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.

HAVILAND CLUB EXECUTIVE MEETING – FINAL

Monday April 24, 2023

PRESENT:

Jamie Trainor, President
Irene MacArthur, Vice President
Stephen Yarrow, Secretary
Jane MacIsaac, Fundraising Chair
Laurent Beaulieu, Membership Chair
Helen Bernstein, Director at Large
Nelson Hagerman, Treasurer
Michael Cairns, House Chair
Sue Stanger, Entertainment Chair
Bruce Matheson, Chair of the Trustees
Scott Stevens, Pond Chair

1. The meeting was called to order at 5:03 pm by President Jamie Trainor who welcomed Bruce Matheson back to the Executive table in the capacity of Chair of the Trustees, taking over from Doug Thompson. Doug continues as a trustee.

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

3. Approval of the last meeting’s (March 20, 2023) minutes was moved by Mike, seconded by Laurent. Unanimous approval.

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

• April has been a steady month of bookings and activities.
• Discovery Charlottetown want to hold some Scarecrow festival events in the fall – three Saturdays booked in October for two murder mysteries and a fall dance.
• PEI Symphony Orchestra wants to do shows here in the fall, as well as auditions and possible lessons.
• Working with Jamie to provide a projected income worksheet for upcoming bookings.
• May 6th is the King’s Coronation party and May 26th the President’s club lobster supper.
• At the bar, starting to introduce several suggested quality wines on a monthly rotational basis.
• Other projected bookings include with the Dental Association, Dept. Vet. Affairs, several weddings over the summer.
• Some discussion on additional events for fundraising, e.g., high teas, house tours, etc.

5. Committee Reports:

a. President’s Report – Jamie Trainer

• Has met with the Credit Union to explore options for consolidating ongoing club debts (e.g., Fed. gov. Covid loan) via a loan or a line of credit for the club.
• Some discussion on current club debts, monthly income vs. monthly expenses, appraised value of Farringford House, all in the context of the ongoing draft Strategic Plan.
• Some discussion on the structural and physical state of the House and estimates on funding necessary to bring the structure back to a satisfactory level, and how this could be achieved via government grants, etc. Generally, the Club would need to cover 15% of any grants successfully provided.

b. Treasurer’s Report – Nelson Hagerman

• Nelson tabled comparative balance sheet (as at March 31, 2023 vs 2022), and two comparative income statements (month of March 2023, and fiscal year up to March 31, 2023). Bottom line – the club continues to be in debt and is not financially sustainable in the long term absent any changes.
• Nelson will be able to table for approval the 2021-2022 fiscal year financial statement at a future all members meeting – this had not been completed at last September’s AGM.

c. Suffolk Pond Report – Scott Stevens

• The camp weathered the winter very well.
• 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 the warmer weather.
• The Pond plans to hold its annual Lobster Supper but no date has been selected yet – will not clash with the Haviland Club’s lobster event.
• Pond membership is now on to increase numbers. Recently six professionals have joined and have stated that they think some of their friends may be interested.

d. Membership Report – Laurent Beaulieu

• Membership grown to 204. Breakdown:
o 199 paid members as of April 21st. o 107 singles vs. 47 couples. o 106 women vs. 93 men.
o 3 life members (nb. one is 102 yrs old)
o 2 honorary patrons (H.H. Lieutenant Governor and the Mayor of Charlottetown).
• Challenge is to retain members going forward.
• Several new membership applications were discussed and approved (moved by Laurent, seconded by Irene).
• Directors discussed the need to address some concerns raised by some members about the need for a no-scent policy at the club. Risks and benefits were debated and concluded that a diplomatic sign be posted along the lines:
o Please join us in creating an inclusive space sensitive Club!”
o We aim to create awareness of the importance of scent-sensitive spaces for those with allergies, respiratory conditions, and sensitivities.
o We kindly ask people to avoid using perfumes, colognes, scented lotions that might trigger unpleasant symptoms. o By creating a scent-sensitive environment, we can make our Club more inclusive, welcoming, and comfortable for everyone.

e. Entertainment Report – Sue Stanger

• Re. the garden, Sue is seeking both monetary and bedding plant donations, along the lines of what was done successfully last year. Estimating a budget of $300 for bedding plants.
• It was noted that the front beds are being treated as an ashtray, so signage will be posted to direct smokers to the back deck, and a more functional ashtray will be installed.
• Directors discussed the situation when music performances take place at Farringford House that are not Haviland Club events and the desire from some members to be informed. Susan Macdonald will be asked to invite organizers of such events to consider providing poster material that can be posted at the House.

f. House Report – Michael Cairns

i. The following tasks were completed in the last month:
• Purchased and installed an in-line water filter for kitchen coffee machine.
• Various maintenance tasks: fixed cupboards in kitchen, fixed railing on stairs, replace doorknob on washroom door, partially fixed panel in front room upstairs.
• Rearranged pictures to make room for King Charles’ picture to be placed in the grand room (Laurent is getting the new portrait framed).
• Reviewed the Haviland Club CONSERVATION MASTER PLAN document and the Haviland House Condition Assessment document.

ii. The following tasks are being planned:
• 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.
• Paint the “green” room; Assisting Laurent in repainting the front room and ceiling and installing a chandelier donated by Bert.
• Replace the molding on the Panel in the front room (South Side).
• Assessing the Haviland Club computer network.

iii. The following decisions are required:
• Approval of up to $500 for the refinishing of the front step. Approved.
• Approval to replace the Glass above the main entrance door. In principle, funds to be identified.
• Approval of $300 to paint the front room green and replace the chandelier. Approved.
• Curtains for the Main room now that the evenings are longer.

g. Fundraising Report – Jane MacIsaac

• The application to Service Canada for 3 positions was not recommended for funding, we were advised by Sean Casey’s office. We will follow up for additional feedback.
• The application for funding from the Community Foundation should hear outcome this week.
• Application was made to Innovations PEI for 3 tour guides/ servers was made. No reply to date.
• Final documentation was sent to Central Development Corporation, received reply seeking evidence that final cheques have cleared the bank..then we will get our final payment.

h. Vice-President Report – Irene MacArthur

• Ace has transferred funds to chequing account leaving a balance of $300.
• Bridge holding numbers at 50 per cent.
• Monday’s bridge sessions will stop for the summer.
• Bring-and-Buy is advertising to businesses for donations. Getting ready for May 5th.
• Irene will be away from May 25- June 23.

Jamie moved to approve all the reports, seconded by Jane, all approved.

6. Next meeting: set for Monday May 15, 2023.

7. Meeting adjourned at 6:53 pm.