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Special Called Board of Supervisors Meeting (Wednesday, June 18, 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, Benefits and Bookkeeper Administrator
1. Opening of Meeting 4:30 P.M.
Information: A. Call to Order
The special meeting was convened by Chairman Haynie and held at the
Northumberland Courthouse located at 220 Judicial Place, Heathsville, VA 22473.
2. County Administrator Items
Action, Information: A. FY26 Budget Discussion
County Administrator Tadlock informed the Board that the $104,652 additional monies needed to provide a 1.25% salary increase does not include Social Services, so he reached out to Jackie Clayton, Director of Social Services, who stated they would need approximately $1,734 in local dollars (not including state monies) to receive a raise. Their total cost with state monies included would be $12,930.
Vice Chairman Brann asked how much this would dip into the General Fund.
Mr. Tadlock explained that if they moved forward with a 1.25% for the School, County, and Social Services it would dip into the undesignated fund balance at approximately $429,390. Chairman Haynie asked how much that would deplete the reserve fund.
Vice Chairman Brann stated that Davenport’s presentation estimated the General Fund to be around $3M and he bets that figure does not include the $1.3M overspent by the school in FY25. He stated with all of that considered, it would be nearly $1M.
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Supervisor Fisher asked if the Sheriff’s department, school, sanitation, or EMS has other monies coming from the state like Social Services does for raises/bonuses.
Supervisor Williams stated that the school had the SOQ bonus money that came from the Governor that the Board just approved, but that did not require any local money. Supervisor Fisher asked about the Sheriff’s Office.
Mr. Tadlock stated that the state compensation board provided them with a 1.5% bonus, however the County has to give a bonus to receive those monies back. He explained that in order for the County to do a bonus, they have to adopt an ordinance which requires advertising a public hearing for two weeks, holding the public hearing, and then the bonus could be provided. Additionally, he informed the Board that those monies are specific to each compensation board employee, so the Board cannot take those monies and distribute them across the entire department. There’s a 3% raise as well, but to his understanding it is not required to be given as long as the County is paying above the comp board position. That money is still able to be received by the County.
Supervisor Fisher asked if Social Services works the same way.
Mrs. Clayton came and explained to the Board that the state gave the agency $29,830, which was for a 3% raise, but the County would have to pay $4,624 so there is a local match required. For a 1.5%, she would use $14,915 of state monies and require a local match of $2,312. If the local match is not met, she would have to return that money to the state.
Supervisor Fisher asked how much she would need for a 1.25% raise.
Mrs. Clayton stated that she would need $1,734, the state would pay $11,196 and she’d have to send back the $18,000.
Chairman Haynie asked if sending all the money back to the state would affect her in the future. Mrs. Clayton explained that it will reduce her base budget.
The Board agreed that they would like to give the employees a raise, but they’d have to make more cuts, and Supervisor Williams stated that they could be cutting so deep that it would force departments to come back next year looking for appropriations.
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Vice Chairman Brann agreed and stated that just because you work for the County, does not guarantee that employees are going to get a raise every year.
Supervisor Long believes the Board needs to find a way to provide a raise for their employees. Vice Chairman Brann stated that he is not going to vote to dip into the contingency fund at all. Supervisor Long believes that several years ago there was an emergency tax day and he’d like someone to look into this.
Mr. Tadlock stated that the only thing he can think of is the revenue anticipation note which allows the County to borrow money.
Supervisor Williams agreed and will not vote on anything that further depletes the contingency fund.
Chairman Haynie asked how much tax the County does not receive from land use.
Mr. Tadlock stated that he’d have to get this figure from the Commissioner of Revenue for the Board.
Vice Chairman Brann stated that the Board has two choices which is finding the money within the school budget to provide pay increases or passing a budget without any salary increases this year, work to get the County finances back on track, and hope to do better next year. The Board agreed that cutting the school budget more would just open the door for the School Board to come back with several appropriation requests.
Vice Chairman Brann asked if Mr. Tadlock needs more time to make further cuts. Mr. Tadlock stated that there’s a large increase in waste management but not knowing what that rate is going to be, he may be one of the ones coming back to the Board and requesting an appropriation but that is an option. There’s also an additional $35,000 in the audit but based on the amount the County had in audit fees last year, he was unsure what those costs were going to look like this year. He informed the Board that the County has spent $1,776,897 to date for waste management to date and the County budget $1.8M and for FY26 he budgeted for a $90,000 increase.
Chairman Haynie asked what kind of direction Mr. Tadlock needs from the Board.
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Mr. Tadlock stated that he just needs the Board to authorize him to finalize the numbers, prepare the resolutions, and then have the Board adopt them at their next meeting.
The Board authorized Mr. Tadlock to proceed as he presented it to the Board and prepare the resolutions. They also asked to leave the school in categories with quarterly appropriations. The Board asked Dr. Leslie if it would be too much trouble to ask her to provide monthly and quarterly reports to the Board of Supervisors.
Dr. Leslie agreed and stated that this is not too much to ask.
The Board of Supervisors agreed to meet on June 25, 2025 at 5:00 p.m. to finalize the budget. Action, Information: B. Supplemental Appropriation - Opioid Abatement Settlement Fund
Motion to approve a supplemental appropriation to line item 47-5102-3200 in the amount of $1,682.88 for fund received from the National Opioid Abatement Settlement fund and interest accrued on the bank account. The break down is as follows:
National Opioids Trust Kroger sequence #87101523 $823.60
National Opioids Trust Kroger sequence #87101504 $823.60
May interest $35.68
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: C. Supplemental Appropriation - Volunteer Ambulance and Rescue Services
Motion to approve a supplemental appropriation from 10-2400-240405 to line item 10-3203- 5605 in the amount of $4,628.55 for Four-For-Life EMS grant funds received.
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: D. Vehicle Surplus Correction - Sanitary District
Mr. Tadlock stated that a letter was submitted to surplus a Colorado for the Sanitary District, but the VIN # was incomplete and was missing the last digit. He stated that the VIN # should be
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5728 rather than 5722 as presented at the meeting on June 12, 2025. He asked that the Board amend their motion to reflect the correct VIN #.
Motion to amend action taken at the June 12, 2025 regular meeting to reflect the surplus of a Chevrolet Colorado, VIN #5728, instead of VIN #5572.
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: E. Board Docs Proposal
Mr. Tadlock stated that staff had found that Diligent Community would convert all the current information over to their new system and recommended that the Board move forward with the base package.
Motion to move forward with the migration from Board Docs to Diligent Community for the migration base price in the amount of $9,989.
Motion by: AC Fisher, Jr., second by: Chip Williams.
Final Resolution: Motion Carried
Aye: James M. Long, Richard F. Haynie, James W. Brann, Chip Williams, AC Fisher, Jr.
3. Items Related to Closed Meeting
Action, Information: A. Convene into Closed Meeting
Motion to Action: A. Convene into Closed Meeting: convene into closed meeting as permitted by Virginia Code Section 2.2-3711 (A)(1); 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.
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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: B. Reconvene into Open Meeting
Motion to reconvene into open session.
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: 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: Chip Williams, second by: James M. Long.
Final Resolution: Motion Carried
Aye: James M. Long, Richard F. Haynie, James W. Brann, Chip Williams, AC Fisher, Jr.
4. Closing of Meeting
Action: A. Carry Over
Motion to carry over to the special meeting on June 25, 2025 at 5:00 p.m.
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.