The regular monthly meeting of the Board of Directors of the Viking Valley Association was held on March 8, 2026 at 12:00 pm in the Upper Clubhouse. Board Members present were: Michelle Sullivan (Lot #1826) – Board President, Dave Schaefer (Lot #1227) – 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. Board Members not present were: Dan Weidmaier (Lot #309) – 1st Vice President.
Michelle called the meeting to order at 12:00 pm. Tom made a motion to move into Executive Session to discuss legal matters, third party contracts and employee matters. Robert seconded the motion. Motion passed.
Tom made a motion to open the meeting to the public at 2:00 pm. Robert seconded the motion. Motion passed. There were 15 members in attendance.
Michelle 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 Michelle and the prayer was offered by Dave Daniel.
Tom made a motion to approve the minutes from the January 11, 2026 board meeting. Christina seconded the motion. Motion passed. Robert and Dave Schaefer abstained from the vote because they were absent from the meeting. Tom made a motion to approve the minutes from the February 8, 2026 board meeting. Dave Schaefer seconded the motion. Motion passed. Michelle abstained from the vote because she was absent from the meeting.
There was no report for the Handbook Committee.
Dave Schaefer reported for the Finance Committee. The committee met on Thursday, March 5, 2026 to review the February financial documents. Notable expenditures during this period included the initial dredge deposit and first-month lease payment, as well as a $32,000 expense for the maintenance and safety truck. While the Morgan Stanley account saw a monthly decline of $17,665 due to recent market volatility, this represents the first loss after ten consecutive months of growth. Over a broader timeline, the investments remain strong, producing $226,317 in gains over the last twelve months and totaling $504,694 over the past three years. Additionally, the Money Market Fund, which comprises 46.2% of the total investment, earned 3.6%. Since the reallocation to a standard asset portfolio of money market funds and S&P stocks on January 12, 2021, the investment fund has increased by a total of $517,958. Recent real estate activity included the sale of two VVA lots for $4,000 in revenue, with several additional lot sales currently under negotiation. Regarding operations, the committee is exploring the transition to a more aggressive collection agency to address past-due accounts and noted continued savings under the current trash service contract. Finally, while the clubhouse septic project is progressing slowly, the plans have been officially submitted to the County and subsequently forwarded to the State for further review.
Jack Bowers (Lot #476) reported for the Strategic Planning Committee. The committee met on Friday, March 8, 2026, during which the committee explored ways to further support the VVA staff and Board. A primary focus of the discussion involved road maintenance and emergency preparedness; while the committee recognized that the maintenance team is performing well within their current financial constraints, they are evaluating whether a budget adjustment is necessary to better support road infrastructure. Addressing safety concerns, the committee is currently investigating solutions for the non-functional sirens at the fire department. The committee expressed its sincere appreciation to the Lake Manager and staff for their significant progress and their commitment to completing the remaining projects on the schedule. Furthermore, discussions are underway regarding the feasibility of updating the Office. The committee is currently performing a cost-benefit analysis and developing a formal plan to present to the Board for future consideration.
There was no report for the Activity Committee.
Robert reported for the Building Committee. The committee approved 12 permits in the month of February, with no house permits approved. He highlighted the transition from paper-based permit applications to the electronic HOALife system, emphasizing that while this change involves a learning curve for both the Association and the membership, it is expected to streamline the approval process significantly. Tom motioned to pass that Building Permit Applications will only be accepted on HOALife starting April 1, 2026. Christina seconded the motion. Motion passed. The Committee will continue to review the handbook building rules and will request changes where needed. The handbook will be kept up to date with any changes, both the paper copy and the online handbook. There will be a revision date on the top of the first page, so you can always know if you have the most up to date version. The office is making the handbooks, and they are bigger and easier to read. The committee would like to remove Pergola in the fee schedule, because it is listed in both the No Fee section as well as the $100 section. It needs to stay in the $100 section. Robert made a motion to remove the second occurrence of Pergola in the Building Permit Fee Schedule. Dave Daniel seconded the motion. Motion passed.
Tom Rice reported for the Fire Department, highlighting the need to strengthen fire protection and emergency services to keep pace with the lake’s growing population. Following consultations with the former Fire Chief and a representative from the Missouri Emergency Management Agency, the committee is exploring the creation of a separate tax district, similar to the Special Road District tax, to provide dedicated resources for the department. This proposal remains an item for ongoing discussion as the Board evaluates long-term funding solutions. A significant portion of the report focused on the community’s non-functional emergency sirens. The committee is weighing the benefits of replacing the physical units against implementing a mobile-based warning system, a technology already utilized by many modern communities to provide targeted, real-time alerts directly to residents’ phones. Concerns were raised regarding the manual activation required by the previous sirens, which caused critical lag times. A new system would ideally feature automated triggers. Additionally, the committee is assessing whether the current three sirens provide adequate coverage or if a fourth unit is necessary, noting that sirens are primarily designed to alert those outdoors rather than inside homes. Finally, the department emphasized the importance of fire safety awareness, urging members to verify burn day designations before lighting any fires and to call 9-1-1 immediately in an emergency. While no formal decisions have been reached, these discussions are vital to the community’s safety strategy. The Fire Department is also actively seeking a new Fire Chief and additional volunteers. Interested members are encouraged to contact the office for more information.
There was no report for the Campground Committee.
There was no report for the Lake Committee.
There was no report for the Infraction Committee.
Gary Buck (Lot #2257) reported for the Dredge Committee, announcing that the dredging operation is scheduled to launch on the west side of the dam at approximately 10:00 AM on April 1st, and is expected to span two months. In response to member concerns regarding silt accumulation, the committee is discussing the engagement of contractors to construct new silt ponds. This aligns with the long-term goal of expanding the Association’s pond capacity to better manage dredged materials across the lake’s coves. Dave Schaefer shared insights from a recent meeting with representatives from other regional lakes, noting that VVA is in a superior position regarding infrastructure and dues and assessments. Unlike neighboring communities that are currently struggling with silt management, VVA’s proactive approach, including the early installation of weirs and tube replacements, has mitigated these issues while keeping member costs lower. The committee expressed gratitude for the Association’s ample land, which allows for the strategic placement of silt ponds that other lakes simply do not have the space to accommodate. The report concluded with a commendation of the community’s collective efforts. The high quality of the lake and its infrastructure is a direct result of active involvement from the membership and dedicated committee volunteers. They reiterated that the Board’s role is to provide guidance and framework, while the members drive the decision-making process through committee-led initiatives. The things that the board votes on are things that committees bring to them for a vote. Special recognition was given to the committees, the Board, and the Lake Director for their ongoing leadership and commitment to the Association.
There was no report for the Fishing Committee.
Michelle read the Managing Director’s Report. The Maintenance team replaced a leaf spring on a dump truck and completed the washing and servicing of equipment. Essential repairs were made to a water hydrant at Campground 1. They replaced old signs around the lake, including handicap parking signs at the office and clubhouse. The team trimmed trees and cleaned brushy areas around the lake, to include Lake Viking Cemetery, Community Area 17, Community Area 20, and various Association-owned lots. Additionally, the team dipped the creek at Community Area 20, installed a new sand filter and sacrificial anodes for the pool, and finalized the cleanup of MH35.
The Safety department responded to two fire calls and two medical calls, and they issued 2026 stickers for 6 boats. The department assisted in the purchase of a pickup truck that will be utilized by Safety during the summer and by Maintenance during the winter. Association vehicles were updated with new Lake Viking logo decals. Safety sent 29 emails and 1 letter regarding past-due campground dues and they processed multiple building permits. Safety also assisted a member with a disabled vehicle and performed maintenance on the jet ski trailer, including recarpeting the bunks and replacing bulbs.
The office staff completed an audit of Dues and Assessments billing and resolved several technical issues, including completing google and domain account research and access issues, regaining Super Admin access to Google Suites and fixing login credentials for Apple ID and Venmo. The office resolved email access issues to the customerservice2 email, and added an account recovery email. New handbooks were printed and bound, and the scanning of historical building permit applications is ongoing. The office conducted an audit of the campground and sent the list of past due accounts to Safety. Other audits performed included trash permits and building permits, the latter of which identified houses that need to be added to the Rapid Removal list. The office is also working with the Courthouse to replace the old tattered plat map book. Real estate efforts included consolidating the list of Association-owned lots for sale and processing deeds for recent transactions. General operations, such as processing payments, payroll processing, bank deposits, ordering supplies, and member services, continued as scheduled.
Aubrey Burns joined the Safety team as a part-time member on February 19, 2026. Having worked several summers at Lake Viking, she will transition to full-time in May to fill the vacancy left by Mason Kipp. The Association is currently seeking applicants for two summer openings in Safety and one opening for a Dredge Operator. Please contact the office if you would like to apply.
A contract has been finalized with Dredge America, and both the deposit and the first month’s lease payment have been submitted. Dredging operations are scheduled to run from April 1 through May 31. Looking ahead to the summer season, the pool is officially scheduled to open on Friday, May 22, 2026.
Grand River Heating and Cooling, the lowest bidder for the project, successfully replaced the heaters in both the Maintenance shop and breakroom. Regarding the Clubhouse septic project, plans are currently under review by the Missouri Department of Health, and construction will begin as soon as official approval is received.
The Association continues to integrate the HOALife system with the Building Committee to allow for remote permit approvals, which has reduced issuance times from weeks to days. Members are reminded that while boat information was transferred from the previous system, they must manually enter guest and pet information into HOALife. Members are encouraged to contact the office for assistance with account access.
The transition to Rapid Removal continues to yield significant savings, with trash expenses for February 2026 coming in $1,891 lower than February 2025. Total savings for the first eight months of the contract now amount to $27,142. Regarding trash access, unimproved lot owners who want to access the dumpsters at Maintenance must pay the $25 gate access fee, and members who wish to continue their access must pay prior to May 1. Access will be removed from unimproved lots who have not paid by May 1. Please contact the office if you need to pay the trash permit fee. It is not required, so it is not automatically invoiced.
The members-only bid process resulted in the sale of two lots for a total of $4,002, with additional offers currently under review.
A contract has been signed with Vance Brothers to chip and seal a comprehensive list of Association roads; while currently scheduled for after Labor Day, the company is looking for opportunities to complete the work before Memorial Day. The roads included are: East Main, West Main, Angler, Bass, Bluegill, Crayfish, Canoe, Decoy, Duck, Deer Run, Yacht Club Circle, Eagle Point, Goose, Galleon, Harbor, Ivy, Leeward, Lure, Lindberg, Mallard, Mooney, Oar, Port, Quail, Reel, Raccoon, Scuba, Sailor, Shad, Shell, Sunfish, Waterworks, Tackle, Trout, Whitecap and Wayside. Additionally, the Association is conducting due diligence on new asphalt contractors and planning the replacement of several deteriorated tubes prior to Memorial Day and after Labor Day.
The administration is collaborating with the Strategic Planning Committee to evaluate the repair or replacement of the storm warning sirens. A meeting is scheduled for March 19, 2026, with a specialized contractor recommended by the Daviess County Emergency Management Coordinator.
Finally, Felicia Roth is continuing her work on a new color map of Lake Viking and is assisting with the design of new business cards and safety signage.
Tom made a motion to approve the February 2026 financial statements. Dave Daniel seconded the motion. Motion passed.
In Board Discussion, the Board addressed the policy regarding advertising within the Official Facebook group to provide better clarity on eligibility. After reviewing the current policy and the meeting minutes from July 2024, the Board clarified that any member who owns a company that conducts business at Lake Viking is permitted to post advertisements in the group on Fridays. It was explicitly noted that a member does not need to own a commercial Z lot to qualify. Tom moved to approve the motion. Dave Schaefer seconded the motion. Motion passed, with Dave Daniel abstaining to avoid a potential conflict of interest with family members who might be impacted by the policy clarification.
The next item during Board Discussion was addressing handbook rule changes. The first one was about replacing guest pass language with HOALife because guest passes are no longer issued. The discussion concerned young boaters who may not have a valid ID, as well as what type of ID would be acceptable. After discussion that the proposed rule might require both a photo and identification, the board decided to table this matter until next month’s meeting.
The next handbook rule change that was discussed was in regard to replacing boat ramp access card language with a PIN. The reason for this is we do not use access cards any longer. The gate system requires a PIN to access, which is provided by the office. The current rule is as follows:
Members who wish to access Lake Viking through the ramp located at the Marina must do so via access card. Lots with multiple owners may obtain an access card for each owner, not to exceed a total of two access cards. Members with multiple lots or lots under company/corporate memberships are allowed a max. two access cards. Access cards are available at the Association Office for $10.00 per card.
Access cards are for the exclusive use of the member for the purpose of launching or recovery of watercraft authorized for Lake Viking use. Guests must be properly entered into VVA’s online system by the active member at the time of access card use. Sharing of access cards between separate lot owners is prohibited. Any member or guest who allows access to anyone including other members, or who evades the gating system, is subject to an infraction ticket and $500.00 fine.
Lost or stolen access cards must be reported to the Association Office immediately to ensure the card is deactivated. A replacement card is obtainable for a $10.00 deposit, refundable upon return of the card. No refunds will be given for deactivated cards.
The proposed rule is as follows:
Members who wish to access Lake Viking through the ramp located at the Marina must do so with their individual PIN number. Individual PIN numbers are for the exclusive use of the member for the purpose of launching or recovery of watercraft authorized for Lake Viking use. Sharing PIN numbers with other lot owners is prohibited. Any member or guest who allows access to anyone including other members, or who evades the gating system, is subject to an infraction.
Tom made a motion to approve the rule change. Dave Schaefer seconded the motion. Motion passed.
The last handbook rule change that was discussed was to remove “Inc.” from Viking Valley Association. Christina moved to approve this handbook change. Tom seconded the motion. Motion passed.
The meeting concluded with an informational discussion regarding the FIFA World Cup soccer games, which will be hosted in Kansas City from June 16 to July 11, 2026. Given the anticipated influx of visitors to the region, the Board reminded the community that Lake Viking does not operate a public campground and that tents are not permitted on lots for this purpose. Furthermore, the Board reiterated that short-term rentals (such as Airbnb or VRBO) remain prohibited within the community. Members were encouraged to remain vigilant and report any unauthorized activity to the association.
Robert motioned to adjourn the meeting at 3:18 pm. Christina seconded the motion. 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
