HAVILAND CLUB ANNUAL GENERAL MEETING
Tuesday November 29, 2021 at 7:00 pm
AGENDA
Call to Order
Roll Call of Delegates
Minutes of the 2020 Annual General Meeting
Business arising the Minutes
Financial Reports
Executive and Committee Chairs Reports
Board of Trustees Reports
President’s Report
Election of Executive and Board of Trustees
New Business
Adjournment
Meeting called to order at 7:00 pm by President Jamie Trainor.
PRESENT:
34 Members were present including
Executive
Jamie Trainor, President
Irene MacArthur, Vice President
Bruce Matheson, Treasurer
Jill Trainor, Secretary
Susan Stanger, Entertainment Chair
Allan Trainor, Membership Chair
Trustees
Doug Thompson, Chair of the Trustees
Bert Christie, Trustee
Charlie Trainor, Trustee
Harold McGuigan, Trustee
Roger MacDonald, Trustee
Nominating Committee
Aidan Sheridan, Chair of the Nominating Committee
Laurent Beaulieu, Committee Member
Bruce Matheson (Treasurer), Committee Member
REGRETS:
Executive
Scott Stevens, Pond Chair
Jim Ross, House Chair
Alanna Jankov, Fundraising Chair
Minutes of the 2020 Annual General Meeting
Jamie read the minutes of the 2020 AGM.
Business arising from the minutes.
Q: Was the portable bar put into commission?
A: The portable bar we had turned out to be rotting so was thrown out. It has not been replaced but purchasing another is still being considered.
The minutes were moved by Roger MacDonald, seconded by Laurent Beaulieu. Motion carried.
COMMITTEE REPORTS:
Treasurer’s Report – Bruce Matheson
Bruce presented the Annual Financial Statements.
Financially the club is doing well even considering Covid-19 restrictions.
Questions asked by members:
Q: Why is the assessment of the building valued at such a low amount?
A: The balance sheet reflects the historical value (original purchase price less depreciation) not the market value.
Q: Why did the Treasurer select the auditors?
A: We did not get an outside auditor because of the cost compared to our finances.
Comments were made on how well we survived Covid-19.
Bruce moved to accept the Financial Report, seconded by Doug Thompson. Motion carried.
Bruce’s Financial Report is attached.
Entertainment Report – Susan Stanger
Sue presented her Entertainment Report.
Sue began by thanking a number of members who have come forward to help with entertainment.
We had a successful Halloween party.
The Christmas party was cancelled due to COVID-19 but the show was put on during the New Year’s Party.
There was a Valentines Day ‘Love Party’, Celtic night with Scottish/Irish heritages and Newfoundland night.
Four silent movies were made. The viewing of the movies started with a red carpet event.
We had a visit to the Riverdale Orchard for snowshoeing, dinner, cider and a bonfire.
We had ‘Story Slams’ on Friday.
Jamie thanked Sue because she has infused a new energy into the club. Club members agreed with applause.
Membership Report – Allan Trainor
Allan presented his report. He stated that we now have *206 members in the club. We have 54 couples, 90 individual, 3 life, 3 not for profit corporate, 1 honorary, and 1 patron. (*currently 54% the membership is paid for this year. Memberships are to be paid by the end of December).
Our biggest accomplishment was selecting a committee to review the definitions of Membership classifications. We did a slight change to the Membership classifications and with that came a slight change in membership fees.
I would like to personally thank Laurent Beaulieu for all he does everyday to help me get things done, Sue Stanger and her entertainment which attracts new members, Susan MacDonald for her help behind the scenes, the Executive and the President who are doing a fantastic job.
Membership fees are due by the end of December and the membership board will be updated at that time. Our membership has doubled since this time last year.
Doug suggested that our nonprofit groups mention us in their communications to attract new members.
Carolyn Trainor suggested that we out reach to groups who rent the club. We are currently doing that.
Allan made a motion to accept the Membership Report, seconded by Harold McGuigan. Motion carried.
Vice President Report – Irene MacArthur
Thanks to Jim Ross for organizing our Chase the Ace and the anonymous donors for the $2000 seed Money to start the Chase. Bruce, Jill, Ralph, Bert (2 X) and Will (1/2) have donated their winnings back to the chase. Thanks to Sandi, Cathy, Alice, Jane, Jill and Maureen for helping with the Ace.
Four people have won the consolation prize two times. Cathy, Bert, Joy (Picasso) and Megan Ross(Jim’s granddaughter).
The odds are excellent 1/180- 1/200 chance of having your number drawn. The Ace of spades is among the 25 cards remaining. The estimated pot for Nov 12 is $9250.
Bridge group numbers have increased back to almost normal numbers during the past year. These games represent 1/3 of all Haviland rentals.
A number of bridge players have joined the Haviland. They pay a dollar less per game and enjoy drinks, at the member prices, after the game.
The bridge group published “Ester of Farringford” and, from the proceeds of sales, purchased and installed the coffee machine. The machine is under warranty, and needs service or to be replaced. Another 100 copies of the book have been printed.
Jamie thanked Irene for the fantastic work she has done to raise the tremendous amount of money for the club. The membership agreed with applause.
House Report – Jim Ross
Jim was not able to attend. Jamie presented the House report.
The repairs on the outside of the building are pretty well finished for now.
The work on the fire exit in the basement will start in the next few days and will be paid for using the grant we received from ACOA. We plan to have this completed sometime in December.
Susan MacDonald, Irene MacAurther and a hired hand cleaned out the basement to make it a nice open space. The next phase in the basement (after the fire exit) will be to update the interior by refinishing the flooring and walls.
Pond Report – Scott Stevens
Scott Stevens was not in attendance. His submitted report is below.
HAVILAND CLUB INC
SUFFOLK POND
ANNUAL REPORT
SEPTEMBER 30,2021.
The Pond enjoyed another successful year, it had a small increase in membership
which now stands at 26.
The year started off with the annual fall close up duties. In January, we built a
new pier which was financed by donations, from a few of our members. In February we hosted a card game with snacks, and April the camp was made ready for the opening of the fishing season.
Pond Use:
Visits to camp Fish caught Fish released
124 258 174
The Pond Committee hosted 3 Scotch Tasting Events, a Lobster Party at the Pond and an Open House including a card game and Hot Dogs which gave members and some locals from the community a chance to view our facility.
We had to replace our Refrigerator, BBQ and we Painted the outside of the camp which ate into our funds to some extent. Painting will continue next season, as well as some Pier repairs.
The Pond is in good financial position which will enable us to continue our repairs to the aging camp.
Pond Chair. __K. Scott Stevens____
Fundraising Report – Alanna Jankov
Alanna was not in attendance. (See Irene’s report.)
The committee reports were moved by Doug Thompson, seconded by Laurent Beaulieu. Motion carried.
Trustee Report – Doug Thompson
The Trustees met twice this year. Once, right after the 2020 AGM, to elect the Chair. Doug was re-elected.
The second time was to fulfill an obligation under the Constitution. When the immediate past President is not available to serve as the chair of the nomination committee, it is up to the Board of Trustees to select the chair. Aidan Sheridan was nominated for that role. As Roger MacDonald was leaving the Trustees, I was asked to follow up with the committee when they were considering their nominations.
Jamie thanked Roger for his service to the Board of Trustees.
President’s Report – Jamie Trainor
2021 was another challenging year for the club.
We worked diligently with Public Health on our Operational Plan and, with revisions and updates, we were able to hold functions and rentals. We had an official Public Health Inspection and it was noted that we were above and beyond the guidelines set out by the Province. It has been wonderful to see the membership taking part and supporting the club socials and functions.
We applied to two co-pay grants this past year. A committee was put together consisting of Jane MacIsaac, Irene MacArthur, Brian Sanderson, Laurie Pendleton and myself to apply for these grants.
The first was to Infrastructure Canada through the ICIP program. We made it through to the review committee but did not make it to the final leg of the application. It was for the building structure upgrade to include foundation, electrical, plumbing and roof upgrades. We were told to reapply in 2022 as there are new programs being announced that we will qualify for.
We also applied to ACOA for another copay grant for the outside grounds which includes a courtyard with a building and stage with seating and flower gardens. This one is still in the review process. With the Federal Election called this year, all the applications were put on hold which explains the lengthy timeline.
The work on the basement was delayed but is now on track to be completed this fall. There was more work done on the roof soffits, as when we opened up a section for repair, it exposed a lot of rot which needed immediate repair.
We had a change in Project Managers with our Contractor and now have a new team member that has spent the last 14 years restoring heritage homes in the UK — two being castles. We are also in dialogue with Holland College carpentry division and are looking at some help with our window restoration. We will continue to work on prospective funding for the continuing maintenance and updates needed for our great building.
I have had some meetings with Kent Hudson from the Community Foundation of Prince Edward Island to work with some prospective charitable collaborations with PEI Museums and Heritage Canada.
We brought back the annual golf tournament this past summer with a BBQ and prizes. It was well attended and everyone had a great time.
It has been wonderful to see our growing membership coming out to support our activities and functions. We look forward to a much fun filled 2022 and wrapping up 2021 with a bang. Thank you all for your help in making it a successful year.
Questions from members:
Q: Where will the new entrance to the basement be located?
A: We will be utilizing the old coal shoot into the basement. This area was rebuilt a number of years ago and has new concrete. This is located on the Union Street side of the building under the deck. The New Horizon for Senior grant will pay for this project.
Q: Cathy comment on all the work that Susan did to prepare the club for Covid-19 restrictions. Was she going to be given anything for this?
A: Yes, we will be giving Susan a bonus. Also, two extra staff have been hired to help her with cleaning, setup and bartending.
Q: Where and what plans are made with the courtyard and how much will it cost?
A: We do have a plan. The proposal went to more than one group for quotes. The Paul Davis group will do the construction and Twins Landscaping will do the cobblestone for the courtyard. The cost for this project will be $280,000. The proposal is available to whoever wants to see it. We will be securing a grant before doing this project.
Q: Is there any objection from the neighbours?
A: We were talking to the neighbours and they think it is a great idea. The neighbours next door, the MacNevins, think it is what Charlottetown is all about and will probably come over and take in some of the activities.
Q: What about the city? Are they ok with this?
A: The city is onboard.
NOMINATIONS OF NEW EXECUTIVE
The Nomination Committee was made up of Chair Aidan Sheridan and Committee Members Laurent Beaulieu and Bruce Matheson. We met a few times to discuss nominations of the Executive and we consulted Doug for the nomination of the Trustee.
The purpose of the Nomination Committee is to ensure that names are being forwarded for vacancies on the Executive and Board of Trustees.
Questions asked:
Q: How many member are on the Executive Board and the Board of Trustees?
A: There are 10 members on the Executive and 5 Trustees.
Q: How many years are each elected?
A: Executive is elected for 2 year terms and Trustees for 5 year terms.
Incumbent Executive members are:
Jamie Trainor, President
Irene MacArthur, Vice President
Jim Ross, House Chair
Allan Trainor, Membership Chair
Nominations by the Nomination Committee included:
Bruce Matheson, Treasurer
Jill Trainor, Secretary
Susan Stanger, Entertainment Chair
Scott Stevens, Pond Chair
Jane MacIsaac, Fundraising Chair
Helen Bernstein, Member at Large
Executive Nominations were uncontested.
Trustees are elected to a five year term.
Incumbent Trustees are:
Chair Doug Thompson, 3rd year
Charlie Trainor, 4th year
Bert Christie, 4th year
Harold McGuigan, 3rd year
Roger MacDonald, agreed to serve 2 years which are now up.
Nomination that was put forth to replace Roger was Alanna Jankov.
Aidan opened up the floor for any other nominations.
Alice Whitty was nominated from the floor. Alice is a retire Neonatal nurse, she has been on the Kidney Foundations across Canada and has sat on Nurses Federations in Newfoundland.
An Election was conducted by a secret vote. Alice Whitty will be the new Trustee.
Aidan moved that the Nominations be accepted. Seconded by Bruce. Motion Carried.
NEW BUSINESS:
Motion presented by Laurent Beaulieu.
Let it be resolved, in order to keep our Club By-Laws relevant and up to date with the operations of the Haviland Club Inc., a complete review should be undertaken of the Club By-Laws. After examination, proposals should be made to tweak or modify the text to ensure relevance.
It is noted that the last revision was done some years ago and changes in Club operations have occurred since, including the large increase in membership, which makes this review necessary.
Therefore, it is proposed that a committee be created by the Executive for the purpose of examining and reviewing the By-Laws.
It is further proposed that, under the authority of the Executive, the legal opinion and guidance of a member of the legal profession be obtained to ensure conformity in the process and to ensure that any revisions be legally sound. This committee will present its findings and recommended changes to the Executive.
Motion Proposed by Laurent Beaulieu, Member, Seconded by Bert Christie, Trustee.
Questions asked by members:
Q: Is there anything in particular you are looking at?
A: No, we are looking at the whole bylaws.
Q: Can we add in that the proposed changes be brought forward at the next AG meeting?
A: The By-Laws can be changed by the Executive and do not need to be voted on at a AGM.
Doug suggested that a document be presented to the membership for comments and concerns before being presented to the Executive for a vote. Laurent agreed and said it can be posted in the UPDATER Newsletter.
Doug Thompson moved that the revisions of the ByLaws being considered to be forwarded to the Membership prior to enactment of the Executive. The motion to amend the Bylaws was seconded by Cathy McDougall. Motion carried.
Revisions to the text of the Club By-Laws be published and forwarded to the membership for their information via the UPDATER in a special edition, Members will have 30 calendar days to make any comments.
Motion adopted to amend the ByLaws at the AGM by voice vote of members present.
Meeting adjourned at 8:50 pm