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.