TERRACE LODGE REDEVELOPMENT FUNDRAISING COMMITTEE

MINUTES

Monday, April 24, 2023 at 4:30 P.m. - 6:00 P.m.

Central Elgin Boardroom

450 Sunset Drive

St. Thomas ON

Members Present:

• Councillor Dominique Giguère
• Amarilis Drouillard, Municipality of Dutton Dunwich Councillor
• Jamie Chapman, Town of Aylmer Councillor
• Sarah Leitch, Township of Malahide Councillor
• Kay Haines, Terrace Lodge Auxiliary Representative
• Jim Jenkins, Community Member
• Wendy Carmichael, Community Member (virtual)

Staff Present:

• Michele Harris, Director of Homes and Seniors Services (virtual)
• Jennifer Ford, Director of Financial Services/Treasurer
• Ashley Temple, Terrace Lodge Administrator (virtual)
• Jenna Fentie, Manager of Administrative Services/Deputy Clerk
• Stefanie Heide, Legislative Services Coordinator

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1.

CALL TO ORDER

The Meeting was called to order at 4:33 p.m. with Councillor Giguère in the Chair.

2.

APPROVAL OF THE AGENDA

• Moved by: Jamie Chapman
  Seconded by: Jim Jenkins

  RESOLVED THAT the agenda for the April 24, 2023 meeting be approved as presented.

  Motion Carried.

3.

ADOPTION OF MINUTES

• Moved by: Amarilis Drouillard
  Seconded by: Sarah Leitch

  RESOLVED THAT the minutes from the meeting held on March 20, 2023 be adopted.

  Motion Carried.

4.

DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF

None.

5.

DELEGATIONS

None.

6.

REPORTS/BRIEFINGS

6.1

Donation Update - Director of Financial Services/Treasurer (to be circulated)

• Moved by: Amarilis Drouillard
  Seconded by: Jamie Chapman

  RESOLVED THAT the report titled "Fundraising Financial Update" dated April 24, 2023 from the Director of Financial Services/Treasurer be received and filed. 

  Motion Carried.

6.2

Catalogue, List of Items Remaining; Fundraising Target Update

The target for future reports is $560,000 and $245,000 for this year. The Director of Financial Services/Treasurer will update the spreadsheet for the next meeting. Some items were able to be included in Furniture/Fixtures.

7.

BUSINESS ARISING - Action Items from Previous Meeting

7.1

List of Events - Selection of Events to Attend

The Belmont Swans - a community service group - is hosting a community event at the Belmont arena next weekend, from 10 a.m. - 4 p.m. on May 6, 2023. This could provide an opportunity to connect with other organizations. J. Jenkins will contact to see if we can set up a table. Committee members have the following availability to volunteer: A. Drouillard available in the morning; Councillor Giguère and W. Carmichael available for the day. 

The event lists will be added to the spreadsheet and committee members can indicate their availability. 

Business related events will be added to the spreadsheet, such as Chamber of Commerce events (example, Business After 5). The Manager of Administrative Services will connect with the County of Elgin's Economic Development and Tourism Department for a list of possible events.

7.2

Swans Roast Beef Dinner - Volunteers Needed

The Springfield Swans are hosting a Roast Beef Dinner this Saturday as a fundraiser at Malahide Community Place, and it is sold out. Committee members have helped by selling tickets and will volunteer at the event.

This is a good model of how we can partner with service groups and organizations hosting events, with committee members volunteering and selling tickets.

There are two shifts at the event and some volunteers are needed to help bag and be outside to hand the meals out.  A. Drouillard will take the first shift from 2 p.m. - 4:30pm. S. Leitch will help with both shifts. J. Chapman and W. Carmichael will take the second shift, 4:30 p.m. - 7 p.m.

An auction has been organized and is live on the Springfield Swans' Facebook page.

7.3

Clarification on Lottery and Charitable Status

The Manager of Administrative Services reported that she checked with an administrator at the Township of Malahide and confirmed that Committees of Council are not eligible for a lottery license.

However, we could partner with a registered not-for-profit, such as a fire departments, or we could partner with a club or organization who are in the position to run a raffle or other such fundraising events.

This committee does qualify as a recipient of Jackpot City Funds.

7.4

Animal Display: May 20, 2023 - Volunteers Needed

There is an Animal Display, like a small zoo, on Wooleyville Line that will allow us a table at no charge on the May Long Weekend. The times available are Saturday, Sunday and Monday from 10 a.m. - 5 p.m. K. Haines can do Saturday and J. Chapman can do Sunday. We will add this event to the sheet and confirm times.

A stipulation is that our donation boxes must be marked very clearly that they are for Terrace Lodge so as not to be confused with donation boxes on premises for the facility. 

The Director of Homes and Seniors Services will ask Managers for related items to display and will confirm about the video done with the mechanical seal, and about procuring some of the items, such as the utensils, to show why they cost more than they do. 

We will look into specific flyers with info related to items on the list.

8.

FUNDRAISING STRATEGIES 2023

8.1

Booth Set-Up at Events: Interactive?

The committee discussed ideas for how to make the tables more interactive. Suggestions included more conversation starters. Temporary tattoos for kids that J. Chapman's daughter did at the fair were effective and a tray of beads for kids to make bracelets also draws people to the table for a longer period of time. It was also suggested to have the video on Phase 1 running on a laptop or a computer monitor. Everyone likes to watch videos, and then it's easy to follow with a conversation. 

An updated video is needed.

8.2

Booth Set-Up at Various Locations (Stores rather than Events)

The committee discussed the idea of setting up a table at high-traffic stores such as the liquor store, beer store, farmer's markets and garden centres. Places that have some connection to the items we are trying to raise money for.  Usually there is a fee, but if we can get a return on that investment, it could be worthwhile. Committee members will come back to the next meeting with some suggestions for places to approach.

A question was asked regarding Point of Sale round-up and it will be discussed in Closed session to discuss specific contacts and strategize.

8.3

Other Partnerships with Service Clubs

The Committee will continue to look for opportunities to partner with local services clubs, such as helping sell tickets for events hosted by the club.

9.

OTHER BUSINESS

The Committee reviewed action items from the last meeting.

A. Drouillard made contact with local radio station 98.1. We can request to put events on their community calendar at no cost. A. Drouillard can put events on 94.1 MyFM as well through her contact, we just want to finesse what our ask is.

Councillor Giguère will contact De Brigj about translating and promoting the event.

The Terrace Lodge Administrator confirmed that June is Senior's Month (previously Senior Abuse Prevention Month). Therefore June would be a good time to promote in local stores.

10.

CORRESPONDENCE

None.

11.

CLOSED MEETING ITEMS

• Moved by: Amarilis Drouillard
  Seconded by: Sarah Leitch

  RESOLVED THAT we do now proceed into closed meeting session in accordance with the Municipal Act to discuss the following matters under Municipal Act Section 239 (2):
  
  Closed Session Item #1
  
  b) personal matters about an identifiable individual, including municipal or local board employees - Donor Outreach Update

  Motion Carried.

11.1

Donor Outreach Update

12.

MOTION TO RISE AND REPORT

• Moved by: Jamie Chapman
  Seconded by: Jim Jenkins

  RESOLVED THAT we do now rise and report.

  Motion Carried.

13.

DATE OF NEXT MEETING

The Terrace Lodge Redevelopment Fundraising Committee will meet again on May 15, 2023 at 4:30 p.m.

14.

ADJOURNMENT

• Moved by: Jim Jenkins
  Seconded by: Kay Haines

  RESOLVED THAT we do now adjourn at 5:47 p.m. to meet again on May 15, 2023 at 4:30 p.m.

  Motion Carried.