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Quick Notes from the Board Room

June 10, 2010

 QUICK NOTES FAROM  THE

MEETING OF THE BOARD OF DIRECTORS

KANSAS CITY BARBEQUE SOCIETY

JUNE 9, 2010

KANSAS CITY, MO 

 Merl Whitebook, Secretary

 At 7:00 p.m. Don Harwell, Vice President of KCBS called the meeting to order. Present at the meeting were the following members of the Board in person or by phone: Mike Budai, Gene Goycochea, Don Harwell, Paul Kirk, Wayne Lohman, Ed Roith, Tana Shupe, Candy Weaver, Carol Whitebook, Merl Whitebook, and Carolyn Wells, Executive Director.

 Members attending

Mary Cato

Mike McCloud

Jim Griffith

Randy and Carol Bigler

 Merl Whitebook, Secretary announced at 7:04 that a quorum was present.

 Public Address (if any)

None

 Minutes                      Merl Whitebook                   

 Merl Whitebook advised the Board that Candy Weaver had objected to the inclusion of the VFW contest, where there was issue with compliance of the audit procedure, upon discussion the Board felt the minutes were correct to include the audit issue.  Merl Whitebook then made a motion to approve the Minutes of the Board of Directors meetings of May 12, 2010, as submitted.  The motion was seconded by Wayne Lohman.

Vote

9 yes, 0 no, 0 abstentions

The motion to approve the minutes of the Board of Directors Meeting of May 12, 2010, passes.

  Accounting and Financial Committee          Mike Budai               

 Mike Budai made a motion to accept the financial reports for May 2010.  The motion was seconded by Ed Roith.

 Vote

9 yes, 0 no 0 abstentions

The motion to accept the financial reports of May 2010, passes.

 Contests Past

 The Board reviewed the contests which occurred during the past thirty days.  Following discussion, Merl Whitebook made a motion to require as a condition of applying for sanctioning next year, the Dells BBQ Bash & State BBQ Championship to submit a written detailed plan to correct deficiencies prior to approval by the Board of the application for sanctioning for 2011.  The motion was seconded by Paul Kirk.

 Vote:

9 yes, 0 no, 0 abstentions.

The motion to require a plan to correct deficiencies for the Dells BBQ Bash and State BBQ Championship, passes.

 Contest Rep Committee                    Carol Whitebook

 Carol Whitebook gave an update on the independent contractor issues concerning Contests Reps. 

 Carol Whitebook made a motion that beginning Jan 1, 2011 (or a date recommended by legal) a deposit of $300.00 will be continued to be charged at time of sanctioning and be applied to the invoice.  The fee for the Contest Rep services will be paid directly to the Contest Rep and paid by the Contest Organizer being charged in the Rep Invoice. 2. That Contest Reps will pay for their own training, and 3.  Any corrective retraining will be at the cost of the Contest Rep.  The motion was seconded by Gene Goycochea. 

 After discussion Carol moved to table the motion until a letter has been received with further information from our legal counsel.

 Vote:

9 yes, 0 no, 0 abstentions

The motion was tabled until the July, 2010 meeting.

 Carol Whitebook brought up the issue of irregularities which occurred at GAB in the pork category leading to a DQ of a team who the Contest Reps determine turned in a meat other than the approved pork.  That thereafter, the contest results were then changed on the KCBS results.  The Board believed that even when an error occurs, that we apply “Rule #1” and that we therefore do not change results of the contests.

 Carol Whitebook made a motion to pay the prize money to the team who may be aggrieved by the error, but that under the prevailing KCBS rules and precedents, the original standing of the contest is restored.  The motion was seconded by Gene Goycochea.

 Vote:

Mike Budai                  no

Candy Weaver             yes

Tana Shupe                  yes

Ed Roth                        yes

Paul Kirk                      yes

Carol  Whitebook         yes

Gene Goycochea          yes

Merl Whitebook           yes

Wayne Lohman            yes

 8 Yes, 1 No, 0 abstentions

The motion to pay the prize money as a result of the error passes, with restoration of the original contest results as announced and posted.

 Membership Committee                    Gene Goycochea

 Gene Goycochea provided information regarding the membership recruitment banners, the Referral Fee program and possibly asking Sam’s Club to promote KCBS membership at its stores or mailings.

 Gene advised he was working the Ed Roith to examine the fees charged for CBJ classes.

 CBJ Committee                                 Ed Roith

 

Ed Roith made the following motion:

If the backyard contest includes the four KCBS required meat categories, under KCBS rules of competition, the CBJ record may be signed with a notation of “BY-4”.. However, if less than the four meats are cooked but at least two of the required are cooked, under the KCBS rules of competition, the judge will receive half credit and noted with a notation of “BY-2”.  A total of no more than four backyard contests, whether all four or two of the meats are judged, will be allowed to count towards the 30 contests for Master Judge.  A contest Rep must indicate at the signing, a symbol indicating a backyard contest.  The motion was seconded by Merl Whitebook

 

Vote:

8 yes, 1 no, 0 abstentions

The motion to provide credits for backyard contest, passes.

 

Sanctioning Committee                      Wayne Lohman         

NEW CONTEST REQUESTS

1. Contest Name: Recovery Fest

Date Requested: 9/10-11/10 Location: Richmond, VA

2. Contest Name: TBA

Date Requested: 6/3-4/11 Location: Lee’s Summit, MO

3. Contest Name: Blues, Brews and Barbecue

Date Requested: 7/9-10/11 Location: Bessemer, AL

4. Contest Name: Autumn Fest

Date Requested: 9/17-18/10 Location: Edwardsville, KS

5. Contest Name: All American BBQ Bash

Date Requested: 9/3-4/10 Location: Ames, IA

Sam’s Club has asked for a competitive contest in Midwest City at a Sam’s Club as an invitational contest.

Wayne Lohman made a motion to approve the sanctioning for the above contests listed above.  The motion was seconded by

 Merl Whitebook made a motion to approve sanctioning of a competitive series invitational contest to be sponsored by Sam’s Club, to be held in Midwest City, Ok on August 20 – 21, 2010.  The motion was seconded by Wayne Lohman.

Vote:

 9 yes, 0 no, 0

The motion to approve sanctioning for the Midwest City, Ok Sam’s Club contest as a competitive series contest passes.

 Wayne Lohman, presented a request by the Franklin, NC contest to use a “green” container for a turn in box.  Wayne asked to table the matter until the July meeting when more information could be obtained.  The matter was tabled until the July meeting.

Wayne Lohman made a motion to waive the requirement for the number of Contest Representatives for the DC BBQ Battle which has 60 teams registered for the KCBS side of the dual competition.  The motion was seconded by Tana Shupe.

Vote:

Mike Budai                  no

Candy Weaver             no

Tana Shupe                  no

Ed Roith                       no

Paul Kirk                      no

Carol Whitebook          no

Gene Goycochea          no

Merl Whitebook           no

Wayne Lohman            no

 0 yes, 9 no, 0 abstentions

The motion to waive the number of contest reps for a contest, fails.

 New Ideas Committee                       Merl Whitebook       

 Merl Whitebook moved to table the matter of creating a KCBS Emergency Crisis Response Team, until the July, 2010 meeting to obtain additional information concerning state and local requirements which may be imposed.

 Strategic Funds Committee               Candy Weaver          

 Candy Weaver moved to table her request concerning the Strategic Funds plan and a Board retreat in order to obtain additional information until the July 2010 meeting.

 Philanthropy Committee        Tana Shupe

 Tana Shupe made a motion to award the grant requested from the Corliss Johnson Memorial Foundation for Cancer Research and from Kookers Kare, to be paid in two installments.  The motion was seconded by Paul Kirk.

 Merl Whitebook made a motion to table the motion until the committee had set dates upon which grants would be considered, and until the Board had been provided with a copy of the grant request and 990’s filings.  The motion to table dies for lack of a second.

 Vote:

9 yes, 0 no, 0 abstentions

The awarding of the grants to the Corliss Johnson Memorial Foundation for Cancer Research and Kookers Kare, passes.

 Tana Shupe made a motion to create a fund of a minimum of $15,000 be allocated annually toward a scholarship program for children of KCBS members, with awards ranging from $1,000 - $5,000.  The motion was seconded by Paul Kirk.

 Vote:

9 yes, 0 no, 0 abstentions

 Motion to create a fund to be allocated annually toward a scholarship program for children of KCBS members, passes. Vote;

 Technology Committee                      Don Harwell               No Report

 Rules Committee                               Candy Weaver           No Report

 Education Committee                        Paul Kirk                   

 Paul Kirk provided a draft of a KCBS Grants in Aid application to the Board. 

The Board discussed that muffin pan chicken is not a marked entry and the cookers that appear to be wood powered steam cookers are not a violation of the rules of competition.

 Marketing Committee                       Candy Weaver & Tana Shupe

 Mike McCloud advised the Board that KCBS has had six Tour events.

The Kingsford Points Chase has continued to the Bixby BBQ’n Music Festival and the Great American BBQ Festival and we have conducted two Rancher’s Reserve Beef Cup events with six left on the schedule.

 Merchandise sales for April were: $3,662

Web advertising sales for April were: $1,591

A summary of the KCBS member survey results have been sent to KCBS board

 25th Anniversary Banquet and Annual Meeting      Paul Kirk       

 Paul Kirk advised the Board of the pros and cons of the Trade show.  The Board asked that the Banquet committee proceed with a Trade Show for the 25th Anniversary Banquet.

 Old/New Business

 Tabled from March:  Carolyn Wells - Review of revisions to the KCBS employee manual.  Carolyn Wells requested the matter be table until the July, 2010, meeting.

 Tabled from February Carolyn Wells Seal of Approval Criteria as to types of products.

Carolyn Wells requested the matter be tabled until the July 2010, meeting.

 Tabled from April:  Candy Weaver motion to relocate the front part of the kcbs.us website to another service company in order to have a more stable presence on the web.  Due to the lack of interruptions on the KCBS website, the motion was withdrawn.

 Tabled from May:  by the Board  Recommendation of two or three dates per year that grants will be considered by the Board of Directors.  No action taken, removed from table.

 New Business:

 Candy Weaver made a motion that once the Minutes of the Meeting have been approved that Quick Notes of the Meeting be removed from the kcbs.us website and replaced with the Minutes of the Meeting, in a member’s only environment.

 The motion was seconded by Tana Shupe.

 Vote:

 Mike Budai                 yes

Candy Weaver             yes

Tana Shupe                  yes

Ed Roith                       Abstain

Paul Kirk                      no

Carol Whitebook          no

Gene Goycochea          no

Merl Whitebook           no

Wayne Lohman            yes

 The vote is four – four tie, acting president Don Harwell cast a vote:

Don Harwell                 no

 4 yes, 5 no, 1 abstentions

The motion to remove the Quick Notes, fails.

 Merl Whitebook made a motion to move into executive session, which was seconded by Paul Kirk.

 Vote

9 yes, 0 no, 0 abstentions

The Board moved into executive session.

 Merl Whitebook made a motion to come out of executive session, which was seconded by Ed Roith.

 Vote:

9 yes, 0 no, 0 abstentions

The Board returns to the order of the meeting.

 Tana Shupe makes a motion grant the $500.00 Betty Snelson Award to Anna Montgomery of Team Top Chick, from Alabama.  The motion was seconded by Paul Kirk.

 Vote:

9 yes, 0 no, 0 abstentions

The motion to grant the award, passes.

 Merl Whitebook made a motion to accept the recommendations of legal council and to engage the firm to protect our intellectual property and to proceed as is agreed by KCBS and the law firm.

The motion was seconded by Paul Kirk.

Vote:

9 yes, 0 no, 0 abstentions

The motion passes.

 Paul Kirk made a motion to adjourn the meeting at 10:24 p.m.  Carol Whitebook seconded the motion

Vote:

9 yes, 0 no, 0 abstentions.

 The quick notes are not the official minutes of the meeting of the Board of Directors but are provided as an unofficial record of the meeting.  Always refer to the actual record as reflected in the approved minutes.

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