SMART Board of Directors Meeting Minutes – February 23rd 2026
Board of Directors Meeting Minutes
February 23rd, 2026
5:30 PM – SMART Building
Members Present: Kendyl Polatas (President), Shannon Johnson (Vice President), Shelby Klus (Treasurer), Karol Zachmann, Jodi Varner
Members Absent:
Staff Present: Katherine Miller (Executive Director)
Staff Absent: None
Public Present: None
Meeting called to order at 5:32 PM by President Polatas
Consent Agenda:
Discussion on financial statements for January. No corrections needed for the prior minutes. Minutes and financial statements were approved.
Old Business:
Other Old Business:
None
New Business:
Policy Review: The Board discussed the AI, Board Governance, Code of Ethics, Conflict of Interest, Financial, Public Comment, Record Retention & Document Destruction, and Whistleblower policy drafts. Director Zachmann requested that a blank complaint form be created to accompany the Whistleblower policy, and Director Varner requested that public comment requests accompany the agenda. Treasurer Klus clarified how conflict of interest disclosures work under the policy as written, and whether those with a conflict of interest would be allowed in the room during discussions. All present agreed that members could stay present to listen, but would not be allowed to vote. The Board reviewed the By-Laws a second time and was satisfied with the content.
Director Varner motioned to approve the policies, excluding the By-Laws.
• MOTION (Director Varner): To approve the policies as presented with requested changes, excluding the By-Laws.
• SECOND: Director Zachmann seconds.
• VOTE: Five in favor, none absent. The policies are accepted as presented with the requested changes, and the By-Laws will be presented at the next meeting for final review.
Main Street Now Conference: Executive Director Miller presented the Main Street Now Conference to the Board. She further explained that she applied for a grant through Montana Main Street that would cover up to $1,500 in expenses if awarded. Miller felt that this conference had a more diverse workshop offering than the regularly attended in-state conferences, and as such, would allow for content selection that’s specific to Fallon County’s needs over broad content. Miller added that if awarded the grant, there would be another bed in the room for another participant. The Board reviewed projected costs and the budget. Director Varner and Director Zachmann stated that travel and meal costs not covered by the grant should be paid for by SMART. Director Varner stated the State’s per diem rate would be sufficient for meals and to keep receipts for all costs. Vice President Johnson suggested that an expense sheet be utilized, and that she would email a basic copy to Executive Director Miller. President Polatas stated should would like to attend the conference so long as the grant was awarded. A consensus was reached that the budget allowed for the conference and travel required, and the conference is tentatively approved, so long as the grant is awarded.
Fundraiser/Event Committees: Executive Director Miller asked that Board members choose a fundraising event they would like to help with that was outlined in the strategic plan. Miller believed that implementing a rotation would ease Board fatigue while also sharing the load of planning with her. Board members chose their events and will assist in planning and execution.
Other New Business:
Groundswork: Executive Director Miller had received a call from a company stating they were ready to do the annual inspection on the SMART building. No board members were familiar with the company, and they asked for further research to ensure this was, in fact, the company that completed the work. They agreed that the price was acceptable, and the inspection was necessary, provided the company was the same.
Baker Beautification’s Flag Service: Executive Director Miller presented the annual flag service letter, sponsored by the Baker Beautification Committee.
Vice President Johnson motioned to enroll in this year’s flag service, with funds coming out of the Civic Support budget.
• MOTION (Vice President Johnson): To enroll in flag service, drawing from the civic support budget.
• SECOND: Director Varner seconds.
• VOTE: Five in favor, none absent. SMART will enroll in this year’s flag service, and funds will be used from the Civic Support Budget.
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, Director Varner motioned to adjourn the meeting, and Vice President Johnson seconded. Meeting adjourned at 6:29 pm.
The next SMART meeting is scheduled for March 16th, 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
