Christmas Lake Village
Board of Directors
4/9/09
(Approval Pending at the 5/14/09 Meeting)

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, Rob Collins, Jim Davidson, Jim Hicks, Lee Powell, Mark Smith, Jeff Stillman, Angela Vanover, and Don Vogel. 

There were approximately 13 Association members in attendance.

MEMBERS’ FORUM
Geri Smith and other representatives from the Christmas in Santa Claus Committee were on hand to discuss the future of the Festival of Lights.  She suggested the event needs to be large due to the current economy and that the Town and Village should be proud and not disappointing.  The committee would like to assist the Village in making the Festival bigger and better and increase involvement and issued some ideas to this end.  Director Lee Powell noted that his committee had met regarding the Festival and that he would update the Board and the Town Committee during the Old Business agenda item.  A joint meeting of the committees was scheduled for April 28th, 6:00 PM, at the CLV Rec Center.

Brenda Black was present to remind the Board of her drainage concerns on Tinsel Circle.  She noted that the sitting Board approximately 3 years ago had promised to take care of the situation and that this had not been done.  She noted that situation was only a problem during heavy rain events when the water came across the road and ran into her garage and had been dangerously close to her front door.  She said she would not pay her assessment on this lot until the problem was repaired.  There was some discussion about what repair would involve.

Jeff Smith was in attendance to request a variance for a yard barn.  The yard barn had been previously approved but Jeff wanted to change the location.  He was requested to resubmit the plans showing the desired location.  He noted that a circular driveway encompassed two lots and the trees in the area would shield the view of the barn.

READING OF THE MINUTES
After review, Jeff Stillman moved to accept the minutes as presented.  Gene Allen seconded the motion which passed unanimously.

TREASURER’S REPORT
Treasurer Jim Davidson noted that he had good news and bad news.  He noted that in comparison to some previous years that we could have been looking at a serious assessment income shortfall in the $60,000.00 range.  He then reported that approximately $45,000.00 had come in since the first of April.  This painted a very different picture.  He further noted that we had over spent about $8,000.00 on road salt this year.

Manager Kroeger gave the delinquent report noting that the $285,000.00 in delinquencies shown at the end of March had already decreased to $238,000.00 by April 9th.  Delinquent lots had dropped from 620 to 483 and the percentage of delinquent homes to vacant lots had dropped from 25% to 22%.  He noted that no additional income had come through the collection agency and that 400 delinquent letters had been sent about April 1st.

Mark Smith advised the Board that he thought there were better ways to collect the money than through an agency and that we did not need a lawyer for small claims court.  President Vogel advised Mark that we wanted to watch our attorney file a few of these so that we could learn to do it for ourselves-particularly in the 5 county local area.

Angela Vanover reminded everyone that we need to be careful if we choose to publish delinquent accounts.

There being no further questions or comments, Jeff Stillman moved to accept the financial report as submitted.  The motion was passed unanimously after a second by Lee Powell.

MANAGER’S REPORT
Manager Kroeger noted that the Town Council Meeting was next week and that there would be two Town reports at our May meeting.

He also reported the following:

1. The maintenance crew had put 567 man hours into chipping since the ice storm.  Approximately 160 man hours were for rights-of-ways and the rest was for individual members.  The last chipping pass started on April 6th and the 5th, 6th, 11th and most of the 7th subdivisions are complete. 
2. Manager Kroeger said he saw no reason to chip branches from homes that were delinquent on their assessment.  The board agreed with this idea.
3. That he had been contacted by a Member who wanted to return approximately 10 lots to the Village that had been delinquent for a number of years.  He asked if the Board was going to stand on past decisions not to take back lots upon request.  The Board directed him to advise the member that we would not take the lots back.
4. That the maintenance crew had tried the used Grasshopper mower discussed at the March meeting and was not satisfied with its capabilities.  He noted that the crew had tried the Kubota mower noted in the ’09 budget and had been very happy with what it could do.  He had three bids ranging from $13,269.00 to $14,445.00.  He noted that he would like to pursue the middle bid of  $13,589.00 because it was a local dealer who had answered all the questions we had and had brought the demo machine.  Kroeger also noted that he felt we would get better service from the local dealer if we purchased from them and that the difference only $321.00.  He reminded the Board that $7700.00 had been approved in the budget for a down payment and 10 payments on a mower in ’09.  Kubota has 0% financing and that we would spend less than $7000.00 this year.  The machine also has a 2 year warranty.  Jim Davidson noted that he did not think we should make payments on the machine.  After some discussion Manager Kroeger was advised to make the purchase.

ACTION ITEMS
Winter Weight Limits- Jim Hicks reminded the Board that a motion had been made and seconded at the March meeting to accept the proposed Winter Weight Limit program.  He noted that after review there was need for one language change which is noted below in underlined, bold print.

Provisional Vehicular Weight Restriction
Approved 4/09/2009
Effective 4/09/2009

To protect and maintain the conditions of the streets within the Village whenever the roadways by reason of deterioration, rain, snow, or other climatic conditions would be seriously damaged or destroyed and annually from January 1st to April 1st a Provisional Vehicular Weight Restriction will be placed in effect.  During such periods Christmas Lake Village shall limit the gross vehicular weight to 16,000 pounds.

Prior to the implementation of the vehicular load restrictions signs will be posted at the Main Gate and the Property Manager shall notify all active builders and other interested parties of load limits status changes. 

Furthermore, in certain cases the Provisional Vehicular Weight Restriction may apply to only individual streets or sections of streets.  In such cases the restricted area will be designated by signs and the Property Manager will assign alternate routes which the oversized vehicles are to travel to and from their destinations while in the Village during the duration of the project.

A special written exception or permit may be granted on a case by case basis by the Property Manager after receipt of a written request and a favorable review of the unusual circumstances of the request.  This temporary weight restriction waiver shall be issued to a specific vehicle for limited time frame and for a specific destination within the village.

Exceptions to this Provisional Vehicular Weight Restriction are granted to the following vehicles.

1. trash pickup vehicles;
2. school buses;
3. any vehicle while engaged in roadway or infrastructure  maintenance or repair under the direction of the Association;
4. any emergency vehicle while responding to an emergency;
5. any public utility vehicle while providing emergency service or repairs; and
6. any vehicle whose owner or operator holds a valid temporary weight restriction waiver issued for that vehicle by the Association.

Hicks then moved to approve the proposal which passed unanimously after a second by Jeff Stillman.

Chipper Plan- Jeff Stillman reported that a proposed plan for the CLV chipper had been presented at the March meeting.  He noted that on site time would begin when the truck stops and end when the workers are back in the vehicle.  He also suggested that the maximum diameter of log be changed from 9” to 6”.  President Vogel noted that these charges are to protect the Village from the next major storm.  Jeff Hicks then moved to accept the proposed plan with the noted change.  This passed unanimously after a second by Angela Vanover.

CHRISTMAS LAKE VILLAGE
BRUSH CHIPPING PROGRAM
Approved 4/9/09
Effective 4/9/09

SERVICES

1. Two yard debris pick-ups per year- a period in the spring and fall will be specified for debris from yard maintenance. Residents will be notified on the marquee, webpage and e-mail list when we will be in each neighborhood.  For efficiency, we intend to make but one pass over the Village

1. Storm damage assistance- In order to receive storm damage assistance, you must request this service at the Association office within 48 hours of the end of the storm.  A National Weather Service Severe Storm warning or tornado warning is required for the event to qualify for storm damage assistance.

1. Christmas Trees- We will designate a drop off site in January where Christmas trees may be dropped off no later than January 31st.  Please do not leave anything but Christmas Trees.

1. Chipper Charges- There will be no charge for the first 15 minutes at your residence for debris clean up.  Each additional 15 minutes or part thereof will be charged $25.00.  Proper stacking makes the process faster.

Some information:

1. As a rule of thumb, if you can drag the limb/tree to the road, by hand, we can chip it.
2. It is easier and faster for us to chip one 15’ long branch than three 5’ long pieces
3. The butt ends must be toward the road.
4. The maximum stack height is 4’.
5. All refuse must be within 4’ of the road’s edge.
6. The maximum size will be 6” in diameter
7. Place your debris in front of your house.
8. Keep refuse away from roadside structures i.e. mailboxes etc
9. Unless you specifically request us to leave the chips at your house, we will take them away.
10. We do not anticipate designating a central drop point (except for Christmas trees). 
11. This service is for yard maintenance and storm damage only.  It is not intended for lot clearing, contractor refuse, or discarded landscaping materials.
12. Road clearing will receive storm damage priority. 
13. We will only chip natural plant matter.

One of the primary uses for the chipper is Right of Way maintenance.  Seeing the chipper in use does not necessarily mean that we are picking up from residences.

Architectural Control- Jim Hicks also proposed the following to be added to the Building Guidelines.

Architectural Control and Building Regulations

Approved 4/09/2009
Effective 4/09/2009

Section III. On Site Construction Rules and Regulations.

(New Article)

1. The use of heavy trucks and equipment within the Village shall be monitored by CLV, and the Property Manager may prohibit such vehicles from using the Village roadways if in his/her view the vehicle could damage the road surfaces.  The self propelled travel of steel tracked vehicles, i.e. bobcats, track hoes, bulldozers, etc., on Christmas Lake Village roadways is strictly prohibited. 

At the location of equipment usage, it is recommended that equipment pads (steel plate or plywood) be placed over the roadway at points of high pressure contact such as track ways, outrigger footings, or points of tight turn radius.

In any case, as stated in the Covenants and Restrictions the repair of any roadway damage will be billable to the responsible home owner or home owners.

Jim Davidson moved to accept the rule as proposed.  Jeff Stillman seconded the motion which passed unanimously.

OLD BUSINESS
Festival of Lights- Committee chair Lee Powell reported that a meeting regarding the 2009 Festival of Lights was held on April 4, 2009 with 4 in attendance.  Lee proposed an on-line or mailed survey to the Village residents with several questions pertaining to the Festival i.e. if a change in the number of days was preferred, would we accept donations, commercial sponsors etc.  After some discussion, Lee Powell moved to allow the committee to distribute the survey.  Jeff Stillman seconded the motion which passed unanimously.

County Lots- President Vogel advised the Board that he had seated a committee including Directors Mark Smith, Gene Allen, and Rob Collins to research and make a recommendation to the Board regarding sale prices for the lots that the Association recently purchased at auction from the County.

Hanning Lease- Business Planning Committee chair Jim Davidson reported that the committee had met regarding the Hanning lease.  This lease has been in existence for 29 years as is set to expire in May of 2010.  The lease was originally entered into during the time of active dredging operations on Christmas Lake.  The area was use as a silt depository.  The question at hand is whether to continue the lease, pursue purchase of the 10 acre plot, or simply allow the lease to expire and walk away.  There may be some benefits to purchasing the ground.  The committee will walk the area when it dries up a bit and keep the Board updated.

Lake Drawdown- Although not noted on the agenda, President Vogel wanted to state for the record that we are still anticipating lowering the big lake over this winter in order to kill (freeze) dormant water plant seeds and to compact the silt bed. 

NEW BUSINESS
2009 Beach Rules- The Board reviewed the 2009 Beach Rules.  Our insurance company had some input into the language of the rules and was supportive of this proposal. 

Christmas Lake Village
Beach Rules
2009

Approved 4/09/09
Effective 4/09/09

SWIMMERS MUST OBEY ALL INSTRUCTIONS GIVEN BY THE   LIFEGUARD PERTAINING TO WATER SAFETY OR THE POSTED RULES.  THE LIFEGUARD HAS THE AUTHORITY TO DISMISS ANYONE NOT OBEYING THESE INSTRUCTIONS AND/OR POLICIES.

ONLY AUTHORIZED PERSONS, LIFEGUARDS OR ANYONE RECEIVING FIRST AID ARE ALLOWED IN THE LIFEGUARD ROOM.

Beach Hours

The beach operates Wednesday through Sunday from 11:00 AM to 6:00 PM and holidays beginning Memorial Day Weekend until school begins, as well as Labor Day weekend.  The beach is closed Monday and Tuesday.

Beach and Picnic Area Policies

1. No picnicking on the beach.
2. No cans or glass bottles are allowed on the beach. Plastic beverage containers only.
3. Fires are permitted in the grills only.
4. CHILDREN UNDER AGE 13 MUST BE ACCOMPANIED AND SUPERVISED BY A RESPONSIBLE PERSON 13 YEARS OF AGE, OR OLDER AT ALL TIMES.
5. Alcoholic Beverages are not allowed on the sand or water portions of the recreation area.
6. Pets are not allowed on the beach at any time.
7. Anyone destroying, defacing, disfiguring, injuring or damaging Association property will be prosecuted to the fullest extent of the law.
8. Inappropriate and/or profane language or behavior will result in being dismissed from the beach.

Swimming Policies While In The Water

1. No floats, inner tubes, Frisbees, balls, or fins are permitted on the deep side of the ropes.
2. No food or gum is allowed in the water.
3. Do not hang from the diving boards.
4. No hanging or pulling on ropes.
5. Those unable to swim to the pier alone and unaided by flotation devices may not go to the pier.
6. Only one person diving off the boards at a time.
7. Divers must dive or jump off from the front of the boards.
8. Divers must wait until people are out of the way before jumping or diving from the diving boards.
9. There is no swimming under the pier.
10. Enter the water from the beach area only.
11. The Lifeguards will clear the swim area if thunder is heard or weather warnings warrant a decision by the Lifeguards.
12. While two or more lifeguards are on duty, their work breaks will be staggered to allow for continuous use of the beach area.  The break schedules will be posted for swimmer’s convenience.
13. At any time that only one lifeguard is on duty only the shallow beach area will be available for swimming. 

THERE WILL BE NO SWIMMING IN THE DEEP SIDE OF THE ROPES DURING THIS TIME.

1. If during normal operating beach hours the lifeguards are required to leave their post, the swimming area will be cleared and the beach will be closed for the day.

Jeff Stillman moved to approve the beach rules.  The motion was unanimously approved after a second by Jim Hicks.

2009 Garage Sale-The CLV Yard Sale was scheduled for Saturday, September 19th.   The details of the event would be announced at a later time.

Land Survey/Drainage- Manager Kroeger reported that he continued to be faced with drainage and property line issues and concerns.  Association members were building approved projects that were not actually located where the drawings indicated.  This was largely because the member was not actually aware of the location of the lot pins or property lines.  He said that he had devised a statement regarding placement on the property that should take care of this issue.  The statement had been approved by the attorney and would be included in future building approval requests.  He further noted that the Directors could expect to see a new approval form beginning immediately.

Additionally, there were continuing drainage concerns and disagreements concerning responsibility for these issues.  Manager Kroeger said that he would begin writing a drainage statement to address these problems for the future.  He was to keep the Board in the loop with its progress.

These comments generated some additional discussion about drainage.

COMMITTEE REPORTS
Business Planning- Nothing further
Infrastructure- Chair Jim Davidson noted that 3 road repair maps had not been turned in.
Nominations- Chair Jeff Stillman announced that open nominations for 3 Director position would be accepted through April 25th.  After that, nominations with signatures would be accepted until April 30th.  No nominations would be accepted after close of business on the 30th.
Rules & Regulations- Chair Jim Hicks noted that he would he e-mail drafts of some of the things they were working on- Architectural Control, Renters Rules, and Guest Rules.
Personnel- Chair Jeff Stillman reported that the employee evaluations had been completed on time.  He further noted that a new program, Executive Interviews, would begin right away.  He and Gene Allen would be personally meeting with all employees.
By Laws- Nothing New
Parks & Recreation- Nothing further.
Covenants & Restrictions- Chair Angela Vanover reported that we had received a draft of a proposed set of Covenants & Restrictions from the Attorney.  A date, possibly April 20th, will be set for a committee meeting.

There being no further business, the meeting adjourned at 8:20 PM on a motion by Lee Powell and a second by Jeff Stillman.