Minutes of Meetings
Southbrook Condominium
Board of Directors Meeting, May 21st, 2025
Location: Unit #79
Present: Brad Gilbert, Matt Traub, Bill Jones, Nancy Stetter, Karin Lee/Absent: Esther Fishbaugh
Brad called the meeting to order at 7:00 PM.
Approval of minutes from last meeting; Matt made a motion, seconded by Karin, to approve these minutes. Vote: Three board members voted to approve the minutes; the motion was passed.
Property Manager Report:
Calvin:
45 roof. Shingle and exposed nail treatment on crest. Inspection
45. Dryer vent scooped
49-50 Caulking under 49 deck door and window to stop leak in 50
20 and 45 gutter repairs
86 Dryer vent leaking on roof. Corrected
19 Downspout reattached on north side garage
47-54. Gutter covers. Front and garage gutter covers on. Horseshoe shape done. 134’. $1,401 $10.46/ foot. Was costing about $3 per foot to clean 2x per year. 2 year payback.
45 Inspect painting on front upper inspection
32 Inspect and seal small hole on siding upper portion north side. It is a vent of some sort and he needs to access their attic to see what it is for.
Calvin and Les:
5-6 upper railings new, underneath repair, grout concrete seam Calvin $1,210, Les $1,650, lumber $115, uprights $310 (50 at $6.20 each) Total $3,285
77 upper-78 Calvin $1,228, Les $2,325, lumber $115, uprights $335 (54x$6.20), Kenyon $623, Total $4,626
75-76 Upper Don’t have invoice for yet
73 upper-74. Starting 5/20/25
We are salvaging the uprights and we will reuse them.
Using heavy tape on sides of grout area when pour.. Leaves clean area
Using flashing above facia to keep moisture away.
45 upper. Railing will be replaced.
57 upper. Third story. Railing to be replaced
Les
27-30. Tear into lid to see what have for replacement of stairway $150
27-30 Schedule stairway replacement.
Clean up day
Budget $1 / unit per month =$88 x 12 = $1,056. Trailer rental $31, 2 trips to Logan $125 mileage, Dump fees $30 Time 8 hrs $400, Total $586. $470 left for fall cleanup.
Painting
Progress on 1-8 building. Rain has held up. 2.2” since I left 5-5
55 fence removal. Done. Flower beds built. Looks nice. They will put fence material etc into my trailer and I will haul off. Trailer almost full from deck construction.
Lawn care has started. May 1 contract.
Sprinkler not on yet
South fence. Cowdrey has done some work on his side.
Broken support cable on side of 31-38 building. NWE has been called and a work order put in to repair.
Trees that are too come out?4 trees in that area are suspect.
Bozeman Arbor Care to do walk around for trees Wed. May 28 1:30
Stairway June 4 Wed.
Weed and feed by aspen meadows. On schedule. Behind with weather
- Resident Manager Report:
Attached is the new Phone List for Southbrook Owners.
There have been seven units sold since May 2024: # 27, 31, 42, 43, 76,80 and 86. There is one unit (#49) where ownership was transferred from parents to son.
Rental list: We’ve been updating the rental list. We’re allowed to have 30 units rented at any given time and will be checking if there is availability for new rentals.
- Treasurer Report: Esther will send us a report.
Old business:
Noise policy update was delegated to Brad
Brad will reach out to our lawyer about policies that are not currently in our bylaws and how to get them into these bylaws.
- New business:
Nancy will get a new Resident Manager contract.
Matt has sent out information about HOA management software.
Motion: Matt made a motion for the board to look at subscribing to an HOA software program. Brad seconded the motion.
The vote: 3 people were in favor, so the motion passed.
Bookkeeping service: Switching to this kind of service will save money for the HOA.
Motion: Matt made a motion for the board to switch to a professional bookkeeping service. Karin seconded the motion.
Vote: Three members were in favor; the motion passed.
The board will be looking at solidifying rental agreements in the future. Defining what “owner-occupied” means determining who actually lives in each unit.
Motion: Matt made a motion that the window an owner has to decide if they want to rent out their unit be increased from 30 days to 60 days, providing this owner has become eligible/been contacted by the board that they may rent out if they choose to doso. Brad seconded the motion. Vote: Three members were in favor; the motion passed.
“thank you” gift will be given to each former board member; Nancy will take care of this matter.
Reserve fund: The initial assessment of our reserve fund is no longer applicable because we are currently an active board.
Bi-monthly HOA newsletter: Brad and Karin will work on this matter.
Brad proposed to look into doing away with the current stipulation that new buyers pay a deposit of one month’s HOA fee, replacing it with a transfer fee of $250 to be paid to the HOA when a unit is sold (the buyer/seller negotiate who will pay this fee). In addition, any owner who has paid the one-month deposit at any point in the past will have it refunded.
Insurance: Delegated to Brad, who’ll find out about future updates/costs.
The owner of unit #44 has asked the board to vote on making an exemption to the by-law stating that trailers are not allowed to be parked in owners’ driveways.
Motion: Karin made a motion to reject this proposal, and Matt seconded it.
Vote: Three members voted to reject this proposal; the motion was passed.
- Next meeting date: August 11th, 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 9:05 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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