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Board of Supervisors Joint Meeting with School Board (Thursday, January 15, 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
Ms. Mary Dodson, Benefits & Bookkeeper Administrator
Mr. Carl Hayden, IT Technician
1. Opening of Meeting 4:30 P.M.
Information: A. Call to Order
The joint meeting with the School Board was convened by Chairman Brann and held at the Northumberland Courthouse located at 220 Judicial Place, Heathsville, VA 22473. The School Board Chair then called the School Board meeting to order as this was a joint meeting. Attending the meeting was Betty Christopher, Dave Curran, Carolyn Crockett, Cheryl Davis, and Dana O’Bier.
2. Joint Meeting with School Board
Discussion: A. Discussion
Finance Facilitator Karen Pica presented a PowerPoint presentation on where they are right now in the budgeting process. She presented their key activities to date, initial expense projections and revenue projections. She stated that the budget public hearing is scheduled for Wednesday, January 21, 2026 and is advertised in the paper and school website. Dr. Pica also made the Boards aware that the County’s local composite index decreased slightly, which typically translates into more funding, so they are looking into that. The full presentation can be accessed in board docs.
Vice Chairman Williams asked if Dr. Pica could run the numbers for the different compensation increases and include the health insurance increase with those figures.
Dr. Pica stated that she could have this done by the public hearing next week.
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School Board Chair Dave Curran asked if the County was looking at benefit providers to make sure they are using the most effective carrier for the County.
County Administrator Tadlock stated that the County put out a bid for health insurance late last year, and the Board is currently reviewing that information. Additionally, the County should be receiving additional information from our current carrier, and the Board is waiting to see what that information shows before a decision is made.
Dr. Curran asked that Dr. Pica and Finance Director Anne Curran bring other variables affecting the budget to the Boards attention so they can help any way they can.
Finance Director Anne Curran then presented the items that they have been working on including the state school financial report, the pre-audit, and the state MOE for special education. In addition, they are currently reviewing expenditure reimbursements, other revenue, and evaluating new credit card system options. More items can be found in the full presentation on board docs.
Chairman Brann asked for an update on what money can be reimbursed back to the County. Dr. Pica stated that they have found over $200,000 in reimbursements, but they are working with the County Administrator and Treasurer on how to get this money returned to the County. Dr. Pica does not want that money sitting on the school side showing as available revenue. Vice Chairman Williams asked why it’s difficult to get that money returned to the County. Dr. Pica stated that there’s no code to transfer the money in. She explained that the auditors recommended the money sit on the school side in case they need it, which she believes is unacceptable. They are currently looking at all their options but asked for input from the Board on how this should be handled.
Chairman Brann and Chairman Curran agreed that money returned should be earmarked some way for the NES playground.
Bookkeeper & Benefits Administrator Ms. Dodson explained that staff had a meeting with the pre-auditor earlier today and they had several questions regarding the revenue to be returned to the County. Ms. Dodson stated that they needed answers to those questions in order to know how to process that revenue, so they advised Finance Director Dr. Curran to get these answers from Dr. Pica, who was unable to attend the meeting.
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School Board Chair Dr. Curran asked about Dr. Pica’s comment earlier tonight as this explanation is different from letting the revenue sit on the school’s side.
Dr. Pica stated that they’ve had several meetings with the pre-auditor just this week and the first one this week implied that they leave the revenue in the school account.
Ms. Dodson explained that the pre-auditor was explaining what they’ve done in the past which was to leave it in the school’s account until the audit was finished and then return it back to the County.
Dr. Curran asked if the pre-auditor was familiar with Virginia law, so they know what is allowed or are they a national firm that regulates agencies at a national level. He stated that this is the biggest justification that he’s heard and a big reason why the County and school need a new ERP system.
Chairman Brann stated that it sounds like the process just needed to be identified. Dr. Pica believes that it’s new and even though there has been revenue on the books it has never been returned to the County since the time she’s been looking at the books. She stated that new processes need to be put in place.
Dr. Curran asked Dr. Pica to report to the Board on that account balance every month. Action, Information: B. Supplemental Appropriation - School Board
Motion to approve a supplemental appropriation from 30-2400-240202 to line item 30-6000- 6100 (Instruction) in the amount of $2500.00 for a bonus payment received for a teacher national certification.
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: C. Rescind Motion - Nutrition Funds Carry Over Request on December 11, 2025
Chairman Brann stated that it seems that there was a mistake in the numbers here and it’s already been approved. Dr. Pica stated that there were some expenses that hit after the year which made the total change.
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Motion to rescind the motion made on December 11, 2025 in regards to carry over school nutrition funds.
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: D. Revised School Nutrition Funds Carry Over Request
Motion to carry over nutrition funds from FY25 to FY26 to line item 30-6000-6007 in the amount of $276,303.40.
Motion by: James M. Long, 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: E. Proposed ERP System
School Board Chair Dr. Curran and Planning Commission member Mr. John Kost presented a proposal to modernize Northumberland County’s Enterprise Resource Planning (ERP) system for both the County and the schools. They provided an executive summary, described what the system is, why modernization is needed, their target implementation timeline, and how to make governance effective in order to succeed with this project. The full presentation can be accessed in board docs.
Mr. Kost mentioned key players for the project and suggested the gentlemen who currently supports the County with the RDA system serve as the technical advisor.
County Administrator Tadlock stated that Mr. Kost must be referring to Mr. Dave Zinder who supports a separate software platform for the County related to Building and Zoning, Treasurer, and Commissioner of Revenue operations.
Chairman Brann mentioned that staff had a meeting with Mr. Zinder, and he indicated that he’s going to retire, so the County is already behind the eight ball.
County Administrator Tadlock mentioned that staff has started the process of looking at other Building and Zoning software. He also suggested that the Building Official be included on the steering committee since the Treasurer and Commissioner of Revenue are already included. Mr. Tadlock stated that they would need to integrate their operations into this software in some fashion for permit tracking, etc.
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Ms. Dodson, Bookkeeper & Benefits Administrator, provided input on the County side of things and on behalf of the users who have dealt with the system for a very long time. Ms. Dodson stated that she realizes the school is having difficulty with the system, but it has to do with the data being input on their side versus the County side as the County does not experience these issues. She explained that it’s a new system for them and it was a new system to UHY Advisors when they came in to do the audit, so yes, it’s a learning curve. An individual must learn the basics and be trained in the system to know how to build into the system, but Ms. Dodson stated that goes for any ERP system. She stated that the information in the system must be correct before moving to a brand new system because a new system isn’t going to fix the issues from the old system. Ms. Dodson stated that they have nothing against the County requesting proposals for a new ERP system, but she made the Board aware that staff has demoed several others already. She stated that all she’s heard over the last 6 months is, “it’s an outdated system,” “it doesn’t do this,” or “it doesn't do that.” Ms. Dodson stated that the system can do several things, but they need to know what is wanted so they can ask.
Mr. Kost asked Ms. Dodson when it’s time for her to retire, how hard would it be for the successor to pick it up.
Ms. Dodson stated that as long as she can get someone to sit by her and learn it, they’ll be fine. Chairman Brann stated that they may find out that the system they have now is just a good as the others, but either way they need to compare the systems.
Motion to move forward with creating and issuing an RFI (Request for Information) for a Enterprise Resource Planning system.
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: F. Senior Responsible Owner of ERP System Modernization Project
Motion to approve Dr. Anne Curran, Finance Director, as the Senior Responsible Owner of the ERP System Modernization project.
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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Action, Information: G. Steering Committee of ERP System Modernization Project Mr. Kost added that the Building Official could probably be considered one of the agency heads along with the Sheriff and Clerk of the Court.
Motion to approve the Steering Committee of the ERP System Modernization project 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: H. Contract for DE, Extra Licenses for Edgenuity
Superintendent Leslie stated that she has two recommendations for the School Board that she wasn’t able to present to them at the last School Board meeting. She requested approval for a part-time contract to teach two dual enrollment courses and approval for the purchase of more licenses for their edgenuity software. Both of these recommendations were approved by the School Board.
Chairman Brann stated that he’d like to see the Joint Finance Committee start holding meetings again.
The School Board’s Chair, Dave Curran, adjourned to close the joint meeting.
3. County Administrator Items
Action, Information: A. Appointment - Ex Officio Board Member of the Library
Motion to appoint Supervisor Keith Harris as the ex officio board member of the Library.
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 Action, Information: B. Appointment - Anti-Litter Committee District IV, Mrs. Colleen Rae
Motion to appoint Mrs. Colleen Rae to the Anti-Litter Committee as the District IV representative.
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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 Action, Information: C. Go Virginia Lancaster Partnership
Motion to support Lancaster County's efforts and application to GO Virginia for the proposed CNC Machining Training Program and Center as well as authorize the use of in-kind County matching assistance.
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: D. Joint Finance Committee Board Representative Re-appointment
Motion to re-appoint Chairman Jimmy Brann to the Joint Finance Committee as one of the Board representatives.
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: E. Joint Finance Committee Board Representative Appointment
Motion to appoint Vice Chairman Chip Williams to the Joint Finance Committee as one of the Board representatives.
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 Supervisor Harris asked if the County has looked into joining other agencies or localities in regards to seeking health insurance pricing.
Mr. Tadlock stated that a lot of localities are with the Local Choice, which is what the County currently has. He informed Supervisor Harris that he will get that information to him as it was distributed to the Board members before he was elected. In addition, the County should be receiving rates from the Local Choice by the end of January.
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Bookkeeper & Benefits Administrator Ms. Dodson informed the Board that she reached out to the Commonwealth of Virginia to see what state employees have for health insurance and to see if the locality could somehow get into that program, but unfortunately since we are a locality, it is not possible to fall under a state plan.
Vice Chairman Williams asked Mr. Tadlock to reach out to Mr. Deihl one more time to see how exactly he’d like the Board to show a sign of support for Omega Protein if that is what the Board wants to do.
Supervisor Harris also suggested reaching out to the Governor or their assistant to see if they can set aside time to talk with them because he believes it’s very important they do that. Vice Chairman Williams believes there are other people in the administration that the Board should direct more of their attention to, but he’s open to reaching out to the Governor as well.
4. Closing of Meeting
Action: A. Adjournment
Motion to adjourn.
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