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Board of Supervisors Special Meeting - Aug 24, 2026 Minutes
Monday, August 24, 2026 at 5:30 PM
220 Judicial Pl. Heathsville, VA 22473
Members Present: James Brann, A.C. Fisher, Jr. Keith Harris, James. M. Long, Charles H. Chip Williams, IV
Staff Present: County Administrator Tadlock, Assistant County Administrator, Basye, Administrative Assistant Diana Williams, IT Technician Carl Hayden
1. Opening of Meeting 5:30 P.M.
A. Call to Order
The special meeting was convened by Chairman Brann and held at the Northumberland Courthouse, 220 Judicial Pl. Heathsville, VA 22473.
2. County Administrators Items
A. NES Playground Update
PROPOSAL #37298A (1).pdf Northumberland ES-Existing Phase 2-Site Plan.pdf Northumberland ES-Existing Phase 2 Drawings 08.18.26.pdf
8_24_26_Request for Payment.pptx.pdf donations 082426.pdf playground
deposit 082426.pdf
Superintendent Leslie reminded the Board that they approved funds for the playground project in the amount of $310,565.24. The school division has already made the 50% payment for Phase I. Total donations cap out around $99,000.00. The ask for tonight is $41,998.96 to make the 50% payment for Phase II of the project as soon as possible. They are slated to break ground on Phase I on September 14th. Dr. Leslie's full presentation can be found in the attachments.
Motion to approve a transfer of funds from 30-1800-189911 (school refund account) to 36-4100-410030 (school CIP VIP account) in the amount of $78,258.44.
Moved by: Chip Williams; seconded by: James Long
Aye: James Long, James Brann, Chip Williams, Al Fisher, and Keith Harris
Motion Carried 5-0
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Motion to approve a transfer with a supplemental appropriation of funds from 36- 4100-410030 (school CIP VIP account) to 10-9103-7030 in the amount of $41,998.96.
Moved by: Chip Williams; seconded by: Al Fisher
Aye: James Long, James Brann, Chip Williams, Al Fisher, and Keith Harris
Motion Carried 5-0
Motion to authorize staff to move forward with the deposit for the NES playground in the amount of $41,998.96.
Moved by: Chip Williams; seconded by: Al Fisher
Aye: James Long, James Brann, Chip Williams, Al Fisher, and Keith Harris
Motion Carried 5-0
B. Supplemental Appropriation - School Capital Improvement
Appropriation School CIP.pdf
Motion to approve a transfer and a supplemental appropriation from 36-4100- 410030 (school CIP VIP account) to 10-9103-7030 in the amount of $161,684.00 for the new school bus purchase.
Moved by: Keith Harris; seconded by: James Long
Aye: James Long, James Brann, Chip Williams, Al Fisher, and Keith Harris
Motion Carried 5-0
Motion to authorize staff to move forward with payment as soon as possible for the school bus.
Moved by: James Long; seconded by: Chip Williams
Aye: James Long, James Brann, Chip Williams, Al Fisher, and Keith Harris
Motion Carried 5-0
C. 2026 Revenue Anticipation Note (RAN)
Northumberland County - 2026 RAN - Note Resolution - 357473904-v2-c.docx Northumberland County, VA - RAN Recommendation 08.24.26 vF.pdf
Mr. Kyle Laux from Davenport & Company, the County's financial advisor, explained to the Board that they have been working over the past 12 to 18 months on looking at the County's fund balance at the end of FY25 because they have noticed the balance had declined tremendously. Davenport is working with the County to get back on a better financial footing moving forward, however; Mr. Laux explained that the County is not there yet. Given the cash levels, a Revenue Anticipation Note is needed, similar to last year. Mr. Laux mentioned that real estate collections are not received until later in the calendar year so County staff indicated the need for a RAN in an amount not to exceed $5M to bridge the timing gap in operating cash flow.
Mr. Laux then presented a graph that shows the County's total cash on hand reported on a monthly basis and commented on the peaks on the graph that
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represent the high cash values when tax revenue is collected. He also commented on the valleys, representing the low cash on hand making it more difficult to operate throughout the year.
Mr. Laux stated they surveyed banks similar to last year and received a bid from Blue Ridge Bank for a RAN in an amount up to $5M with an interest rate of 6.23% and flexible pre-payment provisions.
Vice Chairman Williams asked what the interest rate was that the County borrowed against last year.
Mr. Laux stated it was about 4.09%, but the difference is that this will likely be done on a taxable basis and last year it was on a tax-exempt basis.
Supervisor Harris asked if the County could borrow the money as needed rather than all at once.
Mr. Laux stated that it is more difficult to do, if not impossible, due to the way local government finance works.
Vice Chairman Williams asked what the determining factors are in what the County actually borrows.
Mr. Laux explained that the proposal allows for up to $5M and their
recommendation is to go ahead and borrow the $5M and pay it down as quickly as possible. Mr. Laux noted that the County's fund balance is sitting at $3.8M and there is approximately $1.5M in payroll coming out on Friday, according to the Treasurer's figures.
Mr. Laux moved on and presented their proposed time frame for the RAN.
Provided in the attachments is a resolution for Board approval if they wish to move forward so they can close within a week to make sure the cash on hand is available for County operations.
Supervisor Keith Harris asked how twice a year tax billing can resolve this cash flow issue.
Mr. Laux stated that the twice a year tax collection would allow the peaks to get smaller and the valleys to get much higher which is the concern throughout the year. He emphasized that the amount of money is not the problem, it is a timing issue.
Supervisor Harris asked if there are other county accounts they could borrow funds from.
Chairman Brann stated that a lot of the County's other monies are in the reserve fund and Mr. Tadlock stated the County does have opioid abatement funds but he recommended not to touch those funds because they are very specific as far as what they can be used for. Mr. Tadlock also mentioned the EMS billing fund but doesn't believe there is enough money to cover that type of cost.
Chairman Brann stated that the County cannot keep operating like this and that is why they need to work towards building the reserve fund back up to the
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recommended percentage. Mr. Brann stated they already know the decision the Board is going to have to make tonight, which is borrowing up to the $5M. Vice Chairman Williams has no trouble borrowing the money, but he would like to see the County make the effort to start billing taxes twice a year.
The Board discussed what amount to borrow, but Mr. Laux explained that the resolution authorizes borrowing up to $5M and it is up to the County Administrator to finalize the final borrowing amount.
Supervisor Fisher asked if the County borrowed less than $5M if that would change the interest rate.
Mr. Laux stated that he did not think it would change the rate.
Chairman Brann and Vice Chairman Williams believes that the County does not have a choice but to move forward with the RAN.
Motion to approve the resolution authorizing the issuance and sale of the tax and revenue anticipation note, series 2026 as presented.
Moved by: James Brann; seconded by: Chip Williams
Aye: James Long, James Brann, Chip Williams, Al Fisher, and Keith Harris
Motion Carried 5-0
D. County Convenience Center Decal Program Proposal
Northumberland County Solid Waste Board Report 2026.pdf
County Administrator Tadlock stated that he received a quote for decals to be sent out for 2027 in the amount of $5,743.75. He also provided the Board with tonnage costs in 2025 in comparison to 2026 over a seven-month time span for their review. There was a decrease in cost by approximately $15,246.93, which is equivalent to 158 tons.
Other comparisons presented can be found in the attachments.
Vice Chairman Williams stated that they are unsure if the savings attributed to the decal program, but the County has saved over $15,000.00 in seven months. Supervisor Fisher commented on the lack of enforcement of the program.
The Board revisited this discussion after closed session.
E. Appointment - Anti-Litter Committee, Andy Hall, District V
Motion to approve the appointment of Mr. Andy Hall to the Anti-Litter committee as the District V representative.
Moved by: Chip Williams; seconded by: Keith Harris
Aye: James Long, James Brann, Chip Williams, Al Fisher, and Keith Harris
Motion Carried 5-0
3. Items Related to Closed Meeting
A. Convene into Closed Meeting § 2.2-3711 A(1),(29)
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Motion to Action: A. Convene into Closed Meeting: convene into closed meeting as permitted by Virginia Code Section 2.2-3711 (A)(1),(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. 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.
Moved by: Keith Harris; seconded by: James Long
Aye: James Long, James Brann, Chip Williams, Al Fisher, and Keith Harris
Motion Carried 5-0
B. Reconvene into Open Meeting
Motion to reconvene into open session.
Moved by: Keith Harris; seconded by: Al Fisher
Aye: James Long, James Brann, Chip Williams, Al Fisher, and Keith Harris
Motion Carried 5-0
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: Keith Harris, AC Fisher, Jr., James M. Long, James W. Brann, Charles H. Williams
Moved by: Keith Harris; seconded by: Al Fisher
Aye: James Long, James Brann, Chip Williams, Al Fisher, and Keith Harris
Motion Carried 5-0
D. Action Taken from Closed Meeting, Salary Adjustment Increase
Motion to approve a salary adjustment increase for employee number 10374 in the amount of $8,756.50 effective August 1, 2026.
Moved by: Keith Harris; seconded by: James Long
Aye: James Long, James Brann, Chip Williams, Al Fisher, and Keith Harris
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Motion Carried 5-0
E. Action Taken from Closed Meeting, Cherry Bekaert Pre-auditing Services
Motion to authorize the County Administrator to further negotiate and sign the engagement contract of pre-auditing services with Cherry Bekaert through Fairfax County, Virginia Cooperative Procurement Contract for professional auditing services.
Moved by: Keith Harris; seconded by: Chip Williams
Aye: James Long, James Brann, Chip Williams, Al Fisher, and Keith Harris
Motion Carried 5-0
4. Closing of Meeting
Motion to authorize staff to move forward with America Solutions for Business in the amount of $5,743.75 to implement the County's decal program.
Moved by: Al Fisher; seconded by: Chip Williams
Aye: James Long, James Brann, Chip Williams, Al Fisher, and Keith Harris
Motion Carried 5-0
Chairman Brann suggested the County review the coverage testing maps for the new radio system. He believes that they need to take a look at what they are getting before they approve and finalize the system.
Supervisor Harris asked for an update in relation to the issues with Verizon. County Administrator Tadlock informed the Board that a Verizon Representative called him today and he drafted a letter to send to Verizon.
A. Adjournment
Motion to adjourn.
Moved by: Keith Harris; seconded by: Al Fisher
Aye: James Long, James Brann, Chip Williams, Al Fisher, and Keith Harris
Motion Carried 5-0
Board Clerk - E. Luttrell Tadlock