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, Gene Sams, Jeff Stillman, Angela Vanover, and Don Vogel.

Jim Hicks, Steve Lee, and Rex Stevens were absent.

There were 6 Association members in attendance.

MEMBER’S FORUM- Nothing

MINUTES- After review of the February ’08 minutes, Jim Davidson noted that those minutes reflected that basic idea of Smith Homes building 7 new homes near the Christmas Lake Dam had been “generally favorable”.  He did not think that the Board’s response had been “generally favorable” and suggested that the sentence “There was discussion about this issue, most of which was generally favorable.”  (Page 3, 3rd paragraph, line 8) be removed from the minutes.  Jeff Stillman moved to accept the minutes as amended.  This was unanimously approved after a second by Gene Sams.

TREASURER’S REPORT- Jim Davidson passed out a comparison sheet that he had made showing income to date in ’08 versus ’07.  At this point last year, we had received nearly 76% of our budgeted assessment income.  To March 1, ’08 we had received less that 65% of budgeted assessment income.  He expressed his concern that there could be as much as a $75,000.00 budget shortfall.  He noted that it was too early in the year to get a good handle on expenses.  He reminded the Board that we had moved some CD’s around last month.

Manager Kroeger gave the delinquent report noting that the chart showed a drop in delinquent assessments from $76,000.00 to $29,000.00.  This was because 95 accounts at $45,000.00 were turned over to the collection agency.  91 of the accounts were from 2007.  He also noted that first past due notices to approximately 700 lots had been sent earlier in the month.  He expected the delinquent amount to rise sharply at the April meeting as the 2008 assessments go delinquent on April 1st.

At this time, President Vogel noted that he and Manager Kroeger had recently discussed the idea of payment plans for assessments.  The general idea was to allow 1, 4, or 12 payments for the annual assessment.  The multiple payment plan program would require some sort of additional charge.  The subject was to be on the April agenda for Board discussion.

There being no further discussion or questions, Jeff Stillman moved to accept the financial report.  Gene Allen seconded the motion which passed unanimously.

MANAGER’S REPORT- Manager Kroeger updated the Board on the 3/10/08 Town Council Meeting.

Town Of Santa Claus
3/10/08

At the 3/10/08 meeting the Town Council:

• Approved 4 sets of minutes
• Heard Shirley Blazey report that the deadline for voter applications was April 7th.
• Read a letter from Christmas Lake Village asking about a repair to South Melchior Drive and the possibility of waiving some empty lot sewer fees.  The requests were to be reviewed by the proper Town departments.
• Heard that there would be two girls’ fast pitch tourneys at Yellig Park this summer
• Heard that there been some vandalism at Yellig Park and that rules would be posted in order to help the police with enforcement.
• Heard that the numbers for the YMCA daycare at the Community Center were good and that the contract with the Y was to be reviewed.
• Was advised that specs for the last phase of the Community Center parking lot repair were being reviewed
• Passed the first reading of a trash and garbage disposal ordinance which regulates trash receptacles in the Town.
• Heard that the Town Marshal had passed 2 Incident Commend courses.
• Heard that the fire department will be applying for a FEMA grant to buy a new fire truck.
• Heard that the street department had plowed quite bit of snow that some gravel repairs would be necessary
• Heard that Vectren was to install the ’07 streetlights at no charge because of the delayed response to the request for pricing.
• Was advised that the wastewater department was still investigating the best repair for a problem on Blitzen Lane.
• Approved a salary adjustment for a department team member
• Approved a change in the agent of record for the Town’s Insurance
• The meeting adjourned at 6:10 PM

He further noted that the police report from the Town Marshal showed in Christmas Lake Village there were:

• Investigation of a suspicious person
• Detain a juvenile
• Disturbance
• Protective Order served
• Vehicle check
• Kids in street
• Suspicious vehicle
• Domestic disturbance
• 4 traffic citations

Manager Kroeger further noted that the required 2008 dam inspections had been completed by Commonwealth Engineers earlier in the week.  The report would be ready for the Association and the DNR soon.  He noted that nothing serious or new had shown up in the inspection.

He commented that the Town of Santa Claus had passed the first reading of trash can ordinance as reflected in the Town notes.  He has seen similar trash receptacle issues in the Village as well.

He also advised the Board that a set of building plans was on the table for review.

OLD BUSINESS

1. Smith Homes Project- President Vogel adjusted the agenda to address the Smith Homes project first.  Ron Smith was on hand and announced that he was taking steps to build 7 upscale single family residences on approximately 2.5 acres of land just south of the Christmas Lake Dam which is currently owned by Santa’s Land, Inc.

He noted that he would only be asking for 2-3 variances from our normal Village procedures and that the homes would come into the Village, paying assessments, as either a new subdivision or added to an existing subdivision.  The variances would be 1) a different (brick) mailbox, 2) advertising signs in the area during construction, and 3) possibly a different interior set back requirement on some of the residences.

He further noted that he would assist financially with repairs to the emergency spillway, and that the homes would be heated and cooled by geothermal processes which entailed boring and then grouting closed approximately 5 holes, 90 feet deep for each house.

Each home, as it was sold, would come into the Village and all would be professionally landscaped.

He noted that he did not want to pay assessment or turn the lots over to the Village until they were sold.  There was discussion on this point that assessment payments should start immediately.  Many people pay assessments for vacant Village lots, and have done so for years.

He further said that he would put up a bond to deal with damage that would be unavoidable on a project of this scope.

Other issues that came up were:

• that the ground has not yet been sold to Smith Homes
• that assessments from the beginning are a tiny amount compared to the overall cost of the project
• that a time limit for completion should be established
• whether the Board has the authority to expand the village boundaries
• If so, what precedent does that set
• The project still requires Town approval

2. Rec Center- Manager Kroeger reported that he and a representative from Deig Brothers had reviewed the ceiling/wall issue at the Rec Center.  Deig Brothers thought the problem might be a result of the deck on the beach side of the building.  Although they would be happy to bid on repair, they did not want to diagnose the problem or design the repair.  Manager Kroeger advised the Board he thought it necessary to hire an engineering firm to design a repair and then take bids from contractors to complete the work.  He was directed to start the process and to get different plans on the repair.

3. Load Limits/Coring- Jim Davidson noted that Spencer County imposes an 8 ton weight limit on all of their roads.  This is particularly in evidence during this time of year when the ground is soft. With the protection of Village roads in mind, he made a motion to establish a temporary load limit on all Village roads, of 10,000 pounds per axle, until further notice.  The motion was seconded by Jeff Stillman.  It was noted that although this amount is well less than we have allowed to this point, it is still more than the Spencer County allows and in general, their roads have a better base than most of ours.  Weigh tickets would be required.  Letters would need to be sent to contractors and some suppliers, and a sign regarding these new limits would need to be installed at the front gate.  At the end of this discussion, the motion passed unanimously.

Jim Davidson further advised that we had received a quote from Alt & Witzig Engineering to bore and analyze our road beds and sub strata at various locations throughout the Village.  The cost of this was $11,000.00.  He noted that he thought we could adjust the number of bores/cores that had been suggested by Alt & Witzig.  He then made a motion to adjust the locations and have the drilling done at a cost not to exceed $6500.00.  The money would come from budgeted road repair line item.  Jeff Stillman seconded the motion which passed unanimously.

Lastly, Jim reported that he and Manager Kroeger had researched some suppliers of portable truck scales.  These run in the range of $7,000.00 to purchase.  He thought spot checks on incoming and departing trucks would be a good idea.  It was further suggested that we institute penalties for trucks found to be overweight.  Due to the limited use of the scales, Manager Kroeger was directed to research the possibility of renting the scales as needed rather than purchasing,
and to report back at the April meeting.
 

4. Renters’ Rules- This subject was tabled as Rules & Regs chair Jim Hicks was absent.

5. Commissioners’ Sale- President Vogel reported that the County Commissioners had approved the Village proposal (Village Board approved at the 2/08 meeting) regarding the purchase of county owned lots.  Auction house SRI would be setting up an Internet sale of 34 county lots.  The Village will assist in promoting this sale in any way it can.  Lots that are not bid on will receive a Village bid of $1.00.  Minimal property tax will be paid on the lots.  The Association will try to return these lots to a revenue producing basis for the Village, Town, and county.  The Town of Santa Claus is considering a proposal from the Village Board to waive vacant sewer fees until the lots are sold.

NEW BUSINESS- There was no new business on the agenda.

COMMITTEE REPORTS-
Business Planning- Chair Jim Davidson said that he would schedule a special meeting for the committee and concerned directors to investigate potential areas for expenditure reductions in the event that the income shortfall continues. The meeting will be held late in March or early in April so that the assessment receipts for March are available and we can see if there is an increase in the rate assessments are received.

Infrastructure- None.

Nominations- None.

Rules & Regulations- None. 

Personnel- Committee chair Jeff Stillman noted that a new employee, Rick Phillips, had been hired in the maintenance department.  He noted that Manager Kroeger was working on annual employee evaluations which were due by April 1st, and that lifeguard interviews for 2008 were nearly complete and that the lifeguards would be hired the week of the 17th.  He also noted that he had been mulling over the idea of an “enforcer” of Village rules.  This might be discussed at the special Business Planning meeting.  Much of this person’s salary would be paid by fines that would be handed out.

By Laws- None

Parks & Recreation- None

Covenants & Restrictions- Committee chair Angela Vanover reported that the review of the Covenants and Restrictions was moving along and that a meeting of the committee was scheduled for March 17th at 6:00 PM.

There being no further business, the meeting adjourned at 7:40 PM.