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Quick Notes from the Board 10-13-10

October 16, 2010

QUICK NOTES OF THE

MEETING OF THE BOARD OF DIRECTORS

KANSAS CITY BARBEQUE SOCIETY

OCTOBER 13, 2010

KANSAS CITY, MO

Merl Whitebook, Secretary 

At  7:00 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.

 Members Present

Chris Johnson

Dale Newstrom

Vicki Payton

Mike McCloud

 At 7:04 p.m. Merl Whitebook announced there was a quorum.

 Public Address

Chris Johnson spoke to the Board concerning the appeal by a cook team suspended for cooking with unauthorized heat source.  He urged that the punishment was excessive for the incident.  Mr. Johnson stated he believed this was a matter of selective enforcement and not uniformly applied to all teams and venders.

 Minutes                      Merl Whitebook                   

 Merl Whitebook made a motion to Approve of the Minutes of the Meeting of the Board of Directors, of September 8, 2010.  The motion was seconded by Wayne Lohman.

 Vote:

10 yes, 0 no, 0 abstentions

The motion to approve the minutes of September 8, 2010 passes.

 Accounting and Financial Committee           Mike Budai               

 Mike Budai moved to accept the recommendation of the finance committee adopting the financial statements for September 2010.  The motion was seconded by Ed Roith.

 Vote:

10 yes, 0 no, 0 abstentions

The motion to approve the financial statements for September, 2010 passes.

 Contests Past

 The Board reviewed past contest during the previous month.  A series of motions were passed following executive session.

 Rules Committee                               Candy Weaver          

 With the occurrence of many perfect scores in the categories this year (45 to date listed on the website), there is concern rising among teams regarding this and other judging irregularities.

It is my personal opinion that due to a number of different factors, KCBS is evolving to a 3 or 4 number scoring system (i.e., 6-7-8-9), which leads to higher scores and more 180s. I realize that no changes will be made to the rules for 2011. Is this important enough to reconsider this?

The Rules Committee will have a presentation at the banquet. Hopefully, lots of member input will chart the rules course towards 2012.

 Report accepted by the Board of Director as presented.

 Technology Committee                      Don Harwell       

Web:

Created MP3 of September board meeting for posting on our web site.
This MP3 was missing minutes. AccuConference could not find why this happened. A note was added to the web site to inform members of this problem

Contest Program

RFP has been reopened and an update to be made at the board meeting.The new RFP has two interested parties, considering bidding on the RFP.  The committee will continue to accept bids.

 Members call-in

No updates or changes of how members call into the meetings have been made as of yet.

 Bylaws: 

Don Harwell moved that the proposed amended bylaws (that have been emailed to each board member) be approved.  The motion to approve the amendment to the bylaws was seconded by Merl Whitebook.

 Vote:

Mike Budai                  yes

Gene Goycochea          yes

Candy Weaver             no

Paul Kirk                      yes

Wayne Lohman            yes

Ed Roith                       yes

Don Harwell                 yes

Tana Shupe                  no 

Carol Whitebook          yes

Merl Whitebook           yes

 8 yes, 2 no, 0 abstentions. 

The secretary announced this votes is more than a 2/3 majority votes.  The motion to adopt the amended bylaws of KCBS passes.

 Don Harwell made a motion to establish a special award to be given at the banquet each year titled the “Gary Wells’ Sportsman Award. “ This award would go to the KCBS member who has shown exceptional sportsmanship during some point in the year at a contest(s).  This person would be chosen by way of nomination and approval by the board of directors.  Merl Whitebook seconded the motion.

 The Board requested that the criteria for the award be submitted and established at the November, 2010 meeting.  Mike Lake indicated he would appoint a committee to establish the criteria.

The motion was tabled until next meeting of the Board in November, 2010.

 Elections: 

In order to assist members who have had trouble in the past getting their username and passwords to vote by email,  members will be able to go to our web site and retrieve their username/password if needed. This is in the testing phase now.

 The Board accepted the report as presented.

 

New Ideas Committee           Merl Whitebook

 Unauthorized payments and charges.
As a result of looking at invoices as to back yard issues, it became apparent that a few Contest Reps have charged KCBS for multiple computers, postage and other unauthorized charges which have been paid by KCBS to Contest Reps.

I hereby move that within the next 30 days that all invoices be audited for unauthorized payments since January 1, 2010 and a request be made for reimbursement from all Contest Reps/Independent Contractors who received excess payments.

Merl Whitebook requested that the following motion be tabled until November 2010.

Judges Tracking and Education program:

Merl Whitebook made a motion that beginning the weekend of October 15, 2010 that the judges tracking toggle on the scoring system be implemented.  That Contest Reps be required to input the CBJ number in the scoring program. 

That all contest results will be evaluated utilizing the existing KCBS judges tracking program by the KCBS office and kept confidential.

That the results of each contest be evaluated, records maintained and the results be kept confidential, by KCBS..  That when it appears that a CBJ statistically is inconsistent in scoring (+/- 2 from the mean of the overall contest results,) at two or more contest, in a 12 month period, the CBJ will be mentored by the CBJ Chairperson.  If inconsistent judging continues, a third time the CBJ will be suspended until completing a CBJ class at no cost.  Should the problems continue then the matter shall be brought to the Board for removal or further action by the board.  The motion was seconded by Ed Roith.

Following discussion Merl Whitebook called for the vote.  The motion was seconded by Don Harwell.

Vote:
10 yes, 0 no 0 abstentions

 Mike Budai                 no

Gene Goycochea          yes

Candy Weaver             yes

Paul Kirk                      no

Wayne Lohman            no

Ed Roith                       yes

Don Harwell                 yes

Tana Shupe                  abstain

Carol Whitebook          yes

Merl Whitebook           yes

6 yes, 3 no, 1 abstention

The motion to establish a Judges tracking and education program, passes.

Philanthropy Committee                    Tana Shupe     

Review of the proposed application for grant in aid program along with a review of the publicity for the program.           

Report accepted by the Board of Director as presented.

 CBJ Committee                                 Ed Roith         No Report

 Membership Committee                    Gene Goycochea

 Gene Goycochea made a motion for the Lifetime member program to offer “Columbia type” of shirts with a logo to be submitted by the committee and MMA and for appropriation to begin the program.  Approximate cost per shirt will be $61.00.  The Logo will be approved by 72 hour approval process unless objected to.  The motion was seconded by Carol Whitebook.

 Vote
9 yes 1 no, 0 abstention

The motion to establish and fund Lifetime Member shirts, passes.

Education Committee                        Paul Kirk                   

Any member can go to the ServSafe web site http://www.servsafe.com/ and got to  Find a Class or Instructor/Proctor, which will give you a screen to put in your zip code etc and will give you dates, time and place where classes are in your area.

Report accepted by the Board of Director as presented.

2010 - 25th Banquet and Annual Meeting Committee         Paul Kirk                    No Report

Sanctioning Committee                      Wayne Lohman

NEW CONTEST REQUESTS

1. Contest Name: Publix Prestigious Palmetto Pig Pick’n

Date Requested: 6/3-4/2011 Location: Charleston, SC

2. Contest Name: Tom’s Farm Wild West BBQ

Date Requested: 12/31-1/1/2011 Location: Corona, CA

3. Contest Name: Tom’s Farm Wild West BBQ Date Requested: 1/1-1/2/2011

Location: Corona, CA

4. Contest Name: Four State BBQ Championship Presented by Downstream Casino Resort

Date Requested: 9/2-3/11 Location: Quapaw, OK

5. Contest Name: Lakeside Que-topia

Date Requested: 9/16-17/11 Location: Saint Peters, MO

6. Contest Name: St. Louis River Rub

Date Requested: 10/7-8/2011 Location: St. Louis, MO

DATE CHANGE REQUESTS

Contest Name: Celebration Cook-off

Date Requested: 5/7-8/2010 Original Date: 5/13-14/2011

Location: Lyons, KS

HOLD

Contest Name: BBQ Capital Cook-Off (received 8/3/10)

Date Requested: 4/22-23/2011 Location: Lexington, NC

 

Wayne Lohman made a motion to approve of all listed contests in the October New/Date Change Requests report.  The motion was seconded by Paul Kirk.

Vote:
10 yes, 0 no, 0 abstentions.
The above contest were approved for sanctioning, licensing or date change.

The Board discussed the application by Castle Rock, Co.  There is concern about the saturation and density as a result of the other existing sanctioned contests during the July 4th weekend.  The contest was tabled for further discussion by the sanctioning committee.

Wayne Lohman made a motion to approve the sanctioning for the Lexington, NC, for 4/22-23/2011.  The motion was seconded by Tana Shupe.

Vote:
10 yes, 0 no, 0 abstentions
The Lexington, NC contest is approved for sanctioning on 4/22-23/2-11.

Contest Rep Committee                    Carol Whitebook

Carol Whitebook made a motion that contest reps not discuss scoring with Judges until the end of the contest or only after ancillary categories as to not skew the scoring.  (This would change the requirement that Contest Reps discuss the scoring system with any judge who appears to be inconsistent (+/-) from the mean score at the table.) The motion died for lack of a second.

Carol Whitebook made a motion to require Contest Reps to send results of contest to Results@KCBS.US within Twelve (12) hours of the awards ceremony, unless there are extenuating circumstances, in order to facilitate the posting of results by KCBS in a more timely manner  The motion was seconded by Gene Goycochea

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

Vote:
10 yes, 0 no, 0 abstentions.

Vote on the motion:

10 yes, 0 no, 0 abstentions

The motion to require Contest Reps to send in results within 12 hours of the awards ceremony, passes.

Carol Whitebook made a motion to change the sanctioning agreement to provide that Organizers pay directly Contest Reps for services, (not billed to KCBS).  The motion was seconded by Tana Shupe.

After discussion by the Board the motion was withdrawn.

Marketing Committee                       Candy Weaver & Tana Shupe

2010 Tour
●                    We’ve had 22 Tour stops so far. At every stop, the tour continues to get rave reviews and is a center of attention. So much so that we are constantly asked by other event directors to bring the tour to another city/event. One day, hopefully we can have two or three tours to accommodate those requests.
●                    We continue to be on budget and the Peters continue to represent KCBS in a fantastic manner.
●                    The Kingsford Points Chase has taken place at all 17 events and is now complete. We’ve had an average of 16 teams competing at each event. We crowned Quau the inaugural Kingsford Points Chase Champion at the Royal.
●                    We’ve had 8 Rancher’s Reserve Beef Cup events with 1 left on the schedule. About 72 teams have competed in each event. Rancher’s Reserve will also be participating in the annual KCBS Banquet as a sponsor, where they will award prize money to the winners.

Merchandise
●                    Total September sales: $1,295
●                    We had our best ever event-related merchandise sales at the 2010 Royal: $6,300 +/-
●                    We continue to get requests to expand the inventory, but we need to alk about the funding for doing so. It might be time for KCBS and MMA to consider a funding/asset transition. Will discuss during contract talks.
●                     

Web
●                    Advertising sold for September: $1,567
●                    Uploaded October Bullsheet
●                    Uploaded MP3 of September’s BOD meeting
●                    Created a ‘Remember Me’ box on the member log-in function
●                    Working on log-in capability for international members
●                    Updating database for KCBS election passwords
●                    Added Tour recaps and other news blurbs as needed
●                    Working on new design for kcbsgear.com
●                    We had a temporary FTP hack in September on the web site; discussed with Garry Howard and updated Don Harwell. Hopefully a stronger firewall has been put in place. 

PR

●                    Press releases sent to all four September Tour stop locations two weeks beforehand

●                    Press releases for CBJ classes continue to go out

●                    National press release sent out for the GABT Dream Kit Giveaway (garnered over 70 million impressions)

●                    E-blast sent to the American Royal Kingsford Points Chase competitors announcing awards ceremony information

●                    Social Media: Facebook page created for the GABT. Also using MMA, KCBS, and GABT Facebook and Twitter pages to promote KCBS-related events/promotions

 

Sponsorship Activities

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

●                    We expect the 2011 tour to be sold out fairly soon

●                    We should begin discussions about a possible second tour

 

Banquet Activities

●                    Have had numerous discussions with the marketing and banquet committees and the KCBS staff

●                    MMA is assisting on expo and sponsor sales; we are more than halfway sold out on expo spaces, and only have about 3 sponsor opportunities left. We are expecting a complete sell out.

●                    As in previous years, MMA will also be creating the banquet booklet, signage and any other sponsor-related support items that are necessary for the event

●                    We are possibly bringing the Tour Trailer to the banquet so members can see/tour it for the first time if they haven’t seen it in action

 

MISC

●                    Need feedback from the board on the Music download opportunity - custom, humorous BBQ songs (which samples were circulated to all board members)

●                    We have assisted and advised Kelly on some more editorial policy direction for the Bullsheet

●                    Sam’s Club is currently looking for a date for us to conduct their private CBJ class in Bentonville. Will be coordinating this with Carolyn.

 

The Board of Directors accepted the report as presented,

 

Strategic Funds Committee               Candy Weaver

 

Candy Weaver reported as to progress proposed continuing education video project.

 

The Board of Directors accepted the report as presented.

 

Nominating Committee                      Merl Whitebook

 

Merl Whitebook presented the letters and notices to be used for nominees who accept nomination.

 

On October 1 notice to nominate was posted on most regional or national web sites  dedicated to BBQ.  Approximately 15 postings and the KCBS web site.  1 article appeared in the October Bullsheet.

 

The Board accepted the report as presented.

 

 Old/New Business

 

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

Carolyn Wells advised that the Human Resources company had failed to deliver the final draft.

 

Carolyn Wells presented the KCBS employee manual.  Don Harwell made a motion to accept and approve the employee manual as presented.  The motion was seconded by Carol Whitebook.

 

Vote

10 yes, 0 no, 0 abstentions

The Board adopted the KCBS Employee manual.

 

Tabled from February, 2010: Carolyn Wells Seal of Approval Criteria to be the basis for awarding the KCBS Seal of Approval for various types of products. The Seal of Approval Criteria was tabled to November 2010.

 

Tabled from July:  Mike Lake – Discussion of response to Cease and Desist letter for infringement of KCBS proprietary property. Discussion of license options with NEBS.  The license was tabled for further discussion to November 2010.

 

Tabled from September:  Mike Budai – a motion to approve funds to produce 1000 program guides covering the trade show, breakout sessions, exhibit demos and classes.  The Board requested quotes for 500-600 programs. Mike Budai withdrew his motion as the task was transferred to MMA to prepare the program guide and be paid for from sponsorship proceeds.

 

Tabled from September: Mike Budai - made a motion to Approve his proposal for TOY trophies.

The Board tabled the matter to be referred to the existing KCBS awards committee responsible for TOY trophies, and for further consideration and possible approval.

 

Mike Budai made a motion to approve the purchase of trophies for the TOY as follows:

Ring for head cook of the team of the year.  (the team may purchase additional rings at their own expense.)  acrylic trophies for the other awards.  Paul Kirk seconded the motion.

 

Vote:

 

Mike Budai                  yes

Gene Goycochea          no

Candy Weaver             yes

 Paul Kirk                     yes

Wayne Lohman            yes

Ed Roith                       yes

Don Harwell                 no

Tana Shupe                  yes

Carol Whitebook          no

Merl Whitebook           no

 

6 yes, 4 no, 0 abstentions

The motion passes.

 

Tabled from September: Mike Budai - made a motion to approve a Volunteer of the Year award to a volunteer. The Board tabled the issue until qualifications were considered and applications/nominations had been approved for publication in the Bullsheet and the KCBS website in compliance with KCBS Board Rules in the event the board considers such an award as appropriate, in the future.  The matter was tabled until the October meeting of the Board for further consideration and presentation in accordance with the KCBS operating rules.

 

Mike Budai withdrew the motion for a volunteer of the year award.

 

Tabled from September: Mike Budai - made a recommendation to discuss and approve the location of the 2012 banquet. The Board tabled the issue and referred to the 2012 Banquet committee, to research and advertise for support by BBQ associations in compliance with the Board operating rules.  No report from the banquet committee.

 

Tabled from September: Carol Whitebook - made a motion to remove the meal reimbursement provision for Contest Reps/independent contractors.  The motion was seconded by Wayne Lohman.  The motion was tabled for an interpretation by legal of independent contractors.

 

Carol Whitebook made a motion to remove the meal reimbursement provision from the Contest Rep invoice.  The motion was seconded by Gene Goycochea.

 

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

Vote:

10 yes, 0 no, 0 abstentions

 

Mike Budai                  no

Gene Goycochea          yes

Candy Weaver             no

Paul Kirk                      no

Wayne Lohman            no

Ed Roith                       no

Don Harwell                 no

Tana Shupe                  no

Carol Whitebook          yes

Merl Whitebook           yes

 

Vote: 3 yes, 7 no, 0 abstentions

The motion fails.

 

New Business:

 

Gene Goycochea presented the board a proposal to purchase a new truck for use by the Tour.  After discussion, Mike Lake asked to continue the issue while a review committee was formed to study the issue and make recommendations to the Board.

 

Merl Whitebook requested that an answer be provided to an organizer who presented two questions to the Board:

 

1.      Who is supposed to notify the organizers of any teams that have been banded regardless of why?

2.      If a band team competes that isn’t suppose to who is liable for the difference in prize money if they win any?

 

Merl Whitebook suggested that we establish a communication committee to communicate information to the Organizers.  The Sanctioning Committee agreed to take on the task of communicating important information concerning contests and organizers.

 

Candy Weaver  made a motion that the ToY cash awards for 2010 is the following split of $30,000.

 

GC -- 4000

RGC - 2500

3rd - 1250

4th -  850

5th - 400

6 through 10--  200  Totals up to 10,000

 

That left $5,000 for each of the 4 categories. 

 

1st -- 1500

2nd --1000

3rd -- 750

4th -- 500

5th -- 250

6 through 10-- 200   That totals to $5000. Times 4 = 20,000

 

The motion was seconded by Carol Whitebook.

 

Vote:

10 yes, 0 no, 0 no

The motion to approve the ToY payout for 2010 passes.

 

Appropriation for Web Site – Carolyn Wells

Irene Howard believes she can modify the opt in/out functionality for receiving Bullsheet electronically for about $200. 

 

Merl Whitebook made a motion to ratify the request by the office.  The motion was seconded by Mike Budai.

 

Vote:

10 yes, 0 no, 0 abstentions

The motion was approved.

 

Merl Whitebook made a motion to move into executive session.  The motion was seconded by Paul Kirk.

 

Vote:

10 yes, 0 no, 0 abstentions

The Board moved into executive session to discuss contractual or personnel matters.

 

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

The board came out of executive session.

 

Carol Whitebook made a motion that a cook team that cooked meat with the use of an unauthorized heat source, a weed burner at Parker, Co be suspended for one year, and thereafter be on probation for one year.  The motion was seconded by Paul Kirk.

 

Vote:

10 yes, 0 no, 0 abstentions

The motion to impose a suspension and probation against a team for cooking with an unauthorized heat source passes.

 

Carol Whitebook made a motion that the Cook team at the Bass Pro cookoff, who displayed inappropriate conduct receive a letter of reprimand and warning about the conduct of the team.  The motion was seconded by Paul Kirk.

 

Vote:

10 yes, 0 no, 0 abstentions

The motion to issue a warning letter passes.

 

Carol Whitebook made a motion that a Contest Rep who has experienced recent issues, be honored for their years of service and offered to serve KCBS in other capacities.  The motion was seconded by Tana Shupe.

 

Vote:

10 yes, 0 no, 0 abstentions

The motion passes.

 

Carol Whitebook made a motion that the cook team at the Bedford, TX contest who had quiet time issues and contact with the police be placed on probation for a period of one year.  The motion was seconded by Paul Kirk.

 

Vote:

10 yes, 0 no, 0 abstentions

The motion to place a team on one year probation for quiet time violations, passes.

 

Carol Whitebook made a motion to deny the appeal of a team who was suspended for one year and placed on probation for one year for cooking with an unauthorized heat source.  The motion was seconded by Paul Kirk.

 

Vote:

10 yes, 0 no, 0 abstentions

The motion to deny the appeal of the team who was suspended for cooking with gas, passes.

 

Merl Whitebook made a motion that the Jesse James Bbq contest be required as a condition precedent of sanction a detailed organizer plan and needs for volunteers and supplies for the contest.  The motion was seconded by Paul Kirk.

 

Vote:

10 yes, 0 no, o abstentions

The motion passes.

 

Mike Budai made a motion that the cook team who assaulted a contest rep at the American Royal be suspended for a period of one year.  The motion was seconded by Paul Kirk.

 

Vote:

10 yes, 0 no, 0 abstentions

The motion to suspend a cook team who assaulted a contest rep, passes.

 

Carol Whitebook made a motion that the CBJ who refused to follow the instruction of the Contest Rep and who created a situation receive a letter of reprimand and warning concerning his past conduct and future expectations.  The board further stated that a person must either be media or a CBJ and not both at the same time.  The motion was seconded by Ed Roith.

 

Vote:

10 yes, 0 no, 0 Abstentions

The motion for letter of reprimand and warning passes.

 

Paul Kirk made a motion to adjourn the meeting at 10:47 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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