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QUICK NOTES FROM BOD MEETING ON AUGUST 8, 2012

August 10, 2012

KANSAS CITY BARBEQUE SOCIETY

Board of Director's Meeting

August 8, 2012

 

QUICK NOTES*

 

 

*These Quick Notes reflect the actions of the KCBS Board of Directors meeting on August 8, 2012, but are not the official Minutes until approved by the full board.

 

President Candy Weaver called the meeting to order at 7:05 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,  and Dave Compton.  George Mullins was absent.

 

MEMBERS CALLING IN:  Dale Newstrom, Vickie Peyton, Karrin Murphy, and Mike McCloud.

 

MEMBER REQUESTS TO SPEAK:  There were no requests to speak.

 

Recitation of 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 July 11 & 18, 2012 - Tana Shupe:  Previously sent to board members and posted on KCBS website, I request that the Minutes from the meetings on July 11 and July 18, 2012 be accepted as presented.  Motion to accept was seconded by Randy Bigler and the Minutes were approved as presented.

 

 

Financial Report - Mark Simmons:

The Foundation report has not changed.  The finance committee moves that the July financials be approved as attached.  Financials were accepted as presented.

 

 

Marketing Report - Jeff Stith & Mike McCloud:

Merchandise

-          Total July Sales: $2970

Web

-          Advertising sold for July: $1205

-          Uploaded August Bullsheet

-          Uploaded MP3 of July’s BOD meeting and revised Table Captain and CBJ Instructions MP3s in downloads section

-          KCBS Quarterly eblast sent out 7.27 to KCBS members: 12,944 received email

-          Continual Partner Programs Updates:

-                      Kingsford $40K Challenge- 1 activation in July

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

-                      Reser’s Americas Best Potato Salad Challenge- 1 activation in July

GABT

-          2 successful tour activations in July: Enshrinement Festival Ribs Cook-off in South Bend, IN and Up in Smoke BBQ Bash in Mason City, IA

-          Continual Coordination and Logistics for 2012 GABT Tour

Sam’s National BBQ Tour

-          Continual Coordination and Logistics for 2012 Sam’s Tour- 4 local events in Southgate, MI, Madison, WI, Woodbury, MN and Des Moines, IA

-          Continual PR/Social Media Updates

-          Sam’s National Championship Weekend: coordination and logistics

PR

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

-          GABT: 2072 Twitter Followers / 1,370 FB Likes

-          KCBS:  1726 Twitter Followers / 10,635 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: Naperville

Sponsorship Activities

-          Mike will update the board on sponsorship activities

Miscellaneous

-          Web team working on KCBS SCORE (a new scoring platform)

-          Working on detailed social media schedule (Twitter and Facebook) to include more frequent updates/conversational pieces

 

Mike reported that a check covering sponsorship revenue has been sent to the office.  Reported that good progress is being made on the web scoring process.  MMA will follow board instructions regarding discounts for corporate memberships. 

 

Carolyn Wells reported that she and Wayne Lohman had attended the Taste of London Festival and anticipate a future relationship with the festival to promote its existing barbecue competition(s).  No KCBS funds were expended on this trip.

 

The marketing report was accepted as presented.

 

 

Sanctioning Report - George Mullins:

Sara Wells has probably taken over the most demanding staff position we have in the office and has been doing a great job.  Let her know when you have the opportunity.  I'm sure she'd appreciate it.

Existing Contests (2012):

Sept. 28-29      Hermann BarBQ & Brats Festival                               Hermann         MO

Dec. 18            The Little Engine That Could II                                   Vista                CA

New Contests (2012):     

Oct. 27            Hogs N Hayrides                                                         West City         IL

Oct. 27            Santa Anita Win, Place & BBQ Showdown                 Arcadia            CA

Existing  Contests (2013):

Dec. 31-Jan. 1 Wild Wild West III                                                       TBD                 CA

Jan. 25             Lakeland Pig Festival                                                  Lakeland          FL

April 6             The Ultimate BBQ Showdown East vs West IV           Wildomar        CA

May 3-4           Naptown barBayqContest & Music Festival               Annapolis        MD

May 17            Grand Lake BBQ Festival                                            Langley            OK

May 24-25       9th Annual Best Dam Barbeque Challenge                Boulder City    NV

June 22-23       Mr. BBQ Barbeque Challenge                                    Davenport       IA

June 28-29       Smokin' on the Pecos                                                  Artesia             NM

July 3-4            Whiting 4th of July BBQ Cookoff                                Whiting           IA

New Contests (2013):

April 27           Pony Express BBQ Challenge                                      Gothenburg     NE

June 8              Summer Kick Off                                                         Davison           MI

 

Karrin Murphy from the KCBS office was available to answer any questions.

Randy moved to accept the report as presented.  Seconded by Dave Compton, the report was accepted by a unanimous vote.

 

 

Rep Report - Mark Simmons:

The contest rep committee met by conference call on Monday, July 30th in preparation for the August BOD meeting.   The committee began discussions on content for the upcoming webinar and an additional meeting was held on August 6th.  Mark reported that the webinar is scheduled for Sept. 4th & 19th; these dates will be announced on the KCBS rep forum site.

 

A report was given on several of the reps in training and it is likely that some will be presented to the BOD at the September meeting for their approval.

 

 

Election Committee - Randy Bigler:

Randy reported that four positions will be up for vote in the 2013 Board of Director election.  Nominations will open on October 1 and close on October 21.  Nominees will have until November 9th to provide the appropriate information to the KCBS office.  The election will run from January 2-18, with the announcement of winners on  January 19th at the Annual Banquet.

 

 

Philanthropy Report - Arlie Bragg:

All Grants and Grants in Aid have been given away and the office is sending out the checks.

 

The applications for the Gary Wells Sportsman Award and the Carolyn Wells Ambassador Award have been published in The Bullsheet.  These Awards are given out at the annual banquet.

 

I ask that the board members with any suggestions for next year’s Grants be sent to the Philanthropy committee for discussion.  I will then bring them to the entire board!

 

I move that on the Grants and Grants in Aid applications, we ask for the email addresses as well as who the check should be made out to and their address.  Seconded by Tana Shupe, the motion passed unanimously.

 

 

Membership Report - Steve Farrin:

Spoke to Gene to determine the status of the Restaurant Depot Pass.  Steve is waiting for further information and will let the board know if the program is still viable.

 

Gene reported to Steve that he had submitted a National Car rental discount to the office with the expectation it would be published on the website.

 

The membership committee recommended the board consider approving free advertising for companies who provide discounts for members.  After additional discussion, Steve will investigate further and get back to board with a motion.

 

Number of Total Members-17039

Number of New Members-603

Number of Renewed Members-995 (July)

Number of non-renewals-530 (July)

Number of members who signed up via the website-188 (23 were families-211)

Number of New Members from Judging classes-316

 

 

 

KCBScore Report - Mike Budai:

Considerable progress has been made since the last report, especially with work on the API.

 

A method of communication to transfer data from Score to the web API has been setup and test files have been successfully transmitted and received. Further work is being performed on formatting the data file in order to facilitate parsing the results in order to store the data in the proper database tables.  Work is also underway on the Contest CMS so that the office will be able to review and edit (if needed) stored results. 

 

Mike met recently with InDevX regarding security issues; everything is progressing well, and expects the next version soon.  He will send the program to the KCBScore Committee and then to entire board. 

 

The report was accepted as presented.

 

 

Technology Report - Mike Budai:

Since the last report the following have been accomplished:

 

1) Posted the MP3 recordings of the July 11th and 18th board meetings to our website.

 

2) The transfer of the KCBS telephone system from lease to ownership has been completed.

 

Motion: The Technology Committee recommends the board approve the hardware upgrade detailed in the attached document.  The hardware.doc attachment is for executive session.

 

The report was accepted as presented.

 

 

Rules Report - Dave Compton:

I move that the following section (7a) be added to the Judging Procedures Rule # 7:  The low score will be thrown out. Results will be tallied.  If there is a tie in one of the categories, it will be broken by the computer, as follows: The scores will be compared (counting all five judges) for the highest cumulative scores in taste, then tenderness, then appearance. If still tied, then the low score, which was thrown out, will be compared and the higher of the low scores will break the tie. If still tied, then a computer generated coin toss will be used.

 

7a) In the event of lost, destroyed or missing score cards the remaining score cards will be averaged in each category and those averages shall be used as the missing scores on replacement score cards.  After there are six total score cards the normal procedure will be followed for dropping the low score.  These corrected scores will be the official scores for any and all KCBS purposes.

 

Seconded by Steve Farrin, the motion passed unanimously.

 

Request for discussion regarding instructions given to judges by a Contest Rep at a recent competition was moved to Executive Session.

 

Dave proposed a change in the application dates for the Grants in Aid so that they are received by March 1st, thereby giving the Philanthropy Committee an extra month's head start on evaluating the applications.  Dave tabled the proposal until other decisions regarding the procedure for awarding grants-in-aid are considered.

 

Dave asked if it is possible for a person with a food allergy to become a Contest Rep by substituting the judging requirement with being a Table Captain.  The board's consensus is that this would not be appropriate.

 

 

Judges/CBJ Report - Mike Lake:

For July there were 11 classes held, 416 in attendance, 86 members attended and 330 new members attended the classes.  For a YTD look please see the attached file.

 

This report was accepted as presented.

 

Mike's request for discussion regarding CBJ Instructor Requirements/Needs was considered in Executive Session.

 

 

Education Report - Tana Shupe:

The Education Committee is undergoing member changes/additions. New members are receiving updates.  A meeting was held on Tuesday, August 7th, that included new members, Dmitry Feld and Jim Tabb.  A survey to determine the feasibility of a competitive series for young cooks is being fine-tuned, and additional direction for the committee was discussed. 

 

 

OLD BUSINESS:

President Weaver's proposed Nondisclosure Agreement for board review that would be signed by all board members and office staff.   It was determined that additional information needed to go to the board members.  It will be sent and will be presented at the September 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.  This motion was tabled until nondisclosure agreements are signed by all board members.

 

President Weaver made a motion that all future AccuConference recordings of open board meetings be eliminated after the completion and posting of the MP3 recording of the meeting on kcbs.us.   Seconded by Paul Kirk;, further discussion ensued.  Carolyn Wells reported that the by-laws state that the Minutes are the published record of the meetings.  It was also reported that recordings of open board meetings are retained and can be made available if requested by a KCBS member.

 

Tana Shupe made a motion to call for the vote.  Seconded by Mike Budai, ayes were unanimous and a roll call vote for the motion was made as follows:  Ayes (6) Kirk, Shupe, Lake, Budai, Bigler, Simmons;  Noes (4) Farrin, Compton, Bragg, Stith.  The motion passed.

 

Paul Kirk moved to go into Executive Session.  Seconded by Randy Bigler, ayes were unanimous.

 

Several issues were discussed in Executive Session, after which Paul Kirk made a motion to return to Open Session.  Seconded by Mike Budai, ayes were unanimous, and the following actions were taken.

 

(1)  The Technology Committee recommended hardware upgrades for equipment in the KCBS office.  Seconded by Randy Bigler, ayes were unanimous.

 

(2)  Instructions given by contest reps at a recent competition will be addressed in the upcoming webinar for contest reps.

 

(3)  Carolyn Wells will send a letter to the team whose behavior in Ashland, MS, was brought before the board, stating that KCBS frowns on unacceptable behavior, and that the contest organizer has the right to refuse that team's participation at subsequent contests.

 

(4)  Mike Lake stated the requirements for CBJ Instructors.  He asked for recommendations from the board and will bring requests and recommendations for candidates to the board. 

 

(5)  Carolyn Wells will make phone calls regarding concerns relevant to an upcoming contest in Nashville.

 

(6)  Mike Lake will follow up regarding a question about procedures at a recent CBJ class.

 

At 9:14 p.m., Paul Kirk made a motion to adjourn; seconded by Mike Budai, ayes were unanimous.

 

 

 

 

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