March BOD Meeting AgendaMarch 12, 2014
Kansas City Barbeque Society
Board of Director's Meeting Agenda
March 12, 2014
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.
I accept my duties as a KCBS director to further the KCBS mission so that truth, justice and excellence in barbeque and the American way of life may be strengthened and preserved forever.
Minutes of February Meeting
Candy Weaver: I move to accept minutes of last meeting.
February Financial Statements
Kim Collier: The Finance Committee moves that the February financials be adopted as presented.
Karrin Murphy: Automatic Approval:
Existing Contests 2014 – In house Approval
5/1-3/2014 Smoke on the Water NEVADA Laughlin, NV
5/23-24/2014 Red, White and BBQ Westmont, IL
5/30-31/2014 Royal Gorge Holy Smoke BBQ Showdown Canon City, CO
6/21-22/2014 Smokin’ @ the Ball Park BBQ Festivival Old Orchard Beach, ME
6/27-28/2014 Covington Cork & Pork Festival Covington, VA
7/11-13/2014 New Jersey State Barbecue Championship N. Wildwood, NJ
7/11-12/2014 Cowley County BBQ Contest Windfield, KS
7/26-27/2014 Taste of Grand Rapids 2014 Grand Rapids, MI
8/1-2/2014 Rossville Tall Corn BBQ Contest Rossville, KS
8/8-9/2014 Great Northern BBQ Brainerd, MN
8/22-23/2014 22nd Annual Cape Jaycees BBQ Fest Cape Girardeau, MO
8/22-23/2014 Music City BBQ Festival Nashville, TN
9/19-20/2014 Downtown Jonesboro BBQ Fest Jonesboro, AR
10/31-11/2/2014 USA Barbecue Championship Laughlin, NV
Existing Contest 2014 – In house Approval
2/27-28/2015 6th Annual Lake Havasu Music Brews & Lake Havasu City, AZ
New Contests 2014 – In house Approval
5/30-31/2014 Carnivores Classic Missoula, MT
6/14-15/2014 Porkapalooza BBQ Festival Edmonton Alberta Canada
7/25-26/2014 Colorado Rockies Invitational BBQ Denver, CO
Championship (Competitor’s Series)
New Contests 2014
5/2-3/2014 R Barbecue Contest Lawrence, KS
5/16-17/2014 Table Rock & Ribs Kimberling City, MO
10/3-4/2014 Smokin’ at the Market Gallatin, TN
MMA, Mike McCloud:
- Total February Sales: $1,547
- 7 – 15% off coupons redeemed from Birthday emails
- 1 – Cookbooks: $280
- Advertising sold for January: $2,290
- 100+ CBJ Contest added to website
- 915 members have opted in to receive Birthday emails
- Kicked off the 2013 Tour
- Began National and Local PR efforts and Social Media announcements
- 1 Local event completed
- Social Media, using KCBS, and GAC Facebook and Twitter pages to promote KCBS-related events/promotion
- GAC: 4,157 Twitter Followers / 22,180 FB Likes
- KCBS: 5,361 Twitter Followers / 20,953 FB Likes
- Updated News section of KCBS website as necessary
- Bullsheet Content – Sam’s kick off
- Reser’s – America’s Best Potato Salad Challenge starts on April 18 - High on the Hog Festival in Winchester, TN
- BBQ Guru Challenge – starts on May 3, Naptown barBayq Contest in Annapolis, MD
- 2014 GAC Schedule update – kicks off on April 18 – High on the Hog Festival in Winchester, TN
- 2014 Sam's Tour Marketing Support – update
- BBQ Scores meeting - update
- 2014 Meals Initiative – update
International Outreach Team
The KCBS International Board of Managers held their first meeting in Memphis,
TN on the weekend of February 28th. The members of the International Board of Managers are Bill & Debby Gage, Jim & Becky Johnson, Wayne & Maria Lohman, and Carolyn Wells.
The agenda consisted of the Mission Statement, International Goals, Bylaws, Website, and KCBS Chapter Affiliation and License Agreements. Each of these documents were completed and finalized and will be presented to the KCBS Board for approval when they are published. These documents mirror the KCBS Board of Directors Rules and Regulations with the exception of Chapter Affiliations and License Agreements which limits KCBS liability by creating a Delaware Limited Liability Company.
Two beta testing chapters will be initiated in Scandinavia and the Netherlands if they agree to the terms of the licensing agreement. We don't expect to license any other chapters in 2014.
The KCBS International Instructors hosted the President of the Japanese BBQ Society this past weekend at the NBBQA meeting in Austin, TX. This couple had traveled to the States to attend the Houston Livestock Show, compete in the Shotgun Fred's Cook Off in Huntsville, TX and take a KCBS CBJ class in San Marcos, TX. Discussions are ongoing to have our first KCBS sanctioned contest in Japan in 2015 and the possibility of certifying many of their membership of 3400 to judge in sanctioned KCBS contests in the States.
The KCBS International Instructors will make their first trip to Europe for the month of May with classes and sanctioned contests or classes in Sweden, Belgium, Italy and Ireland.
Motion to approve the marketing budget. (Details in closed session.)
A CBJ committee meeting was held March the 4th, 2014. Members of the committee are: Randy and Carol Bigler, Dave Compton, Kathie Dakai, Bill and Debra Gage, Gene Goycochea, Ed Hartman, Don Harwell, Mike Lake, Maria and Wayne Lohman, Dave Londeen, Kelly McIntosh, Sammye Phelps, Ed Roith, Mark Simmons, Stephen Smith, Bunny Tuttle, Carolyn Wells, Carol and Merl Whitebook, and Ralph Williams.
The BOD in February passed:
- The names of 100+ MCBJ will be placed under “Our Best of the Best” on the web
- The Requirement to receive and maintain a CBJ, a TC, and the 100+ will be posted on the web and Bullsheet:
- One must be 16 to be a CTC.
List below are some of the objectives for the CBJ committee from the February strategic BOD meeting.
These were shared in the committee meeting.
Update the Organizers Handbook for people who are interested in hosting a CBJ class
Update PowerPoint for CBJ Class
Update PowerPoint for CTC Class
Add welcome video to PowerPoint
Update CBJ Manual to match the PowerPoint presentation
Establish a method for signing up for classes online
Electronic sign in of Judges going for their Master instead of sheet signed by Reps.
Judges and CTC tracking and feedback sheet
This is a way to go online and view your judging with others at your table and across contest.
Enhanced training (refresher class)
More information to Judges (E-blast for Judges)
CBJ and CTC Class critiques
Review of the CBJ Class PowerPoint was part of the meeting. Stephen Smith led this discussion. The talk was centered on what slides could be removed or needed to stay and how slides and breaks needed to be arranged to make the class flow more smoothly. The committee felt that a copyright slide should be created to define the Audio-Visual Recording of the class. Carolyn Wells will be working to define the wording of this slide.
- I motion that the following verbiage be added to the requirements for taking the CBJ and CTC classes: “One must be 15 years or older to take the class”
- I motion that the following verbiage be added to maintain the status of CTC. This verbiage is already part of the CBJ verbiage. “If a CTC has not continued to maintain his or her CTC status because of not being a KCBS member for a lapsed time of three (3) years or more. This person must first reactivate their KCBS membership, then pay and attend a CTC class before receiving the status of an active CTC in good standing.”
As of the end of February; 8 Certified Barbeque Judging (CBJ) classes have been taught in 2014.
There has been a total of 421 Students, with 287 New Members, 134 KCBS Members.
KCBS has also had 4 Certified Table Captain (CTC) Classes with a total of 74 students.
The next CBJ Committee meeting is scheduled for March 25th.
We discussed and setup a Time limit on how long it should take a Rep in Training to get their 4 contest done in 12 months.
We talked and disused about requirements needed to become a rep and formed a new Rep application See attached Doc.
I make a motion that new Rep application be approved.
As requested from last meeting that USDA Food temps be added to the script of the cooks meeting. Please see attached doc.
I make a motion that the new cook’s script be approved
Cooks’ Meeting Agenda
• Call to Order. Welcome to ___________________________________________
Insert Contest Name Above
• Introduce yourself and other Reps – give names and other helpers’ name
• Introduce and thank Organizer(s) _______________________________________
• Give organizers opportunity to speak, welcome cooks, and plug who the contest benefits.
• KCBS Reps, are here to insure you get a fair and impartial evaluation of your skills, as a barbecue cook; and to make sure the KCBS rules and regulations are followed.
• Announce Turn-In Times and Location: ___________________________________
To qualify for Grand Champion, you must enter the four basic KCBS categories which are:
• Chicken includes Cornish game hen and kosher chicken. The Internal Temperature according to the USDA should be 165 °F (73.9 °C)
• Pork Ribs may be loin back or spare ribs. Country style ribs are prohibited. The cut of rib is the cook's choice; ribs turned in must include a bone. Internal Temperature according to the USDA 145 °F (62.8 °C) and allow to rest for at least 3 minutes
• Pork is defined as Boston Butt, Boston Roast, Picnic and/or Whole Shoulder, weighing a minimum of four (4) pounds at time of inspection. After trimming, pork shall be cooked whole (bone 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. The Internal Temperature according to the USDA 145 °F (62.8 °C) and allow to rest for at least 3 minutes
• Brisket may be whole, flat or point. Corned beef is not allowed. The Internal Temperature according to the USDA 145 °F (62.8 °C) and allow to rest for at least 3 minutes
Entries must be submitted in an approved entry container provided by the contest organizer.
Your team's assigned number must be on top.
Each container must contain at least 6 separate pieces or portions of your entry. A mound of
chopped or pulled meat is presumed to contain at least six separate portions.
Garnish and/or sauce are optional and if used it is not to be judged as part of the appearance
• Remind cooks about the 10 minute window - 5 minutes before to 5 minutes after each turn in time. No Exceptions: you must be in line not running to line.
• Show the Official Time Clock and announce the time.
• Ensure teams have Emergency Numbers (Security, Organizer, Reps)
• Remind the cooks they need to turn-in a minimum of Six Separate Pieces of meat!
• Announce that you have KCBS Rule Booklets available to anyone who wants a copy.
• "We value your input and critique of the contest. Please fill out a critique after the contest on the KCBS web site."
• Tell locations of Ash, Grease Barrel, waste water and other important items
• Quiet Time is ________________
• Awards Ceremony are at __________ – _____________________________
• Identify non-members and offer membership forms, indicate you will mail them to the KCBS office should they desire.
• Identify first time cooking teams and encourage mentoring
• Ask Other Reps, do you have anything that you want to add?
• Ask cooks if they have questions?
• Announce that you are going to play the CD. Encourage new teams to stay and listen to it. Play Track #1 (Cooks’ Meeting) on the Contest Rep CD at this time
• We’re going to call roll and pass out turn-in boxes (if not already passed out). We’ll also be verifying the ancillary categories _____________________________________ at this time. Please verify your team name and KCBS number is correct. List other categories
• Encourage new teams to stay after the playing of the official CD. We’re here to mentor, show pictures, etc.
Update AccuConference codes for all of the BOD committees
Posted the mp3 recording from Feb meeting to the website.
Working on adding the CBJ 100 flag to our home page.
We are currently testing the following new improvements to Score:
1) Screen Zoom Feature - accessible from Score's home page under the help menu. I've had several requests from reps for larger fonts so they could see the screen better. I hope this helps. This feature does not change how the reports print.
2) Fix for being able to save the "Turn-in Table" report to file. Saving as an Excel file does require the user to set the page breaks since the column format is different from Word or PDF.
3) Corrected Page counter on all reports.
4) Much improved speed generating reports.
I motion that the board approves the distribution of the new KCBScore 12.1.01 version when the KCBScore Committee completes its testing.
The Banquet committee consists of:
Mike Peters - Chairman
Bill Capstack, Randy Bigler and Barbara Driscoll.
We are currently meeting and discussing the upcoming banquets via email. We are currently reviewing the contract for the 2015 banquet in Denver, CO at the Marriott Westminster.
We are working on the program and breakout sessions at this time.
In lieu of hiring a meeting planner I would like to make the motion that we compensate Barbara Driscoll for travel, hotel and per diem to the Denver Banquet to assist the KCBS staff.
Number of Total Members= 18,514
Number of New Members= 442
Number of Renewed Members=1204
Number of Non-renewals= 488
Number of members who signed up via the website= 212 (30 were families)
Number of New Members from Judging classes= 241
Richard C. Preston, Chair BOD, Contest Rep, CMBJ, CTC (TN)
Dennis Polson, Vice Chair BOD, Contest Rep, CMBJ, CTC (KS)
Ernie Hiers Judge (NC)
Bill Shiflett Cook and Judge (TX)
Ardie Lauxman Judge and Organizer (AR)
Ralph Weller CMBJ & CTC ( IL)
Dave Amend Cook, CMBJ, CTC, Organizer, Contest Rep (GA)
Ryan McBreen Cook (CO)
Mark Simmons, President BOD, Contest Rep, CMBJ (MO)
Carolyn Wells, Executive Director, Founder, Contest Rep, CMBJ, CBJ Trainer
At the Feb retreat my committee was asked to research what is a Lifetime Family Membership. This is what we found out.
From the BOD meeting of Jan. 16, 2010: KCBS to provide Lifetime Memberships at the rate of $400 for single memberships or $500 for family membership (Member and significant other or a child under the age of 21 years) ( total of two memberships.) This includes 1 copy of the Bullsheet. KCBS shall amortize and recognize the income of the lifetime membership over a ten years period of equal amounts. The lifetime membership is non-refundable and and not assignable.
If needed, I would like to make a motion that we use the same Team of the Year’s payout as 2013 for 2014.
I would like to look into starting a second tier Team of the Year for 2014 or 2015.
Strategic Planning Committee
The members of this committee are Bill Capstack, Mike Peters, Paul Kirk, Wayne Lohman, Bruce Bubacz, Mark Simmons, and Carolyn Wells.
The role of the committee will be to look at KCBS as a complete entity and be concerned with where we've been to include past initiatives, where we're heading for the near and long term, and to set a direction with the assistance of the BOD to approve and map out how we're going to achieve positive results for the future of KCBS.
I've asked the members of the committee for their thoughts on where we need to be 1, 3, 5 years from now, i.e. membership, CBJ's, CTC's, cook teams, reps, trainers, office staff, permanent home for KCBS, etc. Nothing is sacred. What do we want the organization to look like in the future? How do we get there? What are the points and counterpoints of your ideas? I've also asked them for their input for a Vision Statement that describes why we are doing what we are doing. We intend to keep you informed of our initiatives and ask for the BOD's guidance and approval in the future. Our first formal meeting will be March 30, 2014.
One of the initiatives for our committee for 2014 was the development of a listing that states the purpose of each of our committees. Attached are the results. We appreciate the support and cooperation you've given us to achieve this endeavor.
KCBS BOARD OF DIRECTORS COMMITTEES
BANQUET: Shall be responsible for, but not limited to, the coordinating all banquet initiatives with the Board of Directors (BOD) and Executive Director to ensure successful event planning and execution. Duties include, but not limited to, selecting the venue, developing agenda items to include breakout sessions, meetings, trade show events (if applicable), and all banquet activities. Submits an after action report to the BOD and Executive Director.
*CONTEST REPS: Shall be responsible for, but not limited to, the training and ongoing training of Contest Representatives (Reps) as well as all issues concerning and deficiencies or violations of Contest Representatives, the Rep Manual, and the Reps advisories. (Bylaws)
EDUCATION/COMMUNICATIONS: Shall be responsible for, but not limited to, preserving the KCBS mission by enhancing education and communication initiatives by member outreach to include educational articles in the Bullsheet and KCBS website; developing online educational opportunities for cooks, judges and organizers; explore secondary school opportunities and Kid’s Q; participates with the board, the membership and every other committee to further the teach part of the KCBS mission.
FINANCE: Shall be responsible for, but not limited to, reviewing financials monthly and preparing a financial report to the Board of Directors (BOD) for approval; presents other financial proposals to the BOD as they arise, i.e., oversight, budget, capital expenditures, planning, etc.
INTERNATIONAL: Shall be responsible for, but not limited to, expanding the mission of KCBS to the Out of United States (O.U.S.) scene by increasing the knowledge and skills of competition cooks to successfully compete in KCBS competitions; instructing, training and certifying judges according to KCBS standards; recruiting and training contest organizers; increasing KCBS membership worldwide; and taking the lead in developing and coordinating any and all documents and procedures for the KCBS O.U.S. environment.
*JUDGING (CBJ): Shall be responsible for, but not limited to, the education of new Certified Barbecue Judges (CBJ’s) and continuing education of CBJ’s, as well as issues concerning violations of the rules of judging. (Bylaws)
MARKETING: Shall be responsible for, but not limited to, recommending marketing initiatives to the Board of Directors that expand the influence of KCBS domestically and internationally. Committee shall be responsible for developing strategies to communicate the message and mission of KCBS and generate interest, both targeted and general, in KCBS.
MEMBERSHIP: Shall be responsible for, but not limited to, reviewing dues assessments and making recommendations on member discounts and benefits. Determines what we can do to grow the membership, retain existing members, etc.
*NOMINATING: Shall be responsible for, but not limited to, providing information for an election, concerning nominations for the Board, certifying candidates as eligible, advertising the election process, creating the election process questionnaire, and certifying the results of the election. (Bylaws)
PHILANTHROPY: Shall be responsible for, but not limited to, evaluating all applications for grants, grants-in-aid, and the Gary/Carolyn Wells award, as well as any other approved charitable programs; periodically reviews each program for relevancy to ensure it is in the best interest of the KCBS mission and its members; submits any findings to the KCBS Board of Directors for review and action.
*RULES: Shall be responsible for, but not limited to, reviewing the rules on competition and judging, and make recommendations to the Board each year concerning the rules. (Bylaws)
*SANCTIONING: Shall be responsible for, but not limited to, mentoring and providing information concerning the sanctioning of contest to prospective organizers, make recommendations to the Board regarding the sanctioning of contests, as well as any identifying deficiencies at any sanctioned contest. (Bylaws)
STRATEGIC PLANNING: Shall be responsible for, but not limited to, developing and executing short and long range plans for KCBS. Reviews past initiatives and proposes recommendations for revisions as necessary to ensure KCBS growth and sustainability; addresses other strategic issues that may arise related to all aspects of the KCBS mission.
TECHNOLOGY: Shall be responsible for, but not limited to, providing oversight of the KCBS website, scoring program, and contractors assisting with technology efforts.
(Current As Of: March 8, 2014)
At present, the Education/Communications Committee is Richard Preston (co-chair), Dennis Polson, Michael McDearman, Betsy Masters, Bruce Bubacz, Tana Shupe, Mark Simmons, Carolyn Wells and Candy Weaver (chair). Others have been invited.
Below is an outline of committee duties generated from the February board meeting. Priority items are indicated with an asterisk.
Education/Communication 2014 Directions
*Content -- Need more How To articles!
*Format -- Review
Migration to digital
KCBS.US has been static since 2009 - time for redesign (MMA action)
Greater use of e-blasts to members
Greater continuing education implementation
Bulletin Board -- static not live -- postings reviewed for appropriateness
Divided into sections
Organizer access for organizer tools only if they aren't members
Staff for review of posts prior to posting
Document KCBS early years
Document GAC tour (especially Mike Peters interaction with crowd when
cooking a contest).
Online (part of Bulletin Board Bullsheet efforts):
CBJ continuing education
Explanation of rep advisories and rules
Cooking tips and techniques
Cooking schools (actually sponsored by KCBS?)
Tips to build a better contest
What works -- examples from different events
*Explore secondary school opportunites -- look at what was done in SW Missouri (COPS?)
Assist with education element of marketing efforts (FAM tour)
Increase visibility for Backyard and Kids' Que events
*top priority on 2/15
The committee has not yet held a phone meeting, but one will be scheduled soon.
The following motions are presented for the board consideration:
1) Motion to replace monthly quick notes of board meetings with actual accepted minutes.
2) Motion to remove the printed minutes of the board meetings from the Bullsheet, since minutes are available on kcbs.us.
3) Motion to do a 3 month test of a KCBS members-only bulletin board.
4) Motion to have contests with Backyard and Kids Que events indicated by a searchable code on the web site.
5) Motion to proceed with BBQscores.com judges scorecard, so judges can see how they did in comparison with their fellow judges at events. Contract details to be discussed in closed session.
The Nominating committee consists of Dennis Polson, Chair, Randy Bigler Co-Chair, Carolyn Wells, and Mark Simmons (ex officio).
I would like to discuss the article for the October and November Bullsheet that has been rewritten with changes for the coming 2015 nominations. Please review as written and suggestions of changes for the article.
The members of the 2014 Sanctioning Committee are Wesley Burden, Fred Kilgore, Alan Osmer, Karrin Murphy, Carolyn Wells, Mark Simmons, Carol and Randy Bigler.
Our first meeting will not be until this coming Tuesday so anything that needs reported will be done so next month.
Our committee this year will consist of the following members:
As of this writing we have 16 applications in for the Grants in Aid program with the cut-off date being March 15, and no applications so far for the Charitable Grants program with that cut-off being April first.
At this time I am looking at a rough budget of twenty thousand dollars for the Grants in Aid program, although we won't have a firm idea until after the closing date, In years past the has been a flurry of applications right at the end, so we may well be looking at twenty-five to thirty thousand dollars or more for this program, time will tell.
For the Charitable Grants we can't give even a rough estimate, although going by the past two years I'm expecting another twenty to thirty thousand dollars to be a ballpark figure.
I have been working with Dave Edyburn on setting up a scoring program and having all of the applications, letters of recommendation, essays, etc. put into a Dropbox folder. once this is complete we will open this up to the full Philanthropy Committee and start the evaluation process.
After we get the rough evaluations done we will be involving the Education Committee in our final recommendations to the Board.
The pork rule was discussed and the following Faq was suggested. If approved by the board I would like this sent to all the reps and made available to cooks on our website.
Pork: Pork is defined at Boston Butt, Boston Roast, Picnic and/or Whole Shoulder, weighing a minimum of four (4) pounds at the time of inspection. After trimming, pork shall be cooked whole (bone 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 these.
1. What does 'once cooked' mean ?
Answer: The KCBS board of directors considers the FDA guidelines for safe cooking temperatures the definition of cooked. In the case of pork that is 145 degrees F with a 3 minute rest time. Visit FDA.gov for more info.
2. Can a butt be trimmed down to just the money muscle and still be considered a legal entry.
Answer: No. The rule states that pork must be cooked whole. Trimming means to remove unwanted fat or gristle, anything beyond that is considered parting.
3. Once the pork reaches a temp equal to or above 145 degrees can I remove the money muscle and then return the rest of the butt to the cooker.
Answer: Yes but the money muscle must be held at a proper temperature as defined by the FDA or cooled by FDA guidelines.
Does the board think we need to address the issue of sausage ? My interpretation of the rules would simply be that sausage is not a legal entry.
Motion to make the pork rule FAQ available to the reps and membership.
BBQscores.com Judge’s scorecard, finalization to be voted at the March 2014 meeting.
Review Conflict of Interest statements of board members – Discussion of conflicts stated, review and accept/deny as appropriate
Licensed events: Referred for action to Sanctioning Committee to develop better procedures.
August 2014 meeting date and location.
Other barbeque sanctioning bodies history and review.
Don Harwell: I motion that the Ad Hoc Committee: Member’s Survey and Regional Representation Committee be continued as set forth in 2013 and that it meet on a monthly basis.
Mike Peters: In order to get communication starting on this topic, I would like to make the motion that KCBS subsidizes contests (on a case by case basis) for contest Rep travel costs or sanctioning fees where KCBS does not have local (within 500 miles) representatives.
If KCBS wants to grow in some of the outlying areas, we should take some of the burden off of theorganizers. There are more and more organizations vying for teams and events. This motion comes from requests from organizers in the Pacific Northwest who have options other than KCBS. If KCBS wants to continue to be "Americas Barbeque Experts", we need to proactively and strategically grow our footprint.
Candy Weaver: I move that yearly rule changes (if any) be implemented at the start of the next year's Team of the Year statistics.
Bill Capstack: I make a motion to have a briefing by our technology committee on our KCBScore initiatives to evaluate our ability to provide judge feedback.
Rep issues – approval of new reps, reps in training
Contract issue: BBQscores.com – judges scorecard.