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April BOD Meeting Agenda

April 7, 2014

Kansas City Barbeque Society

Board of Directors’  Meeting Agenda

April 9, 2014

Roll Call: 

 

Board pledge:

                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.

 

President’s Report

Mark Simmons

 

Sanctioning Report

Karrin Murphy:  Automatic Approval

New Contests:

REC’D                    DATES                   NAME                                                                    CITY                                       STATE

3/12/2014              6/20-22/2014        Sun BBQ Fest                                                       Uncasville                             CT

3/12/2014              7/4-5/2014            Sauce and Cycles                                               Falls City                               NE

4/3/2014                                7/18-19/2014        Bucks, Ducks & BBQ                                           Conway                                 AR

3/31/2014              8/15-16/2014        Missouri's North Star BBQ Championship     Kirksville                                                MO

3/24/2014              8/29-30/2014        Low Country Hog Fest                                        Charleston                            SC

3/31/2014              10/3-4/2014          Go Hog Wild Arkansas BBQ Championship  Sheridan                               AR

3/28/2014              10/10-11/2014     Rock'n Ribville                                                      Lawrenceville                       GA

3/27/2014              10/18-19/2014     BBQ Society Cook-Off                                        Hoofddorp Netherlands

Existing Contests:

4/1/2014                                7/4-5/2014            Fin To Fur Red White and Blue                         Thayer                                   MO                                                                          BBQ Blowout

3/10/2014              7/12-13/2014        Pork in the Park                                                   Stamford                               CT

3/21/2014              7/18-19/2014        10th Annual WildBlue BBQ                                               Burlington                             KS

3/24/2014              8/15-16/2014        BBQ and Fly In on the River                              Excelsior Springs                 MO

3/31/2014              8/30-31/2014        Smokin' Brew BBQ                                              Parker                                    CO

4/1/2014                                9/5-6/2014            Smoke on the River                                            Quincy                                   IL

3/7/2014                                9/6-7/2014            Red, White and Que                                            Cresskill                                 NJ

3/21/2014              9/12-13/2014        Bama Brew & Que                                              Tuscaloosa                           AL

3/10/2014              9/27-28/2014        The Best BBQ Chef Competiton                      New London                         CT

3/14/2014              10/3-4/2014          Squealin' on the Square                                    Laurens                                 SC

3/10/2014              10/17-18/2014     Back to Back to the Park BBQ                           Marshalltown                        IA

3/10/2014              10/18-19/2014     Back to Back to the Park BBQ                           Marshalltown                        IA

3/18/2014              10/18-19/2014     Sons of the American Legion Red                   Smithville                              MO                                                                          White & Blue II BBQ Contest

3/10/2014              10/18/2014           I Grill Because I CARE (Competitor's Series) New Hope                             AL

3/17/2014              3/6-7/2015            Smokin In The Square                                       Pensacola                             FL

3/28/2014              5/29-30/2015        BBQ 4 ASTOP                                                      Fond du Lac                         WI

Board Approval Needed:

New Contests

3/19/2014              7/11-12/2014        Johnson County Fair BBQ                                 Warrensburg                        MO  Conflict:  Wellsville, MO - 144 miles

3/18/2014              9/26-27/2014        Burg Fest BBQ Contest                                      Warrensburg                        MO                                          Conflicts:   Blue Springs, MO - 43 miles  Shawnee, KS - 66 miles

                                                                               

Existing Contest:                                                                                                 

3/26/2014              8/29-30/2014        Smoke on the Beach                                          Myrtle Beach                        SC                                          Conflict:   Charleston, SC - 96 miles

Sanctioning Committee Report:

The Sanctioning Committee met on Tuesday April 1, 2014. Committee members in Attendance were Randy and Carol Bigler, Alan Osmer, Karrin Murphy, Carolyn Wells, and Mark Simmons. Our project for this month was to review and update the 2015 Sanctioning Application and Organizer's Guide. You were sent a copy of both documents earlier this week to review. I previously sent a motion to accept those documents. The Sanctioning Committee is currently working on the Backyard Sanctioning Application and an Organizer Guide and getting together other pertinent information for Backyard Sanctioning.

Randy Bigler: I would like to make a motion to accept the updated Organizers Guide and Sanctioning Application.

 

Marketing Report:

MMA Report April 2014

Merchandise

  • Total March Sales: $3, 457
  • 9 – 15% off coupons redeemed from Birthday emails
  • 5 – Cookbooks: $100

 

Web

  • Advertising sold for March: $2,190
  • 978 members have opted in to receive Birthday emails

 

100KCBS Meals Mission

  • Since      registration opened on April 1st –      23 events signed up
  • Registration      will close on April 15th –      Approval of events and total number of pork butts will be confirmed with      each event after registration is closed
  • Eblast      reminder went out on April 7

 

Sam's Tour:

  • 7      Local events complete
  • 1st      Regional in Las Vegas on April 26, which is when our first marketing      efforts begin to boost attendance and activity on site
  • Successful      so far in getting Troy Black on 4 TV programs to tout KCBS and Sam’s
  • Continual      PR/Social Media Updates
  • On-going      coordination and logistics for 2013 Sam’s      Tour

 

PR

  • Social      Media, using KCBS, and GAC Facebook and Twitter pages to promote      KCBS-related events/promotion
  • GAC:      1% increase in Twitter Followers / 2% decrease in FB Likes (the decrease      is due to the tour changing names)
  • KCBS:  4% increase in Twitter Followers / 3%      increase in FB Likes
  • Updated      News section of KCBS website as necessary
  • Bullsheet      Content – Sam’s, GAC, Reser's, BBQ Guru

 

Sponsors

  • 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     

 

Miscellaneous

  • 2014      GAC Schedule update – kicks off on April 18 – High on the Hog Festival in      Winchester, TN 
  • Mike      had meeting with BBQ Scores leadership; will update Board

International logo options shared with International committee (see attached).

International Outreach:

Wayne Lohman:  Attached, are the KCBS International Operations Documents.  This information is too lengthly to go into detail and I'll be happy to answer any of your questions at Wednesday Meeting.  Thank you for taking time to review this information as the International Board of Managers is ready to launch operations outside the States.

 

CBJ Committee Report:

Don Harwell:

The requirements to receive and maintain a CBJ, a TC, and the 100+  are now posted on the web and Bullsheet.

A CBJ committee meeting was held March the 25th, 2014. 

Discussion was held on the following:

•               The CBJ instructors were reminded to reiterate in their class to the CBJ students, that it takes about a week to generate CBJ numbers and a minimum of three weeks for them to receive their badges & certificates.

•               Discussion was held on adding a CBJ number to the judges’ names on the KCBS web to help Reps. The office will look into this, but no request was to be brought to the BOD at this time.

•               Discussion was also held on a developing a way to provide a list to Reps of the team’s membership number. This too will be looked into by the KCBS office.

•               Questions have been asked to instructors as to if the CBJ and Table Captain Class’s Power Points and/or the classes can be copied.  Per KCBS counsel, the following will be added to the first slide of the PowerPoint: “ THIS POWER POINT PRESENTATION AND THIS CLASSARE THE INTELLECTUAL PROPERTY AND COPYRIGHTED MATERIAL OF THE KANSAS CITY BARBEQUE SOCIETY AND MAY NOT BE USED, REPRODUCED OR DISTRIBUTED WITHOUT THE EXPRESS WRITTEN CONSENT OF THE KANSAS CITY BARBEQUE SOCIETY”

•               There has been some question to the CBJ Committee as to what does fraternization mean?

  • I ask that the BOD review two statements which I have provided to the BOD in an email on April the 1st  and decide which best clarifies the word fraternization within KCBS. 
    • 1  Judges may be in the cooking area but not to be in a cook’s site on turn in day until conclusion of judging. This is to prevent a judge from observing a turn in box or any meats being prepared for the contest on turn in day.

OR

  • 2  Judges are not to be in the contest area containing the cook sites on turn in day until conclusion of judging.  This is to prevent a judge from observing a turn in box or any meats being prepared for the contest on turn in day.

The next CBJ Committee meeting is scheduled for April 29th.

 

Rep Committee

Kim Collier:  I would like to make a motion to accept the following Doc as the new Rep in training requirement form.

See attached Doc

Talked about rep issues and they were resolved to the committee satisfaction.

Clarifying the best procedure for processing the Rep in training contest training doc. It will be now turn in by the Rep who is doing the training to the Rep chair and Co-Chair.

 

Technology Committee

Kim Collier:

Posted March recorded meeting to website

Maintenance on office computer and server

Built the Score install disk and started shipping to the reps.

I ask the board to accept this report.

 

Banquet Committee:

Mike Peters: 

The banquet committee has been communicating via emails. Current discussions include:

 Breakout sessions,

 Online seating chart,

 Menu,

 Reviewing 2016 Kansas City hotel options.

 

Membership Report:

Richard Preston:  The Membership Committee met on March 20, 2014.  We discussed that new judges have a hard time finding contests.  We felt that the CBJ Instructors might spend more time in class talking about how to go about signing up for contests.  Another topic was having a standardized judge’s application or having an online signup for contests.

Below are the numbers for March, 2014.

Number of Total Members= 18,914

Number of New Members= 772

Number of Renewed Members=1340

Number of Non-renewals= 990

Number of members who signed up via the website= 244 (29 were families)

Number of New Members from Judging classes= 458

Number of Lifetime Members = 509

Our next meeting will be Apr 17, 2014.

 

Nominating Committee

Dennis Polson:  The Nominating Committee is submitting the article for 2015 elections to be put into the Bullsheet.

I move to accept this article as presented. 

 

Philanthropy Committee

Dave Compton:  We have forty-five applications for Grants in Aid that were submitted by students this year, up from two dozen a couple of years ago and around thirty-five last year.  Our committee is in the process of evaluating these at this time.

We will finish our evaluations and will then ask the Education Committee to review our findings.  We anticipate being ready for final Board approval before our May meeting.

 

Education/Communications Committee

Candy Weaver:  Ralph Williams and Kelly Cain have joined the committee.  A phone conference was held on March 16, 2014

A summary of the meeting:

Attending: Richard Preston, Dennis Polson, Michael McDearman, Betsy Masters, Ralph Williams, Carolyn Wells and Candy Weaver

Agenda:

Judge Scorecard -- What's happening?  Communications via e-mail, so group was informed. No questions.

Kids' Que and Backyard – Dennis and Michael heading this initiative!  How many Kids’ Que events are there? Does the office track? No.  There’s a need for Guidelines for Organizers of Kids’ Que and Backyard events.  Discussion of CATS program.  Dennis to get with Randy Bigler (sanctioning chair) to move forward.  Recruiting kids for events, marketing outdoor cooking to BSA, GSA, Big Brothers, and others.

Richard: “Kids’ Que in a Box” to have everything necessary to put an event on with coupons for grills, charcoal, etc. Sponsors??? Make assisting at a Kids’ Que a Pitmaster requirement? Get with Mike Peters (membership chair) on this.

Bullsheet -- April review in process. Minutes have been dropped for 3 month trial period.  More how to articles! Michael volunteered. Outdoor cooking focus not just smoking.  How to get more folks to go paperless! Announce a date certain that KCBS is going paperless. Give members a chance to opt in (assume additional cost) of receiving a paper copy. Betsy to send link to the interactive (live web links in publication) version of her work publication. Estimated cost is $4 per page for this.

Advertising charges. Currently just one scale for advertisers. Look to change those charges for commercial barbeque companies.  Interactive Bullsheet an incentive for advertisers because each copy is available online for a significant time duration.

Content: Do a Kids’ Corner with simple kid-friendly recipes, kid cook profiles and interviews. Q-Tips with best practices for outdoor cooking.

Other Education/Communications efforts:  Develop online/video information dissemination for various topics.

-------------------

This committee will hold phone meetings every third Tuesday of the month.

 

Strategic Planning Committee

Bill Capstack: 

Our committee met for the first time on March 31, 2014 and all members were present.  The following statistics were discussed:

Membership increased 14% between 2012 and 2013.  The following table shows projections for the next five years based on the 14%:

2012        2013        2014        2015         2016       2017        2018  

15,433    17603     20,067    22,876      26,079    29,730     33,892

Based on these statistics we agreed on a goal of 20,000 members by the end of 2014.  The Membership Committee has agreed to pursue this challenge.

The number of contests increased 5.5% between 2012 and 2013.  The number of teams participating in these contests increased by 8.4%.  The following table shows projections for the next five years based on these statistics:

                                                      2012       2013       2014       2015       2016       2017        2018

Contests                                       414          437         461          486         512         540          570

Teams

Participating                               16,162   17,515    18,986    20,581    22,310    24,184    26,215

Increase in Teams                                     1,353      1,471      1,595      1,729       1,874       2,031                                          Participating

Average number                                                                                                                                                                             of teams participating                                                                                                                                                                       in each contest                             39            40            41            42           44             45             46

We agree that these projections are based on past performance and in some respects are “dreams” of what is possible.  It’s something to consider.  Consider this:  Membership in 2008 was 7,181 and in 2013 it was 17,603.  That’s over a 145% increase in membership during the last 5 years.

Another initiative discussed was the upcoming review of the MMA contract.  A separate motion is on the table for your approval regarding this issue.

Each committee member was asked to bring their top strategic initiatives to the next meeting for discussion and prioritizing.  Our next meeting will be April 14, 2014.

 

Regional Representation Committee

Wayne Lohman:  The Regional Directors Committee was unable to schedule their first meeting in March.  Dates are now being discussed for April.

 

Rules Committee

Scott Shimano, CBJ 66015 / Green Card Q: I am requesting that the Board of Directors consider making an adjustment to the KCBS Contest Rep's Advisory directives concerning the process to deal with potentially undercooked entries.  I have read what I believe to be the most recent revision dated June 13, 2013.  If there have already been changes made to this section, I apologize for the inconvenience.

 My request is that the directive 2.04 for Under Cooked Meat be adjusted to incorporate some of the existing procedures as stipulated in 2.02 Hair on Entry.

 At present, section 2.04 makes specific comments for potentially under cooked chicken, but does not address what should be done in the event that a judge refuses to sample ribs, pork or brisket due to their belief that it is under cooked.

 

Old Business

BBQscores.com   Judge’s scorecard, finalization to be voted at the March 2014 meeting.

Pitmaster

Mike Peters:  Certified BBQ Pitmaster Program (CBP)

 Looking at 2012 and 2013 team participation, using an average, we had 722 teams cook 5+ contests. We had 250 teams cook 4 contests and 381 teams cook 3 contests. We can anticipate that there will be at least the same 722 teams cooking 5+ contests. If we plan for 1/3 of the 250 teams that cooked 4 contests will cook just one more contest and that 1/4 of the 381 teams will cook two more contests, we will have 272 additional teams cooking contests this year. That increases teams for contests and seats for judges.

 722 established teams cooking 5+

 82 teams cooking 1 additional

 95 teams cooking 2 additional

 899 total teams cooking 5+ contests

Considering $12/team sanctioning fees, KCBS should see a $3264 increase (82+95+95)

Teams must cook at least 5 contests,

Head cook must be a CBJ

Team will be recognized in the Bullsheet and receive a CBP pin.  KCBS should establish a CBP Logo which could also be placed on a sticker along with promotions in the Bullsheet and at Cooks Meetings.

Each year a team must re-establish status and will receive an add-on hanger for their pin.

I would like to also see a "Certified Pitmaster" t-shirt design for purchase along with consideration of a "Master Pitmaster" for teams that host judges for their Master status.

 Pin cost is $3 - based upon current pin cost

 899 x $3 = $2697

Other barbeque sanctioning bodies history and review.  Mike Peters: What do we know about the St Louis BBQ Society?  We will be taking the BBQ Tour to one of their events this year and I have been inquiring about their rules and how things are judged. They seem to mirror KCBS other than weighting of categories. I will have more information after we attend their event at the end of May. Have they been looked at concerning infringing on KCBS established processes?

New Business

Bill Capstack:  I move that our Technology Committee explore what KCBS needs to do to get an estimate to use our proprietary information to create a site on our Member's Only page where members may retrieve their historical contest data.

Bill Capstack:  I move that the Strategic Planning and Marketing Committees work together to conduct preliminary discussions concerning the possible renewal of the MMA contract.

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