SMART Board of Directors Meeting – Meeting Minutes – July 28th 2025
Board of Directors Meeting Minutes
July 28, 2025
7:00 PM- SMART Building
Members Present: Kendyl Polatas (Vice President), Stacey Teter (Treasurer), Karol
Zachmann
Members Absent: Jodi Varner (President), Shannon Johnson
Staff Present: Krista Nemitz (Interim Executive Director), Katherine Miller (Executive Director)
Staff Absent: Public Present: none
Meeting called to order at 7:03 PM by Vice President Polatas
Motion to approve the consent agenda.
- MOTION (Director Zachmann): To approve the consent agenda.
- SECOND: Treasurer Teter.
- VOTE: Three in favor, two absent. Consent Agenda approved. Old Business:
Smart Service Fee: Discussion of Service Fees that Executive Director Miller put forward. Miller
recommended creating a base charge for grant writing between $200 and $500 that would include a one
hour free consultation with an additional charge for complexity. Director Zachmann brought up
whether it would be more appropriate to charge the 2% administration fee of awarded grants when
applicable and waive the grant writing fee in those cases. Executive Director Miller additionally
recommended a $30 flyer and verbiage charge for parties interested in having a flyer created, but
did not feel the other Marketing Assistance drafted is within her scope of expertise to offer as a
service. She did agree with the Printing Rates as written, though Interim Executive Director
Nemitz advised that this had not been requested in her tenure. - MOTION (Treasurer Teter): To table a decision until the next board meeting when there are more
board members present. - SECOND: Director Zachmann
- VOTE: Three in favor, two absent. A decision is tabled until the next board
meeting.
Baker Beautification Committee Account: Interim Executive Director brought forth the
Beautification Committee’s request of using SMART’s EIN number for their Bank of Baker Account as
they did not have their own EIN number. It was discussed the liability implications of allowing
them to use SMART’s EIN and whether this would confuse the separation of the two organizations.
Executive Director Miller offered to help them apply for their own EIN as this was something she
had experience doing.
- MOTION (Director Zachmann): To decline Baker Beautification Committee’s request to use
SMART’s EIN number and to offer assistance in applying for their own EIN. - SECOND: Treasurer Teter
- VOTE: Three in favor, two absent. Baker Beautification Committee is not
authorized to use SMART’s EIN and assistance in creating their own will be offered.
Sale of 125 Main Street Update: A second offer letter was introduced to the board. There was
discussion on what the intent was of building, to be landlords or to renovate a building to sell
for commercial use. The goal amount of cash proceeds from the sale and what it would be used for
were discussed, specifically paying down the loan on the Baker State Bank building. Interim
Executive Director Nemitz will reach out to a realtor to get a fair market analysis on the
building. A decision on whether to accept the current offer letters or to sell the building will be
made after more information is gathered on the current value of the building.
L Price Park Memorial Benches: Director Zachmann’s research discovered that the benches used around
the lake from the same supplier are now approximately $3,000 per bench. Sew What is able to give a
discount, but only with a minimum purchase of multiple benches that would also total approximately
$3,000. Baker Metal quoted an
8-foot bench at $1,200 and the paint at $200 for a total of $1,400. Discussion on
whether the board wants a metal bench, a mental frame and wood seat and back, or a bench of
entirely different material ensued. There are worries that a metal bench will be too hot in the
sunlight, and that a wood bench will be too much maintenance. Director Zachmann is reaching out to
Baker Metal again for different sizes and will continue to research possible alternative routes.
A decision on the memorial bench will be made after more research has been conducted.
Fallon County Community Foundation Update: Treasurer Teter states there are no updates at this
time. She is currently seeking more interested community members before moving forward. She is
hoping to get representatives from both Grasslands Credit Union and Bank of Baker to join.
Baker Theatre PAR: The PAR discussed the building costs and layouts between the two possible
buildings. There are concerns with fire escapes and how that could impede on having an event and a
movie at the same time if using the old JC Penney building. The board discussed what the intentions
were with the PAR and whether or not SMART would continue with the Baker
Theatre project. The understanding of present board members and Interim Director Nemitz was
that the PAR was a tool SMART prepared for interested parties, and that SMART did not have the
resources to run a movie theatre. Once completed,the PAR will be relevant for a period of three
years. SMART will do its due diligence in advertising the PAR as a business opportunity
in hopes of handing it off to an interested party.
Placer.AI: Executive Director Miller had questions on who exactly was in charge of the Placer.AI
grant and research. She introduced the grant application and supporting documents she had found to the board that promised different community groups results that would substantially increase
revenue and the local economy, and support letters that were addressed to SMART. The board
reiterated that they had voted no on this issue and although the letters of support were written to
SMART the grant was supposed to be for and through the Chamber of Commerce. Executive Director
Miller was advised to confirm who the grant was through and to confirm that SMART would not be
charged to renew the hefty subscription costs.
Other Old Business: SMART received an invoice for an outstanding balance related to the purchase
and licensing of the Seussical play. Executive Director Miller was directed to reach out to Alyson
Lineback and discuss this amount with her. The new History Walk Benches have been delivered and
need to be put together. Board members will try their best to carve out some time to put them
together before fair week.
New Business:
Bookkeeping Updates: Executive Director Miller discovered there were some major issues with both
the bookkeeping and in the restricted funds account. The BSB Asset account was being utilized
incorrectly and the true value of the capital improvements on the building needs to be obtained.
In trying to find that number it was ascertained that the closeout on the grants for the building
had been closed out incorrectly, before the correlating funds had been spent, and at
the time of the meeting the full list of the grants and amounts had not been found. Executive
Director Miller advised that unless receipts for all the transactions can be found, to correct the
asset issue it will throw off bookkeeping for a prior year. Due to the record keeping, the board
believed the best path forward would be to download all the reports that may be requested for
prior years, to make the journal entries necessary to correctly value assets, and to prioritize the
current year’s bookkeeping over prior years. The board also advised Miller to reach out to
Rachel’s accounting and that prior to 2021the bookkeeping was in good order. Executive Director
Miller will continue to research the BSB Building grants to ascertain the amount in capital
improvements and make the adjusting entries to reflect the correct values of assets in QuickBooks.
New Desk: Executive Director Miller brought up the issue of the desk in her office being too short
for her to use and asked for a budget the board thought would be appropriate. Director Zachmann
recommended Baker Furniture for the Christmas in July Sale and Treasurer Teter recommended
addressing the QuickBooks issue to confirm the amount in the Visitor Center budget before
purchasing a desk. Executive Director Miller will attempt to find a quality desk for less than
$1,000.
Fair Booth/Fundraiser: Interim Executive Director Nemitz and Executive Director Miller approached
the board with two possibilities for fundraisers for either the Fallon County Fair or the Fall
Festival. The first idea was a pie or hot dog eating contest, and the second was “Kiss the Cow.”
The board gave suggestions on well known community members and advised Executive Director Miller
to contact the Extension Office first to see if “Kiss the Cow” would be an
encroachment on the stock sale prior to making any arrangements. There was additional
discussion on whether or not to have a table at the fair to accompany the fundraiser, but the board
did not feel they had the time during the week to help Executive Director Miller staff the table.
Executive Director Miller will research the viability of the Kiss the Cow fundraiser at the Fallon
County Fair,how to accept payments,procure the cow, and find well-known
community members to volunteer as contestants.
Having no further new business, Vice President Polatas adjourned the meeting. Meeting adjourned at
9:07pm.
The next SMART meeting is scheduled for August 11,2025 at 7:00pm at the SMART
Building.
Respectfully submitted:
s\ Jodi Varner. President
s\ Katherine Miller, Executive Director
