Bellevue Landowners Council APPROVED

Bellevue Landowners Council APPROVED Board of Directors Meeting February 2, 2005

The meeting was called to order by Mark Gilbertson at 7:37 pm. Frank Wickersham was absent.

BOARD MEMBERS/OFFICERS PRESENT: Mark Gilbertson, Vice President; Bob Hunsaker; Kay Hayes; Book Sengstack; Jennifer Schefer, Treasurer; Marianne Sutton, Secretary

COUNCIL MEMBERS PRESENT: Bill Steele, Carolyn Westberg-Croessmann, Sophie Wright, Angela Ingenito, Betty Steele, Kay Hales, Hugh Kasley, Joan Kasley, Keith Byergo, Diane Zegel, Jim Brunger, Alan Suhonen, Francis Baker, Paul Glennon

REVIEW OF MINUTES: Mark Gilbertson introduced Marianne Sutton as the new BLOC Secretary. A motion was made and carried unanimously to send a $50 gift certificate and flowers to thank previous secretary Chris Kelleher for a job well done. Jenny Schefer offered to handle the details.

January minutes were approved with amendment “A request to allow the expenditure of $1000 to pay incoming bills for trails from January to February was approved.” Marianne agreed to transcribe and/or copy the October, November, December for the board’s review and approval. The Annual General Meeting minutes will also be copied and distributed for approval. All minutes will be posted to the web site as they become available.

TREASURER’S REPORT * Bank balances: Fauquier Bank $39,763.82 Lockbox A/c 6,841.38 Escrow (loan) 56,478.91 Wachovia 15,543.82

Jenny Schefer reported that Fauquier Bank was mistakenly deducting money from escrow to pay down our loan, rather than taking the money from the lockbox account. They have agreed to make all necessary adjustments. Jenny will review the documents and reconcile the statements.

Delinquent accounts: R. Grefe reports he has mailed a check; Jenny will confirm with the bank that this has been received. The Fairbanks have an outstanding balance which is expected to be paid in the near future through a debt consolidation company.

Tommy and Julie Bailey, property managers for Bellevue Farms LLC, requested all future correspondence be addressed to them at 7045 Bellevue Farm Road and all references to Mr. and Mrs. Stephen Case be removed. Hill Barth & King have requested copies of October, November, and December 2004 plus January 2005 minutes in the next day or two, in order to proceed with the annual audit of BLOC accounts. Marianne will provide them to Jenny as soon as possible, pending transcription and approval.

COMMITTEE REPORTS

Trail: Diane Zegel reported no activity. Barn & Equestrian Center: Tom Rudy reported 6 of 8 stalls are rented and expects one new stall rental in a few weeks. A new visitor liability sign has been posted at one entrance to barn area; two more signs are on backorder for the grass ring and sand ring. He is still collecting suggestions for future improvements. Recreation Center/Pool: Mark Gilbertson reported a new lock was installed at the Recreation Center. Mark urgently requests assistance in the care and upkeep of the pool and rec center. The Gilbertsons have handled this task for a number of years, and are ready to cede it to a new volunteer. If anyone is willing serve, chair or help this committee on occasional weekends, please let Mark know. Social: Mark reports that Kim Gilbertson needs assistance with the newsletter and is also seeking a new Social chairperson. Please contact her if you are interested in this committee. Finance: Mark Gilbertson reported no activity. Ponds: Hugh Kasley reported the contract with Flat Tail Trapping Company has been renewed for 2005. First quarter inspection was completed in January; no beaver activity reported. Roads: Bob Hunsaker reported that a new Roads Committee has been assembled. Buddy Schneider will serve as Chair, John Casazza and Carolyn Westberg- Croessmann will serve as members. John will be in charge of snow removal. The committee plans a tour of the roads Saturday, Feb. 5 to determine their condition. BLOC member Paul Glennon stated that he is addressing the drainage problem on Meadows Rd caused by runoff from his land. He apologized for the trouble, citing contractor error. Mark Gilbertson questioned the continued rough condition of Meadows Rd, in spite of roadwork completed. Jenny Schefer stated that re-grade and re-gravel was scheduled for February and March. Bob reported that Buddy will look at all Bellevue Roads and discuss issues with the contractor. Site: Diane Zegel reported that a decision on the application for a farm winery has been mailed to Jerry and Kate Marterella. Acceptance of this decision by the Marterellas is still pending. The committee approved an application by the Blankenships for a utility building.

OLD BUSINESS

1. Insurance*: Sophie Wright presented a report to the board on various insurance issues. Bellevue has a commercial auto policy to cover any BLOC business being conducted in privately owned vehicles. The tennis courts are listed as “frame construction” because some manner of construction is necessary for classification. There is a minimum premium for Workmen’s Compensation, which is why ours appears high for our need. Every year, new waivers must be signed for the Workman’s Compensation policy with our agent. All board members and officers present signed the waivers. Sophie will return them to the agent. 2. Resignation of Frank Wickersham: The board received the resignation of Frank Wickersham. Frank is currently out of the country, and will not be able to fulfill his duties as President or board member. A motion was made, seconded and passed to appoint a new board member in a special session immediately following the council meeting. 3. Budget/Finance: A motion was made, seconded and passed stating that the 2005 Budget is accepted as presented by Jenny Schefer in the January meeting, with the understanding that it may be amended as needed throughout the year. Book Sengstack expressed concern that the unsecured loan from Fauquier Bank has an unreasonably high interest rate. Book will get a copy of the deeds and explore the ability of BLOC to use commonly held assets (i.e. the pool or recreation center) to secure a loan. A discussion over third party review of financial documents versus a yearly audit was tabled for future resolution. 4. Ideas for BLOC: Book Sengstack presented a number of ideas for consideration for BLOC. These included: establishing a Maintenance Committee and Insurance Committee; devising a plan for the pool and recreation center, which have fallen into neglect and disrepair; salt/sand barrels available at troublesome intersections during the winter; authorization of any board member to countersign a check in order to expedite finance items; covenant/by-laws/site committee handbooks presented to new board members with additional copies kept at the Recreation Center; two board meetings per month for next three months due to heavy workload. No motions were made. 5. Annual General Meeting: Francis Baker requested a report on action taken regarding two motions on the Marterella’s winery that were made during the October Annual Meeting. Minutes from this meeting are not yet available; the request will be researched.

NEW BUSINESS

1. Site Committee decision on Falcon Glen Vineyard: Joan Kasley presented an appeal to the board on the decision mailed to Jerry and Kate Marterella concerning a winery. The Site Committee did not disclose this decision during their report. Discussion ensued as to the confidentiality of the Site Committee’s letter to the Marterellas regarding the approval of the winery and the propriety of discussing an appeal before the Marterellas have responded to the committee’s decision. The By-Laws of Bellevue Landowners Council, Inc., Article X Books and Records, states that: “The books, records, files, and papers of the Council … shall be available for inspection by any Member.” In order to hear the appeal by Joan Kasley, the board motioned, seconded and voted 3 to 1 to have the Site Committee’s letter to the Marterellas* read aloud, in order to properly understand the appeal; Bob Hunsaker read the letter. Joan Kasley then responded with a written appeal* which she summarized. Her primary concern is the construction of a manufacturing plant, and she also requested that questions listed in her appeal be responded to in writing. In order to inform the Marterellas that the Site Committee’s decision has been appealed, the board moved, seconded and voted unanimously to send a certified letter with return receipt on Thursday, Feb. 3, to Jerry and Kate Marterella informing them that the Site Committee’s decision regarding Falcon Glen Winery has been appealed by a Council member. Therefore, the Site Committee’s decision is held in abeyance. A copy of this letter will be forwarded to the Virginia ABC Board.

2. Site Committee Chair Diane Zegel reported that Kate Marterella has requested to see unaltered copies of all survey opinions returned to the Site Committee regarding the construction of Falcon Glen Winery. Kate’s request was received by the board for review.

The meeting was adjourned at 11:05 pm.

In a special session immediately following the general meeting, the board appointed Bill Steele to replace Frank Wickersham. Bob Hunsaker agreed to serve as Board President.

* Indicates additional documents on file and available for review upon request.

Respectfully submitted,

Marianne Sutton Secretary