Call to Order
Doug Winter, Lot 46, called the meeting to order, held in the upper level of the Clubhouse, at 2:00 pm. Board members present were: Robert Walton, Lot 217, Jeremy Lillig, Lot 3041, Michelle Sullivan, Lot 1826 and Terry Nibarger, Lot 657, and Tom Rice, Lot 343. Jeremy Lillig led in prayer. Shad Mort, Acting Lake Manager, led the Pledge of Allegiance. Doug Winter, Board President, read the mission statement of Lake Viking.
Approval of Minutes
A motion was made by Tom Rice and was seconded by Jeremy Lillig to approve the minutes of the June 2024 regular board meeting. The June 2024 minutes were approved unanimously.
Board of Directors Information Presentation
Doug Winter, Board President addressed the membership and provided information regarding recent changes made in staffing at Lake Viking. Jeff Ferguson resigned his role as Lake Manager on June 21, 2024. The Board accepted Jeff’s resignation. Shad Mort was retained as the Interim Lake Manager. Interviews for the Lake Manager position have been completed and an offer has been made and accepted by Brian Holcomb. Brian comes to us with a Degree in Personnel Management and a Masters in Business Administration. He has been with the Missouri State Highway Patrol for many years, Brian will join the Lake Viking staff on September 9, 2024. Board President, Doug Winter stated that the Board acknowledges their part in the problems encountered with Lake direction and listed the following steps which would be taken to improve communication in the future. These include:
• Detailed accounting of projects will be provided and will be published in the Lake Viking Newspaper
• Bids will be requested for projects and will be thoroughly reviewed in order to select the best use of the members’ monies
• Policies and Procedures will be clarified and revised as needed to avoid similar problems in the future
• The goal will be to harness the passion of the members and make time spent at the Lake meet members’ expectations.
COMMITTEE REPORTS:
Handbook Committee
Michelle Sullivan submitted two updates to the VVA Handbook for approval. The changes are to Campground Rules & Regulations:
• Campground Rules & Regulations
• Reason for Change/Addition to reflect the updated changes made by the Campground Committee.
• Proposed Handbook Language Change #1: All -terrain and similar vehicles are prohibited from operating in the Campground areas, except for normal entry and exit. Refer to Traffic Rules & Regulations for operator information. Also, the driver must have a valid license to operate the motorized vehicle. Underage drivers of UTVs or golf carts around Campgrounds, will be issued an infraction with a minimum fine of $80.00 to the lot owner. (7/24) Anyone not following the posted speed limit may be issued an infraction ticket. (rev 4/22)
• CURRENT HANDBOOK LANGUAGE Change #2: Handbook pg. 41, under section “UNOCCUPIED SITE”:
UNOCCUPIED SITE: Any campsite not occupied by an RV/camping unit for three (3) months during the on-season (Mar 1 – Oct 31) will be notified at 60 days that they have 30 days to occupy the site, else they will forfeit the campsite with no refund. (rev 4/22)
PROPOSED HANDBOOK LANGUAGE
Remove entire section from the handbook.
A motion was made to approve change 1 in the handbook by Michelle Sullivan and was seconded by Tom Rice. Motion passed unanimously.
A motion was made to approve change 2 in the handbook by Michelle Sullivan and was seconded by Terry Nibarger. Motion passed unanimously.
Jason McTheeney spoke and made the following observations:
• Safety needs to write all infractions which are issued. This falls under Safety’s role and should not be done by other employees of Lake Viking.
• Jason suggested removing the minimum of $80.00 for infraction which is issued.
• The rules for the rest of Lake Viking should be the same as the rules enforced for the campground. Eg. Underage driver
Jeremy Lillig as an FYI let it be known that the water in the Campgrounds will remain on during the winter unless there is a problem with the water system.
Michelle stated the handbook proof was received from the printer and will be finalized and the systems will be updated. Inserts of updates to the handbook will be available in the VVA Office.
Finance Committee
• Jeremy Lillig reported that the committee met on 6/14/2024.
• Jeremy reported a 501c3 was set up for donations to the lake under non profit status.
• Morgan Stanley Update Terry Nibarger reported our return on the Morgan Stanley accounts for the month was up $35,914 and are up $100,561 for the year. The current Morgan Stanley balance of our accounts is $1,695,807. Terry stated that he only provides advice on the Morgan Stanley accounts and does not profit from the VVA accounts.
• 2023 Full Year Audit UHY audit of 2023 is complete with few corrections.
• Special Budget Meeting Budget work for the 2025 year is beginning.
• Sale of Lot 717 The sale of this lot for $214,976 has closed.
• Some of the Beach Bathroom doors are in need of repair.
• Thank you to Kathy Butts for all the time and effort she has given to keep the office running efficiently.
Strategic Planning Committee
The Committee is working on revising the plan and have given each area their portion of the Strategic plan to review and update as needed.
Activities Committee
The Committee will meet again in two weeks. Mary Hibler reported the next Patio Party will be held July 27, 2024 with the band Kontraban playing. Hours are 8:00 – 11:00 pm.
Building Committee
• The number of permits approved in the last month was 30. Three permits were for houses.
• The Building Committee is searching for new Committee members as they have several openings. If you are interested in serving on a committee and have knowledge of building construction methods and the VVA Handbook building regulations please contact the committee.
• One permit for a patio was approved, but did not follow the handbook guidelines for the maximum allowed size of a patio on an undeveloped lot. A one time exception has been given. The permit will be honored and noted as an issue error.
Fire Department
• The Fire Department continues to meet monthly. July has so far been a busy month.
• This month an annual pump test was successfully performed.
• The Fire Department is getting bids for window repairs. The work will be scheduled after estimates are received and evaluated.
• The Missouri Department of Conservation took possession of the out of service brush truck. It has been on loan to the Fire Department.
• The Fire Department took part in the annual July 4th celebration by providing a water spout at the Marina.
• We have an opportunity to provide CPR and AED training for staff and members. This will be scheduled for future classes. The fee is $20.00 for classes. Tony indicated the Fire Department will pay for their members.
Safety Department
Jason McTheeney reported that the Safety Department is doing full stops to include checking equipment, information in Condo and life vests and safety items.
Campground Committee
• A Meet and Greet was held on July 14, 2024 and was well attended.
• The 2025 Budget has been prepared.
• Campground 2 Bath House is experiencing ventilation problems.
• The 2nd Annual Campground Poker Run will be Saturday, July 27, 1 – 4 PM at Association Parking lot. Sign-up on Condo Control or that day. $25 Fee. Venmo accepted.
• Campground septic repair will be done in the near future.
Lake Committee
Robert Walton Reported
• Committee has received a good response to their first round of letters and would like to thank members for giving prompt attention to their property upkeep issues. Four (4) property owners have put significant rip rap on weak shorelines. An additional three (3) lot owners have placed rip rap on smaller shoreline spots. Four (4) members cleaned up weeds and excessive brush growing on the shoreline.
• One (1) property owner who had a previous letter re: shoreline situation has subsequently received two infraction notices and a maximum fine infraction letter/notice. This lot owner has not responded. The VVA Handbook contains further instructions to resolve this situation. The committee is working with the Infraction Committee to bring this to resolution. More disciplinary action will follow by using Article XV of the Lake Viking Handbook: (page 16), section #1 erosion control, section #2 inspection and section #3 corrective action.
• One other property owner with the same type of shoreline erosion has a contractor’s commitment to correct and stabilize their shore later this summer.
Infraction Committee
Terry Nibarger reported:
• The Infraction Committee is in need of one additional member. They have proposed to add Mike Booth to the Infraction Committee. A motion was made by Terry Nibarger and was seconded. Motion was approved unanimously.
• During the past month, 24 warning citations were given and 26 Infractions were issued.
• During the 7/4/24 – 7/7/24 Fourth of July Holiday weekend, 24 warnings were given and 10 infractions were written. Eight (8) of these infractions were given on Saturday, July 6, 2024.
• Jason gave kudos to the Safety Team who responded to a sinking boat call. Safety Department employees, Bryson, Owen and Colt worked together to secure a pump from the maintenance area and pump out the four feet of water in the boat and prevented the boat from sinking.
Dredge Committee
Shawn Hepinstall reported:
2024 Dredging
• Shawn reported dredging began April 11, 2024 and completed on June 12, 2024. Total silt removed was approximately 28,000 Cubic Yards. Total cost was $140,614. Cost per cubic yard was $5.02 vs. $9.00 to $10.00 a CY hiring a dredge company. This project was finished on time and within budget.
• Pirate Cove – Removed approximately 5,500 CY
Three Coves – Removed approximately 11,000 CY
Garney Cove – Removed Approximately 11,500 CY
• What Worked – Renting the 360 dredge was the perfect size for our coves. Dredge America was excellent. They were very responsive and supportive. Fuel tank on the pontoon worked well. Deck hand with the dredge operator. Bathymetric Survey & Highpack software is a must. It allowed us to track and see exactly where we dredged and calculate CY.
• What Didn’t Work – Pipe connections were difficult on the water. Need a better system or barge with a lift to line up pipe. More reminders and communication to members to stay away from the dredge. Need “Keep Out” buoys around the dredge.
• Huge Thank You to our Maintenance/Dredge Team that worked 7 days a week and through the Memorial Day weekend to clean these coves out for our members. Kudos to Rusty, Tanner, Mike, Billy and Bryson. We could not have done it without you.
Weir Projects
Big South Creek has minor movement of rocks. Maintenance will repair
CA 7032 Wier Need to widen and lengthen
Clean & dig behind weirs Pirate, Garney, along 165th & South End
Dirt Pile Projects
Clean up and flatten the dirt piles around the lake
Pirate: dozer and flatten in field by the ponds
Garney: dozer and flatten next to existing pond
South End: Reviewed best option to create berms along both roads with access in the middle
2024 Dredging
Discussed options on cleaning the south end silt basins in preparation for future dredging and expanding Pond 1.
Fishing Committee
• June 1, 2024 Bass Tournament and July 6, 2024 Pancake Breakfast fundraiser brought in $3,495.00 net for the fishing committee.
• Budget for the fish restocking project $2000.00. Crappie Tournament $200.00. Current amount available for stocking fish is $5,695.00.
• Two more fishing tournaments are planned for the last part of 2024.
• Chaddy’s Food Truck raised $100.00
• Cash donations are always welcome and appreciated.
Tech Committee
No Report
Beautification Exploratory Committee
Beautification Committee met 6/30/2024. Felicia asked to add Peggy Langford to the Beautification Committee. This was delayed until after the board met in executive session. Felicia Roth reported on the progress made by the Committee. Their goal is to: 1. Refresh, improve and benefit the Lake’s environment and community. 2. Explore ways for VVA to raise funds for future expenses. 3. Envision, plan, prepare & create. 4. Design projects that will not raise dues or association fees and will provide positive opportunities.
Managing Directors Report
Shad Mort, Acting Managing Director stated he had no formal report for this month.
We will be doing a trial run on the PAL gate at the marina during the week of July 15, 2024
Approval of Financial Statements
Tom Rice made a motion to approve the Financial Statements for June 2024. Terry Nibarger seconded the motion. The motion passed unanimously.
Guest Time
Three guests were on the agenda for the July 2024 board meeting.
Vinzent Cooper Lot 1095
• Audit results from Vinzent’s independent auditor indicate the homes at Lake Viking are under valued.
• Proposed VVA meetings be video recorded and posted for VVA members who could not attend meetings so they could view and see what was discussed.
• Stop sign installed at Maintenance is a great idea.
• Suggested that drivers on the Lake Viking roads pull over and allow big vehicles to pass.
• Suggested that VVA Board and supporting Committee members do better on the Budget for VVA.
• Suggested that VVA charge more for the Campground/camping fees.
Gerald Syler Lot 54
• Mr. Syler attended the meeting in regard to his building permit which was discovered to have been approved in error by the building committee. Mr. Syler stated the lots have been married.
• Mr. Syler stated he had been told by Safety to wait for a permit exception to be approved.
• It was decided a one-time exception be granted as the permit was approved in error. The Building Permit will be noted showing the exception approval because of approval error
Peggy Olinger Lot 10
• Proposed reduction in the speed limit on the roads around the lake. She stated the population has increased and the roads are very narrow. She also stated we have a mix of slower and faster vehicles which cause driver frustrations. She also stated we may need to add more speed limit signs.
• Board President Doug Winter stated we may need to vote on any change in speed limits here at Lake Viking at the membership annual meeting.
• Jason McTheeney informed membership that Safety cannot stop cars on Lake Viking Terrace and they cannot give drivers tickets on this road. Jason stated that he had been told if cars are stopped and/or tickets given it would result in arrests of the Safety officer ticketing the vehicle.
Mac’s Docks Representative
Board reported that an exception for 2 docks already sold by this company was not approved. At this time building docks on the community areas is not approved. Request to launch two docks from the community areas was not approved at this time.
Board Discussion
• FYI October 6, 2024 is the VVA Annual meeting.
• Mike Hazlett Lot 329 asked how many houses are now on the lake? He is interested in natural gas being offered as an alternative to propane for heating purposes. Tom Rice indicated five years ago a petition was circulated to see how many people would be interested in bringing natural gas service to the Lake. There were not enough people interested to install natural gas.
• Nick Conforti, Lot 554 Question was asked, do we ask for volunteers for projects which need to be done? The short answer is yes. Felicia Roth let members know she has put volunteer forms in the office. Doug Winter also indicated a request for volunteers could be put on Condo.
• Jennifer Smith, Lot 74/75 Member asked why we do not have zoom meeting availability for persons who live away from the lake? Discussion ensued but a decision was not made on this question.
• Food Trucks Question was asked if the Food Trucks are charged for water and electricity when they are at the Lake providing food to members. Mary Hibler answered that the Food Trucks are charged $10.00 and $30.00 for water and electricity.
• Facebook VVA Official Page Question was asked, “who approves members for VVA Official page on Facebook?” Doug Winter stated that we have designated staff to be the administrators, but we have too many administrators for the Facebook page at this time. This is being reviewed and the number of Administrators will be reduced.
• Building Committee Mark Closterman voiced a need for members to consider joining the Building Committee as they are in need of members.
• Beach 3 Repairs The Beach 3 repairs did come in over budget by $6K. There were some major repairs as the roof was rotted out. Speculation was the beach repair was over engineered.
• Boathouse Renovation Rules Allowed renovations were discussed. Eleven (11) of the boat houses have been repurposed with either deck or floor or both. A permit must be obtained with approval from the Building Committee. If the lot owner is improving the boathouse, the change will probably be approved.
• Harbor Update The harbor build is over budget approximately $27K. It is going to be finished. Board members met with the dock builder. The dock had to be moved back in toward the shore as the water was too deep at the original location planned. Floats for the dock are on backorder. The dock will have 15-16 slips. We are paying $150K for this project which would have cost $400K without the donations of materials.
Adjourn
A motion was made by Jeremy Lillig and seconded by Tom Rice and seconded by Jeremy Lillig to adjourn to Executive Session at 4:00 pm to discuss legal, personnel, and Board organizational matters. The motion passed unanimously.
Attendance
A sign-in Attendance Sheet is on record at the Office for reference. Let the record show that these minutes are a record of the business transacted at this meeting and are a sampling of the discussions. Comments and discussions are not reflected in whole or as actual quotations in the minutes, nor do they reflect all comments by members.
Respectfully Submitted
Michelle Sullivan,
Secretary Board of Directors,
Viking Valley Association
