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06 - July 19, 2021 Terrace Lodge Redevelopment Fundraising Committee Meeting MinutesElginCounty Progressive by Nature Meeting: Terrace Lodge Redevelopment Fundraising Committee Date: July 19, 2021 Time: 10:00 a.m. Location: Council Chambers Attendees: Dominique Giguere, Deputy Mayor - Township of Malahide, Chair (in -person) Jim Jenkins, Community Member (in -person) Ruth Anne Perrin, Community Member (in -person) Richard Kisuule, Community Member (electronic) Kay Haines, Terrace Lodge Auxiliary (in -person) Staff: Katherine Thompson, Manager of Administrative Services/Deputy Clerk (in -person) Tanya Noble, Manager of Program Therapy Services (electronic) Carolyn Krahn, Legislative Services Coordinator (in -person) Regrets: Peter Barbour, Councillor — Town of Aylmer Jamie Chapman, Community Member Fiona Wynn, Councillor — Municipality of Central Elgin Julie Gonyou, Chief Administrative Officer Michele Harris, Director of Homes and Seniors Services Jennifer Ford, Manager of Finance/Deputy Treasurer MINUTES 1. Call to Order The Terrace Lodge Redevelopment Fundraising Committee met this 19th day of July. The meeting was held in a hybrid in-person/electronic format with committee members and staff participating as indicated above. The meeting was called to order at 10:12 a.m. 2. Review of Agenda Moved by: Jim Jenkins Seconded by: Ruth Anne Perrin Resolved that the agenda be approved. Yes No Abstain Richard Kisuule Yes Kay Haines Yes Ruth Anne Perrin Yes Jim Jenkins Yes Dominique Gi uere Yes 5 0 0 E g i n C M v Progressive by Nature Motion Carried. 3. Adoption of Minutes — June 21, 2021 Moved by: Kay Haines Seconded by: Ruth Anne Perrin Resolved that the minutes from the meeting held on June 21, 2021 be approved. Yes No Abstain Richard Kisuule Yes Kay Haines Yes Ruth Anne Perrin Yes Jim Jenkins Yes Dominique Gi ubre Yes 5 0 0 Motion Carried. 4. Disclosure of Pecuniary Interest None. 5. Donation Update The Manager of Administrative Services presented an update on the status of donations outstanding, pledged and received for the Fundraising Committee as related to the Terrace Lodge Fundraising Campaign. The Committee Chair explained that large donations would be spread over the three (3) years of the campaign for tracking purposes. Expenses will also be spread over the three (3) years, as they are expected to be higher in the first year. The Committee Chair announced that the campaign this year has raised a total of $113,000, which is 50% of the 2021 target. The full campaign, including pledges for year two (2) and year three (3), has raised a total of $193,000, which is 30% of the campaign target. Moved by: Ruth Anne Perrin Seconded by: Richard Kisuule Resolved that the report titled "Fundraising Financial Update" from the Manager of Finance/Deputy Treasurer be received and filed. Yes No Abstain Richard Kisuule Yes Kay Haines Yes E Igin C o _ : r Progressive by Nature Ruth Anne Perrin Yes Jim Jenkins Yes Dominique Gi uere Yes 5 0 0 Motion Carried. 6. Media/Advertising Update a. Posters The Aylmer Express offered to print 100 copies of the promotional poster. The posters will be distributed to Committee Members, who will post them in public spaces throughout the community. The Committee discussed using photographs of residents, instead of stock photos, in future promotional materials. The Manager of Program Therapy Services will provide resident photographs for the campaign. b. Outreach to DeBrigj, translation of materials Jamie Chapman has reached out to Mennonite Community Services to request their assistance with translating the fundraising campaign poster into Low German. They have asked for a formal letter outlining the request. Once the translation is complete, the Committee will reach out to the Aylmer Express or other local printers to arrange for printing. 7. Donor Recognition a. Photos, Cards, Social Media Committee Members posed for photographs with the donors in front of the fundraising campaign sign at Terrace Lodge. The photographs will be used on the webpage and social media to recognize donors. More thank you cards will be sent out to donors this week. Staff are also working on a media release recognizing donors. Now that long-term care homes are reopening to visits, the Committee could consider installing a TV screen at Terrace Lodge, which would feature photographs and names of donors. A permanent donor recognition installation will be discussed towards the end of the campaign. 8. Fundraising Strategies a. Legacy Giving The Committee Chair has been working with the fundraising consultants to prepare wording around legacy giving for use in an informational brochure. The Chair will send E g i n C n tg Progressive by Nature Committee Members examples of legacy giving brochures for their consideration, and a draft brochure will be presented at the next meeting. 9. New Business None. 10. Closed Session Moved by: Jim Jenkins Seconded by: Richard Kisuule Resolved that we do now proceed into closed meeting session in accordance with the Municipal Act to discuss the following matters under Municipal Act Section 239 (2) (b) personal matters about an identifiable individual, including municipal or local board employees — Donor Outreach Update. Yes No Abstain Richard Kisuule Yes Kay Haines Yes Ruth Anne Perrin Yes Jim Jenkins Yes Dominique Gi uere Yes 5 0 0 Motion Carried. 11. Motion to Rise and Report Moved by: Jim Jenkins Seconded by: Kay Haines Resolved that we do now rise and report. Yes No Abstain Richard Kisuule Yes Kay Haines Yes Ruth Anne Perrin Yes Jim Jenkins Yes Dominique Gi ubre Yes 5 0 0 Motion Carried. r ElginCoaiir ate,.-- +`-nn` Progressive .by Nature Moved by: Ruth Anne Perrin Seconded by: Richard Kisuule Resolved that the confidential report titled Donor Out Reach Update be received and filed. Yes No Abstain Richard Kisuule Yes Ka Haines Yes Ruth Anne Perrin Yes Jim Jenkins Yes Dominique Gi uere Yes 5 0 0 Motion Carried. 12. Next Meeting Date Monday, August 23, 2021 at 10:00 a.m. 13. Adjourn Moved by: Kay Haines Seconded by: Ruth Anne Perrin Resolved that we do now adjourn at 11:18 a.m. to meet again on August 23, 2021 at 10:00 a.m. Yes No Abstain Richard Kisuule Yes Kay Haines Yes Ruth Anne Perrin Yes Jim Jenkins Yes Dominique Gi uere Yes 5 0 0 Motion Carried. Julie G you, Chief Administrative Officer. Dominiqug Giguere, Chair.