Minutes of Meetings
Minutes: SouthBrook HOA Board Meeting/July 20th, 2026
Location: Unit #31
Present: Brad Gilbert, Matt Traub, Nancy Stetter, Austin White, Bill Jones, John Stiles (#88) board member candidate
Brad called the meeting to order at 6:00pm
Approval of minutes from the 5/18 board meeting fully approved by all Board. Vote: All board members voted to approve the minutes; the motion was passed.
Property Manager’s Report
SB BOARD MEETING JULY 20, 2026 FINAL REPORT
Wind damage in December. Jori Hansen in 63 told me this morning that in May 2026 the wind storm we had in December was declared a national disaster. Jorie said that someone called with her insurance co. and asked if their was any damage to her unit. If you remember there were some shingles on the ground by her unit. Turns out they came from the building to the south. It is worth following up on this as HOA may be able to get some help on the tree damage to 53.
Painting: Lance's bid for 36 units was $671 per unit + supplies.
Spreadsheet of when buildings have been painted garnered from records I was able to find.
You have the chimney inventory and how many need cleaning. All of them now have chimney caps. Two units do not have fireplaces. 79 and 9. The flu has a cement cap in it.
Calvin did a gutter inventory in April and you have a copy of that.
Calvin has been putting gutter covers on. 71-80 is all done. Would be good idea to continue the program.
I did an inventory of decks needing grouting, railing needs and leaks in ceilings of entryways and patio ceilings and you have a copy of that.
Locate work has been done for grinding stumps between 54-55. Bozeman Arbor Care has been notified they can continue grinding. Per Brad I said to not worry about the irrigation control system wire. If more damaged he will fix when done.
I would recommend taking a picture of the lines marked by locate as you plan for improving the area. Talk of tree planting. Sod should be laid in bare areas. Sprinkler system already there..
I have marked with white paint stumps that need grinding. If locate needed white paint needed. Stumps are behind 46 next to patio fence. Next to 46 garage are 4 stumps with electrical box west of them. Next to patio of 26. Between 18 and 19 there are a couple areas. Was so overgrown couldn’t walk through this area. Owner of 18 said this is the first time since she moved here she could access the water spigot for her flowers. On west side of 17 a dead bush was removed. Needs grinding.. Brad wants to hold off on these due to cost
Bzn Arbor Care will trim north hedge in August when it stopped growing. Owner of office building has been notified.
Bozeman Arbor Care will remove two dead aspen in the 18-19 area. Will also trim bushes etc of east end of unit 88 so painters can access. They will also trim apple tree next to 79-80 that is into the siding and roof. Apple tree behind 76 will also be trimmed as it is into windows, siding and roof.
Unit 19 mold. Complaint been filed by owner of mold in crawl space. Not known area of mold. Front, back, or north side. Brad is handling. As you walk around the buildings we have a lot of negative drainage and I am sure we have moisture problems in several crawl spaces. I have several buckets I have collected that are in the storage unit I use to haul dirt from construction sites I had access to, to develop positive drainage at areas we received complaints on.
Mold in attics. This is caused by improper venting of bathroom fans and will continue to be an issue as units are sold and inspectors discover
You are well aware of the condition of our roofs so I don’t need to cover that. We have leaks in a few units that Brad is aware of. This winter may prove to be interesting if we get a lot of snow.
23 white windows. I gave the name of Jeremy Annis and phone number to Kelly and her sister. The was suppose to have been done by July 1 and still hasn’t been done. Jeremy had been contacted by sister in Australia and I do not know the resolution of this.
44 Kim. I have two tubes of caulking in storage unit with longer spouts to reach under third flood door. (they are labeled for 44) Sealed couple years ago and she maintains it is leaking again. Tried a couple times to meet with her to inspect and install caulking. Times never worked out. She has other problems as you are aware.
Fall clean up. Evergreen Lawncare will do a clean up of leaves in fall. It is a balancing act with leaves off and cleaned up before snow falls. I also get on the schedule with Earthscape Landscapes to clean up flower beds and growth around sides of condos.
Weed and fertilizer. Aspen Meadows, Bart May. Get on his schedule for fall and spring application of fertilizer and weed control. You can tell we are getting fertilizer on and the weed control has been much better. I have two containers of weed spray in storage unit.
Clean up day has been popular. Fall and spring. Good time to get rid of flower pots etc. Your call on dates.
Frost free hydrant on east side of 79 is worn out. Can’t open. Plumber has been called to fix.
The second portion of the report is an inventory or what was moved into the storage unit and is one file with the board.
Property Manager’s Report Discussion:
On July 6th the property manager Bill Jones informed the board of his retirement from the position effective July 20th meaning Double T Property Management will no longer serve as our property manager. We thank Bill for his years of service in this role. The board members will handle the duties until a search and selection process has been completed for a new property manager or management company within the next few months. John Stiles offered to draw up an RFP (request for proposal) to send out to selected companies.
The wind storm we had in December 2025 was considered a National Disaster. Brad noted he had already called the County, State and our insurance company and that our condo association did not qualify for any financial assistance. We are working to get our deposit back from our previous painting company for buildings he has not done work on. A new painting company has been selected to get building 81-88 painted on the worst areas to protect it for the winter. The board allocated 17K for this project. The association will need to calculate what percentage of a building's large expenses such as painting and roofs it will pay and what portion will be a special assessment to that building’s owners. Estimated large costs include $30K - $40K per 8 unit building for painting and $50K-$60k for roofing (Jolly Giant Roofers). At the March annual meeting we will present a report and recommended repair and upkeep schedule for all our buildings.
At the conclusion of Bill’s report and discussion he passed along his files and exited the meeting. We will coordinate with him if he finds additional southbrook files.
Resident Manager’s Report:
Checking $93,678.44
Reserve $102.07
CD's $47,112.12
Total: $140,892.63
Nancy -went over the list of accounts behind on payments.
Unit 19 has sold.
Nancy to do - keep track of people still mailing monthly dues to Nancy vs mailing to the bank.
1 open rental - Nancy has notified Unit #9 of approval. We are staying at 28 approved rentals, our cap is 30.
The board discussed the water damage situation from unit 44 rental impacting that unit and unit 43 below. As the process goes along we will make sure no damage to the structural elements that the association controls occurred.
Treasurer's Report:
Austin discussed our Q2 financials and the Q2 P&L and balance sheet are attached at the end of the minutes. We are now collecting the transfer fee when units sell and that will be a separate income line in future accounting documents/financials. We continue to have a higher monthly income than expenses and are meeting our budget goals. We do have a large expense coming with the painting of units 81-88. Overall we continue to grow our reserves to help with planned future large expenses such as roofs, siding repair, and painting.
John Stiles mentioned that Valley Credit Union has 4.49% return monthly on checking. So we will look into having a second checking account there to generate more return on our cash balances.
Old Business:
Roof issue - Jolly Giant Roofing assessed all roofs and sent a report on condition and suggested priorities. Only 3 units have reported water issues possible dealing with roof venting issues or leaks.
New business:
The association is now renting a self storage unit and PO Box to accommodate for the property manager transition. The storage unit is for building supplies and files that Bill and Nancy were storing in their garages. The PO box is to centralize all mail for the association to one location that is not a resident.
Bird Feeder Policy: Unit #20 requested clarification on the association bird feeder policy. The Bylaws do not contain anything specifically covering that area. The association does control the common areas and it will be a case by case basis if the feeders are leading to damage or safety issues. Fake owls and other deterrents have been used in the past to keep birds from nesting on and damaging the buildings. Matt has reviewed guidelines from other HOAs and some do stipulate not allowing bird feeders in order to mitigate pest control. This can be discussed further at a full annual meeting.
Security camera policy, do not have one. If people want to film the common areas more coverage for the HOA.
Matt motioned for a vote to approve John Stiles as a board member in the position of secretary and Austin seconded. Passed 3 to 0. We now have a full four person board. At the March annual meeting a new board will be selected as the 2 year terms expire for the current board.
Recreational vehicles such as boats and motorcycles are stored too long not on the right spot. They are allowed to be on parking pads for a maximum of 48 hours
Next meeting date: August 31st 6pm/Unit 31
Brad made a motion to adjourn the meeting, and Austin seconded it; all four members voted to adjourn the meeting at 7:32 PM.
Southbrook Condo Association Meeting Minutes
Monday, March 2, 2026
Gallatin County Law and Justice Center
1. Call to order and establishment of quorum
25 units present + 26 proxies = 51 so we have a quorum
President Brad Gilbert called the meeting to order at 6:00 PM
Brad made a motion to approve these minutes; no opposition
The 2025 minutes are approved
Vice-President Matt Traub read this report
The Southbrook Condo Association Board would like to thank you for a great 2025. The current board will be in the second year of a two year term until March 2027. Overall, our goal is to build on the excellent work of previous boards and community members to keep Southbrook a thriving and well run community.
One of our first decisions was to increase the monthly HOA fee to $250. This was discussed and approved at the 2025 annual meeting and helped address our increased costs from maintenance due to the age of our buildings, inflation of wages, and materials. We updated our processes to digital including records, forms, and an electronic payment system for HOA fees (PayHOA). Our by-laws were updated with two new additions passed by written ballot in February of 2026. Those bylaws turned the refundable association fee deposit into a transaction fee for new buyers and reiterated that exterior changes to windows and doors require Board approval. Certain policies that were unclear or missing were also updated, mostly dealing with rentals. All are available on the website southbrookcondos.net. We hired a new Bookkeeper and changed tax accounting firms. All our financials are sent out quarterly and put on the website. The new accounting firm also completed a financial review for 2025. This is required every year by our bylaws. Lastly, a new bi-monthly newsletter is being sent out to help communicate news and updates.
The board has been taking an active role in the community, meeting lots of members in person to hear about issues and ideas. We will continue to enforce our by-laws and policies so please review those on our website or reach out for a PDF version. A few focus areas are to please be aware that the city of Bozeman and our Association both have rules about dogs being on leashes and picking up after them.We also have a policy to keep trash and recycling cans inside the garage when not set out for pickup.
In closing, please be in touch with concerns or ideas for helping to improve Southbrook. Email or call the resident manager, Nancy, and she will let us know to reach out.
4. Property Manager Report: Bill Jones
Wind storm damage Dec 19 by falling tree branches on roof of 53. The first one fell to the south and tore the rain gutter off. At 5am a branch fell to the north and partially landed on the roof of the garage of 54. Then about 6 am a larger portion fell to the east striking the chimney and roof above 53.
Resulting charges:
Evergreen Roofing removed the broken chimney section and installed blue tarp to prevent further moisture damage. $2,600
Bozeman Arbor Care removed fallen portions and removed the rest of the tree using a crane. $11,750 Ins did pay $9,000 toward the cost of removal.
Replace rain gutter $825
Ins adjuster estimate of repair cost $117,750
5% wind deduction from value of building $131,778
Estimated contractor cost to do repairs $41,634
HOA responsible for 100% of cost due to cost not meeting the deductible.
Bricks were delivered and repair work began 2-23-26 and hope to be completed by 2-27-26. Roof is shingled except around chimney area.
Interior repairs to 53 have been completed.
I want to thank the owners of 53 and 54 for their cooperation in completing these repairs. And to the owners and residents of neighboring units thank you for your patience and understanding as repairs have been made.
Tree removal and trimming cost $6,000 in 2026.
#81-82 Still have ponding problem from runoff and board is addressing.
Snow Removal. Nov 24-Feb 25 $24,100; Nov 25-Feb 26 $6,000
Gutter Covers: Building 71-80 is done (largest building) Some selected areas are done on other buildings. Hope to do more in 2026. Cleaning gutters is about 1$/ foot for 3,490’ About 3 year pay back for installing covers.
Painting: 1-8 and 71-80 were done in 2025 81-88 and 9-16 & 17-18 planned for 2026
Replaced stairway at 27-30 with metal stair. $20,000
Roofs: Roofer who is doing roof on south half of 53 said the shingles facing south are failing. Haven’t looked at north facing. Association is looking at significant cost to replace roofs.
Have been replacing wood facia in some areas with a TREX product which eliminates roting issues and painting.
Windows and doors: Owners in a couple units have replaced windows and doors which is an improvement to their units. Unfortunately they are the wrong color and will have to be painted at their cost which may result in ongoing maintenance. It is the owners responsibility to notify the HOA Board about these planned improvements so they are done in a manner that conforms to HOA rules.
Ceiling leak: We had an intermittent ceiling leak in a lower unit. After much investigation and opinions from experts, plumbers, roofers, handymen, insurance and property managers it was traced down to a cracked drain line from the dishwasher in unit above that was not run a lot.
Entry way and landings: Much work was done on several to stop leaks from the landings on the second level into the entryway ceiling below. There have been a few with substantial rot in the ceilings which is expensive to fix. Owners! Please watch for leaks in unusual places in those ceilings or a black line on a beam which signifies rotting. Let Nancy know if this is observed.
Deck railings are being replaced due to age and noncompliance with current zoning. These are being done in a worst first manner with safety being of prime importance.
Patio fences: These are being replaced on a worst first basis also. We have altered the design slightly to allow the fences to dry out from moisture events.
Cedar fence on east side of property: The fence between our property and the dentist office on the east end is scheduled to be replaced this summer.
We have had squirrel problems with the little varmints getting into attics. We try and mitigate these access points and it is a constant battle with the failing wooden facia. Another reason to replace wooden facia with TREX.
Landscape: Along with tree and shrub maintenance we also bring in our mowing crew to clean up the campus in the fall. We also use a firm to clean the flower beds for winter. The sprinkler system is fed by two wells on the property and our board president Brad, who has some knowledge of this system has been maintaining it. There are a few areas with clutter and encroachment into common areas and the board is addressing those.
CLEAN UP DAY IS SCHEDULED FOR SATURDAY MAY 9. NO TIRES, BATTERIES, PAINT, AEROSOLS OR ELECTRONICS ALLOWED.
Owners would like us to look into placing owl decoys around to deter squirrels and birds from damaging buildings. It was also mentioned to clean up cones under trees during spring clean up.
Account Balances as of 2/26/2026
Checking $90,978.50
Savings $101.84
CD’s $26,655.03
Total $117,735.37
We did not renew one of our CD’s in order to have enough cash to cover potential costs resulting from tree damage to unit 53’s building. Overall, we have no accounts that are behind on payment. Our grace period for not charging late fees in 2025 due to updating our contact records and bookkeeping has ended. Going forward units will receive one warning and then a $25 late fee will apply to any payments not received before the 15th. We will be collecting insurance payments in May and August this year. Details will be communicated once we hear from our insurer about the 2026 rates.
There were six units sold in 2025. Two more units have been sold so far in 2026. Currently, two units are for sale. One of the units sold was a rental, which meant we offered a unit from the rental waiting list the option to be a rental. In 2025 two units converted to rentals, and one unit so far in 2026. We have 27 rental units with one pending. That would put us at 28 rentals with our maximum amount allowed according to the bylaws at 30. 17 units are currently on the rental waitlist.
During the past year we did not issue any fines for bylaw violations. We did issue several notices which is the first step before fines. The main issues we see are parking too many vehicles in the common lots, dogs not on leashes/cleaning up after them, trash cans, and exterior alterations. One vehicle per unit is allowed to park in the common lots. Clean up after your dog and Bozeman does require leashes. Trash cans get blown over by the wind and animals get in them so please keep them in your garages when not out for pick up. Any alteration to the exterior of units needs to be approved by the Board, i.e. windows, doors, utilities, decks.
See attachments below for financials (PDF Version). We discussed the hiring of a new bookkeeper and accounting firm. We had a successful accounting review affirming our financial statements. Our plan is to meet our goal of saving 10% of income for the reserve fund with our 2026 budget. Owners wondered if PayHOA will be an option for the insurance payment this year, the board will look into that. We discussed moving the fee for using PayHOA from the unit owner to the association so owners will pay just $250 with no fee for ACH payments. Owners were favorable to that and asked if Credit Card fees could be lowered as well and the association will look into that.
A motion was made by Jeff Stone 46 and seconded by Bob Davis 52 nominated
Austin White of unit 31 to be treasurer, which she accepted.
Noise complaint standards: According to our HOA attorney, if there are noise issues between units, contact Nancy. A board member will check if the noise is above the city’s allowed level; if yes, a fine will be issued by the Board.
Written ballot amendments passed see below for full amendments:
When a unit sells the new owner will pay a non-refundable transfer fee of $250 to the HOA.
Doors and windows need to comply with a uniform standard and need to be approved by the Board.
Should monthly dues be raised in 2027 to an amount that will include each unit’s insurance payment. 37 units voted yes and 28 voted no. The board will look further into this and no decision has been made.
PayHOA: To date, 22 units have signed up for this service. Please sign up for this service because it saves a lot of work for Brad/Nancy/our bookkeeper.
A potluck get-together was proposed; one of the green areas can be used for this purpose.
President Brad Gilbert adjourned the meeting at 7:35.
BY-LAW AMENDMENTS
The following amendment to the covenants of the Southbrook Condo Association are submitted to the Gallatin County Clerk and Recorder for inclusion in covenants previously recorded in: FlLM 85, PAGES 1788-1836, FILM 103, PAGE 1573 and Document #2479086.
Association fees are at the monthly rate last set by the Board of Directors, pursuant to the Declaration for Southbrook Condominium (filed as Film 85 Page1809, records of the Clerk & Recorder of Gallatin County), plus the same rate per unit for month of entrance into the Association (which fee is non-refundable when the unit is sold). Fees are due the 1st of each month and are considered delinquent after the 15th of the month. Delinquent fees shall be assessed a penalty of $25 for each month of delinquency. Upon 90 days of delinquency of these monthly fees, a lien shall be filed against that unit. Hardship cases may apply to the Board of Directors for consideration of leniency on an individual basis.
The following amendment to the covenants of the Southbrook Condo Association are
submitted to the Gallatin County Clerk and Recorder for inclusion in covenants previously
recorded in: FILM 103, PAGE 1573
All doors and windows installed on the property shall adhere to a uniform standard and must be approved by the Southbrook Condo Association Board.
| |