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04 - June 25, 2020 Terrace Lodge Redevelopment Fundraising Committee Agenda Package Terrace Lodge Redevelopment Fundraising Committee June 25, 2020 Table of Contents I.Agenda –June 25, 2020……….............................................................................2 II.Minutes from the March 11, 2020 Meeting …………………………………………..3 III.Report from the Chief Administrative Officer -Terrace Lodge Redevelopment Update for Terrace Lodge Fundraising Committee ………………………………...15 IV.Letter from Paul Shipway, Municipality of Bayham, Regarding Member Recruitment……………………………………………………………………………….17 V.Letterfrom the Warden to the Local Municipal Partners……………………….……18 V.……………………….……1 V.……………………….…… TerraceLodgeRedevelopment Fundraising Committee AGENDA Date: Thursday, June 25, 2020 Time: 3:00 p.m. Location: Port Bruce Pavilion Call to Order Review ofAgenda Adoption of Minutes: March 11, 2020Meeting Correspondence Update on Online Catalogue Platform Design and Provider Updated Timelines˸Kick Off Impacts (Positive and Negative) of Pandemic on Our Campaign Future Meetings: best time / location / health and safety considerations OtherBusiness NextMeeting Adjournment Meeting: Terrace Lodge Redevelopment Fundraising Committee Date: March 11, 2020 Time: 8:00 a.m. Location:Terrace Lodge Long Term Care Home, Chapel Attendees: Dominique Giguère,Deputy Mayor - Township of Malahide Kay Haines, Terrace Lodge Auxiliary Muriel Carrel, Community Member Ruth Anne Perrin, Community Member Jamie Chapman, Councillor - Town of Aylmer Staff:Julie Gonyou, Chief Administrative Officer Tanya Noble,Manager of Program and Therapy Services Megan Shannon, Legislative Services Coordinator Melissa Schneider, Communications and Engagement Coordinator Regrets:Susan Chilcott, Municipality of Bayham Pete Barbour, Town of Aylmer FionaRoberts, Municipality of Central Elgin MINUTES 1.Call to Order th The Terrace Lodge Redevelopment Fundraising Committee met this 11day of March, 2020at Terrace Lodge Long Term Care Home. The meeting was called to order at 8:00 a.m. 2.Review of Agenda Resolved that the agenda be approved as presented. 3.Adoption of Minutes – February 12, 2020 Moved by: Ruth Anne Perrin Seconded by:Kay Haines Resolved that the minutes from the meeting held on February12, 2020be approved. -Motion Carried. 4.ProspectiveDonors The Chair deferred this item to a future meeting. 5.Member Recruitment Update County Warden sent letters to Town of Aylmer, Township of Malahide, Municipality of Bayham, and Municipality of Central Elgin requesting their assistance identifyingindividuals to apply to serve on the Fundraising Committee. An advertisement for vacant positions on the Terrace Lodge RedevelopmentFundraising Committee were posted on the County’s website, through various social media platforms and paid advertisementswere featured in local newspapers. County Chief Administrative Officer will request that the Warden send additional letters to all of Elgin County’s partner municipalities. 6.Items List & Cost Update – Fundraising Spreadsheet The Chair deferred this item to a future meeting. The members of the committee reviewed the list and provided clarification to new members. Some items needed some explanation and rationale in order to be fully supported and justified as part of the campaign. It was agreed that in the catalogue, each item would include a brief description, the purpose of the item, and a brief explanation of the benefits associated with the item. Staff will work on developing these descriptive paragraphs and include them in the spreadsheet in preparation for the catalogue. 7.Budget & Project Plan Update Committee Chair presented the campaign framework and proposed fund development budget over three (3) years. This presentation was shared with the Terrace Lodge Redevelopment Committee on March 10, 2020. (attached) Items on the fundraising list were discussed. The Terrace Lodge Pool is not available to the public and is not something that is used frequently by residents. The Fundraising Committee is not able to support the pool/change rooms component of the project as part of their campaign. Moved by: Ruth Anne Perrin Seconded by: Muriel Carrel Resolved that the report from Committee Chair Giguèreentitled “Fundraising Update and Proposal” dated March 10, 2020, be received; and that the preliminary budget, including an upper limit cost ratio of 4% be approved as presented. -Motion Carried. 8.Correspondence: None. 9.Other Business None. 10.Next Meeting Date April 20, 2020 at 8:00 a.m. at the Terrace Lodge Chapel. Calendar invitationswill be sent. 11.Adjournment Moved by: Kay Haines Seconded by:Ruth Anne Perrin Resolved that the meeting adjourn at9:10 a.m. to meet again onApril20,2020at 8:00 a.m. -Motion Carried. Julie Gonyou,Dominique Giguère, Chief Administrative Officer. Chair. Proposal FundraisingUpdate & March 10, 2020 ère, Chair Dominique GiguCommittee 3 years $750,000 Enhancements to to years. 3 a Target lodge Ȍ over approaches development the - initiate ®µ³« to $750k allow ²¯±« centered - raise will intends ¬««² to Fundraising person lodge & funding the $30M Terrace Lodge re campaign community innovative, the , additional making support of This Overview Inprojectfundraisingprovidecare, King ¨¿ɎɎ Scott §ɎɎ µ¬Ɏ Coretta ³µ¹ºɎɎ - ¯¹Ɏ ³«§¹»¸«ª ¯º¹Ɏ µ¬ ­¸«§º´«¹¹Ɏ ©µ³¶§¹¹¯µ´§º«ɎɎ 3®«Ɏ ©µ³³»´¯º¿Ɏ§©©»¸§º«²¿Ɏº®«Ɏ§©º¯µ´¹Ɏ Tangible Inclusive Trustworthy : charity Everyone best practices and , transparent Approach engaging with efficient Alignedpublic expectations for fundraising: professional Accessible, flexibleFun and CostAccountable Campaign Something for example catalogue Online and printed giving concrete loves shopping! driven - and Avon to Amazon: or Online ingle to group donations PrintFamiliarSRecognition, gift Catalogue Fromeveryone very low upper limit 4% cost ratio and needed be through goods will make sought be Budget will donations of money to kind - takes year plan - Inservices partnershipsIt Professional services 3 Proposed Notes/Comments Print catalogue, promo kits, adsFundraising advice, graphic design, web site, media assetsAssuming 3% on 50% of donations Total 3.67% $ 750,000.00 $ 1,800.00$ 8,000.00$ 6,500.00$ 11,250.00$ 27,550.00 2022 2022 - 3.05% $ 200,000.00 $ 600.00 $ 2,000.00 $ 500.00 $ 3,000.00 $ 6,100.00 2021 3.30% $ 200,000.00 $ 600.00 $ 2,000.00 $ 1,000.00 $ 3,000.00 $ 6,600.00 2020 4.24% $ 350,000.00 $ 600.00 $ 4,000.00 $ 5,000.00 $ 5,250.00 $ 14,850.00 Budget Details TERRACE LODGE REDEVELOPMENT: FUNDRAISING CAMPAIGN BUDGET 2020 BudgetTARGETOnline platformPrinting & AdvertisingProfessional ServicesCredit Card feesExpensesCost ratio do? YOU What will services professional online platform committee for event materials all develop partner kick off / complete budget and planprint , Contract Select and Recruit Design, Finalize Organize Action Items for YOUR SUPPORT YOU THANK REPORT TO TERRACE LODGE FUNDRAISING COMMITTEE FROM: Julie Gonyou, Chief Administrative Officer DATE:June 17, 2020 SUBJECT: Terrace Lodge Redevelopment Updatefor Terrace Lodge Fundraising Committee RECOMMENDATION: THAT the report titled “Terrace Lodge Redevelopment Update for Terrace Lodge Fundraising Committee” from Elgin County’s Chief Administrative Officer dated June 17, 2020 be received and filed. PURPOSE: Elgin County Council has prioritized fiscal responsibility and prudent infrastructure investment/project oversight in their planning for the Terrace Lodge Redevelopment project. On behalf of the Terrace Lodge Redevelopment Steering Committee, I am pleased to share the following steps that the Steering Committee has taken in their careful planning for the success of the redevelopment of Terrace Lodge. BACKGROUND: Although the plan called for beginning of construction to commence by mid-July 2020, the Committee has experienced some delays as a resultof the COVID-19 pandemic. As a result of Ministry directives that prohibited visitors from entering the Home, the Committee was unable to conduct site tours required as a part of the Request for Tenders process to solicit sub-contractors to complete the work. Staff and MMMC are now faced with a delayed commencement date for construction and suspect that the project will be delayed by 3-4 months. Site Plan approval was obtained on January 20, 2020. The Building Permit was submitted to Malahide on February10and theWorking Drawings were submitted to the Ministryon February 11. The County received the signed Development Agreement back from the Ministry, together with Preliminary Plan approval on February 13, 2020. On February 14 the Operational Plan was submitted to the Ministry.Staff and MMMC continue to stay in close contact with the Ministry throughout the course of the project. A draft Class B budget was received from D. Grant, the Construction Manager, on January 27. The Class B costs totals $27,719,983, excluding Separate Price Allowances but including a4% Construction Contingency Allowance and a 7.5% Escalation Allowance.In addition to the Class B costs, the County will also incur ancillary costs for fees, furniture and equipmentand HST that will bringtotal costs to just within the approved Redevelopment budget of $32,580,650. Separate pricing will be requested through theRFTs for Chapel ceiling and lighting, Gift Shop millwork, Staff Change Room & Shower renovations, Pool Change Room renovationsand existing roof repair/replacement. The need for roof repair/replacement will be determined by a studycurrently underway, but it is anticipated the cost would not exceed $300,000. If required, the funds for this would be a pull ahead from the budgeted Post-Completion Capital Reserve of $5,519,000. It has been suggested by the Redevelopment Committee that, depending on the priorities of the Terrace Lodge Fundraising Committee, the outstanding costs of some of the additional capitalitems listed above could potentially be covered by money raised through the Fundraising Committee. Councillor Giguère, Chair of the Fundraising Committee,provided a presentation to the Terrace Lodge Redevelopment Committee onMarch 10, 2020. CONCLUSION: The Steering Committee continues to drive the project forward. Although the Ministry response has been slower than anticipated, the Committee is committed to meeting the revisedtimelines within the projectand will proceed with issuing RFTin the coming weeks in order to achieve a construction kick-off of Fall (Sept/Oct)2020(this is subject to additional delays). All of which is Respectfully Submitted Julie Gonyou Chief Administrative Officer March 20, 2020 Julie Gonyou, CAO|Clerk 450 Sunset Drive St. Thomas, ON N5R 5V1 RE: TERRACE LODGE REDEVELOPMENT FUNDRAISING COMMITTEE Please be advised on March 19, 2020 the Council of the Corporation of the Municipality of Bayham passed the following resolution: THAT correspondence from Elgin County re Recruitment of Members for the Terrace Lodge Redevelopment Fundraising Committee be received for information. Councillor Chilcott has indicated due to work commitments she is unable to continue on the committee. Further, at this time no member of Council is able to sit on the committee. Council has directed the notice and application be posted on the website in hopes of obtaining a member of the public to sit on the committee to represent Bayham. Please let staff know if you require any additional information. Regards, Paul Shipway CAO|Clerk pshipway@bayham.on.ca cc Council of the Corporation of the Municipality of Bayham June 4, 2020 Dear Municipal Partners, Subject: Recruitment of Members for the TerraceLodge Redevelopment Fundraising Committee I am pleased to share the exciting news that after a short delay, Elgin County will restart work on the Terrace Lodge Long-Term Care Home Redevelopment Project. The highly anticipated $30M redevelopment project, funded by the County and the Province of Ontario, will involve extensive renovations to the existing 100-resident spaces. The project will include an addition and will be completed over three (3) phases of construction activity. As each phase of construction is completed, residents will benefit from a refreshed setting that meets current design standards including enhanced accessibility, private bathrooms, additional lounges and dining areas. The anticipated completion date for this project is November 2023. The funding committed to this project covers the costs associated with base construction, equipment and ponents. Funds raised through the community will be used for project and service enhancements that will directly support quality of life improvements for all residents The Fundraising Committee, which is Chaired by County Councillor Dominique Gigure (Deputy Mayor, Township of Malahide), is actively seeking additional committee members. On behalf of the Terrace Lodge Fundraising Committee, I am writing to request your help to identify community members who might be interested in serving as a member of the Terrace Lodge Fundraising Committee. The Committee has eight (8) vacancies with spots available for representatives from local service groups, local businesses and local citizens. the community in the redevelopment of I have every confidence that this dedicated committee will engage Terrace Lodge. If you know of someone who is interested in being involved in this very exciting and worthwhile project, I encourage you to share the attached advertisement and application form. This is a great opportunity to If you have any questions, please do not hesitate to contact me. Yours truly, Warden Mennill cc: Terrace Lodge Redevelopment Fundraising Committee Terrace Lodge Redevelopment Steering Committee County of Elgin 450 Sunset Drive St. Thomas, Ontario N5R 5V1 Canada Phone: 519-631-1460 www.elgin-county.on.ca