VCOG Board of Directors meeting
June 25, 2026 @ 11:00
via Zoom
Present: Bobbi Bowman; Maria Everett (president); Craig Fifer (Vice President); Stephen Hayes; Joshua Heslinga; Reynolds Hutchins; Bruce Potter; Jay Speer; Steve Stewart; Sarah Vogelsong; Jonathan Williams. Megan Rhyne, executive director, was also present.
The meeting was called to order at 11:05 a.m. There was no quorum.
Rhyne presented the executive director’s report, highlighting the annual conference. Costs were up, but part of the reason was that we had a record number of attendees, meaning higher food and printing costs. There were also several new donors.
Rhyne said the summer legal fellow has already turned in some nicely written work. Rhyne also mentioned that a Virginia Beach high school student volunteered to update the chart we have of sections outside of FOIA that prohibit the release of records.
Rhyne noted that the FOIA Council met in May and created three subcommittees, but no meetings have been scheduled. Everett said she has not been polled about potential meeting dates.
Rhyne highlighted the new FOIA Enforcement Center and the updated FAQ page on VCOG’s website. She reported that she is pulling the plug on the logo refresh because the designs were not headed in the direction she or a few other board members were comfortable with.
Heslinga asked for updates on MCLE training. Rhyne reported that she does not have any in the works yet, but she has made inquiries about future FOIA Officer trainings.
Everett made two suggested edits to the February minutes. The minutes could not be adopted, though, for lack of a quorum.
Rhyne discussed last year’s budget in review, noting that the numbers aren’t final and that June’s numbers are projected. But, roughly speaking, income was up and expenses were less than what was budgeted. She discussed the impact of the endowment on revenue and how she takes scheduled drawdowns now instead of as-needed to avoid cash flow issues.
She explained that gifts continue to grow, as strictly designated “dues” continue to decline. Some new expenses didn’t turn out to cost as much as we thought they would. On the other hand, everyday expenses (office, travel, etc.) continue to rise. Fees for online donations have increased, as fewer people use checks to make donations.
Bowman suggested that the mileage rate be adjusted to the IRS 2026 rate of $.725/mile. Everyone agreed.
In response to a question from Speer, Rhyne explained that we have an endowment policy, but it does not specify minimum or maximum percentage drawdowns. We follow the general rule of up to 5% of the balance from a given point. Rhyne also explained how Vanguard combined our two separate accounts, which means our internal separation of the Chip Woodrum Internship Endowment can’t be tracked anymore. That limits our ability to report back to the Woodrum family about the impact of their gift.
Rhyne presented the proposed budget, starting with the fact that the numbers she entered for her salary and that of the new part-time employee are placeholders. She noted that she’s started interviewing people for the new position. She noted that the endowment transfer includes tapping into the principal, as authorized by the board; but she also upped the total gift amounts, assuming that the part-time person will bring in additional revenue.
Vogelsong suggested increasing the potential salary for the part-time person and also increasing Rhyne’s salary. Fifer asked where the board stands in making Rhyne’s raise a regular discussion instead of a one-off. Bowman agreed. Fifer said the board needs to do its part by creating a process. Rhyne confirmed that it’s within the purview of the Executive Committee. Heslinga agreed with Fifer, but also noted that there’s a difference between cost-of-living adjustments and actual raises. Everett said she will engage the Executive Committee.
Williams asked if the board can vote on the final budget by email. Rhyne confirmed that it has been done that way in the past.
Rhyne suggested everyone take another look at the strategic plan timeline.
Rhyne asked for input on how the process of offering a job and negotiating an offer works. Hayes said the board remains available, but they don’t want to micromanage.
The meeting adjourned at 11:55.