08 - September 27, 2021 Terrace Lodge Redevelopment Fundraising Committee MinutesElginComi-ty-
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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
MEETING MINUTES
1. 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.
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3. 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
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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.
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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.
Motion Carried.
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Julie Gonyou, Dominique Gig ere,
C - f Administrative Officer/Clerk. Chair.
Designated 23,100.00
Remaining
10,000.00 Gazebo Large
1 of 2
2,000.00 Chapel Stained Glass Panel
1 of 3
2,000.00 Water Feature
1 of 1
2,000.00 bird centre
2 of 2
1,000.00 library nook, book case
2 of 2
50.00 keepsake box
2 of 100
98.00
1,200.00 bbq
1 1 of 2
50.00 paint
1
150.00 Garden Ornaments Medium
2
500.00 technology package (netflix)
1 of 1
1,500.00 benches
5
2,500.00 fireplace
2.5 of 8
5.50
150.00 beauty nook desk
1 of 1
150.00
general donation., 5,590.00
4,000.00 word cloud
100 of 100
1,550.00 keepsake boxes
62 of 100
36.00
Designated
11,900.00
900.00 3 benches
1,000.00 fireplace
1 of 6
4.50
10,000.00 gazebo
2 of 2
general donation-
17,700.00
$1,000.00 Above Ground Planters
4 of 4
8,000.00 Landscape Area (adopt)
4 4 of 12
8.00
2,640.00 Outdoor Solar Lighting
8 of 8
600.00 Garden Ornaments X Large
4
500.00 Garden Ornaments Large
5
750.00 Garden Ornaments Medium
10 12 of 12
3,600.00 Bench Roof/cover
6 of 6
1,200.00 Bird seed for one year
1
150.00 paint
3 of 200
o •.
o 00
Designated
29,400.00
23,000.00 door wraps
Green 25 of 75
pledged
2,000.00 colour blocking - paint
Green all
3,900.00 remainder of benches
West 120 of 20
500.00 outdoor table memory care
.5 of 2
1.50
General donation.
22,350.00
1,200.00 bbq
1 2 of 2
12,000.00 stackable chairs
60 of 60
5,500.00 outdoor table main courtyard
5 of 5
1,500.00 outdoor table memory care
1.5 of 2
0.50
1,200.00 bird seed, second year
2nd of 2
950 19 keepsake boxes
19 of 100
17.00
®
o0
Designated
8,325.00
2,000.00 Recreation Room 1V
Aylme 1 of 4
3.00
1,500.00 Montessory Kit medium
Aylme 15 of 15
1,000.00 Montessory Kit large
Aylme 5 of 5
It's Christmasl
875.00 1 !pad
1,000.00 Gift shop table and chairs
2,000.00 Electric fireplaces
General donation. 9,340.00
6,000.00 Abby computer system
395.00 Abby Annual subscription
2,850.00 Abby Individual subscription
100.00 4 keepsake boxes
Designated $ 6,750.00 to -date
$ 2,000.00 Lounge Chairs colourful
$ 2,500.00 Lounge Loveseat colourful
$ 5,000.00 Dining Set
$ 600.00 Folding Tables
Stacking Chairs Main Event
$ 300.00 Space
$ 2,500.00 Fireplace Main Lobby
Electric Fireplace Family Dining
$ 2,500.00 Room
Overnight Suite Package,
Sofabed, curtains, table and
$10,500.00 chair +D6cor
Overnight Suite - Voice
$ 100.00 activated large Clock Radio
Overnight Suite - Bedding /
$ 800.00 Quilt
$ 600.00 Overnight Suite - Television
$ 50.00 Paint Chapel
$ 50.00 Paint Lobby
$ 8,000.00 Sound System
$ 6,000.00 Chapel Curtains
$ 5,000.00 Large TV or Wall Screen
$10,000.00 Lobby Furniture
$ 600.00 Book Cases
$ 500.00 Altar/podium
Ayime 1 of 4
1of1
2of8
1of6
1of6
10 of 30
4 of 100
1of1
1of1
1of6
1,200 2 of 2
1of1
3.00
2.50
5.00
5.00
20.00
15.00
1.5 remaining
.5 remaining
TERRACE LODGE — FUNDRAISING DONATIONS AS GIFTS STRATEGY: PROPOSAL
PROCESS: Donor side — online and on the paper form
Donor will have a new option and section on the form: "This is a gift"
If Donor selects option: "This is a gift"
Donor enters name and address of the Recipient
Donor selects: Send me the card OR Send the recipient the card
PROCESS: Campaign side
As soon as a "donation as gift" is received, a Committee member will mail the greeting card:
-If to the donor, write nothing in the greeting card, insert thank you note on piece of paper
-If to the recipient, personalize the greeting card with a thank you and mail
We need one or two elves from the committee to look after this process!
GREETING CARDS
-Aylmer Express has agreed to design and print (250)
-They will be generic and usable throughout the year
-We can customize with stickers for the seasons / holiday / occasion (added when mailing)
-The card will say something like:
(COVER): The Gift of Comfort + Gift picture + Terrace Lodge campaign logo
(inside): A gift toward the Comfort of Home campaign has been made in your name. You are making a
difference in the lives of the Terrace Lodge residents.
[back]: link to campaign website + for more information
NOTES
Timeliness is key!!
Receipt goes to donor — it cannot be issued to the recipient
Cheques received at County or at TL must be stamped with dates received
Watch for a donation divided in multiple small gifts. System will only allow one donation — one gift.