HAVILAND CLUB EXECUTIVE MEETING – Minutes (click to read)

 

HAVILAND CLUB EXECUTIVE MEETING

Monday January 16, 2023

PRESENT:

Jamie Trainor, President

Irene MacArthur, Vice President

Stephen Yarrow, Secretary

Jane MacIsaac, Fundraising Chair

Scott Stevens, Pond Chair

Laurent Beaulieu, Membership Chair

Sue Stanger, Entertainment Chair

REGRETS:

Nelson Hagerman, Treasurer

Helen Bernstein, Director at Large

Doug Thompson, Chair of the Trustees

1.   The meeting was called to order at 5:05 pm by President Jamie Trainor who welcomed the executive to its first meeting in 2023.

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

3.   Approval of the last meeting (December 12, 2022) minutes was moved by Stephen, seconded by Laurent and the motion carried, following a verbal readout of the minutes.

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

·                 Bookings were steady up till Christmas, e.g., Celebration of Life, weddings, and several engagement and birthdays.

·                 January and February are fully booked, with the earliest openings now in March, April, and May.

·                 Jamie, Susan, and Irene are finalizing the revised rental rates and contract, that will be presented to the Executive shortly.  New rates are already being applied.

·                 Susan and Susan Stanger are meeting regularly, including this week, to review events from now through to the spring.

·                 Overall, bookings are very strong for what is normally a quiet time of the year.  Aiming for monthly events and quarterly major events for the members.

·                 There have been regular drop-ins of people seeking information on membership to the club.

·                 There are sensitivities around convening Friday evening non-member rental events coinciding and potentially overlapping with the regular member’s Friday nights in the lounge, happy hour, etc. Consequently, the Club will be limiting rental type events on Friday evenings, with just a few small gatherings taking place.

·                 It was noted that there could be a need for two bartenders when specific events take place.

·                 For Friday happy hour evenings, the availability of snacks has been expanded slightly, with minimal extra costs.

·                 The former $5 Friday dinners maybe re-considered.

·                 Someone (Sandra) has been hired to do the snow shoveling.

·                 Susan and Irene have done substantial cleaning up of the basement – more to be done.

·                 There is a minor leak again in the basement with sheet metal deflection being considered, plus the installation of a newly acquired sump pump.

·                 To sum up, it was observed that the volume of rentals is looking very good.

5.   President’s Report – Jamie Trainer

·                 Our treasurer Nelson will provide a financial report at the next Executive meeting.

·                 Concerning the damage to the two carrying beams in the attic, caused by September’s hurricane Fiona, Greg Munn and Tom Morrison will be installing lag bolts (imported from the UK) and metal plates this week to create a permanent repair. Winmar Property Restoration is managing the project for the insurance company. All to be covered by the Club’s insurance, minus $1000 deductible.

·                 Fiona damaged tree is now removed, relieving concerns for the neighbouring property – the city paid the bill.

·                 Jamie is very happy with the strategic plan process – more information in Jane’s report.

·                 The new mentoring program is ongoing – new members are mentoring new members!

6.   Chair reports:

Membership Chair – Laurent Beaulieu

·                 As of January 9, 2023, we have 170 regular paid members, up from 148 at the time of the November AGM.  Breakdown: 170 = 91 women + 79 men; 92 single + 39 couple memberships.

·                 As promised at the last meeting, Laurent tabled a detailed draft proposal to revise the fees for memberships. The review covers (i) equitable fee structure regardless of a member’s marital status, (ii) prorated fee options, and (iii) specific benefits for not-for-profit members.   The latter elicited healthy discussion and the much-appreciated proposal generally will be examined more thoroughly in conjunction with the upcoming strategic plan that will include membership strategies. In this context, Jane informed the meeting that a draft report for the strategic plan will be tabled for the executive’s review mid-February, after which the membership fee review can proceed considering various options for the Club’s future suggested by Volume 18.

Pond Chair – Scott Stevens

·                 The camp has been winterized but is still accessible for visits.

·                 The last storm resulted in a tree blocking the access road, but the tree has now been removed and all is well.

·                 Pond members hosted a Scotch tasting event Friday, Jan 13th at the Haviland Club.  It was well attended despite the poor weather that evening, and a number of rare scotches were presented for tasting, paired with our famous smoked salmon on a bagel.

·                 We are now on a membership drive to increase our numbers.

·                 It was clarified that Pond membership is separate to Haviland Club membership.

Vice-President – Irene MacArthur

·                 The Chase-the-Ace pot now sits at $4750.  One member has won the draw six times in recent weeks.

·                 Bridge Club numbers remain static – some members of the Bridge Club are members of the Haviland Club.

·                 Saturday February 25th there will be a gathering specifically for new members (approx. 30) to the Haviland Club, in addition to mentors.  Bake beans and biscuits will be served, and Sue Stanger will arrange entertainment.

·                 The re-organization of storage at the club is ongoing, with including the installation of shelving and bins, and perhaps an outdoor storage shed for chairs, etc.

·                 Room rental prices are now posted.

·                 There have been some issues with laundry associated with wedding events, consequently additional linens will be purchased, and closets rearranged to fully accommodate event materials.

·                 Wedding event prices will be re-established shortly.

·                 A question was raised as to why there is a charge for bridge, and not for snooker.  The former relates to the Bridge Club being a separate entity to the Haviland Club (HC), paying a rental to host the games at 2 Haviland Street.  Snooker players are HC members.  Despite this distinction it was agreed going forward that clarification is required concerning memberships and the various activities that take place at 2 Haviland Street, re. HC members vs. non-members and who pays for what. To be addressed when reviewing the governance structure around the operation of the HC going forward.

Entertainment Chair – Sue Stanger

·                 The Club has some new initiatives, including the Haviland Writers group and the Haviland Gourmet Dinner Club.

·                 The February 25th “new members” gathering will include various games (snooker, euchre, etc.), a show, including the dancing camel, etc.

·                 A poster for the event is being prepared.

·                 The once-a-month Friday evening music events will continue, including this Friday’s jazz night.

·                 For both March 31st and April 1st evenings, a dinner show event is being planned to include a violinist.

Fundraising chair – Jane MacIsaac

·                 Greg Munn, with Tom Morrison, has completed an initial assessment of the building structure at 2 Haviland Street and a report is anticipated mid-February to prioritize addressing structural issues. Recommendations for renovations will be included that will facilitate making applications for funding – the key justification for the report.

·                 Greg had identified a major structural problem related to Fiona, that Jamie discussed earlier.

·                 Heather MacAulay of Volume 18 has completed the member survey and key outside informant interviews and early findings have been reported to Jamie, Jane, and Jake.  A draft report should be available by mid-February for board review, that will incorporate all the pillars established by the strategic steering group.

·                 Applications have been completed and submitted to Canada Summers Jobs through the Federal Government’s Service Canada requesting three positions – an accounting technician, a researcher, and events/marketing coordinator. Funding aim is approx. $28K. Applications entailed job descriptions, an outline of duties, mentoring plans, reporting structures for each position, plus information on whether the incumbents will be retained or not. Seeking “youth” not necessarily students. Deadline was January 12th, and do not anticipate the results until April 1st.

·                 Work in progress includes: (i) contact made with Skills PEI for summer student applications – aiming for three students to conduct walking tours of the building, (ii) review the new national Post-Covid Recovery Fund program administered through three streams such as the Red Cross.  Will be approaching Kent Hudson, Exec Director of the PEI Community Foundation to submit a proposal comprised of (a) communications and awareness about the future of the Haviland Club, (b) facilitating a governance review through hiring a lawyer to review the Club’s constitution, by-laws, operational rules, etc., (c) develop an action plan or structure around a fund-raising campaign for the Club.  These applications must be submitted by February 21st.

Laurent motioned approval of the chair’s reports, seconded by Jane.  Motion carried.

Addendum: The New Year’s Levee at the Haviland Club was very successful with over 400 visitors.  Anticipate new members to the Club from this community-based event.  It was noted that timing of the Club’s Levee vs. Levees held elsewhere can influence the number of visitors, therefore, scheduling will be closely followed for next year’s event.

7.   Next meeting: Monday February 27, 2023, at 5:00 pm.

8.   Meeting adjourned at 6:30 pm.

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.

HAVILAND CLUB EXECUTIVE MEETING

Monday October 24, 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

Jill Trainor, Secretary

Jane MacIsaac, Fundraising Chair

Sue Stanger, Entertainment Chair

Allan Trainor, Membership Chair

Helen Bernstein, Member at Large

REGRETS:

Bruce Matheson, Treasurer

Jim Ross, House Chair

Scott Stevens, Pond 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 was moved by Allan, seconded by Jane.  Motion carried.

Manager’s Report – Susan MacDonald

Susan not in attendance.  Report given by Jamie.

Diggstown rented the Haviland for 3 days this summer to film their show.  They paid the Haviland $13,000.

Diggstown is a show on CBC.

Susan finds the Square payment system used for customers to pay by credit cumbersome.  Jamie suggested that we go back to the old system with an update. The old card reader with an update is less expensive than the Square system.  The Executive agreed.

There were 8 weddings booked. Helen and Diane Porter agreed to help Susan manage and plan the Wedding bookings. They are looking into adding the option of arranging the wedding official.  Staff will be hired to set up and tear down. The cost will be incorporated into the cost of the rental.

Many of last year’s regular rentals are back this winter.

‘Celebration of Life’ are becoming a major part of our rentals.

The Christmas party will be on September 16.

COMMITTEE REPORTS:

President – Jamie Trainor

Jamie suggested getting a phone for the Haviland so when Susan is away it can be passed on to who will fill in for her.  The executive agreed.

Susan has arranged for a sports package to be included in our cable package.  There will be no additional charge.

We applied for and received funding.  See Jane’s report.

There is a tree on the border of our property and MacNevin’s  (our neighbour on Haviland Street) that is comprised from Hurricane Fiona.  It will have to be taken down. We are looking into having the city remove the tree and cover the cost.

We are trying to get a contractor to fix the deck.  Hopefully, it will be done this week.

Jane feels that we need to have an outside audit done for the year end and before the new Executive is formed. The Executive in attendance agreed.  Jamie will send out a message to all the Executive and the Chair of the Trustees to let them know.

The new strategic plan will deal with updating the constitution.

The Nominating Committee is working on Executive and Trustee positions that will be open for this upcoming AGM.  At this time, we do not have a replacement for the House Chair position as Jim Ross is not reoffending.

The Annual General Meeting will be on Wednesday November 16, 2022.

Vice President Report – Irene MacArthur

Bridge numbers are up.

There have be inquiries, both within and outside the club members, of when Chase the Ace will start again.  The first Ace raised $12,000 and the second raised $3000. It was voted by the board to start it again ASAP.  The jackpot will start at $3000.

The Board thanked Irene for her all her time and effort put into making the Ace successful.

Treasurer – Bruce Matheson

Bruce not in attendance.  His report will be available next week.  He is waiting for some additional information to complete his report.

Pond – Scott Stevens

Scott was not in attendance.  Scott submitted the following report on the status of the pond.

The road to the pond was covered with several trees making access to the lines and camp not passable.  The camp and docks had no damage as a result of the storm (Hurricane Fiona).  The trees were cleared by myself, my grandson, a friend of his and the landlord.  Alan Thompson helped with the tree cleanup around the camp.

The pond now has its power restored and is being used by some of our members.  It should be noted that nearly 50 trees were removed from the road.  A big thanks to our landlord, Frank Johnston, who assisted us with his equipment.

Fundraiser – Jane MacIsaac

Strategic Planning Committee

The Strategic Planning Committee has met their initial goals and objectives.

Contact was made with both the Province and with ACOA.  These are valued contacts as they facilitate the application and approval process for us.

The committee submitted two applications for funding to the Business Development Centre (BDC) who administers the program on behalf of the Province and ACOA.  Each application was for $15,000.  We are responsible for covering 15% of this amount.  Therefore, the approval amounts to $25,500 ($12,750 each) with our share being a total of $4,500 (15% of $15,000 x 2).  Our share will be covered by money raised from ‘Chase the Ace’.

1. One will be used to hire Volume 18 to conduct a strategic plan for the Club. It will include feedback from members and the community. The outcome will chart a path for the future.
2. The other grant will be used to do an assessment of the building. The Haviland is a Heritage building and any modifications, renovations or recommendations for future remodelling will be prioritized.  Greg Munn of Nine Yard Studio has been approved to do this part.  Greg is a member and an architect specializing in Heritage buildings.

Future Funding Opportunities

There are also other funding opportunities.

1. An application is currently in the works with New Horizons.
2. A “ Letter of Intent “ is in the development phase to the John Bragg Foundation .

Once we have completed the planning exercise, we will be looking for additional funding for renovations, marketing and other opportunities identified through that process.

A considerable amount of work goes into organizing and preparing these applications before submitting them for funding by the deadlines. We will have to have additional help.  For example, we may want to hire Students…to assist with research and tours of the building.

The Board thanked Jane and Jake Baird for all their time and effort put into securing this money for the Club.

House – Jim Ross

Jim was not in attendance.

Membership – Allan Trainor

The current membership is 104 paid members, 1 patron, 1 honorary, 2 life and 1 corporate for a total of 109 members.  Many members have not yet paid their dues.  Only paid members can vote at the AGM.

There was a request to review cost of single memberships compared to couples memberships.

New Member applications:

Scott Spencer

Kimber Spencer

1. Barbara Flanagan Rankin

Michele Roach

Penny MacLeod

Heather Robson

Dan Robson

Heather J. Pierce

Heather Rix

Allan motioned that these members be approved, seconded by Jane.  Motion carried.

Entertainment – Sue Stanger  

Our Halloween party is this Friday October 28, 2022.  The whole house will be jumping with activity.

The Christmas party will be a fancy affair dressed to the nines.  It will be on December 16.

Sue is looking into have live music twice a month.

Other new activities proposed by Sue include:

1. A hiking and photography club
2. Café Canters
3. A writing Club
4. A Food Club where recipes are made as a group
5. Arts and Crafts
6. A Fine Diners Club where members can go to dinner together
7. A Games night
8. Knitting and Crocheting
9. Movie night
10. A Mystery Novel Club
11. Trivia Night for club members

Sue is looking for members to volunteer to lead these groups.

Sue is planning three dinner shows over the winter.

More activities will be scheduled for Saturday nights.

Allan is going to plan night for Remembrance Day, November 11.

Helen Bernstein – Member at Large

Helen suggested having authors come to speak to the book club or form another club.  Helen will continue to look into this. Suggestion include theme nights, asking local authors to speak and book launches.

Trustees Report – Doug Thomson

Doug was not in attendance.

Reports moved by Jane, seconded by Helen.

New Business

No new business.

Next Executive meeting will be Monday November 14, 2022 at 5 pm.

Meeting adjourned at 6:40.

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.

HAVILAND CLUB EXECUTIVE MEETING
Monday, April 25, 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
Bruce Matheson, Treasurer
Jill Trainor, Secretary
Jim Ross, House Chair
Helen Bernstein, Member at Large
Scott Stevens, Pond Chair
Allan Trainor, Membership Chair
Sue Stanger, Entertainment Chair

REGRETS:
Jane MacIsaac, Fundraising Chair
Doug Thompson, Chair of the Trustees

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

Approval of the Minutes of Last Meeting
Approval of Minutes of the last meeting was moved by Irene, seconded by Allan. Motion carried.

Manager’s Report – Susan MacDonald
Susan was not in attendance.

President – Jamie Trainor
The Strategic Planning Committee is coming together nicely. Members of the committee include Jamie Trainor, Jane MacIsaac, Jim Ramsey, Bruce Matheson, MaryBeth MacLean, Jake Baird, Lori Pendleton and Greg Munn. We had two different consulting groups come to go over different strategies. They will give proposals of directions we can take which will be looked over by the committee to decide the path to take. The committee will give updates to the Executive as things progress.

Greg brought Tom Morrison down to check out the maintenance needs of our building. Tom Morrison is from Fredericton and specializes on restoring old buildings. Greg and Tom worked together on restoration projects in Lunenburg. He will put together a proposal of what needs to be done. There are different funding avenues that we will pursue to pay for any repairs that will be done.
We have talked to Discover Charlottetown to be added to walking tours. This will be looked into further to see if it will be beneficial to the club.

Vice President Report – Irene MacArthur
The bridge luncheon fundraiser will be on May 7, 2022.

‘Chase the Ace’ is up and running again. We made $12,000 plus on the last ‘Ace’.

We are going to talk to the Mayor to provide more parking along Union street.

Bridge is moving along but numbers are still down.

Irene brought up whether we should continue the bottle draw. Helen mentioned that she never even heard of it. Bruce and Scott are going to look into it and to see if it is something the members want to continue. If so, we will have to let the members know about it and how it works.

Treasurer – Bruce Matheson
Bruce reported that we have $42,000 in our main account. $5,000 of that is earmarked for ‘Chase the Ace’.

In March of 2021 we grossed $8,200 but, after expenses, we lost $8,200.

In March 2022 we grossed $15,000 and made $2,300 after expenses.

Bruce will bring a balance sheet of our financial standing to the next meeting.

Pond – Scott Stevens
The pond facility weathered the winter well. We had to clear some fallen trees from the lane which was done by one of our avid members.

Opening Day was attended by approximately 8 members who fished and enjoyed a traditional bacon and egg breakfast. Lots of stories were exchanged. The catch was light due to it being a windy day.

On the Saturday, a group of members enjoyed an afternoon playing auction 45s.

A number of Maintenance items need to be carried out this year. A work committee will be established to deal with the repairs.

So far, we have had one club member join the pond under the $100 membership incentive.

Fundraiser – Jane MacIsaac
Jane was not in attendance. She forwarded the following report.

There is no new information on funding, however we are in discussions and process with a number of different Federal and Provincial departments on potential funding for the the strategic plan and renovations for the building.

More to come at next meeting.

Membership – Allan Trainor
Current Membership is 174.

Allan moved that the following new members be approved. Seconded by Bruce. Motion carried.

Robbin Ward
Carol Bishop
Peggy Coady Compton
Rosalind Drewery
Crystal Gavard
Derek Anthony
Judy Praught
Donna McCarville
Carey Hoare

Update on the Military Dinner
Right now 38 of the the 43 available tickets are sold. Any tickets that are not sold will be offered to the public. Allan is looking for 3 candle candelabras for the dinner. If you have one or more that you are willing to loan for the dinner, please contact Allan.

House – Jim Ross
Work is going slow in the basement lately. The flooring is here but has yet to be laid. The toilet has yet to arrive.

The broken sewage line has been fixed.

All the mold has been cleaned up.

Entertainment – Sue Stanger
We have done three successful shows this past year.

We are looking to do a new members greeting in May.

We will have ‘Music on the Lawn’ again this summer. This will be open to the public. More information will be in the UPDATER.

The yard needs to be cleaned up. We are going to have a cleanup day Thursday May 5 and will be looking for members to volunteer. This will also be a social event with a BBQ. More info will be posted in the UPDATER.

We are looking to form Clubs within the Club. Currently, we have a book club, a bridge club, a play reading group. Some ideas are a photography club, gardening club, hiking club, walking club, themed tours, etc. Susan is asking Club members to submit ideas.

Trustees Report – Doug Thomson
Doug was not in attendance.

Reports moved by Allan, seconded by Scott.

New Business
No new business.

Next Executive meeting will be Monday May 23, 2022 at 5pm.
Meeting adjourned at 6:40.

Monday, March 28, 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
Bruce Matheson, Treasurer
Jill Trainor, Secretary
Jim Ross, House Chair
Jane MacIsaac, Fundraising Chair
Helen Bernstein, Member at Large
REGRETS:
Scott Stevens, Pond Chair
Allan Trainor, Membership Chair
Sue Stanger, Entertainment Chair
Doug Thompson, Chair of the Trustees

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

Approval of the Minutes of Last Meeting
Approval of Minutes of the last meeting moved by Irene, seconded by Jim. Motion carried.

Manager’s Report – Susan MacDonald
Bookings are going well.

We are at step 2 with the COVID restrictions. We are now allowed 75 people and dancing at public events. Full restrictions are suppose to be lifted in April 7, 2022.
Ebb and Flow with Laurie Murphy and Amanda Mark starts on Mondays in July and goes into August. (5 nights)
The annual club lobster dinner will tentatively be on May 28.

President – Jamie Trainor
A strategic planning committee has been formed. Members of the committee include Jamie Trainor, Jane MacIsaac, Jim Ramsey, Bruce Matheson, MaryBeth MacLean, Jake Baird, Lori Pendleton and Greg Munn. The committee was formed to forecast the future plans for, changes to, and priorities ofi the club. This is a sub-committee of the Executive and all final decisions will be with the Executive. They had their first meeting last week.

There was discussion on opening our place to walking tours.

Looking at staffing needs to help Susan during the summer. Things we will need is cleaning staff, bartenders and people to help Susan with rentals. We will have dress shirts that will identify staff.

Vice President Report – Irene MacArthur

We are planning to do a bridge luncheon fundraiser late April or early May.

The numbers for bridge are up.

Trivia has proved to be popular. Looking to make it a regular thing at the club.

We have more ‘Ester of Farringford’ books for sale.

Treasurer – Bruce Matheson
We have $38,000 in our main account.

Alice Whitty won $15,000 in Chase the Ace so, now, we have around $16,000 in our Chase the Ace account.

Irene is willing to start another Chase the Ace fundraiser.

Bruce moved that the Haviland Club conduct another Chase the Ace with an allocation of $5000 to start the pot. Seconded by Jim. All agreed. Motion carried.

Pond – Scott Stevens
Scott was not in attendance. No report.

Fundraiser – Jane MacIsaac
The strategic committee is made up of a dynamic group of members with diverse backgrounds and skills to take to the table. They all agreed to meet every second Tuesday morning.

Jake and Lori are going to look for an independent party to do a one day training to help start the strategic plan. Jane is going to look for funding to support any costs associated with this.

We have not heard anything more about the grant from ACOA. Jane is going to follow up.

Membership – Allan Trainor
Allan was not in attendance. No report.

House – Jim Ross
The renovations to the basement are on track and within budget. New stairs from the kitchen, a new bathroom and issues with mould and water leaking into the basement are included in the renovations. The $25,000 grant we received from New Horizons is funding these renovations. We have another application in for additional funding from New Horizons for Phase 2 of the renovations.

Entertainment – Sue Stanger
Susan not in attendance. No report.

Trustees Report – Doug Thomson

Doug was not in attendance.

Reports moved by Bruce, seconded by Jim.

Mask Mandates
The club will follow the Government guidelines for COVID.

Private rentals will set and enforce their own restrictions.

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

Meeting adjourned at 6:15.