The meeting was called to order at 6:00 PM President Don Vogel.  He noted that a quorum was present and that the meeting was being taped.

Directors present were Gene Allen, Jim Davidson, Jim Hicks, Steve Lee, Gene Sams, Rex Stevens, Jeff Stillman, Angela Vanover, and Don Vogel.  No directors were absent.

MEMBERS FORUM- Crystal Sadler addressed the Board voicing her opposition to the proposed walking path in Holly Park. 

Donna Toomey spoke about the proposed walking path also.  She had some concern as to how close the path might be to her back property line.  She thinks the park is under used
and wonders why the Board thinks a walking path is necessary.

READING OF MINUTES- After review, Jeff Stillman moved to accept the minutes from the September ’07 meeting as submitted.  Jim Davidson seconded the motion which passed unanimously with an abstention by Steve Lee.

TREASURER’S REPORT- Jim Davidson gave the report.  He noted that after watching expenses for the last couple of months, he was confident that we would see a year end budget surplus.  Manager Kroeger gave the delinquent report noting that delinquencies had crept down a bit in September- approximately $400.00.  We had seen a slow steady decline during the year.  He noted the percentages of delinquencies on vacant lots, and that the delinquencies in the first subdivision have stayed about the same for an extended period.  He also noted that the collection agency had collected some $1500.00 last month.
The agency has returned over $15,000.00 to the Association.  He advised the board that he had received information about a new statute regulating Association liens. He had only had the report for one day and had not been able to review it thoroughly.  He suggested that he would set a meeting with the Business Planning Committee in order to discuss this and another item.  There being no questions, Jeff Stillman moved to accept the financial report as submitted.  The motion was seconded by Rex Stevens and unanimously approved.

MANAGER’S REPORT- Manager Kroeger noted some highlights from the 10/8/07 Town Council Meeting.  The entire report is follows.  Manager Kroeger was asked to report only on the Council meeting highlights at future CLV Board meetings but continue to include the entire report on the minutes.

Town of Santa Claus
10/8/07

At the regular monthly meeting, the Town Council:

• Passed the first reading of a proposed water rate ordinance
• Set a public hearing for the water rate ordinance for October 22, 2007 at the Community Center at 7:00 PM.
• Listened to a presentation on supplemental group insurance from American Fidelity/SCB.
• Tabled the second reading of the Park Board’s Fee Schedule Ordinance until the November meeting.
• Approved a motion for council President Ron Smith to sign off on an Electric Distribution Line Easement with Vectren upon approval by attorney Patmore of a language change in the proposed contract.
• Heard from the building inspector that there had been 12 inspections, 3 new homes, and 1 remodel. 
• Approved a fine and a new building permit on home whose permit had expired.
• Heard from the Town Marshal that he was now on the county animal control board and that the new police car had been received and was in use.
• Advised the fire chief to finalize the plans for the new fire station as the money for this had been previously approved.  The construction of the fire station would then have to be put on hold pending approval of a water rate ordinance. 
• Were advised that two pumper trucks and all ladders had passed their annual test.
• Was advised that quotes for street lights and road work had yet to be received
• Approved $6,000.00 for a preliminary engineering report regarding Holiday Village drainage concerns
• Heard that a 2” water line may have to be moved in order to accommodate the proposed highway 245 realignment.  This can probably be done in-house.
• Were notified that the plans for the well field and transmission line for the water project were about to be submitted.
• Heard that the plans for the waterplant were moving along
• Heard that the archeological issues were getting straightened out
• Heard that attorney Patmore was working on easement issues
• Heard there were some power issues with new 3 phase power lines
• Approved a probationary salary increase retroactive to 9/26/07.
• Heard a suggestion from attorney Patmore that the council should consider long range planning to make some areas of the industrial park “shovel ready”.  Timber companies may want to log some of these areas.
• Set a date for an executive session regarding pending litigation (10/15/07)
• Heard that the 2010 census is only 2 years away and that many volunteers will be needed to assist with this project.
• Approved a medical leave for a town employee
• Adjourned at 7:50 PM

Manager Kroeger also:

• Updated the Board on recent CLV Garage Sale.  There were 128 sign ups (135 in ’06) and 864 vehicles were logged in (883 in ’06).  There was discussion about how many early birds were in the Village on Friday evening and that some of them caused some problems. Concerns about traffic, safety, and emergency response were also voiced.  This subject is to be discussed further at a future Board meeting.
• Advised the Board that he would be on vacation the week of October 22nd.
• Said that branch chipping was underway for about another week
• Said that leaf vacuuming would begin when the leaves started to fall.  It would be fairly soon but a definite date had yet to be set.
• Reported that the golf course was not interested in working on the emergency spillway unless compelled to do so. 
• Reported that Midwestern Engineers did not think it a very good idea to make the emergency spillway into a primary/emergency combination spill.
• Noted that a DNR representative had said that a dual spillway might be feasible but that the primary portion would need to be something other than natural ground in order to prevent erosion.
• Told the Board that some storage space holders were concerned that there would not be electricity available any longer and wanted to know if the Association might be able to work something out with Flint Hill.  He was directed to shut off the power.
• Relayed a phone conversation he had with a member/resident who lived near Holly Park who was not in favor of a walking path there.
• Reported that he had received a phone call from a member wanting to deed his lot back to the Village based on discussion at the September meeting.
• Said that he was going to add the Covenants & Restrictions Committee to the list of committees that report at the Board meetings to the agenda.

ACTION ITEMS-
            Holly Park Walking Track- The motion on the table to approve and begin a walking path in Holly Park was reviewed.  There was much discussion about this issue specifically about the volume of use, safety, privacy, and location.  It was decided to table the vote until the November meeting.  In the interim, Manager Kroeger was directed to set up an on-line survey to see what the residents had to say.  The results are to be discussed at that time.

OLD BUSINESS
            Subdivision One Update- A representative from the Subdivision one committee was not available to attend but a letter had been sent to the Board from George Lindauer.
The letter noted that 84 yes votes had been received.  54 of the yes votes were from members who had initially voted to adopt the 2001 Covenants.
            Festival Of Lights- President Vogel stated that no one had stepped up to organize the Festival Village wide, so each neighborhood would work together to decorate.  There are three businesses that have shown an interest in participating.  Manager Kroeger was to follow up with area churches about reviving an upscale live Nativity.  This item is to be on the November agenda.
            County Owned Lots- President Vogel advised the Board that we are on the County’s agenda on November 5, 2007 to present the letter regarding the purchase of lots. This step was approved at the September meeting.

NEW BUSINESS
            2008 Budget- Treasurer Jim Davidson passed out a draft of the 2008 budget.  He asked to set up a special meeting for the purpose of reviewing the budget in detail.  The directors were asked to look at the proposal and be prepared to discuss it at the special meeting.  He briefly explained the columns and the footnotes.

At this time he further noted that he was projecting a year end budget surplus.  This surplus was available primarily to income above what had been budgeted and that some items that we need to budget have been held in check.  He made a motion to move $20,000.00 from the projected surplus in the budget and apply it to 2007 road repairs.
Jim Hicks seconded the motion.  After some additional discussion to ensure that all understood the situation and the motion, the motion was passed unanimously.

Jim Davidson then explained to the Board that there was $40,000.00 available in a building escrow account that is earmarked for road repair.  He suggested that we appropriate these monies for ’07 road repair as well.  Steve Lee moved to use this money for road repair as suggested.  Jeff Stillman seconded the motion which passed unanimously.

Motion and Voting Procedures- President Vogel explained to the Board that at one time motions that came before the Board, which were not time sensitive, were not voted on until the next meeting.  This practice had gone by the wayside.  He suggested that we start using this program again.  This gives interested parties an opportunity to voice their opinion at a Board meeting prior to the vote.

Santa Claus Water Project- A public hearing regarding the Santa Claus Water Project will be held on October 22, 2007 at 7:00 at the Community Center.  There was some discussion about the issue, primarily with respect to the possibility of an amusement tax.
President Vogel plans to make a presentation at the meeting.

COMMITTEE REPORTS
Business Planning- No further
Infrastructure- None
Nominating- None
Rules & Regulations- The committee is reviewing the County’s drainage study and how it may apply to our architectural guidelines.  They are also reviewing the attorney’s comments about a draft of the renter’s rules.
Personnel- Chair Jeff Stillman reported that he had investigated an issue regarding Manager Kroeger and lot mowing.  A summary of his investigation shows that Covenants and Restrictions state that “Owners of vacant lots shall be required to maintain, at the Owner’s expense, their Lots in a clean, neat, sanitary, attractive, and uncluttered manner.
Weeds shall be cut as necessary to preserve a clean appearance.  If the Owner fails or refuses to maintain said Lot, the Association shall have the right to enter upon said Lot and perform such work as necessary, charging the Lot Owner any cost of such maintenance.”

We have received complaints from the neighbors of lots 05-002 through 05-007 numerous times over the year that these Lots were not maintained as required.  The weeds around the tree are waist high as of October 5, 2007.

The Lots are mowed four times a year, not monthly, CLV owned or member owned.
The e-mails that Mark sent were neither harassing nor arrogant.  They were informative to prevent any misunderstandings.  They were not taken that way by Mr. Diamond.  Mark will not use email to communicate with the Diamonds anymore by request of Larry Diamond.

I have gone over how we mow and bill and find neither irregularities nor reason to audit at this time. 

As for the tree branch, it is on the neighbor’s property, still attached to the tree and we cannot do anything with it as it is neither a hazard nor an eyesore.

Jeff Stillman
Chairman, Personnel Committee

By Laws- None
Covenants &Restrictions- Chair Angela Vanover noted that the committee was trying hard to get a representative to the committee from each subdivision.  The next meeting is scheduled for November 5, 2007 at 6:30 PM.
Holly Park- Manager Kroeger advised the Board that he had received an offer from the local Day Care center to receive a used, but usable, child powered “merry-go-round”.  The Day Care Center had received a new one as a gift and did not want to discard or store the one they had.  After some discussion it was decided to go ahead and add the merry-go-round to the existing equipment at Holly Park.  He was advised to take all safety precautions.