December Board Meeting AgendaDecember 12, 2016
Kansas City Barbeque Society
Board of Directors’ Meeting Agenda
December 14, 2016
Member request to speak:
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
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 November 9, 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.
Sanctioning Report: Kim Collier
Needs BOD approval
Mayetta KS is needing to change their date due to Potawatomi Nation is having their conventions on their normal date. The contest date is the same date as Burlington KS 07/14&15/2017 85 miles only 2 contest on this date in KS both contest had over 40 teams
SANCTIONING COMMITTEE MINUTES
November 8, 2016
7 PM CST
Members: Carolyn Wells, Randy Bigler, Debbie Yopp, Kim Collier, Karrin Murphy, Mickey Williams, Michael Fay, Betty Frizzell, Sandy Fulton
The Committee discussed the confirmation of Graham Wilson speaking at the Annual Banquet. His session will run from Noon to 3 PM on Saturday. Box lunches will be available. Members are asked to contact Raye Keyes to reserve their Box Lunch. There have been several requests on the Organizers Facebook Page concerning the possibility of us recording his presentation. We will be looking into this.
Kim and Karrin will be working on the ad for the Video Contest and placing the ad in the Bullsheet when it is ready. Dave Compton will be on our conference call at our December meeting to discuss the amount of scholarship we would like to offer. He will then present it to the Board of Directors for approval.
Debbie has completed the Questionnaire for Survey Monkey. There were a couple changes made. Kim will be sending it out to all of the Organizers and share the results with the Sanctioning Committee and then with the Board of Directors.
At the December meeting we will review our accomplishments for 2016 and discuss possible goals for 2017 Sanctioning Committee Chairperson.
KCBS/MMA Marketing Report
(Stats through 11/1/16 - 11/30/16)
250KCBS Meals Mission
● Ongoing coordination, planning, and logistics for 2017 Sam’s Tour
Great American Cookout Tour
PR & Social Media
Marketing Committee: Mike Hays
Due to some last minute scheduling conflicts, the Committee was not able to meet as scheduled. Our next meeting is scheduled for January 5th, 2017.
2016 December Board of Managers Report
2016 has been a tremendous growth year for the IOTeam and our most challenging with our last trip in early December to Japan. The IOTeam wants to recognize Tamio Shimojo, Miyako Kurimoto and Mike Otani of the Japanese Barbecue Association for their hard work and effort in bringing our two barbecue cultures together.
Tamio founded the Japanese Barbecue Association in 2006 as a result of his work on TV as a host of an outdoor activity show. The Japanese Barbecue Association has over 7000 members throughout the country with the mission of educating its members to teach the art of low and slow cooking.
The first evening a dinner was arranged for the KCBS International Board to meet the impressive array of sponsors who had helped make this event possible. This group included Marketing Mangers from Brown-Foreman, Weber-Stephen Products and U.S. Meat Export Federation, all of whom were excited about the potential growth possibilities due to the introduction of KCBS in Japan.
The IOTeam two-day class of cooking and judging fit perfect for the junior and senior level members who attended both classes. The first day we had 45 students in the cooking class, most of which were senior members who would later teach the 4 meat entries in their own classes. The following day 67 students attended the CBJ class for their judging certification. Language, as always in a non-English speaking country, was a problem but we had three excellent translators who assisted us the entire weekend, including the overnight cook of the meat entries. We learned that there are only three BBQ Restaurants in Japan and all three owners were in the cooking class.
The IOTeam left Japan with a great sense of pride in what we accomplished for KCBS and the realization that…….. This is only the beginning!!!
Minutes for CBJ Meeting
November 29, 2016-7:01 pm Central Time
Committee members attending: Dennis Polson-CBJ Chair
Debbi and Bill Gage
Rich and Bunny Tuttle
Dennis reported that the ambassador program was approved at the last board meeting. The board agreed with the committee that a judge must judge at least 10 contests before being considered for the program. They also agreed with the other recommendations that were submitted by the committee.
Writing on Judging plates-
Dennis reported that the recommendations of the committee were approved by the board at the last meeting. The board also wanted the new guidelines to be in the new CBJ manual. Dennis also wants to write a small script to be read at the judge’s meeting for the first couple of months of the new year to get the judge’s acquainted with the new procedure. He will work on it and send it out to the committee.
Goals to be Passed On-
Dennis would like the committee to think of goals to pass on to the 2017 committee. Send any thoughts to Dennis before our next meeting (December 29th).
Rules Beyond What is Listed in Manual-
There was a discussion on additional rules or dos and don’ts for judges. There seems to be areas of the country having judges sharing too much information from the judging area, with most of that information being erroneous. It was suggested that the judges should be warned twice and the third time, they must take another CBJ class at their expense. It was also suggested that an additional section be added to the new CBJ manual outlining some of the in fractures reported by the Reps. Furthermore, add an additional slide to the PowerPoint presentation to emphasize this point in class. As Reps and instructors we must stress how important it is to “keep what happens in the judging area in the judging area”. No decision was made by the committee.
Dennis reported that the Technology Committee is looking into the problem with the organizers and Reps not having access to the judge’s sign up section on the web site. Both would like to view the information, without bothering the KCBS office.
Due to violet storms in our area I had to terminate the call on my end. I understand nothing else was discussed or decided after I left the call.
Meeting was adjourned.
Respectfully submitted by, Carol D. Bigler
KCBS Rep Committee Minutes
December 7, 2016 at 7 pm CST
Members Present: Dennis Polson, Chair; Maxine Kilgore, Mike Eberle, Kathy Brazier, Ralph Weller, Dave Londeen, Steve Alvarez, Linda Polson, and Randy Bigler, KCBS President.
Dennis called the meeting to order. He reported that the BOD had accepted the statement presented for Judges keeping notes on their plates.
Dennis also stated that he had been contacted by a couple of Reps with a request to consider raising the meal per diem from the current $46.00 per Rep per day. The request was discussed at length but decision was made to take no action as all Reps on the committee reported that the $46. per diem is sufficient at this time.
Dennis reported that he had received several good suggestions regarding seating Judges at contests. The committee would like to see those suggestions included in the Rep manual as suggestions only, not mandatory, as some situations require flexibility. Dennis will send a list of suggestions received to Committee members for review before going further.
Dennis asked the Committee to set goals for 2017, ask unfinished business from 2016 to new goals to be passed on to the new Rep Chair as appropriate. Randy inquired about the Rep manual being up to date; Dennis stated that he is working on it and hopes it will be current by the end of his term as Rep Chair. He is working with KCBS office staff to make necessary changes; if it cannot be completed this year, Dennis will pass on information to new Rep Chair as appropriate.
Ralph Weller requested that a copy of all 2016 Rep advisories be sent to all Reps in a consolidated form. It was also suggested that it might be helpful to request a response from all Reps as some are apparently not staying current which raises a question about whether they are reading advisories.
Steve Alvarez has been asked by Organizers if there is criteria for tent size for different sizes of contests/number of tables. Several Reps shared their views. Steve will contact a tent rental agency for input and report to the committee next month.
Randy asked about ways to make Judges aware of changes in the rules and encouraging them to take advantage of Continuing Education. Dave also mentioned the new merchandise options. Dennis will work on adding those items to the script for Judges meetings and will send to Committee for review.
Steve asked for clarification about the Ambassador Program. Randy and Dennis explained that a Judge must judge 10 contests before they qualify for the Ambassador program. They may then accumulate a total of 10 Volunteer signatures, while working on their Master CBJ. Additionally, some of those 10 should be inside the Judging tent (TC, turn-in, leftover, number changing); ambassadors may be pulled to Judges but Judges cannot be pulled from judging to work as an Ambassador.
Excessive comment cards was again discussed; contests in some areas of the country are still having lots of comment cards, to the extent that it is difficult for Reps to process them and be ready for awards in a timely manner. It was the decision of the committee to continue to monitor the situation and review it again in the spring.
Dave Londeen reported that there are problems with the judge sign-up program on the KCBS website and that both Organizers and Reps need more information about how the program works. Dennis will talk with KCBS office staff and will then forward information to the Committee.
Meting adjourned at 8 pm.
Respectfully submitted by:
Linda Polson, Recording Secretary
The Tech Committee met on December 6, 2016. We discussed projects worked by our committee this year and status of projects:
International TOY is in place and being utilized at this time.
Backyard TOY not implemented.
Number of views can be found in the Marketing Report.
Please accept this report.
Rules Committee: Mike Richter
The Rules Committee met November 14th. Unless something unforeseen occurs the committee will not meet in December. I would like to thank the committee members for their hard work and commitment to the committee as well as their support of KCBS. The committee consisted of: Dave Compton - 2nd Chair; Mike Wozniak; Barry Johnson; Mark Cassel; Jeff Sharp; and Phillip Brazier.
A search of the KCBS records did not reveal a definition of an "invitational" competition. Therefore, earlier in the year Randy Bigler formed an ad hoc committee to draft a definition for the board. The committee consisted of a rep, organizers and cooks. The results of the committee were submitted to the Rules committee for review. Below is the draft definition for the Board to review. Not sure if a motion is required to adopt a definition. If so, the following is submitted as a motion/
An "Invitational Competition" is hereby defined as a KCBS sanctioned competition in which the competing teams are invited to participate by the contest organizer. Furthermore, teams that are not invited are not permitted to sign up and compete at said contest
The American Royal and Sam’s Club Tour are exempt from as they have an established qualifying procedure previously approved by the Board.
Membership Report: Mike Peters
November Membership Numbers
Active Members 21033
New Members 308
New from CBJ Class 176
Renewed Members 804
Non-Renewed Members 548
New from Website 130
Total Lifetime Members 1141
International Members 1194
Countries Represented 30
Membership Committee met on Wednesday, November 17.
Ambassador Program - Still in process.
Proactive Membership Drive - Sending out emails to non-renewed members 2015
Auto Renewal program - Worked with MMA on a fix/add for online application.
Member email blast - Email blast informing members of membership rate increase.
Nominating Committee: Arlie Bragg
All members running for the board have their ads in the Bullsheet also all of the questions have been answered and are in the Bullsheet and on the website
COMMUNICATIONS COMMITTEE: MARK SIMMONS
The Communications Committee met on November 16, 2016.
At this time there are no recommendations or points of discussion to bring before the BOD.
Our next meeting is Monday, December 12.
We have had a great year with lots of good ideas with our committee. All have been helpful and contributed valuable input.
We wish to extend to all of the BOD’s and our members a Happy Holiday Season!!
Mark Simmons, Communications Committee Chairman
Strategic Planning Committee: Bill Capstack
STRATEGIC PLANNING COMMITTEE REPORT
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; and January 2017 2.
KCBS World Headquarters:
Develop and Finalize the core Executive Director Transition Agreement:
Explore additional initiatives to recommend for consideration by the various committees at the annual Strategic Planning session next February:
We ask the board to accept this report.
Philanthropy: Dave Compton
This month we reviewed the nominations for the Gary Wells and Carolyn Wells Awards and again we were impressed by the quality of the nominations. We will present our recommendations to the Board in Executive Session for final approval and the winners will be announced at the Annual Banquet in January.
We intend to have the applications for the KCBS Scholarships and the Challenge Grants ready to post shortly and the applications should go live on January 23rd. This year will be the first time that the Grant applications will be submitted electronically instead of on paper, which will cut down on the office paper work even more.
I will submit the Wells Awards nominating letters in a separate email to the Board so that everyone can review them, along with our recommendations.
Old Business/updates on projects: TOY
Backyard TOY and International TOY
I move we accept this Table Captain Organizer guide.
At this time there is no guide for Organizers for a Table Captain class.
Sammye and I put this guide together to assist the Organizer in answering questions and
planning a TC class.
Closed Session Agenda:
Discussion of Wells Awards nominations;
Request to renew our vendor contract for handling the Scholarship & Grant applications;
An update on a previous Charitable Grant award.
Bill Capstack: Discussion of final version of the core Succession Plan.