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July Board Meeting Agenda

July 7, 2014

Kansas City Barbeque Society

Board of Directors’ Meeting Agenda

July 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 June Meeting

Candy Weaver:  I move to accept minutes of last meeting.

 

Financial Statements

I ask the BOD to accept the June financial report.

I would like to make a motion to the BOD that we allow Am, Century to invest 300K of KCBS money to start to build a financial portfolio.

 

President’s Report

Mark Simmons

 

Sanctioning Report

Karrin Murphy:  Automatic Approval

REC’D                    DATES                   NAME                                                                                    CITY, STATE

Existing Contests 2014– In house Approval

6/13/2014              8/29-30/2014        Blues, View and BBQ                                                         Westport, CT

6/13/2014              9/26-27/2014        Mission Beach Centennial Party                                      San Diego, CA

                                                                And BBQ

6/13/2014              10/10-11/2014     Cullman Oktoberfest BBQ Challenge                             Cullman, AL

6/26/2014              12/12-14/2014     2014 Down Town Throw Down                                        Las Vegas, NV

New Contests 2014 – In house Approval

6/11/2014              8/30-31/2014        TBD                                                                                        East St. Louis, IL

6/11/2014              9/12-13/2014        Coal Cracker Smoke & Stoke BBQ                                  Scranton, PA

                                                                Competition

6/25/2014              9/12-13/2014        Grills Gone Wild BBQ Fest                                                 Greeneville, TN

6/26/2014              9/26-27/2014        Lehigh Valley QueFest                                                       Allentown, PA

7/1/2014                10/3-4/2014          Downtown BBQ Showdown                                              Hattiesburg, MS  

Existing Contests 2015 – In house Approval

6/19/2014               4/10-11/2015       Smoke in the Spring                                                           Osage City, KS

6/19/2014              4/17-18/2015        10th Annual Roberts Ranch Smokin’                              Enid, OK

                                                                 Red Dirt BBQ      

6/27/2014              4/24-25/2015        Smokin’ in the Ville                                                             Edwardsville, KS

7/1/2014                4/24-25/2015        BBQ Boogie & Blues                                                           Calhoun, GA

7/1/2014                5/1-2/2015            Bixby BBQ’N Blues Festival                                              Bixby, OK

6/25/2014              5/8-9/2015            Boss Hog State Championship Cook-Off                      Waynesboro, GA

6/16/2014              5/9-10/2015          Beers, Fries & BBQ II – The Belgian                                Kapermolenpark, Bel

                                                                 Championship Low & Slow BBQ


Sanctioning Committee Report

Randy Bigler:    I would like to report on the the organizer's feedback.

Also would like to discuss an organizers request for full sanctioning and not competitors series.  


Marketing Report:

MMA Marketing Report

July 2014

Merchandise

●              Total June Sales: $3,638

●              56 - Birthday redemption YTD

●              33 – Cookbooks YTD

Web

•               Advertising sold for June: $1,540

●              500 members have opted in to receive Birthday emails YTD

100KCBS Meals Mission

•               15 out of 55 events completed

•               20,077 meals donated so far (20% of completion within 64 days)

•               Continual PR/Social Media Updates

Sam's Tour:

•               17 Local events complete

•               Continual PR/Social Media Updates - Picked up by 36 media outlets that has so far reached 12,198,567 impressions since launch

•               On-going coordination and logistics for 2014 Sam's Tour

Great American Cookout Tour

•               10 festivals and 19 retail stops completed

•               Continual PR/Social Media Updates

•               On-going coordination and logistics for GAC

Reser’s America’s Best Potato Salad Challenge

•               4 out of the 5 competitions completed

•               Next stop August 8th Ribs, Pigs & Watermelons in Huntington State Beach, CA

•               Online competition is open for recipe submissions until July 16 - http://resers.com/potatosaladcontest

BBQ Guru Challenge

•               5 out of the 10 competitions completed

•               Next stop August 8th Ribs, Pigs & Watermelons in Huntington State Beach, CA

PR

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

•               GAC: 3% increase in Twitter Followers / 2% increase in FB Likes

•               KCBS:  5% increase in Twitter Followers / 7% increase in FB Likes

•               Updated News section of KCBS website as necessary (MCormick Grill Mates KCBS Match Up announcement)

•               Bullsheet Content – Sam’s, GAC, Reser's, BBQ Guru

Miscellaneous

•               Restaurant Finder feature is complete and will go live on July 15. Eblast about the feature will be sent to all members on July 16

•               Online Judges Registration and BBQ Score features are set to be complete in mid-August

•               Completed the 2014 Pit Maker/Smoker survey – Full overview report will be issued to the board in July and a public version released in August

 

International Outreach: 

Wayne Lohman:  Our second European trip did not require the entire KCBS International Team since we were repping only one contest in Italy and teaching a small CBJ class of 11 students.  Thus, only Maria & Wayne  Lohman took the trek to Italy and Poland.

The Lohmans left Memphis and flew to Rome on Tuesday, June 3.  We arrived in Rome on Wednesday morning and caught a train to Perugia, a two and half hour trip.  We were met at the train station by Simona Manuali, part of the event organizational staff, who was to be our escort, tour guide and chauffeur for the entire stay in Perugia.  As soon as we stepped out of the train station we came face to face with a huge banner across a major avenue advertising the Piacere Barbecue.  This event ran from June 6-15 and the KCBS name and logo was prominently displayed on the banner with the major sponsor, Weber Grills.  Piacere Barbecue is a food festival centered on cooking on the grill with an expected attendance of 80,000 over the 10 day period.

The event organizer, 16.20 Sedicieventi, partnered with BBQ4ALL Team to run not only the grilling demonstrations but the first sanctioned KCBS contest in Italy.  The location for Piacere Barbecue Festival was Percorso, a large park that serves as a gathering place for young families and those who enjoy being outdoors with sponsored activities.

The BBQ Park was divided into 3 food areas:

A.         Gastronomic:  The public could shop for fresh meats, fish, breads, and vegetables which they could prepare on grills provided by the festival at no cost.  Over 6,000 people used these facilities to grill their food purchases.

B.         8 National and Local Restaurant Locations:  Over 23,000 purchased tickets from participating restaurants who grilled their particular menus.

C.         VIP Grill:  Over 1100 people were served by the BBQ4All Staff who grilled specialty dishes.   

Maria and I had the pleasure of being served a local beef specialty, Chianina Steak, similar to Kobe raised beef.  A 500 gram steak is more than any one person should try to eat in one sitting.  Yes, this is sometimes very hard work!

The KCBS contest site was perfectly set up with tents, water and electricity provided by the organizer.  Meat inspection revealed a different cut for the pork shoulder which included the pork collar.  Fortunately, that team had another shoulder which met the KCBS pork entry definition for that category.

The contest was flawless for the 8 teams competing.  There wasn’t  any late turn-ins, no DQ’s or wrong entries in the first Italian Sanctioned KCBS Contest.  The Pit Club BBQ Team took home the Grand Championship Trophy along with Barbecue Companion who came in a close second as Reserve Champion.  The KCBS Team congratulates BBQ4All, 16.20 Sedicieventi and Consultravel for an excellent contest.

We also conducted an impromptu CBJ class for 11 students, which put KCBS to over 600 International members.  The Italian sanctioned contest had 100% certified judges for the event.

The  Lohmans left Perugia on Monday with a layover in Rome before traveling on to Gdansk, Poland for the 2014 WBQA European Barbecue Championship.  This contest was located on a 400 acre designation resort known as Dolina Charlotty, just a few miles from the Baltic Sea.  We would like to give a special thanks to Grzegorz Kazubski and the Polish BBQ Association for the invitation to this exciting contest in which 24 teams from 11 different countries competed.

Meat entries were very similar to KCBS with the 4 required meats plus “Homeland Cooking”, fish and dessert.  Side dishes accompany each of the four main entries.  WBQA no longer requires on site judging and they now require 6 judges per table, instead of 4.  We were surprised to learn that they used ipad tablets for scoring and the final results were known 30 minutes after the contest was concluded.  A Contest Rep’s dream come true.

This contest was well organized and we especially enjoyed the BBQ Parade in the seaside village of Usted on Thursday evening.  The Dolina Charlotty Resort had a United States Flag for us to carry in the parade with the rest of the BBQ Teams, which we very much appreciated.  The BBQ event was well attended with and estimated audience of 3,000, which tripled for the evening stage performance of well known singers for the whole weekend.  Unfortunately for us, Bob Dylan was on stage the weekend after we left.

We also had the opportunity to meet and visit with Patrick O’Sullivan from Ireland, the new President of WBQA (World Barbeque Association), and the vice-president from Germany, Robert Meyer.  We briefly discussed the possible opportunities for the two societies to work with each other in Europe.   Patrick’s team, Wild Geese will compete this year at The Jack, which will give us time to further discuss how we can best complement each other.

The KCBS International Team ‘s next European trip is scheduled for early September.  We are scheduled to visit Heinsberg for a 2-day judging/cooking class, then rep two contests, one in Belgium and the other in Germany.

 

CBJ Committee Report:

Don Harwell:  June was a busy month for KCBS classes with four Certified Table Captains’ and eleven Certified Barbeque Judges’ classes taking place last month.

No CBJ Committee meeting was held in June.

The next CBJ committee meeting is scheduled for July the 29th, 2014.

With the change of student fees and cook payments vote in by the Board of Director last month, the Organizers Guide for KCBS Classes has been edited and is ready for publication.   New invoices have been created for instructor to use for both Certified Barbeque Judge classes and Certified Table Captain classes.

 

Rep Committee

Kim Collier:  I would like to make a motion to have the following verbiage change to make it more clarified

3.28 Judges dismissal. 

Questions: When is it acceptable for a judge to clear their judging plate or leave the judging table? Opinion:   For every category, a judge may not leave the table or clear their judging plates until the table captain has returned from turning in the score cards to the Contest Rep and has confirmed that Contest Rep has no questions or concerns. The table captain or Rep will instruct the table they may clear their plates.  It is critical that the judge is readily available and the entries are visible if the contest Rep has any questions. April 10, 2013

I would like to make a motion that the word Vaping and smokeless tobacco be added to the no smoking rule on the Judges script.

So it would now read:  Smoking or Vaping, or any smokeless tobacco is not allowed in the judging area at any time.

I would like to make a motion that Rep committee develops an Emergency Response Rep team, Utilizing Current KCBS Reps, Cooks and Master Judges.  This group of volunteers will be willing and able to step in and help out a KCBS Rep in the case of emergency response if something happen to another KCBS rep during an event. (Time, number changing, overseeing the judging area are just some of the area they would step in and help).

We would have a KCBS- Emergency Response Rep team in each region

New cook Pamphlet with correction to verbiage

 

KCBS Score Committee/Technology Committee

Kim Collier:  KCBScore 12.4 haved been made and sent out.

CBJ Test Question was change to the correct answers

 The following Countries have been added to the team information page

Australia, Antigua, Brazil, Canada, Czech Republic, Denmark, France, Italy, Japan, Kazakhstan, New Zealand, Norway, Sweden, Taiwan, Ukraine

I would like to make the motion that the final final tie breaker for Grand, Reserve Grand, Third, Fourth place Overall  winner will be broke by the team with highest score of any one categories. If still a tie, then highest scores of two categories, if still a tie then the highest of three categories, if still a tie then fourth categories, if still a tie then the computer coin fill is used.

Discussion of BBQscores.com contract in closed session.

 

Banquet Committee:

Mike Peters:  I would like to make the motion to approve the banquet location for the January 2016 30th Anniversary Banquet be held at the Intercontinental Kansas City at The Plaza.

Once approved, Carolyn and the committee will proceed with the banquet contract.

The following is the report provided by Raye:

2016 KCBS Annual Meeting & Banquet

Debra Renken of HelmsBriscoe contacted 10 hotels in the Kansas City area to host the 2016 KCBS Annual Meeting & Banquet.  Six responded with proposals which are attached.  Carolyn Wells, Raye Keyes, and Bill Capstack met and narrowed the list to three based on our knowledge of the hotels and the geography surrounding the facilities.  The hotels visited were the InterContinental Kansas City at The Plaza, Sheraton Kansas City Hotel at Crown Center, and the Sheraton Overland Park Hotel at the Convention Center.  We used the following criteria to evaluate each location:

•Food & Beverage Minimums

•Adequate meeting/exhibit space

•Hotel accessibility

•Amenities, i.e., complimentary parking, Wi-Fi in meeting and sleeping rooms

•Friendly staff

•Overall appearance

•Proximity to shopping, food, entertainment

•Menu options/tasting results

•Best practices for preparing meals and ensuring expedient delivery

After our evaluation of the three sites visited and discussing the pros and cons of each we recommend the selection of the 4-Star rated InterContinental Kansas City at The Plaza for the following reasons:

•Food & Beverage Minimums:  $14,000 with meeting room rental waived

•Adequate meeting/exhibit space.

•Hotel accessibility.

•Amenities:  Complimentary parking, free Wi-Fi in meeting & sleeping rooms

•Outstanding staff

•Beautiful facility located directly across the street from The Plaza which is a mecca for shopping, dining, and evening entertainment

•Food: diverse menu; ability to adapt to special requests, i.e., allergens, vegetarian, etc.  The chef assured us of hot delivery of the meals.

 

Membership Report:

Richard Preston: Below are the numbers for June, 2014. 

Number of Total Members= 19,318

Number of New Members= 591

Number of Renewed Members=1137

Number of Non-renewals= 657

Number of members who signed up via the website= 276 (31 were families)

Number of New Members from Judging  classes= 287

Number of Lifetime Members = 563

Number of International Members = 587

Number of Countries represented by KCBS Members = 24 (we recently acquired a new Member in Kazakhstan and one in Mexico.  We have had Members in Mexico before but their Memberships have expired)

KCBS Pitmasters Program Update

The membership committee is waiting on the KCBS Pitmaster trademark from the office.  We will bring this to the board when we get this information   

 

Nominating Committee

Dennis Polson:  The article for the 2015 Nominations is in the July Bullsheet and will be in the August, September, and October Bullsheet

I move to approve this report.

Education/Communications Committee

Candy Weaver:  Committee met on June 17, 2014.  Attending:  Richard Preston, Dennis Polson, Betsy Masters, Mark Simmons, Carolyn Wells, Candy Weaver.

Electronic Bullsheet -- Sybilla finalized account with BlueToad to complete conversion of PDF to interactive version.  Link to be shared when completed.

Discussed availability of issue and impact on advertisers.  Mary had voiced concerns that this would diminish advertiser revenue.  Betsy discussed what her employer does.  Only one issue available at a time.  Perhaps KCBS should retain regular PDF files as archive.

Security issues with login at Bluetoad or link from member section of KCBS.us.

Other Bullsheet:  Kids' Que -- updated  contest list through August events

Kid Que-r interview done and in next Bullsheet.  Format to be added to Kids' Que section of Yahoo Organizers group.

Kids' Q in Box -- status -- Richard is at a standstill on this. 

Yahoo Organizers' Group -- Ask Karrin to begin inviting organizers to get their input in what helps them.

Web Site -- out dated material.  Challenge to Committee to examine kcbs.us for outdated materials, copy exact and full address so that corrections can be done.

Next meeting is July 15, 2014

Made the July Bullsheet interactive through BlueToad.  Announced it through the KCBS News section on July 1, which was the peak day for views at 989 visits.  Through July 3rd, the total number of views for this issue is 1,288.  There were 2 member comments, both relating to difficulty reading smaller fonts.  Unknown if this has generated any members switching to digital subscription.

We are at the end of the trial period for leaving the meeting minutes out of the Bullsheet.  I do not believe there have been any member comments regarding its absence.  I move that the minutes of the KCBS Board meetings be officially placed in the KCBS News of kcbs.us for purpose of member notification.

Strategic Planning Committee

Bill Capstack: 

Our committee met on June 23, 2014

  • Our current objectives include:

◦               KCBS Foundation 501(c)(3)

◦               Executive Director Succession Planning

◦               Expanding the Diversity of KCBS Events

  • KCBS Foundation 501(c)(3) Status:

◦               Preparations are being made to submit the application to the IRS for approval

  • Executive Director Succession Planning:

◦               On-going discussions with emphasis towards examining the job requirements and compensation package to be presented to the board in the near future

  • Expanding the Diversity of KCBS Events:

◦               On-going discussions

 

Regional Representation Committee

No report.

Rules Committee

Active discussion held this past month on scoring entries with illegal garnish.  Discussion of overall tied scores for grand champion and how to break a tie.  

Dave Compton: We are starting to see ties for Overall at some of our contests.  The common perception is that the tie goes right to a computer-generated coin flip.  No matter what method we decide to use to break these ties, we need to let the cooking teams know the official process on how a tie is broken.  I feel that we should make every available effort to let all contestants know that it is more than just the flip of a coin.  Here are a couple of ideas that could remedy this problem:

I move that one of the following be adopted as the official process for breaking a tie for Overall finishes at a KCBS contest:

A);  If an overall tie is achieved then the total of all four low scores that were tossed out are added together.  The team with the higher total wins the tie.  If there is still a tie at that point then it is the team that has the highest individual meat score. 

OR

B);  All ties for Overall standings shall be decided by the following steps in descending order until the tie is broken:

       Total taste scores from the top five judges,

       Total tenderness scores from the top five judges,

       Total appearance scores from the top five judges,

       Total taste scores from all six judges,

       Total tenderness scores from all six judges,

       Total appearance scores from all six judges,

       Highest individual meat score.

 

Old Business

Candy Weaver:  I move that a judge's contest report detailing their average scores per category, their table's average category scores along with the average scores for the contest be developed and made available on the web site for the judge to download, if desired.   6/11/2014 - TABLED PENDING WHAT TECHNOLOGY COMES BACK WITH ON CURRENTLY APPROVED PROPOSALS.

New Business

 

Closed Session:

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