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05 - September 28, 2020 Terrace Lodge Redevelopment Fundraising Committee MinutesElginC f�"� � 9 � Id�p.3 �, x Progressive by Nature Meeting: Terrace Lodge Redevelopment Fundraising Committee Date: September 28, 2020 Time: 7:00 p.m. Location: South Dorchester Community Hall Attendees: Dominique Gigubre, Deputy Mayor - Township of Malahide, Chair Kay Haines, Terrace Lodge Auxiliary Peter Barbour, Councillor — Town of Aylmer Jim Jenkins, Community Member Richard Kisuule, Community Member Jamie Chapman, Community Member Staff: Tonya Noble, Manager of Program and Therapy Services Katherine Thompson, Supervisor of Legislative Services and Community Relations Regrets: Julie Gonyou, Chief Administrative Officer Fiona Wynn, Municipality of Central Elgin Muriel Carrel, Community Member Ruth Anne Perrin, Community Member Michele Harris, Director of Homes and Seniors Services MINUTES 1. Call to Order The Terrace Lodge Redevelopment Fundraising Committee met this 28t" day of September, 2020 at the South Dorchester Community Hall. The meeting was called to order at 7:02 p.m. 2. Review of Agenda Councillor Gigubre asked to add two items under "Other Business" regarding the use of technology and the possibility of a Treasurer position on the Committee. Moved by: Richard Kisuule Seconded by: Kay Haines Resolved that the agenda be approved as revised. 3. Adoption of Minutes — August 24, 2020 Moved by: Jim Jenkins Seconded by: Pete Barbour T" t1ginCot-i"! tty- Progressive by Nature Resolved that the minutes from the meeting held on August 24, 2020 be approved. Motion Carried. 4. Update on Design Process County staff continue to work on the online catalogue. Staff are gathering photos and descriptions and have created Laserfiche links. Staff are working on different ways that the items could be categorized. Finance and IT are working on the system for collecting donations so that receipts can be created automatically. The goal is to have IT and Finance staff present a demo to the Committee at the October meeting. Councillor Giguere met with the design team at the Aylmer Express and shared the design vision of the campaign. The Aylmer Express provided the Committee with some logo design options to be considered by the Committee. 5. Selection of Campaign Title The Committee discussed a title, a logo and branding that the Committee can use during the fundraising process. "The Comforts of Home" was suggested as a tagline for the campaign. The Committee compared three logo designs from the Aylmer Express. The Committee had an immediate positive reaction to the first logo option which included a house, path, and trees. The group found the second option to be too corporate to give the feeling of the comforts of home. The third logo could be made more inviting by changing up the logo colours. The group will compare logo one against a more colourful version of the third logo at the next meeting. The group was also open to a large billboard outside Terrace Lodge to announce the beginning of the campaign. This billboard could take the form of a large heart that could be filled in as the campaign progressed. 6. Case for Support A brochure that explains the who, what, when, where, why of the campaign is being developed. This will be used when corporations are approached if a presentation is given. Michele Harris and Julie Gonyou are reviewing the technical aspects of this brochure. When it is ready it will be circulated to the Committee members. It is a combination of facts and emotional appeal. The Committee discussed potential drop off locations for cheques and cash if donors wanted to donate directly instead of to a Committee Member. Terrace Lodge is not a good option given COVID-19 restrictions. The County Building could be a possible drop off location. Local Municipal Offices might be an option; however, they would need to agree to this and logistics ironed out. - Y i le00000 Progressive by Nature There were discussions about donor recognition and whether plaques would be appropriate. There would need to be a threshold minimum donation for a plaque and donors would need to be made aware that when the items need replacement there will not be a plaque placed on the replacement, unless the donor wishes to fund the replacement. There could be online recognition on a section of the website for larger donors. 7. Pre -Campaign Donors: Goals for December 1 The consultant suggested that each Committee member attempt to get at least one donor before the campaign officially kicks off. Then the Committee would already have founding donors. Perhaps these donors could be part of a photo op or media event. A diversity of donors would be good. Clubs, businesses, families, individuals. Councillor Giguere suggested that staff assist with a Communication Strategy to promote donors and the campaign etc. This would be largely social media based as the consultants and Aylmer Express are helping to develop other marketing materials. The group will revisit the idea of founding donors in October to determine if this goal is feasible. 8. Update on Outreach to Andrew Gunn Councillor Giguere approached Mr. Gunn to seek his expertise on fundraising. Mr. Gunn's busy schedule does not permit him to attend an upcoming meeting; however, he wished the campaign well. 9. Other Business Councillor Giguere polled Committee members about their comfort in filling out an online form on behalf of donors who have provided them with cash or cheque donations. Forms can be filled out on a smart phone on the spot or later at their desktop computer. The Committee would like both paper and electronic options for filling out forms available. The Committee discussed the possibility of creating a Treasurer position from amongst Committee Members. This individual would be responsible for collecting cheques and cash donations from Committee Members and delivering them to the County of Elgin Financial Services staff on a regular basis among other duties. The Committee suggested that a job description for the Treasurer position be reviewed at the next meeting. 10. Next Meeting Date Monday October 26, 6:30 p.m. South Dorchester Community Hall. Elginr x` x Progressive by Nature Moved by: Kay Haines Seconded by: Jamie Chapman Resolved that the meeting adjourn at 8:18 p.m. to meet again on October 26, 2020 at 6:30 p.m. Motion Carried, Qvb�� z9-qLq� Julie Gonyou, Chief Administrative Officer. Dominique "guere, Chair.