Meeting Minutes & Announcements

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 bwcahoaboard@gmail.com.

Event Schedule & Staging

Meet at 9:00 AM at the cluster playground. Volunteer activities will run until 1:00 PM. A cluster dumpster will be staged for common grounds vegetative debris and wood clearing (no personal household bulk trash permitted).

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 & Resident Preparation

Work gloves, wheelbarrows, rakes, garden pitchforks, and sturdy footwear are recommended. Please label personal garden tools with your house number. RSVP by September 30 to bwcahoaboard@gmail.com so we have an accurate count for refreshments and supplies.

Contact & Logistics

For questions or to coordinate as a crew leader, please contact The Board at bwcahoaboard@gmail.com.

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 & Roll Call

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. Treasurer's Report & Financial Overview

Financial Statements & Dues Status: Treasurer Norma prepared and distributed the April 2026 financial statements. Dues Standing: All 48 cluster households are verified 100% current on quarterly dues assessments with zero accounts in arrears.
Tax Filings: The 2025 Federal Corporate Tax Return (Form 1120-H) was successfully filed and taxes paid in the amount of $929.00. Year-to-date 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:

3. Tree & Grounds Maintenance

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. Treasurer Norma will contact the original drainage contractor to evaluate cleanout options, noting underlying buried utility lines and storm drainage pipes.

4. Standards & Common Ground Rules

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. Covenant Compliance — Fence Stain: The Board reviewed an unapproved fence stain color and directed that formal written notice be sent to the homeowner informing them that the stain does not conform to cluster standards. Roof Replacement DRB Hearing: A DRB application hearing for a DaVinci slate composite roof replacement is scheduled; Treasurer Norma will attend on behalf of the Board.

5. Important Upcoming Dates & Next Meeting

• May 16, 2026 (Morning): Invasive Plant Smothering Blanket Installation
• June 10, 2026 (7:30 PM): Next Regular Board Meeting
• July 31, 2026: Second Quarter Dues Deadline ($450.00)
• Summer 2026: Roadway Asphalt Sealing & Crack Repair

1. Call to Order & Roll Call

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. Treasurer's Report & Financial Overview

Financial Statements: Treasurer Norma prepared and distributed the March 2026 financial statements for Board review. The December 2025 and February 2026 financial statements were restated to correct a $700.00 accounting allocation error 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:

3. 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.

4. Standards & Common Ground Rules

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.

5. Important Upcoming Dates & Next Meeting

• May 15, 2026 (7:30 PM): Next Regular Board Meeting
• July 31, 2026: Second Quarter Dues Deadline ($450.00)
• May 2026: Invasive Plants SMOTHERING & Chip Drop

1. Call to Order & Roll Call

The meeting was called to order at 7:34 pm by President Gabrielle. Approval of Minutes: A motion was made, seconded, and approved unanimously to approve the minutes of the November 14, 2024 meeting as distributed.

2. Treasurer's Report & Financial Overview

Financial Statements: The November 2024 financial statements were submitted and reviewed. The draft 2025 operating budget was circulated for preliminary Board discussion.
Statutory Compliance & Regulatory Filings: Corporate Transparency Act (CTA): The beneficial ownership report required under federal FinCEN regulations was officially submitted to the Commonwealth of Virginia. Corporate Tax Filing: The Corporate Income Tax Electronic Filing Waiver Request was officially submitted to the Virginia Department of Taxation.
Dues & Assessments: Assessment Arrears Update: The Treasurer reported that all 48 households are 100% current on dues (the two accounts previously in arrears have resolved their balances). Upcoming Assessment Notice: Quarterly dues in the amount of $450.00 are due on January 31, 2025. Remittance checks should be delivered to 1604 Park Overlook Drive or mailed to: BWCA c/o BWCA Treasurer, 1604 Park Overlook Drive, Reston, VA 20190*. For payment questions or contact needs, email The Board at bwcahoaboard@gmail.com.

Approved Disbursements: