150.00 1 $ 150.00 Phase 3 Beauty Nook Supplies Indoor Local Vendors, Wayfair $ 100.00 1 $ 100.00 Phase 3 _ Library Nook Book Case Indoor Local Vendor $ 500.00 1 $ 500.00 Phase 3 Library Nook Supplies Indoor Local Vendor $ 500.00 1 $ 500.00 Phase 3 Aviation Nook Indoor Local Vendor/ online? $ 500.00 1 $ 500.00 Phase 3 Art Nook Indoor Local Vendor $ 500.00 1 $ 500.00 Phase 3 Music Nook Indoor Local Vendor/ online? $ 500.00 1 $ 500.00 Phase 3 Wardrobe Nook Indoor Local Vendor $ 500.00 1 $ 500.00 Phase 3 Paint Can Indoor Local Vendor $ 50.00 200 $ 10,000.00 Phase 2 Plaque it Word Cloud Indoor Local Vendor $ 40.00 100 $ 4,000.00 Phase 3 Abbey System Indoor Ambient Activity $ 6,885.00 6 $ 41,310.00 Phase Abbey System Support Annual Indoor AmbientActivity ty $ 395.00 6 $ 2,370.00 Phase 3 Abbey Individual Subscription Indoor Ambient Activity $ 285.00 30 $ 8,550.00 Phase 3 Water Feature Outdoor ocal Vendor (Silverthorn) $ 2,000.00 1 $. 2,000.00 Phase 3 Benches Outdoor $ 300.00 20 $ 6,000.00 Phase 3 Outdoor Tables (wheelchair) Memory Care OL Local Vendor $ 1,000.00 2 $ 2,000.00 Phase 3 Outdoor Tables (wheelchair) Main Courtyard $ 1,000.00 5 $ 5,000.00 Phase 3 Gazebo Large Outdoor Local Vendor $ 10,000.00 2 $ 20,000.00 Phase 3 Sheds Main Courtyard Local Vendor $ 5,000.00 1 $ 5,000.00 Phase 3 Stainless Steel Barbeque Outdoor Local Vendor $ 1,200.00 2 $ 2,400.00 Phase 3 Outdoor stackable chairs Main Courtyard Local Vendor $ 200.00 60 $ 12,000.00 Phase 3 Duet Wheelchair Bike Outdoor Mobility and Access Inc.. $ 10,000.00 1 $ 10,000.00 Phase 3 Above Ground Planters Imain Courtyard I Local Vendor or Costcol $ 250.00 4 $ 1,000.00 Phase 3 Landscape Area (adopt) Outdoor Local Garden Centre $ 2,000.00 12 $ 24,000.00 Phase 3 Bird Centre Main Courtyard Wholesale Vendor $ 1,000.00 2 $ 2,000.00 Phase 3 Bird Seed for a year Main Courtyard Local Vendor $ 1,200.00 2 $ 2,400.00 Phase 3 Outdoor Wholesale Vendor $ 1,b00.00 2 $ 2,000.00 Phase 3 Garden Ornaments Bench Roof/cover Outdoor Local Vendor / online? $ 600.00 6 $ 3,600.00 Phase 3 Chapel Stained Glass Panel Chapel Medlyn Studio $ 2,000.00 3 $ 6,000.00 Phase 2 Chapel Curtains Chapel Local Vendor $ 6,000.00 1 $ 6,000.00 Phase 2 Book Cases Chapel Local Vendor/online $ 600.00 2 $ 1,200.00 Phase 2 Sound System Recreation Century Sound $ 8,000.00 1 $ 8,000.00 Phase 2 Chapel Century Sound $ 5,000.00 1 $ 5,000.00 Phase 2 Large TV or Wall Screen Gift Shop Shelving Gift Shop Wholesale Vendor $ 5,000.00 1 $ 5,000.00 Phase 3 Gift Shop Clothing rack Gift Shop Wholesale Vendor $ 500.00 1 $ 500.00 Phase 3 Gift Shop Table Chairs Gift Shop Local Vendor $ 1,000.00 1 $ 1,000.00 Phase 3 Dining Set - family dining room Diningroom Local Vendor $ 5,000.00 1 $ 5,000.00 Phase 3 Electric Fireplace Family Dining Room Diningroom Local Vendor $ 2,500.00 1 $ 2,500.00 Phase 3 Folding Tables Recreation Healthcare Vendor $ 600.00 18 $ 10,800.00 Phase 3 Electric Fireplace Lounge Recreation Local Vendor $ 2,500.00 4 $ 10,000.00 Phase 2 Baby Station Package Recreation Local Vendor/online $ 1,000.00 1 $ 1,000.00 Phase 3 Montessori Package Recreation Montessori and/or local $ 500.00 5 $ 2,500.00 Phase 3 Orientation Board Indoor Healthcare Vendor $ 1,000.00 4 $ 4,000.00 Phase 3 Lounge Chairs colourful Indoor Healthcare Vendor $ 2,000.00 8 $ 16,000.00 Phase 3 Lounge Loveseat colourful Indoor Healthcare Vendor $ 2,500.00 2 $ 5,000.00 Phase 3 Recreation Room TV Activity Rooms Century Sound $ 2,000.00 4 $ Phase 3 Outdoor Music Therapy Main Courtyard TBD $ 20,000.00 1 0,000.00 200 $ ,00.00 Phase 3 Outdoor Fitness Equipment Main Courtyard TBD $ 20,000.00 1 $ 20,000.00 Phase 3 Recreation Whiteboards Recreation Online $ 200.00 4 $ 800.00 Phase 3 blocking Indoor Local vendor $ 200.00 10 $ 2,000.00 Phase 2 colour Admission pkg -word cloud, vinyl,paint, keepsake box Other for future admissions $ 815.00 50 $ 40,750.00 Phase 3 Stacking Chairs Main Event Space Other $ 300.00 60 $ 18,000.00 Phase 3 Fireplace Main Lobby Lobby Local Vendor $ 2,500.00 1 $ 2,500.00 Phase 3 Curtains /Blinds Main Event Space Indoor Local Vendor $ 12,000.00 1 $ 12,000.00 Phase 3 Lobby Furniture Lobby $ 10,000.00 1 $ 10,000.00 Phase 3 iPad Centre, iPads 4, stands, locks Lobby $ 3,500.00 1 $ 3,500.00 Phase 3 Annual Technology Package, Spotify, Prime Video, Netf Activity Rooms $ 500.00 5 $ 2,500.00 Phase 3 Overnight Suite Package, Sofabed, bedding, clock radio Other $ 12,000.00 1 $ 12,000.00 Phase 2 Stacking chairs Activity Rooms $ 300.00 20 $ 6,000.00 Phase 3 Altar/podium Chapel $ 500.00 1 $ 500.00 Phase 2 Paint Chapel $ 50.00 10 $ 500.00 Phase 2- Paint Lobby $ 50.00 6 $ 300.00 Phase 3 Annual Technology Package, Spotify, Prime Video, Netf Lobby $ 500.00 1 $ 500.00 Phase 3 Lobby Games Tables Window Film for Hair Salon (Custom) Lobby $ 500.00 3 $ 1,500.00 Phase 3 Indoor $ 1,000.00 1 $ 1,000.00 Phase 3 Book Cases Lobby $ 1,000.00 1 $ 1,000.00 Phase 3 Community pool change rooms? lincloor $ 60,000.00 1 Grand Total $ 60,000.00 Phase 2 $ 564,270.00 E ' �' Terrace Lodge Fundraising ONTH lanuary February March April TASKS TO COMPLETE DECISIONS TO DO NAME STATUS NOTES / COMMENTS Decisions on budget: -decision on platform -decision on the use of consultant -decision on credit card / online donations -any other professional fees (web, graphic design___] Begin prospect list Present proposal to TL Committee Finalize list of items Finalize fundraising targets Finalize platform Develop print and web material; brand; graphic design Catalogue mock up Develop communication plan Begin planning of launch event Identify advisory/focus group member May Testing (platform) Develop key messages Feedback / Focus Group June Soft launch (online) Print catalogue Advertising July Kick Off Budget 2020 2021 2022 Total Notes/Comments TARGET $ 500,000.00 $ 300,000.00 $ 200,000.00 $ 1,000,000.00 Online platform $ 600.00 $ 600.00 $ 600.00 Printing $ 1,000.00 $ 1,000.00 $ 1,000.00 Advertising $ 2,000.00 $ 1,500.00 $ 1,000.00 Fundraising advice, graphic design, web Professional Services $ 5,000.00 $ 1,500.00 $ 1,000.00 site, media assets Assuming 3% on 50% Credit Card fees $ 7,500.00 $ 4,500.00 $ 3,000.00 of donations Expenses $ 16,100.00 $ 9,100.00 $ 6,600.00 $ 31,800.00 Cost ratio 3.22% 3.03% 3.30% 3.18%