SMART Board of Directors Meeting – Meeting Minutes – March 18th 2025

Board of Directors Quarterly Meeting Minutes
March 18, 2025

5:30pm- Fallon County Visitor Center
Members Present: Krista Nemitz (PresidentL Jodi Varner (Vice PresidentL Stacey Teter
(Treasurer) Kendyl Polatas, Shannon Johnson, Karol Zachmann, Mindi Murnion

Members Absent: Deborah Walraven-Wenger

Staff Present: Kass Maierhofer-Davis (Interim Executive DirectorL Alyson Lineback (Executive
Assistant)

Public Present: None

Meeting called to order at 5:32pm by President Krista Nemitz

Approval of Previous Meeting Minutes: The minutes from the February 26, 2025 Special meeting were
reviewed.

• MOTION (Jodi Varner): To approve the minutes as presented.
• SECOND: Stacey Teter.
• VOTE: Seven in favor, none opposed, one absent. Minutes from the February 26, 2025
  Special meeting are approved, as presented. Public Comment: None
  Financial Report:
  A Statement of Activity Detail and Statement of Financial Position were presented by Executive
  Assistant Alyson Lineback. During review, Treasurer Stacey Teter suggested correcting the location
  listed for the Batterman Law Office, which was incorrectly recorded as Baker State Bank. She also
  noted the absence of January payroll entries for both the former Executive Director, Vaughn Zenko,
  and the
  current Executive Assistant, Alyson Lineback. The board discussed the need for payroll information
  to
  be sent directly to Lineback to ensure accurate record-keeping.

Lineback reported that she had spoken with Rachel’s Accounting and confirmed that the current tax
withholdings appeared normal and were not cause for concern. President Nemitz pointed out
discrepancies in the financials, specifically a $370 grant expense mistakenly listed under assets
and the missing January MDU bill from the activity detail. Additionally, Jodi Varner noted -:hat
payments to the Bank of Baker were not reflected in the report. Lineback confirmed that these
corrections would be
made.

Committee Reports and Decisions as Needed:

Pocket Park: President Krista Nemitz reported that the Christmas decor including the swag and the
park Christmas tree is being stored in the upper level of the Baker State Bank Building. The
Christmas tree that decorated the office was owned by previous Executive Director. Vaughn Zenko,
and was taken upon his departure.

Audit Committee: No report.

Visitor Center Committee: Stacey Teter reported that the Visitor Center sign located in the park is
beginning to rust. It was suggested that the sign be moved inside the Baker State Bank building.
Currently, items from Junction 39 occupy that space. Krista Nemitz agreed to contact Junction 39 to
arrange for the removal of their items.

Director’s Report: Interim Executive Director Kass Maierhofer-Davis updated the b::>ard on
ongoing and upcoming events. Planning is underway for the Art Walk scheduled for July 12, 2025. The
board discussed the profitability of the event and decided to move forward with the addition of
vendors in Pocket Park, who will be charged $20 each.

The “State of Mind” event, a collaboration between Baker High School, Fallon County Public Health,
EMCMHC, and the University of Montana’s Co-Lab for Civic Imagination, is set for March 25-26.
Additionally, the Baker Jam event is scheduled for March 29-30, with the community theater managing
the concessions under the leadership of Alyson Lineback.

The board reviewed the updated Simply Chic lease, which was returned by Batternan Law Office with
suggestions and corrections. The board agreed to review the proposed changes and reconvene in two
weeks for a special meeting to finalize the lease.

Kass reported that there are remaining funds of $4,950 from the Montana Main Street Program Pocket
Park Grant. President Krista Nemitz is working with the city to secure those funds, noting that
receipts will be required to complete the process.

SMART will also participate in the Baker Job and Career Fair on April 24th to prom::>te nonprofit
work and recruit student volunteers. Additionally, the Fallon County Community Foundation effort is
progressing. The next step is to establish an advisory committee to guide the foundation’s
development. Mindi Murnion highlighted that Fallon County is one of only two counties in Montana
without a community foundation. Murnion, Varner,Teter,and Maierhofer-Davis volunteered to serve on
the advisory committee,which will hold its first meeting immediately following the next SMART board
meeting on April 3rd at Thee Garage.

Through the Montana Community Foundation’s LCF+ Program, SMART could rece ve $5,000 in matching
funds if it raises $7,500 by April 30, 2025. The board reaffirmed the previous decision to
allocate funds from the Covid Account, which currently holds $10,600, for this purpose.

The board discussed taking updated board headshots. Rather than paying the $500 quote from Leslie
Bohle, they decided to take photos in-house using Krista Nemitz’s ring light and Shannon Johnson’s
backdrop. Johnson will bring the backdrop to the Visitor’s Center on Monday, March 24th at 5:00
PM for anyone able to attend. The backdrop will remain in the office for others to use later.

Old Business:

Executive Director Job Position- Salary: The board reviewed the salary range for the
Executive Director position. Nemitz shared that SMART’s county funding will be recuced from
$100,000 to $50,000 next year, with the initial $100,000 including $50,000 for the Visitor Center
startup. The board discussed expectations for a 40-hour workweek, Visitor Center staffing
requirements,and potential reliance on Chamber of Commerce assistance or volunteers. Mindi Murnion
suggested applying for the Otto Bremer Grant to assist with operating costs. The board agreed to
advertise the Executive Director position at $20-$25 per hour,30 hours per week,with benefits
negotiable during candidate discussions.

Local Business Impact Award: The board scheduled a dinner at Thee Garage to present Brenda Uecker
with the Local Business Impact Award. This gathering will also serve as a Special Meeting to
approve the Simply Chic lease and sign required minutes for Bank of Baker. The dinner and meeting
are set for April 3rd at 5:30PM. Maierhofer-Davis will confirm the venue with Margaret at Thee
Garage.

Additional Old Business: Stacey Teter reminded the board that the windows need to be moved into
the old SMART office. The board discussed the current state of the building and determined it is
not ready for occupancy. Plans were made to clean the space. There was also discussion about the
large clock stored in the office. Dean Wang volunteered to take it to Denver for repairs, but Lew
Price may also transport it during his upcoming trip. It was suggested to reach out to both Wang
and Price. Contact with the repair company is needed.

New Business:

2026 Budget: The board discussed the budget impact of the $50,000 county funding cut. Ideas to
increase visitor traffic included updating local signage and placing brochures at other visitor
centers. It was noted that the men’s and women’s prisons may assist with sign creation. An
electrician may be needed to relocate a light fixture blocking the installation of the Visitor
Center sign. Stacey Teter is obtaining an estimate from JJ O’Connor for the work.

Employee Review: Per employment contracts, Executive Assistant Alyson Lineback is due for a
six-month review. The executive committee will schedule the review.

Project List: Kass Maierhofer-Davis presented the board with an inherited :>roject list from the
previous Executive Director. The board discussed several projects and clarified roles.
Specifically, confusion about SMART’s role in Nonprofit Happy Hour led to the decision to remove
SMART’s logo from the event’s advertising.

Regarding the Art Walk, it was decided that vendors will be prioritized, and the budget allocation
of $396 will be managed accordingly. The board also discussed concerns about the Community Theater’s expenses and agreed to separate the theater into its own independent entity. SMART will pass along any relevant checks, such as those from Baker Jam concessions.

• MOTION (Jodi Varner): To separate the Community Theater from SMART and

establish its own independent identity

President Krista Nemitz suggested that we wait to make a motion to approve all of the changes to
the Project List at once.

It was decided that the Community Theater should separate from SMART with the understanding that
SMART would pass along the checks that they receive from Baker Jam concession stands.

7:15 pm: Executive Assistant Alyson Lineback and Shannon Johnson left the meeting

Further discussion arose around grant responsibilities for the Backpack program. It was determined
that clarification is needed on who is responsible for reporting on the TownPump grant.. initially
written by SMART for a local church.

The board reviewed additional projects and decided to return The History Walk, Baker Beautification
Committee, Marmarth Depot Project, and the Sieler Schoolhouse to their original organizations.
Projects such as the Park Mural, revolving loan fund, and Nonprofit Night Out were removed from
SMART’s project list due to budget constraints and alignment with SMART’s economic development
mission.

The board also explored escape room fundraisers. The existing escape room setup above the Baker
State Bank building presents an opportunity for fundraising. The idea of hosting monthly mini
escape rooms with ribbons instead of cash prizes was proposed.

Given time constraints, review halted at the “Pizza Puzzle and Pints” project.

• MOTION (Jodi Varner): To approve all changes that have been made to the list thus far and table
  the discussion of the remainder of the list- from Pizza Puzzle and Pints to Mosaic House until the
  next meeting.
• SECOND: Kendyl Polatas
• VOTE: Six in favor, none opposed, Two absent. SMART will separate from the Community
  Theater,with the understanding that SMART will pass along all checks that are due to the Community
  Theater. SMART will separate from The History Walk,The Baker Beautification Committee,the Marmarth
  Depot Project,and the Sieler Schoolhouse. Smart will remove the Park Mural,the revolving loan
  fund,and the nonprofit night out from the project list. Discussion on the remainder of the Project
  List from Pizza Puzzle and Pints to Mosaic House is tabled until the next meeting.

The board discussed the financial review through Rachel’s Accounting Service. The review will cost
$500. It was noted that the bank accounts will need to be updated to reflect the change in officer
and director roles as the new Executive Committee is made of P·esident Krista Nemitz, Vice
President Jodi Varner, and Treasurer Stacey Teter. Interim Executive Director, Kass
Maierhofer-Davis will also need to be added to the SMART accounts located at Grasslands Federal
Credit Union- including the Food Forest, Arts & Culture Council, and BSB Clock, and accounts
located at Bank of Banker including Operating, Restricted, Vet Memorial, MMA Checking, COVID
Relief, Community Foundation. Jodi Varner, Karol Zachma nn, and Vaughn Zenko will need to be
removed from these accounts. Discussion regarding the
previous years excess funds also commenced. It was presented to place these funds into a CD
-seeing as a 6-month operating cost could be met.

• MOTION (Karol Zachmann): To put all of the previous yea r’s excess funds into a 12-month CD if
  there
  is up to 6 months of operating cost available.
• SECOND: Mindi Murnion.
• VOTE: Six in favor, none opposed, Two absent. Excess fund’s will be placed in a 12-month
  CD.

It was resolved that President Krista Nemitz,Vice President Jodi Varner,Treasurer Stacey Teter,and
Interim Executive Director,Kass Maierhofer-Davis shall be designated as signatories for SMART –
Southeast Montana Area Revitalization Team on the following accounts located at Grasslands Federal
Credit Union:

• Save the BSB Clock –
• Food Forest –
  The signatories listed above will be replacing the following signatories:Jodi Varner,Karol
  Zachmann,and Vaughn Zenko.

Esports Grant: It was brought to the board’s attention that at the December meeting it was
discussed that SMART decided to keep the Esports Grant open until the beg nning of the new year for
additional applications. Seeing as no other a pplications were received, it was presented to give
the full grant amount to Baker Schools E-Sports.

• MOTION (Karol Zachmann): To award a full $750 SMART Grant to Baker Schools E-Sports out of the
  Civic Support fund.
• SECOND: Mindi Murnion
• VOTE: Six in favor, none opposed, Two absent. SMART will award Baker Schools E-Sports with a $750
  grant out of the Civic Support fund.

Due to time constraints, it was suggested that the meeting adjourn. President Nemitz entertained a
motion to adjourn. Karol Zachmann motioned to adjourn, seconded by Stacey Teter All present in
favor. Meeting adjourned at 7:37pm.

The next SMART meeting is a special meeting scheduled for April 3,2025 at 5:30pm at the Thee
Krista Nemitz, President

Kass Maierhofer-Davis, Executive Director