January 2021 BOD Quick Notes

Kansas City Barbeque Society
Board of Directors’ Quick notes
January 13, 2021 7:00pm CST
Membership Requests to Address the Board:   None
Call to Order
Meeting was called to order at 7:00pm
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
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 December 9, 2020 Meeting
  • November 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
Haymo Gutweniger- I Move to Approve the Consent Agenda.
Second- Goldsmith– Motion Passed Unanimously
Chief Executive Officer’s Report
  • Election, Annual Meeting and Board Retreat:
    • Reminder that Board of Directors Election polls are open through January 16. All members in good standing are encouraged to login and vote.
    • The Annual Membership meeting will be held virtually on Monday, January 18 at 7pm CST. Please register for the meeting on the KCBS website under “Events.”
    • Working to gather Director Confidentiality, Conflict of Interest and supporting BOD documents to share with any newly elected BOD candidates
  • Year-End Financials
    • Working with Accountant on finalizing year-end 2020 financials.
    • Once Year-End Financials are finalized with any adjustments made; Finance Committee to review and send to BOD. Once complete, we will update high-level year-end financials to share with membership behind the membership wall
    • Have been updating the W-9 information on file so we can work with Accountant to issue 1099’s to all Independent Contractors, Prize Winners, etc.
  • Organizer Outreach:
    • Continue to drive outreach opportunities for Organizers; both of new contests and reaching out to existing Organizers to drive One-Meat contests
    • Continue to work with Sanctioning and IT in off-season to develop a Virtual Training and step-by-step instructions for using the Judge Registration and Event Registration systems within KCBS website
  • Membership Updates 
    • Member dataTotal active paid members for December is approximately 16,000.  Declines largely driven by contests and CBJ classes postponing due to COVID-19 concerns.  Approximately 2,500 total lifetime members, up 28% vs prior year, which shows increased engagement among existing members.
    • Membership renewal plan: We will have opportunities for a chance to win on each renewed membership each month during the rest of the year.
    • Happy Holidays –sold 22 gift memberships; our highest “gift a membership” program to date. Will continue outreach to gift memberships at key holiday inflections.
  • Finalizing and preparing launch of Business Affiliate package
    • Encourages businesses to affiliate with KCBS.
    • Business affiliates will receive a listing on KCBS website directory, discounts on advertising and KCBS materials showcasing them as a business affiliate to use in their businesses and on their website/social channels.
    • Marketing communication plan approved to drive messaging across website, e-blasts, Bullsheet, MeatSheet and social media
  • 35th Anniversary:
    • 2021 marks the 35th anniversary of KCBS! The Marketing Committee and Office will work together to determine year-round plan to celebrate KCBS’s 35th anniversary.
    • We are developing effective, inexpensive ways for us to engage our Members and Partners to celebrate KCBS’s anniversary, while also driving engagement for our brand.
    • Primary focus will be on encouraging members to submit their stories about KCBS and the impact that participating in KCBS events has had on their lives (i.e., personal, building business success, opening restaurants, etc). We will be seeking stories from all types of members (i.e., Judges, Cooks, Reps, Organizers, Partners, Staff, etc.).
  • Rep Processes:
    • Worked with Reps to collect updated W-9’s and Independent Contractor agreement for each Rep; including acknowledgements of receipt of Anti-Discrimination and Anti-Harassment policies. Randy to help reach out to any Reps who have not completed.
    • Sent Reps fully executed Independent Contractor agreements for their files.
    • Working with Committee to update Rep manual for launch in Q1
  • Partnership Outreach and Programs:
    • Continuing to work on partnership development for 2021. Encourage members to share connections and opportunities where they have relationships.
    • For 2021 partner ancillary programs, the process has been optimized so that Contest Organizers will be able to apply for both a Turkey Smoke ancillary, as well as the National Pork Board ancillaries.  The application process (and all the details for both the 2021 Turkey Smoke series and the National Pork Board series) will be announced soon. 
  • International:
    • Continuing to focus on bringing back existing contests and country membership
    • Remain in holding pattern on any new country development or international travel due to ongoing COVID-19 concerns.
  • Bullsheet January - sent 1/1. Results through 1/11/2021
    • Sent: 17,176
    • Opened: 5,050
    • Open Percentage: 29.4%
  • Meat Sheet mid-month newsletter
    • 35% open rate
    • 45 clicks on KCBS social media links
    • 31 clicks to www.kcbs.us homepage
    • 569 clicks to view the December BullSheet
  • PR/Earned Media: December 1-31 
    • 7 news articles mentioned KCBS
    • This equates to a Potential Reach of ½ Million people
  • Social Media: December 1-31 
    • 145,291 Impressions
    • Social Media: 127 mentions for KCBS
    • Net audience growth: 78 (all 3 FB pages + Twitter)
    • As of 1/12: 70,400 FB (KCBS) followers, 18,600 Twitter followers, 19,000 Instagram followers, 1,620 YouTube subscribers
Old Business  
New Business
  • Discussion and Possible Motion to discuss adding a 150 mile guidelines to Backyard Contests
  • Rick Wagner- I Move to approve the 150 Mile Guidelines to be consistent with the Master Series Contests
Second- Berry– Motion Passed Unanimously
  • Discussion and Possible Motion to raise CBJ Classes from $45 to $50
Ralph Williams- I move to raise CBJ Class fees from $45 to $50 for classes scheduled going forward
Second- Wagner– Motion Passed Unanimously
  • Discussion and Possible Motion on a Rep Advisory Pertaining to Hot Holding Specifications
  • Chiles Cridlin- I Move to approve add Hot Holding Specifications to the Rep Advisories as written:
Question: Can warming or cooking vessels that rely on electric or gas as a heat source be used to hold proteins or transport turn in boxes?
Opinion: Yes, any cooking, warming vessel, or device can be pre-heated and used as long as any non KCBS approved heat source(s) are DISCONNECTED AND DISABLED PRIOR TO CONTAINING THE COMPETITION PROTEIN.  Only KCBS approved heat sources shall be utilized once a competition protein has been placed within the vessel or device. 
  • Second- Bigler– Motion Passed Unanimously
  • Discussion and Possible Motion to Approve Rules for the Turkey Smoke Ancillary
Chiles Cridlin- I move to Approve the Turkey Smoke Ancillary Rules
Second- Goldsmith– Motion Passed Unanimously
  • Discussion and Possible Motion to Approve Rules for the Steak Ancillary
Chiles Cridlin- I move to Approve the Steak Ancillary Rules
Second- Goldsmith– Motion Passed Unanimously
  David Qualls- I move to Approve Adopt the Revised Contest Representative Manual with the discussed changes concerning required waiver for 16 years old and under participants and the designation of Lead Reps Assigned by the CEO and Rep Committee Chair for each event.
Second- Berry– Motion Passed with Bigler voting No
  • Discussion and Possible Motion on Virtual Contest Application
      And Management Fees for 3rd Party Contests
David Qualls- I move to Approve the Virtual Contest Sanctioning Application and establishing the fee at $200 per Virtual Category
Second- Berry– Motion Passed Unanimously
Discussion and Possible Motion To implement a monthly Board Report Podcast to members
      Discussion Deferred until February BOD Meeting
Closed Session Agenda:
  • Chief Executive Officer Report
  • Financial, Legal, and Real Estate Report
  • Discussion of Member Programs for 2021
  • Discussion of Member Incident
Nancy Goldsmith- I Move to Enter in to Closed Session
Second- Gutweniger – Motion Passed Unanimously
Entered Closed Session at 8:17PM
Board Returned to Open Session at 8:56PM
After Closed Session:
The Board may take any necessary actions including Motions on any or all matters discussed in closed session
Adjourn or Suspend
Ralph Williams - I Move to Adjourn
Second- Gutweniger – Motion Passed Unanimously
Meeting Adjourned at 8:57PM
Attachments and Reports
Contest Report
In-house Approval –    
Smoke in the Spring 04/9-10/2021 Osage City, KS
Smokin' Trackside BBQ Bash 08/13-14/2021 Winston, MO
Rufus Teague BBQ Throwdown - Murphy 07/30-31/2021 Marble, NC
Porkapalooza BBQ Festival 05/29-30/2021 Sherwood Park, Alberta, Canada
Foley BBQ & Blues Cook Off (Backyard Only) 03/12-13/2021 Foley, AL
New Jersey KnoQ-out: Day 1 - Campground BBQ Series 04/23-24/2021 Blairstown, NJ
New Jersey KnoQ-out: Day 2 - Campground BBQ Series 04/24-25/2021 Blairstown, NJ
Beats, Brews, & BBQ 06/11-12/2021 Wagoner, OK
Minnesota in May 05/7-8/2021 Cambridge, MN
Bring'n Home the Bacon - Day 2 06/12-13/2021 West Salem, WI
Ottumwa 4th Annual Smoketoberfest 09/24-25/2021 Ottumwa, IA
Smokin Hot Cars & BBQ 07/23-24/2021 Iola, KS
Mozingo Lake BBQ 09/4-5/2021 Maryville, MO
The Original SD BBQ Championships - One Meat Standalone Ribs 6/4/2021 Huron, SD
Smokin' in the Bogs 09/3-4/2021 Warrens, WI
Firelake BBQ Cook Off Day 1 03/19-20/2021 Shawnee, OK
Firelake BBQ Cook Off Day 2 03/20-21/2021 Shawnee, OK
City of Welch Coalfields Cook-off 6/11-12/2021 Welch, WV
Big Buffalo Crossing BBQ Cook-Off 10/14-16/2021 Munfordville, KY
Sanctioning Committee
Meeting began at 12.31pm on January 6, 2021
In Attendance:  Haymo Gutweniger, Charlie Brinza, Debbie Yopp, Karrin Murphy, Emily Detwiler and Myron Berry, Chair.
A discussion was held regarding Backyard Stand Alone contests that are held on same days as Backyard contests held in conjunction with Master Series contests where the two contests are less than 150 miles from one another. The guidelines that are applied when two applications come into the office for Master series contests that are less than 150 miles from one another require approval from the BOD. The committee supports adopting the same guidelines for all Backyard contests.
The committee discussed some possible additions to the Organizers Guide regarding the organizers duties and responsibilities. Debbie Yopp will draft proposed changes and present back to our committee.
Discussion about applications and sanctioning fees for virtual contests were discussed. Emily will draft applications for these virtual contests.
Meeting adjourned at 1:15pm
Myron Berry, Chair
Rep Committee
No Report
CBJ Committee
IBOM Report
Additional International – Report Europe: Haymo Gutweniger
Actually, almost all Europe is struggling with the Pandemic but with the start of the vaccine the situation could get better over the next months.
For sure Europe will have a BBQ season 2021, it isn’t clear yet when this season will start. The traditional start in January was cancelled due to the known problems. It all seems that there won’t be contests before the middle/end of April. For sure the local situation must be seen constantly with the organizers to find the best way to have contests going.
Hopefully with late spring the season will start, bringing for sure the situation to have a lot of contests over the summer session into fall. This all will bring Europe probably a lot of double contests over the weekends leading to the point that the contests won’t have as many teams competing in it as normally possible.
Since not all organizers have send in their sanctioning applications for 2021 yet the calendar now presents only 29 contests for this year’s season. Staying in regular contact with the organizers we will for sure see a few contests more coming up over the next months.
Nominating Committee: Myron Berry Chairman
The 2021 Elections are underway, and Polls will remain open through January 16, 2021 at 11:59pm CST.
Election results will be announced at the Annual Meeting on Monday January 18, 2021 at 7:00pm CST.
Technology Committee
No Report
KCBS Rules Committee
January 5th 2020
Invitees: Chiles Cridlin, Theresa Bell, Jim Frazee, Mike Wozniak, Dave Druetzler, George DeMartz, Ed Hartman, Emily Detwiler, Candy Weaver, Charlie Brinza, Brian Harvey
Not in attendance –   Charlie Brinza
  • Ancillary Rules
    • Ancillary rules discussed following the three guiding principles:
      • Keep rules simple and keep ancillary’s fun.
      • Develop rules that encourage participation.
      • All Ancillary rules do not have to adhere to Master / Backyard rules however they must be written to protect the interest of the Organizer and / or sponsoring partner. 
    • Reviewed and completed in this meeting:
      • 2021 Turkey Smoke rules
      • Proposed pork ancillary rules
      • Proposed new Kids ‘Que rules
      • February Meeting - Revisit all the 2016 approved categories, combine what makes sense (seafood, Side dish).
  • Reviewed and completed after this meeting via collaborative email:
    • 2021 Steak Rules
Backyard Rules for 2021 Published and posted on the KCBS Website
 New Agenda Item – Discuss the use of electric holding and heating devices (this would be in addition to Rep Advisory 4.02 or replace Rep Advisory 4.02.
Question: Can warming or cooking vessels that rely on electric or gas as a heat source be used to hold proteins or transport turn in boxes?
Opinion: Yes, any cooking, warming vessel, or device can be pre-heated and used as long as any non KCBS approved heat source(s) are DISCONNECTED AND DISABLED PRIOR TO CONTAINING THE COMPETITION PROTEIN.  Only KCBS approved heat sources shall be utilized once a competition protein has been placed within the vessel or device. 
Discussion:  KCBS currently allows weed burners to pre-heat cookers and electric or gas hot plates to warm sauce. Any heat source could be used to heat water to put inside holding cabinets or steam tables to pre-heat them prior to proteins going in or on.  Proper hot holding is not only beneficial for the quality of the food, it is also USDA recommended that any food being held hot, be held at a temperature above 130 degrees if being held for extended lengths of time or up to 8 hours.  The use of electricity or any other non-approved heat source while the protein is within the vessel shall result in a disqualification. 
Special Philanthropy Committee Report
  • 2021 Scholarship Program open for applications. Announcement in Bullsheet (via Emily's CEO report) and sent via eblast.  Have asked for it to appear in Meat Sheet as well.  Deadline for applications is 3/31/21.
  • Another named scholarship created to honor Dave Compton who died 12/19/21.  Dave was a BOD member and Chair of Philanthropy Committee who spearheaded the formalization of the scholarship application process so that they were award on the basis of merit.  Helping the next generation was important to him so this scholarship is a fitting memorial (approved by his family).
APPROVED Turkey Smoke – KCBS Ancillary Category Rules
Turkey Smoke is a KCBS ancillary competition category, presented in partnership with the National Turkey Federation.  From tried-and-true traditional smoked and sliced turkey to preparations with a unique twist, the goal of the Turkey Smoke category is to highlight the applications and versatility of turkey in barbeque.  Please note that the rules for Turkey Smoke have changed since the 2020 season and these new 2021 rules should be read carefully prior to competing.
All contestants are encouraged to photograph their entry and share along with a description of their dish on social media using #TurkeySmoke.  Winners are also asked to submit their photo(s) to CONTEST@kcbs.us.  By participating in the Turkey Smoke ancillary, cooks are hereby granting rights for the National Turkey Federation and KCBS to utilize images of their dish on social media and any other marketing materials.
Turkey Smoke Rules
  1. Turkey must be the primary protein in the entry.  Other proteins may be used in a supporting role (e.g., bacon-wrapped or sausage-stuffed).  Sliced, pulled, or chopped turkey is acceptable in an entry; ground turkey is NOT an acceptable entry.  Turkey may be presented with or without skin. 
  2. Each contestant will be provided complimentary turkey product, typically a boneless skin-on breast, with the exact cut to be determined with the Organizer prior to the contest.  Contestants are encouraged to use the product provided, but are welcome to utilize their own turkey product, provided it is not ground turkey.  All contestant-provided proteins are subject to meat inspection. 
  3. All KCBS Master Series Rules and Regulations shall apply with the following exceptions:
    1. A food thermometer shall be used to ensure a safe minimum internal temperature of 165 °F has been reached to destroy bacteria and prevent foodborne illness.
    2. Accompanying or complementary edible ingredients ARE allowed (e.g., mashed potatoes, dressing, gravy, relish, fruits, vegetables, cheese, bread, etc.).  If used, these shall be part of the individual serving portions and cannot be used as a container garnish.
    3. Clearly identifiable toothpicks and skewers are also allowed. 
Please contact the contest’s KCBS Rep with any questions.
APPROVED Steak – KCBS Ancillary Category Rules
Steak is a KCBS ancillary competition category.  This is intended to be a fun contest where Pit Masters can showcase their skills on a grill by presenting judges with a steak that stands above all others.  All contestants are encouraged to photograph their entry and share along with a description of their steak on social media using #XXXXXX.  Winners are asked to submit their photo(s) to CONTEST@kcbs.us, so please be sure to capture the photo.  By participating in the Steak ancillary, cooks are hereby granting rights for KCBS to utilize images of their steak on social media and any other marketing materials. 
Steak Rules
  1. A Steak is defined as a cut of beef that may include: Tenderloin Filet, Ribeye Steak, New York Strip (Kansas City Cut), T-Bone Steak, Porterhouse Steak, or even Tri-tip, Thickness shall be a minimum of 1 inch to a maximum of 1.5 inches.  The following steak cuts, Flat Iron, Skirt, Hanger, or Flank, if used, are not subject to thickness requirements.  The Organizer shall determine the specific steak used for each contest. 
  2. If the Contest Organizer supplies the steaks, they shall be distributed to the contestants in an approved equitable manner to ensure a level playing field.  Each contestant shall receive at least two steaks.  Organizer-provided steaks are the only steaks permitted in the cook team areas.
  3. If the contestant is to provide their own steaks, the steaks shall be subject to meat inspection. Each contestant may bring as many steaks as they deem necessary. 
  4. Contestants are allowed to trim their steaks prior to and after cooking at their discretion.
  5. All KCBS Master Series Rules and Regulations shall apply with the following exceptions:
    1. Steak Ancillary permits the use of any heat source (gas, electric, charcoal, Souse Vide, wood, etc.).
    2. Only one steak is allowed to be turned in per contestant in the approved, Organizer supplied, numbered container. 
    3. Garnish is optional; sear or grill marks are also optional.
    4. Toothpicks, string, skewers, or any object, other than the steak and optional garnish will be considered a foreign object and will result in a disqualification.
    5. The Table Captain shall cut each steak into 8 sample size pieces AFTER the entry has been judged for a presentation score by all 6 judges.  Presentation scores will be based on external appearance only prior to cutting and not by the internal steak color after being cut. 
    6. Steaks will be cut into equal portions from top to bottom (starting with the edge closest to the hinge on the Styrofoam container, not left to right).  Therefore, contestants are to so place steaks in the box as they would like to have their steaks cut for the judges.
    7. Taste and tenderness will be judged from the sample received by each judge after judging presentation.
  1. Team Members sharing the same cook site may also share the same grill/smoker or cooking device.
Please contact the contest’s KCBS Rep with any questions.