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, Tom Rice, Lot 343, and Terry Nibarger, Lot 657. Terry Nibarger led in prayer. Shad Mort, Acting Lake Manager, led the Pledge of Allegiance. Doug Winter, Board President, read the mission statement of Lake Viking.
VVA Board President Report
1. Doug Winter, Board President, apologized for confusion and frustrations at the August 2024 VVA Board Meeting. Doug indicated we will keep the time for guests to the five-minute limit.
2. The VVA Official Facebook page has three administrators now and all are employees.
3. All 22 Community Areas (which includes beaches) have been inspected by Billy Hunter. Billy has made a list of all the repairs and restoration which needs to be done. This list includes: gravel, mowing, repair of sheds and other items. Estimated cost for the rock alone is 23K. The Board will discuss during closed session following this meeting.
4. Food Truck Regulations include the following:
• Vendors must have a Health Department Permit
• Vendors must have a Lake Viking Permit $25.00 per day
• Vendors must park in the designated area
• Vendors must provide all their supplies
• Vendors must clean up all trash from the day
• Vendors must provide their own generator if no power is available
5. Jennie Smith has donated 8-10K to outfit the Clubhouse upper level to install WiFi/internet to do zoom meetings.
Approval of Minutes
A motion was made by Tom Rice and was seconded by Robert Walton to approve the minutes of the August 2024 regular board meeting. The August 2024 minutes were approved unanimously.
COMMITTEE REPORTS:
Handbook Committee
No report this month
Finance Committee
• No report this month as Finance Committee will be meeting on Thursday, September 12th.
• Doug Winter, President, asked that it be included in the minutes that Kathy Butts, VVA Office Manager, has approval to cash petty cash checks for the Association. Kathy Butts may also place a stop payment order on VVA checks if needed.
Strategic Planning Committee
No report this month as committee did not meet
Activities Committee
Committee did not meet.
• Mary Hibler reported the committee is working on the Fall Festival. The fall VVA Garage Sale will be held soon.
• The 2025 Activities List was presented for approval. Terry Nibarger made a motion to accept the 2025 Activities List and Robert Walton seconded the motion. Board unanimously approved the 2025 Activities List.
• More Information will be presented to the board after nest week’s Activities Committee Meeting.
Building Committee
• Robert Walton reported the number of permits approved in the last month was twenty-two (22). Two (2) of these permits were for houses.
• Robert presented Brian Karman, Lot MH 21/22 for membership on the Building Committee. Robert Walton made a motion to accept Brian Karman as a member of the Building Committee. Terry Nibarger seconded the motion. The board approved unanimously. The Committee is still looking for additional members. If you are interested, please contact Robert Walton or the VVA Office.
• Doug Winter asked the Building Committee consider raising the VVA charges for a new home permit, or possibly requiring a deposit when a house permit is approved with the understanding the deposit will be refunded if no damage is done to VVA roads/property.
• Doug Winter also suggested the committee consider requiring contractors who build houses here at the lake to purchase a contractor license to work on Lake property.
Fire Department
No report.
Safety Department
No report.
Campground Committee
The Campground Committee is working on budget preparation. The electrical repair at the Campground has been somewhat delayed as the person who owned the electrical service company passed away unexpectedly. His son will continue the work in progress. More information will be forthcoming.
Lake Committee
Robert Walton reported:
• Lake Committee has inspected Community Areas 2 and 7 and stated the shorelines were in need of repair with rip rap. Maintenance has communicated they are in the process of “dipping out” those areas. After this work is completed the shoreline problem will be addressed.
• Water E-Coli tests were performed this last month but were not readable because too much time lapsed between collection of the samples and the samples being received. With Board approval, the committee will take the water samples to the Gallatin Health Department. The cost of this is $15.00 per sample. The committee will report the findings as they become available. Tests will be done during peak season. The question was posed from membership, what is required if the results of the test show the level of E-Coli is too high.
Infraction Committee
Terry Nibarger reported:
• In August 2024 Safety wrote 37 warnings and 19 infractions.
• James Funk Lot # 2904, asked to have it on record a discussion regarding more than seven Infraction Committee members. Discussion ensued re why the number of members on the Infraction Committee was limited. James asked to have Allen Slavin added to the Infraction Committee.
• Terry Nibarger made a motion to add Allen Slavin as a new member of the Infraction Committee. Tom Rice seconded the motion and the motion passed unanimously.
Dredge Committee
Doug Winter reported:
• The Dredge Committee has met twice in the past month.
• Beautification of the South End starts September 9, 2024.
Fishing Committee
• Tom Rice reported the Fishing Committee met during the past month. A Bass Tournament will be held September 14, 2024. Three members maximum in the boat. Details are on the Website or in Condo.
• The Lake will be stocked this fall. Fish will be 7-9 inches in length. For the first two years the Yellow Perch will probably be catch and release to ensure they are established in the lake.
• Watson’s Food Truck donated $100.00 to the Fishing Committee.
• The Pancake Breakfast went well and the committee plans to have it again next July 4, 2025 holiday weekend. More details will be provided in the new year.
Tech Committee
No Report
Beautification Exploratory Committee
No Report
Acting Managing Directors Report
Shad Mort, Acting Managing Director, reported:
• Geese Population Control Shad stated he will work with the New Managing Director, Brian Holcomb re the geese population control. Shad indicated control measures need to be taken early in the year. Shad indicated he will leave information he has with Brian Holcomb the new Lake Managing Director.
• Brian Holcomb the Lake Managing Director starts his new position September 9, 2024.
• The Board expressed thanks to Shad Mort for stepping in during the interim when a new Managing Lake Director was secured. Shad will be available until December 1, 2024 if any additional assistance is needed.
Approval Of Financial Statements
Tom Rice made a motion to approve the August 2024 Financial Statements. Second of the motion by Robert Walton. Motion was approved unanimously.
Guest Time
Two guests were on the agenda for the August 11, 2024 board meeting.
Vinzent Cooper Mr. Cooper was not present at the meeting.
Rick Roberts Lot 716 Lot Drainage Issue
• Mr. Roberts came to the Board meeting this month to further discuss his concern about water being rerouted from Lot 717 onto 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 again stated that it was illegal to reroute drainage through his property.
• Mr. Roberts indicated he is filing a complaint against the Building Committee and the Viking Valley Association because of their role in the problem he is experiencing. Mr. Roberts stated this problem was caused by the Association and needs to be rectified by the Association.
• Mr. Roberts asked to be on the Agenda at the VVA Annual meeting in October 2024. Doug Winter explained to Mr. Roberts that there are no visitors on the agenda for this meeting.
• Doug Winter said the Board met and discussed this problem and a plan is in progress.
• Robert Walton said when we received the last hard rain, he drove to Lot 716 and did not see water running as Mr. Roberts indicated it is.
• Mr. Roberts would like to be added to the November 2024 agenda as a guest.
Board Discussion
Harbor Update
• The harbor was open for Labor Day Weekend.
• Doug Winter reported that the harbor is $20K over budget which is lower than was discussed at last month’s meeting
• Doug indicated there will be one slip reserved for Safety at the harbor.
• Discussion ongoing about putting boulders in the road to the harbor to ensure no one accidently backs into the water.
• Light poles will be added. Lights for decoration have been donated.
• Question was asked about room for food trucks/trailers to turn round in the harbor area. The Board is looking into this.
• Randall Davidson Lot #1222 suggested to meet ADA rules a handrail should be added to the stairway that comes up from the harbor. A suggestion of adding cameras was also made.
• Mary Hibler suggested adding tables/chairs/umbrellas in the area to allow people to eat at the harbor/clubhouse. Mary asked if anyone had any of these items they would like to donate to let her know.
• Felicia Roth indicated they would like to add additional shelters and refresh the older ones.
Budget Update
• The budget will be posted again in the Lake Viking paper. This will be the second publication of the budget which is required before the annual meeting.
• A Townhall meeting may be held on September 29, 2024. Information will be posted regarding this townhall meeting if it is scheduled.
Alcohol Service Policy
• Volunteers are now serving alcohol at some of the Lake activities. For insurance purposes, VVA will be putting together a policy which will define a more controlled policy dealing with serving alcohol.
VVA Annual Membership Meeting Information
• Meeting will be held October 6, 2024 at 1:00pm at the Winston High School in the gymnasium
• All voting will be by ballot.
• Members will be asked to remain in the auditorium until all ballots have been counted and the result has been finalized.
• Motions from the floor must be submitted two weeks before the meeting to the VVA Office. Deadline for submitting these motions is 9/22/2024.
• Nominations for Board members on the day of the meeting from the floor will be accepted. Interested individuals can complete an application prior to the day of the meeting. These can be obtained from the VVA Office or found in the Lake Viking Newspaper.
Agenda Items
• 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.
• Wake Board Rule Becoming a Bylaw
• Common area approved uses
• Common area uses becoming a Bylaw
Adjourn
A motion was made to adjourn to Executive Session at 3:00 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
