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Quick Notes From the Meeting of the Board 12/08/10

December 13, 2010

 

QUICK NOTES OF  THE
MEETING OF THE BOARD OF DIRECTORS
KANSAS CITY BARBEQUE SOCIETY
DECEMBER 8, 2010
KANSAS CITY, MO 

Merl Whitebook, Secretary 

At  7:00 p.m. Mike Lake, 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, Mike Lake, Wayne Lohman, Ed Roith, Tana Shupe, Candy Weaver,  Merl Whitebook, and Carolyn Wells, Executive Director.

 

At 7:07 p.m. Merl Whitebook, Secretary announced  that a quorum was present.

 

Members attending or calling in to meeting

Randy Bigler
Carol Bigler
Arlie Bragg
Thom Emery
Sunday Holler
Mike McCloud
Nolan Thunderman

 

Public Address

 

Sunday Hollar and Nola Thunderman, discussed the Lansing, Ks. Blues Brews and BBQ contest in relation to the denial by the Board of Directors, as to the date for their contest.  The organizer stated she has performed a study and found that there were very few teams which would be affected.  She stated that a Saturday/Sunday contest would be an economic hardship.  That the contests in conflict with the requested date have not filed for sanctioning prior to Dec 1st, and therefore have waived their protected dates.

 

Minutes                      Merl Whitebook                   

 

Merl Whitebook made a motion to approve the Minutes of the Meeting of the Board of Directors, of November 10, 2010.  The motion was seconded by Ed Roith.

 

Vote:
9 yes, 0 no, 0 abstentions
The motion to approve the Minutes of the Meeting of the Board of Directors, for November 10, 2010 passes.

 

Carol Whitebook joined the Board of Directors meeting.

 

Accounting and Financial Committee           Mike Budai               

 

Mike Budai made a motion to accept the financial statements for November, 2010.  The motion was seconded by Tana Shupe.

 

Vote:
10 yes, 0 no, 0 abstentions

 

Mike Budai presented an advisory budget for 2011.  (There was not a vote nor discussion, as this is an advisory budget only and KCBS does not utilize a binding budget passed the Board, for the operation of KCBS.)

 

Merl Whitebook made a motion to approve the budget assumption of the 2010 budget as to staff salaries.  The motion was seconded by Don Harwell.

 

Vote
10 yes, 0 no, 0 abstentions
The Budget assumptions for staff salaries were approved.

 

Contest Rep Committee                    Carol Whitebook

 

1.  Carol Whitebook made the following motion:

That all KCBS Board Consents obtained by e-mail, be based upon a time period (48 or 72 hours typically) utilizing normal business days (24hrs).  The motion was seconded by Ed Roith.

 

Vote:
10 yes, 0 no, 0 abstentions
The motion to utilize business days to determine each period for e-mail consents, passes.

 2.  Discussion and vote on removal of contest rep/independent contractor who is in violation of board policies and procedures.. (passed to executive session)

 

 3.  Discussion and vote regarding acceptance of Dave and Virginia Londeen, who have met all training requirements, as new Contest Reps/independent contractors.

 

Carol Whitebook made a motion to approve Dave and Virginia Londeen as Contest Reps/independent contractors. The motion seconded by Wayne Lohman.

 

Vote:
10 yes, 0 no, 0 abstentions
The motion to approve new Contest Reps/Independent Contractors, passes. 

(Note, the only area of the country where the Board has openings for Contest Reps/Independent Contractors who may be nominated by existing contest reps is the Northeastern part of the country.)

 

Philanthropy Committee                    Tana Shupe   

 

Attached is the proposed Grant-In-Aid Application that, with the board's approval, will be printed in the January issue of The Bullsheet, along with the article announcing that was previously approved.

 

The report is accepted by the Board of Directors, as presented.

 

Sanctioning Committee                      Wayne Lohman

 

NEW CONTEST REQUESTS

1. Contest Name: Clarksberg/Thornbury National Barbeque Championship

Date Requested: 7/16-17/2011

Location: Thornbury/Clarksberg, Ontario, Canada

2. Contest Name: Anchor City Cook Off

Date Requested: 10/7-8/11

Location: Centralia, MO

3. Contest Name: American Legion Triple STAR Post 299 “Pulling for the Post”

Date Requested: 7/22-23/2011

Location: Raymond, IL


4. Contest Name: Up in Smoke on the Square

Date Requested: 8/26-27/2011

Location: Lincoln, IL

5. Contest Name: Monroe County Jam & River Raisin’ Rib Off

Date Requested: 8/26-27/2011

Location: Monroe, MI

6. Contest Name: Stand by Your Grill  (This contest was tabled.)

Date Requested: 3/11-12/2011

Location: Fulton, MS 

7. Contest Name: “I Got Smoked at Westfair”

Date Requested: 7/29-30/2011

Location: Westfair Council Bluffs, IA

DATE CHANGE REQUESTS

1. Contest Name: AZ BBQ Festival

Date Requested: 3/25-26/11

Location: Scottsdale, AZ

2. Contest Name: Keystone Classic Barbeque

Date Requested: 10/7-8/11 Original Date: 10/1-2/10

Location: Harrisburg, PA

3. Contest Name: AR City Smoke-Off 

Date Requested:  8/26-27 Original Date: 9/3-4/10

Location: Arkansas City, KS

4. Contest Name: Smoke on the Prairie BBQ Contest

Date Requested: 8/5-6/11 Original Date: 8/20-21/10

5. Contest Name: Smokin in the Creek

Date Requested: 4/29-30/11 Original Date: 4/23-24/10

Location: Sugar Creek, MO

6. Contest Name: BBQ at the Summit

Date Requested: 8/12-13/11 Original Date: 8/5-6/10

Location: Dillon, CO

7. Contest Name: Clabber Girl Brickyard BBQ

Date Requested: 7/22-23//11 Original Date: 7/16-17/10

Location: Terre Haute, IN

8. Contest Name: Bayou Boogie

Date Requested: 4/15-16/11 Original Date: 4/30-5/1/10

Location: Covington, LA

9. Contest Name: Mainely Grillin & Chillin BBQ

Date Requested: 8/12-13/11 Original Date: 8/6-7/10

Location: Eliot, ME

10. Contest Name: The Golden Acorn BBQ Fest

Date Requested: 8/12-13/11 Original Date: 11/5-6/10

Location: Campo, CA

11. Contest Name: Polar Bear BBQ Challenge

Date Requested: 2/11-12/11 Location: Hallsville, MO

 12. Contest Name: Belton Heritage BBQ Contest

Date Requested: 5/6-7/2011 Original Date: 4/30-5/1/10

Location: Belton, MO

 

Wayne Lohman made a motion to approve sanctioning of the Lansing KS contests.  The motion was seconded by Ed Roith.

 

Vote:
10 yes, 0 no, 0 abstentions
The motion passes.  (The Board noted that the date was now free as other contest did not renew their sanctioning prior to December 1, 2010 and therefore the issue of density and saturation was not an issue.)

 

Wayne Lohman made a motion to approve the remaining contest.  The motion was seconded by Tana Shupe.

 

Vote:
10 yes, 0 no, 0 abstentions
The motion to approve the above contest, passes.

(Note: The Scottsdale, Az is approved subject to discussions concerning financial assurances.)

 

Wayne Lohman made a motion to require Lewiston, Mt. to provide financial security and to secure the deficiencies of sanctioning within 5 business days.  In the event the organizer of the Lewiston, Mt contest fail to come into compliance, within 5 business days, then KCBS sanctioning will be withdrawn.  The motion was seconded by Don Harwell.

 

Vote:
10  yes, 0 no, 0 abstentions
The motion to obtain financial security and to cure the deficiencies of sanctioning as to the Lewiston, Mt. contest, passes.

 

Marketing Committee                       Candy Weaver & Tana Shupe

 

GABT Tour

2010 Tour is now complete and trailer / vehicle in storage. Final accounting will be finished this week, and proceeds will be reported/sent to KCBS by the board meeting.

We are currently in the process of planning the ideal routing and logistics plans for the 2011 GABT schedule.

Truck discussions and research underway, pending tune up and tour 2 possibilities

The Rancher’s Reserve Beef Cup events are now complete. Rancher’s Reserve will be participating in the annual KCBS Banquet as a sponsor, where they will award prize money to the winners.

 

Merchandise
Total October sales: $1,338
Expansion of the merch line is on hold until KCBS / MMA inventory discussions have been completed.       

Web

Advertising sold for October: $1,365
Uploaded December Bullsheet
Uploaded MP3 of November’s BOD meeting
Adding new member items into the site’s navigation
Added Tour recaps and other news blurbs as needed
Revised KCBSgear.com is complete
Added KCBS Facebook Fan page feed to home page
Added Banquet registration page

 

PR
Social Media: Facebook page created for the GABT. Also using MMA, KCBS, and GABT Facebook and Twitter pages to promote KCBS-related events/promotion.
Sent Red Monkey E-blast
Working on E-blast for new KCBS merchandise website

Continued CBJ PR

 Sponsorship Activities
In discussions with several major brands; will update latest info at meetingWe expect the 2011 tour to be sold-out by end of December.

 

Banquet Activities
Will continue working with KCBS staff to facilitate Banquet activities
The Banquet sponsorship opportunities are sold-out.

 

MISC

Still need feedback from the board on the Music download opportunity - custom, humorous BBQ songs (which samples were circulated to all board members)

The date has been set for Sam’s Club’s private CBJ class in Bentonville: December 17. Currently working on accompanying presentation.

 

The marketing report was accepted as presented, by the Board of Directors.

 

Ed Roith made a motion to go into executive session to discuss personnel or contractual matters. The motion was seconded by Merl Whitebook.

 

Vote:
10 yes, 0 no, 0 abstentions
The board went into executive session.

 

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

 

Vote:
 10 yes, 0 no, o abstentions
The Board returned to the business of the meeting.

 2010 - 25th Banquet and Annual Meeting Committee         Paul Kirk                    No Report

 (Note: The Board of directors requested that since the Banquet is a month away that the Banquet and Annual meeting committee present a written report to the Board this week.  The committee agreed to submit a report to the Board, this week.)

 Education Committee                                                            Paul Kirk                    No Report

 Rules Committee                               Candy Weaver                      

 Working on Rules presentation for January's Rules Meeting.  Final suggested revisions to the rules will be compiled with the other five responses.  Out of twelve head cooks asked, six gave responses.  A questionnaire will be prepared for attendees to complete which will correlate to the presentation.  This information will be compiled and presented to 2011 president for next year's Rules Commit

 The report was accepted by the Board of Directors as presented.

 CBJ Committee                                 Ed Roith                    

 A certified judge has asked that the Board consider giving partial credit as a judge when this judge has been asked by the contest to be a table captain. The request was based on the partial credit we give to a judge having to judge the backyard contest. A similar type program would be appreciated. As this is my last month as chairman.

 

The Board discussed the matter and no motion was made to provide additional credits.  The Board express the policy that only one signature may be awarded at one contest.

 

Ed Roith made the following motion:

“Whenever a CBJ serves as a Judge or a Table captain at a KCBS contest, where they participate in all four of the KCBS meat categories, (Chicken, Pork Ribs, Pork, and Brisket) then the Contest Rep is authorized to sign their book for a single credit.” The motion was seconded by Merl Whitebook.

 

After discussion, the motion was withdrawn.

 

New Ideas Committee           Merl Whitebook

 

1.  Determination on the appropriate board reaction and or action when the rules of the board are not followed or there is a serious breach of ethical conduct which affects the ability of the Board to properly function.

 

In May the Board passed the following board rule as to “any intended e-mail blast sent by MMA for KCBS or by KCBS, the e-mail blast must be submitted in advance to all members of the Board for comment.  The members will have 48 hours to comment.  Should there be an objection by any member of the board, then the executive director and the president will direct how the e-mail blast will be handled.”

 

In June an e-blast was sent out where the Marketing co-chairpersons approved an e-blast without notifying the Board.

 

On 6/23/2010 11:44 PM, Tana Shupe wrote:

“I agree with Candy, and maybe Carolyn can confirm this.  I can't imagine why the entire board would need to see it unless, for some reason, they need to approve the expense ... and I believe that is already covered.

Great job, Julie!”

:) Tana

 

In November an e-blast was sent our where a co chairperson of the marketing committee approved an e-blast over the objection of two members of the Board, and without submitting to executive director and president to authorize, modify or reject.

 

On 11/29/2010 12:58 p.m., Candy Weaver wrote:

“Why would this be an agenda item?  Why further board approval?  Your objection and Gene's objection and Carol's timing objections were the only concerns.  I released the e-blast based on only three objections and one of those was a timing objection, not content driven.  More positives than negatives, e-blast approved and in process of being sent now.

 Should Carol want to add a timing of notifications change, that would be her call.

 Candy”

 

In May a member of the Board kept material information from the Board where the Board was making a substantial financial sponsorship in the event involved.

 

On 5/12/2010 11:26 a.m. Tana Shupe wrote:

“My contact with Helen Brett emailed to let me know she has been on vacation ... and that she was just told that Helen Brett will not be involved in the Louisiana Tailgate & BBQ Festival.  I asked her if she could share with me why they will not be and am waiting for her reply, but wanted to let you know because it does concern me since the website and Enthused Partners have published that there will be plenty of vendors, etc.  Maybe I'm just panicking, but wanted to keep you updated.  I'll be back in touch if I hear from Leane again.  For the present, however, I don't want to share this with the board.

:) Tana

 

What should be the proper response by the Board?  We should have a policy of understanding of an appropriate response, by the Board of Directors when members of Board actions’ are contrary to the rules and policies of the Board of Director.  I request the board to further discuss the appropriate response by the Board.

 

The Board discussed the issue of compliance by members of the Board with existing Board policies.  Merl Whitebook stated that when members of the Board act on their own, it divides the board and that the Board does not function.  Merl expressed a belief that a Board run KCBS could not function, in this manner and if not resolved, it would be better served as a private for profit business.  Mike Lake expressed the need to work together as a unified and cohesive Board, following the rules and policies of KCBS.

 

No further action was taken.

 

2. New Ideas Committee has modified the contestant critique and the organizer critique.  The major emphasis was to make all three critiques use the same terminology.  Please review the attached critiques.

 

Merl Whitebook made a motion to approve the contestant critique and organizer critique as revised for 2011.  The motion was seconded by Don Harwell.

 

Vote:
10 yes, 0 no, 0 abstention
The revisions for the 2011 contestant critique and organizer critique were approved.

 

3.  I hereby move that the rules concerning the signing of “Certified Judge Contest Verification Record be limited to the following, (without exceptions or special circumstances.)  I have been told by CBJ’s that many Contest Reps apply the present rules and exceptions in a different manner.  Therefore the rule should read:

Whenever a CBJ serves as a Judge or a Table captain at a KCBS contest, where they participate in all four of the KCBS meat categories, (Chicken, Pork Ribs, Pork, and Brisket) then the Contest Rep is authorized to sign their book for a single credit.”

 

 (The motion was discussed as part of the CBJ report.  The motion was withdrawn.)

 

The report was discussed and accepted as presented by the Board.

 

Membership Committee                    Gene Goycochea                    No Report

 

Technology Committee                      Don Harwell  

 

Web:
Created MP3 of November board meeting for posting on our web site.
Completed Testing Member’s Profile and Election information page on WEB

 Contest Program
Have received three responses for RFP  after it was reopened
RFP’s reviews in final stage.

Members call-in
No updates or changes of how members call into the meetings have been made as of yet.  Would like from members, if someone know a free way for KCBS and member to use a phone to call into the board meeting please email dharwell@kcbs.us

Elections:  

 In order to assist members who have had trouble in the past getting their username and passwords to vote, members will be able to go to our web site and retrieve their username/password if needed.  Article by Merl and I will be on Web and Bullsheet to aid members on how to vote.

 

Along with the election of candidates, the voters will be surveyed on their opinion on two questions.  

 

Question 1:

Do you believe that related person should be allowed to serve on the board of directors of KCBS, at the same time?
  Yes
 or
 No

 

Question 2.

I would support the change in KCBS that would require some Board Members to be elected by regions.
   Yes I support this statement
   or
   No I do not support this statement

 For Closed Section of Board:
Non – Committee related:
Compensation for volunteer  (passed to executive session)
Selection for the 2010 “Gary Wells’ Sportsman Award”  (passed to executive session) 

Special Committee to review Board Member’s actions:

The Committee is in review of documents to see if a motion to censure should take place, as a result of actions of a member of the Board.

 

The report was accepted as presented by the Board except where discussion was indicated.

 

Contests Past             The Board reviews past contests.

 

4th Annual Sun City Festival BBQ Cook-Off
Plant City Pig Jam
Bandits BBQ Shootout
Christmas on the River
Get Your Pig On

 

There were no issues to be discussed by the Board, as to the past contest.

 

Strategic Funds Committee               Candy Weaver           No Report

 

Nominating Committee                      Merl Whitebook

 

The Kansas City Barbeque Society 2011 election for members of the Board of Directors begins on January 3, 2011 and ends on January 13, 2011. 

This year there are four - three year terms to be filled, and one - two year unfulfilled term.

You will be able to vote for up to four candidates, the open two year unfulfilled seat will be filled by the candidate receiving fifth place in the voting.  

The election will be conducted by ElectionsOnline, paper ballots may be requested from the KCBS office. 

The winners of the board seats, will be announced during the annual banquet in Kansas City, KS, on January 15, 2011

The candidates certified by the nominating committee to run for a position as a Director of Kansas City Barbeque Society this election are:

 

Candidate                                 City/State

Ford Alison                              Sparta, MI
Sonny Ashford             Plattsmouth, NE
Randy Bigler                             Huntsville, AL
Arlie Bragg                               Mt. Juliet, TN
Mike Budai                              Olathe, KS
Thom Emery                             Thousand Palms, CA
John Kirby                               Baltimore, MD
Scott Kuklin                             Simi Valley, CA
Dale Newstrom                        Carterville, IL
Tana Shupe                              Tullahoma, TN
Mark Simmons             Independence, MO
Jim Stancil                                Oxford, GA

 

On January the 3rd, each member in good standing will receive an email on how to vote. 

Should any member have a problem receiving their voting information by email on January 3rd, assistance can be found on our web site www.KCBS.US

Go to www.KCBS.Us

Login to Member Sign In  (at top of Home Page)

After you are logged in, Click “Resources”  (beside Shop KCBS)  

Under Resources, click “My Profile”.

Review your email address(very importance) and your profile information

If your profile needs to be updated, contact the KCBS office.

For election information Click the:

Click here to have your election username & password emailed to the email address”

Note:
Your election username and password is not valid until 01/03/2011.
Usernames and passwords are in testing now and only starting January the 3rd will your correct username and password be available.
Should you have other issues in the voting process or require additional election assistance, please contact us at election@kcbs.us 

Merl Whitebook                                   Don Harwell                               

Nominating Committee                         Election Committee

 

The report was accepted as presented by the Board of Directors.

 

Old/New Business

 

Tabled from July 2010:  Mike Lake – Discussion of response to Cease and Desist letter for infringement of KCBS proprietary property. Discussion of license options with NEBS.  Carolyn advised that the she did not believe our Legal Representatives had sent the appropriate letters.  The matter was tabled until January, 2011 for a conference all with legal over intellectual property issues.

 

Tabled from October 2010:  Gene Goycochea – Motion to purchase new truck.  A Committee is to be formed  and appointed by Mike Lake to research the cost and projections of purchasing a replacement truck for the KCBS Great American BBQ Tour.  Report by committee to be presented to the Board at the November 2010 meeting with consideration of motion. This matter was tabled until January 2011.

 

Tabled from November 2010:  Merl Whitebook 
Request of Mike Budai, Treasurer for a report as to the expenses associated with sponsors at the 2011 banquet, as required by the MMA contract as to sponsorships and expenses.

 No report was provided to the Board, and no motion to approve expenses was presented..

 Tabled from November 2010:   Candy Weaver:  Discussion of request by Wired Barbeque (http://www.wiredbbq.com) requesting permission to do a live webcast at the Banquet.

 

Candy Weaver made a motion to approve Wired Barbeque permission to do a live webcast at the Banquet.  The motion was seconded by Tana Shupe.

 

Vote:
0 yes, 10 no, 0  abstentions
The motion to give permission to Wired Barbeque to provide a live webcast, fails.

 

New Business:

 

Motion by Candy Weaver
Since there will be at least 25% of the board next year being newly elected board members, I would like to propose the following motion:

KCBS Secretary compile a list of working rules (rules enacted at board meetings, not contained in Bylaws), referenced with the date of enactment of each.  This list will be added to on a quarterly basis in the future.   The motion was seconded by Tana Shupe.

Following discussion, the motion was withdrawn.

 

Carol Whitebook made a motion to remove a contest rep/independent contractor who declined to follow the rules of conduct and procedures which are required of a contest rep/independent contractor who performs services on behalf of KCBS, subject to a 30 day right to appeal along with proof of compliance of all rules of conduct and procedures for a contest rep/independent contractor of KCBS.   The motion was seconded by Merl Whitebook.

 

Following discussion by the Board of Directors a vote was taken as follows:

 

Mike Budai,                             yes
Gene Goycochea,                     yes
Don Harwell,                            abstain
Paul Kirk,                                 abstain
Wayne Lohman,                       no
Ed Roith,                                  yes
Tana Shupe,                             no
Candy Weaver,                        abstain
Carol Whitebook,                     yes
Merl Whitebook                       yes

 

Because of the abstentions, there was a not a majority vote and Mike Lake therefore cast his vote.

 

Mike Lake                                     yes

The motion to remove a Contest Rep/Independent Contractors who declined to follows rules and procedures, passes.

 

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