| DEERFIELD TOWNSHIP TRUSTEES | |
| MEETING MINUTES | |
| Date: | May 11th 2026 |
| Time: | 6:00 PM |
| Location: | Deerfield Township Hall |
IN ATTENDANCE
Trustees: Tiffany Havens (Chair), Laura Lindberg, Vaughn Sutcliffe
Administrative Assistant: Nancy Cowan
Fire: Todd Bardelli
Buildings and Grounds: Tim Suderman
CALL TO ORDER
- Tiffany Havens called the meeting to order at 6:00pm; the Pledge of Allegiance began the meeting.
MEETING MINUTES
- March 26 Financials. Laura moved to approve (seconded and passed unanimously).
- Special meeting minutes. Corrections: (1) Tiffany did not make a motion to accept the proposal of plans but to agree to sign the trust form. (2) Vaugn made a motion that Tiffany be the signer, and that was also approved. Laura moved to accept the minutes with corrections, which was seconded and passed unanimously.
- 4/13 Financials. Laura made a motion to table (seconded and passed unanimously).
- 4/13 Meeting Minutes. Tiffany made a motion to table (seconded and passed unanimously).
COMMUNICATIONS AND ANNOUNCEMENTS
- We received a letter from the Land Bank that they have moved to a new location.
- The American Legion is hosting on the 13th at 6pm a USA 250th celebration planning meeting; all are invited.
- Southeast Youth Football and Cheer is having a golf outing fundraiser on 5/30 (see flyer).
- The Civics Association is hosting the community yard sale 5/29-31.
GUEST SPEAKER
- none
PUBLIC COMMENTARY
- Denise Adams asked about transportation for people in/involved with the parade. Tiffany will run questions regarding safety and insurance by Lori Manning. Tiffany made a motion to allow our equipment to be used with Ohio Plan approval and with assurance that we follow State and Sherif’s Dept. regulations (seconded and passed unanimously).
DEPARTMENT UPDATES
Road Department/Maintenance (Tim Suderman)
Road Department
- Quotes totaling $62,430: about 2.2 miles chip and seal quote – $43.000, asphalt leveling $9,080, and chip and stone (200 tons) $10,350. Tim outlined specific roads for this. Tiffany moved to approve the total spend, which was seconded and passed unanimously.
- Our salt contract will be estimated for 160 ton; we’re waiting for pricing. Tiffany moved to support the purchase of 160 tons as per contract (seconded and passed unanimously).
Cemeteries (Tim)
- Stone will be spread in the next week.
- Tim called four survey companies for Hartzell Rd; only one responded with a quote. Cost is $2,500 for the north line (where the fence will go) and $3,500 for the whole cemetery. The make-shift fence is already paid for by Mr. Brown. Tiffany made a motion to go with the make-shift fence for now (and avoid a survey) and consider something permanent next year. The motion was seconded and passed unanimously.
Buildings and Grounds
- Quote for parking lot crack-sealing – $3,000. For adding full seal and restripe – $9,950. Vaughn made a motion to support the crack-sealing and consider the rest at the next meeting (seconded and passed unanimously).
- Fire Department boiler in rear building. Ravenna Heating and Cooling quoted a 200K BTU boiler installed for $6,300. Vaughn motioned that we use NOPEC money to replace the boiler at $6,300 (seconded and passed unanimously).
- Fire Department – Insulating and closing off the front wall from the inside. NOPEC could cover this (seal doors and close off the inside). We will see what NOPEC money we have left and pay the difference. Vaughn made the motion to cover the cost (seconded and passed unanimously).
- Tiffany OPWC application, May 29. We are getting traffic data on several roads then we’ll get a quote for asphalt/topping.
Fire Department (Todd Bardelli)
- (Brian) The BLA would like to help the Fire Department get more access to water (the lake). There is a device called a TurboDraft ($7,500) that enables a reach of 250ft to a water source. The Army Corp will approve this use. What can the trustees pay so BLA can cover some of the cost? Vaughn said he would like more transparency about the possible financial commitment from the BLA and the Fire Department. After some discussion, Laura made a motion to offer $3000 for this device (seconded and passed unanimously).
- Brian shared a letter about support for a child with autism. Tiffany made a motion to sign on, given evidence of the family’s consent (seconded and passed unanimously).
- Calls for April: 32; 24 EMS and 8 fire.
- The overnight stipend is working well.
- The water movement class was successful at 39 people, ~10 depts represented.
- Two new applicants:
- Robert Carter, EMT Basic, willing/prefer to do overnights and shift work. Robert appeared and shared his background and interests. Tiffany moved to accept his application on a one-year probationary period (seconded and passed unanimously).
- Sydney Starker, EMT Basic pursuing Paramedic, is also interested in overnights. Tiffany moved to accept her application on a one-year probationary period (seconded and passed unanimously).
- The AC Splitter should be installed this week in the bunkroom.
- Yearly invoice is $712 for active system/calls. Vaugh made a motion to pay $712.63 for yearly 911 service (seconded and passed unanimously).
- Five members are taking the sonar class with Portage County Dive this weekend; it was approved for $2k but was $2,200. Tiffany made a motion to approve the extra $200 (seconded and passed unanimously).
- We bought an engine approved at $40K, with +10K if necessary. We are going to get extra parts this weekend (fittings, nozzles, adapters, hoses, etc.) We would like to use the promised $10k as needed. Tiffany made a motion to pay Max Mobile Tools for needed parts (seconded and passed unanimously).
- Our CLIA Waiver is $245. Tiffany made a motion to pay the fee, which was seconded and passed unanimously.
- We will be attending Memorial Day parades at Deerfield, Edinburg and Atwater. We’re planning a boot drive and selling breakfast sandwiches.
- Laura shared Southeast School tour and safety meetings info; they would like us to attend and be familiar with the school in case of emergency.
OLD BUSINESS
- The bandstand. The architect responded and promised plans within two weeks. He would like to make it bigger and mount it to the ground. County approval is next.
- Tiffany had a Quality IT meeting today. Very pricey – $4-6k for a very small to-do list such as Wi-Fi, phones, copier, plus $823/month for continuous service. Nancy reached out to Spectrum; Tiffany will pursue whether they have a government department, and whether there are other tech options.
- Settlement agreement. Everyone was mailed a new version with some changes and corrections. Tiffany made a motion to abide by the settlement agreement, which was seconded and passed unanimously.
NEW BUSINESS
- Can Southeast Athletic Boosters advertise bingo nights on our sign? Trustees were supportive.
- Vaughn, Tim and Brian attended a meeting with ODOT, County Engineers, and a traffic design firm about various options for a new Route 225 and 14 intersection design. We are expecting short- and long-term solutions.
- Laura said that Southeast Local is holding an agricultural tire recycle event, 6/9 at Southeast from 8:00-12:00. It’s only open to Southeast School District residents. Portage County Recycling will be involved.
ADJOURNMENT
Tiffany made a motion to adjourn at about 7:07, which was seconded, and passed.
______________________________ ______________________________
Tiffany Havens Vaughn Sutcliffe
Trustee/Chair Trustee
______________________________ ______________________________
Laura Lindberg Tracey Dean
Trustee Fiscal Officer
Minutes respectfully submitted by Cary Wecht
Cary Wecht