KCBS News FeedQuick Notes from the Board Room
June 10, 2010QUICK NOTES FAROM THE
MEETING OF THE BOARD OF DIRECTORS
KANSAS CITY BARBEQUE SOCIETY
JUNE 9, 2010
KANSAS CITY, MO
Merl Whitebook, Secretary
At 7:00 p.m. Don Harwell, Vice President of KCBS called the meeting to order. Present at the meeting were the following members of the Board in person or by phone: Mike Budai, Gene Goycochea, Don Harwell, Paul Kirk, Wayne Lohman, Ed Roith, Tana Shupe, Candy Weaver, Carol Whitebook, Merl Whitebook, and Carolyn Wells, Executive Director.
Members attending
Mary Cato
Mike McCloud
Jim Griffith
Randy and Carol Bigler
Merl Whitebook, Secretary announced at 7:04 that a quorum was present.
Public Address (if any)
None
Minutes Merl Whitebook
Merl Whitebook advised the Board that Candy Weaver had objected to the inclusion of the VFW contest, where there was issue with compliance of the audit procedure, upon discussion the Board felt the minutes were correct to include the audit issue. Merl Whitebook then made a motion to approve the Minutes of the Board of Directors meetings of May 12, 2010, as submitted. The motion was seconded by Wayne Lohman.
Vote
9 yes, 0 no, 0 abstentions
The motion to approve the minutes of the Board of Directors Meeting of May 12, 2010, passes.
Accounting and Financial Committee Mike Budai
Mike Budai made a motion to accept the financial reports for May 2010. The motion was seconded by Ed Roith.
Vote
9 yes, 0 no 0 abstentions
The motion to accept the financial reports of May 2010, passes.
Contests Past
The Board reviewed the contests which occurred during the past thirty days. Following discussion, Merl Whitebook made a motion to require as a condition of applying for sanctioning next year, the Dells BBQ Bash & State BBQ Championship to submit a written detailed plan to correct deficiencies prior to approval by the Board of the application for sanctioning for 2011. The motion was seconded by Paul Kirk.
Vote:
9 yes, 0 no, 0 abstentions.
The motion to require a plan to correct deficiencies for the Dells BBQ Bash and State BBQ Championship, passes.
Contest Rep Committee Carol Whitebook
Carol Whitebook gave an update on the independent contractor issues concerning Contests Reps.
Carol Whitebook made a motion that beginning Jan 1, 2011 (or a date recommended by legal) a deposit of $300.00 will be continued to be charged at time of sanctioning and be applied to the invoice. The fee for the Contest Rep services will be paid directly to the Contest Rep and paid by the Contest Organizer being charged in the Rep Invoice. 2. That Contest Reps will pay for their own training, and 3. Any corrective retraining will be at the cost of the Contest Rep. The motion was seconded by Gene Goycochea.
After discussion Carol moved to table the motion until a letter has been received with further information from our legal counsel.
Vote:
9 yes, 0 no, 0 abstentions
The motion was tabled until the July, 2010 meeting.
Carol Whitebook brought up the issue of irregularities which occurred at GAB in the pork category leading to a DQ of a team who the Contest Reps determine turned in a meat other than the approved pork. That thereafter, the contest results were then changed on the KCBS results. The Board believed that even when an error occurs, that we apply “Rule #1” and that we therefore do not change results of the contests.
Carol Whitebook made a motion to pay the prize money to the team who may be aggrieved by the error, but that under the prevailing KCBS rules and precedents, the original standing of the contest is restored. The motion was seconded by Gene Goycochea.
Vote:
Mike Budai no
Candy Weaver yes
Tana Shupe yes
Ed Roth yes
Paul Kirk yes
Carol Whitebook yes
Gene Goycochea yes
Merl Whitebook yes
Wayne Lohman yes
8 Yes, 1 No, 0 abstentions
The motion to pay the prize money as a result of the error passes, with restoration of the original contest results as announced and posted.
Membership Committee Gene Goycochea
Gene Goycochea provided information regarding the membership recruitment banners, the Referral Fee program and possibly asking Sam’s Club to promote KCBS membership at its stores or mailings.
Gene advised he was working the Ed Roith to examine the fees charged for CBJ classes.
CBJ Committee Ed Roith
Ed Roith made the following motion:
If the backyard contest includes the four KCBS required meat categories, under KCBS rules of competition, the CBJ record may be signed with a notation of “BY-4”.. However, if less than the four meats are cooked but at least two of the required are cooked, under the KCBS rules of competition, the judge will receive half credit and noted with a notation of “BY-2”. A total of no more than four backyard contests, whether all four or two of the meats are judged, will be allowed to count towards the 30 contests for Master Judge. A contest Rep must indicate at the signing, a symbol indicating a backyard contest. The motion was seconded by Merl Whitebook
Vote:
8 yes, 1 no, 0 abstentions
The motion to provide credits for backyard contest, passes.
Sanctioning Committee Wayne Lohman
NEW CONTEST REQUESTS
1. Contest Name: Recovery Fest
Date Requested: 9/10-11/10 Location: Richmond, VA
2. Contest Name: TBA
Date Requested: 6/3-4/11 Location: Lee’s Summit, MO
3. Contest Name: Blues, Brews and Barbecue
Date Requested: 7/9-10/11 Location: Bessemer, AL
4. Contest Name: Autumn Fest
Date Requested: 9/17-18/10 Location: Edwardsville, KS
5. Contest Name: All American BBQ Bash
Date Requested: 9/3-4/10 Location: Ames, IA
Sam’s Club has asked for a competitive contest in Midwest City at a Sam’s Club as an invitational contest.
Wayne Lohman made a motion to approve the sanctioning for the above contests listed above. The motion was seconded by
Merl Whitebook made a motion to approve sanctioning of a competitive series invitational contest to be sponsored by Sam’s Club, to be held in Midwest City, Ok on August 20 – 21, 2010. The motion was seconded by Wayne Lohman.
Vote:
9 yes, 0 no, 0
The motion to approve sanctioning for the Midwest City, Ok Sam’s Club contest as a competitive series contest passes.
Wayne Lohman, presented a request by the Franklin, NC contest to use a “green” container for a turn in box. Wayne asked to table the matter until the July meeting when more information could be obtained. The matter was tabled until the July meeting.
Wayne Lohman made a motion to waive the requirement for the number of Contest Representatives for the DC BBQ Battle which has 60 teams registered for the KCBS side of the dual competition. The motion was seconded by Tana Shupe.
Vote:
Mike Budai no
Candy Weaver no
Tana Shupe no
Ed Roith no
Paul Kirk no
Carol Whitebook no
Gene Goycochea no
Merl Whitebook no
Wayne Lohman no
0 yes, 9 no, 0 abstentions
The motion to waive the number of contest reps for a contest, fails.
New Ideas Committee Merl Whitebook
Merl Whitebook moved to table the matter of creating a KCBS Emergency Crisis Response Team, until the July, 2010 meeting to obtain additional information concerning state and local requirements which may be imposed.
Strategic Funds Committee Candy Weaver
Candy Weaver moved to table her request concerning the Strategic Funds plan and a Board retreat in order to obtain additional information until the July 2010 meeting.
Philanthropy Committee Tana Shupe
Tana Shupe made a motion to award the grant requested from the Corliss Johnson Memorial Foundation for Cancer Research and from Kookers Kare, to be paid in two installments. The motion was seconded by Paul Kirk.
Merl Whitebook made a motion to table the motion until the committee had set dates upon which grants would be considered, and until the Board had been provided with a copy of the grant request and 990’s filings. The motion to table dies for lack of a second.
Vote:
9 yes, 0 no, 0 abstentions
The awarding of the grants to the Corliss Johnson Memorial Foundation for Cancer Research and Kookers Kare, passes.
Tana Shupe made a motion to create a fund of a minimum of $15,000 be allocated annually toward a scholarship program for children of KCBS members, with awards ranging from $1,000 - $5,000. The motion was seconded by Paul Kirk.
Vote:
9 yes, 0 no, 0 abstentions
Motion to create a fund to be allocated annually toward a scholarship program for children of KCBS members, passes. Vote;
Technology Committee Don Harwell No Report
Rules Committee Candy Weaver No Report
Education Committee Paul Kirk
Paul Kirk provided a draft of a KCBS Grants in Aid application to the Board.
The Board discussed that muffin pan chicken is not a marked entry and the cookers that appear to be wood powered steam cookers are not a violation of the rules of competition.
Marketing Committee Candy Weaver & Tana Shupe
Mike McCloud advised the Board that KCBS has had six Tour events.
The Kingsford Points Chase has continued to the Bixby BBQ’n Music Festival and the Great American BBQ Festival and we have conducted two Rancher’s Reserve Beef Cup events with six left on the schedule.
Merchandise sales for April were: $3,662
Web advertising sales for April were: $1,591
A summary of the KCBS member survey results have been sent to KCBS board
25th Anniversary Banquet and Annual Meeting Paul Kirk
Paul Kirk advised the Board of the pros and cons of the Trade show. The Board asked that the Banquet committee proceed with a Trade Show for the 25th Anniversary Banquet.
Old/New Business
Tabled from March: Carolyn Wells - Review of revisions to the KCBS employee manual. Carolyn Wells requested the matter be table until the July, 2010, meeting.
Tabled from February Carolyn Wells Seal of Approval Criteria as to types of products.
Carolyn Wells requested the matter be tabled until the July 2010, meeting.
Tabled from April: Candy Weaver motion to relocate the front part of the kcbs.us website to another service company in order to have a more stable presence on the web. Due to the lack of interruptions on the KCBS website, the motion was withdrawn.
Tabled from May: by the Board Recommendation of two or three dates per year that grants will be considered by the Board of Directors. No action taken, removed from table.
New Business:
Candy Weaver made a motion that once the Minutes of the Meeting have been approved that Quick Notes of the Meeting be removed from the kcbs.us website and replaced with the Minutes of the Meeting, in a member’s only environment.
The motion was seconded by Tana Shupe.
Vote:
Mike Budai yes
Candy Weaver yes
Tana Shupe yes
Ed Roith Abstain
Paul Kirk no
Carol Whitebook no
Gene Goycochea no
Merl Whitebook no
Wayne Lohman yes
The vote is four – four tie, acting president Don Harwell cast a vote:
Don Harwell no
4 yes, 5 no, 1 abstentions
The motion to remove the Quick Notes, fails.
Merl Whitebook made a motion to move into executive session, which was seconded by Paul Kirk.
Vote
9 yes, 0 no, 0 abstentions
The Board moved into executive session.
Merl Whitebook made a motion to come out of executive session, which was seconded by Ed Roith.
Vote:
9 yes, 0 no, 0 abstentions
The Board returns to the order of the meeting.
Tana Shupe makes a motion grant the $500.00 Betty Snelson Award to Anna Montgomery of Team Top Chick, from Alabama. The motion was seconded by Paul Kirk.
Vote:
9 yes, 0 no, 0 abstentions
The motion to grant the award, passes.
Merl Whitebook made a motion to accept the recommendations of legal council and to engage the firm to protect our intellectual property and to proceed as is agreed by KCBS and the law firm.
The motion was seconded by Paul Kirk.
Vote:
9 yes, 0 no, 0 abstentions
The motion passes.
Paul Kirk made a motion to adjourn the meeting at 10:24 p.m. Carol Whitebook seconded the motion
Vote:
9 yes, 0 no, 0 abstentions.
The quick notes are not the official minutes of the meeting of the Board of Directors but are provided as an unofficial record of the meeting. Always refer to the actual record as reflected in the approved minutes.
