1. Special Assessment Due in June - Very Important Date To Remember Mar 12 2026
Important Note
This special assessment is for balcony repairs only and must be paid in full by the end of June 2026.
2. Plumbing, Rodding & First-Floor Flooding Mar 12 2026
Main Concern
Several first-floor owners reported sink backups and flooding, especially after the main sewer line was cleaned. One owner said the flooding happened about a week after rodding.
Possible Cause Discussed
A plumber reportedly explained that when the main pipe is cleaned, debris may get pushed into the branch connections that feed first-floor kitchen lines, causing backups into the lowest units.
Suggested Improvement
- After rodding the main line, also inspect or clean first-floor branch connections.
- Coordinate with first-floor owners so plumbers can access units if needed.
- Track new complaints before deciding on next steps.
Decision for Now
The board agreed to table the rodding discussion until a future meeting and gather more information, complaints, and proposals before making a decision.
3. Gutter Cleaning Mar 12 2026
Proposal Approved
Gutter King was approved for fall gutter cleaning at a total price of $1,060, the same amount paid last year.
Timing
Because gutters were already cleaned in October, the group discussed waiting until the fall season again. The proposal was approved now so scheduling can be handled ahead of time.
4. Landscaping & Curb Appeal Mar 12 2026
Current Company
The board expressed that they are very satisfied with Sanchez Landscaping and want to continue working with them.
Services Removed
Reason discussed: the spray was damaging flowers and plants.
- One trimming service
- One aeration
- Chemical weed-control spraying
Replacement Plan
Instead of spraying chemicals, the landscaper will pull weeds manually for $300 per month from May through September.
Future Ideas
The board also discussed possible curb appeal improvements and bushes for privacy. Proposals may be gathered later, with a possible budget around $10,000.
5. Balcony Rules & Walkthrough Reminder Mar 12 2026
Items Mentioned as Not Allowed
- Ladders
- Bookshelves
- Storage totes and plastic bins
- Uncovered bikes or too many bikes
- Large stored boxes, including a toilet box
What Owners Were Told
Management plans to send a reminder and do a future walkthrough. Owners were encouraged to remove these items before violation notices are issued.
6. Security Cameras Mar 12 2026
Balcony Cameras
Owners who are comfortable doing so may consider a small balcony or patio camera facing outward. This was discussed as a simple extra safety measure for cars and outdoor areas.
Ring Door Camera Concern
There were privacy concerns about door cameras in shared hallway areas because they may record inside neighboring units when doors open.
General Preference
The balcony camera idea seemed more acceptable than door-facing cameras in common entry areas.
7. Garbage, Recycling & City Fines Mar 12 2026
Main Problem
Residents said people often overload one garbage container while other containers nearby remain lightly used.
Fine Risk
If the garbage lid is left open even by several inches, the truck may take a photo and the association can get fined $160. Those costs ultimately affect owners.
What Improved
It was reported that there were about 10 fines in October, but no recent fines after reminders and close attention by volunteers.
Owner Reminder
- Use all available containers
- Close lids completely
- Do not place Styrofoam into recycling
- Do not put trash bags into recycling bins
8. Courtesy Waiver for $75 Late Fee Mar 12 2026
Special Courtesy Waiver
A special courtesy waiver of $75.00 per unit may be available if a late fee was applied for late payment of a monthly assessment.
How to Submit
The unit owner must submit the request directly to the management company. The best way is through the Community Portal or through the Vantaca Home app on a cell phone.
9. Owner Notes & General Follow-Up Mar 12 2026
Meeting Style
Owners were asked to keep comments short so the meeting could move efficiently, while still allowing room for questions and reminders.
Helpful Next Steps
- Send written reminders to owners
- Keep records of flooding, fines, and violations
- Gather proposals before major decisions
- Review open issues again at the next meeting
Jun 10 2026
The board reminded owners that the last day to pay the balcony special assessment is June 30, 2026. Starting July 1, 2026, unpaid balances may be sent to the attorney or collections.
Because the collection process costs approximately $550, owners with balances above $500 may be sent to collections. Owners with smaller balances may receive a pre-collection notice instead. Unpaid balances may continue to receive monthly late fees of $75. Only two owners currently appear to meet the collection threshold.
Some owners may not know how to use the Vantaca portal or may not have active accounts. Contact management for help accessing the portal, receiving a new registration link, resetting your password, or checking balances due.
Jun 10 2026
The rules require a $400 move fee - $200 kept by the association and $200 refundable if there is no damage. The board raised concern that two recent tenant move-outs may not have been charged according to association rules.
The board discussed taking hallway photos or videos before and after move-ins or move-outs to document any damage. Owners and tenants should notify management about move-ins, move-outs, sales, and rentals through the sales, leasing, and move department.
Jun 10 2026
This item was not a high priority and was tabled. It will remain on the agenda for a future meeting.
Jun 10 2026
Landscaping work was done along the Belmont fence and other property areas, including shrubs, flowers, trees (possibly Malus Perfect Purple), and approximately 370 pieces of new sod installed in lawn areas.
The new grass needs special care, especially in recent hot weather. The association is trying to water the sod, but all owners - not just lower-level residents - were asked to help water the new grass every day. The board wants to avoid the landscaper blaming the association if the sod does not survive due to lack of watering.
Owners with dogs were asked to keep dogs off the new sod and use older grass areas or walk dogs around the block. Small "no dog potty" signs may be placed in sod areas, though the board noted signs alone may not solve the issue - owner responsibility is key.
Dogs should not be left unattended on balconies, especially late at night. Complaints about barking or dogs on balconies need proof such as clear video or photos. The board will not take action based only on accusations without evidence.
Jun 10 2026
- Rodding of exterior areas
- Rodding or cleaning related to lower-level kitchen sink backups
First floor kitchen sinks often back up due to the piping system of the entire association, not always because of one specific unit. Association-wide coordinated rodding of all first-floor units may be needed - a schedule with one or two available days for the vendor.
One invoice noted a large amount of grease. One rodding service may have used approximately 100 feet of equipment from the kitchen line to the manhole. Cost for one unit can be close to $1,000. The plumbing issue has been ongoing for many years and may get worse as buildings age.
Hot water jetting (different from standard hydro or pressure jetting) may be better for breaking down grease. Kenny recommended it but is still finding a vendor with the proper equipment. The board is also open to other vendors offering this service.
Some emergency plumbing calls (much more expensive on weekends) may be prevented if owners report problems earlier. If owners see standing water near cleanouts, report it right away so service can be scheduled before it becomes an emergency.
Mid-City may be more expensive but is reliable and dependable. If the same job can be done by Kenny for significantly less, the association may continue using Kenny for certain jobs. Kenny is a small business and may not have all equipment needed for larger jobs.
- Grease or cooking oil
- Coffee grounds
- Cabbage or food scraps
- Any other solid debris
Kitchen sink strainers are recommended to reduce debris going down the drains.
Jun 10 2026
Speed bumps were found in the association's shed. The board stated they were intentionally not installed because they may damage the parking lot and cause more cracks, especially when salt gets into the pavement. Management agreed to remove this item from the list.
Jun 10 2026
The board decided to wait until the September meeting to revisit gutter cleaning and possibly sign a contract closer to fall.
Jun 10 2026
- Residents are still placing plastic bags in recycling dumpsters despite posted signs
- If one dumpster is full, garbage should be taken to another dumpster
- One board member suggested yellow tape and arrows to point to "no plastic bags" signs
Dumpster lids are now being closed more often. The garbage area has improved compared to before, though plastic bags still appear in recycling from time to time.
The association may have a five-year contract, but recent invoices appear to be approximately $100 higher for recycling and regular garbage. Management agreed to review the invoices and contract to find out why the price increased.
Jun 10 2026
Some satellite dishes on balconies may not be allowed; others are installed on brick. The board discussed possibly starting a removal process but must first confirm whether owners are still actively using the dishes. Some residents may still rely on satellite due to poor internet service. Topic tabled for future review.
Jun 10 2026
An owner reported major internet problems during evening hours (approximately 5:00-11:00 PM), with speeds dropping to around 4 Mbps during congested hours but much higher late at night.
The owner suggested the association look into bringing fiber optic cable into the buildings. AT&T fiber may already be close to the property and may be willing to bring fiber to the phone rooms. Individual owners could then choose whether to sign up - this would not require all owners to switch carriers. Comcast and other services would remain an option. The board agreed this is a good topic for future discussion.
Jun 10 2026
Three proposals were received. The board voted in favor of G&K Construction Services - their proposal was approximately $300 cheaper and the carpet pattern and quality were similar. Work may take several days for all areas.
The board does not want a solid color carpet because it shows dirt and stains too easily. A stain-resistant or patterned carpet is preferred.
Jun 10 2026
An owner asked about discussing security issues in the parking lot at night. The board stated this topic will need to be addressed at a future meeting following the agenda.
Jun 10 2026
The pest control company comes every two weeks, but the board asked what exactly is included. There was concern about red bugs near 6561 and the garbage area - present for almost a month with photos sent to management. Management agreed to contact the pest control company and ask what is included in the $130 service charge.
An owner reported holes near the shed with possible rats living nearby. Rats have also been seen on video late at night near sidewalks. The prior exterminator may have used dry ice to address rats. The board agreed that the rat issue needs to be addressed with pest control.
Jun 10 2026
Several unit owners have complained about sidewalks. Some areas may need replacement, while others may only need patching. The board wants to collect proposals and find someone with a good price who does good work. Sidewalks are common areas, so work will be handled through the association.
Jun 10 2026
The savings account earns very little - possibly only around $25 per month or less than $300 per year. The board discussed moving money into a better savings account, money market account, or possibly a CD.
- Money market accounts may allow withdrawals while earning a better rate
- A CD may earn more but could lock up reserve funds with penalties for early withdrawal
- One suggestion: place only part of reserves in a CD, keep enough available for operations
Management agreed to contact accounting to find out what options are available and what process would be required.
Jun 10 2026
The budget adoption meeting followed by the annual meeting is scheduled for September 10, 2026 at 6:30 PM. Management will send out candidate forms approximately 60 days prior and proxy forms approximately 30 days prior.
Helpful Links & Submission Information
For portal access, balance questions, or submitting requests, owners should contact the management company using one of the options below.
https://portal.westward360.com/public?modal=login
https://play.google.com/store/apps/details?id=com.vantacahome&hl=en_US
https://apps.apple.com/us/app/vantaca-home/id6449600509