02 - March 7, 2022 Terrace Lodge Redevelopment Fundraising Committee Agenda Package°'.„v�y�Uliia
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Pr gry ss we. bV Notur¢,
Corporation of the County of Elgin
TERRACE LODGE REDEVELOPMENT FUNDRAISING COMMITTEE
AGENDA
For Monday, March 7, 2022, 7:00 P.M.
15t Meeting Called to Order
2nd Approval of the Agenda
3rd Adoption of Minutes — February 7, 2022
4th Disclosure of Pecuniary Interest
5th Delegations - none.
6th Briefings
6.1 Donation Update — Manager of Financial Services/Deputy
Treasurer (to be circulated)
6.2 Revised Terms of Reference and Committee recruitment
7th Fundraising Strategies 2022
7.1 Web site update / status
7.2 Action items from February meeting — updates from members
7.3 New strategies: events to attend, promotional materials needed
8th Other Business
9th Correspondence — none.
10th Closed Session
10.1 Municipal Act Section 239 (2) (b) personal matters about an
identifiable individual, including municipal or local board employees
— Donor Outreach Update
11th Motion to Rise and Report
12th Date of Next Meeting
13th Adjournment
VIRTUAL MEETING: IN -PERSON PARTICIPATION RESTRICTED
NOTE FOR MEMBERS OF THE PUBLIC:
Please click the link below to watch the Council Meeting:
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Accessible formats available upon request.
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Page 1
February 7, 2022
Corporation of the County of Elain
TERRACE LODGE REDEVELOPMENT FUNDRAISING COMMITTEE
MINUTES
For Monday, February 7, 2022, 7:OOp.m.
The Terrace Lodge Redevelopment Fundraising Committee met this 7t" 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
1. CALL TO ORDER
The meeting convened at 9.00 a.m. with Councillor Giguere in the Chair.
2. APPROVAL OF THE AGENDA
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 Giguere, 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
None.
5. DELEGATIONS
3
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
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
X
TOTAL
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
11
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.
14. DATE OF NEXT MEETING
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February 7, 2022
The Terrace Lodge Redevelopment Fundraising Committee will meet again on
Monday, March 7, 2022 at 7.00 p.m.
15. 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 Gonyou,
Chief Administrative Officer.
- Motion Carried.
Dominique Giguere,
Chair.
a'a:�o'essq a+e by Nakjrea
RECOMMENDATION:
REPORT TO TERRACE LODGE
FUNDRAISING COMMITTEE
FROM: Jennifer Ford, Manager of Financial Services/Deputy
Treasurer
DATE: February 03, 2022
SUBJECT: Fundraising Financial Update
1
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.
Donau ns Re eived for Terrace Lodge Fundratsing as at
Die ember 3,1, 2021
REVENUE (O natian. to date),
Received
1utstan in
Cash/Cheque
y228
13,000
Iredllt alyd
27,280,
Donations Prior to Cann all In Start
8„105
Pledges (Expected "allue)
45,150
125,000,
IIIn Kind Donations
2'
Tatal Donations
131,788
138N0001
.EXPENSES
Paid
Outstanding
Fees crediit calyd
624
Fundralisling Consultants
4,5010
II Ina e
2„719
Meeting Roolm Relnt'all
150,
IIIn Kind Purchases
25
Advertising and RIrolrnotioln
9,656
Tatal Expenses
17,674
-
TotaI D`o,natfo,nS t°Gwards wca m pali n
252,11
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3
GNMENT 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
ways of addressing
community need.
® Engaging with our
community and other
stakeholders.
❑ Fostering a healthy
environment.
® Enhancing quality of
place.
LOCAL MUNICIPAL PARTNER IMPACT:
IR•1z
COMMUNICATION REQUIREMENTS:
® Delivering mandated programs
and services efficiently and
effectively.
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
Submitted
Jennifer Ford
Manager of Financial
Services/Deputy Treasurer
Approved for Submission
Julie Gonyou
Chief Administrative Officer
Ilf