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07 - December 14, 2020 Terrace Lodge Redevelopment Fundraising Committee MinutesElginCou Progressive by Nature Meeting: Terrace Lodge Redevelopment Fundraising Committee Date: December 14, 2020 Time: 10:00 a.m. Location: South Dorchester Community Hall Attendees: Dominique Giguere, Deputy Mayor - Township of Malahide, Chair Jim Jenkins, Community Member Richard Kisuule, Community Member Jamie Chapman, Community Member Ruth Anne Perrin, Community Member Fiona Wynn, Municipality of Central Elgin Staff: Tanya Noble, Manager of Program and Therapy Services Katherine Thompson, Supervisor of Legislative Services Regrets: Julie Gonyou, Chief Administrative Officer Kay Haines, Terrace Lodge Auxiliary Peter Barbour, Councillor — Town of Aylmer Muriel Carrel, Community Member Michele Harris, Director of Homes and Seniors Services MINUTES 1. Call to Order The Terrace Lodge Redevelopment Fundraising Committee met this 14th day of December, 2020 at the South Dorchester Community Hall. Some members participated electronically. The meeting was called to order at 10:14 a.m. 2. Review of Agenda Moved by: Richard Kisuule Seconded by: Jamie Chapman Resolved that the agenda be approved. Yes No Abstain Jamie Chapman Yes Richard Kisuule Yes Ruth Anne Perrin Yes Jim Jenkins Yes Fiona Wynn Yes E g i n C o ur Y Progressive by Nature Dominique Gi uere Yes 6 10 10 Motion Carried. 3. Adoption of Minutes — November 23, 2020 Moved by: Jim Jenkins Seconded by: Ruth Anne Perrin Resolved that the minutes from the meeting held on November 23, 2020 be approved. Yes No Abstain Jamie Chapman Yes Richard Kisuule Yes Ruth Anne Perrin Yes Jim Jenkins Yes Fiona Wynn Yes Dominique Gi ubre Yes 6 0 0 Motion Carried. 4. Disclosure of Pecuniary Interest None. 5. Debrief of Campaign Launch Event The Committee discussed the Campaign Launch event on December 1, 2020. Despite the adverse weather conditions, the event went rather well. Councillor Giguere thanked the donors who have already contributed to the campaign and thanked Tanya Noble for her assistance on the campaign as well. The weather conditions made it impossible to livestream the event; however, a video was taken that will be made available on the Committee website. 6. Update on Campaign Materials Copies of campaign materials were distributed at the launch event and will be delivered to those members who were unable to attend in person. For those who have already given away all of their materials, the Committee will consider reprinting in the new year. The Aylmer Express is working on additional materials such as thank you cards to donors. The Chair asked the Committee to consider whether these cards should be sent automatically or if each member should be responsible for sending cards to their respective donors. Elgin"(() U t /00000 Progressive by Nature The Chair received comments after the launch of the campaign that some items on the website seemed to be too expensive. The Chair consulted with staff and agreed that we may be able to source some of these items at a lower cost while still maintaining quality. Five (5) items were investigated and costs were reduced accordingly. Additionally, there have been offers from local businesses to source items at a lower cost. The Chair will investigate these offers. The consultants are working on wording for a disclaimer to put on the website regarding the use of funds. Items listed on the online catalogue may not be the exact item purchased. Funds may be used to purchase an equivalent item. The recommendation contained in the County's Service Delivery Review regarding the potential divestment of LTC Homes has made some members of the community a bit nervous about donating to the campaign. The Chair will work with staff to develop a fact sheet regarding these recommendations that will explain to the public why these recommendations are being considered and what implications they may have on Terrace Lodge. Terrace Lodge will not be included in these considerations, as the County of Elgin is committed to operating Terrace Lodge for at least 25 more years in accordance with a funding agreement with the province. A fact sheet will lay out these details clearly for Committee members who may be approached. Committee members indicated that additional materials might be useful for campaigning purposes: • Scripts/email templates • Telephone scripts • Physical Catalogue that could be printed by members with a few items included. 7. Update on Donations and Forms To date the campaign has received $8,050 online with an additional $10,000 in -kind donation of the gazebo. Members are reminded to contact Councillor Giguere with any cheques or cash received from donations. Staff will investigate adding a comment box to the donation form that allows for donors to dedicate a donation or provide comments to the Committee. Staff will investigate the status of in -memorandum donation on behalf of former Malahide Deputy Mayor Mike Wolfe. There have been some questions regarding the County's charitable status as some service clubs may only donate to a registered charity. The County is incorporated as a municipality so therefore cannot be incorporated as a charity as well. The County is considered an official donee by the Canadian Revenue Agency and has the ability to issue tax receipts. The Committee discussed how donors can be recognized for their donations through the possible use of recognition plaques. 'Elgin CO .y-17-11111. Progressive by Nature There was some discussion around giving all donors (no matter the amount) the opportunity to purchase a recognition plaque for $5. This way the campaign would avoid spending campaign money on plaques instead of campaign items. If an individual wanted recognition they could pay an additional amount to have a plaque purchased. Some on the Committee thought that this might be off-putting to some donors, especially those who had donated a large amount. It was suggested that there be a monetary threshold established for providing a plaque for free — perhaps $5,000. Where these plaques might be placed was also discussed by the Committee. It may not be logistically possible or advisable to put a plaque on some of the items that have been purchased and where would plaques for general donations go? It was decided that perhaps a centralized location for plaques or one plaque with all donation names would be a better option. A book of donations located centrally was also discussed. The Committee decided to investigate further the cost of plaques and discuss the matter further at a future meeting. 8. Closed Session Resolved that we do now proceed into Closed Session under Municipal Act Section 239 (2) (b) personal matters about an identifiable individual, including municipal or local board employees — Donor Outreach. Moved by Fiona Wynn Seconded by Jim Jenkins Yes No Abstain Jamie Chapman Yes Richard Kisuule Yes Ruth Anne Perrin Yes Jim Jenkins Yes Fiona Wynn Yes Dominique Gi ubre Yes 6 0 0 Motion Carried. 9. Motion to Rise and Report Moved by Jim Jenkins Seconded by Richard Kisuule Yes No Abstain Jamie Chapman Yes Richard Kisuule Yes Ruth Anne Perrin Yes Jim Jenkins Yes Fiona Wynn Yes Dominique Gi ubre Yes E g i n C o u, y Progressive by Nature 1 16 10 10 I - Motion Carried. Committee members were directed to reach out to potential donors as identified in closed session. Committee members were also directed to send a list of donors that they had contacted to Katherine Thompson so that a regularly updated and comprehensive list could be developed to avoid duplication of efforts. 10. Next Meeting Date Monday January 18, at 10:00 a.m. at South Dorchester Community Hall or electronically. 11. Adjournment Moved by: Jim Jenkins Seconded by: Ruth Anne Perrin Resolved that the meeting adjourn at 11:43 a.m. to meet again on January 18, 2021 at 10:00 a.m. Yes No Abstain Jamie Chapman Yes Richard Kisuule Yes Ruth Anne Perrin Yes Jim Jenkins Yes Fiona Wynn Yes Dominique Gi uere Yes 6 0 0 Motion Carried. Julie Gony u, Chief Administrative Officer. Dominique Gigu re, Chair.