SMART Board of Directors Meeting Minutes – October 27th 2025

Board of Directors Meeting Minutes 

October 27th, 2025 

7:00 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: None

Public Present: None 

Meeting called to order at 7:02 PM by President Varner

Consent Agenda:

Treasurer Teter noted some minor corrections to be made in the prior minutes and questioned the Community Theatre Income and Expense statements. At an Executive Committee meeting, it was requested to see whether or not the financial statements accurately stated a loss for Community Theatre of $3,871.15 in 2025. Executive Director Miller found that it was correct, in 2025, Community Theatre was in a deficit. However, the entirety of the program, while hosted by SMART, was not a loss. Community Theatre generated $4,644.85 in revenue, $25,903.93 in donations and sponsorships, and accrued $25,185.50 in expenses, resulting in a net income of $5,363.28. 

Executive Director Miller read through the written Director’s Report, and a more in-depth discussion ensued. The board discussed the pros and cons of the possible projects relating to the Pilot Tourism Grant and the need for a formal strategic plan in 2026 to meet the Montana Main Street Program requirements. President Varner requested that a rough draft be brought to the next meeting. Board Members weighed in on the Montana Nonprofit Association’s lobbying. Miller stated the examples listed were cherry-picked, and the majority of lobbying is pertinent to nonprofits. Vice President Polatas requested to find out how lobbying group members are chosen and whether or not we can participate in that. President Varner suggested that each board member do their research and find out as much as they can about MNA’s lobbying. Treasurer Teter asked for MNA Membership to be put on May’s Agenda to discuss whether to renew the membership or not.

President Varner informed the board that voting is not necessary for a consent agenda, only consent. All present members consent, so long as corrections were made to the prior meeting minutes.

Board Members will research MNA’s Lobbying. Executive Director Miller will investigate how lobbying members are chosen.

Old Business:

Sale of 125 Main Street:  Executive Director Miller stated that no letters had been received by tenants over the month. Miller pointed out that the building appeared to generate a sizeable amount of revenue. President Varner explained that a profit and loss statement was generated, and there is only approximately $8,000 in net income from 125 Main Street. Treasurer Teter affirmed that the 2025 May Meeting Minutes state that $8,331.73 was netted for 2024. Discussion followed on whether it was better to keep the building and restore the basement, or to sell the building as it is. President Varner requested a quote for the basement, window, and ramp projects. Vice President Polatas inquired about the age of the building and whether it could qualify for a historic building preservation grant. 

Director Zachmann motioned to not sell 125 Main Street at this time.

• MOTION (Director Zachmann): To keep 125 Main Street.

• SECOND: Vice President Polatas seconds.

• VOTE: Four in favor, one absent. 125 Main Street will not be sold at this time. 

Fallon County Community Foundation Update: No updates at this time. 

Other Old Business: 

Treasurer Teter asked that board members share the post for the Escape Room to get the last spots filled.

Vice President Polatas briefed the board on her design and quote for the L. Price Park additions. Polatas asked for the board’s opinion on whether or not an existing plan for a playground feature should be purchased or if a new design should be created. The consensus was that an existing plan would be better for potential liability issues. Between a Pergola with swings, a small playground feature, seating, and outdoor hanging lights, Polatas estimated the cost at around $30,000. There were further discussions on the current soundproofing and how to discourage people from parking on the cement.

New Business: 

Vehicle Reimbursements: Skipped

New Board Members: A discussion was held on recruiting new board members. Fallon County advertised various board openings and filled several positions. It was determined that the best course of action would be to begin advertising, utilizing both social media and the radio.

Draft Budget: Executive Director Miller presented the draft budget to the board, bringing attention to the sheet of one-off costs for next year. The draft was not complete, but the anticipated costs for regular expenses and analysis of actual costs from the last 5 years were calculated. One-off costs for special projects needed to be completed before the draft. Treasurer Teter asked about the $5,000 goal for fundraising, sparking a conversation about potential fundraisers including: puzzle rooms; concessions, particularly cross-country; silent auction raffle; gun or meat raffle; hot springs raffle. Vice President Polatas stressed the importance of being involved in each major event held in town.

Other New Business: 

Treasurer Teter questioned whether the paperwork at Grasslands was completed and ready to sign. She relayed to the board that the Arts & Culture Council had its own bank account and was ready for us to write a check to them.

Executive Director Miller asked the board if anyone recalled whether a check had been written to the Baker Beautification Committee for $150 worth of donations that had been received throughout the year. She will research this to find out.

Having no further new business, President Varner adjourned the meeting. Meeting adjourned at 8:40 pm.

The next SMART meeting is scheduled for November 18th, 2025 at 7:00pm at the SMART Building.