VCOG Board of Directors meeting, June 19, 2024
VCOG Board of Directors meeting, June 19, 2024
via Zoom
Present: Bobbi Bowman, Brian Colligan, Betsy Edwards, Maria Everett (president), Craig Fifer, Joe Fuentes (treasurer), Richard Gard, Stephen Hayes (secretary), Joshua Heslinga, Reynolds Hutchins, Amanda Kastl, Bruce Potter, Jay Speer, Steve Stewart, Chris Tyree, Sarah Vogelsong, Jonathan Williams (phone). Also present: Megan Rhyne, executive director
The meeting convened at 1:05 on Zoom.
Everett asked the new members of the board to introduce themselves.
The minutes from the December 11, 2023, meeting were approved unanimously (moved by Heslinga, seconded by Hayes).
Rhyne presented the proposed budget for FY 24-25, which also included the projected actual figures for the close of FY 23-24. She noted that income goals fell short, however our costs were less than budgeted, too. Rhyne says she is expecting us to finish around $1,660 in the black. Heslinga asked what has been done with budget surpluses in the past; Rhyne says we did a decade or so again but haven't since then. Heslinga suggested that a portion of the surplus be given to Rhyne as an end-of-year bonus. Fifer asked whether Rhyne would be worried about the organization's financial position if that was done. Rhyne said any new expense concerns her. Everett suggested they discuss that and other issues about Rhyne in an executive session.
Gard asked if the budget income categories were too optimistic. Rhyne agreed but also said some of those estimates are based on the fact that we have usually done a balanced budget -- higher expenses have to be balanced with higher income. Rhyne noted that her budget philosophy has always aligned with Lawrence McConnell's characterization of the budget as aspirational. Heslinga asked about any expected higher costs, other than the webmaster, and Rhyne said she did not foresee any.
Fuentes moved to adopt the proposed budget, Hutchins seconded and the budget was 24-25 adopted unanimously.
Rhyne noted that the endowment grew by 9.5%, even after drawing down the budgeted amount.
Rhyne said she would like to close out the Wells Fargo operating account and move those funds to a new account at Truist; Truist issues VCOG's credit card. She would use a $10,000 dues check from the Virginia Association of Broadcasters to open the account, then she would ensure all auto-pay amounts and deposits to/from Wells Fargo were changed before shutting that account down. Rhyne said she will need a corporate resolution signed by Everett and Fuentes and approved by the board in order to open the new account. Bowman moved to approve the plan, Potter seconded, and the motion was approved unanimously.
Everett referred to the proposed agendas for six of VCOG's eight committees. She said she would like to see the committees meeting, making progress and assisting Rhyne. Everett also recommended having at least one in-person meeting a year. Edwards suggested that some of the committees should be combined. For example, is the tech committee necessary or can it be combined, and what the need for a governance committee is. Tyree asked about how committee work has existed in the past; Rhyne said that in the past, they were committee-chair driven, but now are driven by her. Fifer added that some committees have been sounding boards, even if they aren't exactly being proactive.
Edwards also asked about what the bylaws say about how often the board meets. Rhyne says the bylaws do not specify an exact number. Edwards noted that setting meetings also serves the purpose of driving committee work since they report back to the board as a whole. Potter suggested that an in-person meeting be held in conjunction with the annual conference, while Kastl suggested brainstorming for the upcoming legislative session in the early fall. Rhyne suggested that committees should meet between now and an in-person meeting in the fall to start working on these agenda items. Edwards offered the VPA offices.
For the legislative report, Rhyne cheered the two bills VCOG authored that were passed unanimously this year. She noted the difficulty of reaching new members this year, one of the vagaries of one-party control of both chambers. Vogelsong suggested making a strategy for outreach to the new members. Rhyne noted that she did a barnstorming tour of new members in 2018. Kastl asked that bills be considered from the perspective of the impact on government of implementing them.
Heslinga noted how the current makeup of the FOIA Council impacts legislative proposals. As for the FOIA Council, Everett announced that she is hoping to return the council to a more collegial body as it used to. Potter noted that he has a good relationship with the current council chair (Marcus Simon) and asked whether an informal meeting with him would be beneficial. There was further discussion about the FOIA Council, its various members and ways to ally with them on different issues. The group discussed the value of meeting with legislators and FOIA Council members, and Fifer suggested proposing that FOIA legislation must go through the FOIA Council as a way to balance the push to electronic meetings.
Rhyne directed the board to her executive director's report, highlighting the quality of the legislative intern this session and the legal fellow she's hired this summer. Rhyne thanked board members who came to the conference; feedback from attendees was positive.
Rhyne noted that Fuentes and Casalaspi have been monitoring the Vanguard push to transition accounts from mutual funds to brokerage accounts.
Rhyne said she would poll for dates for a future meeting after consulting with VPA.
The board excused Rhyne from the meeting and held a closed session about personnel.
When the board returned to open session, they discussed the formation of an ad hoc committee to discuss strategic planning, with an eye towards building in compensation increases for the ED.
The meeting was adjourned around 4:00.
