VCOG Board of Directors meeting
June 24, 2025 @ 2 p.m.
VPM Headquarters, Richmond
and via Zoom
In person: Maria Everett (President); Paul Casalaspi (Vice President); Bobbi Bowman; Chris Tyree; Richard Gard; Elliott Robinson; Pat O’Bannon; Sarah Vogelsong; Steve Stewart; Jay Speer; Jeff South; Reynolds Hutchins; Lawrence McConnell. Also attending: Megan Rhyne (executive director); Maddie Walker (VCOG Legal Fellow).
Attending by Zoom: Bruce Potter; Craig Fifer; Jonathan Williams; Brian Colligan.
Everett convened the meeting shortly after 2 p.m. and asked for introductions. She also thanked Robinson for arranging for the meeting space.
Bowman moved to approve the minutes with two minor technical changes; O’Bannon seconded. The motion passed unanimously.
Rhyne presented the year-end budget report, noting that we are projected to exceed our revenue projections for the year, noting that this is the first year that donation revenue will exceed dues revenue. She recommended having the Membership and Development Committee look to see if that necessitates (or doesn’t) a change in our dues model. Dues overall were up, but conference revenue was down. Potter asked if there was anything to attribute the rise in gifts; Rhyne said she was unaware of anything, unlike previous spikes that were tied to memorial donations. Vogelsong asked about what kind of information is collected about donors and members.
Expenses for the past year were lower than expected. The webmaster was less than expected, but daily operations were up, as were travel costs. Travel costs were up because Rhyne did more training events.
Rhyne presented the annual conference reconciliation. Our attendance numbers were down. The number of sponsors were the same as last year, but the amount given was less. We had fewer individual donors. Our costs were contained, though, mostly because Harrisonburg is a cheaper locality. Rhyne indicated she wrote a letter of commendation to the venue staff’s governing board because of their exceptional helpfulness. Bowman and Potter asked if attendance numbers were impacted by location, but Rhyne said she hadn’t seen a pattern. Hutchins asked about working in reverse: finding sponsors and then having that sponsor provide the venue.
Rhyne presented an update on the endowment, which grew even with the full drawdowns. Rhyne said she’s been scheduling regular drawdowns instead of waiting until we “need” it. She noted that since the endowment has grown 75% since 2016.
Rhyne also presented the proposed budget for FY25-26. Dues revenue was budgeted rather flat; conference income was budgeted downward; income from MCLE events has been included. Rhyne announced that the NFOIC MOU was renewed for at least another year for $10,000. Gard asked whether we needed more budget for the webmaster. Rhyne agreed it may not be enough, but our webmaster has taken a full-time job and won’t be available anymore.
As for expenses, Rhyne pointed out new line items. Contact management would go towards a cloud-based subscription service for better managing our contacts. This is a recommendation of the Membership and Development Committee. Related to that, a line item for data entry to standardize our data for migration from our current system to the new one. Further related, Rhyne proposed renting office space in downtown Williamsburg, where the data entry could take place. The proposed budget asks for a contribution to what she will pay. These were discussed with the Governance Committee. Fifer suggested that VCOG pay for the entire amount, which would require revenue to be adjusted somewhere.
Fifer moved to increase the office rental contribution to $4,800; Vogelsong seconded. The motion passed unanimously.
Fifer then moved to add a 3% raise for Rhyne for the coming fiscal year; and for Rhyne to work with Everett in the coming year to develop performance objectives for future raises; and to revive the strategic planning agenda to include these systematic reviews; Gard seconded. There was further discussion about Rhyne’s salary.
Rhyne left the meeting while the board continued to discuss her salary. Later in the meeting, after Rhyne reutnred, the board revised its motion to direct Rhyne to make the following changes to the budget:
$4,800 for office rental
Increase salary and FICA by 3%
Eliminate the board dinner expense
Increase revenue accordingly
Casalaspi moved to adopted the budget on a contingency, based on the above amendments; Tyree seconded. The motion carried unanimously.
The board discussed engaging a professional facilitator to direct the strategic planning committee. Gard volunteered to contact the Weldon Cooper School’s Virginia Institute of Government for a quote.
Stewart presented the Governance Committee report, noting that Casalaspi has agreed to fill out the rest of Joe Fuentes term as treasurer. The board then recommended that Fifer fill Casalaspi’s term as vice president through the end of the year.
Sewart moved to elect those positions; Bowman seconded. The motion passed unanimously.
Stewart also relayed the committee’s consideration of an absenteeism policy, which led to a general discussion about open seats and the financial contribution from the Virginia Press Association and the Virginia Association of Broadcasters.
Gard presented the Litigation Committee report and explained the further development of VCOG’s litigation policy, both for joining appellate cases and at the trial level. He said most of the discussion centered around the parties we would be associating with: a come-one-come-all approach, like the ACLU, or pick and choose.
Rhyne presented her activities report. She reported that she has filed the paperwork to get approved for a 3-hour MCLE course credit from the Virginia State Bar. She asked board members to help with identifying opportunities or events.
Everett gave the update on the FOIA Council, which led to a longer discussion about so-called vexatious requesters.
Rhyne relayed that she was asked if she would ever serve as an expert witness. She noted that while she could talk about best practices, the reality is that she is often contacted about cases before litigation has even started. Fifer said that would be the attorney’s choice.
Under new business, Everett noted that VCOG will celebrate its 30th anniversary in 2026. Rhyne said she was interested in developing a new logo, one that is more useful artistically, as the old logo was. Suggestions were made for who we might approach.
With no further discussion, the meeting adjourned at 4:40 p.m.
Submitted by Megan Rhyne for board approval.