KCBS Board of Directors Regular Meeting Agenda For March 11, 2020 7:00 pm CDT

Kansas City Barbeque Society
Board of Directors’ Meeting Agenda
March 11, 2020
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:  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.
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 February 7-8, 2020 Meeting
  • Minutes of February 23, 2020 Special Meeting
  • January 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 on establishing Sanctioning Fees for the single meat contest pilot program.
New Business
  • Discussion and Possible Motion of any pending contest sanctioning actions if needed.
  • Discussion and Possible Motion on Rep Advisory 1.18 Contest Organizer Vending or Competing
  • Discussion and Possible Motion on Contest Invoice Updates
  • Discussion and Possible Motion on The Coronavirus Concerns and KCBS Events
  • Discussion and Possible Motion on creating a Burger Battle Program
  • Discussion and Possible Motion to appoint a Special Liaison for KCBS
Closed Session Agenda:
  • Chief Executive Officer & Executive Director Reports
  • Discussion of Financial Reports
  • Discussion of Real Estate
  • Discussion of Legal
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
2nd Annual Throwdown in the Vineyards 6/5/2020 6/6/2020 Murphy CA
Kick It In The Sticks (BACKYARD ONLY) 6/5/2020 6/6/2020 Butler AL
The Robertson County Fair Assoc. Barbeque Throwdown (COMPETITORS SERIES) 6/12/2020 6/13/2020 Springfield  TN
Reelin N Smokin Backyard BBQ Competition (BACKYARD ONLY) 6/12/2020 6/13/2020 Huntsville AL
Cushing Chamber 25th Annual BBQ and Blues Festival Backyard contest(BACKYARD ONLY)(INVITE ONLY) 6/12/2020 6/13/2020 Cushing OK
Greeley Blues Jam 6/13/2020 6/14/2020 Greeley CO
Black Silo Winery 6/19/2020 6/20/2020 Trenton MO
GLR No Bull BBQ 6/19/2020 6/20/2020 Gwinn MI
The Great Lenexa BBQ Battle-Kansas State Championship 6/26/2020 6/27/2020 Lenexa KS
BBQ, Boots & Brew 6/26/2020 6/27/2020 Perris  CA
The War of Barbeque 6/27/2020 6/28/2020 Isola della Scala (VR)  
Swamp Boys Master & Backyard Cooking Class 6/27/2020   Smithfield  
Swamp Boys Advanced BBQ Masterclass 6/28/2020   Smithfield  
Keepers of the Fire BBQ Contest 7/10/2020 7/11/2020 Mayetta KS
Red, White & Blue BBQ 7/24/2020 7/25/2020 Gillette WY
Hot Summer Nights Smoke n Sauce BBQ-(BACKYARD ONLY) 7/24/2020 7/25/2020 Bloomington IN
Marion County Fair-(BACKYARD ONLY) 7/24/2020 7/25/2020 Hillsboro KS
Cotton Pickin BBQ Cook-Off 7/24/2020 7/25/2020 Hartselle AL
Ceramic City Jazz, Blues & BBQ Festival 7/24/2020 7/25/2020 East Liverpool OH
Fire on the Mountain 7/24/2020 7/25/2020 Leburn KY
Red River Barbecue 7/25/2020 7/26/2020 Winnipeg, MB  
 Barn Burner BBQ 7/25/2020 7/26/2020 Chilliwack, British Columbia  
Smoke in the Park (BACKYARD ONLY) 8/7/2020 8/8/2020 Glencoe AL
Big Blue Barbecue  8/14/2020 8/15/2020 Shelbyville IN
Maryland State BBQ Bash 8/14/2020 8/15/2020 Belair  MD
THe Great Virginia Pigout-Day 1 8/14/2020 8/15/2020 Richmond VA
The Great Virginia Pigout-Day 2 8/15/2020 8/16/2020 Richmond VA
Smokin on The Harbor 8/21/2020 8/22/2020 Warsaw MO
BBQ, Beer & Bourbon Festival 8/21/2020 8/22/2020 Choctaw OK
Fairbury Fair Backyard challenge (BACKYARD ONLY)  8/22/2020   Fairbury IL
Prairie Dog on the Bow 9/4/2020 9/5/2020 Alberta  
Colorado Pork & Hops Challenge 9/11/2020 9/12/2020 Grand Jct CO
6th Annual Hot Q's & Cold Brews BBQ Championship 9/18/2020 9/19/2020 Oroville CA
America's Finest BBQ State Championship  9/18/2020 9/19/2020 San Diego CA
Dells BBQ Bash(BACKYARD ONLY) 9/19/2020   Wisconsin Dells  WI
West Bottoms BBQ Contest 9/26/2020 9/27/2020 Kansas City MO
Squealin on the Square 10/2/2020 10/3/2020 Laurens SC
Road To OZ BBQ Challenge 10/2/2020 10/3/2020 Wamego KS
Central Illinois Bragging Rights(CIBR-BBQ) 10/9/2020 10/10/2020 Arthur  IL
Waxhaw Grillin & Chillin BBQ cook-off 10/9/2020 10/10/2020 Waxhaw NC
Ohio Smoked Meat & BBQ Festival 10/16/2020 10/17/2020 Nelsonville OH
Border War Barbeque 10/23/2020 10/24/2020 Osawatomie KS
Hometown BBQ Bash 10/23/2020 10/24/2020 Hoover AL
Zom-B-Q 10/30/2020 10/31/2020 Wytheville VA
MARCH 5, 2020
Discussion on several topics :
1 - Master Series Pilot program One Meat Contest – Organizers committee discussed the KCBS sanctioning fee for organizers for this pilot program. After a thorough discussion the committee recommends a $ 100 sanctioning fee for a one meat contest with a $ 4 per team fee. This is approximately one fourth of the cost of a regular 4 meat Master series contest sanctioning fee. A suggested Sanctioning Application for a One Meat Companion Master series was drawn and submitted to Kim Collier for any revisions and suggestions.
2 - Ability for Organizers to pay online Sanctioning fees – The ability to pay online would be beneficial for organizers as this could save time in getting contests approved.  
3 – Recommend a welcome letter in the Bullsheet to new Organizers as we do new Master Judges. Have E-blast for Organizers for immediate news for Organizers.
Sanctioning has one conflict, there are two contests who have requested the same date, one in Kansas and the other in Missouri, 82 miles apart. Only 3 teams have cooked at both contests in prior years, both organizers are OK with both being on same date. One contest had 22 teams last year and they consist of mainly local teams and the whole community backs this contest.
The committee recommends sanctioning both contests.
March 2020 International Board of Managers Report-Lohman
The IBOM had their first 2020 meeting on February 26 and welcomed Haymo Gutweniger who will be assisting us with our activities in the European Union.   Our discussion of the EU centered around GDPR Compliance, Data Collection, Data Storage and Cyber Security Training.  Haymo will help us in gathering information from each Eu Countries while we will ask for guidance from the KCBS office on how to proceed with questions related to GDPR requirements.
The International Board recommended that we need to create rep agreements to reflect the differences in “independent contractor” definitions per each country.
The International Board reported the need of judges in emerging countries where cooks participate in the first CBJ Class thus we don’t have enough judges to support the contest.  Haymo stated the that the travel cost for judges were high which resulted in new contests needing CBJ’s.  The typical size international contest is 15-25 teams.
The International Board suggested that the minimum number of students per CBJ Class be 18 with the cost of meat and supplies being assumed by the organizer.  Haymo suggested that the instructors and helpers take less fees based on the size of the class.
The International Board has started getting the CBJ/CTC badges made in the countries where classes are being held.  Badges have been held up in customs and organizers are having to pay excessive fees to release from customs and then the mailing to individuals CBJ’s.
Travel schedule for International Classes and contest thus far are as follows:
  March – Costa Rica and Mexico
  May – Lithuania (US Embassy)
  July – Northern Ireland
  August – Nova Scotia
  September – Mexico
  November – Brazil
The International Board recommends separate bank accounts for domestic and international reporting.  As of this date, we have not received the 2019 P & L Statements which will be shared with the Board when available.
Other International Activity by country:
  Australia – TOY Sponsorship Contest and Rep appointments
  Canada – New Rep appointments
  Ireland – KCBS promoting sponsorship on social media
  Brazil – Picanha Contests and Rep appointments
  Poland – US Film Tour for Polish TV Production
The International Board also agrees that the regional TOYs have been crucial in driving the growth of KCBS international membership.  International teams want to be able to see how they compare to the US teams who have a strong background in BBQ. 
The International Board requests permission to invite Rick Wagner to participate in the activities of the International Board.  His financial background would assist us in greatly in addressing our international issues.
Europe addition to the International report – March 2020-Gutweniger
To save on costs on sending out badges and pins, we will try to print the badges (CBJ – CTC) in Europe directly as soon as possible, even to have CBJ- and CTC-Pins printed too to save on costs directly.
There are just contacts to have even an International Merchandise shop in Europe too to give the members the chance to order merchandise with acceptable shipping costs. Actually, the shipping costs out of the US are absolutely to high.
News on contests – new countries:
In February I travelled to Sofia, Bulgaria to meet with a potential organizer and to open a new country for KCBS. The work there is proceeding, in Bulgaria you find a basic BBQ family working well and a very active Street food scene.
The idea is to have a kind of Backyard contest this year with a cooking class to present KCBS well, a judging class as first steps and to work on having a Master Series contest in Sofia soon.
The possible contest area is the Boyana Film Studios near Sofia, very close to the airport, definitely a great chance to present American BBQ well.
There could be the chance, together with the Street food scene to expand to Greece to with the same organizers since there is the very active scene between Bulgaria and Thessaloniki, Greece.
Further updates to come.
Updates on Coronavirus:
Actually, a Back to Back contest in Italy was postponed to the end of August, a contest planned in Germany for April could be cancelled if they don’t find a good date in fall.
For sure the situation actually can change from day to day and it will probably see some other European contest being postponed or maybe cancelled for this year. Actually, it cannot be seen completely but for sure for the next weeks there will be actual news daily.
Rep Committee Meeting 3/3/20
Members Present:
Randy Bigler, Haymo Gutweniger, Ralph Williams, Debbie and Bill Gage, Julie Poe, Nancy Muller, Lynda Voth,  Mike Winter, Dave Druetzler, Doug Reid, Candy Weaver, Emily Detwiler
The group discussed goals for the year, Lynda would like to see more emphasis on Kids’ Q. Haymo and Debbie would like to see a place for the exchanges of ideas, best practices and discussions to help improve rep performance and bring in more young people. Dave would like to see transparency.
There was a discussion on the contest invoice and Ralph would like to see a clarification on the definitions concerning the billing of ancillary events held in conjunction with a contest. There are corrections needed to the date on the current invoice. A new invoice will be needed to reflect the per team price increase later in the year. Randy will discuss this with Don Harwell.
The independent contractor agreement was brought up for reassessment, Dave would like it to include a code of conduct and the harassment policy. Julie pointed out that both of those are already in the Rep Manual which is mentioned in the agreement. Dave would also like to replace the “$200 payment” statement to be changed to “schedule of payment” so if it changes no new agreement would be needed. Bill Gage spoke towards being very careful regards to complying with the IRS rules. The current agreement is still viable.  Nancy would like Paragraph 11 and 12 to be written in clearer language.
The current cook’s mp3 states that boxes turned in upside down will be flipped; this is not the policy reps are comfortable with, at this time reps warn the cooks and renumber the box in question.
Rep Advisory 3.04 Number On Top Of Turn-In Container
Question: What do you do if a contestant turns in a container with the number on the bottom?
  1. The KCBS Rep should caution the contestant to turn in the next time with the number on top.
  2. You may advise the contestant that they have whatever time remaining on the Official Clock to correct the violation
The KCBS Rep or persons accepting samples could place a blank label over the number on the bottom and put the alternate number on the top of the turn-in container. February 17, 2006
 This is one of several advisories in questions, Randy asked the committee to reread the current advisories and bring any changes they believe necessary to next month’s meeting.  Nancy would like the members to send her their changes so she can make a condensed list in advance to limit confusion.
KCBS Rules Committee Meeting, March 3rd 2020
Attendees: Chiles Cridlin, Theresa Bell, Jim Frazee, George DeMartz, Charlie Brinza, Candy Weaver
To be added - Dave Druetzler and Mike Wozniak
  • Brief review of current hot topics discussed. 
    • Rep concerns on social media
  • Schedule Review – We will continue to meet the first Tuesday of every month at 8PM EST.
  • Steak Rules ancillary – Decide if we resurrect the rules and complete them.
  • 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.
  • Rep Advisories – We should plan to incorporate older advisories into the rules or rep handbook.
  • Shorten rules Page – Create a plan or timeline to review the current KCBS rules without losing integrity of the content.  
Closing – No additional questions or concerns were provided. 
Technology Committee Report
Submitted by David McAllister
Date: 3/4/2020
Committee Members:
David McAllister(chair) Chiles Cridlin David Qualls David Johnson
In Attendance:
David McAllister Chiles Cridlin David Qualls David Johnson
Emily Detwiler Sean Young Jordan Fishman
Software Sub-Committee
Tasks Assigned:
1. Website – TOY Region Change
2. Website – TOY Bracket Change
3. Website – Backyard TOY
4. Website – One Meat TOY integration
5. Internal – Backoffice application
Task Progress:
1. The change was implemented and released and rolled back based on membership feedback.
2. The change was implemented and released on 3/5/2020.
3. Development in progress.
4. Development in progress.
5. Development in progress.
Infrastructure Sub-Committee
Tasks Assigned:
1. Inventory - Dave Johnson to validate IT asset inventory provided by Jordon Fishman.
2. Backup Domain Controller - Jordan Fisherman to provide a Dell quote.
3. New Router - Jordan Fisher to provide a quote and estimate of services required.
4. David McAllister to schedule an onsite meeting with Dave Johnson to kick off inventory assessment
5. New laptop for Brian - Jordan Fishman to provide a quote.
Task Progress:
No tasks in progress at this time.
Membership Report 
Active Members: 18,519 + 197, over the last Month
New Members: 293 + 154, over the last month
Renewals: 967 + 391, Over the late month
Non- Renewals 407-78, over the last month.
Life Members: 1961 +19 over the last month
International members 2177 - 48 over last month
Country Count: 42 unchanged