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BOD MINUTES - January 13, 2012

January 14, 2012

KANSAS CITY BARBEQUE SOCIETY

Board of Directors Meeting - January 13, 2012

MINUTES

No KCBS members called in.

President Candy Weaver called the meeting to order @ 4:05 p.m.

With the meeting, being held in conjunction with the Annual Meeting in San Diego, numerous KCBS members were in attendance. 

KCBS MEMBER REQUESTS TO SPEAK: 

Randall Bowman re: new contest in Gainesville, GA competing with an established contest in Cummings, GA.

Lew Miller re: conflict of Sam's Club contests w/two contests in Iowa,and request to  be CBJ Instructor.

BOARD MEMBERS PRESENT:  President Candy Weaver, Don Harwell, Arlie Bragg, Tana Shupe, Wayne Lohman, Mark Simmons, Mike Budai, Randy Bigler, Paul Kirk, Mike Lake, Merl Whitebook (by phone), Gene Goycochea, and Executive Director Carolyn Wells.

Recitation of the KCBS Mission and the Board Pledge:  

MINUTES:  Tana Shupe moved that the Board approve the Minutes of the meeting held on December 14, 2011.  Seconded by Wayne Lohman, the motion passed unanimously.

MARKETING COMMITTEE REPORT:  Mike McCloud/Tana Shupe 

Due to changes in sponsor priorities, a second tour does not seem feasible, but will look toward 2013 for a second tour. 

Mike will announce confirmed sponsors of the 2012 GABT at the banquet on Saturday evening.

Mobile application is now live with focus on events (i.e. directions), events, and CBJ classes.

Suggested the board consider funding the goody bag opportunity on a national level, as it could encourage more participation with sponsors.

Suggested the board allocate funds to officially attend specific trade shows that could be of benefit to KCBS (i.e. food shows, licensing and tailgating shows).  Mike suggested a  $20,000 budget.

MMA has been developing a special program that would allow organizers to sign up teams and judges on-line and would include additional functions to make organizers' work easier and would enhance the integrity and credibility of KCBS.

FINANCE COMMITTEE REPORT:  Mike Budai

Finance Committee members are: Candy Weaver, Carolyn Wells, Kim Collier, Mark Simmons and Mike Budai.

1) The Finance Committee recommends adopting the attached financial statements.  Seconded by Mark Simmons, motion passed unanimously.

2) Motion to adopt the attached preliminary budget.  Seconded by Wayne Lohman, motion passed unanimously.

SANCTIONING COMMITTEE REPORT:  Wayne Lohman

 The Sanctioning Committee recommends approval of all new and existing contests listed in the January New/ Change Request Report pending discussion by the Board.  Wayne moved to accept report, including contests from January/New/Change Report.  Seconded by Mark Simmons, motion passed unanimously.

At the December meeting, we tabled the Columbus, GA and Grandview, MO request to be sanctioned as they were in conflict with two existing contests who met the 2012 requirements. 

Discussion between the Columbus and Calhoun, GA, locations resulted in agreement between the two sites that they were located far enough from each other to be able to attract teams from other locations and states.  The two contests are 174 miles apart and located close to different states.  We recommend sanctioning both contests.

Also, attached to the report is a request from Ben Lowenstein to be appointed to a Professional Promoter status.  Review of his past organized contests and his good standing with KCBS, we recommend granting his request.  (Request attached.)   Wayne recommended Ben Lowenstein be endorsed by the board as a Professional Promoter.  Seconded by Randy Bigler, the recommendation passed.

Sam's Club requested a location change from Augusta, GA to Huntsville, AL.   Wayne moved to accept the change.  Seconded by Randy Bigler, the motion passed unanimously.

Re: conflict between Cummings, GA and Gainesville, GA, Wayne recommended we table a decision regarding sanctioning of Gainesville, GA  Seconded by Mike Budai, motion passed unanimously.

TECHNOLOGY REPORT:  Don Harwell

Committee members are: Don Harwell and Arlie Bragg.  MP3 was created for the November BOD meeting for the web site.

ELECTION REPORT:  Don Harwell

Committee member is Don Harwell.  Although technically the election is going OK, it is a lot of work to get setup and handle all of the issues.  I motion that elections that require a vote of the entire membership be handled by an independent firm such as, but not limited to Votenet Solutions.  This independent firm would be hired to run the entire election from setup, management, day to day administration to the final results.  Seconded by Tana Shupe, the motion passed unanimously.

CBJ REPORT:  Mike Lake

Continuing education program is now on-line and can be viewed during this annual meeting.  Mike's final report for 2011 reflected that 2,838 students attended CBJ classes, 847 were KCBS members, 1,974 new members were added, and there were 15 comps for the media. 

 Mike also confirmed that a teleconference of CBJ instructors is planned in February in conjunction with the BOD Strategic Planning meeting.

 MEMBERSHIP REPORT:  Gene Goycochea

Gene reported that membership continues to increase and that the membership as of January 9, 2012 is 15,061.

 PHILANTHROPY REPORT:  Arlie Bragg

Philanthropy Reports applications will begin running in the February Bullsheet for all Grants and Grants-in-Aid and an email blast will be sent to all members.

 RULES COMMITTEE REPORT:  Randy Bigler

On rule number 8 we have no consequences listed on the rules, for a team caught using one of the banned cooking techniques (i.e. Par-Boiling, Deep Frying or Sous-vide).  Randy made a motion that if any of the banned processes is discovered before the team turns in, they would receive zeros, and if discovered after turn-in the team would receive ones for that entry.  Seconded by Gene Goycochea, the motion passed unanimously.

 Discussion on rule number 14 was withdrawn.

 REP COMMITTEE REPORT:  Mark Simmons & Randy Bigler

Mark Simmons:  For our last report this BBQ season, I wanted to give you some helpful statistics...

 2011 Statistics

Total Contests: 415

Cancelled Contests: 35

Total Teams who competed: 14,635

Average # Teams at a contest: 39

Average Attendance 8,594

Average Prize Money: $9,183

881 rep assignments

Monies paid out in 2011:  3,000,000+

Over two dozen charities benefited from barbecue contests.

 We grew over 10% last year and our numbers for contests this year look very good.  We received 4 new reps in 2011 and a 5th rep has almost completed their RAT training to be recommended to the BOD for their approval.

 The Rep Committee met by conference call on January 5th ... Our biggest point of discussion revolved around the process to attract new rep candidates. We have many people who volunteered. This is a very serious position and very visible to the organizers, cooks, judges and table captains so it is critical that we enlist those candidates who put the best foot forward for KCBS...We are preparing a more structured and objective process as we do expect to bring several new candidates in the next few months.

 There is continuing review of the Rep manual and it is expected that a revision will be available to the BOD in the next month or so.  Mark made a motion to approve Rep Manual updates, and amendments to correct duplicate numbers.  Seconded by Mike Budai, ayes were unanimous.

 It has been a pleasure to work with the Board of Directors in 2011 and very educational. I would like to express my appreciation to our contest reps who have served KCBS well in 2011. I would also like to thank the rep committee for their volunteer work and input and to the Co-Chair, Randy Bigler who has contributed much to the committee, the rep program, and given much valuable input.

 The Rep meeting Saturday, from 1:00 p.m. - 2:30 p.m. will include a "best practices" forum with a panel of seasoned reps.  It should be interesting and helpful.  We look forward to a great 2012.

 EDUCATION COMMITTEE REPORT:  Paul Kirk

Because the report was received after the 72-hour deadline, there is no formal report from the Education Committee.  However, to keep the board updated, the report as sent was attached.

 COMPUTER PROGRAM REPORT:  Mike Budai

KCBScore Contest Program Committee members are: Candy Weaver, Carolyn Wells, Stephen Smith, Kevin Keeling, Steve Grinstead, Scott Grinstead and Mike Budai.  Mike made a motion to accept the report as submitted.  Seconded by Randy Bigler, motion passed unanimously.

 Work on KCBScore is progressing. Since the last report the committee has reviewed draft 1 and compiled a change list. On December 22 I met with InDevX to review the changes. InDevX sent the Committee Draft 2 on December 30 with the changes. After reviewing draft 2, the committee met on January 9 and created a new change list. I met with InDevX on January 10 to go over the new changes. If the next draft has addressed all of the committee's changes we should be able to started the testing phase.

 It should be noted that InDevX has lost their lead programmer as of the release of Draft 2. I am meeting with the InDevX team and the new programmer next week. My hope is that this personnel change won't slow us down too much.

 OLD BUSINESS

 KCBS Foundation:  The Kansas City Barbeque Society Foundation has been incorporated and has received EIN number and Non-Profit Charter number from the State of Missouri.   When Tony Stone passed in late August, his daughters indicated his wish that in lieu of flowers, donations be made to KCBS to a foundation for education in his memory.

 Attached is a list of donors and amounts. Funds have been deposited in a separate account. Donors have received tax letter acknowledging donation.  I understand there is a concern as to whether this is a Private Foundation or a Public Charity. My understanding from conversation with legal was that we would not have a problem being considered a Public Charity. I have emailed him asking for this in writing.  It is off to a slow start.

 Regional Representation:  As the motion was tabled at the December meeting to add to the bylaws that 6 directors of the BOD will be from six regions, I motion that the new attached breakout of five regions from Carolyn Wells be accepted as the regional breakout of the regions to be placed on a special members’ election.   Carolyn states, it is cut to 5 regions, but membership numbers are at 19-21% per region. This was sent to all Directors in November per suggestion of Candy Weaver.  Seconded by Gene Goycochea.  Weaver tabled the motion for future consideration by the next Board.

 NEW BUSINESS

 Candy Weaver:  I move that all e-mail addresses for kcbs.us be managed by staff at the KCBS office.  Seconded by Mike Budai, motion passed unanimously.

 Candy Weaver:  I move that KCBS consider the feasibility of and implementation of a members'-only bulletin board.  The purpose of this bulletin board will be to post notices of member events (births, deaths, marriages etc.), buy sell area for BBQ equipment, judges looking for cook team to cook with for masters, cook team relocation looking for new members and such other similar information.  This will serve as a member benefit, since member sign in to the website will be necessary to see same.  Although seconded by Paul Kirk, discussion followed and Candy decided to table until further consultation with MMA.

 CLOSED SESSION

 Paul Kirk moved to go into closed session at 5:50.  Seconded by Mike Lake, motion passed unanimously.

 Don Harwell:  Invalid Candidate Issue  --  Tabled for future discussion.

 Tana Shupe made a motion to go back into open session @ 6:15.  Seconded by Paul Kirk, motion passed unanimously.

 Candy Weaver:  CEO Contract  --  Pending approval from legal and HR, I move that the board authorize the execution of the CEO Contract and offer our CEO a raise in salary going forward in 2012.  Seconded by Don Harwell, the motion passed unanimously.

 Candy also made a motion that KCBS obtain and maintain "key man" insurance on Carolyn Wells for the duration of the CEO Contract.  Seconded by Paul Kirk, the motion passed unanimously.

 Paul Kirk moved to adjourn @ 8:19.  Seconded by Mike Lake, motion passed unanimously.

 

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