The regular monthly meeting of the Board of Directors of the Viking Valley Association was held on July 13, 2025 at 2:00 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, Christina Lindsay (lot #429) – Secretary, Tom Rice (lot #343)- Assistant Secretary, Robert Walton (lot #217) – Treasurer, David Daniel (lot #231)- Assistant Treasurer.
David opened the discussion for approval of the June meeting minutes by expressing concerns about photo submissions from members, especially in the age of AI where images can be altered. Michelle noted that since the last board meeting, both the number of complaints and the number of photo submissions have decreased. She emphasized the policy allowing photo submissions has existed for a long time and a photo does not automatically result in an infraction, it simply prompts an investigation by Safety. Jason McTheeney, Safety Manager, confirmed this, explaining that only three photos have been submitted in 2025, two prior to the announcement and one after, with only one leading to an actual infraction after Safety verified the violation with the member involved. If a submitted photo does not clearly show a violation, no infraction is issued. A concern was raised by Jerry Goehring (lot #51), who felt the previous messaging made it seem as though Jason encouraged photo submissions without requiring member involvement. Jason reiterated that there has been no official policy change and Safety is not looking to penalize people without just cause. The people who submit the photos are invited to attend the infraction meetings. The process remains one of investigation, committee review, and member voting, with no infraction issued unless clear standards are met. Jason emphasized that Safety staff members do not issue infractions lightly and do not desire an atmosphere of surveillance among members. Kathy Price (lot #154) stated her belief that submitting photos is not the issue, but that accountability through identification is important. There was discussion about whether or not members should have to attach their name to any photo submitted. Jason reminded members that enforcement is about safety, not punishment, and asked that frustrations not be directed at his team. Michelle addressed increasing concerns about the treatment of employees, stating firmly that the board will not tolerate bullying, threats, or disrespect toward staff. Terry shared that based on recent treatment of staff, the Infraction Committee has been asked to explore more serious consequences for inappropriate behavior. While most members are respectful and may receive a warning, those who are hostile, who engage in yelling, spitting, threatening, or worse may be issued infractions. Terry proposed the board consider raising the fine for bullying to a minimum of $1,000 with no maximum. Don Leeper (lot #96) inquired whether infractions were being issued to members or guests. Jason and Terry explained that members are responsible for their guests and that all tickets are issued to members. David proposed that, beyond financial penalties, the board consider revoking lake privileges in serious cases. Jason clarified that while most interactions with members are positive, there is a small group of problematic individuals, including on social media, and that social media criticism will not be officially rebutted. He encouraged members to call him directly with concerns, offering his availability seven days a week. Christina reiterated that no policy changes were made, this was simply a discussion about how current rules are interpreted and enforced.
David made a motion to approve the minutes from the June 8, 2025 board meeting. Tom seconded the motion. Motion passed.
Christina reported that she has created a schedule for a full review of the Lake Viking Handbook, with the intention of submitting updates to the office for publication. The plan is to publish this review schedule in advance and collaborate with individual committees each month to evaluate and revise relevant sections. Christina emphasized the importance of being proactive, especially in preparing ahead of time for winter now, and then in the winter preparing for the summer months. The review will follow a month-by-month structure to ensure a thorough process. Beginning in August, the committee will review the General Order and Conduct Rules. In September attention will turn to Commercial and Business Rules. October will focus on Enforcement and Violation Procedures, followed by Utilities, Infrastructure and Environmentals in November and then Emergency and Safety Procedures as well as Annual Review Summary in December. The Administrative and Membership Rules will be addressed in January, and Animal and Property Maintenance will be reviewed in February. March will cover Building and Construction Rules, April will focus on Water Safety and Boating Rules, May will include Fishing and Zebra Mussel Rules, and June will be dedicated to Campground and Recreational. Finally, Traffic, Vehicles, and Airstrip Rules will be reviewed in July. Michelle Sullivan expressed support for this approach, noting that many of the current rules were written during a different time in the lake’s development and may not reflect the current needs of the community. She also reminded members that the handbook is available online and not yet printed, making this the ideal time for updates. She has consulted with the lake’s attorney and will begin reviewing the by-laws next month, as several may conflict with current Missouri state law.
Committee Reports
Finance Committee
Terry reported that the Finance Committee met on Thursday, July 10, and welcomed three new members, each of whom was introduced during the meeting. The committee held an in-depth discussion about the 2025 Capital Expenditures (Cap X) plan. Originally, $132,000 had been allocated for slip lining tubes, but the contractor has informed us that the work will not be feasible until 2027. As a result, those funds can now be redirected to other projects. The committee evaluated several alternative priorities, including improvements to the Fire Department and Safety Building, as well as the purchase of a pool cover. The Safety Building has been a concern due to years of water leaks and potential mold issues, which led to relocating the Safety team into the main office. The goal is to renovate the original building and return Safety operations there. Approximately $10,000 has been set aside for this remodeling effort. Brett Bush (lot #324) provided an estimate of $87,160 for the project; although he is a retired contractor and not available to complete the work himself, he is offering guidance. Another upcoming expense is a new pool cover, with an estimated cost of $15,000. Brian will compile a list of improvement priorities, and those will be reviewed at the next Finance Committee meeting. The value of the Association’s account at Morgan Stanley was $1,879,905 as of June 30, 2025. The Association recorded a monthly gain of $59,677 as of June 30. Year to date gains, as of June 30 are $92,643. We have $899,906 in money market accounts drawing over 4%, with no risk. The account is doing very well. Additionally, 3 lots were sold recently, totaling $11,400.00. The Real Estate Subcommittee was seeking a volunteer and David Schaefer (lot # 1227) offered to serve. Terry made a motion to approve adding David Schaefer to the Real Estate Subcommittee of the Finance Committee. Tom Seconded. Motion passed. Terry reported that the cost to upgrade the campground’s electrical system will be approximately $50,000. The topic was changed to the new trash service that has been implemented and is expected to save the association money each month. Tom raised the question of whether trash payments should be included in members’ annual dues. He suggested placing the topic on the agenda for the next board meeting and possibly conducting a member survey to gather feedback. He acknowledged this has been handled separately in the past but felt it was worth reviewing. If implemented, the plan would apply to every lot with a home, with no vacation exceptions. The logistics would need to be discussed with the trash contractor, and the association might need to front the cost. Michelle clarified that owners of unimproved lots must pay $25 to access the maintenance barn, a policy that started on May 1, 2025. The trash company would report accounts without trash service to the office, which could then initiate enforcement. Daniel Rogers (lot #MH108) voiced concern about non-payment and its relationship to dues compliance. Tom stated that if members don’t pay for trash service, they likely aren’t paying their dues either. Daniel and others agreed the issue should be explored over a three to four-month period and should include a member survey. Mary Miller (lot #3014) brought up the issue of trash pickups being missed by the provider and asked whether missed pickups should be reported to the office or directly to the company. Michelle advised that members have a contract directly with the trash provider and should contact them directly in such cases.
Strategic Planning Committee
Dan reported that the Strategic Planning Committee met on Sunday, June 29, to review the results from the recent member survey. He expressed appreciation for the time members took to participate. The survey focused on several areas, including amenities and roads, and the feedback received was valuable to the committee’s ongoing work. The survey officially closed the night before this meeting, and the next committee meeting is scheduled for August 3. Dan noted that there will be more updates to come following that session.
Activities Committee
Tina Daniel (lot #231) reported for the Activity Committee. The Poker Run was a great success with no problems or issues. She thanked office staff Yvonne and Donita for their help in organizing the event and extended appreciation to all the participants. The committee is hopeful that the event will continue to grow in size and success. Sponsors were generous with donations, which greatly supported the event. Notably, the first-place winner Katie McElhinney (lot #221) donated her $200 winnings back to the Activity Committee. Second and third-place winners were also recognized. The next scheduled event is a band performance on July 19 featuring Mixology from 8–11 p.m. Attendees are encouraged to bring chairs and their choice of beverage to enjoy the evening behind the shelter. Mrs. Daniel extended a sincere apology for the confusion surrounding the boat parade, which was caused by a miscommunication in the newspaper. She emphasized that the entire committee regrets the oversight. Additionally, Marla Edwards (lot #1788) requested to host a band event on July 26 and offered to donate the band money back to the Activity Committee. Mrs. Edwards would like the Lake to enjoy the band and invited members to attend. Mrs. Daniel requested a motion to approve the Activity Committee’s hosting of Mrs. Edwards event. Tom made the motion. Dan seconded it. Motion passed.
Building Committee
Robert reported for the Building Committee and announced that Marvin McNabb (lot #28) has submitted his resignation in December 2025 due to health reasons. There were no new house permits this month, though a few other permits were processed. Robert stated that Mr. McNabb submitted a recommendation to revise the current silt fence rule. Tom questioned the reasoning behind the change, and Robert explained that straw tubes and properly installed silt fences are more effective than the methods currently being used. There was discussion on the cost of materials. David supported Mr. McNabb’s recommendation, noting that many people do not install silt fences correctly, which reduces their effectiveness. Bob Hayes (lot #389) mentioned there are national standards for silt fences. Christina read the proposed rule change aloud, which is as follows:
“Silt fences or their equivalent are required to minimize erosion/silt around ANY excavated area, or soil that has been hauled in from another location and must be installed properly. All silt fences or sock-type silt barriers, except shoreline work, must be installed prior to excavation, and maintained throughout the construction process. A silt fence must remain in place until ground cover has been established across the entire construction area. This includes home building, and any activity that includes digging or hauling in soil to facilitate construction, landscaping or any other reason. A silt fence is required for all construction, not just the waterfront.
Shoreline work requires straw bales or sock or tube-style barriers (rev 2/22). The barrier must be in place at the end of each workday. Upon completion of the shoreline, a silt fence, along with a solid run of staked sock or tube-style barriers (rev 2/22) must be installed and maintained, until such time that a ground cover has been established. Staked straw bales may be used on the shoreline without the silt fence.
Inclement weather that can compromise the silt fences (rain, high wind, and hail), contractors will be responsible for visiting all their permitted construction sites within 24 hours and correct any deficiencies immediately. Homeowners who act as their own contractor will also be responsible to adhere to these rules.
An infraction will be issued and a “STOP WORK ORDER” will be posted at the job site and the lot owner will be notified. Only repair of the silt fence can proceed until the Stop Work Order is lifted.”
Mr. Bush asked whether inspections are being conducted. Tom confirmed that Safety has done inspections in the past, and David noted that he has personally seen Mr. McNabb check fences after rainstorms. Tom suggested providing a silt fence guideline sheet when issuing building permits. Christina added that the new language would specify that any violation of the silt fence rule could result in enforcement action. Tom made a motion to pass the revised rule. Dan seconded. Motion passed.
Fire Department
Tony Gronniger (lot #2281) reported on behalf of the Fire Department. He shared that it was a relatively light month for emergency medical calls. He noted that the fire truck pump recently passed its inspection; however, during the water spout demonstration at the boat parade, an issue arose with the pump. They are currently working on obtaining bids to get the pump repaired. Tom asked whether the department has EMTs available when responding to medical calls, and Mr. Gronniger confirmed that they currently have four EMTs on the team.
Campground Committee
Christina reported for the Campground Committee, she said that there are no new updates beyond what was shared in the Finance Committee report. Gail Bush (lot #324) inquired about the financial outcome of the mouse race event, but no one at the meeting was able to provide an update.
Lake Committee
Robert shared that the Lake Committee continues to receive positive responses from the letters sent out regarding issues like missing dock numbers and shoreline concerns. Several properties that initially ignored the letters have since received infractions. Water samples were recently taken at the three main beaches, and the committee is currently awaiting the results.
Infraction Committee
Terry reported the July meeting of the Infraction Committee was held on July 12 with 6 members present. During the session 38 infractions were addressed, three cases were continued and one was dismissed. The cases covered a wide range of issues, with none resulting from photos. Examples included movement conflicting on the water, improper towing, and a DUI on land that resulted in an injury. One notable case involved a vicious dog complaint where a member was bitten. Two dogs were involved: one belonged to a member and the other to a guest. The dog that bit did not have rabies vaccination records on file and was subsequently euthanized. The member’s dog had chased the person, but did not bite. Safety staff found that vaccine records were missing from Condo, so members are reminded to upload their dogs’ vaccination records. The committee emphasized that life preserver violations are taken very seriously since they are life-or-death matters. Infractions are issued every time there is a life jacket violation, warnings are not given out, and each life jacket is a separate infraction. The committee reminded everyone to read the handbook carefully because not knowing the rules makes it impossible to comply. There have been disturbing reports of members cursing, yelling, spitting on safety staff, and even throwing empty cans, bottles, and bricks. Recently, a member threatened to ruin a safety team member’s livelihood. Such behavior is unacceptable and will not be tolerated. The committee noted that poor behavior is also ineffective during infraction meetings. If members feel they were wrongly cited, they should present their case to the Infraction Committee. If unsatisfied with the outcome, they can appeal during Guest Time at a future Board of Directors meeting. As previously discussed, the committee asked the Board for input on raising the fine for bullying, assault, or battery to a minimum of $1,000. Michelle supported the idea, noting that lawsuits would cost the association far more. Tom mentioned the possibility of using some funds for body cameras on safety staff. Michelle confirmed she is exploring this option, though footage would only be accessible to Jason, the Infraction Committee and the Board. It was also reminded that lake privileges can be revoked for infractions. Mr. Gronniger suggested using money not spent on slip tubes for purchasing body cams. Tom said they will investigate the cost of GoPros or similar cameras. Safety will notify members before implementing any new surveillance measures to ensure transparency.
Dredge Committee
David reported that the silt pond project is complete and payment has been made. Following a member’s concern at the last meeting about dirt piles, RK Excavating smoothed the tops and constructed a berm to contain the dirt, with plans to cover it with hay and grass seed. Approximately 80,000 to 85,000 cubic yards of dirt were moved, which exceeded the initial bid, providing excellent value. Pond 4 still requires work, and the committee has been in contact with Dredge America to finish the south cove project next year. However, moving dirt from previously dredged areas is difficult because containment ponds are not available. The committee is considering using dirt from the maintenance yard to build a structure near Cove 1. Shawn and Paula Hepinstall (lot #S0157), who have contributed many volunteer hours to the lake, recently sold their house. We thank them for their time and service. The committee is now seeking 2 to 3 new volunteers, which meets 2-3 times monthly at various times. With recent rains, Rusty will continue clearing out the weirs. When asked about dirt storage capacity, David noted the need to dispose of some dirt, possibly contacting the state to see if they need any. Terry praised the appearance of the work done, and Mr. Gronniger inquired about building a containment pond near the maintenance area; this is under consideration. Christina asked about the new tube installed on the south side of the lake, and David confirmed it was installed to manufacturing standards and has no weight limit.
Fishing Committee
Mr. Bush reported for the Fishing Committee and shared that the pancake breakfast on July 5 served over 550 people and raised about $3,700, bringing the committee’s total funds to roughly $9,000 for fish stocking this year. They may stock primarily yellow perch around October or November. Mr. Bush requested that for at least the next two years, members practice catch and release for yellow perch to help maintain the population.
Managing Directors Report
Brian Holcomb gave the Managing Directors Report. He reported that Maintenance completed mowing and brush cutting lots, placed 26 tons of cold patch asphalt to repair roads including rain-damaged areas, and raked beaches every Friday. Asphalt millings were used on side roads, and community areas were sprayed. Maintenance also performed work for the Daviess County Special Road District, repaired docks, and replaced signs at the lake entrances and community areas. Regular pool chemical maintenance was conducted.
Safety stickered 221 watercraft, issued 38 infractions and 32 warnings, responded to 2 medical calls and 1 fire call, and towed multiple watercrafts. The Safety team assisted with brushing the new plaster finish in the pool, cleaned storm debris from the lake, helped a lot owner with a tire change, supported the poker run sign-up, cleaned the clubhouse upper level air conditioner, and compacted trash in the dumpsters at the maintenance yard.
In the Office, invoices were reviewed and processed, supplies ordered, and customer phone calls and walk-ins assisted. A meeting with the accountant addressed QuickBooks procedures and issues. Yvonne performed an audit and resolved all unapplied cash payments year-to-date, and she audited employee vacation accruals to make corrections. Donita worked on overdue accounts, which were reduced from $774,000 to $732,000. The office assisted Rapid Removal with trash customer sign-ups, audited PalGate files for proper member access, checked clubhouse rental records for accuracy and payments, and ensured campground accounts were current. Collaboration with Cassie Martin helped with uploading the 2025 handbook to the website. The office also supported the Lake Committee and Building Committee. Bathrooms at Campgrounds 1 and 2 and Beaches 2 and 3 were cleaned and restocked bi-weekly, and the Main Office and both levels of the Clubhouse were cleaned and restocked weekly.
Rapid Removal began trash service on July 1. Though residential bids were comparable, savings are expected for dumpster service. Regarding septic systems, the campground received DNR approval to close Lagoon 4; the loose material has been land-applied and is drying, with plans to fill the lagoon with dirt and establish grass. There has been no progress to report on the Clubhouse septic system. The pool renovation is complete and converted to a saltwater system. Mr. Bush has continued work on the Safety Building rehab project, compiling a list of renovation needs. A request for bids will be published and the bids will be reviewed by the Finance Committee. As stated from the Finance Committee, the current budget includes $132,000 of capital expenditures for slip lining the three tubes at 3 Tubes. However, the contractor is not available until spring 2027 at the earliest. Alternative repair or replacement options have been discussed with the Dredge Committee but appear unfeasible. Therefore, the 3 Tubes work will be deferred to a future budget. To cover the Safety Building rehab and other unexpected or planned expenses, Cap-Ex funds in the current budget will be restructured. This approach will allow the work to be completed without dipping into savings or raising dues and assessments. A restructuring proposal will be presented to the Finance Committee next month and then, if approved, to the Board. The Viking Valley Volunteers have been active this month, painting the metal posts for the lake entrance signs and planning to paint the light poles along the clubhouse sidewalk next.
Financial Report
Tom made a motion to approve the June 2025 financial statements. Terry seconded. Motion passed.
During the board discussion, Terry shared an interesting idea about the pool area, noting that there is a large concrete space that isn’t being fully utilized. He suggested adding some shade and tables to make better use of the space. Tom asked which committee would take this on, suggesting it might fall under the Activities Committee. Felicia Roth (lot #1922) offered to create a design for the project, and Tom agreed, also requesting a cost estimate. The board unanimously agreed that Mrs. Roth would move forward with designing the proposal and provide the associated costs for further consideration.
Guest Time
During Guest Time, Alan Kingcade (lot #687) requested a variance from the boat sticker requirements for his jet ski. As a part-time resident of 35 years, with Kansas as his primary residence, he has owned and stickered the jet ski for 16 years. He presented a certificate of origin and a bill of sale as proof of ownership. Last year he was informed that a title or registration is required for the jet ski to be stickered this year, but Kansas does not title watercraft. He explained that while registration is possible, it requires proof of ownership and an affidavit stating the jet ski will be kept in Kansas waters for 60 consecutive days, which would make it illegal on Lake Viking. Jason clarified the 2022 rule change, which requires a title or valid state registration. Tom stated they cannot grant a variance without changing the rule. Mr. Kingcade asked if he could use the jet ski on the lake this year while the rule is being reviewed, but Tom noted that allowing this would effectively be a one-person rule change. Michelle added that the board would consult legal counsel to ensure proper procedures. Tom moved to table the issue and vote on it at the next board meeting on August 10, with attorney consultation in the meantime. Dan seconded the motion. A roll call vote was taken: David, Terry, Tom, and Dan voted to wait; Robert voted no. The motion to table until August passed.
Michael Blanton (lot #600) had an appeal for a mowing infraction fine, but he was not present.
Terry motioned to adjourn the meeting at 4:28. Tom Seconded. Motion passed. The board moved into Executive Session to discuss personnel and legal issues.
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
