The regular monthly meeting of the Board of Directors of the Viking Valley Association was held on May 18, 2025 at 2:09 pm at the Upper Clubhouse. Michelle Sullivan, Board President read our mission statement: Lake Viking is a private lake aspiring to preserve our community and environment for future generations. The pledge was led by Brian Holcomb, Lake Director, and the prayer was offered by Terry Nibarger, 1st Vice President of the Board.
Board Members present were: Michelle Sullivan (lot#1826) – Board President, Terry Nibarger (lot #657) – 1st Vice President, Dan Weidmaier (lot #309) – 2nd Vice President, Robert Walton (lot #217) – Treasurer, Dave Daniel (lot #231)- Assistant Treasurer.
Minutes of the April 13, 2025 board meeting were approved with a clarification. In April, the board had voted to eliminate the Handbook Committee after the 2025 handbook is completed, and shift the responsibility of keeping it current to the office staff. However the board has gone back and identified article 8 in the handbook that states the board of directors will appoint the following committees, which includes the Handbook Committee. Article 8 is a bylaw and cannot be changed by the board, so the board contact and the committee members will continue to exist and maintain oversight of the handbook. The committee will not be required to report to the board monthly after the office assumed responsibility for updating the handbook, but the committee can report to the board as needed. Robert Walton motioned for the approval of the minutes of April 13, 2025. Terry seconded the motion. Motion passed.
A report from the Handbook Committee by Michelle stated that the handbook is in its final draft and will be uploaded online either Tuesday or Wednesday. In addition to online, 50-100 printed books will be available in the office.
Terry gave the report for the Finance Committee. He stated that the committee met last Thursday. They discussed dues and assessments, noting that we are ahead compared to last year — currently at 64% paid. They agreed that the earlier billing cycle has been beneficial. Morgan Stanely is performing well. He told us about volatility resulting in an account value that was down by -$32,420 since January 1, 2025. However, account value increased by $7,613 for April and is up another $55,340 thus far in May, which has put the fund value back into positive territory. Terry stated that markets are rebounding, recovery is in full swing, and after considerable discussion, the committee agreed to make the following recommendation to the Board of Directors: The Finance Committee recommends that the Board of Directors approve the one-time movement of $57,000 (an annual amount for Budget Line Item 4350 Deferred Maintenance Capital Projects Assessment) transferring this from Morgan Stanley Money Market Fund into the MS group’s USA All Cap Growth fund. The committee also recommends that the VVA set up monthly transfer deposits of $5000 ($60,000 annually), to be split as follows between our two investment models: $2500 to US All Cap Growth and $2500 to Long Run Value. This movement of funds is all within the VVA’s existing Morgan Stanley portfolio. Michelle asked all in favor to move the money on a monthly basis of $5,000 split between the US All Cap Growth Fund and the Long Run Value Fund, as well as transferring $57,000 from the Money Market Fund to the U.S. All Cap Growth Fund. All in favor, yes. Motion passed. The committee reported that one lot sold for $4,000, and there are 3 SU Lots that are currently listed with realtors. There is also a Visa/Mastercard case that we submitted info to. We are hopeful to get a settlement out of that case, however there is no update as of now. Overtime was also discussed in the meeting. Paula Hepinstall, who is our longtime chairman, announced that she is stepping down due to growth in her personal business. We would like to thank her for her years of service. The committee is looking for volunteers to serve on the committee. They would like someone who is a number cruncher and understands how to operate QuickBooks. Please contact Brian or Terry if interested.
Dan Weidmaier gave the report for the Strategic Planning Committee. He stated they had a brief meeting, and there is a plan in place to break off different groups. They are actively searching for participants. Please email Jack Bowers or Dan if interested. The next meeting is planned for June 1, 2025.
Tina Daniel gave the report for the Activity Committee. She stated that they are pretty busy and are getting ready to do the 9th annual poker run on June 14 at 1 pm. There will be 5 stops, and 2 committee members will be at each stop. The shirts will be red, and committee members’ shirts will be sage green. There will be a silent auction that will also be set up before and after the poker run, they have been going to businesses and getting items donated. In July there will be a boat parade, and they have already ordered trophies for 1st, 2nd, and 3rd place. Cinco De Mayo was held and it was very successful. There were about 70-80 people in attendance. Kontraban played last night behind the clubhouse, and they would like to come back again, so they are tentatively looking at June 27, 2026. The committee has an Activities Facebook page, please follow that page to see more from the Activity Committee. The next patio party is scheduled for June 7. There have been several member requests for another potluck with the theme of Italian food. Tina made a motion for the board to approve another potluck possibly in October. Michelle asked if all in favor? Yes. Motion passed. Food trucks are asking if they can set up behind the clubhouse on the gravel when bands play, they would use their own water and electricity. This would be first come first serve. Michelle made a motion to allow food trucks down by the harbor during events, and asked all in favor? Yes. Motion passed. Vendors would like to set up in the top parking lot during events. The only concern that was brought up was insurance. As long as all the vendors have current insurance, as well as register with the office, then this should be fine. Michelle motioned to allow non food trucks, commercial type vendors, to park in the upper parking lot during events. All in favor? Yes. Motion passed. As a thing of note, Dan pointed out that people were using the harbor at both the Cinco De Mayo event, as well as when the band was playing. It was mentioned that we need to take pictures of these events.
Marvin McNabb gave the report for the Building Committee. He stated they met twice in April, on April 8 and April 22. They approved 15 building permits, none of them were for houses. He informed us that in 2023, Mr Flannagin of Lot 495 submitted and paid $500 for a building permit to dredge under his dock. VVA dredged under his dock before he did, so now it is proposed that we give him his money back. David Daniel motioned to reimburse Mr. Flannagin his $500. Terry seconded the motion. Motion passed. The committee proposes that Peggy Lankford join the Building Committee. Robert motioned for Peggy to join the committee. Terry Seconded it. Motion passed.
No Report for the Fire Department.
Flint Hibler gave the report for the Campground Committee. He stated that everything is going good so far. The septic is working well, and they are planning on building a walkway after they close the old lagoon. They are just waiting to hear more back on that.
Robert gave the report for the Lake Committee. He stated that last month’s roadside inspections resulted in 18 letters for brush piles and 911 addresses. As of now, 10 of those letters have been closed. The lakeside inspection will begin again this week, they will be inspecting for shoreline erosion, weeds, and riprap, as well as other unkept areas. He explained that water reeds are acceptable because they help stabilize the shoreline. He also stated that they have received the E coli test kits, and will start testing the water in the coming weeks.
Terry gave the report for the Infraction Committee. He stated they recently met and 15 infractions were discussed, with 1 being dismissed and the revenue is at $1,610. He stated of all the infractions, only one was a repeat, all the others were first time infractions. He also stated that one infraction was $500 due to failure to maintain trash service. Terry motioned for John Cox to be a member of the Infraction Committee. Dan seconded the motion. Motion passed.
David gave the report for the Dredge Committee. He stated that he spoke to the maintenance supervisor, Rusty Hendricks, and they have been busy continuing to clean out the weirs. He said RK Excavating is about 2 weeks out from finishing a job, and June 1 is when they are planning on cleaning out the silt ponds.
Brett reported for the Fishing Committee. He said that the fishing festival on Saturday is for both children and adults. The cost is $5 per child and $10 per adult. Registration will start at 7:15 am and the line begins at the bottom of the clubhouse. Once registered, if you would like to fish off your dock, that is allowed. You do not need to be in boats to participate. They will measure your longest fish at 12:00 at the clubhouse and the longest length will win. There will be an after party that includes booths and a casting contest for children. There is more planned as well, including a silent auction. Money from this event will be used to buy more fish at the end of the summer into early fall.
Brian gave the Managing Directors report. He started with maintenance, and said they have been mowing lots, raked Decoy, Duck, and Deer Run, and began raking beaches every Friday. They have sprayed shorelines, assisted Barkley Asphalt with patching on Lake Viking Terrace, and dipped Community Area 8. They cleaned ditches and tubes, and added rock to wash-out areas, for better water flow to keep rain water off of roads. They also added a rock weir at Community Area SC.
Brian then reported on Safety. He stated they have stickered 99 watercraft in April and have stickered 468 so far this year. They have issued 5 warnings and 15 infractions, and they have assisted Maintenance by directing the Barkley Asphalt crews to the patch locations. They set personal buoys to 75 ft from shoreline and removed a dead racoon from a trap for a member.
Brian continued his report on the Office. He stated they have experienced an increase in phone calls, emails and walk-in inquiries. They processed member payments, and assisted members with Condo service request issues. They conducted an audit to verify all members were invoiced for 2025 dues and assessments. They processed deeds and assisted new members and invoiced Campground residents. They sent 3 certified letters and collected on past-due accounts. They invoiced members for infractions, prepared checks for Board Member signatures, and sent 18 letters for brush piles and 911/lot address signs and closed 10 letters for brush piles. They processed 15 new building permit applications, posted permits at the construction sites and closed 5 building permits. They cleaned and restocked bathrooms bi-weekly at Campgrounds 1 and 2 and at Beaches 2 and 3. They cleaned and restocked the Main Office and both levels of the Clubhouse on a weekly basis.
Next Brian reported on Personnel. He stated Jason Burns began employment as a Seasonal Safety employee on May 1. Jason is a member, and this is his first time working for the Association. Aubrey Burns returned as a Season Safety employee on May 8. This is Aubrey’s fourth summer at the lake. Kathy Butts’ last day was also on May 8. We are thankful for Kathy’s loyalty, dedication, hard work and sacrifice to the Association and its members. We received 63 applications for the Office Manager position and selected Yvonne Erickson for the position. Yvonne is a member, having just moved to Lake Viking in February 2025. She has a Bachelor of Science in Business Administration from San Diego State University, and she has held numerous accounting, finance and budget analysis positions. Yvonne’s first day will be May 20.
On May 7, Terry, Robert, Dan and Brian attended an Area Lakes Roundtable meeting at Weatherby Lake in Kansas City. Several lakes were represented, and we learned that the challenges we face at Lake Viking are similar to the challenges at other lakes. The meeting provided a networking opportunity to meet leaders at other lakes and gave us new ideas to think about moving forward.
Brian continued reporting on the Clubhouse Septic. He stated that Tom Fritts indicated the state of Missouri required additional dirt samples from our proposed mound location, and those samples were taken a few weeks ago. He continues to work with the state for approval.
Brian then reported on Pool Repairs. He stated that Tom Sherman found a leak in the pit that contains the return line to the pumphouse. Brian said Rusty indicated the leak caused 6 inches of water loss each week during the 2024 season. Brian messaged the Board members to notify them of this development, and the $10,000 bid for the repairs. The Board members were unanimous in their desire to have the leak fixed now for $10,000, so Brian authorized Tom Sherman to begin work on repairing the leak. This item was placed on the agenda to notify the membership of this development and for the Board to vote publicly to ratify their direction to him. David motioned the approval of $10,000 to be used to fix the pool leak. Terry seconded. Motion passed. Also a thing of note, the pool will be a saltwater pool after the first 30 days. During the first 30 days we need to upkeep with chlorine and brush the side of the pool twice a day, but after that, it will be a saltwater pool.
Next Brian reported about the Hay Contract. He told us that no hay bids were received prior to the deadline. The Association-owned lots that were identified in the offering were not mowed prior to May 1 due to a possible hay bid. Maintenance has started mowing these lots and they will be mowed before June 1 and September 1, as required by the handbook.
Terry made a motion to approve the April 2025 financial statements. David seconded. Motion passed.
Michelle started the Board Discussion by giving an update on the member surveys. She stated for clarity that when the surveys are put together, it does not come from the board. It comes from discussions that members have. She would like to be transparent, and allow members to participate in big decisions, especially those that cost money, and surveys are the way they do that. The current survey about connecting the road at the clubhouse, the fence around the playground, and the use of Community Area 23 or Beach 1 for dock building will be open until the June board meeting. At that meeting we will provide results of the survey, however as of right now, it looks like people do not want to spend the money. There is nothing wrong with that, but in all areas so far, each question has a higher percentage of no votes than yes. She addressed the concern that the surveys are hard to access on Condo, and clarified that you will be sent a link via email when the survey is published. Clicking on that link is how you access the survey. Robert clarified that these 4 items on the survey would not increase dues and assessments, as the costs would be covered with current finances.
The next item in Board Discussion was to vote on the Food Truck Rules. The only change would be on page 2, number 10 where it says “security” and it should say “Safety.” Dan motioned for the rules on food trucks to pass. Terry seconded the motion. Motion passed. Tina said she would correct the pdf file and send it to Brian.
The next thing on Board Discussion was to vote on the Harbor Rules. The one change to the rule would be changing the verbiage from 25 feet to 20 yards. So it would read: The Association will set 3 buoys 20 yards from the west side of the jetty, creating a turn lane for entering into the harbor. Terry motioned for the approval of the Harbor Rules. David seconded. Motion passed.
The last Board Discussion was to allow Brian Holcomb and Yvonne Erickson access to all VVA Financial Accounts. Mr Woodruff Lot 3162 asked why. Brian answered that Kathy Butts had the access and we now need someone in the office to have daily access to the accounts. He also stated that we work with an accountant and the Finance Committee also has oversight. Robert stated that he looks at all checks, as well. Terry motioned the approval of Brian and Yvonne to have full access. Dan seconded the motion. Motion passed. Terry motioned for the removal of Kathy Butts having financial access. David seconded. Motion passed.
Julie McMillin-Garner of Lot #152 had some guest time. She explained that she would like to keep Pickleball going and requested for the board to approve an exploratory committee for Pickleball courts. Michelle asked if all were in favor? Yes. Motion Passed. This exploratory committee will be under the Strategic Planning Committee. Julie also mentioned possibly selling Lot 591 to pay for the pickleball court. She would be happy to get appraisals and get bids from others to see how much it would cost to put it in. Michelle said it is open for discussion. David suggested a member survey to get opinions on selling Lot 591 to pay for the pickleball court. All of that can be discussed later.
Michelle adjourned the meeting at 3:04. Dan Seconded. Motion passed.
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 by Christina Lindsay
Secretary, Board of Directors
Viking Valley Association
