Nov BOD MeetingNovember 11, 2013
RECITATION OF KCBS MISSION STATEMENT AND BOARD PLEDGE
Approval to accept minutes of last meeting
Requiring board action:
Status Date R'cvd Date of Contest Contest Name City ST Conflicting Contests Additional Information Reps
Existing Contest 2014 11/7/2013 6/13-14/2014 Variety Children's Charity Barbeque Bash Memphis TN Hernando, MS - 26 miles Lohman & Gage
Existing Contest 2014 10/18/2013 6/26-28/2014 Rock'n Freedom Seymour MO Willard, MO - 50 miles J&C Williams
Existing Contest 2014 11/4/2013 9/5-6/2014 Bates County Barbecue State Championship & Festival Butler MO Blue Springs, MO - 70 miles Warmer weather, some contestants asked to have before the American Royal Hadley & Budai
TABLED Last meeting
New Contest 2014 9/30/2013 9/13-14/2014 Table Rock Boats and Bones Kimberling City MO Clinton, MO - 140 miles Clinton was a first year contest in 2013 Rogers
Existing Contest 2014 9/26/2013 4/25/26-2014 Rock'n Ribs BBQ Festival Springfield MO Rogers, AR - 94 miles Pushing back one week from usual due to Easter Bowens & Rogers
Mark Simmons Financials
Marketing Mike McCloud/Wayne Lohman
KCBS/MMA Marketing Report
● Total September Sales: $2,132
● 5 – 15% off coupons redeemed from Birthday emails
• Advertising sold for October: $700
● 656 members have opted in to receive Birthday emails
● 2,456online entries for the KCBS Celebrity BBQ Bash contest
● 3 successful event activations in October: American Royal, Kansas City, MO – Bliss Brews & Que, Fort Bliss, TX – Sam’s Club National BBQ Championships, Bentonville, AR
● Continual Coordination and Logistics for 2013 GABT Tour – wrapping up
● GABT promotional registrations thus far 11,100
Sam’s National BBQ Tour
● Tour is Complete
● Continual PR/Social Media Updates
● Coordination and logistics for 2013 Sam’s Tour
● 1 successful event: 10th Ever ShedHed Blues Festival in Ocean Springs, MS
● Monthly strategy calls with Smithfield to discuss social media, events, couponing
● Continual Coordination and Logistics
● RSS upcoming events – The National BBQ Cup in Cumming, GA – Plant City Pig Jam in Plant City, FL
Wright Brand Bacon:
● Destination: Bacon Domination! Upcoming event: The National BBQ Cup in Cumming, GA (sampling only)
● Continual Coordination and Logistics for remaining events
● Continual Coordination and Logistics for remaining events
● Social Media, using KCBS, and GABT Facebook and Twitter pages to promote KCBS-related events/promotion
● GABT: 3,723 Twitter Followers / 6,390 FB Likes
● KCBS: 4,515 Twitter Followers / 19,575 FB Likes
● Updated News section of KCBS website as necessary (Sam's Tour new posts, KCBS team of the week and recaps, Smithfield Rib Super Series recap)
● Promoting contest on each platform (Big Green Giveaway and Backyard Celebrity BBQ Bash)
● Representation Survey has 3,068 KCBS members that answered the survey (report of results attached)
We have 9 people running for the BOD.
Bill Capstack - MCBJ from the KC area
Mary O'Connor - CBJ from Chicago
Sandy Fulton - Organizer from Maryland
Mark Simmons - incumbent
Eric Burkhart - Cook from Eugene, MO
Randy Bigler - incumbent
Dennis Polson - Rep - Kansas
Richard Preston - Rep - Tennessee
Ralph Williams - Rep - Arkansas
All have been emailed their requirements for the election including all the legal documents that will need to be signed should they be elected. Most have already submitted and by the time of this meeting, all should have for publishing in the next Bullsheet.
Technology Committee Report
Activity since last report:
1) Posted the October 9, 2013 board meeting recording to the KCBS website.
2) Increased the KCBS website server to handle increased traffic flow during large contests.
3) Repaired office workstations as needed.
4) Completed website updates: "Join" on the home page is now "Join or Renew" in a larger font. A 100+ box has been added to the CBJ section CMS for office use. Judges section of the website now indicates Certified Table Captain, Master Judge and 100+ contests.
I ask the board to accept this report.
KCBScore Committee Report
The developer delivered the first draft of the Score update November 6. I completed analysis and sent back changes on November 8.
Development is on schedule. Seven out of the eleven issues are ready for committee testing. The remaining four points are being worked on.
I ask the board to accept this report.
I make the motion that the set of rules for 2014 be officially finalized. There were only two rules applying to cooks that were passed as motions to be changed during this year.
1. Rule #12 regarding garnish was changed in wording. The last sentence currently says: "Improper garnish shall receive a score of one (1) on appearance. The word "improper" has been changed to "illegal".
2. The pork rule has been changed to read: Pork: Pork is defined as Boston Butt, Boston Roast, Picnic and/or Whole Shoulder. After trimming, pork shall be cooked whole /9bone in or bone out), however, once cooked, it may be separated and returned to the cooker at the cook's discretion. It may be turned in chopped, pulled, chunked, sliced or a combination of any of those."
I also make a motion that MMA prepare an eBlast to go out to KCBS membership requesting suggestions for proposed rules changes for the 2015 competition year and that this eblast includes the request to forward to the rules committee email address.
Mike Peters: Since I was not on the call for the Pork rule motion during the October board meeting, I would like to address this once again. I believe as a board, we want to keep KCBS as a Barbeque competition and not a grilling competition. We also want to be responsible to the cooks and allow them to conserve product by producing both slices and pulled/chunks from one pork butt by parting during the cooking process and returning it back to the cooker. We do not want people to grill medallions/sliced money muscle so why don't we address what we do not believe is "Barbeque".
I propose the following motion for consideration:
PORK: Pork is defined as Boston Butt, Boston Roast, Picnic and/or Whole Shoulder, weighing a minimum of five (5) pounds. After trimming, pork shall be cooked whole (bone in or bone out). Once parted into slices, medallions, cutlets, chunks, pulled or shredded portions, those portions may not be returned to the cooker or grill.
Although the office sent an email to organizers to determine where the Backyard and Kids' Ques are held, I've received little response. I am preparing an article for The Bullsheet giving information for the contest organizers from whom I've heard, and will use that opportunity to encourage more response from the organizers.
Contest Rep Committee
I would like to make a motion to change the following advisory changed:
To expedite posting results on the KCBS Website, Reps are asked to submit the results as soon as possible after the awards using the submission process built into the KCBScore program. Do not submit the results before the completion of the awards ceremony as the results are posted to the KCBS website instantly. Due to changes in websites and technology, please always follow the current instructions you have been given as Reps for reporting of results for the website. February 17, 2006
3.07 Taking labels off of entry trays
Question: When can you remove labels from entry trays?
Opinion: The Reps should not take a label off of a container unless the Rep is looking for a correction. Labeled containers may not leave the judges area and should not be thrown away until after the awards ceremony. If there were ancillary categories and the cooks used their own serving dish/platter/tray, the alternate number labels must be removed before returning the serving dish(es) to the cook. February 17, 2006
3.19 Table Captains Distracting Judges
Question: Can Table Captains eat or drink during the judging process?
Opinion: Table Captains are welcome to discreetly sample any leftovers after the Judges have been served. Sampling should be done away from the judging table when possible as to not to influence the scoring of the judges. Table Captains (nor the Judges) should be talking until the Judges Slips have all been picked up, unless it is to answer a question about an entry. February 17, 2006
I would like to make a motion to approve the following persons to start their rep in training
Discussion of reps will be done in close session
CBJ Committee Report
As of the end of October; 62 Certified Barbeque Judging (CBJ) classes have been taught in 2013, four of those being international (Netherlands, England and Germany). There has been a total of 2672 Students, 1861 New Members, 790 KCBS Members.
KCBS has also had 22 Certified Table Captain (CTC) Classes with a total of 317 students.
The BOD approved the following motion in October:
The committee and I put forth the following motion: I motion that a CBJ that is judging or table captaining a Sanctioned, Competitive, or Backyard event be given the following credit for these events: ¼ credits for each KCBS meat judged or table captained. That’s a full credit for an event with the four KCBS meats, ¾ credits for three meats, ½ for two meats and ¼ credits for one meat. Reps will write any partial credits after their signature in a CBJ’s book (¼, ½, ¾). No number is needed after the Reps signature if the CBJ is judging or table captaining four meats. As is now the policy, a CBJ working as a table captain should receive the lettering of “TC” by the Rep after their signature.
After approval, the BOD voted to delay the effective date of the approved motion until after the November BOD meeting, so verbiage could be cleared up. The CBJ committee has reviewed the approved motion and has asked that the BOD replace the motion approved in October with the following:
- I motion that the following verbiage replace the approved verbiage above and be placed into effect after Reps have been notified.
Requirements for Master Certified Barbeque Judge:
You must receive 30 credits (signatures from a Rep), cook with a team at a contest (that you are not judging), and receive a 90+ on a KCBS master test to become a Master Judge. KCBS Sanctioned, Competitive, or Backyard Contests can be used to obtain credits. It is highly recommended that you cook with a team prior to your 15th contest. At least, one of the 30 credits and not more than 10 credits must be as a volunteer. A volunteer assignment is a duty assigned by a Rep within the judging area. Duties can include Table Captain, Turn-in table, left-over table, help with KCBScore, etc.…. A CBJ working a duty other than judging will receive the lettering of “V” by the Rep’s name after their signature. In cases where a judge participates in multiple events at the same contest, a maximum of one credit (signature) will be provided per contest. (Example: a sanction contest, followed by a backyard.)
- I motion that the wording for the 2014 Judge’s MP3 be: **
- I motion that the wording for the 2014 Table Captain’s MP3 be: **
- I motion that the wording for the 2014 Cook’s MP3 be: **
** Recording details separate.
Ad Hoc Committee: Comment Cards
New comment cards have been printed and mailed to Reps having contest this year.
I ask the Board to close this committee.
Ad Hoc Committee: Member’s Survey and Regional Representation:
Chair – Don Harwell
The survey questionnaire has been sent to membership.
Strategic Planning Committee
The strategic planning committee met and at the request of Dave Compton, chairman of the philanthropy committee, discussed various aspects of the Grants and Grants in Aid program of KCBS...
An email has been forwarded to Dave Compton, chair of the philanthropy committee, with our input. It is the opinion of the committee that we provided little groundbreaking information and that Dave has done a good job in researching and preparing a list of criteria for receiving these awards.
This concludes the strategic planning report.
We ask that the report be accepted as presented.
We have come up with a set of criteria for the Grants in Aid program that we feel will help KCBS in the decision-making process for the 2014 Grants in Aid. I have attached an application form that I feel addresses these criteria without being overly intrusive by asking for information that we really don't need.
There are a few things that (hopefully) are in red on the application. These are things that we really should discuss as a Board before giving final approval. I think that we should discuss:
Required GPA (I recommend a bare minimum of 2.0 or higher)
The length of the essay
Cut-off date for Applications to be in to the office
Any other criteria that the Board feels should be included
We could, if the Board approves, allow applications via fax or e-mail. I feel that by allowing an e-mail application it would cut down on the work required by the office staff as each application would just be forwarded to the Committee as it came in.
I ask that the Board accept this report.
Below are the numbers for OCTOBER 2013.
Number of Total Members= 17,680
Number of New Members= 288
Number of Renewed Members=735
Number of Non-renewals= 353
Number of members who signed up via the website= 131 (26 were families)
Number of New Members from Judging classes= 87
Karrin ran a list of the top 500 teams registered with KCBS in TOY. The numbers were surprising to me.
There are still contests to be competed in but as of this listing,
30+ contests - 10 teams
25-29 contests - 9 teams
20-24 contests - 26 teams
15-19 contests - 51 teams
11-14 contests - 95 teams
10 contests - 26 teams
9 contests - 55 teams
8 contests - 48 teams
7 contests - 58 teams
6 contests - 58 teams
5 contests - 44 teams
Which means that the balance of the 2689 teams registered have probably cooked 5 contests or less.
Mike Budai has requested information from the programmer to see what costs would be involved to form a lower level division for teams that compete in a limited number of contests. I think that discussion should include what we are looking for to increase membership/team participation.
Not sure if the strategic planning committee has discussed ways to increase teams/membership or not. I think there are ways to increase team participation which would increase judging seats along with assisting organizers...
I move that the confidentiality agreement be executed by all board members.
I move that KCBS develop a score sheet for judges so they can evaluate their scores.
Closed Session Agenda
Kim Collier – Rep Issues
Candy Weaver – Contract issues related to KCBScore (not development)
Candy Weaver – Legal opinion regarding code of conduct
Don Harwell – Transparency issues