Deer Run Community Organization (DRCO)

 Board of Directors Meeting held Poulsbo Public Library

March 20, 2023

In attendance:

Directors                                                        Officer                                    Homeowner

Dennis Peters-President & Treasurer:           Secretary: Judy Hossner        Rena Beyke

Bob Stewart-Vice President                                                  

Peter Collins

President Dennis Peters started the Meeting at 2:45 P.M.

Review/Approve Minutes

  • After a short discussion, the January 2023 Minutes “will stand approved”.
  • For the Directors Meeting after the Annual Meeting, additions were made with Bob Stewart as Vice President, Judy Hossner as Secretary and adjournment at 8 P.M. The minutes were approved as corrected.

President’s Report

  • As recommended by our attorney, letters/emails were sent out to all homeowners who share a property line with DRCO along the NGPA asking them to notify us of any tree they think presents a hazard to their property.
  • Eight (8) homeowners recently had their trash cans in their front yards or visible on their side yards; Dennis Peters sent emails to them with 6 homeowners immediately correcting the problem. Two (2) homeowners did not place their cans “out-of-sight”. They were then sent a 2nd notice that they could be fined. The trash cans were moved.
  • A tree was cut down and cut up at 1968 Gustaf NE. An email was sent to them that DRCO and City approval was required. With City approval, they have 10 days to comply. (There are still a few days left.)
  • City approval is required to cut down all dead, dying, and living trees. The City of Poulsbo has an exemption form for the required permit. Exemption consent gives homeowners approval to cut down the tree.

Treasurer’s Report

Dennis Peters reviewed the February income statement, balance sheet, and the January and February expenses. Pete Collins made a motion to approve the January and February expenses. Motion Passed.

New Business

  • Amend the DRCO Bylaws
  • Change the name for Article 1 to ASSOCIATION MEETINGS, so the title reflects the actual content of the article.
  • Insert a new point 8: Rules of Procedure. Except as otherwise specifically provided in this Bylaws, the rules of procedure at all meetings of the membership and board of directors shall be rules contained in Roberts’ Rules of Order, as revised from time to time. The Roberts’ Rules of Order for Procedure in Small Boards shall be used for the conduct of all meetings of the membership and board of directors. Re-number the last point as 9. The discussion included information about small boards including: no need for a second to a motion, the president may vote, no need to stand to make a motion or speak to the motion, consensus may be used instead of a formal motion.
  • Pete Collins made a motion to make these changes to the DRCO Bylaws. Motion PASSED.
  • Hire a website master
  • A discussion about various ways to find and hire a webmaster and pay them a flat rate each time a change is made since we need infrequent additions/changes to our website. A motion was made by Bob Stewart that Dennis Peters assess a few candidates and determine the possibility of hiring a webmaster for DRCO. Motion PASSED.
  • Contract with arborist to evaluate trees in NGPA
  • Discussion included the possibility to look at entire property, we want to wait until trees have “leafed out” i.e. May or later. The need to use the markers in plats was also discussed.
  • Consensus that the President contacts an arborist for this task.
  • Develop homeowner landscape maintenance responsibilities
  • Dennis Peters asked for a volunteer to develop landscape standards. There was no volunteer at this time.
  • Meredith Heights asked for a joint Yard Sale on Saturday, June 3, sharing advertising expenses
  • Last year, Pete Collins listed our Yard Sale on Craigslist. Bob Stewart said that most people no longer go to newspapers to look for yard sales.
  • Pete will post our Saturday, June 3, Yard Sale on Craigslist and NextDoor. He will include Meredith Heights if they agree.
  • Establish Noll Road landscape maintenance responsibilities
  • Dennis Peters recently fertilized the plants at the Noll Road entrance.
  • Dennis checked with the City to add a water meter for the garden. Cost for the meter and all connections about $2300. Water would be sourced from the nearby water hydrant for about $1000.
  • Using Celina’s water instead, we can use piping from her house to the garden, add a water timer, and then soaker hoses to the plants. The total cost would be much cheaper.
  • It was agreed that Dennis will ask our landscaping service how much they would charge to install the pipe from the house to the garden. Possibly DIY the remainder of the project. Pete offered to help with this.
  • Kathy Dobson has volunteered to put together a plan how to prune the plants so they won’t be cut too short.
  • The large plant on Noll Road needs to be moved to the garden. Kathy will be contacted for a plan.
  • Kathy suggested that we purchase rubber edging for the Noll garden. There are various types, costing $65-$75 per roll. After it is inserted, mulch can be added to the garden without the mulch flowing onto the sidewalk when watered. Dennis will check with our landscaping service for a bid to install the edging..

Homeowner Comments/Questions

Rena Beyke said that many homeowners could attend our Board Meetings

  1. if the meetings were in the evening.
  2. If there were set dates for quarter meetings so plans can be made to attend

The Board decided to have the next meeting at West Side Pizza, 7-8:30 P.M. on Tuesday, May 23 (with May 16 as the backup date).

President Dennis Peters adjourned the Board of Directors Meeting at 3:45 P.M.

 

Respectfully Submitted,

Judy Hossner, DRCO Secretary