Call to Order
Doug Winter, Lot 46, called the meeting to order, held in the upper level of the Clubhouse, at 11:00 am. Board members present were: Robert Walton, Lot 217, 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. Doug Winter, Board President, read the mission statement of Lake Viking.
Approval of Minutes
A motion was made by Robert Walton and was seconded by Terry Nibarger to approve the minutes of the April 2024 regular board meeting. The April 2024 minutes were approved unanimously.
COMMITTEE REPORTS:
Handbook Committee
Michelle Sullivan explained the committee’s purpose of reviewing the Handbook and compiling changes in conjunction with the Associations Annual meeting in October of each year. She discussed the need for a more formal review and approval process for handbook changes. The new process for submitting Handbook changes will be submitted to Lakevikinghandbookcommittee@gmail.com. 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. One Handbook revision was presented for approval. The changes are to Campground Rules & Regulations:
• Campground Rules & Regulations – New Section Added and these Changes also shown on Back inside cover of the Handbook under Campground Fees.
• Reason for Change/Addition To allow for additional full hook up camp space availability for temporary weekend campers
• Proposed Handbook Language: Weekend Temporary Camping Spots: Temporary overnight or weekend spaces are available on a first-come-first serve basis at $25.00 per day. Full hookup spots may be available depending on capacity of the campground for $40.00 per day. If you request a specific spot there will be an additional $10.00 reservation fee. All fees are to be paid in advance on the Condo Control App. 4/2024
A motion was made to approve the handbook changes was made by Michelle Sullivan and was seconded by Jeremy Lillig. Motion passed unanimously.
Michelle stated the handbook will be finalized this week and will be updated online.
Inserts of updates to the handbook will be available in the VVA Office.
A question was asked by one of the attendees if a friend of a lot owner can come up and camp if they do not own a lot? The answer was no, they must own a lot.
Finance Committee
• Jeremy Lillig reported that the committee met on May 9, 2024 by Zoom.
• Committee Chair Paula Hepinstall stated our Financials look good and the collections of 2024 dues are at 73%.
• Morgan Stanley Update Terry Nibarger reported that markets were down for April 2024 which reflected the value of the account down by $28k. Even with this downturn, the fund is up over $41k for the year. A strong rebound of the market the first week of May 2024 and the movement of some funds into a growth portfolio has already resulted in the fund recapturing most of April’s decline in value.
• 2023 Full Year Audit UHY audit of 2023 will resume now that the tax season is over.
• 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 Condo and Quickbooks being implemented.
• Jetty Project Work was resumed in April with significant progress. Sod was also placed in the area below the clubhouse.
• Sale of Lake owned Lots Two (2) lots were sold in April 2024 for $4,000. YTD sales total $90,000.
• Sale of Lot 717 The $230,000 sale of this lot is contingent on a septic field test and has not closed. Field test is satisfactory. VVA is waiting on final paperwork from the DNR. Reminder of amenities approved by the members at the Special Meeting from May 2023 as reflected in the minutes may result in other money from this sale used for additional membership amenities once final cost for capital gains tax comes in.
• Campground Septic When this project is complete, attention will be directed to additional Electrical Update.
• Clubhouse Septic Update Accepted Bird Septic bid of $87,000. Work is currently ongoing.
• Beautification Committee Revenue vs. Expenses of the committee were reviewed. The Committee held a successful Spring Fest on April 27 and intends on using the funds generated for physical improvements of Lake Property.
• Lake Director Report Lake Manager Jeff Ferguson reported the dredge had moved to a second location at 3 Tubes Cove. He also touched on the significant amount of time and labor spent repositioning dredge pipes. Journal entries for dredging were reviewed for proper classification on the expense ledger.
• Farm Programs Steve Danner continues discussions with the USDA for Community Development and Soil and Dredging assistance as a possibility. Steve reminded the group that VVA HOA status as well as median income of membership will not allow for many of the grants.
• Mastercard/Visa Settlement A reminder was given of the May 31, 2024 cutoff date for this process.
• Other Business Jeff was asked if the VVA would incur expense for the purchase of new Buoys since many are tipped and on their sides. He replied that maintenance is scheduled to reset the buoys on the lake.
Strategic Planning Committee
No Report
Activities Committee
No report
Building Committee
The number of permits approved in the last month was 16. None of these were houses.
Fire Department
• The Fire Department continues to meet monthly
• The Fire Department is working with Safety and our first responders on upgrading and expanding our medical gear for better service and response.
• The Fire Department now has running water and are looking forward to the completion of the restroom upgrade. Thanks to the BOD and Lake staff for their diligent work on this enhancement.
Safety Department
No report this month
Campground Committee
Flint Hibler reported there are 39 open camping spots with 2 persons looking at securing a spot. Flint reported there are 5 campers without electricity in Campground 1. An electrician is scheduled to be here the upcoming week for repairs.
Lake Committee
Robert Walton Reported
• Committee has completed their first inspection of the shore line. Nine (9) letters will be sent to property owners for lack of rip-rap or shore protection. Two (2) letters for old brush piles will also be sent to lot owners.
• One (1) property owner who had a previous letter and infraction sent has not responded. The committee is working with the Infraction Committee to bring this to resolution. More disciplinary action will follow by using Article XV of the Lake Viking Handbook: (page 16), section #1 erosion control, section #2 inspection and section #3 corrective action.
• One other property owner with the same type of shoreline erosion has a contractor’s commitment to correct and stabilize their shore later this summer.
• From last month’s report about the two MH lots that have been condemned. One will be up for sale at the Daviess County Courthouse steps during the tax sale and the other lot is in litigation.
• Reminder: Silt fences are required and must be maintained where soil erosion may occur during earth work or landscaping.
Infraction Committee
Terry Nibarger reported:
• June 2024 is the next scheduled meeting. Monthly meetings will be held until fall.
• Doug Winter stated that if an Infraction Committee member issues an infraction, they may not serve on the committee hearing the case.
Dredge Committee
Jeff Ferguson reported:
• The dredge will be working through the Memorial Day Weekend.
• Pirate Cove is finished with a water depth of up to 7 feet.
• Three Tubes is projected to be finished by 5/22/2024.
• 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 if the breakdown is not our fault.
• Members were asked to stay out of the dredge areas for their safety.
• Maintenance has been working very hard on this project.
Fishing Committee
• June 1, 2024 Bass Tournament from 7:00 am to noon.
• July 6, 2024 Pancake Breakfast will be held from 9:00 am to noon
Tech Committee
Jeff Ferguson reported: No Report
Beautification Exploratory Committee
Felicia Roth reported on the progress made by the Committee. Their goal is to: 1. Refresh, improve and benefit the Lake’s environment and community. 2. Explore ways for VVA to raise funds for future expenses. 3. Envision, plan, prepare & create. 4. Design projects that will not raise dues or association fees and will provide positive opportunities.
Accomplishments
• Spring Fest fundraiser held Saturday April 27, 2024. Positive responses. All vendors reported success and plan on participating again.
• Lake Viking & BDE Committee Fund Raising Merchandise catalog created and introduced at Spring Fest.
• Expenses and fundraising results reported.
Designing, Refreshing or Creating
• Entrance and Community Area Signs
• Safety & Fire Buildings
• Lower level of Clubhouse
• Informational Glass Marquee in the Parking Lot
• Main Office Lobby with small area for new LV themed merchandise
• Proposal – Wildflower Park – Cost Share program with Conservation Department for native Pollinators & Plantings. Location – The Park (area with small main entrance sign.) Concept drawings show – Wildflowers, Trees, Pergola, Seating, Paths, Lighting & Signage. Projected timeline – three years to complete. Material donation planning.
Ongoing
• Lake Viking fundraising and merchandise website research
• Volunteers needed for Lake Viking refresh and repair projects, “Valkyrie Valley Volunteers”.
• Donation of Materials Needed for Projects, list published.
Managing Directors Report
Jeff Ferguson, Managing Director, reported:
Lake
• Rain has caused the lake to be shut down a couple of times recently with various road damage around the lake.
• As we prepare for the upcoming holiday, check your buoys to ensure they are 75 feet from the shoreline. The rains and resulting debris in the lake may have moved the buoys.
• A new tube has been installed at Deer Run. Jeff discussed the tubes at the Lake are beginning to fail as some are 50 years old. Jeff explained chat is put in when a tube is replaced, but you are unable to pave the repair immediately.
• Jetty work should resume in the next few days.
• A PAL gate has been installed at the Marina and will be activated soon.
• A PAL gate keypad has been installed at the Lower level of the Clubhouse. Restrooms will be locked at the Clubhouse but will be open during pool hours.
Office
• Audit will resume
Approval of Financial Statements
Terry Nibarger made a motion to approve the Financial Statements for April 2024. Jeremy Lillig seconded the motion. The motion passed unanimously.
Guest Time
Three guests were on the agenda for the May 2024 board meeting.
Kyle Parkhurst Lot 20, 21 and 524 Dues Billing Concerns
Kyle expressed his concerns as he was billed the additional Lake Dues on Lot 524. He had been working with the VVA Office to resolve this and it has not been resolved. Doug Winter let Mr. Parkhurst know that his concern was discussed in the Think Tank meeting, but a decision could not be made there. The Board unanimously voted to refund the second member dues amount to Mr. Parkhurst.
Marine Pest Control Mike and John Eckers
The company supplied a Certificate of Liability Insurance Certificate to the Board for our records.
Mike Eckers discussed their Pest Control Services and how they work.
Marine Pest Control has purchased a boat which will be dedicated to Lake Viking and will not be moved to other locations for services.
Marine Pest control purchased a lot to enable them to place a boat on the water to perform their services.
Mike and John fielded questions from the attendees.
Matt Urbanek Lot 454
Mr. Urbanek presented his request for an exception to be able to update and renovate his boat house to enable him to install a floor in the boathouse. He indicated the project will be professionally scoped out and will not be used as a shelter. He stated he wants to install windows that will allow air circulation and let more light into the structure.
A motion was made by Jeremy Lillig and seconded by Robert Walton to allow the exception for the boathouse renovation. The motion passed unanimously.
Board Discussion
The first item discussed by the board was allowing the Lake Director, Jeff Ferguson, to sign the papers on sale of VVA owned lake lots. Discussion was held and a motion was made by Terry Nibarger and seconded by Michelle Sullivan to allow the Lake Director to sign for the sale of VVA owned lots. All members were in favor. Motion passed.
The second item discussed by the board was the need for Signage rules and regulations to offer guidance to the 17 Z Lot owners. There is no guidance or rules around signage on Z (commercial) lots currently in the handbook. The Board is tasking the Building Committee with developing rules and regulations for addition to the VVA Handbook around this issue.
Adjourn
A motion was made by Terry Nibarger and seconded by Jeremy Lillig to adjourn to Executive Session at 12:30 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
