11 - October 25, 2021 Terrace Lodge Redevelopment Fundraising Committee Agenda Pacakgeoww
III III cR� Io�II IIrt i III � .
Illwww4 U iii d ilia ilii'(ilii iii iiirn iiir�� I. .
a
Progressive 4y Nature
lii iir Co u ri ty Cotxiriclii 111 Flylb rl
1. Call to Order
2. Review of Agenda
3. Adoption of Minutes: September 27, 2021
4. Disclosure of Pecuniary Interest
5. Donation Update, Manager of Finance/Deputy Treasurer (to be circulated)
a) Items "purchased" from the June -July Summer Campaign
b) Items "purchased" from the August -September Lifelong Learning Campaign
6. Media and Advertising Update
a) Proposal for next theme and campaign advertising dates: Christmas
7. Donor Recognition
a) Photos, Cards, Social Media
8. Fundraising Strategies
a) Updated Legacy Giving Brochure: update
b) Christmas gift cards
c) Refresh website and online catalogue December 1
9. Business Arising
a) Bench Dimensions - Shades Building Project
b) Updated Promotional Letter
10. New Business
a) Committee Member Recruitment 2022
11. Closed Session
1) Municipal Act Section 239 (2) (b) personal matters about an identifiable individual,
including municipal or local board employees - Donor Outreach Update
12. Next Meeting
13. Adjournment
In -person attendance for members of the public is currently restricted due to COVID-19.
Members of the public can view the livestreamed meeting at
�000/
Progressive b,y Nature
Meeting: Terrace Lodge Redevelopment Fundraising Committee
Date: September 27, 2021
Time: 10:00 a.m.
Location: Council Chambers/Webex
Attendees: Dominique Giguere, Deputy Mayor - Township of Malahide, Chair (in -person)
Jim Jenkins, Community Member (in -person)
Jamie Chapman, Community Member (in -person)
Ruth Anne Perrin, Community Member (in -person)
Kay Haines, Terrace Lodge Auxiliary (in -person)
Staff: Michele Harris, Director of Homes and Seniors Services (electronic)
Katherine Thompson, Manager of Administrative Services/Deputy Clerk (electronic)
Jennifer Ford, Manager of Financial Services/Deputy Treasurer (in -person)
Tanya Noble, Manager of Program Therapy Services (electronic)
Carolyn Krahn, Legislative Services Coordinator (in -person)
Jenna Fentie, Legislative Services Coordinator (electronic)
Regrets: Peter Barbour, Councillor — Town of Aylmer
Richard Kisuule, Community Member
Fiona Wynn, Councillor — Municipality of Central Elgin
Julie Gonyou, Chief Administrative Officer
DRAFT MEETING MINUTES
Call to Order
The Terrace Lodge Redevelopment Fundraising Committee met this 271h day of September,
2021. 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 9:00 a.m.
2. Review of Agenda
Moved by: Ruth Anne Perrin
Seconded by: Jamie Chapman
Resolved that the agenda for the September 27, 2021 meeting be approved.
Motion Carried.
3
0/000001
Progressive btu Nature
Adoption of Minutes —August 23, 2021
Moved by: Jim Jenkins
Seconded by: Kay Haines
Resolved that the minutes from the meeting held on August 23, 2021 be approved.
Motion Carried.
4.
Disclosure of Pecuniary Interest
None.
5. Donation Update
The Manager of Financial Services/Deputy Treasurer 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 overall donations towards the campaign have
increased $14,451 since the last report to the committee (report attached).
Moved by: Jamie Chapman
Seconded by: Ruth Anne Perrin
Resolved that the report titled "Fundraising Financial Update" from the Manager of Financial
Services/Deputy Treasurer be received and filed.
Motion Carried.
6. Media/Advertising Update
a. October/November mini themed campaign
The Committee discussed the fall themed campaign, which will center on the theme
"Cozying Up by the Fireplace" and will begin after Thanksgiving. The fall campaign will
focus on promoting lounge furniture to be placed at fireplaces around the home.
The Committee also discussed the winter themed campaign, which will focus on events
and family gatherings through the promotion of folding tables and chairs for family dining
suites.
Jamie Chapman asked if there will be an option for someone to give a donation towards
the campaign as a Christmas gift. The Chair advised that the option for giving donations
as Christmas gifts will be set-up for this year.
Chair Giguere shared feedback received after a recent presentation to the South
Dorchester Optimist Club. Members of the Optimist Club noted that many of the
recreational activities for residents are too female -oriented and that consideration should
�000/
Progressive b,y Nature
be given to adding more programs/activities geared towards male residents. Tanya Noble
will research alternative outdoor/indoor recreation activities and provide options to the
Committee at a future meeting.
The Chair advised that work continues on the German translation of the campaign
posters. Councillor Giguere will provide copies to the Committee at the next meeting.
7. Donor Recognition
a. Photos, Cards, Social Media
The Chair advised that the Aylmer Express has donated a giant whiteboard cheque to use
for donor recognition photos.
West Elgin Mutual Insurance has kindly donated the required benches to the campaign.
Ruth Anne is going to reach out to East Elgin Secondary School to see if the woodworking
class could make the sunshades for the benches. Ruth Anne will also approach the local
lumber yard for a lumber donation or lumber at a reduced price. Michele and Tanya will
contact the architect for accurate measurements of the benches and sunshades.
8. Fundraising Strategies
a. Updated Legacy Giving Brochure
The Chair submitted the brochure to Aylmer Express for printing as a donation to the
campaign, but have yet to receive confirmation from the Aylmer Express.
b. Other Strategies: Events, Booths, Markets
The Committee discussed setting up a fundraising booth at local fairs and markets. The
Committee will work together with the Elgin County Economic Development and Tourism
Department to share information booths at upcoming events.
9. New Business
None.
10. Closed Session
Moved by: Jim Jenkins
Seconded by: Jamie Chapman
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.
0000/0"!////%/
Progressive btu Nature
Motion Carried.
11. Motion to Rise and Report
Moved by: Kay Haines
Seconded by: Ruth Anne Perrin
Resolved that we do now rise and report; and that the confidential report titled Donor Out Reach
Update be received and filed.
Motion Carried.
12. Next Meeting
The next meeting will be held on Monday, October 25, 2021 in the afternoon or evening. A poll
will be sent to Committee members to determine the meeting time.
13. Adjournment
Moved by: Jim Jenkins
Seconded by: Kay Haines
Resolved that we do now adjourn at 11:08 a.m. to meet again on Monday, October 25, 2021.
Julie Gonyou,
Chief Administrative Officer/Clerk.
Motion Carried.
Dominique Giguere,
Chair.
1
"��sti��f�IIIIIIIpUuuou�°"'
leooElgin
Prug'resshn�,� by Nature
RECOMMENDATION:
REPORT TO TERRACE LODGE FUNDRAISING
COMMITTEE
FROM: Jennifer Ford, Manager of Financial Services/Deputy
Treasurer
DATE: September 23, 2021
SUBJECT: Fundraising Financial Update
THAT the September 23, 2021 report titled, Fundraising Financial Update, submitted by the Manager
of Financial Services/Deputy Treasurer, be received and filed for the Committee's information.
INTRODUCTION/DISCUSSION/FINANCIAL IMPLICATIONS:
This report is presented to the committee to provide an update on the status of total donations
outstanding, pledged and received to date as well as total costs incurred as it relates to the Terrace
Lodge Fundraising Campaign. The overall donations towards the campaign have increased by
$14,451 since the last report to the committee.
Donations Received for Terrace Lodge Fundraising as at
September 23, 2021
REVENUE (Donations to dote)
Received
Outstanding
Cash/Cheque
34,950
12,725
Credit Card
22,805
Donations Prior to Campaign Start
8,105
Pledges (Expected Value)
40,150
90,000
In Kind Services donated to the campaign
-
Total Donations
106,010
102,725
EXPENSES
Paid
Outstanding
Fees (credit card)
624
Fundraising Consultants
4,500
Signage
2,719
Meeting Room Rental
150
Advertising and Promotion
71226
Total Expenses
151218
-
Total Donations towards campaign
193,517
N
Ln
Ln
Ln
LnLn
0
O
Ln
r�
O
M
On
-1
N
m
M
O
(.0
CO
�O
r-
�
N
m
I�
O
N
00
OM
0
N
N
N
c�-I
N
00
4-
c I
N
rl
O
fV
O
Ur
fV
Ln
O
O
O
O
O
O
cV
Lri
Lr
O
LA
�
�
N
O
O
N
O
C)O
O
O
v
Lri
ui
OA
a)O
O
O
C
C
C
Ln
a i
0
O
a
O
OCT)
Vb
Ln
V" ,.
a:�'�
0000
i
M
M
1
N
N
N
V
C
C
a:' r
0
C
0
O
O
CT
C
Ln
C
p
N
O
O
p
`—I
lC
Lf1
Ln
00
00
O
M
f V
Ln
Ln
Ln
O
Ln
It
c
cn
O
1,0
00
O
r�
O
O
Ln
M
N
.)
rl
Lf1
N
rl
N
L.0
M
c-I
c-I
l0
Ln
Q.,4
r-'
N
r-
l
00
N
m0,
4
r,�
O
O
N
M
�
a..
m
in
m
OG
H
m
C
�
LL
W
ro
tw
Q
E
C
i
i
CO
Co
U
m
V
41
N
c
Q
i
ar
O
u
ro
O
H
1.
'u
N
O
'a
0
E
CO
CO
CO
fro
f0
E
U
>
O
4'
c
p
L
O
p
O
v
-0N
a.
a
0
v
CLn
cCU
CU
C:
ro
O
v
E
n
.g
�
v
N
1
c
U
o
o
aj
;
O
F
�
no°L6
xC
Q
A
LU
to
cu
to
•-
Q.
�
Cc
U
U
r)
d
�
0
�
LII
a)CC
LL
LL
N
0
O
O
O
O
O
O
0
rn
n
N
0
0 0 0
l0 Ln -i
l0 Ln M
OO
N O O
> Ln Ln
O N I-
= N l0
c:
O
C:
O O O
p 4J 4J
O
co
3
CL
3
O
C
O
N
3
3
U
co
U
(0
3
u
U
m
O
N
U
C
N
cu
4-
0
3
GNMENT WITH STRATEGIC PRIORITIES:
Serving Elgin
Growing Elgin
Investing in Elgin
® Ensuring alignment of ❑ Planning for and ® Ensuring we have the necessary
current programs and facilitating commercial, tools, resources, and
services with community industrial, residential, and infrastructure to deliver programs
need. agricultural growth. and services now and in the
future.
❑ Exploring different
ways of addressing
community need.
® Engaging with our
community and other
stakeholders.
❑ Fostering a healthy
environment.
® Enhancing quality of
place.
LOCAL MUNICIPAL PARTNER IMPACT:
IR•1z
COMMUNICATION REQUIREMENTS:
None
CONCLUSION:
® Delivering mandated programs
and services efficiently and
effectively.
The reports presented are submitted to the Committee for their information, review and comment.
All of which is Respectfully
Submitted
Jennifer Ford
Manager of Financial
Services/Deputy Treasurer
Approved for Submission
Julie Gonyou
Chief Administrative Officer