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03 - June 25, 2020 Terrace Lodge Redevelopment Fundraising Committee Minutesg i n C o u r-it it y- Progressive by Nature Meeting: Terrace Lodge Redevelopment Fundraising Committee Date: June 25, 2020 Time: 3:00 p.m. Location: Port Bruce Pavilion Attendees: Dominique Giguere, Deputy Mayor - Township of Malahide Kay Haines, Terrace Lodge Auxiliary Peter Barbour, Councillor — Town of Aylmer Staff: Regrets: Ruth Anne Perrin, Community Member Tonya Noble, Manager of Program and Therapy Services Katherine Thompson, Supervisor of Legislative Services and Community Relations Jamie Chapman, Councillor - Town of Aylmer Fiona Roberts, Municipality of Central Elgin Muriel Carrel, Community Member Julie Gonyou, Chief Administrative Officer MINUTES 1. Call to Order The Terrace Lodge Redevelopment Fundraising Committee met this 25th day of June, 2020 at the Port Bruce Pavilion. The meeting was called to order at 3:00 p.m. 2. Review of Agenda Moved by: Ruth Anne Perrin Seconded by: Kay Haines Resolved that the agenda be approved as presented. 3. Adoption of Minutes — March 11, 2020 Moved by: Pete Barbour Seconded by: Kay Haines Resolved that the minutes from the meeting held on March 11, 2020 be approved. Motion Carried. 4. Terrace Lodge Redevelopment Update for Terrace Lodge Fundraising committee The Supervisor of Legislative Services and Community Relations presented the report updating the Committee on activities and progress of the Steering Committee including extended timelines as a u, v� /000 Progressive .by Nature i result of COVID-19. It was recommended that Elgin County incorporate design changes to address COVID-19 concerns including oxygen, negative pressure rooms, dining room revisions and staff locker room revisions into the redevelopment plans. The Steering Committee has asked the working group to provide a recommendation on design, costing and timing for Council consideration. If approved by Council these changes will result in extended timelines and additional budget. Moved by: Ruth Anne Perrin Seconded by: Kay Haines Resolved that the report from the Chief Administrative Officer titled "Terrace Lodge Redevelopment Update for Terrace Lodge Fundraising Committee" be received and filed. 5. Correspondence The Committee received correspondence from Paul Shipway, CAO of the Municipality of Bayham indicating that the representative from the Municipality of Bayham Council, Councillor Chilcott, would be unable to continue with the Committee due to time constraints and other commitments. Moved by: Pete Barbour Seconded by: Ruth Anne Perrin Resolved that the Committee draft a letter to Bayham Council, acknowledging receipt of Councillor Chilcott's resignation from the Committee and requesting that in lieu of a Council participant the Councillors reach out to members of the community that they think might be a good fit to join the Committee. 6. Member Recruitment —Applications The Committee reviewed two applications received by members of the community interested in serving as part of the Terrace Lodge Fundraising Committee. Moved by: Pete Barbour Seconded by: Kay Haines Resolved that the Committee recommend that County Council appoint Jim Jenkins and Richard Kisuule as Community Members of the Terrace Lodge Redevelopment Fundraising Committee. Motion Carried. Both Councillor Barbour and Councillor Chapman of the Town of Aylmer would like to serve on the Committee. Councillor Giguere will consult the Committee Terms of Reference to see if it is permitted to have two Council representatives from the same jurisdiction serve on the Committee. If it is not permitted, the Committee will recommend that Councillor Chapman be appointed to sit on the Committee as a Community Member. 'Elgin ou, t Progressive by Nature 7. Update on Online Catalogue Platform Design and Provider Since the Committee met in March, Councillor Giguere has continued to work behind the scenes with Finance, IT and Administrative staff to set up an online catalogue of fundraising items. The consultant recommended using Canada Helps, an outside organization, to take donations; however, during an investigation of the platform it was determined that limitations existed. It was decided that the County could set up Laserfiche forms internally to accept donations in once place and issue CRA approved tax receipts. A front facing marketing website will be set up and Laserfiche will be used to collect the donations in the back ground. Staff will be able to give the committee monthly reports on donations. Staff have been asked to track time as staff time used which will be a cost against the project. The Committee put forward the following questions to be addressed at the next meeting: • What does the County pay in fees to Visa and Masercard? • What involvement, if any, does the Aylmer Express want to have in regards to in -kind donations of print materials and design? • What is the "to-do" list from the consultant? • Would in -kind donations be accepted (labour instead of money)? If so, what are the list of services needed (gazebo, landscaping etc.)? 8. Impacts (Positive and Negative) of Pandemic on our Campaign Positive Negative There is a spotlight on long-term care right now Both individuals and businesses are suffering as a result of the Federal report released about financially right now. There will be cash flow and the state of long-term care in Ontario. This has financial issues that may cause donation created an increased awareness around the amounts to be lesser. needs in long-term care. Uncertain times make people want to look for the Uncertainty of the times is making people good in the world. The pandemic may have anxious and they may not want to donate money increased people's desire to be part of a good if they don't know what the future will hold. news community project. The campaign can highlight needs and generate It will be more difficult to collect money during the positive outcomes COVID-19 era. There will be no large events and door to door collection will be difficult. Knowing the need of long-term care there may be more people willing to donate even if the donations are small. People are now more comfortable with online avenues as they have been required to adjust rapidly due to the pandemic. The pandemic has allowed the Committee some leeway in regards to timing. w Progressive by Nature When restrictions are lifted people will be eager to go out to events and become involved in the community. 9. Updated Timelines — Kick Off Based on the updated timelines provided by the Terrace Lodge Steering Committee, the Fundraising Committee discussed the positives and negatives associated with launching the campaign at different times. October 2020 Positives Negatives October and November are the peak months With the anticipated construction delays the for giving to charity as the spirit of giving is fundraising campaign launch would not be increased in advance of the holiday season. synchronized with the start of construction. There is focused media attention on long-term May draw attention to construction delays. care and people are emotionally invested in long-term care. Even with construction delays this could be a Possible second wave of COVID-19. way to keep momentum on the project going. January/February 2021 Positives Negatives If construction commences the fundraising This is traditionally the time of year where campaign could be synchronized with the first people give the least to charity. shovel in the ground. There are fewer competing media stories at There is a sense of letdown after the holiday this time of year and the project could get more season and people's spirits are low. attention. People have less money to give at this time of year. E1gin-1-(,-.,--,.e .� � C � y ..__. .,.,, ,_, Progressive by Nature Spring 2021 Positives Negatives If construction does start in January, it will be well The fundraising campaign will be delayed by over underway at this time. 6 months. Spring is a time of renewal. Good weather lifts people's spirits and will help the campaign be received more positively. There may be more certainty surrounding the COVID-19 pandemic by this time. There will have been some time for economic recovery, there will likely be less anxiety and fear surrounding events and gatherings etc. The Committee decided to continue planning for the Campaign as if it would launch in October (to ensure preparedness) but put off the final decision until more information can be gathered from the Steering Committee regarding how construction delays may affect fundraising. 10. Future Meetings: best time/location/health and safety considerations Councillor Chapman will be consulted as to when is the best time for her to meet. From this feedback a meeting time and location will be determined. 11.Other Business None. 12. Next Meeting Date The Committee decided to tentatively set a meeting for sometime during the week of July 20-24, 2020. Calendar invitations will follow. 13. Adjournment Moved by: Ruth Anne Perrin Seconded by: Kay Haines Resolved that the meeting adjourn at 4:15 p.m. to meet at a date to be determined. Motion Carried. Progressive by Nature QIG" )jont4� Ij Julie Gonyou, Chief Administrative Officer/Clerk.