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05 - June 21, 2021 Terrace Lodge Redevelopment Fundraising Committee Meeting MinutesElginCounty Progressive by Nature Meeting: Terrace Lodge Redevelopment Fundraising Committee Date: June 21, 2021 Time: 10:00 a.m. Location: Virtual Attendees: Dominique Giguere, Deputy Mayor - Township of Malahide, Chair Jim Jenkins, Community Member Jamie Chapman, Community Member Ruth Anne Perrin, Community Member Richard Kisuule, Community Member Peter Barbour, Councillor — Town of Aylmer Staff: Michele Harris, Director of Homes and Seniors Services Katherine Thompson, Manager of Administrative Services/Deputy Clerk Jennifer Ford, Manager of Finance/Deputy Treasurer Tanya Noble, Manager of Program Therapy Services Carolyn Krahn, Legislative Services Coordinator Regrets: Julie Gonyou, Chief Administrative Officer Kay Haines, Terrace Lodge Auxiliary Fiona Wynn, Councillor — Municipality of Central Elgin MINUTES 1. Call to Order The Terrace Lodge Redevelopment Fundraising Committee met this 21 st day of June. All members participated electronically. The meeting was called to order at 10:02 a.m. 2. Review of Agenda Moved by: Peter Barbour Seconded by: Jim Jenkins Resolved that the agenda be approved. Yes No Abstain Jamie Chapman Yes Pete Barbour Yes Richard Kisuule Yes Ruth Anne Perrin Yes Jim Jenkins Yes Dominique Gi uere Yes ElginCouniit-y Progressive by Nature 1 16 10 10 I - Motion Carried. 3. Adoption of Minutes — April 26, 2021 Moved by: Jamie Chapman Seconded by: Richard Kisuule Resolved that the minutes from the meeting held on April 26, 2021 be approved. Yes No Abstain Jamie Chapman Yes Pete Barbour Yes Richard Kisuule Yes Ruth Anne Perrin Yes Jim Jenkins Yes Dominique Gi uere Yes 6 0 0 Motion Carried. 4. Disclosure of Pecuniary Interest None. 5. Donation Update The Manager of Financial Services/Deputy Treasurer provided an update regarding donations made to the campaign. As of May 14, 2021, the total donations towards the campaign were $53,555; and as of June 18, 2021, the total donations towards the campaign are $65,828. There are still a few outstanding donations that need to be deposited, but they will be included in the next update to the Committee. Moved by: Jim Jenkins Seconded by: Richard Kisuule Resolved that the report titled "Donation Update" from the Manager of Finance/Deputy Treasurer be received and filed. Yes No Abstain Jamie Chapman Yes Pete Barbour Yes Richard Kisuule Yes Ruth Anne Perrin Yes Jim Jenkins Yes Dominique Gi uere Yes ElginCounty �wProgressive by Nature 1 16 10 10 I Motion Carried. 6. Media/Advertising Update a. Themed Campaign Update (Summer) Councillor Giguere provided an update on the Summer Advertising/Fundraising Campaign. The focus of the Summer Campaign is on outdoor entertainment. Items in the donation catalogue for the Summer Campaign include barbecues and outdoor furniture. b. Website Updates The donation catalogue has been updated on the website. A slider has been added to the website to highlight recent donations. The slider automatically cycles through a list of people who have donated to the campaign. The progress heart was also updated. c. Poster Committee members previously suggested that print posters be distributed once public spaces start to reopen. The Committee discussed what information to include on the poster and decided to include the names and contact information for two (2) Committee Members. Councillor Giguere and Ruth Anne Perrin volunteered to have their contact information included on the poster. The poster will be circulated to the Committee Members for their feedback. The Committee will reach out to local printing companies, including Sportswood Printing in Straffordville, to see if they would be willing to donate printing services. d. Elgin This Month The Manager of Administrative Services contacted Elgin This Month. They would be interested in editorials and would be happy to receive press releases for any type of newsworthy information. They also do advertising, and they have a special rate for not - for -profits. While gathering information about Elgin This Month, the Manager of Administrative Services came across the North Shore Beacon, the editor contacted Councillor Giguere and interviewed her. The editor wanted to learn everything about the campaign, and he requested an interview with the president of the resident council. Jamie Chapman let the Committee know that CTV London is doing a segment on Aylmer beginning in June with a focus on bringing people back to Aylmer. MyFM is also interested in a similar campaign. Jamie Chapman will reach out to them to see if they would be interested in including information about the Terrace Lodge Fundraising Campaign. e ElginCour--li. //000 Progressive by Nature Richard Kisuule also recommended that the Committee get in touch with the Low German Radio Station De Brigj to promote the project in the German community as well. 7. Adjusting Annual Targets The Committee discussed the annual targets. The Committee previously agreed to a $650,000 fundraising campaign over three (3) years with a bigger target for the first year. The Committee agreed to update the target to $675,000 and divide that amount equally among all three (3) years for an annual target of $225,000. 8. Upcoming Events The Committee discussed scheduling a photo opportunity for donors. The Manager of Administrative Services will schedule something for the week of July 5, 2021. The donors will be scheduled for specific time slots to ensure that gathering limits are not exceeded. 9. Fundraising Strategies a. Virtual 50/50 The Manager of Administrative Services contacted organizations who run virtual 50/50 events. The Terrace Lodge campaign goals are not high enough for these organizations. They take a percentage of what is raised through the campaign, and they request information about monies raised annually. This fundraising campaign is in the first year of a three-year campaign, and so that information is not available. The Committee agreed that a virtual 50/50 would not be a good fit for this campaign. b. Grants Councillor Giguere provided an update on possible grant opportunities. A grant promoting physical activity for seniors came up recently. The grant deadline is August, and staff are looking into the opportunity. The Aylmer Foundation and the St. Thomas Foundation offer grants a few times a year, and Councillor Gigubre will work with staff to submit applications. The grants are for imminent needs, and the request will be made for items that can be used right away. 10. Closed Session Moved by: Jim Jenkins Seconded by: Ruth Anne Perrin RESOLVED THAT we do now proceed into closed meeting session in accordance with the Municipal Act to discuss the following matters under Municipal Act Section 239 (2) (b) personal matters about an identifiable individual, including municipal or local board employees — Donor Outreach Update. Elgin(-"ounity, Progressive by Nature Yes No Abstain Jamie Chapman Yes Pete Barbour Yes Richard Kisuule Yes Ruth Anne Perrin Yes Jim Jenkins Yes Dominique Gi ubre Yes 6 0 0 Motion Carried. 11. Motion to Rise and Report Resolved that we do now rise and report; and that the verbal report regarding Donor Outreach be received. Yes No Abstain Jamie Chapman Yes Pete Barbour Yes Richard Kisuule Yes Ruth Anne Perrin Yes Jim Jenkins Yes Dominique Gi ubre Yes 6 0 0 Motion Carried. 12. Next Meeting Date Monday July 19, 2021 at 10:00 a.m. 13. Adjourn Moved by: Richard Kisuule Seconded by: Ruth Anne Perrin Resolved that we do now adjourn at 11:17 a.m. to meet again on July 19, 2021 at 10:00 a.m. Yes No Abstain Jamie Chapman Yes Pete Barbour Yes Richard Kisuule Yes Ruth Anne Perrin Yes Jim Jenkins Yes Dominique Gi ubre Yes ElginCOU.nty- Progressive by Mature Motion Carried. Julie Gonyou Chief Administrative Officer. Dominique iguere, Chair.