The Board of Deerfield Township Trustees met in regular session on Monday, August 14, 2023, at 6:00pm, with Trustees Ed Dean, Tiffany Havens and Mark Bann pre- sent. Chairman Dean opened the meeting with the Pledge of Allegiance.
Tiffany moved to dispense with the reading of the minutes from the previous meeting held July 24, 2023 and approve them as written. Mark seconded the motion and the roll call vote was unanimous.
Tiffany moved to approve the July financials as presented. Mark seconded the motion and the roll call vote was unanimous.
Ed Dean indicated two (2) resignation letters were received for the Deerfield Fire Department. He will look into the requirements if they need to be fully read during a meeting. If so, these letters will be read at a future meeting.
Chief Dean provided a verbal report on activity since the last meeting. The fire department had 34 medical calls, 8 motor vehicle accidents, 1 water call, 15 mutual aids given and 18 mutual aids received. Total calls to date are 317 calls.
The Deerfield Fire Department underwent a compliance inspection from the Board of Pharmacy. Ed Dean made a motion to purchase a commercial fan at a cost of $175.90 from Lowe’s to meet one of their requirements for temperature regulation to install in the upper corner. Tiffany seconded the motion and the roll call vote was unanimous.
The fire members are working on implementing a vehicle maintenance program for all trucks. Mr. Scott Dean made a recommendation to set up a plan with K&D Towing to perform oil & filter changes, belts, tires, safety checks, etc. since we do not have a certified mechanic on staff at the Fire Department. Deerfield has used K&D Towing several times in the past & has competitive pricing. They are located in Alliance, Ohio. Ed Dean made a motion to send our fire vehicles to K&D Towing for regular maintenance. Tiffany seconded the motion and the roll call vote was unanimous.
Deerfield Fire participated in a mutual aid barn fire in Palmyra Township. During the call, a hole in the suction hose on Engine 14 occurred. MES Fire Company carries new 12’ hose at a cost of $775. Ed made a motion to approve the purchase of two (2) hoses at an approximate cost of $1,550 for replacement. Tiffany seconded the motion and the roll call vote was unanimous.
Per Mr. Scott Dean’s request, Ed made a motion to purchase up to $800 in promotional items for community events for the Deerfield Fire Department. Tiffany seconded the motion and the roll call vote was unanimous.
Mark made a motion to purchase twenty-five (25) shirts at a cost of $12 each for fire member employees out of the SAFER Grant. Tiffany seconded the motion and the roll call vote was unanimous.
Chief Scott Dean provided an explanation of Deerfield Fire Department’s responsibility/policy for water rescue calls. He emphasized Deerfield Fire Department does not tow boats. The Fire Members will respond to help individuals get off the lake and rescue people for safety, however.
Chief Dean expressed a need for a DEF Ram and Strainer pump at a cost of approximately $7,685 to act as a spreader to open doors in motor vehicle accidents, etc. The Trustees asked Mr. Dean to provide more information at the next meeting.
The fire squad is currently at K&D Towing to repair air line system down causing it to pull while traveling. They hope to have this back in service by tomorrow.
Chief Scott Dean proposed a new time clock program for the Fire Department at a one time fee of $489 from Crown Security Products. The program will email reports to a PC. Ed Dean made a motion to purchase and implement this new time clock program. Mark seconded the motion and the roll call vote was unanimous.
Mr. Scott Dean presented policies for the SAFER Grant that were revised by himself and Mr. Derek Day for the Trustees to review. Derek Day will attend the next meeting to discuss in further detail for them to approve. Tiffany made a motion to table this to the next meeting and approve at the next meeting. Ed seconded the motion and the roll call vote was unanimous.
Truck #14 is in service with water and a pump. The shocks are rusty and will need replaced eventually.
The side by side was purchased in camouflage. Johnny K’s gave them a price of $1,000 to change the color to red panel skins. Ed suggested they table this to a later time due to the high about of money approved and spent this meeting.
Chief Scott Dean provided the Trustees with a list of items no longer of use or value to the Deerfield Township Fire Department due to being broken, outdated or obsolete. Four items were marked that are donatable items to another department still using these items.
Resolution No. 23-12
Ed Dean moved to adopt a resolution to deem the list provided attached no longer of use or value to Deerfield Township. Tiffany seconded the motion and the roll call vote was as follows:
Mr. Dean Yes Mrs. Havens Yes Mr. Bann Yes
Adopted: July 24, 2023
Resolution No. 23-13
Tiffany Havens moved to adopt a resolution to discard, donate or scrap the list provided attached that is no longer of use or value to Deerfield Township Fire Department. Mark seconded the motion and the roll call vote was as follows:
Mrs Havens Yes Mr. Bann Yes Mr. Dean Yes
Adopted: July 24, 2023
Cheyenne Kalcic submitted an application to Deerfield Township Fire Department. She resides in Deerfield Township and was a member of the department in the past. She currently has her EMR and FF1. Brian Kelderhouse provided a brief verbal recommendation at the meeting for Cheyenne. Ed Dean made a motion to approve her application on a one-year probationary basis. Mark seconded the motion and the roll call vote was unanimous.
Ed Dean made a motion to accept the resignation letter from Breanna Westover. Mark seconded the motion and the roll call vote was unanimous. Deerfield Township just paid for multiple classes for her through the SAFER grant. The SAFER Grant does not allow you to require members to stay on the department for a period of time.
Ed Dean made a motion to accept the resignation letter from Tiffany Beeson. Mark seconded the motion and the roll call vote was unanimous.
The Trustees thanked both Breanna Westover and Tiffany Beeson for their service.
Road Department: The Road Department has been repairing roads to prep for chip and seal. The company hired by Deerfield Township proposed to move up from September. However, due to an employee being off for a workers’ compensation claim, we do not currently have enough help. Therefore, we will decline moving this project up.
The insurance company contacted Akron Tractor to provide a quotation for repair of the roadside mower. If no company can be found to fix, they will have to provide a total replacement of the roadside mower.
Buildings & Grounds/Cemeteries:
Ed Dean received a text about the gazebo and being requested to provide a copy of the police report. They are requesting quotations to repair and/or replace. This was the first contact since July 18th.
Members of the Deerfield Civic Association, President Denice Adams and Vice President Tracey Dean, Ed Dean and Gary Leifheit attended the meeting. Tracey presented a donation to Deerfield Township on behalf of the Deerfield Civic Association for a new pavilion at the Deerfield ballfields to use for sporting events, AppleButter Festival, parties, etc. One quotation has been received so far, which includes a 5 year warranty with a 11-13 week lead time to start the project from Pole Barn Direct. The quotation is for a 30’x40’ with 10’ ceilings, 6×6 poles with a steel roof/ceiling with no water or electric. The projected location is 30’ from the existing pavilion to allow space for handicap parking where the dumpster currently resides. The total quotation is $20,784.60. Estimated concrete expenses will be $6,600. The Deerfield Civic Association next steps if approved will be to purchase engineered blueprints at a cost of $1,500-1,800 paid for by them. There is a fee of $206 to approve these blueprints. If Deerfield Township pays this fee, it is 1⁄2 price. The Deerfield Civics Association agree to make a monetary donation for this fee upfront to Deerfield Township, should the Trustees agree to pay for these fees for approval.
Resolution No. 23-14
Mark Bann moved to adopt a resolution to accept the pavilion donation at a cost of approximately $30,000, which includes $20,784.60 to Pole Barn Direct, $6,600 for concrete, up to $1,800 for engineering blueprints and the fees at a cost of $103 per attempt. Tiffany seconded the motion and the roll call vote was as follows:
Mr. Bann Yes Mrs. Havens Yes Mr. Dean Yes
Adopted: July 24, 2023
Mark Bann thanked the Deerfield Civic Association.
Deerfield Township received a quotation of approximately $68,000 for playground equipment. Ed Dean would like to ask Didi, our grant writer for playground equipment through ODNR since they are now a multi-use park. Ed Dean also proposed inquiring with grant writer to include a proposal for a pickleball court. Ed Dean made a motion to apply for a grant at the advice of the grant writer for the playground equipment and pickleball court. Tiffany seconded the motion and the roll call vote was unanimous.
Tiffany indicated that baseball, softball and soccer went well this year. New Business: None.
Revenues received: See Revenue Receipt Register attached.
The following bills were presented for Trustees’ inspection and approval: See Payment Register attached.
Ed made a motion to pay these bills and adjourn the meeting. Mark seconded the motion and the roll call vote was unanimous.
Meeting adjourned at 6:55pm.