The regular monthly meeting of the Board of Directors of the Viking Valley Association was held on September 13, 2026 at 12:00 PM in the Upper Clubhouse. 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, Dave Daniel (Lot #231) – Assistant Treasurer. Board Members not present were: Christina Lindsay (Lot #429) – Secretary
Michelle called the meeting to order at 12:00 PM. Dave Daniel made a motion to move into Executive Session to discuss legal matters, third party contracts and employee matters. Dave Schaefer seconded the motion. Motion passed.
Michelle opened the meeting to the public at 2:00 pm. There were 28 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 Brian Holcomb, Lake Director, and the prayer was offered by Dave Daniel.
Tom made a motion to approve the minutes from the August 9, 2026 board meeting. Dave Schaefer seconded the motion. Motion passed. Dan abstained from the vote because he was absent from the meeting.
There was no report for the Handbook Committee.
Mary Hibler (Lot #1152) reported for the Campground Committee. The committee is currently evaluating the potential installation of security cameras to assist management with tracking and reporting full-time camper occupancy. They are focusing on cleaning up the campground spots ahead of the winter season. Financially, the committee has officially submitted its proposed budget to the Finance Committee for review. Mrs. Hibler announced that the campground will host a Halloween Activity on October 17, 2026, starting at 10:00 AM.
Dave Schaefer reported for the Finance Committee. The Finance Committee welcomed guest Mark Baker of JBLB Insurance in Cameron, Missouri to discuss the Association’s specialized insurance needs. Mr. Baker, whose family-owned agency has insured VVA for 35 years, detailed the differences between actual value and replacement cost coverage. Following a recent property assessment, JBLB Insurance proposed increasing the total replacement cost valuation from $639,000 to $1.695 million, which increases the annual premium from $98,000 to $107,000 with a $1,000 deductible. The committee expressed agreement with the proposal and formally recommend that the Board of Directors accept it. The committee reviewed the August 2026 financial documents and agreed to forward a suggestion by Peter Almenoff (Lot #458) to improve the general readability of specific income line-items within the accounting system. The committee had a discussion regarding the 2027 upcoming proposals which will be voted on at the October 4, 2026 Annual meeting. These included the 2027 budget, dues and assessments options, and a proposed special assessment for a new office construction. Detailed information will be published on HOALife, the Association’s Facebook page, and in the upcoming issue of Lake Viking News. The Morgan Stanley investment fund experienced positive growth, gaining $54,242 during August 2026 to bring the total fund value to $2,211,671. The committee notes that it will soon meet with Patrick Roth and staff his from Morgan Stanley for an ongoing review of our account and additional questions and answers. The committee reviewed the Lake Office building update, noting that the cost for a new structure is projected to range between $370,000 and $425,000. The current building is heavily outdated, has exposed wiring, and is beyond rehabilitation. Rejecting the proposed one-year construction assessment at the Annual Meeting would likely result in even higher costs in the future. Additionally, three Association-owned lots were successfully sold during August, generating $9,200 in income.
Michelle clarified changes in committee board contacts. The Strategic Planning Committee will now report to Dave Schaeffer, due to the fact that the two committees work together. Dan will now be the board contact for the Infraction Committee.
Jack Bowers (Lot #476) reported for the Strategic Planning Committee. The committee met on September 3, 2026 and evaluated lake assets. After a thorough review, the committee clarified that the existing office building is in a state that cannot be salvaged or renovated; therefore, a complete rebuild is the recommended course of action. The committee discussed plans to secure project bids from additional construction companies. Two members have expressed interest in joining the committee and will be welcomed onto the committee in the near future.
Dan reported for the Activities Committee. The community-wide garage sale held yesterday was highly successful, and the live performance by the band Now and Then last night was well-received by the membership. The upcoming Fall Festival has unfortunately been canceled due to necessary septic work being performed at the clubhouse.
Richard Woodruff (Lot #98) reported for the Building Committee. The committee held two meetings with a total of 23 permit requests processed and approved, while 3 requests remain pending further evaluation. A total of $3,750 was invoiced for these permits. The approved projects included a new home construction, garages, general repairs, driveways, decks, docks, and sheds. The committee brought a proposed handbook rule change before the board for approval. Mr. Woodruff read the current rule as found on page 31 of the handbook:
Fences: No solid material fence (wood, vinyl, plastic, etc.) is allowed on any member’s lot. Maximum height of any fence is five (5) ft. Invisible pet fencing is allowed. All fence material must be placed a minimum 6 inches inside of the property line, and no closer than 25 ft. from the waterline as measured at full reservoir. A legal survey is required if there is not one on file. The property owner is required to make all four lot corners visible, for the Building Committee to ensure proper compliance.
Mr. Woodruff read the proposed rule:
Fences: No solid material fence (wood, vinyl, plastic, etc.) is allowed on any member’s lot. Maximum height of any fence is 6 feet. Invisible pet fencing is allowed. All fence material must be placed a minimum 6 inches inside of the property line, and no closer than 25 ft. from the waterline as measured at full reservoir. A legal survey is required if there is not one on file. The property owner is required to make all four lot corners visible, for the Building Committee to ensure proper compliance.
Robert motioned to approve this rule change. Dan seconded the motion. Motion passed. Mr. Woodruff also announced that they are expecting one more member to join the committee in the near future, and then there will be one more opening on the committee.
Fire Chief Dennis Schlaiss (Lot #1080) reported for the Fire Department. The department responded to 15 calls in August, all of which were medical emergencies with no fires reported. The department continues to focus on enhancing communication to boost volunteer turnout and improve emergency response times, and the Active911 app remains an essential tool. Assistant Chief Tyson Martin applied for a matching communication equipment grant through the Missouri Department of Conservation, with award determinations expected in November. He is also updating the department’s Standard Operating Guidelines and collaborating with other fire departments to secure donated gear. Progress continues on the Fire Department bathroom installation, which is nearing completion and is scheduled to be finished before the upcoming clubhouse septic system work. The department will test all fire hoses at its next meeting on October 8, 2026, so maximum volunteer attendance to assist in this project will be helpful. The department plans to coordinate with the Activities Committee to host the Annual Chili Supper fundraiser in November. This fundraiser is needed because the department operates on a $10,000 annual budget. Chief Schlaiss welcomed Brian Williams (Lot #701) as the newest fire department volunteer. Dave Daniel extended formal thanks to both the Fire Department and Safety teams for their prompt work clearing downed trees after the recent storm. A discussion about how many AED’s the Association owns started, and it was clarified that we own a total of 5 AED units, which are strategically distributed. One is in the clubhouse, one in the main office, one inside each emergency response vehicle, and one in the Safety boat.
Robert reported for the Lake Committee. Two fines were issued for failure to respond to the 30 day letters. One for not displaying their lot numbers on their dock and the other one for property upkeep. Twelve more accounts are scheduled to go to the Infraction Committee next month because of no response.
Dave Daniel reported for the Dredge Committee. He said that the committee met and went over their annual budget.
Gary Buck (Lot #2257) reported for the Fishing Committee. The committee finalized plans to stock 3,000 Walleye and 3,000 Yellow Perch this year, with all introduced fish measuring between 6 and 8 inches in length. Tom made a motion to approve Teric Townsend (Lot #126) to the Fishing Committee. Dan seconded the motion. Motion passed.
Dave Daniel requested a Special Road District update from Ron Spidle (Lot #341). Mr. Spidle reported that Vance Brothers will perform a double chip-and-seal on 165th Street and 190th Street sometime between October 15 and October 31, 2026. Mr. Spidle noted the district plans to focus on resurfacing the main entrance as well as Nickel, which is the Pattonsburg entrance, next year.
Brian gave the Managing Director’s Report. The Maintenance Department sprayed weeds at various community areas, the clubhouse, around guard rails, and at the beaches, followed by mowing the neighborhood roads and lots. At the pool, the team assembled and installed two new pergolas, and removed downed trees and tree limbs following recent storms. Crews raked the community roads and beaches, topped off recent tube replacement areas with base rock, filled existing potholes, and cleaned out several clogged road tubes that were holding up water. The team repaired community buoys and replaced a water hydrant located at Campground 1. The department also serviced maintenance equipment, repaired local signage, assisted the Special Road District with road projects, and placed 25 tons of cold patch material.
The Safety Department issued 26 warnings and 29 infractions, which included sending seven 30-day compliance letters on behalf of the Lake Committee. They stickered 60 watercraft, conducted five zebra mussel washes, and towed two watercraft. They responded to six medical calls, and posted 10 approved building permits, along with a Stop Work Order sign for an unapproved septic system after receiving authorization from the Building Committee. Safety processed 42 member requests to add guests to HOALife accounts. Patrol units completed 2,318 miles of land patrol and logged 28 hours of water patrol, and ensured the pool, clubhouse, and main office were fully secured at the end of each day. The Ford Escape was serviced, team members assisted with a sinking boat at the Yacht Club, and successfully returned a separate loose boat to its owner. Staff set up and removed tables and chairs for the monthly Board meeting and cleaned the fire training room for other committee meetings. Safety ordered and replaced the exit gate at the marina boat ramp, and assisted the Maintenance Department with storm debris cleanup, removing the scrap metal pile, and installing “No Parking” signs near the Safety building. Following private events, Safety conducted standard inspections of the clubhouse, routinely checked the pool area for unapproved guests, removed unauthorized real estate and political signs, and picked up trash along roads and in ditches. The department responded to multiple community complaints, inspected all Association AEDs, verified oxygen tanks in Safety vehicles, and attended the Fire Department’s monthly meeting and training session.
The Office processed the sale of three Association-owned lots for a total of $9,200, followed by issuing invoices to campground full-time members and Lake Viking News advertising accounts. They sent a list of suspended trash accounts from Rapid Removal to the Safety Department. Staff also managed clubhouse rentals, updated the Lake Viking website, and updated, printed, and bound the official handbooks. General administrative updates included refreshing the public list of lots for sale and the current committee member list, assisted walk-in customers and answered phone calls and emails. Other operations included processing 27 property deeds and posting community announcements via Facebook and HOALife emails. The office staff kept the official minutes during the monthly Board of Directors meeting, reviewed and processed standard invoices, prepared and executed all bank deposits, and ran payroll, which included inputting hours, calculating the IRA match, and reviewing ADP journal entries. Staff ordered supplies and prepared and submitted the mandatory monthly sewer lagoon measurements to the Department of Natural Resources (DNR). Staff compiled and distributed monthly financial documents for both the Campground Committee and the Finance Committee, and created variance explanations utilizing a $10,000 and 10% threshold for the Finance Committee. The 2027 annual budget was completed, a detailed multi-lot owner account statement was prepared for upcoming property liens, and the digitization project of historical building permits continued. Yvonne participated in a Worker’s Compensation insurance audit that reduced the Association’s annual premium by $5,000, and Donita contacted 56 past-due accounts, successfully collecting $17,468 from 19 of those members.
Capital Expenditures went well this year. The Association successfully purchased all planned assets within the budget while maintaining a surplus of $18,000 in remaining funds. We will use the remaining funds to purchase items that would have been in next year’s Cap-Ex budget: a new snowplow, camera upgrades at the maintenance yard, and camera upgrades at the marina boat ramp.
Vance Brothers will be at Lake Viking between October 15 and October 31, 2026 to chip and seal 6 miles of roads.
Concerning the Clubhouse Septic project, the Missouri Department of Health has verbally approved the specialized plans submitted by Tom Fritts to address their concerns regarding water flows. The design plans are currently undergoing evaluation by a professional engineer. Upon receiving the engineer’s stamp, the documentation will be resubmitted to the state to secure the permit. While these modifications will increase the final cost of both equipment and installation, the Association remains optimistic that the official permit will be issued within the coming weeks. The project contractor is optimistic about adjusting his schedule to accommodate the installation before the end of the calendar year. To ensure uninterrupted construction, the office has implemented blackout dates for clubhouse rentals through December 31, 2026.
Tom made a motion to approve the August 2026 financial statements. Dave Daniel seconded the motion. Motion passed.
Board Discussion opened regarding Non-Disclosure Agreements (NDAs) for all Board and committee members. The Board reminds all committee members that they have been provided with this document, but anyone needing a replacement copy should contact the Association office. It was noted that Board members also signed the NDA, which serves to ensure in good faith that everyone is actively protecting member information. The Board established a deadline of September 30, 2026, for all signed agreements to be submitted. If an individual refuses to sign or misses this deadline, the Board will communicate the appropriate next steps.
The next item on Board Discussion was regarding the Annual Meeting details. Michelle read the following:
Over the past several years, the Board has remained focused on responsible financial stewardship and protecting the long-term health of our community. This work has included cleaning up and maintaining our existing amenities, addressing deferred maintenance and infrastructure needs, improving operational efficiencies, and ensuring our employees have safe, dependable equipment and a safe working environment.
Because of these efforts, the Association has been able to complete or begin a significant number of improvements without increasing annual dues and assessments.
• Pool Renovation
• Safety / Fire Department Building Renovation
• Office Technology Upgrade
• Replaced Community Area Signs
• Purchased New Track Loader
• Purchased New Tractor
• Purchased Maintenance Work Boat
• Purchased 3 Vehicles (1 shared by Safety/Maintenance)
• Purchased Fire Department Tanker
• Purchased Maintenance Snowplow Equipment
• Replaced Outdated Storm Sirens
• Replaced 2 Brush Cutters
• Installed Buoys and Buoy Lights
• Replaced Video Equipment at Safety Building / Office
• Renovated Docks at Community Areas
• Chip and Seal 6 Miles of Roads (pending October 2026)
• Clubhouse Septic (pending Fall 2026)
At the upcoming annual meeting, members will be asked to consider the following four votes:
Vote #1: 2027 Budget – No Increase of Dues and Assessments
• Dues and assessments for 2026 were $1,051.77. These fees will remain the same in 2027.
• This is the second consecutive meeting and the third membership year that we are recommending a budget with no increase in dues and assessments.
• A “yes” vote on the budget ensures the Association can continue to move in a positive direction.
Vote #2: Align the Membership Year with the Calendar Year, Fiscal Year and Budget
The Association changed the fiscal year to the calendar year in 1997. However, the membership year continues to run from May 1 though April 30. As a result, the membership year has not aligned with the fiscal year and budget year for over 30 years.
Memberships in good standing are paid through April 2027, so for alignment to occur, members would only need to pay for May through December next year. The May 1 due date for dues and assessments will not change.
A “yes” vote to align the membership year with the fiscal year will:
• Create a Bylaw in Article I, Section 3: “Membership Year: The membership year for all members is January 1 through December 31 each year.”
• The prorated membership cost for these eight months will be $701.18, which is $350.59 less per lot.
• Change the previously approved budget by reducing income by four months of membership payments. Budgeted expenses will not be changed, so this will result in a budget deficit for 2027.
• Allow member payments for January through April, which are currently in the Association’s reserves, to be used.
Vote #3: One-Time Assessment to Replace the Office
Why the Office Must Be Addressed
For the past several years, the Board has remained focused on cleaning up, maintaining, and improving the Association’s existing amenities and facilities before pursuing new projects. The office is one of the last major existing facilities that still needs to be addressed.
The current office is a mobile home structure and is the only mobile home located on a waterfront lot and the only mobile home at Lake Viking that is not located on a designated Mobile Home Lot. Although the building appears acceptable from the outside, its age, construction, and underlying conditions present significant concerns.
Conditions of the Existing Office
• The mobile home rests on a cinder-block crawl-space foundation that is prone to shifting. A tree root has also pushed against the north side of the foundation.
• There is no vapor barrier or moisture-control system on the ground beneath the building.
• The floor joists have moisture damage that has weakened them.
• The subfloor has deteriorated and contains areas of rot, resulting in soft spots and an uneven, wavy floor surface.
• The smaller and thinner wall studs and ceiling trusses commonly used in older mobile homes are not designed to support the weight of today’s standard roofing materials, drywall, and other finishes. Adding that weight without replacing the framing could cause inadequate weight distribution, sagging, or structural failure.
• The electrical wiring is outdated, undersized, unsafe, and does not meet current code requirements.
• The small closet housing the HVAC equipment does not meet current code requirements.
• The insulation is outdated, deteriorated, and ineffective.
Why Remodeling Is Not the Best Long-Term Solution
For several months, the Board has evaluated whether the current office could be safely and cost-effectively remodeled or whether replacement would provide the better long-term solution. Unfortunately, this is not a structure that can simply be stripped down to the studs and renovated. Remodeling the existing mobile home would at minimum require:
• Installing a vapor barrier and moisture-control system
• Replacing or substantially improving the foundation
• Replacing damaged floor joists and subflooring
• Replacing the wall and roof framing
• Installing a new roof
• Replacing the insulation
• Replacing the electrical system
• Installing new drywall
• Installing new interior and exterior finishes
• Correcting HVAC and other code-related deficiencies
Given the age and construction of the existing mobile home, the Board has determined that investing substantial funds to rebuild the current structure would not provide the same safety, dependability, useful life, or long-term value as replacing it. In addition, we are capped with insurance coverages for this type of structure regardless of the funds used to remodel.
Work Completed to Develop the Recommendation
The Board has been discussing and evaluating the office throughout the year. A final recommendation could not be made until several important planning and financial processes were completed.
The work has included:
• Reviewing the structural, electrical, moisture, HVAC, and safety concerns within the existing office.
• Evaluating the feasibility and estimated cost of remodeling compared with replacement.
• Gathering input from Association employees regarding operational needs, room sizes, hallway widths, storage, and workspace functionality.
• Working with the Strategic Planning Committee to develop a preliminary floor plan that is similar to the existing layout, with modest increases in room sizes, hallway widths, and storage.
• Using the preliminary floor plan to establish the approximate square footage needed for budget-estimation purposes.
• Applying general Kansas City-area construction costs per square foot to the proposed building size.
• Sharing the preliminary information with Finance Committee members, Board members, and Bret Bush for review and input.
• Consulting members with relevant building and construction experience regarding estimated project costs.
• Finalizing the 2027 annual budget so the Board could evaluate whether to recommend a one-time assessment, a multiyear assessment, or no assessment in 2027.
After completing this work and considering the available options, the Board determined that replacing the office is the safest and most financially responsible long-term solution.
Proposed Budget and Assessment
• Based on the preliminary floor plan, estimated construction costs, and input received, the Board recommends a total project budget of $425,000.
• The one-time assessment needed to fund the project is $250 per lot.
Why 2027 Is a Favorable Time
The Board recognizes that any assessment affects members, particularly those living on fixed incomes. If Vote #2 to align the membership year with the fiscal year is approved, 2027 provides a particularly favorable opportunity to complete this necessary project while reducing members’ overall payments for the year.
The eight-month prorated membership payment for membership-year alignment would save each lot $350.59. After adding the proposed $250 office assessment, each lot would still pay $100.59 less in 2027 than it would under the current full-year membership schedule.
This means members could align the membership year, replace the office, and still spend $100.59 less per lot in 2027.
If the office is not addressed now, replacement will still be necessary within the next several years. Delaying the project could result in further deterioration, higher construction costs, and a future assessment in addition to full annual dues and assessments.
Project Oversight and Member Accountability
If the assessment is approved, Bret Bush has agreed to oversee the project in the same manner that he oversaw the Safety Building renovation.
Bret will chair an ad hoc committee of members who will work together to make recommendations to the Board regarding:
• The final floor plan
• Building specifications
• Demolition of the existing office
• Temporary relocation of the office team
• Project scheduling
• Completion of the project within the approved budget
A monthly accounting of project income and expenses will be provided to members at the Association’s monthly Board meetings.
If funds remain after the project is completed, those funds will be transferred to the Deferred Capital Maintenance Fund for other infrastructure needs identified in the five-year plan developed by the Strategic Planning Committee.
If additional funds are required to complete the approved project, the Deferred Capital Maintenance Fund will be used.
A “yes” vote will allow the Association to replace an aging and deteriorating structure with a safe, functional, and dependable office while taking advantage of a year in which members’ total payments can still be lower.
Vote #4: Amendments to the Bylaws
The Board is recommending amendments to the Association’s Bylaws based on guidance provided by the Association’s legal counsel. These revisions are intended to update the Bylaws for consistency with current Missouri law, clarify existing provisions, and help ensure the Association’s governing documents remain current and legally compliant.
A complete copy of the proposed Bylaw amendments will be sent to each member through HOA Life before the vote. Printed copies may also be requested from the Association office, so members have an opportunity to review the proposed changes.
A “yes” vote will approve the recommended Bylaw amendments and help ensure the Association’s governing documents remain clear, consistent, and aligned with current legal requirements.
Update on the Covenants and Restrictions
The Board is also working with the Association’s legal counsel to review and update the Covenants and Restrictions. This is a separate process from the Bylaw amendments included in Vote #4.
The Covenants and Restrictions do not expire. They were revised in 2006 to continue in perpetuity, meaning they remain in effect unless properly amended in accordance with their requirements.
The Board understands the importance of these documents and is taking the time necessary to complete a careful and thorough review. There is no need to rush this process, and no amendments to the Covenants and Restrictions will be presented for a vote at this annual meeting because the process to change the Covenants and Restrictions is controlled by Restriction #10.
The Board expects to continue this work and provide members with additional information during the first quarter of 2027. Members will receive the proposed changes and supporting information before any future vote is requested.
The Board respectfully recommends a “yes” vote on each of the four proposals. We encourage every member to review the information provided, ask questions, and participate in the voting process. Your support will allow the Association to continue building on the progress made over the past several years while protecting the strength and long-term stability of our community.
If you have any questions along the way, please contact the Association office. The office will serve as the point of contact and ensure questions are directed to the Board for a response.
Members present had a discussion about the dues and assessments due date, as well as the estimated cost of the office building. It was clarified that the dues and assessments would continue to have a May 1 due date. A concern was raised that the $425,000 budget would not be enough to complete a rebuild. It was pointed out that the office would not cost as much as a new home, due to the fact that an office does not have the same expenses as houses such as multiple bathrooms and an expensive kitchen.
Guest Time had 3 members on the agenda who were not present. The agenda had Lori Piercy (Lot #2461) to discuss Campground Fees, JR Korthanke (Lot #2280) to appeal a Stored and Abandoned Boats infraction, and Manifred Maier (Lot #496) to discuss Guest Authorization Photos. Discussion ensued about the terminology of “boat” being changed to “watercraft” in the Stored & Abandoned Boats rule. Dan made a motion to approve this change. Tom seconded the motion. Motion passed.
Guest Time continued with Carolina Casals (Lot #348) to appeal a dog bite infraction and contest the permanent exclusion of her animal. Mrs. Casals explained that the incident occurred on their move-in day while awaiting an invisible fence installation. She said her dog unintentionally escaped from her property, resulting in the dog biting the neighbor, and that bite drew blood. She emphasized that the dog has no history of biting people and that its defensive behavior likely stems from previously being attacked by other dogs. She noted they are currently working with the dog to train it as a service animal and asked the Board to use its discretion, view this as an isolated incident, and allow the animal to stay. Mrs. Casals clarified that her dog has returned to the property so she could prove that her invisible fence is working. Michelle emphasized that the infraction was issued because a dog bite occurred, and the Board has a strict legal obligation to minimize liability for the Association. While expressing personal empathy as a fellow dog owner, Michelle noted that the dog has a confirmed history of biting and that the Board has historically removed other animals for the exact same offense. The Board expressed empathy but focused on the legal liability the Association faces once a dog has a documented history of biting. The Board noted that the handbook rule mandating the removal of vicious animals must be enforced consistently, and pointed out that keeping the dog on the property prior to the appeal constituted a secondary violation. Michelle made a motion to uphold the infraction and permanent exclusion of the dog. Tom seconded the motion. Motion passed.
Dave Daniel addressed the member Guest Time process at our Board meetings. He noted that the Association needs to implement a policy to limit the number of times members can request Board time, particularly when they ultimately fail to appear at the scheduled meeting. The Board agreed to address this matter at the November meeting.
Michelle reminded the membership that the next meeting is the Annual Meeting on Sunday, October 4, 2026 in the Clubhouse at 1:00 PM.
Tom motioned to adjourn the meeting at 3:23 PM. Dan 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 Tom Rice
Assistant Secretary, Board of Directors
Viking Valley Association
