KCBS April BOD Special Meeting QuickNotes

Kansas City Barbeque Society
Board of Directors
April 6, 2021  6:00 pm CST
Call to Order
Meeting Called to Order at: 6:00 PM
Roll Call:
Present: Candy Weaver, Myron Berry, Ralph Williams, Nancy Goldsmith, Chiles Cridlin, Rick Wagner, David McAllister, Stan Dobosenski, Corey Linton
KCBS Office:  Emily Detwiler
Absent: Randy Bigler, Richard Fergola, David Qualls
Closed Session Agenda:
Discussion of process and proposals received as part of the formal Request for Proposal process for KCBS World Invitational site location.
Stan Dobosenki: I move to enter into Closed Session
Second:  Ralph Williams
Motion Passed
Entered Closed Session at 6:01 PM
Board returned to Open Session at 6:20 pm
After Closed Session:
The Board may take any necessary actions including Motions on any or all matters discussed in closed session
CEO Detwiler reviewed the procedures used by the World Invitational Workgroup to establish a formal Request for Proposal process, research possible locations and receive bids from sites that could accommodate and wanted to pitch for consideration to host the KCBS World Invitational. 
The World Invitational workgroup, composed of a group of Organizers, Cooks and Judges, started by documenting a very thorough and formal Request for Proposal (RFP). The goal of the RFP process was to identify multiple options for KCBS and to ensure KCBS got the best pricing at any given facility. The RFP for the KCBS World Invitational included a 3 page document requesting site specifications and pricing for the primary needs of the:
  • Cook Teams (i.e., RV spaces with full hook-ups, appropriate disposal services, restrooms, showers, etc.),
  • Judging area and all needs for buildings or tenting, tables, chairs, A/V, restrooms, etc.
  • We also requested pricing and specs for Hotel Rooms and also Banquet Facilities and Food Costs for the Team of the Year banquet.
The World Invitational workgroup researched and identified facilities in U.S. states throughout the central, southern and southeastern parts of the country that could be viable based on the timing of the year to coincide with the ending of the 2021 BBQ season and to be similar timing from 2020 contest. The RFP was sent to 24 locations (including some state and city tourism boards for further distribution) across the middle part of the U.S. for review and response.
The Workgroup held a few Calls/Zooms with various groups that had some further questions. There was one facility we were hoping to receive a bid from that held everything in one place, but they didn’t have any availability for the dates needed by KCBS due to previously booked events.
We ended up with 5 fully complete responses, only 4 of whom could really truly accommodate all of our needs. The World Invitational Work group combined all responses into a comparison document and discussed together before presenting the options and recommendation to the Board.
Candy Weaver:  I move that KCBS Board of Directors empowers our CEO, Emily Detwiler, to negotiate a contract with the selected site for the 2021 KCBS World Invitational.
Second: Berry 
Motion Passed
Adjourn or Suspend
Candy Weaver:  I move to adjourn
Second: Williams  Motion passed unanimously
Meeting Adjourned at 6:25 PM CST