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Regular Meeting (Thursday, October 9, 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
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 Kori Kiss of Bethany Baptist Church
Pastor Kori Kiss led the invocation.
Procedural: B. Pledge of Allegiance
Chairman Haynie led us in the Pledge of Allegiance.
Action: C. Approval of Agenda
Chairman Haynie recommended that the closed meeting session be moved to the end of the meeting.
Motion to approve the agenda for today's meeting with the revisions suggested by Chairman Haynie.
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.
2. Approval of Minutes
Action, Minutes: A. September 9, 2025 Special Meeting
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Motion to approve the minutes from the special meeting on September 9, 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: B. September 11, 2025 Regular Meeting
Motion to approve the minutes from the regular meeting on September 11, 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: C. September 18, 2025 Special Meeting
Motion to approve the minutes from the special meeting on September 18, 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. September 24, 2025 Special Meeting
Motion to approve the minutes from the special meeting on September 24, 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: E. October 1, 2025 Special Meeting
Motion to approve the minutes from the special meeting on October 1, 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
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Information: A. NUCPS and JROTC Boosters Club Update
Mr. Cristian Shirilla provided a brief update to the Board related to the NUCPS Boosters Club and their initiatives underway. He informed the Board that they were able to get a new scoreboard put up at the football field as the former one was not functioning properly and then introduced the JROTC Boosters of which they will start working together collaboratively. Mrs. Downing and Mrs. Pierson then presented their fundraising efforts to promote the JROTC program.
Action, Information: B. Three Rivers Health District Carry Over Request
Mr. Brenden Rivenbark, Health Department Director for Three Rivers Health District, presented the Board with their $10,500 FY25 carry-over request. Mr. Rivenbark explained that they’d like to carry over their $10,500 surplus from FY25 into their current FY26 operating budget. He stated that they faced a surplus last year due to a hiring/spending freeze through the spring and rent and IT bills not hitting their FY25 expenditures (at no fault to the County, local health district or the agency).
County Administrator Tadlock clarified that the Health Department’s budget is sent to the Health Department on a quarterly basis and the FY25 quarterly payments have already been made, so this money is already in their account. He explained that their request was not for additional money being requested.
Motion to approve the Three Rivers Health District's request to carry over their FY25 surplus to cover FY26 expenses in the amount of $10,503.64.
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: C. Update from the Virginia Department of Transportation
Mr. David Beale presented his monthly report on behalf of the Virginia Department of Transportation. He also stated that Mr. Vanlandingham, Superintendent, has accepted a position in the residency as a maintenance operations manager, so the Superintendent position will be vacant effective October 10, 2025.
Supervisor Long asked for an update regarding a traffic regulation device at the school.
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Mr. Beale explained that he sent this information over to Mr. Tadlock and it doesn’t meet warrants for a signal.
County Administrator Tadlock stated that he sent this information over to the Board on September 12, 2025.
Vice Chairman Brann agreed with Mr. Long and believes that something needs to be done at that intersection at the school.
Chairman Haynie asked that Mr. Beale look at the uneven paving work at Good Luck Rd and Jesse Dupont Memorial Hwy.
Action, Information: D. Operation Ceasefire Grant Request - Sheriff's Department Detective Sergeant Caleb Smith presented two grant opportunities (2026 Operation Ceasefire Forensic and Analytical Technology grant and the 2026 Operation Ceasefire grant) to the Board and requested that they consider allowing him to apply to obtain equipment and training that will result in stronger cases, better prosecutions, and a safer community. There are no matching funds required, and the funds are disbursed on a cost-reimbursement basis for actual funds expended. The equipment that the Sheriff’s Office is looking to use this grant for is a Forenscope SuperSpectral to use at crime scenes to identify, view, and document forensic evidence and a Polycam iPad application (annual subscription) to document/capture crime scenes in 3D digital format. Both of these equipment items would be purchased through the 2026 Operation Ceasefire Forensic and Analytical Technology grant in the amount of $62,779. In addition, the Sheriff’s Office is looking to acquire training protective equipment (helmets) to use during LE training that utilizes simulated firearms and bullets as well as a week-long training course for one of the detectives through the Virginia Gang Investigator Association. Both the helmets and the training would be funded through the 2026 Operation Ceasefire grant in the amount of $1,635. Detective Sergeant Smith explained to the Board that the only costs going into 2027 would be the second polycam annual subscription payment.
Vice Chairman Brann stated that this equipment could be mandated in the future and then the County would have to buy it, so they should take the grant opportunity. He asked Mr. Tadlock if the County had enough funds to cover this expense up front.
Mr. Tadlock stated they did, and it helps that the reimbursement time frame is short.
Motion to authorize the Sheriff's Department to submit an application for the 2026 Operation Ceasefire Forensic and Analytical Technology grant in the amount of $62,779 and the 2026
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Operation Ceasefire grant in the amount of $1,635. Neither of these grants require a County match.
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: E. Update from Northumberland County Schools
Assistant Superintendent Ashton stated that the Board appropriated $52,000 to the school division last month to purchase two used buses ($26,000 each), but those buses were no longer available when the school tried to move forward with the purchase. However, the school was able to get two used buses for $20,000 each instead at a total cost of $40,000. Mrs. Ashton reminded the Board that they earmarked $200,000 in the County’s CIP fund for school buses and in FY23, the school purchased one at a total cost of $125,269. She stated that they used $40,000 of the $52,000 that was appropriated at last month’s meeting to purchase the two used buses, which leaves the school with a total of $34,731 left of those earmarked funds. Mrs. Ashton stated that the school has $12,000 left of the already appropriated monies and would like to use those funds, as well as the remainder of the earmarked funds in the CIP ($34,731), to replace an engine in one of their buses. The lowest quote they received for the school bus engine replacement was from Excel Truck Group in the amount of $36,635.99. Mrs. Ashton informed the Board that they would use $1904 of their transportation line item in order to cover the remainder of the cost for the engine replacement. The total appropriation request from the school is $22,731, which is the remainder appropriation available from the earmarked CIP funds that has not yet been appropriated to the school division.
Mr. Brown, bus mechanic, explained to the Board that the vendor couldn’t hold the two original buses for him, but the vendor was able to offer two more as a lesser price.
Vice Chairman Brann asked where those monies would be coming from.
Mr. Tadlock explained that it’s earmarked for the school buses in the CIP but it would be coming out of the General Fund.
Vice Chairman Brann stated some changes need to be made because when they look at the CIP, it’s currently coming from the General Fund. Vice Chairman Brann believes the CIP needs to be set aside in a separate fund.
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Motion to approve a transfer of funds from the School’s capital improvement fund and a supplemental appropriation to line item 9103-7027 in the amount of $22,731 for the replacement of a school bus engine with Excel Truck Group.
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. The new Administrator of Operations and Maintenance, Kellen Hardcastle, provided an update to the Board related to the well replacement at the schools. He explained that the well permit is set to expire March 1, 2026, but he’s applied for a 120-day extension on the abandonment of one of the wells which is going to extend the abandonment date out to June 29, 2026. Mr. Hardcastle stated that he does want to move forward with this project as soon as possible, so he requested funding from the County in the amount of $22,632 which is based on one of the quotes received. Chairman Haynie asked how many quotes he received.
Mr. Hardcastle stated he received two quotes.
Chairman Haynie asked that he send this information to the Board because they did not receive any paperwork.
Vice Chairman Brann asked if he’d heard of any information related to grants from DEQ for this project.
Mr. Hardcastle stated that DEQ has a financial construction and assistance program, and they started putting together an application, but the application window closed a few months ago. He explained that they are going to send in the application anyway in hopes that DEQ receives funds back that can be reallocated.
Supervisor Williams asked for clarification on the plan.
Mr. Hardcastle stated that the plan is to abandon the elementary school well and tie the elementary school storage tank to the high school well so that the high school well will be pumping water to all three schools.
Supervisor Williams asked if $110,000 was set aside in the school CIP for this project. Mr. Hardcastle stated this is correct and he’s requesting the $22,632 come from those earmarked funds.
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Dr. Pica, County Finance Facilitator, provided several updates to the Board which can be found in Board docs. She shared a comparison of FY25 expenditures and revenue to FY26 expenditures and revenue, stated that she has reduced vendor payment backlog by $101,000 which was $500,000 when she started volunteering for the County. Their goal is to have this amount depleted by November 1, 2025. She shared that a new team is coming on board in the near future and her objective is to make sure they’re dealing with keeping things current rather than with the backlog.
Supervisor Williams asked Dr. Pica to comment on if the reason for the backlog was related to money not being available.
Dr. Pica explained that it had nothing to do with money; there was someone not doing their job. She stated that at this time she is not working on the County audit at all, and they’ve received an extension through October 6, 2025, but they’re going to have to get another extension. Dr. Pica stated that they’re not the only school that’s late, and it’s going to take at least two weeks to get it done and that can’t happen while they’re working on all these other priorities. Dr. Pica then provided an update on their timely but effective processes and stated that they are making great progress. She informed the Board that they’re going to need a portion of funds from their third quarterly appropriation moved into their second quarterly appropriation because they have several annual expenses that have not been paid yet because not enough money has been appropriated in order to pay them while also meeting the Board’s needs. Her request is to move $18,878.52 from the third quarterly appropriation to the second quarterly appropriation total so that they can pay three different technology bills by November 1, 2025 and not accrue any late fees or risk any shut off of services. Dr. Pica clarified that this is not a request for any additional funding.
Action, Information: F. Supplemental Appropriation - School Board
Motion to approve a portion of the third quarterly appropriation for the School Board in the amount of $18,878.52 to line item 30-6000-6800 (Technology).
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. Dr. Pica then recommended that the County get the budget request guidance out for 2027 and shared how she believes the Board should set their expectations of the County departments.
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Supervisor Williams asked when the School Board meeting recordings are posted to YouTube. Mrs. Ashton stated that the recordings should be uploaded the following morning. Supervisor Fisher stated that it was not and asked Mrs. Ashton to make sure this is done on a regular basis.
Mrs. Ashton stated that she’d make sure this was done.
4. County Administrators Report
Information: A. Building Permit Report
2025 2024
Const. Cost for Month $5,084,829.64 $7,765,803.00
Total Bldg. Permit Cost for Month 12,649.20 11,551.88
Total Zoning Permit Cost for Month 4,975.00 5,450.00
Total Levy Fee for Month 253.01 231.06
TOTAL CONSTRUCTION COST
YEAR TO DATE $48,294,215.36 $51,530,863.20
Action, Information: B. Supplemental Appropriation - Sheriff's Department
Motion to approve the supplemental appropriation from 10-1800-189917 to line item 3102-5203 in the amount of $1,770.00 for reimbursement on phones.
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 - Sheriff's Department
Motion to approve a supplemental appropriation from 10-1800-189917 to line item 3102-5203 in the amount of $50.00 for reimbursement on phones.
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.
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Action, Information: D. Supplemental Appropriation/Transfer - Sheriff's Department
Motion to approve a transfer and a supplemental appropriation from 26-1800-180401 (FY26 donations) and 26-9999-200002 (FY25 donations) to line item 26-3102-5977 in the amount of $2,977.51 for equipment costs. The break down is as follows:
From 26-1800-180401 to line item 26-3102-5977 $2,850.00
From 26-9999-200002 to line item 26-3102-5977 $127.51
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: E. Supplemental Appropriation - Economic Development
Commission
Motion to approve the supplemental appropriation from 10-2404-240416 to line item 10-8105- 9000 in the amount of $7,847.17 for water access purposes.
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. Chairman Haynie asked what this money was going to be used for.
Mr. Tadlock explained that it was for picnic tables and the Hampton Hall entrance. Action, Information: F. Supplemental Appropriation - Opioid Abatement Settlement Fund
Motion to approve the supplemental appropriation to line item 47-5102-3200 in the amount of $55.25 for interest accrued on the bank account in August 2025.
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. Action, Information: G. Supplemental Appropriation - UHY Advisors September Services
Motion to approve the supplemental appropriation to line item 10-1101-3002 in the amount of $31,978.75 for the UHY Advisors September services invoice.
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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. Action, Information: H. Transfer of Funds - Emergency Services
Motion to approve the transfer of funds from EMS revenue (56-1600-161315) to EMS expenditure (56-3506-5956) in the amount of $21,636.28 for October 2025 as required by the auditors for RDA purposes.
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: I. Other County Administration Items
County Administrator Tadlock stated that the Comprehensive Plan was reviewed and approved by the Planning Commission on July 17, 2025 and that document has been sent to the state for VDOT and DEQ’s review. Once the County receives it back, Mr. Tadlock stated that he would forward it to the Board and then hold a public hearing on the plan.
Mr. Tadlock stated that the Commissioner of Revenue has followed up with Vision on the reassessment related to inputting data into the County system. He explained that once all information has been placed into the system, notices will be mailed out sometime this fall. Initial meetings with the assessor (Vision) will be held with those contesting their assessments, so the County will have to determine a location for those meetings to take place. He stated that the same meeting room will be needed for the Board of Equalization in the first part of next calendar year. He also reminded everyone that the total assessment value for the County as a whole has increased, but the tax rate will be evaluated for the FY27 budget. Ultimately, if the assessment value increases, the tax rate is typically lowered and vice versa.
Mr. Tadlock also provided an update on the Little Wicomico dredging project. He stated that the County participated in a conference call this past Tuesday with the NNPDC, the County consultant, VIMS, and the Army Corps of Engineers. He explained that they have another meeting set up later this month with VIMS to go over some of the questions raised from Tuesday’s meeting, and the plan is to still complete the joint permit application as soon as possible and identify the final dredge material sites. Mr. Tadlock stated that the property owners and the oyster ground holders within the project would need to be notified, and approval would need to be obtained from them. Mr. Tadlock informed the Board that the County is continuing to
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apply for water access funding from the state in order to proceed forward with the actual dredging and those applications are due in the Spring of 2026.
Assistant EMS Chief Ethan Harding provided an update on the regional radio system and stated that they have all of their infrastructure minus one microwave dish that should be installed in the next couple of weeks. Besides that, they are waiting on Lancaster County because they have had some issues with the microwaves and power companies. Mr. Harding stated that because of that, the County could be looking at some additional funds that will need to be paid out of the grant for tower space. He explained that would start in December of this year and go until the equipment is removed from the towers. He and Mr. Basye have reached out to ATC and attempted to waive those fees but had no luck. Since then, they’ve spoken to someone from the regional radio system and haven’t heard back on any other actions the County could take to waive or lessen those fees. Mr. Harding stated that right now the County is looking at roughly $5,758 a month for the two tower sites if they are unable to remove the equipment from the towers by December 1, 2025. In addition, if they don’t complete the radio coverage testing in the next couple of weeks, that will likely occur in May of next year, so they have the ultimate testing window and the conditions that they need to give the worst possible scenario for the radio system to be able to travel back to the towers.
Vice Chairman Brann asked what the delay in coverage testing is going to do the warranty on the radio system and components.
Assistant Chief Harding stated to his understanding that the warranty on the mobiles and portables was in effect the day they were put into use, but the equipment on the shelter sites and the microwaves that are not currently active, that warranty is going to be extended. He assured the Board he’d get clarification on this.
Vice Chairman Brann then introduced the new Chief of Emergency Services, Mr. Christopher Bailey.
Mr. Tadlock then provided an update on the FY27 budget process. Their goal is to send notices out at the end of October with a due date for requests back by January 5, 2026. Additionally, staff has been reviewing the vicious and dangerous dogs with the County Attorney which will be discussed further in closed meeting. County Attorney Gregory ultimately recommends an amendment to the County ordinance to give the County and the Sheriff’s Office more tools to address the issues they are currently facing and the issues they will face in the future. Lastly, Mr. Tadlock stated that he spoke with the Virginia State Police today and an agent has been assigned to the case in relation to the investigation of the School Board and School
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Administration but it’s still in the inquiry stage. Mr. Tadlock explained that he would provide any updates in the future that he obtains.
Information: J. Department Agency Monthly Updates
Department Agency Monthly Updates can be found in board docs.
5. Committee Reports
No committee reports were given.
6. Board of Supervisor Items
Action: A. Approval of Check Register
Motion to approve the check register for October 2025 in the amount of $794,311.44.
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 Fisher would like to see the school’s check register made available to the Board of Supervisors.
Dr. Pica stated that it was provided to the Board of Supervisors last week.
Vice Chairman Brann would like the Board to have a meeting prior to sending out any notices for the FY27 budget so they can discuss what the County is able to afford this year and set those expectations for the department heads. He believes they need to get a list of all contracts for the County and review them in preparation for the new budget. Mr. Brann also mentioned having discussions on health insurance and the information that the County has received back in the proposals.
County Administrator Tadlock stated that the RFP for Health Insurance was advertised and are due back October 22, 2025.
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Vice Chairman Brann then suggested that the Board needs to have a discussion on the referendum for an appointed School Board. He asked for Mr. Gregory’s opinion on how the Board should proceed on how to prepare for this if it wins the majority vote.
County Attorney Gregory stated that the Board is authorized to issue an informational statement to be published in the newspaper or circulation in the County/website or both concerning objective information about the referendum. He explained that the statement could include the process and next steps for if the referendum was approved, but this is also scheduled to be discussed in closed meeting tonight.
Supervisor Long thanked VDOT for cleaning up the highways.
**Chairman Haynie requested a 10-minute recess.
7. Public Comments
Mr. Patrick O’Brien mentioned an article he saw related to the school paying the Department of Education back funds that were not used in the special education program. He asked if this payment was actually made and what the money used was for if it was not used for special education.
Chairman Haynie stated that he did not receive any information on this and Dr. Leslie was unable to attend tonight to provide an update on the MOE.
Mr. O’Brien then stated that there are various rumors going around about possible industrial scale solar farms being placed in the County. He asked if that rumor has any substance to it. The Board stated that there are no applications for solar at this time.
Zoning Administrator Philip Martston stated that the only project he is aware of is the one he emailed the Board in regard to the emergency operations plan that was currently being reviewed, but a conditional use permit application has not been filed with the County for any utility scale solar projects. He explained that any inquiries he receives would be sent to the Board. Mr. O’Brien asked if the Board had received any inquiries.
Supervisor Williams stated that he has had a couple inquiries from different folks, one of which located in the Heathsville area.
Mr. O’Brien asked Supervisor Williams if he wanted to discuss this any further.
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Supervisor Williams stated that he doesn’t think it’s appropriate at this time. Once it got to the County’s desk is when the topic could be further discussed. Mr. Williams stated that the discussions he had occurred months ago.
**The Board voted to move closed meeting to the end of the meeting when approving the agenda. See Section 9. Public Hearings 7:00 P.M.
8. 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),(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: 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: B. Reconvene into Open Meeting
Motion to reconvene into open session.
Motion by: James W. Brann, second by: AC Fisher, Jr.
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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. Action, Information: D. Action Taken from Closed Meeting, School Division Accounts Payable Clerk Position
Motion to approve the hire of Demetrice Samuels for the Accounts Payable Clerk position for the School Division with a starting salary of $63,500 and start date of October 20, 2025.
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: E. Action Taken from Closed Meeting, School Division Payroll Clerk & Benefits Administrator Position
Motion to approve the hire of Rachel Swann as the Payroll Clerk & Benefits Administrator with a starting salary of $62,000 and a start date of October 27, 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, Information: F. Action Taken from Closed Meeting, Payroll Services Contract
Motion to enter into a contract with Shannon O'Bier for payroll services effective October 3, 2025.
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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, Chip Williams, AC Fisher, Jr. Action, Information: G. Action Taken from Closed Meeting, Salary Adjustment
Motion to approve a salary adjustment for employee number 10177 in the amount of $5,000 effective October 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. Action, Information: H. Action Taken from Closed Meeting, County Hunting Permit for Tri-County Property
Motion to allow hunting on the tri-county property (Tax Map #23(1)-72 and 73) with the requirement of a certificate of insurance listing all three counties that own the property and an approved county hunting permit.
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. Action, Information: I. Action Taken from Closed Meeting, Permission to Advertise County Administration Accounts Payable Position
Motion to authorize staff to advertise for an Accounts Payable position in the County Administrator's Office for assistance.
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. **See Section 10. Closing of Meeting.
9. Public Hearings 7:00 P.M.
Action, Information: A. Request by Lauren Foiles and Jeanette Bonifaz Urquizu, owners, for a Conditional Use Permit to allow a vacation home rental on property zoned R-3,
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Residential Restricted. The property is shown as Tax Map Parcel # 45-B(3)1-14 and is located at 164 Bay Shore Avenue.
Public Hearing Open.
Mr. Patrick O’Brien stated that he sits on the Planning Commission and the owners went through extraordinary efforts to consult with the neighbors to have a wonderful working relationship. Under these circumstances, he stated that the Commission voted unanimously to recommend that the Board of Supervisors approve the conditional use permit application.
Public Hearing Closed.
Zoning Administrator Philip Marston read the suggested conditions is approved as follows: Suggested Conditions if Approved:
1. All required permits and/or licenses shall be obtained from all appropriate regulatory agencies including compliance with all applicable state, federal, and local laws, regulations, ordinances, or rules concerning taxes, including transient occupancy tax.
2. A smoke detector and a carbon monoxide detector shall be located in each bedroom and in any other location required by the Building Code.
3. There shall be at least one off-street parking space for each bedroom and no on-street parking.
4. The vacation home rental shall have an access driveway to a state highway with a sufficient twelve (12) foot width, twelve (12) foot height, and condition to accommodate emergency services vehicles and equipment.
5. The vacation home rental shall register and maintain registration with the County’s registry annually while operating.
6. The vacation home rental shall register a local manager who possesses the authority and ability to promptly address and correct any violations of the conditions, use requirements and/or limitations applicable to the vacation home rental with the Building and Zoning Office and the Sheriff’s Office. This registry shall include the name, address, and telephone number of the local manager and this shall also be posted in a conspicuous area of the vacation home rental.
7. The vacation home rental’s boundary lines shall be clearly marked and identified for the occupants of the rental home.
8. Recreational vehicles may be parked on the property but may not be used by guests for living quarters during their stay at the vacation home rental.
9. Renter’s pets shall be kept under control at all times.
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10. Overnight occupancy shall be limited to two (2) persons per bedroom plus two (2) additional persons per residence.
11. This Conditional Use Permit is non-transferable and does not attach to the property if ownership changes.
12. There shall be no golf cart use by the renters on the roads.
13. The applicant shall maintain liability insurance.
Supervisor Williams asked why number 12 is included in the conditions.
Mr. Marston stated that condition was based upon the correspondence received when the County required conditional use permits in R-3 zoning and is applied to two other vacation rentals in Fleeton Beach.
Motion to approve the Conditional Use Permit to allow a vacation home rental on property zoned R-3, Residential Restricted with the suggested conditions. This motion is made in due consideration of the administrative record before the body, including the planning commission’s deliberations and recommendation, the information received via the public hearing, including statements offered by staff, the applicant, and members of the public, the public health and safety, the general welfare of the community, public necessity, convenience, in the exercise of good zoning practices and the body’s legislative prerogative, and pursuant to the body’s statutory authority.
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. **The Board of Supervisors convened into closed meeting at this time. See Section 8. Items Related to Closed Meeting.
10. Closing of Meeting
Supervisor Williams asked when the decals for the convenience centers will be enforced. County Administrator Tadlock stated that policy will go into effect on January 1, 2026. Action: A. Carry Over
Motion to carry over to the special called meeting on October 22, 2025 at 12:00p.m.
Motion by: Richard F. Haynie, second by: James M. Long.
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Final Resolution: Motion Carried
Aye: James M. Long, Richard F. Haynie, James W. Brann, Chip Williams, AC Fisher, Jr.