2018 Winter BOD: Richmond

September 8, 2024

The Board of Directors met at the Kent-Valentine House on January 16, 2018. President Nina Mustard called the meeting to order and welcomed attendees.

Executive Director Lynn McCashin introduced Kent-Valentine House Committee Chairman Alice Martin and committee member Bebe Luck who updated board members on the plans for Kent-Valentine House refurbishments, including roof and gutter repairs, painting, furniture refinishing and restoration and the exquisite mirrors. With appreciation to Director of Development Lexie Haglund, Alice noted that with grants and donations, money has been raised for all parts of the refurbishment plan except restoration of water-gilded mirrors, estimated to cost $84,250. Work on the mirrors could be done over a three-year period and has been approved by the Department of Historic Resources. The portion of each mirror from eye level and below is the portion that primarily needs refurbishing, and to refurbish all portions of the mirrors would cost $120,000 or more in total. The mirrors are original to the house and a more accurate appraisal is being done for insurance purposes. At this time, and until a development plan for the mirrors is in place, a simple board endorsement of the project was sought and given. Following endorsement, a motion was made and approved by the board to draw sufficient money from KVH funds to begin restoring the dining room mirror. It was noted that the House funds are separate from Endowment funds. New restrictions will be in place with regard to the care of flower arrangements placed in front of the mirrors and the restorer, Russell Bernabo, will provide a handbook on mirror care to the committee.

Lynn then announced that the new curator at Virginia Tech has requested that GCV loan two Catesby prints to the university. The Sycamore print is valued at $4,500 and the Black Walnut one is $1,500. A motion to loan the prints carried.

First Vice President Jean Gilpin moved on behalf of the Membership Committee to elect Molly Ward as an Honorary Member of the GCV. The motion carried.

On behalf of the Nominations Committee, Jean moved the following slate of officers for 2018-2020: President Jean Gilpin; First Vice President Missy Buckingham; Second Vice President Catherine Madden; Recording Secretary Kris Carbone; Corresponding Secretary Janet Rosser; Treasurer Vicky Alexander; DAL 1 Bettie Guthrie; DAL 3 Ann Harrison Harris; and DAL 4 Debbie Lewis. The motion carried.

Jean then reported for Strategic Planning Committee Chairman Candy Crosby that a governance plan has been initiated to create five-year plans with each standing committee. The committee is also beginning to study Historic Garden Week. Nina asked that all current committee chairmen begin thinking about the future of their committees as this board prepares for the transition to new leadership.

On behalf of State Parks Committee Chairman Jeanette Cadwallender, Jean presented the list of 2018 grant recipients totaling $114,145: Belle Isle – phase two of improvements to the landscape at the Belle Isle mansion and enhance learning panels in Visitor’s Center; Caledon – drinking fountain; Holliday Lake – underwater lighting; Hungry Mother – Children’s Discovery area; James River – native plant and pollinator garden; Lake Anna – native plant landscaping around new cabins; Natural Bridge – continued improvements to Interactive Classroom; Pocahontas – shoreline restoration; Shenandoah River – Pollinator Meadow with bee habitat; Sky Meadows – Children’s Discovery area and trails; Westmoreland– creating a Discovery Center in the former Visitors Center; York River – landscaping improvements in three gardens; and Youth Conservation Corps – to help with purchase of materials.

Treasurer Betsy Worthington reviewed highlights of the GCV operating cash flow report and the balance sheet, noting that the depreciation is done by the auditors. On the cash flow report, Betsy pointed out that donation income includes grant money received after successfully raising matching funds for the Mary Morton Parsons Foundation grant. Membership dues have not been collected but will be reflected in the cash flow report at the appropriate time.

Finance Committee Chairman Vicky Alexander’s report included recommended draws for funding the Common Wealth Award. the Bessie Bocock Carter Conservation Award and the Conservation and Environmental Studies Fellowship. In closing, Vicky reported a clean audit that, as requested by auditors, provided more detailed Restoration Funds accounting.

Nina reminded everyone that while the Treasurer may serve two consecutive terms, GCV does not have a succession process in place to provide training. The Finance Committee Chairman works closely with the Treasurer but is not “in line” to succeed the Treasurer. She asked that the board give the succession process some thought for the future. Vicky noted that the size of the Finance Committee has almost doubled, giving more people a chance to serve and to see the complexity of the history of the GCV’s finances. Her committee has discussed the fact that this committee might be well suited to younger professional women, especially as Finance Committee meetings can be done virtually, with reports in hand.

Parliamentarian Ann Gordon Evans presented information regarding approval of minutes from the Annual Meeting and Board of Governors. Nina had noted with her earlier that the current process allows for approval only at the next official board meeting, which makes the approval very distant from actual events. Ann Gordon Evans moved to amend the current bylaw, Article X, Section 10.3 as follows:

“It shall be the duty of the Board of Directors to correct and approve the minutes of the Annual Meeting and the Board of Governors meeting by electronic vote or at the first session of the Board of Directors after the minutes have been taken.”

Susan Robertson seconded the motion and the motion was carried unanimously. This will be presented for a vote by the delegates at the Annual Meeting in May.

Ann Gordon then presented revised policies and procedures for awards. The revisions were approved to go into effect on July 1, 2018.

Conservation and Beautification Committee Chairman Wendy Vaughn presented the committee’s Legislative Positions/Issues of Concern document and provided a concise summary. She noted that encouraging legislators to OPPOSE HJ111 Constitutional Amendment (second resolution); powers of General Assembly; suspensions, is the most important action for GCV members to take. This bill is up for its second year and, if it passes, it will go to the voters, and the Virginia Constitution could be changed. She also noted that GCV members should encourage their legislators to oppose HB1213, as it calls for a referendum on the aforementioned idea.

Open 2018 Legislation Issues and Areas of Concern

The document presented by Wendy is intended for GCV members and legislators. It was requested that Wendy and her committee create a one-page cover sheet in the form of a table of contents to go along with the document, which will appeal to the “casual observers” (those members who are interested but are not quite as passionate about conservation or visiting their legislators). The VCN briefing book, talking points (to be developed by the committee), and this document will be available on the GCV website.

Second Vice President Susan Robertson reported on Centennial Committee progress with enthusiastic new leadership at the Virginia Historical Society. Financing has been identified and Director of Development Lexie Haglund has begun the requesting process. The daffodil for the Centennial has been named “Green Arrow” and will be available in limited amounts for pre-order, hopefully on Daffodil Day 2018. Potential speakers for the events in 2020 have been identified.

Susan then reported for the task force that was formed to identify a marketing firm for the Centennial. Three candidates were interviewed, and the committee chose marketing consultant Frazier Millner Armstrong. Susan introduced Frazier who spoke to the board about what she can do to assist with creating a marketing strategy for the Centennial. Frazier cautioned the board that the Centennial is a celebration, not a bucket in which to toss everything to be accomplished in the next 100 years. Additionally, she stated she is a marketing strategist and is not an event planner. She can give strategy, but the logistics belong to others. The Centennial is a springboard and the Centennial marketing strategy will assist the GCV in crystallizing and prioritizing its goals. Questions from the board centered around: member engagement; coordinating with the Strategic Plan; showcasing the GCV and its uniqueness, passion, and work to date; working with the board, staff, member clubs, and Centennial Committee; and how the Restoration properties fit into the Centennial.

Frazier stated that the first “deliverable” will happen around April 2. She will work with key leaders, engaged members, and those with little knowledge of the Centennial to gain information and perspectives and to discern key messages. The board approved a motion to pursue a contract with Frazier M. Armstrong to develop a comprehensive marketing plan (phase 1) for the upcoming GCV Centennial.

Historic Garden Week Chairman Stephie Broadwater announced that for the first time, a regional brochure will be created for three tours in close proximity to each other, and this experiment will be analyzed after HGW. An article will appear in “Flower” magazine (online version) and one will appear on HGTVgardens.com.

Nina commended Stephie, noting she was not afforded the opportunity to serve as Assistant Garden Week Chairman. She pointed out that Jean will appoint the next HGW assistant chairman, who will serve during the second year of Stephie’s term.

Nina reported for Flower Shows Chairman Susan Wight that the workshops to be held in February will raise money for use with Daffodil Day on March 28. Anyone who wants to volunteer to help with Daffodil Day should contact Susan. Nina then announced that she is chairing the June 19 event for lily horticulture exhibitors at St. Mary’s Church in Goochland.

Restoration Committee Chairman Dianne Spence updated the board on plans for the Reveley Garden at William & Mary. Per agreement, the college will pay for all underground work and permitting, and GCV will pay for the design work, hardscape, and plant material for the garden. The arbors from the previous restoration of the Yeardley House at Jamestown, currently in storage with Hilldrup, will be reused in the Reveley Garden.

On behalf of the Restoration Committee, Dianne moved that the requirement for having one private garden and one public garden for fellowships each year be amended to give the committee more flexibility in choosing fellowship sites. The motion carried.

Director at Large Janet Rosser referred to the DAL’s recently published Handbook for Member Club Presidents and their desire to hold an orientation for new presidents. It was agreed that an event will take place at the Kent-Valentine House in June under Jean’s leadership.

With no further business, the Board of Directors moved into Executive Session.