KCBS Board Meeting Agenda for 9 September 2025
Kansas City Barbeque Society
Board of Directors’ Meeting Agenda
Tuesday, September 9, 2025, 6:00 PM CST
Membership Requests to Address the Board:
- None
Roll Call:
Chiles Cridlin, David Qualls, Donna Fong, Jeanne Titus, Luke Darnell, Lex Vanegas, Paul Buob, Randy Todd, Thomas Gearhart; KCBS Office: Rod Gray
Absent:
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
- KCBS Competition Enhancement Working Group
- Organizers Working Group
Chief Executive Officer’s Report:
- CEO Report attached.
- The Board may take actions based on Topics and Discussions from this report as New Business.
- Update for the 2026 Strategic Planning session (Paul Buob).
- Update and review plans KCBS World Invitational 2026 (Paul Buob).
- Status of Hall of Fame trophies and rings (Rod Gray).
- Update of Nonprofit Financial Review (Thomas Gearhart).
- None.
Discussion of legal, financial, personnel, and real estate.
- Discussion and update for CEO Contract (Thomas Gearhart).
- Graphics design work (Rod Gray).
The Board may take any necessary actions, including motions on any or all matters discussed in closed session
Board Comments
Adjourn or Suspend
Attachments and Reports
Contest Report
| Contest | Date | Location |
| Almost Heaven BBQ Bash (OPEN FORMAT) | 6/19-20/2026 | Buckhannon, WV |
| University of Arkansas Animal Science Boots, Brews, and BBQ Contest | 3/13-14/2026 | Fayetteville, AR |
| Smokin on the Osage BBQ Contest (Day 1) | 7/17-18/2026 | Osceola, MO |
| Smokin on the Osage BBQ Contest (Day 2) | 7/18-19/2026 | Osceola, MO |
| BBQ for Bravery | 10/24-25/2026 | Alcoa, TN |
| CabotFest Bags n BBQ (ONE MEAT RIBS) | 10/10/2025 | Cabot, AR |
| CabotFest Bags n BBQ (ONE MEAT PORK) | 10/10/2025 | Cabot, AR |
| Sip & Swine BBQ Festival | 3/6-7/2026 | Lawrencville, GA |
| Christmas on the River State Bar B Q Championship (OPEN FORMAT) | 12/5-6/2026 | Demopolis, AL |
| York County BBQ Festival (Day 1) | 6/12-13/2026 | Delta, PA |
| York County BBQ Festival (Day 2) | 6/13-14/2026 | Delta, PA |
| Fossalta is on Fire BBQ Competition (ONE MEAT CHICKEN) | 10/18/2025 | Italy |
| Fossalta is on Fire BBQ Competition (ONE MEAT RIBS) | 10/18/2025 | Italy |
| Giant National Capital Barbecue Battle | 6/26/2026 | Washington, DC |
| Connecticut Barbecue Challenge | 7/18-19/2026 | Somers, CT |
| SmokeHouse Barbeque Showdown (OPEN FORMAT) | 5/1-2/2026 | Cambridge, IA |
| Marietta River City BBQ (OPEN FORMAT) | 4/24-25/2026 | Marietta, OH |
| Smoke on the Bricks | 8/7-8/2026 | Baldwin City, KS |
| KCB SMoke & Flavor Fest | 5/1-2/2026 | Kansas City, MO |
| Blue Bombers BBQ Tailgate Showdown (BACKYARD ONLY) | 10/25-26/2025 | Canada |
| 8th Annual Qlathe BBQ Championship | 3/20-21/2026 | Olathe, KS |
| Panama Grill Master | 1/23-24/2026 | Panama |
| BBQ Fest Palmares (BACKYARD ONLY) | 11/15-16/2025 | Costa Rica |
| BBQ Fest Costa Rica | 2/21-22/2026 | Costa Rica |
Financial Report
P&L Review (July YTD):
- Revenue: Actual YTD is $724,487 against a 7-month forecast of $632,913, resulting in a favorable variance of $91,574.
- Membership Dues: $268,777 actual vs. $247,915 forecast, favorable by $20,862. The YoY decline in membership numbers persists, but revenue exceeds expectations, potentially due to continued misclassification of PayPal transactions (still pending Rod’s investigation).
- Contest Operations: $167,225 actual vs. $169,166 forecast, unfavorable by $1,941, though we closed the $13K gap from June.
- Sponsorship: $128,482 actual vs. $75,541 forecast, favorable by $52,941, despite YoY sponsorship declines noted in July.
- Other Income: $160,003 actual vs. $140,291 forecast, favorable by $19,712. Delayed revenue recognition likely contributes.
- Cost of Activities: $284,479 actual vs. $221,272 forecast, unfavorable by $63,207.
- Cost of Membership: On target at $1,458 actual vs. forecast.
- Cost of Contest Operations: $109,020 actual vs. $119,583 forecast, favorable by $10,563.
- Cost of Sponsorship: $17,072 actual vs. $10,850 forecast, unfavorable by $6,222.
- Other Costs: $156,929 actual vs. $89,381 forecast, unfavorable by $67,548.
- Gross Margin: $440,008 actual vs. $411,641 forecast, favorable by $28,367, but gross margin percentage is 60.7% vs. 65.0% forecast, a -4.3% variance.
- G&A Payroll & Expense: $392,387 actual vs. $382,314 forecast, unfavorable by $10,072.
- G&A Payroll: $252,131 actual vs. $242,082 forecast, unfavorable by $10,049.
- G&A Expense: $140,256 actual vs. $140,233 forecast, slightly unfavorable by $23.
- Total G&A as a percentage of income is 54.2% vs. 60.4% forecast, a -6.2% variance.
- Net Operating Income: $47,621 actual vs. $29,327 forecast, favorable by $18,294. Net operating income percentage is 6.6% vs. 4.6% forecast, a +1.9% variance.
- Summary: YTD performance shows a stronger-than-expected net operating income, driven by sponsorship and membership dues exceeding forecasts. However, higher-than-expected costs in other activities and a lower gross margin percentage highlight areas for cost control. August performance appears stable, but November and December are expected to be lower months for contest operations, with a potential uplift from the Royal in November.
- Comparison to Straight-Line Assumptions for 2025: The 7-month forecast assumes a straight-line proration of the annual budget (7/12 of annual figures). Actual YTD gross income ($724,487) exceeds the straight-line forecast ($632,913), indicating stronger-than-expected revenue. However, costs of activities ($284,479 actual vs. $221,272 forecast) are significantly higher, particularly in other costs. This suggests uneven expense timing. Net operating income YTD ($47,621) is close to the full-year budget ($50,275), suggesting a potential to meet or exceed the annual target if costs are managed in the remaining months.
- Cost-Saving Opportunities:
- ACH Reprogramming: We have consolidated ACH payments under a single entity with representatives listed alphabetically. This could save $2,000–$2,500 annually. Complete
- Postage: High postage costs identified; Rod will explore digital alternatives or bulk mailing discounts to reduce expenses.
- Rent: YTD rent is down $7,000 YoY, a positive trend we expect to maintain following the relocation of KCBS offices.
- Consulting: Consulting costs are slightly lower YoY due to reduced Veith engagement (TOY Backyard programming in 2024).
- PayPal Fees: Rod will investigate options to reduce PayPal transaction fees, potentially through alternative payment processors or renegotiated terms.
- Payroll: One area to consider is reviewing HR and benefits consultant contracts to identify savings, potentially replacing the current provider if costs are not competitive.
- Sponsorship Concern: US Soy sponsorship for 2026 remains at risk due to the Soy Board’s budget reallocation to individual states. KCBS must proactively engage state boards and event organizers to secure partnerships and maintain funding levels. Failure to act could lead to a significant reduction in sponsorship revenue.
- Financial Assessment: The Statement of Work (SOW) with Clean Sheet Consulting has been executed, and a kickoff meeting was held. David (consultant) has begun work, gaining access to KCBS financial systems and reports. Meetings with Rod are scheduled to advance the assessment. Progress is on track and we expect to have a preliminary report available for the board in ~60 days.
- Discussed initial 2026 budget priorities. The Finance Committee will work with Rod Gray to develop a budget for 2026 with the goal of presenting a draft to the Board at the December meeting
No report for this period.
Judging Committee
- Attendees: Donna Fong, Chair; Randy Todd, Co-chair, Paul Buob, ex officio, President, KCBS; and Rod Gray, ex officio, KCBS CEO, Jeanne Titus, Advisory Rep; and members Myron Berry, Cliff Brockman, Joe DeBella, Ron Keefover, Bryan Stewart and Mark Tuttle.
- The Award subcommittee has begun receiving nominations for Outstanding CBJ of the Year. The deadline is September 30th.
- The Rules subcommittee will request two corrections in the CBJ Manual. The first is to resolve a conflict in the CBJ Manual. The committee agreed that a judge seeking master status must cook at a Master Series contest, not a Competitor or Backyard Series. The second request clarifies that if an issue arises with a judge which requires additional attention, it should be submitted to the CBJ Committee Chair, as opposed to a committee chair, as currently specified in the CBJ manual.
- The Training subcommittee presented a presentation on the analysis of regions of the country where there are more judges than contests or a lack of judges to supply contests. The report also showed that greater engagement of CBJs is needed. The committee agreed by consensus to author a survey to better understand issues around the lack of CBJ engagement.
- The next CBJ meeting will be on September 24, 2025.
- The Rep Committee discussed the interpretation of the standing rules and possible re-write, specifically for rules 2-7 and what the consequences should be due (degree of leniency or severity) to adding the one-line item (i) under the section “Causes For Disqualification And Eviction” which reads “Violation of any of the KCBS Rules 2 through 7 above.” The committee was split as to what their response would be to Rules 2-7 offenses. With needing more consistent rules for the reps and competitors to follow, the committee determined to sed this to the Rules committee to discuss and work with the Rep Chairs for a possible resolution.
- Discussion of allowing teams to turn boxes in early. The committee agreed to send this example for inclusion to the re-write of the Rep Manual to be entered:
- “Early turn-in of an entry is permissible by cook teams only if a KCBS Representative is present, otherwise the cook must wait until the KCBS Representative is present and aware that they are dropping the entry off early before going back to their cook site.”
- Discussion of when to return the box, when to take a picture & does the rep keep the box. The committee agreed that it depends on the infraction. The rep must always keep the box until (at least) 30 minutes after the team detail sheets have been passed out to the teams. Consensus was clear that a picture is always the best way to go when the infraction is found in during judging. The committee is sending an update to the rep manual re-write to ensure that electronic photos (pics) are acceptable for the reps to give the team.
- Discussion for adding “Bite from the Meatiest Part of the Sample” to the judge’s script. While this verbiage is in the MP3 and the JCUP (not mandatory), it was voted on to add to the current script and send to the CBJ committee for comment.
- Discussion for sending out a reminder to the reps that travel should always be kept at a minimum (e.g., car rental vs personal car, dependent on miles and rental cost, organizer picks hotel, meals reasonable, etc.), the 30-minute timeline to keep boxes, and that KCBS Representatives must get the scores uploaded as soon as possible, but no longer than 3 hours after awards or they must contact Rod Gray, Jeanne Titus, or Lex Vanegas or Paul Buob.
- Rod Gray hosted the Rep Town Hall on 18 August 2025. The next KCBS Rep Town Hall is scheduled for 15 September 2025.
No report for this period.
Finance Committee
To be discussed in Closed Session.
Foundation Committee
Scholarship awards review schedule
- Scholarships have been awarded; applicants have been notified.
- All checks have been mailed as of 8/25/2025
- All photos and recipient quotes have been given to the KCBS office.
- To be published in September BullSheet (complete).
- Preamble paragraph to be given by Chairman by 8/27 and to include a request for someone to run for the BOD to take over Foundation responsibilities (complete).
- Work with KCBS Office to update web page to match BullSheet for foundation recipients (Complete).
- $5050.00 already received, appears slightly behind for matching 2024.
- KCBS Rep communication so that every contest has an announcement at the CBJ and Cooks meeting.
- Have at least two flyers with QR code ready.
- One email blast per month, one blast per week in October (on track).
- Article for the Bullsheet / Flyer in every Bullsheet through Nov. (check with Office, make sure it will be in the Sept and Oct issues).
- Social Media post schedule?? / FB pages, one per month (Check with office).
- The Foundation is looking to establish continuity. Currently there are no BOD members that have indicated interest. Headhunting tactics among the qualified candidates that could be interested in running.
- Write a BullSheet article to re-introduce the foundation and why we need candidates, job description, etc. (complete)
- Ways to donate, talk about a Codicil, put the sample document online.
- Social media post?
- November donation, end of the year tax planning, IRA / RMD qualified charitable contribution for Social Media and Bullsheet. (BullSheet article complete).
- The foundation may receive funds as a passthrough for HOF BullSheet scanning, to preserve our competition history for others to embrace.
- CBA wants to donate through KCBS Foundation for Kids Queue.
No report for this period.
Technology Working Group
- Chiles Cridlin is graciously offering to donate the funding to get all the past Bullsheets scanned into PDF formats so that KCBS will have easier digital access to the past content and contest data listed. This will help aid older teams that qualify for the KCBS Hall of Fame. The committee discussed the possible methods for the input of data for eventual tabulation.
- The update for the Overall Ranking on the team Detail sheet is in beta testing until 9 November 2025. Training will be scheduled with the KCBS Representatives prior to the beginning of the 2026 ToY year. This change will be rolled out to all reps in time for the 2026 ToY year.
No report for this period.
Organizer Working Group
- Attendees: Donna Fong, Chair; Julie Poe, Advisory Rep, Paul Buob, ex officio, President, KCBS; and members Joe Osbrink, Jim Palmer, Kathy Trainor and Christie Vanover
- Julie Poe is accepting edits from the committee on the Organizer Guide. which is in the final stage of review. The committee is still submitting reviews of the Guide and expects the Organizer Guide to be released later this year.
- The KCBS Organizer Town Hall Zoom meeting was held on 08/16/25. The topic was "Marketing your Contest and Getting Sponsorship". Andy Shaffer was an exceptional speaker. The next Town Hall speaker will be Christie Vanover who will speak about team and judge recruitment. Christie will review the KCBS judge signup interface and review other handy signup tools. The tentative date is December 16, 2025.
- Joe Osbrink gave an update on the mentorship program.
- The next Organizer Workgroup will be held on October 7, 2025.
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.
KCBS Competition Enhancement Working Group
Following the recent kickoff meeting, the working group has established four primary workstreams to advance the future of KCBS competitions, with clear objectives and designated leaders. Each workstream is developing deliverables to be presented at the September meeting. Below is a high-level overview of the workstreams and their focus:
- Messaging/Communications (Led by Blake Moore): Crafting a transparent communication strategy to inform members and stakeholders about the unified Masters Series, address concerns, and build support.
- Rules Update (Led by David Puckett): Revising competition rules to eliminate divisions, enable open participation, and establish a clear Team of the Year (TOY) points declaration process. This workstream will work closely with the KCBS Rules Committee.
- TOY Point Accumulation and SCORE System Updates (Led by Josh Yagel and Pat Larisey): Defining the TOY points structure (e.g., unified or separate Two-Meat/Four-Meat tracks) and updating the SCORE system to support it. This workstream will work closely with the Technology Committee.
- Support for New Teams (Led by Garry Edwards and Pat Larisey): Creating mentorship, education, and incentive programs to replace ineffective Backyard division protections, fostering newcomer success.
Monthly Experience Survey (MES) Results – August 2025
| Score | Members Voted | Percentage or Total |
| 1 | 37 | 7.77% |
| 2 | 38 | 7.98% |
| 3 | 72 | 15.13% |
| 4 | 105 | 22.06% |
| 5 | 224 | 47.06% |
| Total | 476 | 100% |
| Score | 3.93 | |
CEO Report
Key Highlights:
International events are showing strong growth. KCBS currently has 64 contests and 16 CBJ classes on the books for 2025. We’re seeing significant interest from Central and South America. The IO Team is excited about how they have been received in these areas and the enthusiasm for KCBS competition barbeque.
KCBS has seven Certified Barbeque Judge classes scheduled for this fall, including three international classes. A recent social media post suggests demand for a new class in the northeast. We’re researching this idea in consideration of a spring class. As reported below, we have 34 total classes on the books for 2025, after two cancellations.
The KCBS Hall of Fame Induction Ceremony and Annual Awards Banquet are scheduled for February 21st, 2026. The agreement is in place to return to the Kansas City Marriott Country Club Plaza. Planning is well underway. We hope to bring some new and exciting content to the Saturday breakout sessions.
The 8th Annual KCBS World Invitational will return to Lebanon, Tennessee, on Memorial Day weekend in 2026 and 2027. We have an executed agreement with the James E. Ward Agricultural Center, and we’re looking forward to hosting our signature event in a familiar location.
Social media and the Bullsheet continue to be handled in-house. We’re working to finalize a deal with a graphic designer to help with tasks previously included in the responsibilities of the Digital Media Manager.
Please review the Membership Renewal Report provided as a separate document.
Membership
- As of September 3, 2025, KCBS membership stands at 14,955, down from 15,115 on August 8.
- July’s expired-member postcard campaign resulted in 52 renewals. Postcards for August expirations will be mailed this week.
267 contests completed (year to date)
388 contests scheduled for 2025
22 contests canceled
CBJ & Table Captain Classes
34 CBJ classes scheduled in 2025
22 Table Captain classes scheduled in 2025
Marketing & Communications
- Bullsheet: The September issue of the Bullsheet was emailed to 13,372 recipients. It was opened by 7,062 members as of 9/3/25, reflecting a 52.81% open rate.
- Social Media: Engagement and audience growth continue across all platforms:
- Facebook views: 127,390 (down 62%)
- Interactions: 3,369 (down 43.7%)
- Net new followers: 228 (up 111%)
- Current Follower Counts (August 2025):
- Facebook: 78,941 (up 29 followers)
- Instagram: 26,856 (up 226 followers)
- Twitter/X: 22,157 (up 32 followers)
- Website Performance (August 2025):
- 11,500 clicks from Google Search
- 301,000 impressions
- Top-clicked pages (August 2025):
- Homepage: 6,960 clicks and 258,914 impressions
- Events page: 1,494 clicks and 41,741 impressions
- Judging info page: 656 clicks and 24,056 impressions
- Join Now: 157 clicks and 26,399 impressions
- Top search queries (August 2025):
- “KCBS”: 3,770 clicks
- “KCBS BBQ”: 2,140 clicks
- “KCBS events”: 548 clicks
- Device usage (August 2025):
- Mobile: 8,718
- Desktop: 2,590
- Tablet: 272
- Top countries (August 2025):
- United States: 87% (10,368)
- Canada: 6% (660)
- Australia: 1.5% (99)