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Special Called Board of Supervisors Meeting (Wednesday, July 30, 2025)
Northumberland County, Virginia
Members present
James M. Long, Richard F. Haynie, James W. Brann, Chip Williams, AC Fisher, Jr. Other Staff Present:
Mr. Luttrell Tadlock, County Administrator
Mr. Drew Basye, Assistant County Administrator
Ms. Morgan Wilson, Executive Assistant
Mr. Carl Hayden, IT Technician
Ms. Mary Dodson, Bookkeeper & Benefits Administrator
1. Opening of Meeting 12:00P.M.
Information: A. Call to Order
The special meeting was convened by Chairman Haynie and held at the
Northumberland Courthouse located at 220 Judicial Place, Heathsville, VA 22473.
2. County Administrator Items
Information: A. FY25 School Appropriation Request Discussion
Chairman Haynie asked Mr. Reagan why they are asking for additional funds when the school doesn’t need it.
Mr. Reagan explained to ensure that there is a little cushion in each of the categories so that if there is an invoice that they are not aware of right now that needs to be paid with FY25 monies, the school will have the funds to do so. He stated that he provided the Board with an analysis that shows certain categories with a surplus and some categories with a deficit. The transfers requested would balance those categories; however, the school is still left with a deficit of about $90,000 once all invoices are paid and charged against the FY25 budget. He explained that he’s actually refined his analysis from what he presented at their last meeting together. Mr. Reagan stated that the initial request was to create a little bit of cushion above each of those expenditure categories, so the school doesn’t have to come back multiple times to take care of invoices that they are not aware of at this time. He explained that if the Board wants to only appropriate the funds that the school needs at this time to get their budget to balance out to zero, they will need $80,813 to their instruction line item and $9,021 to their pupil transportation line item, for a total
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of $89,835. However, Mr. Reagan stated that he has limited confidence that he has obtained 100% of the invoices that are ultimately going to be presented for payment in FY25. Supervisor Fisher stated that if the Board appropriated the full $410,000, the amount that would be returned to the County is dependent on if any additional invoices come in that need to be paid in FY25.
Mr. Reagan stated that is correct.
Supervisor Williams asked why there would be any invoices that come in that he does not know of at this point.
Mr. Reagan stated that folks may have forgotten about something that had been previously submitted that had not been purchase ordered. He reminded the Board that these invoices he’s talking about are for which there were not purchase orders in the system.
Dr. Leslie stated that there were not good procedures or training in place for putting in purchase orders when expenditures were made. She explained that this has already been addressed with all the school’s directors/budget holders and purchase orders must be in the system, or the school will not be paying for the order that is submitted.
Supervisor Williams asked if he requested invoices from County staff or from the vendors. Mr. Reagan stated that his requests went to staff, and he has not reached out to the vendor community at this time.
Chairman Haynie stated that he understands Mr. Reagan has had to ask staff numerous times about these invoices and it’s time that they tighten up or something needs to be done. He said it doesn’t look good on staff that Mr. Reagan has had to constantly remind them of invoices. Mr. Reagan explained there are policies and procedures that are taking place now to better monitor the schools spending and Chairman Haynie asked if it’s working thus far. Dr. Leslie stated yes, but they actually haven’t even sent any orders out yet for the new year. Right now, they’re at the stage where those who will be incurring expenses are preparing their purchase orders and getting them into the system so they can move forward.
Dr. Leslie further explained their two checks system for purchase orders to the Board.
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Vice Chairman Brann stated that the purchase orders are also a request to purchase and from there it’s either going to be approved or denied.
Dr. Leslie stated that is correct and they will deny some purchase orders. She explained that they have trained any staff with budgetary reliance who would be able to put in a purchase order and initiate that spending that they probably need to just go ahead and check with her first because if they can’t match their request to something in the budget, they don’t need to even bother putting a purchase order into the system.
Vice Chairman Brann circled back and stated it doesn’t really make a difference to Dr. Leslie whether the school gets the $89,000 or the $410,000 just as long as they get the funds to close out the year.
Dr. Leslie stated that is correct.
Chairman Haynie stated that he has no problem giving the school $175,000 which would provide them some cushion without tying up a whole lot of the County’s money.
Mr. Reagan stated if an invoice comes in that is not currently in his analysis, he’d be willing to report each invoice separately to the Board and the School Board as the year-end closing process so they can see what occurred. He wants to be very transparent and believes this is very fair. Dr. Leslie agreed with Mr. Reagan.
Supervisor Fisher is willing to go along with Chairman Haynie to provide them with a little cushion.
Chairman Haynie stated that he trusts Mr. Reagan’s numbers, and he trusts Dr. Leslie as she has never steered him wrong; however, the School Board is going to have to earn his trust. Action, Information: B. Rescind Motion - School Appropriation Request
Motion to rescind the motion made on July 23, 2025 to approve the school appropriation request in the amount of $410,000.
Motion by: Richard F. Haynie, second by: Chip Williams.
Final Resolution: Motion Carried
Aye: James M. Long, Richard F. Haynie, James W. Brann, Chip Williams, AC Fisher, Jr. Action, Information: C. FY25 School Appropriation Request Amendment
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Motion to approve a supplemental appropriation for the school division in the total amount of $175,000 to cover miscellaneous spending in FY25. The appropriation breakdown is as follows: 30-6000-6100 (Instruction) - $140,000
30-6000-6200 (Administration & Health) - $5,000
30-6000-6300 (Pupil Transportation) - $15,000
30-6000-6400 (Operations & Maintenance) - $10,000
30-6000-6800 (Technology) - $5,000
Motion by: Richard F. Haynie, second by: James M. Long.
Final Resolution: Motion Carried
Aye: James M. Long, Richard F. Haynie, James W. Brann, Chip Williams, AC Fisher, Jr. Chairman Haynie stated that whatever money is not spent over the $89,000 will need to be returned to the County.
Mr. Reagan agreed and stated that it is in accordance with state law.
Mr. Reagan thanked the Board for extending the opportunity to the Superintendent, her team, and UHY advisors to reestablish confidence in their financial reporting processes that the schools need to establish.
Action, Information: D. UHY Advisors Services - Temporary Finance Director
Mr. Reagan addressed some of the Board’s concerns in the contract and stated that they are not going to bill the County any more than what they said they were going to bill them. He believes they have incurred a little bit of extra time this month, but they are not going to bill them for that. He stated that he believes it’s written that they would be able to curtail some of the hours per week to 24 hours a week in July and August, and then they’re estimating 16 hours per week in September. Mr. Reagan stated once the Finance Director is fully established and the County decides they need additional support, then they can discuss it at that time.
Vice Chairman Brann asked what’s been decided on office space.
Dr. Leslie stated that she is awaiting a visit from the Board so they can do a walk through. The Board agreed to meet Dr. Leslie in the School Board office today after the meeting to do a walk through and look at the office space.
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Motion to authorize the School Division to move forward with the contract to continue using services through UHY Advisors as the temporary Finance Director and allow the school to submit a supplemental appropriation to the Board unless they have available FY26 funds to cover this expense.
Motion by: Richard F. Haynie, second by: James M. Long.
Final Resolution: Motion Carried
Aye: James M. Long, Richard F. Haynie, James W. Brann, Chip Williams, AC Fisher, Jr.
3. Items Related to Closed Meeting
Action, Information: A. Convene into Closed Meeting
Motion to Action: A. Convene into Closed Meeting: convene into closed meeting as permitted by Virginia Code Section 2.2-3711 (A)(1); 1. Discussion, consideration, or interviews of prospective candidates for employment; assignment, appointment, promotion, performance, demotion, salaries, disciplining, or resignation of specific public officers, appointees, or employees of any public body; and evaluation of performance of departments or schools of public institutions of higher education where such evaluation will necessarily involve discussion of the performance of specific individuals. Any teacher shall be permitted to be present during a closed meeting in which there is a discussion or consideration of a disciplinary matter that involves the teacher and some student and the student involved in the matter is present, provided that the teacher makes a written request to be present to the presiding officer of the appropriate board. Nothing in this subdivision, however, shall be construed to authorize a closed meeting by a local governing body or an elected school board to discuss compensation matters that affect the membership of such body or board collectively.
Motion by: James W. Brann, second by: AC Fisher, Jr.
Final Resolution: Motion Carried
Aye: James M. Long, Richard F. Haynie, James W. Brann, Chip Williams, AC Fisher, Jr. Action, Information: B. Reconvene into Open Meeting
Motion to reconvene into open session.
Motion by: James W. Brann, second by: James M. Long.
Final Resolution: Motion Carried
Aye: James M. Long, Richard F. Haynie, James W. Brann, Chip Williams, AC Fisher, Jr. Action, Information: C. Certification of Closed Meeting
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Motion that the Northumberland Board of Supervisors return to Public Meeting and certify by roll call vote that only public business matters lawfully exempted from open meeting requirements by the Virginia Freedom of Information Act, and as were identified in the motion convening the closed meeting were heard, discussed or considered during the closed meeting. The vote on the motion was passed by a roll call vote as follows:
Aye: Richard F. Haynie, AC Fisher, Jr., James M. Long, James W. Brann, Charles H. Williams
Motion by: James W. Brann, second by: James M. Long.
Final Resolution: Motion Carried
Aye: James M. Long, Richard F. Haynie, James W. Brann, Chip Williams, AC Fisher, Jr. Action, Information: D. Director of Finance Position
Motion to hire Debra Whaley as the Director of Finance with a starting salary of $145,000 effective August 1, 2025 contingent upon her background check.
Motion by: Chip Williams, second by: AC Fisher, Jr.
Final Resolution: Motion Carried
Aye: James M. Long, Richard F. Haynie, James W. Brann, Chip Williams, AC Fisher, Jr. Action, Information: E. Supplemental Appropriation - Director of Finance Position
Motion to approve a supplemental appropriation for the Director of Finance position in the amount of $187,476 which includes salary, benefits and training. The breakdown is as follows: 10-1203-1001 $145,000
10-1203-2001 $11,093
10-1203-2002 $18,676
10-1203-2003 $1,711
10-1203-2004 $58
10-1203-2006 $821
10-1203-2007 $5,075
10-1203-2009 $42
10-1203-6004 $5,000
Motion by: Chip Williams, second by: James M. Long.
Final Resolution: Motion Carried
Aye: James M. Long, Richard F. Haynie, James W. Brann, Chip Williams, AC Fisher, Jr.
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Supervisor Long reported crops growing too far out into the road at Hazard Rd, Valley Rd, and Indian Valley Rd.
The Board kept the meeting open and walked to the School Board office to do a walk through at this time.
Action, Information: F. School Board Office
Motion to have the County Administrator contact the School Board Chair to have the former Superintendent's office opened and cleaned out by August 1, 2025.
Motion by: AC Fisher, Jr., second by: James W. Brann.
Final Resolution: Motion Carried
Aye: James M. Long, Richard F. Haynie, James W. Brann, Chip Williams, AC Fisher, Jr. Action, Information: G. School Board Offices Allocation of Staff
Motion to allow Superintendent Leslie to allocate staff in the offices as she sees fit.
Motion by: AC Fisher, Jr., second by: Chip Williams.
Final Resolution: Motion Carried
Aye: James M. Long, Richard F. Haynie, James W. Brann, Chip Williams, AC Fisher, Jr. Chairman Haynie stated that the Board needs to discuss how they’d like to best utilize that space over at the School Board office.
4. Closing of Meeting
Action: A. Adjournment
Motion to adjourn.
Motion by: James W. Brann, second by: James M. Long.
Final Resolution: Motion Carried
Aye: James M. Long, Richard F. Haynie, James W. Brann, Chip Williams, AC Fisher, Jr.