The regular monthly meeting of the Board of Directors of the Viking Valley Association was held on June 14, 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, Christina Lindsay (Lot #429) – Secretary, Tom Rice (Lot #343) – Assistant Secretary, Robert Walton (Lot #217) – Treasurer, Dave Daniel (Lot #231) – Assistant Treasurer.
Michelle called the meeting to order at 12:30 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.
Tom made a motion to open the meeting to the public at 2:00 pm. Dave Schaefer seconded the motion. Motion passed. There were 22 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 April 12, 2026 board meeting. Dave Daniel seconded the motion. Motion passed.
There was no report for the Handbook Committee.
Dave Schaefer reported for the Finance Committee. The Finance Committee met on Thursday, June 11, 2026. Terry Nibarger (Lot #657) announced his resignation from the Finance Committee. The members expressed their gratitude to Mr. Nibarger for his years of dedicated service, highlighting his significant contributions to structuring the Morgan Stanley Account. The committee reviewed the May financial documents, noting that VVA continues to receive these documents in a timely manner, and no exceptions were noted. Regarding the Morgan Stanley investment update, the account increased by $76,015 for May, following a strong performance in April, bringing the overall increase to $126,450. Also, with Mr. Nibarger leaving the committee, Brian agreed to update current account status with Morgan Stanley. The committee engaged in a lengthy discussion regarding topics for the October Annual Meeting, focusing on a potential vote regarding the realignment of annual dues and assessments. Additionally, the committee explored costs for a proposed new office building, which is currently projected to cost $380,000. The committee agreed to invite Bret Bush (Lot #324) to consult on the project, leveraging his professional experience as a building contractor.
Under real estate updates, it was reported that two association-owned lots were sold for $2,000 each. David Hibler (Lot #MH050) was added to the realtor list for Special Use (SU) lots, bringing the total to four realtors who will market these properties. In operational savings, the committee noted a trash line-item expense savings of $2,242 for the month, totaling $31,201 year-to-date. Dave Schaefer thanked Brian and the office staff for continuing to focus on collecting past-due accounts and managing active liens. Tom made a motion to approve Steve Danner (Lot #14) to join the Finance Committee. Dave Daniel seconded the motion. Motion passed.
The Finance Committee and the Strategic Planning Committee held a joint meeting on Friday June 5, 2026. The core objective is to develop a framework for future collaboration to improve workflow planning. These joint meetings will occur quarterly on the Thursday preceding the monthly Board of Directors meeting, immediately prior to the regular Finance Committee meeting. It is anticipated that these joint committee meetings will be advantageous in achieving a unified focus for items to be prioritized and presented to VVA Membership at the Annual Meeting.
The committees discussed three open finance items. 1) New Storm Sirens will be installed at 2 locations and will be solar powered. A down payment on the $69,000 total price has been made. The sirens will be activated by the County 911 Dispatching system. 2) A Fire Department Tanker has been purchased for $85,000 with delivery around mid-July. The committee thanked Brian and Tony Gronniger (Lot #2281) for assistance with both of these items. 3) A target date to begin work on the Clubhouse septic is now in September, with further updates expected at the next meeting.
The construction of a new office building was designated as a primary, near-term objective. The joint committee identified the project timeline, funding mechanisms, structural reviews, and membership communication strategies as immediate follow-up items. For broader long-term priorities, the committee will utilize the Association Asset Inventory List compiled by the Strategic Planning Committee and documented by Felicia Roth. This report will guide future funding options and the development of a comprehensive Five-Year Plan. The committee evaluated future infrastructure projects, including new or improved playground equipment, community area structures (such as restrooms and docks), and improvements to the old maintenance building. The committee identified 14 potential items to be compiled for a future membership priority vote.
Tina Daniel (Lot #231) reported for the Activity Committee. The Poker Run yesterday was successful, with an estimated 250 participants. Christina Lindsay won first place and a $200 prize, which she generously donated back to the Activities Committee. Nova Schottel, guest of a lot owner, secured second place with a prize of $125, Rusty Hendricks, Maintenance Manager, took third place winning $75, and Angela Johnson, guest of a lot owner, received a cement garden gnome for the worst hand. Fundraising efforts proved highly successful, with the silent auction raising approximately $1,654 and the 50/50 raffle generating $290 in ticket sales. The raffle winners, Eric and Jody Odette (Lot #220), chose to donate their half of the proceeds directly to the Fishing Committee. The committee thanks all participants, sponsors, committee members, and volunteers for making the event a success. The scheduled events for the upcoming July 4th weekend activities at the clubhouse will commence with a patriotic-themed boat parade in the clubhouse harbor at 1:00 PM and an ice cream social will be held under the shelter behind the clubhouse starting at 2:00 PM.
Robert Walton reported for the Building Committee. The committee voted and approved Richard “Woody” Woodruff (Lot #98) as the committee chair. The committee brought a handbook rule change to the board for approval concerning adding fences to the No-Fee section of building permits. Robert read the current rule:
No-Fee, but Permit required
Utility work
Landscaping (not requiring equipment)
Shoreline work (not requiring equipment)
Foundation repair
Steps or ramp to house
Install new driveway tubes
Repair/replace with same-sized shed, shelter, etc.
Stepping stone patio or Paving stone patio (not requiring equipment)
Small hand-built retaining wall (not requiring equipment)
Interior remodel
Septic repair/replace (also requires state of MO permit)
Firepit made of paving stone (not requiring equipment)
Robert read the proposed rule:
No-Fee, but Permit required
Fences
Utility work
Landscaping (not requiring equipment)
Shoreline work (not requiring equipment)
Foundation repair
Steps or ramp to house
Install new driveway tubes
Repair/replace with same-sized shed, shelter, etc.
Stepping stone patio or Paving stone patio (not requiring equipment)
Small hand-built retaining wall (not requiring equipment)
Interior remodel
Septic repair/replace (also requires state of MO permit)
Firepit made of paving stone (not requiring equipment)
Tom made a motion to approve this rule. Dave Schaefer seconded the motion. Motion passed. Robert turned the time over to Mr. Woodruff. The committee would like to add a rule for building a greenhouse to the handbook. This would be a $100 building permit fee. Mr. Woodruff read the proposed rule.
$100 Permit Fee
Shed
Shelter
Deck
Pergola
Dock
Greenhouse
Greenhouses: A greenhouse is a building or structure used only for cultivating, protecting, or maintaining plants/flowers. Greenhouses are only permitted on improved lots for full time residents and are for personal and hobby use only (commercial or retail activity prohibited). Structure must be made with steel, aluminum, or treated lumber and have polycarbonate, tempered/safety glass or fiberglass reinforced panels and generally consistent with homes appearance (color, style, etc). Structure may be attached to house/garage or be freestanding. If freestanding, the structure must be anchored into ground to deflect winds up to 65 mph. Improved lots may have one greenhouse that is no larger than 288 sq.ft. and a total height not to exceed 14 ft as measured from the peak to the floor. Greenhouses must meet setback/easement requirements and be placed no closer than 25 ft from waterline, as measured from roof to water at full reservoir.
Page 32 – Building On A Lot
Lots with a home: Other than the home, allowed structures are limited to garages, storage sheds, shelters, chicken coops, greenhouses, decks, docks, fences, patios, and gazebos—each of which requires an approved Building Permit.
There was a discussion about greenhouses, including concerns of material used, and whether members would ultimately use it for storage, and not for live plants. The committee clarified that due to strict enclosure rules and square footage limitations, greenhouses must remain separate, independent structures from sheds. Members expressed aesthetic concerns, noting a strong desire to prevent subpar structures, such as plastic sheets stapled to wood, in order to protect surrounding property values. The new rule explicitly specifies the types of building materials that are permitted. Tom made a motion to approve this rule. Dave Schaefer seconded the motion. Motion passed. The Building Committee needs two more members. If you are interested in joining the committee, please contact the office to fill out a committee interest form.
Dennis Schlaiss (Lot #1080) reported for the Fire Department. The fire department purchased a new tanker, and delivery is expected in July. The fire department is looking into new handheld radios for 911. They did cross training with Safety and Maintenance, and would like to say thank you to Safety for the new parking lines in front of the Safety building.
Christina reported for the Campground Committee. Don Hinton (Lot #622) is a member of the campground committee and was also present to answer questions. The committee brought a handbook rule change before the board concerning changing the number of days and fees for full time campers, as well as adding $1,000 water loss fee to members accounts who have frozen hydrants. Christina read the proposed rule.
FULL-TIME CAMPERS: Full-time campers using the campsite more than 14 days in any given month shall notify the Association Office or Campground Manager, and the member shall pay an additional $150.00/month camp fee. An infraction will be issued to members not reporting as full-time campers.
Full time campers “living” year-round (winter) in the campground MUST enclose their RV with insulated skirting. The appearance must be approved by the Campground Manager. The winter campground rules are as follows:
1. You cannot leave water faucets running in your camper to prevent freezing.
2. You must take appropriate steps to prevent freezing of water lines.
3. If your hydrant freezes, you will be required to reimburse the Association for all replacement costs and you will be charged $1,000 for a water loss fee.
4. The use of electrical heaters for freeze prevention is strictly prohibited.
A discussion about this rule brought up many concerns. Some of the concerns include dropping the days from 21 to 14 would greatly impact many campers, as well as concerns about how this rule would be managed. Additional operational and maintenance concerns were raised during the discussion. Members discussed the risk of shared water hydrants freezing if hoses are left connected during the winter, noting that shared access makes it difficult to properly assign accountability for damage. The board ultimately was not comfortable with voting on this rule yet, instead they recommended that the committee widely publicize its next meeting date so that affected campground members have an opportunity to attend and participate in a formal discussion. It is believed that members of the campground would want to know about this before it is put to a vote with the board.
Robert reported for the Lake Committee, explaining that the committee is responsible for the overall appearance of the lake environment on both land and water. The committee will conduct a follow-up inspection of the roadside letters from last month and will begin water inspections next week. Additionally, the committee reminds members to ensure their correct lot number is clearly displayed on their docks. It was noted that there has been a significant number of dock installations this spring, and the committee is currently identifying areas that require cleanup following the past winter.
David Schaefer reported for the Infraction Committee. The committee reviewed 22 infractions, 20 of which were upheld, primarily regarding violations of failure to maintain trash service. The committee reminded membership that watercraft are strictly prohibited on the water if a member has an outstanding financial balance with the association. To assist members in monitoring their account status and identifying open balances, the committee highlighted that HOALife can be utilized, and noted that Donita has created instructional videos demonstrating how to navigate the platform.
Dave Daniel reported for the Dredge Committee. The committee announced that the current dredging process has been completed, and the dredge equipment is scheduled to be removed next week. The committee plans to reconvene in the coming weeks to develop operational strategies for the next several years. Reflecting on past operations, it was noted that the association lacked necessary pipe floats. The committee addressed the logistical challenges of dredging, clarifying that operations require a designated silt pond or containment area, which prevents certain coves from being dredged at this time. Plans to construct an additional silt pond are being evaluated, though the project carries a projected cost of approximately $40,000, and the association currently faces limited funding. The committee noted that managing the process was challenging this year due to mechanical breakdowns, which caused frustration for some members who were temporarily unable to navigate their boats while the dredge pipe was positioned in their coves. It was clarified that dredge funding is drawn from the entire association membership, and the committee prioritizes removing silt from the highest-impact areas of the main body of the lake to benefit the community as a whole. A visual assessment of the lake and its weirs confirmed that the structures successfully captured a significant volume of storm-driven silt, preventing it from entering the main lake. A final cost breakdown for the dredging operations will be presented at the next meeting. The committee would like to recognize the maintenance staff for their excellent work and performance throughout the project.
Mr. Bush reported for the Fishing Committee. The Pancake Breakfast, featuring Chris Cakes, is scheduled for July 4 from 9:00 AM to 12:00 PM. The cost for adults is $12, and children 12 and under is $8. All proceeds from this event will be used to purchase fish for lake stocking at the end of the year. Last month’s fishing festival was a success, which drew over 75 entries and generated $3,364. Sincere thanks were extended to everyone who donated their time, provided items for the silent auction, or assisted with the event. Yellow perch population appears to be thriving in the lake, however, the committee requests that members refrain from keeping any caught yellow perch for approximately another year to allow the population to fully establish.
Brian gave the Managing Director’s Report. The Maintenance Department continued dredging and mowing. They cleaned out ditches around the lake, power washed the brick wall at the pool, and handled the cleaning, painting, filling, and chemical adjustments necessary to open the pool for the season. Additionally, they assisted a contractor with 3 tube replacements and repaired 2 hydrant leaks at Campground 1.
The Safety Department issued 124 warnings and 13 infractions. They stickered 645 watercrafts, performed 12 hot washes, and responded to one medical call. Safety entered 248 member requests to add guests to HOALife accounts, sent four 30-day letters on behalf of the Lake Committee, towed two personal watercraft and two boats, and posted 16 approved building permits on member lots following Building Committee approval. They patrolled 1,896 miles on land, while water patrols totaled 65 hours, that included 25 hours of coverage during the Memorial Day weekend from May 22 to May 25, 2026. Safety also assisted with pool cleaning, power washing, and the assembly of two new picnic tables for the pool area. Incident responses included handling a dog bite call, assisting a deer that was stuck in a barbed-wire fence, and removing unapproved advertising and real-estate signs from member lots. Safety also collaborated with the Daviess County Sheriff to remove a Tier III Sex Offender from Association property. Safety serviced the Automated External Defibrillators (AEDs), replaced expired pediatric AED pads, checked oxygen tank levels in all Safety vehicles, and serviced and launched the Yamaha personal watercraft.
Following a storm, Safety retrieved loose boats floating in the lake and secured a loose wake surf buoy alongside a member buoy located near the spillway. Safety also began automating the new real estate sign process, filed electronic copies of approved building permits for digital storage, attended the monthly Fire Department meeting, cleaned the fire station bays, and transferred physical fire run sheets from 2021 to the present into a digital format. Finally, they repaired the camera system in the Safety and Fire Department building, verified check-in and check-out times for clubhouse rentals, assisted with septic alarms, jumpstarted a contractor’s vehicle, set up and removed chairs for the May board meeting, and successfully trained three seasonal employees.
The Office staff managed daily administration by reviewing and processing invoices, preparing and processing bank deposits, ordering supplies, and running payroll, which included inputting hours, managing the IRA match, and reviewing ADP journal entries. They answered customer phone calls, emails, and walk-in inquiries, printed and bound new handbooks, coordinated lot sales with members, prepared and processed deeds, and generated financial documents for both the Finance and Campground Committees. To ensure data accuracy, the office audited and corrected PalGate accounts, updated the trash permit list for unimproved lot owners, and continued an audit of Lake Viking Newspaper past-due accounts. Digital platforms were maintained by updating the Association’s website and HOALife with relevant forms and documents, posting several announcements on Facebook and HOALife, and creating and uploading instructional tutorial videos for HOALife. The office also maintained the official committee list, updated the handbook, kept the lots-for-sale list current, and managed clubhouse and shelter rentals alongside invoicing full-time campground members. In cooperation with other departments, the office worked with Safety and Maintenance to track contract mowers and maintain lists of lots mowed or requested to be mowed, and collaborated with Safety to manage the list of suspended trash accounts received from Rapid Removal.
Alvin Turner resigned from his position with the Maintenance Department, and the association is currently reviewing staffing options to fill the opening.
The pool officially opened for the season on Friday, May 22, 2026; members are advised that the pool steps are slippery and they should hold onto the handrail and walk carefully when entering or exiting. The pool’s brick wall will remain unpainted until after the pool season concludes, at which point stripping the remaining old paint will resume.
Effective July 1, 2026, real estate sign requests will only be accepted electronically through HOALife, and paper requests will no longer be accepted, with the Board scheduled to consider this formal rule change later in the agenda.
The office posted additional instructional videos on the Association website demonstrating how to log into HOALife using an email address, navigate accounts, and upload both guest and pet information. Members experiencing issues or having questions regarding their HOALife accounts are encouraged to utilize these self-help videos or contact the office directly for assistance.
The trash expense for Rapid Removal during May 2026 was $2,242 less than in May 2025, bringing the total savings for the first 11 months of the contract (July 2025 through May 2026) to $31,201 less than the expenses incurred during the same period last year.
Property sales for the month included two lots sold for a total of $4,000. Additionally, the association identified three Association-owned lots on Gulfstream to replat as Special Use (SU) lots. Neighboring lot owners on Gulfstream will also be permitted to replat their lots as SU lots at the individual owner’s expense.
The association received $1,400 in fireworks donations, which will be used to extend the duration of this year’s display.
The new storm sirens are currently being manufactured and are tracking for installation in mid-July. The necessary utility poles are being purchased directly from a local power company that will also dig the holes and set the poles. This operational choice resulted in a savings of $1,130 compared to the original turnkey quote provided by the siren company.
Mr. Gronniger successfully located a used fire truck tanker that met all of the association’s search criteria, and the Board tentatively approved the purchase, which it will officially ratify later in today’s agenda.
On a safety note, the association has experienced an influx of complaints regarding vehicles driving directly on the airport landing strip. We are currently gathering information regarding the extent of the issue, identifying who is driving around the safety cones, and working directly with S lot owners to address the problem.
The Missouri Department of Health is currently in possession of the association’s responses to all of their inquiries regarding the clubhouse septic system, and the board continues to wait for their final regulatory decision while remaining hopeful that the permit will be issued. To accommodate the anticipated installation of the new septic system, blackout dates for all clubhouse rentals have been formally established from September 1 through December 31, 2026.
Tom made a motion to approve the May 2026 financial statements. Dave Schaefer seconded the motion. Motion passed.
Board Discussion started with a handbook rule change regarding Real Estate Signs being submitted by members in HOALife. Michelle read the existing rule.
“FOR SALE” SIGNS on DEVELOPED LOTS: Only one “For Sale by Owner” or “House for Sale” or “For Sale” or realtor “For Sale” sign can be placed on a lot with dwelling(s). You cannot have more. Only one “Open House” sign may be placed on a lot with dwelling(s), displayed only during the posted hours of the open house, and must be removed immediately at the end of the open house. The member or realtor/listing agent must sign a permission authorization form for each lot on which a sign will be placed. This form must be signed by the homeowner & Association representative using VVA’s online system, before the sign is placed on the lot. No signs shall be placed on unimproved lots, except signs required for lot identification and emergency purposes. All signs on lots zoned for commercial business shall be approved by the Board of Directors. Property owner and/or listing agent will ensure that each party has a copy of the form. No flags, balloons, banners, lights or similar selling aids will be allowed in conjunction with the sale of property; only one information tube attached to the “For Sale” sign is allowed.
Michelle read the proposed rule.
“FOR SALE” SIGNS on DEVELOPED LOTS: Only one “For Sale by Owner” or “House for Sale” or “For Sale” or realtor “For Sale” sign can be placed on a lot with dwelling(s). You cannot have more. Only one “Open House” sign may be placed on a lot with dwelling(s), displayed only during the posted hours of the open house, and must be removed immediately at the end of the open house. The member must submit a real estate sign request using VVA’s online system, and the Association must approve the request before the sign is placed on the lot. No signs shall be placed on unimproved lots, except signs required for lot identification and emergency purposes. All signs on lots zoned for commercial business shall be approved by the Board of Directors. The member will be responsible for notifying the listing agent when the real estate sign request has been approved. No flags, balloons, banners, lights or similar selling aids will be allowed in conjunction with the sale of property; only one information tube attached to the “For Sale” sign is allowed.
Tom made a motion to approve this rule change. Dave Schaefer seconded the motion. Motion passed.
Board Discussion started with the purchase of the Fire Department Tanker. Michelle reminded membership that the board gave permission at the last board meeting to find the Tanker, and purchase it with board approval. The Tanker was purchased for $85,000 using the Deferred Maintenance Fund. Tom made a motion to approve the purchase of the Fire Department Tanker. Dan seconded the motion. Motion passed.
Guest Time was scheduled for Jared Hill (Lot #1244) to request an exception to use Class B, 1.3 Public Display Fireworks. Mr. Hill was unable to attend the meeting. The board felt the information he previously provided was sufficient for consideration, but his request for an exception to the fireworks rule died for lack of a motion. Discussion included safety concerns for boats and cars, potential damage to boats at the yacht club where they are docked without a roof, complaints from yacht club members about his request, the duration of the delay between the end of the Association’s display and the beginning of his, the comparison with Conforti’s noting that they used consumer grade material that did not require an exception, the distance from his proposed shooting area to the fire department, and the Board’s general hesitation to grant one time exceptions to rules.
The Board offered 2 possible solutions –
1. He can donate money to the Association’s fireworks display. The Association had $20k budgeted and received $1,400 in additional donations. Every dollar he donates would be used on top of that to increase the fireworks display. It would not be used to reduce the Association’s expense.
2. He can contract directly with Wald Fireworks Co., the same company the Association has contracted for this year’s fireworks display, and choose the fireworks he wants, but the location has to be changed to the location where the Association’s display is located and his fireworks must start immediately after the Association’s fireworks end.
Michelle reminded membership that the next board meeting is Sunday, July 12, 2026 at 2 PM.
Dave Daniel motioned to adjourn the meeting at 3:38 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
