Minutes of Meetings
Southbrook Condominium
Board of Directors Meeting, December 1st, 2025
Location: Unit #31
Present: Brad Gilbert, Matt Traub, Nancy Stetter, Bill Jones, Karin Lee
Brad called the meeting to order at 6:08 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:
Units 83-86: Squirrel issue on roof: Trapper got one squirrel.. No more noise reported so far.Curtis has done some work on the roof with more planned when snow on roof melts. No invoice yet.
Unit 58: Leak in ceiling has been fixed. I gave owner Kirk the bill that was sent to me by Bridger Mountain Plumbing (total: $625)
Unit 49: Leak issue in bathroom window on the third floor. We put up a rain gutter in that area and also put some sealant on the roof in that area. They are changing out the windows but not for another year.
The windows and doors currently not in compliance with color policy are being handled by Brad.
Inventory on the physical condition and painting of patio fences, deck railing condition and compliance and deck grouting will be done for 2026 season.
Painting 2026 season. Units 81-88: bid $6,600 labor: have paid $4,950 and owe $1,650 Units 9-16 &17-18 bid $4,991.66: have paid $2.495.83 and owe $2,495.83, $7,445.83 and $4,145.83
Gutter cleaning completed. More covers in 2026
Parking
Snow removal
We discussed temporarily blocking off parking spaces to allow for snow
to be pushed into areas past the curbs then return to allowing parking
4. Resident Manager’s Report:
Checking account balance: $52,174.90
Reserve Assets:
Savings account $101.76
CD #1 balance: $26,655.03
CD #2 balance: $12,015.42
Reserve Total $38,761.21
Total: $90,947.11
There are currently 3 units for sale: 53, 21 and 13
Two units have sold: 85 and 88
Two units have been approved for rental: 15 and 3 (we’re waiting for notification from the owners of #3 if they want to rent or not)
5.Treasurer’s Report:
We closed the HOA savings account as the balance was very low and transferred this amount to a CD that will be a reserve asset. We then transferred $10,000 from our checking account into a CD that will also be a reserve asset.
Brad presented the proposed 2026 budget. Matt made a motion to approve the budget, which Karin seconded. The three board members voted to approve this budget.
It should be noted that the HOA’s net income of $26,400.00 is the 10% of HOA dues income that is required for reserve account savings. There should be no need to enact any special assessment in 2026
There is no old business.
There will be a vote by ballot this month regarding:
a) residents’ future purchases of new doors and windows need to be approved by the Board.
b) change from a refundable deposit to a transfer fee when a condo is purchased.
c) whether residents want to continue to pay $250 monthly dues + the annual insurance fee separately or increase to $300 monthly dues, which will include this insurance fee.
Otherwise, because the church we normally use for our annual meeting is being sold, we are looking into booking a room at the law and justice center or the public library downtown for our annual meeting March 2nd.
We’ll put a reminder in the newsletter that residents who have wood burning fireplaces need to make sure that they’re clean and in good working order.
Next meeting date: January 19th, 2026 at 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 7:43 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.
| |