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QUICK NOTES FROM BOD MEETING OF MAY 9, 2012

May 11, 2012

KANSAS CITY BARBEQUE SOCIETY

Board of Director's Meeting

May 9, 2012

 

QUICK NOTES*

 

*These Quick Notes reflect the meeting of May 9, 2012, but are not the official minutes until approved by the board at the next scheduled meeting.

 

Request to speak:  Randy Bigler thanked everyone for their condolences on the death of Carol's father."

 

Members calling in:  Dale Newstrom, Vicki Peyton, Dawn  Endrijaitis, and Mike McCloud. 

 

BOARD MEMBERS PRESENT:  Executive Director Carolyn Wells, Candy Weaver, Mike Budai, Mark Simmons, Tana Shupe, Randy Bigler, Mike Lake, Paul Kirk, Arlie Bragg, Jeff Stith, Steve Farrin,  George Mullins, and Dave Compton. 

 

President Candy Weaver called the meeting to order at 7:04 p.m.

 

Members of the board recited the KCBS Mission and 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 OF THE MEETING ON APRIL 11, 2012 - Tana Shupe

Secretary requested that that the title of Quick Notes be changed to Minutes and approved as presented. Seconded by Randy Bigler, the Minutes passed unanimously.

 

FINANCE COMMITTEE REPORT - Mark Simmons

The finance committee made a motion that the board approve the adoption of the financial reports sent to the board and that be entered into the permanent record of KCBS.  Seconded by Tana Shupe, the financial reports were accepted unanimously.

 

MARKETING COMMITTEE REPORT - Jeff Stith/Mike McCloud

The marketing committee besides myself and Tana includes the following:  April Hepko (Missouri), Sylvie Curry (California), Betsy Masters (Kansas), and Arlie Bragg (Tennessee).  There are suggestions for educating the public who attend contests which will be discussed at committee level.

 

Jeff made a motion that the board authorize Mike McCloud to further research styles and sizes available for a line of lighter colored, light weight shirts for everyone, including CBJs.  Seconded by Mike Lake, the motion passed unanimously.

 

Mike McCloud reported that the following items being worked on by MMA Creative: 

1.  Need to do some different licensing for GABT tour and truck.

2.  Will get more info re membership perks to Steve Farrin very soon.

3.  Within 48 hours of releasing the recent survey, over 2,700 responded, well beyond former surveys and are getting very positive response.

 

Merchandise

-          Total April Sales: $2799

Web

-          Advertising sold for April: $2000

-          Uploaded May Bullsheet

-          Uploaded MP3 of April’s BOD meeting

-          Added Smithfield to Partner Programs microsites

-          Updated sponsor logo rotation on homepage

-          Launched 2012 Member Survey

-          Continual Partner Programs Updates:

-                      Kingsford $40k Challenge- 2 activations in April

-                      Tyson Best Wing on the Planet- 4 activations in April

-                      Reser’s Americas Best Potato Salad Challenge – 2 activations in April       

-                      Smithfield Rib Super Series- 2 activations in April

GABT

-          2 successful Tour Activations @ Rock’n Ribs BBQ Festival in Springfield, MO and Stagecoach in Indio, CA

-          Continual Coordination and Logistics for 2012 GABT Tour

Sam’s National BBQ Tour

-          Continual Coordination and Logistics for 2012 Sam’s Tour- 4 successful events in April – AZ, CA, NV and UT

-          Sam’s National- Continual PR/Social Media Updates

PR

-          Social Media, using MMA, KCBS, and GABT Facebook and Twitter pages to promote KCBS-related events/promotion

-          GABT: 1892 Twitter Followers / 6,400 FB post views (doubled FB post views again from March)

-          KCBS:  1485 Twitter Followers / 48,000 FB post views

-          Updated News section of KCBS website as necessary

-          Bullsheet Content – Sam’s Review, Smithfield Review, Kingsford Review, GABT Review, Tyson Review

-          GABT National Release

-          Smithfield Rib Super Series Event Gallery

-          GABT - Local PR: Las Vegas, Springfield, Indio

Sponsorship Activities

-          2012 Planning/ Mike will update the board on current sponsorship activities

 

 

SANCTIONING COMMITTEE REPORT - George Mullins

After a couple of drafts, letters went out to organizers regarding changes with the American Royal Invitational.  After initial contacts, little input has been received.

 

The past month has been busy.  A letter to KCBS organizers was drafted, and sent after review to insure that they were aware about changes to the verification requirements for the American Royal.  In the event that a contest organizer did not have a current proclamation, or a copy available we have done what we can.  I believe that in some cases we have checked our files to see if we have a copy available, and in others we have provided sample language that has been acceptable in the past.  The number of issues brought to my attention was minimal but they did come in fairly rapidly.  I appreciate the patience and understanding from those that I was unable to contact immediately.  We are happy to continue to help where possible the future.

 

This was the first month that all critiques were received and it was educational.  The members that I spoke to, or exchanged email with after they requested to be contacted provided great info and were a pleasure to deal with.  It's greatly appreciated.  There is one contest, that may require a review and a plan to correct some issues prior to receiving sanctioning in the future.  That organizer has already expressed the intent to begin that process.

 

George made a motion that the Sanctioning Report be accepted as presented.  Seconded by Mike Lake, the motion passed unanimously.

 

Location Change:

Sept. 14-15      Ribstock: Peace, Love & BBQ             Cameron Park     CA

Licensed:

July 13-14        Heart of Illinois Fair BBQ Cookoff      Peoria                  IL

New Contests:

Aug 17-18        Cornerstone Rib and Chili Cook-off    Brentwood           CA

Aug. 24-25       Blue Grass & BBQ Fest                       Savannah             MO

Sept. 14-15      Smoke on the Snake                            Idaho Falls           ID

Sept. 21-22      Pig in the Park                                     Whitewater         WI

Nov. 30-Dec. 1                  Calhoun KOA's Smokin up the

                        Campground" BBQ Cookoff                Calhoun               GA

Existing Contests:

Aug. 11-12       Golden Acorn III & Border Cup

                        AZ vs CA I                                            Campo                 CA

Sept. 8-9          BBQ & Blues in the Park                     Mount Holly         NJ

Oct. 19-20       Autumn Blaze Smokeoff                     Garnett                KS

Existing  Contests (2013):

July 27-28        WNC Barbeque Festival                      Maggie Valley     NC

 

 

CBJ/JUDGES COMMITTEE REPORT - Mike Lake

To keep y'all informed the judges committee is in the process of looking for proper recognition of our judges who have reached the 100 contest category and beyond.  We have an article in this coming "Bullsheet" asking for input in designing a "badge".  We will evaluate the submissions (if any are received).  The deadline is 1 July.  By July first we will also have the protocol in place to present to the board.

 

The new judges mentor program will also be mentioned in this "Bullsheet".  he program will basically be evaluated by feedback from the contest reps and any input into the Judges' Advocate.

 

Y-T-D:  29 classes; 1,608 attendees; 434 KCBS Members; 1,175 New Members; 8 Media Comps

 

Mike made a motion that the report be accepted as presented.  Seconded by Randy Bigler, the motion passed unanimously.

 

 

PHILANTHROPY COMMITTEE REPORT - Arlie Bragg

Regarding the Grants-in-Aid:  I would like to propose the following:

1.     A change of date for final turn in of Grants in Aid to June 30.

2.     A follow up letter to the ones with less info than request.

3.     We want to make sure we send a follow up email/letter asking for the correct name, address, state, etc so the checks are made out to the selected college.

 

We can discuss the amounts, people selected and any other questions that you may have.  I would like to have time for the education committee and the Philanthropy committee to meet with the approval of Tana, Dave and Paul?

 

MOTION:  Dave Compton - I move that we approve the requests for grants in aid with six exceptions.  Dave's motion was tabled until the above discussion has been held.

 

The report was accepted unanimously as presented.

 

 

KCBSCORE COMMITTEE REPORT - Mike Budai

KCBScore committee consists of: Candy Weaver, Carolyn Wells, Scott Grinstead, Kevin Keeling, Stephen Smith, Steve Grinstead and Mike Budai

 

Mike met with the InDevX team on 4/30 to go over progress and remaining issues including, 1) a report print error that occurs when using Windows XP, 2) A change the program committee made to the score entry field where a previously entered table's scores are displayed if that table is selected again is not working properly, 3) Correct a display warning "data not saved" if a user tries to leave the "enter on the reports and screens section. The committee will meet to define these changes once the print error is fixed. InDevX is working on these issues.

 

Questions were presented regarding deadlines and milestones, time estimates to completion, handling of comment cards and progress on the API.  Due to technology demands related to the web site transfer and re-writing of the office database management procedures, KCBScore has been on the backburner.  Now that web and database issues are settled, focus will return to KCBScore.

 

Mike asked that the board accept this report as presented.  Report was accepted unanimously.

 

 

STRATEGIC PLANNING COMMITTEE REPORT - Mark Simmons

The Strategic Planning Committee continues to meet and discuss some of the big picture items. As an organization we continue to grow and there are important strategic goals in front of us. We now are 16,000 strong and we expect further growth and scale is coming.

 

To the committee chairpersons, please plan to meet and prepare your committee strategic goals for the future.

 

Mark made a motion that the board accept the report as presented.  Seconded by Jeff Stith, the report was accepted unanimously.

 

 

RULES COMMITTEE REPORT - Dave Compton

The committee suggests the following rewording of cooks' Rule # 10:

 

PORK: Pork is defined as Boston Butt, Picnic and/or Whole Shoulder, weighing a minimum of five (5) pounds, bone in or boneless.  Pork must be cooked whole; the only time that cooked, parted pork may be returned to the cooker is for warming purposes only during the one-half hour immediately before the official pork turn-in time.

After discussion, Arlie Bragg called for the vote; the motion was seconded by Paul Kirk and a roll call vote was requested.  Votes were as follows:

Ayes (5):  Farrin, Shupe, Compton, Stith, Mullins,

Noes (6):  Simmons, Lake, Bragg, Bigler, Budai, Kirk

With six noes and five ayes, the motion failed.

 

The following change to judges' Rule #3 was also submitted:

 3) Each judge will first score all the samples for appearance of the meat. The turn-in containers will then be passed around the table and each judge will place a sample from each of the containers in the appropriate box on the judging plate.  Judges shall not lick their fingers while taking these samples; paper towels, non-scented wipes or damp wash cloths are preferred.  The judge will then score each entry for taste and tenderness before moving on to the next entry.  A roll call vote was requested resulting in all aye votes.  The motion passed.

 

I would also ask that the CBJ Committee look at adding the changes to Judges' Rule #3 to the Judges' CD and stressing this in all future CBJ classes.

 

 

TECHNOLOGY COMMITTEE REPORT - Mike Budai

The Technology Committee members are: Candy Weaver, Carolyn Wells, George Mullins and Mike Budai

 

Since the last board meeting, the following have been completed:

1) Posted the mp3 recording of the 4-11-2012 board meeting to our website.

2) Moved the KCBS database and website on 4-23-2012 to a VPS environment in order to facilitate our membership renewal email volume and gain more control the server policy management.

3) Upgraded the KCBS office's internet connection from DSL to ATT UVerse with static IP service that is about 3 times faster.

4) Set up an FTP server on the KCBS office server to facilitate backing up our database and website. We now receive nightly backups to our in-house server as well as the nightly backups to the MMA server.

 

The report was unanimously accepted as presented.

 

 

EDUCATION COMMITTEE REPORT - Tana Shupe

In keeping with our goal to determine short-term and long-term goals, the following proposal is presented to the board to consider as the following short-term goal:  To establish the integrity and consistency of Kids Q's events by having rules and regulations that will meet KCBS standards and will result in specific awards for younger cooks.  We do believe, however, that there must be considerable flexibility in the contests themselves to support the visions and capabilities of the individual organizers.

 

Kids Q/ Future Legends Proposal

 

 

Objective: To reach the future generation of barbeque enthusiasts.

 

Target: Children ages 7-17 who are interested in cooking on a competitive level.

 

Implementation Date: 2013 Contest Season

 

Cost: Roughly $10,000

 

According to the Kansas City Barbeque Society’s mission statement, our goal “…is to celebrate, teach, preserve and promote barbeque as a culinary technique, sport and art form.”  With this goal in mind, I would like to propose a new type of sanctioning for organizers as well as a contest series that will not only teach, preserve and promote barbeque, but possibly make a difference in the lives of many children.

 

Currently KCBS offers three types of sanctioning; Competitors Series, Licensed and General Contest Sanctioning.  Our Organizers can also add ancillary contests to their sanctioning, one of those being a Kid’s Que.  KCBS does not promote Kid’s Ques, nor do they assist Organizer’s who take the incentive to have such events.

 

Research shows that children involved in extracurricular activities are healthier both physically and mentally.  According to a recent press release from the United States Census “About 75 percent of 12- to- 17-year-old children who participated in an extracurricular activity are on track academically (that is, in the grade at school expected for their age), compared with 60 percent of children in this age group who did not participate in such activities."  This is just one of thousands of reports done on this issue.

 

In addition, the future of any organization depends on the next generation.  Regardless of the sport or for that matter, the product, you have to develop relationships with new clients to prosper.  In 2011, MMA created a membership survey and the results from that survey show that 70% of our members are 45 years old or older.  Only .04% of our members are under the age of 25.  This survey also revealed that 90% of the KCBS members live in a household with 2 or more residents and 82.1% of our members are married.  It stands to assume that many of these married households include children of our members.

 

Proposal: Create a Kids Que contest series with Regional Invitational’s for the top teams.

 

Implementation: To help promote the success of this program, allow sanctioned events to hold a Kids Que in connection with their sanctioned event at no additional charge.  In addition, advertise for Kids Que and promote events who have Kids Ques on an additional page in the Bullsheet and Website.  Finally, allocate money in the 2013 budget for prize money for the Regional Invitational’s, as well as funds for members of the education committee to attend several Kids Que events to analyze and report back to committee.  The Tuxedo, NC currently has a Future Legends of BBQ event held the second weekend in October.  They have invited KCBS to attend this event and have asked the Education Committee to help promote such events through KCBS.

 

Rules/Regulations:

 

a.         Teams, consisting of youth 7-17 years of age.

b.         A selection of 2 meat categories (chicken, pork, beef), plus optional ancillary/ies

c.         Adults interaction is limited to: Starting the fire, Cutting, and Verbal Advice

d.         All cookers, meats, sauces, garnish follow KCBS rules and regulations

e.         Teams would provide their own meats and cookers (may be donated by a sponsor)

f.          Regional Events would be held in:

            Region 1~ Anaheim, CA (Disneyland)

            Region 2~ Kansas City, MO (American Royal)

            Region 3~ Tuxedo, NC (Future Legends Contest)

 

Board concensus is that Tana will continue exploring this type of proposal via a member survey, a letter to organizers of current Kid's Ques and an article in The Bullsheet.

 

 

REGIONAL REPRESENTATION COMMITTEE REPORT - George Mullins

This weekend the final draft of several options based on recent suggestions, and past proposals submitted to the board were started.  I anticipate a meeting of the committee within the next ten days for review and comment with the goal being to present at least two proposals to the board for review and comment.  I'd like to thank Kelly Cain in particular for a map that she developed for other purposes that contained a tremendous amount of usable information!

 

The report was unanimously accepted as presented.

 

REP COMMITTEE REPORT - Mark Simmons

Mark reported that the committee is very pleased with our rep corps and our reps in training. Positive reports are coming into the KCBS office or to me concerning their handling of different contests. The season is in full swing now with as many as 20 contests on a single weekend. Special thanks to those who are often the most visible face of the Kansas City BBQ Society

 

 

MEMBERSHIP COMMITTEE REPORT - Steve Farrin

Although there was no committee report, the following updated membership numbers were submitted:

Number of Total Members- 16735 (as May 1st)

Number of New Members- 713

Number of Renewed Members- 750

Number of non-renewals-

Number of members who signed up via the website- 196

Number of New Members from Judging classes- 377

 

 

OLD BUSINESS

 

President Weaver's proposed Nondisclosure Agreement for board review that would be signed by all board members and office staff.  Pending input from a board member's attorney, this is tabled until the June meeting.

 

The following motions were tabled until the June meeting.

MOTION:  Candy Weaver - I move that the Accuconference recording of closed session meetings be discontinued and all past recordings of all KCBS meetings be discarded. 

MOTION:  Candy Weaver - Further, I moved that all future AccuConference recording of board meetings made be eliminated after the completion and posting of the MP3 recording of the meeting on kcbs.us   Motions tabled until next month.

 

 

NEW BUSINESS

 

Tana Shupe:  Discussed administrative questions/requests regarding committee reports, the agenda, motions, timeline, etc.

 

Mike Budai:  In the interest of KCBS helping Organizers, I have received a request from an Organizer that KCBS should develop a contest judge program that for a fee, KCBS would supply to a contest all the services of a judge coordinator. This would greatly aid new and smaller contests that don't have the resources to have a dedicated judge coordinator.  Resolution:  The organizer advocate will explore the feasibility of such assistance.

 

At 8:40 p.m. Paul Kirk made a motion to go into Executive Session.  Seconded by Randy Bigler, ayes were unanimous.

 

At 9:53, the board returned to Open Session and the following actions were taken.

 

Based on bids from three companies, Mark Simmons made a motion to allocate funds up to $16,000 to remove and replace the asphalt at the KCBS office.  Seconded by Randy Bigler, a roll call vote was requested, with the following results:

Ayes (7):  Lake, Kirk, Shupe, Bigler, Budai, Simmons, Stith

Noes (4):  Mullins, Farrin, Compton, Bragg  

With a vote of 7 ayes and 4 noes, the motion passed.

 

Based on a recent incident report, organizers for a separate event will be mentored by Organizer's advocate and an additional board member.

 

After discussion regarding a scoring error, a reminder will be sent to all reps clarifying the proper scoring procedure when teams fail to turn in an entry.

 

President Weaver reminded board members that proper reporting channels should be followed when working with the KCBS office staff. 

 

Pending further study, a motion regarding reimbursement for reasonable expenses to reps was tabled until next month.

 

At 9:58 p.m. Paul Kirk made a motion to adjourn; seconded by Tana Shupe, the motion passed unanimously.

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