Haviland Club Special All Members Meeting – Draft

May 31, 2023

At 7:00 pm Jamie Trainer, the Clubs president welcomed all the club member attendees (36) and introduced the three presenters, Heather MacAulay, Greg Munn and Nelson Hagerman to address the newly developed strategic plan, building assessment and a financial update, respectively.

Heather MacAulay, Volume 18

• Volume 18, a strategic communications company based in Stratford, was engaged by the Haviland Club last year to assist in developing a strategic plan to move the club forward.
• Engagement included a white board planning session last fall, interviews with external stakeholders, a survey of club members, and discussions with the 7-member strategic planning steering committee.
• Heather described Volume 18’s findings with respect to the club’s sense of community, pride of place, emotional connections, and being a gathering place.
• A strategic plan has been drafted to encapsulate the above, but Heather emphasized that this should be a living document, not one for a set period, e.g., a four-year plan.
• The plan was described in some detail (paper copies were handed out) and will be distributed to all members electronically in the near future.
• A future path was outlined that includes:
  • Vision: to be PEI’s premier gathering place.
  • Mission: Protect and preserve historic Farringford House to foster an environment that is inviting for members and community users, in an inspired and sustainable manner.
  • Four value themes: inclusive; sustainable; social; historical integrity
• Going forward, the club will embrace four priorities:
  • Financial viability – long term targeted revenue streams and monetizing the House involving both club members and community user groups.
  • Inclusiveness – a welcoming place regardless of gender, race, age, etc.
  • Awareness – tell our story of what the Haviland Club is, and Farringford House, and what it is not.
  • Historical integrity – ensure that we do not lose touch with our roots – we have a powerful story to tell. Maintain and restore the House itself.
• Action: members will be actively encouraged to join working groups for each of the four priorities, that over the next 6-12 months will champion the necessary planning work to move the club forward. Each working group will be led by a member of the Executive.

Gregg Munn, Munn Architecture Inc.

• The Haviland Club engaged Gregg last year to review the architectural aspects of Farringford House, the home of the Club.
• The review’s aims were to rediscover, restore and revitalize.
• Two plans were developed after detailed and extensive analysis of the state of the House:
  • A conservation plan focusing on what needs to be repaired, short, medium and long term.
  • A master plan focusing on what the house could be.
• Greg believes the house to be in good to fair condition – a little tired, worn, and inefficient, with moisture issues and roof structural problems. Importantly the house is basically solid.
• Regarding what could be, Greg outlined opportunities to revitalize the kitchen, reinvent the attic space and outdoor areas, repurpose the existing apartment and better development of the basement.
• In terms of building codes, Greg recommends the creation of additional exits, the installation of a sprinkler system.
• Greg provided exciting blueprints of how Farringford House could be restructured and redecorated while preserving its historical elements.
• Estimates were provided to cover recommendations at high, medium, low and future work tranches. If all were addressed hypothetically, the total could reach approx. $1.8M – the work to span several years.
• There is a 150-page report from Munn Architecture Inc, available on request. Meanwhile, a summary will be shared with all club members electronically in the near future.

Nelson Hagerman, Executive director, and treasurer

• Nelson reviewed the financial statement from the last fiscal year, given that it was ready to be completed at the November 2022 AGM. The statement was approved.
• In terms of the current financial situation, Nelson outlined the need to consolidate existing deficits and debts (e.g., $60K mortgage and pay back of a portion of the club’s government Covid loan).
• The executive is seeking a line of credit of $150K ($100K to address deficit and debt, and $50K as a cushion to address immediate repairs to the House, etc.), to be initially carried by interest payments only. As part of this exercise, the value of the Farringford House property (last assessment was $900K) will be reevaluated to reflect today’s market value – estimated at $2M.
• There are many ideas and proposals to both (i) increase membership numbers, adjust membership fees and generate additional revenue, and (ii) cut down on expenses.
• The executive is confident that the loan will be forthcoming and that it can be adequately serviced going forward.
• The Haviland Club is currently in a loss position, so new sustained cash flow is a priority.
• With a more secure footing, the Club will be in a good position to apply for government grants, and comfortably able to cover the typical 15% of the total of such grants.
• During Nelson’s presentation, following a question from a club member, it was clarified that the Suffolk Pond is a separate entity from the Haviland Club.

HAVILAND CLUB EXECUTIVE MEETING – FINAL

Monday May 15, 2023

PRESENT:
Jamie Trainor, President
Irene MacArthur, Vice President
Stephen Yarrow, Secretary
Jane MacIsaac, Fundraising Chair
Laurent Beaulieu, Membership Chair
Nelson Hagerman, Treasurer
Michael Cairns, House Chair
Scott Stevens, Pond Chair

ABSENT:
Helen Bernstein, Director at Large
Sue Stanger, Entertainment Chair
Bruce Matheson, Chair of the Trustees

1. The meeting was called to order at 5:08 pm by President Jamie Trainor, who explained that this board meeting will focus more on preparation for the upcoming special all members meeting to discuss finances, strategic plan and building assessment. Therefore, the chair reports were to be brief and based on written submissions.

2. Adoption of the agenda was moved by Scott, seconded by Laurent. Motion carried.

3. Approval of the last meeting’s (April 24, 2023) minutes was moved by Scott, seconded by Mike. Unanimous approval.

4. Manager’s report – Susan MacDonald. In Susan’s absence, report given by Jamie.

• Past month was steady with bookings and club events:
  • Wine tasting went well – inquiries about more such events
  • UPEI Music Dept spring formal
  • Club snooker fundraising dinners a huge success
  • Kim and Kelly Mooney show
  • Women’s Network finished up for the summer, back in the fall
  • Bring and Buy
  • King’s coronation
• Going forward:
  • Dance booked for this Friday
  • Haviland Club President’s lobster supper for May 26th – 40 tickets limit
  • PEI Alliance for Mental Well Being AGM
  • Music PEI
  • Jackie Torrens documentary interviews
  • PEI Symphony
  • Terry Pratt day of poems and music
  • Will meet with Jamie soon re. projected monthly sales
• Misc:
  • Management has dealt with an incident reported during a private function at the Club. Members in general to be reminded that the tap room is always available when other main floor rooms are booked for private events.
  • Would be a good idea to actively introduce to new members the existence of the various Haviland Club member groups – not sufficient to only reference them in the Updater when some members are not familiar.

5. Committee Reports:

• President’s Report – Jamie Trainer
  • The President and Treasurer are negotiating / reviewing banking options for the future.
  • Also anticipate that Club finances will be complemented through grants, etc., once the business plan is launched following development of the strategic plan. Built into the plan is that the Club will need to contribute 15% of any grants going forward.
  • Need to finally complete the financial report from the last fiscal year for the LOC application.
• Treasurer’s Report – Nelson Hagerman
  • Nelson tabled comparative balance sheets for April 30, 2023, vs. April 30, 2022, and fiscal year up to April 30, 2023). Discussion on the ability of the Executive to approve the last fiscal year’s financial report instead of the wider club membership – this could not be finalized at the November 2022 AGM.
  • Also, discussion on the possibility for members to make $$ donations as charitable amounts via the PEI Community Federation – to be determined.
• Suffolk Pond Report – Scott Stevens
  • Opening fishing day had a number of members visit the camp and the traditional breakfast was prepared and served. The fishing has been good, members are waiting for warmer weather.
  • The Pond held its Lobster Supper May 13, it was well supported with a soldout event once again.
  • The Pond committee constructed a new Dock for some our older members who have trouble getting in and out of the boats. Thanks to members who helped with the dock and donated supplies for its construction.
  • Fishing is difficult now due to a weed cover which hopefully will pass on.
  • Membership numbers are steady, with our increase in rates.
  • We have had a number of requests for to host another Scotch Tasting, club availability has been difficult, which is a good thing.
  • The pond committee will be helping with the Haviland Club Lobster Supper as in the past.
• Membership Report – Laurent Beaulieu
  • Membership growing close to 210.
  • 103 singles, 50 couple memberships
  • 107 women, 96 men
  • 203 total paid members as of May 1, 2023
  • Remainder non-paying members – life and honorary – total 208 paid and life
• House Report – Michael Cairns
  • Tasks completed in the last month:
    • Remove old light fixture in green room;
    • Purchased and installed Chandelier in the green room;
    • Various maintenance tasks; fixed railing on outside back deck, fix floor in upstairs bathroom, fixed light switch outside the maintenance room in the basement (still needs to have a proper plate purchased to meet code);
    • Cleaned out the basement closet under the main door entrance to allow for storage of materials for the bridge club;
    • Plaster walls in the “green room”.
  • Upcoming Tasks
    • Replace the glass above the main entrance (asked for estimates but have not received a response yet);
    • Refinish the front stairs and landing; repaint handrails, sand and paint stairs and landing. Five hundred dollars was approved for this activity at the April 23 Executive meeting;
    • Paint the “green” room; Assisting Laurent in repainting the front room and ceiling ($300 dollars was allocated at the April 23 Executive Meeting);
    • Replace the molding on the Panel in the front room (South Side);
    • Assess the Haviland Club computer network;
    • Weld the front railing on the post that was struck by the sidewalk plow (contacted the city and they have put it down on a work order to fix);
    • Put shelves in basement closet under the main door entrance to allow for storage of materials for the bridge club;
    • Reframe basement closet under the main door entrance and hang doors to cover the exposed closet;
    • Frame and cover the exposed plumbing by the snooker table;
    • Aerate and fertilize yard;
    • Purchase new drain spout for rain trough on NE corner;
    • Fix tap in the upstairs bathroom.
  • Decisions Required
    • Approval to replace the Glass above the main entrance door;
    • Need approval of a $300 dollar float to by parts for the jobs in Para 2.
      Approved.
• Fundraising Report – Jane MacIsaac
  • No news yet on funding for the summer students via Innovations PEI (provincial).
  • Will be contacting Federal MP Sean Casey shortly on federal funding applications.
• Vice-President Report – Irene MacArthur
  • Chase the Ace is resting. Money was transferred into the operating budget. There is $300 in the Ace account. We are looking for a volunteer to continue with the Ace as soon as seed money has been transferred back into the Ace account. Everything is set up.
  • “Bring and Buy” cleared $1200. Thank you, emails were sent to all donors of gift cards, which were auctioned off.
  • Monday afternoon bridge and Friday afternoon team are finished May 31 till Sept; Tuesday and Thursday evenings will go all summer.
  • Lynne Thiele won a Charlottetown Heritage award for Esther of Farringford. The group who researched the content have donated 60 books to the Haviland as well as any future publications. These books will be sold when the tourists are invited into the Club.
• Jamie moved to approve all the reports – no objections.

6. Next meeting: set for Monday June 19, 2023.

7. Meeting adjourned at 6:22 pm.