The annual meeting of the Board of Directors of the Viking Valley Association was held on October 5, 2025 at 1:00 pm at the Winston High School Gymnasium. 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, Dave Daniel (lot #231) – Assistant Treasurer.
We held a moment of silence for members we have lost, and then each board member introduced themselves.
Dave Daniel made a motion to accept the orders of the day. Terry seconded the motion. Motion passed.
Terry made a motion to approve the minutes from the September 14, 2025 board meeting. Tom seconded the motion. Motion passed. Please note that Christina abstained from voting since she was absent from the meeting.
Terry made a motion to approve the August 2025 financial statements. Tom seconded the motion. Motion passed.
Michelle gave the president’s report:
Good afternoon. It has been my pleasure to serve our membership over the past year. This marks my second full year on the Board and my first as President. I want to begin by thanking each one of you for being here today. It is wonderful to see so many familiar faces, and we extend a warm welcome to all our new members joining the community.
As many of you know, when I first ran for the Board two years ago, I shared my deep love for the lake — a place my family has been part of for over 30 years. At that time, I made a commitment to advocate for greater accountability and clearer communication from the Board. I believed then, as I still do now, that our members deserve a transparent understanding of how operational and financial decisions are made and more opportunities to participate in decisions that shape our community.
That commitment remains critically important to me because it aligns directly with our Mission Statement: to preserve our community and environment for future generations. Achieving that mission requires all of us— members, staff, and leadership — to work together.
This past year, the entire Board, our Lake Manager, Committees and all Employees have worked incredibly hard to honor that promise. We have focused on doing more with less, alleviating member concerns about the direction of the lake — both operationally and financially — and prioritizing the maintenance and improvement of our existing infrastructure and aging amenities before committing funds to new projects.
For example, the pool has been repaired and updated to address the leaks and ensure it is safe for our community. In addition, we had concerns about the safety building due to water damage and potential mold.
As a precaution, we temporarily relocated our safety team to the office until a professional could confirm the building was safe. Construction is now underway to repair and update the facility so that our safety employees can return to their proper workspace.
I also promised to foster a culture built on dignity, respect, accountability, and consistency. In support of that goal, we have created and updated numerous internal controls, policies, and procedures to strengthen how we serve our members and support our community.
Additionally, we have begun working with the lake attorney in preparation for the 10-year mandatory Covenant and Bylaw review that will take place in 2027. We already know that some of our current bylaws are inconsistent with Missouri state law, while others are outdated, unclear, or leave too much room for interpretation. My plan is to publish a calendar by the end of this year outlining which specific bylaws will be reviewed at each monthly meeting in 2026. We will also be posting on Condo and establishing surveys for input. This will give members ample opportunity to attend those meetings, share their ideas or concerns, and be part of a thoughtful, well-prepared process ahead of the membership vote at next year’s annual meeting.
Today, we will be voting to fill three positions on the Board and voting to approve the budget for next year. I’m thrilled to share that the proposed budget shows no increase for the coming year. This budget has been carefully prepared and reviewed by our employees, the Finance Committee, and the Board.
I want you to know that we are committed to continuing to do more with less — but please remember, that cannot be guaranteed every year. As you know, the costs of goods, labor, and insurance continue to rise in today’s financial environment.
You will also hear from several of our committees today, as well as receive an update from our Lake Manager, Brian Holcomb. The Board would like to commend Brian, his team, and all of our committees for the tremendous work they’ve accomplished over the past year. Our lake depends not only on the dedication of our employees but also on the countless hours given by the volunteers who serve on our committees.
Volunteering is one of the most meaningful ways you can make a direct and lasting impact on our community. Several committees are currently in need of additional members. In your packet, you’ll find a list of each committee, a description of its purpose, and a committee interest form. If you have a desire to help us, make the lake an even better place — and to carry forward our mission — I strongly encourage you to consider joining a committee. Our membership needs you. The Board needs you. And future generations need you.
In closing, the Board’s promise remains steady: we will continue to provide strong oversight and governance of the lake, ensure that members can play an active role in financial and strategic decisions, and work together to make this community we all love even stronger. We will build on our successes, learn from our challenges, and refuse to simply “kick the can down the road.”
I leave you with this thought: “Coming together is a beginning; keeping together is progress; working together is success.” Thank you.
Michelle introduced the committees and their members and she expressed gratitude for their willingness to volunteer their time and all of their efforts.
Brian recognized the employees during the meeting and thanked them for the contributions and sacrifices they make each day for Lake Viking. Peggy Lankford has worked for the Association for many years and is now moving from a full-time role to a contract labor role where she will continue to clean the office, clubhouse, campground bathrooms and beach bathrooms as well as vacuum the pool each morning during the summers. Thank you, Peggy, for your many years of service and dedication at Lake Viking.
Brian gave the Director’s Report. Employees continue to work toward being a leaner organization, both with manpower and equipment. Last summer there were 20 employees on the payroll, this year there were 12. The plan was for 14, but 2 safety employees resigned too late in the season to hire and train replacements.
The employees are working with 3 basic goals in mind:
• Treat every member the same – no special treatment or favors.
• Save money without sacrificing the quality of service.
• Make the lake safer and cleaner for the members.
Equal Treatment – No employee, including the Lake Manager, has authority to apply rules to one member and not to another. Members who ask for a variance are offered 5 minutes of Board time, so both the request and the Board’s decision can be public. This transparency is needed for the Association to be successful and unified.
Saving Money – We have and will continue to examine each contract to ensure the Association has what it needs to be successful at the lowest possible cost. These savings helped us recommend a budget for next year with no increase in dues and assessments. We are currently obtaining bids for employee health insurance and commercial liability insurance coverage for the lake.
Trash Service – The savings during the first 3 months of the trash contract – July, August and September 2025 – is $20,892 less than the expense during the same months in 2024. These savings are attributed to lower set and dump fees, and larger containers at Maintenance. The residential trash rate with Rapid Removal is locked for 3 years, while Affordable’s rate would have started at $25 and increased to $27 the second year and $29 the third year. Rapid Removal hauls trash to a landfill in Bevier, Missouri so we won’t be subject to the recent restrictions and price increases imposed by the landfill in St. Joseph. When Rapid Removal started providing trash service, we discovered several members had not been maintaining trash service. This was surprising because Affordable had been reporting delinquent customers each month. We found some homes had been mistakenly overlooked by the office, while Affordable had excused others from having trash service.
Condo – Condo currently costs $29,000 annually. This was an area that was identified for possible savings, but we want to ensure our HOA management platform has a friendly interface for members and employees, syncs with Quickbooks, tracks violations and possibly offers a building permit workflow option for the Building Committee. Board Member Christina Lindsay has found a potential replacement for Condo and we hope to have more information in the next few weeks.
Lake Beautification – All 5 entrances to the lake have new metal signs, and we replaced all community area signs with metal signs and metal signposts, so each location has a sign by the road and a sign near the water. Maintenance returned to mowing lots when the hay agreement ended, and Safety worked with members to remove abandoned boats with stickers more than 2 years old. Next year we plan to focus on the lake, ensuring all buoys and buoy lights match and refurbishing all docks at community areas to include a project with the marina to provide an ADA compliant approach to the dock at the boat ramp. We will continue to work with the Viking Valley Volunteers on projects that will make the lake look better and hopefully be more enjoyable.
We are excited about the Safety Building Rehab and would like to thank the Finance Committee and the Board for supporting and approving the project. This investment ensures a safe workplace for our employees, looks better for our members, and will enhance the first impressions of the lake for new visitors.
Brett Bush reported for the Dredge Committee. In 2025, the committee cleaned out three silt ponds on the south side, including enlarging one pond. Dredging is planned to begin in April and May 2026 on the side of the Yacht Club, aiming for a depth of 6–7 feet. The committee continues bank stabilization work and installing weirs, which are proving effective.
Terry reported for the Finance Committee. He thanked the Committee, Brian and Office Manager Yvonne Ericson for their work on the 2026 budget, which was completed without an assessment increase. He also expressed appreciation to Customer Service Donita Green for collecting nearly $100,000 in past-due accounts this year.
The Association’s financial health has improved significantly over the past several years, with stronger internal controls, accountability, and stable year-end cash flow. The annual budget remains at $2.4 million.
A special account will be set up to accept donations beginning January 5, 2026 to support an expanded fireworks show for the nation’s 250th anniversary celebration.
In addition to our operating funds, we maintain a long-term savings and investment account with Morgan Stanley. As of September 30, 2025, the account balance was $1,979,787.89. For September, the account gained $39,852.66. Over the past 12 months, it has grown by $223,779 or 12.85%, and in the last three years it has increased by $534,347 or 11.50%. These returns reflect the entire portfolio, including more than $909,000 held in money market funds earning roughly 4%. Terry reminded the members that he does not work for Morgan Stanley, so he does not make any money from these investments.
Many members ask why we need to maintain such a large reserve. This fund serves as our emergency cushion, which is essential for a community with a lake with many miles of roads. It allows us to respond to unforeseen events, such as chemical spills, dam repairs, or other major infrastructure needs, without having to impose sudden, steep assessment increases. For example, raising $5 million in a single year would mean an additional $5,000 per member; at $10 million, the impact would be even more dramatic and could lead to fewer members living here, compounding the financial strain.
Having a strong savings account also improves our ability to borrow for major projects. As a private association without taxing authority, banks are far more willing to work with us if we have demonstrated financial discipline. These funds also allow us to potentially loan money to ourselves for large improvements, such as a new office or community center.
Our long-term goal is to build this reserve to approximately $6 million—similar to a 401(k) for the lake. We currently contribute $60,000 per year, and while that pace alone would take decades to reach our target, strong investment performance has accelerated our progress. We are on the right path and must remain committed to saving and managing these funds wisely to ensure the future strength and flexibility of the association.
Terry closed by stating:
“As my term ends today, I want to thank the many members that have given their support and trust during my term. I am proud to have been on your board. The men and women of the board are an outstanding group. They are worthy of your trust and support. I know that they will do us a fine job going forward, and while there will continue to be issues, the lake’s trajectory is very positive. We will always need good men and women to serve our association on the board and its many committees. I hope that you will find a place where you can put your talents to work for the common good and the improvement of our community. It can be hard work, but it can be very rewarding. Thank you again for your trust.”
Michelle requested the office to contact each chair person for every committee and get an idea of the time commitment for each committee so we can let membership know about how much time would be needed to volunteer. Once that is complete, she requested it be posted on Condo.
Michelle reviewed the rules of voting, which were also in the packet that was handed out to membership. Board Candidates for this year took the floor and spoke to membership.
Michael Blanton (lot #600) is on the ballot, but he was not present.
Dave Daniel introduced himself and his wife Tina, and noted their family has been part of the lake for 25 years, and associated with it for 40 years. They raised their children at the lake, and their daughter is now raising her children here, making the lake a central part of their family’s life. He shared his experience serving on the Dredge Committee for 7–8 years and working alongside former committee members. He expressed pride in the current committee efforts and acknowledged his wife’s role as Chair of the Activities Committee, which has encouraged his involvement. He emphasized that serving the lake requires commitment and weekend work, but it is rewarding. He concluded by thanking all committees and staff for their dedication, stating that every member’s contribution is valued equally, and expressed his honor in serving on the board.
Dave Schaefer introduced himself and his wife Kathy, stating they have been full-time residents for four years with family association for 22 years. He is currently serving on the Finance Committee. He expressed appreciation for the board and staff, and noted the positive trend in trust and engagement at the lake over the past year. With 30 years in medical sales, he shared that volunteering was his way of contributing to the lake’s direction. He praised the board for maintaining no increase in dues, emphasized the importance of dredging in the south end, and recognized the work of the Hepinstalls. He encouraged members to volunteer and participate in committees.
Tom Rice, a 16-year member of the lake, shared that while the lake is doing well, he feels that there is always room for improvement. He noted that many issues stem from miscommunication or a lack of opportunity for all sides to be heard. The Board is working to improve this, and a new app might enhance communication. Tom emphasized the importance of surveys and member votes on major issues, noting that committees provide valuable expertise and should be heard to educate Board members. His approach is to listen and vote after being fully informed. He also praised Brian, the Lake Manager, for his significant contributions to lake improvements.
The time was opened up for nominations from the floor. There were none.
Members Voted on New Officers.
• Dave Schaefer – 77 Votes
• Dave Daniel – 74 Votes
• Tom Rice – 73 Votes
• Mike Blanton – 6 Votes
Michelle recognized the Finance Committee’s work and presented planned uses for Capital Expenditure funds, including replacing aging vehicles, installing buoys and lights on buoys, replacing a pontoon for Maintenance, and replacing a 27-year-old tractor used for mowing. She noted these needs are covered by the CapX budget.
Members voted on the 2026 budget and it passed with 74 “Yes” votes and 0 “No” votes.
Michelle expressed gratitude to the ballot counters, Nicole Gann, Tiffany Tadlock, Debbie Thomas & Teresa Waterbury and indicated that none of them are members of the Association.
The next regular Board meeting is scheduled for November 9, 2025, at 2:00 PM in the Clubhouse.
Terry motioned to adjourn the annual meeting at 2:39. Tom seconded the motion. Motion passed. Board members met to assign Board roles and Committee assignments.
Board Roles are as follows:
President: Michelle Sullivan
1st Vice President: Dan Weidmaier
2nd Vice President: Dave Schaefer
Secretary: Christina Lindsay
Asst. Secretary: Tom Rice
Treasurer: Robert Walton
Asst. Treasurer: Dave Daniel
Committee Board Contacts are as follows:
Activities Committee: Dan Weidmaier
Building Committee: Robert Walton
Campground Committee: Christina Lindsay
Dredge Committee: Dave Daniel
Finance Committee: Dave Schaefer
Handbook Committee: Christina Lindsay
Lake Viking Fire Department: Tom Rice
Fishing Committee: Tom Rice
Infraction Committee: Dave Schaefer
Lake Committee: Robert Walton
Strategic Planning Committee: Dan Weidmaier
Employee Contact: Michelle Sullivan
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
