Loading...
03 - March 15, 2021 Terrace Lodge Fundraising Committee MinutesE g i n C aii,. ty Progressive by Nature Meeting: Terrace Lodge Redevelopment Fundraising Committee Date: March 15, 2021 Time: 1:00 P.M. Location: Elgin County Council ChambersNirtual Attendees: Dominique Giguere, Deputy Mayor - Township of Malahide, Chair Jim Jenkins, Community Member Jamie Chapman, Community Member Ruth Anne Perrin, Community Member Peter Barbour, Councillor — Town of Aylmer Fiona Wynn, Municipality of Central Elgin Richard Kisuule, Community Member Staff: Katherine Thompson, Supervisor of Legislative Services Michele Harris, Director of Homes and Seniors Services Carolyn Krahn, Legislative Services Coordinator Regrets: Julie Gonyou, Chief Administrative Officer Kay Haines, Terrace Lodge Auxiliary MINUTES 1. Call to Order The Terrace Lodge Redevelopment Fundraising Committee met this 15th day of March, 2021 in the Elgin County Council Chambers at the Elgin County Administration Building. Some members participated electronically. The meeting was called to order at 1:05 p.m. 2. Review of Agenda Moved by: Jim Jenkins Seconded by: Ruth Anne Perrin Resolved that the agenda be approved. Yes No Abstain Jamie Chapman Yes Pete Barbour Yes Richard Kisuule Ruth Anne Perrin Yes Jim Jenkins Yes Fiona Wynn Dominique Gi uere Yes Y" o i-ni y Progressive by Nature 1 15 10 10 1 Motion Carried. 3. Adoption of Minutes — January 18, 2021 and the notes from February 22, 2021 Moved by: Jamie Chapman Seconded by: Ruth Anne Perrin Resolved that the minutes from the meeting held on January 18, 2021 be approved. Yes No Abstain Jamie Chapman Yes Pete Barbour Yes Richard Kisuule Ruth Anne Perrin Yes Jim Jenkins Yes Fiona Wynn Dominique Gi uere Yes 5 0 0 - Motion Carried. 4. Disclosure of Pecuniary Interest None. Richard Kisuule entered the meeting at 1:08 p.m. 5. Donation Update The Manager of Finance/Deputy Treasurer provided an update regarding donations received to date by the campaign. Until recently the Committee had been using the South Dorchester Community Hall for meetings. This hall is owned by the Township of Malahide and thus far the Committee has been billed $150 for use of the hall. Committee Members suggested that Councillor Giguere reach out to the Township of Malahide to see if these fees could be refunded. Moved by: Jamie Chapman Seconded by: Richard Kisuule Resolved that the report titled "Donation Update" from the Manager of Finance/Deputy Treasurer be received and filed. ElginCounty Progressive by Nature Yes No Abstain Jamie Chapman Yes Pete Barbour Yes Richard Kisuule Yes Ruth Anne Perrin Yes Jim Jenkins Yes Fiona Wynn Dominique Gi uere Yes 6 0 0 Motion Carried. 6. Update on Aylmer Express Advertising Campaign Proposal The Committee discussed running themed ads that correspond with the seasons in the Aylmer Express every other month for example - Spring/Gardening Season, BBQ Season, Back to School, etc. Each theme will run for 2 months and will include 4 ads, bi-weekly. First 2 ads will promote the theme, the third ad push the call to action and the 4th ad in the cycle will report progress and thank donors. Councillor Giguere met with Aylmer Express and will have a draft for us to consider prior to next meeting. This will be circulated by email so that we can go ahead. Richard suggested including information about the campaign in utility bills. He will investigate the willingness of utility companies to do this and will report back to the Committee at the next meeting. 7. Upcoming Media Releases and Features Councillor Giguere and Jim Jenkins had an interview with Fiona Murray from the Dorchester Sign Post regarding the campaign. There was discussion about running a corresponding ad to make the most of the article. Newspapers are welcoming content these days so if there is anything that we want to promote we can issue media releases to ensure the campaign stays top of mind. We are working on a media release related to the Springfield Lionesses who are donating two benches and a fireplace and launching a challenge to all the service clubs in the areas. A photo opportunity will be staged this coming Wednesday. Katherine will follow-up with the Finance Department if donation boxes at local businesses are an option. 8. Update on Donation Collection Procedure Staff are currently ironing out some aspects of the online collection and reporting system. Committee Members were reminded to carefully collect all contact information from donors and also to collect information about consents and permissions surrounding releasing names and donation amounts. It is important that we have accurately captured what donors are comfortable sharing. This way we will not misstep. Councillor Giguere is happy to enter this information on behalf of Members. ElginCounlly Progressive by Nature Just a reminder that if an email address is included, a donation receipt will be issued to that email address. It is important to record this address accurately and to remind donors to check their junk mail folders if they cannot find the receipt. If the donor does not have an email address put in your own email address if you are going to deliver the receipt if not, you can put in the donatetoTL(c).elgin.ca email and it will go to the Treasurer and the Treasurer will mail or drop off the receipt. 9. Thank You Cards If Members need thank you cards please contact Councillor Giguere. Councillor Giguere has asked if there can be different types of cards and Members will have the discretion as to which level of card they want to give to each donor. 10. Committee Member Change of Status: Muriel Carrel Muriel Carrel has requested to resign from the Committee as a Member and instead be considered a volunteer. She will assist with the promotion of the campaign and be kept up to date regarding activities of the Committee but will not be required to attend meetings. The Committee is pleased to continue to have Muriel involved. Moved by: Richard Kisuule Seconded by: Ruth Anne Perrin Resolved that the Committee accept the resignation of Muriel Carrel as a Member of the Terrace Lodge Fundraising Committee; and, That Muriel Carrel's status be changed to Committee Volunteer Yes No Abstain Jamie Chapman Yes Pete Barbour Yes Richard Kisuule Yes Ruth Anne Perrin Yes Jim Jenkins Yes Fiona Wynn Dominique Gi ubre Yes 6 0 0 Motion Carried. Fiona Wynn Arrived at 1:51 p.m. 11. Closed Session Moved by: Jamie Chapman ElginCounty- Progressive by Nature Resolved that we do now move into Closed Session to discuss matters related Municipal Act Section 239 (2) (b) personal matters about an identifiable individual, including municipal or local board employees — Donor Outreach Update Yes No Abstain Jamie Chapman Yes Pete Barbour Yes Richard Kisuule Yes Ruth Anne Perrin Yes Jim Jenkins Yes Fiona Wynn Yes Dominique Gi uere Yes 7 0 0 Motion Carried. Pete Barbour left the meeting. Moved by: Fiona Wynn Seconded by: Jamie Chapman Resolved that we do now rise and report. Yes No Abstain Jamie Chapman Yes Pete Barbour Richard Kisuule Yes Ruth Anne Perrin Yes Jim Jenkins Yes Fiona Wynn Yes Dominique Gi uere Yes 6 0 0 Motion Carried. Moved by: Jamie Chapman Seconded by: Richard Kisuule Resolved that the confidential report titled Donor Out Reach Update be received and filed. Yes No Abstain Jamie Chapman I Yes 1 Elgini.--ourv- y Progressive by Nature Pete Barbour Richard Kisuule Yes Ruth Anne Perrin Yes Jim Jenkins Yes Fiona Wynn Yes Dominique Gigubre Yes 6 0 0 Motion Carried. 12. Next Meeting Date Monday April 19, 2021 at 1:00 p.m. 13. Adjourn Moved by: Ruth Anne Perrin Seconded by: Jamie Chapman Resolved that we do now adjourn at 2:22 p.m. to meet again on April 19, 2021 at 1:00 p.m. Yes No Abstain Jamie Chapman Yes Pete Barbour Richard Kisuule Yes Ruth Anne Perrin Yes Jim Jenkins Yes Fiona Wynn Yes Dominique Gigubre Yes 6 0 0 Motion Carried. Qkj&e�� ),zN4a� Julie Gonyoug Chief Administrative Officer. Dominique Gig ere, Chair.