2018 Spring Annual Meeting: Garden Study

September 8, 2024

The 98th Annual Meeting of the Garden Club of Virginia was held on May 15-17, 2018, at New College Institute in Martinsville, hosted by The Garden Study Club and chaired by Donna Lawhon. Annual Meeting Photos

Following a luncheon for board members hosted by Debbie Lewis at her beautiful home, President Nina Mustard called the Board of Directors meeting to order on Tuesday, May 15 at NCI.

As liaison for the Annual Meeting and Board of Governors Committee, Nina reported that The Ashland Garden Club has accepted a “last minute” invitation to host a one-day Annual Meeting in 2021. She then led a discussion about feedback from small clubs that felt they had inadequate venues and accommodations to host a meeting. A motion was made and carried to allow the Strategic Planning Committee to provide recommendations.

Second Vice President Susan Robertson called attention to the Centennial timeline which detailed responsibilities of each subcommittee of the Centennial Committee. Incoming First Vice President Missy Buckingham will chair the Centennial Steering Committee. “A Landscape Saved” is the working title of the Virginia Museum of History & Culture exhibit. The main events will occur May 11-13, 2020, to include a one-day Annual Meeting, a gala, the VMHC exhibit, and speakers. Speakers’ fees will be covered by event fees and possible grants and sponsorships, which the Development Committee and the Centennial Committee will coordinate.

Treasurer Betsy Worthington distributed financial reports and reminded the group that April is the lowest ebb in the fiscal year. The operating account has already received its draw from the endowment. The money market account seems larger as it contains the Mary Morton Parsons funds and the KVH mirror restoration funds in addition to its normal Annual Fund dollars. Betsy reported that an unexpected expense of $5000 was incurred due to a sewer problem at KVH. The GCV bought one new computer to replace one that failed. The GCV is in a good financial position and is on target for this time in the budget year. The endowment draw will occur at the end of the fiscal year.

Betsy then led the group through the proposed budget for FY2018-2019. She reminded everyone that GCV “forward funds” for the Centennial, the State Parks project, and capital improvements. Events are designed to break even, with the exception of the workshops held before Daffodil Day which are fundraisers for that event. This budget does not include the $5000 given in the past to the hostess clubs for flower shows, as the clubs no longer host those shows. With the current need for consulting with the CPA and attorney for advice on Historic Garden Week and guidance for clubs and their treasurers, there is an increase in funds needed for consultants.

Finance Committee Chairman Vicky Alexander reviewed the history and purpose of the GCV Endowment, established in 1989, and reminded members that higher expenses result in a larger draw from the fund. She then reported on specific draws from other GCV funds — Symposium, Kent-Valentine House, Common Wealth and Conservation.

Historic Garden Week Chairman Stephie Broadwater reported that no preliminary figures for 2018 Historic Garden Week would be announced at the Annual Meeting though initial indications are positive. There were 29 tours and income is projected to be approximately $990,000. After expenses, the GCV should net $620,000, compared with $561,000 in 2017. Stephie and Karen Ellsworth plan to send each club president and tour chairman a letter with information specific to their club’s online ticket sales, Guidebook ad sales, and overall proceeds, along with a 12-year financial history.

Stephie also reported a club request to begin hosting HGW every other year. A lengthy discussion ensued without resolution and was tabled until the following day.

The board meeting was adjourned at 4:30 p.m.

Attendees were transported to Sandy River Equestrian Center on Tuesday evening for cocktails, riding demonstrations, and a Dutch treat dinner.

On Wednesday morning, while attendees were offered a tour of Martinsville Speedway, the board of directors reconvened.

GCV Executive Director Lynn McCashin displayed pictures of the dedication of the GCV Centennial project at Mason Neck State Park. She then gave an update on the Kent-Valentine House activities, reporting that Virginia Tech was grateful to have had two Catesby prints loaned to them, and the prints have been returned to the KVH.

Development Committee Chairman Debbie Lewis gave an update on the restoration of the KVH mirrors, noting that $85,000 is needed. $90,000 has been raised toward the $140,000 goal for the Annual Fund. The upcoming trip to England, with 17 GCV and non-GCV travelers, generated $1,700 for GCV. Director of Development Lexie Haglund is looking into travel opportunities for 2019.

Discussion then resumed regarding Historic Garden Week topics from the previous day and revealed numerous ways for individual members and clubs to have strong differences of opinion. Finally, the requesting club was given permission to host HGW every other year, with the consensus that this type of discussion could continue indefinitely.

Conservation and Beautification Chairman Wendy Vaughan announced that Kate LeCroy, Conservation and Environmental Studies Fellow, would be presenting “Evaluation of Bee Hotels as an Effective Conservation Tool for Spring-Emerging Mason Bees (genus Osmia) in the Commonwealth of Virginia” at the Annual Meeting.

Corresponding Secretary Sue Rosser directed board members to the reports from the Historian, the Journal Editor and Joural Advertising Chairman, and asked for a decision on the Historian’s request to turn a piece of furniture in the Kent-Valentine House into a time capsule for the Centennial. The Board of Directors sent the request to the Kent-Valentine House Committee for a recommendation which can be voted on by the board at its next meeting.

Parliamentarian Ann Gordon Evans brought forth two Bylaws changes and one Policy and Procedure change for amending and/or restating. Another lengthy discussion followed, particularly with those changes involving Historic Garden Week responsibilities.

Nina concluded the meeting by stating what a pleasure it had been to serve with the members of the board and thanked all for their service to the board and to the Garden Club of Virginia.

With no further business, the meeting was adjourned at 9:25 a.m.

Board members and attendees gathered for lunch on Wednesday at Hamlet Vineyards.

Nina called the 98th Annual Meeting of the Garden Club of Virginia to order on Wednesday, October 17, 2018, at NCI.

Stuart Webster, outgoing president of The Garden Study Club welcomed everyone to Martinsville. 2018 Annual Meeting Chairman Donna Lawhon added her welcome and relayed greetings from the mayor of Martinsville, Chris Teague.

Former GCV President Deedy Bumgardner (2004-2006), Augusta, paid tribute to Former President Lee Cochran (1972-1974), Augusta. Former GCV President Helen Murphy (1992-1994), Northern Neck, paid tribute to former GCV President Betty Schutte (1996-1998), Winchester-Clarke. Both ladies passed away earlier in 2018.

Treasurer Betsy Worthington called attendees’ attention to the copies of the budget placed on the tables and presented a summarized version of the budget, noting that the GCV is on target for income and expenses for this point in the fiscal year. The budget is based on funds received as well as those slated to be carried forward, which include Historic Garden Week, the Annual Fund, those designated for capital improvements, and dues. She also reviewed the GCV’s investment accounts with IMVA and Darryl and King. Betsy then presented the proposed operating budget for FY2018-2019.

Finance Committee Chairman Vicky Alexander outlined the responsibilities of the committee, noting it is responsible for supervising all financial matters for the GCV. The committee reviews all monthly financial reports, works with the GCV Treasurer to prepare the budget, and oversees the GCV’s investment accounts. Vicky listed the balances for each of the GCV’s accounts as of March 31, 2018, and the draws in 2017-2018 from the various funds for Kent-Valentine House refurbishments, Symposium, Bessie Bocock Carter Conservation Award, the Conservation and Environmental Studies Fellowship, and Common Wealth Award.

Corresponding Secretary Sue Rosser introduced Historian Bettie Guthrie who described plans for the Centennial time capsule and presented Nina with a beautiful memory book reflecting on her term in office.

Conservation and Beautification Chairman Wendy Vaughn highlighted events of the past year and the theme of the Conservation Forum for 2018, “The Real Dirt on Pesticides: Pollinators, Food, and Our Health,” which will be held in Charlottesville on October 28. Legislative Day will be Wednesday, January 30, 2019, in Richmond, in collaboration with the Virginia Conservation Network. There are several applicants for the next Conservation and Environmental Studies Fellowship, with the winner to be announced in the coming weeks.

Wendy introduced the Conservation and Environmental Studies Fellow, Kate Lecroy, who presented the findings from her study entitled, “Evaluation of Bee Hotels as an Effective Conservation Tool for Spring-Emerging Mason Bees (genus Osmia) in the Commonwealth of Virginia.” The study may be found on the GCV website. She concluded her presentation by expressing her appreciation for the opportunity given to her by the Garden Club of Virginia and the Conservation and Beautification Committee.

Conservation Awards Chairman Leesie Leake announced 2018 Bessie Bocock Carter Conservation Award recipients — The Martinsville Garden Club and The Garden Study Club for their collaboration on the Paw Path Pollinator Garden at the Smith River Sports Complex.  Click Here to read Journal article.

GCV Executive Director Lynn McCashin updated the attendees on the renovations being made to the exterior of the Kent-Valentine House, which were completed in time for Historic Garden Week.

Kent-Valentine House Committee Chairman Alice Martin updated plans for the interior refurbishing, stating that fabrics have been chosen for upholstery and repairs are being made to individual pieces of furniture and accessories, which will result in pieces being absent for short periods of time. The meeting room on the third floor will receive a facelift. The refurbishment will happen gradually and no events will be affected.

Development Committee Chairman Debbie Lewis noted that a grant from the Mary Morton Parsons Foundation, along with the required matching funds, are funding the restoration and refurbishing of the Kent-Valentine House. A new campaign is underway to underwrite the restoration of the seven pier and overmantel mirrors, given to the GCV by the Valentine family when the house was purchased. Restoration specialist Russell Bernabo has stated that these mirrors are the “best quality of gilded mirrors in the area.” The dining room mirror has been restored and returned to its place. Debbie reiterated the need for contributions to the Annual Fund by noting this fund safeguards the hard work of the members, past and present, and it safeguards the Endowment.

Historic Garden Week Chairman Stephie Broadwater commended all clubs for their hard work and enthusiasm for the 2018 Historic Garden Week, noting “this annual fundraiser is the one thing we all do together to support the mission of the GCV, and all should feel proud.” All club reports from the week are due by the end of May and results will be announced shortly after. Club presidents and tour chairmen will receive letters in June with information that is tailored specifically to that club’s numbers for Guidebook sales, online ticket sales, and the additional amount raised by the tour, along with a 12-year financial history of the club’s efforts. Questions are already being asked by excited travelers about HGW 2019, which will occur April 27 – May 4, 2019, a week later than usual due to the date of Easter. HGW was featured in Horticulture Magazine, GardenandGun.com, and the online version of Architectural Digest. The promotion for the statewide pass was handled through Flower magazine.

Stephie requested the assistance of club presidents in keeping Historic Garden Week relevant to the clubs throughout the year, not just in the month leading up to it. She presented several guidelines to assist presidents in working with their tour chairmen. Stephie concluded by stating that she realized that HGW is challenging, but the state committee and the HGW staff are eager to assist clubs, if desired. She reminded everyone that HGW is not a competition. The goal is for each club to create a wonderful experience for the club and its visitors.

Linda Consolvo presented the Restoration Committee report in Chairman Dianne Spence’s absence. The committee met March 14-15, 2018, visiting Christ Church, Saluda; Historic Christ Church, Lancaster, and Stratford Hall. Two students have been chosen for the summer fellowship program at Sherwood Forest and Shirley Plantation. In the 1990s the Restoration Committee allocated funds to digitize records dating back to 1939 which were stored at the Virginia Historical Society, mostly in boxes. Since then, a committee has been working with the properties to grant permission for use of their photographs and archives. These records may be accessed through the GCV website, as well as the website of the Virginia Museum of History & Culture for research and study. The Restoration Committee has made great progress in examining and reviewing policies over the past two years. Guidelines for liaisons to properties have been revised to strengthen and reinforce our relationships. Communication is essential, and liaisons will visit the properties at least four times a year for support and to ensure that the standards set forth by the GCV in the agreements are followed. In 2017, the proceeds from Historic Garden Week less the State Parks donation was $431,202.18. There is $256,547.51 remaining in these funds. In addition, our funds managed by Darrell & King total $2,034,135.56. The total commitment to our properties and projects is $1,052,324.43.

Horticulture Committee Chairman Catherine Madden congratulated the clubs on their creative and imaginative “Women on Track” horticulture displays. She congratulated the five winners of the 2018 Horticulture Awards of Merit: Cathy Leitch, Roanoke Valley Garden Club; Kaye Moomaw, Hillside Garden Club; Marilyn Millard, Rivanna Garden Club; Meredith Mercer, The Charlottesville Garden Club; and Karen Jamison, The Williamsburg Garden Club. Catherine reminded the group of Horticulture Field Day, June 5-6 in Lynchburg, noting 149 people have already signed up. Catherine encouraged all GCV members to exhibit at the Horticulture Show which is part of the Fall Symposium, September 25-26.

Flower Shows Chairman Susan Wight reported that her committee had been kept busy over the past two years implementing the changes the clubs had sought to flower shows, moving from three club-organized shows to two GCV-organized shows. Flower arranging workshops were held in the weeks preceding Daffodil Day, and money raised from those helped to offset the costs of Daffodil Day. There were 90 participants in the workshops. More workshops are planned for the fall Symposium. Susan thanked Jennifer Kelley for chairing Daffodil Day, noting more than 200 people visited the KVH for the day. Susan thanked the GCV for allowing her committee the opportunity to assist in charting the future of the GCV and its flower shows.

Daffodil Committee Chairman Janet Hickman reiterated what a success Daffodil Day was. An article appeared in the February issue of Southern Living, which generated much interest and excitement for the show. Though the spring weather conditions yielded fewer stems, 59 growers exhibited 485 entries and 1044 stems. Janet was excited to report that the winner of the best collection was a historic collection, and a new award for youth was given. The first winner of this Youth Bulb of the Year Award went to a nine-year-old boy from Gloucester. The Judging School held with the show was the third and final one, and was the most difficult. All nine candidates passed with excellent scores. The 2018 Daffodil Collection is available through club daffodil chairmen. The Centennial Daffodil ‘Green Arrow’ is thriving in Holland and will be available to members at some time in the future.

Rose Committee Chairman Lea Shuba revealed that in the course of the two-year term, her committee and she have come to learn much about rose growers. There are those who grow to show, and there are others who are casual rose growers. Each type of grower required specific needs from the committee. As a result of this knowledge, Lea and the committee chose roses for the 2018 Rose Collection which will include specimens which will appeal to each type of grower and are also favorites of committee members. The collection is available on the GCV website.

Nina reported for Lily Committee Chairman Carrie Darracott. The Lily Collection will be available for viewing online in August. Orders will be taken in September ,and the lilies will be shipped in the spring of 2019. Lilies in Bloom will take place in Goochland on June 19 and, from 11 a.m. to 1 p.m., attendees may tour Sue Thompson’s garden at Historic Tuckahoe. Lilies in Bloom will follow the North American Lily Society’s schedule and GCV trophies will be given.

First Vice President Jean Gilpin introduced Symposium Chairman Jennifer Kelley and her lab partners, Kim Cory, Fran Carden and Claire Mellinger. They invited everyone to attend the fall Symposium, to be held in Richmond at the Science Museum of Virginia on September 25-26. The theme will be “Elements of Beauty – a Scientific Approach to Examining Beauty in the Basic Elements of Nature.” Holly Heider Chapple will speak at the Flower Arranging Workshop, and Chip Calloway will be the featured speaker for the Horticulture Workshop. Look for details about the Symposium in the near future by going to gcvsymposium.org, but, in the meantime, save the date!

Claire Mellinger noted that photography may be entered in the Symposium and requested that all attendees come to the meeting on Thursday with their phones charged and ready to learn how to take an entry-worthy photo.

President Mustard reminded everyone that the Annual Meeting would continue at 9:00 a.m. on Thursday morning. She then adjourned the meeting at 4:45 p.m.

Attendees enjoyed cocktails and the awards banquet at Chatmoss Country Club. The Massie Medal, the GCV’s highest honor, was awarded to Glenna Moyers Graves, a 43-year member of The Spotswood Garden Club. The de Lacy Gray Medal for Conservation was awarded to Mary Bruce Glaize, for her work as founder and leader of the Little Nature Camp of The Little Garden Club of Winchester, which helps children learn the importance of nature, an appreciation of its delicate balance, and what each individual can do to sustain that equilibrium.

The Annual Meeting resumed at 9:00 a.m. on Thursday morning with a call to order by the president.

Annual Meeting Chairman Donna Lawhon introduced her “pit crew” and thankedThe Garden Study Club for a job well done in hosting this Annual Meeting.

President Mustard began the morning with announcements and congratulated the winners of the GCV awards, given during the meeting the day before and at the awards banquet the night before.

President Mustard then presented a lighthearted talk on the things she had learned over the course of her two years as president. Her greatest joys have been experienced through her travels across the state to meet with members of all 47 clubs, attend committee meetings, and participate in events.

Claire Mellinger, Albemarle Garden Club, conducted a workshop on photography using one’s iPhone. Her presentation can be found on the GCV website. Attendees were given helpful hints and then had the opportunity to practice what they learned by taking a photograph of flowers provided and texting them to Claire, who was then going to post them on the website. This energetic and fun workshop was presented to encourage everyone to enjoy using their iPhones for taking pictures and to enter the photography show at the Symposium.

Second Vice President Susan Robertson, liaison to the Centennial Committee, highlighted the work done by Chairman Anne Cross and the committee, noting that implementation of the plans will begin soon. GCV Founders’ Day will be May 13, 2020, so all GCV members should save the date for this exciting event. Susan announced that Juanita Patterson, a founder of the GCV, and Laura Wheelwright, founder of Historic Garden Week, have been nominated for inclusion in the Women’s Monument at Capitol Square in Richmond.

Virginia State Parks Committee Chairman Jeanette Cadwallender highlighted the 2018 grant recipients, whose projects cover education, habitats, plantings, landscape improvements, and summer youth programs. Jeanette also reviewed for the group the history of the GCV’s involvement in helping to create the Virginia State Parks system. The original six state parks were built by the Civilian Conservation Corps and included Douthat, Fairy Stone, Hungry Mother, Seashore (now First Landing), Staunton River ,and Westmoreland.

Jeanette announced that the 2019 grant cycle will begin in July, with the application deadline of December 1, 2018. Funds to support these grants come from Historic Garden Week proceeds. The amount of $100,000 per year is being given for five years for the Centennial State Parks Project. This is the third year of this project.

Corresponding Secretary Sue Rosser introduced Historian Bettie Guthrie, who described plans for the Centennial time capsule. She then presented Nina with a beautiful memory book reflecting her term of office.

Membership Committee Chairman Fran Carden announced that the GCV welcomed a new honorary member, Molly Joseph Ward. Ms. Ward has served as Virginia Secretary of Natural Resources, Special Assistant to the President (Obama) and Deputy Director of Intergovernmental Affairs at The White House, and as Mayor of Hampton. She is currently the Treasurer for the city of Hampton. Fran encouraged clubs to submit applications for honorary members, noting where to find the guidelines for the application process.

At 10:45, Annual Meeting Chairman Donna Lawhon introduced Lou Harris, a Woman on Track, who presented “How I Got on Track and Stayed on Track.” Mrs. Harris founded an interior design firm in 1973 and spoke about how opportunity, in various forms, led her to change her business model for changing times throughout her career.

Directors at Large Janet Rosser, Meg Laughon, Sidney Jordan, Kris Carbone, Tuckie Westfall and Ellen Upton presented a short skit on the confusion often experienced by new club presidents at the beginning of their terms and announced that all questions would be answered on Presidents Day, June 11, for all incoming and sitting presidents. Each DAL then introduced the outgoing and incoming presidents from their districts.

Strategic Planning Committee Chairman Candy Crosby announced that the committee has turned its focus to studying two topics, Historic Garden Week and governance. Candy reminded everyone that the importance of Historic Garden Week cannot be underestimated, so the process of studying it in terms of the Strategic Plan will be thoughtfully and carefully done. The goal of the strategic planning process is to assure the GCV stays relevant and vital for the next 100 years.

Common Wealth Award Committee Chairman Candy Carden explained the title of the award, which provides annual grants to community projects of the Garden Club of Virginia’s member clubs. The two word title, “common wealth”, was deliberately chosen to describe the award that showcases the wealth that is common to all Virginians. Candy presented the applicants for the 2018 award, which will be voted upon by the clubs in the fall and presented at the Board of Governors in October. The applicants are as follows The Augusta Garden Club: “Project Dogwood – A Hundred Year Journey:”  TheElizabeth River Garden Club: “Urban Garden Invites Youth to ‘Dream a Different Future’ at the Fred W. Beasely River Academy at Paradise Creek Nature Park;” The Martinsville Garden Club and The Garden Study Club: “The Paw Path Pollinator Garden at Smith River Sports Complex;” Mill Mountain Garden Club: “Strengthening Our Roots: Improving Access to a Native Garden;” Roanoke Valley Garden Club: “Save the Rain.” She noted that projects that do not receive an award may apply again in the future.

Nominations Committee Chairman Anne Baldwin presented the slate of officers for 2018-2020. As there were no nominations from the floor, the slate was accepted as presented through a unanimous vote of those in attendance.

Nina led the attendees in a standing ovation of gratitude for The Garden Study Club and their work in hostessing the 2018 Annual Meeting. She then introduced incoming President Jean Gilpin, paying tribute to her by noting what a gifted leader Jean is, how Jean has been her right-hand person throughout her term, and what a special friend Jean has become to her. With those words, President Mustard passed the gavel.

President Jean Gilpin presented Nina with a delightful number of things to enhance her retirement, which begins with the upcoming Royal Wedding: Kitty Kelley’s book (with a personal letter to Nina from the author) and other reading material on the Royal Family; tea, scones, clotted cream, and jam; a commemorative souvenir mug featuring Prince Harry and Meghan Markle; a pair of Jean’s grandmother’s white gloves; and a “fascinator” created by Peyton Wells of the Tuckahoe Garden Club of Westhampton. Jean then paid tribute to Nina, highlighting the work she has done for the GCV over many years in her various roles, thanking her for many jobs well done.