The meeting was called to order at 6:00 PM by 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, Jeff Stillman, Rex Stevens, Don Vogel, and Steve Webb. Steve Lee, and Angela Vanover were absent.

OWNER’S FORUM- Manager Kroeger read an e-mail he had received from Association member Chris Sigler. Chris had sent the e-mail outlining his concerns about the large amount of vegetation in the lake. Chris mentioned his safety concerns, concerns for the operation of boats, and recommended that the Board treat the lake with Sonar in 2008. Manager Kroeger reported that the maintenance crew had treated the lake with two different products 11 times to date. More of the product was on order, and that although the herbicide worked, it was not fast acting. He noted that treatment could have been started earlier and that all the weather and lake conditions had been perfect for large scale growth. Kroeger also showed a map he had drawn up showing the location and dates of the treatments.

Manager Kroeger also read a letter signed by several residents in the Lake Noel area thanking the Maintenance crew for relocating a number of geese that had made a home in the area.

Jeff Stillman reported that he had spoken with member Linda Earley about Property Owners Cards. She was concerned that other members were “loaning” their cards to other for east Village access.

MINUTES- After review, Steve Webb moved to approve the minutes as submitted. After a second by Jim Hicks, the minutes were unanimously accepted.

TREASURER’S REPORT- Steve Webb gave the report. Income from maintenance fees is 102% of budget at $584,000.00. Maintenance fees from the first subdivision are at 78% of budget ($17,414.00). Total income is $653,243.00 which is 97% of budget.
To date, 46% ($311,320.00) of budgeted expenses has been spent. He further reported that a mature CD had been removed from Old National Bank and reinvested for 12 months at Spencer County Bank.

Manager Kroeger gave the delinquent report. The “less than $600.00” column decreased $10,000.00 since May. The number of lots delinquent is 205 compared to 167 a year ago even though the amount delinquent is about the same. 35 (17%) of the delinquent lots have homes on them. 20% of the total delinquency is from the first subdivision. 119 liens were filed early in July. The collection agency did not collect anything in June.
There being no questions, Jeff Stillman moved to accept the financial report. Rex Stevens seconded the motion which passed unanimously.

MANAGER’S REPORT- Manager Kroeger began the report with highlights from 3 Town Council meetings.

Town Of Santa Claus
Meeting Recap
May 17, 2007

• Lisa Gehlhausen of Indiana Region 15 presented the Town with an aerial photo of the Town marked with boundaries etc.
• Town resident Greg Martin was on hand to request that his road be paved. He stated his area had been annexed nearly 3 years ago and that the road is supposed to be upgraded. The topic was tabled for an executive meeting as litigation was mentioned.
• Two ball tournaments and a sportsfest are pending in the next 30 days. The signups for the tournaments have been good. There will be police officers on location.
• The building inspector made 10 inspections, issued 4 signs permits, 3 remodel permits, assigned 3 9-1-1 addresses, responded to 4 zoning inquires, and granted one variance.
• The police department received approval to purchase a new rifle, and a new squad car as budgeted items. Marshall Brown will attend a training course on the operation of a toxicology machine. Deputy DeWitt received a probationary salary increase. A school safety planning meeting is scheduled for 5/31/07.
• A new fire station remains under consideration. The subject was tabled until the July meeting.
• Approximately 5 new streetlights will be installed in the Village this year.
• The water project continues to move along. The archeological aspect remains of some concern. Things are going well with regard to the physical plant.
• Discussion on a new meter reading “gun” was tabled until June as Utilities Superintendent Russ Luthy was absent.
• Quality Craft payment request #3 for the new sewer line near Holiday Village was approved for payment.
• The Storage Area Lease will be let out for bids on June 11.
• There was some discussion of sewer fees owed on county owned lots.
• The second reading for Ordinance 2007-02 (Rainy Day Fund) was moved and approved. The first reading of two other ordinances died for lack of a second.
• Kim Christensen is to sponsor a Budget Round Table at the Community Center on June 19. There is no cost to the Town.
• The meeting adjourned at 7:45 PM.

TOWN MEETING
RECAP
6/11/07

• The ball tourney went very well.
• The parks board is looking forward to the upcoming sportsfest
• There are 59 students at the “Y” daycare at the Community Center
• There were 2 new home permits issued
• Marshall submitted a draft for an abandoned, inoperable, unlicensed vehicle ordinance. The town attorney is to review the document.
• A new patrol car has been ordered and should be ready in about 5 weeks.
• There was further discussion about a new fire station centered on utility costs. The subject was tabled.
• The Town is pursuing road repair/paving and new streetlights. Approximately 5 new streetlights are being considered for the Village.
• A pay request of $40,000.00 for the sewer project was approved.
• A motion to approve up to $5250.00 was approved for a new meter reading gun.
• Efforts continue to mitigate fresh water infiltration into the sanitary system.
• The bid on storage space would be announced in the newspaper on 6/11/07.
• Discussed the situation between the Town, the Village, and the County with regard to lots that the county had “taken back”. This is to be discussed further at the July meeting.
• Attorney Patmore is interested in selling the Kostuck property on highway 245 near the golf course as an entire package.
• We are still awaiting archeological information and the council is aggravated about this process being slow. The plant can continue, and they can start working on requirements for sending easements. Calls to the archeological people are to be made.

Town Of Santa Claus
Council Meeting
7/9/07
At the meeting, the Council:
• Took two bids for the lease of storage space area under advisement
• Approved 2 sets of meeting minutes
• Heard that the Sportsfest went very well
• Heard that the building inspector had conducted 18 inspections and that only one new home permit had been issued in the Town
• Approved the purchase of a radar speed sign and a digital in-car video camera for the police department.
• Tabled discussion about an abandoned vehicle ordinance.
• Approved $795,000.00 for a new fire station to be built in front of the Community Center
• Was advised that quotes on road repairs and streetlight installation were expected soon
• Heard that there some residents in Holiday Village were concerned about drainage
• Approved the replacement of a culvert on Golf Course Road.
• Was advised that Archeological concerns on the water project remained an issue, although some forms were turned in for review. That the timeline is getting short in order to obtain certain funds. That the borings at the site of the new water plant indicated a good base for the facility. Advised the engineer to lay the new pipe in the existing right of way. Heard that the access road to the well field may not be a great road. Advised the engineer to proceed with plans for the treatment plant. Approved a rate study.
• Approved the first reading of a water conservation ordinance.
• Approved a salary adjustment for a new employee.
• Approved 90% of pay request number 5 for the installation of the new sewer line. The line is operational although it still has to pass the final pressure testing.
• Approved a bid from Quality Craft to replace repair nearly 800 feet of sewer line at two locations in the Village that are allowing infiltration of clean water.
• Was advised by the Town attorney that the County was open to a commissioner’s sale on property, including Village lots. And that the Kostuck property on highway 245 was going up for absolute auction on August 20, 2007.
• Passed the second reading on two ordinances: Parks and Recreation Special Fund, and the Walking Trail Project Fund.
• Was advised that a Town of Santa Claus zoning map from Indiana Region 15 was available for $5200.00. This was to be considered for the 2008 budget.
• Scheduled budget meetings for July 17th and 18th.
• Adjourned at 7:35 PM

He further reported that:
• The lake was being treated for weeds as previously discussed
• He had received numerous e-mail addresses from people wanting to receive the e-newsletter.
• The maintenance crew had rounded up and relocated 105 geese to Sugar Ridge.
• He had not only heard numerous complaints about roaming dogs, but that loose/stray cats were causing problems in garages, cars, trash bins etc. He noted that controlling our pets is a must. Steve Webb mentioned that he knew where cat traps could be obtained.
• He had been asked if an elderly gentleman who lives in the Village, but does not get around well, could ride a sit down scooter with a flag on his street in order to get some fresh air. The Board approved the request.
• The Association did not submit the high bid for the storage space area. It appears that it will go to Flint Hill storage. Kroeger was asked to speak with Tom Shelton about this. He was also directed to speak with Attorney Shaneyfelt regarding possible actions. Some of the Board members suggested that we might fence off our property line in order to prevent access from the Village.
• Vectren was burying a cable along the north end of Kasper Drive outside the Village. This was to explain the activity at this location.
• He had received two bids to bore new culvert under South Melchior Drive, and under Holly Drive. The Shelton Excavating bid was $25,900.00 and the K&K Dirtworks bid was nearly $10,000.00 higher. The Shelton bid was unanimously approved on a motion to do so by Jim Davidson and a second by Jeff Stillman.
• He received information from Jim Treat suggesting a program for placing stickers on vehicles. This program had been brought before a previous Board approximately 7 years ago. It entails mailing the yearly (colored) sticker to members along with Property Owner Cards. Manager Kroeger was directed to discuss this with the office and gate staff, then report back to the Board at the August meeting.
• He had spoken with Attorney Shaneyfelt about owners and responsibilities of different components of our dam system. He referred to a report he had written to the directors on July 10th. He was directed to contact Midwestern Engineers about tracking down the condition of the tower. He also was to set up a meeting with Russ Winkler about this subject. Kroeger stated that he was attempting to keep the Association in compliance with DNR requests.

OLD BUSINESS
County Owned Lots- Spencer County still owns approximately 33 Village lots that were taken back for taxes. A tax sale had not been scheduled as of our meeting. Manager Kroeger was instructed to set up a meeting between representatives of the Village, Town, and County to see what might be done about getting some of these lots back into circulation.

Subdivision One Update- President Vogel updated the Board. He said that a proposed set of Covenants and Restrictions had been written by our attorney based on what the subdivision one committee had drafted. He noted that some of the stipulations would be that any “pioneers” would change status upon change of lot ownership or if the lot became delinquent. The proposal also called for the subdivision assessments to go to $250.00 in 2008, and equal assessment to the rest of the Village in 2009. 94 signatures are required and the signatures do not need to be notarized. The subdivision one committee has a meeting scheduled for the week of the July 16th.

NEW BUSINESS

Proxy Votes- President Vogel noted that it had been the practice of the Board in recent years NOT to accept proxy votes. It was also a practice to put this before a new board at the July meeting. Steve Webb moved that the Board not accept proxy votes. Jim Davidson seconded the motion which past unanimously.

President Votes- Likewise, it was noted that a new Board reviews this question at a July meeting. It has been the practice that the Board President only vote to make a tie, break a tie, or on a written ballot. This procedure is shown in Robert’s Rules of Order. Jeff Stillman moved that the President only vote in these instances. The motion passed unanimously after a second by Gene Allen.

CLV Garage Sale- After some discussion regarding procedures and time involvement, Jim Hicks moved that the Association organize the 2007 garage sale in a like manner to that of 2006. The event is to be held on September 22, 2007. Rex Stevens seconded the motion which passed unanimously. Manager Kroeger was instructed to start organizing the event.

Festival of Lights- President Vogel noted that he had sent letters to 15 area businesses a few months ago pertaining to company displays at the Festival. He had received positive results from PSC and Holiday World about such displays. Jim Hicks opined that neighborhood organization was the key. Hicks accepted an invitation to speak with the Garden Club and the Optimists about possible involvement and report back to the Board.

Committee Appointments-As three directors had left the Board in June, several committee seats were empty. Chair positions and committee seats were appointed. Copies of the committees are available through the gate house.

Covenants & Restrictions Committee- President Vogel stated he thought it was time to begin a process of evaluating the Covenants and Restrictions for Subdivisions 2-12. He suggested seating a committee made up no more than two directors, and as many as 15 Association members at large. (Steve Webb and Jeff Stillman thought this size committee was too big). Jim Hicks suggested the he and Rex Stevens be the Board representatives. Some names were suggested and we will be posting for interested committee members on the website.

Renter’s Rules- Manager Kroeger reported that the renter’s rules had been in place for quite some time and probably needed to be reviewed and adjusted after this initial period.
There is one landlord that requires a lot more attention than the rest. Manager Kroeger also suggested that a “single family tenant” clause be added to the rules. He was to set up a meeting with Rules & Regulations chair Jim Hicks.

Neighborhood Watch- President Vogel noted that he had attended an informational meeting about a Neighborhood Watch program in the area. Only 3 other Village residents had attended. The Town Marshal is in charge of getting the program off the ground.

COMMITTEE REPORTS

Business Planning- Steve Webb reported that he had been working on the 2008 budget and that he expected to have a draft out in the next couple of weeks.

Infrastructure- Steve Webb reported that the two culverts noted earlier in the meeting were to be replaced.

Nominations- Rex Stevens reported that he would submit a nominating packet at the next meeting which contained a detailed schedule and program for nominations.

Rules & Regulations- Jim Hicks passed a sheet with recommended changes to the building guidelines and the lake rules. The suggested changes on the lake rules concerned the effective date, and a change that pertained to charges for boat registration in the first subdivision. Hicks moved on behalf of the committee for accept the 2 changes. Jeff Stillman seconded the motion which passed unanimously.

Hicks went on to outline several proposed changes to the building guidelines. He asked that the proposed changes be posted on the web site and in the minutes for review. Building guidelines will be an agenda item for the August meeting.

Item 2 Architectural Controls and Building Regulations - Revised 3/08/07 The committee
looked at several aspects of this document.
1. The committee recommends the board review, revise, and/or approve the new CLV
Construction Check List. Copies provided.

2. Page 1 paragraph 3 - The plans, specifications, and completed CLV Construction Check
List submitted to the Board must include: (a) . . . .

3 Page 1 paragraph 3 - (d) proposed grading, drainage, landscaping, and fencing, if any: …

4. Page 4, I. Construction Planning, - The committee would like to insert a new paragraphs H.
and I. The remaining paragraphs will be relabeled to match the new sequence.
H. Driveways and Garages. All driveways on any Lot shall be constructed
simultaneously with the construction of the residence. All driveways must be
paved with concrete, asphalt or other all-weather unyielding surface. Thus
excluding gravel, rock, shell or other broken materials. All driveways must be
installed from the street to the garage and shall not be less than 16 feet in width.

I. Landscaping. Landscaping on any Lot shall be constructed simultaneously
with the construction of the residence. The release of construction deposit
refund will be contingent on a completed landscaping system as per the submitted
and approved drawings.

Existing Items H through P be renumbered to J through R respectfully.

5. Page 5, II. Prior to Construction, G. Drainage Plan - The committee proposes a major
rewrite.
G. A drainage plan developed by (the committee request the BOD to select.)
1.) "an engineer qualified to design drainage plans"
2.) "a person or firm deemed acceptable by the Christmas Lake Board
of Directors by demonstrating previous experiences and qualifications
in the design of drainage plans"
is required for any structures that affect or alter the current conditions.
1.) The drainage plan shall demonstrate adequate swells or drains to direct
runoff water flow from a rainfall away from the property living quarters,
other structures on the property, the living quarters or other structures
on adjacent properties, surfaces of roadways, or other formations that may be
impeded by the excess runoff water, i.e. golf courses, parking lots, lakes,
swimming pools, neighbor's back yard.
2.) Any culverts, drains, or yard tiles shall be sized to match the issuance of
runoff water flow from a rainfall and allow proper controlled drainage.
Calculations for this sizing should take into account both the size and slope of
the affected properties beyond the boundary of the individual lot for which the
calculation are made. The velocity of water flow must also be taken into
account.
3.) The drainage layout shall direct the water flow toward the common
drainage system as maintained by CLV. If this is not possible, the owner and
CLV will be required to develop a workable drainage system to some other
source. No structure may be built until a workable drainage system is designed
and approved.
4.) The plans should demonstrate the method of reaching the conclusions
for the above drainage plan, using tables, calculations, and other aids to allow
proper evaluation by CLV architects and board members while reviewing the
documents."

The committee recommends the Board of Directors discuss, revise, and review these
changes. To allow for general homeowner membership input, we request that they be
tabled till the August meeting.

Personnel- None

By-Laws- None

Holly Park- The new playground equipment is due any time.

Manager Kroeger was reminded to publicize the Concert in the Park on July 23rd at 6:30.

The meeting adjourned at 8:45 PM.