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08 - September 27, 2021 Terrace Lodge Redevelopment Fundraising Committee MinutesElginComi-ty- Progressive by filature 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. E g i n C '_0 L it 1 it-i- y Progressive by Nature 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 ElginCounty- /0000 Progressive by 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. 1" rlginCountv Progressive by 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. Motion Carried. ('�,A'� lvll-��^Vjzn/" 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.