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
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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