08 - November 23, 2020 Terrace Lodge Redevelopment Fundraising Committee Agenda Package
Terrace Lodge Redevelopment
Fundraising Committee
AGENDA
Date: Monday, November 23, 2020
Time: 10:00 a.m.
Location: South Dorchester Community Hall
1. Call to Order
2. Review of Agenda
3. Adoption of Minutes: October 26, 2020 Meeting
4. Disclosure of Pecuniary Interest
5. Steering Committee Update
6. Donation Scenarios Chart
7. Update on Campaign Materials
8. Update on URL and Email Address
9. Update on Kick-off Donors
10. Launch Event Plans
11. Outreach and promotion plans for December
12. Next Meeting
13. Adjournment
Meeting: Terrace Lodge Redevelopment Fundraising Committee
Date: October 26, 2020
Time: 6:30p.m.
Location: South Dorchester Community Hall
Attendees: Dominique Giguère, 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:
Tonya 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
DRAFT MINUTES
1. Call to Order
th
The Terrace Lodge Redevelopment Fundraising Committee met this 26day of October, 2020 at
the South Dorchester Community Hall. The meeting was called to order at 6:32 p.m.
2. Review of Agenda
Moved by: Richard Kisuule
Seconded by: Pete Barbour
Resolved that the agenda be approved.
- Motion Carried.
3. Adoption of Minutes September 28, 2020
Moved by: Jamie Chapman
Seconded by:Kay Haines
Resolved that the minutes from the meeting held on September 28, 2020 be approved.
˷ Motion Carried.
4. Disclosure of Pecuniary Interest
None.
5. Logo Final Decision
The Committee reviewed the revised logo options as designed by the Aylmer Express. The
Committee selected the logo that includes a house, a path and hearts coming out of the chimney.
Resolved that the first logo option as designed by the Aylmer Express be selected for the Terrace
Lodge Fundraising Campaign.
Moved by: Jamie Chapman
Seconded by: Ruth Anne Perrin
- Motion Carried.
6. Case for Support: Review
Councillor Giguère reviewed the Case for Support document with the Committee seeking feedback
in regards to the messaging contained within. The Case forSupport includes key messages that will
be utilized by Committee Members and in marketing materials throughout the campaign. The
Committee provided suggestions regarding wording and content. The Committee suggested that
quotes from residents and families and pictures of residents and staff should be included. The
Supervisor of Legislative Services will investigate having Elgin County email addresses created for
Committee members and will follow-up with Members regarding contact information to be included
in the Case for Support.
7. Pledges
The option to accept pledges has been built into the online donation form.
8. Partial Donations
The Committee directed the Supervisor of Legislative Services to allow donors to choose what
amount they want to donate towards all items above $50.
9. Treasurer Position
The Committee nominated Dominique Giguère for the position of Treasurer.
MovedbyJamieChapman
Seconded Jim Jenkins
Resolved that Dominique Giguère be appointed reasurer of the Terrace Lodge
Redevelopment Fundraising Committee.
˷Motion Carried.
Potential Kick-off donors
10.
The Committee discussed potential donorsthey have approached.
Kick-off event
11.
Online Catalogue and Donation Form Demo
12.
The Supervisor of Legislative Services provided the Committee with a demo of the online catalogue
and donation form. The Committee asked that the form include an option for donors to indicate that
they are willing to have their donation publicized.
13.Other Business
None.
14.Next Meeting Date
Monday November 23,10:00a.m. South Dorchester Community Hall.
15.Adjournment
Moved by: JimJenkins
Seconded by:KayHaines
Resolved that the meeting adjournat 8:33p.m. to meet again on November23, 2020 at 10:00 a.m.
˷Motion Carried.
Julie Gonyou, Dominique Giguère,
Chief Administrative Officer. Chair.
be
will
to pay
They
amount, .
they
llected
expect(Cash,
information is
s using one of the
pledge payments
with a pledge
Credit Card)
ail address, you will
ed
total pledge
,
client that
client will receive an
PledgesFill out name, address, phone, number of and when they (annually, monthly, etc.) If no emdirect these to yourself or committee designate.Advisecontactnumber onceentered into systemwill
have options to pay in future yearother methodschequeYesemail yearly and payment will need to be coeither by committee member or by Finance depending on duration of pledgeYes
a
client
will be
retain
count can
the
)
by
hese donations
Please do not
Credit Card or PayPal None (Bank Acbe attached to client PayPal account online)(informationDirect client to website to make their donationYes Tcompleted through the regular website.
Enter on
ChequeFill out name, amount and email address (also include address and phone # if not on the cheque)If no email address, you will direct these to yourself or committee designate.Accept
Chequepledge sheetYesYes
Enter
-
If you
address,
name, address,
Note:
Donation Scenarios Chart for Terrace Lodge Fundraising Committee
CashFill out email address and phone number. If no email you will direct these to yourself or committee designate.Accept and confirm cash amount on pledge sheetYes need clarification
to answer a question, please follow up with your Fundraising Treasurer or ChairYes
For Campaign Committee Donor Payment MethodInfo on Donation Pledge sheet required for Donation Receipt to be sent later to DonorCollection of donationLeave your Committee Businesscard
with Donor so they can contact you with questionsLog in to secure website
1
-
client
option
r to
donation.
as a
followup with
ked to
You will fill out the donation rather than Nothing to hand in relating to this itemMissed pledge paymentsCommittee member may be asif no response to reminder emails.Pledger will receive
an email indicating that a pledge has been registered. This will include a pledge number and the payment schedule. If email is sent to a committee member it will be the responsibility
of the Committee membedeliver or mail to the pledger.
.
tion receipt
thing to hand in
You can provide donor with direction when they log into the website to fill out online formsNorelating to this itemClient will know immediately when they pay via this method. Alternate
cards may be entered or use PayPal.Donor will receive donaimmediately.
may be
received.
to followup with
Once donation forms are
cheque is deposited and
ommittee members
YesYes filled out via the Secure WebsiteFinance will contact Treasurer if a return is Cexpected client to obtain alternatePaymentOnce the cheque entry is entered into the secure online
portal the donation receipt will be sent via email to the email address entered once thecleared. This will be approximately 10 days after deposit by finance. If sent to a committee
member the donation receipt will be the responsibility of the Committee member to deliver or mail to the donor.
via
email
member
to a
Once donation
YesYes forms are filled outthe Secure WebsiteNo followup expectedOnce the cash entry is entered into the secure online portal the donation receipt will be sent via email to the email
address entered. If address is committee the donation receipt will be the responsibility of the Committee member to deliver or mail to the donor.
Fill out online Donation Form for each individual Hand in to Fundraising TreasurerReturned itemsDonation Receipts
2
g unpaid
PledgesReport may contain followup information regardindonations that are due.NoNoYes but only on pledges due and not paid.YesYes
Committee
ill indicate as donor paid
w
Credit Card or Pay PalReport amount but there will be nothing to reconcile here withmemberonlineNoNoNoNoNo
ChequeWill indicate committee member and amount to hand inYes YesYesYes Yes
CashWill indicatecommittee member and amount to hand inYesYesYesYes Yes
Report.
Committee members will hand in Donations collected weekly Obtain a Report from the Finance Department to complete and returnCount amount handed in from each Committee memberRecord amounts
handed in by Committee MemberDetermine if there is an outstanding item(s) or errors made and record additional information onForward completed Report and funds collected to Finance
after each month.Follow up as necessary with Committee members to obtain outstanding amounts
For Campaign Committee Executive
3