Meeting Minutes & Announcements

Assessment Overview

Quarterly assessments for Bentana Woods Cluster are $450.00 ($1,800.00 annually per household across 48 units). Assessments fund essential neighborhood operations including twice-weekly trash/recycling removal, common property landscaping and mowing, pathway snow removal, tree canopy hazard limbing, street lighting, and capital reserve contributions.

Payment Options

1. Bank Online Bill-Pay: Set up automated recurring bill pay through your financial institution using your cluster street address and lot number as the reference/account number.
2. Mail Check: Make checks payable to Bentana Woods Cluster Association and mail or deliver to: BWCA Treasurer, 1604 Park Overlook Drive, Reston, VA 20190.
3. Payment Memo: Please ensure your cluster house number is noted on the check memo line.

Deadlines & Delinquency Policy

Payments must be received on or before October 31, 2026. A grace period extends to November 5. Payments received on or after November 6, 2026 incur a mandatory $25.00 late fee plus 1% per month past-due interest until paid in full.

1. Call to Order & Approval of Minutes

• The meeting was called to order at 7:34 PM by President Gabrielle.
• Approval of Minutes: A motion was made by Norma, seconded by Gabrielle, and approved unanimously to approve the minutes of the August 12, 2026 meeting as distributed.

2. Cluster Member Comments & Open Forum

• Common Area Tree Removals & Reston Association DRB Compliance: A resident requested confirmation regarding two recent tree removals on cluster common property, asking whether the work was formally approved by Reston Association (RA) DRB and supported by arborist health evaluations.
• Tree Removal Governance & Mandatory Stump Grinding Policy: The Board affirmed that going forward, tree removals on cluster common ground will require advance Reston Association DRB application approval rather than relying solely on arborist emergency determinations. In addition, the Board established that future tree removal contracts must mandatorily include stump grinding to ground level in accordance with cluster guidelines.
• Common Area Timber Structures & Infrastructure: Members noted deterioration of the wooden retaining wall near the Bentana Way entrance and aging railroad ties bordering the playground/tot lot. The Board agreed these infrastructure assets require replacement and slated them for comprehensive 2027 capital evaluation.
• Email Distribution Roster: The Secretary noted an update to ensure all cluster residents are subscribed to the official Google Mail distribution list for minutes and notices.

Grounds & Landscaping

• Hazardous Pine Branches: The Board evaluated concerns regarding dead pine branches between the POD and the circle posing potential risk of vehicle damage. Additional contractor estimates are being solicited for hazard pruning.
• Fall Turf Aeration & Overseeding: The Board reviewed Sunrise Landscaping's aeration and tall fescue overseeding proposal ($2,050.00). After evaluating seasonal timing and germination requirements, the Board determined to consult Sunrise on optimal timing and defer turf overseeding to spring. Directors also discussed long-term creative possibilities for open common turf areas, including potential recreational and community seating features.
• Contractor Solicitations & 2027 Bidders List: Service solicitations received from four commercial landscaping companies were discussed. The Board directed that vendors be informed that BWCA remains under contract with Sunrise for one additional year, declining current proposals while retaining vendor contacts for a competitive 2027 bidders list.
• PRISM Grant Assessment: A property inspection confirmed that the cluster does not meet PRISM matching grant eligibility criteria; item closed.
• Fall Clean-Up Day: Clean-Up Day was officially postponed from October 3; a dedicated cluster announcement will be distributed once the autumn date and volunteer logistics are finalized.

Tree Maintenance

• Hazard Tree Removals: Reston Tree Specialists completed hazardous tree removals under Check #7379 ($6,900.00, Invoice #2027), approved by the Board in August and paid in September.
• Stump Grinding Standards: Confirmed cluster guidelines mandate grinding to ground level; incorporated into standard removal contracts.

Standards & Architectural Review (ARC / DRB)

• DRB Color Palette Approval: The Reston Association DRB issued a revised decision letter on October 7, 2026 formally approving BWCA's updated cluster color palette.

Special Projects & Infrastructure

• DropStripes Parking Re-Stenciling: DropStripes completed parking stall numbering and re-stenciling on Bentana Way across cluster bays on September 30, 2026. The invoice was approved for payment.
• Pedestrian Handrail, Tot Lot Railroad Ties & Entrance Retaining Wall: The Board determined not to solicit volunteer labor for repairing the carpenter bee damaged wooden handrail near 1657 Bentana Way. Due to budget availability, this repair will be bundled into a unified 2027 timber maintenance capital project alongside playground railroad ties and entrance retaining wall wood replacement. The Board will contact neighboring Bentana Woods West cluster to review contractor solutions.

Website & Technology

• Cluster Domain Registration: A motion was made, seconded, and approved unanimously to register an official .org custom domain name for the cluster website via Cloudflare Registrar.
• Web Hosting Migration: A motion was made, seconded, and approved unanimously to migrate the cluster's public website from Google Sites to Cloudflare Pages.

Cluster Governance & Communications

• Common Ground Property Notice: The Board resolved to publish and distribute a cluster-wide notification regarding common area cleanliness, prohibited personal storage, and temporary structure rules via both email and physical door delivery.

Trash & Recycling

• Holiday Trash Collection Schedule (Thanksgiving Day): In observance of Thanksgiving Day on Thursday, November 26, 2026, Patriot Services collection routes will be adjusted. Collection delayed 1 day: Tuesday pickup is normal; Friday pickup moves to Saturday, November 28. Residents are reminded that waste containers must not be placed at the curb prior to sunset on the evening preceding collection.
• Holiday Trash Collection Schedule (Christmas Day): In observance of Christmas Day on Friday, December 25, 2026, Patriot Services collection routes will be adjusted. Collection delayed 1 day: Tuesday pickup is normal; Friday pickup moves to Saturday, December 26. Residents are reminded that waste containers must not be placed at the curb prior to sunset on the evening preceding collection.
• Holiday Trash Collection Schedule (New Year's Day): In observance of New Year's Day on Friday, January 01, 2027, Patriot Services collection routes will be adjusted. Collection delayed 1 day: Tuesday pickup is normal; Friday pickup moves to Saturday, January 02. Residents are reminded that waste containers must not be placed at the curb prior to sunset on the evening preceding collection.

Treasurer's Report & Financial Overview

• Operating Account Balance: $37,875.36
• Capital Reserve / CD Balance: $110,977.25
• Total Net Assets: $148,852.61
• Assessment Status: 100% collected (zero active arrears; Q4 $450 dues due October 31, 2026).
• 2027 Operating Budget Planning:
• The Treasurer presented a preliminary financial outlook for the 2027 operating budget. Due to compounding contractor and service fee increases, the Association faces an estimated $3,000.00 operating shortfall at current assessment levels. The Board initiated budget planning to model quarterly assessment adjustments for 2027.

Approved Disbursements:

Cumulative Fuel Surcharges:

Upcoming Dates & Next Meeting

• October 31, 2026: Fourth Quarter Dues Deadline ($450.00) (Mail or drop off check c/o BWCA Treasurer, 1604 Park Overlook Drive)
• November 11, 2026 (7:30 PM): Next Regular Board Meeting (1604 Park Overlook Drive)
• November 26, 2026: Holiday Trash Delay (Thanksgiving Day) (Collection delayed 1 day: Tuesday pickup is normal; Friday pickup moves to Saturday, November 28)
• December 25, 2026: Holiday Trash Delay (Christmas Day) (Collection delayed 1 day: Tuesday pickup is normal; Friday pickup moves to Saturday, December 26)
• January 01, 2027: Holiday Trash Delay (New Year's Day) (Collection delayed 1 day: Tuesday pickup is normal; Friday pickup moves to Saturday, January 02)
• Next Regular Meeting: Scheduled for Wednesday, November 11, 2026 at 7:30 PM at 1604 Park Overlook Drive.
• Adjournment: A motion was made by Norma, seconded by Tom, and approved unanimously to adjourn the meeting at 9:11 PM.

Event Status & Rescheduling

The Board of Directors has officially postponed the Fall Clean-Up Day originally slated for Saturday, October 3, 2026. Rescheduling is underway for mid- to late October to allow adequate community notice. Staging and logistics will be confirmed once the new date is finalized.

Priority Volunteer Tasks

• Trail Mulching: Spreading arborist wood chips along cluster walking paths and trail segments.
• Invasive Vine Control: Clearing English ivy and deadfall along the Snakeden Branch buffer.
• Playground Upkeep: Mulching common shrub beds and replenishing tot lot safety borders.
• Sidewalk Clearance: Trimming low-hanging branches and encroaching brush along sidewalks.

Tools & Preparation

Work gloves, wheelbarrows, rakes, garden pitchforks, and sturdy footwear are recommended. Please label personal garden tools with your house number. You can submit your date preferences via the Clean-Up Date Selection Survey (Google Form) or contact [email protected].

Contact & Logistics

For questions or to coordinate as a crew leader, please contact The Board at [email protected].

Operational Schedule

• 8:00 AM: Vehicle relocation deadline. All resident and visitor vehicles must be cleared from marked parking stalls.
• 9:00 AM: Contractor crew arrives and commences stencil numbering application.
• 9:00 AM – 11:00 AM: Paint application window (approximately 1–2 hours).
• 11:00 AM – 12:00 PM: Drying and curing window (approximately 1 hour).
• 12:00 PM (Noon): Cones removed and parking bays reopened to residents.

Temporary Parking Options

• During the 3-hour work and drying window, residents may temporarily park on unrestricted public street curbs along Park Overlook Drive or other non-work cluster areas, ensuring fire lanes, driveways, and fire hydrants remain completely unobstructed.

Wednesday Recycling Pickup Coordination

• Wednesday is regular curbside recycling collection day by Patriot Services.
• Please place recycling carts where they do not obstruct parking bay pavement or contractor crew access.
• Patriot typically collects during the afternoon, but VP Special Projects Tom will monitor traffic on-site Wednesday morning to ensure no conflicts arise.

Resident Preparation & Action Items

• Move all vehicles out of numbered parking bays by 8:00 AM on Wednesday, September 30, 2026.
• If you will be out of town or away on September 30, please arrange in advance for a neighbor or family member to relocate your vehicle.
• Do not enter or drive across freshly painted bays until barricades/cones are removed at noon.
• Keep recycling bins positioned on turf curbs clear of parking stall paint lines.

Contact & Logistics

For questions, assistance with temporary parking accommodations, or vehicle relocation concerns, please contact The Board at [email protected].

1. Call to Order & Approval of Minutes

• The meeting was called to order at 7:35 PM by President Gabrielle.
• Approval of Minutes: A motion was made, seconded, and approved unanimously to approve the minutes of the July 8, 2026 meeting as distributed.

2. Cluster Member Comments & Open Forum

• County Animal Control Inquiries: The Board reviewed an informational inquiry form received via Fairfax County regarding wildlife and animal control. The Board clarified that domestic pet control and individual animal inquiries should be submitted directly by homeowners to Fairfax County Animal Protection Police, as the Association does not administer municipal animal control.
• Landscaping Contractor Survey Proposal: A prospective commercial landscaping contractor contacted the Board requesting permission to perform an introductory walkthrough and grounds evaluation. The Board approved proceeding with the comprehensive property survey at no cost or obligation to the Association.

Cluster Governance & Common Area Standards

• Common Area Preservation & Cleanliness: The Board reviewed ongoing maintenance standards for association common ground. Directors emphasized that common cluster property must remain completely clear of personal property, unattended toys/equipment, and unauthorized private plantings.
• Temporary Recreational Structures: Any recreational structures or play fixtures not formally permitted by Fairfax County and approved by the Reston Association DRB must remain strictly temporary in nature and must be removed periodically to allow routine grounds maintenance and preserve sightlines.
• Renter & Tenant Contact Registry: To enhance community safety, emergency responsiveness, and effective communications, the Board adopted an administrative requirement for non-resident owners to provide current contact information for tenants residing in cluster homes.

Grounds & Landscaping

• Tree Canopy Limbing: The Association tree contractor confirmed on July 30 that scheduled canopy pruning and hazard limbing along roadways and paths will commence within 2 to 3 weeks.
• Fall Community Clean-Up Day: The Board is organizing a community-wide volunteer grounds event, tentatively scheduled for Saturday, October 3, 2026, focusing on trail maintenance, wood chip distribution, and invasive plant pulling.
• Fall Turf Restoration: The Board is evaluating proposals and contractor feasibility for core aeration and overseeding across common lawn turf areas to be executed during the optimal autumn germination window.

Special Projects & Infrastructure

• Upper Bentana Parking Bay Re-Numbering: Following the completion of asphalt sealing on Upper Bentana Way, several parking stall identification numbers were obscured. The Board resolved to re-stencil the missing parking stall numbers shortly after Labor Day once summer vacation travel subsides.

Trash & Recycling

• Labor Day Holiday Collection Delay: In observance of Labor Day on Monday, September 7, 2026, Patriot Services collection routes will be delayed by one day per hoa-rule-trash-and-recycling. Household trash collection will take place on Wednesday, September 9 and Saturday, September 12 (rather than Tuesday and Friday). Wednesday single-stream recycling is shifted to Thursday, September 10. Residents are reminded that receptacles must not be placed at the curb prior to sunset on the evening preceding collection and must be returned to enclosed storage promptly on collection day.

Treasurer's Report & Financial Overview

• Financial Statement Review: Financial statements for July 2026 were presented and reviewed.
• Dues Standing: Homeowners are current on quarterly dues assessments.

Approved Disbursements:

Cumulative Fuel Surcharges:

Upcoming Dates & Next Meeting

• September 2026: Board Meeting Recess (Traditional late-summer board meeting recess)
• Monday, September 7, 2026: Holiday Trash Delay (Labor Day) (Collection delayed 1 day: Tuesday pickup moves to Wednesday, Sep 9; Friday pickup moves to Saturday, Sep 12)
• October 14, 2026 (7:30 PM): Next Regular Board Meeting (1604 Park Overlook Drive)
• October 31, 2026: Third Quarter Dues Deadline ($450.00) (Mail or drop off check c/o BWCA Treasurer)
• Meeting Recess: The Board will observe its traditional September meeting recess.
• Next Regular Meeting: Scheduled for October 14, 2026 at 7:30 PM at 1604 Park Overlook Drive.
• Adjournment: A motion was made, seconded, and approved unanimously to adjourn the meeting at 8:45 PM.

1. Call to Order & Approval of Minutes

• The meeting was called to order at 7:39 PM by President Gabrielle.
• Approval of Minutes: A motion was made, seconded, and approved unanimously to approve the minutes of the June 10, 2026 meeting as distributed.

2. Cluster Member Comments & Open Forum

• Utility Transformer Inspection Update: The Board reviewed ongoing correspondence regarding the Dominion Energy transformer buzzing reported behind 1634 Bentana Way. Dominion technicians have logged the ticket, and the Board continues coordination to ensure equipment stabilization.

Architectural & Standards Committee

• Architectural Standards & Guidelines Reminder: The Board reiterated a reminder to cluster members regarding ongoing adherence to architectural standards and the hoa-color-palette-2026, emphasizing that all exterior wood elements, fences, and fixtures must match approved cluster specifications.
• Roofing Specifications Standard: The Board reviewed cluster roofing guidelines under hoa-rule-roofing-specifications to ensure aesthetic consistency and establish clear architectural standards for future roof replacements.

Grounds & Landscaping

• PRISM Conservation Grant Project (Report by Director Kathy): In response to Board inquiries, Director Kathy presented specific operational criteria for applying for a Plant Resources for Invasive Species Management (PRISM) matching grant:
• Grant Scope: Up to $3,000 in matching financial or in-kind support.
• Proposed Cluster Application: Target high-density invasive zones along the common wooded perimeter (eradicating bamboo and English ivy runners) and replace with resilient, approved native groundcover and canopy saplings.
• Labor Match: Cluster members can satisfy the 50% association matching contribution via documented volunteer service hours during scheduled community workdays.
• Mowing Conditions: Mowing schedules remain adjusted in coordination with Sunrise Landscaping to prevent scalping during mid-summer heat and protect dormant turf.
• Zip Line Maintenance: The cluster zip line tree anchor was repositioned to protect host bark integrity and maintain arboricultural standards.
• Common Area Wood Chips: Volunteer spreading of staged wood chips between the POD and Bentana Way continues as weather allows.

Special Projects & Infrastructure

• Tot Lot Resurfacing: The contract with Envirogrow for $2,180.00 was finalized for certified playground safety mulch delivery and distribution.
• Asphalt Sealing Schedule: Northern Virginia Paving confirmed scheduling for cluster roadway crack filling and sealcoating under the approved $15,000.00 contract, with work slated for late summer.
• Drainage Remediation: Project timeline finalized for deep drain pipe unclogging and regrading ($16,040.00) with Drainage & Erosion Solutions.

Treasurer's Report & Financial Overview

• Financial Statement Review: Financial statements for June 2026 were presented and reviewed.
• Budget Monitoring & Fuel Surcharges: The Board reviewed cumulative fuel surcharges through July ($1,088.68 total), noting sustained fuel surcharges across trash and landscape operations.

Approved Disbursements:

Cumulative Fuel Surcharges:

Upcoming Dates & Next Meeting

• August 12, 2026 (7:30 PM): Next Regular Board Meeting (1604 Park Overlook Drive)
• July 31, 2026: Second Quarter Dues Deadline ($450.00) (Mail or drop off check c/o BWCA Treasurer)
• Late Summer 2026: Asphalt Sealing & Drainage Remediation (Northern VA Paving & Drainage & Erosion Solutions work underway)
• Next Regular Meeting: Scheduled for August 12, 2026 at 7:30 PM at 1604 Park Overlook Drive.
• Adjournment: A motion was made, seconded, and approved unanimously to adjourn the meeting at 8:42 PM.

1. Call to Order & Approval of Minutes

• The meeting was called to order at 7:39 PM by President Gabrielle.
• Approval of Minutes:
• A motion was made, seconded, and approved unanimously to approve the minutes of the May 13, 2026 meeting as distributed.
• Minutes from the April 15, 2026 meeting were also ratified and approved.

2. Cluster Member Comments & Open Forum

• Utility Box Electrical Buzzing: A cluster member raised an urgent maintenance concern regarding an abnormal, persistent buzzing noise emanating from a Dominion Energy utility transformer box behind 1634 Bentana Way, first observed on June 4. A board member inspected the site and confirmed the noise. The resident reported the issue directly to Dominion Energy. The Board resolved to actively coordinate with Dominion Energy and the homeowner until complete remediation is verified.

Architectural & Standards Committee

• Architectural Standards & Guidelines Reminder: The Board emphasized the importance of maintaining neighborhood architectural harmony and reminded homeowners to consult hoa-rule-fencing-specifications and hoa-color-palette-2026 prior to restaining or repairing fences to ensure all materials and colors adhere to cluster guidelines.
• Roofing Design Standards: The Board reviewed homeowner inquiries regarding roof shingle replacements. In line with hoa-rule-roofing-specifications, homeowners installing non-standard or altered materials will be required to remedy the roofing materials to make them compliant with cluster standards.

Grounds & Landscaping

• Weather-Responsive Mowing: In response to cluster feedback regarding lawn scalping during dry spells and turf rutting during heavy precipitation, VP Contracts Alex will establish revised weather-contingent mowing protocols with Sunrise Landscaping.
• Tree Preservation & Zip Line: An arborist consultation recommended that the cluster zip line cable anchor be moved along host trees every 60–90 days to prevent bark girdling and preserve canopy health.
• Wood Chip Staging: The immediate grounds priority is spreading fresh wood chip ground cover in the common buffer area between the POD parking area and Bentana Way.
• Invasive Vegetation Encroachment: Severe bamboo and English ivy runners originating from private yards are expanding onto common cluster grounds. The Board will contact property owners regarding containment (the Treasurer spoke directly with the neighbor).
• PRISM Conservation Grants: The Board reviewed grant availability from PRISM (Planting Resources for Invasive Species Management), which offers matching grants up to $3,000 for native habitat restoration, requiring 50% cluster matching funds or in-kind volunteer labor.

Special Projects & Infrastructure

• Tot Lot Playground Mulch: The Board evaluated three competitive proposals for certified playground wood fiber. A motion was made, seconded, and approved unanimously to contract with Envirogrow to deliver and spread safety mulch for $2,180.00.
• Cluster Asphalt Sealing: Three contractor bids were solicited, ranging from $14,142 to $27,900. A motion was made, seconded, and approved unanimously to award the contract to Northern Virginia Paving for a negotiated lump sum of $15,000.00.
• Drainage Rehabilitation: Following review of two engineering bids, the Board approved contracting with Drainage & Erosion Solutions for $16,040.00, inclusive of deep line unclogging and regrading.

Treasurer's Report & Financial Overview

• Financial Statement: Financial reports covering operations for May 2026 were presented and reviewed.
• Budgetary Outlook: Trash disposal and grounds maintenance accounts face anticipated year-end cost overruns due to fuel surcharges.
• Reserve CD Investment: The Association successfully renewed its reserve Certificate of Deposit (CD) at a favorable annual rate of 3.40% for a 12-month term.

Approved Disbursements:

Cumulative Fuel Surcharges:

Upcoming Dates & Next Meeting

• July 8, 2026 (7:30 PM): Next Regular Board Meeting (1604 Park Overlook Drive)
• July 31, 2026: Second Quarter Dues Deadline ($450.00) (Mail or drop off check c/o BWCA Treasurer)
• Summer 2026: Cluster Asphalt Sealing & Tot Lot Mulch (Roadway crack sealing and playground wood fiber installation)
• Next Regular Meeting: Scheduled for July 8, 2026 at 7:30 PM at 1604 Park Overlook Drive.
• Adjournment: A motion was made, seconded, and approved unanimously to adjourn the meeting at 8:48 PM.

1. Call to Order & Approval of Minutes

• The meeting was called to order at 7:30 PM by President Gabrielle. Quorum established with 5 of 5 directors present.
• Approval of Previous Minutes: Minutes of the April 15, 2026 meeting were reviewed. The minutes were not approved as distributed; the Board directed that revisions be completed regarding the exact language of the Reston Association DRB application for color palette changes prior to ratification.

2. Cluster Member Comments & Open Forum

• Contractor Traffic & Blocked Driveways: Roofing contractors working on private properties have frequently obstructed cluster roadways and neighbor driveways. The Board requests that residents having exterior work performed instruct contractors to unload tools and materials promptly and relocate work vehicles to open street parking to maintain neighborhood traffic flow.
• Landscaping Service & Spring Pollen: A homeowner raised concern regarding commercial blowers blowing heavy spring tree pollen from sidewalks into private yards. The Board noted limited control over airborne pollen dispersion, but VP Contracts Alex agreed to follow up with Sunrise Landscaping regarding mowing frequency ("over-mowing" bare turf areas weekly) and requesting that mower cutting decks be set to the highest blade height.

Digital Modernization & Cluster Website

• Current cluster website status was evaluated.
• The Board confirmed plans to establish a shared Google Drive archive for cluster-wide communications, separating private administrative draft records from public read-only canonical PDFs.

Grounds & Landscaping Committee

• Invasive Plants Project: The committee finalized its 3-to-4 year mechanical weed suppression project (using heavy geotextile fabric blankets and deep wood chips without chemical herbicides). Mulch chips have been ordered, and volunteer installation of the smothering blanket is scheduled for Saturday morning, May 16.
• Zip Line Corridor: The subsequent wood chip application is planned for the cluster zip line buffer area.
• Drainage Swale Siltation: River stone drainage channels in the cluster common area have accumulated significant silt and dirt. The Treasurer will contact the original drainage contractor to evaluate cleanout options, noting underlying buried utility lines and storm drainage pipes.
• Lawn Aeration & Overseeding: The Board reviewed an optional estimate of approximately $2,500 from Sunrise Landscaping for cluster-wide fall turf core aeration and overseeding.
• Common Area Staircase Maintenance: Darren volunteered to repair loose and missing stones on the common pedestrian stairway near 1614 Park Overlook Drive. A motion was made, seconded, and approved unanimously authorizing Darren to execute the repair.

Vendor Procurement & Tree Care

• Tree Limbing Contract: Competitive estimates were received from Reston Tree Experts and Ivandale Farm Nursery for pruning and hazard limbing of the mature tree along Bentana Way. Both contractors quoted identical pricing of $1,000. A motion was made, seconded, and approved unanimously to award the $1,000 contract to Reston Tree Experts.

Architectural Standards & Reston DRB

• Color Palette DRB Application: A formal DRB application is required to add Butternut back to the color palette and consolidate stucco exteriors to Tan. The April minutes will be edited and ratified to accompany the application submission.
• Architectural Standards & Guidelines Reminder: The Board reviewed cluster architectural guidelines and issued a reminder to homeowners that all exterior alterations, fence installations, and stain colors must comply with cluster design standards and the hoa-color-palette-2026 prior to commencement of work.
• Roof Replacement DRB Hearing: A DRB application hearing for a DaVinci slate composite roof replacement is scheduled; the Treasurer will attend on behalf of the Board.
• Playground Maintenance: The Board is soliciting contractor estimates for commercial playground safety mulch replenishment. The Board also noted that tot lot playground swings require bearing lubrication.

Treasurer's Report & Financial Overview

• Financial Statements & Dues Status:
• Financial statements for April 2026 were presented and reviewed.
• Dues Standing: Homeowners are current on quarterly dues assessments.
• Tax Filings:
• The 2025 Federal Corporate Tax Return (Form 1120-H) was successfully filed and taxes paid in the amount of $929.00.
• Commercial diesel fuel surcharges from January through May totaled $670.75, exceeding the same period in 2025 by $465.50.
• Capital Reserve Project — Roadway Asphalt Sealcoating:
• Asphalt sealing and crack repair was recommended in the Association's professional Reserve Study with estimated costs of approximately $12,000. Roadways were last repaved 6 to 7 years ago.
• A motion was made, seconded, and approved unanimously to proceed with roadway asphalt sealcoating maintenance as recommended in the Reserve Study, utilizing funds from a recently matured Certificate of Deposit (CD). VP Special Projects Tom will solicit competitive contractor bids.

Approved Disbursements:

Cumulative Fuel Surcharges:

Upcoming Dates & Next Meeting

• May 16, 2026 (Morning): Invasive Plant Smothering Blanket Installation (Common area wooded border)
• June 10, 2026 (7:30 PM): Next Regular Board Meeting (1604 Park Overlook Drive)
• July 31, 2026: Second Quarter Dues Deadline ($450.00) (Mail or drop off check c/o BWCA Treasurer)
• Summer 2026: Roadway Asphalt Sealing & Crack Repair (Cluster parking bays & roadways)
• The meeting adjourned at 8:49 PM.
• The next regular meeting of the Board of Directors is scheduled for June 10, 2026 at 7:30 PM at 1604 Park Overlook Drive.

1. Call to Order & Approval of Minutes

• The meeting was called to order at 7:32 PM by President Gabrielle. Quorum established with 5 of 5 directors present.
• Approval of Previous Minutes: A motion was made, seconded, and approved unanimously to approve the minutes of the March 18, 2026 regular meeting as distributed.

2. Cluster Member Comments & Open Forum

• The Board expressed formal appreciation to a cluster resident who provided a $100 donation to sponsor refreshments for the volunteer Landscape Committee.

Administrative & Contact Updates

• Reston Association Records: President Gabrielle updated official board directory records with the Reston Association (RA).
• Insurance Policy POC: The Treasurer updated board contact records with State Farm Insurance.
• Service Vendor POCs: Administrative contacts for Patriot Services and Sunrise Landscaping continue to transition under VP Contracts Alex.

Tree & Grounds Maintenance

• Hazard Tree Limbing: An estimate was received from Reston Tree Experts for pruning and hazard limbing of a mature tree along Bentana Way. A second vendor quote is being obtained to ensure competitive pricing.
• Tree Stumps & RA Requirements: The Board is reviewing Reston Association standards to determine whether tree stumps on common cluster property are required to be ground down below grade.
• Canopy Hazard Survey: An updated tree limb hazard survey was authorized across common cluster tree lines.

Architectural Standards & Color Palette Updates

• Butternut Siding Restoration: In 2011, the cluster color palette grandfathered Butternut as an approved siding stain color, assuring homeowners they could retain it indefinitely. However, Reston Association covenants no longer permit grandfathering provisions. To honor the historical commitment made to affected cluster owners, a motion was made, seconded, and approved unanimously to add Butternut back into the official BWCA Color Palette and submit the required DRB application.
• Stucco Exterior Consolidation: Historical records show that prior to 2011, only Tan was approved for stucco exteriors. Only three homes in the cluster retain stucco exteriors, and all are finished in Tan. A motion was made, seconded, and approved unanimously to remove grey and green options from the palette, designating Tan as the exclusive approved color for stucco exteriors.
• Architectural Covenant Compliance: The Board reviewed an unapproved fence installation and directed that formal written notice be sent to the owner regarding cluster fence standards.

Landscape Committee Report

• Committee Chair Darren reported that the master landscaping survey and proposal is complete and ready for final Board evaluation.
• A condensed version featuring charts and data (omitting individual resident comments) will be posted to the cluster website.
• Invasive Plant Eradication: Significant growth of invasive weeds (lesser celandine, porcelain berry, and English ivy) was identified along wooded cluster borders. The committee evaluated chemical herbicide treatment versus mechanical smothering (installing heavy geotextile fabric blankets covered by deep wood chips for 3 to 4 years). The committee decided to proceed with mechanical fabric smothering and scheduled initial wood chip drops near the cluster zip line.

Website & Digital Modernization

• The Board reviewed ongoing website modernization priorities:
• Remove outdated "suspicious person" language from public pages.
• Implement a centralized Google Drive folder structure for meeting minutes with a single permanent link on the website.
• Relocate formal complaint procedures under the contacts directory.
• Standardize the official cluster email ([email protected]) as the primary public contact point.

Treasurer's Report & Financial Overview

• Financial Statements: Financial statements for March 2026 were presented and reviewed. The December 2025 and February 2026 financial statements were restated to correct a $700.00 accounting misclassification in 2025 reserve transfers.
• Dues Collection: All cluster households are current on quarterly assessments with the exception of one minor $25 late fee balance.
• Tax & Corporate Filings:
• The 2026 Virginia Annual Report was filed.
• The 2026 State Corporation Commission (SCC) annual registration fee ($25.00) was paid (Check 7367).
• The 2026 Department of Professional and Occupational Regulation (DPOR) registration fee ($30.00) was paid (Check 7368).
• The 2025 State of Virginia income tax return (Form 500-EZ) was filed and taxes were paid ($185.76).
• The 2025 Federal Form 1120-H is completed and pending final electronic submission upon receipt of IRS PIN.
• Master Insurance Policy: A motion was made, seconded, and approved unanimously to disburse $1,060.00 to State Farm for annual property and liability insurance coverage.
• Note: Due to rising commercial diesel costs, fuel surcharges were increased for trash collection and added to monthly landscaping invoices beginning in April.*

Approved Disbursements:

Cumulative Fuel Surcharges:

Upcoming Dates & Next Meeting

• May 15, 2026 (7:30 PM): Next Regular Board Meeting (1604 Park Overlook Drive)
• July 31, 2026: Second Quarter Dues Deadline ($450.00) (Mail or drop off check c/o BWCA Treasurer)
• May 2026: Invasive Plants SMOTHERING & Chip Drop (Common area woods boundary & zip line)
• The meeting adjourned at 8:50 PM.
• The next regular meeting of the Board of Directors is scheduled for May 15, 2026 at 7:30 PM at 1604 Park Overlook Drive.

1. Call to Order & Approval of Minutes

• The meeting was called to order at 7:30 PM by President Gabrielle.
• Approval of Minutes: A motion was made, seconded, and approved unanimously to approve the minutes of the February 2026 meeting as distributed.
• Board Officer Responsibilities & Transition: The Board confirmed officer assignments for the 2026 term:
• President: Gabrielle
• Treasurer: Norma
• VP Special Projects: Tom
• VP Contracts: Alex
• Secretary: Bill

2. Cluster Member Comments & Open Forum

• Falling Limbs & Tree Hazard: A cluster member reported persistent hazards from falling tree limbs causing property damage to a parked vehicle. A previous removal request submitted to the Reston Association (RA) Design Review Board (DRB) had been denied on the grounds that the tree appeared structurally healthy. The Board resolved to obtain a professional arborist assessment from Reston Tree Experts, gather photographic evidence of vehicle damage along with neighbor support signatures, and resubmit an application to the DRB highlighting safety risks.

Grounds & Landscaping

• Landscape Master Plan Presentation: Landscape Committee Chair Darren presented the draft Landscape Plan and summarized the results of the comprehensive cluster member survey:
• Survey Participation: 63% member response rate.
• Satisfaction Index: Overall member satisfaction rated at an average of 2.76 out of 5.0.
• Key Priorities: Members strongly emphasized erosion mitigation, turf restoration, and cluster-specific spatial landscaping designs. A substantial number of residents expressed willingness to participate in self-directed volunteer workdays.
• Wood Chip Staging: An upcoming wood chip delivery ("Chip Drop") is anticipated in the common area near the cluster zip line to provide ground cover and smother weeds.
• Invasive Species Detection: Infestations of lesser celandine were identified behind 1614; targeted remediation will be incorporated into spring grounds maintenance.

Digital & Cluster Website

• Google Sites Reconstruction: The cluster website is currently offline following an inadvertent Google account inbox deletion. Secretary Bill is assigned to rebuild and modernize the BWCA Google Sites portal with refreshed governance documentation and member resources.

Vendor & Administrative Transitions

• Contact & Corporate Updates: The Board initiated updates to official points of contact across key community partners, including Commonwealth of Virginia corporate filings, Reston Association and insurance rosters, and primary contacts for Patriot Disposal and Sunrise Landscaping.

Treasurer's Report & Financial Overview

• Financial Statement: Financial reports covering operations for January and February 2026 were presented and reviewed.
• Accounts Receivable: One household account remains subject to a $25.00 late fee stemming from an incorrect check amount.
• Accounting Adjustment: The December 2025 and February 2026 financial statements are restated to correct an accounting misclassification in reserve allocations.

Approved Disbursements:

Upcoming Dates & Next Meeting

• April 8, 2026 (7:30 PM): Next Regular Board Meeting (1604 Park Overlook Drive)
• April 30, 2026: First Quarter Dues Deadline ($450.00) (Mail or drop off check c/o BWCA Treasurer)
• Spring 2026: Wood Chip Staging & Ground Cover (Staged near zip line for common area trail spreading)
• Next Regular Meeting: Scheduled for April 8, 2026 at 7:30 PM at 1604 Park Overlook Drive.
• Adjournment: A motion was made, seconded, and approved unanimously to adjourn the meeting at 8:45 PM.