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Regular Meeting (Thursday, June 12, 2025)
Northumberland County, Virginia
Members Present:
James M. Long, Richard F. Haynie, James W. Brann, Chip Williams, AC Fisher, Jr. Other Staff Present:
Mr. Luttrell Tadlock, County Administrator
Mr. Drew Basye, Assistant County Administrator
Ms. Morgan Wilson, Executive Assistant
Mr. Carl Hayden, IT Technician
Ms. Mary Dodson, Bookkeeper & Benefits Administrator
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 5:30 P.M.
Procedural: A. Invocation – Supervisor Long
Supervisor Long led the invocation.
Procedural: B. Pledge of Allegiance
Chairman Haynie led us in the Pledge of Allegiance.
Action: C. Approval of Agenda
Motion to approve the agenda for today's 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.
2. Approval of Minutes
Action, Minutes: A. May 8, 2025 Regular Meeting
Motion to approve the minutes from the regular meeting on May 8, 2025.
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.
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Action, Minutes: B. May 14, 2025 Special Meeting
Motion to approve the minutes from the special meeting on May 14, 2025.
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. Action, Minutes: C. May 21, 2025 Special Meeting
Motion to approve the minutes from the special meeting on May 21, 2025.
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, Minutes: D. May 28, 2025 Special Meeting
Motion to approve the minutes from the special meeting on May 28, 2025.
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.
3. Presentations
Information: A. Anti-Litter Committee Annual Report
Mrs. Glenda Lowery presented the Anti-Litter Committee’s annual report to the Board. The full presentation can be accessed in Board Docs.
Supervisor Long stated that the County still needs a lot of work, and he suggested that the information be put into the children’s backpacks to get the word out to the parents. Supervisor Williams asked about one of their action items which is to investigate illegal sign removal.
Mr. Stuart McKenzie explained that it would be them identifying illegal signs and determining if they need to be removed. He stated that if they are in the VDOT right of way, they’re not allowed to be placed there.
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Chairman Haynie thanked the committee for all they’ve done because there has been lots of improvement.
Action, Information: B. Update from Northumberland County Schools
Mr. Jeff Brann, former Director of Facilities and Maintenance for the school division, came to the Board to address any questions the Board may have in relation to the well replacement at the schools.
Supervisor Williams asked what DEQ is mandating the County do right now.
Mr. Brann explained that the Department of Environmental Quality requested that a minimum of one well be abandoned at the school by March 2026. He stated that there are two wells at the school but it’s up to the County which well they choose to abandon. This is due to the poor grouting process during the construction of each well.
Supervisor Williams asked Mr. Brann to speak about abandoning one well and allowing the other to supply water to both buildings.
Mr. Brann stated that he’s been here for six years working with the system, and he’s confirmed that there is a cross-connect system in the facility, however, the drawings do not reflect this. He explained that there’s a 6-inch line that runs parallel to the athletic irrigation system that goes from the middle/high school pump house to the elementary school pump house. Mr. Brann stated that if the County were to abandon a well while keeping another one in place, he suggested abandoning the one at the elementary school due to several factors.
Supervisor Williams stated that the code was updated in August of 1991 and amended in 1993 in relation to cross contamination, but the middle/high school well was installed in 2009. Mr. Brann stated that the procedure they put in place at the time met the minimum code requirements and it did suffice.
Supervisor Williams stated the wells were installed after the code was put in about cross contamination, so he asked if we were allowed to put the wells in improperly.
Mr. Brann stated that he could not answer that.
After some discussion related to the process of abandoning a well, Supervisor Fisher asked what needs to be done to take care of this problem.
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Mr. Brann would like to get Mr. Rob Mangrum, County engineer on retainer, on site so he can advise what needs to be done.
Supervisor Williams asked about correspondence with Mr. Mangrum.
Mr. Brann stated that he’s had a few conversations with him via email, but no phone call has occurred. He understands that he is very busy, and they reached out to him again yesterday, but he has not responded to them yet.
Vice Chairman Brann asked Mr. Tadlock to reach out to Mr. Mangrum and get a date and time that he can meet with the school.
Mr. Brann stated that they cannot proceed forward with anything until they get the engineer on site.
Mrs. Javonda Ashton, Assistant Superintendent, presented the SOQ bonuses appropriation to the Board. She explained that the state provided $127,727 to the County for SOQ bonuses and they are looking at providing a $850 bonus to those 150 eligible employees. The supplemental appropriation request can be accessed in board docs.
Motion to approve a supplemental appropriation to line item 30-6000-6100 (Instruction) in the amount of $127,727.00 for SOQ bonuses granted by the Governor with no local contribution.
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. Dr. Leslie, Superintendent, provided the Board with several versions of the school budget in relation to cuts from specific areas and various salary increase scenarios. The scenarios can be accessed in her presentation in Board Docs.
Mr. Jack Reagan with UHY Advisors explained that his team was hired a few weeks ago to assist the schools in a few financial reporting and accounting matters. He stated that there were a couple of notices that came in from the tax authorities about underpayment of withholdings, so they went through and reviewed the 2023, 2024, and first quarter of 2025 calendar year tax filings for the federal government and the state government and identified several clerical errors in the preparation of those returns. They prepared amended tax filings for both the federal and state government, and the net impact after going through all the revised filings is going to be about an additional $30,000 or so. In addition to the tax issue they have been working on, they also have been working on FY25 results. The first thing done was to obtain a report of all of the
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outstanding purchase order amounts from the system to try and see what funds had been encumbered. They met with the Superintendent and numerous staff to determine whether or not those purchase orders were still needed and if they were not, what were the amounts that really needed to be on those purchase orders to account for all the goods and services that had been rendered. Additionally, they asked for any information related to purchase orders that were going to need to be entered into the system for goods and services that will be received through June 30th that were not already in the system and also any invoices that had not yet been entered into the system that needed to get charged against those purchase orders. Lastly, UHY requested any invoices they expected to get for services to be rendered between now and the end of June. In all of those cases, they found information in the school's ledgers to be incomplete and inaccurate. They found numerous instances where there were purchase orders that were in the system that were no longer needed, where purchase orders had not been entered for goods or services that had been provided to the schools, and invoices that had not been paid because they didn't have purchase orders in the system and have been sitting around for months. Mr. Reagan explained that they have worked diligently with School Board staff to get all information brought to as current as possible in the system and they are basically doing weekly data calls to keep this up to date and accurate. He stated that all of this amounted to several hundred thousand dollars worth of invoice purchase orders that had not been previously recorded or accounted for. Mr. Reagan informed the Board that they also checked to make sure the County was getting all the reimbursements from the federal and state government in hopes to use those funds to help offset any of those costs. He explained that the best source of information they could get was something called the cardinal report which is a report that comes from the Commonwealth of Virginia that shows all of the cash they have sent to the schools. They received that report for the th
period July 1 through April 30 and when looking at that report and through inquiries of staff, they were able to determine that it did not look like reimbursement requests had been made since about January 1st of this year for expenses. He stated that they have been working with staff and the Superintendent who has really been driving this process very hard and very well to get the reimbursements up to speed. He believed there was a little over $800,000 worth of reimbursements that were submitted to the State Department of Education in early June that carried forward expenses that were incurred in January, February, March, and April of this year. Mr. Reagan stated that based on the best information that he has, his best estimate is that there's going to be about a $1.3 million shortfall against the budget for this year.
Supervisor Long how much staff Mr. Reagan has worked on these issues with.
Mr. Reagan stated that he’s had conversations with half a dozen or so staff members. Supervisor Long asked if he’s met with any School Board members.
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Mr. Reagan stated that he has not.
Dr. Leslie mentioned that the School Board does not initiate purchase orders.
Supervisor Williams asked if the school employees have been cooperative.
Mr. Reagan stated that they have been cooperative to the extent that they had knowledge of what was going on but there are a lot of incomplete answers and gaps of knowledge where they didn’t know where certain transactions were initiated, processed, or reported from.
Supervisor Fisher asked if the $1.3M overspending is above the $800,000 in reimbursements that is expected to be received.
Mr. Reagan confirmed that is correct.
Supervisor Williams asked when this shortfall would have been realized if UHY was not here helping with the finances.
Mr. Reagan stated that it would have probably been discovered in the fall when the auditors come to do the audit of the financial statements for FY25.
Vice Chairman Brann asked what the cause of these issues were whether it be training or lack of policy.
Mr. Reagan stated that he’s been so focused on trying to get to a number to present to the Superintendent, the School Board, and to the Board of Supervisors that he hasn’t had a whole lot of time to focus on the why or the how; however he believes that both of the items brought up are more than likely contributing factors.
Vice Chairman Brann asked Mr. Reagan how much longer he will be here assisting with the finances.
Mr. Reagan stated that he’s here until the Board kicks him out because he’s got too much equity in this game to go anywhere now.
Supervisor Williams asked about the $30,000 figure Mr. Reagan mentioned in relation to the taxes. He asked if that was solely penalties.
Mr. Reagan stated that the net amount of taxes due, but he’d have to go back and see if that included any penalties as there might be some involved as well as interest. He explained that
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they have also drafted up some correspondence to both the Commonwealth and to the federal tax authorities to ask them to consider waving those given the circumstances.
Vice Chairman Brann asked how much of this could have been prevented if the books that had been reconciled or was that even a contributing factor at all.
Mr. Reagan stated that it's hard to say with the fact that there were purchases made without being recorded in the ledger. He explained that one of the few ways that could have been picked up is running a report at the end of the month and it being 75% through the year and still having 75% of your budget remaining, but the reconciliation control would not capture a transaction that had never been recorded because there's nothing to reconcile it against.
Vice Chairman Brann stated that it’s disappointing that actions were not taken after Mr. Reagan presented his findings of the forensic audit.
Mr. Reagan believes that the culture the Superintendent is establishing now will allow significant improvements in a couple of months.
The Board of Supervisors asked Mr. Reagan if he could be present at their joint meeting with the th
School Board on June 17 to present this same information to them as well.
Information: C. Update from the Virginia Department of Transportation
Mr. Todd Vanlandingham presented the report on behalf of the Virginia Department of Transportation. The full report can be found in Board Docs.
Supervisor Long reported that Blundon Rd x Northumberland Hwy needs mowing.
Mr. Vanlandingham stated that route should be addressed tomorrow or Saturday.
Supervisor Long also reported a pothole on Brown Store Road and mowing needed near the apartments on Brown Store Road as well.
4. County Administrators Report
Information: A. Building Permit Report
2025 2024
Const. Cost for Month $5,469,903.80 $7,831,966.21
Total Bldg. Permit Cost for Month 13,442.00 13,758.44
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Total Zoning Permit Cost for Month 4,800.00 5,975.00
Total Levy Fee for Month 268.85 275.16
TOTAL CONSTRUCTION COST
YEAR TO DATE $26,582,220.72 $26,260,824.12
Action, Information: B. Appointment - John Kost, Northern Neck Planning District Commission
Motion to approve the appointment of Mr. John Kost to the Northern Neck Planning District Commission.
Motion by: Richard F. Haynie, second by: Chip Williams.
Final Resolution: Motion Carried
Aye: James M. Long, Richard F. Haynie, James W. Brann, Chip Williams, AC Fisher, Jr. Action, Information: C. Re-appointment - Merthia Haynie, Local Board of Social Services
Motion to approve the re-appointment of Merthia Haynie to the Local Board of Social Services.
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. Action, Information: D. Re-appointment - George Beckett, Anti-Litter Committee At Large Member
Motion to approve the re-appointment of George Beckett to the Anti-Littre Committee as the At Large member.
Motion by: Richard F. Haynie, second by: Chip Williams.
Final Resolution: Motion Carried
Aye: James M. Long, Richard F. Haynie, James W. Brann, Chip Williams, AC Fisher, Jr. Action, Information: E. Supplemental Appropriation - Sheriff's Department
Motion to approve a supplemental appropriation from 10-1800-189917 to line item 3102-3012 in the amount of $1,263.50 for an insurance reimbursement.
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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: F. Supplemental Appropriation - Capital Projects
Motion to approve a supplemental appropriation from 10-1500-150205 to line item 10-9103- 7029 in the amount of $2,734.05 for funds received for the sale of a Sheriff's Office vehicle.
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: G. Supplemental Appropriation - Child Services Act Program
Motion to approve a supplemental appropriation to line item 10-5302-6002 in the amount of $6,396.35 for the April 2025 state reimbursement for CSA services.
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: H. Supplemental Appropriation - Child Services Act Program Supervisor Williams stated that the original request was $50,000 and he asked why the request was reduced.
County Administrator Tadlock stated that he reached out to the Director of Social Services who manages CSA and asked if they would rerun the numbers since some time has passed since the original submission. After recalculating figures, the Director determined that she could manage with $40,000 versus $50,000. Mr. Tadlock stated that he believed she wanted to make sure that the costs were covered without having to come back to the Board because she’s had to come back several times in the past.
Vice Chairman Brann stated that he’d like more of explanation on this since this money is coming from the contingency fund.
Motion to approve a supplemental appropriation to line item 10-5302-6002 in the amount of $40,000 for the local match for CSA services to complete the fiscal year.
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Motion by: James M. Long, second by: Chip Williams.
Final Resolution: Motion Failed
Aye: James M. Long, AC Fisher, Jr.
Nay: Richard F. Haynie, James W. Brann, Chip Williams
Action, Information: I. Appropriation Requests
Motion to request that department heads present their supplemental appropriation requests to the Board of Supervisors when money is expected to come from the contingency fund.
Motion by: James W. Brann, second by: Chip Williams.
Final Resolution: Motion Carried
Aye: Richard F. Haynie, James W. Brann, Chip Williams, AC Fisher, Jr.
Nay: James M. Long
Action, Information: J. Supplemental Appropriation - Opioid Abatement Settlement Fund
Motion to approve a supplemental appropriation to line item 47-5102-3200 in the amount of $71.29 for interest accrued on the Opioid bank account. The break down is as follows: March interest $36.02
April interest $35.27
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. Sanitary District Request - Callao WWTP Membrane Purchase Sanitary District Plant Supervisor David Woolard explained that the wastewater plant is in need of replacing the membrane filters at the facility in Callao. He provided the Board with a timeline showing that they were replaced in 2022 under warranty, but that warranty has now expired and they’re having issues with them again. The manufacturer is not standing by them and is stating that they met their 10-year warranty. Mr. Woolard stated the new filters would be able to obtain at least 58,000 gallons a day if needed, so there’s room for expansion. He is displeased with how Ovivo treated the County with the warranty and he’s unsure how a 10-year warranty was ever obtained because right now they are only offering a one-year warranty. Mr. Woolard stated that any warranty beyond the one-year would be considered an extended warranty on a one-year basis at a time at $10,000 a year, so things have really changed since 2014. He stated that these filters are the backbone of the and if they go down, they would have to pump and haul from Callao to the Reedville facility on a daily basis.
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Supervisor Williams asked for clarification on the warranty claims as they rejected the third claim.
Mr. Woolard stated that they replaced both of them in 2022 and the filters that were installed were seven years old, meaning they were sitting in a storage location for that amount of time which he was unaware of at the time. He explained that the company gave us a product that would last through the end of the warranty.
Supervisor Williams asked how urgent the replacement of these membranes are.
Mr. Woolard stated that if he places an order tomorrow, he’s looking at 12 to 14 weeks just for them to be delivered. They have put some patches on the current filter they have now, but they are not running the flow rate that they need to.
Chairman Haynie asked how long it would take to install them.
Mr. Woolard stated that it shouldn’t take longer than two days.
Chairman Haynie then asked about the cost of replacing the filters.
Mr. Woolard explained that Mann + Hummel gave them a discounted price for the two membranes and then of course freight would be added to that. He stated they’d have to rent a crane to pull the old ones out and install the new ones, and then there’s another company that would have to come in and do some modifications to some of the piping so that the new filters would actually fit the frames.
Supervisor Williams asked if Mr. Gregory could look over the warranty to see whether Ovivo fulfilled the County’s expectations.
Chairman Haynie believed the filters in storage for seven years should have been put in the garbage.
Mr. Woolard stated that the filters were in storage for seven years, but they were supposedly stored in the proper conditions for that filter so that nothing would be wrong with it. Chairman Haynie asked Mr. Woolard what the total cost of the filters would be. Mr. Woolard stated that the filters, freight, modifications, and the crane rental would cost
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$65,430. He explained that the manufacturer said the filters should last five to seven years so this should be placed into the Capital Improvement Plan.
Mr. Gregory suggested that the Board go ahead and move forward with the project and if there’s a warranty claim to be made then that could be made on a parallel track. He stated that the Board doesn’t have to wait on the project to make a warranty claim.
Motion to move forward with the Callao WWTP membrane purchase for filters, freight, modifications, and the crane rental at a cost up to $65,430 while the County attorney reviews the contract and warranty information for the Board.
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: L. Emergency Services - Aladtec Quote
County Administrator Tadlock stated that Emergency Services uses a software called Aladtec for their time management and they have a proposal for either an annual contract or a five-year contract. He explained that the five-year contract is $18,059.56, billed annually, and does save $3,394.04 over the course of the five years. Year 1 through 4 would be $3,590.37 annually, and Year 5 there would be a slight increase at $3,698.08.
Chief Balderson explained that they use this software for their time management, scheduling, and record management.
Vice Chairman Brann asked how the software would be funded.
Chief Balderson stated that they have around $4,600 in the budget for this.
Vice Chairman Brann asked if they could use what’s budgeted ($4,600) and use some of the EMS revenue recovery funds to pay the remaining balance.
Chief Balderson stated that they would bill the County each year, rather than requiring a payment up front. He explained that this contract would just lock them in for five years and actually save them money in the budget each year.
Motion to move forward with the Aladtec 5-year contract in the amount of $18,059.56, billed annually as follows:
Year 1 $3,590.37
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Year 2 $3,590.37
Year 3 $3,590.37
Year 4 $3,590.37
Year 5 $3,698.08
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: M. Vehicle Surplus - Sheriff's Department
Chairman Haynie asked if the vehicle could be used in any other County department. Mr. Tadlock offered to check and bring it back to the Board on Tuesday.
Sheriff Beachamp attended the meeting virtually and informed the Board that he looks at the vehicles in advance and considers other departmental use before requesting the surplus. In his opinion, this vehicle would cost other departments lots of money to maintain or fix, so that is the reason for the surplus request.
Motion to approve the surplus of a 2016 Ford Police Utility vehicle for the Sheriff's Office, VIN #5504. This vehicle will be placed on Gov Deals for purchase.
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: N. Vehicle Surplus - Sanitary District
Motion to approve the surplus of 2007 Chevrolet Colorado for the Sanitary District, VIN #5572. This vehicle will be placed on Gov Deals for 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. Information: O. Invitation For Bid - Fuel
Mr. Tadlock explained that the County received bids for fuel, but several questions have come up that they want to get clarification on, so he’ll bring that back up at the next meeting.
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Action, Information: P. Supplemental Appropriation - Child Services Act Program Director of Social Services, Mrs. Jackie Clayton, attended the meeting virtually to provide more information related to her appropriation request on behalf of CSA. She explained that CSA is really hard to budget because it contains the individual education plans that are mandated by federal and state law for the children that need school services. The majority of those payments are for school services and it’s really hard to guess who all of a sudden will be moved from public school to private school. When Mr. Tadlock called about her request, she had her CSA coordinator start at the very beginning of the year and go through every expense and they got down to around $36,000.
Supervisor Williams thanked Mrs. Clayton for the explanation.
Motion to approve a supplemental appropriation to line item 10-5302-6002 in the amount of $40,000 for the local match for CSA services to complete the fiscal year.
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. Information: Q. Other County Administration Items
There were no other items discussed at this time.
Information: R. Department Agency Monthly Updates
The Department Agency Monthly Updates can be accessed in Board Docs.
5. Committee Reports
No committee reports were made at this time.
6. Board of Supervisor Items
Action: A. Approval of Check Register
Motion to approve the check register for June 2025 in the amount of $1,062,333.05.
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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: B. Board Comments
Supervisor Long asked if Mr. Tadlock could get two people working at the trash site in Ditchley. Mr. Tadlock stated that he could reach out to Waste Management on this.
Supervisor Long stated that other areas of the County had flags installed on the electrical poles on Memorial Day, but Heathsville did not. He believes the County seat should have some too for special holidays.
Vice Chairman Brann requested that the EDC and Mr. McKenzie be present at the July meeting to discuss the County’s properties. He also mentioned that the County needs to stop and think hard on how they spend money from here on out and start putting some money back into the contingency fund. Lastly, Vice Chairman Brann asked if Mr. Tadlock has received a dollar amount increase for Waste Management.
Mr. Tadlock stated that he has not. He also clarified that the Sanitary District request would come from the Sanitary District fund, which is different from the contingency fund. Supervisor Fisher informed the Board that staff is going to put together a committee to address the grass cutting and garbage ordinances in the County. He explained that there are citizens who also want to serve on this committee and help revise these ordinances with the help of the County attorney.
Supervisor Long agreed and stated that he’d like to see one or two representatives from each district on that committee.
Vice Chairman Brann asked Supervisor Fisher to dive into the enforcement of these ordinances as well.
Supervisor Fisher stated that there’s emphasis on the enforcement because right now it’s on the County to enforce through property taxes in some way, but there needs to be more up-to-date enforcement policy in place.
**Chairman Haynie requested a 10-minute recess.
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7. Public Comments
Ms. Miranda Payne shared that she’s been with the Northumberland County Sheriff’s Office for 23 years and requested that they be treated fairly and be given the compensation that they work hard for.
Mrs. Tracy Williamson stated that she’s been with the Northumberland County Sheriff’s Office for 30 years and shared some of her experiences. She praised Sheriff Beauchamp for representing this County well and asked that the Board not throw them to the wolves. Ms. Brooke Russell believed that EMS, Fire Departments, and Sheriff’s Office deserve the largest raise. She stated that the school has taken too much money from the County. She also commented and disagreed on the proposed $15,000 cut from the Animal Shelter.
Ms. Tanya Henry advocated for the Department of Social Services and their raises for the upcoming year. She doesn’t believe that the school division should get a raise if social services does not get one too.
Vice Chairman Brann asked for clarification on the raises presented in the budget. County Administrator Tadlock clarified that the proposed budget has no raises included for any department.
Supervisor Williams informed Ms. Henry that the teachers did receive a SOQ bonus from the state, but the Board of Supervisors has not approved this at this point. However, that bonus does not require any local dollars.
Mrs. Jackie Clayton explained that the Department of Social Services did receive $11,000 for 1.5% bonus, but she would need roughly $3,000 in local dollars to grant the bonus as well as an ordinance. Additionally, they received roughly $29,000 for raises, but she would need $5,000. Altogether, her department would need roughly $9,000 in local dollars to grant both of those incentives. Mrs. Clayton confirmed that their incentives are not like the schools, and it does require a local match in order to be received.
Ms. Carol Cosby shared her support for Mr. Fisher and his efforts on modifying the ordinances on homeowner property management.
Mr. Rick Saunders also shared his support for Mr. Fisher on creating a new ordinance to take care of properties. He mentioned that the County may need to budget for some of the work as far as staff time and adopting an ordinance.
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Mr. Sheldon Groner thanked Mr. Fisher for his efforts in helping to establish more control over properties in the County as there are many properties in disrepair.
Mr. George Christoforatos is willing to volunteer his time to help with the ordinance modifications to help clean up the community.
**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: 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),(29); 1. Discussion, consideration, or interviews of prospective candidates for employment; assignment, appointment, promotion, performance, demotion, salaries, disciplining, or resignation of specific public officers, appointees, or employees of any public body; and evaluation of performance of departments or schools of public institutions of higher education where such evaluation will necessarily involve discussion of the performance of specific individuals. Any teacher shall be permitted to be present during a closed meeting in which there is a discussion or consideration of a disciplinary matter that involves the teacher and some student and the student involved in the matter is present, provided that the teacher makes a written request to be present to the presiding officer of the appropriate board. Nothing in this subdivision, however, shall be construed to authorize a closed meeting by a local governing body or an elected school board to discuss compensation matters that affect the membership of such body or board collectively. 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. 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.
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: B. Reconvene into Open Meeting
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Motion to reconvene into open session.
Motion by: James W. Brann, second by: AC Fisher, Jr.
Final Resolution: Motion Carried
Aye: James M. Long, Richard F. Haynie, James W. Brann, Chip Williams, AC Fisher, Jr. Action, Information: C. Certification of Closed Meeting
Motion that the Northumberland Board of Supervisors return to Public Meeting and certify by roll call vote that only public business matters lawfully exempted from open meeting requirements by the Virginia Freedom of Information Act, and as were identified in the motion convening the closed meeting were heard, discussed or considered during the closed meeting. The vote on the motion was passed by a roll call vote as follows:
Aye: Richard F. Haynie, AC Fisher, Jr., James M. Long, James W. Brann, Charles H. Williams
Motion by: James W. Brann, second by: AC Fisher, Jr.
Final Resolution: Motion Carried
Aye: James M. Long, Richard F. Haynie, James W. Brann, Chip Williams, AC Fisher, Jr.
9. Public Hearings 7:00 P.M.
Action, Information: A. To consider an amendment to the fiscal year 2025 budget. This budget amendment is for the purpose of budgeting/appropriating monies for grants, reimbursements, additional personnel, Contractual Costs, Opioid Settlement Monies, Sheriff’s Office, and Emergency Services.
Public Hearing Open.
No comments were made.
Public Hearing Closed.
A RESOLUTION TO AMEND THE FISCAL YEAR
2024-2025 BUDGET
IN THE AMOUNT OF $630,425.17
WHEREAS, Section 15.2-2507 of the Code of Virginia provides that a locality may amend its budget to adjust the aggregate amount appropriated; however, any such amendment which exceeds one percent of the total expenditures in the adopted budget must be accomplished by publishing a notice of a meeting and a public hearing in the newspaper and that such notice
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shall state the governing body's intent to amend the budget; and
WHEREAS, on June 21, 2024, the Northumberland County Board of Supervisors voted 4:1 to adopt the fiscal year 2024-25 budget in the amount of $50,201,732, and
WHEREAS, the FY25 budget was increased by $3,442,845.58 due to grants, reimbursements, carry-over funds from fiscal year 24, and opioid settlement funds on March 13, 2025;
WHEREAS, the FY25 budget is to be increased by $630,425.17 due to grants, reimbursements, additional personnel, Contractual Costs, Opioid Settlement Monies, Sheriff’s Office, and Emergency Services;
NOW THEREFORE BE IT RESOLVED, by the Northumberland County Board of
Supervisors pursuant to the authority granted in the Code of Virginia, that the Northumberland County 2024-2025 Budget be amended by $630,425.17, and the following monies be appropriated and/or budgeted as follows:
National Opioid..................................................................…….. $ 1,997.22 Emergency Services........ …………………...………………… $ 28,956.77
Sheriff's Office…....................................………………………. $ 69,629.08
CSA Funding…..…......…....................................................….. $ 196,235.61 School Division..…........................………………..…………… $ 70,000.00
General Properties…..................................................................... $ 26,704.81 Treasurer……................................................................................ $ 1,901.68 Capital Projects........................................................................... $ 185,000.00 Northern Neck PDC.........…......................................................... $ 50,000.00 TOTAL…..................................................................................... $ 630,425.17
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BUDGET AMENDMENT JUNE 12, 2025
NEEDS TO BE BUDGETED/PREVIOSLY APPROPRIATED
Line Item Description TOTAL
Sheriff's Office: Total
$67,069.92 (Appropriated on
3/13/2025)
10-3102-3012 Car Repairs $18,000.00
Dominion
10-3102-5101 Energy $12,000.00
10-3102-1004 Court Security $32,151.36
Security
Athletic
10-3102-1006 Events $595.00
Payroll
Reimburseme
10-3102-1111 nt (FBI) $209.60
DCJS
Reimburseme
10-3102-1003 nt $3,497.00
Insurance
Reimburseme
10-3102-3012 nt $616.96
Emergency Services: Total
$10,199.64 (Appropriated on
3/13/2025)
RSAF Grant
Match Lucas 3
10-3203-5409 Device $10,199.64
CSA Funding: Total $6,200
(Appropriated on 3/13/2025)
CSA
Additional
10-5302-6002 Local Match $6,200.00
CSA State
Reimburseme
10-5302-6003 nt $114,356.01
Northern Neck Planning
District Commission: Total
$50,000 (Appropriated on
4/3/2025)
DHCD
Housing
Planning
10-8106-5700 Assessment $50,000.00
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CSA Funding: Total
$59,777.85 (Appropriated on
4/10/2025)
CSA State
Reimburseme
10-5302-6002 nt $59,777.85
National Opioid Settlement
Funds: Total $68.51
(Appropriated on 4/10/2025)
Interest on
47-5102-3200 Opioid Funds $68.51
Emergency Services: Total
$18,757.13 (Appropriated on
4/10/2025)
RSAF Grant
Match Lucas 3
10-3203-5409 Device $9,533.13
Tuition
Reimburseme
10-3203-5506 nt $9,224.00
School: Total $30,000.00
(Appropriated 4/18/2025)
30-6000-6100 VTSS $30,000.00
Capital Projects: Total
$185,000.00 (Appropriated
5/8/2025)
Roof Repair-
Transfer from
10-9103-7014 CIP Fund $185,000.00
Sheriff's Office: Total
$2,559.16 (Appropriated on
5/8/2025)
Car Repairs-
Insurance
Reimburseme
10-3102-3012 nt $1,754.16
Security
Athletic
10-3102-1006 Events $805.00
National Opioid Settlement
Funds: Total $1,928.71
(Appropriated on 5/8/2025)
National
Opioid
Settlement
47-5102-3200 Funding $1,928.71
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CSA Funding: Total
$15,901.75 (Appropriated on
5/8/2025)
CSA State
Reimburseme
10-5302-6002 nt $15,901.75
Treasurer: Total $1,901.68
(Appropriated 5/8/2025)
Postage
Reimburseme
10-1213-5201 nt $1,901.68
General Properties: Total
$26,704.81 (Appropriated
5/8/2025)
Extension
10-4302-3004 Office HVAC $16,400.00
10-4302-3004 IT HVAC $10,304.81
School: Total $40,000
(Appropriated 5/14/2025)
30-6000-6200 UHY Advisors $40,000.00
TOTAL TO BE BUDGETED &
PREVIOUSLY APPROPRIATED $630,425.17
Adopted and enacted this 12th day of June, 2025.
Motion to approve the resolution for the budget amendment in the amount of $630,425.17 as presented.
Motion by: Chip Williams, second by: AC Fisher, Jr.
Final Resolution: Motion Carried
Aye: Richard F. Haynie, James W. Brann, Chip Williams, AC Fisher, Jr.
Nay: James M. Long
**The Board of Supervisors convened into closed meeting at this time. See Section 8. Items Related to Closed Meeting.
10. Closing of Meeting
Supervisor Long asked about the progress of the Park in Callao.
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Mr. Tadlock was unsure as the Callao Hometown Community Association is working on that. Supervisor Long stated that the beach sites need to be cleaned up a little bit. He asked if the County has any containers down there for trash.
Mr. Tadlock explained that there used to be a container down there at one time, but the Board asked for it to be removed.
Chairman Haynie asked if the grass has been cut this year at Virmar Beach.
Supervisor Long asked Mr. Tadlock to get with the Maintenance Supervisor on these items. Action: A. Carry Over
Motion to carry over to the special called joint meeting with the School Board on June 17, 2025 at 1:00 p.m.
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.