EMEDA Commissioner Meeting – March 4th 2025
EMEDA
Eastern Montana Economic Development Authority
Commissioner Meeting Minutes
March 4
th, 2025
Meeting called to order: 7:08 PM.
Location: Fallon County Exhibit Hall
Members Present: Chairperson Tasha Losing, Vice Chair Steve Zachmann, Treasurer
Karol Zachmann, Commissioner Hugo Bumgardner
Members Absent: Commissioner Carson Beach, Commissioner “Cookie” Zenko.
Staff Present: Childcare Director Carrie Schwartz
Approval of Agenda
Discussion: Steve noted that items not on the agenda cannot be voted on at a meeting,
specifically if they pertain to spending EMEDA funds.
Motion to approve: Hugo Bumgardner motions to approve with corrections of adding the
Childcare Director and Construction Supervisor Reports under Old Business.
Seconded by: Steve Zachmann
Motion carried: All in favor, one absent.
Member Enters: Cookie Zenko joins the meeting at 7:15pm
Review of Previous Meeting Minutes 2/4/2025
Discussion:
- Carrie asked for clarification of the wording for the approved motion to use some of
the funds raised through the online campaign for furnishings. In her report, she had
requested funding to go to “tables, shelves, cribs, changing tables, playpens, and
other necessary furnishings” however the minutes specify that the funds will go only
to tables and chairs. After review of the recording, it was determined that the motion
did not include the other furnishings as requested. The motion stands as written.
Carrie noted that some of her purchases were made to include other furnishings as
that was her understanding of the motion. - Steve clarified that the cost to use the courthouse email system would have been
per email account and not per email sent/received.
Motion to approve: Hugo motioned to approve the previous meeting minutes from
2/4/2025 as corrected.
Seconded by: Steve Zachman
Motion carried: All in favor, one absent.
Review of Special Meeting Minutes 2/20/2025:
Discussion: Karol notes that minutes should include “respectfully submitted” with a
space for the recorder’s signature so that the names of the chairperson, the vice
chairperson, and the recorder for those minutes are all included. All agreed that going
forward, the name of the recorder would be included as well.
Motion to approve: Hugo motions to approve the Special Meeting Minutes from 2/20/2025
as written.
Seconded by: Cookie Zenko
Motion carried: All in favor. One absent.
EMEDA Financial Report: Presented by Karol Zachman (see financial report)
Discussion: - Carrie commented that the approved play grant funds still had not been moved to
the debit card account. Without those funds, she cannot make the necessary
purchases to prepare the playground for opening. Tasha and Karol will make those
changes with the approved minutes. - Tasha inquired about what time of year the board would receive a bulk of their
county funding and it was determined that those funds generally come in July and
November. - Karol noted that we need to be mindful of the loan with the $36,000 semi-annual
payment, which will be coming up. - As of now, we are carrying the Head Start water bill each month because of a
misaligned billing cycle between when they pay their lease and when we receive the
water bill for them. It would be better if Head Start could pay its own bill
automatically through the City of Baker online bill pay option so that we are not
carrying that balance into each new month. - Karol noted that she has been purchasing the stamps for the treasurer’s mail as
needed, but that she will no longer be able to do so. - We will be sending invoices to get reimbursed for $619.06 in warranty work as well
as $45 of $428 from NWBS. - Tasha requested that forecast vs actual EMEDA expenses to date be available for
the next meeting. - Tasha entertained a motion to pay claims 138 – 144 with the regular checking funds.
Claim #135 will go to Wyrick Construction for snow removal earlier this year.
Motion to approve: Hugo motions to pay claims 135 and 138 – 144 with the regular
checking funds.
Seconded by: Cookie Zenko
Motion carried: All in favor, one absent.
Childcare Financial Report: Presented by Carrie Schwartz (see claims forms)
Discussion: - Carrie noted that there was an oversight by Baker Area Hardware when she went in
to pay on the line of credit at the store and was charged $5.95 in late fees even
though Emily Medaris had said they would be waived. This amount will be
discounted from future purchases. - Tasha entertained a motion to pay claims C5 – C12 in a total of $935.26 from the
childcare debit card account.
Motion to approve: Hugo motions to pay claims C5 – C12 in a total of $935.26 from the
childcare debit card account.
Seconded by: Cookie Zenko
Motion carried: All in favor, one absent.
Childcare Director Report: Presented by Carrie Schwartz
Discussion: - Carrie reported that Baker Childcare and Early Learning Center has been
established as an LLC. Steve clarified that it is an LLC under Carrie’s name with no
board. Carrie requested that we seek guidance from Batterman Law to determine
the legal structure between EMEDA and Baker Childcare and Early Learning Center
going forward. - Tasha entertained a motion to form a committee to create a contract between
EMEDA and Baker Childcare and Early Learning Center with legal advice from
Batterman Law as needed. The committee will consist of Tasha, Steve, and Cookie
so long as quorum rules are maintained.
o Motion: Hugo motions to form a committee to create a contract between
EMEDA and Baker Childcare and Early Learning Center with legal advice from
Batterman Law as needed.
o Seconded by: Steve Zachmann
o Motion carried: All in favor, one absent. - Carrie reported that the staff hiring committee had concluded interviews and
selected candidates. She noted that all incoming staff will be required to complete
CPR and first aid certification, as well as background checks. Employment
contracts will be issued, with the remaining candidates being placed on substitute
teacher lists. Additional online training will be required upon transitioning to a
regular contract. Carrie also reported that she had some high school applicants she
planned to bring on as substitutes for as-needed roles, including fundraising. They
will take part in the CPR classes with the regular staff. Tasha asked if the CPR
classes could be open to the public. Carrie said that could be an option if Brittany
brought in additional help with the courses, but she would prefer that the CPR
classes remain closed to those with Baker Childcare as a team-building experience.
Funding for the CPR classes, online training, and background checks was
discussed. The board did not feel it was their responsibility or the responsibility of
Baker Childcare and Early Learning Center to pay for the training time, background
checks, or the CPR classes. They agreed that the $50 cost of the CPR class could be
reimbursed to the employee after 90 days of hire and continued employment. It was
also discussed that workforce grants could be applied for on behalf of the
employees to cover these expenses. Carrie asked to go on record to state that she
was unsure of the legality of these options, as training is required to be paid in most
situations. She will reach out to Job Service for clarification. - Carrie discussed ongoing maintenance issues at the center and expressed interest
in hiring Larry Burns as a handyman for PRN part-time work at an hourly rate of $20.
The board discussed that Steve would be called first to determine if this was an
EMEDA expense or could qualify for warranty work before reaching out to the
handyman. Handyman expenses for Baker Childcare will be paid from the COGS
account. - As Carrie is bringing on new hires, she discussed a 20% burden rate for employee
benefits with a 90-day probationary period. Carrie explained that the proposed
amounts have been run through the forecasts with Jason at zero to five years and
are within the budget. Since there is no revenue at this time, it was discussed that
only the necessary expense of Carrie’s medical stipend would be covered, and that
Baker Childcare would be responsible for all employee benefits once the center is
operational.
o Motion: Steve motions to set up a $200 stipend for Carrie’s health insurance
through Rachel’s accounting beginning in April.
o Seconded by: Cookie Zenko
o Motion carried: All in favor, one absent. - Carrie noted that enrollment for unlicensed care is now open, with services
scheduled to begin on March 18th or sooner, depending on staff availability and
actual child enrollments. She will need staff to work hours she is not available. This
will also allow time for staff to provide their two-week notice to current employers.
The board determined that staff should not be brought on until there is sufficient
enrollment to cover both their and Carrie’s wages. - Carrie mentioned that a Head Start in Buffalo, SD is closing and selling its inventory.
She will be getting pictures of the items available to determine if it will be worth the
trip. The listing stated that shelves are available, which could be used to increase
our maximum enrollment numbers, as the ones we have use double the floor space
of a regular shelf. Tasha asked if we are required to be licensed for the max ratio of
students at initial licensing or if the licensor can return to increase the maximum
enrollment once the center is better set up with more floor space. Carrie will
inquire. Carrie asked for a maximum of $50 to be used to obtain a U-Haul rental in
the event that the closing Head Start has multiple items worth the trip. Karol stated
that we should halt all spending at this time, even the funds raised in the campaign
for furnishings. The board determined that a U-Haul was unnecessary, but if there
were items that the center could use, Tasha would make the trip to get them and
they could be purchased with the campaign funds.
Construction Supervisor Report: Presented by Steve Zachman.
Head Start Discussion: - Steve was making some repairs at the Head Start when he found a leaking union on
the water line. That was repaired today by Menger. - Steve noted that Wyrick’s have been using salt in their snow removal and that the
effects can be seen in the concrete at Head Start. Damage from equipment can
also be seen on the sidewalks and in the parking lot, specifically on the Head Start
side. - Steve has given Head Start a permit application from the city to bring in a storage
connex.
Baker Childcare and Early Learning Center Discussion: - Steve noted that most construction is complete at the Childcare Center. Hugo
inquired about the gap in the wall above the door to the utility room. Steve clarified
that it was likely intentionally made by the manufacturers to allow for a cold air
intake in the room. He would eventually like to place a better door on the heating
unit to allow for better filtering and air flow. The noise from the room can also be
dampened by using a hanging panel in that space above the door. Tasha asked
about the punch list, and Steve stated that it should be completed by the end of
March.
Fire System Discussion:
Steve explained that Head Start did not include any information about a fire system when
they provided the needed specs for their unit. He asks that before anything is approved or
purchased, Head Start provide in writing the exact requirements for a fire system. Hugo
feels that the installation of such equipment should be the responsibility of Head Start, as
they failed to provide this information. The group was in agreement that they would need
specifics before making any determination.
Bill Pay Policy
Motion: Karol Zachman motions to accept the Bill Pay Policy with grammar corrections.
Discussion: The board would like more time to review this policy in full.
Motion Rescinded: Karol rescinds her motion
Motion: Steve Zachman motions to review the policy one more time and table it until the
next meeting.
Seconded by: Karol Zachman
Motion carried: All in favor, one absent.
Nominations for Secretary
Discussion: The board discussed if this position should be offered as an employment
opportunity or if it should be taken on by one of the board members. They agreed that if AI
transcription software could be used, it would simplify the job and make it manageable for
the Treasurer to take on. Tasha and Karol will look into AI dictation apps and programs and
present their findings at the next meeting.
Archival of EMEDA storage with SMART
Discussion: SMART has offered to continue to house EMEDA records. The board discussed
that they would like to look into all options for storage as well as into records disposal. The
courthouse was discussed as a possible storage location. A deposit box will only work for
digital copies of the documents, but the board would like to keep recent hard copies.
Motion: Steve Zachman motions that the board members look into other storage options
before making that determination.
Second by: Hugo Bumgardner
Motion carried: All in favor, one absent.
Landscaping
Discussion: Tasha would like to discuss landscaping options with local groups and would
like to involve Girl Scouts, 4H, and Boy Scouts in flower planting and woodworking
activities. Karol noted that David Espeland has a degree in landscaping and may be willing
to assist with the larger landscaping plans. David Kirschten with MSU Extension services
may also be able to help. The group will reach out to these community members and see if
they would like to assist in the planning of the space. Once they have a plan in place, a
work day, likely on May 31st, will be scheduled.
Member Leaves: Cookie Zenko leaves the meeting at 10:12 pm.
Grid United Grant
Discussion: There is another grant opportunity with Grid United. Tasha will work with Tarah
Burman of Easter Plains Economic Development to apply for the grant.
Next Meeting: April 1st
, 7 pm. Steve will look into the availability of the courtroom for the
next meeting. - Motion: Karol Motions to adjourn
Second by: Hugo Bumgardner
Motion Carried: Meeting adjourned at 10:23 pm
Respectfully Submitted by Carrie Schwartz
s\Tasha Losing, Chairperson s\ Steve Zachman, Vice Chairperson