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Quick Notes from the Board Room July 14, 2910

July 19, 2010

           

 

 

QUICK NOTES FROM THE

MEETING OF THE BOARD OF DIRECTORS

KANSAS CITY BARBEQUE SOCIETY

JULY 14, 2010

KANSAS CITY, MO 

 

 

At 7:05 p.m. Mike Lake, 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, Mike Lake, Wayne Lohman, Ed Roith, Tana Shupe, Candy Weaver, Carol Whitebook, Merl Whitebook, and Carolyn Wells, Executive Director.

 

At 7:16 p.m. Merl Whitebook, determined that a quorum was present.

 

Members Present:

Arlie Bragg

Ford Allison

Greg Anthony

Scott Gomes

Thom Emery

Mary Cato

Mike McCloud

 

Public Address (if any)

 

Scott Gomes addressed the Board of Directors regarding the close proximity of dates between two California contests, which are two weeks apart.  Mr. Gomes believes having these two contests this close together will have an adverse effect upon both contest.

 

Arlie Bragg addressed the Board concerning the e-mail blasts which KCBS has issued during previous two months which have promoted a particular contest or festival.  Mr. Bragg stated this practice does not appear to be fair for the other organizers.  Mr. Bragg further stated that he considered the e-mail he received from a member of the Board and sent the entire Board, bordered upon slander.  Mr. Bragg asked for an apology from the member of the Board.

 

Candy Weaver addressed the Board regarding the need for unity of the Board.  She reminded the Board that there was no “I” in “Team”.

 

Minutes                      Merl Whitebook                   

 

Merl Whitebook made a motion to approve the Minutes of the meeting of the Board of Directors of June 9, 2010, as submitted.   The motion was seconded by Mike Budai.

 

Vote:

10 yes, 0 no, 0 abstentions, 

The motion to approve the minutes of the meeting of the Board of Directors of June 9, 2010, passes.

 

Accounting and Financial Committee           Mike Budai               

 

Mike Budai made a motion to accept the June, 2010 financials, as submitted.  The motion was seconded by Tana Shupe.

 

Vote:

10 yes, 0 no, 0 abstentions.

The motion to accept the June 2010 financials as submitted, passes.

 

 

Mike Budai made a motion to implement the following:

Discontinue the Sweep Accounts and move all investment accounts, into FDIC funds.

Establishing merchant card services to UMB.

Establishing a remote deposit account.

Establish purchasing cards

Create a mirco affinity card program

 

The motion was seconded by Merl Whitebook.

 

Vote:

10 yes, 0 no, 0 abstentions

The motion passes.

 

Contests Past

The board reviewed past contest. 

 

CBJ Committee                                 Ed Roith        

 

Ed Roith discussed the need to extend credits to Table Captains who work back yard contest in the same manner as KCBS established last month to give credits to CBJ’s.  Prior to this CBJ’s did not earn credits for judging or being a table captain at a back yard contest.

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

 

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-TC”. 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-TC”.  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 required for Master Judge.  A contest Rep must indicate at the signing, a symbol indicating a backyard contest.

 

Merl Whitebook seconded the motion.

 

Vote:

10 yes, 0 no, 0 abstentions

The motion to extend credits to table captains at back yard contests, passes.

 

Philanthropy Committee                    Tana Shupe                No Report

 

Membership Committee                    Gene Goycochea

 

Gene Goycochea, informed the board that all of the Contest Representatives have be

en provided with “Join KCBS” Membership banners to be displayed at the Cook’s Meeting and turn in areas.  The Banners are a success; Contest Representatives have reported interest in membership as a result of the new banner campaign. 

 

Education Committee                        Paul Kirk                    No Report

 

2010 - 25th Banquet and Annual Meeting Committee         Paul Kirk                   

 

Paul Kirk advised that KCBS will have a banquet meeting at the Hyatt on Friday July 16, 2010, to work on the food and see what we have for space on an expo.

 

New Ideas Committee                                   Merl Whitebook

 

Merl Whitebook made the following motion:

I propose that an electronic version of the Bullsheet be published in the members section of the KCBS web site, effective as soon as feasible, to be published and posted on the web site, until the next monthly publication comes out. This is not exclusive to the publication and mailing of the Bullsheet as we currently provide, which will continue.

 

The motion was seconded by Gene Goycochea

Vote:

10 yes, 0 no, 0 abstentions

The motion to begin to publish as electronic version of the KCBS Bullsheet, on the web site, passes.

 

Merl Whitebook made the following motion:

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.

 

The motion was seconded by Ed Roith

 

Vote:

10 yes, 0 no, 0 abstentions

The motion to require publicizing of grants, scholarships, awards, prize based upon merit, gift based upon merit shall not be awarded until after it has been publicized and an opportunity for members to apply.

Merl Whitebook made the following motion:

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.

The motion was seconded by Don Harwell.

 

Vote:

10 yes, 0 no, 0 abstentions

The motion to allow all members of the Board of Directors who request to review applications for grants, scholarships, awards and prizes, in advance of any vote, passes.

 

Merl Whitebook made the following motion:

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, except the Midwest City, Ok contest.

 

The motion was seconded by Gene Goycochea.

 

Vote:

Mike Budai                  no

Candy Weaver             no

Tana Shupe                  no

Ed Roith                       no

Paul Kirk                      no

Carol  Whitebook         no

Gene Goycochea          no

Don Harwell                 no

Wayne Lohman            no       

Merl Whitebook           Yes

 

The motion fails.

 

Mike Lake advised the Board that KCBS had received a legal opinion, that no member of the Board of Directors may withhold KCBS information from the Board of Directors or any Director.

 

Merl Whitebook brought up the issue of the failure of two members of the Board to share documents, memorandums, notes, agreements and other agreements as is required by Missouri statutes.  Merl Whitebook made the following motion:

 

That due to the refusal to comply with Missouri statutes regarding a request for production of documents from two members of the Board of Directors regarding the Louisiana Tailgate and BBQ Festival, that any and all agreements other than those previously approved by the Board, for KCBS to provide six classes and to sanction the Big Easy BBQ Challenge, be set aside. 

After discussion by the Board, Merl Whitebook moved to table the motion until the August meeting provided that the two members of the Board who did not produce documents would do so within ten days, by delivering all documents to the KCBS office in Kansas City, Mo.

Sanctioning Committee                      Wayne Lohman         

NEW CONTEST REQUESTS

1. Contest Name: Cotton Pickin’ BBQ Cookoff

Date Requested: 5/21-21/11 Location: Hartselle, AL

2. Contest Name: RibStock 2010

Date Requested: 9/17-18/10 Location: El Dorado Hills, CA

3. Contest Name: The Golden Acorn BBQ Fest 2010

Date Requested: 11/5-6/10 Location: Campo, CA

4. Contest Name: Western Maine BBQ Festival

Date Requested: 7/22-23/11 Location: Fryeburg, ME

5. Contest Name: TBD

Date Requested: 5/27-28/11 Location: Edmond, OK

6. Contest Name: Plant City Pig Jam

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

DATE CHANGE REQUESTS

1. Contest Name: 8TH Annual NM 2011 Pork & Brew

Date Requested: 7/2-3/11 Original Date: 3/26-27/10

Location: Rio Rancho, NM

 Wayne Lohman made a motion to approve sanctioning of the above contests.  The motion was seconded by Tana Shupe.

 Vote;

10 yes, 0 no, 0 abstentions.

The above contests were approved for sanctioning by KCBS.

 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.  Efforts on this project will be presented to the board for review as each component is completed.

 Contest Rep Committee                    Carol Whitebook

 Carol Whitebook made a motion to re-open two Contest Representative positions in the Northern East Coast region and two Contest Representative positions in the Mountain Midwest Region.  The positions will be advertised and applications for nomination, may only be submitted by existing Contest Reps through the end of September, 2010.  The motion was seconded by Mike Budai

 Vote

10yes, 0 no, 0 abstentions

The motion to accept nominations by existing Contest Reps through September, 2010, for two regions, passes.

 Carol Whitebook brought up for clarification the statement posted a web forum, concerning the use of heat lamps.  The Board state that rule six applies.

 Carol Whitebook asked that the Board review the cost of CBJ classes when the stated enrollment falls substantially short resulting in excess costs.  Ed Roith, CBJ Board Chair, is working on a suggestion to keep classes from not being profitable.  The Board asked that the organizer should be charged an amount to prevent losses, for excess meats and supplies.  The Board urges organizers to obtain pre-payment for classes to prevent losses.  The matter was tabled until August, 2010.

 Strategic Funds Committee               Candy Weaver          

 Candy Weaver requested the Board to schedule a 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.  It was the consensus of the Board that most members’ schedules were filled for the remainder of the year.  That the Committee could from time to time submit suggestions for consideration by the board and conference calls could be scheduled.

 Technology Committee                      Don Harwell              

 Discussion of an e-mail blast was withdrawn.

 Marketing Committee                       Candy Weaver & Tana Shupe

 2010 Tour - The tour has made 10 stops. The Kingsford Points Chase has taken place at 8 events,  There have been three Rancher’s Reserve Beef Cup events.

 Merchandise & Web - Total April sales: $3,281. Advertising sold for April: $1,067

 Nominating Committee                      Merl Whitebook

 Merl Whitebook made a motion to adopt the following guidelines for the 2011 Election.

 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 % Cwells@kcbs.us, 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 must be members in good standing of KCBS as of December 15, 2010, at 5:00 p.m. cst.

 Voting begins though electronic balloting and/or by paper ballot beginning January 3, 2011 and ending January 13, 2011, at 11:59 p.m.

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

 The motion was seconded by Paul Kirk.  After discussion, Paul Kirk called for the vote.

 Vote:

10 yes, 0 no, 0 abstentions.

The call passes.

 Vote on the motion.

10 yes, 0 no, 0 abstentions.

The 2011 election procedures passed.

Old/New Business

 Tabled from March:  Carolyn Wells - Review of revisions to the KCBS employee manual. Tabled to August, 2010.

  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. Tabled to August, 2010.

 New Business:

 Mike Lake – Mike Lake discussed with the board the response to Cease and Desist letter for infringement of KCBS proprietary property and possible resolution.

 Merl Whitebook made a motion to move into executive session to discuss personnel issue or contractual and financial matters.  The motion was seconded by Paul Kirk.

 Vote:

10 yes, 0 no, 0 abstentions.

 Merl Whitebook made a motion to come out of executive session.  The motion was seconded by Paul Kirk.

 Vote:

10 yes, 0 no, 0 abstentions

 Carol Whitebook made a motion that four contest reps who failed to audit their contest, resulting in certain errors, be considered as two individual contest reps each and work with an experienced contest rep to be assigned by KCBS until they have completed three training contests. The motion was seconded by Paul Kirk.

 Vote

10 yes, 0 no, 0 abstentions

The motion for additional contest rep training passes.

 Carol Whitebook made a motion to correct a contest rep error and to pay the 11 place chicken the 10th place award from the Frisco, Co. contest, as the 10th place team’s box should not have been scored.  The motion was seconded by Paul Kirk.

 Vote:

10 yes, 0 no, 0 abstentions

The motion to correct a contest rep error passes.

 Make Lake asked to table discussion concerning a Contest Rule license with NEBS until the August, 2010 meeting.

 Mike Budai moved to set the Executive Director compensation effective January 1, 2010 at Seventy Five Thousand Dollars, per annum,  along with an auto allowance of $6,000.00 per year.  The motion was seconded by Paul Kirk.

 Vote

10 yes, 0 no, 0 abstentions

The motion to set compensation passes.

 

Paul Kirk made a motion to adjourn the meeting of the Board at 10:32 p.m.  The motion was seconded by Merl Whitebook.

 Vote:

10 yes, 0 no, 0 abstentions.

The meeting was adjourned.

 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

 

 

 

 

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