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Regular Meeting (Thursday, July 10, 2025)
Northumberland County, Virginia
Members Present:
James M. Long, Richard F. Haynie, James W. Brann, AC Fisher, Jr.
Members Absent:
Chip Williams
Other Staff Present:
Mr. Luttrell Tadlock, County Administrator
Mr. Drew Basye, Assistant County Administrator
Ms. Morgan Wilson, Executive Assistant
Mr. Carl Hayden, IT Technician
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 - Pastor Lee Farmer
Paster Lee Farmer led the invocation.
Procedural: B. Pledge of Allegiance
Chairman Haynie led us in the Pledge of Allegiance.
Action: C. Approval of Agenda
County Administrator Tadlock informed the Board that there is no closed meeting session tonight.
Motion to approve the agenda for today's meeting with the revisions stated by Mr. Tadlock.
Motion by: James W. Brann, second by: James M. Long.
Final Resolution: Motion Carried
Aye: James M. Long, Richard F. Haynie, James W. Brann, AC Fisher, Jr.
2. Approval of Minutes
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Action, Information, Minutes: A. June 5, 2025 Special Meeting
Motion to approve the minutes from the special meeting on June 5, 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, AC Fisher, Jr.
Action, Information, Minutes: B. June 10, 2025 Special Meeting
Motion to approve the minutes from the special meeting on June 10, 2025.
Motion by: AC Fisher, Jr., second by: James W. Brann.
Final Resolution: Motion Carried
Aye: James M. Long, Richard F. Haynie, James W. Brann, AC Fisher, Jr.
Action, Information, Minutes: C. June 12, 2025 Regular Meeting
Motion to approve the minutes from the regular meeting on June 12, 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, AC Fisher, Jr.
Action, Information, Minutes: D. June 17, 2025 Joint Meeting with School Board
Motion to approve the minutes from the special meeting on June 17, 2025.
Motion by: AC Fisher, Jr, second by: James M. Long.
Final Resolution: Motion Carried
Aye: James M. Long, Richard F. Haynie, James W. Brann, AC Fisher, Jr.
Action, Information, Minutes: E. June 18, 2025 Special Meeting
Motion to approve the minutes from the special meeting on June 18, 2025.
Motion by: James M. Long, second by: AC Fisher, Jr.
Final Resolution: Motion Carried
Aye: James M. Long, Richard F. Haynie, James W. Brann, AC Fisher, Jr.
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Action, Information, Minutes: F. June 25, 2025 Special Meeting
Motion to approve the minutes from the special meeting on June 25, 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, AC Fisher, Jr.
3. Presentations
Information: A. Mr. Steven Mattheisen, American Junior Golf Association Tournament Mr. Steve Mattheisen shared how much of a success the American Junior Golf Association Tournament held at Indian Creek Yacht and County Club was. He read a few thank you notes from the young golfers that participated in the tournament to share their appreciation. He stated that the tournament went incredibly well thanks to all the volunteers. Mr. Mattheisen then shared the economic and digital impact the tournament had within the community. He looks forward to hosting this tournament again next year.
Action, Information: B. Phillip Mumford- Boys and Girls Club DCJS Grant Request Mr. Phillip Mumford, Executive Director of the Boys and Girls Club, came to present a grant opportunity from the Department of Criminal Justice Services (DCJS). He explained one of the requirements to apply is that the Boys and Girls Club must work through the municipality to submit the application. Mr. Mike Macnamara, the grant writer, provided some information related to the grant specifications. He explained that the application is due July 30, 2025, for a maximum grant amount of $200,000. Mr. Mumford continued by reading the project overview, goal, key objectives, and expected outcomes. This information can be accessed in Board Docs. Mr. Mumford explained that there is no local money required; however, it does require some staff time from the County Administrator and County Treasurer to review and approve the documentation.
Motion to authorize the Boys and Girls Club to apply for the 2026 Combating Hate Crimes Grant Program for up to $200,000 with no local match required.
Motion by: James W. Brann, second by: AC Fisher, Jr.
Final Resolution: Motion Carried
Aye: James M. Long, Richard F. Haynie, James W. Brann, AC Fisher, Jr.
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Information: C. Update from Northumberland County Schools
Superintendent Leslie stated that they have been working very hard on closing out the FY25 school year finances. She handed the discussion over to Mr. Jack Reagan to present the FY25 year-end results.
Mr. Jack Reagan explained his analysis to the Board and stated that there were several reversals made in relation to items being charged against the incorrect fiscal year. Once those reversals were made, the overspent amount was brought down substantially less than what was originally presented, and he believes the net budget amount that needs to be appropriated is approximately $400,000. He explained that the instruction category is about $500,000 over budget and the Pupil Transportation is about $100,000 over budget; however, the Operations and Maintenance category is about $200,000 under budget. He stated that he’s under the impression that the Superintendent has prepared a request to transfer the $200,000 from Operations and Maintenance and place that in the Instruction category and then request an appropriation of $300,000 for Instruction and $100,0000 for Pupil Transportation.
Chairman Haynie stated that looks like a large decrease from what was last presented to the Board.
Dr. Leslie explained that the auditors put $800,000 worth on FY24 and the school had charged that money against the FY25 budget, so when that was corrected that brought the overspending down quite a bit.
Mr. Reagan stated that they are going to work with the County and School Board staff to ensure that all prior year adjustments are appropriately reflected in the school and County’s general ledger to make sure the County’s ledger reconciles to the audited statements.
Vice Chairman Brann asked for clarification on if appropriating the $400,000 and moving those monies around would balance out and close out the FY25 school budget.
Dr. Leslie stated that is correct but she would also need a number of transfers between categories so they can zero out their negative balances and move their overages into the correct categories so that they will be solvent.
Vice Chairman Brann stated that’s a lot less money than they thought it was going to be. County Administrator thanked County staff, Ms. Dodson, the Treasurer’s office, Mrs. King and Mrs. Dungan for pulling all this information together.
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Dr. Leslie then read through her transfer requests for the Board. The full request can be accessed in Board Docs.
Supervisor Long made a motion to approve the appropriation request of $400,000 to balance the school budget.
Vice Chairman Brann stated he’d like a little more time to look over the other transfer requests before making a decision.
Supervisor Long asked how soon Dr. Leslie needed this approved.
Dr. Leslie stated that the transfer into Operations and Maintenance is urgent as they do have some transmittals that are ready to be paid that they cannot pay until those funds are transferred. She explained that the least important item for them is zeroing those balances because they have money in other accounts where they spent, but she understands that it’s an issue that those accounts are holding negative balances for money that was spent and not appropriated. Supervisor Long thinks they should move forward as soon as possible, even if they have to hold another meeting next week.
Vice Chairman Brann stated that they have another meeting with the Economic Development rd
Commission on July 23 .
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Supervisor Long withdrew his motion since the Board has another meeting on July 23 . Vice Chairman Brann stated that he understands what they have to do, but there’s a lot of numbers here that he would like to make sure he understands.
Chairman Haynie asked Dr. Leslie to further explain the urgent transfer.
Dr. Leslie stated that there is one line item where they have a list of transmittals of bills to be paid, approximately $300,000.
Chairman Haynie asked when those bills need to be paid.
Dr. Leslie stated as soon as possible. She explained that she would have liked to send them out earlier this week, but one of the transactions puts that line item in the negative, so it cannot be paid. Dr. Leslie stated that it’s about $20,000 and one category line is holding up $300,000 of transfers on that same transmittal.
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Chairman Haynie asked which transfer she was referring to.
Dr. Leslie stated that it’s in the Operations and Maintenance account and unfortunately, she does not have the transmittal with her, but she explained that the balance is $111,746 and the amount of the transmittal is just over $134,000.
Chairman Haynie stated that he doesn’t see a problem with allowing the school to move those monies around to balance their budget, and the Board can wait to approve the $400,000 appropriation.
Mr. Tadlock asked if the transfers would create negative amounts in the other categories without the appropriation.
Dr. Leslie stated that it would create a negative in the Instruction category without the appropriation approved. She explained that the transfers are contingent upon the $400,000 appropriation to balance those line items.
Chairman Haynie stated that Supervisor Williams is not here to give his input on the additional appropriation to the school, and he believes he should be present in order for the Board to make a decision.
The Board asked Mr. Tadlock to reach out to Supervisor Williams to see if he’ll be back in town next week so they can hold a special meeting on this matter.
County Administrator Tadlock informed the Board that he and Dr. Leslie have had several conversations on an implementation plan in relation to the MOU between the School Board and Board of Supervisors. He stated that as of right now the two school employees are still under the School Division and they are trying to get that transition in place once the County gets a Finance Director on staff. The Director of Finance position has been advertised, so the County is waiting for applications to be turned in. Mr. Tadlock stated that the School Division does have a vacancy for the Director of Finance and there’s a concern with that vacancy going into the new fiscal year with placing their new budget into the system, processing purchase orders, and several other items that a Finance Director would need to do. He stated that he and Dr. Leslie had a conversation with Mr. Regan from UHY on serving as the temporary Director of Finance. For the first and second months, the cost is approximately $19,680 but following that it would cost about $13,120. Additionally, Mr. Tadlock stated that UHY proposed to look at policies and procedures at a one-time cost in the amount of $18,800. The total cost for all these services, including the three months and the additional one-time payment for reviewing policies and procedures would cost approximately $71,280.
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Vice Chairman Brann asked that this information be placed on the agenda at their next special meeting when they discuss the appropriation request.
Information: D. Update from the Virginia Department of Transportation
Mr. John Vanlandingham presented his report on behalf of the Virginia Department of Transportation. He explained that the three-lane traffic pattern paving is almost finished up in Lottsburg and Callao. The full report from VDOT can be accessed in Board Docs. Supervisor Long reported mowing needed on route 609 beside the apartments in Wicomico Church.
4. County Administrators Report
Information: A. Building Permit Report
2025 2024
Const. Cost for Month $4,305,899.55 $6,326,815.40
Total Bldg. Permit Cost for Month 9,729.68 11,681.96
Total Zoning Permit Cost for Month 5,475.00 6,250.00
Total Levy Fee for Month 194.60 229.63
TOTAL CONSTRUCTION COST
YEAR TO DATE $30,871,880.65 $32,587,639.52
Action, Information: B. Deed of Vacation and Dedication - Skiff Cove Subdivision County Attorney Gregory stated that Skiff Cove was a cluster development when it was approved by the County years ago and one lot in that subdivision has been sold, and because of that the community has to go through a statutory process to vacate that subdivision so they can transfer from a cluster development to a more traditional subdivision with larger lots. He explained that he has reviewed the legal documents and Mr. Marston, Zoning Administrator, has reviewed the documents that are necessary for the Board to approve the vacation of the subdivision, and he recommends that the Board move forward with approval. Mr. Gregory stated that once the Board approves it, Chairman Haynie will sign the legal documents, he will sign them as well, and then the Skiff Cove individuals must take the documentation to the Health Department for their review and approval. Finally, they must take it back to Mr. Marston for a final signature and then they may take it to the Circuit Court Clerk’s office to be recorded.
Motion to approve the vacation of Skiff Cove Subdivision as presented to the Board.
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Motion by: AC Fisher, Jr., second by: James M. Long.
Final Resolution: Motion Carried
Aye: James M. Long, Richard F. Haynie, James W. Brann, AC Fisher, Jr.
Information: C. Carry Over/Supplemental Appropriation- Sheriff's Office
County Administrator Tadlock explained that the Sheriff's Office is requesting to carry over the funds for the body cameras approved by the Board on January 9, 2025, from FY25 to FY26 in the amount of $70,675.20.
Vice Chairman Brann asked if this money is part of the contingency fund.
Mr. Tadlock stated that it is coming from the general fund. There was no grant associated with this, but the Board did approve these funds for the Sheriff’s Office in January. Mr. Tadlock explained that the portion being carried over is the year two through year five subscription fee as the original request was $93,402. He stated that the upfront cost, subscription, and video service has already come off that amount and what’s remaining is the subscription fees for years two through five.
Supervisor Long asked if this is a rush.
Mr. Tadlock stated that he’s unsure when the invoice is due, but each subscription fee could be approved on an annual basis.
Vice Chairman Brann stated that he understands the Board approved this and he’s all for it, he’s just looking at what’s financially better for the County whether that be to pay it all at once or to make annual payments.
Chairman Haynie stated that he’d hate to make a decision without all the Board members here. The Board tabled a decision on this matter until their next special meeting when all Board members are present.
Action, Information: D. Supplemental Appropriation/Transfer for FY25- Sheriff's Office The next request from the Sheriff's Office was to place the unused court security funds from FY25 back into the fund for FY26.
Motion to approve the supplemental appropriation from line item 3102-1004 to 24-1300-130204 in the amount of $1,222.15 for unused FY25 court security monies.
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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, AC Fisher, Jr.
Action, Information: E. Law Enforcement Equipment Grant
County Administrator Tadlock explained that the Board approved the Sheriff’s Office to seek a law enforcement grant in March of 2025 for a speed trailer and the LiDAR radar. The Sheriff’s Office did receive those funds in the amount of $36,487.00. Mr. Tadlock explained that the total grant amount requested was $37,986.93; however, the grant would not cover the subscription cost so there was a difference. The total federal funds from the grant is $27,365.00 and the local match is $10,621.74 which includes the subscription amount. The local match without the subscription fee is $9,122.00.
Motion to authorize Sheriff Beauchamp to move forward with the Law Enforcement Equipment Grant for the speed trailer and LiDAR radar in the total amount of $36,487.00, federal funds in the amount of $27,365.00 with a local match requirement of $9,122.00.
Motion by: AC Fisher, Jr., second by: James M. Long.
Final Resolution: Motion Carried
Aye: James M. Long, Richard F. Haynie, James W. Brann, AC Fisher, Jr.
Action, Information: F. Supplemental Appropriation - Sheriff's Department
Motion to approve the supplemental appropriation to line item 3102-5414 in the amount of $36,487 for the Law Enforcement Equipment Grant and to line item 3102-3005 in the amount of $1,500 for the subscription cost not included in the grant amount. The total appropriation amount is $37,987.00.
Motion by: James W. Brann, second by: James M. Long.
Final Resolution: Motion Carried
Aye: James M. Long, Richard F. Haynie, James W. Brann, AC Fisher, Jr.
Action, Information: G. Emergency Services - Rescue Squad Assistance Fund (RSAF) Grant Award
Motion to authorize Chief Balderson to accept the Rescue Squad Assistance Fund (RSAF) Grant award in the amount of $14,000 with a local match of $21,528.00 using EMS billing monies to purchase a new cot in the amount of $35,528.00.
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Motion by: James W. Brann, second by: James M. Long.
Final Resolution: Motion Carried
Aye: James M. Long, Richard F. Haynie, James W. Brann, AC Fisher, Jr.
Action, Information: H. Burn Building Lease
County Administrator Tadlock stated that the 20-year lease agreement regarding the property where the burn building facility is located is about to expire, so the Rappahannock Regional Fire Training Center is requesting that the Board enter into another 20-year lease. He stated that the lease must be through the County and not through the Rappahannock Regional Fire Training Organization as the state will only support it when it’s through the locality. Mr. Tadlock stated that the rent is being changed from $500 to $1200 per year, but that cost is covered by the Rappahannock Regional Fire Training Organization.
Motion to enter into a 20-year lease agreement with Jonathan C. Kinney Trustee for the use of the burn building facility.
Motion by: James W. Brann, second by: James M. Long.
Final Resolution: Motion Carried
Aye: James M. Long, Richard F. Haynie, James W. Brann, AC Fisher, Jr.
Action, Information: I. Planning Commission Memo - Investigate Adding Open Sided Gazebos to Zoning Ordinance
Motion to authorize the Planning Commission to investigate adding open sided gazebos to the Zoning Ordinance.
Motion by: Richard F. Haynie, second by: James M. Long.
Final Resolution: Motion Carried
Aye: James M. Long, Richard F. Haynie, James W. Brann, AC Fisher, Jr.
Action, Information: J. Other County Administration Items
Lastly, Mr. Tadlock stated that there was an update made to the Virginia State code section regarding dogs running at large and that is referenced in the County code. He asked that the Board consider authorizing staff to advertise for a public hearing as the County code needs to be updated as well to reference the updated state code.
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Motion to authorize County Administrator Tadlock to advertise for a public hearing to be held on August 14, 2025 to present revisions to the County Code related to Dogs in Subdivisions.
Motion by: James W. Brann, second by: AC Fisher, Jr.
Final Resolution: Motion Carried
Aye: James M. Long, Richard F. Haynie, James W. Brann, AC Fisher, Jr.
Information: K. Department Agency Monthly Updates
The Department Agency Monthly Updates can be accessed in Board Docs.
5. Committee Reports
No committee reports were made.
6. Board of Supervisor Items
Action: A. Approval of Check Register
Motion to approve the check register for July 2025 in the amount of $3,009,912.59.
Motion by: James M. Long, second by: James W. Brann.
Final Resolution: Motion Carried
Aye: James M. Long, Richard F. Haynie, James W. Brann, AC Fisher, Jr.
Information: B. Board Comments
Supervisor Long asked for an update on the old School Board Office.
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Mr. Tadlock stated that will be a part of the discussion at the meeting on the 23 related to the County’s properties.
Supervisor Long asked for an update on the old EVB Bank building.
Mr. Gregory stated that discussions were ongoing related to that, but other items of concern arose regarding the School Division, so that has been placed on the back burner at this time. Supervisor Long stated that he’s concerned about the cleanliness of the trash sites.
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Mr. Tadlock stated that he received a complaint last week about the waste sites, so he reached out to Waste Management on that.
Vice Chairman Brann reminded the Board that both Boards approved that the County would take over part of the School Board office and take over the utilities, so he thinks the issue regarding a lease or a deed for the old EVB Bank building should be resolved.
Mr. Gregory doesn’t believe he was present at the meeting during that discussion, but he’ll follow up with Mr. Tadlock on what needs to be done there. He stated that he’d be happy to prepare legal documents that fulfill their desires for that building.
Vice Chairman Brann asked about the policy to maintain the contingency fund.
Mr. Tadlock stated that it was presented to them by Davenport, the County’s Financial Advisor. He spoke to them about the policy again this year and asked them to come back and present it to the Board.
Vice Chairman Brann asked if this could be placed on the agenda in August.
Mr. Tadlock stated that he’d check with Davenport to see about this.
Supervisor Fisher asked about the County Waste sites permits.
Mr. Tadlock explained that Mr. Basye has started working on that and we’ve received some information but need to finalize a few things before it is brought back to the Board. He believes rd
that this could possibly be brought back to the Board on the 23 of this month at their special meeting.
7. Public Comments
No public comments were made at this time.
9. Public Hearings 7:00 P.M.
Action, Information: A. To solicit public input on local community development and housing needs in relation to Community Development Block Grant (CDBG) funding for a project in our community.
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Mr. Jerry Davis explained that the Board authorized the PDC to pursue some grant funds from the Department of Housing and Community Development Block Grant Program with the idea of using the funds to do a countywide housing assessment. He stated that the County was awarded that grant and the effort began to address housing needs. Mr. Davis explained that the purpose of the public hearing tonight is for the County to decide whether they’d like to submit another application for federal funds. He stated that the process requires two public hearings, and the application is due on August 26, 2025. Mr. Davis stated that the second hearing could be held at the Board’s next regular meeting in August and it would be more about the specifics of the application. He informed the Board that the County would be eligible for requesting up to $1.25M for housing rehabilitation.
Supervisor Fisher asked if wells and septic systems are replaced or repaired when everything is completely destroyed.
Mr. Davis stated that they would, and the County would be eligible for some additional grant money to deal with well and/or septic issues.
Public Hearing Open.
No comments were made.
Public Hearing Closed.
Motion to authorize the Planning District Commission to move forward with the Community Development Block Grant for potential funding.
Motion by: James W. Brann, second by: James M. Long.
Final Resolution: Motion Carried
Aye: James M. Long, Richard F. Haynie, James W. Brann, AC Fisher, Jr.
10. Closing of Meeting
Action: A. Adjournment
Motion to adjourn.
Motion by: James W. Brann, second by: AC Fisher, Jr.
Final Resolution: Motion Carried
Aye: James M. Long, Richard F. Haynie, James W. Brann, AC Fisher, Jr.