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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. 1 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. 2 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 3 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 1 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. 3 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.