2012 Summer BOD: Fredericksburg

November 1, 2022

Prior to her first Board of Directors meeting, President Ann Gordon Evans called a meeting of the Executive Committee on June 13, 2012, at the Kent-Valentine House.

After discussion of a recommendation from the Investment Committee, First Vice President Jeanette Cadwallender moved on behalf of the committee, “That the role of the Investment Committee be assumed by the Finance Committee with a designated member to oversee investments.” Motion passed, to be presented at the July meeting of the Board of Directors.

Second Vice President Nina Mustard reviewed the “opt-out” policy and implementation for flower shows. On behalf of the Flower Shows Committee she moved, “In accordance with the Garden Club of Virginia’s Amended and Restated Bylaws, Article III, every member club is encouraged to endorse and to participate in InterClub horticulture and artistic aspects of each of the GCV Flower Shows. While the Garden Club of Virginia expects all clubs to participate in horticulture and artistic classes, it recognizes the need for any club to be excused when extenuating circumstances make participation difficult. Upon such occasion, the president of the member club should communicate directly with the Flower Shows Chairman.” Motion passed, to be presented at the July meeting of the Board of Directors.

Executive Director Lynn McCashin announced that she had hired a new house manager, Lee Mondesir, to replace Leonard Booker.

Historic Garden Week Director Karen Miller joined the Executive Committee to discuss the 80th anniversary of Historic Garden Week. She suggested the possibility of clustering tours to make the whole event more attractive to guests.

The annual summer gathering of the GCV Board of Directors and spouses was held July 20-22 in Fredericksburg. A Dutch treat dinner was offered Friday night at Belmont. Board members met Saturday for lunch and meeting at Kenmore while spouses participated in planned activities.

President Ann Gordon Evans called the meeting to order and called on board members to provide educational presentations to review GCV awards and review parliamentary procedures. She followed with a clarification of ex-officio, “persons are members of a committee by virtue of some other office or position that they hold and have the same rights as do all other members including the right to vote.”

Her focus for her two-year term will be the future — to look forward and to begin making plans for GCV’s 100th anniversary in 2020.

Treasurer Anne Baldwin and Finance Committee Chairman Barbara Luton reviewed financial reports and presented an amended budget, to be presented at the BOG for approval. Barbara pointed out the dissolution of the Investment Committee with the responsibility assigned to the Finance Committee.

Annual and Board of Governors Meetings Chairman Julie Grover posed the following questions to the Board:

Question: What liability insurance information should be in the Planning Guide for Hosting Annual or Board of Governors Meetings? Answer: Mrs. McCashin reported that the KVH, GCV events and club events sanctioned by GCV are covered, but there are some gray areas that may need additional coverage by the clubs.

Question: Who bears the cost of the champagne toast for award winners? Who bears the cost of family members attending the banquet? Answer: Cost of a champagne toast, after the banquet and away from the dinner tables, should be built into the event budget. Everyone is invited (not everyone will come) to participate in this time of celebration. It is not necessary for the host club to rent additional space, a designated corner of the room or some similar area is appropriate. The amount of champagne opened and poured should be carefully controlled. Family members of the winners are invited to the banquet at their expense.

Question: Number of future host club chairmen invited to Annual and BOG meetings? Answer: Co-chairmen of the following year’s meetings must be invited. Additional guests may be invited by host club.

Question: Will BOD provide topics for BOG? Answer: Yes.

Ann Gordon described the role of Special Committee Staff Liaison. As part of the professional model that the GCV adopted, the Executive Director oversees the paid professional staff. However, volunteer involvement is needed, as well. Ann Gordon gave a brief description of that volunteer. “She is a trusted intermediary who investigates and addresses complaints, she becomes familiar with the staff and their responsibilities and she reports to the GCV President.” Ann Gordon appointed Martha Ware Bryan as Staff Liaison.

The Directors at Large reported their decision to report only at Annual Meetings. They will not report at BOD or BOG meetings unless there is a particular issue that needs attention. Ann Gordon reminded the Directors at Large to maintain contact with their presidents, communicating important and appropriate BOD information, stating this relationship is our strongest link with member clubs.

Ann Gordon stressed the importance of thinking and planning long range, saying that the Garden Club of Virginia Centennial in 2020 provides an opportunity to unveil our future while celebrating our past. Catherine Whitham is to serve as Chairman of the Long-Range Planning Committee.

Ann Gordon entertained a motion from the floor to open discussion of a future symposium. A motion passed to hold a symposium in 2014.

Following adjournment, attendees and spouses enjoyed cocktails at the Mary Washington House, followed by dinner at La Petite Auberge.