02 - February 22, 2021 Terrace Lodge Redevelopment Fundraising Committee Agenda Package
Terrace Lodge Redevelopment
Fundraising Committee
AGENDA
Date: Monday, February 22, 2021
Time: 10:00 a.m.
Location: Virtual
1. Call to Order
2. Review of Agenda
3. Adoption of Minutes: January 18, 2021 Meeting
4. Disclosure of Pecuniary Interest
5. Donation Update, Manager of Finance/Deputy Treasurer
6. Terrace Lodge Redevelopment Presentation, Director of Homes and Seniors
Services
7. Follow-up: Committee Members Fundraising Events or Initiatives for 2021
8. Correspondence
Terrace Lodge Project Budget, Terrace Lodge Redevelopment Steering
Committee
Aylmer Express Donation
9. Closed Session
Municipal Act Section 239 (2) (b) personal matters about an identifiable
individual, including municipal or local board employees Donor Outreach
10. Next Meeting
11. Adjournment
Meeting: Terrace Lodge Redevelopment Fundraising Committee
Date: January 18, 2021
Time: 10:00 a.m.
Location: Virtual
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
Peter Barbour, Councillor Town of Aylmer
Staff:
Tanya Noble, Manager of Program and Therapy Services
Katherine Thompson, Supervisor of Legislative Services
Regrets:
Julie Gonyou, Chief Administrative Officer
Kay Haines, Terrace Lodge Auxiliary
Fiona Wynn, Municipality of Central Elgin
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 18th day of January, 2021. All
members and staff participated electronically. The meeting was called to order at 10:04 a.m.
2. Review of Agenda
Moved by: Ruth Anne Perrin
Seconded by: Jim Jenkins
Resolved that the agenda be approved.
Yes No Abstain
Jamie Chapman Yes
Pete Barbour Yes
Richard Kisuule
Ruth Anne Perrin Yes
Jim Jenkins Yes
Dominique Giguère Yes
500
-Motion Carried.
3.Adoption of Minutes December 14,2020
Moved by: Jamie Chapman
Seconded by:Pete Barbour
Resolved that the minutes from the meeting held on December 14, 2020be approved.
YesNoAbstain
Jamie ChapmanYes
Pete BarbourYes
Richard Kisuule
Ruth Anne PerrinYes
Jim JenkinsYes
Dominique Giguère Yes
500
-Motion Carried.
4.Disclosure of Pecuniary Interest
None.
Richard Kisuule joined the meeting at 10:07 a.m.
5.Donation Update
The Manager of Finance/Deputy Treasurer presented an update on donations received so far.
Moved by: Richard Kisuule
Seconded by: Jamie Chapman
Resolved that the report titled from the
Deputy Treasurer be received and filed.
YesNoAbstain
Jamie ChapmanYes
Pete BarbourYes
Richard KisuuleYes
Ruth Anne PerrinYes
Jim JenkinsYes
Dominique Giguère Yes
600
-Motion Carried.
6.Advertising Options
The Committee discussed potential advertising optionsfor promoting the campaign within our
region.
Jim Jenkinsindicated that the Dorchester Sign Post hasa considerable readership in Elgin County
particularlyin the Belmont area. Jim will reach out to the Sign Post to determine whether theywould
consider donating advertising to the campaign.
Two emailswent out to the Aylmer and Area Chamber of Commerce memberspromoting the
campaign.
Tanya suggested that appropriate information about the fundraising campaign could go out with the
pay stubs of Elgin County Homes and possibly Admin staff to provide information about the
campaign. There have been inquiriesfrom Homesstaff and their familymembersregarding
donating.
There wasa suggestion that information could go out in Hydro bills, water billsor tax bills. Thismay
be difficult asit costsmoneyto send out mail and anyadditional weight added to water or tax bills
will cost money.
There will be more discussion regarding potential promotional optionsat a future meeting.
7.Divestment Fact Sheet
T
Review recommendation to consider divestment of Long-Term Care Homes. The Chair in
conjunction with staff prepared a fact sheet regarding potential divestment which can be used by
Committee membersto answer questionstheyreceive. The County of Elgin hasan agreement with
the Province of Ontario for funding the Terrace Lodge Redevelopment and the Countyhasagreed
to operate Terrace Lodge for at least an additional 25 years. There are no plansto include Terrace
Lodge in anydiscussionssurrounding divestment.
If there are questionsthat are not clarified in thisdocument please reach out to the Chair for further
information.
8.Committee Member Roundtable Updates
Committee Members were given the opportunity to discuss their fundraising efforts to date with the
group.
Ruth Anne Perrin Has been engaging with potential donors with personal letters (contact-free
drop offs) with a follow-up phone call.
Richard Kisuule Will have the opportunity to approach many contacts over the course of the year
and during tax season and he plans to discuss the campaign with his contacts at this time.
Jim Jenkins has reached out to several local lodges and service clubs; however, most are not
meeting right now as a result of COVID-19 and may not be able to for quite some time.
Jamie Chapman COVID-19 has made it difficult to reach out to business owners who are
struggling during the provincial lockdown. Once the lockdown and stay at home order ends, her
outreach will continue. It is important to be sensitive to the challenges faced by the business
community at this time.
9. Brainstorming of potential fundraising events/initiatives
The Committee began the discussion surrounding hosting fundraising events and initiatives over
the course of 2021. These could include online 50/50s, silent auctions, retail donation partnerships
etc. The form that these initiatives will take, will depend largely on the COVID-19 pandemic
situation.
Members will research what would be involved in several initiatives and costs associated with them
and consider these at an upcoming meeting.
The Committee has consent to utilize up to 4% of the campaign ask for the costs of running the
campaign including advertising and fundraising initiatives.
10. Donor Recognition Continued
,
The Committee continued its discussion from the December 14,2020 meeting regarding how
donors should be recognized (plaques etc.).
Jim Jenkins described a plaque at Belmont Community Park that has a list of donors on the sign. It
is divided into amounts of money. It was manufactured by Group 3 Signs near Belmont. This is an
example of signage that could be utilized at Terrace Lodge. The entire sign was between $200-300.
The campaign consultants suggested an electronic monitorthat could display donors on a rotating
basis, could include special thank you messages and could be utilized for announcements. This
could be changed as frequently as needed. This could be in addition to an easy to flip through
donor book in a central location. This monitor and book could be included on a moveable station to
accommodate construction and provide the maximum flexibility.
Once the campaign closesa physical engraved plaque could be considered in the place of a
monitor.
The Committee decided to explore including plaques on larger specific items for donors who
request this type of recognition. Councillor Giguère investigate how this process could be
implemented and bring backthe information to the Committee for future discussion.
11.Next Meeting Date
Monday February22,at10:00 a.m. atSouth Dorchester CommunityHall or electronically.
12.Adjournment
Moved by: Jim Jenkins
Seconded by: Jamie Chapman
Resolved that the meeting adjourn at11:44 a.m. to meet again on February22, 2021at 10:00 a.m.
YesNoAbstain
Jamie ChapmanYes
Pete BarbourYes
Richard KisuuleYes
Ruth Anne PerrinYes
Jim JenkinsYes
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: Feb 17, 2021
SUBJECT:FundraisingFinancial Update
RECOMMENDATION:
THAT the Feb 17, 2021 report titled, Fundraising Financial Update, submitted by the
Manager of Financial Services/Deputy Treasurer, be received and filed for the
Committeeinformation.
INTRODUCTION:
This report serves to provide an update on the status of donations outstanding, pledged
and received for the Fundraising Committee as it relates to the Terrace Lodge
Fundraising Campaign.
DISCUSSION:
FINANCIAL IMPLICATIONS:
To date, the following amounts were identified in the online fundraising portal for deposit
towards the campaign:
2
ALIGNMENT WITH STRATEGIC PRIORITIES:
Serving Elgin Growing Elgin Investing in Elgin
Ensuring alignment of Planning for and Ensuring we have the
current programs and facilitating commercial, necessary tools,
services with community industrial, residential, resources, and
need. and agricultural growth. infrastructure to deliver
programs and services
now and in the future.
Exploring different Fostering a healthy
ways of addressing environment.
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
COMMUNICATION REQUIREMENTS:
None
CONCLUSION:
Staff continue to work behind the scenes to enhance reporting tools.
Approved for Submission
All of which is Respectfully Submitted
Julie Gonyou
Jennifer Ford
Chief Administrative Officer
Manager of Financial
Services/Deputy Treasurer
1
REPORT TO COUNTY COUNCIL
FROM:Bob Purcell,Chair – TL Redevelopment
Steering Committee
DATE:January 26,2021
SUBJECT: T/L Redevelopment Project Budget
RECOMMENDATION:
THAT the Terrace Lodge Redevelopment Steering Committee recommend a project
budget of $34,700,483exclusive of HST; and,
THAT the CAO and Warden be authorized to sign an Acceptance of Cost Letter to D.
Grantfor a Stipulated Price Contract; and,
THAT January 26, 2021 report, titled“T/L Redevelopment Project Budget”, submitted by
the Terrace Lodge Redevelopment Steering Committee Chair, bereceived and filed for
information.
INTRODUCTION:
The tenders pricing results are now available, as are recently announced provincial
funding changes. The net impact allows the Committee to recommend that$1.4 million
of the provincial funds be directed to County Council for other purposes.
DISCUSSION:
The tender bids have resulted in a Construction Manager cost of$29,086,452and
ancillary/soft costs(include design, project management and fixtures and equipment)of
$5,614,031for atotal project cost estimate of $34,700,483.In December, the province
confirmedchanges to the funding for LTC development. The Construction Funding
Subsidy per diem is increased to $21.28, providingthe equivalent of$1.9 million in
incremental funding. Additionally, the province has announced adevelopment grant of
up to $2,492,000. Given that the details of the grant are still pending,the committee is
conservatively including only 40% of the grant in this analysis.
2
When the Construction Funding Subsidy per diem and 40%of the maximum
Development Grant are added to the Council approved budget, the funding available for
this project is $36,704,990. This total funding is almost $1.4 million in excess of the
total project cost. Council could direct these excess funds to purposes it deems
appropriate, including other service enhancements or a tax reductionof up to 0.4%.
In addition, since only a portion of the Development Grant maximum is included in this
analysis, once the province announces the actual amount of the grant our project will
received, any amount over the amountallocated in this report can be considered for
other purposes, including as a reserve for this project. Given the level of investment
that Elgin is committing to in this project, it is quite likely thatwewill receivewell in
excess of 40% of the maximum grant amount.
3
ALIGNMENT WITH STRATEGIC PRIORITIES:
Serving ElginGrowing ElginInvesting in Elgin
Ensuring alignment of Planning for and Ensuring we have the
current programs and facilitating commercial, necessary tools,
services with community industrial, residential, resources, and
need.and agricultural growth. infrastructure to deliver
programsand services
now and in the future.
Exploring different Fostering a healthy
ways of addressing environment.
Delivering mandated
community need.
programs and services
Enhancing quality of
efficiently and
Engaging with our
place.
effectively.
community and other
stakeholders.
Additional Comments:
LOCAL MUNICIPAL PARTNER IMPACT:
Aylmer and Malahide will be kept abreast of the project developments.
COMMUNICATIONREQUIREMENTS:
A campaign kick-off was held in December and sod turning will be held with the
province at a yet to be determined date. At this time staff and MMMC will work with the
ministry to obtain FEC approval by the Ministry of Long-Term Care.
CONCLUSION:
With the new funding levels approved by the province, the Steering Committee is
recommending a project budget of$34,700,483exclusive of HST while providing
Council with $1.4 million in unallocated funds to be used for other purposes.
Only 40% of the Development Grant maximum is included in this analysis. Once the
actual amount of the grant to be received is determined, any amount over that amount
can be considered for other purposes, including as a reserve for this project.
4
It should be notedthat the Steering Committee and Councilhaspreviously indicated
that we willintentionally approve the construction budget and the start of construction
prior to FEC approval by the Ministry of Long-Term Care.This will allow D. Grant to
mobilize on site the week of February 8, 2021. D. Grant will require a letter from the
County authorizing them to proceed.
All of which is Respectfully Submitted
Bob Purcell
Chair –Terrace Lodge Redevelopment Committee
February 10, 2021
Reference Number: COE 21-04
County of Elgin Terrace Lodge Redevelopment Campaign
Attention: Dominique Giguère
We are pleased to submit the following donation for the Redevelopment Campaign;
Our donation will be for a total of $10,000.
Item: 1) Logo concept/design/branding guide and e-files - $2,845
2) Campaign brochure x 2 print runs design/print/bind - $1,239
3) Campaign road sign design & background sign design/print - $440
4) Campaign Thank you cards and envelopes design/ print $250
5) Campaign Business Cards design/print $120
6) bi weekly campaign ads in Aylmer Express newspaper $4,600
Total $9,494
Dominique to let you know part of the donation (6) is for advertising space up to $200 biweekly
until the end of 2021 (23 weeks) . This can be used in our weekly publication The Aylmer Express
or in our other publication in Elgin which is a monthly publication distributed throughout Elgin.
There is also a balance (approx. $500) you can use toward future print items.
We are pleased to be a part of the campaign and wish you the best with your donation requests and
we hope that our contribution helps you to achieve your goal.
Sincerely,
John and Karen Hueston,
& staff at Aylmer Express Ltd.
MB/cc
519.773.3126 800.465.9433 390 Talbot Street East, Aylmer, ON N5H 1J5 www.aegraphicsgroup.com