KCBS May Board Agenda

Kansas City Barbeque Society
Board of Directors’ Meeting Agenda
May 8, 2019 
Roll Call: 
Dennis Polson,  Jason Cole, Alan Sellers, Candy Weaver, Randy Bigler, David Qualls, Richard Fergola, Haymo Gutweniger, Myron Berry.
Special Notice: Mike Richter and Jay Amsbaugh have submitted resignations
KCBS Office:  Carolyn Wells, Heath Hall, Kim Collier
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.
Membership Requests to Address the Board:   None
Minutes of Last Meeting
David Qualls: I move to accept minutes of the April 10, 2019 Regular Meeting and Special Meeting of April 23, 2019.
Financial Statements
Jason Cole:   Attached is the last month’s financial report.  Please accept this report.
President’s Report
Candy Weaver:    It's a pleasure to bring you Positive News in my report for this month!
Lots of improvements have happened to your KCBS Website, since our last board meeting.  “Recently Added Events” is back! The Search results now list the Contest Representatives assigned as well as if it is designated a "State Championship"
Contest Results (official and unofficial) posted and publicly available. I do want to apologize on behalf of the Board and Staff for some delay in the timeliness of the posting of these results.  The transition to the new website caused a overhaul in the score system that the Contest Rep's use which currently the results have to be emailed to our Tech Committee and they have to manually reformat some data then manually post the results.  I share your frustration in the same manner as I want to see results as soon as I hear word of winners etc on Social Media.  I can assure you as your President that this will soon be fixed and automatic posting of scores will return.
I do want to take time to thank our Tech Staff who have tirelessly spent their Saturday afternoons/evenings patiently waiting for the results to arrive so they can be processed for you.
Especially I want to recognize Julie Cook who has stepped and volunteered her time in the past weeks to help with the increasing contest load.
As Members, your input has been essential to get bugs identified and tweaks done to the web site.  Progress is being made here.  Have you noticed the site is functional on your mobile device?  Now, if we’d just get the current board members photo up under Explore News instead of the 2018 board you would be able to put a name with a face! 
I have asked Heath Hall, our Chief Executive Officer, along with Your Executive Director Carolyn Wells, and Your Treasurer Jason Cole, to consult with The KCBS outside Accounting firm to work towards a Financial Report to be regularly posted for members on the web site in the Members Only area.  The Audit Committee has received bids to conduct a financial review of 2018.  Board meeting minutes are now back in the pages of the BullSheet. 
The 2019 board is working diligently to be the most Transparent in our dealings for you.  I know closed session meetings don’t give this impression.  Unfortunately, it is necessary in order to discuss legal, financial, and proprietary matters we must enter closed sessions. I can assure you that this Board of Directors under my Presidency, has not and WILL NOT abuse the purpose of Closed Sessions!
This is the 4th meeting of this board, and we are working diligently with actions hastily initiated by last year’s board as well as a great deal of issues left un-addressed. We now have a Chief Executive Officer for KCBS whom we expect to direct the Policy forward as set by the Board for your benefit as Members and to once again make the Mission of KCBS a Priority. 
We are working hard to rebuild a firm foundation so that we can enhance the mission of KCBS. As your President, I share the challenge with your Board of Directors to make your BBQ passion, whether it be participating as a cook, judge, or a simple backyard cooking enthusiast, a rewarding one that you will continue to hand down to future generations.

The Wells Family have created something so special and our #1 Priority is to see that flourish and prosper!
As always, I along with your Board of Directors are here to serve you. Please feel free to reach out with a question, concern, or a much appreciated "Atta Boy". 
Our email is bod@kcbs.us and my direct contact is cweaver@kcbs.us
  We are doing our very best to move KCBS forward to better things only with your support is this possible!
Contest Report
Kim Collier:  Automatic Approval  
Event_Name  Begin_Date  End_Date  City State Country
Queensland BBQ Championship  6/29/2019 6/30/2019 CLEVELAND QUEENSLAND   AUSTRALIA
Handcuffs & Hoses Backyard BBQ Contest( BACKYARD ONLY) 7/4/2019 7/4/2019 Broken Arrow OK UNITED STATES
Smoke on the Dragon BBQ-N-Brew  7/5/2019 7/6/2019 Dallas OR UNITED STATES
Piggin in the Park 7/19/2019 7/20/2019 Jasper GA UNITED STATES
Cotton Pickin BBQ Cook-Off 7/26/2019 7/27/2019 Hartselle AL UNITED STATES
Pit at the Park 8/2/2019 8/4/2019 Macungie PA UNITED STATES
Wild West BBQ Shoot Out  8/23/2019 8/24/2019 Wendover NV UNITED STATES
Pigs and Peaches BBQ Festival 8/23/2019 8/24/2019 Kennesaw GA UNITED STATES
Smokin' on the White 9/6/2019 9/7/2019 Batesville AR UNITED STATES
Gritty Open 9/13/2019 9/14/2019 Philadelphia PA UNITED STATES
RiverFest 9/13/2019 9/14/2019 Decatur AL UNITED STATES
Constitution Week BBQ & Music Festival 9/20/2019 9/21/2019 Grand Lake  CO UNITED STATES
Little Apple Classic Car & BBQ Cook-Off 9/20/2019 9/21/2019 Manhattan  KS UNITED STATES
Smoke in the Sweet Grass BBQ Championship 9/20/2019 9/21/2019 Big Timber MT UNITED STATES
BBQ, Blues, Biscuits & Brews 9/27/2019 9/28/2019 Natchez MS UNITED STATES
Downtown Jonesboro BBQ Festival 9/27/2019 9/28/2019 Jonesboro AR UNITED STATES
BBQ In The Badlands 9/27/2019 9/28/2019 Glendive MT UNITED STATES
Butlerfest 2019(BACKYARD ONLY) 10/11/2019 10/12/2019 Butler AL UNITED STATES
Smokin' & Stokin' Trussville (BACKYARD ONLY) 10/11/2019 10/12/2019 Trussville AL UNITED STATES
Scottsboro BBQ Cook-Off Festival(BACKYARD ONLY) 10/12/2019   Scottsboro AL UNITED STATES
Mid-South BBQ Festival and Competition 10/18/2019 10/19/2019 Mount Pleasant TN UNITED STATES
McGregor Lions Club Barrels & BBQ 11/15/2019 11/17/2019 Belton TX UNITED STATES
Shotgun Fred BBQ Showdown 2/14/2020 2/15/2020 Huntsville TX UNITED STATES
Smoke on The Shores BBQ Championship 3/20/2020 3/21/2020 Lebanon TN UNITED STATES
Need Board Approval –NONE
 
Sanctioning Report:
Myron Berry:       The Sanctioning Committee met on April 29, 2019 at 12:03 pm. Attending were Candy Weaver, Carolyn Wells, Kim Collier, Randy Bigler, Haymo Gutweniger, Sandy Fulton, Charlie Brinza, and Myron Berry.
At last month's meeting an email from Mike Peters regarding teams chasing TOY points late in the year was tabled until this meeting. After discussion of organizers waiting late to hold a spot open for these teams and a change in time of year for teams to participate, Randy Bigler, TOY chair, will take this to his committee and this will be tabled until our next meeting.
The committee discussed an email from a KCBS member regarding a contest on May 27 where there was an issue with a train stopped on the tracks for 30 minutes which prevented some cook teams getting their turn in boxes in on time. KCBS always has safety first as a priority at all contests.
A change in the Sanctioning form needs to be addressed and rewritten. Randy Bigler and Sandy Fulton are working on the Sanctioning Guidelines and Rules and will look at any necessary changes that need to be made. 
Meeting adjourned at 12:43 pm.
Marketing Company Report- First Club Marketing:  Marketing/Social Media KCBS April 2019
(Stats through 3/28/19 – 4/27/19)
When viewing this report keep in mind, the last report was a shorter time period, increases are based on the previous report window being 3 days shorter
• Total page views for Dates: 103,612 (March) 137,299 (April) Difference of 33,687 or 32.5%+
• Total Unique Users for Dates: 30,862 (March) 34,062 (April) Difference of 3,200 or 10.4%+
• Time per Visit: 4 minutes and 37 seconds (March) 4 minutes and 25 seconds (April)
Great American Cookout Tour
2019 Schedule is much larger reach than in any previous years. In 2018 the event reach was roughly 1.7m event attendees, 2019 is a projected 2.9m. The first 2 stops (HPBA in Dallas, TX and Rockin RIbs in Springfield, MO are Completed with a fabulous response from crowds and brands alike.
The National Turkey Federation's Turkey Smoke
The first of the five events was held in Lodi, CA and received a great reception by the BBQ teams.
Cabo Wabo Tequila, CABORITA We have completed 3 of the 26 rounds and all have gone very smoothly with fabulous response and support
                                                                                                As of 3-27-18                       As of 4-27-19       Difference
  • Twitter Followers:
 16,805  
16,912		  
107		  
6.3%+
  • Twitter Impressions:
 32,732 50,274 17,542 53.6%+
  • Twitter Potential Reach
 421,257 500,470 79,213 18.8%+
  • Instagram Followers:
 7,812 8,699 887 11.4%+
  • Instagram Impressions
 39,826 57,956 18,130 45.5%+
  • Facebook total Likes:
 84,237 84,522 285 .3%+
  • Total Audience:
 108,854 110,133 1,279 1.2%+
  • Facebook Impressions:
 306,855 502,213 195,358 63.7%+
  • Facebook Post Clicks:
 902 2,652 1750 194%+
  • Facebook Reactions:
 2,516 3,508 992 39.4%+
  • Facebook Engagements
 3,716 4,817 1,101 29.6+
 
Print Media Potential Reach for KCBS                        8.341,153                 19,123,102        10,781,949        129%+
Social Media / Member Liaison Committee: *Note- This Committee is charged with communication, education, marketing and membership issues. 
Report to the board from the May 6th conference call:  SM-MScommittee@kcbs.us May 06 chat, Monday, at 4:00 pm Kansas City time Richard Fergola, Heath Hall, Jennifer Eggleton, Randall Bowman, Alan Sellers
(Marketing), (Social Media), (Member Services).
Notes for our committee discussion:
Heath, Randall and Richard all felt that we needed much more content for our web site and other social media post.
Heath has 125 people he is going to reach to and request some pictures and other media post showing different activity in the BBQ world.
Randall mentioned that we have 600 brand partner post that we are obligated to on the GAC tour and other brand partners.  Randall is going to reach out and see if we can get more post that can be shared on our KCBS web site.
Heath is headed to Memphis in May and during that trip he will be requesting people to help provide post able content.
The words kept coming up about organic content. Examples would be having the organizers to provide pictures from their event as requirement.  This will be something for the organizer committee to discuss more in depth.
We discuss “after” we build a much larger library of pictures, stories, which wood to use, how to build a good chicken box, how to select a good piece of meat, and the list goes on to have a stock pile of available presentations that can be called up and used.  Currently, the KCBS library is very limited on content. We would also want to collect many recipes for all kinds of BBQ products.  Then when we have a robust file we will be able to build a calendar of items that are going to be presented on a certain date and time.  Hoping that people will be looking forward to the KCBS presentations. Our target markets are the want to be cooks, shade tree chefs, and the general public with a culinary interest.  Randall, Heath and Richard are going to work together to bring substance to our media presence.
We have shelved the idea of having additional staff hired to help with the marketing.  Randall has three on his staff that can be used.
KCBS YouTube channel is still in the building mode.
Live Q&A Sessions via Website or Social Media platforms is still an open idea.
 Heath will be putting together a scope plan for the marketing presentations..
B.           
We will want to bring this back up for a motion to move forward and recognize every cook team with an award for 180 or 700 at every comp.  A Sticker, Large enough 4”x 4” to be mounted on a trailer or a pop up to show that team success.  The will be a KCBS Stickers with 180 or 700 ribbon on it showing that award for all to see.  Price quotes are in from Kim.  We want to discuss and make a motion to the board to accept and move the program forward.
These stickers will be sent to the reps to hand out or we can send them from the office.
Quote file and drawing files are attached: The cost of 6,000 stickers is $1,271.00
“We make a Motion to accept the program of giving out 180 & 700 stickers to all winners going forward approving KCBS to spend the quoted amount to acquire the products.
Membership report: May report
Total Current Members 19,519, (Net loss of 338)
New members: 470
Renewed: 1,208
Non-renewals: 727
Lifetime: 1,825
International: 2,189
Total countries: 39 (added member in Argentina)
 
International Committee:
Wayne Lohman: For the past year, IBOM has spent a tremendous amount of time converting domestic administrative forms to better align with foreign countries interpretation of the information being requested.  Examples include:
CBJ & TC Power Point Presentation = adding slides for meat, website and the team scoring results and pictures for people who don’t speak English as a first language.  We now have CBJ Manuals translated in 7 languages. 
Updated International Rep Material= adding to the list of updated links for domestic CBJ…to post on drop box until we can get International Rep designation for our material.
Bullsheet Articles= monthly articles from organizers, teams and judges on past or future events in their country.
Sanctioning Committee= coordinating contests dates and location with KCBS office for website listing. 
Contest and Class Invoices= we spent many hours and days reformatting the International Invoices to allow conversion to their respective currencies. 
Europe, Canada, and Australia have received both contest and class invoices with currency conversion.  All monies paid to KCBS in US Dollars and are converted on the day of payment.   Our next one will be Great Britain, which includes Northern Ireland and England, where we have event growth.  The reason for this change was 2-fold.  One, the organizers wanted a more accurate idea of what it will cost and also for the Reps and Instructors to report and receive their expenses in their country currency.
We are also pleased to report that we are in the process of sanctioning our first KCBS Contest and CBJ Classes in Barcelona Spain.  This request came to the IBOM from the Jack Daniel’s Brand Manager who will be the official sponsor of the events. Classes and a contest will take place in August and this is the third Jack Daniel’s Brand Manager that we have worked with as sponsor of a new country BBQ event.
In addition, IBOM is in discussions with the City of Memphis Tourism Dept. to expand the Southern Hot Wings Festival to a World Championship event.   This event is the largest wing contest in the US and the Tourism Board requested our help in attracting international teams to compete.    Ole Hickory Pits has agreed to provide the cooking equipment for the international teams.  This event could give KCBS a more prominent name in a very well-known BBQ City.
I also want to mention the success IBOM has had working with the US Dept. of Agriculture Branch of the US Embassy in foreign countries.  We inform the Public Affairs Officer that we have scheduled cooking/judging Classes or a contest and would welcome the opportunity to cook a dinner for the Embassy Staff.  This has enabled us to become involved with other events which the Embassy is involved in, as well as introductions to other prominent Business Interests and foreign counties.  To date we have worked with USDA Staff in Serbia, Slovenia, Costa Rica, Panama and Northern Ireland for our upcoming BBQ events in July.
CBJ Committee Report:
Dennis Polson:     KCBS CBJ Committee Meeting Minutes   April 29, 2019    7:20 PM CDT
Present: Dennis Polson, Chair; David Qualls, Co-Chair; Linda Polson, Recording Secretary; Ralph Williams, Becky Johnson, Jon Amadea, Frank Gonzales, Marge Plummer, Brian Daoud, Maxine Kilgore, Candy Weaver, KCBS President; and Carolyn Wells, KCBS Executive Director.
Dennis requested input from the committee regarding the recent BOD decision and ensuing controversy about inclusion of forks in entry boxes for judging process. Following discussion, the committee requested that Dennis make a recommendation to the BOD that, for sanitary reasons, a fork should be made available for all judging boxes, as has been the procedure in the past.
Dennis stated that another Rep had requested that the Committee discuss whether a CBJ and MCBJ should receive a V (Volunteer) signature for helping a cook by running boxes, etc. when there are too many judges at a contest. After a lengthy discussion, the committee believes the policy should be left as is, that judges should receive Volunteer signatures only for contributions made in the judging tent.
The Chip Draw process and previous Seating Program were discussed. The consensus of the committee is that the Chip Draw process is working very well, is a quick & easy process for seating judges & seems to distribute judges as fairly by experience & background as the seating program.
The committee discussed ideas for getting cooks to sign up earlier for contests, thus making it easier for organizers to have the correct number of judges & good, experienced judges for contests. Several ideas were presented to be passed along to Organizers and  it may also be possible to develop a survey for cooks to be posted on the Cook's website.
Dennis read a proposed Rep Statement to be read by the Reps at cooks' meetings, to encourage cooks to sign up to be available to have a CBJ cook with them for the MCBJ requirement. The committee approved the statement and Dennis will contact Randy Bigler, Rep Chair, to pass on the information to the Reps for reading at cooks’ meetings.
Frank reported that there are currently 83 teams signed up on the list from 31 states.
The committee discussed problems for judges & organizers with the Judge sign-up process on the KCBS Website. David Qualls explained why some of the problems are occurring, steps that are being taking to remedy the problems & suggestions for the interim process.
I move a Master CBJ receive a (V) volunteer signature when working with a cook team
Reason – To encourage Master CBJ to cook with a team as Continuing Education.
The CBJ Committee would recommend to go back to a fork or tong in each sample and the judge can use or not use the fork or tong to remove their sample.
Reason—cross contamination of flavors and sanitary concerns.
Possible motion after discussion.
The meeting was adjourned at 8:40 pm. The next meeting will be May 20th at 7:30 CDT.
Rep Committee
Randy Bigler: Minutes Rep Meeting 4/9/19
Present:  Randy Bigler-Chair, Haymo Gutweniger Co Chair, Linda Voth , Mike Winter, Debby & Bill Gage , Nancy Muller &  Kim Collier, KCBS Contest Sanctioning Coordinator.
Organizer Training Video Discussion- group discussed Organizer training videos available on KCBS.us.  Some organizers find them helpful while others stated that they needed to go back & forth as they needed to follow step by step. Randy informed group there is a printable document also posted that may help organizers.  Additional information needs to be made available to assist Organizers in using the available registration features.   Randy suggested that the Rep Corp help get the word out that there is training information available to their organizers.  Nancy is currently working on additional PowerPoints related to the Preregistration system. Judging Point of View completed and will be sent to Tech Committee Chair for approval.  She will start work on the Organizer Point of view shortly.
Linda inquired about the delay with the Judge Registration button being added to the event posting.  Kim explained that it’s a multi-step process- Office receives sanctioning application>contest approved & posted>email sent back to organizer with questionnaires for team & judge registrations> once Kim receives information back>additional contests are made in the system.  None of the pages “talk to each other” – so any changes have to be made in all 3 places (Contest, Team & Judge Portals).  For the organizer to be granted access to the EMS system > they have to in and open a “Guest” membership. Discussion as to how to speed up process- could the questionnaires be part of the sanctioning application- so they questions could be answered up front vs having to go back & forth.  Kim mentioned in 2020 the plan will be for the whole process to be online.
Rep Manual Revision: Deb & Nancy presented the revised manual to the group- it was reformatted to be more “user friendly. “  Additional information was incorporated and forms updated. Forms currently available on the website were reviewed and recommendations for revisions, deletions & additions were made.  Some required forms are not currently in the Rep Portal (Table Captain Tracker.)  Nancy reviewed some processes that were currently in the manual with Kim to see if they were still accurate:
Contest Assignments. Kim commented that she also can’t see who is already assigned for contests since we can’t search by Rep name- hence why some Reps have been doubled/tripled booked.  Randy will bring this issue to the board & see if there is an ETA for Rep name search. Discussion included notifying Reps of assignments.  Kim has agreed to notify Reps via email when they are first assigned to a contest- ie brand new contest or change of rep assignment.  Returning contests with the same rep assignment does not require email notification.  Reps are also responsible for finding their own replacements if they can’t fulfill assignment (medical issue, personal schedule conflict) after they have accepted it.   Reviewed States with Blanket Proclamations – Kim will update list.
Kid’s Que: Does anyone know the origination of the process documented in the Rep Manual.  This process states KCBS REQUIRES 2 age groups –“State having solely an overall winner in Kid’s Que is against KCBS policy as it requires a minimum of two age levels. Several in the group stated they have had Kid’s Ques with only one group due to # of kids participating. All understand the rationale why but not sure it should be listed as a requirement- maybe change language to be a suggestion. Randy will check with Rules committee to see who the author is & if this can be revised. 
Invoices were reviewed- currently being worked on by Dennis & David- suggestion was made that the reporting of pin selling boxes be updated to have one for $5 & one for $3. Randy will bring this to Dennis & David.  Kim also informed group that 2019 pins & the KCBS Flag pins are now $5 each (as are Lanyards) and all other pins are $3. 
Rep Dress Code- Haymo brought up a concern regarding reps wearing clothing/hats that include bbq vendors logo- i.e. smoker  as the current code calls out team logos. Mike also asked about Reps who are cooks wearing their team logos.  Bill did remind group as Independent Contractors- KCBS can only make suggestions. Randy will bring this to the board for their opinion.
KCBS Invitational-will it be same website for 2020- is there a handout for teams?
Rep Advisories- currently posted under Event Documents- requested that link be added to Rep Portal as well.  Randy is currently reviewing and updating.  Deb recommended that Organizer related advisories also be added to the Organizer Manual.  Rep advisory related to organizers cooking or vending at their own contest is listed in the Rep manual but not in the Rep Advisories- not sure when or why it was removed. Randy will look into it.
Open Discussion
Deb- does Sanctioning Document still require Notary Republic- Kim said yes- once it’s online (2020) it will not be required as email confirmation will be enough.
Randy asked if Reps still checking CBJ membership cards- all said yes unless the organizer or Rep vetted the judge list prior to contest. Discussion regarding lapsed membership & need to repeat CBJ class- how would a Rep know- if their membership lapsed- is the CBJ number removed from membership if they need to retake class in order to qualify to judge again. What if they were a MCBJ- do they lose that status?  Is there a requirement that they must judge within a certain timeframe- if so is it tracked- think lifetime member- what if they only TC or Vol or Rep.  Randy will follow up with Sammye.  Reps will need to see CBJ card at check-in unless they have vetted the list prior to contest.
Steak contest/NGS: Discussion re status of Steak & Grilling contests, how to sanction/invoice. Per Kim- if Stand-alone & less than 3 categories- it would be treated as Stand Alone Backyard Contest, more than 3 – a Competitors Series. If added to KCBS- same day it’s ancillary, If next day – it’s a second contest ($100 & $25 per category.)   All agreed it need to fully develop program- not copy other organization currently out there-but a KCBS program- with Grilling TOY points. Several Reps are receiving requests to add Steak contests using KCBS. Suggestion that Rep Committee gather their thoughts and bring suggestions to Sanctioning & Rules committee
Rep Quarterly Meeting-4 were held in March- 55/116 Reps attended, Randy is following up with those who did not attend. Some have informed him they are no longer interested in Repping. He is updating Rep List & one should be out soon. Randy thanked Linda for setting up the call & keeping the minutes. Minutes were sent out to the entire Rep group.
Meeting adjourned at 2:20 CDT Next Meeting May 7th 1pm CDT.
Questions for the Board following Rep Meeting 4/9/19
Dress Code from Code of Conduct for Reps: in Rep manual
The appropriate dress code as a KCBS contest Rep shall be that of “business casual.” As a KCBS Rep you are to dress and act professionally at every Rep event.
The KCBS name badge shall be worn at all times. If the Rep’s name along with the KCBS logo is embroidered onto the shirt, wearing the name badge is optional.
Slacks, pants, shorts, etc. are acceptable as long as they are free of holes, frayed edges and are appropriate.
Shoes: athletic or walking shoes, loafers, clogs and boots are acceptable. Flip flop and slippers are not acceptable.
Headwear should not display team names, logos or offensive language.
Haymo: Dress Code- can reps wear clothing/headwear that have logos related to bbq related companies or sponsors- including their own bbq teams while they are on duty at a contest.
Time line for searching events by Rep name – issue with double/triple booking reps as Kim is unable to verify if rep has been previously assigned for same dates, reps being notified of contests-
NGS Sanctioning Process (Steak contest)
NGS Grilling Contest
For the Organizer who wants to have an experience that is geared, with a more laid back focus for all those that love the taste and adventure of the flame broiled results then a NGS Grilling Contest may be what you are looking for.  As with a Competitors Series, the Organizer chooses what types of meats to be cooked that are not the traditional 4 KCBS meats. In addition, NGS Grilling Contest allows for alternative heats sources. For Stand-alone NGS Grilling contests with less than 3 categories- the Back Yard Standalone sanctioning fees and costs apply. For larger contests, the Competitor Series Sanctioning fees and cost apply.  The NGS Contest is not eligible for American Royal or Jack Daniels World Championships. In addition, teams who participate in a NGS Grilling contest will not receive KCBS Team of the Year Points.
Kids Que Guidelines- who wrote & when?  Is there a hard rule that there must be at least 2 age groups- many contests run their own Kids Que- some do one group (if sign up is low) some do different categories, some do on site? Below is the current guidelines in the rep manual – not sure if these are the same in the Organizer manual
Kids Que Guidelines
ORGANIZER DISCUSSION
When assigned to a contest, ask the organizer if there will be a Kid’s Que.
If yes, discuss the following and suggest below procedures.
Remind the organizer there are two age divisions: 10 and under and 11 through 15 years
Ask the organizer how many categories they will have. Some have a beef and chicken category, or a contest may want to have several other categories as well or instead of beef and chicken.
Others just allow youth to turn in anything.
Remind the organizer if they want to have more than one category they must have that number of turn in times.
Suggest some small prize, or ribbon, FOR ALL contestants
Suggest they discuss with their committee other prize levels such as only recognizing the winner of each age group, awarding 1st-3rd place or some variation.
State having solely an overall winner in Kid’s Que is against KCBS policy as it requires a minimum of two age levels. There is no KCBS policy preventing an additional category if desired, such as an additional High School.
Ask organizer to gain the following information on youth registering for the Kid’s Que: Name, team attending with, and child’s age.
Inform organizer you will request the above registration list upon your arrival; however, if they would like to send in conjunction with team spreadsheet it would be advantageous as the computer can be set up.
Discuss cooking site choices:
A designated site, where all youth and their chaperone come to prepare and cook their food, is recommended. Advantage: This evens the playing field as adults tend to interfere less.
You may allow cooking to take place in team cook sites. Advantage: Team can continue food prep and contest set up while supervising youth. Disadvantage: Some adults may be overly helpful.
Note: At least one volunteer, appointed by the organizer, is needed for supervision if Kid’s Que is held in a central location. Several volunteers are needed to check on procedures if youth are cooking in team sites. Suggestion: If you have a local college with a meat lab or a state beef or pork council, the organizer may want to recruit them to run this portion of their cook-off. These organizations will often enrich the contest offering supervision, awards, sanitation coaching, and more.
REP PREP AND GUIDELINES:
Enter all youth aged 10 and under as one category. Enter youth 11 through 15 years in as another category.
Never give two children the same number even when they are in different age groups.
 Some REPs find it helpful to put the letters “KQ” before or above the number to distinguish the Kids turn-in boxes from the adults’ turn-in boxes.
Judge age divisions at separate tables or at separate times.
Must use different table number for KQ than the main contest.
Use extreme caution when disqualifying a child especially in the 10 and under category. If a DQ is unavoidable, a private discussion with the parent is best. They then can choose whether to tell their child they were disqualified.
Do give individual details.
 
KID’S QUE COOK MEETING:
Obtain a contestant spreadsheet from the organizer. If the organizer does not have a spread- sheet, asks the child’s adult partner to sign them in upon arrival at the Kid’s Que meeting. Remember to obtain child’s name, team representing, and age.
Discuss adult supervisor is to only help with cutting, heat, or anything deemed dangerous. They are to allow the child to make other decisions; however, they are allowed to coach verbally.
Additionally, remind adults this should be fun for their child. Ask adults to resist the tendency to become aggravated when decisions aren’t what they would make.
KCBS encourages 6 pieces but do not DQ if turned in otherwise. It is never too early to prepare a youth for the standards of adult competition.
Siblings can cook on the same grill.
Cooking sources are the same as for adults -- no electricity.
Handicapped youth may receive whatever help authorized by the organizer.
Cover turn-in time(s), authorized cooking areas and what time they can begin cooking.
KCBS Invitational, will this be the same website for 2020?
To qualify for the KCBS World Invitational Barbeque Championship, a team must have received a Grand Champion or Reserve Grand Champion award at a KCBS sanctioned contest within the previous calendar year or finish within the top 125 in the overall rankings at end of calendar year. Qualified team head cooks must be KCBS members in good standing. All International teams that have won Grand Champion and or Reserve Grand Champion in a KCBS- sanctioned contest are also eligible to compete. Participants will compete for the championship title in the four meat categories – chicken, pork ribs, pork, and beef brisket – per the KCBS contest rules. The recent inaugural event held in 2019 also included a KCBS-sanctioned National Steak Grilling Contest.  Additional information can be found at http://www.kcbsworldinvitationalbbq.us
Where are the Logo files on the website?
 
 Technology Committee
David Qualls:  The KCBS Website and Membership Platform has made positive progress this month!  Features such as modifying the Recently Added Events Section now emulate the results as the old website did. Contest Search now displays the Contest Rep assigned as well as the State Championship designation in the results.


We have been tackling a painful bug where Judges who have registered for contests and not being communicated with which has affected over 100 contests has been identified, and corrective action was recommended. The MCBJ Testing is ready as soon as the office staff finishes their proofing of the content and I expect that to be functional by the time of this meeting.


I have been working with Dennis Polson, CBJ Chairman, on some new features using both the membership platform and the webinar system integrated in our conferencing system to initiate a streamlined and accountable method of training programs for our judges.


As you know the survey is underway on the seating issue and we haven’t had any known issues and I hope this is a feature that is used often to take the pulse of the membership in a coordinated manner with some factual results that will better enable the Board to make rational decisions based on widespread feedback from the source of interest. I believe this will be a welcomed tool of transparency.


I want to thank all the Reps that helped debug version after version of the Score Program and it is finally in the final steps of being compatible with the new website and platform and thus providing critical performance data from judging, team scores and regional trending etc.


I would ask that we meet with the Park Road Team in Closed session to discuss some strategic issues and matters of proprietary information that at this time need to remain in confidence.

I ask that you accept this report.
Event Committee:  *Note: Event Committee is charged with Banquet, Invitational, Team of Year, and Great American Cookout  
Jason Cole: No Report for this Month
Rules Committee
Candy Weaver:  No Report
Nominating Committee
Dennis Polson:  No Report.  
Philanthropy Committee Report
Myron Berry:  The Educational Scholarship applications deadline was 4/30/2019. All applications are being processed to be reviewed by the committee. The BOD will discuss the amount to be rewarded in 2019 at next month’s meeting in closed session. The committee plans to have the awards of scholarships by 5/30/2019.
Audit Committee Report
Myron Berry:       We have received the third quote for the, I will present the quotes to the board at our May 8 board meeting for discussion in closed session.
Bylaws Committee Report
David Qualls: No Report this month.                             
Building Committee
David Qualls: The Building Committee requests a discussion on sales Strategy going forward for the Madison Real Estate In Closed Session based on information received from Realtor.
Old Business   None
New Business
Motion By Alan Sellers: To accept the program of giving out 180 & 700 stickers to all winners going forward approving KCBS to spend the quoted cost of 6,000 stickers for  $1,271.00.
Discussion and Possible Motion To- A Master CBJ receive a (V) volunteer signature when working with a cook team. Per Recommendation of the CBJ Committee
Discussion and Possible Motion To- Rescind the Rule Prohibiting the use of forks which was approved in the April 10, 2019 Meeting. Per Recommendation of the CBJ Committee
Discussion and Possible Motion- of a Mandatory Annual Judge Refresher Course through the Membership Platform Training Modules.
Discussion and Possible Motion- of Rules for Participation of Non-CBJ Judges during contests.
Discussion and Possible Motion To- Allow Contest Representatives request a Judge issue a Comment Card on Entries of a six (6) or lower upon notification of Table Captains. Per Recommendation of David Qualls
Discussion and Possible Motion To- Allow Contest Representatives to consult with judges concerning outlier scoring during the judging process. Per Recommendation of David Qualls
 
Closed Session Agenda:
Discussion with Park Road on Forward Strategy with Platform.
Chief Executive Officer & Executive Director Reports
Discussion of Financial Reports
Discussion of Building Committee Sales Strategy
Discussion of Bids for Audit
Discussion of Contest Incident
Discussion of Personnel Issue
After Closed Session:
The Board may take any necessary actions including Motions on any or all matters discussed in closed session
Adjourn or Suspend