Minutes of Meetings
Southbrook Condominium
Board of Directors Meeting, August 11th, 2025
Location: Unit #31
Present: Brad Gilbert, Matt Traub, Nancy Stetter, Karin Lee, Esther Fishbaugh
Absent: Bill Jones
Brad called the meeting to order at 7:00 PM.
Approval of minutes from last meeting; Karin made a motion, seconded by Matt, to approve these minutes. Vote: All board members voted to approve the minutes; the motion was passed.
Property Manager’s Report
- Projects - New stairway installed on 27-30, 25 had deck railing replaced and Grout, 2 had deck railing replaced and Grout, 49 Grout, 52 Grout 26 needs short piece of railing replaced, 57 needs 3rd floor railing replaced, 31 needs radon piping painted 54 needs patio fence painted
- Bozeman Arbor Care has submitted bid for tree care and removal. Been some back and forth with Brad on selection of trees to remove. Board needs to address last selection and vote on approving final bid. BZN Arbor has been notified to get us on the schedule for this work. It may not happen till Sept.
- Brad has been looking at sprinkler care and has discovered fiber optic company has damaged our system along sidewalk on 23rd. He is negotiating with them on fixing the damage. Lawn and Rain, our provider has been in a couple times to fix some problems. There seems to be several problem areas that hadn’t been addressed in the past, but we are addressing as they are brought to my attention.
- Painters worked May and June and were gone most of July. They have discovered they underbid the project but have promised to finish. Buildings have required more work than realized. They said scrapping and sanding had not been done consistently in the past. Creating more work for them. Been a challenge to work with but the rate has been worth it.
- Paving work scheduled for Aug 5 to fix ponding at 81-82. Removal of 10’x30’ section in front of 81-84 pad. Will deflect most of water from pads. There is a flat spot on 82 pad that this project doesn’t address as it is preexisting, and they did not do any work on the pads when they did the project. As a result of the work there will be much less water for ponding on the pad. Board needs to walk the campus and assess clutter and encroachment into common areas. Also have wood stacked behind 75 that needs to be in garage. Same one who had it stacked under stairway. Refer to insurance regulation that was talked about at 2025 Annual Meeting
- Grouting will be on a case-by-case basis. Will be more of a preemptive fix rather than a reactive fix. I think the worst of the worst has been addressed.
- Deck railings are the same. Worst of worst been addressed. Will bring up to Code when required. Helps to lower cost by recycling the uprights.
- Brad mentioned changing all the exterior light fixtures and wiring buildings to put ice melters on select roofs. This would require installing meters on all buildings and wiring the melters in and that would be an expense for HOA would be a huge project.
- As we prepare for a few college students to return to the complex parking will remain an issue. We do have several vehicles that are parked on site and haven’t moved for a long time. Board should start a discussion on a parking permit system or some method limiting this problem.
- The leak in ceiling of 57 has not been resolved. Visiting with Calvin (handyman) he was doing some work in 57 and 58 told him they had another small leak several days ago. Several weeks ago, I was questioned by a claim adjuster (Ross was last name , 406-570-8671) from a local firm that had been hired to investigate the claim. I told him the claim wouldn’t be answered until the roof was opened up in that bedroom. I’m concerned there is a leak in a water line that serves kitchen in 58. The water line to the fridge (line has been replaced) definitely has a very small crack but the leak a couple weeks ago makes me question that problem has been solved. The question that this is covered by our insurance or the units’ insurance would have to be answered when the leak in solved. Getting roofer to look at roof of 58. Several stains in ceiling in two rooms, currently not leaking, but we need to solve the issue.
- Speaking about roofs, a home inspection I believe for 45, mention the deterioration of the roof. I think they were replaced about 15 years ago. Does the board want me to have a roofer look at the roofs and gives us an opinion of the condition. If we are going to have to replace roofs in the near future we are going to have to start an account to fund it. Could be expensive. Thank you, Bill Jones
- Vote: Esther made a motion to pass the amended bid from Arbor Care to remove certain trees on the property. Matt seconded this motion. The Board voted unanimously to pass this motion.
- Leak issue units 57/58: Matt will reach out to the owners and tell them that they are responsible for dealing with their own insurance companies to resolve this issue.
- Resident Manager’s Report:
- Rental Policy: The rental policy is under review; in the meantime, no more rentals will be allowed. This is based on the HOA’s by-laws document 2496431, final paragraph: Permissions to lease will be granted at the sole discretion of the Board. We are taking this action so we have time to figure out the legal definition of what the phrase “owner-occupied” truly means.
- Resident Manager Email Address: This email address will be changed to
manager.southbrook@gmail.com - Vote: Esther made a motion to change this email address, seconded by Karin. This was passed unanimously by all 4 members.
- Timing of our insurance payment for 2026: We’ll discuss this question at the next annual meeting. Members will be asked if they want to make this fee as a separate payment or have it included in their HOA dues (with a dues increase).
- Treasurer’s Report:
- See attachments at end of PDF for financial reports
- Brad made a motion to hire Dotty’s Bookkeeping Services as our bookkeeper, starting immediately. The motion was seconded by Karin. The motion was passed 3-1 (Brad, Matt and Karin were for, Esther against).
- Esther left the meeting; she would email the Board and tender her resignation, effective immediately.
- Old business:
- Noise: Brad is working with our lawyer Brian Close to determine what we can change in the by-laws about noise policies.
- New business:
- Software: Matt made a motion to sign up for Pay HOA’s software package at $99 per month for ACH payments, which was seconded by Brad. There were 3 board members present, and all voted to pass the motion (1 absent).
- Unit 44: Letter the Board
As requested by unit 44 a letter to the board has been added to minutes.
Subject: Formal Dispute and Request for Due Process Clarification
Dear Southbrook Condominium Homeowner Association Board of Directors,
I’m writing to formally state that I dispute the outcome and handling of the kayak violation notice and I am requesting clarification on the process the Board follows in these matters.
In your July 31 reply from Brad, item #1 states:
“No challenge to the kayak violation. You can’t store that in a common area and a written notice is the first step to make sure it does not happen again.”
Respectfully, I did submit a timely, written dispute of this violation notice, which was issued retroactively by Brad and after he had provided written approval to store items on second-floor patios. To my knowledge, there has been no formal Board review of the dispute, no opportunity for me to be heard, and no documentation shared outlining any process followed. Furthermore, the reply I received came only from Brad’s email, raising valid concerns about whether a full Board review actually took place.
I would appreciate a response that clearly answers:
What process is in place for homeowners to dispute violations?
Was the Board formally consulted and did it vote or deliberate on this matter?
What is the appeal process if a homeowner disagrees with a violation and its resolution?
More broadly, I believe it’s critical that decisions affecting homeowners’ rights and records are made transparently, with a clear process and appropriate checks and balances — not unilaterally and solely by one individual.
I am also following up on previous requests for clarity on:
Whether any changes are being considered to the rental waitlist eligibility requirements, and if so, whether homeowners will have an opportunity to participate or vote.
What standard procedures the Board follows when addressing homeowner disputes, including expected timelines and communication protocols.
Why the upcoming August 11 Board meeting is closed, and whether I will be informed of any decisions relating to the above issues, or if meeting minutes will be available afterward. Prior Southbrook Board of Directors/Presidents have always stated that the Board meetings are “open to the homeowners to attend.”
Please confirm this message will be shared with the full Board. I look forward to a fair, transparent response.
Sincerely,
Kim
The Board will send a written letter to unit 44 addressing these issues and signed by the Board members. If unit 44 agrees, we can post this response to these minutes at the next meeting.
New Transfer Fee: Brad has been assigned to working on the new by-law regarding switching from the new HOA initial refundable deposit to nonrefundable transfer fee.
Next meeting date: September 15th, 7:00 PM at Brad’s place
Matt made a motion to adjourn the meeting, and Karin seconded it; three members voted to adjourn the meeting at 9:09 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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