July 2022 Trustee Meeting Minutes

July 2022 Trustee Meeting Minutes

Special Budget Public Hearing Meeting – July 11, 2022

The Board of Deerfield Township Trustees met for a Budget Public Hearing on Monday, July 11, 2022, at 6:00pm, with Trustees Ed Dean, Tiffany Havens and Mark Bann present. Chairman Bann opened the Public Hearing for the proposed budget for fiscal year 2023 with the Pledge of Allegiance.

Resolution No. 22-18:
Mark Bann moved to adopt Resolution No. 22-18, thereby, approving a proposed budget of $1,279,420.74 for the year commencing January 1, 2023, for consideration by the Portage County Budget Commission pursuant to Section 5705.30 of the Ohio Revised Code.

Ed Dean seconded the motion and the roll call vote was as follows:

Mr. Bann Yes Mr. Dean Yes Ms. Havens Yes

Adopted: July 11, 2022

Trustee Meeting – July 11, 2022

The Board of Deerfield Township Trustees met in regular session on Monday, July 11, 2022, at 6:05pm, with Trustees Tiffany Havens, Ed Dean and Mark Bann present. Chairman Bann opened the meeting with the Pledge of Allegiance. Ed moved to dispense with the reading of the minutes from the previous meeting on June 13, 2022 and approve them as written. Tiffany seconded the motion and the roll call vote was unani- mous. Tiffany moved to dispense with the reading of the minutes from the special meet- ing held on June 27, 2022 and approve them as written. Mark seconded the motion and the roll call vote was unanimous. Ed moved to approve the June financials as presented. Tiffany seconded the motion and the roll call vote was unanimous.


  •  The Deerfield Historical Society sent a thank you letter for mowing the ditch behind the Old Town Hall and for the approval of the new roof.
  •  The Office of the Budget Commission, Portage County, Ohio sent notice to the Deerfield Township Trustees that the formula agreement for the disbursement of the State of Ohio Local Government Fund expires at the end of 2023. Currently, Deerfield Township receives .895%. The Budget Commission has set a deadline of December 31, 2022, for the Committee to complete its work. On Tuesday, August 9, 2022 at 6:00pm, the committee will meet in the public meeting room at the Reed Memorial Library to discuss adopting a formula for the years after 2023. The Commission requests Deerfield Township select a representative to attend this meeting.
  •  The Board of Elections sent notice to Deerfield Township of the Primary Election to be held on Tuesday, August 2, 2022 at the Deerfield Town Hall to vote for State Senators and Representatives. Polling places will be open from 6:30am until 7:30pm for voting.Fire Department: Vaughn Sutcliffe provided a verbal report for the fire department on activity since the last meeting. The fire department is up to approximately 292 runs for the year, with 39 ran since the last meeting, which includes one (1) inspection.Unit #1413, the pumper is back in service. Rear brakes and PM chasis was completed including routine maintenance at a cost of approximately $1,900.Vaughn requested an estimate for the garage door for Building #1411, the main station, but still waiting to receive.No changes have been made in membership.Deerfield Township has received $23,838.22 for the MARCS system radio upgrade grant. Vaughn has obtained two (2) proposals for dispatch services for the upcoming year. He will look over and have a recommendation prepared for next meeting. The current contract ends on December 31, 2022. All of the MARCS radios have been installed, which includes five (5) mobile, one (1) base for main station and fourteen (14) hand held.

Ravenna Dispatch is waiting on other fire departments to switch all departments over at the same time. Estimated completion date is August 1, 2022.

Kent Fire Department has agreed to sell Deerfield Township Fire Department three (3) used SCBA packs and six (6) bottles for the cost of $150 each to assist us to replace our end of life packs. Deerfield Township is awaiting the approval of a grant that was written to replace all of our current SCBA packs.

Assistant Prosecutor, Mr. Bencze sent Vaughn an “Easement for Dry Hydrants”. Vaughn would like the board to review and give the okay to start using. Deerfield Township Fire Department currently has the materials for four (4) dry hydrants and two people whom Vaughn would like to reach out to. Vaughn will contact property owners upon approval to proceed from the board.

Road Department: The Road Department put down six (6) tons of patch in the past week. They will continue to patch as time permits. Next steps will be spreading asphalt in select areas.

The Trustees are going to be looking into pricing to replace the 20+ year old pick-up truck.

Cemeteries: The Road Department has been mowing and weedeating between projects. Ed Dean made a motion to gather bids for tree & stump removal at the cemeteries of

Deerfield Township. Mark seconded the motion and the roll call vote was unanimous.

Buildings & Grounds: The roofs at the garage, pavilion and Old Town Hall will be replaced in the upcoming months.

New Business: A Deerfield resident, also member of the Deerfield Historical Society attended the meeting to discuss Deerfield Historical Society trading property to Deerfield Township in exchange for the Old Town Hall for the purpose to help preserve, promote and protect. He thanked the Deerfield Township Trustees for allowing the Historical Society’s use of this Town Hall since the new Town Hall was built in 2002. The purpose of this trade would be an increased opportunity to obtain grant money through a State Society. One of the Trustees indicated they would like to work out a deal that it could work out that Deerfield Township could maintain the green space around the Deerfield Circle. The Trustees indicated they would like to have the property next to the Old Town Hall. The Historical Society members would prefer to trade a different property instead down the road on U.S. State Route 224. The Trustees indicated they will be installing a new slate color metal roof on the Old Town Hall. Ed Dean indicated there is a 95% energy efficient furnace that is less than 10 years old obtained through a NOPEC grant.
In order to obtain heat, propane tanks need to be arranged and an account set up for propane. The Deerfield Township Old Town Hall currently has a failing foundation. If an agreement is made to trade, the Trustees intend to leave the property traded as open green space with no intention to sell. In order to make an agreement such as this trade, an

easement will need to be agreed upon to keep the sign that is currently located on the property at the Deerfield Circle. At one time, Ohio Edison indicated they could put a separate meter on this sign to be paid for directly by Deerfield Township. The Deerfield Township Trustees would like a clause if this agreement is made to have the 1st right to buy permitting the Deerfield Township Historical Society disbands.

The next Deerfield Historical Society meeting will be held on the 4th Tuesday of the month, July 26, 2022 at the Town Hall at 6:00pm.

The Berlin Lake water levels will be kept up through September 7, 2022 unless a drought is declared.

The American Flag needs repaired at the Town Hall.

The shepherd hooks that were removed from the cemeteries are located at the Township Garage.

Approximately one month ago, a Deerfield resident notified ODOT that going south on State Route 225 at Mottown Road, there is no yellow sign indicating an upcoming intersection. The Trustees will contact ODOT.

A Deerfield resident indicated that the Deerfield Circle looks beautiful with the new lights and flowers.

Max with the Portager attended our meeting & will be attending more meetings in the future to include information in their newsletters.

The following bills were presented for Trustees’ inspection and approval: See Payment Register attached.

Mark made a motion to pay these bills and adjourn the meeting. Ed seconded the motion and the roll call vote was unanimous.

Meeting adjourned at 6:45pm.

______________________________ Chairman

______________________________ Fiscal Officer