Transfer of Power: Administrative Transitions and the Library of Virginia

In January of this year, Virginians were focused on events surrounding the history-making inauguration of Governor Abigail Spanberger, but few realized that preparations for the administrative transition had been underway already. Beginning almost immediately after Election Day, a flurry of activity related to the transfer of power begins on Capitol Square – and I learned that the Library of Virginia supports these activities in a variety of interesting ways.

The Library’s role as the repository for official state records is perhaps most well-known amongst the branches of government and I would be remiss if I did not highlight the extraordinary work of my colleagues in the State Records, Records Management, and IT departments who play a critical role in the Governor’s transition of records. They do an incredible job transferring a colossal amount of physical and digital files every four years in a staggeringly short amount of time. To give a sense of the monumental scale of records they are responsible for, the administration of Robert McDonnell transferred more than 7 million emails in 2014. These were followed by more than 8 million emails from the administration of Terry McAuliffe in 2018.

As Visual Studies Collection Registrar, a large portion of my responsibilities include managing the State Art Collection and supporting exhibitions on Capitol Square grounds. This year, I experienced the administrative transition for the first time and saw how the Library’s collection plays a role in supporting the effort.

In the final year of their term, the outgoing governor works with the General Assembly on their official portrait, which culminates in an unveiling ceremony and installation in the Governor’s Gallery on the third floor of the Capitol.

The governor and committee choose the artist and they work together to select the location, pose, and details the portrait will depict. Most recently, Governor Youngkin’s portrait shows him in the Old Governor’s Office at the Executive Mansion with the Library’s portrait of Patrick Henry by George Bagby Matthews in the background. Prior governors have showcased accomplishments from their administrations in the background and only two have chosen to be depicted outside.

In support of the portrait process, I worked to document the piece and create the official portrait nameplate. I advised Governor Youngkin’s office on ceremonial logistics and assisted with preparation of the piece for unveiling. Portrait unveilings have historically taken place in a variety of locations such as the Capitol, Executive Mansion, and Library of Virginia.

The Library physically assumes custody of the portrait immediately following the unveiling and, in consultation with the Department of General Services, completes the installation at the Capitol. The portrait is then formally accessioned into the State Art Collection and becomes the responsibility of the Library for care and management going forward. The 16 most recent governors’ portraits in the gallery rotate every four years when a new one is added and are on display for approximately 60 years until they are retired.

In addition to the governor’s portrait, other official portrait unveilings can occur in the time between the General Assembly and Supreme Court sessions. This year, I also supported the portrait unveiling ceremonies of C. Todd Gilbert (Speaker of the Virginia House of Delegates 2022-2024) and Justice Wesley G. Russell (Supreme Court of Virginia). These pieces were accessioned into the State Art Collection as well.

As the oldest continuously occupied governor’s residence in the country, the Executive Mansion undergoes several transformations during this period. The first of these many changes begins with the transition meeting between the outgoing governor and governor-elect. This formal event marks the beginning of the process of information-sharing between the two administrations. That process continues until Inauguration Day, when a ceremonial transfer of power occurs, represented by the handing of the Executive Mansion keys from one governor to the next.

The next series of changes involves the physical space in the Mansion as the incumbent First Family prepares to vacate the home and provisions are made to welcome the incoming First Family. Often, this involves changes to the artwork within the Mansion (first and second floors), which historically has featured pieces from the State Art Collection. The Library supports this process by deinstalling pieces in preparation for renovations to private quarters and returning pieces as appropriate when construction is completed.

Over the last four years, I supported First Lady Suzanne Youngkin’s initiative, the Art Experience at the Executive Mansion, an annually rotating exhibition on the first floor that featured works from a mix of genres and mediums with particular focus on Virginia artists and themes. In this last year, I was responsible for the loan administration, logistical planning, and execution of the exhibit rotation featuring over 70 works. I also worked closely with the Virginia Museum of Fine Arts (VMFA) to produce an exhibition catalog documenting all four years of the Art Experience for posterity.

A modified version of the last installment of the Art Experience currently remains on view, while Governor Spanberger’s administration finalizes plans for what will come next in the public spaces of the Mansion. The Library and the VMFA have been invited to propose works that will fit a new interpretive framework and I look forward to working with the First Gentleman and Mansion Director to bring their new vision to life this spring.

Through our relationship with the Butler and Deputy Butler of the Executive Mansion, the Library was able to acquire a variety of Inauguration Day ephemera, including a program signed by Governor Spanberger, for the Visual Studies Collection.

The governor and lieutenant governor’s executive offices also undergo significant changes during the transition. Most recently, I installed exhibit cases related to the history of the Patrick Henry and Oliver Hill Buildings. The exhibit cases featured reproductions from the Library’s Visual Studies and Newspaper Collections, including a scrapbook of the construction of the old state library, predecessor to the Patrick Henry Building. I am working on a proposal for a permanent installation in the atrium of the Patrick Henry Building later this year.

This unique time of transition is short-lived and eventually settles into the regular business of the new administration. Similarly, work in the State Art Collection also resumes normal operations for maintenance and care. Governor’s portraits that have been retired are sent for conservation before entering storage, items on loan are inspected cyclically and annual inventories and cleanings resume. Over the next four years, the Library will respond to special requests and movement of artwork across Capitol Square as needed. New acquisitions, new loans and regular conservation needs will keep things busy until planning for the next transition begins again.