HAVILAND CLUB EXECUTIVE MEETING

Monday June 27, 2022 at 5:00 pm

The meeting was called to order at 5:05 pm by President Jamie Trainor.

PRESENT:

Jamie Trainor, President

Irene MacArthur, Vice President

Bruce Matheson, Treasurer

Jill Trainor, Secretary

Scott Stevens, Pond Chair

Jane MacIsaac, Fundraising Chair

Allan Trainor, Membership Chair

Helen Bernstein, Member at Large

Doug Thompson, Chair of the Trustees

REGRETS:

Jim Ross, House Chair

Sue Stanger, Entertainment Chair

Adoption of the Agenda

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

Approval of the Minutes of Last Meeting

Approval of Minutes of the last meeting was moved by Jane, seconded by Scott.  Motion carried.

Manager’s Report – Susan MacDonald

Club lobster dinner went well.

July 1^st we will have a club BBQ.

There will be a social mixer for Members without partners on Saturday July 9.  It is hosted by Laurie Murphy’s and Mary Ellen Callaghan.

The club Strawberry Social will be on Saturday July 16.

Ebb and Flow starts on Monday July 18 show starts and will go for the next 5 Mondays.

July 27 to July 31 the Haviland will be one of several hosts for the Fringe Festival.  The Island Fringe Festival is an annual performing arts festival that unites artists and audiences in fun, exploratory environments. This year we welcome performers from PEI and across Canada who will showcase comedy, dance, drama, puppetry, and more. Everything happens in downtown Charlottetown, allowing audiences to easily travel from one venue to the next and see all the action.

Welcome to new members night will be on Friday August 5.

Kerry Quinn is having his 50^th wedding anniversary.

Play on August 12.

Gold Cup and Saucer event will be held on August 19. A member suggested we put a float or other entry in to the Gold Cup Parade.  The cost would be $25.

There are several rentals this summer for Celebration of Life, weddings, gatherings, and ‘Diggs Town’ for filming.

COMMITTEE REPORTS:

President Report – Jamie Trainor

Gary Landry the Program Officer, Program Delivery Branch for New Horizons reach out to me to let me know that our file has moved from his office in Newfoundland to Fredericton, New Brunswick.  He said that our 2022 application did not qualify for the $25,000 grant and that we should reapply for 2023.  He told me that there is a good chance we will qualify once the administration in Fredericton gets to know our file but, as always, no guarantees.

Currently, we are in the process of reviewing video footage and interviewing staff about a complaint from a wedding rental.

We need to increase our rental rates for weddings and other rentals.  Wedding rentals are currently under priced so we will have to make adjustments.

There is an increase in rentals for Celebration of Life and it looks like the Haviland is a perfect place to have this.

Rentals are an import revenue stream for the Club and we need more development in this area.  Our strategic plan will help with this incentive.  Jane will elaborate on our progress with this.

Vice President Report – Irene MacArthur

The Ace is doing fairly well.  The second Ace jackpot was started off at $5000 and is covered now.

We had a bridge luncheon that raised $700.  Paint and tiles have been bought to refurbish the upstairs bathrooms.

The bridge groups had a fundraiser for the Alzheimer’s Society, $450 was raised and all was donated.

Irene is going to make a booklet for the new members.

The bottle draw was brought up again.  Can we revamp it to make money?

Treasurer – Bruce Matheson

Bruce presented an 8 month comparative report which included 2022, 2021, 2020, 2019, and 2018.  The report shows that we have a substantial loss of $16,620 so far this year.  The other comparison years show a profit of between $5,260 and $18,582.  Report is at right – click to view larger image.

A lot of discussion and several questions were asked by the Executive Members.

Pond – Scott Stevens

Pond members hosted a Scotch Tasting in May which was well attended.  The Pond membership donated a new WiFi sound system to the Club for club events.

The Annual Pond Lobster dinner was held at the pond in June and again was a popular event.  It was a sold out event and many positive comments were received about mussels.  It should be noted that the mussels were donated by Neil MacDonald’s family.  Neil passed away last year.

The Pond Committee helped with the President’s Lobster Dinner at the Club.  They provided the preparation of the lobster for the dinner.

The Pond had a successful fishing year.  The Pond is now weeding over which will limit activities until the fall.

Membership is down from last year, therefore, more fundraisers will be required before year end.

The Club facilities are in good shape but will require a few things done before winter close up.

Jamie thanked Scott and the pond members for preparing the lobster for the President’s dinner.

Fundraiser – Jane MacIsaac

Update on the Strategic Planning Committee.

The Strategic Planning Committee has established 4 pillars to move forward. They are:

1-Protect and Preserve the Heritage of the building.

2-Honour the history of the past members and serve our current members.

3-Engage the Community.

4-Work toward the sustainability.

The Strategic Planning Committee is putting together all the components that need to be in place to be ready to apply for funding when the program is announced.  To date, the committee has identified Volume 18 as the successful applicant to develop the Strategic Plan. Gregg Munn of Nine Yards will identify improvements needed to bring the building up to code.

The Committee members have  put a lot of time and energy into building this plan.  We have had advise and direction from Marilyn Murphy of ACOA.  We hope to have funding and a plan in place to present to the members at the next General Meeting in November. There will be opportunities for the members to contribute their ideas.

There are opportunities to hire students from UPEI next summer to help with the research of the architecture and history of the Haviland Club.  Application for this has to be in by January.

Membership – Allan Trainor

Current Membership is 185 members.

Allan motioned that the following members be approved.  Second by Jane.  Motion carried.

Bethany McIvor

Debbie MacArthur

Angus Orford

House – Jim Ross

Jim was not in attendance.

The work in the basement is pretty well completed.  The only things that need to be completed is installing a door and step.  We will have our invoice the end of July.

Entertainment – Sue Stanger  

Sue was not in attendance.  No report.

Trustees Report – Doug Thomson

Doug said we need to have an insurance review with all the upgrades we are doing.  Jamie stated it is currently being done.

Doug also said we should have an appraisal and documentation of the contents of the building.  This is part of the plan for next year.

Reports moved by Scott, seconded by Helen.

New Business

No new business.

Next Executive meeting will be Monday July 25, 2022 at 5pm.

Meeting adjourned at 6:55.

HAVILAND CLUB EXECUTIVE MEETING
Monday May 30, 2022 at 5:00 pm

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

PRESENT:

Jamie Trainor, President
Irene MacArthur, Vice President
Jill Trainor, Secretary
Jim Ross, House Chair
Jane MacIsaac, Fundraising Chair
Allan Trainor, Membership Chair

REGRETS:

Bruce Matheson, Treasurer
Helen Bernstein, Member at Large
Scott Stevens, Pond Chair
Sue Stanger, Entertainment Chair
Doug Thompson, Chair of the Trustees

Adoption of the Agenda

Adoption of the agenda was moved by Jane, seconded by Allan. Motion carried.

Approval of the Minutes of Last Meeting

Approval of Minutes of the last meeting was moved by Jim, seconded by Allan.  Motion carried.

Manager’s Report – Susan MacDonald

Monday bridge, Coffee and Conversation, Men’s 45s, Monday and Friday Trivia are finished until the Fall.

The Military Dinner, Scotch tasting and the bridge fundraiser were successful.

Hospice PEI has joined as members.  They have a couple of bookings coming up in June.  We are going host them to do a meet and greet on June 5.

Ray is hosting a volunteers dinner on Saturday June 4.

The President’s Lobster Dinner for members and guests will be on June 11.

Welcome New Members night will be Friday June 24.

Laurie Murphy and Mary Ellen Callaghan will host a members without partners social event on July 9.

Improv, hosted by Laurie Murphy, will return on Sunday nights in July.

Ebb and Flow, which is songs and stories about PEI, will be on Monday nights from July 18 to August 15.

Fringe Festival starts July 27 and goes until July 31.

The bookings are going very well.

COMMITTEE REPORTS:

President – Jamie Trainor

Strategic Planning Committee – I am very happy with the progress of the committee. We have had great effort and commitment and we are jelling as a team. There is now some traction in the direction of the processes. Jane will elaborate on the processes and progress.

Bruce has been out of the Province and is back this week. I will contact him and set up a meeting where he can give us a detailed report on the financial position of the cub and field questions from the Executive.

Bobby Molyneaux did a cleanup of the yard. We are going to ask him if he is interested in cutting the grass this summer.

We looked at the programs for funding a student in architecture/engineering to work at the Club. Mary Beth MacLean had a discussion with the University about candidates and one was identified. We will follow up for next year as this year’s application deadline was January.

Carol Bishop, a member of the Haviland, is a tour guide for Experience PEI and contacted me because she thought the club would be a good fit on the Charlottetown tour. We had a meeting with Mary Kendricton.  She and her husband own the tour company Experience PEI and they do the Charlottetown tours for the cruise ships.  We could look into organizing the tour this year and implement it next year. We would have to apply to Experience PEI to get on the cruise ship roster. The Haviland would be the last stop of the tour and we could offer tea, coffee and have the bar open to offer beer/wine.

We have also talked to Discover Charlottetown about advertising in their publication and what they could offer the Haviland for promotion of the club. Further discussions are being planned to see what would fit for the Haviland.

We have had a lot of rentals for a “Celebration of Life” this year. We have had good feedback from the families that have used the club expressing that it is a perfect venue.  It is looking to be a good opportunity for growth of the club.  We are looking how to market this opportunity correctly and can add it to our website and publications.

Vice President Report – Irene MacArthur

The bridge luncheon fundraiser raised $700 plus bar sales.

Paint and tiles have been bought to spiffy up the upstairs bathrooms.  The money that is left will be given to Sue for the cost of doing the yard work.

The bridge club will host ACBL longest day bridge game.  Anyone who would like to donate $20 or more will receive a tax receipt.  ACBL puts this event on each year as a fundraiser the Alzheimer’s Society. All money raised on PEI will go to PEI Alzheimer’s Society.

‘Chase the Ace’ is up and running again.  We currently have about $19,000 in the bank.  Some of that money will go to seed the new Chase the Ace.

The number of bridge players returning is increasing slowly.

Treasurer – Bruce Matheson

Bruce was not in attendance.  No report.

Pond – Scott Stevens

Scott was not in attendance.  No report.

Fundraiser – Jane MacIsaac

The Strategic Planning Committee has been active since our last report. The committee members are very engaged in the planning process and are very prepared to help. To date, we have received 3 proposals from parties interested in facilitating a planning process for the Club.  Each proposal has a component that engages the committee itself, our board of directors and members. The committee members have evaluated the proposals and met with each of the proposal applicants.  We have a mutual understanding of starting points.

Marilyn Murphy from ACOA has met with the committee and has given guidance on future programming.  Also, contact has been made with Sonia Dixon and Kent Hudson as additional resources for future funding.

Currently, there has been no new applications for funding.  However, there have been discussions on future direction and identification of potential funding sources once the Planning process is complete.  We will have our foundation piece ready which will better position us for the future.

Membership – Allan Trainor

Current Membership is 182.

The Military Dinner was very successful.  The Honourable Antoinette Perry, Lieutenant Governor of Prince Edward Island, was the guest of honour.

A letter will be sent to the Commanding Officer of the Army to say thanks for the Regimental Band.

A big thank you to Pauline Smith and Cathy Chandler who came in at the least minute to help with the dinner.

House – Jim Ross

The work in the basement is going very slowly.  The sink, toilet, plumbing and electrical is now in.

An exit door will have to be designed to code for fire inspection.

There is a leak in some windows at the front of the building that has to be looked into and fixed right away.  Holland College, who has a program that specializes in restoration of Heritage buildings, has been here and we are on the list to have the windows fixed.  There will be a minimal cost.

Entertainment – Sue Stanger  

Sue was not in attendance.  No report.

Trustees Report – Doug Thomson

Doug was not in attendance.

Reports moved by Jim, seconded by Jane.

New Business

No new business.

Next Executive meeting will be Monday June 20, 2022 at 5pm.

Meeting adjourned at 6:35.