01 - January 18, 2021 Terrace Lodge Redevelopment Fundraising Committee Agenda Package
Terrace LodgeRedevelopment
FundraisingCommittee
AGENDA
Date: Monday, January 18, 2021
Time: 10:00a.m.
Location: Virtual
1.Call toOrder
2.Review ofAgenda
3.Adoption of Minutes: December 14, 2020Meeting
4.Disclosure of Pecuniary Interest
5.Donation Update, Manager of Finance/Deputy Treasurer
6.Advertising Options
7.Divestment Fact Sheet
8.Committee Member Roundtable Updates
9.Brainstorming of Potential Fundraising Events/Initiatives
10.Donor Recognition Conversation Continued
11.NextMeeting
12.Adjournment
Meeting: Terrace Lodge Redevelopment Fundraising Committee
Date: December 14, 2020
Time: 10:00 a.m.
Location: South Dorchester Community Hall
Attendees: Dominique Giguère, 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, Managerof 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
DRAFT MINUTES
1.Call to Order
The Terrace Lodge Redevelopment Fundraising Committee met this 14thday of December, 2020
at the South Dorchester Community Hall.Some members participated electronically. The meeting
was called to order at 10:14a.m.
2.Review of Agenda
Moved by: Richard Kisuule
Seconded by: Jamie Chapman
Resolved that the agenda be approved.
YesNoAbstain
Jamie ChapmanYes
Richard KisuuleYes
Ruth Anne PerrinYes
Jim JenkinsYes
Fiona WynnYes
Dominique Giguère Yes
600
- 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, 2020be approved.
YesNoAbstain
Jamie ChapmanYes
Richard KisuuleYes
Ruth Anne PerrinYes
Jim JenkinsYes
Fiona WynnYes
Dominique Giguère Yes
600
-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 Giguère 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 availableon 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 Committeewill 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.
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 ata lower costwhile 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 sheetregarding 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 additionalmaterials 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 Giguèrewith 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 ofin-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.
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
YesNoAbstain
Jamie ChapmanYes
Richard KisuuleYes
Ruth Anne PerrinYes
Jim JenkinsYes
Fiona WynnYes
Dominique Giguère Yes
600
-Motion Carried.
9.Motion to Rise and Report
Moved by Jim Jenkins
Seconded by Richard Kisuule
YesNoAbstain
Jamie ChapmanYes
Richard KisuuleYes
Ruth Anne PerrinYes
Jim JenkinsYes
Fiona WynnYes
Dominique Giguère Yes
600
-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
MondayJanuary 18, at10:00 a.m.atSouth Dorchester Community Hallor electronically.
11. Adjournment
Moved by: Jim Jenkins
Seconded by:Ruth Anne Perrin
Resolved that the meeting adjournat11:43a.m.to meet again on January 18, 2021at 10:00 a.m.
YesNoAbstain
Jamie ChapmanYes
Richard KisuuleYes
Ruth Anne PerrinYes
Jim JenkinsYes
Fiona WynnYes
Dominique Giguère Yes
600
-Motion Carried.
Julie Gonyou, Dominique Giguère,
Chief Administrative Officer. Chair.
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REPORT TO TERRACE LODGE
FUNDRAISING COMMITTEE
FROM:Jennifer Ford, Manager of Financial
Services/Deputy Treasurer
DATE:Jan 12, 2021
SUBJECT: FundraisingFinancial Update
RECOMMENDATION:
THAT the Jan 12, 2021report titled, Fundraising Financial Update, submitted by the
Manager of Financial Services/Deputy Treasurer, be received and filed for the
Committee’s information,
THAT the Committeeoutline what donation or financial reports they will require to
support the campaign and provide this information to staff at their earliest convenience.
INTRODUCTION:
The Terrace Lodge Redevelopment Fundraising Campaign is now underway and staff
have been asked to provide an update from the financial sidefor the Fundraising
Committee.
DISCUSSION:
A question arose regarding the statusof money received for the redevelopment of
Terrace Lodge prior to the start of the campaign. This item has been investigated
internally. Staff can confirm that any funds received for the redevelopment prior to the
campaign launch have been applied to the Donation account set aside for the
redevelopment campaign. Staff have included these funds on the financial report
below.
The Fundraising portal is up and running. We have some behind the scenes
outstanding housekeeping items that requireinput from the Committeeas it relates to
reporting. The template used in thisreportis a manualreport createdto provide
information to the Committee at this time
To further complete our workandto support the work of the campaign, staff ask that the
Committeediscuss and advise staff as to what reporting requirements the Committee
needs to see on a regular basisto support the campaign. Additionally, in what format
would the Committeelike to see this information presented.
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FINANCIAL IMPLICATIONS:
To date, the following amountswereidentified online and on deposit towards the
campaign:
Cheque/Cash Credit/Debit
Cheque/Cash
Received by Received by
Donations Received for Terrace Lodge
outstanding
FinanceFinance
Fundraising as Jan 11, 202
Donations Received prior to Campaign start$ 8,105
Donations since Campaign Start$ 3,300$ -$ 7,300
Total of donations towards Campaign Goal$ 18,705
Additional to reporting, staff will need to finalize a transfer procedure with the Committee
to enable money ready for deposit to be physically given to Finance. The most
important itemare cheques received by Committeemembers.Donation receipts for
these are not issued until the cheques are cleared, so it is important that progress is
made in this area soon to enable donors to receive their receipts.
ALIGNMENT WITH STRATEGIC PRIORITIES:
Serving ElginGrowing ElginInvesting in Elgin
Ensuring alignment ofPlanning for andEnsuring we have the
current programs andfacilitating commercial,necessary tools,
services with communityindustrial, residential,resources, and
need.andagricultural growth.infrastructure to deliver
programs and services
now and in the future.
Exploring differentFostering a healthy
ways of addressingenvironment.
Delivering mandated
community need.
programs and services
Enhancing quality of
efficiently and
Engaging with our
place.
effectively.
community and other
stakeholders.
LOCAL MUNICIPAL PARTNER IMPACT:
None
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COMMUNICATION REQUIREMENTS:
None
CONCLUSION:
Staff still have some action items to complete for the Committeethat will enhance their
ability to create necessary reportsand transfer funds to Finance as received. Staff
suggest that parameters be discussed by the Committeeand provided to Finance and
IT at their earliest convenience.In the interim, staff are able to provide some ad hoc
reporting as needed using manual intervention.
Approved for Submission
All of which is Respectfully Submitted
Julie Gonyou
Jennifer Ford
Chief Administrative Officer
Manager of Financial
Services/Deputy Treasurer
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Elgin County Long-Term Care Divestment
Fact Sheet
IS THE COUNTY OF ELGIN CONSIDERING THE DIVESTMENT OF ONE OR MORE
OF ITS LONG-TERM CARE HOMES?
During 2020, Elgin County engaged in a Service Delivery Review which resulted in 110
unique recommendations as to how the County could improve its services and provide
them in a more cost effective and efficient manner. Attracting a non-municipal operator
for one or more of Elgin’s Long-Term Care (LTC) Homes was one of several different
recommendations related to Elgin’s LTC Homes.
WHAT IS A SERVICE DELIVERY REVIEW?
The County of Elgin received a grant through the Province’s Municipal Modernization
Program toconduct a comprehensive review of its internal and shared services tofind
key efficiencies that will streamline the way services are delivered to members of the
community.
WILL THE COUNTY IMPLEMENT THESE RECOMMENDATIONS?
County Council will consider all recommendations contained within the Service Delivery
Review carefully. They will then decide which options to pursue in the short, medium
and long term, and which recommendations they will not pursue at all. These decisions
will come after careful analysis of how these recommendations will benefit County
taxpayers and improve services to residents.
WHY WOULD COUNTY COUNCIL CONSIDER DIVESTMENT?
The Service Delivery Review demonstrates Council’s commitment to transparency and
fiscal responsibility.
Council is always looking for ways to make the County’s services better and more
efficient and is committed to long-term sustainability and the responsible use of
taxpayer money.
Council must therefore consider all recommendationscontainedwithin the Service
Delivery Review carefully, weighing their benefits and disadvantages objectively.
WILL THERE BE ANY IMMEDIATE CHANGES TO ELGIN’S LONG-TERM CARE
HOMES?
Consultants recommend that Elgin’sLTCHomes improve recruitment and scheduling
processes. Both of these functions currently do not utilize digital tools, relying primarily
2
on manual reviews and paper-based processes.Digitizing these processes will result in
both monetary and productivity savings for the LTC Homesandfacilitate the day-to-day
activities of our staff. These improvements are already underway.
WHY REDEVELOP TERRACE LODGE IF THE COUNTY COULD DECIDE TO
DIVEST IT?
Elderly populations are growing across the regionand the needs of our LTC residents
are becoming increasingly complex. Although it is still in good condition, the current
Terrace Lodge LTC Homes was built in 1977 and needs to be redeveloped to meet the
needs of the residents who live there todayand whowill live there in the future.
The redevelopment will create an inviting and state of the art home where residents feel
safe and comfortable while excellent care is provided.
The County of Elgin has entered into a funding agreementthrough the Construction
Fund Subsidywith the Ministry of Long-Term Care for the redevelopment of Terrace
Lodge. These funds will be provided to the County on an incremental basis for the
course of 25 years. The County of Elgin has committed to the operation of Terrace
Lodge for at least this long. No consideration to divest Terrace Lodge would occur for at
least 25 years, if considered at all.
IF THE COUNTY IS CONSIDERING DIVESTING ITS LONG-TERM CARE HOMES,
WHY WOULD I DONATE TO THE TERRACE LODGE FUNDRAISING CAMPAIGN IF
THE HOME COULD BE DIVESTED?
County Council will not consider the divestment of Terrace Lodge for at least 25 years.
The goal of the Terrace Lodge Fundraising Committee is to make the Terrace Lodge
experience as home-like as possible for our 100 residents. To achieve this goal, we
need your support.
Your donations will help us to purchase specific items that will enhance the facility and
provide the comforts of home. With your help we will create:
•An inviting courtyard with bird feeders, stackable chairs, benches, a gazebo,
a water feature and gardens ornaments;
•Relaxing, comfortable common spaces with lounge chairs, bookcases, family
dining sets, electric fireplaces, and a comfortableovernight suite for family
visitors; and,
•Modern and accessible recreational activities with items like white boards, art
supplies, specialized exercise equipment and interactive technology devices.
By supporting this campaign, you can become part of our journey to provide the highest
level of care to seniors in our community, who need our attention now more than ever.
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WHAT ARE THE NEXT STEPS IN THE PROCESS?
Now that Elgin County Council has received the final Service Delivery Reviewreport,
the processof prioritizing recommendations contained within will commence. Staff will
investigate all improvement initiatives recommended by the SDR over the next several
months and present this in-depth information to County Council. Council will then
determine which of these initiatives will be prioritized for implementation. Engagement
with LTCHs staff will be on-going during this process.
FACTS/TALKING POINTS
County Councillors and Senior Management are extremely proud of Elgin
County’s Long-Term Care Homes. Thecare received by ourresidents is
exceptionaland we are committed to maintaining these high standards.
The County of Elgin spends approximately $5.2M annually above Provincial
funding allocations to ensure residents in its three (3) LTC Homes receive the
highest quality of care possible.
The quality of life and safety of residents in Elgin’s LTC Homesare top priorityfor
Counciland keeping them safe during the COVID-19 pandemic has been a
primary concern.
Elgin’s LTCHomesare an important part of County of Elgin operations. Ensuring
that this service has the resources, expertise and strategic focus to better serve
the residents of Elgin County continues to be of utmost importance to County
Council and senior management.