Minutes of Meetings
Southbrook Condominium
Board of Directors Meeting, October 27th, 2025
Minutes: SouthBrook HOA Board Meeting/October 27th, 2025
Location: Unit #31
Present: Brad Gilbert, Matt Traub, Nancy Stetter, Karin Lee/Absent: Bill Jones
Brad called the meeting to order at 6:10 PM.
Approval of minutes from last meeting; Matt made a motion, seconded by Brad, to approve these minutes. Vote: Three board members voted to approve the minutes; the motion was passed.
Property Manager’s Report:
I have paused the painting project for this season due to the weather and informed the painter. He will return in the spring to complete the next two buildings. 1-8 and 71-80 are completed. I have stored paint in my crawl space and at the ranch for next season.
The railings have been painted on decks that have been redone. Unit 57: both 2nd and 3rd floor were done. Unit 45: second floor was done. Unit 25: second floor was done. Units 51-54: entry railing was done as well as the lid was painted after repair.
Lid repair for Units 51-54 entry was extensive. Had to support concrete with floor jacks while repairs were made.
Tree removal was completed by Bozeman Arbor Care. I was not here at the time, and Brad handled the logistics. There are some branches hanging over roofs and chimneys on some buildings. Hedge and shrub trimming will also have to be considered.
Handyman Calvin will paint the railing on Units 27-30. Just waiting for a weather window to do so (this has been completed).
Unit 58: Water leak is being worked on. I have contacted our roofer from Pinnacle Roofing, and he has looked at it. Property management company visited with me on 10/17 and then came over to look at it. He and Nick, their handyman, looked at the roof and ceiling. The roof and turtle vent may be cracked, rubber seal on kitchen vent or a combination. Last weekend when we got 1.5 inches of rain, I looked and there wasn’t water leaking. Someone had opened a sizable hole in the ceiling to look for source. No water pipes in that area. Hesitant to fix ceiling until roof is fixed. Waiting for call from roofer. Management Co. is looking at it again this week to come up with a plan.
Unit 86: Squirrel is an ongoing issue. Calvin caulked a hole above kitchen window and then put TREX facia there. Is still an issue. Brad is in contact with the owner.
Gutter covers: Building/Units 71-80 has covers installed on all gutters. Have had complaints around campus of plugged gutters. Not much can be done until leaves are off and we can clean gutters and roofs. There is a fine line between leaves off trees and a snowstorm and freeze. Calvin will get on it when the timing is right. Shows the importance of getting more gutter covers on.
When I return, I will be getting containers of ice melt out.
Flowerbed clean-up in front of units has been accomplished.
A clean-up day has not been scheduled. The one in the spring was a success. Board can schedule clean-up on a day convenient to them. My trailer will be here. No tires, batteries, liquids, paints or electronics. Those can be taken to recycling or drop off at Bridger Creek site. Flower pots should have soil dumped out. Good place for that is along foundation in front and behind units. A couple of units may appreciate some help as their decks and exterior have gotten overwhelming. Units 8 and 17 come to mind. Board may want to visit with them
- The Board has decided to wait until spring for the next clean-up.
- Needs to be done: Assess our painter options for 2026.
4. Resident Manager’s Report:
Currently in checking: $58,128.34
Currently in savings: $2,009.07
Reserve fund:$105.13
CD balance: $26,405.40
Interest earned: $162.77
Total: $84,801.64
Total insurance payments: 5 units owe the second insurance payment of $270
5. Treasurer’s Report:Total rental units are 26 and the board has approved 2 openings for rentals to be filled from the rental waiting list
Please see attached Q3 report (in downloads or PDF download of minutes)At this time, 6 units have signed up to PayHOA to pay their monthly dues.
6. Old business:
7.New business:There is no old business.
- A request has been made to list the units that are classified as rentals on our HOA website. Brad proposed voting, Matt seconded it, and a vote 3-0 against doing this was taken.
- The Board is planning the 2026 budget in November and will present it to HOA members in December.
Next meeting date: December 1st, 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 7:30 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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