April Board Meeting MinutesApril 9, 2015
Kansas City Barbeque Society
Board of Directors’ Meeting Minutes
April 8, 2015
Mike Peters, Randy Bigler, Kim Collier, Candy Weaver, Bill Capstack, Dave Compton, Dennis Polson, Mike Hays, Mike Richter, Sandy Fulton. Mark Simmons (absent), Wayne Lohman
KCBS Office: Carolyn Wells, Karrin Murphy
MMA – Mike McCloud
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, excellence in barbeque and the American way of life may be strengthened and preserved forever.
Minutes of March Meeting
Candy Weaver: I move to accept minutes of the March 11th meeting. 2ND LOHMAN. PASSED.
Kim Collier: Please accept the attached report for the March finance report. 2ND CAPSTACK. PASSED
Karrin Murphy: Automatic Approval
REC’D DATES NAME CITY, STATE
Existing Contests 2015 – In house Approval
12/1/2014 10/9-10/15 Downtown BBQ Showdown Hattiesburg, MS
3/2/2015 7/24-25/2015 7th Annual Vista BBQ Classic Vista, CA
3/16/2015 7/31-8/1/2015 I Grill Because I CARE New Hope, AL
3/16/2015 7/31-8/1/2015 Southern Maryland Brew BBQ Festival Leonardtown, MD
3/20/2015 8/21-22/2015 Cape Jaycee BBQ Fest Cape Girardeau, MO
3/20/2015 8/26/2015 Barbeque on the Hill Blue Island, IL
3/16/2015 8/28-29/2015 Wild West BBQ Shoot Out Wendover, NV
3/20/2015 9/12-13/2015 BBQ Off the Bypass Langley, BC Canada
4/2/2015 9/25-26/2015 PorktoberQue Dothan, AL
3/2/2015 10/2-3/2015 Smoke-N-Thunder BBQ Classic Rome, GA
3/16/2015 10/2-3/2015 Squealin' on the Square Laurens, SC
3/16/2015 2/25-27/2016 Shotgun Fred BBQ Showdown Huntsville, TX
3/13/2015 3/18-19/2016 Smokin in the Square Pensacola, FL
New Contests – In House Approval
3/13/2015 5/21-23/2015 Loretta Lynn's Smoke In The Hollar Hurricane Mills, TN
3/13/2015 6/19-20/2015 Stagecoach Days 1st Annual State BBQ
Championship Banning, CA
3/16/2015 6/19-20/2015 YCC - Real Men Can Cook BBQ Comp Odgen, UT
3/30/2015 7/3-4/2015 HutchFest BBQ Cook-Off Hutchinson, KS
3/16/2015 9/11-12/2015 Windy City BBQ Classic Chicago, IL
4/2/2015 9/25-26/2015 What Happens in Vegas…Is Smokin! Las Vegas, NV
3/2/2015 10/3-4/2015 Smoke-N-Thunder BBQ Classic Day 2 Rome, GA
3/23/2015 10/23-24/2015 Best of the Midwest BBQ Cook-Off Union Grove, WI
3/19/2015 11/20-21/2015 Bar-B-Cure Knoxville, TN
Existing Contests 2015
3/12/2015 10/23-24/2015 Fountains Blaze Off & Senior Q Independence, MO
Conflict: Osawatomie, KS – 68 miles. DISCUSSION REGARDING CONTEST GOALS, SUPPORTING EXISTING CONTESTS. BIGLER: MOTION TO APPROVE. 2ND LOHMAN. ROLL CALL VOTE. PASSED 9 AYE, 1 NAY.
9/25-26/2015 Bryant Fall Fest BBQ Challenge Bryant , AR
Conflict: Jonesboro, AR 147-158 miles. Fayetteville, AR is also on the same dates.
DISCUSSION REGARDING JONESBORO AND FAYETTEVILLE. BIGLER MOTION TO APPROVE. 2ND LOHMAN. PASSED.
3/2/2015 9/25-26/2015 Smokin' for a Cure Oak Grove, MO
Conflict: Warrensburg, MO – 40 miles. Neither contest can change dates.
DISCUSSION REGARDING FURTHER TALKS WITH ORGANIZERS. HAYES MOTION TO TABLE PENDING ORGANIZER INPUT. 2ND COLLIER. ROLL CALL VOTE. PASSED, 6 AYE, 4 NAY.
RANDY BIGLER IN Mark Simmons ABSENCE: The Sanctioning committee met via conference call on Wednesday, March 25th. Committee members in attendance were: Mark Simmons (Chair), Randy Bigler (Vice-Chair), Carolyn Wells, Mike Peters, Sandy Fulton, Fred Kilgore, Alan Osmer, Debbie Yopp, and Karrin Murphy.
Dates were set for future meetings, the 4th Wednesday of each month with the exception of November and possibly December.
The primary discussion of the committee revolved around 2015 goals. Several items were discussed and the committee should be able to submit finalized goals by the next meeting.
The committee has no motions or action recommended to the BOD at this time.
Our next meeting will be April 22, 2015.
Mark Simmons, Chairman, Sanctioning Committee
MMA Marketing Report
● Total March Sales: $2,837.55
● 12 - Birthday redemption
● 3 - Cookbooks
• Advertising sold for March: $1,200
• 915 members have opted in to receive Birthday emails
• Completed International micro-site
• Sent Quarterly eblast and Bullsheet eblast
100KCBS Meals Mission
• 114,805 meals donated so far (2 events left for the 2014 goal)
• Continual PR/Social Media Updates
• 7 local events complete
• Continual PR/Social Media Updates
• On-going coordination and logistics for 2015 Sam’s Tour
Great American Cookout Tour
• Logistics and planning for 2015 tour – schedule, assets, sponsor deliverables, etc.
• Tour kicks off at High on the Hog Festival in Winchester, TN on April 17th
• Social Media, using KCBS, and GAC Facebook and Twitter pages to promote KCBS-related events/promotion
• GAC: Twitter Followers (5,088) / FB Likes (24,579)
• KCBS: Twitter Followers (8,391) / FB Likes (33,362)
• Updated news sections of KCBS as needed. News stories included 1. Renton Heats Up with Sam's Club National BBQ Tour, 2. Sam's Club National BBQ Tour Heats up in Tucson, 3. Sam's Club National BBQ Tour Stops in Ft. Worth Bullsheet eBlast, KCBS Quarterly eblast
• Destination America partnership extended for 2015
• Created 2016 Banquet Exhibitor Package for Banquet Committee
MMA WILL COMMUNICATE QUARTERLY WITH THE MARKETING COMMITTEE REGARDING BILLABLE HOURS USED.
BUDGET FOR 2015 MEALS INITATIVE WILL BE DETERMINED AND DISTRIBUTED WEEK OF 4/13 OR 20. ANTICIPATED TO BE THE SAME AS 100KCBS MISSION. WRAPPING UP 100KCBS MISSION AT PRESENT.
Mike Hays: The Marketing Committee is working with the Membership Committee to review and update the current Membership application to make it more market relevant.
We are also reviewing current affinity programs(member discounts, credit card programs, etc.) and exploring the feasibility of additional programs.
One of our goals for 2015 is to generate marketing material that can be added to the Organizers packet, which will give them information to help market their event to potential sponsors.
Additional projects will include a review of the current KCBS Merchandise offering.
Wayne Lohman: REVIEW OF UPCOMING TRIP AND EVENTS SCHEDULED. STARTS IN AMSTERDAM WITH A CONTEST, THEN ON TO AUSTRIA WITH 42 ENROLLED IN CBJ CLASS ALSO A CONTEST. AFTER THAT A CONTEST IN SWITZERLAND, FOLLOWED BY A MEETING IN ROME. 4 REPS IN TRAINING WORKING EVENTS AS WELL. CAPSTACK SAID THERE WAS HIGH PRAISE FOR IO TEAM AT TRUE BUD COOKING CLASS FROM ATTENDEE FROM AMSTERDAM.
CBJ Committee Report:
Randy Bigler: GOOD COMMITTEE MEETING, REPORT NEXT MONTH.
Kim Collier: Following topic was discussed, During the KCBS Banquet this year we would like to recognize Reps who have help pave the way for the current reps. Also like to recognize current Rep, that have been Reps 10,15,20+ years.
Currently working on Rep Manual/advisory
Karrin requested that the Reps DO NOT do the following
Please do not resubmit a contest after Monday. If a team emails or calls you, please pass the information on to me, do not try and correct it on your end. If you resubmit the contest, it will undo everything I’ve done for TOY points.
Also, if you have a Competitor’s Series or a standalone Backyard contest, you must submit the teams. I still need to know who won and how many teams competed.
BIGLER HAS REACHED OUT TO ALL REPS VERIFYING THAT THEIR CONTACT INFORMATION IS VALID AND THEY STAY UP TO DATE WITH CHANGES TO REP PROCEDURES. SOME REPS ARE STILL UNRESPONSIVE.
KCBS Score Committee/Technology Committee
Dennis Polson: The Technology Committee meeting will be April 7th and will not have a report for the April 8th Board meeting unless something of great importance comes up at our committee meeting.
DISCUSSION ON KCBSCORE UPDATES. PROGRAM UPDATE FROM LAST FALL.
DISCUSSION REGARDING REP MANUAL/ADVISORY BEING AVAILABLE TO ALL KCBS MEMBERS. NOTHING TO HIDE. FURTHER TALK REGARDING LINK ON WEB SITE TO REP INFORMATION/FORUM CURRENTLY HANDLED IN A YAHOO GROUP. SOME AREAS WILL BE CONTEST REP ONLY.
I move to accept this committee report.
Members: Sandy Fulton, Chair
Barbara Driscoll, Co-Chair
A possibility of the hotel offering a continental breakfast was discussed. Barbara will check with hotel to see if this could be made available to the attendees. Also the setup of the Hospitality room was discussed. Room is considered a meeting room by the hotel so KCBS cannot bring in alcohol. Arrangements will be made with hotel for the Lifetime Members Reception and the timing.
Essential that we secure a Banquet Sponsor. Tom has a contact at Jim Beam. He will give that information to Mike Peters and he will make the call to see if they are interested.
The suggestion made at February’s Board Meeting to purchase rings for former champions was discussed. The estimated cost would be between $750-$900 from Lo Gold. Raye will make contact with companies that make class rings and report back to committee.
A Champions Contest was discussed. Carolyn will contact eligible teams to see how many are interested in participating.
Committee members will decide what the criteria would be for giving special recognition for judges, reps, past presidents and organizers. Members will submit their thoughts to Sandy and it will be discussed at next month’s meeting.
The possibility of having an 80’s Theme Party on Friday night celebrating KCBS 30th Anniversary was discussed. Raye will get prices on bands and DJ’s and decorations and report back to committee next month.
Carolyn will contact Famous Dave as possible guest speaker.
Barbara will speak with hotel and review all spaces assigned. Will also speak with MMA about exhibitors. Will update group at next meeting. Tom and Raye will be working with Barbara.
A BBQ Crawl was discussed. Raye will gather info and report back to committee.
Chris will handle registration in the hotel Lobby. Volunteers will be needed.
Mike McCloud will be commentator for the Marketing Boot Camp. Sandy will contact Mike to discuss how he would like this session handled.
Sandy will contact Chairpersons for Table Captain Committee, CBJ Committee, Legacy Panel, Rep Committee, and Rules Committee in regard to their meetings that they will be holding.
Mark Simmons will hold a Life Safety Simulator demonstration and will ask him to find someone to handle the Red Cross Class.
Raye will contact a local butcher for the Butcher Class.
Special Edition Clothing and Pin for 30th Anniversary will be discussed with MMA.
Karrin Murphy and Raye will work with Trophy Company. Trophies will be customized for the 30th Anniversary.
Pre-Registration to help with planning was tabled until late summer when another taste tasting can be done.
Deadline for program printing will be early December. Will give a description of all meetings and setups and list of exhibitors. It is imperative that attendees see program before arrival to familiarize them with the content of the whole conference.
This first meeting was rather lengthy because it was the first and we wanted to be sure that this Banquet covers the celebration of KCBS’s 30th Anniversary.
CONCERNS REGARDING LENGTH OF PROGRAM AT BANQUET WITH MULTIPLE RECOGNITION REQUESTS. SUGGESTION THAT RECOGNITION BE A VISUAL RIBBON (I.E., FOUNDER, BOARD MEMBER/OFFICER, 10 YEAR REP, MCBJ, 100+CBJ, ETC.) ON THE NAME BADGES RATHER THAN ACTUAL PART OF AWARDS CEREMONY.
Mike Richter: The Membership Committee is currently electronically reviewing the following items:
* Record of meeting minutes from the 2014 Membership committee.
* KCBS membership application/pamphlet. (The review is to possibly update the pamphlet.)
* Historical team competition numbers.
(The numbers reflect the number of times each team competed. For last year it looks like 298 teams competed 10 or more times; 322 teams competed between 6 and 9 times; 1137 teams competed between 2 and 5; and 1083 teams competed only once. The committee hopes to come up with ideas to encourage teams competing only a few times (1-5) to compete another time or two. The committee would also like to see all of these teams join KCBS and become active members. Several members have mentioned judges are supposed to be KCBS members to judge, why not require cooks to be members? The committee will research and thoroughly discuss before bringing any recommendations to the Board. Obviously, we do not want to lose the teams only cooking one contest.)
Below are the numbers for March, 2015: (provided by Sammye Phelps)
Number of Total Members= 20,326
Number of New Members= 680
Number of Renewed Members=1548
Number of Non-renewals=627
Number of members who signed up via the website= 262 (30 were families)
Number of New Members from Judging classes= 363
Number of Lifetime Members = 737
Number of International Members = 681
Number of Countries represented by KCBS Members = 29
HOW TO TRACK COMPETITION TEAMS WHO ARE NOT MEMBERS, HOW TO RECRUIT THESE TEAMS TO JOIN. HOW DO REPS KNOW CURRENT TEAMS MEMBER NUMBER? ANSWER WAS LOTS OF WAYS.
Mike Richter: During March the Rules Committee responded to questions submitted to KCBS.US and began electronically reviewing the items brought up by the membership attending the Banquet in Denver. Those items were:
1. Possibly adding Green Kale as an approved garnish.
2. Standardization of the 9x9 box - The Rep Committee will also review. (The issues raised were the different styles, inconsistency of the boxes from comp to comp and developing a standard strength as some create a potential risk of breakage.)
3. Addition of the turn in times to the competitor contest application.
4. Rep advisories should be more accessible so cooks may review.
5. One head cook for a team for an entire year -- can't just use head cook number.
6. Foreign object disqualification for size of foil (small vs. large).
Additionally, the committee is reviewing the rules for Backyard Competitions. These contests are currently managed by rules similar to the pros. The committee will submit rules specific to Backyard Competitions for the Board's review and approval in the next couple of months.
The following two additional members were added to the Rules Committee
Mark Cassel - CBJ, PA
Barry Johnson - Cook, TN
The committee now consists of:
Bill Capstack, KS
Vincent Carrocci, AZ
Mark Cassel, PA
Barry Johnson, TN
Mark Simmons, KS
Mike Wozinak, IL
Sandy Fulton: FIRST MEETING TO BE HELD IN JULY 2015.
Candy Weaver: REPORT THAT RESPONSES FROM QUESTIONS TO SON OF SMOKE WERE RECEIVED AND AN ARTICLE WILL BE DRAFTED FOR APRIL BULLSHEET.
Below are the minutes of the 3/17 meeting. Progress has been made on Bullsheet topics. Mike Peters has contacted teams for Team Bio articles. The questions he asked are below the minutes. Propose a new column for the Bullsheet -- Ask KCBS. Any member can submit a question regarding any part of the KCBS event experience and Communications will direct it to the appropriate committee for response if we can't answer it directly. Responses will be previewed by the board for commentary.
No further progress on the Big Project, but it has not been forgotten. Draft full script to be submitted to IO and Rep Committees for comment first.
Interactive Bullsheet statistics: The April issue spiked the day of and the day after the e-blast was received. Unique visits are up! 3/27 there were 1075 visits and 1619 on 3/28. Total visits thru noon on 4/2 are 4,194.
Next Communcations Committee meeting is April 21st. Every board member is invited!
MARCH 17th MEETING MINUTES
Meeting was held at 7 pm Central time. On the call: Ralph Williams, Candy Weaver, Michael McDearman, Karrin Murphy, Carolyn Wells and Mike Peters.
On the agenda is Kids Que corner in the Bullsheet. I ran it for April - May last night. We need more Que Tips and assistance in keeping this up to date for the Bullsheet. Karrin, do you see Kids Q when a sanction is issued? KARRIN SAID NOT UNTIL 2016, BUT SHE WILL GENERATE A SPREADSHEET TO KEEP TRACK OF CONTESTS WITH KIDS QUE EVENTS. 3/20 THIS IS DONE.
We're getting negative comments on the Interactive Bullsheet. I've responded to both of todays e-mails with this:
I'm responding to your Bullsheet comment. Did you know you can double click on any page to enlarge it? Every article has a
reddish link in the title which will bring that article up in its own window. The text can be scaled upwards in that window (as well as translated for our International members). Did you know that every e-mail address is a link to an e-mail window to write that contact? Every link in the Bullsheet is also active and will take you to that web address.
I'm working on putting together a guide to the interactive Bullsheet that will go along with the e-mail announcing it to the membership.
Please give it another try.
I believe that the info in the first paragraph is what needs to be passed on. Any thoughts on this? MICHAEL M: PUT IT IN A BULLET POINT INSTRUCTION BLOCK ON THE NOTIFICATION E-MAIL. 3/20 THIS IS DONE.
Bullsheet needs generic BBQ how-to type articles! Are you or do you know someone who could write one? MIKE P: OFFER COOK TEAM BIO IN EACH ISSUE. HE HAS START FROM TEAM OF THE YEAR QUESTIONS TO TEAMS. CANDY: "ASK THE PITMASTER" COLUMN JUST DISCUSSING BBQ METHODS, ETC.
Right now, the Interactive Bullsheet is built directly from the copy that goes to press for printing. If I read Bluetoad correctly, we could add content to the interactive version that is left out of the paper one. Should we consider adding the board minutes back or month prior contest results? YES, THIS IS ADDED VALUE TO THE ONLINE VERSION. CONTEST RESULTS ESPECIALLY.
At February's meeting, a video/powerpoint type media presentation was discussed for rep training. Something that could be a ready reference to a newbie rep who may not have access to lots of contests. Attached is the start of a script. I'm not very far along. I've built it on my rep in training experiences. DISCUSSION REGARDING DSLR VIDEO AND PHOTO FORMAT. DOING OUR OWN VIDEO SO THAT WE GET EXACTLY WHAT'S WANTED. EDITING SOFTWARE, FINAL CUT PRO FROM APPLE. MENTION OF ORIGINAL KCBS BOOK.
KCBS Bullsheet Questions
Please provide a favorite picture or two of your team for publication.
What is your team name and member names?
Where are you from and how long have you been cooking KCBS contests?
What is your favorite contest to compete in?
What is your favorite thing to grill or smoke at home?
Who are your sponsors?
Why do you cook KCBS contests?
If you could have any superpower, what would it be?
What is your biggest pet peeve?
I cannot guarantee that every question will be used but I would rather have more information than not enough. Thank you so much for your time and support of KCBS!
Have a successful year!
Mike Peters, KCBS President
DISCUSSION OF PROPOSED FIRST QUESTION FOR “ASK KCBS” COLUMN.
Please accept this report.
Strategic Planning Committee
Bill Capstack: Our committee members are Bill Capstack (Chairman), Paul Kirk, Mark Simmons, Dennis Polson, Bruce Bubacz, Joe Otto, Mike Peters (President) and Carolyn Wells (Executive Director)
Our Committee met on March 16th and will meet again on April 6th.
1. Permanent Home for KCBS: Carolyn Wells, Mark Simmons and Bill Capstack interviewed four top commercial real estate firms to interview them to be our representatives to find KCBS a new home. There are separate motions regarding this initiative to be discussed in closed session.
2. Review prior board decisions for their origin, justification and continued relevance: We are currently reviewing these decisions.
3. Finalize the job requirements and transition agreement for the Executive Director: We are currently reviewing documentation.
4. Develop ancillary category standards: We are finalizing the standards for previously approved ancillary categories of steak, sausage, dessert and vegetables.
5. Explore additional ways to expand participation at events, i.e., Collegiate-level competitions: Progress has been made and we are looking forward to sanctioning NLT July 1, 2015.
6. Memorandum of Agreement for the KCBS history: Carolyn Wells is spearheading this initiative.
Philanthropy Committee Report
Dave Compton: No report this month. The application deadline for the Grants in Aid was Friday night and the Charitable Grants is the end of the month. We will have total application numbers and recommendations for our next meeting. 58 APPLICATIONS FOR GRANTS IN AID. A FEW INCOMPLETE APPLICATIONS, WAITING UNTIL END OF WEEK FOR REVIEW.
MOVED TO MMA REPORT.
Candy Weaver: MOTION WITHDRAWN IN LIGHT OF TECHNOLOGY COMMITTEE MEETING ON 4/7. I move that the Technology and Communication Committees work together to produce a Request for Proposal to streamline and redesign kcbs.us. Useage numbers per page will determine whether a current area is retained in new design. If web page statistics are not currently available, a traffic study should be implemented.
The current web site was put in place over 6 years ago. As time has progressed, the web site has been added to but some areas are stagnant and (I suspect) unused. information that should be in a centralized location is not. For example, organizer info should be in one spot, How to Have a Contest, so a potential organizer can immediately see what it takes to put on a contest. We have been moving toward having a login-based contest rep area replacing the Yahoo group. This RFP would not stop this. It is merely house cleaning, changing the frame not the picture, cleaning off the cobwebs.
Candy Weaver: MOTION WITHDRAWN IN LIGHT OF TECHNOLOGY COMMITTEE MEETING ON 4/7. There has been discussion on the Technology Committee regarding needed changes to our scoring software. I move that a request for proposal be developed to get these changes made. Advertising the RFP in the Bullsheet for member responses to same potentially gives KCBS needed work done by member(s). It would in no way prevent current suppliers from submitting a proposal.
After Closed Session:
Kim Collier: I would like to make a motion that the KCBS base Rep pay for a KCBS sanctioned contest be increased $25 per sanctioned contest IMMEDIATELY AT NO COST TO ORGANIZER. HAYS 2ND. PASSED
Kim Collier: I like to make a motion that the following Reps in training be accepted as New KCBS Reps Candy Weaver, AR and Forrest Bruce, KS. BIGLER 2ND. PASSED. WEAVER ABSTAINS.
Bill Capstack: We motion to enter into a Tenant Representation Agreement with DTZ so that we may start the search process to find KCBS a new home. 2ND LOHMAN. PASSED.
Bill Capstack: We also motion to set aside $50,000 for any initial expenses that may occur. Any and all expenditures will be fully accounted for and reports given to the board as monies are used. These funds will not be used for discretionary spending, but for any requirements for permits, inspections, etc. This money would allow us to move forward in an expeditious manner to keep the project on track and minimize the need for special meetings along the way. 2ND BIGLER. PASSED.
COMPTON: MOTION TO ADJOURN. HAYS 2ND. PASSED