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Regular Meeting (Thursday, February 12, 2026)
Northumberland County, Virginia
Members Present:
James M. Long, James W. Brann, Chip Williams, AC Fisher, Jr., Keith Harris
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
The regular monthly meeting was convened by Chairman Brann and held at the
Northumberland Courthouse located at 220 Judicial Place, Heathsville, VA 22473.
1. Opening of Meeting
Procedural: A. Invocation - Pastor Lee Farmer of Coan Baptist Church
Pastor Lee Farmer led the invocation.
Procedural: B. Pledge of Allegiance
Mr. Beale led us in the Pledge of Allegiance.
Action: C. Approval of Agenda
County Administrator Tadlock suggested moving the closed session to the end of the meeting and Chairman Brann requested that VDOT be the first presentation tonight.
Motion to approve the agenda for today's meeting with the suggested revisions.
Motion by: Chip Williams, second by: James M. Long.
Final Resolution: Motion Carried
Aye: James M. Long, James W. Brann, Chip Williams, AC Fisher, Jr., Keith Harris
2. Approval of Minutes
Action, Information, Minutes: A. January 8, 2026 Regular Meeting
Motion to approve the minutes from the regular meeting on January 8, 2026.
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Motion by: James M. Long, second by: Chip Williams.
Final Resolution: Motion Carried
Aye: James M. Long, James W. Brann, Chip Williams, AC Fisher, Jr., Keith Harris Action, Information, Minutes: B. January 15, 2026 Joint Meeting with School Board
Motion to approve the minutes from the joint meeting with the School Board on January 15, 2026.
Motion by: Keith Harris, second by: James M. Long.
Final Resolution: Motion Carried
Aye: James M. Long, James W. Brann, Chip Williams, AC Fisher, Jr., Keith Harris
3. Presentations
Information: A. Virginia Department of Transportation
Mr. David Beale presented his monthly report on behalf of the Virginia Department of Transportation. The full report can be accessed in Board docs.
Supervisor Fisher asked Mr. Beale if the snow/ice preparations done thus far, and moving forward, will have any effect on VDOT’s financial ability for grass cutting in the summer months.
Mr. Beale stated that he does not anticipate it to.
Vice Chairman Williams stated that he heard VDOT did experimental treatment on some of the secondary roads in the County and asked him to explain the results of that.
Mr. Beale stated that he wouldn’t call it experimental, but they brined parts of Hacks Neck Rd and Knights Run Rd. He stated that he needs to follow up to find out if staff noticed any difference.
Supervisor Long reported the need for ditch cleaning on Light Street.
Supervisor Harris mentioned the state trying not to use salt on the roads anymore and asked Mr. Beale if there’s a way around it like they are hoping.
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Mr. Beale stated that he’s heard different things, but the bill is more about obligating VDOT to do the research and to find out if there’s an alternative. He explained that they have about 10,000-12,000 tons of salt in the residency, which is about 2 years’ worth, so he anticipates using salt for a while.
Information: B. Callao Hometown Community Association - Park Update
Mrs. Lisa Deitz, President of CHCA, provided an update to the Board regarding the park in Callao. She explained that AES Consulting Engineers sent the site plans to DEQ, DEQ has reviewed them, and AES is working through the necessary changes. They have a meeting on Monday and are hoping to finalize those plans so they will be ready to dig by early Spring. CHCA is continuously accepting donations as well as fundraising for this project, and once the site plans are finalized, they can start applying for grants. A copy of the site plans can be accessed in Board docs.
Information: C. Economic Development Commission Update
Economic Development Commission Director Bob Bullard presented a PowerPoint presentation related to results from VEDP’s Local & Regional Competitiveness Initiative (LRCI) survey on Economic Development, Land Use Sale Recommendations, and their areas of emphasis for the commission in 2026. His full presentation can be accessed in Board docs.
Chairman Brann asked Mr. Bullard about the timeline he had in mind related to selling the County properties.
Mr. Bullard stated that they are looking at 5-12 months as far as the EDC coming to the Board with information and requesting that they make a decision.
Chairman Brann mentioned that they need to look at County properties that have timber on them because you can lose money by letting that timber sit there too long and not be harvested. He asked Mr. Tadlock if he could include those sorts of discussions in their budget process. Information: D. Update from Northumberland County Schools
School Board Chairman, Dr. Dave Curran, informed the Board of Supervisors that the School Board approved a proposal of the School Board budget and passed a motion to authorize the Joint Finance Committee to meet again.
Finance Director Anne Curran provided an update to the Board related to the pre-audit and found that the school did not book revenue in 2025 from January to June and UHY Advisors already
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closed the year out. Dr. Curran stated that she doesn’t understand how the year was closed out without having revenue booked. She tried to schedule a meeting with UHY representative Mr. Jack Reagan, but he was unable to attend, so he sent her the working files which she’s asked for since she came on board in mid-October. She stated that all the papers were expenditure files and no revenue. There were no reconciliations done and she’s disappointed in that. Dr. Curran stated that this issue is what caused the delay in the pre-audit, which will then cause a delay in the final County audit. She wanted to make the Board aware that it is going to be the school’s fault that things are late, but they’re doing the best they can. Dr. Curran suggested that the County have someone evaluate any contractor work and check on it every week because she believes the County paid for services we did not receive.
Vice Chairman Williams asked what the plan is going forward with the pre-auditor group. Finance Director Curran stated that they are finding the revenue and putting the transactions in the RDA system, and once they do that, they will contact the pre-auditor.
Chairman Brann wants to contact Mr. Reagan and ask him why 2025 was closed out when no revenue was booked.
Vice Chairman Williams asked if the County has any outstanding invoices with UHY at this point.
County Administrator Tadlock stated that we do not and clarified to the Board that there was a time period when this contract was between the school and UHY.
Dr. Curran stated that this has also affected the completion of the annual school report, which was due to the state in September, but they are working on getting this completed as well. On a lighter note, Dr. Curran stated that Finance Facilitator Dr. Pica found $4.1M in deposits and created journal entry receipts. They are in the RDA system now and are reconciled. Dr. Curran went on to explain their current purchasing process and the guidelines they are using for this process. She then informed the Board that they had their ERP steering committee th
meeting this week and their next meeting is on February 25 . They are working to put together a request for information (RFI) to send out to vendors to see what they can offer us. The school also started their training for RDA and Dr. Curran stated that it’s going great. The staff are kind and take their time to really explain information to them as they ask questions. Finance Facilitator Pica stated that the training with RDA has been fantastic on multiple fronts because they’ve stumped them on things that the system cannot do. Additionally, Dr. Pica provided the Board with information showing expenses year-to-date, revenue year-to-date, and
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two processes that need improvement, one process being how the school returns revenue back to the County. She explained that there is an existing account in the school financial system and the Code of Virginia allows the School Board to deposit money into that revenue account with a tag identifying a project for which those funds are going to be used.
Dr. Pica stated that the revenue identified exceeds what the school said they needed last year by a good number, and she fully anticipates the auditor to come back with an audit report that clearly identifies there are funds available in that account because the school finished last fiscal year with expenses under revenue and she just booked an additional $4.1M.
Action, Information: E. Supplemental Appropriation - School Board
Motion to approve a supplemental appropriation from 30-2402-240202 to line item 30-6000- 6200 (Administration & Health) in the amount of $2,289 for the Vision Screening Grant.
Motion by: Chip Williams, second by: James M Long.
Final Resolution: Motion Carried
Aye: James M. Long, James W. Brann, Chip Williams, AC Fisher, Jr, Keith Harris Action, Information: F. Supplemental Appropriation - School Board
Motion to approve a supplemental appropriation from 30-2402-240202 to line item 30-6000- 6400 (Operations & Maintenance) in the amount of $67,745.95 for the school safety and security grant.
Motion by: Chip Williams, second by: James M. Long.
Final Resolution: Motion Carried
Aye: James M. Long, James W. Brann, Chip Williams, AC Fisher, Jr., Keith Harris Action, Information: G. Supplemental Appropriation - School Board
Motion to approve a supplemental appropriation from 30-1800-189911 to line item 30-6000- 6400 (Operations & Maintenance) in the amount of $125,690.33 for a refund received on overpaid state taxes.
Motion by: Chip Williams, second by: Keith Harris.
Final Resolution: Motion Carried
Aye: James M. Long, James W. Brann, Chip Williams, AC Fisher, Jr., Keith Harris
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Finance Facilitator Pica completed her report by informing the Board that they have worked with all the principals and division directors for the last three months to pull together seven options for the Board to consider in relation to the school board budget.
Chairman Brann mentioned that the finance department needs to make sure that the funds coming back in are not owed back to the County where the County has covered grant funds upfront.
Action, Information: H. Joint Finance Committee Citizen Representative Appointment
Motion to appoint Mr. John Kost to the Joint Finance Committee as the Board of Supervisors' citizen representative.
Motion by: James W. Brann, second by: AC Fisher, Jr.
Final Resolution: Motion Carried
Aye: James M. Long, James W. Brann, Chip Williams, AC Fisher, Jr., Keith Harris Chairman Brann stated that the Board needs to put forth an effort to move a little quicker this year, so they want to try to schedule the school budget presentation next Thursday, February 19, 2026. Chairman Brann asked Mr. Tadlock to get with Dr. Leslie to see if this date works for the School Board.
Action, Information: I. Supplemental Appropriation - Finance Department
Motion to approve a supplemental appropriation to line item 10-1203-1002 in the amount of $1,116.30 for overtime and to line item 10-1203-2001 in the amount of $85.40 for FICA. The total supplemental appropriation for the Finance Department is $1,201.70.
Motion by: Chip Williams, second by: James M. Long.
Final Resolution: Motion Carried
Aye: James M. Long, James W. Brann, Chip Williams, AC Fisher, Jr., Keith Harris Action, Information: J. Payroll Services Contract Extension
Motion to extend the payroll services contract with Shannon O'Bier for another three months at 20 hours per month.
Motion by: Keith Harris, second by: James M. Long.
Final Resolution: Motion Carried
Aye: James M. Long, James W. Brann, Chip Williams, AC Fisher, Jr., Keith Harris
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4. County Administrators Report
Information: A. Building Permit Report
2026 2025
Const. Cost for Month $4,430,244.94 $6,562,594.91
Total Bldg. Permit Cost for Month 10,176.68 9,352.13
Total Zoning Permit Cost for Month 4,275.00 5,125.00
Total Levy Fee for Month 203.54 187.03
TOTAL CONSTRUCTION COST
YEAR TO DATE $4,430,244.94 $6,562,594.91
Action, Information: B. Resolution - Declaration of Local Emergency
DECLARATION OF A LOCAL EMERGENCY
DUE TO WINTER STORM
WHEREAS, the Board of Supervisors of Northumberland County does hereby find that:
(1) Due to the conditions of a Winter Storm, and;
(2) Due to the potential for snow and icy conditions, a condition of extreme peril of life and property necessitates the proclamation of the existence of an emergency;
NOW, THEREFORE IT IS HEREBY PROCLAIMED, that an emergency is hereby declared
at 3:30 p.m. on January 22, 2026, and exists throughout Northumberland County, and IT IS FURTHER PROCLAIMED AND ORDERED; that during the existence of said
emergency the powers, functions, and duties of the Director of Emergency Services, and the emergency organizations of Northumberland County shall be those prescribed by state law and the ordinances, resolutions, and approved plans of Northumberland County in order to mitigate the effects of said emergency.
Reaffirmed and Adopted: February 12, 2026
___________________________________
James. W. Brann, Chairman, Northumberland County
Board of Supervisors
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ATTEST:
I, E. Luttrell Tadlock, Clerk of the Board of Supervisors of the County of Northumberland, Virginia, certify that the foregoing is a true and correct copy of a resolution passed at a lawfully organized meeting of the Board of Supervisors of Northumberland County held on February 12, 2026.
__________________________________________
E. Luttrell Tadlock, County Administrator and Clerk for the
Northumberland County Board of Supervisors
Motion to adopt and reaffirm the resolution as presented declaring a local emergency due to a winter storm on January 22, 2026 at 3:30 p.m.
Motion by: James M. Long, second by Keith Harris.
Final Resolution: Motion Carried
Aye: James M. Long, James W. Brann, Chip Williams, AC Fisher, Jr., Keith Harris Action, Information: C. Re-appointment - Mr. Danny Crabbe, Board of Zoning Appeals District V
Motion to approve the re-appointment of Mr. Danny Crabbe to the Board of Zoning Appeals, District V.
Motion by: Chip Williams, second by: AC Fisher, Jr.
Final Resolution: Motion Carried
Aye: James M. Long, James W. Brann, Chip Williams, AC Fisher Jr, Keith Harris
County Administrator Tadlock also informed the Board of a vacancy on the Anti-Litter Committee, District V.
Action, Information: D. Transfer of Funds - Emergency Services
Motion to approve a transfer of funds from EMS revenue (56-1600-161315) to EMS expenditure (56-3506-5956) in the amount of $20,730.41 for February 2026 as required by the auditors for RDA purposes.
Motion by: Chip Williams, second by: James M. Long.
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Final Resolution: Motion Carried
Aye: James M. Long, James W. Brann, Chip Williams, AC Fisher, Jr., Keith Harris Action, Information: E. Supplemental Appropriation - Sheriff's Department
County Administrator Tadlock reminded the Board that they approved the purchase of body cameras for the Sheriff’s Office with a subscription fee on a 5-year basis. Mr. Tadlock explained that this is year two of that contract amount.
Motion to approve a supplemental appropriation to line item 3102-5409 in the amount of $17,668.80 for year two of the Motorola Solutions contract for the Sheriff's Office body cameras.
Motion by: James M. Long, second by: Chip Williams.
Final Resolution: Motion Carried
Aye: James M. Long, James W. Brann, Chip Williams, AC Fisher, Jr., Keith Harris Action, Information: F. Supplemental Appropriation - Opioid Abatement Settlement Fund
Motion to approve the supplemental appropriation to line item 47-5102-3200 in the amount of $88.83 for December 2025 interest accrued on the Opioid Abatement account.
Motion by: Chip Williams, second by: AC Fisher, Jr.
Final Resolution: Motion Carried
Aye: James M. Long, James W. Brann, Chip Williams, AC Fisher, Jr., Keith Harris Action, Information: G. Supplemental Appropriation – Treasurer
Motion to approve the supplemental appropriation from 10-2200-220210 to line item 10-1213- 5401 in the amount of $99.98 for a DMV paper purchase reimbursement.
Motion by: Chip Williams, second by: Keith Harris.
Final Resolution: Motion Carried
Aye: James M. Long, James W. Brann, Chip Williams, AC Fisher, Jr., Keith Harris Action, Information: H. Supplemental Appropriation - Fire Distribution Special Fund County Administrator Tadlock informed the Board that they estimated receiving $65,000 for this grant, so they budgeted for that amount this year, but the County received $65,653.00. This appropriation is for the additional amount of grant monies received.
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Motion to approve a supplemental appropriation to line item 10-3202-5605 in the amount of $853.00 for the Virginia Department of Fire Programs grant.
Motion by: Chip Williams, second by: James M. Long.
Final Resolution: Motion Carried
Aye: James M. Long, James W. Brann, Chip Williams, AC Fisher, Jr., Keith Harris Action, Information: I. Resolution - Northern Neck Soil & Water Conservation District MOU
RESOLUTION
INTERAGENCY MEMORANDUM OF UNDERSTANDING
WHEREAS, The Virginia Department of Environmental Quality (DEQ) has required
Northumberland County (County) to conduct agricultural soil and water quality conservation assessments (CBPA Ag Assessments) to be developed under Regulations Entitled “9 VAC 10-20- 120 9” of the Chesapeake Bay Preservation Act (CBPA), and
WHEREAS, these regulations are attempting to measure the effectiveness of existing practices pertaining to soil erosion and sediment control, nutrient management and management of pesticides, and to determine what, if any, additional practices are needed to ensure that water quality protection is being accomplished consistent with the CBPA Regulations; and
WHEREAS, The Northern Neck Soil and Water Conservation District (NNSWCD) has had a long-lasting working relationship with the County and is the agency that conducts CBPA Ag Assessments and, if needed, develops a Conservation Plan; and
WHEREAS, The County and NNSWCD are willing to enter into a Memorandum of
Understanding (MOU), to include provisions that ensure CBPA Ag Assessments are conducted on lands upon which active agricultural activities are being undertaken; and
WHEREAS, the purpose of this MOU is to ensure that water quality protection is being accomplished consistent with the CBPA and subsequent regulations; and
NOW THEREFORE, BE IT RESOLVED, the undersigned agencies concur that it is in the best interest to coordinate, to the greatest extent possible, their respective programs as follows:
1. NNSWCD will provide to the County only that information which is not considered confidential or protected when required for documentation of compliance by the landowner/farmer under state or federal law. The NNSWCD will maintain all planning documents and notes as long as relevant to the subject lands, disposing original documents only after revisions to meet current needs.
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2. NNSWCD will be responsible for technical assessment, conservation planning, conservation plan review, approval of conservation plans, and reporting of compliance information to the County.
3. By request of the County, NNSWCD will perform CBPA Ag Assessments on agricultural lands as to the scope of conservation practices applied to said lands and the effectiveness of practices in pollution reduction and control as required by the CBPA. Agricultural lands that are in current production and located within the 100-foot resource protection area will be reviewed. An assessment will include landowner/farmer compliance with practice adoptions allowing encroachment in the buffer by no more than 50 feet or 75 feet.
4. NNSWCD will perform at least 2 CBPA Ag Assessments per year based on the annual budget contribution of $15,000 from the County. Where further conservation practices and controls are deemed necessary, the NNSWCD will develop a Conservation Plan for the subject lands that meets both farm goals and CBPA regulations. The Conservation Plan will be reviewed and approved by the NNSWCD Board. If the annual contribution falls below $15,000, there will be 0 CBPA Ag Assessments performed that year.
5. NNSWCD will comment, in writing, within ninety (90) days of receipt, on individual requests for exceptions to the agricultural regulations of the CBPA which have been referred to the NNSWCD by the County. Any exception request not commented on by the NNSWCD within the ninety (90) day period for such can be acted upon solely by the County without further input from the NNSWCD.
6. Any violations of the assessment or failure to comply with the CBPA Regulations will be enforced by the County.
7. The County will contact the owners of agricultural lands on which CBPA Ag Assessments will be requested, and request permission for access by the NNSWCD and County for site visits and assessments. The County will provide geographical information system
(GIS) data (to include but not limited to tax parcels, road centerline, and aerial photography) to aid the NNSWCD in identifying parcels for documentation and the relaying of pertinent compliance information.
BE IT FURTHER RESOLVED that the undersigned agencies concur that the following provisions apply to the implementation of this agreement:
1. Deviation or variance of this MOU will not constitute a defense for violators or others concerned with any Local, State or Federal action.
2. Nothing in this MOU is intended to diminish, modify, or otherwise affect statutory or regulatory authorities of any signatory agencies. All formal guidance interpreting this MOU and background materials upon which this MOU is based will be issued after consultation with both parties.
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3. All responsibilities identified in this MOU are subject and dependent on the availability of sufficient funds appropriated and allocated for that purpose.
4. This MOU will take effect upon signature by both parties and will remain in effect until June 30, 2031. This MOU may be amended or terminated at any time by mutual consent or may be terminated by either party by giving sixty days of notice in writing to the other party.
5. This MOU is based on the state and federal authorities as they exist on the date of signature. Subsequent changes to these authorities are not binding on the parties to this MOU.
Motion to approve the updated Memorandum of Understanding (MOU) with Northern Neck Soil & Water Conservation District as presented.
Motion by: Keith Harris, second by: Chip Williams.
Final Resolution: Motion Carried
Aye: James M. Long, James W. Brann, Chip Williams, AC Fisher, Jr., Keith Harris Action, Information: J. Request for Refund - Conditional Use Permit Withdrawal County Administrator Tadlock explained that this permit was advertised for the Planning Commission but did not go forward to the Board of Supervisors due to the applicant withdrawing the permit. The applicant is requesting a refund of $1000 minus any advertising or staff time involved with the project. Provided in Board docs is a breakdown of the costs of advertising the permit in the newspaper, notifying adjoining property owners and the staff time associated with the project. Mr. Tadlock stated that staff is recommending a refund of $287.59.
Motion to approve the refund request from Mr. and Mrs. Sley in the amount of $287.59 due to their Conditional Use Permit withdrawal.
Motion by: Keith Harris, second by: Chip Williams.
Final Resolution: Motion Carried
Aye: James M. Long, James W. Brann, Chip Williams, AC Fisher, Jr., Keith Harris Action, Information: K. Emergency Services - Stryker ProCare Contract Renewal
County Administrator Tadlock stated that the Stryker ProCare Contract is for maintenance on stretchers, stair chairs, and Lucas mechanical CPR devices. He stated that there are monies in the budget for this maintenance contract renewal and requested the Board to consider moving forward with the request.
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Motion to approve the Stryker ProCare Maintenance Contract in the amount of $12,292.70 as presented.
Motion by: James M. Long, second by: Chip Williams.
Final Resolution: Motion Carried
Aye: James M. Long, James W. Brann, Chip Williams, AC Fisher, Jr., Keith Harris Information: L. L3 Harris Radio High-Capacity Batteries Request
County Administrator Tadlock stated that the County is requesting 100 L3Harris high-capacity batteries at a total cost of $12,950.00. There are some monies remaining on the initial Bank of America Loan that the County used for this project.
Chairman Brann explained to the Board that the batteries are not lasting in the radios for them to be used.
Supervisor Harris asked how many years they’ve been in use.
Chairman Brann stated that the radios are about a year old, but the batteries are not the extended life batteries which would allow the radios to operate all day long.
Supervisor Harris asked Assistant Chief Harding if the company will offer the County any credit if we send the other batteries back. He believes it’s an issue that the company didn’t send the right battery to give them what they need.
Mr. Harding was unsure but stated he could ask the company.
Vice Chairman Williams asked how long the warranty is good for.
Assistant Chief Harding stated that after the County does acceptance testing on the radio system and everything is signed off on, they’ll have an additional two years on all hardware (mobile radios, portable radios, pagers, etc.)
Chairman Brann asked Mr. Harding to go back and verify that information again because he was under the impression that once the County starts using the mobile and portable radios, the warranty timeline begins.
Mr. Harding stated that he’ll double-check on this.
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The Board asked Mr. Harding to get further information related to the batteries. The Board wants to know if the County could receive credit for any batteries that do not meet the County’s standards, information on warranty coverage, and how much life the County will get from the batteries based on the usage in the County.
Supervisor Fisher stated if these are the same batteries that the Sheriff has then they need to talk to them about their life based on the County’s usage.
The Board tabled this topic to next month’s meeting.
Action, Information: M. Emergency Services - Fire Department Identification Number (FDID) Request
Chief Bailey presented information related to their request to obtain a Fire Department Identification Number (FDID) as this is a requirement for them to be able to apply for the Staffing for Adequate Fire and Emergency Response (SAFER) grant for recruitment and retention. Mr. Bailey explained that this is an administrative function with no cost to the County and no impact on the volunteer fire departments.
Motion to authorize the Department of Emergency Services to move forward in obtaining a Fire Department Identification Number (FDID).
Motion by: Keith Harris, second by: Chip Williams.
Final Resolution: Motion Carried
Aye: James M. Long, James W. Brann, Chip Williams, AC Fisher, Jr., Keith Harris Chairman Brann asked if any teachers have reached out regarding CPR classes. He stated that teachers are required to take a CPR class and wondered if he could offer them classes free of charge.
Chief Bailey stated that they have numerous BLS instructors on staff, so this won’t be difficult to accommodate.
Action, Information: N. Voting Equipment Quote
County Administrator Tadlock provided the Board with an estimate from Hart Intercivic for voting equipment in the amount of $124,692.00. Included in the Board’s packet is justification for sole source, and the County placed $150,000 aside in their recent borrowing financing to purchase new voting equipment based on specific criteria.
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Mr. Austin Schmidt explained that they were able to reduce the amount by $27,000 and feels comfortable with their new request. He stated that there have been some failures in their current machines because they are over 10 years old, so the new equipment will be needed eventually. Additionally, there are new securities required on the way even though they are not mandatory yet and their supplier is one of the few that can produce the machines with the new security compartments.
Motion to approve the purchase of voting equipment from Hart Intercivic Verity Vanguard with the recent tax-exempt borrowing monies in the amount of $124,692.00.
Motion by: James M. Long, second by: Chip Williams.
Final Resolution: Motion Carried
Aye: James M. Long, James W. Brann, Chip Williams, AC Fisher, Jr., Keith Harris Action, Information: O. Sole Source Resolution For Voting Equipment
Motion to approve the resolution which indicates that Hart Intercivic Verity Vanguard is the one source practicably available to purchase the upgraded voting equipment.
RESOLUTION
WHEREAS, upon determination that there is only one source practicably available for that which is to be procured, a contract may be negotiated and awarded to that source without competitive sealed bidding or competitive negotiation as allowed by the Code of Virginia under §2.2-4303 E; and
WHEREAS, the Virginia Department of Elections (ELECT), under the authority of the State Board of Elections (SBE), certifies voting systems for use in the Commonwealth per Code of Virginia § 24.2-629. Systems must comply with federal Voluntary Voting System Guidelines (VVSG), undergo state-level testing (including acceptance testing, logic and accuracy demonstrations, and security reviews), and receive SBE approval; and
WHEREAS, Hart InterCivic’s Verity Vanguard is the successor to the widely used Verity Voting system in Virginia. Vanguard is built on Verity’s proven software platform with enhanced features, and it became the first voting system nationally certified to VVSG 2.0 by the EAC in July 2025. Key components include Vanguard Flex (universal ballot marking device), Vanguard Vault (scanner & box), Vanguard Results (tabulation), and accessories like Vanguard Boost (ballot on-demand printing solution); and
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WHEREAS, Verity Vanguard is a proprietary, integrated platform exclusively developed, owned, and supported by Hart InterCivic. It is the only U.S. voting system currently EAC- certified to VVSG 2.0 (as of December 2025), incorporating patented innovations such as Vanguard ID (always-on device smart labels) and hardware-augmented Secure Boot. No other manufacturer headquartered in the US offers an equivalent VVSG 2.0-certified system, making competitive alternatives unavailable; and
WHEREAS, Virginia requires SBE certification, which builds on federal VVSG compliance. Vanguard’s VVSG 2.0 certification positions it uniquely for state approval under updated standards (Virginia Voting System Certification Standard, incorporating VVSG 2.0 elements as of 2025). Components, upgrades, or services must originate from Hart to maintain certification integrity. Third-party substitutes risk decertification or non-compliance with § 24.2-6; and
WHEREAS, Vanguard has undergone rigorous EAC testing to VVSG 2.0, including enhanced cybersecurity protections and voter-verifiable paper records via optical character recognition (OCR)—avoiding barred practices like barcode-encoded votes. ELECT’s testing protocols (e.g., acceptance testing, mock elections) align with this configuration. Hart is the sole provider authorized to deliver and support VVSG 2.0-compliant updates, ensuring seamless integration with Virginia’s security plans and post-election audits; and
WHEREAS, other certified systems in Virginia (e.g., from ES&S or Dominion) operate under older VVSG 1.x standards and are not compatible with Vanguard’s architecture, data formats, or VVSG 2.0 features. Vanguard systems will operate with some Verity elements already owned by Northumberland. Switching vendors or mixing components would require full system replacement, recertification, retraining, and significant delays—impractical for meeting VVSG 2.0 objectives; and
WHEREAS, procuring Vanguard sole source ensures immediate access to the nation’s leading-edge voting technology, enhancing election integrity (e.g., compliance with recent executive orders on barcode restrictions), reducing risks, and minimizing costs versus delayed competitive bidding for non-existent equivalents. Hart’s established presence in Virginia localities supports reliable implementation.
NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Northumberland County, Virginia, authorizes the County Administrator to enter into a contract with Hart InterCivic for the purposes of upgrading the voting equipment.
ADOPTED: February 12, 2026
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Motion by: Keith Harris, second by: James M. Long.
Final Resolution: Motion Carried
Aye: James M. Long, James W. Brann, Chip Williams, AC Fisher, Jr., Keith Harris Information: P. Other County Administration Items
County Administrator Tadlock provided an update related to the Little Wicomico Dredging project and stated the County is continuing to work with the Army Corps of Engineers and with VMRC. The County attended a meeting with both of them to get some updates as well as some questions answered. He explained that the easements have been sent out to the property owners, so the County is waiting to receive those back. In addition, two easement areas have been sent to the private oyster lease holder, so the County is also waiting to receive those back. Mr. Tadlock stated that the County has submitted an emergency funding request to VMRC through the Virginia Waterway Maintenance Fund and is still trying to push the joint permit application and answer any questions that may arise from that.
Additionally, Mr. Tadlock stated that there are several bills of concern in the General Assembly regarding the Menhaden fishing industry in the County. One bill has been laid on the table and is no longer a concern (House Bill 1048). However, House Bill 1049 is still a concern as it has come out of subcommittee and passed the Agricultural Chesapeake and Natural Resources Committee yesterday. He explained that this bill directs VMRC to create and maintain a quota period management system for the Chesapeake Bay Menhaden Reduction Fishery.
Vice Chairman Williams explained that whatever quota they are allowed, they would divide that by 12 and only be allowed to catch that amount per month and if you didn’t reach the quota, it cannot be carried over into the next month.
The Board discussed the severe impact this will have on the County if this bill passes. Mr. Tadlock stated that several Board members have been actively engaged with speaking to the delegates. This week Lancaster and Northumberland County Board of Supervisors signed a joint letter expressing their opposition to the bill and sent it to the appropriations committee. Mr. Tadlock stated that the Northumberland and Lancaster Board of Supervisors have scheduled a meeting with the Secretary of Natural and Historical Resources next Wednesday to discuss the impacts. In addition, Mr. Tadlock is actively trying to get a meeting with the Governor’s Office as well as the Secretary of Commerce.
County Administrator Tadlock then asked the Board when they’d like to set up a meeting with the Commissioner to discuss land use in the County.
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The Board would like the Commissioner of Revenue to see what can be adjusted and come back to the Board with those numbers and then they set up a meeting. Chairman Brann stated that a lot of the land use and rates are set by a committee from Virginia Tech. He asked Mr. Tadlock to see if someone from Virginia Tech could attend the meeting when they schedule it. Mr. Tadlock stated that he has received the school budget and he will reach out to Dr. Leslie to get the meeting scheduled for next week with the School Board.
Supervisor Fisher asked what month they will discuss capital improvements.
County Planner Stuart McKenzie stated that they have not set a date yet, but they have the subcommittee formed.
County Administrator Tadlock reminded the Board that they did not accept any bids last month to remove the mobile classrooms. He stated that the Building Official went on site and confirmed that they is no service there at the meter base. Staff has asked an electrician to provide an estimate on what it would cost to disconnect everything there so the County can bring in a crew to demolish the mobile classrooms and regrade. Mr. Tadlock stated, depending on that cost, that it may be able to fall under the County’s small purchase policy versus putting that back out for bid. The County is actively seeking estimates for that and will bring that information back to the Board.
Mr. Tadlock informed the Board that he received a letter from the Auditor of Public Accounts requesting an update on the status of the County audit and provided in the Board’s packet is the letter staff sent back to them. The letter will be posted on the County’s website, and he anticipates the audit being complete sometime in June.
Lastly, Mr. Tadlock stated that he is still in discussions with the County Attorney regarding code compliance and nuisance items. He informed the Board that the County Attorney met with the Commonwealth’s Attorney and they will continue to work on this.
Information: Q. Department Agency Monthly Updates
Department Agency Monthly Updates can be found in Board docs.
5. Committee Reports
Chairman Brann stated that he attended his first Planning Commission meeting and believes it’s going to be a good opportunity for him to learn.
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Supervisor Long attended the Local Board of Social Services meeting and believes they are helping a lot of people in the County.
Supervisor Harris asked if anyone knew the amount of money outstanding in terms of the collection rate for real estate and personal property.
Mr. Tadlock stated that he could get with the Treasurer on this.
6. Board of Supervisor Items
Action: A. Approval of Check Register
Motion to approve the February 2026 check register in the amount of $318,818.66.
Motion by: James M. Long, second by: Chip Williams.
Final Resolution: Motion Carried
Aye: James M. Long, James W. Brann, Chip Williams, AC Fisher, Jr., Keith Harris Information: B. Board Comments
Supervisor Long asked that Mr. Tadlock reach out the Northern Neck Electric Cooperative and Dominion Energy to request a representative be present at the next meeting to explain the spike in electric bills.
Supervisor Harris asked if the County could set up an email system to send out information on things going on in the County to get people more interested in what’s going.
Mr. Tadlock stated that we’d have to check with the current website vendor to see if this is feasible. He also mentioned that Board Docs is migrating to Diligent Community so there may be an opportunity there as well.
Vice Chairman Williams asked about the Board of Equalization and if all the seats were full on the Board.
County Administrator Tadlock stated that they are filled and have been appointed by Judge Martin, but he is still looking for a secretary for the Board of Equalization, so if they know of anyone interested in a part-time position, please let him know.
Vice Chairman Williams then asked about the training and when that will occur.
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Mr. Tadlock stated that he’s hoping to have the Secretary on board as well because they need to be included in the training so it can be done all at one time.
Vice Chairman Williams asked when the hearings are scheduled to begin.
Mr. Tadlock stated that the County Administrator’s Office and the Commissioner of Revenue’s office are actively taking names of those who would like to schedule a hearing, but scheduling the hearings is one of the secretary’s duties so scheduling those will begin when that position is filled.
Supervisor Harris asked if the letters regarding the first appeals with the assessor have been mailed out yet.
Mr. Tadlock stated that he believes the assessor mailed them out yesterday.
**Chairman Brann requested a 10-minute recess.
7. Public Comments (4 MINUTE TIME LIMIT)
Mr. David Mattera wondered how to communicate with the entire Board of Supervisors without the ability to enter into a closed private session with them. Mr. Mattera suggested the Board consider offering the public to come have “soup with a supervisor” similar to Sheriff Beauchamp’s “coffee with a cop” so they can hear what’s actually on the citizens’ minds. In regard to shelter roofs, he informed the Board that everyone he’s spoken to is opposed to the proposed revision that’s for consideration tonight.
Mrs. Karen Baker advocated for a teacher’s salary increase as well as the County covering their health insurance increase for the year. She stated that teacher shortages are on the rise and leads to hiring uncertified or unprepared teachers which will not allow students to thrive. Mr. Matthew Sprague spoke on the new unconstitutional gun laws going through Richmond and asked if Northumberland residents were going to have any reassurance that the County is going to stand firm in its second amendment sanctuary status. In addition, he suggested the County consider extending the time for citizens to appeal their reassessment because he doesn’t believe there was an adequate amount of time given.
County Administrator Tadlock clarified that citizens do have a second opportunity to appeal their assessments to the Board of Equalization, so further information will be provided in regard to that next step in the near future.
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**The Board moved on to Section 9. Public Hearings 7:00 P.M.
8. Items Related to Closed Meeting
Action: 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),(8);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. 8. Consultation with legal counsel employed or retained by a public body regarding specific legal matters requiring the provision of legal advice by such counsel. Nothing in this subdivision shall be construed to permit the closure of a meeting merely because an attorney representing the public body is in attendance or is consulted on a matter.
Motion by: AC Fisher, Jr., second by: Keith Harris.
Final Resolution: Motion Carried
Aye: James M. Long, James W. Brann, Chip Williams, AC Fisher, Jr., Keith Harris Action, Information: B. Reconvene into Open Meeting
Motion to reconvene into open session.
Motion by: Keith Harris, second by: AC Fisher, Jr.
Final Resolution: Motion Carried
Aye: James M. Long, James W. Brann, Chip Williams, AC Fisher, Jr., Keith Harris 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: Keith Harris, AC Fisher, Jr., James M. Long, James W. Brann, Charles H. Williams
Motion by: Keith Harris, second by: AC Fisher, Jr.
Final Resolution: Motion Carried
Aye: James M. Long, James W. Brann, Chip Williams, AC Fisher, Jr., Keith Harris *See Section 10. Closing of Meeting.
9. Public Hearings 7:00P.M.
Action, Information: A. TABLED FROM THE REGULAR MEETING ON JANUARY 8,
2026; Revisions to the Northumberland County Zoning Ordinance, § 148-150, Piers, B. removing the prohibition of shelter roofs on private non-commercial piers, § 148-151, Boathouses to add Shelter Roofs in the title, add to A., (1) “Shelter Roofs shall not exceed 400 sq. feet, and 20 feet in height”, add to (2), (7), and (8) “and shelter roof”. In addition, revise the Table of Usages, to add “Shelter Roofs”, as a by-right use on private non-commercial piers in all zoning districts except R-1 (not allowed), and as a conditional use in R-4, and add “Shelter Roofs (with objections)” as a conditional use on private non-commercial piers in all zoning districts except R-1 (not allowed).
Mr. Tadlock stated that the Board asked a representative from VMRC to be present and Mr. Jeff Madden is here to address any questions the Board may have.
Chairman Brann asked Mr. Madden to give a broad overview of VMRC’s opinion on this topic. Mr. Madden stated that the Code of Virginia exempts the construction of a 400sqft open-sided gazebo structure on a riparian pier, but it requires the concurrence of both adjacent property owners. He informed the Board that a number of counties have adopted this, but the important clarification is that its an open-sided structure with no flashing or siding of any kind. If it is protested by the adjacent property owners, it is no longer exempt and it would have to come before the commission for their consideration.
Vice Chairman Williams asked how long it’s been on the books and asked him to share the list of localities that approved this.
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Mr. Madden believed it was around 2003. He stated that Mathews, Gloucester, Hopewell, King & Queen, New Kent, King William, Westmoreland, Norfolk, Accomack, Isle of Wight, Surry, Poquoson, and possibly Middlesex County have already approved this.
Vice Chairman Williams asked if the counties that have adopted this regretted it after the fact. Mr. Madden stated no they do not because they rely on VMRC to determine whether it’s open-sided or not as it’s a big aesthetic issue.
Supervisor Harris asked about more than normal storm damage and debris ending up in the waterways.
Mr. Madden stated that they do not build to a construction standard so what you’re getting is permission to encroach over state on submerged lands. VMRC believes that a 400sqft structure is a de minimis structure and much smaller than a boathouse.
Supervisor Fisher asked Zoning Administrator Marston if this were to be adopted as presented, could an individual build a roof 5’ wide over his 80’ long dock if he chooses to. Mr. Marston confirmed that they could.
Vice Chairman Williams asked what the basis of Supervisor Fisher’s question was. Supervisor Fisher stated that he doesn’t like the idea of shelter roofs at all. The County prides itself on the beautiful waterways and he doesn’t see a need for it. Mr. Fisher believes some individuals will try to get approval for this with the wrong intentions.
Vice Chairman Williams stated that his opinion on shelter roofs has been further strengthened based on Mr. Madden’s comments.
Motion to deny the draft revisions to the Northumberland County Zoning Ordinance as presented. This motion is made in due consideration of the administrative record before the body, including the planning commission’s deliberations and recommendation, the information received via the public hearing, including statements offered by staff, the applicant, and members of the public, the public health and safety, the general welfare of the community, public necessity, convenience, in the exercise of good zoning practices and the body’s legislative prerogative, and pursuant to the body’s statutory authority.
Motion by: AC Fisher, Jr., second by: James M. Long.
Final Resolution: Motion Carried
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Aye: James M. Long, AC Fisher, Jr., Keith Harris
Nay: James W. Brann, Chip Williams
Supervisor Fisher stated that he would not be opposed to going back and reviewing this if staff and VMRC can come up with some type of control for regulation.
Chairman Brann asked if this could be brought back up again in a year.
Action, Information: B. REVISIT IN ONE YEAR: Revisions to the Northumberland
County Zoning Ordinance, § 148-150, Piers, B. removing the prohibition of shelter roofs on private non-commercial piers, § 148-151, Boathouses to add Shelter Roofs in the title, add to A., (1) “Shelter Roofs shall not exceed 400 sq. feet, and 20 feet in height”, add to (2), (7), and (8) “and shelter roof”. In addition, revise the Table of Usages, to add “Shelter Roofs”, as a by-right use on private non-commercial piers in all zoning districts except R-1 (not allowed), and as a conditional use in R-4, and add “Shelter Roofs (with objections)” as a conditional use on private non-commercial piers in all zoning districts except R-1 (not allowed).
Motion to revisit the Northumberland County Zoning Ordinance, § 148-150 in one year to see of controls can be put in place by both the State and the County.
Motion by: AC Fisher, Jr., second by: James M. Long.
Final Resolution: Motion Carried
Aye: James M. Long, James W. Brann, Chip Williams, AC Fisher, Jr., Keith Harri Action, Information: C. Request by Benton M. Hayden, owner, and Michael Bryant, applicant for a Conditional Use Permit to allow light industry on property zoned A-1, Agriculture. The property is shown as Tax Map Parcel # 9-(1)-23 and is located on Northumberland Highway.
Mr. Hayden presented his project proposal to the Board.
Public Hearing Open.
No comments were made.
Public Hearing Closed.
Zoning Administrator Philip Marston read the suggested conditions if approved as follows:
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Suggested Conditions if Approved:
1. All necessary permits and/or licenses shall be obtained from all regulatory agencies including but not limited to the Virginia Department of Transportation.
2. A sales office shall be located on the same parcel as the gravel, mulch, etc. for all retail transactions as shown on the site plan.
3. This operation shall be kept clean, neat, and organized.
4. Only vehicles or equipment associated with the operation of this business shall be stored on the property.
5. All signage shall comply with the Zoning Ordinance.
6. All lighting shall be non-reflective and directed downward to prevent any glare on Route 360 or adjoining properties.
7. All storage of dry goods shall not be in a cargo container.
8. Non-compliance of any of these conditions shall result in this permit to come back before the Board of Supervisors for possible revocation.
Motion to approve the Conditional Use Permit to allow light industry on property zoned A-1, Agriculture with the suggested conditions. This motion is made in due consideration of the administrative record before the body, including the planning commission’s deliberations and recommendation, the information received via the public hearing, including statements offered by staff, the applicant, and members of the public, the public health and safety, the general welfare of the community, public necessity, convenience, in the exercise of good zoning practices and the body’s legislative prerogative, and pursuant to the body’s statutory authority.
Motion by: Keith Harris, second by: James M. Long.
Final Resolution: Motion Carried
Aye: James M. Long, James W. Brann, Chip Williams, AC Fisher, Jr., Keith Harris Action, Information: D. Request by Adam M. and Lauren S. Garber, owners, for a Conditional Use Permit to allow a vacation home rental on property zoned R-3, Residential Restricted. The property is shown as Tax Map Parcel #45-B(3)4-20 and 45-B(3)1-9 at 109 Bay Shore Avenue.
Mr. Garber explained that he and his wife live in Richmond but recently purchased this secondary residence and would like to rent it due to kid’s activities or work obligations. Public Hearing Open.
No comments were made.
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Public Hearing Closed.
Zoning Administrator Philip Marston read the suggested conditions if approved as follows: Suggested Conditions if Approved:
1. All required permits and/or licenses shall be obtained from all appropriate regulatory agencies including compliance with all applicable state, federal, and local laws, regulations, ordinances, or rules concerning taxes, including transient occupancy tax.
2. A smoke detector and a carbon monoxide detector shall be located in each bedroom and in any other location required by the Building Code.
3. There shall be at least one off-street parking space for each bedroom and no on-street parking.
4. The vacation home rental shall have an access driveway to a state highway with a sufficient twelve (12) foot width, twelve (12) foot height, and condition to accommodate emergency services vehicles and equipment.
5. The vacation home rental shall register and maintain registration with the County’s registry annually while operating.
6. The vacation home rental shall register a local manager who possesses the authority and ability to promptly address and correct any violations of the conditions, use requirements, and/or limitations applicable to the vacation home rental with the Building and Zoning Office and Sheriff’s Office. This registry shall include the name, address, and telephone number of the local manager and this shall also be posted in a conspicuous area of the vacation home rental.
7. The vacation home rental’s boundary lines shall be clearly marked and identified for the occupants of the rental home.
8. Recreational vehicles may be parked on the property but may not be used by guests for living quarters during their stay at the vacation home rental.
9. Renter’s pets shall be kept under control at all times.
10. Overnight occupancy shall be limited to two (2) persons per bedroom plus two (2) additional persons per residence.
11. This Conditional Use Permit is non-transferable and does not attach to the property if ownership changes.
12. There shall be no golf cart use by the renters on the roads.
13. The applicant shall maintain liability insurance.
Motion to approve the Conditional Use Permit to allow a vacation home rental on property zoned R-3, Residential Restricted with the suggested conditions. This motion is made in due consideration of the administrative record before the body, including the planning commission’s deliberations and recommendation, the information received via the public hearing, including
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statements offered by staff, the applicant, and members of the public, the public health and safety, the general welfare of the community, public necessity, convenience, in the exercise of good zoning practices and the body’s legislative prerogative, and pursuant to the body’s statutory authority.
Motion by: Chip Williams, second by: James M. Long.
Final Resolution: Motion Carried
Aye: James M. Long, James W. Brann, Chip Williams, AC Fisher, Jr., Keith Harris Action, Information: E. To consider an amendment to Chapter 34, Article II of the Northumberland County Code to repeal and replace the County’s Vicious Dog’s Ordinance with an updated ordinance consistent and compliant with the current applicable State Code provisions.
County Attorney Eric Gregory explained that this repeal and replace is an update to get the local ordinance in compliance with the revised state code regarding comprehensive animal care. He explained that there are a lot of tools in the revision to address dangerous dogs in the County and he recommends that the County move forward as presented.
Supervisor Fisher asked if a summons was issued for a dangerous dog and if the dog proceeded to be left in the care of the owner until court time, but the owner failed to maintain that care, would that be a separate violation?
Mr. Gregory confirmed that there would be a separate violation.
Supervisor Harris asked why we are putting a tag on a dangerous animal if no one can see it anyway. By the time someone sees the tag it will be too late.
Mr. Gregory explained that this was a decision made by the General Assembly. He stated that he believes it’s just a way to make sure the dog is identifiable. Additionally, there is a cost of that permit so that can serve as a deterrent for people who know they have a dangerous dog and continue to do so.
Public Hearing Open.
Ms. Tonya Henry urged the Board to adopt this ordinance and continue to look into the nuisance portion of this.
Supervisor Harris asked if this ordinance addresses Ms. Henry’s issues occurring on Pebble Lane.
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Mr. Gregory stated that if she contacts law enforcement, they should come out, do an investigation, collect evidence, and decide as to whether there’s a reasonable basis to determine the dog as dangerous. They would then seek the summons and go to court so the court can determine whether the dog is dangerous and impose conditions upon the dog owner. He stated there is a process, but it does solve the problem.
Supervisor Fisher stated if individuals feel in danger due to a dog, contact law enforcement immediately and document any information necessary.
Mr. Gregory stated that the evidence and reports are going to be key in this process. Ms. Marie Smith asked how this ordinance will handle the dogs running at large. Supervisor Fisher stated that dogs are allowed to run at large but they are not allowed to harass, injure, bite, or intimidate people or animals at any time.
Public Hearing Closed.
Motion to repeal and replace the County’s Vicious Dog’s Ordinance with the updated ordinance consistent and compliant with the current applicable State Code provisions as presented.
Motion by: AC Fisher, Jr., second by Chip Williams.
Final Resolution: Motion Carried
Aye: James M. Long, James W. Brann, Chip Williams, AC Fisher, Jr., Keith Harris **The Board convened into closed meeting at this time. See Section 8. Items Related to Closed Meeting.
10. Closing of Meeting
Supervisor Long asked Mr. Tadlock to see if we could get an assisted living home in the County because a lot of people go to Lancaster for these services.
Chairman Brann stated that would be a good project for the Economic Development Commission.
Action: A. Adjournment
Motion to adjourn.
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Motion by: Keith Harris, second by: James M. Long.
Final Resolution: Motion Carried
Aye: James M. Long, James W. Brann, Chip Williams, AC Fisher, Jr., Keith Harris