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BOD Committee Reports for September, 2012

September 10, 2012

KANSAS CITY BARBEQUE SOCIETY

Board of Director's Meeting

September 12, 2012 

COMMITTEE REPORTS 

KCBS/MMA Marketing Report

September 2012

Merchandise
-          Total August Sales: $2579 

Web
-          Advertising sold for August: $800

-          Uploaded September Bullsheet

-          Uploaded MP3 of August’s BOD

-          2013 Banquet Registration

-          Partner Programs Update:

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

-            Reser’s America’s Best Potato Salad Challenge and Kingsford $40K  Challenge
- 0 activations in August

GABT

-          2 successful tour activations in August: Wisconsin State Fair in West Ellis, WI and Blues, Brews and Barbeque in Birch Run, MI

-          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 Rockford, IL, Pittsburgh, PA, Medford, NY, Pleasantville, NJ

-          Continual PR/Social Media Updates

-          Sam’s National Championship Weekend: planning and sponsor coordination 

PR

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

-          GABT: 2125 Twitter Followers / 1479 FB Likes

-          KCBS:  1793 Twitter Followers / 10,964 FB Likes

-          Updating KCBS/GABT Twitter feeds/facebook feeds 3-4 times per week (more frequent for Twitter) and engaging in more conversations via Twitter to build a better "community"

-          Updated News section of KCBS website as necessary (Sam’s Club results, Jack drawing)

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

-          GABT blog post reviews

-          GABT -local PR: Wisconsin State Fair and Blues, Brews and Barbeque

-          Sharing GABT Big Green Egg promotions via Twitter and Facebook 

Sponsorship Activities

-          Mike will update the board on sponsorship activities 

SANCTIONING REPORT 

Directors, please refer to the spreadsheet received on September 7, 2012

 Members, information on new events will be posted at kcbs.us after approval. 

New Contests (2012):

October 12        2nd Annual High Point BBQ Battle                                   Clarksburg, MD

November 9       Smoke on the Water Nevada BBQ Championship             Lauglin, NV


Existing Contests (2013):

January 25        5th Annual Lake Havasu Music Brews & BBQ                   Lake Havasu, AZ

March 3            BBQ Championship & Hog Wild Festival                          Mobile, AL

March 29           Slidell BBQ Challenge                                                   Slidell, LA

March 29           Benton KY Kiwanis Barbeque Kook Off                          Benton, KY

April 5               Kennett Jaycee's Show Me State BBQ Cookoff               Kennett, MO

April 19             Main Street BBQ & Bluesfest                                          Washington, MO

April 26             BBQ Boogie & Blues                                                       Calhoun, GA

May 3               Bixby BBQ & Blues Festival                                             Bixby, OK

May 25             BBQ, Blues & Brews on the Bay                                       North Bend, OR

May 31             Big Blue BBQ Championship                                          Marysville, KS

June 7               It's a Smokin Good Thing                                              Tecumesh, OK

June 7               Boats, Bands and BBQ                                                   Pueblo, CO

June 14             Blue Ridge BBQ & Music Festival                                  Tryon, NC

June 21             5th Annual Auburn Hills Barbecue Cook-off                   Auburn Hills, MI

July 3                Liberty 4th Fest BBQ Contest                                         Liberty, MO

July 4                I Love Barbecue & Music Festival                                  Lake Placid, NY

July 12              Ohio Veterans Barbeque Cook-Off                                 Kettering, OH

July 19              Blues, BBQ & Bargains                                                  Hays, KS

July 26              Foothills Country Fair BBQ Bash                                    Cleveland, TN

August 2           Laurie Hillbilly BBQ                                                       Laurie, MO

August 23         Death’s Door Barbecue                                             Washington Island, WI

September 13    Cherokee Strip Cook-Off                                                 Ponca City, OK

New Contests (2013):

May 3               The Masters in May                                                        Fremont, WI

June 14             California Honey Harvest Festival & KCBS BBQ            Fillmore, CA

June 21             South Park Kick Ass BBQ Competition                           Fairplay, CO

June 28             Hogging Up Virginia/Bluegrass BBQ Festival                 Winchester, VA

 

 

CBJ REPORT 

This past Wednesday, September 5th the CBJ committee met to select for your approval new CBJ instructors.  Please refer to list below to see the individuals that were considered by the committee. 

The following were selected to be presented to the board: 

     Kelly McIntosh - California
     Dave Londeen - Minnesota
     Bill & Debbie Gage - International & Domestic
     Wayne & Maria Lohman - International & Domestic
I move that the board accept the recommendations from the committee and approve the above mentioned individuals to be CBJ instructors. 

Note:  The Y-T-D report on class activity will be sent to you from the office. 

Perspective CBJ Instructors presented to the CBJ committee:   (in no particular order of preference)

  Lew Miller - (Iowa).                                 

Dave Londeen - (Minnesota)

Dennis Polson - (Kansas)

Larry King - (Kansas City)

Tana Shupe - (Tennessee)

Ernie Poland -(Tennessee)

The Lovely's -(New England)

Kelly McIntosh -(California)

Steve & Scot Grinstead - (Ohio)

Bill & Debbie Gage - (International)

Wayne & Maria Lohman - (International)

Ralph Williams - (Arkansas) 

Current CBJ Instructors:

1.  Mike Lake.                                  9. Don Harwell

2. Carolyn Wells.                            10. Ken Daki

3. Mark Simmons.                          11.  Randy Bigler

4. Ed Roith.                                      12.  Gene Goyachea

5. Bunny Tuttle

6. Merl Whitebook

7. Mark Simmons.                           Wayne & Maria Lohman - International                 

8. Stephen Smith.                            Bill  & Debbie Gage - International 

KCBScore COMMITTEE 

The committee has received and evaluated two updates to Score since the last board meeting.

While we are getting close to having a beta ready version, several issues must be corrected first.

1)There is an issue with the 32 bit version dealing with a printing error that the developer has a fix for and should be included in the next update.

2)Another issue has to do with making it easier to edit the data fields during entry of the first judge at a table.

3)The pre-populated CBJ number field still needs improvement.

There are more tweaks needed in the report sections such as truncating the "Team Name" field to save paper, fixing the "Table Rank" field, Name the printout in the header of the "Top" report for awards to avoid confusion, Indexing of the "Registration Report" hard copy and changing the default setting in the "Overall" report to not print the team alt number. 

Score is far enough along that I was able to run side by side tests at the Quapaw and Blue Springs contests with BQWin.

All results were identical between the two programs except for one tie and after researching it, the difference was due to the random number generator. (electronic coin toss) Normal operation since each contest sets new numbers.

The Quapaw contest was a straight four category contest of 44 teams.

The Blue Springs contest was a 67 team contest, with a sub contest of 17 local teams, two ancillary categories and a Kids-Q contest with the standard two age groups. Five computers with novice volunteers were used to key the contest. This allowed testing the multiple contest function, experienced/other function, export/import function, printing of all contest labels and reports. 

The feedback I have received from the teams to date has all been positive.

All results matched between the two programs and Score ran without incident. 

Work continues on the API function. Meetings this week are planned to finalize the login security.

At this point, Score sends it's data to our website server, is stored in a file and reports if successful.

The CMS for the office to check and edit results is almost finished.

The remaining steps for the API to finish are:

1) to parse the received  and stored contest data file to populate the database tables.

2) complete the security login.

3) include a copy of the contest database with the results that then gets emailed to the results@kcbs.us address to be archived on our local server. 

While we still have quite a few cosmetic tweaks to take care of, we are down to the few issues stated above before I feel we are ready to start beta testing. 

Once we have working 32 and 64 bit installers, I plan on distributing Score to the board via our Usendit account regardless of where we are with the cosmetic changes. Since this is still a work in progress and there is currently no security function, I ask the board members not to distribute copies of the program to anyone else. 

I ask the board to accept this report.

Thank you,

Mike Budai 

TECHNOLOGY COMMITTEE REPORT 

Update since the August 8th board meeting: 

1) Created and posted MP3s of  the August 8th and 15th board meetings on our website. 

2) Completed purchasing and delivery of all the software and hardware for the office computer upgrade.

    a) Completed creating and installing the image for all the new desktop computers.

    b) Currently working on creating the laptop image. 

Once the laptop image is finished and installed I will begin deploying all the new machines.

Due to time constraints imposed by finishing Score and the barbeque season, I don't expect to be able to finish the deployment until the end of November. 

Item for board discussion: I would like the board to discuss and decide which board members are to receive which critiques sent to our KCBS groups. 

I ask the board accept this report.

Thank you, Mike Budai 

REP COMMITTEE REPORT 

The rep committee met Wednesday evening, September 5 and interviewed reps in training who had fulfilled their qualifications. 

A Contest rep webinar was held on Tuesday evening, September 4th and seemed to be well attended and well received. Many topics were discussed and several questions were answered. This is a part of the ongoing training for continuous improvement in our leadership skills and understanding of the duties of a KCBS contest rep. The other dates are Thursday, September 13th at 8:00 p.m. CDT and Wednesday, September 19th at 8:00 p.m. CDT. 

Motion #1:  The rep committee unanimously moves that Larry and Lynda Voth, having completed their training, be approved as KCBS contest reps. 

Motion #2:  The rep committee unanimously moves that Kent and Rachel Scheetz, having completed their training, be approved as KCBS contest reps. 

Motion #3:  The rep committee moves that Bill Maes of Colorado be approved as a KCBS contest rep in training. 

There is an additional matter concerning a rep for discussion in executive session. 

Respectfully Submitted,Mark Simmons, KCBS Rep Committee Chairman 

ELECTION COMMITTEE REPORT 

To date, one potential candidate has come forward. 

 MEMBERSHIP COMMITTEE REPORT

 Below are the numbers for     AUGUST   2012.

 Number of Total Members= 17046

Number of New Members= 239

Number of Renewed Members= 753

Number of non-renewals=616

Number of members who signed up via the westsite=89 (18 were families)

Number of new Members from Judging classes=330 

Motion:  In order to both maintain and attract new member of KCBS I move that KCBS offer to cover the minimal costs associated with adding new discounts to the members only page.  Any discount program that the BOD approves will contain the discount information as well as a link to the discounters web page.  The discount will only appear on the members only page, not in the bullsheet or email blast.  Each company that is approved to appear on the members only page will be provided information on bullsheet, eblast and website advertising. 

I further move that the costs of adding discounts to the members only page be tracked each month and made available to the BOD to insure that they don't become excessive.  If the costs do become excessive then the BOD has the right to rescind this offer. 

 RULES COMMITTEE REPORT 

Report of the Rules Committee for September 2012 

Our membership has really gotten into sending in ideas for the Rules Committee to look at lately.  We've received some very interesting ideas and we continue to examine and discuss them as they come in.  Here's the results from this month:

 I move that Cooks Rule d, be changed to read:

 d. In open setting, sexually or racially offensive actions or speech in addition to lewd or obscene actions or gestures which cause a disturbance.

  I move that we add the following new language in the JUDGING PROCEDURES section of the rules:

 4)  Table Captains are to help facilitate and speed up the judging process.   At no time are they to point out rule violations to judges, advise judges on procedures or attempt to answer questions.   All questions are to be referred to a KCBS Contest Rep.

 Starting with the current rule number 4  (which becomes rule 5),  you will have tore-number the remaining items on the list.

 A question here before voting on this one; Should the Table Captain be able to give a provisional answer to something like a garnish question, then if the answer is not satisfying to the judge the Rep is called?  This is not to put the Table Captain as a "mini-Rep" but only to attempt to explain the rules - the Rep would still have the final word on any question.

 I hereby submit this report and ask that these motions be passed.

 OLD BUSINESS

 President Weaver's proposed Nondisclosure Agreement for board review that would be signed by all board members and office staff.

 NEW BUSINESS

 Move that Carolyn Well’s Employment Agreement be accepted by the board.

 Offer from member to assist in administration of KCBS Forum.Hello,I was referred to you by Steve Grinstead at a recent KCBS event. I had posed the notion of a KCBS forum and he said that you had been a proponent of the same sort of thing for some time. He said that, to his understanding, the main difficulty had been finding someone to setup and administer it. I would like to offer my services in this regard. If you want to give this a try, let me know and we can discuss options. Ed S. 

Jeff Stith -- Motion:  Due to overwhelming comments from membership, I would like to make a motion that KCBS re-visit the suspensions handed down last month and consider a one year suspension with a two year probation for Daniel Pomerantz and Jesse Doeinck, during which if there are documented actions that violate KCBS rules and conduct requirements, the original three year suspension and two year probation will be reinstated.  The probation handed down to Troy Frassand should remain the same. 

EXECUTIVE SESSION

Contest issues:
Steve Farrin -- Myrtle Beach, SC;
Dave Compton -- Vermillion, SD; Blue Springs, MO.

Mark Simmons -- Matter concerning a rep.

Candy Weaver --  Web site matter

Candy Weaver – Carolyn Wells Employment Agreement

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