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BOD AGENDA - JULY 13, 2011

July 11, 2011

KANSAS CITY BARBEQUE SOCIETY

Board of Directors

AGENDA - July 13, 2011

 

 

 

MINUTES (June 8, 2011):  Tana Shupe

Meeting was called to order @ 7:05 central time by President Candy Weaver.   The following members were present in person or on the phone:  Don Harwell, Candy Weaver, Mike Budai, Randy Bigler, Arlie Bragg, Merl Whitebook, Mark Simmons, Tana Shupe, Wayne Lohman and Paul Kirk and Gene Goycochea.   Absent:  Mike Lake. 

 

The following members dialed in:  Roy Murray, Chad Hodges, Leslie Sams, Vickie Payton & Dale Newstrom, and Alissa Hill.

 

Two following members requested to speak to the Board:  Chad Hodges & Roy Murray: 

 

The board recited the KCBS Mission Statement and Board Pledge.

 

Chad Hodges spoke for 3 minutes regarding sanctioning of the contest in Lexington, NC in 2012 and Roy Murray spoke for 3 minutes regarding sanctioning of the contest in Edenton, NC.

 

Tana Shupe asked the board to accept the Minutes of the May 11, 2011 meeting as presented.

Seconded by Wayne Lohman the Minutes were accepted by a unanimous vote.

 

Tana then asked the board to accept the Minutes of the Special Meeting held on May 25, 2011 as presented.  Seconded by Randy Bigler, the Minutes were accepted by a unanimous vote. 

 

President Candy Weaver asked for a report regarding the Annual Meeting:  Gene Goycochea confirmed that a hotel for rooms and meetings has been located.   Rooms are $140-149/night, which includes breakfast, a two-hour period for drinks, WiFi, and shuttles to and from the airport.   Other sites are being considered for the reception and dinner on Saturday evening.  The committee is estimating the need for a minimum of 150 rooms, and the board is asking MMA Creative to prepare some questions for the membership to facilitate the estimate of attendance and some specific preferences for the event.

 

Marketing Report:  Tana Shupe & Mike McCloud

            GABT Tour

-          Completed the first 8 events; sent recaps to all national partners

-          On-going assistance for the Tour Team in product shipments, logistics and on-site media promotion

-          Working with event organizers and local stakeholders to ensure successful PR and logistics integration           

  • Planned 3 successful radio remotes at events

-          Ongoing coordination of retail and BBQ teaching stops

            Sam’s Club BBQ Series:

-          Continued coordination of PR efforts for the Inaugural Sam’s Club National BBQ Tour

  • Sending regional e-blasts to competitors
  • Promoting activities via all social media assets

-          Ongoing recruitment of volunteers to ensure event success

            Merchandise

-          Total May sales: $3,381

            Web

-          Advertising sold for May: $1,644

-          Uploaded June Bullsheet

-          Uploaded MP3 of May’s BOD meeting

-          Uploaded MP3 of Special BOD meeting

-          Updated website with Kingsford Points Chase winners/information

-          Updated Downloads section of website as requested by KCBS

-          Updated Critique forms as requested

-          Updated Members Discount section of website to reflect new promotions

-          Corrected KCBS event links

-          Continued work on separate log-in accounts for TOY and News

            PR

-          Social Media: Using MMA, KCBS, and GABT Facebook and Twitter pages to promote KCBS-related events/promotion

  • 195 new Twitter followers
  • 37,044 Facebook post views

-          Sent GABT press releases out in Louisville, Memphis, Kansas City and Charlotte markets

-          Sent Rancher’s Reserve local press releases out in Morgan Hill, Green Lane and Westmont markets

-          Sent Kingsford Points Chase press releases in Louisville, Morgan Hill, Memphis, Kansas City, Sevierville and Rochester markets

-          Updating Kingsford Points Chase blog after events

-          Updating News section of KCBS website as needed

-          Ongoing CBJ PR

            Sponsorship Activities

-          Sold KCBS Membership E-blast to Grate Chef.  Will be to board for approval on 6/3

-          Continued Kingsford Points Chase implementation/follow-up

-          Working with Reser’s Fine Foods American Classics Summer Series on event implementation and auxiliary needs; communicating with event directors

-          Coordinating Rancher’s Reserve Beef Cup pre- and post- event; working with Rancher’s Reserve on logistics and judging procedures

            Misc

-          Created 2011 Annual Membership Survey; working on implementation

 

Mike McCloud reported the following additions to the marketing report submitted to board:

O  The new truck is now in play and in process of getting branded.

O  By request and support of the Sam's Club management, we are incorporating a grilling aspect into the Sam's Club BBQ contests.

O  The annual membership survey is in process and should go on-line within 3-6 days, pending e-blast approval from the board for approval.  The survey will run until the end of June.

O  Extension of our contract with Sam's Club, effective through April 30, 2012 is still under negotiation.

Tana Shupe moved to accept the marketing report with the additional updates as presented, Seconded by Wayne Lohman, the report was accepted by a unanimous vote.

 

Rep Committee:  Mark Simmons

Mark Simmons made a motion that a more rigorous audit be required to be performed by the KCBS reps for all contests when the data entered is not entered by a KCBS rep. The more extensive audit process to be performed at the conclusion of each category includes:

 

1)    Review of the tally sheet in each category before they are mass produced, looking for 0's, and any scoring irregularities.

2)    Identify top two teams, bottom two teams (with scores greater than 5) and two teams in the middle to check their scores.

3)    Identify all teams scoring less than 20 so they can be audited. (A 5-5-5 is a score of 20. This is a review of any score worse than a 5-5-5).

4)    Pull the cards and check the scores of the teams based on #1 & #2 and all teams with scores under 20.

5)    If any irregularites are found, perform additional audits on teams 3 & 4th highest, additional teams in the middle, and the teams 3rd & 4th from the bottom.

6)    Review all detailed score sheets looking for 0's or 1's that are inadvertent.

 

Once all the cards have passed the audit, then print out the tally sheet, making sure that all 0's & 1's and all scores below 20 have been checked and reviewed.  The rep committee recommends the adoption of this motion.

 

Seconded by Mike Budai, the motion passed unanimously.

 

June Sanctioning Report:  Wayne Lohman made a motion to aprove the contests on the sanctioning report, excluding the Lake Havasu and Sacramento contests .  Seconded by Tana Shupe, a roll call vote was requested with the following votes cast:

(6) Ayes:  Budai, Shupe, Bigler, Simmons, Lohman, Kirk

(2) Nays:  Bragg, Harwell

Absent:  Goycochea, Whitebook                     Motion to approve passes.

 


 

Rules Committee Report:  Randy Bigler

Randy Bigler made a motion that Sous-Vide cooking not be allowed in KCBS competitions.  Seconded by Arlie Bragg, the motion passed by a vote of seven to one.  Motion passes.

 

Relevant USDA approved temperatures for pork are: 145 degrees for a minimum of three minutes.  This temperature will be required for all KCBS contest entries..

 

It was determined that an electrical blow dryer is not considered a secondary heat source.

 

An organizer's team may compete at his/her own contest, as long as the organizer isn't cooking with the team.

 

Randy Bigler made a motion for the following disciplinary actions be effective immediately against certified barbecue judges breaking rules drinking alcoholic beverages:  On the first offense, the judge will be replaced at contest, and receive a letter from KCBS.  On the second offense, the judge would not be allowed to judge for up to a year, must retake judges class and would be required to write a letter to the board asking to be reinstated.  This action will be added to CD and will be placed in the judges' books.  Seconded by Tana Shue, the motion passes unanimously.

 

Randy will write article for The Bullsheet advising teams and other members of the above decisions.

 

Education Committee Report:  Paul Kirk - The Committee is making progress in setting up a high school BBQ system, but encourages input/suggestions from the board.  We are hoping to have a meeting soon and will report on additional progress at the next board meeting.

 

Finance Report:  Mike Budai - Mike made a motion to adopt May financial statements submitted to members of the board on June 5, 2011.  Seconded by Mark Simmons, the motion passed unanimously.

 

ByLaws Committee Report:  Candy Weaver asked the board to approve the report from the ByLaws Committee as presented.  Report was accepted.

 

Technology Report:  Don Harwell asked the board to approve the Technology Report as presented.  Report was accepted.

 

CBJ Report:  in Mike Lake's absence, Randy Bigler reminded board members to submit questions/suggestions to Mike for the continuing education of judges.

 

Philanthropy Committee:  Arlie Bragg reported that letters have been sent to the recipients of the 2011 KCBS Grants-in-Aid.

 

Randy Bigler made a motion to go into closed session.  Seconded by Paul Kirk, the vote was unanimous

 

After coming out of closed session, Candy Weaver made a motion that two reps drinking on site at two contests be brought before the board at a special meeting on Tuesday, June 14 @ 7:00 p.m. for final determination on the status of their independent contract agreement.  Seconded by Mike Budai, the motion passed unanimously.

At 10:47 p.m., Paul Kirk made a motion to adjourn.  Seconded by Randy Bigler, the motion passed unanimously.

 

MARKETING REPORT:  Tana Shupe / Mike McCloud

GABT Tour

-          Completed the first 9 events; official recap to go out this month

-          Ongoing assistance for the Tour Team in product shipments, logistics and on-site media promotion

-          Generated additional publicity through radio remotes in four markets

Sam’s Club BBQ Series:

-          Continued coordination of PR efforts for the Inaugural Sam’s Club National BBQ Tour

  • Sending regional e-blasts to competitors
  • Continued promotion of activities via all social media assets

-          Recruited local volunteers to ensure event success

-          Assisting Sam’s with logistics for its supporting sponsors (ie, American Grillmaster experience, Cargill, etc…)

Merchandise

-          Total June sales: $2,893

Web

-          Advertising sold for June: $2,696

-          Uploaded July Bullsheet

-          Uploaded MP3 of June’s BOD meeting

-          Updated team scores on Events pages

-          Updated Forms section of website as needed by KCBS

-          Uploaded MP3s of the CBJ and Table Captain instructions to Downloads section

-          Updated website with all sponsor programs winners/information

-          Created 2011 Annual Member Survey graphics; added to website

-          Investigating and experimenting with a mobile application of the web site/certain databases

-          First six month recap of web stats:

                        Unique Visits to the site: 371,214 (15% increase YoY)

                        Number of Pageviews: 2,424,727 (8% increase YoY)

                        Average pages per visit: 6.53

                        Average time on site: 5:35 minutes


PR

-          Social Media: Using MMA, KCBS, and GABT Facebook and Twitter pages to promote KCBS-related events/promotion

  • GABT: 95 new Twitter followers / 25,501 Facebook post views
  • 37,044 Facebook post views / 249,417 Facebook post views

-          Sent GABT press releases out in DC, Naperville and North Wildwood markets

-          Sent Rancher’s Reserve local press releases out Costa Mesa market

-          Sent Kingsford Points Chase press releases in Lenexa, Marshalltown and DC markets

-          Updating Kingsford Points Chase blog after events

-          Updating News section of KCBS website as needed

-          Ongoing CBJ PR

Sponsorship Activities

-          Continued Kingsford Points Chase implementation/follow-up

-          Completed second Reser’s Fine Foods American Classics Summer Series event

  • Assisted Reser’s in coordination of ancillary KCBS event

-          Coordinating Rancher’s Reserve Beef Cup pre- and post- event

  • Assisting Rancher’s Reserve with ordering quantities

Misc

-          Completed 2011 Annual Membership Survey

  • Awaiting final results; should be able to announce winner by the 15th

 

FINANCE COMMITTEE REPORT:  Mike Budai

The Finance Committee recommends the adoption of the financial statements submitted to board members.

 

EDUCATION COMMITTEE REPORT:  Paul Kirk

There is very little going on with the “CAT’S” program this summer we are looking to getting some teams and competitions starting this spring which gives time to organize and find sponsors for the schools teams.

 

Right now we have an interest from Wheaton Missouri area, Stafford Kansas, Picayune Mississippi, Kansas City and Nashville areas and looking for more. 

 

CBJ REPORT:  Mike Lake

Randy and Carol Bigler have entered the training phase for CBJ Instructors.  This was due to the need of an instructor in the Mid-South.  No others trainees have been accepted elsewhere, due to present numbers. The judges' continuing education program is currently being looked at by MMA’s web people.  Update on attendance at judging classes has been submitted to board members for review.

 

RULES COMMITTEE REPORT:  Randy Bigler

The Rules Committee met by Conference Call on Thursday 7 July. The following recommendations/motion are submitted for the BOD Agenda.

 

The following motions are being submitted by the 2011 rules committee for consideration of Rules changes/additions for 2012.

We make a motion to require a comment card on any score given that is less than 5.

 

We make a motion that rule number 7 be changed to read that all competition meats will be inspected by the KCBS contest rep.

 

We make a motion that the contest rep conduct a pit inspection for cleanliness at each contest.

 

Rule 11) Judging typically starts at Noon on Saturday. The four (4) KCBS categories will be judged in the following order:

            CHICKEN                  NOON

            PORK RIBS               12:30pm

            PORK                         1:00pm

            BEEF BRISKET                    1:30pm

Time may vary at any contest. Turn-in times will be confirmed at the Cooks Meeting. An entry will be judges only at the time established by the contest organizer. The allowable turn-in time will be five (5) minutes before to five (5) minutes after the posted time with no tolerance. A late turn-in will receive a one (1) in all criteria.

 

CONTEST REP COMMITTEE REPORT:  Mark Simmons/Randy Bigler

The Contest Rep committee met on Wednesday evening July 6, 2011 by conference call.

Ken Dakai has been added to the rep committee.

 

The Contest Rep committee brings to the BOD the following recommendations:

 

1)  Discussion in closed session regarding the behavior of a particular team and a recent incident.

 

2)  Discussion in closed session regarding a matter pertaining to a particular contest rep.

 

SANCTIONING & MENTORING COMMITTEE REPORT:  Wayne Lohman

The Sanctioning Committee recommends approval of all new and existing contests listed in the July New/Change Request Report.

New Contests:

12/10-11    The Little Engine That Could                                     Vista, CA

10/7-8        Grill'n & Chill'n on Main                                            Waxhaw, NC

9/9             Hampton Bay Days BBQ Challenge                          Hampton, VA

9/30-10/1   TBD                                                                            Jonesboro, AR

New Competitor Series Contest:

10/8           Future Legends of Barbeque                                      Tuxedo, NC

Existing Contests (2012):

4/6-7          Kennett Jaycee's Show Me State BBQ Cookoff       Kennett, MO

5/18-19      Wheatstock Grill-Off  Peace Love & BBQ                Abilene, KS


New Contests (2012):

3/16-17      Link Centre Don't Be Cruel BBQ Duel                     Tupelo, MS

6/29-30      Covington Cork and Pork Festival                             Covington, VA

6/22-23      Peak City Pig Fest                                                      Apex, NC

5/19-20      The Big Oink                                                              Sacramento, CA

 

TECHNOLOGY COMMITTEE REPORT:  Don Harwell - No Report

 

MEMBERSHP COMMITTEE REPORT:  Gene Goycochea

Business membership discussion & possible motion.

Discussion regarding Wildwood request for new reps in the northeast.

PHILANTHROPY COMMITTEE REPORT:  Arlie Bragg - No Report

 

 

OLD BUSINESS

 

AD HOC COMMITTEE REPORT:  Candy Weaver

 

REPORT ON CONTEST PROGRAM DEVELOPMENT:  Candy Weaver

 

 

NEW BUSINESS

 

Discussion Requests:

Email Blast

Letters sent to teams, judges, etc

Open session to ask questions from all board members

Sanctioning guidelines

Wording from attorney on the Rep’s issue

Team suspension

A cook's celebratory verbalization

 

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