03 - May 16, 2022 Terrace Lodge Redevelopment Fundraising Committee Agenda Package°'.„v�y�Uliia
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Corporation of the County of Elgin
TERRACE LODGE REDEVELOPMENT FUNDRAISING COMMITTEE
AGENDA
For Monday, May 16, 2022, 7:00 P.M.
15t Meeting Called to Order
2nd Approval of the Agenda
3rd Adoption of Minutes — February 7, 2022 and notes from March 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
8.1 Warden's Charity Gala: Results
8.2 Welcoming New Committee Member: Amarilis Drouillard
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:
Accessible formats available upon request.
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
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
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
Page 6
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,nat,fo,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
Page 1
March 7, 2022
Corporation of the County of Elain
TERRACE LODGE REDEVELOPMENT FUNDRAISING COMMITTEE
DISCUSSION NOTES
For Monday, March 7, 2022, 7:00 p.m.
The Terrace Lodge Redevelopment Fundraising Committee met this 7t" day of March
2022. The meeting was held virtually via Webex. Quorum was not achieved.
Attendees: Dominique Giguere, County of Elgin Councillor, Chair (in -person)
Pete Barbour, Town of Aylmer Councillor (electronic)
Jamie Chapman, Community Member (electronic)
Jim Jenkins, Community Member (electronic)
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)
Christine Leonard, Administrator, Terrace Lodge
Regrets: Fiona Wynn, Councillor, Municipality of Central Elgin
Kay Haines, Community Member
Ruth Anne Perrin, Community Member
Richard Kisuule, Community Member
Julie Gonyou, Chief Administrative Officer
Jenna Fentie, Legislative Services Coordinator
1. CALL TO ORDER
The meeting convened at 7.00 p.m. with Councillor Giguere in the Chair. The Chair
introduced Christine Leonard, Administrator at Terrace Lodge.
2. APPROVAL OF THE AGENDA
�Gm
3. ADOPTION OF MINUTES
None.
Page 2
March 7, 2022
4. DISCLOSURE OF PECUNIARY INTEREST OR THE GENERAL NATURE
THEREOF
None.
5. DELEGATIONS
None.
6. BRIEFINGS
6.1 Donation Update — Manager of Financial Services/Deputy Treasurer
The report from the Manager of Financial Services/Deputy Treasurer is
deferred until the next meeting.
6.2 Revised Terms of Reference and Committee Recruitment
The Chair informed the Committee that County Council approved the
Committee's request to expand the membership to all local municipalities.
The Manager of Administrative Services/Deputy Clerk is preparing letters
that will be sent to the Local Municipal Partners requesting each municipality
to fill the vacancy with either a local Councillor, or a community member.
Letters will also be sent to Councils that have a representative on the
Committee thanking them for their participation and support.
J. Chapman inquired about the Committee appointment process for
Community Members. The Manager of Administrative Services/Deputy Clerk
confirmed that there is an application form that a community member can
submit to the Committee for review. The Committee is responsible for
recommending the appointment to County Council. The Chair noted that the
link to the application form will be available through social media, and
Committee members can also forward the link to the application to interested
community members.
7. Fundraising Strategies
7.1 Website Update/Status
The Manager of Administrative Services/Deputy Clerk has updated the
website to focus on recreation items. Work continues on the development of
a list of all items that are available that will be posted on the website.
7.2 Action Items from February 7, 2022 Meeting — Updates from Members
The Chair noted that the Annual Report was approved by County Council at
the February 22, 2022 meeting. The Committee members have a copy to
Page 3
March 7, 2022
send to past donors as an update in order to keep donors engaged and
updated in the campaign progress.
At the last meeting, the Committee agreed to purchase holders for the
legacy brochures that will be displayed at Terrace Lodge, Libraries, and
Funeral Homes. The Manager of Administrative Services/Deputy Clerk and
the Manager of Program and Therapy Services will work together to order
holders of appropriate sizing.
The Committee discussed sending letters to suppliers/vendors of the Homes
and County inviting them to donate to the Campaign. The Manager of
Administrative Services/Deputy Clerk will prepare the letter and send to the
Director of Homes and Seniors Services for distribution.
7.3 New Strategies, Events to Attend, Promotional Materials Needed
The Committee continued the discussion of attending local events to
promote the campaign. The Manager of Administrative Services/Deputy
Clerk will get a list of upcoming events from the County's Economic
Development and Tourism department, The Committee will discuss
strategies at the next meeting.
8. OTHER BUSINESS
None.
9. CORRESPONDENCE
�Gm
10. CLOSED SESSION
None.
11. MOTION TO RISE AND REPORT
None.
14. DATE OF NEXT MEETING
The Terrace Lodge Redevelopment Fundraising Committee will meet again on
Monday, April 4, 2022 at 7.00 p.m.
15. ADJOURNMENT
The meeting adjourned at 7.23 p.m.
Julie Gonyou,
Chief Administrative Officer.
Page 4
March 7. 2022
Dominique Giguere,
Chair.
fff
Prugressive by Nature
RECOMMENDATION:
REPORT TO TERRACE LODGE
REDEVELOPMENT FUNDRAISING
COMMITTEE
FROM: Councillor Dominique Giguere, Chair —
Terrace Lodge Redevelopment
Fundraising Committee
DATE: May 2, 2022
SUBJECT: Warden's Charity Gala
THAT the report titled "Warden's Charity Gala" dated May 6, 2022 from the Councillor
Giguere, Chair— Terrace Lodge Redevelopment Committee be received and filed.
INTRODUCTION:
On April 29, 2022, Warden Mary French hosted a Charity Gala in support of the Terrace
Lodge Fundraising Campaign at the Old Town Hall in Aylmer, Ontario. The event
successfully raised $27,757 towards the campaign. A press release issued on Friday,
May 6, 2022 announced a total of $27,500 raised, however, the event has received
more donations from generous donors and sponsors since that date.
DISCUSSION:
The Warden's Charity Gala featuring the `These Hands' Art Show and Auction raised an
impressive $27,757 in support of the Terrace Lodge Fundraising Campaign. The event
was held at the Aylmer Old Town Hall on April 29, 2022 and featured the photography
included in the `These Hands: Touching Memoirs of Seniors in Our Community' book.
The book features curated black and white photographs of the hands of 56 Long -Term
Care Homes residents and community members. The accompanying stories provide a
glimpse into the lives of these residents, and Gala attendees were provided the
opportunity to bid on select photographs from the book to support the campaign.
The event would not have been possible without the generous support of the following
sponsors:
• MMMC Architects — Platinum Sponsorship - $4,500
• L360 Architecture — Platinum Sponsorship - $4,500
• Medavie Health Services — Gold Sponsorship - $1,500
• Forth Rail Management — Gold Sponsorship - $1,500
• Mosey & Mosey Benefit Plan Consultants — Gold Sponsorship - $1,500
2
• Spriet Associates — Gold Sponsorship - $1,500
• Stringer LLP — Gold Sponsorship - $1,500
• Graham Scott Enns — Gold Sponsorship - $1,500
• D. Grant Construction Ltd. — Gold Sponsorship - $1,500
• Johnson Controls — Silver Sponsorship - $500
• Vida Dietetics — Silver Sponsorship - $500
• Kaizen Food Service Planning — Silver Sponsorship - $500
• Medline Canada — Silver Sponsorship - $500
• Minerva Art Gallery - $2,500
Additionally, the event received a donation of four (4) Clark McDougall prints for the
silent auction from the St. Thomas -Elgin Public Art Centre valued at $2,100. Ticket
sales totalled $3,825, and the silent auction proceeds totalled $2,450. The cash bar at
the event raised $471. A complete breakdown of the event expenses and revenue is
attached to the report as Appendix A.
It is important to note that donations to the campaign event are still being received and
a final total will be reported at a later date.
FINANCIAL IMPLICATIONS:
The proceeds from the Charity Gala will support the Terrace Lodge Redevelopment
Fundraising Campaign's goal of raising funds towards value-added enhancements to
the Terrace Lodge Redevelopment Project.
ALIGNMENT WITH STRATEGIC PRIORITIES:
Serving Elgin Growing Elgin
® Ensuring alignment of ❑ Planning for and
current programs and facilitating commercial,
services with community industrial, residential,
need. and agricultural growth.
® Exploring different
ways of addressing
community need.
® Engaging with our
community and other
stakeholders.
❑ Fostering a healthy
environment.
® Enhancing quality of
place.
Investing in Elgin
❑ Ensuring we have the
necessary tools,
resources, and
infrastructure to deliver
programs and services
now and in the future.
❑ Delivering mandated
programs and services
efficiently and
effectively.
3
CONCLUSION:
Since 2019, the Terrace Lodge Redevelopment Fundraising Committee has worked
hard to raise funds that will help purchase items to enhance the home -like quality of the
redeveloped Terrace Lodge facility. The Warden's Charity Gala featuring the `These
Hands' Art Show and Auction successfully raised $27,757 towards the campaign,
proving that 2022 is off to a great start.
All of which is Respectfully Submitted
Councillor Dominique Giguere
0
Warden's Charity Gala
Expenses
I •OV •
Bar
566.65
Wine/Glass Rental
324
Flowers
75.21
Music
500
Marketing
100
Catering, Tables, Linens
4681.31
Framing - Minerva Art Gallery
2411.42
Revenue
Sponsorships & Donations
27,570 24,000 sponsorship donations
3,570 general donations received
In -Kind Donation (STEPAC)
2,100
Ticket Sales
3825
Silent Auction
2450
Bar
471