THE HAVILAND EXECUTIVE MEETING MINUTES – FINAL      Monday, January 22, 2024

PRESENT:
Jamie Trainor, President
Jane MacIsaac, Vice President
Stephen Yarrow, Secretary
Nelson Hagerman, Treasurer
Michael Cairns, House Chair
Mary-Beth Maclean, Entertainment Chair Rosalind Drewery, Director at Large
Jake Baird, Director at Large
Bruce Matheson, Chair of the Trustees

ABSENT:
Allan Trainor, Membership Chair.

1. The meeting was called to order at 5:05 pm by President Jamie Trainor.
2. The agenda was adopted.
3. Minutes from November 15, 2023, executive meeting were approved.
4. Minutes – in draft form – of the November 22, 2023, AGM were approved to be shared with all members, but subject to approval by the members at the next AGM later in the year.
5. Manager’s report by Jamie:
   1. Susan MacDonald’s return to her management duties will be determined by her doctor’s report. If given the green light, re-entry to working hours may be staggered depending on her health status. Regardless, there have been lots of changes at the Haviland since Susan MacDonald went on sick leave, and so integration of duties with Craig and Brandy will need to be handled carefully.
6. President, Jamie:
   1. Question was raised about Director’s liability insurance. Coverage is $1M, $1K deductible, and third-party liability.
   2. Brandy will only be available part time, so we will need to continue juggling management of the Haviland for the foreseeable future.
   3. Discussion was had regarding the percentage discount that members enjoy renting rooms, etc., at the Haviland. It was agreed that this should not be too generous, and the meeting concluded that 30% was appropriate. Context mostly related to the not-for-profit members.
   4. The PEI Community Foundation is close to an agreement where donations to the Haviland will have charitable status re. CRA. A draft has been approved, however some minor tweaks are necessary.
   5. The discussions between the Haviland and the PEI Symphony Orchestra continue towards establishing an annual contract to rent space for PEISO activities.
   6. It would be desirable to have the capacity to rent out the basement space, however two separate inspections have conflicting views re. safety requirements. Further discussions are necessary.
7. Chair reports:
   1. Treasurer, Nelson:
      1. Nelson tabled YTD and balance sheets.
      2. The $60K CEBA/covid loan has been processed as required before December 31, 2023,  i.e., from the Haviland’s consolidation loan: $40K back to CRA and the $20K forgiven portion applied to the Club’s loan.
   2. Entertainment, Mary-Beth:
      1. The new entertainment committee includes Mark Belfry, Terry Woodhouse, Anne Cairns, Mary Gerrard, and Brenda Norman.
      2. The committee has met twice since the new year. Going forward, the plan is to have leads or co-leads on specific events who will meet with me to go over plans.
      3. We plan to have one special event per month.
         1. January Joke Slam, February Chocolate Obsession (Terry and Anne).
         2. March Agatha Christie Murder Mystery Dinner Theatre (Mark and May).
         3. April tentatively planned an Italian Dinner Theatre (Mark and ?).
         4. May Victorian Fundraiser Festival (Brenda and Mary) – this would not be a “one-off” but a series of events around Victoria Day, with the Haviland as an anchor.
      4. We are also bringing back “$5 Fridays” as $10 Fridays where we hope to have a member host once a month (organized by Terry). Possible pizza on other Fridays. Wehave our first one planned for Feb 2. hosted by Diane Porter.
      5. For events that require the great room, dates have been booked through Brandy. Will also be coordinating with Craig on the operation of each event.
      6. Proposing to create a corporate sponsorship program for events. Brenda has drafted a plan and reviewed it with Jamie.
      7. Guiding principles include highlighting members talent, supporting local talent and producers, catering to member interests, and making a reasonable profit from each event.
   3. House, Mike:
      1. Improvements have been made to the asc as follows:
         1. There is now a power socket in the asc independent of the light switch going up the stairs.
         2. The asc hatch has been repaired and now provides a seal to keep the warm air from escaping through the roof.
         3. There is now a programmable, smart, energy efficient light installed in the cupola/widow’s walk. This light can be programmed to display over 1000 colours and moods, e.g. pink for Valentines.  It currently comes on at 4:30 pm and goes off at 11:59 pm. It is connected to the internet and can be controlled remotely.
      2. The Canadian flag was destroyed by the current windstorms we are having. A new one was purchased as a replacement. The PEI flag also needs to be replaced as it is fraying on the end. A discussion needs to take place as to when the flags should be up and who is responsible for raising and lowering them?
      3. The garbage is becoming a big issue. It has not been picked up for two weeks and there are varying stories on what type of contract or arrangements we have with Island Waste Management. Someone needs to phone and coordinate pickup and find out the details. The blue bin also has a rejection sticker on it because individual items were put into it without being in blue bags. David and I will sort through it once the temperature rises to a reasonable level, but we need to ensure this doesn’t happen in the future.
      4. Someone keeps leaving the coffee pot on with half-filled pots on the burners and they boil down to an oily mess and create a fire hazard. We need to address this issue.
      5. The temperature in the house keeps being changed by anyone and everyone. Sometimes I check in the morning, and it is set at 25 degrees and is very hot and the next time it is 15 degrees and very cold. We need to address this issue.
   4. Fundraising, formerly Jane (now VP), but regarding previous business:
      1. We are expecting a response mid-February to our outreach to the New Horizons Program.
      2. Also waiting to hear news concerning the summer jobs youth program.
      3. Directors discussed who will be the new Fundraising chair, and Jake Baird kindly agreed to take that on, going forward. Unanimous support from all directors.
   5. Vice President Jane :
      1. Role of VP is not yet fully defined.
      2. Noted that Jamie has been working very hard over the last few months, so Jane, as VP, wishes to assist by taking on responsibility for much of the operational stuff at the Haviland going forward.
   6. All reports approved.
8. New business:
   1. Jane reported that concerning the governance review exercise, a special meeting to the review will take place in the near future, followed by an all-members meeting soon afterwards.

Next meeting of the board is scheduled for Monday, February 19, 2024, at 10:00 am – a morning meeting.

Meeting adjourned at 6:25 pm