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01 - February 7, 2022 Terrace Lodge Redevelopment Fundraising Committee Minutes/11� ElglnCou n t y Page 1 Progressive by Nature February 7, 2022 TERRACE LODGE REDEVELOPMENT FUNDRAISING COMMITTEE MINUTES For Monday, February 7, 2022, 7:OOp.m. The Terrace Lodge Redevelopment Fundraising Committee met this 7th day of February 2022. The meeting was held in a hybrid in-person/electronic format with Committee Members and staff participating as indicated below. Attendees: Dominique Giguere, County of Elgin Councillor, Chair (in -person) Pete Barbour, Town of Aylmer Councillor (electronic) Jamie Chapman, Community Member (electronic) Kay Haines, Community Member (in -person) Jim Jenkins, Community Member (electronic) Ruth Anne Perrin, Community Member (electronic) Richard Kisuule, Community Member (electronic —joined meeting in progress) Staff: Michele Harris, Director of Homes and Seniors Services (electronic) Katherine Thompson, Manager of Administrative Services/Deputy Clerk (in - person) Jennifer Ford, Manager of Financial Services/Deputy Treasurer (electronic) Tanya Noble, Manager of Program Therapy Services (electronic) Regrets: Fiona Wynn, Councillor, Municipality of Central Elgin Julie Gonyou, Chief Administrative Officer Jenna Fentie, Legislative Services Coordinator CALL TO ORDER The meeting convened at 9:00 a.m. with Councillor Giguere in the Chair. Moved by: Kay Haines Seconded by: Pete Barbour RESOLVED THAT the agenda for the February 7, 2022 meeting be approved as presented. Recorded Vote Yes No Abstain Kay Haines X Ruth Anne Perrin X Pete Barbour X Jim Jenkins X Jamie Chapman X Dominique Gi uere, Chair X TOTAL 6 0 0 Motion Carried. 3. ADOPTION OF MINUTES Moved by: Jim Jenkins Seconded by: Ruth Anne Perrin Page 2 February 7, 2022 RESOLVED THAT the minutes of the meeting held on November 15, 2021 be adopted. Recorded Vote Yes No Abstain Kay Haines X Ruth Anne Perrin X Pete Barbour X Jim Jenkins X Jamie Chapman X Dominique Gi uere, Chair X TOTAL 6 0 0 Motion Carried. Richard Kisuule joined the meeting at 7:05 p.m. 4. DISCLOSURE OF PECUNIARY INTEREST OR THE GENERAL NATURE THEREOF ►i0 07 5. DELEGATIONS None. Page 3 February 7, 2022 6. BRIEFINGS 6.1 Donation Update — Manager of Financial Services/Deputy Treasurer 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 (report attached). The Chair noted that the South Dorchester Optimist Club has committed to donating $8,500 towards the purchase of one (1) ABBY System. Moved by: Richard Kisuule 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 Abstain Kay Haines X Ruth Anne Perrin X Pete Barbour X Jim Jenkins X Jamie Chapman X Richard Kisuule X Dominique Gi uere, Chair X TOTAL 7 0 0 Motion Carried. 7. Review of Terms of Reference and Recommendations to Council The Committee reviewed the Terrace Lodge Redevelopment Fundraising Committee Terms of Reference and discussed expanding the Committee membership to include representation from each Elgin County municipality, with the quorum remaining at five (5) members. Moved by: Kay Haines Seconded by: Jamie Chapman RESOLVED THAT the Committee recommend that County Council amend the Terrace Lodge Redevelopment Fundraising Committee Terms of Reference in order to add members and to include one (1) member from each Elgin County municipality; and Page 4 February 7, 2022 THAT the quorum for the Committee remain at five (5) members. Recorded Vote Yes No Abstain Kay Haines X Ruth Anne Perrin X Pete Barbour X Jim Jenkins X Jamie Chapman X Richard Kisuule X Dominique Gi uere, Chair X TOTAL 7 0 0 Motion Carried. 8. FUNDRAISING STRATEGIES 2022 8.1 Review of Catalogue Wish List and Theme The Committee discussed the next Campaign Theme and the status of the Wish List. The next campaign will focus on recreation items. The Chair noted that the catalogue will be updated over the next few months to include updated prices and new items. The Committee consented to preparing hard copies of the catalogue for distribution to potential donors. The Committee discussed advertising and donor recognition strategies including creating advertising that highlights donors, lawn signs or buttons indicating "I donated to Terrace Lodge", and donor recognition through the use of the electronic scrolling sign in front of Terrace Lodge. The Chair asked that the Committee brainstorm advertising strategies for the next meeting. 8.2 Campaign Target The Chair recommended that the campaign target remain at $675,000 for now, with potential adjustments in the future after the campaign wish list is updated. 9. REVIEW OF ANNUAL DRAFT REPORT The Committee reviewed a draft Annual Report highlighting the Committee's work in 2021. Committee members are asked to submit a testimonial and headshot to include in the Annual Report. R. Kisuule recommended including a page with photos highlighting the construction progress. A final draft of the report will be circulated to the Committee once available. Page 5 February 7, 2022 10. OTHER BUSINESS None. 11. CORRESPONDENCE None, 12. CLOSED SESSION Moved by: Jamie Chapman Seconded by: Kay Haines RESOLVED THAT we do now proceed into closed session in accordance with the Municipal Act to discuss the following matters under Municipal Act Section (2): (b) personal matters about an identifiable individual, including municipal or local board employees — Donor Outreach Update (b) personal matters about an identifiable individual, including municipal or local board employees — Committee Member Survey Recorded Vote Yes No Abstain Kay Haines X Ruth Anne Perrin X Pete Barbour X Jim Jenkins X Jamie Chapman X Richard Kisuule X Dominique Gi uere, Chair I X TOTAL 1 7 0 0 Motion Carried. 13. MOTION TO RISE AND REPORT Moved by: Pete Barbour Seconded by: Kay Haines RESOLVED THAT we do now rise and report; and THAT the results of the Committee Survey be received and filed; and THAT the confidential report titled "Donors Approached" from the Manager of 14. 15 Administrative Services/Deputy Clerk be received and filed. Recorded Vote Yes No Abstain Kay Haines X Ruth Anne Perrin X Pete Barbour X Jim Jenkins X Jamie Chapman X Richard Kisuule X Dominique Gi uere, Chair X TOTAL 7 0 0 Motion Carried. DATE OF NEXT MEETING Page 6 February 7, 2022 The Terrace Lodge Redevelopment Fundraising Committee will meet again on Monday, March 7, 2022 at 7:00 p.m. ADJOURNMENT Moved by: Jim Jenkins Seconded by: Jamie Chapman RESOLVED THAT we do now adjourn at 8:20 p.m. to meet again on March 7, 2022. Recorded Vote Yes No Abstain Kay Haines X Ruth Anne Perrin X Pete Barbour X Jim Jenkins X Jamie Chapman X Richard Kisuule X Dominique Gi uere, Chair X TOTAL 7 0 0 Julie Go ou, UChief Administrative Officer. Motion Carried. 4yozvll� Dominique iguere, Chair. 0Ur""r Progressive by Nature RECOMMENDATION: REPORT TO TERRACE LODGE FUNDRAISING COMMITTEE FROM: Jennifer Ford, Manager of Financial Services/Deputy Treasurer DATE: February 03, 2022 SUBJECT: Fundraising Financial Update THAT the February 03, 2022 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: The Committee last received an updated report up to and including November 12, 2021. Since that time, the year end has passed and an increase of $51,070 closes out the year end report below showing revenue received at $131,788, pending Revenue and pledges sitting at $138,000, and expenses at $17,674 for a net expected revenue of $252,114. Since the year end, there has been little activity with a change of $150 of income which will be included in reporting at the next committee meeting. Donations Received for Terrace Lodge Fundraising as at December 31, 2021 REVENUE (Donations to date)Received Outstanding ; Cash/Cheque 51,228 13,000 Credit Card 27,280 Donations Prior to Campaign Start 8,105 Pledges (Expected Value 45,150 125,000 In Kind Donations 25 Total Donations 131,788 138,000 EXPENSES Paid Outstanding Fees credit card 624 Fundraising Consultants 4,500 Si na e 2,719 Meeting Room Rental 150 In Kind Purchases 25 Advertising and Promotion 9,656 Total Expenses 17,674 Total Donations towards campailign ; 252,114 Do .d+ M 'a Q. c E d H a) a O J O O. w c a� d a a a 6n OU O In O O H Lo N Od d b p� O r Ln N� l0 � Ln c3 N O N N r- N Ln d N t71 rM 10 40 N (a •®1 r®i N N rq o N p p p 0' �' N' Ln Ii O Lf- N 4Q � a06 t�O00 O 00 m N Ul) Ln rl N O O 0, G�� In r-, � 0 0 r1' Q� tee G 8 N06 N (3Lr� fl H Lr) '� a � G 1�t3 LA 0 C1 � e�e�� � 0f5 N O 00 I.P) O Q W 4fi N Oii' 00 d' N C`� t ia1 H C� to Lf) N lO V ei•' !'+ qj� i y N Nr-I N °6 H Ln I g UJ t o Cam! %-I lD 0) s- m l`r0 sI M v o p a 0 o va m40 > cr. Oi Ln N �*' .. c a q .N ram. a m N m (U m 2 M a a �b bo a iv � M v .4 G .Q cu V W e, tacc w m Cl 0 to o \ -0 u to cu O W H® E O ® E m a 4-+ u m 41 tot� ,j , V f0 > m a= m J 0 w '5 • q vj L G rui ro u a cn © 4 0 4-° "�tic ro o c'Vs �'uc�i ic aa,' o 0 tic om e � w � tic 0) > ccccuuaa S h' wX'052 -Qtb 1 3 IG`NMENT WITH STRATEGIC PRIORITIES: Serving Elgin Growing Elgin Investing in Elgin M 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: None COMMUNICATION REQUIREMENTS: The above financial report is provided for information and year end information. A comprehensive 2022 report will be provided at the next meeting. CONCLUSION: The reports presented are submitted to the Committee for their information, review and comment. All of which is Respectfully Approved for Submission Submitted Julie Gonyou Jennifer Ford Chief Administrative Officer Manager of Financial Services/Deputy Treasurer