UPDATED BOD AGENDA - February 10, 2012February 9, 2012
KANSAS CITY BARBEQUE SOCIETY
Board of Directors Meeting - February 10, 2012
ELECTION OF OFFICERS
Recitation of the KCBS Mission and the Board Pledge as follows:
MISSION: Recognizing barbeque as America's Cuisine, the Mission of the Kansas City Barbeque Society is to celebrate, teach, preserve and promote barbeque as a culinary technique, sport and art form.
BOARD PLEDGE: I accept my duties as a KCBS director to further the KCBS Mission so that truth, justice, excellence in BBQ and the American way of life may be strengthened and preserved forever.
MINUTES: Tana Shupe moved that the Board approve the Minutes of the meeting held on January 13, 2012 as presented. Seconded by, the motion passed unanimously.
KANSAS CITY BARBEQUE SOCIETY
Board of Directors Meeting - January 13, 2012
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. The contest in Grandview was approved as either a licensed or a Competitor's Series contest.
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 Lobenstein 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 Lobenstein 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 (See Attached)
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...
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 is 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.
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.
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.
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: Executive Director Contract -- Pending approval from legal and HR, I move that the board authorize the execution of the Executive Director (Employment) Contract and offer our Executive Director 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 Executive Director Contract. Seconded by Paul Kirk, the motion passed unanimously.
Paul Kirk moved to adjourn @ 8:19. Seconded by Mike Lake, motion passed unanimously.
End of Minutes from January meeting.
FINANCE REPORT: Mike Budai
The Finance Committee recommends adoption of the financial statements, San Diego banquet statement and updated budget sent to the members of the Board on February 7, 2012.
SANCTIONING REPORT: Submitted by Dawn Endrijaitis
Tabled in January:
Nov. 9-10 Smoky Lanier Gainesville GA
Aug. 3-4 to July 27-28 Smoke on the River at Riverside Heber City UT
Oct. 5-6 to Sept. 28-29 Firelake BBQ Cook-off Shawnee OK
April 21-22 New York City BBQ Cook-off Staten Island NY
May 4-5 Inland Empire Dixie Salsa BBQ Ontario CA
June 22-23 The Legacy BBQ Championship Effingham IL
Aug. 15-16 Montana State BBQ at Montana Fair Billings MT
Aug. 24-25 Roast N' Boast Columbus MS
Aug. 24-25* Benton County Fair BBQ Contest Ashland MS
Sept. 7-8 Bulldog BBQ & Blues: Smoke at Stokes Kirksville MO
Sept. 14-15* Smokin' Valley BBQ Challenge Huntsville UT
Sept. 21-22 Smokin' on the Track BBQ Shenandoah VA
Oct. 12-13 Smoke on the Water at Lake Shawnee Topeka KS
Oct. 12-13 Santee Car Show & BBQ Fest Santee CA
July 27-28 Big Bear BBQ & Bearfest Big Bear lake CA
New Licensed Contest (Competitor's Series):
April 21 Southern Hotwing Festival Memphis TN
April 6-7 Pelahatchie BBQ Fest Pelahatchie MS
April 27-28 R' Kansas City State BBQ Championship Arkansas City KS
May 11-12 Platte City BBQ Cook-Off Platte City MO
May 11-12 Kirk Off-Cook Off Florissant MO
May 11-12 BBQ in the Bluffs Council Bluffs IA
May 18-19 Smokin' on the Lake Monroe City MO
May 18-19 Bloomin/ BBQ & Bluegrass Sevierville TN
May 19-20 Arizona Barbecue Festival Scottsdale AZ
June 1-2 Beltway BBQ Showdown Upper Marlboro MD
June 1-2 Big Blue Barbeque Championship Marysville KS
June 8-9 Keepers of the Fire Mayetta KS
June 15-16 Covered Bridge 'Que Euharlee GA
June 15-16* 3rd Annual Northern Arizona Barbeque
Festival Williams AZ
June 22-23 Queen City BBQ Cookoff Clarksville TN
June 29-30 Brews, Views & Bar-B-Ques Sisters OR
July 20-21 8th Annual U.P. Hog Wild Kingsford MI
July 20-21 8th Avenue Wildblue BBQ Burlington KS
Aug. 3-4 Jasper Strassenfest Barbeque Contest Jasper IN
Aug. 24-25 20th Annual Cape Jaycees BBQ Fest Cape Girardeau MO
Aug. 24-25 Music City Festival & BBQ Championship Nashville TN
Aug. 31-Sept. 3 Smokin' in the Bogs Warrens WI
Aug. 31-Sept. 1 Windsor Septemberfest Cookoff Windsor MO
Sept. 7-8 Pickin in the Panhandle:
WV State BBQ & Bluegrass Festival Hedgesville WV
Sept. 7-8 Cookeville Cookoff Cookeville TN
Oct. 12-13 Central Illinois Bragging Rights Arthur IL
Oct. 13-14 Grill'n & Chill'n on Main Waxhaw NC
* Received 2/8/2012
EDUCATION REPORT - February 2012: Paul Kirk & Tana Shupe:
1. We are reviewing two programs to solicit, educate, and involve more young cooks.
2. We hope to select committee members for 2012 after discussion while in Kansas City.
3. We are working on a mission statement for this committee.
4. We are brainstorming on what additional education and/or programs might be offered to the general membership and to the public to show what KCBS has to offer it members, and to determine how we can work with other committees to encourage additional members.
KCBS/MMA Marketing Report - February 2012: Tana Shupe & Mike McCloud
- Total January Sales: $1117
- Advertising sold for January: $1406
- Uploaded February Bullsheet
- Uploaded MP3 of January’s BOD meeting
- On-Going Creation and Testing KCBS CBJ Master Exam online
- Kingsford 40k Challenge Web Preview
- GABT 2012 Schedule Complete
- Sponsorships completed for 2012 (will share at Board meeting)
- GABT Coordination and Logistics with events underway
- Coordination and Logistics for 2012 Tour underway
- Registration process to be discussed/reviewed
- Social Media, using MMA, KCBS, and GABT Facebook and Twitter pages to promote KCBS-related events/promotion
- GABT: 1724 Twitter Followers / 2195 FB post views
- KCBS: 1238 Twitter Followers / 97409 FB post views
- Updated News section of KCBS website as necessary
- KCBS Continuing Education Go Live
- Bullsheet Content: 2012 Programming Preview, Continuing Ed Article
- Sadler’s renewal
- Tyson program with Sam’s
- New Smithfield opportunity
- Mike to discuss strategic funds concepts/ideas at retreat
CJB REPORT: Mike Lake
The CBJ report for January has been sent to all board members, showing the following YTD figures: six (6) classes, 345 attendees, 120 were KCBS members, 224 new members, and one (1) media comp.
I will be making a few, quick comments on the Continuing Education program, which is proceeding quite well. We can see this by the number or visits and it has also been seen in the test scores from the MCBJ tests.
The complete MCBJ testing program, should be ready to go all on line. Target date - 1 Mar 12.
PHILANTHROPY REPORT: Arlie Bragg
The ads are in the newest Bullsheet. I motion again to add an email blast about the Grants be sent to the members. I am hoping we have many more that apply this year!
CONTEST REP REPORT: Mark Simmons
The Rep Committee met February 6.
MOTION: For clarification purposes, the rep committee moves that the process for becoming a rep includes nomination from an existing rep, application to the committee to be a rep in training, documentation satisfactory to the rep committee, and BOD approval prior to the commencement of training.
KCBScore REPORT: Mike Budai
KCBScore was demonstrated at the annual rep meeting in San Diego last month. While most present gave high praise, a couple issues did come up that require input form the board.
The first issue has to do with the Tally and Team Detail reports. I have attached sample copies to this report. All of the reports in KCBScore have already been approved by the board in the last scoring program attempt. The issue has to do with the inclusion of the table number that the entry was scored at in the Tally sheets and Team Detail handouts. Some of the reps feel it compromises the blind judging process, some don't see that it discloses any double secret info. Cooks that I have asked seem to love the idea of knowing that they were judged at different tables. Another concern was that it might skew judging toward higher scores if judges realize that their table scores are comparable to the other tables. The committee needs to know the board's decision before the next draft can be tested.
The other issue that has been brought up has to do with the comment cards. In KCBScore, all reports only list the Team Number by design and board approval. The only Alt number references used are the label and turn-in table reports. Comment cards use the Alt number. They get attached to the Team Detail report that only lists Team Number. So far, the only suggestion is to Sharpie out the Alt number, reverse look-up the team number (error prone), and attach to the Detail report. In testing, If a ball point or the judge presses firmly with a pencil, the Sharpie covers the Alt number but the indentation is still visible and readable. Not quite sure there is a solution that adequately protects the blind numbering system and still uses comment cards. What does the board wish to do?
I met with the InDevX team (including the new programmer) on January 26 to finish giving them the Report changes from draft 2. InDevX is working on them.
RULES COMMITTEE REPORT: Randy Bigler
Following for review and discussion are the proposed rule changes for 2013. These came out of meeting held at the banquet.
Rule #2- Insert the adjective KCBS after the word Each-To read- Each KCBS team shall
consist of a chief cook and as many assistants as the chief cook deems necessary.
Team of the year points to have additional rules to include a time schedule based on
Turn-in time to the next Turn in time
Rule#3- An addition to the rule to include the phrase “There shall be no co-mingling of
contestants meats after cooking.”
Rule#4- The last line to read- A fire extinguisher with a current code shall be near all cooking
Rule#6- Would like to have a discussion on the inclusion of gas and electric cookers or at
the very least to allow the decision to be the decision of the organizers
But, the cooker must be ETL certified
Rule#7- An advisory to be released sometime in 2012 to change the wording from contest site to cook site or cook/team site
Also would like to have a sentence added to read- a team member must be present when contest meat is inspected- and if inspected meat is replaced by other meat the re- placement meat must be inspected.
Rule#11- Amend the first sentence to read- Judging typically starts at Noon on Saturday/Sunday
Rule#12- To read-
Garnish is optional. If used, it is limited to chopped, sliced, shredded or whole leaves of fresh green lettuce, curly parsley, flat leaf parsley and/or cilantro. Prohibited garnishes are kale, endive, red tipped lettuce; lettuce cores and other vegetation. Improper garnish shall receive a score of one (1) on Appearance.
Rule#14- To read-
Entries will be submitted in an approved KCBS numbered container, provided by the contest organizer. Said container shall be at least 9” X 9”. The number must be on top of the container at turn-in.
Rule#17 (d)- Should to be changed to shall
Rule#18- The following to be added- if not in this rule at least to be included in the rules for the organizers. Cooks want protection if the organizer cancels the contest.
If contest is cancelled by the organizer, the entry fee shall be returned to cook teams.
Rule#19- Remove this rule altogether.
Causes for disqualifications
e-add a statement to include GP rated music
h- add no butane
2)- Add must be at least 16 years of age to judge or table captain
3)- Change mat to plate
Note- a rule or clarification to be added to state the following:
If a CBJ allows his/her dues to lapse for 2 years, they must (1). attend another CBJ class before being reinstated as a CBJ in good standing-at no cost to them and (2) must paid their dues
Candy Weaver: I move that we implement a 5-contest only ToY contest for 2012.
Sent to the members of the Board for consideration is a proposal to implement a "lower level" ToY contest. This idea and proposal originated from Dawn, the KCBS administrator for ToY.
Mike Budai: I move that the BOD travel reimbursement plan be updated to allow board members to be reimbursed 100% of actual travel costs plus a $35 per diem meal allowance for board approved paid trips.
Conflict of Interest Statements
Election Results: Although not reported in the minutes of the January meeting because the results were announced during the banquet of the Annual Meeting, the results of the 2012 election are provided here for informational purposes only.
O Motion for approval for nominations of individuals to the reps in training program.
O Discussion of issues brought up during the Sam's Competition sign-up.
O Discussion of issues administering the KCBS Pit Master membership program.