Attendance
Board Members
Present: Scott Webber, Don Austin, David Decker, Jim McCann $ Gary Kluckman
Excused: Carla Nickels & Ray Garber,
Quorum Present: Yes

Others Present
Holishor Members Present - One
Glenn Dalton from Holishor Office

Proceedings
Meeting called to order at 7:30 PM
Pledge of Allegiance Recited

Resignation letter from Carla Nickels
Read by Don Austin
Action: Don Austin motions to appoint Jim McCann as Vice President to replace Carla until the end of his term, Gary Kluckman Seconds.
Motion Carries
Scott Webber – I would like to thank Carla for past service with the board and hope later she might be able to come back.

Minutes of December 8, 2009
Action: David Decker motions to accept the minutes, Jim McCann seconds.
Motion carries

Bills & Salaries
Action: David Decker motions to approve, Don Austin Seconds
Motion Carries

Profit and Loss
Summarized by Dave Decker
Acton – None required

Transfers of Property
Action: David Decker motions to approve, Jim McCann seconds
Motion Carries

Manager’s Report
Given by Glenn Dalton

Security Report
Given by Rob Simmons
All those interested in the upcoming Civilian Emergency Relief Training (CERT) program to be scheduled in March please let the office know so the class times and days can scheduled.

Treasury Reports for November & December 2009
Summarized by David Decker
A Recommendation of our Finance Committee is that we have two financial institutions for our financial accounts.  
Action: Jim McCann motions to open dialogue and provide all supporting information with the Bank of Edwardsville pursuant to the bylaws and not to exceed the current FDIC insurance limits to move money from the assets of Holiday Shores to the Bank of Edwardsville, Don Austin seconds.
Jim McCann: The reason I said Bylaws and not Rules is that the finance committee felt that this account should only be accessible by officers of the board of directors.  Currently there is a rule in place that allows certain members of the finance committee to do transfers.
Scott Webber – One of the reasons for this change is because of the current happenings with financial institutions making decisions independently of what they insure and what they don’t.
Dave Decker – This move gives us the capability of a little more security with our money.
Motion Carries

Action: Don Austin motions to accept the November and December 2009 treasury report as submitted, Jim McCann Seconds.
Motion Carries

Correspondence
Read by Don Austin
Toby & Amanda Connoyer 1094 Barbados
Scott Webber:  I would like thank them for writing the letter. It is a wonderful organization and as I understand it; it was a private event, invitation only. It was not open to the community. 
We strive to be as consistent as possible. We set up certian criteria that allow us to be as consistent as possible for the benefit the members of Holiday Shores. If we were inconsistent, we would get letters asking why and I would rather be consistent.

Old Business
Beacon Inn Rehab
Jim McCann:  As you know the Beacon Inn is closed and during this down time they are making renovations and updates.  They removed all of the equipment from the kitchen. The floor was stripped and repainted with epoxy based paint. We are also taking out the existing ceiling tiles and vents and replacing them. There are some counter tops and baseboards that are being replaced. Light fixture covers are being taken care of and there are some electrical situations that are being brought up to code. Most of the repairs are pretty insignificant, just normal wear and tear. However they all needed to be repaired.  They really did a great job with the floor.

DCEO Grant Update
Scott Webber: They have found additional leaks in the Morning glory gate so all work has stopped.  We have requested another extension and it should be approved. We have contacted the gate manufacturer and he should be here in two weeks to inspect and provide us information on what is required to fix it.

New Business
Nominating Committee
Thank you to Joe & Peggy Roth, for volunteering to head up the Nominating Committee.  
Thank you to Gerry & Barbara Theodore for being the back up.

Annual Meeting
Scott Webber - Never too early to start, so if you are looking at any Bylaws, additions, deletions, and language now is the time to bring it up.

Variance Request 1354: Request to, not put in a Culvert under driveway
Read By Don Austin
Discussion ensues
Action: Don Austin Motions that we accept the building committee’s recommendation with the proviso, if in the future if it found to be necessary to have a culvert put in it will be done at the expense of the Lot owner, Jim McCann seconds.
Motion Carries
Suggestion was made to the Building Committee that this same proviso be included in future requests for similar variances.

Allied Waste
Scott Webber – For the records, we are negotiating a contract with Allied Waste at the moment, if any members would like to be on the Garbage committee please let the Board know.

319 Grant
Glenn Dalton. The quarterly report is due on the 15th, and all that is required is a written summation of where you stand in regard to the goals and time line within the grant.  I have talked this over with Mr. Jan Carpenter and we would like to add the following to the report: the money that was allocated to each area, how much has been spent and how much is remaining within that account for that quarter. Mr. Carpenter likes this approach. We are going to put a draft of all that together and submit it.
Scott Webber - Thank you Glenn.  I would like to request that you also send these submitted reports to each of the board members.
As far as the progress of the North Property, I had hoped to have the completed drawings from the engineering company by this meeting which did; not happen so I am hoping to have them by the next meeting.  Glenn, will you follow-up on that.

Roads
Scott Webber - The attorneys have come back to us on our options. There has been a long understanding of private vs. public roads, the attorneys say it is either the township accepted your roads or they didn’t. Fort Russell took Holiday Dam road so that they could use it to go back and forth between St James and Prairie town road on it. Setting up our own road district is not an option. That leaves us with our continued conversations with Moro; they want us to grant them an easement.
Conversation Ensues
Jim McCann: We are not giving up assets so I don’t think we have to go to the membership for approval. We are only giving them the right to do work on the property; I think that only takes a board action.
Much conversation ensues
Decision is made to submit to our attorneys for further review
Scott Webber - Board members, please read through this document please submit questions or thoughts when we meet with the attorneys.

Open Floor
Social Committee drastically needs volunteers to serve on the Committee as well as various upcoming events.  Please Contact Holiday Shore office 656-7233 ext 4

David Decker - Motions to adjourn to Executive Meeting, Jim McCann - Seconds
Motion carries  - Meeting Adjourns to executive session at 8:37pm