EM Minutes – 2023-07-17

HAVILAND CLUB EXECUTIVE MEETING – FINAL

Monday July 17, 2023

PRESENT:
Jamie Trainor, President
Stephen Yarrow, Secretary
Jane MacIsaac, Fundraising Chair
Nelson Hagerman, Treasurer
Michael Cairns, House Chair
Scott Stevens, Pond Chair
Irene MacArthur, Vice President

ABSENT:
Laurent Beaulieu, Membership Chair
Sue Stanger, Entertainment Chair
Helen Bernstein, Director at Large
Bruce Matheson, Chair of the Trustees

1. The meeting was called to order at 5:04 pm by President Jamie Trainor.

2. The agenda was approved by all.

3. The minutes of the last meeting, June 19, 2023, were approved by all.

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

  • Lots happening in June and July so far, including birthday parties; a celebration of life; a PEERS Alliance meeting; Ebb and Flow events (there will be five consecutive events); Rotary Club strawberry social (btw, an excellent opportunity to promote The Haviland);
  • Still to come are: weddings, celebrations, a Chamber event – with additional bookings through to the fall.

5. Committee and Chair reports

a. President’s Report – Jamie Trainer

    • The consolidation loan from the Credit Union has just been approved – $130K, enabling the paying off of outstanding mortgages, Federal covid-19 loan, etc.
    • Various outstanding bills such as insurance, federal and provincial taxes had to be paid in the last weeks.
    • The Community Foundation’s Kent Hudson has been in communication with the Haviland with some ideas on donation mechanisms that could be applied to some of the heritage engineering requirements for Farringford House. Need to
      differentiate maintenance (repairs) vs. restoration activities. Exploring charitable donations from third parties.

b. Treasure – Nelson Hagerman

    • Comparative income statements (for June, and for the last six months) and balance sheets were tabled and discussed. The Haviland remains in the “red”.
    • The financial analysis triggered a lengthy discussion on revisions to the membership fees to The Haviland. It was noted that the executive had voted at the June meeting in favour of increasing the fees to consider inflation, plus eliminating the couples fee category. Directors debated the elimination of this category vs. phasing it out over the next two annual membership cycles. All agreed that a final decision will be made at the August executive meeting when all directors are available.

c. Membership – a read out of Laurent Beaulieu’s report was made:

    • Membership continues to grow – as of 16 July we now have 214 members.
    • New Members have been made aware that despite paying a prorated fee at this time of the year, in 9 weeks they will need to pay the new fees for membership. No one expressed a problem with that.
    • Also spoke to our six not-for-profit group members and all confirmed they are renewing their membership for 2023-2024.
    • Invoices for the new fiscal year will start being sent out around mid-August, i.e., in about 4 weeks.
    • The Greater Charlottetown Chamber of Commerce is interested in the Haviland for rentals on a regular basis for events or meetings.

d. Fundraising – Jane MacIsaac

Since last meeting:

    • Sean Casey’s office has sent the information as promised. There appears to be nothing at the moment that would be applicable for us. However, New Horizon’s for Seniors will be launched August 1…and proposed deadline for applications is Sept 14. We will be making an application….this program has changed…however we are still eligible.
    • Governance Advisory sub-Committee has been structured. Source documents are ready for distribution to sub-committee members. The objective is to have a new constitution and bylaws ready for the AGM in November. Initial meeting tentatively set for early August. Details to follow at the next executive meeting.

e. Pond – Scott Stevens

    • July is a quiet month for pond fishing
    • The Pond Committee has carried out improvements to the boat slip and is currently rebuilding a ramp to the main dock. Other maintenance issues are being prioritized.
    • We have a number of requests for a Scotch tasting – we will look at preferred dates for this event.

f. House – Michael Cairns

The following tasks were completed in the last month:

    • A quote was received for cleaning the windows. The cost would be $600 with a 15% overage/ underage either way to work with. Depending on how well some of the windows can be access. Price includes scraping of the windows as the outsides have a lot of build-up; and
    • A work order was submitted by Public Works Charlottetown to fix the front railing on the post that was struck by the sidewalk plow.

g. Vice-president – Irene MacArthur

    • Number of Bridge tables slowly increasing.
    • Bridge luncheon fund raiser for Haviland in October.
    • A Sectional Bridge tournament will be held in October, players from the Haviland will attend, as well as players from New Brunswick and Nova Scotia. The tournament will be held at the Jack Blanchard. Irene and Carol will be involved in the organization of the event.
    • Irene would be willing to start the Ace with pot at $3000. The Ace account has $300. Nelson approved the $3000. We will start the beginning of Sept.

Jamie moved to approve all reports – no objections.

6. No new business

7. Next meeting scheduled for August 14, 2023

8. Meeting adjourned at 6:52pm.

EM Minutes – 2023-06-19

HAVILAND CLUB EXECUTIVE MEETING – FINAL

Monday June 19, 2023

PRESENT:
Jamie Trainor, President
Stephen Yarrow, Secretary
Jane MacIsaac, Fundraising Chair
Laurent Beaulieu, Membership Chair
Nelson Hagerman, Treasurer
Michael Cairns, House Chair
Scott Stevens, Pond Chair
Sue Stanger, Entertainment Chair
ABSENT:
Irene MacArthur, Vice President
Helen Bernstein, Director at Large
Bruce Matheson, Chair of the Trustees
1. The meeting was called to order at 5:10 pm by President Jamie Trainor, who explained that this board meeting will focus more on the Strategic Plan and the four committees that will be struck to develop a draft operational plan.
2. Adoption of the agenda was moved by Scott, seconded by Nelson. Motion carried.
3. Approval of the last meeting’s (May 15, 2023) minutes was moved by Mike, seconded by Jane. Unanimous approval.
4. Manager’s report – Susan MacDonald. In Susan’s absence, report given by Jamie.
  • May’s events and bookings went well. So far June has been a little quiet, but things will start picking up this week, with a steady assortment of bookings now till August 19th.
  • This weekend the Witches Fair takes place, the booking co-hosted with Discover Charlottetown, as part of their Island Tides Yoga and Wellness Festival.
  • Discover Charlottetown has booked three dates in October as part of their Scarecrow Festival.
  • July 1st, Canada Day, Club event planned with Sue Stanger.
  • Looking ahead September and October getting filled up for bookings as well.
5. Committee Reports:
  • President’s Report – Jamie Trainer
    • Following the May 31st special all-members meeting to present the Strategic Plan, Farringford House engineer’s study and proposed plans, plus the state of the Haviland’s finances, four committees are in the process of being struck to develop the Operational Plan, namely:
      • Financial Viability chaired by Nelson
        • Inclusiveness chaired by Laurent
    • Awareness chaired by Jamie
      • Historical Integrity chaired by Mike.
      • A message to all club members will be sent out shortly, explicitly inviting members to participate in one of the four committees.
    • The chairs of each committee will report their progress to the President and at each Executive board meeting.
    • As the Operational Plan unfolds, adjustments will be made to the existing committee structure.
    • The goal is to draft an Operational Plan for presentation in time for or at the next AGM, in November.
    • Jamie and Nelson continue with discussions with the Credit Union to arrange a consolidation bank loan for the Haviland. Success is assured and should become a reality in the near future.
  • Membership Report – Laurent Beaulieu
    • Laurent tabled a proposal on revising membership fees to solicit discussion. After a robust dialogue between the members, the following was agreed to:
      • General memberships. All memberships will now be single only. One price = one membership price.
        All the various categories are abolished. This measure was necessary since in the last 8 years the membership demographic has changed drastically. We now have a majority of single members and a minority of couples. Keeping the old system was unfair to single members who are the majority and who are keenly aware of this discrepancy. The New single (only) membership fee for all will be adjusted to take into account inflation, a modest increase will be announced shortly.
      • Pro-rated fees.
        The pro-rated fees were devised many years ago and created a difficult and unfair situation for all Club Members. It was also an important financial loss for the Club. We are no longer in a position after years of disruption due to the pandemic and soaring inflation to continue this pro-rated practice. Going forward, we will offer a prorated rate to any new members as of 1 April.
      • The Not-for-Profit Members rate increase.
        We currently have a number of NFP organizations at the Club who rent on a regular, weekly or monthly basis our premises. Their membership fee has not increased in many years.
        The Executive has decided to increase their membership fee by a modest amount to cover increase costs due to inflation. This will be announced shortly.
      • Benefits to Not-For-Profit Member groups.
        The Executive decided to extend the privilege of member price drinks to Executive Members only, of NFP groups.
      • Out of Province residents’ memberships
        Persons not living in PEI (non-residents) can apply for a Seasonal (April to September) membership at the pro-rated price between April and September.
  • Suffolk Pond Report – Scott Stevens
    • Only a few people have used the Pond due poor weather conditions in the last month.
    • The Pond committee is looking into improvements to the boat slip and other maintenance issues.
    • We have had a number of requests for a Scotch Tasting, we will look into club availability.
  • Treasurer’s Report – Nelson Hagerman
    • Nelson tabled the income statement and balance sheet for May 2023.
    • No significant issues were raised.
  • Entertainment report – Sue Stanger
    • Sue provided a summary of “what’s been happening” on the entertainment front recently:
    • It has begun! Club members are entertaining club members!
    • Gatherings include:
      • Book Club with Barbara leading
      • Play reading with Terry leading
      • Writers with Mark leading
      • Coffee and Conversation
      • Just Chatting with Mark leading
      • Walking with Jude leading
      • Fine Diners with Helen leading
      • Gourmet Dinners with Laurent leading
    • Here’s hoping more groups will form as time goes by – and there is more!
    • Sue expressed how happy she is to report that members have taken the initiative to make things happen for other members of the club.
    • Mark and Bruce like a good glass of wine and decided to put on a wine tasting eventing. They organized all of it and it was a great success.
    • Terry Platt has written music to some lovely poems and will be presenting his creations sometime soon.
    • Laurent pulled together a team and offered a fabulous Coronation event.
    • Jude and Lise are leading a singing circle and members are invited to take part.
    • Let’s make it known that we welcome these wonderful happenings for the future.
  • House Report – Michael Cairns
    • TASKS COMPLETED
      • The “green” room is now finished and ready to be used; and
      • A work order was submitted by Public Works Charlottetown to fix the front railing on the post that was struck by the sidewalk plow.
    • 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;
      • Replace the molding on the Panel in the front room (South Side);
      • Assess the Haviland Club computer network;
      • 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;
  • Fundraising Report – Jane MacIsaac
    • Thank you for participating in the Special Members meeting. Both Heather MacAulay of Volume 18 and Greg Munn of Munn Architecture presented their findings and report to the membership. This means we have honoured our commitment to the members. Now the real work needs to begin. That is the Development of an operational plan for each of the priority areas.
    • Since our last meeting we have met with Marilyn Murphy ( ACOA) . The purpose was to seek advice and find funding sources for the future have ACOA in our camp. She suggested we develop a product that addresses community gaps and falls within priorities of governments. She further suggested we work on branding ourselves, i.e. no longer promote ourselves as a “premier social club “ but rather we are operating as a “premier social enterprise “ …whose mission is to protect and preserve the heritage building, to offer a quality/ intimate rental venue for the community, offer a safe and inclusive environment for citizens…
    • We also met with Sean Casey, MP for the area. We sought his guidance and support as we move forward with our new enterprise. Sean agreed to send contact information to us for programs and services, as well as contacts for Glenaladale, another historic property in PEI with similar building challenges.  Jane will follow up with Sean’s office on that.
    • Contact was made with Kent Hudson of Community Foundation for an update on Charitable Status Capacity. Kent is away and will get back to us shortly.
  • Jamie moved to approve all the reports – no objections.

6. Next meeting: set for Monday July 17, 2023.

7. Meeting adjourned at 6:55 pm.

Haviland Club Special All Members Meeting – 2023-05-31

Haviland Club Special All Members Meeting – Draft

May 31, 2023

At 7:00 pm Jamie Trainer, the Clubs president welcomed all the club member attendees (36) and introduced the three presenters, Heather MacAulay, Greg Munn and Nelson Hagerman to address the newly developed strategic plan, building assessment and a financial update, respectively.

Heather MacAulay, Volume 18

  • Volume 18, a strategic communications company based in Stratford, was engaged by the Haviland Club last year to assist in developing a strategic plan to move the club forward.
  • Engagement included a white board planning session last fall, interviews with external stakeholders, a survey of club members, and discussions with the 7-member strategic planning steering committee.
  • Heather described Volume 18’s findings with respect to the club’s sense of community, pride of place, emotional connections, and being a gathering place.
  • A strategic plan has been drafted to encapsulate the above, but Heather emphasized that this should be a living document, not one for a set period, e.g., a four-year plan.
  • The plan was described in some detail (paper copies were handed out) and will be distributed to all members electronically in the near future.
  • A future path was outlined that includes:
    • Vision: to be PEI’s premier gathering place.
    • Mission: Protect and preserve historic Farringford House to foster an environment that is inviting for members and community users, in an inspired and sustainable manner.
    • Four value themes: inclusive; sustainable; social; historical integrity
  • Going forward, the club will embrace four priorities:
    • Financial viability – long term targeted revenue streams and monetizing the House involving both club members and community user groups.
    • Inclusiveness – a welcoming place regardless of gender, race, age, etc.
    • Awareness – tell our story of what the Haviland Club is, and Farringford House, and what it is not.
    • Historical integrity – ensure that we do not lose touch with our roots – we have a powerful story to tell. Maintain and restore the House itself.
  • Action: members will be actively encouraged to join working groups for each of the four priorities, that over the next 6-12 months will champion the necessary planning work to move the club forward. Each working group will be led by a member of the Executive.

Gregg Munn, Munn Architecture Inc.

  • The Haviland Club engaged Gregg last year to review the architectural aspects of Farringford House, the home of the Club.
  • The review’s aims were to rediscover, restore and revitalize.
  • Two plans were developed after detailed and extensive analysis of the state of the House:
    • A conservation plan focusing on what needs to be repaired, short, medium and long term.
    • A master plan focusing on what the house could be.
  • Greg believes the house to be in good to fair condition – a little tired, worn, and inefficient, with moisture issues and roof structural problems. Importantly the house is basically solid.
  • Regarding what could be, Greg outlined opportunities to revitalize the kitchen, reinvent the attic space and outdoor areas, repurpose the existing apartment and better development of the basement.
  • In terms of building codes, Greg recommends the creation of additional exits, the installation of a sprinkler system.
  • Greg provided exciting blueprints of how Farringford House could be restructured and redecorated while preserving its historical elements.
  • Estimates were provided to cover recommendations at high, medium, low and future work tranches. If all were addressed hypothetically, the total could reach approx. $1.8M – the work to span several years.
  • There is a 150-page report from Munn Architecture Inc, available on request. Meanwhile, a summary will be shared with all club members electronically in the near future.

Nelson Hagerman, Executive director, and treasurer

  • Nelson reviewed the financial statement from the last fiscal year, given that it was ready to be completed at the November 2022 AGM. The statement was approved.
  • In terms of the current financial situation, Nelson outlined the need to consolidate existing deficits and debts (e.g., $60K mortgage and pay back of a portion of the club’s government Covid loan).
  • The executive is seeking a line of credit of $150K ($100K to address deficit and debt, and $50K as a cushion to address immediate repairs to the House, etc.), to be initially carried by interest payments only. As part of this exercise, the value of the Farringford House property (last assessment was $900K) will be reevaluated to reflect today’s market value – estimated at $2M.
  • There are many ideas and proposals to both (i) increase membership numbers, adjust membership fees and generate additional revenue, and (ii) cut down on expenses.
  • The executive is confident that the loan will be forthcoming and that it can be adequately serviced going forward.
  • The Haviland Club is currently in a loss position, so new sustained cash flow is a priority.
  • With a more secure footing, the Club will be in a good position to apply for government grants, and comfortably able to cover the typical 15% of the total of such grants.
  • During Nelson’s presentation, following a question from a club member, it was clarified that the Suffolk Pond is a separate entity from the Haviland Club.

EM Minutes – 2023-05-15

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.

EM Minutes – 2023-04-24

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.

EM Minutes – 2023-03-20

HAVILAND CLUB EXECUTIVE MEETING – DRAFT

Monday March 20, 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

REGRETS:

Sue Stanger, Entertainment Chair
Doug Thompson, Chair of the Trustees
Scott Stevens, Pond Chair

1. The meeting was called to order at 5:00 pm by President Jamie Trainor who welcomed the new House Chair Michael Cairns.

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

3. Approval of the last meeting’s (February 27, 2023) minutes was unanimous. The board discussed the mechanism for disseminating to all Club members the minutes of each board meeting and agreed that minutes should not be posted on the website where they can be viewed by the outside world but should be limited to the members only. Laurent committed to sharing the minutes going forward with the members via his group email list, used for sending out the weekly Updater.

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

• April is filling up quickly, including four weddings booked, reunions, birthdays, a Celebration of Life meeting, etc. More inquiries for rentals coming in.
• The March 3rd Friday music night (including oysters) with Jon Rehder’s group, was a big success.
• The snooker group fund raiser dinners have also been successful with $700 raised so far – fantastic.
• The subject of the wine selection list was raised again, and the board agreed that popular wine brands should be maintained, augmented with a rotation of select new brands, perhaps on a three-month rotation basis, recognizing that the Club is limited by the availability at the PEI Liquor Commission.
• Sue Stanger is actively looking for additional music evening opportunities.
• The Haviland Club passed a recent health inspection, and the license has been renewed.
• The license for the “socials on the lawn” needs to be restored and we are moving to make this permanent.

5. Committee Reports:

a. President’s Report – Jamie Trainer

• Mike Cairns has offered to take on the role of House Chair and the Executive voted unanimously to welcome Mike. The position will need to be made official by a vote at the next AGM. Meanwhile, Mike will take part in the Strategic Planning Committee, including of course the Farringford House building maintenance plan.
• Craig will be taking on more roles to augment the good work that Susan continues to manage.
• There is a proposal under consideration to have another “Military Dinner” in November, including a band. Last year’s was very successful and raised much needed funds to the Club.

b. Fundraising Report – Jane MacIsaac

• A couple of new opportunities to apply for funding for two additional student positions (high school level) to help Susan. This is over and above the funding applications for students (university level) already in play and discussed last month. Depending on the application host – Federal, Provincial, etc., there could be a cost sharing component with funds received by the Club for various projects, e.g., 90% fund plus 10% from the Haviland Club.
• PEI Community Foundation has started a separate program – funding available to us that we could potentially target some of the priority heritage work on the house structure itself. To be discussed by the Strategic Planning Committee.
• Goal of the end of March to finalize the Strategic Plan and the building reports.
• Will be meeting with the Volume 18 group again soon to complete their work.
• Anticipate a stand-alone meeting of the whole Club membership in May or June to present the Strategic Plan and Building Plan, in addition to finalize the 2022 financial report.

c. Membership Report – Laurent Beaulieu

• Membership grown to 195 members, as we aim for 200.
• Bert’s 90th birthday will be celebrated at the Club this upcoming Saturday. Important to recognize all that Bert has contributed over many years. Unanimous support to recognize Bert by making him a life member, after a motion from Laurent, seconded by Irene.

d. Vice-President Report – Irene MacArthur

• We have a Bridge fund raiser for the Haviland on Mar 26th. Guesstimate $500 plus to be raised for the Club.
• The Chase the Ace tickets can be bought by:
a) the bar $5 a ticket
b) acechaser.com $5.50 a ticket
c) Interac irene.macarthur.pei@gmail.com . Automatic deposit $5 a ticket.
• Chase the Ace is the only ongoing fund raiser at the Club, at present. We are asking that all our members participate by purchasing tickets, to drive the pot up. Once the pot becomes larger and the deck smaller, there will be a run on the ticket sales, which will benefit the Club.
• The Ace has raised more than $20,000 for the Club.

e. Treasurer’s Report – Nelson Hagerman

• At the September AGM the 2022 financial statements were not approved, and now after careful review, these can now proceed to be approved, first by the executive this evening, and later at an all-members meeting.
• However, it was noted that the 2021 numbers are not consistent in this report compared to the 2021 statement. Consistency is vital when sharing the Club’s numbers with funding bodies who review the Club’s finances several years back.
• Nelson will revisit the 2021 numbers and bring the statements back to the Executive at the next meeting.
• Comparative income and balance sheets were shared with the Executive for review.
• Further discussion will be required to increase revenue in light of Covid loan repayments due later this year, and options around establishing charitable status for the Club.
• Bottom line, the Club is not sustainable financially, hence the Strategic Plan and new approaches to revenues going forward.
• Executive will further consider the possibility of a loan to cover current deficits, however, appraisal of the property’s value is needed to approach any bank for a loan, and concurrently revisit insurance on the house to match its true value today.
• Also discussed is the current system for paying and reserving a seat at various events convened at the Club. Big improvement noted with colour coded folders recently implemented at the bar to track who has reserved and/or paid for what, but the system needs to be modernized and made more efficient to avoid piling too many requests on the House Manager.

All the reports were approved unanimously, notwithstanding the need to revisit the financial statements.

6. New business

• Need to set a target for the special all members meeting to discuss and approve the Strategic Plan, Building Plan and the 2022 end-of-year financial statements. Looking at the end of May, subject to some adjustment.

7. Next meeting: set for Monday April 17, 2023. The subsequent executive meeting will fall on Monday May 15, 2023, giving some preparation time for the special all members meeting.

8. Meeting adjourned at 6:52 pm.