2018 Summer BOD: Charlottesville

September 11, 2024

The Garden Club of Virginia Board of Directors gathered on July 13-15, 2018, at the Boar’s Head Resort in Charlottesville for a weekend retreat with spouses.

Attendees gathered Friday night at the resort for cocktails and dinner. Board members met on Saturday while spouses enjoyed playing golf, tennis, and touring of Monticello.

President Jean Gilpin called the meeting to order on Saturday morning with a warm welcome, thanking the board members for serving. She also thanked the weekend’s hostesses: Debbie Lewis, Catherine Madden, Janet Rosser, Tuckie Westfall, and Tory Willis. Jean noted that Missy Buckingham arranged all the logistics and created all the flower arrangements.

Jean then asked the group to review the GCV’s organizational chart in preparation for printing in the 2018-2020 Directory & Handbook and called attention to the following changes: Flower Shows Committee has been renamed the Artistic Design Committee; Centennial Committee has been expanded and renamed the Centennial Steering Committee; Daffodil Day will be separate from the Daffodil Committee; and the Daffodil Committee will be a subcommittee of the Horticulture Committee.

Jean reminded the board of the following:

• All GCV committees will make recommendations to the board and the board will make the decisions.
• The logo and other GCV graphics may not be changed.
• All communications sent out, including letters to a committee, must be approved by Jean Gilpin or the board
• The Garden Club of Virginia’s name may not appear on any non-member organization’s stationery or literature without approval of the Garden Club of Virginia board of directors.
• The executive committee oversees Human Resources.

Centennial Steering Committee Chairman Missy Buckingham reminded attendees that the committee was formed under Jean’s direction to streamline efforts and make decisions. The primary goal of the committee is overall coordination of efforts, planning events, and communication to the membership. All Centennial communications should filter through the Centennial Steering Committee.

Frazier Armstrong will consult with the Steering Committee and staff to assist with communication to the membership and the general public. Frasier was interviewed by the previous Board and is a marketing specialist.

Fall Symposium liaison Catherine Madden reported for Chairman Jennifer Kelley that artistic, horticulture and photography schedules are posted for the 2018 Fall Symposium in Richmond. Catherine reported that speaker Chip Callaway is donating his speaker fees to the GCV. Holly Heider Chapple, Will Rieley, Greg Campbell, and Eric New are also noted speakers.

An educational garden tour of Paris and the Loire Valley is planned June 11-19, 2019, with Chip Callaway guiding tours. The 2018 trip to England resulted in a $1700 profit to the club.

A request from GCV Historian Judy Perry to gather humorous stories for Centennial publication was sent to the Centennial Steering Committee for discussion.

Kris reported for Membership Chairman Janet Rosser that Three Rivers Garden Club is still under consideration for GCV membership.

Parliamentarian Linda Consolvo led a lengthy discussion of pending and suggested changes to bylaws and policies and procedures. The bylaw change concerning HGW participation (second reading) was approved.

Other changes were suggested to clarify eligibility to serve on a GCV Committee (first reading). She also proposed clarification of the term “constitutional member,” to be included in the 2018-2020 Directory and Handbook.

Executive Director Lynn McCashin reported the completion of an appraisal of all interior furnishings identifying each item with color photographs, documenting the source of the gift, and giving its current value.

Conservation and Beautification Committee Chairman Carrie Dorsey brought forth an invitation to join Virginia Forever. The Board agreed to accept the invitation, stating that GCV should reevaluate membership every year as part of the budget process and to verify that our missions still align. Carrie followed with an update on the upcoming fall Conservation Forum that included a lengthy discussion of the event budget.

Carrie also reviewed the following: the Mount Vernon view shed issue, stating that Dominion Power is now working with Mount Vernon to find an alternative site; Virginia No Child Left Inside Coalition conference call; and a proposed letter to Governor Northam asking for inclusion of money in proposed budget for two environmental education positions.

Horticulture Committee Chairman Wendy Walker reported Horticulture Field Day in Lynchburg had 190 attendees with at least 119 staying overnight.

2018 Horticulture Field Day Photos

Artistic Design Committee Chairman Tory Willis reported that Meredith Lauter and Mary Lou Johnson have revised the online Traditional Floral Styles and Designs and edited all the photographs used as examples. Jean noted this committee will be responsible for the artistic design piece for Daffodil Day.

Co-chairman of 2018 Lilies in Bloom Nina Mustard was pleased to report the event at St. Mary’s Episcopal Church went smoothly, and that many exhibitors helped with volunteer jobs. The show was a break-even event. View budget.

Historic Garden Week Committee Chairman Stephie Broadwater described Boot Camp recently held at the Kent-Valentine House. Three breakout sessions were held at the KVH, Chez Foushee, and Linden Row with topics of photographs, sponsorships/advertising, and budgeting. Board discussion continued with concerns about what decisions can be made at the committee level and what requires recommendations to the board.

Restoration Committee Chairman Anne Baldwin announced a “pop-up” event at Poplar Forest. There will be a brief period when Jefferson’s carriage turnaround will be uncovered for viewing prior to the new surface being installed, and the GCV members will be invited to attend.

Restorations in progress include: Poe Museum – Maggie’s Garden; Poplar Forest – carriage turnaround; Point of Honor – Garden space behind the house; Stratford Hall – historically correct layout of 1/3 of the East Garden; and William & Mary – garden based on two Charles Gillette plans that were never implemented.

The 2018 Restoration fellows will present their research of Shirley Planation and Sherwood Forest on Wednesday, August 8, at Fort Pocahontas. After the presentations, there will be tours of these two sites.

Director at Large Tuckie Westfall presented the Presidents Day report, and the board agreed it would be a good idea to continue the event moving forward.

The meeting adjourned Saturday afternoon and board members and spouses gathered at Farmington Country Club for cocktails and dinner.