03 - June 25, 2020 Terrace Lodge Redevelopment Fundraising Committee Minutesg i n C o u r-it it y-
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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
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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.
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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.
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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.
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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.
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Julie Gonyou,
Chief Administrative Officer/Clerk.