The regular monthly meeting of the Board of Directors of the Viking Valley Association was held on April 12, 2026 at 12:30 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 12:30 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.
Michelle opened the meeting to the public at 2:00 pm. There were 26 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 and the prayer was offered by Dave Daniel.
Tom made a motion to approve the minutes from the March 8, 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.
Dave Schaefer reported for the Finance Committee.The committee met on Thursday, April 9 2026 and reviewed the March 2026 financial documents, noting a high water bill at Beach Two likely caused by a running sink rather than a leak. While month-to-month figures remain variable, the year-over-year cash basis is up $93,584 from 2025. Despite a $43,000 dip in the Morgan Stanley investment fund due to March market volatility, much of that loss was recovered by April 9. Recent revenue included $12,500 from VVA lot sales, and trash contract savings currently stand at $27,300. Regarding collections, the board will forgo a new agency in favor of a two-part strategy: resuming successful internal phone collections and securing better contact data from new buyers. In operational updates, the Clubhouse septic project faces further Department of Health delays; a fall start date will be considered to avoid construction dust during pool season. For lake maintenance, dredging is underway, and a new Kubota tractor is arriving next week. Additionally, the Campground 2 electrical update is complete, and the lake insurance update was removed from the agenda. Finally, Daniel Rogers (Lot # MH108) resigned from the committee due to relocation; the committee expressed gratitude for his work on the annual budgets.
Dan reported for the Strategic Planning Committee. The committee met on April 10 to review key facility objectives, focusing on the association office, playground equipment, and emergency sirens. Regarding office updates, the committee has developed several renovation and replacement scenarios, and plans to collaborate with staff to determine the best long-term value. A special executive board session is requested for May to present these recommendations. In other business, Tony Gronniger (Lot #2281) will lead the search for a replacement fire department tanker truck, and we will investigate a potential third vendor for emergency sirens. Finally, the committee recommends hiring a contractor to repaint the clubhouse playground equipment and also recommends partnering with Maintenance to upgrade swings and install rubber safety matting.
Tina Daniel (Lot #231) reported for the Activity Committee. The committee highlighted the success of the recent Easter egg hunt. There were about 2,500 eggs and all the children had full easter baskets. It was a bit chilly, but it was a successful event. Upcoming events include the Spring Garage Sale on Saturday April 18, 2026 and a Cinco de Mayo celebration on Saturday May 2, 2026. Mrs. Daniel requested a motion to approve the band Now and Then to perform on a tentative date of September 5, 2026 from 7:00 PM to 10:00 PM. Dan motioned to approve the band. Tom seconded the motion. Motion passed.
Robert reported for the Building Committee. The committee reported that as of April 1, 2026 HOALife is now the exclusive platform for submitting building permit requests. To improve the user experience, the committee is currently designing clearer instructions for the “Site Plans” section of the form. Since the last board meeting, 29 permits were approved, with no new home construction. The committee brought a new handbook rule to be added to the Handbook because there are currently no rules about married lots in the handbook. This rule specifies married lots that share a property line are treated as one continuous lot for building purposes, while married lots separated by a street are treated as 2 separate lots. In the case of married lots separated by a street, the unimproved lot can have a septic system and the 3 structures permitted on an unimproved lot: one shed, one shelter, and either a patio or deck. The rule also requires divorced lots to come into compliance with building rules if they are separated.
Robert read the proposed new rule:
Owners of two or more contiguous lots sharing a common property line may apply to the Association to have the lots designated as Married Lots. Once approved, the married lots shall be treated as one building site and the designation shall be documented on a “Notice by Owner of Potential Violation of Homeowners Regulations Upon Sale or Conveyance of Lot” and recorded at the Daviess County Recorder’s Office. All structures normally permitted on an improved lot—including the primary residence, garages, accessory buildings, septic systems, and other approved structures – may be constructed anywhere within the combined boundaries of the married lots, subject to Building Committee approval.
When an owner possesses two or more lots that do not share a common property line, those lots shall be treated as separate lots for development purposes. If one lot contains a residential dwelling (the Improved Lot) and another lot under the same ownership remains unimproved, the unimproved lot shall be limited to one septic system or septic field serving the improved lot, subject to health department approval, and the three structures permitted on an unimproved lot – one shed, one shelter, and either a patio or deck, subject to Building Committee approval.
If married lots are sold or transferred separately, the marriage designation will be revoked by the Association and the divorced lots will be required to come into compliance with building rules for improved and unimproved lots, as applicable.
Robert motioned for this new rule to be added to the handbook. Tom seconded the motion. Motion passed.
There was no report for the Fire Department.
There was no report for the Campground Committee.
Robert Walton reported for the Lake Committee. The committee will begin its annual springtime roadside inspections next week. Inspectors will specifically look for old limb piles, illegible address or lot numbers, and any discarded items along the roadways.
Dave Schaefer reported that the Infraction Committee will have their next meeting on April 25, 2026.
Dave Daniel reported for the Dredge Committee. Tom moved to approve Dave Thomas (Lot #133) to the Dredge Committee. Dave Schaefer seconded the motion. Motion passed. The committee met on March 12, 2026 to finalize logistics for the April 1, 2026 delivery and assembly of the dredge at the dam. Operations began at Community Area 10, though the start was delayed one week due to lightning and a subsequent mechanical failure involving the gearbox and main pump; repairs are expected within days, and the schedule will extend into June to compensate for the downtime. A hydrographic survey was conducted to determine silt depths, and two new staff members have been hired specifically for the project to ensure regular maintenance tasks continue uninterrupted. During the report, the committee clarified that moving docks to allow the dredge within 15 feet of the shoreline is the responsibility of individual members, not the dredge team. Current dredging is focused on high-inflow areas like Garney, the Yacht Club, 3 Tubes, and Pilot Pirate with tentative plans for a new silt containment area next year near the maintenance yard to expand future capacity. Dave Daniel emphasized the importance of properly installed silt fences to prevent lake sedimentation. The silt fence needs to be in the ground, not on top of the ground for it to be effective. It was clarified that while contractors perform the work, homeowners are ultimately responsible for compliance with the handbook.
Bret Bush (Lot #324) reported for the Fishing Committee. The Family Fishing Festival is scheduled for May 23, 2026. The event will feature various fish categories with a $50 prize for the longest catch in each. The cost will be $10 for youth and $15 for adults with registration beginning at 7 AM behind the clubhouse. All proceeds made during the festival, as well as the planned July 4th pancake breakfast, will fund the purchase of fish for the lake. Additionally, the committee noted they will ask the Board at next month’s meeting to approve Donnie Moss (Lot #449) as a new member to the committee.
Brian gave the Managing Director’s report. Maintenance staff serviced a skid loader, installed new buoys and buoy lights, and replaced and repaired road signs. They performed a trash run around the lake and installed new American flags and ropes at the Viking Ship and cemetery. They treated ice on the roads and removed the old gate system at the marina boat ramp. The team also worked on Doe Court, Indian Court, Gulfstream and Tackle. They serviced trucks for both Maintenance and Safety. They patched potholes, and worked on the road at Campground 2. Maintenance hooked up dredge pipe and refurbished the dock at the marina boat ramp.
The Safety department issued 11 warnings and 2 infractions. They stickered 23 watercraft and performed 3 hot washes. Additionally, the team responded to 1 medical call and an automated crash detection call. They detailed all vehicles for Safety and Maintenance. Brian clarified that Safety is taking a step back from the building committee. Safety will still forward permit applications submitted through HOALife to the Building Committee. The Building Committee will notify Safety and the office when applications are approved or denied.
The office reviewed and processed invoices, bank deposits, and ran payroll. They ordered supplies, answered customer phone calls and emails, printed and bound new handbooks, and continued working on scanning historical building permits. They audited tags between Quickbooks and HOALife accounts, researched and resolved Quickbooks payment issues, and helped Safety migrate to a new Safety email. The office created departments in ADP for payroll which allows employees to easily switch between departments effectively eliminating the need for journal entries when processing payroll. They onboarded 2 new employees for Dredge, coordinated lot sales with members and created a process for Lake Viking Newspaper billing, hopefully ensuring only current accounts are advertising. The office continued the Campground audit for non-payment accounts, and worked on map updates with Felicia Roth. They prepared and processed deeds, and kept the Association’s website, as well as the HOALife portal, up to date with relevant forms and documents, including committee lists, the handbook, and the lots for sale list. The office obtained electronic copies of plat maps from the courthouse and uploaded those files to the website for membership to view.
The Association has hired 2 seasonal employees to assist with the dredging project. Tyson Martin joins the team while serving as a full-time firefighter at Rosecrans Airport in St. Joseph, Missouri. Mike Head also joins the crew, bringing experience from Norris Quarries, where he operated heavy equipment, and McBee Meat Company, where he worked as a meat processor.
The pool will open on Friday, May 22, 2026.
Building permit applications must now be submitted exclusively through the HOALife platform. As a reminder, because only boat titles and registrations were transferred from the previous Condo system, members need to submit all guest and pet information requests via HOALife. The way to do that is by logging into your account, clicking on Architectural Requests, and then choosing Guest Authorization or Pet Authorization. After you choose your request type the system will walk you through the steps to properly submit your request. Customer Service Associate Donita Green clarified that HOALife is not an app for membership use, it is a website. The best way to save your unique login link the office sent you is by saving an icon to your homescreen on your phone. You do that on iPhones by clicking Share then Add to Homescreen, and on an Android by clicking the 3 little dots on the top of the screen, then Add to Homescreen. What that will do is save an icon on your homescreen where it looks like it is an app, but when you touch it, it opens up to your unique login page in your web browser. The property PIN code, which is your password, is not saved with it, so you will need to manually save it. Members who have questions or experience any difficulty logging into their accounts are encouraged to contact the office for assistance.
The trash expense for Rapid Removal during March 2026 was $158 less than it was in March 2025. Total savings for the first nine months of the contract, spanning July 2025 through March 2026, is $27,300 less than the expenses incurred during the same period last year.
Unimproved lot owners who wish to access the dumpsters at Maintenance are required to pay a $25 gate access fee, and those who want to maintain their current access must complete their payment before May 1. Access will be deactivated for all unimproved lots that have not paid by this deadline. Since this trash permit fee is optional and not automatically invoiced, members should contact the office directly if they need to make a payment.
The Missouri Department of Health raised questions regarding soil quality and pool population numbers for the Clubhouse septic project. Tom Fritts has provided a response to these inquiries, and the Association is currently awaiting a final decision from the Department of Health.
This month we sold 4 lots for $12,500.
We received a second bid for the storm warning sirens on Friday and are working to obtain a third bid.
Tom made a motion to approve the March 2026 financial statements. Dave Daniel seconded the motion. Motion passed.
Board Discussion focused on updating multiple rules in the handbook. The first item of business was to replace guest pass language with HOALife. This rule was discussed at last months board meeting, and was tabled due to questions about what defines an ID, especially when concerning minors. Safety Manager Jason McTheeney clarified that any ID will work. As long as there is a photo of the individual and their name, one example of that would be a school ID. The purpose of having a photo and a name of every guest is so when Safety talks to them, they can clearly see that they are an approved guest on the lake and the guest will not be asked to leave. The 2 guest rule has not been monitored or enforced by Safety since VVA’s online system became the only method of identifying guests.
The current rule in the handbook reads:
GUEST IDENTIFICATION:
If the Active Member is not present with the guest at all times, Guest Authorization is required. VVA’s online system will be used as the only method of identification of guests. Guest information must be properly entered into VVA’s online system by the active member. Guest Authorization is submitted by the property owner in VVA’s online system, with a maximum limit of two (2) Guest Authorizations per membership at any given time. Only one (1) family is allowed per (1) Guest Authorization; a guest of a property owner may not bring a guest. The property owner is responsible for the actions of the guest. If any member assigns more than two (2) Guest Authorizations covering the same time period, all Guest Authorizations are deemed invalid. Property owners must upload a photo of their guest(s) in VVA’s online system. Failure to upload a guest’s photo will result in the removal of the unidentifiable guest from VVA property. (rev 2/23) Only Active Members who are current in the payment of all dues and all other charges, fees and assessments as provided for under ARTICLE IV and who have satisfied all monetary obligations imposed upon such member under ARTICLE XIV shall be able to enter guests into VVA’s online system.
The proposed new rule reads:
GUEST IDENTIFICATION:
If the Active Member is not present with their guests at all times, guest authorization is required. VVA’s online system will be used as the only method for identification of guests. Guest information must be properly entered into VVA’s online system by the active member. Property owners must upload a photo and identification of their guests in VVA’s online system. Failure to upload either a guest’s photo or identification will result in the removal of the unauthorized guest from VVA property. A guest of a property owner may not bring a guest. The property owner is responsible for the actions of their guests. Only Active Members who are current in the payment of all dues and all other charges, fees and assessments as provided for under ARTICLE IV and who have satisfied all monetary obligations imposed upon such member under ARTICLE XIV shall be able to enter guests into VVA’s online system.
Tom made a motion to approve this Guest Identification rule change. Dave Daniel seconded the motion. Motion passed.
The next item during Board Discussion is to remove stamped membership cards from the handbook. The Association no longer stamps membership cards or requires members to provide proof of trash service. The office can contact the trash contractor to verify that members have trash service, if needed. Also recommend removing “on a limited basis” because this phrase is difficult to quantify and there are no limits currently being enforced.
Michelle read the current handbook rule:
2. Members who contract trash service and have a need to utilize dumpsters for household waste may use dumpsters located in the maintenance yard on a limited basis. Members must have either a stamped membership card or proof of contracted trash service with them during use. (Note: If the member is renewing annual membership in person, the member may request or provide trash service verification at that time. Members who desire approval and are renewing membership by mail may request a trash stamp on their membership card with proof of current trash service.)
The proposed new rule reads:
2. Members who contract trash service and have a need to utilize dumpsters for household waste may use dumpsters located in the maintenance yard.
Tom made a motion to approve this new handbook rule. Dave Daniel seconded the motion. Motion passed.
The next item in Board Discussion was to remove trash cards from the handbook. Trash cards are no longer used. Unimproved lot owners with a campground spot do not have to pay the $25 fee for access to the Maintenance gate.
The current rule reads:
Unimproved lot owners have the option to remove their trash with them upon leaving, or purchase a card at the Association Office for $25.00 for the membership year allowing them to dump their trash in an Association dumpster. Members with a Campground spot can utilize the Campground dumpster. Members utilizing dumpsters without the purchase of an Association card will be issued an infraction ticket.
The proposed new rule reads:
Unimproved lot owners have the option to remove their trash with them upon leaving, or pay a $25.00 fee for the membership year to have their PIN activated for use at the Maintenance gate which will allow them access to an Association dumpster. Members with a Campground spot can utilize the Campground dumpster, and they can also have their PIN activated for use at the Maintenance gate without paying the $25 fee. Unauthorized use of the Association’s dumpsters will result in an infraction ticket.
Tom made a motion to approve this handbook rule. Dave Schaefer seconded the motion. Motion passed.
The next item for Board Discussion was to remove dog pick-ups and require information for all pets, not just dogs, to be uploaded to VVA’s online system.
The current rule reads:
PET REGULATION: Only three (3) pets are allowed in any one household of the regular membership. This count shall include animals which may be governed by special permit from the Department of Conservation. All pets are required to wear collars with a current rabies tag showing the date of last inoculation as well as identification and contact information of the Owner.
DOG IDENTIFICATION: Any dog not confined or on a leash will be picked up @ $20.00ea pick-up fee. Property owner must upload their dog’s photo and vaccination records to VVA’s online system.
The proposed new rule reads:
PET REGULATION: Only three (3) pets are allowed in any one household of a member. This count shall include animals which may be governed by special permit from the Department of Conservation. All pets are required to wear collars with a current rabies tag showing the date of last inoculation as well as identification and contact information of the owner. Property owners must upload their pet’s photo and vaccination records to VVA’s online system.
Tom made a motion to approve this new handbook rule. Dave Schaefer seconded the motion. Motion passed.
The final item for Board Discussion was to remove the customerservice2 email address and offer to connect members with the Building Committee.
The current handbook language reads:
Note: Anyone unsure if a project will require a permit may e-mail the Building Committee at: [email protected] with ATTN: BUILDING COMMITTEE in the subject line, or phone the Association office at 660-322-9001. A quick call will help you avoid unnecessary delays and fines. Remember, these rules and regulations are put in place to protect the beauty of our lake.
The proposed new rule reads:
Note: Anyone who is unsure if a project will require a permit or wants to speak to a member of the Building Committee can contact the Association office at 660-322-9001. A quick call will help you avoid unnecessary delays and fines. Remember, these rules and regulations are put in place to protect the beauty of our lake.
Tom made a motion to approve this. Dan seconded the motion. Motion passed.
Guest Time was scheduled to include Dustin and David Hibler (Lot #Z13) to discuss Hangover’s Restaurant Building and Septic. The Hibers were not in attendance at this meeting.
Tom motioned to adjourn the meeting at 3:15 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
