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KCBS Board of Directors Meeting Agenda for 7-14-10

AGENDA FOR THE

MEETING OF THE BOARD OF DIRECTORS

KANSAS CITY BARBEQUE SOCIETY

JULY 14, 2010

KANSAS CITY, MO 

Public Address (if any)

Minutes                      Merl Whitebook                   

Approval of the attached Minutes of June 9, 2010.

Accounting and Financial Committee           Mike Budai               

The finance committee recommends adopting the attached financial statements for June 2010.

The Finance Committee recommends implementing all six proposals in the "Bank Proposals.txt" document.

Contests Past

"It's A Smokin' Good Thang"

Blue Ridge BBQ & Music Festival

Brick Street BBQ

Delta Smoke BBQ Contest

Haleyville 9-1-1 BBQ Cookoff

Kansas Masters BBQ Championship and Summer Fling

O'Town BBQ Showdown

Ole Glory BBQ Challenge

PoorQue

Quen for Kids 2010

Raytown State Championship BBQ Cookoff

Rock 'n Ribfest 2010, NH State Championship

Royal Gorge Holy Smoke Bar-B-Que Showdown

The Desoto Shrine Club 2nd Annual BBQ Cook Off

Tonganoxie Days BBQ Contest

American Bass Anglers BBQ Tour

Brick City BBQ & Blues

Colorado Barbecue Challenge

Franklin Simpson Fair BBQ Contest

Hog Wild BBQ and Chrome Fest

Pender Q - 125

Ribapalooza

Sedalia Lions MO Blues, Cruise & BBQ Fest

Smokin' on the River

Smokin' on the Square BBQ Throwdown

State Center Rose Festival BBQ Championship

Auburn Hills Barbecue Cook-Off

Boston Hills BBQ Fest

Eldon's Rockin' BBQ

Great Lenexa BBQ Battle

Iowa State BBQ Championship

Oh, Mercy! BBQ Challenge: Grillin' & Goodwillin'

Pigs Can Fly BBQ Contest

Rockin' Freedom

Tennessee State Championship BBQ Cook-Off

Safeway Barbecue Battle XVIII

Crossroads BBQ Cook-Off

I Love Barbecue Festival

Northern Arizona Barbeque Festival

Smoke on the Water Daytona Pitmasters

Smokin' Hot BBQ & Fireworks

Squealin' on the Square

The Best Dam BBQ Cookoff

Way Out West BBQ Championship

Kiwanis Club of Durango's Smokin' 4th BBQ Shootout

20th Annual Illinois State BBQ Championship

2nd Annual Hay Capital BBQ Cook Off

3rd Annual Wellsville BBQ Cookoff

4th Annual Veteran Barbecue Cookoff State Championship

Atomic City Smoke-Off

Eagle Days Barbeque Cookoff

Johnson County Fair Bar-B-Q Cook Off

Loveland Loves Barbecue

New Jersey State Barbecue Championship

Porkin' in the Park

Riverwalk Brew-B-Q

SC Festival of Discovery

Tulsa BBQ Challenge

Weston Sizzlers Smoke Along the Rails

CBJ Committee                                 Ed Roith        

The CBJ committee proposes that Table Captains at back yard contests receive the same credits and under the same rules as back yard judges:

Philanthropy Committee                    Tana Shupe                No Report

Membership Committee                    Gene Goycochea

All of the Contest Representatives have be

Education Committee                        Paul Kirk                    No Report

2010 - 25^th Banquet and Annual Meeting Committee         Paul Kirk                   

KCBS will have a banquet meeting at the Hyatt on Friday to work on the food and see what we have for space on an expo.

New Ideas Committee                                   Merl Whitebook

Motion 1.

I propose that an electronic version of the Bullsheet be published in the members section of the KCBS web site, effective with the August issue.  This is not exclusive to the publication and mailing of the Bullsheet as we currently provide.

Motion 2.

I propose that in order to achieve transparency that no grant, scholarship, award, prize based upon merit, gift based upon merit shall be awarded without publicizing through the Web Site and the Bullsheet the requirements, eligibility, and how to apply for said award from KCBS and date upon which applications close, to all eligible members of the society.

Motion 3.

I propose that in order to achieve transparency that all applications for grant, scholarship, award, prize based upon merit, gift based upon merit or any other type of award based upon application, shall be provided in advance to all members of the Board of the Directors who request to review a copy, at least 48 hours prior to the posting on the agenda for said award.

Motion 4

I propose that Kansas City Barbeque Society not assume the role of organizer of any contest, post prize money, guarantee prize money, provide a certificate of insurance in order to comply with any sanctioning agreement, and not compete with existing organizers and promoters, but only provide sanctioning of contest and provide support services to organizers and promoters.

Action item

A review of the production of documents provided as a result of the request by a member and officer of the Board of directors, for a review of the transactions with the Louisiana Tailgating Festival.  I would ask the board to determine if there exist any conflicts of interest 2.  Has KCBS taken on the role of partner and organizer?  3.  has KCBS provide staff and personal to the event to organize, 4 has any member of the Board of Directors taken on the role of a promoter or organizer and 5. Possible action to void any unauthorized transactions.

A review of the role of Kansas City Barbeque Society taking on the role of organizer for contests, by the society or members of the Board of Directors, discussion of why this was revealed to the Board, and possible action to set aside any unauthorized transactions.

Sanctioning Committee                      Wayne Lohman         

Plant City Pig Jam

Date Requested: 11/19-20/10 Location: Plant City, FL

The Sanctioning Committee recommends approval of all contests listed in the July New/Change Requests Report pending discussions of those contests.  The Board will discuss the "Smokin for Gold" contest located in Placerville, CA. 

Rules Committee                               Candy Weaver          

The Rules Committee is in the formation stage.  Once all committee members are on board, we plan to address the four meat categories, one at a time in order to streamline and simplify KCBS competition rules.

Contest Rep Committee                    Carol Whitebook

Discussion and possible board votes regarding the following issues:

1. Accepting up to two individuals into the rep training program from the East Coast area.  Additionally, with I believe 13 contests in CO during 2010, there is a CBJ in CO who has referrals and interest in being a KCBS Rep.
2. Discussion and potential vote regarding declaration of Rules Committee Board Chair’s, clarification on BBQ Brethren that heat lamps used in preparation of boxes are illegal.  Reps will need a definition of heat lamp.
3. This item is subject to Ed Roith, CBJ Board Chair, wanting to discuss or vote on:  Consideration that a CBJ class must pay for amount of meat bought for the number they tell the cook to purchase food for.  KCBS should not be required to suffer the loss.
4. Request an update from Carolyn Wells, Executive Director, on legal opinion regarding independent contract laborer/contest rep status.

Strategic Funds Committee               Candy Weaver          

Strategic Funds requests that the Board schedule time for a retreat either before or after the American Royal or the Jack Daniel’s Invitational BBQ Contest in order to plan as a team the best course forward for use of 2010 Strategic Funds for the furthering of the mission of KCBS.   This matter was tabled at the June 2010 meeting.

Technology Committee                      Don Harwell                

Comments/questions  

1.    On our web site we sell the book for $22.99/ $24.99 and then today an e-blast has the book for $15.05.   What’s up

2.    Who authorized this e-blast?

3.    How are the book sells going?

4.    What are our profits?

5.    Why the link to Amazon and not Sam’s  

Marketing Committee                       Candy Weaver & Tana Shupe

2010 Tour

We’ve had ten events for Tour so far. Things are going smoothly and it’s a popular stop for the event attendees. 

The Kingsford Points Chase has taken place at 8 events so far. We’ve had an average of 15 teams competing at each event. There will be 9 more Points Chase events. 

We’ve had three Rancher’s Reserve Beef Cup events with 5 left on the schedule. About 40 teams have competed in each event. 

Merchandise

Total April sales: $3,281 

Still planning to expand inventory a bit, but managing a consistent cash flow for the time being. 

Web

Advertising sold for April: $1,067 

Created webpages to promote KCBS cookbook and free recipes through July 5 

Uploaded MP3 of June’s BOD meeting 

Added Tour recaps and other news blurbs as needed

Working on new design for kcbsgear.com

PR

National press release sent to promote KCBS cookbook and free recipes on website

Eblast to membership promoting KCBS cookbook and free recipes on website

Eblast sent to promote Louisiana Tailgate and BBQ Expo

Three press releases sent to local media for Tour—Smokin’ on the River, National Capital Barbecue Battle, Ribfest, NJ State BBQ Championship

Press releases for CBJ classes were sent to Springfield, MO, Millington, TN, Quincy, IL, Brockport, NY, Springfield, KY, Dillon, CO, San Diego, CA, O’Fallon, MO, and Shawnee, KS.

Sponsorship Activities

In discussions with several major brands; will update latest info at meeting

MISC

Visited Daytona event to make sure the first Sam’s Club sponsorship went well

Working with KCBS office and Sam’s Club on the MidWest City BBQ Bash, the first on-site event at a Sam’s Club (Aug 20/21). This will be an invitational to the top 50 teams as of June 30, 2010; but only the first 25 to enter and pay are going to be accepted.

Still need to develop corporate ad rate system for the Bullsheet

Meeting weekly with New Orleans committee to plan expo items

Nominating Committee                      Merl Whitebook

2011 Election procedures timeline

Nomination period - October 1, 2010 and closes October 31, 2010

Nominating Committee will interview potential candidates and explain responsibilities, expectations of board service and explain the election process.  Obtain consent to place name on the ballot.  The election questionnaire will be sent to the candidate upon acceptance.

Candidates will submit picture, bio, campaign platforms and answers to the election questionnaire. to be received the KCBS office %Carolyn@kcbs and Mwhitebook@kcbs.us by November 10, 2010.

Ads will be published in the Bullsheet along with the election questionnaire – in the December and January additions of the Bullsheet.

The eligible voters to be qualified to vote are members in good standing of KCBS as of December 15, 2010, at 5:00 p.m. cst.

Voting begins though Elections online beginning January 3, 2011 and ending January 13, 2011, at 11:59 p.m.  This will apply to both paper and electronic voting.

Election results and notification of the winners of the 2011 election will be announced at the Banquet:  January 15, 2011.

Old/New Business

 Tabled from March:  Carolyn Wells - Review of revisions to the KCBS employee manual.

  Tabled from February: Carolyn Wells Seal of Approval Criteria to be the basis for awarding the KCBS Seal of Approval for various types of products.

 New Business:

 Mike Lake – Discussion of response to Cease and Desist letter for infringement of KCBS proprietary property.