KCBS August Board Agenda

Kansas City Barbeque Society
Board of Directors’ Meeting Agenda
August 14, 2019
Roll Call: 
Dennis Polson,  Alan Sellers, Candy Weaver, Randy Bigler, David Qualls, Richard Fergola, Haymo Gutweniger, Myron Berry Ralph Williams.
KCBS Office:  Carolyn Wells, 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.

Membership Requests to Address the Board:   None

Minutes of Last Meeting
David Qualls: I move to accept minutes of the July 10, 2019 Regular Meeting and Special Meeting of August 7, 2019.

Financial Statements
Myron Berry:   Attached is the last month’s financial report.  Please accept this report.

Contest Report
Event_name  Begin_Date  End_Date  City  State
West Alabama  State Fair Barbeque Cookoff (BACKYARD ONLY) 11/1/2019 11/2/2019 Northport AL
Foley BBQ & Blues Cook-Off (BACKYARD ONLY) 3/13/2020 3/14/2020 Foley AL
Fire at the Foothills (BACKYARD ONLY) 4/3/2020 4/4/2020 Chelsea AL
Poosa Q 6/18/2020 6/20/2020 Montgomery AL
8th Annual BBQ Showdown 5/1/2020 5/2/2020 Show low  AZ
Indio California State BBQ Championship & Festival 11/1/2019 11/2/2019 Indio CA
Fired up Florida (KOSHER SERIES) 12/31/2019 1/1/2020 Boca Raton FL
Smokin in the Square 3/20/2020 3/21/2020 Pensacola FL
Brasstown Valley Winter BBQ Throwdown (JUDGES FULL) 2/7/2020 2/8/2020 Young Harris GA
Saluting With Smoke (COMPETITORS SERIES) 11/9/2019   Yorkville IL
National Head 2 Head Invitational Top 50 (Competitors Series) 10/18/2019 10/19/2019 Great Bend KS
Smoke on the Bricks 5/29/2020 5/30/2020 Baldwin City KS
Smoke on the Plains Derby BBQ & Music Fest 6/12/2020 6/13/2020 Derby KS
Central Maine BBQ Cook Off 6/19/2020 6/20/2020 Skowhegan ME
Firelake BBQ Cook Off-Day 1 3/20/2020 3/21/2020 Shawnee OK
Firelake BBQ Cook Off-Day 2 3/21/2020 3/22/2020 Shawnee OK
Sunshine Coast BBQ Championships 10/25/2019 10/26/2019 Palmview Su
31st Annual Jack Daniels World Championship Invitational Barbecue(JUDGES FULL) 10/25/2019 10/26/2019 Lynchburg TN
Jack Daniel's World Championship Shade Tree Contest (BACKYARD) (JUDGES FULL) 10/25/2019 10/26/2019 Lynchburg TN
Dr.George Smith BBQ Brawl (COMPETITORS SERIES) 5/9/2020   Murfreesboro TN
BBQ Gives Back (Day 1) 3/27/2020 3/28/2020 Urbanna VA
BBQ Gives Back (Day 2) 3/28/2020 3/29/2020 Urbanna VA
Smokin' on the Buffalo BBQ Brawl 5/15/2020 5/16/2020 Mannington WV
Almost Heaven BBQ Bash 6/19/2020 6/20/2020 Roanoke WV
Table Captain Class 11/2/2019   Lommel  
Smokin in the Valley 11/9/2019 11/10/2019 Herne Hill WA  
Spring Break BBQ Contest III 3/27/2020 3/30/2020 Lommel  
3rd Wild King BBQ Contest 4/18/2020 4/19/2020 Tirol  
Transylvanian BBQ Festival 2nd Edition 5/15/2020 5/17/2020 Olteni, Covasna County
Atlantic Canada Championship BBQ Festival 8/14/2020 8/15/2020 Nova Scotia  
Meetjesland International BBQ Contest 10/10/2020 10/11/2020 Maldegem  
Need Board Approval –NONE
Sanctioning Report:
Meeting began at 12:03PM
Kim Collier reported that we have several contests applications coming in for 2020 and that there are no conflicts with contests at this time.
An organizer has asked about having t-shirts printed with Kansas City BBQ Society name on shirt with the contest. The committee all agreed that KCBS should not be listed on the shirt as this could imply that the contest had a role or position in KCBS.
Last years Sanctioning Committee raised the contest fee and fee per team for Backyard Series with the raise effective January 1, 2019. The sanctioning fee was raised from $200 to $250 and the fee per team was raised from $5 to $8.
Last years Sanctioning Committee had discussed raising the fee for a sanctioned Master Series from $350 to $450, but did not recommend a raise for 2019. There has been no increase in sanctioning fees in Master Series the past 10 years and contest costs have increased. A discussion about  leaving the sanctioning fee at $350 and increasing only the fee per team from $12 to $14 to help cover rising contest costs was held. Currently there are several contests that have already been sanctioned for 2020. These contests would have their budgets for 2020 in place and a fee raise in 2020 could place a burden on these contests.
The committee voted to recommend raising the fee per team for a Master Series from $12 per team to $14 per team to cover increased contest costs to be effective January 1, 2021.
Meeting adjourned at 12:35pm.
Marketing Company Report- First Club Marketing:
The following report is for the the month of July’s KCBS, Social Media outlets performance. This report reflects the dates as requested by the KCBS Board of Directors
The GAC tour for 2019 is already well underway, we have submitted all documents for and to the Brand Partners as each and every Brand Partner agreement with KCBS requires monthly impact reports be generated and sent as well as making sure deliverables are completed on behalf of KCBS for each partner.
FCM is in full 2020 sales mode for the GAC tour as well as additional customized programs to expand on current partnerships as well as bring in new ones.
This report is a brief summarization of the full report submitted to Carolyn Wells the KCBS Executive Director and the SM-MS Committee as directed by the KCBS BOD. Much more detailed information is contained in that full report.
I have also included a larger view, showing the last 12 months (the time FCM has handled social media for KCBS) to help put all in perspective as to the massive
growth seen. This is available in the full report referenced above.
  • First Club Marketing Report for KCBS Marketing/Social Media KCBS July 2019
(Web Stats for 7/1/19 – 7/31/19)
  • Total page views for Dates: 173,051 (June)     140,087 (July)
  • Total Unique Users for Dates: 39,924 (June)    34,413 (July)
Time per Visit: 4m-21s
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 12 stops are completed with 8 remaining
The National Turkey Federation's Turkey Smoke
The first two of the five events have been completed and received a great reception by the BBQ teams. The next three will be coming up on 8-9-19 in Mason City, IA at the 16th Annual UP IN SMOKE BBQ Bash, 8-23-19 in Alberta Lea, MN at the Big Island BBQ and the final round for 2019 will be in Salisbury, NC on 9-20-19 at the Tilley Harley- Davidson Biker Blues BBQ Rally and BBQ Classic
Cabo Wabo Tequila, CABORITA
We have completed 7 of the 26 rounds and all have gone very smoothly with fabulous response and support
Print Media Potential Reach for KCBS 27,119,864 32,364,917 5,245,053 19.3%+
As of 6-28-19 As of 7-27-19 Difference
  • Twitter Followers:
17,070 17,372 136 1.8%+
  • Twitter Impressions:
75,474 61,208 26,299 18.9%-
  • Twitter Potential Reach
507,339 508.114 6,098 .2%+
  • Instagram Followers:
10,714 11,523 809 7.6%+
  • Instagram Impressions
83,398 139,988 56,590 50.8%+
  • Facebook total Likes:
85,383 85,666 273 .3%+
  • Total Audience:
113,303 114,561 1,438 1.2%+
  • Facebook Impressions:
345,943 368,800 22,857 6.6%+
  • Facebook Post Clicks:
1,786 2,243 457 25.6%+
  • Facebook Reactions:
3,102 2,680 -422 13.6%-
  • Facebook Engagements
4,017 3,559 -458 11.4%-
Comparison of FCM Social media Plan to previous provider (annual #’s)
As of 7-31-18 As of 7-31-19 Difference
  • Twitter Followers:
15,909 17,372 1,463 9.2%+
  • Twitter Impressions:
253,279 654,754 401,475 158.5%-
  • Twitter Potential Reach
2,937,273 6,300,617 3,363,344 114.5%+
  • Instagram Followers:
4,010 11,523 87,413 205.5%+
  • Instagram Impressions
N/A 139,988 N/A N/A
  • Facebook total Likes:
81,429 85,665 4,416 3.9%+
  • Total Audience:
101,808 114,561 12,753 12.2%+
  • Facebook Impressions:
345,943 368,800 22,857 6.6%+
  • Facebook Post Clicks:
5,824 29,184 23,360 401.1%+
  • Facebook Reactions:
24,298 52,066 27,768 114.3%+
  • Facebook Engagements
34,609 71,714 37,105 107.2%+
Social Media / Member Liaison Committee: *Note- This Committee is charged with communication, education, marketing and membership issues. 
Report to the board from the committees meeting Aug 5th conference call:  SM-MScommittee@kcbs.us Aug 5th 2019 chat, Monday, at 4:00 pm Kansas City time Richard Fergola, Jennifer Eggleston, Randall Bowman, Carolyn Wells, Alan Sellers,
Notes for our committee discussion:
  1. The committee instructed Randall to move forward with get our YouTube channel moving forward.
  2. Taking KCBS’s You-Tube channel and developing the structure to provide a pathway to our market.
  1. Jennifer Eggleston is our new Ambassador coordinator in Ohio Spreading the word one event at a time. One on One communication at the field level where people are listening the most.
  1. We are working on developing a budget for the Ambassador program. Randall is searching for some supplier and sponsors that are will to send give away items.  The past Week end the City of Belair, Maryland, the state of Maryland, the downtown business alliance gave the Ambassador program several handouts that produced a steady flow of people willing to hear the story of KCBS.
Membership report: these are our July numbers.
Total Current Members                      20,066 Maybe getting adjusted +313 from last month
New members:                                     301                         +46
Renewed:                                              809                         -255
Non-renewals:                                      506                         -31
Lifetime:                                               1,891                      +15
International:                                       2,249                      +129
Total countries:                                    40 (No change from last month
International Committee:
Wayne Lohman: The IO team has had a really busy summer so far…
Last May brought us to Hermosillo, Sonora, Mexico for a two-day cooking and CBJ class. We traveled four hours south of Tucson through the agricultural center of northern Mexico to arrive at Hermosillo, the fifth largest city in Mexico. Many of the students for this class traveled 9 1/2 hours on their chartered bus from Mexicali.
 The class site was a beautiful old hacienda that had been renovated to accommodate events.
 It was a perfect setting for our class and easily accommodated our 24 students. These guys…mostly all experienced competitive BBQ team members rocked this class! We expect to see great things from them in the future!
It was great exchanging BBQ ideas with our new friends south of the border. Starting in the fall, look for several new contests from this part of the world. Big thanks to Guillermo and Daniel Olaz Silva for such a detailed, team friendly great job!
June brought part of the team traveling to Finland for this country’s first contest and CBJ class. This event was held along the river in Tampere. It was a beautiful spot containing a soccer stadium where we held a typical KCBS CBJ class. At this class, we welcomed 31 new members to the KCBS Family.
Directly after the class we held the team meeting where we also welcomed 23 teams from 5 countries to the competition. We think this was the first KCBS contest where a mobile sauna was brought in for relaxation for the teams!  Entries included the four KCBS meats, dessert and vegan. The winners in each category were: Chicken: Hot Scandanavian BBQ Boys; Ribs: Northern Lights BBQ; Pork: Rokende Regahs; Brisket: Rokende Regahs; Reserve Grand Champion: Broken Ribs BBQ and Grand Champions: Rokende Regahs. Poppamies Challenge: With a 180---Smoked Pioneers BBQ Team: Vegan: Envorin Savujullit BBQ
The busy weekend was flawlessly executed under the leadership of Riku Niscali. With special thanks to Miko Lyly for his patience and guidance.
Another part of the team spent the first few weeks of July back in Costa Rica.
We were asked by the US Ambassador to Costa Rica, Sharon Day, to cook for her personal Fourth of July celebration. Ambassador Day, who hails from Texas, wanted to have a celebration that reflected a Texas State Fair, which included BBQed chicken and ribs. Other “fair foods” included fried Snickers, fried mac and cheese and fried Oreos. The guest list of 785 invitees included ambassadors from other countries and top diplomats from throughout South America, including the Vice President of Costa Rica.
Four days of special, private KCBS style cooking classes preceded the ambassador’s event. These were for experienced teams and new competition teams. A special class was even held on the embassy’s ground for the embassy marine guards.
During the time in Costa Rica, representatives from all over the world truly got a taste of KCBS US style low and slow cooking.
International Southern Hot Wings activity has increased with discussions with Memphis Convention Bureau, Memphis Tourism Bureau and IHeartMedia.  The organizers purpose of making this an International Sanction Contest under NGS is to promote the Ronald McDonald House Charities that could involve some of the 384 Ronald McDonald Houses worldwide.  There could be other event possibilities with the introduction of a Memphis cultural heritage, music.
International Class and Contest activity for 2019 has reached close to 90 events.  Discussions are ongoing with Israel, Thailand, Russia and Panama.  The Russian event would be held in St. Petersburg which is only two hours from Helsinki, Finland.  Team competition from Poland, Estonia and Finland would support the event.  The IBOM is checking with the US Embassy in Russia on how to apply for the proper VISA and other requirements for a sanctioned BBQ Contest.
Our proposed contest date in Japan is the week of New Year’s Eve for the affiliation of the Japanese – South Korea BBQ Alliance.  This would be a two-day event comparing American Style and Asian Style of Cooking.  There is also the possibility that Taiwan could participate in this event.
Our first sanctioned contest in Panama is tentatively scheduled for Super Bowl weekend in Panama City, Panama that may be the foundation for 3 events in 2020.
CBJ Committee Report:
Dennis Polson:     KCBS CBJ Committee Meeting Minutes July 29, 2019    7:30 pm CDT
Present: Dennis Polson, Chair; Linda Polson, Recording Secretary; Jon Amedei, Marge Plummer, Brian DeCoud, Frank Gonzales, Maxine Kilgore, Becky Johnson, Ralph Williams, KCBS BOD, and Carolyn Wells, KCBS Executive Director.
Dennis opened the meeting and Frank gave a report on cooks volunteering to work with MCBJ candidates; there were no new applicants during the past month so registered cooks stands at 86.
The committee members made several suggestions of incentives and rewards for CBJs for attendance at the KCBS annual meeting & banquet. Also discussed were ideas for educational offerings such as IT update, Table Captain Class, etc. Dennis & Carolyn will do some research about resources and the topic will be discussed further at the next meeting.
The committee discussed a recent concern voiced by a CBJ about not receiving timely notification by an organizer regarding acceptance to judge a contest.
The Master Table Captain Certification Program proposal was discussed.
The meeting adjourned at 8:45 pm. The next meeting will be August 26th at 7:30 pm CDT.
Rep Committee
Randy Bigler:  The Rep Committee met on Aug 6th members present were Bill and Debby Gage, Lynda Voth, Haymo Gutweniger, Mike Winter and Randy Bigler. We discussed the addition of 3 new contest reps who have just finished their 4 probationary contest and a motion was made to except those 3 people as full contest reps. Motion passed from committee and will be brought before the BOD for approval.
A new person was recommended to become a rep for the Kansas City area and the committee felt that no additional reps are needed at this time in that part of the country.
The committee feels that the BOD needs to come out with a statement reminding the Cook Teams and judges that the Contest Reps are in charge at a contest. We do not think that our members are reading the rules of the organization. Even though we have rule number one that says:
The decision and interpretations of the KCBS Rules and Regulations are at the discretion of the KCBS Contest Representatives at the contest. Their decisions and interpretations are final to the extent consistent with the rules.
The committee discussed KCBScore, Seating Program and the KCBS website and although there are some small issues all 3 of them are coming along and we appreciate all of the work that has been spent on them.
 Technology Committee
David Qualls: The Technology Contractors have been busy with the following projects;
Completed rollout of Judge Management 2.0 including overview video for end users 
Rolled out training videos for organizers and judge coordinators of Judge Management System 2.0 
Continued Cyber Security Awareness Training for KCBS staff and email account holders. 
Completed KCBScore updates- Released final BETA version to field testing teams
Continued Rep KCBScore Rep training
Completed build of online self-paced Rep Training for KCBScore - Released to BETA testing group for feedback
Motion to Implement will be discussed in New Business
Developed prototype mockup of enhanced map search User Interface 
Developed prototype mockup of new home page layout for KCBS.us with the help of Committee Members David McAllister, and George Mullins.
Started requirements gathering of KCBS Mobile App
I ask that you accept this report.

Event Committee:  *Note: Event Committee is charged with Banquet, Invitational, Team of Year, and Great American Cookout  
Randy Bigler: The Event Committee met on 24 July. Member’s present were Myron Berry, Richard Fergola, Sandy Fulton, David Qualls, Candy Weaver, Carolyn Wells and Randy Bigler.
The KCBS Banquet will be held at the Argosy Casino/Hotel in Kansas City the weekend of January 17-18, 2020. Richard Fergola has agreed to repeat the demo that he offered at the banquet last year.
If you have any ideas for classes, demos that you would like to see at the banquet please let one of the committee members know.
The date and location for the KCBS Invitational is still being determined for 2020. The Grand Champion and the Reserve Grand Champion of each KCBS contest will be invited, also if you are one of the top 125 teams at the end of the year you will be invited to the KCBS Invitational.  I recently visited the Carbarrus Arena close to Charlotte, NC to see if this would be a location that KCBS could use for the Banquet and Invitational.  I am waiting for more information.
The sponsors for the KCBS TOY are Smart Chicken, Smithfield and TITOs. An updated trophy for TOY is being looked at.
Rules Committee
Candy Weaver:  Meeting was at 7 pm on August 6. 2019.  Present were Charlie Brinza, Theresa Bell, Barr, Johnson, Mike Wozniak and Candy Weaver.  Also present were Carolyn Wells, Kim Collier, Randy Bigler and Lynda Voth.
Topic was Steak rules for OBR events.  Two sets of rules have been developed.  Randy has conducted 2 Friday night steak events under 2017 guidelines.  It was decided to use these guidelines as the base for updated rules.  The 2018 list will be used to develop rules for 2020.
2017 Guidelines were updated and sent to meeting attendees for their input.
1.  Standard KCBS weighted system will be used.
     Appearance: .5600 (14.00% of total score)
     Taste:  2.2972 (57.43% of total score)
     Tenderness/Texture: 1.1428 (28.57% of total score)
 Teams will receive a sheet that shows their scores after the awards.
2.  Cook teams must use charcoal and/or wood or wood pellets in an appropriate cooking device, no open fires on ground or in pit in ground.
3.  Contest will provide Beef Rib Eye Steaks, 2 for each team.  Teams are to keep steaks at 40 degrees F or less and cook to a safe temperature and held at 140 degrees or higher.
4.  Steaks must be cooked to have a warm, pink center.
5.  No other steaks will be present at the cook team’s site.  If any other steaks are found, the team will be disqualified from steak judging.
6.  All steaks are to be handled in a sanitary manner.  Disposable gloves are to be used to handle steaks.
7.  Cook teams provide all seasoning and other ingredients.  Do not pool sauce in the turn-in container.  Each cook team is responsible for the setup of their team site.  Every site will be left clean when the contest is over.
8.  A fire extinguisher must be present at each team site.
9.  Steaks may not be removed from the team’s site.  All seasoning and cooking of the steak must be done at the team’s site.  Any violation will result in team disqualification from steak judging.
10.  Each team will turn in one steak in the numbered container provided by the contest rep.  
11.  No garnish is to be used in the turn-in container.  A foil circle will be provided with the container for the placement of the steak in the box.
12.  Teams will draw a numbered, colored chip at the cooks meeting to determine place in line to choose steaks.  The color will designate the turn in time.  There will be a turn-in window, 5 minutes before to 5 minutes after the designated time.  Teams must turn in during their designated turn-in time. The turn-in times will be determined by the contest organizer and contest rep. Your turn-in time will be given at the time you choose your steaks by the contest rep.

Nominating Committee
Dennis Polson:  A article asking for nominations to the Board was in the August BullSheet.

Philanthropy Committee Report
The Gary Wells Sportsman Award and the Carolyn Wells Ambassador Award applications are available online at kcbs.us under the Philanthropy Tab. Deadline to file applications is December 1, 2019. The awards will be presented at the January KCBS banquet.

Audit Committee Report
Myron Berry:       Audit is still in Progress.

Bylaws Committee Report
David Qualls: No Report this month.    
Building Committee
David Qualls: I have requested an update from the realtor but haven’t received a response as time for posting.

Old Business   None

New Business
Board Confirmation of a Strategic Planning Committee and its Chairman Haymo Gutweniger, which shall be responsible for exploration of new methods, techniques and ideas that further the KCBS mission.
Board Confirmation of Ralph Williams as Co-Chair of the CBJ Committee
Discussion and Possible Motions:  
For the implementation and rollout of the Rep Proficiency Testing beginning August 19, 2019.
This training is online self-paced and is a re-usable asset, one time investment, KCBS can leverage to get current reps up to speed with the new process, provide continuing education and refreshers for Reps, and help train new Reps. Once this is implemented, in concert with the final version of KCBScore, the support costs and training KCBS is providing to Reps will drop significantly.
The Parameters of this Proficiency Testing will include and require:
  • The test consists of 8 chapters, with training videos, and test questions after each chapter
  • Provide Reps 30 days to complete the training, in order to maintain current eligibility status. If not completed, upon completion of the training, the online system will restore their Rep credentials.
  • Passing % is 100%
  • Missed questions will be emailed to the Reps
  • The test can be retaken as many times as necessary to complete.
TOY points for KCBS Backyard teams.
Sanctioning of a PRO/AM division of KCBS BBQ Contest
Closed Session Agenda:
Chief Executive Officer & Executive Director Reports
Discussion of Marketing Report with First Club
Discussion of Financial Reports
Discussion of adding New Reps.
Discussion of Contest representative actions at a contest.
Discussion of Member Incident at Contest in June.

After Closed Session:
The Board may take any necessary actions including Motions on any or all matters discussed in closed session

Adjourn or Suspend