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Special Called Board of Supervisors Meeting (Wednesday, October 22, 2025)
Northumberland County, Virginia
Members Present:
James M. Long (arrived at 12:15p.m.), 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
1. Opening of Meeting 12:00P.M.
Information: A. Call to Order
The special monthly meeting was convened by Chairman Haynie and held at the
Northumberland Courthouse located at 220 Judicial Place, Heathsville, VA 22473.
2. 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),(29); 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. 29. Discussion of the award of a public contract involving the expenditure of public funds, including interviews of bidders or offerors, and discussion of the terms or scope of such contract, where discussion in an open session would adversely affect the bargaining position or negotiating strategy of the public body.
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Motion by: AC Fisher, Jr., second by: James W. Brann.
Final Resolution: Motion Carried
Aye: Richard F. Haynie, James W. Brann, Chip Williams, AC Fisher, Jr.
Not Present at Vote: James M. Long
Action, Information: B. Reconvene into Open Meeting
Motion to reconvene into open session.
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: C. Certification of Closed Meeting
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: AC Fisher, Jr.
Final Resolution: Motion Carried
Aye: James M. Long, Richard F. Haynie, James W. Brann, Chip Williams, AC Fisher, Jr.
3. County Administrator Items
Action, Information: A. Sheriff's Office Vehicle Payment Authorization
County Administrator Tadlock reminded the Board that they approved a supplemental appropriation in the amount of $2,977.51 to cover an invoice for equipment costs and the Sheriff’s office needs to make that payment now to avoid any late fees.
Motion to authorize that a check be handwritten in the amount of $14,457.31 to Dana Safety Supply for new vehicle equipment.
Motion by: James M. Long, second by: Chip Williams.
Final Resolution: Motion Carried
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Aye: James M. Long, Richard F. Haynie, James W. Brann, Chip Williams, AC Fisher, Jr. Action, Information: B. Supplemental Appropriation - Finance Department
Mr. Tadlock stated that the next two appropriations are in reference to recent actions the Board has taken to hire positions in the Finance Department such as the Director of Finance, Accounts Payable Clerk, and the Payroll Benefits Administrator.
Motion to approve a supplemental appropriation in the amount of $133,407.94 for two new hires for the Finance Department. The breakdown is as follows:
Line item 10-1203-1001 $94,125.06
Line item 10-1203-2001 $7,200.56
Line item 10-1203-2002 $12,123.30
Line item 10-1203-2003 $1,110.68
Line item 10-1203-2004 $37.65
Line item 10-1203-2007 $1,627.50
Line item 10-1203-2006 $263.19
Line item 10-1203-2005 $16,920.00
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. Supplemental Appropriation - Finance Department
Motion to approve a supplemental appropriation in the amount of $5,589.00 for the two new hires for the Finance Department. The breakdown is as follows:
Line item 10-1203-2009 $89.00
Line item 10-1203-6004 $5,000.00
Line item 10-1203-5401 $500.00
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.
4. Update from Northumberland County Public Schools
Action, Information: A. DEQ Required Well Abandonment Update
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Mr. Hardcastle provided some information to the Board and requested that they consider moving forward with the proposal from Stantec so the school can begin the process for the well assessment, abandoning the elementary school well and tying all three schools together so the County can meet the requirements of DEQ.
Chairman Haynie asked about the timeline.
Mr. Hardcastle stated that once the Board authorizes him to move forward, he will set up a preliminary meeting date with Stantec for them to come out and install the transducer in the well. Once installed, they take about 4-6 weeks to monitor the water levels and then they would provide an assessment based on their findings. Additionally, a meeting would be set up to review the assessment and then another engineer would come out to assess next steps regarding the actual construction phase. Mr. Hardcastle explained that they will have to put out an RFQ (Request for Quotes) for the construction portion of the project. He believes that he could set up the preliminary meeting as soon as tomorrow.
Chairman Haynie asked what the price is for installing the transducer.
Mr. Hardcastle stated the proposal provided by Stantec costs $22,632.
Supervisor Williams asked where this money is going to come from.
Mr. Tadlock explained that the Board previously set aside $110,000 in the capital improvement plan for the project, so the request is that the monies come from those funds. Supervisor Williams asked when the County is required to abandon the wells.
Mr. Hardcastle stated that the elementary school well is due to be abandoned by June 29, 2026 and the middle/high school well is due 9 years from the actual institution of the next permit from the DEQ.
Motion to authorize the School Division to use $22,632 for the Stantec well assessment utilizing funds from the School's Capital Improvement Fund.
Motion by: James M. Long, second by: Chip Williams.
Final Resolution: Motion Carried
Aye: James M. Long, Richard F. Haynie, James W. Brann, Chip Williams, AC Fisher, Jr. Mr. Tadlock clarified that the school division has the contract for this project, but the invoice will come to the County to pay.
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5. Closing of Meeting
After some discussion, the Board scheduled a special meeting on October 29, 2025 at 12:00 p.m. and asked Mr. Tadlock to communicate with Dr. Leslie and Mr. Reagan to see if the School Board would be available to meet with the Board of Supervisors for a presentation by Mr. Reagan on November 6, 2025 at 6:30 p.m.
Vice Chairman Brann commented on the lack of attendance at a recent structure fire, and he and Chief Keyser have concerns on where the volunteer fire departments are going in the future. He believes the County needs to find better ways of helping the departments recruit and retain volunteer firefighters. Additionally, he believes the County needs someone to help write grants to help with recruitment and retention because there are a lot of grants out there available. Chairman Haynie stated that the County used to have a grant writer, but it didn’t work out very well. He stated that he’s at the point again where the County needs to do something about a grant writer, even if they are only part-time.
Mr. Tadlock stated that staff could put a job description together and get that back to the Board. Action: A. Carry Over
Motion to carry over to the special meeting on October 29, 2025 at 12:00 p.m.
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.