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September Board Meeting Agenda

September 7, 2015

Kansas City Barbeque Society

Board of Directors’ Meeting Agenda

September 9, 2015

 

Roll Call: 

Mike Peters, Randy Bigler, Kim Collier, Candy Weaver, Bill Capstack, Dennis Polson, Mike Hays, Mike Richter, Sandy Fulton. Mark Simmons, Wayne Lohman, Dave Compton

KCBS Office:  Carolyn Wells, Karrin Murphy

MMA – Mike McCloud

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, excellence in barbeque and the American way of life may be strengthened and preserved forever.

Minutes of August Meeting

Candy Weaver:  I move to accept minutes of the August meeting.

Financial Statements

Kim Collier:   Please accept the attached report for August financials.   

President’s Report

Mike Peters: 

Sanctioning Report

Emily Dupont:  Automatic Approval  

 

REC’D                    DATES                   NAME                                                                                    CITY, STATE

 

New Contests – In House Approval

 

 

 8/18/2015               10/14/2015              Holmes Drywall BBQ Cookoff 2015

(BACKYARD-INVITATIONAL)                                                               Kansas City, MO

8/10/2015                                11/7/2015                                Flags are Flyin                                                                      Winder, GA

8/14/2015                                11/14/2015              Indio California State BBQ Championship                         Indio, CA

 

Existing Contests – In House Approval

 

8/24/2015                                12/12/2015              2015 Downtown Barbecue Throwdown                                              Las Vegas, NV

8/27/2015                                12/12/2015              King of the Smoker Invitational                                           La Quinta, CA

8/31/2015                                4/23/2016                                Rock n' Ribs BBQ Festival                                                   Springfield, MO

8/31/2015                                4/30/2015                                The G-Town Smokin' Showdown                                       Garnett, KS

8/6/2015                  4/30/2016                                Masters in May                                                                      Appleton, WI

8/6/2015                  5/1/2016                  Masters in May- The Classic                                                                Appleton, WI

8/24/2015                                5/15/2015                                Tony Stone Low & Slow BBQ Competition                         Hoofddorp, Netherlands

8/14/2015                                5/21/2016                                BBQ 4 ASTOP                                                                        Fond du Lac, WI

8/19/2015                                6/4/2016                  Vuur en Vlees (Fire and Meat)                                                         Deurne, Netherlands

8/18/2015                                6/4/2016                  Kelley Wilson Memorial BBQ Competition (KWBBQ)        Kansas City, MO

8/18/2015                                6/11/2016                                Marietta River City BBQ                                                        Marietta, OH

8/10/2015                                6/25/2016                                Leadville BBQ and Brew Festival                                         Leadville, CO

8/25/2015                                7/1/2016                  Back to Mayberry                                                                   Whiting ,                IA

8/25/2015                                7/8/2016                  SC Festival of Discovery                                                      Greenwood, SC

8/20/2015                                8/7/2015                  Fatboys Classic-Canadian BBQ Championships                         Ottawa, ON

8/31/2015                                8/27/2015                                9th Annual Big Island BBQ                                                   Albert Lea, MN

8/24/2015                                10/1/2016                                Que & Cruz                                                                             Louisa, VA

 

 

New Contests - Board Approval

 

8/11/2015                                3/5/2016                  Gwinnett BBW & Music Festival                                          Lawrenceville, GA

                                                Conflict:  Auburn, AL – 145 miles.  Auburn was in May for 2015

 

8/25/2015                                7/2/2016                  Made in NY Festival BBQ Cookoff                                      Sackets Harbor, NY

                                                Conflict:  Lake Placid, NY -- 138 miles.  This contest has been 1st Saturday of July since 2006.

 

 

Board Approval – Existing Contests

                                                                                                                                                                                                               

6/25/2015              6/17-6/19/2016        Rock'n Ribfest NH State BBQ Championship                           Merrimack, NH

                                                Conflict:  Waiting until Dec. 1st to see if Old Orchard Beach, ME signs up for this weekend.

 

 

Sanctioning Report:

Mark Simmons:   The Sanctioning Committee met on Wednesday, August 26, 2015 at 7:00 p.m. by conference call. Attending were the following: Carolyn Wells (Executive Director), Mark Simmons (Chairman), Randy Bigler (Vice-Chair), Fred Kilgore (Alabama), Sandy Fulton (Board Member, Maryland), Debbie Yopp (California).

Our next scheduled meeting will be Wednesday, September 23, 2015.

We currently have two contests signed up to use the judging program. 

If an organizer wants to use the scoring program, they are encouraged to call Emily in the KCBS office.

Karrin will put something in the next month’s Bullsheet to notify all the organizers how to use the judging sign up program as a valued added service.

There is a 90 minute organizer roundtable scheduled for the Annual Meeting

MMA Marketing Report

September 2015

Merchandise

●              Total August Sales: $2,565 (US)

●              11 - Birthday redemption

●              1 - Cookbooks

 

 

Web

•               Total Page Views for August: 48,582

•               Total Unique Users for August: 466,901

•               Time per Visit: 4:37

•               Advertising sold for August: $550

•               Traeger Royal Battle Live

•               Ongoing prohibition of printable content: CBJ manual

•               2016 Banquet Save the Date and Registration live this month

•               International page – “Breaking News” section in progress

 

 

250KCBS Meals Mission

•               Current Total – 21,725 Meals Served

•               Current Number of Events that have signed up: 47 (LY: 33)

•               Continual PR/Social Media Updates

•               Eblast to be released week of 9/21 to promote participation

 

 

Sam's Tour:

•               26 local events complete

•               2 regional events complete

•               Continual PR/Social Media Updates

•               On-going coordination and logistics for 2015 Sam’s Tour

•               Sam’s Tour monthly eblast

 

 

Great American Cookout Tour

•               13 KCBS events complete to-date, 2 in August

•               26 Retail Stops complete, 5 in August

•               On-going coordination and logistics for 2015 GAC Tour

 

 

PR

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

o              GAC: Twitter Followers (5,572) / FB Likes (24,460)

o              GAC: August FB & TW impressions — 82,980

o              KCBS: Twitter Followers (9,484) / FB Likes (37,652)

o              KCBS: August FB & TW impressions — 448,195

o              Updated news section of KCBS as necessary with Sam’s Club Tour recaps,

o              Volunteer sign-up for KCBS Banquet

o              Master CBJ Registration for Sam’s Championship

o              Draw for The Jack post to Facebook

o              Sent Email version of Bullsheet on Aug. 1

o              Sent 250KCBS Meals Mission Eblast to Competition Coordinators

 

 

 

Miscellaneous

•               KCBS Brand Policing

•               Sam’s Tailgate Program Support

•               30th Anniversary Logo under review

 

Marketing Report:

Mike Hays:  The Marketing Committee met via teleconference September 2nd.  We confirmed that the rules and judging criteria for ancillary categories is now in place on the KCBS website behind the Organizers login page.  An e-blast will be sent out to organizers next week to inform them of the new information and to encourage them to consider adding ancillary categories to their contests.

We also reviewed 2 proposals from companies for member benefits.  After our discussion, we are requesting additional information on both proposals and are targeting the October Board meeting for presenting these proposals to the Board.  We are also awaiting information from a fulfillment company on the possible creation of a welcome kit for new KCBS members.  We have discussed content and are looking for information on costs and logistics of how the fullfillment would take place.

I ask the Board to accept this report.

International

Wayne Lohman:  The IOTeam  August trip took the Lohmans to Gothenburg, Sweden for a CBJ class and contest known as “Smoke in the North”.  Thomas and Jenny Frohlich have organized a model contest that is a KCBS rep’s dream.  We arrived on site Wednesday evening , just in time to prepare for a CBJ class that had 34 new judges from 6 countries.  The following day 34 teams parked in the contest site for a weekend of fun and competition cooking which can only be described as a “wonderful KCBS contest”.  Miss Piggy’s UK walked away with a stunning Grand Championship score of 704.5944.  The whole Fröhlich family, their friends, and volunteers have a lot to be proud of with this contest. 

Monday morning the Lohmans left Gothenburg and traveled to Grebbestad, Sweden to meet with the President of the Swedish Oyster Academy.  The town’s history dates back to the 1500 and is the seaside village of 1800 inhabitants.  In the summer the village population grows 700% and sponsors the Nordic Championship Oyster Opening Contest.  KCBS discussed the possibility of sanctioning an Oyster and Crawfish contest in 2016 with Thomas and Jenny Fröhlich as organizers….more details to come. * We received confirmation today, on August 26, the Swedish Oyster Board voted to sanction an Oyster and Crawfish Contest in early 2016 with Thomas and Jenny Fröhlich as organizers.

Our trip ended in Oslo, Norway for our first KCBS BBQ Event.  Dag Odengaard and his  partner, Christian Berge sponsored a perfect CBJ class with 41 CBJ attendees from 8 countries.  Dag is the first and only BBQ Distributor in Norway while his wife Angela owns the only BBQ restaurant in the country.  We had 36 students in the CBJ class who trained in one of the most impressive BBQ settings that we have been privileged to teach in.  Dag and Christian are already working on our first Norwegian contest in August, 2016.     

The  IOTeam leaves for London for the  Grill Stock BBQ Contest in early September.  Two CBJ classes have been schedule with another contest to follow the next weekend in Prague, Czech Republic.  Information on this trip will be reported in October.       

CBJ Committee Report:

Randy Bigler:  The CBJ Committee met on Tuesday Aug 25, 2015. Discussion was held on how we could track our members when they work as volunteers or table captains. We decided we would wait until we start using the tracking system we have on judges to see what information we get from that report. Discussion was also held on requiring people to become a CBJ before becoming a CTC. This discussion didn't go any further on changing rules to require this because we do not want to discourage folks from becoming members and wanting to get into our great hobby. The new Continuing Education Review questions are now online and the updated MCBJ questions are also now available to the people going for their MCBJ.

Thank You

Rep Committee

Kim Collier:   I would like to make a motion to accept 2 new KCBS Rep

I would like to make a motion to accept a new Rep in training.

KCBS Score Committee/Technology Committee

Dennis Polson:   Meeting held 9-1-15

Scott and Steve Ginstead gave a update on Score 12.05.02 in testing.

Candy Weaver used at contest this past weekend and no problems.

The new program will be sent to Reps.

Discussion on a Team changing their team name but keeping the head Cook number as to the history of the old Team name.  This is a MMA issue to handle.

Discussion on if Score can make a mistake on listing the same table more than once in categories.  The answer is no.

Each committee member is making a wish list of future improvements for Score and the KCBS website.  At our next meeting we will refine the list and turn it over to Marketing.

The Office staff has already give the Committee their wish list.  I fell the Office staff should be at the forefront in Tech. needs. 

Banquet Committee:

Sandy Fulton:  Minutes for Banquet Meeting August 25, 2015

Attendees:  Sandy Fulton, Barbara Driscoll, Carolyn Wells, Mike Peters, Chris Peters and  Raye Keyes

1.  Banquet Sponsor

•               Mike McCloud reports that sponsorships are still at the $10,000 level but that after October he will be able to secure more sponsorships.

2.  Recognition for Former Champions:

Karrin is working on the slide show presentation for the former champions.

3.  Silent Auction/Door Prizes

•               Chris Peters’ continues to secure items from vendors for the Silent Auction and Door Prizes a for the goody bags for the attendees.  Some of the cooks have said they would donate a spot in one of their classes but they would like the proceeds to go to a charity.  Mike has sent out a certificate for class auctions for suggestions/approval.

•               This recommendation was discussed at the July board of Directors meeting and the Board agreed that the revenue generated from the cook classes would be routed through the Tax Foundation to Operation BBQ Relief and Cookers Care.

4.  Trophies

•               Sandy will follow up with Candy to see if a final mock up of the trophies has been approved.

5.  Special Edition Pin for 30th Anniversary

•               Currently in house staff at KCBS is working on design for 30th Anniversary Pin.  Plans are for committee to have designs to review by next month.

6.  Registration/Activities/Tours

•               Pre registration for the sessions and events will be online along with Awards Banquet. 

•               Committee will determine if there will be any fees for any activities, as well as list the fee for the BBQ Crawl on the Online Registration Form.

•               Raye is working with Stephanie from MMA on the online registration.

•               Life Simulator Trailer sign up will be on site at registration.  It will not be online.

7.  BBQ Crawl

•               The BBQ Crawl will be scheduled for Friday from 11-3.  No Saturday BBQ Crawl will be offered.  Sign up for this will be on line.

8.  Key Note Speaker

Carolyn is working on securing Dave Anderson as our keynote speaker. Tentatively scheduling him for 9 AM on Friday but Carolyn will confirm the best time for him.  It will be a motivational speech to kick off a great 30th Anniversary Conference

9.  Overall Conference Program

•               Barbara has layered in sessions for Friday and Saturday, based on last year’s programs.  A preliminary agenda has been sent to the committee.  Barbara will make changes as presented by Raye and will distribute a revised agenda within the next few days.  The Committee will work together to determine the final program for publication. 

•               Also a Timeline for the banquet has been created and will be updated and sent to committee.

•               Sandy will contact each moderator for a Brief description of their sessions to be submitted to Raye no later than Sept 8th for publication in the October Bullsheet.  Deadline for submissions to the Bullsheet is September 11th.

•               Final Timeline and Schedule to be shared with Mike Peters and Carolyn before publishing in Bullsheet.

10.  Trade Show/Exhibiors

•               MMA will only handle the Corporate Sponsorship Vendors (if they want to participate in the Trade Show.  i.e. McCormick, Yeti, Cambro) and will not be handling securing any other exhibitors as we were first informed. 

•               Raye has currently secured two exhibitors.  Space is 10x10 for the cost of $500.  She is continuing to work on securing exhibitors.   Barbara will work on logistics for set up/space requirements/tear down with exhibitors.

•               Life Safety Simulator Trailer will be set up in an approved area of the hotel, offering 20 minute walk trough’s during the conference.  The times will be Friday 1-4PM, at 30 minute intervals, with sign up for this on site at registration.  8-10 people per walk through.  Saturday hours TBA

11.  80’s Groove & Schmooze Party/Lifetime Member Reception 

•               Cash Bar will be provided with two drink tickets provided for Lifetime Members

•               Lifetime Members will receive Commemorative Wine Glasses at special table at the event.  KCBS Office will order. 

•               DJ $450.

•               Photographer  and photo booth $550 for Friday 8-11PM     Saturday 6 – 10PM for Banquet is $125 per hour

•               Decorations - $600

•               Cakes will be provided by the hotel with the approximate cost as follows:

The Sheet Cakes will feed 30 people each and cost $45.00/cake with a simple decoration. For the party of 300, you would need 10 cakes, totaling $450.00 minus 10% discount, plus tax & 23% service charge

•               No Charge to Reception for Lifetime Members

•               No charge for anyone who is registered for Banquet

•               Approximate cost of Party will be in the $2,000 range.  For those not attending banquet the committee needs to decide on a ticket cost.

12.  Sessions

At each session a Board of Directors member will introduce the moderator.  After the introduction the Board Member will go to the back of the room to ensure moderator stays on allotted time.  A schedule for this will be developed, and the board members will be advised in advance so they can prepare an introduction.

Events:

John Marcos Film                                                                Thursday Evening

BBQ Crawl                                                            Friday Afternoon

Groove & Schmooze Party                                                Friday Evening

Life Safety Simulator                                          Friday 1-4 PM (half hour intervals)

Awards Banquet                                                  Saturday Evening

 

Sessions:

 

Marketing Boot Camp                                        1 hour

Business of BBQ                                                 1 hour

Table Captain Class                                           2 hours

Legacy/Philanthropy                                           1 ½ hours

Rep Meeting                                                         2 hours

Butcher Class / Mike McGonigle                      1 hr.

Rules Committee                                                                2 hrs.

The Bullsheet  (Communications)                   1 hr.

Organizers Roundtable                                      90 minutes

Annual Meeting/Board of Directors                 4 PM – Friday

 

13.  New addition to Program

•               Candy Weaver and her committee is now taking over the tentative titled program ‘Smoked Chicken Soup for the BBQ Soul.

14. Menu Selection/Food Tasting

•               The final menu selection will be held October 1st at 1:30PM.  Mike Richter, Barbara, Raye and Bill Capstack will attend the taste tasting and report final menu selections to the committee.

15.  Program Publication

•               Final Program Deadline for publication will be ready by September 11, 2015.

16.  Banquet announcement in Bullsheet

•               Karrin has placed an ad that Raye created announcing the Banquet in the September issue.

•               Dates/Times of sessions will be listed in the October Bullsheet.

 17.  2017 & 2018 Banquet

•               RFP for 2017 Banquet to be held in Atlanta has been completed.  Raye will begin working on the RFP for 2018 in Kansas City.

Next Committee meeting will take place Tuesday September 29, 2015 at 10AM CST.

Membership Report:

Mike Richter:    Meeting was held August 19th.  There is nothing for the Board other than the August membership numbers (below).  The next meeting is September 16th a 8 p.m. Eastern.

Below are the numbers for August 2015

 

Number of Total Members = 20,209

Number of New Members = 516

Number of Renewed Members = 795

Number of Non-renewals = 904

Number of members who signed up via the website = 250 (21 were families)

Number of New Members from Judging classes = 218

Number of Lifetime Members = 791

Number of International Members = 902

Number of Countries represented by KCBS Members = 30 – New Member in Portugal

Rules Committee

Mike Richter:  The Rules Committee met August 10th.  There is nothing for the Board's attention at this time.  The next meeting is September 14th at 8 p.m. Eastern.

Nominating Committee

Sandy Fulton:  The article notifying KCBS Members of the nominations of Board Members was again in the September issue of the Bullsheet.  The article directs members to the email addresses to submit their nominations when nominations are open.

Communications Committee

Candy Weaver:    The Communications Committee meet by phone on August 18th at 7 pm.  Attending on the call were Carolyn Wells, Michael McDearman, Ralph Williams, Karrin Murphy and Candy Weaver.

We discussed the Bullsheet:  Kid's Que Corner and need for more Que Tips, Ask KCBS (we developed September column at this meeting).  Need for helping hands stories for the banquet and lack of response from one advert in the prior issue of the Bullsheet.  We hope for member response with the 2nd month.

Asked Karrin regarding her exploration of eblast methods to reach the KCBS membership.  This is currently on hold.

Also the start of a rep training script was shared.  Michael said he would shoot some video as possible at upcoming contests.

Next meeting is September 15th.

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 August 17, 2015 

1.             Permanent Home for KCBS:

The contract negotiations are nearing completion and should be signed in the near future. 

CLOSED SESSION:  Discussion regarding any new updates.

2.             Finalize the job requirements and transition agreement for the Executive Director:  Work in progress.

3.             Explore additional ways to expand participation at events:

The first Collegiate-Level Competitor’s Series event will be October 2, 2015 at UMKC.

The ancillary category guidelines for Oysters, Steaks, Sausage, Desserts, Vegetables or Vegetarian, and Hamburgers are published under the Organizers tab on the KCBS website.

4.             KCBS History: 

Data is being collected on a continuing basis.

We ask the board to accept our report.

Philanthropy Committee Report

Dave Compton:   The committee is working on developing a policy and procedures handbook for managing the scholarship program.

This past year we put the application process online. This greatly improved the process and reduced the amount of staff time required to compile and process the application materials. We are now working on some improvements to further streamline the process. We'll share the prototype at a future meeting.

We move that the following changes be approved for the Philanthropic programs below:

1. The committee recommends renaming the Grants in Aid Program to the KCBS Scholarships.

Rationale: The phrase grants in aid is not a common term. A new name will more clearly communicate this opportunity to parents and students.

2. Clarify that scholarship awards will be funded at the $500 or $1000 level.

Rationale: The current description does not reveal the size of the awards. Publicizing the amount of the scholarships should encourage students to complete an application.

3.  Raise the minimum GPA to a 2.5 (a C+ on a 4 point scale).

Rationale:  With all of the great students out there should we really be rewarding mediocre grades?  If the student really wants to further their education they would be working on those grades.

4.  Approve the timelines for the following award programs for 2016:

 

Application Available

Application Due

Awards Announced

Gary Wells KCBS Sportsmanship Award

11/2/15

12/2/15

1/16/16

Carolyn Wells Ambassador Award

11/2/15

12/2/15

1/16/16

KCBS Scholarships

12/1/15

4/1/16

7/1/16

With the checks to go out on or about August 15, 2016 after receiving proof of enrollment.

I ask that the Board approve these motions and authorize placing ads online and in the BullSheet for the months of October 2015 through March 2016.

 

Old Business

 

New Business

 

Closed Session Agenda:

Kim Collier:  Rep and Rep in Training Recommendations

Bill Capstack:  Building update.

Dave Compton:   Charitable Grants program.

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