July 27, 2021 BOD Meeting Quick Notes

Kansas City Barbeque Society
Board of Directors’ Meeting QUICK NOTES
Tuesday July 27, 2021, 6:00pm
 
Membership Requests to Address the Board:   None
 
Call to Order
Meeting was called to order at 6:00pm
 
Roll Call: 
Candy Weaver, Randy Bigler, David Qualls, Richard Fergola, David McAllister, Myron Berry, Chiles Cridlin, Rick Wagner, Ralph Williams, Nancy Goldsmith, Stan Dobosenski, Corey Linton
KCBS Office:  Emily Detwiler
 
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 June 22, 2021, Meeting
  • June 2021 Financial Report
  • Finance Committee
  • Contest Report
  • Sanctioning Committee
  • Judging Committee
  • Contest Representative Committee
  • Rules Committee
  • Foundation Committee
  • Nominating Committee
 
Discussion of any items removed from Consent Agenda
 
Nancy Goldsmith- I Move to Approve the Consent Agenda With the Sanctioning Committee Removed for Discussion.
Second- Williams– Motion Passed Unanimously
 
Chief Executive Officer’s Report
Attached below.
 
Old Business  
NONE
 
New Business
 
  • Discussion and Consideration of Sanctioning Committee Recommendation of approval of the Harper County Bulls Eye BBQ in Harper, KS on Oct 15-16, 2021.
Myron Berry - I move to Approve the Harper, KS Event on October 15-16, 2021
Second- Bigler– Motion Passed Unanimously               
 
  • Discussion and Consideration of Sanctioning Committee Recommendation of a minimum number of 15 attendees required for a CBJ class held in conjunction with a One Meat Stand Alone contest.
Myron Berry - I move set the minimum number or 18 attendees to be required for a CBJ Class held in conjunction with a Any KCBS Sanctioned Contest.
Second- Bigler– Motion Passed Unanimously               
 
  • Discussion and Consideration of Consideration for the Rules Committee Recommendation to Amend the Current Pork Rule Replacing the existing language with the following: “Pork is defined as Boston Butt, Boston Roast, Picnic, Collar (aka Cellar) and/or Whole Shoulder.”
Stan Dobosenski - I move to adopt the new Proposed Pork rule as presented which reads, “Pork is defined as Boston Butt, Boston Roast, Picnic, Collar (aka Cellar) and/or Whole Shoulder.” to become effective on November 1, 2021, for the 2022 Toy Season.
 
Second- Weaver– Motion Passed 7 yes 3 No 1 Abstention (Cridlin)
 
  • Discussion and Consideration of Membership inquiries concerning enforcement of Table Population and minimum/Maximum Table Sample Policies as previously adopted and/or included in Rep Advisories and Rep Manual.
David Qualls - I move Adopt a Standing Policy that If the Minimum Table Specifications are not followed per the Board Approved Table Population Specifications for a KCBS Master Series Contest that KCBS shall refund the entry fee of its Member participants whom were entered in the contest in which the violation of the policy was allowed.
 
Second- McAllister–
 
Motion To Table- Williams Second Goldsmith    
          
  • Discussion and Consideration of a Pilot Geographical Recoupment Program to assist Organizers in re-establishing lost and failing contests for the 2022 season in areas of major decline.
Discussion Only    
 
 
Closed Session Agenda:
Legal, Financial, and Real Estate
Marketing and Promotions
Discussion of Contests
 
Myron Berry- I Move to Enter in to Closed Session
Second- Goldsmith – Motion Passed Unanimously
 
Entered Closed Session at 07:15PM
 
Board Returned to Open Session at 7:46PM
 
After Closed Session:
The Board may take any necessary actions including Motions on any or all matters discussed in closed session
 
Candy Weaver - I move the enact Disciplinary action pursuant to the Code of Conduct Hearing
Second- Goldsmith– Motion Passed Unanimously               
 
 
David Qualls- I Move to Adopt Resolution 07-27-2021-A Concerning Legal Representation
Second- Berry – Motion Passed Unanimously
 
 
 
Adjourn or Suspend
Ralph WIlliams- I Move to Adjourn
Golsdmith– Motion Passed Unanimously
 
 
 
Meeting Adjourned at 7:47PM
Attachments and Reports
 
Chief Executive Officer’s Report
 
World Invitational Updates:
 
  • The Kansas City Barbeque Society World Invitational, presented by Smithfield, will bring together championship pitmasters to compete for the title of KCBS World Champion in the Master and Backyard divisions. NEW for 2021 is the addition of the KCBS OPEN, which is open to any KCBS member in good standing to compete in the 4 main KCBS meats. The KCBS World Invitational will include the finale of the Turkey Smoke Series turkey contest and Turkey Smoke Team of the Year program that KCBS is leading with the National Turkey Federation to showcase the versatility of turkey on the smoker! In addition, we will include the Celebrate Real Pork series with the National Pork Board and a cocktail contest with 360 Vodka. 
 
  • Worked with KCBSWI Workgroup and Finance Committee to review and approve Prize Purses and Contest Fees.
  • Links are programmed for registration for teams and applications for judging to open up August 9th. Note: There will be individual links for Judges to apply for each day of the contest that they are interested in applying to be a part of the judging process. Announcements to kick-off registration and applications begin in August Bullsheet.
  • World Invitational workgroup is working on Golf Cart rentals, trophy RFP, team packets, supply ordering, apparel, next steps for site signage and map layouts once teams register, etc.
 
 
  • OVERVIEW OF KCBSWI EVENTS:  
    • Fri., Nov. 12:  OPEN CONTEST
    • Sat., Nov. 13:
      • CONTESTS: BACKYARD INVITATIONAL, TURKEY SMOKE, CELEBRATE REAL PORK, KIDS 'QUE, 360 VODKA COCKTAIL
      • KCBS ANNUAL BANQUET WITH TEAM OF THE YEAR PROGRAM
    • Sun., Nov. 14: MASTER SERIES INVITATIONAL
 
  • Membership Updates – Working to proactively drive membership renewals and convert both lapsed and guests.   For July, the focus has been on reinstating members and working on new member acquisition for Q3 and Q4.
    • Currently total active paid members for July is 15,362,
      • New members - Thus far for July, we have 125 new members
      • Renewals members - 54% of 800 renewals for July have renewed.
      • Lifetime members - we receive about 4-5  lifetime members per week. 
 
  • Membership renewal plan  
    • We continue to hold a monthly renewal drawing for members, to encourage members to renew.   For July, we will be giving away a KCBS Prize Package.
    • We have also focused on our communication with members to make sure they don’t lapse.  Therefore, we currently have our regular trigger messages that go out 60 days, 30 days and 45 days post invoice due, but we also are providing them two (2) emails during their renewal month to insure they are receiving and taking action on their KCBS membership.
 
  • Dropped Member Come-Back Program
    • The calls and emails have slowed down a bit with this reactivation strategy, but we have gotten some feedback as to why people aren’t renewing.  We will continue to present the CEO with strategies we can implement to re-engage lapsed members.
 
  • International Membership
    • This month for International membership as they are currently at 1587. We have started to see more reinstatements coming in internationally.
   
  • 35th Anniversary
  • We are about 12 weeks into our weekly social posts that are featuring members and their KCBS stories.  They are not only being shared on social channels, but also in the BullSheet and on our website in the photo gallery.  We have had some great stories from members from around the world that share their stories of how KCBS and barbeque have made an impact on their lives.  PLEASE CONTINUE TO SHARE YOUR STORIES & PHOTOS by sending to kcbs35@kcbs.us
 
  • CBJ Processes:
    • For July,  we have two (2) classes on the schedule.  One (1) in Alaska and one (1) in the KC area. 
    • In June, we also hosted two (2) CBJ classes for businesses that were successful.  Currently working on a plan to roll out to other businesses. 
    • Increase in 100+ members and Master Judge Candidates coming into the office for review.   Currently have 1705 Master Judges and 238 members that have 100+ contests judged.
    • Working with CBJ Chair on developing RFP’s for content production for the JCUP continuing education program
 
 
Partnerships Discussions  
  • Working on our fulfillment of all partnership agreements through end of year.
  • Outreach for 2022 partnership opportunities. If you know of companies that may be interested in partnering with KCBS, reach out to ceo@kcbs.us for more information.
COMMUNICATIONS:
PR/Earned Media: June (as of 7/23/2021)
  • 93 news articles mentioned KCBS (up 24% over this time last year); Potential Reach of 20 million . Please continue to include KCBS in messaging for contests, classes, etc.
  • Total Advertising Value Equivalency (AVE) - $192K
 
Social Media: June Updates
  • Continue to use social media to drive member conversion, promote KCBS brand, showcase our sponsors, events and provide value to our members through fun and educational content. 
  • In July, social media focus included key holidays, foundation scholarships, and 2020 Team of the Year videos leading up to the 2021 KCBS World Invitational. In addition, we focused on promoting our partnerships and 700/180 and Chase results.
  • Total Audience for July as of 7/23/2021
    • 71,305 Facebook (KCBS-only) Followers
    • 19,074 Twitter Followers
    • 18,985 Instagram followers
    • 1,994 YouTube subscribers
  • Several social media stats improved this month over last month.  The biggest call outs:
    • New followers on FB - 166, new Twitter followers - 59, new Instagram followers - 233
    • Facebook post reach - 81,058, up 159%; Facebook post engagement - 9,568, up 84%
    • 3.7K minutes viewed on Facebook videos - up 84.9%
    • 124K impressions on Twitter
    • Video continues to perform very well for us and will be posting more as we approach the 2021 KCBS World Invitational announcements. We encourage members to tag KCBS on social AND/OR share their videos with us for us to share on our channels
 
          CONTEST and EVENT UPDATES:  
○   Projected # of Events for 2021:
■      335 Contests currently scheduled for 2021
■      30 contests have already postponed; with no new date
■      30 have cancelled
■      67 contests already rolled over to 2022
■      20 CBJ, 4 TC of Classes scheduled for 2021
■      From November 1-July 21 -156 contests have happened (16 have been One Meats)
 
○   The American Royal is back. Working with the BBQ Planning team on bi-weekly meetings. Please be sure to register on the American Royal website.
 
●       2021 ToY Program ●        Chase 1 has ended. Chase 1 medals and stickers have been mailed out.
●      Chase 2 ending in two weeks.
 
COMMUNICATIONS:
●      Bullsheet  June–  35.19% Open rate among 15,541 members who received Bullsheet
●   Meat Sheet mid-month newsletter 27.16% open rate
○   31 clicks on KCBS social media links
○   137 clicks to lawsuit
○   23 clicks to Chase 2
○   527 clicks to view the June BullSheet(pdf version)
○   23 clicks to Invitational
○  23 clicks to KCBS Gear Store
 
SCHOLARSHIP PROGRAM UPDATE  
  • All applicants have been notified via letter. Letters went out on June 9th.
  • Press release about winners has gone out. Stone and Layman winners featured in BullSheet
  • Have heard back from 5 of the 10 recipients
 
WELLS and CBJ AWARDS -   
  • Please be sure to nominate outstanding CBJ’s:  https://www.kcbs.us/outstanding_judge_award_2021.php
    • All nominations received by October 1st of a given year will be sent to the CBJ Chairperson.  When applications are sent to the CBJ Committee, ALL IDENTIFYING INFORMATION will be removed as the nominations will be judged strictly on the information presented (names, cities, event names, dates, etc. will be removed prior to distribution for review). Please email the nomination form to ccridlin@kcbs.us by October 1.
 
 
INTERNATIONAL
 
  • Contest and CBJ Class activity has picked up with ongoing event discussions in Brazil, Peru, Mexico and Canada.  We are working on 1-2 meat contests scheduled for 2022 in Central and South America in hopes that travel restrictions will be lifted next year.
  • We continue to work with both old and new organizers in scheduling for 2021 and 2022.   For the remainder of 2021, we have 27 contests on the books with 24 events scheduled and 3 with postponed dates.  For 2022, we have scheduled 27 contests with 17 scheduled and 10 postponed from 2021 with undecided dates for 2022.
  • We also discussed the potential problems with changing the required refresher course from 18 months to 12 months in countries or areas where there are so few contests and the effect it would have on our membership levels.  This could impact our problem with having so few judges in most of our foreign countries where we have contests.  Minimum Class size with varying instructor fees were also discussed.
  • Reminder that all International members are eligible to register for the KCBS World Invitational as teams or apply for judging process, as long as there are no restrictions in their countries.
  • International World Championship Hot Wing Contest and Festival, has two international teams register, one from Canada and another representing South Africa.  This is the largest Hot Wing contest in the US that originally had 4 more international teams competing before Covid shut everything down.  The Hot Wing Board has plans to attract more international teams to Memphis in future years.
 
 
Contest Report
 
BOD Approval –    
Harper County Bulls Eye BBQ 10/15-16/2021 Harper, KS
     
     
In-House Approval –    
Vienna Alps BBQ Days 7/30-31/2022 Reichenau an der Rax, Austria
Jack 9 Memorial 9/11-12/2021 Delhi, Ontario, Canada
Permain Basin Barbeque Cook-off (Backyard) 9/29-30/2021 Midland, TX
Downtown Madtown BBQ Showdown - One Meat Rib Contest 9/18-19/2021 Madison, AL
Bombers & BBQ 5/27-28/2022 Hot Springs, AR
Brew N Que Perth 2021 12/3-4/2021 Claremont, Australia
BBQ Festival 2021 8/20-21/2021 Saue Parish, Estonia
Dirty Boots BBQ and Meat Contest - Day 2 8/28-29/2021 Boonsboro, MD
Downtown BBQ Throwdown 10/15-16/2021 Ripley, WV
Vidalia Police Department's Back the Blue BBQ Cookoff 11/19-20/2021 Vidalia, LA
Founders Day BBQ Championship 10/16-15/2021 White Hall, AR
     
Pending- none  
 
 
 
 
Sanctioning Committee
 
JULY 21, 2021
Members in attendance:
Randy Bigler, Charlie Brinza, Beth Salzl, Karrin Murphy and Myron Berry
Meeting began at 12:04 PM
The committee reviewed an application from Harper County Bulls Eye BBQ in Harper, KS for October 15-16, 2021. This is under the 90 day in house guideline approval. There are no conflicts with other contests on this date. The committee recommends that the BOD approves this contest.
Discussion on a One Meat Companion contest (that could be held on a Wednesday following a Master Series contest). This was a request from a Rufus Teague sanctioned contest.
The committee reviewed the standard 150 mile guideline for in house approval of BBQ contests. After discussion the committee agreed that this guideline should stay the same.
Discussed having a CBJ class in conjunction with Stand Alone One Meat contest. The committee recommends that the same standard of requiring 15 to attend the class ( The same as a Master Series BBQ contest )
A discussion was held about playing the Judges MP3 each day if there is a double contest ( Saturday & Sunday ) and all the judges are the same for both days.
Meeting adjourned at 1:15pm
Myron Berry, Chair
 
 
Judging Committee
July 19th 2021
Invitees: Chiles Cridlin, Emily Detwiler, Rick Wagner, Amy Acock, Dave Grousnick, Nancy Goldsmith, Jennifer Eggleton, Frank Gonzales,  George DeMartz, Kelly McIntosh, Bill Jones, Dave Druetzler, Paul Buob, Candy Weaver
Not in attendance – Jennifer Eggleton, Dave Grousnick, Emily Detwiler, Rick Wagner
New Agenda Items –
 
  • Final review of the second round of feedback from the KCBS Representative CBJ Trainers
    • A quick rundown through the feedback from the CBJ Trainers. 
    • Finalize what we need for the RFP process to get video production quotes.
      • Review complete, expecting to start RFP process immediately.
 
  • Request to shorten the Judges MP3.
    • Review the email that was sent out earlier this month as to suggestions of what we can do to make the current MP3 more interesting, less repetitive and yet deliver all the message content that needs to be reviewed before each contest.
      • The CBJ committee recommends shortening the Judges MP3 as soon as possible.  We received a great suggestion from a CBJ member and plan to take that approach.
Ongoing Agenda Items
 
  •  How to grow the list of teams willing to host a CBJ that needs to cook with a team for their CBJ Masters.
    • Bull Sheet and other communications requesting teams is not working
    • Estimated that we have gone from 100 teams down to 41.  No teams in Nebraska.
    • Request to have an announcement added during the cooks meeting.
      • The office has completed a three year review as to teams that have hosted judges.
      • Possibility of creating new way of tracking teams that host and having an award or recognition for the team that hosts the most in any given TOY year. 
      • Use social media to highlight the teams and judges (picture submission, quick judge write up, etc.).
 
  • Ongoing Goals for the 2021 CBJ Committee.
    • Develop online or web based certification update training course (In progress)
      • Review of conceptual updates to the KCBS Scoring System (100%)
      • Define Objectives (This is a separate document 99%)
      • Determine content (Most common misconceptions as seen in the judging tent 100%)
      • Develop a story board (Start August 1st)
      • Build test bank questions (Start August 1st)
        • Start with the ones we have and review them first.
        • Create questions based on new content and objectives
      • Write script (50%)
      • Choose LMS Platform (KCBS.US website has the capability) (Meet with Veith by 8/1)
      • Gather media needed (Not started) – Create RFP and send out by 7/30/2021
      • Assemble video or training program (Not started)
      • Beta testing, review and deploy (Not started)
 
  • Update related documents
    • Review of current KCBS Judge training class material (Nancy Goldsmith, started)
    • CBJ Training manual (Not started)
    • Reps manual (Not started)
    • Rep Advisory manual and Redacted Rep Advisory Manual (handed off to Nancy Goldsmith) (100%)
    • Judging Tri-fold (part of the Rules pamphlet)
    • Judges MP3 (next release date to be determined)
    • Determine if there are others
 
 
Closing – Any additional questions or concerns that are provided. 
 
 
Contest Representative Committee
 
KCBS Rep Committee Meeting
July 12, 2021 7:00 pm
The meeting was called to order by Chairman Ralph Williams at 7:00 pm. Members present were Jeanne Titus, Dave & Becky Druetzler, Scott Grinstead, Steve Grinstead, Alan Rothrock, Mike Winter, Debby & Bill Gage, Julie Poe, and Emily Detwiler.
The Committee discussed the following items:
Invoice- In the Rep portal there has been a revision to the invoice to correct a calculation function for events of 50 or more teams. All Reps should download and use the newest version of the invoice from the Rep portal.
Covid Procedures- KCBS has a complete set of Covid procedures listed on the KCBS website. At the May 26, 2021 BOD meeting, the BOD emphasized the following procedures:
Suspended the mask mandates; rather, following local, county and state guidelines. For example, if area guidelines are to wear masks, then masks must be worn. If there are no local mask mandates, mask usage is voluntary.
Suspended the requirement for teams to wear a mask or gloves in their preparation area,
Suspended the requirement for teams to sanitize their turn-in boxes at turn-in,
KCBS Reps or volunteers that handle turn-in boxes for number changing may be exempt from wearing gloves, so long as they disinfect hands prior to changing numbers,
Turn-in boxes shall only be handled by individuals wearing gloves.
All judging surfaces sanitized before judging and between each category (Rep verified)
All persons entering into the judging area must immediately use hand sanitizer prior to putting on gloves.
ALL judging participants shall use disposable gloves (one on each hand) while handling turn-in boxes and while receiving samples from the turn-in box.
Judges will need a clean pair of disposable gloves per round of judging.
The use of disposable utensils is allowed as is the use of gloved hands to remove samples from the entry boxes. However, gloved hands should be wiped with paper towels before taking the next sample from another box.
Gloves can be removed by the judge while judging samples and filling out comment cards. Please use hand sanitizer before filling out comment cards.
Comment Cards- Comment cards are always encouraged for a score of 6 or less, however, they are not mandatory. Review each card making sure all areas have been completed.
 
Rep Advisory 1.17 Rep Having Non-KCBS Responsibilities at a Contest - Question: Can a Rep have any other responsibilities, business interests, or partake in any other activities in conjunction with a contest they are serving as the Contest Rep? Opinion: NO. Once you appear on the contest site as a KCBS Rep, whose travel, lodging, and/or any other expenses are being paid by the KCBS contest organizer, you may not work for another organization at the same time for the duration of the contest. Nor can a KCBS Contest Rep operate or manage a vending booth/trailer of any type at the contest they are repping. BOD February 16, 2017; Amended BOD May 10, 2017
Car Rental vs Driving: Car rental has often proven to be an effective way to save an organizer funds while not adding mileage to your personal vehicle. However, car rental rates have soared due the lack of available cars for rent. Numerous agencies such as Costco, Travelocity, Orbitz, can help find a reduced rate. Please check both options when traveling to an event to help reduce unnecessary expenses.
180 Pins and Stickers for Backyard Events- The Backyard Division has TOY points and awards for their division.   It is appropriate to distribute 180 pins and stickers to those cooks who have excelled in scoring 180 in their category(s).
Signing CBJ Books: For a complete listing of when and when not to sign a CBJ book, please check the KCBS Rep manual, page 17, When to Sign the CBJ Book. (Rep portal)
Foundation Committee
The Committee met on 7/13/21 at 7pm. 
In attendance via Zoom: Nancy Goldsmith, Priscilla Smith, Charlene Ellis
Excused:  Dave Edyburn, Mike Megyesi, Beth Salzl  (input received on agenda items via email prior to meeting)
New Business
 
  1. Fundraising at World Invitational
    • Decisions were made regarding fundraising activities and purchase of wearable items to identify committee members
 
Continuing Business
 
  1. Development of strategic initiatives for Foundation
    • Developing mission statement that will guide future efforts in fundraising and disbursement of funds.
 
  1. Scholarship program
    • Rewriting website instructions and application essay
    • Adjusting Essay Scoring Rubric
Note: Next meeting will be held the third Tuesday of August (8/17). 
 
 
Rules Committee
 
The rules committee met at 6 pm CST via zoom. In attendance were: Steph Franklin, Charlie Brinza, Mike Wozniak, Ed Hartman, Joel Fleetwood, Emily Detwiler, and Bill Gillespie. 
 
The discussion covered feedback received regarding the upcoming proposed pork rule change. Consensus by the committee was to leave the rule change proposal as stated & originally proposed.  
 
There was also discussion about other misc topics that were brought up in feedback to a member of the committee.
 
Jim Frazee weighed in on the proposed rule change topic via email.
 
The committee meeting was closed at 7:05 pm CST.
 
Stan Dobosenski
KCBS Rules Committee Chair
 
 
PROPOSED AMENDMENT TO THE PORK RULE
 
Pork Rule change
 
Purpose: 
The Rules committee was tasked by the Board of Directors (BOD) to rewrite the Pork rule.  The committee requested the BOD to state the goal of the pork category in context of the entire cooking competition.  The BOD chose not to provide this but rather requested the new rule be:
 1. Something simple and clear.
2. A rule that is realistically enforceable.
 
 
Current rule:
PORK: Pork is defined as Boston Butt, Boston Roast, Picnic and/or Whole Shoulder, weighing a minimum of four (4) pounds at the time of inspection. After trimming, pork shall be cooked whole (bone in or bone out). However, once cooked, it may be separated and returned to the cooker at the cook's discretion. It may be turned in chopped, pulled, chunked, sliced, or a combination of any of those.
Proposed rule:
PORK: Pork is defined as Boston Butt, Boston Roast, Picnic, Collar (aka Cellar) and/or Whole Shoulder.