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

Directors present were Gene Allen, Jim Davidson, Jim Hicks, Gene Sams, Jeff Stillman, and Don Vogel.  Rex Stevens and Angela Vanover came in after the meeting started.  Steve Lee was absent.

MINUTES- After review, the minutes from the December board meeting were unanimously approved after a motion by Jim Davidson, and a second by Jeff Stillman.

TREASURER’S REPORT- Treasurer Jim Davidson noted that we would have sufficient funds to pay the rest of the year’s bills.  He advised the Board that a CD was coming due on December 29th and that we would shop the CD for the best rate.  He further reported that he expected to be about plus $3170.00 at year’s end after calculating expected expenditures, an additional $20K to road work as had been previously approved and carrying over $4200.00 for the walking path in 2008.

Manager Kroeger reviewed the delinquent report.  He noted that a little more than $1K had been received since last month.  This affected the status of four lots bringing the number of delinquent lots down to 184.  27 of these lots have homes on them, which is 15% of the total.  $16,122.00 of the delinquent amount is from the first subdivision.  This number has not changed in quite some time.  2 liens were released in November.  The collection agency has returned over $15,000.00 back to the Association.  He also noted that delinquencies from 2007 would go to the collection agency right after the first of the year.  He was directed not to release the collection list prior to Board review at the January ’08 meeting.

There being no questions, Gene Sams moved to accept the treasurer’s report as submitted.  The motion passed unanimously after a second by Gene Allen.

MANAGER’S REPORT- Manager Kroeger noted that this was the first month of reporting regularly on the activity of the Town of Santa Claus Police.  He reported that
21 citations had been written in CLV, 12 citations were written in the Town, and 15 warnings had been issued.  He said that the there had been 4 crash reports, 1 vehicle inspection, 4 domestic disturbances, and 10 assists to other departments.  The department had assisted in 4 medical emergencies.  There were 13 disturbances, 3 theft reports, and 12 case reports/investigations.  One warrant was served and 2 gun permits were issued.  36 arrests (including the traffic warrants) were made.  Five motorists were assisted.

It was suggested that perhaps the Town Marshal could place this report on the Town’s web page.  It was further suggested that Manager Kroeger and the Marshal could devise a refined report at the January meeting.

He noted highlights of the November and December Town Council meetings.

Town Of Santa Claus
Monthly Meeting
11/12/07

At the Regular Monthly Meeting the Council:

• Approved 5 sets of meeting minutes
• Approved a resolution to take the next step (public hearing) into a request for a 10 year tax abatement on $4.7 million of facility upgrades to Kimball/Santa Claus. 
• Heard from Patoka representatives on planned expansion of their water capabilities.
• Was advised that the first phase of parking lot repair at the community center was about to start.
• Approved the amended second reading of Ordinance 2007-12 (Fee Schedule).
• Heard that there had been 21 building inspections, 1 new home permit, and 2 zoning requests.
• Were advised that some builders had been notified not to attempt to give infrastructure to the Town that had not been built to Town Specifications.
• Approved the Town Marshal to attend a 2 day training course in Indianapolis.
• Awarded Town paving plan to Rudolph based on low bid, as long as all paperwork is in order.
• Was advised that the street department is awaiting information from Vectren regarding new streetlights, and Holiday Village drainage.
• Was advised that the Utilities Department was taking bids on an emergency water repair at the corner of Kasper & Donder in the Village.
• Approved a retroactive probationary salary adjustment for a new employee.
• Listened to an update on the water project from the engineer.
• Learned that Christmas Lake Village was looking into the possibility of purchasing County owned lots in mass.  The Village was interested in the possibility of waiving vacant sewer fees on lots that might be converted to common property.  It was noted that this could provide for a long term financial shortfall.  CLV was advised to make a formal request of the Council should the time come.
• Was reminded that Town Hall would be closed for Thanksgiving on November 22 and 23, 2007.
• Set a Utilities Budget Meeting for 11/27/07.
• Was advised that Town Hall would also be closed on November 29, 2007 for training on the new computer program.
• Selected an Entertainment Tax Committee comprised of Kevin Klosowski, Martha Siefrig, Jim Treat, Greg Turner, and Don Vogel.  This is an official Town committee and will need to operate under Town meeting parameters.  The first meeting is scheduled for 11/29/07, 5:30 PM at the Community Center.

Town of Santa Claus
Monthly Meeting
12/10/07

At the regular monthly meeting the Town Council:

• Approved 7 sets of meeting minutes
• Approved a tax abatement request by Kimball after a public hearing
• Approved the 2008 group health & dental insurance program
• Responded to some general questions from Shirley Blazey
• Listened to a request from an organization called “The Changed Life” for the Town to apply for a grant.  The grant would start up a program that would help the “difficult” to employ get back into the main stream.  There was some resistance from meeting attendees to this program in Santa Claus. The Council asked for a business plan.  Some members of the council will visit an operating facility in Indianapolis.
• Heard that Kelly Greulich is willing to run again for her expiring seat on the Park Board.
• Heard that the first phase of repaving at the Community Center is complete.
• Was advised that the Community Center will hold an open house on 12/18/07 from 5:30-7:30 PM.
• Heard that Yellig Park is “closed” for the season
• Received the monthly report from the building inspector
• Approved the 2008 contracts with the Zoning Administrator and the Building inspector.
• Were advised that that although three terms were ending on the Board of Zoning Appeals, two of the three were interested in staying on the Board.  A third will need to be seated.  President Smith appointed the two candidates.
• Approved a request by Marshal Brown to donate some old police uniform jackets to a charity.
• Approved a transfer request for Dan Grindstaff to move from the utilities department to the police department to replace Andy DeWitt who would be leaving.
• Heard that plans for a County animal control shelter had been drawn.
• Noted that the Marshal had been placing the new speed limit sign in various places around Town.
• Was advised that Vectren still had not replied about streetlight pricing and installation for 2007.  The utilities superintendent was directed to press Vectren.
• Listened to an update of the water project.  Line location, easements, environmental, and IDEM/DNR issues were of note.
• Approved the 2008 water budget.
• Discussed at length the sticking points, general parameters and concerns of the Santa La Hill water merger.  The sticking points were rates to existing SLH customers, and review of SLH financial statements.
• Discussed the need and the time required for a proposed water rate study.
• Heard that 2.15” of rain fell in November and that 6.5 million gallons of water were treated.
• Approved the 2008 Wastewater Budget.
• Approved the 2008 contract for the Town Attorney.
• Signed a deed to take over the Cedar Crest (duplexes) streets.  The developers had completed all the requirements that that Town had previously set forth.
• Directed the Town Attorney to attempt to renegotiate a pending $53,000.00 bill to the Town for line relocates.
• Approved the First reading of the 2008 salary ordinance for Town employees and elected officials.
• Approved the Holiday and Safety Bonus under existing (’06) parameters.
• Approved payment of compensatory time to police officers in lieu of time off.
• Set a year end meeting date of 12/27/07 at 5:30 PM
• Thanked Mike Kamp for his service to the Council and Town as his terms ends.
• Adjourned at 8:15 PM.

At this time Shirley Blazey spoke about her concerns regarding “The Changed Life” program as mentioned in the December Town report.  She and some of the directors noted some “red flags” about this organization.  There was concern about that there may not be a way to stop the program, and that there were safety concerns.

Manager Kroeger further noted:

• That the road paving/repair for 2007 was complete with the exception of the road striping and manhole riser rings.  The striping would be accomplished as soon as weather permitted and the riser rings had been on order for some time.
• He received a letter from the insurance showing no specific recommendations for the surface of the walking path.
• That he had been working with Holiday World regarding a questioned encroachment onto Village property north of the 9th subdivision.  At this point it appears that the ground may have been withheld from the 1976 deed to the Association.  Kroeger was to report on the findings at the January meeting.

At this time Personnel Committee chair Jeff Stillman updated the Board on a situation that had been mentioned briefly at the November meeting.  He reported that there had been a misunderstanding regarding the amount of employer contribution toward the premium in our group medical insurance.  We reimbursed three employees approximately
$2500.00.

ACTION ITEMS- President Vogel reported that the Town was going to use their own reserves to pay for the installation of the electric as discussed at the November meeting.
Town Council President Ron Smith had been appreciative of the offer.

OLD BUSINESS

Subdivision One Update- President Vogel reported that amended Covenants and Restrictions for Subdivision One were recorded on December 10, 2007.  Manager Kroeger asked for two Directors to proof read the revised document.  Jeff Stillman and Jim Hicks offered to do this.  Copies of the new document would be available soon.

The 2 changes were that a “pioneer group” of original owners was established.  Their annual assessment would be predicated on $126.00 for 2008 and would adjust with the balance of the Village annually.  “Pioneer” status would remain in effect until title to the land was transferred other than to a spouse.  The balance of the subdivision would pay $250.00/lot in 2008 and increase in step with the balance of the Village in 2009.

The second item amended was the term of the document.

Bill Andrews who had been on the committee to revise the Covenants & Restrictions made it a point to mention that 8 owners of nine lots of the pioneer group had voted to amend the document.

It was also noted that a majority of the owners in the subdivision, as well as a majority of those who had approved the 2001 Covenants & Restrictions, had voted in favor of the change.

The committee was comprised of Bill Andrews, Jeff Blackwell, Arty Eachus, George Lindauer, Tom Polster, and Reid Taube.

The assessment letters will be sent about the 20th of December with assessments due 30 days later.

County Lots- This topic was tabled until the January meeting as there was additional research to be done.

2008 Lake Treatment- Manager Kroeger reported that he had met with Nathan Long from Aquatic Control about lake treatment for 2008.  Based on the conversation and the identification of the dominant weed, a combination of Reward and Aquathol-K will be used.  Long touted product Sonar is not very effective with the type of plant we have at this time.  Manager Kroeger noted that his crews will start watching for weed growth in early spring.  Kroeger further reported that he had been advised that treating now would not prevent growth in the spring.

Lifeguards- This subject was continued from the November meeting.  Manager Kroeger noted he had received little input regarding the proposed survey to be posted on the website.  Jim Davidson noted that although lifeguard salaries were shown in the budget, the expenditure was unapproved pending further Board review of hiring lifeguards for the 2008 beach season.  The corresponding amount ($14,742.00) was deleted from the road repair line item until the determination is made.  Davidson commented that there may be other places where we might have to consider cutting expenses in order to keep up with road maintenance.  He further reported that he and Manager Kroeger had visited Lake Helmrich to review their automated gate system.  As there are only about 80 homes in the area, it appears that such a system will not work here.  He suggested that there may be time in the wee hours of the morning where a system like this might work.

Gene Sams noted that the percentage of owners who reply to surveys is low.

After additional discussion, Jeff Stillman moved to post the 10 question survey on the web site, advertise it on the marquee, and assign the office staff to make random telephone calls to members asking the questions on the survey, the results to be reviewed at the January meeting.  It was noted that January was as late as we could go to make a decision, as any necessary hiring would need to be done at that time.  The motion was seconded by Gene Allen.  All voted in favor of the motion with the exception of Angela Vanover.

NEW BUSINESS

Traffic Tickets- This topic was covered in the Marshal’s report.

Festival of Lights Recap- Manager Kroeger noted that:

• Some 1825 cars came through the Village on Friday, Saturday, and Sunday.  (Friday was invited guests of members)
• This is a good number considering the weather.
• The cookies and hot chocolate at the Rec Center have proven to be a nice touch.
• Blue Spruce, the 8th, 9th 10th subdivisions, and Shepherds Lane all were well lighted.
• There was some confusion and late changes to the Festival route.  He noted that a heavily lit, shortened route was better than a longer, darker route.  He indicated that he would have a map of the 2008 route available by February.
• Our elves did a great job!
• We had some commercial displays for the first time and we expect more in ’08.
• The “Restrooms/Refreshments” sign had caused some confusion on Friday night.

Manager Kroeger asked the Board how long the commercial displays would be allowed to stay.  He was advised until the first of the year.

Media Response- An issue had occurred recently that though not an agenda item, required timely action.  There was some indication that the Association may be approached by a local news agency regarding a complaint from a member.  Manager Kroeger passed out a sheet of possible responses.  After review and discussion, Rex Stevens moved to accept response number 2 on the sheet, as amended, pending attorney review and approval.  Jeff Stillman seconded the motion which passed unanimously.

COMMITTEE REPORTS
Business Planning- None further
Infrastructure- Road paving/repair completed with exceptions as noted previously.  Manager Kroeger was directed to calculate the cost per mile of the work from this year.
Nominations- The director openings for 2008 would be announced soon
Rules & Regulations- Would meet during the next month to work on the tabled items.
Personnel - Had met recently and:

• Determined 2008 salaries. The salary line was kept in line with the budget. 
• Heard that one of our maintenance employees would be leaving around the first of the year. 
• Acted on the group health insurance issue as previously noted
• Determined employee Christmas bonuses
• Discussed the need for an enforcement officer in the Village regarding Covenants & Restrictions, safety, traffic etc

By Laws-None
Holly Park- Chair Rex Stevens stated that work on the walking path would start soon.  He then moved to change the name of the committee to the Parks & Rec Committee.  This was seconded by Jim Hicks and passed unanimously.  Rex also suggested a contest to rename the Rec Center/beach, park area.  A contest was discussed with further information to follow.
Covenants & Restrictions- Chair Angela Vanover reported that the last meeting went well.  The next meeting is scheduled for late January where the committee expects to cover a little more ground.

Prior to adjournment, President Vogel noted a couple of items:

• A website called zipskinny.com gives information on zip codes throughout the country based on the 2000 census.  The information included median salaries, education level, turnover, unemployment etc.  Our particular zip code ranks quite high.
• The Association is moving away from the Indianapolis Attorney for Covenants and Restrictions items.  Our local attorney, Bill Shaneyfelt, has agreed to handle these issues.
• Suggested a standing “lot Committee” to review lots that we may want to take back.  We have at least 5 of these offers on the table.  Jim Davidson suggested that perhaps we could ask Angela Vanover to review the lots for marketability.
• Suggested that the directors be careful of the “pet projects” remembering that we are to serve all the members.

The meeting adjourned at 8:00PM on a motion by Gene Allen and a second by Jeff Stillman.