2009 Summer BOD: Charles City County and Richmond

July 10, 2022

The Board of Directors met for an informal board discussion on Thursday, July 16, 2009, at the VCU Rice Rivers Center in Charles City County, and continued Friday with the board meeting in Richmond at the Kent-Valentine House.

Joanie and Randy Robins hosted board members and spouses for cocktails and dinner at her lovely home and garden in Richmond.

President Cabell West distributed a Board of Directors Quick Reference Manual that included the goals of the President: to bring to closure our Strategic Plan; to spread the word about the good works of the GCV; to update all job descriptions in the GCV Directory and Handbook; and to have 100% board giving to our Annual Fund. She emphasized the importance of Board attendance at GCV events.

Finance Chairman Marsha Merrell presented a comprehensive update of concerns regarding financial audits. Discussions with several accounting firms indicated that GCV should have a bookkeeper and all accounts should be combined, primarily due to lack of controls. The board agreed to hire a professional individual or firm to set up a consolidated accounting of GCV funds. The board also agreed that Marsha should continue her investigation of auditing firms and, in conjunction with members of the Finance Committee, choose and employ a new auditor. Marsha then led a detailed discussion on how HGW funds are used. It was generally agreed that the members of the GCV do not have an accurate picture of the amount that is given to the Restoration Committee and assume that gross proceeds are available for restoration projects.

Development Chairman Martha Wertz reported notable gifts in 2009 and, on behalf of the Development Committee, recommended that the GCV add an annual fund drive to its fundraising activities, asking every member to consider an annual unrestricted gift to be used for the GCV’s general operating expenses. With the presumption that solicitation for endowment gifts would continue as appropriate, development efforts in 2010 would focus on the implementation of an annual fund, to include hiring a part-time GCV Director of Development.

Conservation and Beautification Chairman Anne Doyle was disappointed to report that her committee received no applications for the Dugdale Conservation Award, given each year to a non-GCV member. It was agreed that the GCV membership needs a greater awareness of the Dugdale Award.

GCV Online Chairman Nina Mustard reported a successful launch of the new website in early July with new interfaces to WordPress conservation and horticulture blogs, Facebook, Twitter, Survey Monkey and EventBrite.

Historic Garden Week Chairman Martha Ware Bryan reported than 44% of all tickets were purchased in advance, and included $2,000 in season pass tickets, offered for the first time.

Remaining business discussions included reports from the Kent-Valentine House Committee; approval for funds to develop a marketing plan; and reports from Directors at Large that revealed strong support for the streamlined meeting formats and repeated concerns over flower show demands. It was determined that round-table topics for the fall Board of Governors would include a presentation of the newly established annual fund and a discussion of flower shows.