2020 Winter BOD: Richmond

September 18, 2024

The GCV board of directors met on January 16, 2020, at the Kent-Valentine House.

President Jean Gilpin called the meeting to order and proceeded with an executive committee  report. Among items on the agenda were changes to the Directory & Handbook, budget redesign, HR topics, and approval of single use of the GCV logo by Mary Bruce Glaize, who will needlepoint the GCV logo and attach it to one ornament for a church fundraiser.

Centennial Steering Committee Chairman Missy Buckingham provided updates: ticket sales are going well; personalized communication is planned for GCV Honorary Members, sponsors and friends of GCV; and merchandise sales are brisk with blue and green ties being restocked.

Jean reported for Virginia State Parks Committee Chairman Nina Mustard that after having met with Interim Director of Virginia State Parks Dave Collett, the committee is recommending that GCV fund 16 projects. A total of $100,000 is available for funding. The report pointed out that no application was fully funded, and three projects did not receive any funding. The Staunton River Battlefield request for landscape architect services will be referred to the GCV Fellowship Committee. A motion to fund the projects as presented was approved. Lynn McCashin will notify Mr. Collett of the grants funded, and an email will be sent to all applicants informing them of the committee’s decision. The recipients will need to accept the grant and agree to be good stewards of the money. The notification process will be finished by the end of the current month. This concludes the Centennial gift to the commonwealth.

Bettie Guthrie reported that four member clubs have not submitted their items for the time capsule, and Catherine  Madden reported that not all standing committees have contributed,

Kris Carbone reported for the Membership Committee. In September 2019, Ashland Garden Club President Michelle Hamner submitted a letter to the Membership Committee recommending Three Rivers Garden Club for membership in the GCV. The Ashland Garden Club and member Janet Rosser have been mentoring the club since its inception. This club represents the Charles City and New Kent County area and had its first meeting in February 2016. Kris presented the process of becoming a GCV member club per the amended and restated bylaws and the history of Three Rivers Garden Club, including their efforts toward becoming a GCV member club. TRGC’s membership is 33. They have been active in their community by participating in conservation projects, including a cleanup along the James River and tree planting. They have been educated about member club requirements, including hosting a state meeting and HGW participation. Kris read the recommendation by the Membership Committee as written in Membership Committee Chairman Diane Wilkinson’s board report. This recommendation included participation in suggested GCV activities, both while their membership is being considered and after approval is granted. Most recently, ten members of TRGC attended a tri-club meeting of The Brunswick Garden Club, The Petersburg Garden Club, and The Ashland Garden Club, with Jean Gilpin in attendance. They also have two members registered for Legislative Day. They are eager to join the GCV, and they intend to continue their relationship with Ashland to help host HGW. Kris asked for any questions concerning the candidacy of TRGC. A motion from the Membership Committee to accept Three Rivers Garden Club for membership in the Garden Club of Virginia was approved. A final vote will be taken at the 2020 Annual Meeting. Jean reminded the board to keep this confidential until logistics have been worked out.

Treasurer Vicky Alexander reported account balances and reviewed financial reports. The budget process for FY2020-2021 is underway with the help of the Finance Committee and Lynn McCashin. The final budget will be presented for approval to the GCV executive committee, the board and the attendees of the 2020 Annual Meeting.

Vicky handed out the audit report by Dixon Hughes Goodman LLP and noted there were no issues. Lori Cochran, GCV auditor with Dixon Hughes Goodman LLP, presented the audit report in person to the Finance Committee. This was well received, and it is planned to continue this practice.

Vicky announced GCV Bookkeeper Kathie Avery has resigned but has offered to stay on until February to assist a new hire. Lynn has posted the position and has interviewed good candidates.  Lynn will evaluate the applicants, and Vicky is hopeful to have someone in place in the next three weeks.

Vicky reported a review of the budget design is taking place. The budget structure was put together nine or ten years ago and has not changed. A nonprofit CPA is consulting with the budget design. The goal is to help members better understand the GCV’s finances. Restoration funds will be placed in an accounting silo separate from the operating funds. The new design will provide more clarity and transparency with forward funding, investments, and restricted funds.

Finance Committee Chairman Tricia McDaniel reported that Ben Tomkins of Virginia Commonwealth Corporation has reviewed our insurance coverage, including coverage of Centennial events. Mr. Tompkins will investigate a policy to cover the GCV if a Centennial speaker cancels prior to the event. Insurance coverage of the exhibition will also be investigated.

The committee reviewed the funds determining the amount of money to be awarded for the Common Wealth Award, the Bessie Bocock Carter Conservation Award, and the Conservation and Environmental Studies Fellowship. The GCV Conservation Fund provides funding for the Bessie Bocock Carter Conservation Award and the Conservation and Environmental Studies Fellowship. A recommendation from the committee is as follows: Common Wealth Award $16,000; Bessie Bocock Carter Conservation Award $8000; and Conservation and Environmental Fellowship $6000.

The Finance Committee voted to create a deferred maintenance reserve fund for the Carriage House. Nothing significant has been done to the Carriage House in seven years. When the new lease was negotiated with the tenant, maintenance repairs were needed and there was not a line item for larger repairs in the budget. The Finance Committee voted to take ten percent of the monthly Carriage House rental income and place it in the deferred maintenance reserve fund to cover larger renovations and updates to the Carriage House when needed.

Parliamentarian Linda Consolvo presented the second reading of the addition to the amended and restated bylaws. The first reading was presented at the board meeting on October 15, 2019. The addition to the amended and restated bylaws reads as follows:

“Any request made of the Restoration Committee for funding, outside of the currently stated policy for expenditure of proceeds from Historic Garden Week (HGW) [“oversee restoration and/or preservation of historic gardens and landscapes of the commonwealth and fund research programs”] will be submitted by the Restoration chairman to the president and the executive committee for review. If deemed an appropriate request, the treasurer and the president will present the request at a Finance Committee meeting to determine a source for funding from the year’s current budget. If the Finance Committee determines there is no source other than HGW funds, the Board of Directors (BOD) must determine whether to accept the diversion of funds from HGW that falls outside the stated mission of the Restoration Committee. If the board of directors approves funding from the HGW proceeds, an advanced notice of the request will be sent to all club presidents, and a vote will be conducted at either the Board of Governors Meeting or the Annual Meeting, whichever occurs first.”

A motion to approve the change was approved.

Conservation and Beautification Committee Chairman Carrie Dorsey distributed the 2020 legislative position statement. It is similar to the 2019 legislative position statement, except the committee removed specifics about coal ash because it is not currently considered a legislative issue. The committee will monitor for future bills associated with coal ash. The general statements of support are in bold. Bills are currently being formalized and the committee will have more specific information when they are released. Virginia Conservation Network provides advice and guidance to the committee, focusing on relevant bills. The committee will have Legislative Policies and Issues of Concerns ready for Legislative Day and will include the bills on the website for members who would like to write their legislators. The document will be sent to the club conservation chairmen via email soon. The board fully endorsed the document.

Carrie explained that VCN is responsible for organizing bipartisan speakers on the morning of Legislative Day — typically legislators. Participants will be given talking points on the relevant bills. The Conservation and Beautification Committee will be present. Jean reminded board members that GCV stands for clean air, clean water, and clean soil, noting this is not a political statement but support for our environment.

Carrie reported our relationship with VIRGINIAforever has been beneficial in getting the GCV name out. She was invited to attend the Chesapeake Bay Foundation reception as a result of our relationship with VIRGINIAforever. The attendees were legislators, Virginia cabinet members, and Chesapeake Bay Foundation members. Carrie felt very honored to attend and thought it was important to have representation with these groups.

Carrie communicated Leighton Powell of Scenic Virginia has asked to speak to GCV members concerning the “View Shed Registry.” The organization’s goal is to identify Virginia’s most scenic areas and recognize them as an official public designation. Carrie suggested the BOG might be a good venue for this presentation. Jean agreed and suggested that Carrie introduce this to her committee to determine how they would like to organize this. It was noted the host club typically chooses the speakers at the AM/BOG. Missy suggested this might be something that could be presented at the next Symposium as part of the conservation message. It is also a possibility that it could be part of the 2020 BOG if the schedule permits.

Development Committee Chairman Sue Rosser thanked Jean for her role in obtaining Centennial sponsorships and thanked Janet Rosser for her part in writing thank you notes. She urged 100% participation in supporting the Annual Fund. The committee is working on a goal of 100% member club giving in honor of the Centennial. Sixty percent of the member clubs have participated. The Annual Fund had reached $80,000 as of December 31 with a goal of $115,000.

Sue reported the Green Arrow Society currently has 18 members with a goal of 22 members. Sue asked the board to please consider becoming a member.

Horticulture Committee Chairman Wendy Walker reported The James River Garden Club has requested there not be a horticulture exhibit at the Annual Meeting as a one-time exception, and asked the board please emphasize this is a one-time exception. Horticulture Field Day will be hosted on September 23-24, 2020, in Norfolk. Wendy’s committee will have the details arranged before the new horticulture cChairman moves into her position.

Lilies in Bloom will be led by Lily Chairman Patsy Smith and The Rappahannock Valley Garden Club in Fredericksburg on June 16, 2020.

A Daffodil workshop is scheduled for March 23 at the KVH. The workshop is designed to assist participants in feeling comfortable exhibiting specimens at Daffodil Day. Daffodil Day Chairman Adele Smith has not communicated the specifics on how volunteers will be solicited.

Artistic Design Committee Chairman Tory Willis reported only 31 clubs have registered for the Centennial’s floral design exhibit; she is starting a push for 100% club participation.

The schedule for Daffodil Day is available, and registration has begun. The schedule for Lilies in Bloom is currently being developed, and this show will be in honor of former GCV President Helen Murphy. Jean will send Tayloe Murphy a special invitation to the event. It will be hosted at Fredericksburg Academy with plenty of parking.

Jean reported the Strategic Plan is nearlyt finished and will be replaced with long range planning. All committee chairmen will need to submit an updated job description and timeline for their respective committees to Lynn. Lynn will send out the job descriptions that currently exist to each chairman. It was suggested to make these descriptions available on the website.

Historic Garden Week Committee Chairman Tricia Garner’s report included a number of requests from member clubs:

• The Garden Club of Warren County requesting an exemption to host HGW in 2021 due to limited member resources associated with hosting the BOG. A motion to approve the request passed.
• The four Richmond garden clubs have requested to change their tour days from Wednesday-Friday to Tuesday-Thursday, essentially move the Friday tour to Tuesday. The result would be a Tuesday tour hosted by the four clubs in conjunction with the James River plantation tours (a full tour — not an abbreviated tour with the plantations); Wednesday tour hosted by the four clubs with the Council of Historic Richmond; and Thursday tour hosted by the four Richmond clubs. A motion to approve the request passed.

Tricia handed out draft copies of the new HGW economic impact study, made possible by the support of Bartlett Tree Experts. Lynn reviewed the history of the economic impact study and noted the 2014 study was becoming dated. This is based on data collected through surveys by Chmura Economics & Analytics in 2014 and 2019. Lynn noted they are a very prestigious data firm. Homeowners were surveyed as part of the study providing home preparation financials. The average age of the tour-goer is 60, they spend $72 per day, and most travel in parties of two. The economic impact of HGW over 50 years is estimated at $518 million. After reviewing the economic impact handout, Lynn noted the data is verifiable back to 1969. The study will be presented at the Annual Meeting and is confidential until then. Please send edits to Lynn. Wendy suggested Senator Obenshain may want this information for the Centennial resolution, and Bettie felt it is important to share this study with city leaders.

Restoration Committee Chairman Anne Baldwin distributed the current financial statement of the Restoration Committee. Anne reported the committee currently has three active projects: Poplar Forest, the Reveley Garden at William & Mary, and the Poe Museum. Poplar Forest is near completion. Three oval beds need to be completed, and Peggy Cornett of Monticello will be assisting in determining the correct historic roses for these beds. A major part of the William & Mary project is the installation of winding brick paths. The contractor from Poplar Forest is being used for this project. It is hoped the paths will be finished by the Annual Meeting. The committee voted on finishing the project at the Poe Museum and will schedule a dedication. Anne noted the roof and drain work performed at the KVH was financed by the Restoration Committee.

Four Surry County properties were secured for the two Restoration fellows’ research this summer.

Bartlett Tree Experts’ Centennial gift to the GCV includes tree work offered at up to ten Restoration properties. The first tree work was done at Kenmore, and work has been scheduled for Smith’s Fort Plantation and Fincastle. Bartlett is willing to give a presentation to local clubs. Anne noted the committee will not start any new projects until the William & Mary project is completed.

Missy announced the GCV will participate in the VMHC’s Banner Lecture Series on May 21, 2020, at noon. Matt Peterschmidt from Stratford Hall, Director of Archeology at Poplar Forest Dr. Eric Proebsting, and Betsy Worthington will discuss “Restoring America’s Most Significant Gardens: Stratford Hall, Poplar Forest, and the Garden Club of Virginia.”

Jean reported the Strategic Planning Committee has recommended a description of the executive committee be added to the Directory & Handbook on page 155, General Information, Standing Committees. Jean passed out the wording the executive committee approved to be added under standing committees. Jean noted it is not written anywhere that the executive committee acts as the human resources committee. The wording presented is as follows was approved.

“This committee provides human resources support to the executive director, as well as a direct point of contact for employees should issues arise in the work setting. The president and an additional committee member are responsible for an annual evaluation of the executive director. The GCV Human Resources Manual provides a guideline for the committee and the executive director on employment policies and procedures.”

Jean was contacted by former GCV President Jeanette Cadwallender, a member of The Rappahannock Valley Garden Club, that the inclusion of the GCV mission statement as written in the Uranium Mining Position Statement (p. 164) of the Directory & Handbook is redundant. The mission statement is written in the front of the Directory & Handbook. Jean noted that a motion was made to adopt the Uranium Mining Position Statement, and therefore a motion is needed to remove the wording of the mission statement. A motion was presented and approved.

On behalf of the Nominations Committee, Missy Buckingham presented the following slate of officers for 2020-2022:

A motion to accept the slate as presented passed.

Jean communicated that Lynn had her review yesterday, January 15, and invited Lynn to say a few words. Lynn spoke about the performance assessment process. Lynn feels it is a shared process. Lynn has a set group of questions and reviews accomplishments, challenges, organizational and personal goal setting, and needs of the leadership for support. Lynn feels it is a nice assessment process. The best part is to be able to talk about what accomplishments have been made and the ability to speak about challenges. It is also important that Lynn’s goals are the same as the board’s. Lynn feels the openness is valuable for the organization. Lynn’s top three accomplishments include:

1. The multiyear renovation of the KVH
2. The “jelling” of the Centennial project, including the budget, the festivities, and watching the staff balance the additional workload in a positive way, including their problem solving and their ability to help.
3. Working with the State Parks projects and the impact that the GCV made with this effort; Lynn was proud to be a part of that.

Following executive session, the meeting was adjourned.