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

Directors present were Gene Allen, Jim Davidson, Jim Hicks, Lee Powell, Jeff Stillman, and Don Vogel.  Rob Collins, Harold Johnson, and Angela Vanover were absent.

Seven Association members were also present.

MEMBERS FORUM- Carl Working was present to discuss the possible change of an area behind his lots from “Tract C” to “Tract E”.  This had been discussed at previous meetings.  All owners in this area except one are in agreement with this change.  He noted that a survey had been tentatively scheduled for the week of December 15th, and they needed to know by Tuesday the 16th if they could proceed.  The Association would take care of the legal plat changes at the court house.

Scot Elliott was also on hand to speak in favor of the change as an effected property owner.

Manager Kroeger was instructed to contact the dissenting member.  The topic was added to old business for further Board discussion.

MINUTES- Lee Powell moved to accept the November meeting minutes as presented.
Gene Allen seconded the motion which passed unanimously.  Jeff Stillman abstained as he had been absent at the November meeting.

President Vogel read a statement for the record noting that a quorum had not been attained at the Executive Meeting that had been called for 12/4/08 to review the 2009 budget.  That meeting became a committee meeting the results of which would be discussed in the 2009 budget agenda item.

TREASURER’S REPORT- Treasurer Jim Davidson noted that there had been little income against forecast since March.  The projected $37,000.00 loss through October was now projected to be $42,000.00 at years end.  Much of this was due to income fall off.  There was some added expense in maintenance due to the windstorm. 

He suggested that we take the $33,000.00 in the capital improvement fund and apply it road repairs, reducing the deficit to around $9000.00.  He noted that there may be some slack in certain line items and that a question about the building escrow account was to be addressed by the accountant.  He then made a motion move the money from the capital improvement fund as mentioned.  The motion was seconded by Jeff Stillman and unanimously approved.

Manager Kroeger reported that the ’09 assessment was in excess in $60,000.00 to date, while ’08 had been around $40,000.00 at this time a year ago.

Manager Kroeger then gave the delinquent report noting that the outstanding ’08 assessment was just under $77,000.00 while delinquent ’07 assessments had been virtually the same.  Delinquent lots in ’08 are 192 compared to 184 in ’07.  11% of the delinquent lots have homes.  The collection agency did not turn over any collections in November.

There was no motion to accept the financial report.

Manager Kroeger gave the Manager’s Report beginning with the Town Reports for November and December.

Town Council Report
11/10/08

At the meeting the Town Council:

• Held a public hearing regarding resolutions and ordinances pertaining to water rates and charges
• Reviewed and approved minutes from 3 meetings (1- regular and 2-special)
• Learned that their employee health benefit package for 2009 would increase to approximately $9,000.00/month- a 9% increase.  The general insurance package for the Town would decrease by about $1000.00.
• Asked the insurance representative to search competitive rates for employee medical insurance
• Was advised that the Open House at the Community Center was actually on December 18th, 2008 from 5:30-7:30 PM.  An incorrect date had been previously announced.
• Heard that the building inspector had made 12 inspections and that building was very slow.
• Approved a request from the Fire Chief to solicit bids for a new fire truck.  The chief had specifications for the new truck which would run in the $265,000.00 range.  He suggested using $100,000.00 from the cumulative fund as a down payment on the truck.  The new truck would replace a 1973 pumper.  The old pumper would be sold and as much equipment as possible from that truck would be used on the new one.  A special meeting was scheduled to review the bids.
• Utility Superintendent Russ Luthy submitted a street repair policy to the council which was to become part of the standard practices.
• Luthy also suggested that the bids for street crack sealing be disregarded and new bids requested after thorough inspection of the worst spots.
• Luthy further noted that he would be working on pricing for new streetlight installation for the Town.  He was to include the Marshal and CLV in the program.
• Heard that the water plant had treated 6 million gallons in October and that 2.5” of rain had fallen.
• Tabled a “line swap” agreement with Holiday World as the details are being worked out.
• Approved two probationary raises.
• Heard that the “Shovel Ready” program at the Industrial Park is “plugging along” through engineering reports and wetland approvals.
• Approved pursuing a regulated amusement property TIF act.  Some aspects of this needed to be enacted through state legislation.
• Approved a “Red Flag” ordinance which helps maintain private customer identification information.
• Approved the low bid from Rosbottom Plumbing to replace lights in the Town Hall.
• Heard that the office would be closed on November 20th as the staff would attend a training session in Washington, IN that day.
• Heard that the Town would be accepting donations of canned and dry goods for the North Spencer  Community Action Center through the end of the year.  The council asked if Christmas Lake Village would set out a box or barrel for donations as well.
• Discussed the cell phone use issue and tax ramifications to employees.  Marshal Brown was to investigate options and plans.
• Heard that some Board vacancies would be coming in early 2009 that would need to be appointed.
• Heard a suggestion that the Town should look into formalizing some sort of  recycling plan, and that the Town should investigate having a summerfest of some sort like many other areas towns have.
• The meeting adjourned at 6:45.

Town Of Santa Claus
Council Meeting
12/8/08

At the regular monthly meeting, the council:

• Deferred choosing an employee health plan until the 12/29/08 meeting
• Opted to stay with the current dental health plan
• Heard a report regarding the cost of service study.  The information is to be passed on to the water board for evaluation.
• Reappointed Todd Grundhoefer to fill a vacancy of the Parks Board
• Was reminded of the Open House at the Community Center on December 18th from 5:30-7:30 PM.
• Was notified that only 4 building inspections were required in November
• Approved the 2009 contract with the Building Commissioner and Zoning Administrator
• Watched as the Spencer County Emergency Services and Santa Claus Police town Marshall awarded Deputy Matt Keller for actions that saved the life of a patient in an auto accident.
• Discussed OT/Comp Time procedures with the Marshall
• Heard that new fire truck bids would be submitted on December 19th.
• Heard that Russ Luthy will be meeting with a representative from Vectren to devise a streetlight plan for the Town.
• Approved an agreement with Holiday World to settle several old water and sewer line ownership issues.
• Approved a replacement worker for the water department.
• Heard that the Shovel Ready Program for the Industrial Park is moving along and should be ready by the deadline of January 15, 2009.
• Was advised by the Town’s Attorney that the TIF District requirements are not possible to meet
• Approved a new contract for Town Attorney.
• Approved the 2009 Salary Ordinance
• Approved the year end Christmas and Safety Bonuses
• Approved payment of comp time balance to police personnel
• Approved payment for a zoning district map of the town w/2008 money.
• Heard that the office would be closed on 12/24, 25, 31, and January 1, 2009.
• Was advised that numerous canned and dried had been donated for the North Spencer Community Action Center
• Was notified that Mike Kamp was resigning from Indiana Regional 15 planning Commission and that a replacement was needed
• Appointed Jeff Stillman to the Advisory Plan Commission
• Determined that a replacement for Stillman on the Board of Zoning Appeals was needed
• Set an end of year meeting for 12/29/08 at 5:30 PM.
• Was reminded of the Open House scheduled at Town Hall for Saturday, December 13th from 11:00 AM-3:00 PM.

Scot Elliott noted that the groundbreaking for the new water project would be sometime in January.

Kroeger then recapped police reports for September/October:

• 18 traffic citations were written in the Village.  All but one in October.

They also responded to

• locked vehicles
• trespassing and theft complaints
• two medical emergencies
• discharge of firearm
• speed complaint
• dog complaints

The board was then advised that:

• We had just received 32 tons of road salt
• Our snowplow trucks were fixed up and as ready as we could make them
• Everything was ready for the Festival of Lights
• Building plans needing review were on the table
• Manager Kroeger was reviewing the possibility of a drawdown of Christmas Lake, in the future in order to combat lake weeds.  This would be done during the winter months allowing the exposed ground to freeze, killing the seeds of the water plants.  He has more research to do before a decision can be made.  Other benefits of such program were briefly discussed.

OLD BUSINESS
Trash Pick Up- President Vogel recapped where we were on the trash pick up issue.  The bid and rule had been read at the November meeting and there was no need to read them again.  Jeff Stillman moved to accept the “CLV Trash Rule” as read at the November meeting.  The motion was seconded by Jim Davidson.  There was some discussion of which side of the street the cans would be on if it were but one side rather than two.

John Pierson from Veolia was on hand and noted that, if awarded the bid,  he intended to handle the entire Village in one day, and that he would contact all current non-users about any forthcoming change in provider.  He was interested in starting at the first of the new year.

The discussion being complete, the motion passed unanimously.

Jeff Stillman moved to accept the Veolia bid.  Gene Allen seconded the motion which passed unanimously after minimal discussion.

Manager Kroeger was directed to assist Veolia with information as required.

2009 Budget- Treasurer Jim Davidson presented the proposed ‘09 budget with cover information.  Many of our costs are fixed.  In the case of Capital expenditures, $75,000.00 is currently set aside for road repair.  Additional items will be considered individually, based on income, as the year progresses.  These items included additional roadwork, an upstairs restroom at the Rec Center, repairs to the Rec Center, resurface tennis courts, and a new snow plow truck with a dump bed.

He further noted that the income portion of the budget provided for a 5% assessment increase (approved at the November meeting), increase in boat dock rental fee from $50.00 to $75.00, a lot mowing increase from $25.00 to $28.00, and a back gate renewal fee increase from $10.00 to $12.00.  The Rec Center rental would remain the same at $100.00 but a refundable $40.00 deposit would be required.  The deposit could be retained in the event of additional clean up required of CLV personnel.

There was some discussion about the proposal, particularly that the increase in some of the fees mentioned was not sufficient. 

After some discussion of these items, Jim Davidson moved to accept the ’09 budget as described.  Jeff Stillman seconded the motion which passed unanimously.

Tract Changes C&E- President Vogel opened the floor for discussion of the changes that had been proposed earlier in the meeting.  Jeff Stillman moved to accept the proposal contingent upon agreement of the remaining member of the group requesting the change.
The requesting group would pay for the survey, the placement of the pins, and the legal description.  The Association Attorney would see to the plat changes, the charges not to exceed two hours of time.  After some additional discussion, Lee Powell seconded the motion which passed unanimously.

Rec Center Roof Stabilization Update- Jim Davidson advised the Board of the anticipated costs to finish this project that is currently underway.  If we eventually remove the posts, we can expect to spend another $3600.00, $600.00 of that to be yet this year.  The balance is a budgeted item for 2009.

NEW BUSINESS
Dam Repairs- Manager Kroeger passed out a drawing of some ideas he was developing for the repair of the Holly Lake Spillway.  These repairs are required by the IDNR subsequent to the dam inspections of spring ’08.  He noted the he thought that lining the existing overflow culvert, building a concrete box to turn the water, rerouting the ditch, and a concrete collection basin at the foot were possible solutions.  There was money in the ’09 budget for such a project that needed to be completed prior to the next scheduled inspections in the spring of 2010.  He noted that he was not an engineer and therefore was somewhat reluctant to engage such a project without engineering assistance.  However, plans would have to be approved by the DNR which allowed for some margin in planning.  Kroeger indicated that he would keep the Board advised of the progress.

Sale of Lots- Jeff Stillman brought up the subject of 4 lots that were owned by CLV that a company in Utah was interested in purchasing.  The subject had received some discussion at the November meeting.  He noted that an offer on the lots had been received and recommended a counter offer.  After some discussion, Jeff Stillman moved to make a counter offer of $3500.00 for the 4 lots plus the 2009 assessment on each lot.  Jim Davidson seconded the motion which passed unanimously.

COMMITTEE REPORTS
Business Planning- Nothing further
Infrastrucure- Nothing further
Nominations- None
Rules & Regs- None
Personnel- Chair Jeff Stillman noted that after some restructuring, Christmas bonuses would be handed out to CLV employees.
By-Laws- None
Parks & Rec-None
Covenants & Rstrictions- None

The meeting adjourned at 7:45 PM.