SMART Board of Directors Meeting Minutes – December 15th 2025
Board of Directors Meeting Minutes
December 15th, 2025
5:30 PM – SMART Building
Members Present: Jodi Varner (President), Kendyl Polatas (Vice President), Stacey Teter (Treasurer), Karol Zachmann
Members Absent: Shannon Johnson
Staff Present: Katherine Miller (Executive Director)
Staff Absent: None
Public Present: Shelby Klus
Meeting called to order at 5:35 PM by President Varner
Consent Agenda:
There were no questions or discussion on the consent agenda. Unanimous approval by those present.
Old Business:
Draft Budget: President Varner questioned why repairs and maintenance were so high and if the R&D Fund could help lower this amount. Snow removal and cleaning are considered repairs and maintenance, though expenses paid from the general checking account are not differentiated from those paid from the R&D account. Varner asked that the budgeted amount be lowered to $4,000 from $7,000. Executive Director Miller relayed her research on local financial advisors, and that Big Sky Financial wanted to speak with the Board. Treasurer Teter suggested the February meeting, and moving the meeting to a time that will accommodate Big Sky Financial’s schedule to discuss a six-month emergency fund. Vice President Polatas inquired about the projected fundraising income, prompting a discussion about fundraising in 2026.
Executive Director Miller will research city ordinances for snow removal to ensure compliance and contact Big Sky Financial for the February meeting.
Fallon County Community Foundation Update: Treasurer Teter has met with the Montana Community Foundation and is working on completing the necessary paperwork.
Other Old Business:
None
New Business:
Reschedule Next Meeting to Accommodate for Holiday: Board members looked at their schedules. Tuesday, January 27th, at 5:30 appeared to be the best time for the majority of those present.
Alyson Lineback Final Paycheck: Executive Director Miller stated that while reconciling the general checking account, she discovered that payroll was run, but never deposited for Alyson Lineback’s last month of employment. This occurred during the transition between Interim Executive Director Nemitz and Miller. Rachel’s Accounting records indicate that direct deposit was successful, but the bank records do not. There was also no physical check cashed. Director Zachmann asked Executive Director Miller to double-check the physical checkbook to see if a check had been written at some point, and to ensure that payroll taxes had been paid. Executive Director Miller will ensure that payroll taxes have been paid and write Alyson Lineback her final paycheck.
The Board recessed at 6:26 for dinner.
The Board resumed at 6:49.
Strategic Goals/Priorities: Executive Director Miller read through the strategic priorities she had created as a guide that each future project should fall within. The “Four Pillars” include Tourism, Agriculture, Workforce, and Community & Quality of Life. President Varner stated that she strongly felt that SMART should collaborate and partner with organizations as much as possible. The Board worked through creating four core values and a SWOT analysis. Goals and Objectives were mostly completed, while the remainder will need to be completed at the next meeting.
Other New Business:
Interested New Board Member: Shelby Klus read out her letter of interest to the Board at 7:21. Executive Director Miller inquired what about SMART interests her, and upon her answer, Director Zachmann motioned to appoint Klus to the Board.
Director Zachmann motioned to appoint Shelby Klus to the Board of Directors.
• MOTION (Director Zachmann): To appoint Klus to the Board of Directors effective immediately.
• SECOND: Treasurer Teter seconds.
• VOTE: Four in favor, one absent. Shelby Klus is appointed to the Board of Directors and will begin the onboarding process.
Director Klus left the meeting at 7:28.
Director’s Report:
Executive Director Miller reviewed her director’s report, spending time on matters that had not been discussed during the meeting.
Having no further new business, Vice President Polatas motioned to adjourn the meeting, and Director Zachmann seconded. Meeting adjourned at 8:25 pm.
The next SMART meeting is scheduled for January 27th, 2025, at 5:30 pm at the SMART Building.
Respectfully submitted:
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Kendyl Polatas, President
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Katherine Miller, Executive Director
