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Regular Meeting (Thursday, April 10, 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. Robert Headley, IT Administrator
Mr. Carl Hayden, IT Technician
Ms. Mary Dodson, Bookkeeper & Benefits Administrator
Mr. Eric Gregory, County Attorney
The regular monthly meeting was convened by Chairman Haynie and held at the
Northumberland Courthouse located at 220 Judicial Place, Heathsville, VA 22473.
1. Opening of Meeting
Procedural: A. Invocation - Pastor Kori Kiss, Bethany Baptist Church
Pastor Kori Kiss led the invocation.
Procedural: B. Pledge of Allegiance
Chairman Haynie led us in the Pledge of Allegiance.
Action: C. Approval of Agenda
Chairman Haynie requested that Ms. Vivian Nutt be added to the agenda to speak for 5 minutes.
Motion to approve the agenda for today's meeting with the revisions stated by Chairman Haynie.
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.
2. Approval of Minutes
Action, Information, Minutes: A. March 5, 2025 Special Meeting
Motion to approve the minutes from the special meeting on March 5, 2025.
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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. Action, Information, Minutes: B. March 13, 2025 Regular Meeting
Motion to approve the minutes from the regular meeting on March 13, 2025.
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, Minutes: C. March 27, 2025 Special Meeting
Motion to approve the minutes from the special meeting on March 27, 2025.
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.
3. Presentations
Action, Information: A. Proclamation - Telecommunicators Week
Proclamation
National Public Safety Telecommunicators Week
April 13-19, 2025
WHEREAS, the Congress of the United States and the President of the United States have established the week of April 13-19, 2025 as National Public Safety Telecommunicators Week; and,
WHEREAS, emergencies occur around-the-clock that often require police, fire or emergency medical services; and,
WHEREAS, when an emergency occurs, the prompt response of police officers, firefighters and emergency medical service personnel is critical to the protection of life and preservation of property; and,
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WHEREAS, Public Safety Dispatchers are the initial contact to our residents in need and represent a vital link to our police officers and firefighters portrayed through monitoring their activities, providing them information, and ensuring their safety; and,
WHEREAS, Public Safety Dispatchers are more than a calm and reassuring voice on the other end of the phone; they are the “unseen first responders” who are knowledgeable and highly trained individuals working closely with other police, fire and medical personnel; and,
WHEREAS, each dispatcher has exhibited compassion, understanding, and professionalism during the performance of their position; and,
WHEREAS, Public Safety Dispatchers daily serve the public in countless ways without recognition by the beneficiaries of their service.
NOW, THEREFORE, be it resolved that the Board of Supervisors does hereby proclaim the week of April 13-19, 2025 to be known as National Public Safety Telecommunicators Week in Northumberland County in honor of the men and women whose diligence and professionalism keep our County and citizens safe.
Motion to approve the proclamation for Telecommunicators Week as presented to the Board.
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: B. Proclamation - National Library Workers Day
Proclamation
WHEREAS, Northumberland County Library provides community members with the
knowledge and information they need to live, learn and work in the 21st century;
WHEREAS, there are thousands of academic, governmental, public, school, and specialized libraries in the United States and provide excellent and invaluable service to library users regardless of age, ethnicity, or socioeconomic background;
WHEREAS, libraries represent a microcosm of the larger society and library workers play an important and unique role in the communities that they serve by providing an inclusive environment where all are treated with respect and dignity;
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WHEREAS, librarians and library support staff bring the nation a world of knowledge in person and online, as well as personal service and expert assistance in finding what is needed when it is needed;
WHEREAS, it is important to recognize the unique contributions of all library workers and the value to individuals and society of those contributions;
WHEREAS, a steady stream of recruits to library work is necessary to maintain the vitality of library services in today’s information society;
WHEREAS, libraries, library workers, and library supporters across America are celebrating the National Library Workers Day, sponsored by the American Library Association-Allied Professional Association (ALA-APA).
THEREFORE, be it resolved that the Northumberland County Board of Supervisors proclaim Tuesday, April 8, 2025, as “National Library Workers Day.” The Board encourages all in the community to take advantage of the variety of library resources available and to thank library workers for their exceptional contributions to American life.
Motion to approve the proclamation for National Library Workers Day as presented to the Board.
Motion by: Chip Williams, 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: C. Proclamation - Child Abuse Prevention Month
Proclamation
Observance
Child Abuse Prevention Month
WHEREAS, child abuse and neglect is a common problem in the community where preventing such behavior lies in the active involvement among people; and
WHEREAS, child maltreatment often occurs when individuals find themselves in stressful situations and not having the necessary knowledge on how to cope due to lack of community resources; and
WHEREAS, the majority of child abuse cases stem from conditions and circumstances that are preventable when part of an engaged and supportive community; and
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WHEREAS, all citizens should strive to become more involved in supporting families to better raise their children by creating a safe and nurturing environment; and
WHEREAS, effective child abuse prevention programs succeed because of partnerships created among social service agencies, schools, faith communities, civic organizations, law enforcement agencies, the business community, and the citizens of Northumberland County; and
NOW, THEREFORE be it resolved that the Northumberland County Board of Supervisors hereby recognize April 2025 as Child Abuse Prevention Month in Northumberland County, and we call this observance to the attention of all our citizens, community agencies, faith groups, medical facilities, and businesses to increase their participation in our efforts to support families, thereby preventing child abuse and strengthening the communities in which we live.
Motion to approve the proclamation for Child Abuse Prevention Month as presented to the Board.
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. Information: D. Taylor Stover - Robinson, Farmer, Cox Associates FY24 Audit
Mr. Taylor Stover created a PowerPoint presentation for the Board and went though the engagement summary, a brief overview of the audit, the audit and attestation results, the current and future accounting and reporting changes, the fund balance summary, and their recommendations included in the management letter. He stated that they issued three opinions on the audit. An opinion was made on the financial statements overall, a second opinion on internal controls, and a third opinion on the County’s compliance with federal programs. Mr. Stover shared that he is pleased to state that they expressed an unmodified (highest/clean) opinion on all three of those. For the VRS Attestation results, the County had no findings but for the School Board they found 6 out of the 25 individuals tested, their contributions were being improperly deducted. Additionally, 2 of 25 individuals found the census data in VRS did not align with employee records. Mr. Stover informed the Board that the School Board exceeded their local appropriation by $1,103,708 and there were two funds that exceeded the budget appropriation which were the County Capital Projects Fund and the School Operating Fund. He then explained the auditor’s recommendations in the management letter. Mr. Stover stated that assets and liabilities are recorded in manual ledgers maintained by the Treasurer’s Office and the pre-audit consultants compile information from the RDA accounting systems and the manual ledgers to prepare a trial balance for their team to audit which requires a substantial amount of
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time due to the number of adjustments and the nature of working with manual ledgers. He emphasized that the manual ledgers are accurate, but the nature of the manual ledgers creates difficulty through the audit. He further explained how they aren’t able to pull one report that shows all activity in the general ledger for the year because some of the activity is recorded in the handwritten ledgers. The auditor recommendation was that the County record all accounts in the RDA accounting system to provide complete financial information to stakeholders. Additionally, they recommend reconciliation between the School Board and the County Treasurer be done on a monthly basis for the revenues and expenses, and that the School Board revenues be entered into the RDA system. The full presentation on the FY24 audit can be accessed in board docs.
The Board stated that they just received the audit, so they haven’t had time to look through it and gather questions.
Supervisor Williams thanked Mr. Stover for his presentation and the work put into the audit, but he asked when the deadline was to have this completed for the County.
th
Mr. Stover explained that they are due to the State on December 15 .
Supervisor Williams asked when the County was going to assume to have the report completed. County Administrator Tadlock stated that the County goes through the pre-audit and then the audit and there were some delays in the pre-audit which impacted the audit.
Mr. Stover stated that final fieldwork was scheduled on February 2, 2025 this year. Chairman Haynie asked why there was so much delay in getting the audit finalized. Mr. Stover explained that unfortunately they got pushed back way beyond their originally scheduled fieldwork date for the County and they have other audits scheduled as well as they are a CPA practice during tax season. He stated that there’s several jobs they must balance, and it can take a while. Mr. Stover apologized for the audit being late but explained that this is the latest they’ve ever been to the County for fieldwork and there’s limited resources to get everything done in that short amount of time.
Supervisor Williams asked why the fieldwork was so late.
Mr. Stover explained that they were waiting for the pre-auditors to gather all the information together.
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Supervisor Fisher asked if the pre-auditing consultants work for Mr. Stover.
Mr. Stover explained that they work for the County.
Chairman Haynie stated that the pre-auditing consultants need to schedule their work for the County sooner.
Information: E. Update from Northumberland County Schools
Dr. Karen Leslie, Assistant Superintendent, provided the Board with some updates related to some upcoming events including prom and a career fair. She also made the Board aware that the payroll accounts are no longer negative balances as the finance department has addressed this issue. There are some negative balances in three accounts that need to be reconciled back to zero, one of which has been fixed, but there are still two accounts that need work. Dr. Leslie stated that the finance department started working on them, but it turned out to be a little more complicated, however it is actively being addressed. Additionally, Dr. Leslie stated that she has completed a draft FY26 budget, and the plan is to present it to the School Board at their meeting on Monday, April 14, 2025, and bring that to the Board of Supervisors for their review after finalized by the School Board.
Supervisors Williams asked for an update related to the Maintenance of Effort as discussed at the regular meeting on March 13, 2025.
Dr. Leslie stated that they have submitted the MOE to the Virginia Department of Education for their review, so they are waiting for the VDOE to report back to them on what needs to be done next. She stated that Mrs. Rogers was able to find a little more spending on our end of the grant, so they are short nearly $243,600 rather than the higher number she reported at last month’s meeting. Dr. Leslie anticipates the VDOE requesting the school to repay that shortage back to the VDOE, but they are unsure of how this will affect the funding for special education in the future. She stated that there are a lot of steps that they need to go through before they can know for sure.
Chairman Haynie asked if she has any idea of the timeline of when they would know. Dr. Leslie stated that particular report is due in early May, so hopefully they’ll have an answer before that.
Supervisor Long mentioned that some students do not have rides to school. He asked for an update on this.
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Dr. Leslie stated that she was unaware of this, but she would look into this for Mr. Long. Action, Information: F. Virginia Department of Transportation
Mr. Beale presented his monthly report on behalf of the Virginia Department of Transportation. The full report can be accessed in board docs.
Supervisor Williams reported ditch cleanings that need to be addressed down Hacks Neck Road (between Flood Point and Wicomico Point Rd), Reed Avenue, and Chesapeake Beach Road. Supervisor Long asked if they’d be sweeping the loose gravel on Sydnor’s Mill Pond Road. Mr. Beale stated that traffic gets a majority of it off, but they’ll be back in a couple of weeks to sweep off the remaining and to place a seal on top that fills all the cracks that the gravel left behind.
Supervisor Long also mentioned that he heard that they received half the funding for the bridge repair in White Stone.
Mr. Beale stated that there was some legislation passed for funding regarding the special structures program, but he’s not aware that half the money is available.
Supervisor Long reported ditch cleaning that needs to be done on Light Street. Vice Chairman Brann doesn’t believe a lot of progress is made regarding the ditch cleanings in the County, so he’d like to see VDOT focus on this a little more to see if we can get the water flowing better in them when it rains.
Supervisor Fisher stated that Knights Rung Road is not posted for a speed limit, so it’s 55mph which he believes is unsafe.
Mr. Beale stated that the statutory speed limit is 55mph, but that does not mean it’s safe to drive at that speed. When a road is not posted, it means a speed study has not been performed and a speed limit has not been established.
Supervisor Long stated that most citizens do not know this.
Motion to have VDOT perform a speed study on Knights Run Road.
Motion by: AC Fisher, Jr., second by: James M. Long.
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Final Resolution: Motion Carried
Aye: James M. Long, Richard F. Haynie, James W. Brann, Chip Williams, AC Fisher, Jr. Action, Information: G. Secondary Six-Year Plan FY 26-31
Mr. Beale went through the secondary six-year plan for the Board. Mr. Beale explained that this is funding for all the secondary routes in the County which starts in FY26. Mr. Beale presented a PowerPoint that shows the two different sources of funding, telefees and district grant – unpaved. Mr. Beale stated that telefees are fees that the utility companies pay to use the right of way to install utilities, and that money gets reallocated to the counties. The District Grant – Unpaved funding is calculated based on lane miles of unpaved roads that assist travel of more than 50 vehicles a day. The first road in the plan is Addie’s Point Road but the Board discussed potentially removing this road from the plan due to an individual trying to acquire the road as they own a majority of the property around it. Mr. Beale then went through some criteria required for the rural rustic road program and presented a list of all state-maintained gravel roads, only one having more than 50 vehicles (Addie’s Point Road). He explained that any of those roads could be added to the secondary six-year plan. The full PowerPoint presentation can be accessed in board docs.
Supervisor Long informed the citizens to contact the County Administrator if they notice a sign is down.
Mr. Beale stated that they have a customer service center that people can call to report signs down and that number is 1 (800) – FOR-ROAD.
Motion to authorize the Virginia Department of Transportation to advertise for a public hearing on the County's Secondary Six-Year Plan for Fiscal Years 2026 through 2031 for the May 8, 2025 regular Board of Supervisors meeting.
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. Information: H. Gary Woodford - Forest Green Road Request
Mr. Gary Woodford came to seek the Board’s support to have VDOT take over a portion of their road that enters their subdivision, Forest Green Subdivision. He prepared a PowerPoint presentation and presented how his information was gathered, why they want VDOT to take over maintenance on this portion of the road, their maintenance efforts over the years, and the estimated costs. Mr. Woodford’s presentation can be accessed in board docs.
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Mr. Beale added that if the Board wanted to pursue this project, it could be added to the secondary six-year plan with local funds at next month’s meeting, but if they wanted to go through the revenue sharing program the cycle for funding would be FY 29-30 which is when they plan for that money to become available. Additionally, the application is a two-year cycle st
and it opened the 1 of April and does not end until June, so the Board has until late May/beginning of June to get the application in.
The Board agreed to think about the request and consider at a later date.
4. County Administrators Report
Information: A. Building Permit Report
2025 2024
Const. Cost for Month $5,633,311.28 $4,624,318.23
Total Bldg. Permit Cost for Month 15,287.92 12,370.84
Total Zoning Permit Cost for Month 7,025.00 5,875.00
Total Levy Fee for Month 305.77 247.40
TOTAL CONSTRUCTION COST
YEAR TO DATE $21,112,316.92 $18,428,857.91
Action, Information: B. Supplemental Appropriation - Children's Services Act Program
Motion to approve a supplemental appropriation to line item 10-5302-6002 in the amount of $59,777.85 for the January and February 2025 CSA state reimbursement.
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. Action, Information: C. Supplemental Appropriation - Opioid Abatement Settlement Funds
Motion to approve a supplemental appropriation to line item 47-5102-3200 in the amount of $68.51 for interest accrued on the opioid bank account in January and February 2025.
Motion by: James W. Brann, second by: James M. Long.
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: D. Supplemental Appropriation - Emergency Services
Motion to approve a supplemental appropriation to line item 3203-5409 in the amount of $9,533.13 for the RSAF Grant/Lucas Device purchase.
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: E. Supplemental Appropriation - Emergency Services
Motion to approve a supplemental appropriation to line item 3203-5506 in the amount of $9,224.00 for a tuition reimbursement.
Motion by: AC Fisher, Jr., 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: F. State DRIVE Tourism Grant Program
County Planner, Stuart McKenzie, presented the DRIVE Tourism grant that the state is offering, $5,000 of which they offered to Northumberland for the Hampton Hall project. Mr. McKenzie explained that it does require a county match of $2,500 and it’s on a reimbursement basis, so the County would have to spend $7,500 and submit for a reimbursement of $5,000. He stated that the eligible projects are non-permitted enhancements to recreational areas. Mr. McKenzie spoke with the Tourism Commission and asked if part of the money could be used for engineering plans for the entrance application to VDOT. He explained that he received a quote for the engineering work in the amount of $4,900 and it is considered an eligible cost for using the grant. Mr. McKenzie stated that the remainder of the money could be used for other items such as the fishing pier picnic tables and to put some picnic tables at Virmar Beach. If there is any money left over, he suggested potentially adding gravel to Lodge Landing. Mr. McKenzie mentioned that the County does have money from the Northern Neck Chesapeake Bay Public Access Authority in the amount of roughly $15,000 if they want to use this instead of touching the general fund. The money would have to be spent by September 30, 2025 and there is another grant opportunity similar to this one that would be available next year and would need to be spent by September 30, 2026. Mr. McKenzie asked the Board to consider moving forward with this year’s grant and next year’s grant so he can go ahead and start planning for that as well.
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Motion to move forward with the State DRIVE Tourism Grant funding in the amount of $5,000 with a required $2,500 local match for the development project at Hampton Hall.
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. 2026 State DRIVE PLUS Tourism Grant Program
Motion to authorize the County to apply for the 2026 State DRIVE PLUS Tourism Grant funding for further developments at Hampton Hall.
Motion by: James W. Brann, 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: H. Vehicle Surplus - Sheriff's Department
Motion to surplus two 2017 Police Interceptor Utility County vehicles.
Motion by: James M. Long, 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: I. Emergency Services RSAF Grant
Motion to accept the RSAF Grant in the amount of $4,323.20 for the ESO software.
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. Action, Information: J. Sanitary District Reedville Effluent Actuated Valve Change Order County Administrator Tadlock asked the Board to consider two quotes on behalf of the Sanitary District that correct the issue in Cockrell Creek related to air being introduced to the effluent force main which is causing a disturbance on every decant event. Mr. Tadlock explained that the lowest quote is from Power & Flow in the amount of $19,968.00.
Supervisor Williams asked if DEQ recommended this be fixed.
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County Administrator Tadlock confirmed that this was in DEQ’s report, and they recommended this be repaired.
Motion to move forward with the quote from Power and Flow in the amount of $19,968.00 to address the concern in Cockrell Creek.
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. Action, Information: K. Extension Office – HVAC
County Administrator Tadlock explained that estimates on this were brought to the Board last month and the Board requested the type of refrigerants used be listed on each of those systems. That information was added to the Board’s packet for their review.
Motion to move forward with the quote provided by True Comfort in the amount of $16,400.00 with the R-454B refrigerant.
Motion by: James M. Long, second by: Chip Williams.
Final Resolution: Motion Carried
Aye: James M. Long, Richard F. Haynie, Chip Williams, AC Fisher, Jr.
Abstain: James W. Brann
Information: L. Convenience Center Tag Discussion
County Administrator Tadlock provided estimates to the Board related to convenience center hangtags and decals as well as their costs to mail them if the vendor offered that service. Mr. Tadlock passed around a sample decal and hang tag for the Board to consider.
Supervisor Williams asked what the estimated cost is for mailing.
Mr. Tadlock stated that it varies per vendor. The cost for BMS to mail is approximately $6,220 and for American Solutions the mailing is $5,950.
Supervisor Fisher stated that he is skeptical about the hang tags because individuals could give them away or sell them.
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Supervisor Williams asked if the Board is considering the company that doesn’t provide the mailing service.
Mr. Tadlock explained that they’d have to determine how to get the items mailed and with this number of mailings, it’d be best to hand that over to a company that can get that done. Supervisor Fisher asked if they could be sent out with the tax bills.
County Administrator Tadlock stated they could look into this and get back to the Board. Action, Information: M. Election Split Waiver
County Administrator Tadlock explained that each year the Board must request a waiver from the State Board of Elections due to the area located in Kilmarnock.
NORTHUMBERLAND COUNTY BOARD OF SUPERVISORS
RE: KILMARNOCK TOWN VOTERS
WHEREAS a portion of the Town of Kilmarnock, Virginia, is located in Northumberland County, Virginia, while the majority of the Town of Kilmarnock is located in Lancaster, County, Virginia; and,
WHEREAS that portion of the Town of Kilmarnock located in Northumberland County is described as Tract # 020302 and Block #’s 3035, 3036, 3053, 3054, and 3055; and,
WHEREAS town elections were previously held in May; and
WHEREAS THE General Assembly established November as the date for town elections effective January 1, 2022; and,
WHEREAS approximately fifty (50) voters who reside in that portion of the Town of Kilmarnock that is located in Northumberland County are affected; AND,
WHEREAS establishing a split precinct for this small number of voters is not feasible (Code of Virginia 24.2-307);
NOW THERFORE BE IT RESOLVED by the Board of Supervisors of Northumberland
County, Virginia, that those voters in the Town of Kilmarnock who reside in Northumberland County will vote in all elections at the Northumberland County District Four (4) polling place, Wicomico Parish Church, Wicomico Church, Virginia, and, the Northumberland County
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Electoral Board and General Registrar will prepare appropriate ballots, voting procedures, and reporting procedures to accommodate Town of Kilmarnock voters affected by this action, and, will ensure compliance with all relevant sections of the Code of Virginia pertaining to the conduct of elections.
Adopted: April 10, 2025
Motion to hereby approve the resolution and authorize the Northumberland County General Registrar to submit a request for a waiver from the State Board of Elections pursuant to Section 24.2-307 of the Code of Virginia to administer the District 4 precincts in Northumberland County located in the Town of Kilmarnock, Town Code 1390 as split precincts for the 2025 election.
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. Action, Information: N. Other County Administration Items
County Administrator Tadlock informed the Board that there are several vacancies to fill: Planning Commission District I
Economic Development Commission District II
Wetlands Board District III
Motion to approve the appointment of Ms. Tylynn Lewis to the Wetlands Board as the District III representative.
Motion by: James M. Long, second by: James W. Brann.
Final Resolution: Motion Carried
Aye: James M. Long, Richard F. Haynie, James W. Brann, Chip Williams, AC Fisher, Jr. Information: O. Department Agency Monthly Updates
The Department Agency Monthly Updates can be accessed in board docs.
5. Committee Reports
No committee reports were given at this time.
6. Board of Supervisor Items
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Action: A. Approval of Check Register
Supervisor Fisher referenced a check written to the Health Department in the amount of $60,992.50 and asked if that is money in the budget they set aside for them or if that money is outside the budget.
Mr. Tadlock stated that is their quarterly payment included in the budget.
Motion to approve the April 2025 check register in the amount of $886,127.96.
Motion by: James M. Long, second by: AC Fisher, Jr.
Final Resolution: Motion Carried
Aye: James M. Long, Richard F. Haynie, James W. Brann, Chip Williams, AC Fisher, Jr. Information: B. Board Comments
Supervisor Long asked for an update on the old School Board office.
Mr. Tadlock stated that the Board asked the Building Official to go review that building and he provided the Board with a report, so they’re just waiting for direction from the Board on whether they want to have another meeting to discuss that or how they’d like to move forward. Supervisor Williams thanked the School Board for attending the joint meeting the other night. **Chairman Haynie requested a 10-minute recess.
7. Public Comments (4 MINUTE TIME LIMIT)
Ms. Stacy Hendrickson, Director of Career and Technical Education at NCPS, announced that the high school will be hosting a career fair on April 17, 2025 at 3:00 p.m. She stated that the school has not had a career fair since covid, and they are very excited to be bringing it back this year. She asked the Board if they knew of any employers that they’d believe would be a great contributor to this showcase of careers that would be greatly appreciated.
The Board mentioned Northern Neck Electric and Dominion Energy.
Vice Chairman Brann asked if there’s a program in the school that helps students prepare for job interviews.
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Ms. Hendrickson stated that her business class does mock interviews and learns how to search for jobs.
Ms. Vivian Nutt and Nancy Henderson commented on the lack of availability for caregivers in the County. Ms. Nutt and Ms. Henderson provide consumer direct care at G-Ma Stella's Home Health Care Agency in Burgess. She explained that individuals must qualify through DSS to receive these services. Ms. Nutt stated that they are in need of buildings to be able to provide the care they offer and described all the training they provide. She asked if the double wide trailers in Lottsburg owned by the County would be available and stated that they do not have the funds to purchase them and were hoping the County would be willing to donate them.
Vice Chairman Brann stated that he’s brought up having those trailers removed several times and he’s all for donating one or both of those trailers at their expense if the County is allowed to donate. He asked if the County Attorney would determine this for them.
The Board advised Ms. Nutt and Ms. Henderson to go look at the trailers to see if they can be repurposed, and to give Chairman Haynie a call letting him know if they’re interested in the trailers.
Mr. Joey Thompson shared his support for the childcare facility which will be presented during the public hearing session at 7:00 p.m.
Mr. Ricky Haynie stated that the Board should reach out to VDOT as there are a lot of leaning trees over the roadways.
**Closed Meeting was postponed to the end of the meeting due to timing constraints. See Section
9. Public Hearings 7:00P.M.
8. 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)(3),(29); 3. Discussion or consideration of the acquisition of real property for a public purpose, or of the disposition of publicly held real property, where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of the public body. 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: 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: 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: 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 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: D. RFP - Pre-Auditing Services, Rodefer Moss CPA
Motion to authorize County Administrator Tadlock to sign the engagement letter with Rodefer Moss not to exceed a cost of $45,000 for pre-auditing services.
Motion by: Richard F. Haynie, 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: E. RFP - Auditing Services, Robinson, Farmer, Cox Associates
Motion to authorize County Administrator Tadlock to sign the engagement letter with Robinson, Farmer, Cox Associates for auditing services.
Motion by: Richard F. Haynie, second by: James W. Brann.
Final Resolution: Motion Carried
Aye: James M. Long, Richard F. Haynie, James W. Brann, Chip Williams, AC Fisher, Jr.
9. Public Hearings 7:00P.M.
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Action, Information: A. Request by Crystal Cove Housing, LLC, owner, and Carolyn Crockett, applicant, for a Conditional Use Permit to allow a child care facility on property zoned B-1, Business General. The property is shown as Tax Map Parcel # 36-(1)-25-C and is located at 740 Jessie Dupont Memorial Highway.
Dr. Carolyn Crockett explained her proposed project to the Board, stating that it’s a necessity for our community. She provided the Board with a little background information about herself and presented why she is qualified to provide such services to the County.
Supervisor Williams asked how many children Dr. Crockett is allowed to have in the facility. Dr. Crockett stated that according to the State Board of Education she will start off with a minimum of 12 children, and as she advances, she could obtain more overtime.
Supervisor Williams asked if she’d have other staff to help her.
Dr. Crockett stated that she would as required by the State Board of Education. She explained that she wanted to start with two staff members.
Supervisor Long asked if she would have any medical staff.
Dr. Crockett stated that this is not required, however she is a registered nurse. Vice Chairman Brann asked how the facility would be funded.
Dr. Crockett stated that she’s hoping to get some help from family, friends, churches and the County.
Public Hearing Open.
Dr. Linwood Blizzard shared his support for Dr. Crockett’s proposal and stated that there is a lack of supply of these services in the County. He believes that with Dr. Crockett’s background, this is a great opportunity for the County.
Mr. Ricky Haynie asked that the Board support this request as education is the key to opportunities.
Ms. Joyce Mitchell believes a facility like this is a need for the County and suggested that the Board support the proposal. She stated that she has a lot of experience working with little
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children and they need a beginning and need nurturing because if not we’re going to have generations of poverty and bad behavior because they need to be taught at a young age. Ms. Mitchell shared some successful stories of students who started out learning at a young age. Ms. Latasha Lee supports her mother and her proposal and hopes the Board supports her on this endeavor.
Reverend Williams shared his support of Dr. Crockett’s proposal and applauds her commitment to education. He believes what she is offering is not only experiences in a variety of areas but also will provide leadership, structure, guidance, and a safe haven for the young people in this County.
Public Hearing Closed.
Zoning Administrator Marston read the suggest conditions for the Board.
Suggested Conditions if Approved:
1. All required permits and/or licenses shall be obtained from all appropriate regulatory agencies including but not limited to the Va. Department of Health and Va. Department of Education’s Division of Child Care and Early Childhood Development.
2. The building shall comply with the Virginia Statewide Building Code.
3. Any proposed lighting shall be non-reflective and directed downward to prevent any glare on adjoining properties.
4. Any proposed signage shall comply with Northumberland County’s sign regulations.
5. 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 a child care facility on property zoned B- 1, Business General 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: 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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**The Board of Supervisors convened into closed meeting at this time. See Section 8. Items Related to Closed Meeting.
10. Closing of Meeting
Action: A. Adjournment
Motion to adjourn.
Motion by: Richard F. Haynie, second by: James W. Brann.
Final Resolution: Motion Carried
Aye: James M. Long, Richard F. Haynie, James W. Brann, Chip Williams, AC Fisher, Jr.