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04 - June 20, 2022 Terrace Lodge Redevelopment Fundraising Committee MinutesElgin _ oun 3 ty Page 1 //1-000 Progressive by Nature June 20, 2022 Corporation of the County of Elgin TERRACE LODGE REDEVELOPMENT FUNDRAISING COMMITTEE MINUTES For Monday, June 20, 2022, 7:00 p.m. The Terrace Lodge Redevelopment Fundraising Committee met this 20th day of June 2022. The meeting was held in a hybrid format with Committee members and staff participating as indicated below: Attendees: Dominique Giguere, Elgin County Councillor, Chair (Council Chambers) Amarilis Drouillard, Municipality of Dutton Dunwich Councillor (Council Chambers) Pete Barbour, Town of Aylmer Councillor (virtual) Ruth Anne Perrin, Community Member (Council Chambers) Richard Kisuule, Community Member (virtual) Jamie Chapman, Community Member (Council Chambers) Kay Haines, Community Member (Council Chambers) Staff: Katherine Thompson, Manager of Administrative Services/Deputy Clerk (Council Chambers) Jennifer Ford, Director of Financial Services (virtual) Christine Leonard, Administrator, Terrace Lodge (virtual) Jenna Fentie, Legislative Services Coordinator (Council Chambers) Regrets: Jim Jenkins, Community Member Fiona Wynn, Councillor, Municipality of Central Elgin Julie Gonyou, Chief Administrative Officer Michele Harris, Director of Homes and Seniors Services Tanya Noble, Manager of Program Therapy,Services 1. CALL TO ORDER The meeting convened at 7:00 p.m. with Councillor Giguere in the Chair. 2. APPROVAL OF THE AGENDA Moved by: Jamie Chapman Seconded by: Amarilis Drouillard RESOLVED THAT the agenda for the June 20, 2022 meeting of the Terrace Lodge Redevelopment Fundraising Committee be approved as presented. Recorded Vote Yes No Abstain Amarilis Drouillard X Pete Barbour X Ruth Anne Perrin X Jamie Chapman X Kay Haines X Dominique Gi uere, Chair X TOTAL 6 0 0 - Motion Carried. 3. ADOPTION OF MINUTES Moved by: Ruth Anne Perrin Seconded by: Amarilis Drouillard Page 2 June 20, 2022 RESOLVED THAT the minutes of the meeting held on May 16, 2022 be approved. Recorded Vote Yes No Abstain Amarilis Drouillard X Pete Barbour X Ruth Anne Perrin X Jamie Chapman X Kay Haines X Dominique Gi uere, Chair X TOTAL 6 0 0 - Motion Carried. Richard Kisuule joined the meeting. 4. DISCLOSURE OF PECUNIARY INTEREST OR THE GENERAL NATURE THEREOF None. Page 3 June 20, 2022 5. DELEGATIONS 5.1 Eastlink Fundraisinq Partnership Opportunities — Amanda Pride and Eastlink Amanda Pride from Eastlink presented fundraising options offered by Eastlink for the Committee's consideration. Options included a Pledge Drive and a Full Telethon. The Committee discussed pursuing the pledge drive option to potentially be held in Fall 2022. Moved by: Jamie Chapman Seconded by: Kay Haines RESOLVED THAT Richard Kisuule, with the assistance of staff and Committee members, be directed to prepare a proposal that considers a pledge drive partnership with Eastlink for presentation at their August 2022 meeting. Recorded Vote Yes No Abstain Amarilis Drouillard X Pete Barbour X Ruth Anne Perrin X Richard Kisuule X Jamie Chapman X Kay Haines X Dominique Gi uere, Chair X TOTAL 7 0 0 Motion Carried. 6. BRIEFINGS 6.1 Fundraising Financial Update — Director of Financial Services The Director of Financial Services presented the report updating the Committee on the amount of funds received since the Committee's last meeting (attached). Moved by: Ruth Anne Perrin Seconded by: Richard Kisuule RESOLVED THAT the report titled "Fundraising Financial Update" from the Director of Financial Services dated June 20, 2022 be received and filed. Page 4 June 20, 2022 Recorded Vote Yes No Abstain Amarilis Drouillard X Pete Barbour X Ruth Anne Perrin X Richard Kisuule X Jamie Chapman X Kay Haines X Dominique Gi uere, Chair X TOTAL 7 0 0 Motion Carried. 6.2 Committee Recruitment — New Member Application The Committee reviewed the application submitted by Brigette Clark - Carmichael. Moved by: Amarilis Drouillard Seconded by: Jamie Chapman RESOLVED THAT the Terrace Lodge Redevelopment Fundraising Committee recommend to County Council that Brigette Clark -Carmichael be appointed as a new member to the Fundraising Committee. Recorded Vote Yes No Abstain Amarilis Drouillard X Pete Barbour X Ruth Anne Perrin X Richard Kisuule X Jamie Chapman X Kay Haines X Dominique Gi uere, Chair X TOTAL 7 0 0 Motion Carried. 7. Fundraisinq Strategies 7.1 New Strategies, Events to Attend, Promotional Materials Needed The Manager of Administrative Services/Deputy Clerk presented a list of potential events that the Committee can attend to promote the campaign. The list will be 'circulated to the Committee so that members can indicate Page 5 June 20, 2022 their interest in attending the events. Staff will confirm which events Elgin County Tourism is also attending. The Committee discussed incentives to entice the community to visit the campaign booth, including inexpensive takeaways (i.e. bookmarks, fridge magnets). Amarilis Drouillard will collect pricing information for fridge magnets. The Committee discussed procuring a flag with the campaign logo to display at the booth. The Chair noted that the campaign does not qualify to hold a raffle, but can accept donations at the booth and donors to the campaign can be entered into a draw to take place at the end of the year. The Chair will collect pricing information from the St. Thomas -Elgin Public Art Centre regarding craft kits that children can do at the event. Jamie Chapman will contact Dotsy the Clown for pricing on a glitter tattoo station. The Committee also discussed selling additional copies of the "These Hands" book. The Chair is working with Aylmer Express on printing a few copies of the campaign catalogue that can be displayed at events. The Chair noted that the website has been updated, and that staff are working on grouping items under different themes (i.e. baking/food recreation, technology, etc.). Staff are investigating a capital grant offered through the Ontario Trillium Foundation. The deadline to apply is August 3, 2022. 8. OTHER BUSINESS 8.1 Donor Recognition Opportunities The Committee supported in principle holding an event during the first week of November 2022 that combines donor recognition, committee/volunteer recognition, and the launch of the Christmas catalogue. 9. CORRESPONDENCE None. 10. CLOSED SESSION Moved by: Jamie Chapman Seconded by: Amarilis Drouillard RESOLVED THAT we do now move into closed session in accordance with Municipal Act Section 239 (2) to discuss the following matter: In -Camera Item #1 (b) personal matters about an identifiable individual, including municipal or local board employees — Donor Outreach Update Recorded Vote Yes No Abstain Amarilis Drouillard X Pete Barbour X Ruth Anne Perrin X Richard Kisuule X Jamie Chapman X Kay Haines X Dominique Gi uere, Chair X TOTAL 7 0 0 Motion Carried. 11. MOTION TO RISE AND REPORT Moved by: Kay Haines Seconded by: Ruth Anne Perrin RESOLVED that we do now rise and report. Recorded Vote Yes No Abstain Amarilis Drouillard X Pete Barbour X Ruth Anne Perrin X Richard Kisuule X Jamie Chapman X Kay Haines X Dominique Gi uere, Chair X TOTAL 7 0 0 Motion Carried. Moved by: Amarilis Drouillard Seconded by: Jamie Chapman Page 6 June 20, 2022 RESOLVED THAT the confidential report titled "Donor Outreach Update" from the Manager of Administrative Services/Deputy Clerk be received and filed. 14 15 Recorded Vote Yes No Abstain Amarilis Drouillard X Pete Barbour X Ruth Anne Perrin X Richard Kisuule X Jamie Chapman X Kay Haines X Domini ue Gi uere, Chair X TOTAL 7 0 0 - Motion Carried. DATE OF NEXT MEETING Page 7 June 20, 2022 The Terrace Lodge Redevelopment Fundraising Committee will meet again on Monday, July 18, 2022 at 7:00 p.m. ADJOURNMENT Moved by: Jamie Chapman Seconded by: Richard Kisuule RESOLVED THAT we do now adjourn at 8:50 p.m. to meet again on July 18, 2022. Recorded Vote Yes No Abstain Amarilis Drouillard X Pete Barbour X Ruth Anne Perrin X Richard Kisuule X Jamie Chapman X Kay Haines X Dominique Gi uere, Chair X TOTAL 7 0 0 Julie Gonyou, hief Administrative Officer. - Motion Carried. Dominiqu Giguere, Chair. t gt .t . u Progressive by Nature RECOMMENDATION: I REPORT TO TERRACE LODGE FUNDRAISING COMMITTEE FROM: Jennifer Ford, Director of Financial Services/Treasurer DATE: June 20, 2022 SUBJECT: Fundraising Financial Update THAT the June 20, 2022 report titled, Fundraising Financial Update, submitted by the Director of Financial Services/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 May 14, 2022. This report indicates that the overall fundraising total has slightly decreased by $3,696 since that time. Donations Received for Terrace Lodge Fundraising as at June 18, 2022 REVENUE (Dona tians to date) Received Outstanding Cash/Cheque 67,543 6,500 Credit Card 27,930 Donations Prior to Campaign Start 8,105 Pledges (Expected Value 45,150 125,000 In Kind Donations 2,125 Warden's Gala Event 33,216 - Total Donations 184,0669 131,500 EXPENSES Paid Outstanding Fees credit card 847 Fundraising Consultants 4,500 Si na a 2,780 Meeting Room Rental 150 In Kind Purchases 25 Advertising and Promotion 10,250 Warden's Gala Event 8,276 TotalExpenses 26,828 - Total Donations towards campallign I 288,741 0) CL E tm r_ 0 0 CL w E 0) CL CL E 0U U N a) LL >, N 4- = C M N 0 (1) 0 0 C\l (1) o > w ca 4- Co C) -0 = = c a co a) (6 a) 0 = 4- a) a) 0) > (1) L- 0 O)C) - 0 U) CL(1) ca in b 4- cn 0 4- o 4- N 0 E L- 0 0 L6 4 1 2:N 613- E 4-1 0 0 E Q. cu 0- 0 o- c E 0 CL ca 0 ca a) r- (n O Q C\O a) > a) a) -0 0) ca U) .2 a) m 0 w co c E o)-o o w > 0 ,c: cu E a) a) = ca — z -0 a) -0a) a) tf -0 � - 0 a) 0 0 4- 0- CL > a) cn ca N 0 C: (D m E 0 E cu tr- 0 = a) >, Wco -a ca 2 C6 -6 N 4- = 0 m CL ca) C 0 0 = � Ln MOOO► m 0 Ln POM H ko r" m 0 0 00 00000 In N H rq LM M H H H M on H V)I H DO m 00 rq C Cq 0 OL C� LO Ln C 0 0 0 c C�lM Ln Ln 0 0 0 0 00 46 N 0 0 0 0 00 V) H tl� 0 Lr) (� m V) Ln ko Ln 0 0 0 'D r-i m 00 'co) d ko 'OR '0� 0� C H Ln 0 0 o C H %-� N 00 I's N N e®4 Ln r4 H 0 -,p tD M, ro r� 00 06 rl' ri rq m c r-iV-1 O M 0 00 n 0 0 Ln N N 0 H Lo Ln N H , H W Ln N ri to N 06 V� I;t H (U O VNN7rs Ln Ea mN c: u c w c — — ko -0 w 3 .2 10 (u 4-J -c o o op c LL 0 m to t .J m 41 tq E to 0 0 c m 4- bO C E m E E < 49 30 0 'ri M 0 u tw E M M m m 0 E 4-j 4 u m E U > 4-J 4-J c 0 C a) 0 :5 LL m 0 = " U) 41 Z o 4-J (A c o c a) s- Cl. _0 46 a 4� m uj 41 O 0 t o a u o u E m C c m c 0 Cl M 0 0 u m M (u c 0 Lu u W M C c o 4-J :5 c 0 w 6- L txc c *( (D V) o c Q. > 0 -C U U 0 . +M' (j) a) "0 0 C) W u) u m tjC � "0 t c 4- 0 c Lu -C tc C -0 Ui W 4-J Q) C a) -0 "ONO m C c tg a) > -0 m 4(010 49 mn u u ol 0 (L c 0 U- :1 LL 3 ENT WITH STRATEGIC PRIORITIES: 7IGNM Serving Elgin Growing Elgin Investing in Elgin N Ensuring alignment of ❑ Planning for and N 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. N Delivering mandated programs community need. and services efficiently and N Enhancing quality of effectively. N Engaging with our place. community and other stakeholders. LOCAL MUNICIPAL PARTNER IMPACT: None COMMUNICATION REQUIREMENTS: The above financial report is provided as an update on the actuals received for the TL fundraising campaign only. There has been no Capital spend related to the campaign donations at this time. CONCLUSION: The report presented is submitted to the Committee for their information, review and comment. All of which is Respectfully Submitted Jennifer Ford Director of Financial Services/ Treasurer Approved for Submission Julie Gonyou Chief Administrative Officer