Call to Order
George Eshnaur, Lot 505, called the meeting to order, held in the upper level of the Clubhouse, at 2:00 pm. Board members present were: Tom Rice, Lot 343, Robert Walton, George Eshnaur, Lot 505, Jeremy Lillig, Lot 3041, Michelle Sullivan, Lot 1826 and Terry Nibarger, Lot 657. Jeremy Lillig led in prayer. Jeff Ferguson, Lake Manager, led the Pledge of Allegiance. George Eshnaur read the mission statement of Lake Viking.
Approval of Minutes
A motion was made by Tom Rice and was seconded by Terry Nibarger to approve the minutes of the February 2024 regular board meeting. The February 2024 minutes were approved unanimously. A motion was made by Tom Rice and seconded by Michelle Sullivan to approve the minutes of the March 9, 2024 minutes of the special meeting for fees for the 2024 year. The March 9, 2024 minutes were approved unanimously. A motion was made by Tom Rice and seconded by Michelle Sullivan to approve the minutes of the March 10, 2024 regular VVA Board meeting. The motion passed unanimously.
COMMITTEE REPORTS:
Handbook Committee
Michelle Sullivan explained the committee’s purpose of reviewing the Handbook and compiling changes which need to be made for presentation to the VVA board for approval. She discussed the new process for submitting Handbook changes. Michelle also stressed these changes need to be presented in a regular board meeting and approval or denial of the change captured in the minutes so the Handbook can be updated. Michelle Sullivan will be the liaison for the Handbook Committee going forward. Six Handbook revisions were presented for approval. These include the following:
• Campground Pg 33 No cleaning of fish and or disposing of fish waste will be allowed in the trash or dumpsters at the campground.
• Campground Modification in length of time the campground is open. Water in the campground is shut off between November and spring of the following year and is turned on when the weather permits.
• Campground Improvements Going forward all patio, deck or unattached improvements will be approved by the Campground manager.
• Quiet Hours for the Campgrounds have been modified. The old hours were midnight to eight a.m. New quiet hours will be eleven p.m. through eight a.m.
• Boat/Trailer Parking will be allowed on a temporary basis while members are present at the campground, but cannot impede traffic flow in the campground.
• Change in charge of Tent camping in the campgrounds. Revision will read The camping fee for tents is $15.00 per tent for 2 people with a maximum of 2 tents which must be paid in advance. Campers will contact the Campground manager at 660-605-3004 to arrange payment for camping spaces.
A motion was made to approve the handbook changes was made by Tom Rice and was seconded by Terry Nibarger. Motion passed unanimously.
Finance Committee
• Jeremy Lillig reported that the committee met on April 11, 2024.
• Jeremy reported comparative numbers are behind last year, since dues & assessments are slightly later in coming in. Doug Winter commended Kathy Butts for success in doing electronic billing.
• Morgan Stanley Update March monthly report shows very impressive investment results over the last 12 months. We have earned 5.24% in our cash account, taking $52,392.69 to the P & L (realized earned interest). Our investment accounts have earned 36.6% in growth strategy and 20.6% in value strategy for a total of $138,053 in unrealized growth and 20.6% in value strategy for a total of $138,053 in unrealized growth over the same timeframe. We currently have approximately 39.4% of our money at Morgan Stanley in invested accounts. Based on these results, should the Committee recommend moving an additional $100,000 from cash to investments? That would take us to about 45.5% total invested funds at Morgan Stanley? Terry Nibarger proposed that this amount would be transferred to a Morgan Stanley growth investment fund. Paula called for a roll call vote and the committee voted to make this recommendation to the Board of Directors.
• VVA Office Internal Procedures After reviewing procedures for Petty Cash Log, Credit Card Log, and usage at VVA Fuel Tank, Paula recommended that the following three items be incorporated into policy. Discussion ensued and the three recommendations were approved by the Finance Committee.
1. A Petty Cash log in Excel will be maintained by the Office Manager. It will contain the following information; Date, Name of person requesting funds, reason for request. That line will be closed when receipts with exact amounts are turned in. Petty Cash will be reimbursed and balanced monthly by the Office Manager with approval by the Lake Director (sign off). Petty cash will remain at $500 unless it comes before the Finance Committee to be changed. At that time the Finance Committee will make a recommendation to the BOD for the amount to be changed.
2. Expense Reports for credit card purchases VVA Managers and Director will fill out a monthly expense report for all credit card spending and the expense reports will have receipts attached. They will be reviewed by the Lake Director and turned over to the Office Manager to be balanced to the card statements and recorded in the General Ledger. These expense reports will be included in the BOD packet and reports to the Finance Committee. In regard to direct bill accounts such as Wall Street Station, Gallatin Lumber, etc. Office Manager, Cathy Poindexter, noted she is already exercising oversight by reconciling monthly charges.
3. VVA Gas Log As in the past, a sheet at the VVA gas tanks will be maintained by security and maintenance. It will have a beginning balance and anyone pumping gas from the tanks will sign their name, designate if gas is for maintenance or security, and confirm the ending balance when they are finished. The next person will confirm the ending balance as the new beginning balance , and follow the same procedure. The logs will be turned in monthly to the Office Manager. The monthly total will be assigned to the corresponding General Ledger codes. (Gas/Maintenance or Gas/Security)
4. These Procedures will go into effect immediately.
• 2023 Full Year Audit UHY audit of 2023 will resume in a few weeks now that the busy tax season is winding down.
• Special Budget Meeting Budget passed and has been entered into Quickbooks. Dues and Assessment billing is underway through email and Condo Control with interface between Con do and Quickbooks being implemented.
• Jetty Project Work has resumed; dirt is being replaced on embankment behind the Clubhouse and at Beach One.
• Sale of Lake owned Lots One (1) lot sold in March 2024 for $30,000. YTD sales total $86,000. SU Lots are priced at $39,000.00
• Sale of Lot 717 The sale will be closing soon for $230,000. This sale will result in new income and expense Line-item codes for this project. Reminder that there will be exposure to Capital Gains Tax on this sale.
• Campground Septic/Electrical Update Septic work is ongoing with additional CG electrical work on hold until total septic cost comes in. It was also noted that the Campground has open spaces, and members will be able to rent additional spaces for summer holidays and other dates.
• Clubhouse Septic Update VVA is still waiting on final decisions from the state.
• Lake Director Report Dredge is currently on site and work began April 10, 2024.
• 401K ADP Plan is being discussed that will result in more eligible employees.
• Farm Programs Discussion is ongoing with USDA for Community Development and Soil and Dredging assistance as a possibility. A department specialist on Rural Development is scheduled to visit VVA property in the near future.
• Community Foundation of Northwest Missouri Jeremy is working with the foundation on the possibility of tax-exempt status for anyone donating to designated VVA funds. More information next month.
Strategic Planning Committee
Joe Steer is the new committee chair. The 2020 report has been reviewed and evaluated. The committee will spend additional review time and will bring the changes to the BOD.
Activities Committee
No report per Jeremy Lillig.
Building Committee
The number of permits approved in the last month was 21. None of these were houses. For 2023, there were 202 building permits approved with 7 of these new houses. So far in 2024, there have been 43 building permits approved with 4 of these being new houses.
Fire Department
No report this month.
Safety Department
No report this month
Campground Committee
No report this month
Lake Committee
Terry Nibarger reported
Action was taken on four (4) properties that do not comply with the VVA handbook guidelines. Property owners were given time to respond and make corrections to their properties to bring them into compliance. If corrections are not made, the Lake Committee will then proceed to more aggressive action to rectify the situation. The committee will give updates on these four properties at future board meetings.
Infraction Committee
Terry Nibarger reported:
• The next scheduled meeting of the Infraction Committee will be April 27, 2024 with 14 infractions to deal with at the meeting.
• June 2024 monthly meetings will begin.
• Safety facilitated helping a young adult to a safe place following a family altercation.
Dredge Committee
Jeff Ferguson reported:
• The dredge came in April 8, 2024
• Prep work has been done on the silt ponds to be ready for dredging.
• Bank stabilization work has been done.
• Question was asked, does VVA get credit for down days when the dredge is broken down? Answer is yes we do get credit for these days.
• Members were asked to stay out of the dredge areas for their safety.
Fishing Committee
No report
Tech Committee
Jeff Ferguson reported: We lost two members of the committee and need to replace them. Tom Rice stated he would be willing to serve on the committee.
Beautification Exploratory Committee
Felicia Roth reported on the progress made by the Committee. Their goal is to: 1. Refresh and improve the Lake’s appearance. 2. Fundraising through donations to enable projects to be completed without raising member dues. 3. Envision, plan, prepare & create. 4. Improve appearance at Lake Entrances, the VVA office, and the Safety Office, and refresh signs for more eye appeal. The Committee was renamed the Beautification and Donations Exploratory Committee.
Priority Projects include:
1. Spring Fest fundraiser Saturday, April 27th, distributed applications, fliers, posters inviting artists, craftspersons and local businesses to apply. Application process to apply to be a vendor deadline extended to April 22. Multiple yard signs and a banner installed April 4, 2024..
2. Article and ad written and published in the Jamesport Tri County weekly April 2024 issues.
3. New Fundraising Merchandise designed by and presented by Felicia Roth. This merchandise will be available for sale at events, in the VVA office and in the future on a website.
4. A new Event Banner Display with solar lights was installed April 4, 2024. This space is only for Seasonal and Fundraising banners from the Beautification Committee and other Lake Viking Committee Fundraising events. Reservations can be made by contacting the Beautification Committee at vlakebeauty@icloud.com.
5. Members are invited to submit Nature/Lake themed photographs/art for more fundraising merchandise. Higher quality MG images for quality printing, (4 Mg & up are best).
6. Continue research the development of a not-for-profit fundraising website with direct print and ship-on-demand features.
7. Volunteer request fliers were distributed. Individuals are needed for efforts at the entrance sign area, sanding, power washing & painting of Safety & Fire buildings and construction.
8. Donations of Materials are Needed. A list has been compiled and sent out which covers multiple projects.
9. Still reviewing Entrance Sign costs, who will build, when and how the signs will be installed.
10. Committee is communicating with the Conservation Department regarding a cost sharing program for native wildflowers, evergreen trees and bushes for Community areas and entrances. If approved it will take at least three years to establish wildflowers. Areas suggested for this project are The Park by the Entrance sign, Community Areas 7, 9, and Beach 2. Further details will be forthcoming.
11. The Informational Glass Marquee in the Clubhouse Parking Lot will be cleaned, painted and updated.
Managing Directors Report
Jeff Ferguson, Managing Director, reported:
Office
• Jeff reported the independent audit is continuing.
Lake
• The dredge is onsite and is working.
• Sod has been installed behind the clubhouse
• Mowing has begun.
• Maintenance is working to get the pool ready for opening by Memorial Day weekend. Jeff reported we are patching the pool now but in the future will need to do more extensive work to keep the pool in good working condition.
APPROVAL OF FINANCIAL STATEMENTS
Tom Rice made a motion to approve the Financial Statements for February 2024. Jeremy Lillig seconded the motion. The motion passed unanimously. Tom Rice made a motion to approve the Financial Statements for March 2024. Terry Nibarger seconded the motion. Motion passed unanimously.
GUEST TIME
One guest was on the agenda for the February 2024 board meeting.
Vinzent Cooper Lot 1095 HOA Concerns
• Vinzent requested VVA begin video recording the VVA Board meetings and make these recordings available to members who are not able to attend the meetings.
• Vinzent indicated he has requested to have an auditor he has secured conduct and audit of Financial Statements for VVA, but has not been able to secure the information the auditor needs to do this.
• Vinzent stated that he does not feel the VVA rules and regulations are being applied to all residents equally across the board. He cites an incident where he received an infraction for using heavy equipment without a permit while another staff member was doing the same without a posted permit.
• Vinzent questioned why VVA did not consider leasing a truck for maintenance instead of purchasing it. The purchase amount is included in the 2024 Budget.
BOARD DISCUSSION
• Lot Z-11 is the Dock Pest Control Business. This designation is not a platt change. It was noted that the Board did not endorse the Dock Pest Control Business. Tom Rice made a motion to accept the new lot designation and motion was seconded by Terry Nibarger. Motion passed unanimously.
• Discussion regarding moving the May 2024 Board Meeting from May 12, 2024 to May 19, 2024. Motion was made by Tom Rice that the meeting be rescheduled and was seconded by Michelle Sullivan. Motion passed with 4 yes and 1 no vote.
ADJOURN
A motion was made by Tom Rice and seconded by Michelle Sullivan to adjourn to Executive Session at 3:00 pm to discuss legal, personnel, and Board organizational matters. The motion passed unanimously.
ATTENDANCE
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 Michelle Sullivan, Secretary Board of Directors, Viking Valley Association
