VVA Board of Directors Monthly Meeting: August 11, 2024

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, Tom Rice, Lot 343, Tony Gronniger, Lot 2281, Michelle Sullivan, Lot 1826, Jeremy Lillig, Lot 3041 and Terry Nibarger, Lot 657.  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.

A motion was made by Tom Rice and was seconded by Terry Nibarger to approve the minutes of the July 14, 2024 regular board meeting.  The July 2024 minutes were approved unanimously.

• Michelle Sullivan reported the Handbook has not been totally updated as the VVA Office and Safety both had changes they have kept track of.  We need to ensure these changes have been incorporated into the handbook.

• Discussion ensued regarding printing of the handbook.  In the past we have printed 1000 copies annually It was suggested that a minimal number of Handbooks be printed (100) and only distributed to members without computer access. Recent changes are printed in the front of the handbook for quick reference.  No further handbook changes for the month.

• Michelle reminded members to use the established procedure to request Handbook changes.

• Jeremy Lillig reported the Finance Committee met August 8, 2024.

 • Balance sheet for June 2024 showed strong numbers with YTD funds up $760,000.  He reported overtime was up for the month and was attributed to the changes in the VVA Association Office.  This overtime should decrease in the near future as a new employee has been hired and is training.

 • Morgan Stanley account value was down $479.00 in July 2024 as the markets are going through a rough stretch which continues in August 2024.  Kathy Butts has been added to the Morgan Stanley view status.

• The contract with Community Foundation of Northwest Missouri was reviewed with minor changes.  This will provide a VVA tax exempt status for donations.  Finance Committee will make a recommendation to the board.

• The last items for the 2023 FY Audit were submitted on August 5, 2024.

• Two (2) lake lots were sold in July 2024 for $3500.  The YTD total for lot sales is $124,044.95 plus $214,976.85 for sale of lot 717 (funding the Jetty Project.)

• 2025 Budget draft is in progress and when finished will be submitted to the board.  Budget will be printed in the Lake Viking News in September 2024.

• Road tubes will need to be replaced at 3 Tubes, Pirate and Pilot locations.  The estimated cost for this work is $250,000 to $300,000.  The possibility of moving $145,000 from the Morgan Stanley retained earnings to fund part of the project was discussed.

• Pool maintenance expenses:   Maintenance will replace grout under the metal (this year) and will sandblast and epoxy (next spring).  This will prolong life of the pool.

• Campground Septic/Electrical update: The Campground septic plan has been approved by the DNR and we have 24 months to implement.  Campground is moving forward with continued electrical upgrade.

• Clubhouse Septic Update: VVA accepted the Bird Septic bid of $87,000.  Developments are pending.

• Farm Programs:   Haying contracts will need to be updated.

• Jetty Project:   Docks delivery has been delayed.  Update Harbor Expense Report will be published in the Lake Viking News.

Doug Winter, Board President, reported that George Eshnaur has stepped down from his Board Member position.  Tony Gronniger has replaced George Eshnaur on the Strategic Planning Committee.  Tony reported Strategic Planning Committee did not meet this past month.

Jeremy Lillig reported that the committee met July 29, 2024.  The Poker run was a huge success.  A Scavenger Hunt will be held later this year.   Jeremy Lillig made a motion to add four new members to the Activities Committee.  Tom Rice seconded the motion and motion passed unanimously.    The new members are Michelle and Tony Butler and Terri and Dennis Schlaiss.

Robert Walton reported the number of permits approved in the last month was 19.  One of these permits was for a house.  The Building Committee is still in need to members.  Currently we have three members on the building committee.  If you are interested, please contact Robert Walton or the VVA Office.

Tony Gronniger reported the Fire Department met August 9, 2024.  The sirens were checked.  Department continues to meet monthly.

No report this month

• Flint Hibler reported there are 31 open campground spots.  Eight of these spots are full hook ups.   The balance of the open spots are non-sewer spaces.

• It was reported the smell at Campground 2 has been dealt with and resolved.

Robert Walton reported:

• The Lake side inspection has been done with the intent of preserving the shoreline as well as the beauty of the lake.

• Two lot owners are not responding to shoreline erosion letters they have received.  The committee is pursuing this further.

• Robert Walton made a motion to add new member Daniel Rogers to the Lake Committee.  Tom Rice seconded the motion, and the members approved the motion unanimously.

• One of the VVA members asked the Lake Committee to inspect Community Areas 2 and 7 and stated the shorelines were in need of repair with rip rap.

Terry Nibarger reported:

• The Infraction Committee met July 13, 2024.   Monthly meetings will be held until fall.

• There were 22 total infractions approved.  There were 56 warnings given by Safety.

• Safety rescued a run-away boat and returned to the owners.

• Terry gave a short presentation re Behavioral Tips when dealing with Safety during a stop. The suggestions were as follows:

– Be polite and respectful to the Safety employees, no spitting, throwing drinks, cussing etc.

– Read your handbook and be aware of the rules

– Make sure your guests know the rules.  Many of the infractions come from guests who do not know and/or follow the rules.   The owner of the lot receives the infraction for the guest.

Shawn Hepinstall reported:

• The dredging has been completed and work is now being done to make the area at the south end of the lake look nicer.

• Committee have asked for bids from 4 contractors.,

• A VVA member asked if any thought had been given to posting a sign in the area stating no dumping.

• A question was posed to Shawn whether rock was free for the taking.  The answer was dirt is free/Rock is not.

Tom Rice reported there was no Committee meeting this past month.

No Report

Felicia Roth discussed the future of the Lake Beautification Exploratory Committee.  She explained she realized the committee was exploratory and not permanent, but feels the good the committee can do for the Lake should not be stopped.  Felicia also indicated they had not asked for or expected large cash donations from members or additional dues levied on members.  She was asking for permission from the Board to go forward with concerns/lake improvement.

Tom Rice encouraged the committee to continue with volunteer projects as the lake to improve appearances, enhance owner experiences, etc.  Tom stated that the bylaws govern committees and the Board cannot vote to make the Beautification Committee a permanent committee.  To make the committee permanent the request would need to be added to the agenda for the yearly membership meeting in October 2024 for membership approval.  Tom also indicated the Beautification Committee might consider becoming a sub-committee of an already established committee such as Activities Committee, Lake Committee or the Strategic Planning Committee.

Michelle Sullivan asked the amount of money raised at the Spring Event held by the Beautification Committee.  Felicia reported that $538 was received from the event with expenses of $337.51 for a profit amount of $200.39.  This money was given to the VVA Office for retention.  Michelle suggested the Beautification Committee might be a sub committee of the Strategic Planning Committee.

It was discussed that the Dredge Committee began as a sub-committee as well as the Fishing Committee which started as a sub-committee also.

Jeremy Lillig made a motion for the Beautification Committee to explore where this committee would be fit as sub-committee to determine how to proceed.  Tom Rice seconded the motion.  Motion passed unanimously.

Shad Mort, Acting Managing Director, reported:

• Food truck policies are being reviewed to establish procedures and rules as well as dos and don’ts.

• H2O Sampling of Lake Viking Water quality.  Shad reported that water samples have been drawn and were sent for testing but did not arrive timely.   We will need to pull samples again to ensure they are received timely so they can be tested.   The question was asked doesn’t the Water District 3 test the lake water.  Shad stated that the Water Office focuses on processed water and not the raw water from the lake.  Lot# 3150 owner Steven Roberts stated the water at the south end of the lake appears oily and the fish are slimy.   He asked about testing there.  Shad indicated we would do random testing.  Doug Winter stated he has contacted another lake who is outsourcing the water testing to an independent company but has received no response to date.

• Geese Population Control   Shad stated he will be contacting the State about securing permits to reduce the population of geese at the lake.  He will get the rules and dates that this control is approved.  A question was asked about the vultures at the lake and the response was that they are a protected species.

• Brian Holcomb, who will be the Lake Managing Director beginning September 9, 2024 was introduced and gave members some information about his work and personal information.  Brian currently resides in Smithville, MO.  His father and mother are David and Patsy Holcomb of Coffey, MO.  His brother Jimmy’s wife Laura Holcomb is a teacher at Gallatin School.  Brian has both a BS degree in Personal Management from Northwest Missouri State University and an MBA from Western Government University in Salt Lake City, Utah

Tom Rice made a motion to approve the July 2024 Financial Statements.  Second of the motion by Michelle Sullivan.  Motion was approved unanimously.

Two guests were on the agenda for the August 11, 2024 board meeting.

Julie McMillin -Garner Lot 152 • Pickle Ball Court

Julie gave a presentation on the benefits of the sport of Pickle Ball.  She is an avid Pickle Ball Player and has played on several different courts.  Julie stated that Pickle Ball is hot this year.  Julie discussed that individuals will be able to make 501C3 tax deductible contributions if they so desire.  Also, we may seek corporate sponsors for the project.  McConnell & Associates gave a presentation about how the courts are constructed and answered questions about life of the courts etc.  Additional roundtable discussions will be held in the future regarding this project.

Rick Roberts Lot 716 • Lot Drainage Issue

Mr. Roberts came to the Board with his concern about water being rerouted from Lot 717 on to his Lot 716 after dirt work was done to build Lot 717 up for sale/new construction.  Before the dirt work was done the water did not drain directly over Lot 716, and now a ditch is forming in Lot 716.   Mr. Roberts stated that it was illegal to reroute drainage through his property. Mr. Roberts indicated this problem was caused by the Association and needs to be rectified by the Association.  This will be researched by the Board and will be visited next meeting.  Mr. Roberts asked to be on the agenda for the September 2024 meeting to further discuss this problem.

• Official Facebook Policies and Procedures (Policies already in place)

1. The problem was identified that too many administrators were approved for the Facebook page and some were not aware of what was needed to approve a person for Facebook Access.  Facebook access request will be approved within 24 hours.  Lot Owners names on the deed can be approved for Facebook access.  For an LLC, primary designated person for the LLC will be granted access.

2. Community Businesses doing business at Lake Viking will be able to post on Fridays.

• New VVA Office Employee    April Holcomb was introduced as the new full-time employee in the office.  She is from Bethany, MO and is a lot owner here at Lake Viking.  Welcome April!

• Wake Board Rule Amendment   An amendment to the existing Wake Board Rule has been brought before the board.  The change will need to be approved by members at the October 2024 Annual Member Meeting.  As the rule is now, a wake boat owner may not update their wake boat by trading in their boat for a newer/updated boat and the wake boat may not be gifted or inherited by a family member.  Tom Rice presented the changes suggested to the Wake Board Rule.  Wake Board Boats may be upgraded, inherited or gifted as long as the number of wake boats on the lake does not increase.

– Terry Nibarger commented that people were upset because of damage to the lake and the original rule was made to compromise and let existing Wake Boat owners use their boats while preserving the lake and letting other owners fish, ski, tube etc.  This original rule was meant to eventually reduce the number of wake boats on the lake as existing ones could not be replaced once they wore out and the boats could not be gifted or inherited.

– Jeremy Lillig made the point that people are affected financially on both sides of the wake boat rule.  Damage may be done to the lake, fish habitat, docks etc. by wake boats, but the wake boat owners have a large amount invested in the purchase of the boat to not be able to continue enjoying the sport of wake surfing.

– Tony Gronniger indicated he felt the membership should vote on this issue and that all information regarding the rule and proposed changes to the rule should be published in the paper prior to the annual meeting.

– Robert Walton questioned whether the wake boat ballasts are full when the boat leaves the dock?  Jason McTheeny answered that Security is not able to police the wake boat ballast fill amount.

– Matt Neal Lot 387 voiced that he purchased his property at Lake Viking specifically because of the ability to wake surf on the lake.

– Shawn Hepinstall gave information from three (3) studies of wake surfing and the damaging effect it has on the lake.  Shawn’s stated he felt the rule should not be changed.

– Lot 1221 owner stated the way the rule was originally worded gives everyone a chance to do what they want from surfing to fishing.  He does not agree with the rule change for the wake boats.

A motion was made by Tom Rice and seconded by Doug Winter to adjourn to Executive Session at 4:10 pm to discuss legal, personnel, and Board organizational matters.   The motion passed unanimously.

 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.