SMART Board of Directors Meeting Minutes – January 27th 2026
Board of Directors Meeting Minutes
January 27th, 2026
5:30 PM – SMART Building
Members Present: Jodi Varner (President), Kendyl Polatas (Vice President), Stacey Teter (Treasurer), Karol Zachmann, Shannon Johnson
Members Absent: Shelby Klus
Staff Present: Katherine Miller (Executive Director)
Staff Absent: None
Public Present: None
Meeting called to order at 5:35 PM by President Varner
Consent Agenda:
Discussion on minor corrections to the meeting minutes. Treasurer Teter motioned to accept the meeting minutes with corrections.
Treasurer Teter motioned to accept the 12.15.25 meeting minutes with the stipulated minor corrections.
• MOTION (Treasurer Teter): To accept the 12.15.25 meeting minutes with the discussed minor corrections.
• SECOND: Vice President Polatas seconds.
• VOTE: Five in favor, one absent. 12.15.25 meeting minutes are accepted with the stipulated minor corrections.
Director Johnson questioned whether accounts at Grasslands could be closed to simplify the Statement of Financial Position and record keeping. President Varner suggested transferring the Food Forrest Funds, which the grantor approved the use of the funds for the L. Price Garden, to the restricted account, but leave the remaining funds for the Baker State Bank Clock until the clock is repaired. There was unanimous approval by those present for the year-end financials.
Annual Meeting Business:
Approval of 2026 Budget: Executive Director Miller presented the most current draft of the 2026 budget, and a supplementary Excel sheet analysis of FY 2024 Montana specialty plate sales. Miller explained the average versus the median plate sales, the Montana code annotated laws, the application process, and how funds will be received. Miller presented further research that the estimated revenue, sales multiplied by listed donation amount, does not match the 990s for four examples, and there did not appear to be a correlation between estimated and real revenue. Miller and Vice President Polatas believed this could be related to the option on the application on whether a donation will be received on renewals, but it does articulate a level of uncertainty. Executive Director Miller stated that the amount of revenue listed on the budget is an estimate. Director Johnson requested that Executive Director Miller reach out to other nonprofits that have license plates to learn more about the income. Director Zachmann questioned the upkeep of the license plate and the amount of work required once the plate has been approved. Executive Director Miller stated that, to her knowledge, it should only be an annual certification with the option to change the plate after a certain number of years. Director Zachmann motioned to approve the budget.
Director Zachmann motioned to accept the 2026 budget.
• MOTION (Director Zachmann): To accept the proposed 2026 budget.
• SECOND: Vice President Polatas seconds.
• VOTE: Five in favor, one absent. The 2026 draft budget is approved as the official 2026 budget.
Election of Officers: Treasurer Teter provided written notice of her resignation from the Board, effective at the end of the meeting. A discussion was held on what members were interested in what positions. Director Teter motioned to accept the discussed roles.
Director Teter motioned to elect Kendyl Polatas as President, Shannon Johnson as Vice President, and Shelby Klus as Treasurer.
• MOTION (Director Teter): To elect Kendyl Polatas, Shannon Johnson, and Shelby Klus as President, Vice President, and Treasurer.
• SECOND: Director Zachmann seconds.
• VOTE: Five in favor, one absent. Kendyl Polatas, Shannon Johnson, and Shelby Klus are elected as President, Vice President, and Treasurer.
Account Holders: Board members will be changed on financial accounts to reflect the new positions as a part of the motion to elect so they may fulfill their duties. Specifically, the accounts at the Bank of Baker and Grasslands Federal Credit Union listed below:
Bank of Baker:
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Grasslands Federal Credit Union:
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Jodi Varner and Stacey Teter will be removed from all financial accounts, Kendyl Polatas and Shelby Klus will be added to all financial accounts, and Katherine A Miller will remain on all financial accounts.
2026 Meeting Schedule: President Polatas inquired about a meeting schedule for 2026 that would work best for member attendance. Later meetings work the best for Vice President Johnson, but earlier meetings work better for President Poltas and Treasurer Klus for traveling
Director Varner motioned to hold Board Meetings the third Monday of the month 5:30 p.m.
• MOTION (Director Varner): To hold Board Meetings the third Monday of each month at 5:30 p.m.
• SECOND: Vice President Johnson seconds.
• VOTE: Five in favor, one absent. Board Meetings will be held on the third Monday of each month at 5:30 p.m.
President Polatas held a brief discussion regarding the February meeting time, as it conflicted with a holiday. Vice President Johnson will be traveling abroad on the next closest date. February 23rd was picked to accommodate officer schedules. Director Zachmann gave notice that the 23rd conflicts with her monthly meeting with FMC, and she will not be able to attend, providing an excused absence.
Review and Approval of By-Laws: Executive Director Miller provided an explanation on proposed changes and additions to the By-Laws. Miller created a sister policy for Board Governance and removed the language from the By-Laws. Director Teter motioned to table the approval of the By-Laws until next month to be approved with the other policies.
Director Teter motioned to table the approval of By-Laws until February.
• MOTION (Director Teter): To table the approval of By-Laws until February to accompany other policy review and approval.
• SECOND: Vice President Johnson seconds.
• VOTE: Five in favor, one absent. The approval of the By-Laws is tabled until February.
Old Business:
Strategic Goals/Priorities: The remainder of the 2026 goals were completed. Executive Director Miller will finish writing the document and complete the 2026 Strategic Goals.
Fallon County Community Foundation Update: Director Teter is continuing progress in establishing the Community Foundation.
Other Old Business:
None
New Business:
License Plate Drafts: Executive Director Miller provided the Board with two license plate drafts that she and President Polatas created, and provided examples of popular plates sold in FY 2024, the most recent data source. Discussion was held on the two designs, and Vice President Johnson motioned to approve the Board’s favorite design.
Vice President Johnson motioned to approve the low contrast design with stipulated minor design corrections.
• MOTION (Vice President Johnson): To approve the low contrast design, pending minor design corrections and revisions necessary if returned for approval.
• SECOND: Director Zachmann seconds.
• VOTE: Five in favor, one absent. The low contrast design is the Board-approved design to be submitted, pending minor design corrections and any needed revisions if returned.
Public Comments and Transparency: Executive Director Miller suggested opening Board Meetings back up to the public. Discussion was held on how to balance transparency with privacy. Executive Director Miller will draft a policy on public comments.
Other New Business:
Cleaning services: Director Teter inquired about the current cleaning of the SMART building and suggested researching other companies to compare rates. Executive Director Miller will research the discussed cleaning companies and their rates.
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 Johnson motioned to adjourn the meeting, and Director Teter seconded. Meeting adjourned at 7:48 pm.
The next SMART meeting is scheduled for February 23rd, 2026, 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
