| Date: | January 12th 2026 |
| Time: | 7:17 PM |
| Location: | Deerfield Township Hall |
IN ATTENDANCE
Trustees: Tiffany Havens (Chair), Laura Lindberg, Vaugn Sutcliffe
Fiscal Officer: Tracey Dean
Roads: Tim Suderman
Fire: Capt. Todd Bardeilli
CALL TO ORDER
● Tiffany Havens called the meeting to order at 7:17pm (this meeting followed an organizational meeting).
COMMUNICATIONS AND ANNOUNCEMENTS
● Tracey said the Ohio Township Association wants to know if we want to re-up with the website for $250. Tiffany made a motion to again join (seconded and passed unanimously).
● Tracey mentioned an invitation from the prosecutors to a dinner meeting.
● Tracey said that at this time of year we accept the NOPEC $1500 scholarship and pass it forward, usually to a community/event (sponsored and attended by NOPEC). Must be for a 5013C. Tiffany made a motion to accept the money to go to the Civics Association for a community event (seconded and passed unanimously).
● We received a letter from Lori Calcei about zoning and amendments (we let her know don’t have zoning).
● We received a letter from the Charlestown Township Board of Trustees discussing NOPEC rates. Some communities are opting out of NOPEC rates. We are co-opted into NOPEC with Portage County. NOPEC is your energy supplier unless you opt out. We will reach out to the commissioners to look into pricing.
● Tracey is hiring someone for additional help with the fiscal office. Our accounts have changed with UAN (software); we need someone who has had training to assist. We removed the prior assistant from the payroll; the new person will help at the same rate on an as-needed basis. Nancy primarily works with hall rentals and cemetery business; we can switch her role to administrative assistant to the trustees and hire the new person as assistant fiscal officer. Nancy agreed to this change. Tiffany made a motion that as of January 13, 2026, Nancy will assume the role of Administrative Assistant to the
Trustees; she’ll continue her current duties at her current rate for the next month, and we’ll formalize her job description at the next meeting (seconded and passed unanimously).
● There was discussion about a payroll error in Buddy’s pay, stemming from 2023. Before we rectify the situation, we’ll make sure that changes can be made from several years ago.
GUEST SPEAKERS
- NOPEC
- Tim B
- Brett Bencze, Asst. Prosecutor, Portage County. Tiffany made a motion to move to executive session under ORC121-22G1, compensation of a public employee (seconded and passed unanimously). At 7:34, trustees moved to executive session. At 7:58 trustees returned and said that no decisions were made today, and the matter will be continued.
PUBLIC COMMENTARY
● Mark Bentz inquired about the property south of Carters Ford Road; it’s rumored there is a 200-unit campground planned there. Trustees are not involved and haven’t been approached about this; any questions should be directed to Portage County.
DEPARTMENT UPDATES
Road Department/Maintenance (Tim Suderman) Road Department
- We’ve been doing snow and tree removal and patching of holes. We also have a street sign replacement.
- The GFI repairs in the circle will require us to dig and rewire (broken underground wires were causing the tripping). We have temporary wires working now.
- We have roughly half of our salt left for the season. Vaughn asked what the salt policy was; Tim said that it depends on expected temperatures, but they try to focus on intersections, moving snow first.
- Vaughn asked whether we could have Tim come to the trade show in Columbus. Tracey said there is a class schedule in the booklet that was mailed out. Vaughn made a motion to pay for Tim’s mileage and dinner for one day of the trade show (seconded and passed unanimously).
Cemeteries
● We’ve been cleaning up limbs. The top of one big maple tree snapped off, and the height required professional help. Laura made a motion to pay for the invoice of $400 to Greenland Tree Service (seconded and passed unanimously). The cemetery association is meeting to vote on possibly reimbursing the township for part or all of the cost. Tim asked whether they could also discuss gravel topping for the driveway at Deerfield, perhaps by Memorial Day. Laura asked Tim to provide an estimate she can take to the committee.
Buildings and Grounds (Tim)
- We took down the Christmas lights but will leave the snowflakes up for ~ a month or so.
- The NOPEC light project is completed.
- Tim will look at the security light at the fire department on the front pad.
- Tiffany made a motion to approve a quote from PFund Superior Sales for $298 plus shipping for the 1411 repair (seconded and passed unanimously).
- Tim to get the price for the bumper rail on the ambulance.
- Laura mentioned a display case and historical pictures for the Town Hall entrance area; she went to the historical society, and they said they would be happy to pick out some artifacts for us.
- Tiffany asked about blueprints for the Gazebo. Tracey said that Paul Sickle was to reach out about that.
- Tiffany mentioned that park grant and asked Tim for a sit-down with Chris to arrange a construction/payment schedule. According to the handbook, we don’t have to bid out the work if it’s under $50K.
- Nancy said that when the Town Hall was new, trustees said the rental fee for full- and part-time township employees (resident or non-resident) was to be $50, and that’s been the practice since 2001. Laura made a motion to keep it at $50 for Monday through Thursday, and $100 for a weekend or holiday (seconded and passed unanimously). ● Tim gave a salt update for supplies and procedure for salting and intersections.
Fire Department (Capt. Todd Bardelli)
- Total calls for Dec: 41 (16 fire, 25 EMS). The 2025 total: 403 calls (173 fire, 230 EMS).
- The generator is in and it’s on its way.
- We have a bill for the AED pads.
- We have a new member application from Nolan Kettle (FF2, basic); Nolan introduced himself and said he lives five minutes from the station; he’s available nights and weekends. Tiffany made a motion to hire Nolan on a one-year probationary basis (seconded and passed unanimously).
- Our Facebook page will be activated soon, and the Easter breakfast will soon be advertised. Todd had a flyer for the event.
- We would like to install a bunkroom in the back corner of the fire station. Our pricelist totals about $3,000 (materials, dumpster), and we can start right away. We will take steps to manage airflow and exhaust. Tiffany spoke with Derek, who supports the plan. We would later like to put in a shower in the back bathroom as well. Tiffany made a motion to approve the bunkroom (seconded and passed unanimously).
- Todd asked to purchase two locking cabinets for EMS supplies at $532.46. Tiffany made a motion to approve the purchase (seconded and passed unanimously).
- We’d like to send Brian Allison to fire inspector school for $675. Tiffany made a motion to approve (seconded and passed unanimously). We would also like to send 2-3 people to EMT Basic. Tiffany made a motion to approve the purchase (seconded and passed unanimously). All of these training costs will come out of the SAFER grant.
- We will need yearly equipment service and should have estimates at the February meeting. Tiffany said that we’re working on setting up a maintenance budget to plan for yearly costs. Todd said that we need to set up a contract for several service agreements through Striker; we’re waiting for a response from them.
- We need to investigate purchasing a new squad or remounted squad with a new chassis; however, no one wants to do remounts. New ambulances are a two year wait, unless we buy a demo at around $300K. We will discuss options.
- Other pressing expenses include upgrading sections of hose and a couple radios.
- Breakfast with the Easter Bunny is on April 4 from 8-11. We’re planning an open house during fire prevention week in October. Last is a toy drive and breakfast with Santa.
- We’re working on the hygiene packs. Tiffany made and distributed a needs list.
OLD BUSINESS
- We have been talking about creating an employee handbook and
policies/procedures list, so Tiffany created a draft; she emailed it to the other trustees. There was one added policy about collective bidding and purchasing that she shared at the meeting. She also asked the prosecuting attorneys to review the document. Tiffany modeled the manual from OTA guidelines, Portage County, and neighboring townships. She also included pertinent forms as appendices. A PDF version of the document should be posted on our webpage. Tiffany opened discussion about the document. Vaughn suggested adding a vacation time policy for full-time employees contingent on years accrued, a bereavement leave policy, and a policy for modifying the document (Vaughn will draft these). Tiffany will also take these to the attorneys. Laura made a motion to adopt the handbook with Vaughn’s additions, contingent on approval by legal (seconded and passed unanimously).
- NOPEC grant money balances. For 2023 3,263.24, for 2024 $6,345, for 2025 $6,223. After recent expenses (Paulie), we have a total balance of $12,251.24. Tracey is waiting to hear about prices for smoke detectors.
- Ohio Plan renewal. Tracey sent some additional information about cyber security. We will incur a 3% increase this year so there might be an additional cost. They want us to re-key and update our security system, which is due every several years. Lori would like to come to our March meeting to give us an overview of coverage. Laura said that our security cameras have been failing, with only one of five currently working. She made a motion to bring out our security person to see what it would take to bring everything back online for up to $200 for the service charge (seconded and passed unanimously). We also need to have someone come out to re-key everything (need an estimate at the next meeting).
- Huntington credit cards. We have a policy on this and will get our cards soon.
- All employees now have emails; please use the updated emails on the webpage.
- Amazon and Staples. We need login info, and we’re looking into a township account.
- Tracey needs a motion to submit to the county auditor the budget amendment for 2026 for the amount of $15,453.32. Tiffany made a motion to accept the amendment as presented (seconded and passed unanimously).
NEW BUSINESS
- Tiffany would like to buy new OTA books; the cost is $60 to get everyone an updated book. Laura made the motion to make the purchase and allow Tracey to purchase a fiscal officer book if she can’t locate hers (seconded and passed unanimously).
- We need to change access to the electronic bulletin board to replace Ed. Tim is the admin, and we will add Laura as backup.
- Tracey would like a motion to issue a BC (blanket certificate) account to herself. For up to $20,000, it would eliminate constant POs and motions on invoices (would still require a signature). Tiffany made a motion to OK this (seconded and passed unanimously).
- Laura made a motion to purchase a traditional bulletin board in the Town Hall for meeting minutes and for residents to post on (seconded and passed unanimously).
- Offices. Laura would like the trustees to move back into the old trustee room, mainly for executive sessions (more room). Tiffany suggested giving Nancy a separate office as well (the fire station office in the Town Hall is not really needed, as there’s an office in the fire station). There was consensus to make the changes, moving date TBD.
- Tiffany suggested we retain someone to handle Township IT needs. She made a motion to hire Quality IP to be on call for us (seconded and passed unanimously).
ADJOURNMENT
Tiffany made a motion to adjourn, which was seconded, and passed at 9:07 pm.
______________________________ ______________________________
Tiffany Havens Vaughn Sutcliffe
Trustee/Chair Trustee
______________________________ ______________________________
Laura Lindberg Tracey Dean
Trustee Fiscal Officer
Minutes respectfully submitted by Cary Wecht