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
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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.
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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
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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%