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QUICK NOTES FROM KCBS BOARD MEETING OF JUNE 13, 2012

June 15, 2012

KANSAS CITY BARBEQUE SOCIETY

Board of Director's Meeting

JUNE 13, 2012

 

QUICK NOTES*

 

 

*The following Quick Notes will be presented to the board for approval as the official Minutes of the above date at their monthly meeting scheduled for July 11, 2012.

 

 

President Candy Weaver called the meeting to order at 7:02 p.m.

 

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. 

 

MEMBERS CALLING IN:  Don Harwell, Dawn Endrijaitis

 

There were no requests from members to speak.

 

Members recited the following KCBS Mission and Board Pledge:

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 MAY 9, 2012. - Tana Shupe

Tana asked the board to accept the Quick Notes as the official Minutes for the meeting on May 9, 2012.  Seconded by Mike Lake, the Minutes were approved as presented.

 

FINANCE COMMITTEE REPORT - Mark Simmons

Mark asked the board to accept the financial report as submitted.  Seconded by Mike Budai, the report was accepted as presented.

 

MARKETING COMMITTEE REPORT - Jeff Stith & Mike McCloud

Merchandise

-          Total May Sales: $2909

Web

-          Advertising sold for April: $2005

-          Uploaded June Bullsheet

-          Uploaded MP3 of May’s BOD meeting

-          Added Smithfield Rib Super Series Event Gallery

-          2012 Member Survey (see below)

-          Continual Partner Programs Updates:

-                      Kingsford $40K Challenge- 3 activations in May

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

-                      Cavanaugh Backyard BBQ Bash- 1 activation @ Regional in NM

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

-                      Smithfield Rib Super Series- 1 activations in May

GABT

-          3 successful Tour Activations @ Bixby BBQ’n Blues Festival in Bixby, OK, Memphis in May World Championship in Memphis, TN and Papa Joe’s Banjo B Que in Evans, GA

-          Continual Coordination and Logistics for 2012 GABT Tour

Sam’s National BBQ Tour

-          Continual Coordination and Logistics for 2012 Sam’s Tour- 3 local events in May – CO, KS, TX, 1st regional competition held in Albuquerque, NM – (6,000 crowd attendance!)

-          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: 1953 Twitter Followers / 1,142 FB Likes

-          KCBS:  1548 Twitter Followers / 9,926 FB Likes

-          Updated News section of KCBS website as necessary

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

-          GABT - Local PR: Bixby, Memphis, Evans, Atlanta

Sponsorship Activities

-          Sadler’s 2012/ 2013 KCBS Seal of Approval renewed

Miscellaneous

-          Member survey now complete. Experienced record number of participants: 3,606. Currently working on selecting (by random) and announcing the winners and compiling results for Board/partner review.

-          Working on presentation for Europe trip

 

Jeff reported that the Marketing Committee met via conference call on Thursday, June 7. 

Discussion included:

 

1.  Patches to apply to shirts that CBJs, teams, etc. can purchase and apply to their own shirts.  They could have judging levels and the areas in which they're involved (CBJ, Cook, Rep, Board Member, Organizer, etc.).  These could be in lieu of new shirts if MMA's research proves to be too costly of an output of money

 

1.  Million Meal Day - something that was mentioned by Mike McCloud during Strategic Planning Meeting.  Involved teams being paid to cook outside every Home Depot / Lowe's on one day across the nation.  Was originally proposed as a "National BBQ DAY" during May's National BBQ Month.  It is a huge endeavor and February to May was probably not enough time to get it organized properly.  It should be planned to be implemented by late spring in 2013.

 

3.  Paperless Bullsheet - members could opt out of receiving a paper copy and read online instead.  Proposal would be to have an interactive Web site to log in and read articles, view results, see ads, etc. rather than the PDF version.  One committee member works for a company that does this every month.  She reports that it takes approximately four days to put together with the log-in and templates she was set up with.  Takes less time each month as she gets more proficient with the program.

 

4.  Bullsheet improvements - in the interest of saving space for more content, proposing the following: Smaller font and lower case on results; Only list contest for upcoming three months rather than all year and don't use italics; List new members quarterly and use smaller font and no caps; these things open up more space for things like a column for organizers and making offers to other BBQ associations to have a monthly column like the Pacific Northwest does.

 

5.  Social Media usage - a suggestion came in from a member that we use Google+ as well for their chat rooms and group streaming capabilities.  No one on the committee has more than minimal experience with Google+ but I do know that content posted there is searchable by Google whereas Facebook content is not. Might have some benefit.  We can investigate.  Also, would be interested to have access to the statistics for engagement, etc. on Facebook, not just "likes".  It was suggested by a committee person that we look into a newly launched site called "AirTime.com" that provides chat rooms that you can link to your Facebook account.  Might be able to hold Q&A sessions or town halls there.  We will investigate this further and report back to the Board.

 

 

SANCTIONING COMMITTEE REPORT - George Mullins

New Contests:

Sept. 21-22      Rails & Trails BBQ Festival                 Herington            KS

Sept. 29-30      The Jim Bowie BBQ Throwdown        Vidalia                 LA*

Oct. 5-6           PorktoberQue                                     Dothan                 AL

Oct. 11-13       Big Butts BBQ Festival                        Abbeville              SC

Oct. 19-20       Smoketoberfest BBQ Challenge         Hagerstown         MD

Oct. 19-20 (2013)  Shriner's BBQing for Kids             St. Louis               MO

Existing Contests:

Sept. 1-2          Blues, Views and BBQ                         Westport              CT

Sept. 14-15      Smoke on the Water

                        Arkansas Championship BBQ             Pine Bluff             AR

Sept. 29-30      The Best BBQ Chef Competition        New London         CT

Oct. 13            Future Legends of BBQ                       Tuxedo                 NC

Existing  Contests (2013):

April 26-27      BBQ Capital Cook-Off                         Lexington             NC

May 3-4           Truman Heritage Festival BBQ

                        Championship                                     Grandview           MO

March 15-16   Don't Be Cruel BBQ Duel                    Tupelo                  MS 

 

*George stated that a date change was requested for the contest in Vidalia, LA, from Sept. 28-29 to Sept. 29-30 and asked the board to accept the report as amended.  Seconded by Tana Shupe, approval was unanimous.

 

 

CBJ COMMITTEE REPORT - Mike Lake

# of classes Y-T-D........39

Attendance...............1995

Members....................524

New Members..........1467

Comps/Media...............13

 

Status of the request for new judge mentoring is still under advisement. Rep Advisory to be issued by Simmons/Bigler.

The committee asks the board to consider giving a bronze badge for judging 100 contests, silver for 200, gold for 300, platinum for 400 and diamond for 500. Options being researched.

Addition of “finger licking” statement for judges CD.  No action.

Asked to hold discussion regarding the contest in No. Platte, NE, in Executive Session.

 

 

EDUCATION COMMITTEE REPORT - Tana Shupe

Have prepared an short email to be sent to organizers of current events holding Kids Que contests to get their opinions on how … if even if … they want these events to become KCBS-directed competitions, and if so, what structure/s they might suggest.  Target is to send the email week of June 10th

 

Am also working on an attachment to be sent to all organizers asking for their interest in holding Kids Ques and what kind of input/support they would expect from KCBS.   Target for this communication is to begin sending it to organizers with contests in 2013.

 

Report was accepted as presented.

 

 

STRATEGIC PLANNING COMMITTEE REPORT - Mark Simmons

The strategic planning committee met by conference call on Tuesday, June 5th. We are in the developmental stage of the strategic plan.  We believe that a strategic plan will help KCBS as we plan for the future. Though we have no additional details at this time, they will be coming within the next few months.  Report was accepted as presented.

 

 

REP COMMITTEE REPORT - Mark Simmons

The KCBS Contest Rep Committee met on June 4th by conference call.

It is our pleasure to give the BOD a few of the highlights so far this 2012 BBQ season:

As of the end of May, 2012:

We have had 111 sanctioned contests

This resulted in 265 Rep Assignments

4589 teams have competed (averaging 41.3 / contest)

Prize money awarded to the cookers has totaled $1,015,960 ... averaging over $9,000 per contest

 

Just so we can really see how BBQ is helping the local communities, it helps to know that through our BBQ contests, some of the charities that have benefited are Lions Club, Fine Arts Institute of Edmond, Volunteer Fire Departments, Rotary Projects, Deaf Cultural Center, Pet Connection, Ronald MacDonald House, Chambers of Commerce, Child Abuse Prevention, Harvest Food Bank, Public Library Summer Reading programs, Horses for Healing, United Way, American Cancer Society, NWA Children's Shelter, Miracle League, VFW, Childrens Charities of the Ozarks, Wounded Warrior, Special Olympics, Discoveries Children, Operation BBQ Relief and the Boy Scouts. This is an incredible list of charities that is not exhaustive. KUDOS to all the Organizers, Volunteers, Cookers, Contest Reps, Judges, Table Captains, KCBS Office Staff and sponsors and donors. This truly helps us all to understand a snapshot of the good that is being done through BBQ. Thank you. Thank YOU! THANK YOU!!!

 

Adoption of the document known as the Rep Code of Conduct which was sent to each board member was not discussed and will be placed on the Agenda for the Board of Director's June meeting.

 

Randy Bigler made a motion to approve Doug & Sue Reid and Ellie King as contest reps.  Seconded by Mike Budai, the motion passed unanimously.

 

 

KCBSCORE COMMITTEE REPORT - Mike Budai

Our contractors met last month and I expect will be meeting this week to finalize Score's API design and functionality. InDevX has started the work of adding the necessary fields in the GUIs and add API controls to Score. The next release of Score hopefully will include the API control interface.  I ask the board accept this report.  Mike made a motion that the report be accepted as presented.  Seconded by Randy Bigler, the m otion was accepted unanimously.

 

 

TECHNOLOGY COMMITTEE REPORT - Mike Budai

The following have been completed since the last board meeting:

 

1) The MP3 recording of the May 9, 2012 board meeting has been posted on the KCBS website.

 

2) Switching the KCBS office's local and long distance phone service supplier has been completed. This should save KCBS between $50 and $150/month depending on our long distance usage. In addition to reduced costs, we also get the added benefit of a redundant internet supplier. In case our primary service goes down, the office now automatically switches over to the new supplier. While not as fast as our primary service, it does allow the office to continue to function. Since the KCBS office is cloud based, this redundancy is necessary for normal operations. Our internet service has failed in the past.  Mike asked the board to accept this report.  Seconded by Randy Bigler the report was unanimously accepted as presented.

 

 

RULES COMMITTEE REPORT - Dave Compton

At this time there isn't much to report for this month.  I have been talking to numerous people at different contests about what rule changes they would like us to discuss.  I've been talking to cooks, judges, Reps and organizers asking for input.

 

Next month's report will be quite lengthy.  Dave made a motion that this report be accepted by the Board.  Seconded by Tana Shupe the motion passed unanimously.

 

 

JUDGES ADVOCATE REPORT - Dave Compton

I have received a few complaints from some of our female CBJs about how some Reps split up the judges on a table by table basis.  They want to know why women are split up amongst the tables - do the women have different taste buds than their male counterparts?

 

I gather that their feeling is that we wouldn't separate on the basis of race or religion so why are we doing this by sex?  The feeling is that judges should be distributed by experience, not race or gender.

 

I move that the appropriate committee deal with this issue in a way to forestall future problems.  The board determined that the rep committee will seek from the reps.

 

PHILANTHROPY COMMITTEE - Arlie Bragg:  No report. 

Arlie will re-send grant requests to all board members.  He proposed to move deadline date to the last week in June in the future due to busy student schedules.  This will be discussed further by the committee and a motion will be brought to the board.

 

REGIONAL REPRESENTATION REPORT - George Mullins:  No Report.

 

MEMBERSHIP REPORT - Steve Farrin:  No Report.

 

 

OLD BUSINESS:

President Weaver's proposed Nondisclosure Agreement for board review that would be signed by all board members and office staff.  Acceptance of documents was tabled until the July meeting.

 

The following two motions were tabled until July 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.

 

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 coordinatorJeff Stith reported that he has sent communication to 300 organizers; received 29-30 answers mentioning a paid CBJ coordinator and improved database to locate judges, most said they would not utilize a paid coordinator, that procurement of judges is not an issue.  Several said they would rather see advanced CBJ training and would prefer help getting teams to their contests.  No action was taken.

 

 

NEW BUSINESS:

Candy Weaver:  Discussion of scoring corrections at contest in North Platte, NE. resulting in the following report from Executive Director Carolyn Wells: 

 

Here's where we are right now.  I reentered the contest last Thursday. Team Satchell (the one with no sixth judge) moved from 12 to 6 in chicken. 

 

The signed judges' scorecards were entered, and the Tally Sheets reflect six judges.  I averaged the scores of the four judges and prepared a new score card based on those averages for judges 5 & 6 and modified those teams scores. There were four teams in chicken and 6 teams in ribs on the table of four judges. The print outs highlights 5/30/12 reflect those averaged scores.

 

 

Owed

Amount

Phat Jack's BBQ

$100

Smoke N The Rockies

$30

Team Satchell

$70

Parrothead Smokers

$70

Total

$270

 

Candy made a motion to accept the new scores as prepared by Carolyn.  Seconded by Paul Kirk, the motion passed unanimously.

 

At 7:52 p.m. Paul Kirk moved to go into Executive Session.  Seconded by Mike Budai, the vote was unanimous.

 

 

EXECUTIVE SESSION

 

Discussion of scoring issues in No. Platte.

 

Discussion regarding replacement of a CBJ Instructor at an upcoming Judging class.

 

At 8:36 p.m. a motion was made by Paul Kirk to come out of Executive Session.  Seconded by Tana Shupe, the motion passed unanimously.

 

 

OPEN SESSION

In the interest of fairness to everyone involved, and in order to make a ruling on further action, the board will hold a special meeting at 7:00 p.m. central time, on Wednesday, June 20th, to hear from the contest reps at the contest in No. Platte, NE.

 

At 8:38 Paul Kirk made a motion to adjourn; seconded by Tana Shupe, the motion passed unanimously.

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