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06 - November 23, 2020 Terrace Lodge Fundraising Committee Minutesg i n C 0 s� 6 Progressive by Nature Meeting: Terrace Lodge Redevelopment Fundraising Committee Date: November 23, 2020 Time: 10:00 a.m. Location: South Dorchester Community Hall Attendees: Dominique Giguere, 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 Ruth Anne Perrin, Community Member Staff: Tanya Noble, Manager of Program and Therapy Services Katherine Thompson, Supervisor of Legislative Services Michele Harris, Director of Homes and Seniors Services Regrets: Julie Gonyou, Chief Administrative Officer Fiona Wynn, Municipality of Central Elgin Muriel Carrel, Community Member MINUTES 1. Call to Order The Terrace Lodge Redevelopment Fundraising Committee met this 23rd day of November, 2020 at the South Dorchester Community Hall. Some members participated electronically. The meeting was called to order at 10:07 a.m. 2. Review of Agenda Moved by: Jamie Chapman Seconded by: Pete Barbour Resolved that the agenda be approved. Yes No Abstain Pete Barbour Yes Jamie Chapman Yes Richard Kisuule Yes Ruth Anne Perrin Yes Jim Jenkins Yes Kay Haines Yes Fiona Wynn Yes w T-1gin v w Progressive by N ture Dominique Gi uere Yes 8 10 10 Motion Carried. 3. Adoption of Minutes — September 28, 2020 Moved by: Richard Kisuule Seconded by: Kay Haines Resolved that the minutes from the meeting held on September 28, 2020 be approved. Yes No Abstain Pete Barbour Yes Jamie Chapman Yes Richard Kisuule Yes Ruth Anne Perrin Yes Jim Jenkins Yes Kay Haines Yes Fiona Wynn Yes Dominique Gi uere Yes 8 0 0 Motion Carried. 4. Disclosure of Pecuniary Interest None. 5. Steering Committee Update Jim Bundschuh, Director of Financial Services provided an update to the Committee from the Terrace Lodge Redevelopment Steering Committee. Bids for the project are expected to come in mid -December and construction is expected to begin in late -January of 2021. A phased approach to construction will be undertaken to ensure that there is as little disruption as possible for residents. The project is expected to be completed by the end of 2023. PowerPoint presentations about the construction process are being created for use by Homes staff when sharing project information with residents and their families. This can be adapted for use by Committee Members as well. 6. Donations Scenario Chart Jennifer Ford, Senior Financial Analyst presented a donation scenario chart, walking the Committee through the steps to be taken as they receive different types of donations (cash, cheque, online, pledge). P, g i n C o -t /000 Progressive by Nature i The Treasurer will check in with Committee Members every two weeks to see if there are any cash or cheque donations that need to be picked up. Members will be receiving copies of pledge and donation forms that they can print for physical donations received. 7. Update on Campaign Materials Feedback from the Committee at the previous meeting has been incorporated into the Case for Support document. A few typos and language tweaks were suggested by the Committee. The Chair will circulate the final version and it will be available on the fundraising website. The Chair is working on a design for the lawn sign with the Aylmer Express. This sign will be visible from the road and the Chair will be meeting on -site with County staff to determine the proper positioning. The Chair will also work with the Aylmer Express to design a postcard sized handout with everyone's contact information on it. 8. Update on URL and Email The fundraising catalogue website URL has been changed to www.donatetoterracelodge.ca to make it easier for people to access it. A corresponding general email address of donatetoTL(a-)elgin.ca has also been created. 9. Update on Kick-off donors Committee Members should let Katherine know by Wednesday November 251h if they have a donor attending the kick-off event on December 1st as we have to keep a careful eye on the guest list because of COVID-19 restrictions. 10. Launch Event Plans The fundraising campaign will be launched on December 1st in conjunction with a ground breaking ceremony for the redevelopment. This will occur at 10:00 a.m. Members of the Committee, Council and select donors will be on hand. There will be a presentation by the Warden, by the Chair of the Fundraising Committee, by the Chair of the Redevelopment Steering Committee and by representatives of the MP and MPP if they are able to attend. Katherine will issue a media advisory and have a media release available to send to the media afterward. The event will be livestreamed and recorded for those who are not able to attend in person. 11. Other Business None. E g i n C 0 � L� n. yr, Progressive by Nature Monday December 14, at 10:00 a.m. at South Dorchester Community Hall. 13. Adjournment Moved by: Ruth Anne Perrin Seconded by: Kay Haines Resolved that the meeting adjourn at 11:38 a.m. to meet again on December 14, 2020 at 10:00 a.m. Yes No Abstain Pete Barbour Yes Jamie Chapman Yes Richard Kisuule Yes Ruth Anne Perrin Yes Jim Jenkins Yes Kay Haines Yes Fiona Wynn Yes Dominique Gi ubre Yes 8 0 0 Julie Gonyou Chief Administrative Officer. Motion Carried. -1 rV, Dominique Gigu re, Chair.