EM Minutes – 2023-07-17

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.