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November Board Meeting Agenda

November 7, 2016

Kansas City Barbeque Society

Board of Directors’ Meeting Agenda

November 9, 2016

 

Member request to speak: 

Roll Call: 

Mike Peters, Randy Bigler, Bill Capstack, Dennis Polson, Mike Hays, Mike Richter, Sandy Fulton, Mark Simmons, Wayne Lohman, Dave Compton, Joe Otto, Arlie Bragg

KCBS Office:  Carolyn Wells, Kim Collier

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 Last Meeting

Sandy Fulton:  I move to accept minutes of the October 12, 2016 meeting.

Financial Statements:  Mark Simmons 

The Finance Committee moves that the financials be approved as presented and entered into the permanent record of KCBS. 

This concludes my report. 

Respectfully Submitted,


Mark Simmons

Chairman

Treasurer

President’s Report

Randy Bigler: 

 

Sanctioning Report:  Kim Collier 

IN house

 

Date R'cvd

Date of Contest

 New Contest Name

City

ST

10/11/2016

08/18&19/2017

Lassen County Annual BBQ Cook-Off

Susanville

CA

10/11/2016

05/26&27/2017

*Car Blues BBQ

St. Louis

MO

10/3/2016

04/01&02/2017

*Smoke on the Border

Gravette

AR

10/18/2016

01/27&28/2017

Out west Food Fest BBQ Competition

Quartzsite

AZ

11/3/2016

05/26&28/2017

*The Wind Rider Music & BBQ Festival

Ruidoso

NM

11/1/2016

04/28&29/2017

*Chisholm Trail BBQ Cook Off

Wellington

KS

10/26/2016

04/28&29/2017

*The Great Wisconsin Tune Up BBQ Competition

Manawa

WI

10/26/2016

10/06&07/2017

*Decatur's Smokin BBQ Festival

Decatur

IL

10/17/2016

06/03&04/2017

*Music tree Festival

Manchester

TN

9/22/2016

09/29&30/2017

Smoke On the Trails

Gardner

KS

10/11/2016

05/19&20/2017

Southern Smoke BBQ Championship

Lebanon

Tn

    
     

Date R'cvd

Date of Contest

Existing Contest Name

City

ST

10/5/2016

04/21&22/2017

Main Street BBQ& Blues Fest

Washington

MO

10/4/2016

05/05&06/2017

Jiggy with the Piggy

Kannapolis

NC

9/26/2016

08/05&06/2017

Capital BBQ Festival

Ottawa, ON

Canada

10/7/2016

09/09&10/2017

Farm Meat De Vaartse Hoeve BBQ contest

Dongen

Netherlands

10/5/2016

05/26&27/2017

Papa Joe Banjo-B-Que & Music Festival

Evans

GA

10/12/2016

10/06&07/2017

Jim Beam BBQ Classic

Springfield

KY

10/12/2016

09/15&16/2017

Tilley Harley-Davidson Biker Blues BBQ Rally and BBQ Classic

Salisbury

NC

10/12/2016

05/05&06/2017

The Whistle-stop Festival & Rocket City BBQ

Huntsville

AL

8/25/2016

08/25&26/2017

10th Annual Big Island BBQ

Alberta Lea

MN

10/11/2016

05/26&27/2017

Smoke on the Water(Backyard Contest)

Florence

AL

10/11/2016

04/07&08/2017

Seventh Annual Bull Moose

Somerville

TN

10/17/2016

8/12/2017

2017 Clayton Rib Cook Off(Competitors Series)

Clayton

CA

10/10/2016

08/04&05/2017

Hop's N Hogs On the Harbor(Formerly known as Badger Brew Que)

Port Washington

WI

10/18/2016

04/07&08/2017

NYC BBQ Cook-Off

Staten Island

NY

10/18/2016

06/24&25/2017

*Giant Barbecue Battle

Washington

NY

10/7/2016

06/16&17/2017

24TH Annual Colorado BBQ Challenge

Frisco

Co

10/13/2016

06/09&10/2017

Historic New Castle BBQ

New Castle

DE

8/12/2016

05/19&20/2017

Madison Magazine BBQ Festival

Sauk City

WI

10/17/2016

07/28&29/2017

Dodge City Days

Dodge City

KS

10/14/2016

09/2&3/2017

BBQ on the Bow

Calgary

Canada

5/26/2016

05/05&06/2017

City of Show Low's 5th Annual BBQ Throwdown

Show Low

AZ

10/18/2016

10/23&24/2017

*Que by the Sea

Seaside Heights

NJ

10/19/2016

06/02&03/2017

6th Annual Smokin On The Lake

Monroe

MO

10/21/2016

03/31&April1/2017

Stillwater Elks Lodge Blazathon

Stillwater

OK

10/25/2016

09/29&30/2017

*Smokin-in-Sapulpa 4th Annual BBQ

Sapulpa

OK

10/25/2016

08/25&26/2017

6th Annual Death Door Barbeque

Washington Island

WI

10/25/2016

07/21&22/2017

*Central Illinois BBQ Throwdown

Peoria

IL

10/25/2016

01/27&28/2017

Lakeland Pig Festival

Lakeland

FL

10/21/2016

08/04&05/2017

*Holy Smoke BBQ Competition

Cincinnati

OH

10/25/2016

07/07&08/2017

Ohio Veterans Barbecue Cook-Off

Kettering

OH

10/25/2016

04/14&15/2017

Interstate BBQ Festival

Hagerstown

MD

11/1/2016

03/03&04/2017

*Bodagetta BBQ

Auburn

AL

11/1/2016

05/12&13/2017

Boss Hog State Championship Cook-OFF

Waynesboro

GA

11/1/2016

06/16&17/2017

*Knights Of Columbus BBQ Smoke Off 4 Life

Kansas City

KS

11/1/2016

05/05&06/2017

*Bixby BBQ'n Blues Festival

Bixby

OK

Status –                    Date R'cvd           Date of Contest          Contest

Existing Contest      8/12/2016            04/08&09/2017      BBQ Boogie &                                                                                                                                                                                       Blues-  Calhoun, Ga.

 

Conflicting Contests                        Hampton GA      109-120 miles,

 

Calhoun can only have 35-38 teams depending on the team’s space size. Most of the teams the go to Calhoun are from TN. Flip side Hampton GA/Atlanta Speedway would pull teams away if they have a prize purse and that will hurt the contest                 600+ active teams in GA & TN

 

SANCTIONING COMMITTEE -Meeting Minutes

September 13, 2016

Chairperson: Sandy Fulton

Members: Carolyn Wells, Randy Bigler, Debbie Yopp, Kim Collier,  Karrin Murphy, Mickey Williams, Michael Fay, Betty Frizzell, Sandy Fulton

As per the Sanctioning Committee’s request Sandy has contacted Graham Wilson and arranged for him to join our meeting.  After introducing him he gave a brief history of his BBQ event in Apex North Carolina, and several of the ways he turned this event from a $10,000 deficit event into a $60,000 profit in 4 years.  After our meeting the Committee agreed that he should be added to the Banquet agenda.  Sandy will add it to the Facebook Organizers Page and Kim will email all Organizers letting him know he will have a session at the Banquet.   Raye will contact the hotel to obtain a price on Boxed Lunches.  The session will go from Noon to 3 M.  Sandy will contact Graham to see if he will agree to do this and report back to the Committee.

Kim and Karrin have asked for the details for the ad for the Video Contest so it can be placed in the Bullsheet by the end of the year.

Debbie Yopp has been handling the Questionnaire for Survey Monkey.  She needs to make a couple small changes and then it will be sent to all the Organizers by Kim.  They will be told it is a confidential Survey.  Karrin and Kim will tally the results of the survey.  This survey will help us to determine where Organizers are having difficulties and where they are having triumphs.  Economic Impact questions will also be asked. Sandy will share the results with the BOD.

Randy is still working on trying to find a nationwide sponsor for grills for the contestants.

The committee discussed the letter Sandy that was to be sent out regarding an Organizer’s conduct during the planning of her event. All were in agreement that the letter needed to be sent and to have the BOD approval on the letter.  Sandy will discuss at next BOD meeting.

Please accept this report.

KCBS/MMA Marketing Report

July 2016

 

(Stats through 10/1/16 - 10/31/16)

 

Web

  • Total page views for October: 424,445 (+0.44%)
  • Total Unique Users for October: 50,478  (-15%)
  • Time per Visit: 3:46  (+22%)
  • Advertising sold for October: $300 (-29%)
  • Scorecard Page Hits - See additional report

 

250KCBS Meals Mission

  • Current Total to Date – 292,989 meals
  • 124 Contests Signed Up to Date

 

Sam's Tour

   On­going coordination, planning, and logistics for 2017 Sam’s Tour 

 

Great American Cookout Tour

  • 2017 presentations in process
  • Major event stops completed: 19 of 20
  • Retail stops completed: 50 of 50
  • November Stops
    • Shelby Hog Happnin’
    • World Food Championships

 

PR & Social Media

KCBS:

  • ● Twitter Impressions: 64,700 (1.09% +)
  • ● Facebook Page Likes: 47,150 (1.26% +)
  • ● Facebook Reach: 133,562 (85.5% -) [no Sam's Club]
  • ● Instagram followers: 1,078 (+32.1% +)
  • ● Total Audience: 60,873 (1.66% +)

GAC

  • Twitter Followers: 6,757 (3.04% +)
  • Twitter Impressions: 8,900 (12.7% -)
  • Facebook Page Likes: 24,224 (0.01% +)
  • Facebook Reach: 19,737 (88.2% -) [fewer events to boost]
  • Instagram followers: 255 (18.6% +)
  • Total Audience: 31,236 (0.46% +)

  

Merchandise

ADVANCED ONLINE SALES REPORT

 

 

 

 

ROYALTY PAID TO KCBS

50% KCBS PORTION

50% MMA PORTION

January-16

$117.25

58.63

$58.63

February-16

$161.04

80.52

$80.52

March-16

$194.40

97.20

$97.20

APR-MAY 2016

$333.47

166.74

$166.74

June-16

$365.48

182.72

$182.72

July-16

$599.67

$299.84

$299.84

August-16

 

 

 

September-16

 

 

 

October-16

 

 

 

TOTAL

$1,171.64

585.81

$585.81

 

Miscellaneous

  • We have 3 companies seeking new Seals of Approval for 2017
  • Seeking board approval if the subcommittee recommends

 

Marketing Committee:  Mike Hays

 

The Marketing Committee met November first and for updates on some of the prospects we are talking to about providing member benefits. We also narrowed down a list for companies to focus on for 2017. 

We are working on a link on the KCBS website to allow donors to donate to the Wall Of Flame online instead of having to call the office. They will also be able to designate their donation as a gift, and MMA is in the process of designing the Thank You card that will be sent to the gift recipient. We look for this to be available before Thanksgiving and will use social media, an eblast and the website to announce this new feature. 

The next meeting is scheduled for Tuesday, Dec 6th at 6:00 pm CST. 

 

I ask the Board to accept this report.
 

Mike Hays 

KCBS Marketing Committee Chair 

 

International: Wayne Lohman

No Report for November.

 

Minutes for CBJ Meeting

October 25, 2016

7:13 pm Central Time

Committee members attending:

Dennis Polson-CBJ Chair

Mike Peters-Co-Chair

Carolyn Wells-Director

Randy Bigler-President

Marge Plummer

Rich and Bunny Tuttle

Nancy Muller

Kelly McIntosh

Ralph Williams

Carol Bigler

 

Continuing Education-

Newcontinuing educations questions are now on line. Carol Bigler reported that she had used the service twice and it was working as it was designed to do.  She did report some errors did appear (duplicate answers, misspelled words, etc.).  Dennis suggested that all members of the committee use the site and send any errors to him.

 

Writing on Judging plates-

Dennis reported that the board did not want any judge to write on the judging slip, but could write on their judging plate. After much discussion, Kelly McIntosh suggested the following:

The judge may write down their scores and concise notes regarding an entry on their judging plate for the purpose of filling out comment card (s) after their score card has been turned in to their table captain. No other notes of any kind may be written down in a notebook, napkin, or any other media. The judge’s personal scores and the box numbers they judged shall not be disclosed outside the judging area. This includes sharing with a cook or sharing/posting on social media. What happens in the judging area stays in the judging area.

Dennis will take this statement to the board for approval.

 

Ambassador Program

Mike Peters asked the committee for a recommendation to allow judges with 10+ KCBS sanctioned judging sessions to be vetted for the ambassador program, instead of requiring them to be a Master Judge.  In trying to better understand the program, he introduced Donna Fong from California, where she has been utilizing the program. Mike, Kelly and Carolyn have witnessed the program in action, and are very pleased with the results. Kelly and Donna explained the program has 3 judges in the booth and the head judge reports to the Reps at the contest if all went well.

Mike asked if it would be possible for those judges working in the booth to receive a signature in their book for manning the booth. After much discussion, it was decided that the committee did not have any problem with giving a volunteer signature, as long as the board approved. Dennis will bring the matter to the board for approval.

In the end, the committee agreed to the following:

  1. To allow judges with 10+ judging sessions to be in the ambassador program
  2. To give a volunteer signature for manning a booth at a sanctioned KCBS event.

We adjourned at 8:07pm CST

Respectively submitted by

Carol D. Bigler

I move to accept the statement Judges keeping notes on the judging plates. 

I move to accept the Official Certified Judges Contest Verification Record new form.

 

KCBS Rep Committee Meeting

KCBS Rep Committee Minutes

November 2, 2016 at 7 pm CDT

Members Present: Dennis Polson, Chair; Mike Hays, Co-Chair; Steve Alvarez, Ralph Weller, Maxine Kilgore, Mike Eberle, Kathy Brazier, Bill & Debbie Gage, Dave Londeen, Linda Polson, Randy Bigler ,KCBS President; Carolyn Wells, KCBS Executive Director; and Kim Collier, KCBS Office Staff.

Dennis called the meeting to order. He reported that John Ryan, a Rep in Training from Kansas City/Melbourne, Australia has completed his training is and is ready to be recommended to the BOD for approval. Bill Gage requested that International Rep status be tabled for the time being.

Dennis reported that the BOD did not accept the statement presented about judges keeping notes on entries and wants judges to be able to write numbers and notes on plates to help fill out comment cards.  Following discussion, the following statement was developed for submission to the BOD for approval:

The judge may write down their scores and concise notes regarding an entry on their judging plate for the purpose of filling out comment card(s) after their score card has been turned in to their Table Captain.  No other notes of any kind may be written down in a notebook, napkin or on any other media.  The judges’ personal scores and the box numbers they judged shall not be disclosed outside of the judging area. This includes sharing with a cook or sharing/posting on social medial.  What happens in the judging area, stays in the judging area.

It was suggested that the statement, if approved, be added to the judges’ and table captains’ scripts for 2017.

The issue of excessive comment cards was discussed at length. No decision was made.

The seating of judges was discussed. It was reported that some Reps are seating judges without consideration of experience, etc.  Some use the “Southwest shuffle,” some try to pre-seat judges based on information provided by the organizer and some mix the group after they are seated.  More information will be obtained and discussion continued at the next meeting.

Meeting adjourned at 8:10 pm.

Respectfully submitted by:

Linda Polson, Recording Secretary

November 2016 KCBS Rep Committee Minutes

In closed session discussion of Rep.

 

Tech Committee-Joe Otto

The Tech Committee met on November 1, 2016.  We discussed projects worked by our committee this year and status of projects: 

KCBS Score

12.6.1  Is currently in place and working

12.6.3 and 12.6.5 are in development stages, 12.6.3 will be available for trial tests soon and 12.6.5 soon after.  12.6.5 Should be in place early next year.

Judge scorecard

Data is now provided to the board to show how many judges access each week and each month.

TOY

Changes are in place to assist the office in computing Backyard TOY and International TOY

LinkedIn

KCBS has a company page on LinkedIn; member’s accounts now show the KCBS logo beside lines for certification, volunteer activity, etc.

The focus of the Tech Committee through January will be to review:  website, software packages, and applications.

To suggest direction and improvements for discussion at the Strategic Planning portion of the February meeting of the BOD.

 

BANQUET MEETING

October 25, 2016

MEMBERS:  Randy Bigler, Carolyn Wells, Randall Bowman, Julie and Rusty Cook, Rais Keyes, Carol Bigler, Darrell Meade, Sandy Fulton and Karrin Murphy.

The committee discussed the addition of Graham Wilson to the Banquet Schedule.  Carolyn’s thoughts were that we should allot 3 hours for his session, in particular for the Question and Answer segment.  Rais will contact Hotel for a price on a Boxed Lunch.  Sandy will add it to the Facebook Page for Organizers and Kim Collier will send out an Email to all Organizers.  Sandy will contact Graham and confirm with him.  Rais says she can schedule him on Saturday from Noon to 3 PM.

Rais reported that she is going to ask Sammy to do a Press Release to help secure Exhibitors for the Banquet, as of now we only have one.

Rais is now in the process of finalizing the Schedule and having it ready to be placed in the Bullsheet. 

Randall and Julie and Rusty are gathering items for the Goody Bags.  A big thank you to them for helping with this task.

Rais reminded Sandy to mention to the Board members to be prepared to give their reports on the accomplishments for this past year for each of their committees.  This session will be Friday morning from 9-10:30 AM. 

We will be doing Bingo; Randy has agreed to help with this.  The cost will be $1.00 for three cards. 

Sandy has been asked to find out from Graham Wilson if he has any audio visual needs so we can pass that information on to Randall.  

Meeting adjourned.

 

Rules Committee:  Mike Richter, Chair

The Rules Committee met October 10th.  The majority of the meeting centered on the comments and suggestions received regarding the proposed motion to return the maximum TOY points to 50 from 35.  (The motion was withdrawn at the October Board meeting.)  The committee also discussed other topics including suggesting organizers consider paying top five overall and/or paying deeper in the individual categories.  The next meeting is Monday November 14th at 7 central.

 

Membership Report: Mike Peters

October Membership Numbers

Active Members 21001

New Members 335

New from CBJ Class 113

Renewed Members 984

Non-Renewed Members 610

New from Website 165

Total Lifetime Members 1109

International Members 1210

Countries Represented 30 

Membership Committee met on Wednesday, October 26. 

Ambassador Program - MNBBQ has reached out and Donna Fong has been in communication to implement the program in MN. CBJ committee is in favor of allowing CBJ’s who have judged at least 10 contests to receive “V” Volunteer signatures for serving as ambassadors. This has always been the membership committee’s intent. Currently MCBJ’s are being targeted as KCBS Ambassadors but there are times when MCBJ’s are needed for judging and a qualified CBJ would be used. This volunteer signature would go towards MCBJ status. 

Proactive Membership Drive - With the membership rate change, the committee suggests that we send out the email with “Before the rates change” as soon as possible.  

Discussion on opening back up CBJ classes and increasing food quality at CBJ classes to better help new CBJ’s understand competition quality BBQ. KCBS needs to set high expectations of class cooking teams and new judges. Good food makes better quality judges. Our opinion - better food comes when classes are scheduled at a different time than contest. Suggest finding competition cooks that also cater. 

Motion - CBJ’s who have judged at least 10 contests are eligible to receive volunteer signatures to count towards Master Status. 

 

Nominating Committee:  Arlie Bragg

We have seven people running for the 2017 Board of Directors.  They have been sent an email requesting an ad for the Bullsheet if they want us to run one.  The members running are: 

Randall Bowman

Michael McDearman

Eddie Smith

Dennis Polson

Kimberly Moore

Tom Hillman

Phillip Brazier

 

I would also like to speak on the renumbering system at our contest. 

Arlie Bragg

 

COMMUNICATIONS COMMITTEE: MARK SIMMONS

The communications committee met via conference call on Wednesday, October 26.

In attendance were Mark Simmons, Debby Gage and Karrin Murphy.

The committee is reviewing ways that Kids Q participation can be enhanced and also some evaluation of the advertising component of the Bullsheet.

No recommendations are brought before the Board of Directors at this time.

Respectfully Submitted,

 

Mark Simmons

Chairman
Communications Committee

 

Strategic Planning Committee:  Bill Capstack

 

STRATEGIC PLANNING COMMITTEE REPORT

November 2016

 

Our committee members are Bill Capstack (Chairman), Joe Otto (Co-Chair), Bruce Bubacz, Sybilla Hawkins, Doyle Hill, Paul Kirk, Skip Sayles, Mark Simmons, Jon Williams, Randy Bigler (President), and Carolyn Wells (Executive Director).

 

Our future meeting schedule:  1st and 3rd Mondays (unless there is a holiday) 7-8 P.M. (CDT)                  November 21; December 5, 19;and January 2017 2.

 

We met on October 17th and November 7th.

 

KCBS World Headquarters:

  • The Ribbon Cutting/Grand Opening event was a success.

 

Develop and Finalize the Executive Director Transition Agreement, Duties, Responsibilities and Competencies:

  • The final draft of the Succession Plan was reviewed by the Executive Committee and will be discussed in closed session.

 

Explore additional initiatives to recommend for consideration by the various committees at the annual Strategic Planning session next February:

  • In motion.

 

We ask the board to accept this report.

CLOSED SESSION:

  • Motion to approve the Executive Director Succession Plan.

  

Philanthropy:  Dave Compton

This month we were still working on getting the applications finalized for the KCBS Scholarships and the Challenge Grants.  Hopefully everything will be ready to post before the first of the year, at least that is what we're aiming for.

We are also looking at a better, more efficient system for submitting applications and handling the applications after they are submitted.   This is a long term project that we're just starting to look at, so we'll try to do periodic updates on what's happening. 

Our Committee is also always looking for ways to better serve our members through Philanthropy so any ideas that anyone might have would be welcome. 

I ask that the Board accept this report. 

Dave Compton 

 

Old Business:

New Business

Closed Session Agenda:

Dennis Polson:  Discussion of Rep.

Dave Compton:

Bill Capstack:  Motion to approve the Executive Director Succession Plan.

Carolyn Wells:  BBQ Cleaner Co. Seal of Approval

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