Minutes of Meetings
Southbrook Condominium
Board of Directors Meeting, September 15th, 2025
Location: Unit #31
Present: Brad Gilbert, Matt Traub, Nancy Stetter, Bill Jones, Karin Lee
1) Brad called the meeting to order at 7:00 PM.
2) Approval of minutes from last meeting; Karin made a motion, seconded by Matt, to approve these minutes. Vote: Three board members voted to approve the minutes; the motion was passed.
3) Property Manager’s Report:
Cedar fence. 38 8’ rails @ 12 = $456
4 end posts 16.50 = $66.00
20 line posts @ 15-50 310
25 bags concrete 15 375
1200
Labor 2 each @ $75/hour
Est 1 hour per post
24 x 150 = $3,600
$4,800
Painting resumed:
23 white windows
Jeremy Annis $225 /window and $450 for door.
51-54 ceiling and railing
Estimate: $4,000
57-58 water leak
57 3rd floor deck railing done
45 railing redone/needs paint
Squirrel 85 vents: Facia
Gutter covers 71-80
Various gutters unplugged
Patio fence Unit 54 painted, will install trex on top
Tree, brush trimming: 2 loads to dump
Tree removal on Sept 29th: Bozeman Arbor Care, $6,000
Insurance audit. Trees, deck rails, rain gutters
Clean up beds: have called firm to come in October
Fertilizer and weed application done on Monday Sept 8th
7 light bulbs changed
Units 81-82 Lone Wolf called to assess mitigation.
Need to paint Unit 56 ceiling and two rooms. Leak ice dam. Called Pinnacle Roofing to assess roof. Calvin looked but wants another opinion.
Unit 43 negative drainage into crawl space: Will look at Notified today
Sign on 23 rd Street: Will have painter spray it. Has been sanded. Use reflective paint for letters. Have taken down speed limit sign.
4) Resident Manager’s Report:
Currently in checking: $54,949.48
Currently in savings: $2,008.36
Reserve fund: $7.12
CD balance: $26,405.46 (has earned $48.00)
Total insurance payments: $32,400/We still owe $15,120.00
5) Unit 44’s request to rescind the violation from august 1st, 2025 is denied by the board. Owners are responsible for their guests’ actions, including their pets.
Karin will send an email and copy the other board members.
6) Treasurer’s Report:
No one has responded to our email asking for someone to become our new treasurer. We’ll continue without one until next spring’s annual meeting.
Cash flow: We have $5,000 more in our checking account than originally planned.
Bookkeeping Service: Dotty’s Bookkeeping has redone all the bookkeeping for 2025 so that it is up to date, and our onboarding is winding down.
7) Old business:
Pay HOA: Brad will move forward with signing Southbrook HOA up for this service.
Nancy’s email will be converted this week to 
manager.southbrook@gmail.com
8) New business:
Amended By-Law: Association fees are at the monthly rate last set by the Board of Directors, pursuant to the Declaration for Southbrook Condominium (filed as Film 88 Page1809, records of the Clerk & Recorder o Gallatin County), plus the same rate per unit for month of entrance into Association (which fee is non-refundable when the unit is sold).. Will put it to a future ballot to all the homeowners (need 66% owner approval).
Next meeting date: October 27th, 6:00 PM at Brad’s place/Unit 31
Matt made a motion to adjourn the meeting, and Karin seconded it; three members voted to adjourn the meeting at 8:40 PM.
Southbrook Condo Association Meeting Minutes
Friday, March 7, 2025
Gallatin Valley Church
All board members present.
Roll call to determine if we have a quorum. Quorum determined.
Meeting called to order at 6:33 pm.
Bill Jones motioned to approve last year’s minutes. Antonio seconded the motion. Minutes were approved.
Property Manager’s Report:
Landscaping – Last inventory was done in 1997 for a total of 405 trees. It’s time to do an inventory again and assess tree health and care. There will be tree trimming and possibly removal in the spring.
Snow Removal – This season so far, snow removal expenses have totaled $24,100 through February. The board approved of an $10,000 increase for next year.
Sprinklers – We hired a new firm. They will assess our two systems and all zones. Zone between 79-81 will not shut off. Need to find valve box for that zone.
Patios, Ceilings (Lids) – We’ve had serious leaks last year due to rot. We’ve repaired the worst ones. We will inventory this spring and continue our repair efforts. HOA is responsible for the railings on the 3rd floor decks and owners are responsible for the maintenance of the deck.
Patio Fences – Some need replacing. They are expensive so we are looking at alternatives including using Trex. They are not designed to hang flower baskets on.
Chimneys – All have been inspected. 30 chimneys were missing caps and HOA replaced them. 3 chimneys were flagged for cleaning and owners notified. Tree branches are a concern over the chimneys so we continue to trim branches.
Ice on Roof – North-facing roofs have ice build-up. Board is looking at options to address the situation.
Gutter Covers – We are installing gutter covers as funds allow. This spring we will selectively start installation.
Bathroom Vents into Attics – Bathroom vents in 2nd floor units are causing mold in the attic of some two-story buildings. The board has determined the cost of correcting this issue is up to the unit owners. Vents should be extended to vent out the roof, chimney or side of the building.
Water Usage – Determined by building not unit. Some buildings have seen a large spike in usage. Bill urged those in first floor units to check for water in the crawl space. Owners should fix dripping faucets, running toilets, etc. If you have an issue, report it to the Resident Manager.
Deck railing replacements – These are 35+ years old and deterioration is evident. Several have been replaced. This will be an ongoing activity.
Painting – We did portions of 4 buildings last year. Our goal is at least 2 buildings a year. Currently awaiting bids.
Sidewalks – We are replacing sidewalks by units 43-46.
Roofs, Fascia – Planning to replace some of the fascia with a Trex product.
New Stairway – planning for new stairwell for Units 27-30. Will be steel and cost roughly $20,000.
Clean-Up Days – Bill offered to organize a couple of clean-up days upon board approval.
A resident brought up the issue of flooding outside units 81-84. Bill Jones said it should be fixed this year.
Another resident asked about garage damage done because of the flooding in the area. Bill Jones said he would take a look.
Also, a large bird (pigeon) has nested outside unit 81-84, making a mess. Bill will address.
Resident Manager’s Report:
• 6 sales in last year. In 2014, the bylaws were changed to only allow 35% of the units to be rentals. There are currently 10 units on the waiting list. One unit is currently for sale and one unit has a contingent offer pending.
Treasurer’s Report:
Esther presented 2024 actual spending and proposed budgets. She stressed the need for maintenance now that the units are decades old. Without an increase, we would have a loss in 2025 of roughly $32,000. With a $25/month increase in dues, we would expect expenses to exceed income in 2025 by roughly $6,000. Esther then presented the current balances in our bank accounts and said we could cover that loss.
Brian Tudor proposed a $250/month increase in due and Debbie Jones seconded. Motion passed. Board has final say in what the increase will be and will notify homeowners.
Esther also passed out the water use report for owners’ information.
Bob Davis presented a slate of 4 candidates for board positions. Jorie then asked for nominations from the floor but there were none. The slate included:
- Esther Fishbaugh (current board member)
- Bradley Gilbert
- Karin Lee
- Mathew Traub
Brian Tudor motioned to accept the slated board of directors. Rogers seconded the motion. All voted to approve.
Old Business:
It was noted that the risk control form was due back today. Nancy will follow up with those owners who have yet to submit the form.
New Business:
Jorie discussed comments she has received from some owners interested in amending our declaration regarding firewood. Current bylaws state firewood must be stored in unit garages. She also noted that our insurance company has told us our policy prohibits firewood from being stored on decks and must be 10 feet from building structures.
Jorie reminded everyone to be aware of where the bathroom and dryer vents are venting to due to some cases of mold in attics.
A resident complained about construction-type noises from the unit above hers. The owner of #84 claims this is not true. Jorie pointed out that the only noise regulation in our bylaws pertains to music. Esther suggested putting in deadening materials.
Patty proposed a resolution that, in the next two months, the new board investigate what a reasonable amendment to our bylaws might be, which would might include the city’s noise ordinance regarding decibels, quiet hours, and what the association will allow in terms of number of offenses and what the penalty for that would be. Esther seconded it. Motion passed.
Debbie proposed that we have a twice a year cleanup at a cost of $1/month per unit. Jorie asked for any opposed. None opposed.
Jorie Hanson made a motion to adjourn the meeting and Brian Tudor seconded the motion.
Meeting adjourned 8:03 pm.
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