SMART Board of Directors Meeting – Special Meeting Minutes – August 28th 2025
Board of Directors Special Meeting Minutes
August 28, 2025
6:00 PM – SMART Building
Members Present: Jodi Varner (President), Kendyl Polatas (Vice President), Stacey Teter (Treasurer), Karol Zachmann
Members Absent: Shannon Johnson
Staff Present: Katherine Miller (Executive Director)
Staff Absent:
Public Present: none
Meeting called to order at 6:12 PM by President Varner
President Varner asked for a motion to approve the consent agenda, so long as a few minor
errors are corrected.
- MOTION (Treasurer Teter): To approve the consent agenda with the understanding a few minor errors
are corrected before signing. - SECOND: Vice President Polatas.
- VOTE: Four in favor, one absent. Consent Agenda approved.
Old Business:
Escape Room: Executive Director Miller passed around the sign-up sheet she had drafted for the
escape room, as well as a potential profit/loss sheet at several different price points with the expenses
that are known at the time of the meeting. The amounts charged per head that the sheet was
calculated upon were in the middle of the industry standard for escape rooms, though there was
discussion on whether the escape room would meet the industry standard to justify the price point. In
prior years, adults were charged $20 and children were charged $10. Preliminary outlooks appeared that so long as there were a minimum of 3 people per group, each time was booked, they were charged $25 per person, and costs were as calculated, there would be approximately a 240% ROI, though this figure does not calculate in-kind contributions. Miller also stated that she was able to find puzzles saved from the last administration, but none that matched the room setup. She did research and was able to find an online DIY kit that matched the theme for under $20, and stated she was comfortable creating a unique puzzle as well.
Treasurer Teter stated she was meeting with old staff members this week and may be able to find the
original puzzle the room was designed for. She requested that this matter be settled within the next
week to allow for ample time for advertising, as other October events are already being advertised.Discussion was held about availability, and President Varner inquired the board if there should be a committee formed to determine costs, profitability, logistics, and whether or not the fundraiser was viable. All were in agreement that Treasurer Teter and Executive Director Miller would be on the Escape Room Committee and would determine together whether to proceed and the details of the fundraiser.
New Business:
SMART Building Broker Price Opinion: Executive Director Miller passed around the
Broker Price Opinion to the board. Discussion was held about the opinion, board
expectations, ROI, and other recent comparable sales of commercial buildings. The
consensus was to uphold the Right of First Refusal with current tenants, to submit
counteroffers, and try to negotiate a fair deal as a courtesy to the tenants before offering the
building to outside parties.
Treasurer Teter motioned that Executive Director Miller write a counteroffer with the
number the board agreed upon.
- MOTION (Treasurer Teter): Executive Director Miller writes a counteroffer with the number the board
agreed upon. - SECOND: Vice President Polatas.
- VOTE: Four in favor, one absent. Motion passed.
Having no further new business, President Varner adjourned the meeting. Meeting
adjourned at 6:26 pm.
The next SMART meeting is scheduled for September 23rd, 2025, at 7:00 pm at the SMART
Building.
Respectfully submitted:
s\ Jodi Varner, President
s\ Katherine Miller, Executive Director
