KCBS Board of Directors Regular Meeting Agenda For April 9, 2020 7:00pm CST

Kansas City Barbeque Society
Board of Directors’ Meeting Agenda
April 9, 2020 7:00pm CST
 
Membership Requests to Address the Board:   None
 
Call to Order
 
Roll Call: 
Alan Sellers, Candy Weaver, Randy Bigler, David Qualls, Richard Fergola, Haymo Gutweniger, Myron Berry, Ralph Williams, Nancy Goldsmith, Chiles Cridlin, Rick Wagner, David McAllister.
KCBS Office:  Emily Detwiler, 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.
 
Consent Agenda
            Notice concerning Committee Reports. Some committees do not meet monthly, If a report is presented, it will be included as attachments to the Agenda.
 
  • Minutes of March 11, 2020 Meeting
  • February 2020 Financial Report
  • Contest Report
  • Sanctioning Committee
  • International Operations
  • Judging Committee
  • Contest Representative Committee
  • Rules Committee
  • Bylaws Committee
  • Nominating Committee
  • Finance Committee
  • Scholarship Committee
  • Technology Committee
  • Marketing Committee
 
Discussion of any items removed from Consent Agenda
 
Old Business   Discussion and possible motion of introducing the Burger Battle
 
New Business
  • Discussion and Possible Motion of any pending contest sanctioning actions if needed.
  • Discussion and Possible Motion of waiving of the current 150-mile guidelines in 2020 when 2 contests are close to each other provided that both organizers are in agreement.
  • Discussion and Possible Motion to waive the 90-day rule for contests to be approved by the board in 2020 with the exception of new contest applications.
  • Discussion and Possible Motion on per team contest fees for the remainder of the year.
 
Closed Session Agenda:
  • Chief Executive Officer & Executive Director Reports
  • Discussion of Financial Reports
  • Discussion of Real Estate
  • Discussion of Legal
  • Discussion of Impact of COVID-19 Epidemic.
 
 
After Closed Session:
The Board may take any necessary actions including Motions on any or all matters discussed in closed session
 
Adjourn or Suspend
 
 
Attachments and Reports
 
Event_Name  Begin_Date  End_Date  City  State
Smoke on The Lake (BACKYARD ONLY) 6/5/2020 6/6/2020 Bloomington IN
Bowling Green Backyard Event (BACKYARD ONLY) 6/6/2020   Bowling Green MO
Cushing Chamber 25th Annual BBQ and Blues Festival Backyard contest (BACKYARD ONLY)(INVITE ONLY) 6/12/2020 6/13/2020 Cushing OK
Bare Bones BBQ Cookoff 6/13/2020 6/14/2020 Pilot Butte, SK  
Real Squeal BBQ Smoke Off 7/17/2020 7/18/2020 MARION IA
Bourbon, Brews & BBQ(BACKYARD ONLY) 7/18/2020   Bancroft IA
 Barn Burner BBQ 7/25/2020 7/26/2020 Chilliwack, British Columbia  
Milliken BBQ Beef N Bean Day 8/7/2020 8/8/2020 Milliken CO
Out West BBQ Fest 8/14/2020 8/15/2020 Gering NE
Nevada Chamber Low and Slow Barbecue cook off 8/28/2020 8/29/2020 Nevada MO
Prairie Dog on the Bow 9/4/2020 9/5/2020 Alberta  
Lowell KCBS BBQ 9/25/2020 9/26/2020 Lowell AR
Bonifay All American Smoker Competition 10/2/2020 10/3/2020 Bonifay FL
Meat Scream BBQ Competition-Day 1 10/16/2020 10/17/2020 Westminster CO
Meat Scream BBQ Competition-Day 2 10/17/2020 10/18/2020 Westminster CO
Mo-Smoke 10/31/2020 11/1/2020 Modena  
Indio California State BBQ Championship & Festival 11/6/2020 11/7/2020 Indio CA
 
Sanctioning Committee/Organizers Meeting
SANCTIONING COMMITTEE MEETING 4/1/2020
 
Committee members in attendance: Haymo Gutweniger, Myron Berry, Randy Bigler, Charlie Brinza, Debbie Yopp, Kim Collier, Candy Weaver and Emily Detwiler.
 
Meeting called to order at 12:02pm
 
We had one contest conflict to discuss:
 
The Interstate BBQ Festival in Hagerstown, MD which was originally scheduled in April has postponed their contest due to the COVID-19 to 10/3/2020.
 
The Keystone Classic BBQ in Harrisburg, PA sent in their sanctioning paperwork last week for the date of 10/3/2020 which is the date they have held their contest for the past 12 years.
 
These contests are 75 miles apart, the Keystone Classic is held in conjunction with an annual Festival and can not move their date.
 
With the extra ordinary circumstances, we are currently in and after discussion, the committee recommends sanctioning the Keystone Classic on the date of 10/3/2020.
 
The committee discussed 2 proposals:
 
  1. We propose to have the board approve the waiving of the current 150 mile guidelines in 2020 when 2 contests are close to each other provided that both organizers are in agreement.
  2. We propose to the board to waive the 90 day rule for contests to be approved by the board in 2020 with the exception of new contest applications.
 
Emily shared information with the committee regarding the virtual BBQ contest that KCBS has sanctioned as a Competitor Series and is being held by The BBQ League.
All competitors must be members of The BBQ League and all judges must be KCBS certified judges. This looks to be very entertaining and exciting for all participants.
 
Meeting adjourned at 12:37pm
 
April 2020 International Board of Managers Report-No Report
No Report
 
Europe addition to the International report – April 2020-Gutweniger
 
Due to the situation, all contests are stopped since generally all events in the different countries are cancelled. To see when the contest season may start is absolutely not possible since most countries are not in the situation to communicate when the shutdown might be over.
Most of the contests up to May 2020 are postponed or cancelled, some organizers wait up to the last minute to see if they will be able to have the event. Seeing the crisis, I don’t believe we will have any events in Europe up to June, if it is running well. It might even be, since we will have to wait until we understand how the travelling of teams and judges will be possible, that the contest season will be really short and start only in July – August.
 
 
CBJ Committee- March 24, 2020
Zoom conference meeting was called to order at 7:30 p.m. Central time by Chairman Ralph Williams.
Members present: Randy Bigler, George DeMartz, Nancy Goldsmith, Frank Gonzales, Maxine Kilgore, Dennis Polson, Alan Sellers and Ralph Williams.
Items discussed:
CBJ Participation at annual awards banquet: This item is a yearly concern.  What can we do to encourage/attract CBJ’s to attend the annual meeting?  Each Committee member was asked to bring suggestions/ new ideas to the next meeting.
Annual CBJ Re-Certification:  This is a carryover from past years.   Everyone agreed it is a good idea but the concerns voiced were: Who, and at what expense to KCBS, will monitor the pass/fail of those taking the test, if the re-certification is not complete, will it eliminate a CBJ from judging until the test it passed, it may penalize an event that is already struggling to find judges and create a judges void for some events. 
Craig Layman Award:  Jim Patterson wanted to know what it would take to have a Craig Layman Judges Award and have it presented by his wife at the annual meeting. The Committee suggested a contribution to the scholarship committee and an award be presented to a college student, in his honor.  A second suggestion was the placement of a flame on the “Wall of Fame”.  Many great judges, cooks and organizers have crossed over and a scholarship would be a great benefit for a student furthering their education.
Outstanding Judge Nominations:  Discussion concerning the format was foremost. George DeMartz is revamping the form to hopefully make it easier to complete.  Maxine Kilgore has suggested we consider adding the following statement. “The written nomination must strongly justify why this individual is deserving of this award. It should not be a reiteration of the nomination requirements”.
Member Recruitment:  As KCBS continues to recruit new members, it was suggested a “teaser” program be added to the website which would allow potential new members to pay a small fee and be able to see how a class is structured and see a class in progress.  If that person chooses to take the complete CBJ class then the amount paid for the “teaser” program would apply towards the cost of taking the full class.
Class Approval:  The CBJ committee reviews requests for classes from individuals or organizations wanting to host a CBJ class. It was suggested we revamp the current application.  I will contact Karrin in the office to see if there is a listing on the number of CBJ’s in each state. Judges are one of the major life bloods of KCBS.
Master CBJ: A concern was expressed by some members wanting to know if they can receive the correct answer to a question they missed on the master CBJ exam.  You can on the CBJ review test.  Additionally, a concern was noted that some questions referred to the Rep Manual for the correct answer.   This manual is currently not available to CBJ’s.  A question was asked as to why not make it available to all as we have with the Rep Advisories.
Continuing Education:  Hopefully in the future as KCBS provides more on-line information, a CBJ power point would be available for re-certification.
Committee Homework: Review the current on-line test for questions that are ambiguous in nature.  (ex. Poor wording, spelling).   Develop new strategies to encourage CBJ’s to attend the annual conference.
Meeting Dates: April 28, May 26, June 23, July 28, August 25, September 22, October 27, November 24, December 22.   All meeting will be at 7:30 pm. Central time.
Adjournment:  Meeting was adjourned at 8:45 p.m.

KCBS Rules Committee Meeting, April 7th 2020
 
Attendees: Chiles Cridlin, Theresa Bell, Jim Frazee, George DeMartz, Charlie Brinza, Candy Weaver, Mike Wozniak, Barry Johnson
Not in attendance - Dave Druetzler, Theresa Bell
 
Roll Call 
Barry Johnson and Mike Wozniak are new to this call.
We have a lot of resources as compared to other teams, let’s get some big tasks underway.
 
Steak Rules ancillary – Decide if we resurrect the rules and complete them.
Candy has distributed what we have.
Other ancillary contest rules – Where are the rest of them
Chiles to take ownership of consolidating
No current plans for steak competitions that I am aware of.
Hamburger contests are growing – First to complete.
 
Judges MP3 review – too long and could be considered “not interesting”.
Candy will send us a link to this and other MP3’s to review.
George D. to take the first read thru all MP3 scripts by next meeting
Judges MP3 first
Table Captain and Cooks have not been touched. 
Committee members may need access to the reps area.
Need to find a way for committee members to have access to the MP3’s and Rep Advisories
Bring this to the board?  Will an NDA suffice for a committee member to have access to this?
 
Rep Advisories – We should plan to incorporate older advisories into the rules or rep handbook.
Where are the old rep advisories?
Chiles to take the lead to ask the Rep Committee if they want to add to the Rep Handbook and then turn over to rules?
Who will take lead? - Chiles
Timeline to complete this – Plan of action by next meeting.
 
Shorten rules Page – Create a plan or timeline to review the current KCBS rules without losing integrity of the content.  
Charlie B. takes the lead!  Jim F. to assist and review edits.
Six location that look to the rules – All have to be fixed.
Why do we have cooking rules and judging rules on the same pamphlet? 
Advisories for cooks and judges - should they be separate?
Online or pamphlet or both, I am guessing that they should match.
 
New items to discuss –
Version control on all documents - Date created, edited, etc.
Chiles to take the lead
Format control and all documents saved as PDF’s
Find Bill Capstack’s Action list from every board meeting.
Find Bill’s ancillary judging document.
Work with the secretary and other committees to agree and adopt common practices
Version on the file name and version listed in the
Record of all documents – is there a “Master List”?
Suggest an annual review annually and “released” after the edit.
Timeline for the editing process
Suggest that we follow the TOY calendar year. 
Formalize document lifecycle process from committee to publishing.
When a new rule has been passed, make sure we document the spirit or history of the rule so we can review the intent or reason the rule was put in place to begin with.  The example was pooling of sauce – History about the lettuce cups of sauce vs
 
Suggest agenda items for future consideration:
Fraternizing: 
All guidelines, rules and regulations, etc. should be thoroughly reviewed to eliminate the word “fraternizing” from the documents.  For example, in the 2020 rules under Judging Procedures, procedure #1) states “Judges may not fraternize with teams on turn-in day until conclusion of judging.”.   This just confuses judges, cooks, and individuals/organizations who may be looking for “reasons” to simply criticize KCBS.  Suggest judging procedure #1 be rewritten to state that Judges should comply with KCBS’s socializing guidelines.  (And, all other documents should be revised.) 
Is this something that the rules committee should asked to do?
Rules and Regulations:
At the beginning of the year, an email blast should be sent out to all members stating that the new rules and regulations for that year have been updated and posted to the KCBS Website (and provide the link).  The email can highlight major rule changes or simply state that changes are highlighted, bold, etc. in the new rules/regulations. This will ensure that all members are aware that the rules have been updated.
Porta Potties:
This may seem trivial but I can assure you I have heard lots of comments/concerns about this issue. We have addressed this in the past and, I believe, it may have been incorporated into the organizer’s manual but I don’t think it is being encouraged.   However, I saw this frequently at multiple contest last year were only one or two porta “johns” were provided for the judges.  Contest organizers should be encouraged (or required) to have at least one handicap porta potty and/or one female porta “Jane” potty.  I can be more specific on the reasons why, if need be, or the men can just ask their wives and female friends!
Ask Myron and see if this item made it in the updates.
Current status on the Organizers handbook.
 
Closing – No additional questions or concerns were provided.