March Board Meeting AgendaMarch 6, 2017
Kansas City Barbeque Society
Board of Directors’ Agenda
March 8, 2017
Mike Peters, Dennis Polson, Mike Hays, Mike Richter, Sandy Fulton, Wayne Lohman, Dave Compton, Joe Otto, Arlie Bragg, Randall Bowman, Michael McDearman, Phillip Brazier
KCBS Office: Carolyn Wells, Kim Collier, Karrin Murphy
MMA: Mike McCloud
Call In Requested:
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.
Minutes of Last Meeting
Sandy Fulton: I move to accept minutes of the February 13, 2017 meeting.
The financial statements for KCBS for the month of February 2017 were sent via email to the Board.
The Committee moves that they be approved as presented and entered into the permanent record of the Kansas City BBQ Society.
Randall Bowman, Treasurer
Chair Finance Committee
Sanctioning Report-Kim Collier
Big 12 Big Q (COMPETITOR'S SERIES) 3/8/2017 2/11/2017 2/22/2017 Kansas City, MO
*BBQ Throw Down (Formally known as the Pork in the Park) 5/19/2017 5/20/2017 2/22/2017 Wyandotte, MI
The National BBQ Cup(DAY 2) 5/26/2017 5/27/2017 2/22/2017 Nashville, TN
Buskers, Brews & BBQ 6/9/2017 6/10/2017 2/22/2017 Aurora, CO
Assumption Fest Smokin Hot BBQ 2nd Annual 6/30/2017 7/1/2017 2/22/2017 Assumption, IL
*Keepers of the Fire BBQ Contest 7/14/2017 7/15/2017 2/22/2017 Mayetta, KS
*Big Blue Barbecue 8/11/2017 8/12/2017 2/22/2017 Shelbyville, IN
*Redwood Coast Grills Gone Wild 9/2/2017 9/3/2017 2/22/2017 Crescent City, CA
*Big Brother Big Sister Riverfest 9/15/2017 9/16/2017 2/22/2017 Decatur, AL
*Smokin on the Rez BBQ and Music Festival (DAY2) 9/16/2017 9/17/2017 2/22/2017 Ridgeland, MS
*Smoke in the Valley 9/22/2017 9/23/2017 2/22/2017 Pikeville, TN
*Ohio Smoked Meat & BBQ Festival 10/20/2017 10/21/2017 2/22/2017 Nelsonville, OH
Best of the Midwest BBQ Cook-off 10/20/2017 10/21/2017 2/22/2017 Union Grove, WI
*Smokin in the Ville 4/28/2017 4/29/2017 2/16/2017 Edwardsville, KS
*Black Elk Brisket Burnout 5/6/2017 5/7/2017 2/16/2017 Miami, OK
*Tonganoxie Days BBQ Blowout 6/10/2017 6/11/2017 2/16/2017 Tonganoxie, KS
Back to Mayberry 6/30/2017 7/1/2017 2/16/2017 Rodney, IA
8th Annual Vista BBQ Classic 7/28/2017 7/29/2017 2/16/2017 Vista, CA
Maryland State BBQ Bash 8/11/2017 8/12/2017 2/16/2017 Bel Air, MD
Hog Wild West BBQ Contest 9/8/2017 9/9/2017 2/16/2017 Leavenworth, KS
*First Tennessee Bank Bluegrass & BBQ (COMPETITOR'S SERIES) 9/22/2017 9/23/2017 2/16/2017 Columbia, TN
The National BBQ Cup (DAY1) 5/26/2017 5/27/2017 2/9/2017 Nashville, TN
The National BBQ Cup Backyard Championship(BACKYARD ONLY) 5/27/2017 5/28/2017 2/9/2017 Nashville, TN
*Conquer The Grill 6/2/2017 6/3/2017 2/9/2017 Coudersport, PA
*Italian Barbecue Championship 2017 6/10/2017 6/11/2017 2/9/2017 Perugia,
*Carlton Landing's 2nd Annual Smoke on the Water BBQ Competition 6/16/2017 6/17/2017 2/9/2017 Carlton Landing, OK
Freedom Fest BBQ Cook-Off 6/23/2017 6/24/2017 2/9/2017 Willard, MO
*2nd Annual St. Louis Kosher BBQ Competition(COMPETITORS SERIES) 6/24/2017 6/25/2017 2/9/2017 St.Louis, MO
*BBQ on the Elbow at the Calgary Stampede 7/7/2017 7/9/2017 2/9/2017 Calgary,
Looftlighter 2017 Barbecue Competition 7/28/2017 7/30/2017 2/9/2017 Hoganas,
All American BBQ Throwdown 8/4/2017 8/5/2017 2/9/2017 Westland, MI
*Pit at the Park 8/4/2017 8/6/2017 2/9/2017 Macungie, PA
BBBrew For Hope 9/15/2017 9/16/2017 2/9/2017 Ft.Collins, CO
*Garden City Fall Festival BBQ Contest 9/22/2017 9/23/2017 2/9/2017 Garden City, MO
Squealin in the Square 10/6/2017 10/7/2017 2/9/2017 Laurens, SC
Third Annual Dallas Kosher BBQ Championship(COMPETITOR'S SERIES) 10/28/2017 10/29/2017 2/9/2017 Dallas, TX
*Dickson County Smoke Fest 11/3/2017 11/4/2017 2/9/2017 Dickson, TN
Reelin N Smokin Backyard Barbecue(BACKYARD ONLY) 6/9/2017 6/10/2017 2/8/2017 Huntsville, AL
*Lake Country BBQ Cook-off(BACKYARD ONLY) 6/10/2017 6/11/2017 2/8/2017 Okauchee, WI
*I-39 Smokin Car Show 7/1/2017 7/2/2017 2/8/2017 Minonk, IL
*Blues, Brews & Barbeque 7/21/2017 7/22/2017 2/8/2017 Birch Run, MI
*BBQ-Fest Cooking Contest 7/28/2017 7/29/2017 2/8/2017 Dyersburg , TN
*Beach Boogie and BBQ Festival 9/1/2017 9/2/2017 2/8/2017 Myrtle Beach, SC
*Smokin on the Rez BBQ and Music Festival (DAY 1) 9/15/2017 9/16/2017 2/8/2017 Ridgeland, MS
Oinktoberfest 9/22/2017 9/24/2017 2/8/2017 Clarence, NY
Suncoast Credit Union Plant City Pig Jam 11/17/2017 11/18/2017 2/8/2017 Plant City, FL
Sanctioning Committee: Sandy Fulton, Chair
The following KCBS members have agreed to be on the Sanctioning Committee for 2017:
Randy Bigler, Co-Chair
The meeting will be the second Thursday of the month at 7 PM EST. The first meeting will be March 9, 2017. The Agenda for this meeting will be to review last year’s accomplishments and to set goals for this year.
I ask the Board to accept my report,
KCBS/MMA Marketing Report
(Stats through 2/1/17 - 2/28/17)
Web - YOY Comparison
- Total page views for February: 352,273 (-39%)
- Total Unique Users for February: 32,727 (-16%)
- Time per Visit: 4:28 (- 1 min 30 seconds)
- Advertising sold for February: $640
- Scorecard Page Hits - See additional report
- Ongoing website updates
- New website design
250KCBS Meals Mission
- Current Total to Date – 294,141 meals
- 131 Contests Signed Up to Date
NATIONAL PRO BBQ TOUR
- Team and Judge spots are full with the exception of a couple slots
- Tour kicked off on February 25 in Daphne, AL
○ Grand Champion: Smoke on This
Great American Cookout Tour
- Sponsor Updates - 270 Smokers
- Revised Pro Forma
- First Stop - Cedar Park, TX 4/1/17
PR & Social Media - YOY Comparison
- ● Twitter Impressions: 13,285 (+24.3%)
- ● Twitter Followers: 32,827 (+150.3%)
- ● Facebook Page Likes: 48,984 (+22.43%)
- ● Facebook Impressions: 358,038 (+20.1%)
- Total: $261.86
○ 50% to KCBS $130.93
○ 50% to MMA $130.93
- DC Event
- New web site skin (please click image to display as web page)
- HPBA recap
- Steak program
Marketing Committee: Randall Bowman, Chair
The Marketing Committee did not meet in Feb. as I was working to try to compile the most active members that I felt could contribute the largest impact in 2017. We have hit the ground running and running hard, with a very large focus on member benefits.
I have secured a Hertz Car Rental Discount (20%) I will coordinate this week to try to have that up on www.kcbs.us prior to this board meeting.
We have a verbal commitment form Nationwide Insurance for a discount program that will include Home, Auto and Business plans.
We also have a verbal for a national discount rate through IHG properties for a discount rate at each of their 11 brands (Holiday inn, Holiday inn express, Hotel Indigo, Crowne Plaza, etc.)
We plan to look into the already established member discounts and evaluate for current status and use by members (Some we know work and some are not)
We hope to be able to add a minimum of 2 valuable member discount programs per month in 2017 to help increase the value of a KCBS membership for our members.
The 2017 Marketing Committee consists of
I also have to none KCBS folks that are active in the member benefit and perk program business that are assisting me personally to reach out to viable and “good” fits to our membership base, currently they are working on a Ford Motor Company discount.
My plan as Chair is to add at least 2 more qualified and passionate folks to this committee to help us attain as many quality member discounts as we possibly can in a quick and timely fashion.
I would also like to look into the potential partnership opportunities with our great neighbor in KC, in Boulevard brewery.
Randall Bowman: Marketing Committee Chair
International Board of Managers Report- Wayne Lohman
2017 FEBRUARY KCBS
The IOTeam February travel was busy with classes and sanctioned contests in Melbourne, Australia and San Juan, Puerto Rico. The team split up to cover both contests which are repeating events and growing.
The contest site in San Juan moved from the downtown area to Coco Beach, which is located in Rio Grande, one of the most beautiful beaches on the Island. This location is the site of the PGA Tournament held the weekend after our contest. The professional golfers on site had a great time learning and sampling our sport. 24 teams competed in this year’s event and BBQ Freaks were a repeat Grand Champion with the hope of attending another Jack Daniels World Championship in Oct. This team is composed of culinary instructors and strong supporters of KCBS growth in the Caribbean. We also had the opportunity to meet and work with a new organizer from Carousel who is interested in bringing KCBS to his Island.
The other IOTeam members were busy conducting 3 cooking classes and 1 CBJ class in Melbourne. The judging class had 38 students which brought the number of International Judges to over 1300. 44 teams participated in this year’s contest which is the largest KCBS contest thus far. Our 2 new Australian Reps got another contest to their credit and are fully capable to operate on their own after our contest in Perth in April, which is a first time event
KCBS International may have to secure a business license to operate sanctioned contest in certain countries that don’t recognize our not-for-profit status. In addition each International Board Member may have to post individual liability insurance coverage if required by that country’s tort laws.
CBJ Committee Report: Dennis Polson:
KCBS CBJ Committee Meeting Minutes
Date: February 27, 2017 7 pm CST
Members Present: Dennis Polson, Chair; Phillip Brazier, Co-chair; Linda Polson, Bill & Debbie Gage, Ralph Williams, Marge Plummer, Maxine Kilgore, Jon Amidei, Linda Lucas, and Mike Hays, KCBS President.
Chairman, Dennis Polson, called the meeting to order and confirmed the Committee members' contact information. He then reviewed the committee rules.
Dennis explained that Marge will be chair of a Sub-committee to work on the MCBJ test & will form her committee and will report back to the committee on a regular basis.
Dennis reported that the BOD would like the Judges to be seated more consistently. He reviewed the current methods in use: the southwest shuffle, pre-seating from information obtained prior to the contest; and allowing judges to seat at random and then moving them as needed, to insure that each table is uniformly seated according to experience. Dennis asked the committee for input about those methods, as well as other methods that might be in use. Most committee members prefer seating according to information obtained on the judging application or the shuffle, although there are problems with both methods. The Rep committee will also discuss this issue.
Dennis asked for suggestion for dealing with “No Show” Judges. Following lengthy discussion, the committee decided to give the issue more thought and table further discussion until the next meeting.
Dennis stated that he will be sending updated committee lists to members, as well as information about 2 Sub-committees that will be formed: 1) Defining average scores and 2) Changing the name of CBJ to incorporate Kosher Judges, Steak Judges, etc.
The meeting was adjourned at 7:55 pm.
Dennis announced that the next meeting will be on March 27th at 7 pm DST (central time).
Rep Committee Meeting: Phillip Brazier
February 28, 2017 7:00 PM Central Time
Present: Phillip Brazier, Dennis Polson, Mike Hays, Carolyn Wells, Debby Gage, Alan Rothrock, Steve Alvarez, Ralph Williams, Mike Eberele, Bob McKinnon, Kim Collier, Kathy Brazier-Recorder
Absent: Steve Grinstead, Karrin Murphy
The first order of business was to discuss the Independent Contractor Agreement. Committee members had been asked to review it and bring forth anything that might need to be corrected or updated. Brazier brought to the committee’s attention that the agreement states that reps will be paid $175.00 per contest. This fee had been increased to $200.00 by a vote of the BOD on 4/8/15.
Rothrock informed the committee that the last statement of Article 9 Entire Agreement of said Agreement states “This Agreement may not be modified or amended other than by an agreement in writing.” To stay within the boundaries of the Agreement, Kim Collier was asked to place a statement in regards to the increase on file with the signed copies. Thus, obliviating the need for re-distribution and re-signing of new agreements.
Next, Karen Williams had sent an email expressing the need to condense the Contest Mail-in Form as there is a lot of redundancy. She was asked, by Brazier, to construct and submit to him, a revised version. She stated she would do so.
Dave Rogers had submitted a similar email in regards to redundancy between the Rep’s Contest Critique and the Organizer’s Critique. It was discussed and determined that since different people and committees review each critique, the questions need to stay as they are.
Dennis Polson, Chair of the CBJ Committee, brought forth three (3) versions of “seating judges” from that committee for the Rep committee to review, discuss, make changes, if needed, and return to them for review, again. This inter-action between committees was deemed necessary as both Reps and Judges are highly affected.
The three (3) versions were: 1) A shuffle 2) Pre-contest assignment 3) After seated, a show of hands based on experience and re-distribution.
After much discussion, it was determined that it could be narrowed down to two versions; the shuffle and the pre-contest assignment. All were in agreement that whichever method is used, judges need to be distributed by EXPERIENCE with a special effort being made to ensure the newer judges are seated.
In regards to the shuffle, it was brought forward that some Master Judges have expressed a concern that is was “demeaning” for judges to have to stand to the side and then be seated one at a time. It is the view of the committee that the main objective should be to as evenly as possible distribute the experience level of the judges per table. An added advantage of using this shuffle type seating is that the cook teams see this action and know that an effort is being put forth to make the tables even.
Brazier said that he would rewrite and submit back to the CBJ Committee for their review.
This topic lead into a discussion about some judges arriving at a contest not wanting to perform any other duty except judging. Even though Reps have been reminding judges at their Judge’s Meeting for months that they are now signing up for the Judging Process not just judging. In case the word has still not gotten out to all judges, it was determined that we would utilize the Bullsheet, an email blast to Reps to remind them to continue reminding the judges at Judge’s Meetings, and Collier would make a statement on the Organizer’s Facebook page to include such a statement on the judge’s Application. Polson stated that it may be something that needs to be incorporated in the CBJ Classes. He would pursue that possibility.
Finally, Brazier informed the committee that the KCBS Rep Facebook page is up and running. He expressed many thanks to Karrin Murphy in setting this up and he will be developing guidelines for its use. These will be sent to all reps via email and posted on the site itself. This site will only accept Reps in good standing and present BOD members. Hopefully, this will prove to be a very useful tool.
This discussion brought forth a question in regards to the non-official KCBS Certified Judges page and several others that are out there. Should a Rep participate in any of the discussions on these pages? The consensus was that Reps should leave them alone and not participate. Mainly, because it is not known if the participants are, actually, KCBS judges and, regardless, it could evolve into a heated discussion which a Rep does not need to be a part as comments can become twisted, etc.
The meeting adjourned at 7:58 PM Central time with the next meeting being scheduled for Tuesday March 28, 2017 at 7:00 PM Central Time.
BUILDING COMMITTEE: Arlie Bragg, Chair
After the recent visit to the office during the retreat Mike McDearman, Randall Bowman, Mike Hays and I went through the building looking for any source of additional power concerns. We addressed a few and hope that helps in monitoring our power needs. Mike Hays has addressed the phone system this last week and it seems to have made a huge improvement.
We have released the original leasing agent and hired a new one. We have a proposal on the table for the basement and are working with the agent to get a written contract. The upstairs has been shown with no present leads. The new leasing agent is in touch with the growing area and feels he can get it leased.
Tech Committee- Mike Peters - Chair
Technology Committee Report March 2017
Technology Committee Members
Mike Peters Chairman
Joe Otto Co-Chair
Mike Hays KCBS President
Carolyn Wells KCBS Executive Director
We will meet on the Third Wednesday of each month at 7pm Central time.
The description of the Technology Committee:
TECHNOLOGY: Shall be responsible for, but not limited to, providing oversight of the KCBS website, scoring program, and contractors assisting with technology efforts.
There is already an AdHoc committee reviewing the KCBS Website and changes KCBS wishes to make. I will include the AdHoc committee in the agenda and committee reports but will defer for continuity/consistency to Joe Otto to chair that committee as is.
The KCBS board met in February for their planning meeting and set goals for each committee. While we are certainly not limited by those, we are tasked to review and provide input.
1. Keep KCBScore updated. 12.6.1 is currently in place and utilized, 12.6.3 has been tested and is ready for implementation (corrections for Windows 10 issues - zoom/print, etc.); 12.6.5 is being tested and should be ready soon.
1a. Adjust the KCBScore system to allow up to a 10 digit member number. I have been told that currently it is limited to 6 digits. KCBS is getting close to member #100,000 if we are not already there. Since KCBS cook teams are tracked for TOY using their membership number, this will have to be adjusted. Reason #2 is that the Membership committee is trying to determine the true number of non-KCBS cook teams that compete. KCBS is tracking member and non-member teams at contests and approx. 25% of the teams are not KCBS members. Once the system is set for 10 digits, KCBS will ask contest reps to input the member number or non-member phone number for tracking purposes.
2. Members only for results. I see this as a couple of items - contest results behind the KCBS member login on the website, members only get full scoresheets at contests. For discussion.
3. Copy of Cook team detail sheet online like the judges scorecard.
4. Automatic email survey for CBJ class attendees. Membership committee has on their list a survey for past members who have not renewed.
5. Relational database
6. KCBS Mobile App. MMA is looking into this currently
7. Investigate data solutions to seating judges.
BANQUET MEETING- Sandy Fulton-Chair
The following KCBS Members have agreed to be on the Banquet Committee:
Rich and Bunny Tuttle
The Banquet will be held at the Argosy Hotel and Casino in Kansas City on January 12 & 13, 2018. Our Banquet Meetings will be on the Fourth Tuesday at 11 EST. The first meeting will be on March 28, 2017.
The Critiques from the last Banquet were sent to the members to review for the first meeting.
I ask the Board to accept this report.
Membership Committee – Mike Peters, Chair
Report for BOD March 2017
Membership Committee Members
Mike Peters Chairman
Michael McDearman Co-Chair
Mike Hays KCBS President
Carolyn Wells KCBS Executive Director
We will meet on the first Tuesday of each month at 7pm Central. The next meeting is Tuesday, March 7, 2017
Active Members 21037
New Members 309
New from CBJ Class 105
Renewed Members 1485
Non Renewed 717
New from Website 176
Total Lifetime Members 1245
International Members 1133
Countries Represented 31
2017 Membership Committee Discussion ideas for 2017
Continue with KCBS Ambassador Program - expand to other areas.
Reset the auto renewal option online to being checked where a member must “opt out”. Discussing with Randall Bowman about options based upon his background.
Discuss other types of membership. Business Membership, Restaurant membership - currently KCBS members can list their restaurant on kcbs.us. Discuss highlighting restaurants that are KCBS members.
Survey for non-renewals. Membership numbers are published monthly along with non-renewals. We have been proactive about recouping past members. We need to determine just why they left if possible.
Gateway to KCBS programs. Backyard, Steak, Seafood, Kosher. What can we do to drive membership?
Cook team info like judge scorecard on KCBS. Stop providing contest information to non-member cook teams. There are approx. 4800 non kcbs cook teams competing.
How to videos. KCBS is looking at a redesign of our website and some items will now be behind the login. Videos are a great tool for potential membership. Show value of membership to backyard cook “best in the hood”. Incorporate food safety into information via videos and suggest for CBJ classes.
International involvement to keep them in the KCBS loop.
Increase Rep compensation for new KCBS cook teams. Currently $5 but not publicized/promoted heavily.
KCBS Block parties at the new World Headquarters
Rules Committee: Mike Richter
The rules committee for 2017 consists of the following members:
Mike Richter - Chair
Dave Compton - 2nd Chair
Mike Wozniak - Cook
Barry Johnson - Cook
Mark Cassel - MCBJ
Larry Voth - Rep
Nominating Committee: Arlie Bragg:
We are exploring Simply Voting to update the voting system. We will have a mock vote soon.
Anyone have new ideas for questions for this year’s candidates let me know.
Education/Communications Committee: Michael McDearmann
ED/COMM met 3/1
Primary topic was the Bullsheet and how to transition over and out of its current state. Gathering some technical info through Mike Hays from MMA before making a proposal.
Committee liked and suggests the board consider icons on the event section of the website. Three icons would be
#Team Sign-ups Open
#Team Sign-ups Closed
To aid organizers and members find each other easier.
Education side, IRS has advisors to ask permission instead of forgiveness. Also, McDearman is checking with a professional fundraiser who ran a foundation like our situation to see if he would share his knowledge.
Strategic Planning Committee: Joe Otto
The Strategic Planning Committee will meet the first and third Mondays of each month. The 2016 approved version of the committee description follows:
STRATEGIC PLANNING: Shall be responsible for, but not limited to, developing and executing short and long range plans for KCBS. Reviews past initiatives and proposes recommendations for revisions as necessary to ensure KCBS growth and sustainability; addresses other strategic issues that may arise related to all aspects of the KCBS mission.
Request description be approved for 2017.
Request Strategic Planning assignment/priority review of KCBS Wall of Champions. Which committee and/or committees are assigned this project and what is the priority?
Philanthropy Report-Dave Compton
Our Committee right now consists of:
Dave Compton, Chair
Joe Otto, second Chair
Carolyn Wells, Executive Director
Mike Hays, President
We are looking for one more member so that we don't have an even number.
As of Friday we had 8 applications for the KCBS Scholarships, which is one more that at the same point last year. Last year we had 70-some applications; this year might top that number. So far we haven't received any applications for the Challenge Grants but that also is in line with last year.
I also may be making two motions after Executive Session. One is a proposed budget for Philanthropy for this year and one concerning a Charitable Grant from last year.
I ask that the Board accept this report,
Phillip Brazier: Judges Seating
Closed Session Agenda:
1. Philanthropy Proposed Budget
2. Charitable Grant
After Closed Session: