09 - October 25, 2021 Terrace Lodge Redevelopment Fundraising Committee Minutes'MginCoun
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Progressive by Nature
Meeting: Terrace Lodge Redevelopment Fundraising Committee
Date: October 25, 2021
Time: 1:00 P.M.
Location: Council Chambers/Webex
Attendees: Dominique Giguere, Deputy Mayor - Township of Malahide, Chair (in -person)
Jim Jenkins, Community Member (in -person)
Richard Kisuule, Community Member (electronic)
Ruth Anne Perrin, Community Member (in -person)
Kay Haines, Terrace Lodge Auxiliary (in -person)
Staff: Katherine Thompson, Manager of Administrative Services/Deputy Clerk (in -person)
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
Jamie Chapman, Community Member
Fiona Wynn, Councillor — Municipality of Central Elgin
Julie Gonyou, Chief Administrative Officer
Michele Harris, Director of Homes and Seniors Services (electronic)
MEETING MINUTES
1. Call to Order
The Terrace Lodge Redevelopment Fundraising Committee met this 251h day of October, 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 1:00 p.m.
2. Review of Agenda
Moved by: Richard Kisuule
Seconded by: Ruth Anne Perrin
Resolved that the agenda for the October 25, 2021 meeting be approved.
Recorded Vote
YES
NO
Kay Haines
X
Jim Jenkins
X
Richard Kisuule
X
Ruth Anne Perrin
X
3.
ElginCounty-
Progressive by Nature
Domini ue Gi uere
X
TOTAL
1 5
1 0
Motion Carried.
Adoption of Minutes — September 27, 2021
Moved by: Jim Jenkins
Seconded by: Ruth Anne Perrin
Resolved that the minutes from the meeting held on September 27, 2021 be approved.
Recorded Vote
YES
NO
Kay Haines
X
Jim Jenkins
X
Richard Kisuule
X
Ruth Anne Perrin
X
Dominique Gi uere
X
TOTAL
5
0
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 it relates to the
Terrace Lodge Fundraising Campaign. The overall donations towards the campaign have
increased $6,953 since the last report to the committee (report attached). The Committee
reviewed the items that were purchased as part of the June -July Summer Campaign, and the
items purchased from the August -September Lifelong Learning Campaign. The Chair clarified
that a total of $200,000 has been pledged, however the campaign has only received $100,000.
Some of the funds pledged are designated over the course of the three-year campaign.
Moved by: Jim Jenkins
Seconded by: Kay Haines
Resolved that the report titled "Fundraising Financial Update" from the Manager of Financial
Services/Deputy Treasurer be received and filed.
Elgin-,
""Itrity
mow, oyx ",
Progressive by Nature
Recorded Vote
YES
NO
Kay Haines
X
Jim Jenkins
X
Richard Kisuule
X
Ruth Anne Perrin
X
Dominique Gi uere
X
TOTAL
5
0
Motion Carried.
6. Media/Advertising Update
a. Proposal for Next Theme and Campaign Advertising Dates: Christmas
The Committee discussed the theme and dates for the next campaign. Chair Giguere
noted that due to time constraints in the fall and Christmas seasons, Aylmer Express
suggested to only do a Christmas campaign, with six ads, beginning after Remembrance
Day, on November 17, 2021. The report attached shows target items for the Christmas
campaign, which will focus on the chapel, guest suite, lounge and lobby furniture, and
dining room. Each advertisement will focus on a specific room, and the total cost for items
is approximately $100,000. Chair Giguere will draft taglines for the ads, and working with
Tanya Noble to obtain photos of each item for the campaign.
Moved by: Kay Haines
Seconded by: Richard Kisuule
RESOLVED THAT the Terrace Lodge Redevelopment Fundraising Committee endorse
the Christmas advertising campaign strategy as presented by the Chair.
Recorded Vote
YES
NO
Kay Haines
X
Jim Jenkins
X
Richard Kisuule
X
Ruth Anne Perrin
X
Dominique Gi uere.
X
TOTAL
5
0
Motion Carried.
E g i n
o t
lit
C n l
Progressive by Nature
a. Photos, Cards, Social Media
Two Donor recognition photos were taken in October, and donors continue to be featured
on social media, and in local newspapers. Work continues on donor thank -you cards. Jim
Jenkins suggested considering a donor recognition wall at Terrace Lodge. The Chair
suggested that a list of donors should be included in the annual report in January, which
would be mailed to all donors. In addition, a display at Terrace Lodge featuring all
campaign donors could be considered at the end of the three-year campaign. The Chair
noted that only donors who have consented to their names being published would be
featured in any donor recognition reports or displays.
8. Fundraising Strategies
a. Updated Legacy Giving Brochure
Aylmer Express has consented to design and printing a legacy giving brochure. Chair
Giguere also informed the committee that the Low German campaign poster is ready to be
distributed. Chair Giguere thanked the Aylmer Express for the continued support of the
campaign.
b. Christmas Gift Cards
The Committee discussed providing an option to donors to give a donation to the
campaign as a Christmas gift. The Donations as Gifts Strategy is attached. Donors will
have the option to have a greeting card sent directly to the recipient, or sent to the donor
to give as a gift themselves. Once a donor selects that the item is to be given as a gift,
one or two Committee members are needed to prepare the Christmas cards. Jim Jenkins
suggested that there may be residents at Terrace Lodge that may be interested in being a
part of the process. Tanya Noble will ask the recreation staff to see if there is a group,
such as the Resident Council, that would be interested in being involved. Ruth Anne
Perrin suggested that a Committee member could go in each week to assist with the
process.
Chair Giguere noted that the Aylmer Express agreed to design and print the card. Aylmer
Express suggested creating one generic card that can also be used for birthdays,
anniversaries, etc. The card or envelope can be customized with stickers relating to the
occasion.
Chair Giguere will send the Committee a draft card for review once available. Chair
Giguere also noted that donation receipts can only be issued in the donor's name, not the
gift recipient's name. Additionally, any donations received must be date -stamped.
100 ElginCounty
le .
Progressive by Nature
c. Refresh Website and Online Catalogue November 17
The Committee discussed refreshing the entire website to only include the items for the
Christmas campaign for the remainder of the year. This strategy would allow donors to
click on each room (lobby/lounge, dining room, guest suite, or chapel), rather than clicking
on categories by dollar amount. Beginning in 2022, a brand-new catalogue will be
launched with new items.
9. Business Arising
a. Bench Dimensions — Shades Building Project
Tanya Noble noted that Michele Harris received an email from the architect which included
an example of the bench from Barco Products, and shade structure from Limestone Trails.
Tanya will circulate more information to the Committee. Tanya will also seek design
specifications from the architect for the shed, in order for the Committee to consider the
shed as a possible project for the local high school or a community group.
b. Updated Promotional Letter
Chair Giguere will circulate an updated promotional letter to the Committee for feedback.
10. New Business
a. Committee Member Recruitment 2022
The Chair suggested waiting until January 2022 to determine whether any changes are
needed to the Committee Terms of Reference, or whether recruitment of additional
members is required. Any recommended changes will need to be provided to County
Council for review and approval.
11. Closed Session
Moved by: Jim Jenkins
Seconded by: Kay Haines
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.
Recorded Vote
YES
NO
Kay Haines
X
Jim Jenkins
X
Richard Kisuule
X
Ruth Anne Perrin
X
T" 11
tiginCounty
-1:
Progressive by Nature
Dominique Gigubre
X
TOTAL
5
0
- Motion Carried.
12. Motion to Rise and Report
Moved by: Jim Jenkins
Seconded by: Richard Kisuule
Resolved that we do now rise and report.
Recorded Vote
YES
NO
Kay Haines
X
Jim Jenkins
X
Richard Kisuule
X
Ruth Anne Perrin
X
Dominique Gigu6re
X
TOTAL
5
0
- Motion Carried.
Moved by: Ruth Anne Perrin
Seconded by: Kay Haines
RESOLVED THAT the confidential report titled Donor Out Reach Update be received and filed.
Recorded Vote
YES
NO
Kay Haines
X
Jim Jenkins
X
Richard Kisuule
X
Ruth Anne Perrin
X
Dominique Gigubre
X
TOTAL
5
0
- Motion Carried.
13. Next Meeting
The next meeting will be held on Monday, November 15, 2021 at 7:00 p.m. at the County
Administration Building.
Elgin Co --&iv
Progressive by Nature
Moved by: Kay Haines
Seconded by: Jim Jenkins
Resolved that we do now adjourn at 2:28 p.m. to meet again on November 15, 2021.
Recorded Vote
YES
NO
Kay Haines
x
Jim Jenkins
x
Richard Kisuule
x
Ruth Anne Perrin
x
Dominique Gigu6re
x
TOTAL
5
0
Motion Carried.
hUJulie Gonyou, ' Dominique Gig re,
f Administrative Officer/Clerk. Chair.
Progressive by Nature
RECOMMENDATION:
01 Z41• • it
FUNDRAISING COMMITTEE
FROM: Jennifer Ford, Manager of Financial Services/Deputy
Treasurer
DATE: October 22, 2021
SUBJECT: Fundraising Financial Update
1
THAT the October 22, 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
$6,953 since the last report to the committee.
Donations Received for Terrace Lodge Fundralsing as at
October 21, 2021
REVENUE Donations to date
Received
Outstanding
Cash/Cheque
34,978
17,075
Credit Card
25,380
Donations Prior to Campaign Start
8,105
Pledges (Expected Value
40,150
90,000
In Kind Donations
-
Total Donations
108,613
107,075
EXPENSES
Paid
Outstanding
Fees credit card
624
Fundraising Consultants
4,500
Si na a
2,719
Meeting Room Rental
150
Advertising and Promotion
7,226
Total Ex enses
15,218
Total Donations towards cam ailn
200,470
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G'NMENT 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 ❑ Fostering a healthy
ways of addressing environment. ® Delivering mandated programs
community need. and services efficiently and
® Enhancing quality of effectively.
® Engaging with our place.
community and other
stakeholders.
LOCAL MUNICIPAL PARTNER IMPACT:
►=
COMMUNICATION REQUIREMENTS:
Staff are actively working on an enhancement to the fundraising portal to enable payment of pledges
by Cash or Cheque. Previously, this was only enabled to accept Credit Card payments by secure link
to the pledgee.
CONCLUSION:
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
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 donatiom
5,590.00
4,000.00 word cloud
100 of 100
1,550.00 keepsake boxes
62 of 100
36.00
Ott
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
-
1 11
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
Designated
8,325.00
2,000.00 Recreation Room TV
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 Christmas!
875.00 1 ipad
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 + Decor
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
Aylme 1 of 4
1of1
2of8
1 of 6
1of6
10 of 30
4 of 100
3.00
2.50
5.00
5.00
20.00
15.00
1 of 1 1.5 remaining
1 of 1 .5 remaining
1of6
1,200 2 of 2
1of1
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 processl
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 keyl I
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.