The regular monthly meeting of the Board of Directors of the Viking Valley Association was held on November 9, 2025 at 2:00 pm in the Upper Clubhouse. There were 28 members in attendance. 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, Managing Director, and the prayer was offered by Dan Weidmaier, 1st Vice President of the Board.
Board Members present were: Michelle Sullivan (lot #1826) – Board President, Dan Weidmaier (lot #309) – 1st Vice President, Dave Schaefer (lot #1227) – 2nd Vice President, Tom Rice (lot #343)- Assistant Secretary, Robert Walton (lot #217) – Treasurer. Board Members not present were Dave Daniel (lot #231)- Assistant Treasurer and Christina Lindsay (lot #429) – Secretary.
Tom made a motion to approve the minutes from the October 5, 2025 Annual Meeting. Dan seconded the motion. Motion passed.
Committee reports were then presented. There was no report for the Handbook Committee. Mary Miller (lot #3014) submitted her resignation from the Handbook Committee.
Dave Schaefer reported for the Finance Committee. He expressed his appreciation to the members of the Finance Committee for their ongoing efforts and noted that the committee has met twice since the October Annual Meeting. He reported that the Association continues to operate on a modified cash basis. The Morgan Stanley account balance currently stands at approximately $2 million, reflecting an increase since the last reporting period.
Dave Schaefer provided updates on several ongoing projects. The Campground 2 electrical project is approximately 50% complete and is expected to be finished by the end of November, with a total project cost of approximately $50,000. Regarding the Clubhouse septic project, several contractors have been invited to submit bids. He also noted that the Association has realized $19,000 in savings related to trash services. The safety building remains on schedule, with finishing touches underway, and completion is anticipated by the end of the year.
Dave Schaefer announced that Dan will serve as the Finance Committee liaison to the Strategic Planning Committee. In addition, Steve Danner (lot #14) has been appointed to the Real Estate Sub-Committee to fill the position previously held by Kevin Euston (lot #205). Kevin previously resigned from the Finance Committee.
Jack Bowers (lot #476) reported for the Strategic Planning Committee. He reported that the Strategic Planning Committee met recently and continues to make progress on the initiatives outlined in its plan. He noted that the results of the member survey confirmed the membership’s primary goal is to maintain and preserve existing assets. Accordingly, the committee is developing a comprehensive inventory of all Association assets, detailing each item’s condition, maintenance needs, and replacement costs. This schedule will assist the Board and Finance Committee in tracking asset management and planning expenditures on an annual basis.
Dan reported for the Activity Committee. He reported that the committee recently assisted with the Fire Department’s Chili Cook-Off event. The committee is currently exploring potential activities for the winter months, particularly in January and February. Possible events include community board game gatherings and other indoor social activities designed to encourage member participation during the off-season.
Robert reported for the Building Committee. He reported that he is currently serving as Interim Chair of the Building Committee until a permanent chair is appointed. In September, the committee issued nine permits, including two for new homes. In October, eighteen permits were issued, including one new home construction permit. Robert stated that the committee received two requests from members wishing to join. Robert made a motion to approve Kelly Rich (lot #1) to the Building Committee. Dan seconded the motion. Motion passed. Robert made a motion to approve Richard Woodruff (lot #98) to the Building Committee. Dan seconded the motion. Motion passed. Robert noted that the committee remains below full membership and encouraged interested members to submit an interest form to the office. Two additional members are still needed to fill the remaining positions.
The Building committee submitted some proposals for handbook rule changes. The first one was concerning Building Requirements for SU Lots to be the same as S lots. Robert read the current rule on page 31:
May be sized as needed, as long as all easements and setbacks are met. Hangars are allowed on “S” lots only.
Robert then read the proposed language change:
May be sized as needed, as long as all easements and setbacks are met. Hangars are allowed on “S” lots and “SU” lots only.
The Board discussed hangars as well as residential houses, and this item was tabled.
The next proposed rule change to the handbook was to eliminate square footage for patios. Robert read the current rule on page 32.
Unimproved lots may have only one patio; size is no larger than 288 sq.ft.
Robert then read the proposed language change, which is simply removing the size restriction from the first sentence:
Unimproved lots may have only one patio.
Robert made a motion to eliminate square footage for patios. Dan seconded the motion. Motion passed.
The next item the committee submitted for a handbook change is concerning solar panels on houses. Robert read the current handbook rule on page 28:
Renewable Energy Sources: Solar panels mounted on risers from the ground will not be approved. Geothermal Arrays and Wells will be allowed as long as all easements/setbacks are adhered to. No well may be closer than 50 feet to the water. Wind turbines are not allowed.
Robert then read the proposed language change, adding one sentence to the beginning:
Renewable Energy Sources: Solar panels/arrays can be mounted to a roof or side wall of a home. Solar panels mounted on risers from the ground will not be approved. Geothermal Arrays and Wells will be allowed as long as all easements/setbacks are adhered to. No well may be closer than 50 feet to the water. Wind turbines are not allowed.
Robert made a motion to approve the language change allowing solar panels to a roof or side wall of a house. Dan seconded the motion. Motion passed.
The last item that the committee proposed for a handbook change can be found on page 33 under Miscellaneous Building Rules. Robert read the existing rule:
Aluminum carports are not allowed.
Robert then read the proposed change:
Stand-alone Carports are not allowed. Carports that are contiguous to and of the same materials and color as the home are allowed.
The Board discussed possible implications that the carport rule change may have on members and this item was tabled.
Tony Gronniger (lot #2281) reported for the Fire Department. He reported the Fire Department responded to two calls, one was a medical emergency and the other one was due to a faulty fire alarm. He noted that the annual Chili Cook-Off was held on November 1, 2025 and expressed appreciation to the Activity Committee as well as to Safety for their assistance and support. The event was a success, raising a total of $1,865. He invited members to visit the new Safety Building and extended his gratitude to the Board for their continued support in completing the project. He also reported that the storm warning sirens are currently down but efforts are underway to repair and restore it as soon as possible.
No members were present to give a Campground Committee report, but Michelle read the committee’s proposed rule changes to the handbook. Michelle read the current rule about the Camping Season found on page 42.
CAMPING SEASON: The Campgrounds are open year-round, with water shut off from November to spring when weather permitting. (rev 4/24) Only Active Members who are current in the payment of all dues and all other charges, fees and assessments per ARTICLE IV, and who have satisfied all monetary obligations imposed upon such member per ARTICLE XIV, may use the Campgrounds. Seasonal camp spots are available for reservation each year; overnight camp spots are available on a first-come, first-served basis. Reservations for these sites can also be made by calling the campground manager at 816-724-1020. All reservation fees must be paid in full before bringing your camper into the campground. A member may remove his camper from a seasonal spot for any length of time for vacation and/or repair purposes with written notification given to Campground Manager, Office or Safety.
Michelle read the proposed rule change, which added specific dates to the beginning of the paragraph.
CAMPING SEASON: Camping season is February 1 to January 31. Annual camping fees will be prorated after September 1, through the end of the season on January 31st of each year, at a monthly charge per the annual fee rate. The Campgrounds are open year-round, with water shut off from November to spring when weather permitting. (rev 4/24) Only Active Members who are current in the payment of all dues and all other charges, fees and assessments per ARTICLE IV, and who have satisfied all monetary obligations imposed upon such member per ARTICLE XIV, may use the Campgrounds. Seasonal camp spots are available for reservation each year; overnight camp spots are available on a first-come, first-served basis. Reservations for these sites can also be made by calling the campground manager at 816-724-1020. All reservation fees must be paid in full before bringing your camper into the campground. A member may remove his camper from a seasonal spot for any length of time for vacation and/or repair purposes with written notification given to Campground Manager, Office or Safety.
Tom made a motion to approve the change to clarify the campground year. Dave Schaefer seconded the motion. Motion passed.
Michelle read the second rule that the campground committee proposed for a change concerning maintenance and upkeep requirements. This would be a new section of the handbook inserted between the Infractions and Mowing sections. The board changed the word “season” to “year” in the opening paragraph and last bullet point.
CAMPSITE MAINTENANCE AND UPKEEP
To ensure a clean, safe, and enjoyable environment for all guests, each camper is responsible for maintaining their campsite in good condition throughout the year.
1. General Site Maintenance
• Campsites must be kept neat, orderly, and free of clutter at all times.
• Personal belongings should be stored appropriately and not extend beyond your designated site area.
• Campsites should be kept clear of trash, debris, and unused materials.
2. Grounds Care
• Grass must be mowed regularly to maintain a tidy appearance.
• Weed eating is required around your camper, deck, and any structures.
3. Camper and Equipment Appearance
• All trailers, campers, and RVs must be power washed as needed to maintain a clean and well-kept appearance.
• Units should be kept in good repair and presentable condition throughout the year.
Tom made a motion to approve this new language in the handbook for campsite maintenance and upkeep. Dave Schaefer seconded the motion. Motion passed.
Robert reported for the Lake Committee. The committee had a productive year getting numerous brush piles, property upkeep & silt fence issues resolved in both roadside and water inspections. They continue to have positive results monitoring the Zebra mussel stations around the lake. The committee has established a good working relationship with DNR in testing raw water during the summer months.
Dave Schaefer reported for the Infraction Committee. He noted that there is no report this month, however he is hopeful that two members will be joining the committee next meeting.
Gary Buck (lot #2257) reported for the Dredge Committee. He reported they have completed cleaning the creek and rebuilding the weir at Deer Run, noting that the area is now in excellent condition. The committee plans to relocate the long-reach backhoe to the creeks located below the Yacht Club and to the silt ponds. Work will include cleaning those creeks and performing maintenance between silt pond two and silt pond three to enhance water flow and drainage. Upon completion of that phase, the long-reach backhoe will be moved to the Garney area, where the committee will proceed with cleaning and maintenance of that creek as part of the ongoing dredging and drainage improvement program.
Tom reported for the Fishing Committee. The committee stocked the lake with 3,000 Yellow Perch on October 27, 2025. He expressed appreciation to everyone who came out in support and helped bucket the fish into the lake.
Brian gave the Managing Director’s Report. The maintenance team assisted contractors with 4 tube replacements. Dipped and cleaned up a brush pile at Deer Run. Finished mowing for the year. Laid 125 tons of cold patch for lake and Special Road District roads. Repaired hydrants at the campground. Cleaned the inside and around the shop. Began servicing trucks and equipment from summer usage.
The Safety Department reported responding to 1 fire call, 3 medical calls and a trespassing report. They assisted with the HOALife integration process, removed the safety boat and jet ski from the water and winterized the safety boat. Safety scheduled first aid and CPR training for November 13, 2025 in the clubhouse. Issued 17 deer hunting permits (28 total deer permits have been issued with 4 harvested deer reported). Issued 1 goose hunting permit (3 total goose permits have been issued) and 1 turkey hunting permit (only 1 turkey permit has been issued). Began assisting the Building Committee and the Lake Committee.
The office reviewed and processed invoices, prepared and processed bank deposits, ran payroll (input hours, IRA match, reviewed ADP journal entries), ordered supplies, and answered customer phone calls. The HOALife implementation/integration process began, which required every member’s account to be amended for addresses and lot numbers that registered as invalid after being imported from QuickBooks to HOALife. They began digitizing historical building permits and continued digitizing previous member deeds. The office reviewed and analyzed employee insurance coverage and obtained quotes. Assisted the Board in its efforts to recruit committee volunteers by processing interest forms and documenting time commitments for each committee. They also sent certified and first-class mail for the due diligence required by law on lots purchased at the tax sale.
CPR training on November 13, 2025 from 2 – 4:30 PM in the clubhouse will be attended by 7 team members, 2 Lake Viking Fire Department volunteers, and 2 Lake Viking members. There is one spot available, so please call the office if you are interested in attending. The cost is $25.
HOALife: We will be transitioning from Condo Control to HOALife as soon as we are able, but no later than December 31, 2025. The lake negotiated a 4-month contract with Condo which extended us to December 31, 2025 while we evaluated options, and this allowed us to save $21,000 on this year’s budget. We don’t have solid numbers for HOALife yet because it is based on the final number of accounts we have, but we know it will cost less than $15,000 annually compared to the $31,000 annual fee for Condo. In addition to cost savings, we believe HOALife will: be more user friendly for members and employees; better sync with QuickBooks for processing payments; provide a more robust violation tracking system for Safety; and assist the Building Committee by establishing a workflow for approving and monitoring building permit applications. The office and Safety are working to transfer boat titles and registrations for all members, which has to be done manually. We do not have the time or manpower necessary to transfer guests and pet information, so members will need to enter that information once their accounts are set up. We have training next week so we should have a better idea of when we can switch over, and we will post that information on Condo and Facebook.
The Daviess County Special Road District purchased a car counter which was installed on Otter Avenue during the month of October. There were 29,762 axels recorded. The counter is now on 165th Street.
The Missouri Department of Natural Resources conducted an inspection of the dam on October 22, 2025. Board members Robert Walton and Dan Weidmaier, and Strategic Planning Committee member Dave Thomas joined Rusty Hendricks, Nick Walker and Brian during the inspection. Two minor erosion areas downstream from the spillway structure were identified by DNR as needing to be filled, but there were no structural concerns noted. These erosion areas have been filled by Maintenance.
Trash expense for Rapid Removal during the first 4 months of the contract, July through October 2025, was $19,254 less than the expense during the same months in 2024. This amount is lower than what was reported last month, because the large payment made to Affordable in September 2024 included what was owed in October so there were no payments sent last year in October.
Clubhouse Septic: We held the contractor meeting on November 7, 2025 to answer questions for the companies interested in submitting a bid to install the septic system next spring. Dan Weidmaier, Jack Bowers and Tony Gronniger joined Rusty Hendricks and Brian for the meeting with 4 interested contractors. Tom Fritts from Residential Sewage also attended to provide technical information about the plans. Sealed bids will be accepted at the office until 9:00 AM on Friday, December 5, 2025 at which time the bids will be opened. The bids will be reviewed by the Finance Committee during the December 11, 2025 meeting to consider a recommendation to the Board on total cost and the funding source, since this work was not included in next year’s budget. There appears to be $93,000 earmarked for this project in Retained Earnings.
The Safety Building rehab project is 99% done, well ahead of schedule. Contractors are going to put another coat of blue on the exterior walls, and Mid-States Services needs to reconnect the internet. I appreciate the work that Bret Bush and Felicia Roth have put into this project.
Felicia Roth is also working on updating and creating a color map of Lake Viking.
Tom made a motion to approve the September 2025 financial statements. Dan seconded the motion. Motion passed.
Tom made a motion to approve the October 2025 financial statements. Dan seconded the motion. Motion passed.
Board discussion started with a member’s request to change the designation for lot Z4 from Savings and Loan to Home Improvement Office and Workshop. Tom moved to approve this motion. Dave Schaefer seconded the motion. Motion passed.
The next item discussed during Board Discussion was a member’s request to replat lot 2514 as Special Use at the member’s expense. Tom moved to approve this motion. Dan seconded the motion. Motion passed.
During board discussion, authorization to sell Lot SU2505 was considered. Tom made a motion to approve the sale of Lot SU2505, as well as to authorize Brian Holcomb to sign all necessary documents. Dave Schaeffer seconded the motion. Motion passed. Dan Weidmaier abstained from the vote due to him being the purchaser. Brian Holcomb clarified that the real estate committee receives all offers, including Dan’s, without knowing who it is from. This practice is in place so there is no question of impropriety.
Board discussion continued with authorizing to sell Lots 2102, 2103, and 2104. Dave Schaefer made a motion to approve the sale of Lots 2102, 2103, and 2104, as well as to authorize Brian Holcomb to sign all necessary documents. Tom seconded the motion. Motion passed.
The next board discussion item was amending Board member access to VVA financial accounts. Tom made a motion to terminate Terry Nibarger’s access to all VVA financial accounts. Dan seconded the motion. Motion passed. Tom made a motion to grant Dave Schaefer access to VVA financial accounts. Dan seconded the motion. Motion passed. Dave Schaefer abstained from this vote.
Ken Petrie (lot #1129) was not present for guest time to discuss clubhouse fees and cancellation policy.
Guest time continued with Vinzent Cooper (lot #1095) discussing UTV Safety and other concerns. He expressed his support for recording or live-streaming board meetings to allow members who cannot attend in person to review proceedings. He referenced a prior discussion involving a potential $10,000 donation from a member to fund live streaming capabilities and encouraged the Board to explore options for making meetings accessible online in the future. Regarding UTV and golf cart safety, Mr. Cooper commented that while he personally does not own a recreational vehicle, he has observed various safety issues, including the lack of brake lights and turn signals on golf carts, as well as instances of unsafe operation and passengers dismounting while vehicles are in motion. He recommended that the Association consider requiring inspections of such vehicles to ensure they have insurance and are equipped with basic safety features such as rearview mirrors and that operators adhere to safe practices, including allowing other vehicles to pass when appropriate.
Michelle thanked Mr. Cooper for his input and noted that the member who previously offered to donate funds for meeting live streaming has not followed up, so the project is on hold. Regarding UTV concerns, Michelle stated that some relevant language currently exists in the handbook and recommended that Mr. Cooper work with Safety Manager Jason McTheeney, who can forward any proposed updates to the appropriate committee for consideration. Michelle also explained that the Association does not currently have a means to effectively monitor or verify insurance coverage for UTVs.
Matt Grooms (lot #545) was not present for guest time to discuss trash requirements and the number of watercraft rules.
Tom motioned to adjourn the meeting at 3:36 pm. Dan seconded the motion. Motion passed. The Board moved into Executive Session to discuss personnel, third party contracts 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 Tom Rice
Assistant Secretary, Board of Directors
Viking Valley Association
