10 - November 15, 2021 Terrace Lodge Redevelopment Fundraising Committee MinutesE I gin
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Progressive by Nature
Meeting: Terrace Lodge Redevelopment Fundraising Committee
Date: November 15, 2021
Time: 7:00 P.M.
Location: Council ChambersNWebex
Attendees: Dominique Giguere, Deputy Mayor - Township of Malahide, Chair (in -person)
Jim Jenkins, Community Member (in -person)
Ruth Anne Perrin, Community Member (in -person)
Pete Barbour, Councillor — Town of Aylmer
Jamie Chapman, Community Member
Staff: Katherine Thompson, Manager of Administrative Services/Deputy Clerk (in -person)
Jennifer Ford, Manager of Financial Services/Deputy Treasurer (in -person)
Michele Harris, Director of Homes and Seniors Services
Tanya Noble, Manager of Program Therapy Services (in -person)
Regrets: Julie Gonyou, Chief Administrative Officer
Fiona Wynn, Councillor — Municipality of Central Elgin
Kay Haines, Terrace Lodge Auxiliary
Richard Kisuule, Community Member
Jenna Fentie, Legislative Services Coordinator
MEETING MINUTES
1. Call to Order
The Terrace Lodge Redevelopment Fundraising Committee met this 151h day of November,
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 7:00 p.m.
2. Review of Agenda
Moved by: Jamie Chapman
Seconded by: Ruth Anne Perrin
Resolved that the agenda for the November 15, 2021 meeting be approved as presented.
Recorded Vote
YES
NO
Pete Barbour
X
Jim Jenkins
X
Jamie Chapman
X
Ruth Anne Perrin
X
C Y
E g
71
Progressive by Nature
Dominique Gi uere
X
TOTAL
5
0
Motion Carried.
3. Adoption of Minutes — October 25, 2021
Moved by: Jim Jenkins
Seconded by: Pete Barbour
Resolved that the minutes from the meeting held on October 25, 2021 be approved.
Recorded Vote
YES
NO
Pete Barbour
X
Jim Jenkins
X
Jamie Chapman
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 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 $575 since the last report to the committee.
Moved by: Ruth Anne Perrin
Seconded by: Jamie Chapman
Resolved that the report titled "Fundraising Financial Update" from the Manager of Financial
Services/Deputy Treasurer be received and filed.
Recorded Vote
YES
NO
Pete Barbour
X
Jim Jenkins
X
6.
7.
8.
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Progressive by Nature
Jamie Chapman
X
Ruth Anne Perrin
X
Dominique Gi uere
X
TOTAL
5
0
Motion Carried.
Media/Advertising Update
a. Dominos Promo
Jamie Chapman provided an update to the Committee regarding the Dominos promotion
opportunity. Dominos in Aylmer offered to assist with fundraising by offering $3- $5 from
specific combos ordered on November 19, 2021 that will go towards the Terrace Lodge
Redevelopment Fundraising campaign. Additionally, in advance of November 19, 2021,
Dominos distributed flyers in pizza boxes advertising the event. The flyer was distributed
in both German and English.
b. Christmas Campaign (5 upcoming ads)
The Chair circulated the draft taglines/content for the ads to the Committee for approval.
Once the ad is received, the Chair will circulate to the Committee to distribute various
social media, etc. The Manager of Administrative Services/Deputy Clerk noted that staff
can print hard copies for distribution in the Homes, Libraries, etc. Committee members can
pick up the posters at Terrace Lodge or at the County Administration office.
Donor Recognition
a. Photos, Cards, Social Media
The Chair will be preparing some outstanding donor thank -you cards and will include tax
receipts and Christmas campaign flyers.
Fundraising Strategies
a. Updated Legacy Giving Brochure: approve final mock-up
The Committee reviewed the final mock-up of the updated Legacy Giving brochure. The
Committee consented to the design and content of the brochure. The Chair will give
consent to Aylmer Express to print copies. Copies of the brochure will be available in
Terrace Lodge and Elgin County Library branches, and possibly the St. Thomas Library.
The Chair clarified that the ability to donate via Legacy Giving will be ongoing and not
limited to the campaign timeline. The Director of Homes and Seniors Services asked
whether it would be beneficial to have a pamphlet at local Funeral Homes in order to
provide an option for donations. The Chair will follow-up with local Funeral Homes to
discuss.
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Progressive by Nature
b. Donations as Gifts: Greeting Card Mock -Up, Online Form, Instructions, Organization
The Committee reviewed the greeting card design. The design of the card is useful for any
holiday throughout the year. The Committee consented to the design and content of the
card. The Aylmer Express will also be printing corresponding envelopes with the logo. The
Committee discussed having the President of the Resident's Council sign the cards on
behalf of the residents of Terrace Lodge. The Manager of Program and Therapy Services
will work on a standardized message with the President of the Resident's Council.
The Committee discussed refreshing the online form for giving donations as gifts to
ensure that space for two addresses (donor and recipient) is included in the order form.
c. Refresh Website and Online Christmas Catalogue
The Committee discussed the online Christmas Catalogue, and the Chair noted that the
website has been refreshed so that donors can view items needed by room location
rather than by dollar amount. The Chair reminded the Committee that prices listed on the
website are a ballpark price for the items, not the final cost of the item. Additionally, the
facility has specific requirements for safety for the furnishings at the Home which would
result in a potential higher cost for the items.
9. Business Arising
a. Updated Promotional Letter and Christmas Flyer
The Chair will circulate the promotional letter and the Christmas flyer to the Committee for
their review.
10. New Business
None.
11. Closed Session
Moved by: Jamie Chapman
Seconded by: Ruth Anne Perrin
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
Pete Barbour X
E I gin I I Y,
Progressive by Nature
Jim Jenkins
X
Jamie Chapman
X
Ruth Anne Perrin
X
Dominique Gi uere
X
TOTAL
5
0
Motion Carried.
12. Motion to Rise and Report
Moved by: Pete Barbour
Seconded by: Jim Jenkins
Resolved that we do now rise and report.
Recorded Vote
YES
NO
Pete Barbour
X
Jim Jenkins
X
Jamie Chapman
X
Ruth Anne Perrin
X
Dominique Gi uere
X
TOTAL
5
0
Motion Carried.
Moved by: Ruth Anne Perrin
Seconded by: Jamie Chapman
RESOLVED THAT the confidential report titled Donor Out Reach Update be received and filed.
Recorded Vote
YES
NO
Pete Barbour
X
Jim Jenkins
X
Jamie Chapman
X
Ruth Anne Perrin
X
Dominique Gi uere
X
TOTAL
5
0
Motion Carried.
ElginCo
Progressive by Nature
13. Next Meeting
The next meeting will be held on January 17, 2022 at 7:00 p.m. at the County Administration
Building and via Webex.
14. Adjournment
Moved by: Jamie Chapman
Seconded by: Ruth Anne Perrin
Resolved that we do now adjourn at 8:26 p.m. to meet again on January 17, 2022.
Recorded Vote
YES
NO
Pete Barbour
X
Jim Jenkins
X
Jamie Chapman
X
Ruth Anne Perrin
X
Dominique Gi uere
X
TOTAL
5
0
Motion Carried.
Julie onyou, Dominique iguere,
Chief Administrative Officer/Clerk. Chair.