KCBS Board Meeting Quick Notes April 08, 2025

KANSAS CITY BARBEQUE SOCIETY

BOARD OF DIRECTORS’ MEETING AGENDA

Tuesday, April 08, 2025, 6:00 PM CST

 

Membership Requests to Address the Board:   

  • None

Call to Order – Paul Buob

The meeting was called to order at 6:03 PM CST

Roll Call:  

Chiles Cridlin, David Qualls, Donna Fong, Jeanne Titus, Lex Vanegas, Luke Darnell, Paul Buob, Randy Todd; KCBS Office: Rod Gray 

Absent: Thomas Gearhart

6:03 PM Meeting Commences

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.

Declaration of Quorum 

Consent Agenda:

Notice concerning Committee Reports. Some committees do not meet monthly. If a report is presented, it will be included as an attachment to the agenda.

  • Minutes of previous BoD meeting

  • Contest Report

  • Sanctioning Committee

  • Judging Committee

  • Contest Representative Committee

  • Rules Committee

  • Technology Committee

  • Foundation Committee

  • Nominating Committee

  • Hall of Fame Committee

  • Working Groups:

    • Organizers Working Group

      • Membership Subcommittee

    • Backyard Working Group

    • Sponsorship Working Group

    • World Invitational Working Group

Discussion of any items removed from the Consent Agenda:

  • Lex Vanegas – I motion to approve the Consent Agenda, removing the Rep and CBJ Committees for discussion.

  • Second – Chiles Cridlin – Motion Passes Unanimously.

  • CBJ Committee Discussion:

    • CBJ Training slide deck reviewed corrections and suggestions added, how many trainers were involved are you sending out to the board for review? 

      • Still in the beginning stages and this will be a long process. 

    • Chiles Cridlin suggests that the trainers have a lot of suggestions so would bring those in sooner rather than later. No info on how the trainers are/were involved.

    • JCUP information is being reviewed with the Tech Committee later?

      • Yes

  • Rep Committee Discussion:

    • There was discussion on forks, and it became a big issue several years ago. Did JCUP (the KCBS standard) address forks? Is this in the BoD agenda here for today?

      • Yes, to both questions.

Chief Executive Officer’s Report:

  • CEO Report attached.

  • The Board may take actions based on Topics and Discussions from this report as New Business.

Old Business:

  • None

New Business:  

Discussion and consideration of the date, time and format of the Annual Members Meeting (Suggestion of the 1st week in May).

  • David Qualls – I move to schedule the Annual Members Meeting 7 PM CST 5/12/25

  • Second – Jeanne Titus – Motion Passes Unanimously

Discussion about the KCBS competition structure (2 meat and 4 meat) survey.

  • Moved to discuss names for lead of the Steering Committee/Working Group etc. to closed session.

Discussion and consideration for providing a guidance letter to the American Royal and Jack Daniels about reducing the number of teams to be considered a qualifier from 25 to 20. 

  • Rod Gray has the action to have this discussion with the American Royal. 

Discussion and consideration of Grandma’s Molasses agreement. 

  • David Qualls – I move to approve the agreement.

  • Second – Lex Vanegas – Motion Passes Unanimously

Discussion and update for the 2025 KCBS World Invitational for both public facing and competition sides.

  • Update by Randy Todd for public facing portion of the 2025 KCBS World Invitational.

Discussion and consideration of One Meat contests Championships on Friday at the 2026 KCBS World Invitational.

  • Rod Gray has an action to pull a report for all the Chicken and Rib one meat contests and first place category winners to see what a future Chicken One Meat and Rib One Meat World Invitationals. 

Discussion and consideration of sending a Rep Advisory about providing forks only for judging the pork category.

  • Lex – I move to issue a rep advisory that a fork shall be presented in the pork boxes only to scoop and not penetrate/pierce the meat.

  • Second – David Qualls – Motion Passes 6-2 Donna Fong and Randy Todd Dissenting

Discussion of BoD interest in capturing video meetings. Majority is not interested in video meetings being kept.

  • Majority of board members are not interested in video meetings being posted and will not be pursued. Technology committee to investigate keeping audio recordings on the website forever.

Discussion and consideration of the Technology Committee Proposed changes to KCBScore.

  • The Technology Committee will come back with the sizing for funding, requirements, RFPs, Risks, Priority and Severity. 

Discussion of the KCBS policy of changing sanctioning fees on or before January 1st and consideration of removing or altering the language in the Contest Organizer’s Guide.

Discussing more in the closed session.

  • Luke Darnell – I make a motion to adopt the changes that Rod Gray suggests (outlines the costs for an organizer in advance).

  • Second – Donna Fong – Motion Passes Unanimously

Discussion and consideration of adding language to the KCBS Sanctioning Agreements regarding required contest payouts. 

  • Luke Darnell – I make a motion to adopt the changes that Rod Gray suggests (outlines the costs for an organizer in advance).

  • Second – Donna Fong – Motion Passes Unanimously

Discussion and status of the 2026 Board Retreat date options. 20-26 and further discussion for another date 

  • Table this discussion to check the bylaws and come up with a proposal.

Discussion and status of the strategic input from regional organizations.

  • Paul Buob will take this item and figure out the “what’s in it for us” and “what’s in it for them” to ensure a beneficial relationship prior to calling together a meeting with the other organizations.

Discussion and status of strengths, weaknesses, opportunities, and threats (SWOT) analysis. 

  • Paul Buob to discuss SWOT homework results will be sent to the board and scheduled for review (possibly) in June.

Discussion and status of the Membership Working Group’s website engagement email campaign to 2,274 unengaged members. From the Feb meeting. Luke has it for action of the Membership committee subgroup.

  • From the February meeting, Luke Darnell has this for action for the Membership Committee subgroup.

Discussion and status of Hall of Fame trophies and rings. 

  • Annella is working on it. She needs ring sizes and has made an agreement for the trophies.

  • Rod Gray to see if there is anything that KCBS can do to help Annella in getting this completed for the class of 2025.

Closed Session Agenda:  

Discussion of legal, financial, personnel and real estate.

  • Discussion of CEO contract and evaluation. 

  • Discussion of financial report and budget. 

  • Discussion of personnel actions. 

Jeanne Titus – I motion to move into closed session.

Second – Chiles Cridlin – Motion Passes Unanimously

The Board entered into closed session at 8:28 PM CST.

The Board Returned to open session at 9:28 PM CST

After Closed Session:

The Board may take any necessary action including motions on any or all matters discussed in closed session.

Strategic Planning Session to be Conducted by the Board of Directors (Date TBD)

Board Comments

None

Adjourn or Suspend 

Lex Vanegas– I move to adjourn.

Second – Chiles Cridlin – Motion Passed Unanimously

Meeting ended at: 09:29 PM CST

 

Attachments and Reports

Contest Report

Contest

Date

Location

Smoke in the Park (ONE MEAT BRISKET)

9/19-20/2025

Glencoe, AL

BBQ Jackpot

11/21-22/2025

Las Vegas, NV

Smokin Ribs for the Kids (BACKYARD ONLY)

9/19-20/2025

Loves Park, IL

Keystone Classic BBQ State Championship

10/4-5/2025

Harrisburg, PA

ND BBQ Championship

10/3-4/2025

Fargo, ND

Smokin in the Valley

4/26-27/2025

Australia

IBEW So Cal BBQ & Chili Cook-Off (COMPETITOR SERIES)

6/20-21/2025

San Diego, CA

New Jersey State Barbecue Championship

7/12-13/2025

North Wildwood, NJ

Raider Red Meats BBQ & Ribeye Championship

8/15-16/2025

Lubbock, TX

Blue Bombers BBQ Pit Master Showdown

6/30-7/1/2025

Canada

The Great Alabama BBQ Cook-Off (ONE MEAT CHICKEN)

10/24-25/2025

Cleveland, AL

The Great Alabama BBQ Cook-Off (ONE MEAT PORK)

10/24-25/2025

Cleveland, AL

The Great Alabama BBQ Cook-Off (ONE MEAT RIBS)

10/24-25/2025

Cleveland, AL

Navy SEAL Danny Dietz Memorial Classic Cookoff

9/12-13/2025

Waller, TX

The Great Alabama BBQ Cook-off Qualifier "Lakeside Pork Fest" (ONE MEAT PORK)

9/12-13/2025

Guntersville, AL

The Great Alabama BBQ Cook-off Qualifier "Battle of the Bones" (ONE MEAT RIBS)

9/12/2025

Guntersville, AL

Smoke on the Water

10/10-11/2025

Topeka, KS

1st Annual Pro-Am BBQ Competition Group (Papillion, NE)

7/11-12/2025

Papillion, NE

La Classique What the Pork?

8/1-2/2025

Canada

Blaze of 47

7/18-19/2025

Salt Lake City, UT

12 Bridge Rib Cook-Off (ONE MEAT RIBS)

9/20-21/2025

Lincoln, CA

East Helena Smoke Show

9/12-13/2025

East Helena, MT

Grill in the Ville

8/8-9/2025

Hughesville, PA

Vine Street BBQ Competition (BACKYARD ONLY)

9/5-6/2025

Park Ridge, IL

Smoke on the Shores

3/20-21/2026

Lebanon, TN

Smoke on the Shores (ONE MEAT RIBS)

3/20/2026

Lebanon, TN

KCBS Brasil Barbecue Contest

6/28-29/2025

Brazil, SA

Financial Report

To be reviewed in closed session before publication. 

 

Sanctioning Committee

No report for this period.

 

Judging Committee

Roll Call:

Donna Fong, chair, Randy Todd, vice chair, Rod Gray, ex officio, KCBS CEO, Jeanne Titus, advisory role and KCBS BOD member, Paul Buob, ex officio, President, KCBS, and committee members Myron Berry, Joe DeBella, Cliff Brockman, Ron Keefover, Bryan Stewart, Mark Tuttle.

Subcommittee members

Rules: Bryan Stewart, Joe DeBella, Myron Berry

Training: Randy Todd, Myron Berry, Mary Tuttle, Cliff Brockman

Awards: Joe DeBella, Ron Keefover

Rules committee projects

  • MCBJ requirements - align & edit documents - finished

  • Update Judge forms - in review

  • Update Judge documents and align with JCUP, manual, comment cards and class slide deck

  • Establishing Judge Rules - in review

Training committee projects

  • CBJ training class slides - in review

  • CBJ electronic class survey - finished and in circulation

  • JCUP training - refresher or requirement, outcomes - in review

  • MP3 recording - will be updated and shortened - in review

  • Over or undertraining judges in regions - in review

Awards committee projects

  • Hall of Fame - establish criteria & nomination form

  • Outstanding Judge Award - update criteria, convert nomination form to electronic version

Next meeting: April 23rd, 6pm, Central

Suggestion: November and December 3rd Wednesday of the month at 6pm, Central

CBJ Training Subcommittee

Cliff Brockman; Myron Berry; Randy Todd; Mark Tuttle

CBJ Training slide deck - reviewed, corrections and suggestions added

JCUP - reviewed, collaborate with tech committee on report

Judge Deserts vs. Judge Flood Zones - reviewed, suggested hybrid class (online + in-person)

Contest Representative Committee

  • Discussion to see whether the reps on the committee were involved at the Judge Check-in regardless of if there is a judge coordinator. Yes, across the board.

  • The committee discussed the need for KCBS Contest Representative Town Halls or Question & Answer type sessions with all Reps, how often they need to be held, and what type of subjects that could be discussed. Monthly and quarterly meetings were discussed. The Invoice reviews, KCBScore review and just improving communications to the reps overall were discussed. Rod Gray took the action to schedule a KCBS wide rep meeting.

    • As part of the discussions on this topic, forks provided for the judges came up in discussions. Discussion included where the need for forks came from, a study that was done on forks penetrating the meat (Rod to get more information), whether all reps used forks in all categories, and the cost savings for organizers to possibly no longer must provide forks for every entry. It was asked that this item be placed on the agenda for the board to consider making a rep advisory that forks are only provided for pork entries. 

    • The committee also discussed the need to be kind to both coasts. Possibly holding one earlier for the East coast folks and the next a little later for the West coast folks.

    • Additionally, clean up for the documents on the KCBS site came up. The placing of documents should be more intuitive for the users to get to rules for the different groups, etc.

  • The committee discussed the appearance of teams turning in leftover meat in a second box to create a new team to make contests qualifiers. Some committee members agreed that it could be happening, but it may have been happening for years. Lex Vanegas took an action to write up verbiage to send out to all KCBS Contest Representatives to help enforce the integrity of our contests. 

  • Discussed the possibility of having an “on call” rep for weekends that they are not repping. Lex Vanegas displayed a simple spreadsheet to record any issues that a rep may have, which would also give us insight into any topics needed at a KCBS Contest Representative meeting. “On call” reps should have a strong knowledge of KCBScore and the invoicing spreadsheet. Rod Gray stated that there is a call log Google sheet that the office uses and recommended that we look into and use that.

Next Committee Meeting: 22 April 2025.

Rules Committee

No report for this period. 

 

Finance Committee

To be discussed in Closed Session.

 

Foundation Committee 

Scholarship awards review schedule

  • The 2025 scholarships deadline of March 31st, 2025 has past! We have received 31 completed applications with supporting documents.

  • Timeline for application reviews.

    • Plan to have applications to committee members by 4/9/2025.

    • Committee member reviews to be completed and returned by 4/23/2025.

    • Final group review to be competed at the regular 4/28/2025 Foundation meeting, present to the KCBS BOD on 5/12/2025.

KCBS WI Pop-Up Shop for 2025

  • Letters to those that donated last year have been sent, there are still a few more to send.

  • Consider offering advertising in the BullSheet for those that have donated.

  • We are receiving items already.

  • Items for this year’s Pop-Up Shop to discuss:

    • The public component, not just selling to Judges this year.

    • We have four volunteers, but we may need 6 depending on who is judging during those times.

2025 Smoker Sweepstakes discussion

  • Still working with Ole Hickory Pits to plan out a year-round marketing partnership where we highlight other KCBS members that use Ole Hickory products.

  • We still owe last year’s winner a 1099 for 2025, as it was received in January of 2025.

  • State of NY Post Sweepstakes filing complete.

Codicil inclusion on KCBS Website under Foundation tab

  • Provide a copy of the Codicil to the BOD for review and approval.

    • This may have already been provided to the BOD.

  • Write an explanation of what a Codicil is and how to create one with sample language and place template as DOCX to put on website, downloadable.

  • Create a campaign for educating members (Bullsheet, email campaign, Social Media)?

Foundation Finances

  • The new maturity date on the CD is 05/19/2025. The current balance is over $61,000.00.

  • Our current cash balance is $21,149.39 (February statement balance).

Nominating Committee

No report for this period.

Technology Working Group

The committee met to discuss possible technological improvements for KCBS. 

  • KCBScore

  • Add Overall Ranking to Teams Detail sheet.

  • Add Invoice capability

  • Saving points during certain steps in the process (e.g., after setting up the contest, after category scores are entered) and creating a “BACK” button to go back to a saved point if issues arise.

Next meeting April 15th @ 6:00 PM CST.

Hall of Fame Committee 

No report for this period. 

 

Organizer Working Group

Roll Call:

Donna Fong, chair; Chiles Cridlin, vice chair; Rod Gray, ex officio, KCBS CEO; Paul Buob, ex officio, President, KCBS; and committee members Jim Palmer, Kathy Trainor, and Christie Vanover. Absent were Julie Poe, advisory role; and committee members Nick Owensby and Joel Osbrink.

Organizer Training subcommittee projects

  • Organizer Guide and 1 meat guide - in progress (Julie Poe)

  • Mentor/Mentee program (Joel - lead, Nick, Kathy) 

  • Organizer Survey analysis - from April 18, 2024 - in review

  • Quarterly Town Hall kickoff zoom meeting - April 22, 2025, at 7pm CST. QR code in April Bullsheet page 38, Brian DeCoud (host) and Ben Lobenstein (guest organizer)

Public Events subcommittee projects

  • People's Choice Guide (Chiles) - in review

  • Kid's Que and Kid's Zone (Kathy) - possible Town Hall

  • Other aspects - in review

Organizer Hall of Fame subcommittee projects

  • Criteria - approved via consent agenda by prior KCBS Board - in discussion

  • Nomination period - in review

Next meeting: May 6th, 6:30pm, Central

Membership Subcommittee 

No report for this period. 

 

Backyard Working Group

No report for this period.

 

Sponsorship Working Group 

No report for this period. 

World Invitational Working Group 

No report for this period. 

 

CEO Report 

Key Highlights:

The staff is focused on day-to-day operations with an emphasis on the World Invitational. Weekly WI workgroup meetings, and more recently, judge selection meetings, both occurring weekly. Weekly staff planning meetings are increasing in duration, and we’ll begin to meet with the WI Reps periodically until the event date in late May. We are working closely with a new trophy maker, as ribbons, big checks, and related award and event supply lists are updated and finalized. Partnership conversations are active and nearing finalization. The office is currently down two staff members. The start date for our new Office Manager is April 28th and our Manager of Digital Media is set to return on May 1. 

World Invitational:

This year’s event adds four categories on Friday, including One Meat Series chicken and ribs categories, plus Anything But and Dessert categories. In addition to the four categories of the Wells Cup on Saturday, the Holladay Distillery Cocktail category is scheduled for Saturday. Sunday is the Backyard Series and Master Series Invitationals. This year we’re adding the public facing barbeque festival element, which includes a People’s Choice event, live music all day, a Kid’s Que contest on display with two age groups, food vendors, a beer garden, and barbeque exhibitors, including the KCBS Foundation Pop-Up Shop, where a wide variety of rubs and sauces available for purchase with all proceeds going to support scholarships for children of KCBS members. We’re also offering a behind the scenes view of competition barbeque via a VIP experience. A limited number of People’s Choice and VIP tickets are available to purchase via EventBrite.com.

Total teams signed up to compete as of 4/3/25 - 77 teams

Breakdown by event:

  • Wells Cup and Masters Invitational - 41 teams

  • Wells Cup and Backyard Invitational - 14 teams

  • Master Invitational only - 0 teams

  • Backyard Invitational only - 12 teams

  • Wells Cup only - 10 teams

  • One Meat Series, Chicken - 26 teams

  • One Meat Series, Ribs - 23 teams

  • Anything But - 8 teams

  • Dessert - 14 teams

  • Cocktail - 20 teams

Youth Que - 11

  • 10 & Under - 7

  • 11 - 16 - 4

Membership:

The April 4, 2025, membership count snapshot reflects 15,338, down 86 from the 15,424 members reported on March 7th, 2025. Postcards continue to go out to expired members. We are in the process of confirming a June CBJ class which has gained us new members in previous classes.

Contests: 

40 Contests Completed in 2025                   

342 Contests Scheduled for 2025 (calendar year)  

239 Master Series (74 including Backyard Series)

  37  Backyard Series

  56  One Meat Series

    9  Competitor Series

24 New Contests for 2025      

10 Contests Canceled for 2025

54 International Contests (included in total number of contests above)

39 Master Series

2 Backyard Series

13 One Meat Series

CBJ & Table Captain Classes:

21 CBJ Classes Scheduled for 2025

14 TC Classes Scheduled for 2025

Marketing & Communications:

  • Bullsheet: The email open rate for the March and April issues of The Bullsheet has a current open rate of 22% and 28% respectively.