HAVILAND CLUB EXECUTIVE MEETING

Monday December 12, 2022, at 5:00 pm

PRESENT:

Jamie Trainor, President

Irene MacArthur, Vice President

Stephen Yarrow, Secretary

Nelson Hagerman, Treasurer

Helen Bernstein, Director at Large

Jane MacIsaac, Fundraising Chair

Scott Stevens, Pond Chair

Laurent Beaulieu, Membership Chair

REGRETS:

Sue Stanger, Entertainment Chair

Doug Thompson, Chair of the Trustees

1.   The meeting was called to order at 5:00 pm by President Jamie Trainor.

2.   New executive members were introduced and welcomed.

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

4.   Approval of the last meeting (November 14, 2022) minutes was agreed to by the members currently present who were on the board at the time.

5.   Manager’s report – Susan MacDonald. In Susan’s absence, report given by Irene.

December is going well. Great response to the club’s upcoming Christmas dinner and show, with just 3 spots left, out of 60 (at the time of this meeting).

Finishing up rental pricings this week with Irene and Jamie.

Finishing up job evaluation this week with Jamie and Irene

Met with Nelson, Lynn, and Jamie.

Rentals since the last board meeting include:

Association for community living workshops

Women’s network

Hiking group workshop

Book launch

Club Christmas crafting

Liberal group meeting for district 12

Architect society’s brief social

A council dinner

Craft workshop

UPEI Music Department winter formal

The last improv class is tonight (Dec 12).  Going forward, Laurie will convene her classes in Summerside over the winter.

In the works discussing details and dates for the Ebb and Flow Show next summer.

Only a few bookings so far in January 2023:

Celebration of life workshop

An engagement party

A 60-year birthday party

Plus, regular meeting of the Women’s network and the PEERS Alliance

Susan will take a few days off (dates to be determined) between Christmas and New Year’s, in addition to her regular days off Dec 25 and 26.

There is one booking for December 29 and both bridge clubs are closed over the holiday week.

The board agreed that Craig would be approached to cover for Susan’s absence and noted that the Club has the upcoming New Year’s Eve party, plus the Levee January 1, 2023.  The Club is closed after noon December 24, and of course December 25 and 26.  The idea of serving moose milk on December 23 (a Friday evening) was discussed.

6.   President’s Report – Jamie Trainer

Jamie welcomed the new board members and noted that the Haviland Club’s momentum is on the rise despite some financial challenges, and that the strategic planning exercise is going well.  Membership is going well with increasing numbers since the AGM.  Looking to identify how the Club can increase rentals, etc. during the slow period from January to the spring.  Post-Fiona tree issues still exist re. neighbouring property, but Laird Tree Care will be taking care of this in the next days.  The members briefly discussed the Club’s rental rates in comparison with other places – new rates will be set soon, along with the hiring of additional staff to assist Susan.

7.   Chair reports:

Membership Chair – Laurent Beaulieu

At the AGM the Club had 148 members.  Today, December 12, we have 161 members.  New members mostly recommended by existing members.  Two new members are keen snooker players and interested in initiating a snooker group in the basement.  Laurent has analysed the paid membership and reported the current composition as 89 singles, 36 couples, 84 women and 77 men members. Women clearly make up the majority in contrast to the membership of a few years back.  In addition to the 161 paid members, the Club has (i) four not-for-profit member groups, with the potential for a fifth (the Writers Group PEI, who had left the Club two years ago due to Covid concerns but would like to return), (ii) three life members, and (iii) two honorary patrons.  Anticipate additional members in the near future.

Laurent encourages existing members to actively welcome new members.  Concerning the single vs. couple membership, Laurent announced he will be reviewing the fee structure in 2023 to address several concerns raised recently about the unfairness between the two fee levels (i.e., $212.75 single vs. $280.75 couple rates = a difference of only $68 in favour of the couple rate).  Related to this, Laurent has heard anecdotally that some new members have expressed how surprisingly low the current fees are, relative to comparable clubs, e.g., golf.  The fee re-structuring review will address issues with pro-rating membership, and the fee level for not-for-profit memberships – the latter only eligible currently for discounts on rental rates – additional benefits should be considered.   Laurent’s report elicited a board discussion on the need and benefits of mentoring new members, revisiting new members mixer events, the importance of emphasising volunteerism more broadly across the membership. The board agreed that a membership committee should be struck to assist with the fee review, new member mentorship activities, website improvements for new members, new member bi-annual mixers.

Pond Chair – Scott Stevens

Pond members hosted a card party at the Camp all enjoyed the visit with nature.  There were geese on the pond, and one was cooked in the oven.

The camp had been winterized but is still accessible for visits.

Additional clean-up work is planned, weather permitting.

A Scotch tasting is planned for January 13, 2023, at the Haviland Club, hosted by Scott.  Volunteers to assist to contact Scott.

The board discussed the possibility of holding a new member mixer at the pond facility.

Treasurer – Nelson Hagerman

Nelson and Jamie have recently visited the bank to review accounts and authorisations. Balance sheets and income statements – as of October 31, 2022, with comparison to last year – were shared with the board as a reference to the report.  It was noted that some discrepancies exist in a few entries, in part due to timing and different accounting system report printouts.  This has been the first opportunity for Nelson to scrutinise the accounts and to learn the Club’s own accounting characteristics, including the Pond’s.  All will be sorted early in the New Year.

Fundraising chair – Jane MacIsaac

Concerning the strategic plan process, the analysis of Volume 18’s planning session on November 22, 2022, and the subsequent surveys, are progressing well, with the timelines on time. So far over 50% of club members have completed the survey, and Volume 18 is continuing to seek input from outside agencies (tourism association) to compare expectations of the Haviland Club. By next week most of the relevant information will have been gathered towards drafting a preliminary report in January 2023.  Heather Macaulay of the marketing firm is very pleased with the participation so far.

With regards to the engineering assessment of the building, Greg Munn and a colleague from NB who both specialize in heritage buildings have initiated their work.  This follows from a preliminary review by Greg and Jamie in August.  The current inspections have revealed a serious crack in the carrying beam in the attic which was not present prior to Hurricane Fiona.  Our insurance company will be providing a letter outlining its conclusions following its own inspection, an essential element for the Haviland Club to seek government funding for potential repairs. So, there will be two detailed assessments of the house shortly – Greg’s and the insurance company’s, the latter relating to Fiona, and the former to enable the Club to prioritize renovation work in general.  Jane is very satisfied with our engineer’s work so far and anticipates the final engineering report before the end of the Club’s fiscal year.   Jane is also noted how pleased she is with Volume 18 and how the Strategic Planning Committee was wise to choose the company.

Vice-President – Irene MacArthur

The third Chase-the-Ace is underway, up to $4000, but sales have been slow.  It is making money!

Bridge is cancelled between Christmas and New Year’s.

Irene will be calling upon the membership to assist between Christmas and New Year’s with clearing out junk from the space opposite the bathroom.  Susan will supervise.

8.   Next meeting: planning on the third Monday in January – the January 16, at 5:00 pm.

9.   Meeting adjourned at 6:20 pm.