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QUICK NOTES FROM BOD MEETING ON JULY 11, 2012

July 13, 2012

KANSAS CITY BARBEQUE SOCIETY

Board of Director's Meeting

July 11, 2012

 

QUICK NOTES*

 

 

*The following Quick Notes reflect the KCBS Board of Directors' meeting of the above date but are not considered the official Minutes until approved by the board at the meeting on August  8, 2012.

 

President Candy Weaver called the meeting to order at 7:01 p.m. central time.

 

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:  Dale Newstrom & Vickie Peyton. Dawn Endriajitis

 

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 JUNE 13 & 20, 2012 - Tana Shupe:  Previously sent to board members and posted on KCBS website, I request that the Minutes from the meeting on June 13, 2012 be accepted as presented.  Seconded by Dave Compton, the Minutes were accepted as presented.

I also request that the Minutes from the Special Meeting on June 20, 2012 be accepted as presented  Seconded by Randy Bigler, the Minutes were accepted as presented.

 

FINANCIAL REPORT - Mark Simmons:

The finance committee recommends the approval of the June financial statements as sent to the members of the board.  Seconded by Mike Budai, the report was accepted as presented.

 

MARKETING REPORT - Jeff Stith & Mike McCloud

Merchandise

-       Total June Sales: $3071 

Web

-       Advertising sold for June: $1030

-       Uploaded July Bullsheet

-       Uploaded MP3 of June’s BOD meeting and special BOD mp3

-       Completed Pitmaster Poll eblast, sent out Tuesday, July 3rd

-       Continual Partner Programs Updates:

-                   Kingsford $40K Challenge- 3 activations in June

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

-                   Reser’s Americas Best Potato Salad Challenge – 3 activations in June

-                   Smithfield Rib Super Series- 2 activations in June

-       Membership Survey is now finished and will be circulated to the board on Monday, July 9th

Design

-       MLB All-Star Game / All Star BBQ Block Party: branded asset production including baseball cards, banners, ballot boxes

GABT

-       4 successful tour activations in June: Lincolnton Hog Happenin, The Big Apple Barbeque Block Party, Central MD Swinetastic BBQ Festival, Safeway National Capital Barbecue Battle

-       Continual Coordination and Logistics for 2012 GABT Tour

            -Birch Run's Brew's, Blue's, & BBQ's in Birch Run, MI is replacing the                   Winnipeg, MB event due to Canadian customs and regulation issues

Sam’s National BBQ Tour

-       Continual Coordination and Logistics for 2012 Sam’s Tour- 5 local events in Marietta, GA, Huntsville, AL, Charleston, SC, Greensboro, NC and Canton, OH

-       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: 2002 Twitter Followers / 1,244 FB Likes

-       KCBS:  1644 Twitter Followers / 10,281 FB Likes

-       Updated News section of KCBS website as necessary

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

-       GABT Review

-       GABT - Local PR: Lincolnton, New York, Frederick and Washington

Sponsorship Activities

-       Mike will update the board on sponsorship activities

Miscellaneous

-       Working on additional member discount programs

 

Jeff reported that KCBS received a lot of positive attention at the All-Star game.

 

 

-        

 

Jeff made a motion to allow Trybe to lease the old truck and trailer, with all expenses, including re-wrapping, general upkeep, maintenance and insurance, being incurred by Trybe.  Trybe will also unwrap the truck and trailer when lease is completed.  It would be preferred that  the KCBS logo be included with the Trybe art.  Seconded by Randy Bigler, ayes were unanimous, and the motion passed.

 

SANCTIONING REPORT - George Mullins

Date Change:

Oct. 19-20, 2013 to                          Shriners BBQing for Kids

November 22-23, 2013                            St. Louis                        MO

Licensed:

Aug. 2-3                        Silent Siren Salute Summer                  Ottawa                        KS*

*George noted that this contest came in under the 90-day deadline, but requested this report, including the Ottawa, KS, contest be approved.  Seconded by Jeff Stith, the report was accepted as presented.

New Contests:

Nov. 1-4                        World Food Championships &

                        World BBQ Championship                        Las Vegas                        NV

New Contests (2013):

April 5-6                        Smokin on the River

                        Chattooga's BBQ Cook-Off                        Summerville                        GA

July 26-27                        Smoking on the Continental Divide                        Rawlings                        WY

Existing Contests (2012):

Sept. 29                        Music City Southern Hotwings

                        Festival                              Nashville                        TN 

Reguest was made for the status of organizers’ compliance with the sanctioning agreement conditions of the Music City Festival and BBQ Championship on August 24-25, 2012.

 

Oct. 26-27                        Jack Daniel's World Championship                        Lynchburg                        TN

Existing  Contests (2013):

Feb. 8-9                        Georgia BBQ Championship

                        Throwdown                        Young Harris                        GA

April 26-27                        Wabash Ribber Fest Barbecue

                        Championship                        Mt. Carmel                        IL

 

Candy made a motion to suspend 72-hour rule to discuss Colorado contest. Seconded by Randy, the motion passed unanimously.

 

George made a motion to work with Dillon, CO in light of extraordinary drought circumstances, at the organizer’s request their contest will be switched to a Competitor Series requiring propane for the heat source instead of charcoal, wood or pellet fires.  KCBS will provide them with safety information and will provide them with a list of cookers with thermal coupling gas shut off devices.  Seconded by Arlie, the motion passed with 10 ayes and 1 nay.

 

George made a motion that, in extreme cases not under fault of the organizer, KCBS would reimburse their fees, minus non-refundable rep expenses.  Candy stated that KCBS should allow the event to hold their date for the next year if the contest is forced to cancel.   If contest is forced to cancel,   Jeff Stith suggested someone put together a proposal, George tabled the motion until further research is completed.

 

EDUCATION REPORT - Tana Shupe

Have sent committee members a proposed questionnaire to go to current organizers whose events include a Kids Que to request the organizers' input asking if they would welcome additional KCBS support for their Kids Que and if so, their suggestions on how this could be accomplished.  I am also waiting to hear back from committee members regarding their availability for a conference call.  I have also solicited suggestions for 2-3 additional KCBS members who would actively participate on the Education Committee.  Tana requested the board accept the report as presented, which was done. 

 

CONTEST REP REPORT - Mark Simmons:

June finds us in the thick of the BBQ season. Just in June, KCBS sanctioned 70 contests with an average of 37+ teams / contest and an average public attendance of more than 5,300 people.  This activity resulted in 2609 teams participating and 154 contest rep assignments.

 

The contest rep committee would like to have approval to put on a webinar for the contest reps.  The details so far include:

Expect to offer 3 dates/times to make it as convenient as possible for the reps.

The webinar would be one hour and probably be scheduled by mid August.

Candy Weaver, KCBS president would kick off the webinar and it would be conducted by Mark Simmons, the rep chair.

Content would include some of the issues that have come up this season to improve all of our performances.

The expectation is that this would be like CEU's and be a requirement of all the contest reps...If unable to make one of the 3 scheduled meetings, perhaps it could be posted on the rep board listening to later.

 

The contest rep committee is working on content now.

 

The contest rep committee made a motion that a contest rep webinar be scheduled as soon as the content is developed.  Seconded by Jeff Stith, ayes were unanimous, and the motion passed.

 

 

RULES COMMITTEE REPORT - Dave Compton

 

I have spent the last couple of months soliciting thoughts and ideas from various people in the KCBS community and here are four items that members have asked to be addressed.  I have also asked for ideas on public forums for ideas on Rules changes but I've had limited response so far.

 

I move that the following CAPITALIZED wording be added to Cooks Rule #2:

2) Each team shall consist of a chief cook and as many assistants as the chief cook deems necessary. A team shall not compete in more than one KCBS SANCTIONED contest under the same team name, on the same date. Chief cooks and/or assistant cooks may only cook for their designated team at the contest they are attending.  Steve seconded; motion passed unanimously. 

 

I move that the following CAPITALIZED wording be added to Cooks Rule # 3:

3) Each team will be assigned a cooking space. Pits, cookers, props, trailers, motor homes, vehicles, tents or any other equipment (including generators) shall not exceed the boundaries of the team’s assigned cooking space. ALL STORAGE, PREPARATION, SEASONING AND COOKING OF PRODUCT SHALL BE DONE WITHIN THE ASSIGNED COOKING SPACE AS WELL AS THE BUILDING OF TURN-IN BOXES. Teams shall not share an assigned  cooking space or cooking devices.  This motion was withdrawn to reword for the August meeting.

 

I move that the following CAPITALIZED wording be added to Cooks Rule # 11:

 11) Judging typically starts at Noon on Saturday.  The four (4) KCBS categories will be judged in the following order: 

CHICKEN      NOON

PORK RIBS                         12:30 pm

PORK               1:00 pm

BEEF BRISKET         1:30 pm

Times and order of categories may vary at any contest. Turn-in times will be confirmed at the Cooks Meeting. An entry will be judged only at the time established by the contest organizer. The allowable turn-in time will be five (5) minutes before to five (5) minutes after the posted time ACCORDING TO THE OFFICIAL CLOCK WITH NO TOLERANCE. A late turn-in will receive a 1 (one) in all criteria if the box IS ACCEPTED LATEThis motion was withdrawn to reword for the August meeting.

 

I move that the following be added to the Causes for Disqualification and Eviction:

e. Excessive noise, including but not limited to that generated from speakers, such as radios, CD players, TVs, public address systems or amplifying equipment, will not be allowed during quiet time, designated to start at 11:00 p.m. on contest nights and will last until 7:00 a.m. unless

otherwise determined by the event, including  while the Judges meeting, judging and awards are going on.  With no second, the motion failed.

 

 

PHILANTHROPY REPORT - Arlie Bragg:

Asked that report be moved to executive session due to amounts and names being mentioned.

With approval Dave and I will forward this report to Carolyn Wells and Kelley to send the checks out.  We are asking for an additional monies be allocated to fund the grants.

 

CBJ REPORT - Mike Lake:

For a synopsis of the attached report we have had:                

2144 Total attendees                

561   Members               

1573 New Members                  

19 Media Members

For a complete picture you may download the attached file.

From Dawn – Y-T-D we have had an average of 95% CBJ’s judge the sanctioned events. In re: to the 100 contest recognition we have only had one design come in to the office that I am aware of (I have not seen it).

The criteria for the recognition will be printed in the next “BullSheet”.

The CBJ committee did not meet this past month.

This report was accepted as presented.

 

TECHNOLOGY REPORT - Mike Budai: 

Activity since the June 13 technology report:

 

Posted MP3 recording of the June 13th board meeting to our website.

Posted MP3 recording of the June 20th board meeting to our website.

 

Mike requested that the board accept this report.  Seconded by Jeff Stith, the report was accepted as presented.

 

KCBSCORE REPORT - Mike Budai:

Since the last report, I have met with our contractors and work is progressing on Score in the report section and the API.  More details should be ready in next month's report.  I ask the board accept this report.  Report accepted the report as written.

 

MEMBERSHIP REPORT - Steve Farrin: 

The committee has been working with outside companies and MMA Creative to expand the offers on the member discount page.

 

Membership Numbers provided by Karrin Murphy

Number of Total Members-16566

Number of New Members-298

Number of Renewed Members-803 (June)

Number of non-renewals-633 (June)

Number of members who signed up via the website-236 (33 were families- 269)

Number of New Members from Judging classes-78

 

 

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 due to 72-hour rule.

 

The following motions have been tabled and will be discussed at a future board 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  

 

Paul made a motion to move into Executive Session. Seconded by Randy Bigler, the vote was unanimous and the motion passed.

 

 

OPEN SESSION:

 

Mark Simmons reported that Jamie Johnson has completed training and made a motion that he be accepted as a rep.  Seconded by Randy Bigler, ayes were unanimous and the motion passed.

 

Arlie Bragg made a motion to allocate additional funds to cover grant requests.  Seconded by Paul Kirk, the motion passed with 10 ayes and one member abstaining.

 

Arlie made a motion to award grants-in-aid to the all of the students who submitted applications.  Seconded by Paul Kirk, ayes were unanimous, and the motion passed.

 

Arlie made a motion that the board accept the recommendations from the Philanthropy Committee for the grants to non-profit organizations. Seconded by Paul Kirk, the motion passed with 10 ayes and one member abstaining.

 

A special meeting will be held on Wednesday, July 18, to invite two reps to answer questions regarding contests to which they were assigned.

 

At 9:30 p.m., Paul Kirk made a motion to adjourn. Seconded by Randy Bigler, the motion passed unanimously.

 

 

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