2014 Winter BOD: Richmond

November 11, 2022

The Garden Club of Virginia Board of Directors met January 16, 2014, at the Kent-Valentine House.

First on the agenda was a recap of a December 16, 2013, Executive Committee meeting at which a new member orientation video was viewed and approved as presented.

Following review of the Executive Committee minutes, Ann Gordon reviewed the spring schedule of events: Legislative Day, January 27, at Center Stage in Richmond; New Member Orientations in January and February, held in each of the six districts; Daffodil Show, April 1 and 2, hosted by the Little Garden Club of Winchester; Historic Garden Week, April 26 through May 3; Annual Meeting, May 13-15, hosted by Leesburg Garden Club; Horticulture Field Day, May 21 at Pharsalia in Nelson County, the farm of GCV member Foxie Morgan, The Lynchburg Garden Club; and Lily Show, hosted by the Spotswood Garden Club, June 18-19.

She thanked Board members for their loyal service and closed with, “Our friendships will last a lifetime.”

Executive Director Lynn McCashin reported that job descriptions for the officers, Board and committee chairmen were being updated to conform to a consistent outline with words that incorporate current staffing and the working relationships and revised to reflect the results of the strategic plan and ongoing long-range planning.

Treasurer Anne Baldwin reported the best audit ever with Dixon Hughes Goodman.

Admissions Committee Chairman Martha Moore reported on plans for New Member Orientations to be held in January and February 2014, including format, guest lists, activities and speakers. Ann Gordon invited GCV committee chairmen to attend and speak at each event. A new video created by Missy Janes and Martha Moore, viewed by Board members will be featured at each of the orientations. Watch video.

Annual and Board of Governors Meetings Committee Chairman Julie Grover reported that the James River Garden Club has accepted the GCV’s invitation to host the Centennial 2020 Annual Meeting.

Julie proposed several changes to the Planning Guide for Hosting Annual or Board of Governors Meeting, primarily related to A/V needs at future meetings and clarification concerning awards banquet arrangements. Funding for A/V needs was sent to the Finance Committee for discussion.

Development Committee Chairman Julie MacKinlay reported the completion of major objectives as follows:

• Planned giving society established, introduced at the BOG in October 2013 and featured for the first time in the Journal
• Secured two years of corporate support for the Conservation Forum
• Secured HGW’s first corporate sponsorship, providing funding through 2015, and meeting organizational goals including the ability to secure vital economic impact analysis
• Raised funds to help augment GCV’s constituency base through a first-time appeal to HGW attendees via the Guidebook. This move is meant to enhance future Annual Fund revenue and to provide a first-time connection to HGW attendees in-between events
• Published a successful Year in Review edition with a first time Treasurer’s report that lays the foundation for GCV’s case for planned giving
• Created and implemented Development webpages
• Printed presentation materials and distributed them (GCV’s 93-Year Investment brochure)
• Enhanced stewardship by implementing handwritten note/calls to every single GCV donor in 2013-2014; increased AF income by 16% within a 12-month period
• Created sponsorship guidelines to be included in the GCV’s Gift Acceptance Policy.

She then introduced Guidelines for GCV Sponsorship that were approved as an addendum to the GCV’s Gift Acceptance Policy. 

The Board approved a motion of behalf of the Finance Committee Chairman to draw 4% from the Commonwealth Award Fund and the Bessie Bocock Carter Conservation Fund for awards and 4% from the Symposium Fund.

Kent-Valentine House Committee Chairman Bebe Luck reported that two French 17th-century chairs were presented to the Garden Club of Virginia by the Estate of Mavis Bayles. The needlepoint covering the chairs was created by the Royal School of Needlework from a 17th-century pattern and completed by Mavis. The chairs are currently housed in the Executive Director’s office.

She also reported a large number of donations to the GCV Library, currently being cataloged by committee member Anne Cross.

Long-Range Planning Committee Chairman Catherine Whitham and Matt Thornhill from the Boomer Project, joined the Board meeting following lunch. Catherine introduced Matt, Director of the Boomer Project, a generational think tank. He talked about the generation dynamics the Garden Club of Virginia should be aware of as it plans for the future and suggested the overarching question for GCV is, “Who should we be targeting as new members?” The demographic trend is a coming-of-age shift. Therefore, GCV should plan for older members but expect more competition for new younger members. Societally, prospective members are looking more for self-purpose than organizational purpose. Culturally, they are looking for significance more than success. They ask, “Why are you doing it?” and then need to know the how.