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Special Called Board of Supervisors Meeting (Wednesday, July 23, 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
1. Opening of Meeting 4:00P.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. 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.
Motion by: AC Fisher, Jr., 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: B. Reconvene into Open Meeting
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.
3. County Administrator Items 4:30 p.m.
Action, Information: A. Discussion on County Property with EDC
The Economic Development Commission did not have a quorum, so they did not open a meeting.
Chairman Haynie referenced the property list prepared by the Planning Commission and the red highlighted properties recommended to be sold. He asked Mr. McKenzie to start with those properties first.
Mr. McKenzie went through each property that the Planning Commission recommended that the County investigate selling. These properties are 08-1-083, 24-1-009 (Poor House Tract), 48-1- 33, and 53-1-1A. The maps of the land can be accessed in Board Docs. County Planner McKenzie went into detail on these properties and stated that there may be a cemetery on the Poor House Tract and he recommended that the Board try to get that located before doing any
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land disturbing. He stated that after speaking with the Historical Society, he recommends that the County keep the Poor House Tract land because there’s a lot of history there. Vice Chairman Brann stated the Board held a discussion on how to deem the Poor House Tract as a historical site because it would be an ideal location for hiking/biking trails. Mr. McKenzie recommended that the Board talk with the Department of Historic Resources on how to move forward with that agreement.
Vice Chairman Brann requested that Mr. McKenzie look into this and contact the Department of Historic Resources.
Mr. Robert Bullard stated that it’s also quite possible that the land could be divided up since it consists of 140 acres.
Mr. Maurice Johnson stated that there are a number of grants that would support historic restoration, conservation, and recreation, and trails do not directly generate income, but they do add interest and attract more people here. Mr. Johnson believes it would be short sided if the Board considered this property for one use due to its size.
Mr. McKenzie continued his presentation, and the Board clarified that tax map number 53A-6-5 included on the “investigate selling” list was just sold and finalized last week. Supervisor Fisher asked if this included all the County owned land.
Mr. McKenzie stated that he obtained the list from the Commissioner of Revenue, and it is a majority of them, but the database used is case sensitive.
Supervisor Fisher mentioned that he doesn’t see Glebe Point Fishing Pier included in the list and asked where the monies are designated towards if the Board chooses to sell County land. Chairman Haynie stated that they had discussed putting the money towards water access in the County.
Motion to place all monies that come from the sale of County property in a separate fund to be disbursed by the Board of Supervisors as they see fit whether it be for water access or recreational facilities for the County citizens.
Motion by: AC Fisher, Jr., second by: James W. Brann.
Final Resolution: Motion Carried
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Aye: James M. Long, Richard F. Haynie, James W. Brann, Chip Williams, AC Fisher, Jr. Vice Chairman Brann would like to see the three of the properties presented be offered up for sale because he doesn’t see a use for them (excluding the Poor House Tract). He believes this would allow them to start applying for some grants and to have the money to match those funds. Mr. Maurice Johnson stated that they have a lot of properties that are recommended to keep, but what is the Board going to do with them? He’d like to see the Board consider allowing the EDC and Planning Commission to investigate these properties further on how they can be utilized. Action, Information: B. Authorize EDC and Planning Commission to Review County Properties
Motion to authorize the Economic Development Commission and the Planning Commission to review the County property list and come up with a plan on how to best utilize the County's properties.
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. Chairman Haynie asked Mr. Tadlock to get Mr. Albrite to check out Vir-Mar Beach tomorrow. Mr. Tadlock stated that Mr. Albrite checked on it yesterday and the platform had dropped, so he’s working to get that repaired.
Chairman Haynie asked about the grass that grows up on the rocks.
Mr. Tadlock stated that he’ll ask Mr. Albrite about this but he does get this mowed annually to his knowledge.
Supervisor Fisher asked if there is a trash can down there.
Mr. Tadlock explained that there was one there at one time, but they removed it because it was causing some issues.
**Chairman Haynie requested a 10-minute recess.
Action, Information: C. Transfer of Funds - School Board Request
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Mr. Jack Reagan provided the Board with a presentation that can be accessed in Board Docs. He stated that they projected FY25 expenditures and some categories are projecting a surplus while others are projecting deficits, so several transfer requests are included in their request. Additionally, the school is requesting a supplemental appropriation of $410,000 to supplement the overspending that occurred in FY25. Mr. Reagan stated that if all goes the way they expect it to, the school should end the year with roughly a $280,000 surplus that will be returned to the County after the audit is completed. He explained that the net supplemental appropriation request amount is roughly $130,000. Mr. Reagan then presented his analysis to the Board and explained how he came up with this conclusion/request.
Supervisor Williams asked Mr. Reagan to speak on the payroll deduction discrepancy. Mr. Reagan believes it’s a cumulative difference between the amount that’s been deposited with the Virigina Retirement System and the amount that’s actually been withheld. He stated that he’s starting the dig into that reconciliation now and believes the number he provided may be on the higher end.
Supervisor Williams then asked about the appropriation request to the instruction line item. Mr. Reagan stated that is due to overspending on regular accounts payable costs and underbudgeting of some personnel costs in which there was no original budget authority granted. Vice Chairman Brann asked if these corrections were going to follow into FY26. Mr. Reagan explained that they would.
Supervisor Williams asked where the money is going to come from.
Chairman Haynie asked if Mr. Tadlock had any questions as he knows he probably hasn’t had time to review it since it was just received at 1:30p.m. this afternoon.
Mr. Tadlock agreed, stating that he hasn’t had time to review the request yet. Chairman Haynie asked for clarification on the miscellaneous overspending.
Mr. Reagan stated that he’d have to go back through and look at that information. Supervisor Long asked how soon the school needs a decision in order for them to move forward.
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Mr. Reagan hopes that the Board will consider the request tonight because otherwise the school will have to continue to hold payments for FY25.
Vice Chairman Brann stated that the Board needs to remember that originally the overspending amount was $1.3M. He doesn’t want to spend money more than anyone else, but they need to close out FY25. He asked Mr. Reagan if he’s confident that there are policies, practices, and clear expectations that this type of work will not continue to happen.
Mr. Reagan stated that if the Board approves his team as the Temporary Finance Director for the next 90 days or so, they will see every single purchase order and they are going to figure out where it’s recorded in the budget before it gets approved.
Vice Chairman Brann stated that the Board understands overspending was done, but they’d like to know how it was done and what the money was spent on. He said they may never figure that out.
Mr. Reagan stated as they go continue to move forward and enter into the FY26 budget, they may be able to discover this information, but right now their primary objective is to make sure that it doesn’t happen again. He understands that the Board would like better insight of where those expenses were incurred so he will make sure his staff is aware of this. Supervisor Fisher asked if the Superintendent’s message to staff on overspending was made clear.
Mr. Reagan believes that it was made very loud and clear and his team will be in the middle of the purchase orders so they will have control there.
Supervisor Williams believes that it is important for the citizens of the County to know where the fault lies, so he hopes when the Board hears back from UHY that they will vividly describe where the overspending occurred.
Chairman Haynie wondered if the School Board has learned to follow and manage the budget and also to take responsibility for what’s occurred.
Mr. Reagan stated that he hasn’t had the chance to meet with the School Board yet, but he’s prioritized building charts like the ones presented tonight to present to the School Board at their meetings.
Vice Chairman Brann believes that a joint meeting would be important when the County will no longer need UHY’s services and a report be prepared by Mr. Reagan to present to both Boards.
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Mr. Reagan believes this is a realistic request and the Board could place that as a condition on the approval of the appropriation.
Vice Chairman Brann asked Mr. Reagan how long UHY should stay around to help with the transition once the County hires a Finance Director.
Mr. Reagan stated that it is dependent on the individual’s experience but a month or two transition time and potential quarterly monitoring is a reasonable amount of time. Chairman Haynie stated that he does not want to see the financial situation get back to the way it was.
Mr. Reagen commended the Superintendent for the tone she has set for the School Division and her expectations that the spending that occurred in the past will not happen again. Assistant Superintendent Javornda Ashton stated that the school system is committed to making sure that the things that happened in the past will not happen again.
Superintendent Leslie attended the meeting virtually and stated that they understand and she has made it a top priority to make sure that they are being fiscally responsible. Mr. John Kost stated that the Board needs to ensure that the individual in the Finance Director position be as honest and direct with them as Jack Reagan was tonight. He recommended the Board require monthly reviews instead of quarterly to make sure they restore the trust and accountability the Board is looking for.
Chairman Haynie stated that he’d like a little more time to look over the documentation since it was just received at 1:30p.m. today.
County Administrator Tadlock stated that he doesn’t want to delay this, but the Board does have a meeting on Friday if they’d like to take the time to look over the information before the Board makes a decision.
Vice Chairman Brann asked where this money would come from.
Mr. Tadlock stated that this would be coming from the general fund. He explained to the Board that they are actively engaging with Davenport and banks to look at having to borrow money at this point.
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Vice Chairman Brann asked Mr. Tadlock if he could provide a figure to the Board of what’s going to be left in the contingency fund after the $410,000 appropriation comes out. Mr. Tadlock stated that he could do that.
Supervisor Long asked what time the meeting is on Friday.
Mr. Tadlock stated that the time for closed meeting is at 1:00p.m. on Friday. The Board agreed to meet at 12:00p.m. so they could make a decision on the school’s requests. Mr. Tadlock presented the temporary Finance Director proposal from UHY Advisors. Supervisor Fisher believes that this would be money well spent.
Supervisor Williams doesn’t understand why the Board is kicking the school’s requests down the road.
Vice Chairman Brann agreed and stated let’s move forward. He stated that the Board made a commitment to help the school system.
Motion to approve the journal entries correction transfer for the School Division as follows: From 30-6000-6500 (Federal Cares) in the amount of $195,092.24 to line item 30-6000-6300 (Transportation) in the amount of $127,176.84
From 30-6000-6500 (Federal Cares) to line item 30-6000-6200 (Administration & Health) in the amount of $4,094.99
From 30-6000-6500 (Federal Cares) to line item 30-6000-6100 (Instruction) in the amount of $63,820.41
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. Transfer of Funds - School Board Request
Motion to approve the journal entries correction transfer from line item 30-6000-6720 (Special Appropriations) to line item 30-6000-6800 (Technology) in the amount of $150,638.77.
Motion by: James M. Long, second by: Chip Williams.
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: E. Transfer of Funds - School Board Request
Motion to approve the journal entries correction transfer from line item 30-6000-6900 (Federal Funds) to line item 30-6000-6100 (Instruction) in the amount of $535,532.74.
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: F. Transfer of Funds - School Board Request
Motion to approve a transfer of funds from line item 30-6000-6400 (Operations & Maintenance) to line item 30-6000-6300 (Transportation) in the amount of $100,000.
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. Transfer of Funds - School Board Request
Motion to approve a transfer of funds from line item 30-6000-6600 (Building & Site Improvement) to line item 30-6000-6300 (Transportation) in the amount of $100,000.
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: H. Supplemental Appropriation - School Board Request
Motion to approve a supplemental appropriation to line item 30-6000-6100 (Instruction) in the amount of $380,000 and to line item 30-6000-6200 (Administration & Health). The total supplemental appropriation approved for the school totals $410,000.
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. Information: I. UHY Services - Temporary Finance Director for School Division
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Vice Chairman Brann asked how long they are anticipating UHY assisting the County. Mr. Tadlock stated that the contract is broken down by month with July costing $18,480, August costing $18,480, and September costing $12,320. He explained that if the Board wants to authorize them to review policies and procedures, that total would cost $18,800. So, the total cost the way it is written is $68,080.
Chairman Haynie asked if the work UHY has done up to this point was included under the school’s contract.
Mr. Tadlock stated that he’d reach out to Mr. Reagan for further clarification. Information: J. Carry Over/Supplemental Appropriation- Sheriff's Office
County Administrator Tadlock stated that they are trying to obtain further information on this, so the Board does not need to make a decision on this matter tonight.
Action, Information: K. Transfer of Funds/Carry Over - ARPA Funds
Motion to transfer carry over ARPA funds from FY25 to FY26 in the amount of $517,082.72 to line item 45-3507-8127.
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. Vice Chairman Brann asked what those funds are going to be used for.
Mr. Tadlock stated that the remaining of those funds are going to be used for the school sewer project.
Action, Information: L. Transfer of Funds/Carry Over - Commissioner of Revenue Forestry Grant
Motion to transfer carry over Forestry Grant funds from FY25 to FY26 in the amount of $13,209.00 to line item 10-1209-8006.
Motion by: Chip Williams, 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: M. Transfer of Funds/Carry Over - Opioid Abatement Settlement Fund
Motion to transfer the Opioid Abatement Settlement funds from FY25 to FY26 in the amount of $88,540.21 to line item 47-5102-3200.
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: N. Supplemental Appropriation - Opioid Abatement Settlement Fund
Motion to approve the supplemental appropriation to line item 47-5102-3200 in the amount of $37.20 for interest accrued on the Opioid Bank Account in the month of June 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. Action, Information: O. National Opioid Settlement Notice
Motion to authorize staff to sign the required documentation to "opt in" another opioid settlement through Purdue.
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: P. NMS/NHS Drain Field Payment Authorization
Motion to authorize that a check be handwritten in the amount of $10,000 to Fairwinds Automation and $2,465.00 to Mangrum Consulting & Design in relation to the school drain field project. A majority of this payment will be made using the County's ARPA funds and a portion will come out of the Sanitary District fund in the amount of $1,221.16.
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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Action, Information: Q. Wastewater Operator/Maintenance Position
Motion to hire William Bowles for the Wastewater Operator/Maintenance position for the Sanitary District with a starting salary of $37,907.17 effective August 1, 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, Chip Williams, AC Fisher, Jr.
4. Closing of Meeting
The Board agreed since they took action on the school’s request, they can have their meeting at 1:00p.m. on Friday as originally scheduled.
Action: A. Carry Over
Motion to carry over to the special meeting on July 25, 2025 at 1:00 p.m.
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.