EMEDA Commissioner Meeting – Special Meeting -August 5th 2024

Commissioner Meeting
August 5, 2024
7:00PM
Fallon County Visitor Center

Members Present:
Chairman Tasha Losing, Vice Chair Steve Zachmann, Treasurer Karol Zachmann, Commissioner Hugo Bumgardner, Commissioner “Cookie” Zenko.

Members Absent: Commissioner Carson Beach

Staff Present: Executive Director Vaughn Zenko

Public Present: None

Meeting called to order: 7:04pm by Chairman Tasha Losing

Approval of Previous Meeting Minutes: The board reviewed the meeting minutes from the August Monthly Meeting on July 30, 2024.

• MOTION (Steve Zachmann): To approve the July 30 August Monthly Meeting minutes as presented.
• SECOND: Cookie Zenko
• VOTE: Four in favor, none opposed, one absent. The August Monthly Meeting minutes from July 30, 2024 were approved as written.

Public Comment: None

Financial Report: Chairman Losing chose to proceed to the Director Report. There was no objection.

Director Report: Director Zenko explained to the board that the Chamber of Commerce has informed him that, as in FY24, the Fallon County Commissioners would once again like to utilize EMEDA as a pass-through for funds to support the Baker Chamber Rec Department. Last year’s total was $16,000. This year the total funds transferred will be $29,223.00. Vaughn will request a copy of an official request from the County and a copy of the Commissioner’s minutes noting their approval of this arrangement.
Vaughn went on to inform the board that he had spoken to the Commissioners about EMEDA getting a falloncounty.net email address. Commissioner Roy Rost informed him that the County would be changing its email domain later this year and advised that EMEDA request a designated email at that time.
As directed by the board, Vaughn spoke to both Rachel Brockel and Debbie Veroye about taking over EMEDA accounting. He was unable to find a working phone number for Rusty Knuths. Chairman Losing advised putting choosing an accountant on the next agenda.
Vaughn provided the board with EMEDA’s tax I.D. number: 36-4587061, for Steve’s purposes of setting up the childcare site with telephone and internet service.

Financial Report: Chairman Losing returned to the financial report, to no objection. She stated that she is hopeful that the appraisal from the Bank of Baker will be completed by tomorrow (August 6). She requested that the bank send out a digital copy of the loan paperwork for board review. Several board members will not be available to meet for the rest of the week, so Director Zenko suggested that a meeting could be conducted on Thursday, August 8 via Zoom, as long as the public was properly notified.
Vice Chair Zachmann presented the board with a document noting EMEDA’s outstanding claims, and suggested that paying these claims be added to the Thursday agenda, contingent upon loan approval from the Bank of Baker.
Steve proceeded to update the board on EMEDA’s financial outlook, included funds spent, obligated, and estimated to finish the childcare project.
Steve also suggested that, going forward, EMEDA utilize the existing Baker Childcare Project account at the Bank of Baker for all childcare operating funds, in order to keep childcare accounts separate from EMEDA accounts. He also suggested that EMEDA set up a maintenance and upkeep account for the buildings.
There was no action taken on these suggestions.

7:39pm: Cookie Zenko left the meeting

Construction Supervisor Report: Construction Supervisor Steve Zachmann updated the board on progress at the Childcare site.

Old Business:
Update on Bank of Baker Loan Status: Covered previously in the meeting during the “Financial Report”.

Chairman Tasha Losing left the meeting. Meeting recessed at 7:47pm

Chairman Losing returned to the meeting. Meeting reconvened at 7:51pm. The board picked up the agenda where it left off.

Claim Form Review: Covered previously in the meeting during the “Financial Report”. EMEDA will wait on approving claims, pending loan approval.

Insurance for Volunteers:  Vaughn informed the Board that he had spoken with Jade Boggs at the Insurance Store.  Jade said that EMEDA would need worker’s comp insurance to cover volunteers. Simply having volunteers sign a waiver is an option.  The board suggested that Vaughn draw up a generic waiver form for the next meeting.

Benefits Package for Childcare Facility Employees:  Vaughn spoke with several different organizations representing several different methods of offering benefits, including full HR support, a health reimbursement arrangement through the general marketplace, and options for nonprofit individual group plans. He also had spoken with the County Commissioners about getting EMEDA employees on the County plan and Jade at the Insurance Store about putting together a general package.  Karol suggested waiting on making a final decision on employee benefits until EMEDA hears back from the County and from the Insurance Store.

8:02pm: Cookie Zenko returned to the meeting.

Lease Agreement with Head Start:  Vaughn wrote up a generic 10-year lease agreement at the request of Chairman Losing.  Steve noted that he would prefer automatic increases to be included in the lease every 3-5 years.  He said that he would like to have a sit down with Shawna Sargent of Action for Eastern Montana Head Start to discuss lease arrangements, and preferably invite her to a meeting.

Chairman Losing requested a Lease Committee be formed. After accepting volunteers, Chairman Losing appointed Steve Zachmann and Karol Zachmann to the Head Start Lease Committee.

New Business:
EMEDA Accounting Outsourcing: As previously discussed in the Director’s Report, Vaughn explained that both Rachel’s Accounting and Debbie Veroye quoted $75.00 per month to handle EMEDA accounting and that both were aware of a potential audit in FY25.

• MOTION (Karol Zachmann): That EMEDA hire Rachel’s Accounting for monthly book keeping and financial statements.
• SECOND: Steve Zachmann
• VOTE: Four in favor, none opposed, one absent. EMEDA will hire Rachel’s Accounting for purposes of monthly bookkeeping and financial statements at a cost of $75.00 per month. Childcare Project – Discussion and Decisions as Needed: Having settled on a general benefits spending limit of $7000 at the previous meeting, Vaughn asked the board if they would like to make an official offer to Carrie Schwartz for the Director position with the generalized benefits noted. After board discussion, it was decided to hold off on an official offer letter until after the Thursday special meeting.
  -Support Staff Recruitment: The board discussed when to begin advertising for support staff for the Childcare Facility.
• MOTION (Cookie Zenko): To begin advertising now for support staff on radio, newspaper and social media.
• SECOND: Hugo Bumgardner
• DISCUSSION: To save expense, and with no advertising budget, Vaughn suggested exclusively utilizing social media for now.
• VOTE: Four in favor, none opposed, one absent. EMEDA will begin advertising for support staff for the childcare facility immediately, utilizing social media first and moving to radio and newspaper advertising if necessary as funding becomes available. -Child/Family Recruitment: After discussion, it was decided to wait until EMEDA has a more firm opening date for the facility before recruitment begins. -Formation of Policy & Procedures Committee: After board discussion, it was decided to wait for Carrie to be available before a policies and procedures committee is formed.

Having no other business to attend to at this time, Karol Zachmann motioned to adjourn. Steve Zachmann seconded. All in favor. Meeting adjourned at 8:25pm.

The next EMEDA Special Meeting is scheduled for August 8, 2024 at 7pm via Zoom.
The next EMEDA Monthly Meeting is scheduled for September 3, 2024.

             Tasha Losing, Chairman                                            Vaughn Zenko, Executive Director