DEERFIELD TOWNSHIP
TRUSTEES
MEETING MINUTES
Date:
February 9th 2026
Time:
6:00 PM
Location: Deerfield Township Hall
IN ATTENDANCE
Trustees: Tiffany Havens (Chair), Laura Lindberg, Vaughn Sutcliffe
Fiscal Officer: Tracey Dean
Administrative Assistant: Nancy Cowan
Fire: Chief Derek Day
Invited Guests: Heidi Workman, Ohio State Representative, and Sabrina Bennett, Portage County
Board of Commissioners.
CALL TO ORDER
Tiffany Havens called the meeting to order at 6:00pm; the Pledge of Allegiance began the
meeting.
MEETING MINUTES
1/12 Organizational Meeting Minutes. Laura made a motion to approve (seconded and passed
unanimously).
1/12 Business Meeting Minutes and Financials. Tiffany made a motion to table (seconded and
passed unanimously).
GUEST SPEAKERS
Nate Terhune of Western Reserve Land Conservancy proposed a resolution (26-3) of support for
an application to the Ohio Department of Agriculture’s LAEPP on behalf of Brian and Laura
Lindberg for the purpose of the preservation of 159 acres in Deerfield Township (see written
resolution). Laura offered background about the property and thanked Nate for his assistance.
Trustees have more information about the program if anyone is interested. Vaughn made a
motion to accept the resolution (seconded, and passed by all, with Laura abstaining). Nate took
questions from the audience, and explained the organization’s funding.
Todd Peetz of the Portage County Regional Planning Commission spoke about grants to
preserve farmland in townships with no zoning. The grant involves interactive mapping to identify
various types of farmlands in the county. Todd requested a letter of support and welcomed
questions. Tiffany read a letter of support (see written letter) and moved to formally accept the
letter, which was seconded and passed unanimously.
A representative from Southeast Youth Baseball asked for (continued) permission to use the
Deerfield ballfields. Nancy will work with them to sign a contract. Tiffany made a motion tocontinue the previous contract with Southeast under the same terms for use of the fields in 2026
(seconded and passed unanimously).
COMMUNICATIONS AND ANNOUNCEMENTS
Tracey mentioned an upcoming Health District meeting and dinner on 3/18/26 (corrected date).
The Portage County Engineer sent the 2025 Township Highway System Mileage Certification (to
be signed and returned). It stated that the township is responsible for managing 16,267 miles of
public roads.
Vaughn shared a letter from the State Fire Marshal. Chief Day had applied for a 2026 MARCS
grant, but funds were exhausted prior to our request.
Tiffany shared that the trustees recently attended the OTA conference in Columbus. Trustees
attended as many sessions as possible. Topics included webpage accessibility compliance,
Amazon accounts and benefits, historic cemeteries, legislative updates, employment law, road
and ditch maintenance, and property taxes. We also received road safety banners we’ll hang this
year.
Sabrina Bennett said that the ARPA money is gone and there is a projected shortfall for this
year’s budget. The budget is to be finalized on April 1; we plan to make decisions closer to that
date. Hot button issues for townships include data centers (power, water, pollution) and property
taxes. Commissioners are preparing a toolkit of info to share with townships regarding taxes.
Sabrina thanked the Lindbergs for participating in farmland preservation.
Heidi Workman said that the State of Ohio has passed five bills that will take effect in the second
half of this year; you will start seeing reductions in June or July. Property taxes have been
capped to the rate of inflation. The Ohio Senate is considering SB 93 which would pick up all
school funding including bond debt. This would result in a reduction of 70-75% of property taxes.
Schools are pushing back for fear of losing local authority. Heidi supports SB 93 and believes
that property taxes should only pay for local services.
We attended the Ohio Fire Chiefs’ Association emergency response class and learned a lot
about laws and regulations.
PUBLIC COMMENTARY
none
DEPARTMENT UPDATES
Road Department/Maintenance (Vaughn on behalf of Tim Suderman)
Road Department
Road Salt is needed. Vaughn made a motion to approve the purchase at $2,250 (45 tons at $50
per ton). The motion was seconded and approved unanimously.
Road grit is also needed. Vaughn made a motion to approve the purchase at $1,475 (50 tons at
$29.50 per ton). The motion was seconded and approved unanimously.
We also need new plow cutting edges and edge savers, totaling $3,000 for the two plows. Laura
made the motion to approve, which was seconded and approved unanimously.
Tiffany asked whether Tim got Laura set up with the electric bulletin board (yes).
Vaughn met with Bica Keys for estimates for tiered access-level keys ($50 per lock) and keypads
($300 per inner lock, $500 for outer). Tiffany found deals on two wifi-enabled keypads, some
folders, a couple keys, office supplies, and mailboxes for office doors. All of her purchases
totaled $126.15 (see the attached list). Laura made a motion to pay for the items, which was
seconded and passed unanimously. Vaughn suggested delaying a decision about rekeying all
locks until the new office arrangement is settled.
Vaughn suggested that Tim should be able to work (if able) for the fire department when needed.
Tiffany made a motion to support this idea, which was seconded and passed unanimously.
Cemeteries
We had one full burial since the last meeting.
Buildings and Grounds
The Cemetery Association had a meeting where they agreed to pay for the gravel at Deerfield
Cemetery for $6,000 and change. We will provide the labor, and we thank them.
The Deerfield Historical Society will loan the Township pictures (ID’d by number) to be displayed
in the Township Hall.
We received a quote from Dave Saltzman for security cameras and equipment (see attachment).
Tiffany made a motion to pay $395 to update the Town Hall camera systems (seconded and
passed unanimously). The fire station cameras were tabled. Tiffany made a motion to support
the $950 payment for the garage building (seconded and passed unanimously. New security
updates should lower our insurance costs.
We got word from the county land banks asking us to verify property, which we did. The first
property, at the corner of Wagner and Hawthorne, didn’t have an address. It’s unbuildable and
empty ($2,300 in taxes due). The other is at 1018 State Route 225, where there is an abandoned
shack ($48,000 in taxes due). Also, Tiffany submitted the property across from the post office as
a blight property.
Vaughn said that regarding the gazebo, the insurance company is ok with $60,000. We’ve
already spent $11,000 for the teardown and architect. The architect said the plan was bounced
back from the county for adjustments; he’s working on it.
Fire Department (Chief Day)
Total calls for Jan: 39 (13 fire, 26 EMS).
We have two applications: Leo McElwain (no), and Brady Delung (F1, EMT basic). Tiffany made
a motion to hire Brady’s on a 1-year probationary period (seconded and passed unanimously).
Angel Doak resigned due to time and work constraints. Tiffany made a motion to thank Angel
and accept her resignation, which was seconded and passed unanimously.
The engine is back from getting the generator fixed. There were unexpected costs for paint and
rewiring which raised the bill from 8 or 8.5K to a bit over 10K; Derek will forward the written info.
We need to order 8-9 pairs of boots, for a total of around $1,000, a good deal. Tiffany made a
motion to pay up to $1,200, which was seconded and passed unanimously.
We also need new helmet fronts, for a total of no more than $800. Laura made a motion to
support the purchase, which was seconded and passed unanimously.
We need two new batteries for the thermal imaging camera at $159 each. Tiffany made a motion
to support this purchase, which was seconded and passed unanimously.
We have the opportunity to take a sonar class with our boat, and we would like to send four
people at $500 per person (and hopefully an additional one for free). Derek will check to see if
we can use FEMA money for this. Tiffany made a motion to support this with township dollars if
grant money doesn’t cover it (seconded and passed unanimously).
There are some issues with the back room heating and refrigeration. Tiffany made a motion to
call Ravenna Heating and Cooling and Whites for estimates up to $500 (seconded and passed
unanimously).
The Easter Breakfast is coming up, and we’re planning a Christmas event.
We’re revamping our SOGs, seeking to implement guidelines for the way the station functions as
well as training requirements for new hires.
Tiffany asked the community for donations for hygiene kits and brought items that were received.
She thanked everyone who helped out.
Vaughn suggested adding electric heaters to the fire station.
We pay a subscription fee for MARCS radios; in addition, the state is pressing for everyone to
acquire the MARCS system. This is very expensive and there is no state support.
Todd and Derek offered updates on recent trainings.
OLD BUSINESS
We recently approved an organizational handbook. We made four changes based on feedback
from the prosecutor (e.g., weapons, job descriptions). Tiffany requested and made a motion tobe reimbursed for printer ink and paper to finish the handbooks (she has folders). The motion
was seconded and passed unanimously. She passed out some hard copies and will work on
additional ones for employees. We’ll need everyone to sign the last page indicating that they
received copy. The document will be posted to our webpage and updated there as necessary.
Our credit card use agreement is also in the handbook (please sign and return for the Huntington
card).
The Ohio Plan renewal. Lori Manning will attend our next meeting to discuss details.
We have an IT person coming out on Friday to discuss any issues/needs.
OTA books are ordered.
Tiffany made a motion to accept Resolution 26-4 for the appropriation budget ending on
December 31, 2026, totaling $1,221,287.23 (see attached). The motion was seconded and
passed unanimously.
There is an extra $300 charge from Pauli Electric that we can turn in to NOPEC, or we can use it
for station lights. Vaughn made a motion to use NOPEC money for the front fire station light
(seconded and passed unanimously).
NEW BUSINESS
The old town hall had to be vented due to condensation from the furnace (a temporary
emergency repair by Ravenna Heating and Cooling). A permanent repair can be completed in
the spring. We have no bill yet, but Tiffany made a motion to pay up to $300 for the temporary
repair (seconded and passed unanimously).
Tiffany asked Denise Adams if she had a copy of the Civics Association’s 501C3 license. Denise
was under the impression that they had one; she’ll check and report back at the next meeting.
Tracey asked for approval for herself to attend the 2026 Local Government Officials Conference
(Ohio Auditor) for March 18-20, to include hotel, conference fee, food, and mileage. Tiffany made
a motion to approve, which was seconded and passed unanimously.
Regarding the new handbook, Chief Day noted that we need language (costs, procedures,
associated paperwork) for handling emergencies such as someone being in an accident or
injured on the job. He also pointed out that hiring and Firing is up to trustees, while discipline
(including suspensions) is up to the Chief. Tiffany welcomed feedback and said that the
document will certainly change and improve over time. We also need to compile an online
repository for all important township documents.
ADJOURNMENT
Tiffany made a motion to adjourn, which was seconded, and passed at 7:37 pm.
______________________________ ______________________________
Tiffany Havens Vaughn Sutcliffe
Trustee/Chair Trustee
______________________________ ______________________________
Laura Lindberg Tracey Dean
Trustee Fiscal Officer
Minutes respectfully submitted by Cary Wecht
Cary Wecht