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KCBS BOD MEETING AGENDA - September 14, 2011

September 12, 2011

KANSAS CITY BARBEQUE SOCIETY

Board of Directors Meeting - September 14, 2011

AGENDA

 Requests to Speak:  None as of Sunday, September 11, 2011.

 MINUTES:  Tana Shupe requests that the Board approve the following Minutes of the meeting held on August 10, 2011.

MINUTES - August 10, 2011

There were no requests to speak.

Members present were Mike McCloud, Vicki Payton and Dale Newstrom.

The board members recited the KCBS Mission and the Board Pledge.

President Candy Weaver called the meeting to order at 7:02 p.m. central time.

 

Board members in attendance were Carolyn Wells, Executive Director, Candy Weaver, Mark Simmons, Don Harwell, Mike Budai, Mike Lake, Randy Bigler, Tana Shupe, Wayne Lohman, Paul Kirk, Arlie Bragg and Merl Whitebook.  Gene Goycochea was absent.

 

MINUTES OF JULY 2011 MEETING:  Tana Shupe, Secretary

Secretary asked that the Minutes of the July 2011 meeting be approved as presented. Seconded by Wayne Lohman, the minutes were accepted as presented. 

 

MMA/KCBS MARKETING REPORT:  Tana Shupe/Mike McCloud

Mike McCloud reported that KCBS participation in the Extreme Makeover episode was a huge success.  He anticipates that KCBS should see a lot of media visibility and that we should expect a massive rebound effect.  He gave thanks to the board members and volunteers who were present and will prepare an article to be published in a future issue of The Bullsheet giving a synopsis and impressions of the event.

 

GABT Tour

-          Completed 12 GABT events; sent out official recap to partners

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

-          Rerouted the Tour on an open date to the Eastern Carolina BBQ Throw Down in Rocky Mount, NC

-          Generated additional publicity through radio remotes in Columbus, MS; Springfield, MO; New York; Naperville, IL; North Wildwood, NJ and Columbus, OH

Sam’s Club BBQ Series:

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

  • Publicized through regional e-blasts to competitors
  • Promoted all activities via KCBS social media assets

-          Recruited local volunteers to ensure event success

Merchandise

-          Total July sales: $2,543

Web

-          Advertising sold for July: $2,410

-          Uploaded August Bullsheet

-          Uploaded MP3 of July’s BOD meeting

-          Updated Forms section of website as requested by KCBS

-          Updated TOY database

-          Updated content on Judges page of website

-          Updating website with all sponsor programs winners/information

-          Continued experimentation with and development of a mobile application of web site /certain databases

PR

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

  • GABT: 1,437 Twitter followers / 20,596 Facebook post views
  • KCBS: 808 Twitter followers / 236,844 Facebook post views

-          Sent GABT press release out in Columbus, OH market

-          Sent Rancher’s Reserve local press release out in Louisa, VA market

-          Sent Kingsford Points Chase press release out in Greenwood, SC market

-          Updated Kingsford Points Chase blog after Greenwood, SC event

-          Updating News section of KCBS website as needed

-          Sent out Quarterly membership e-blast

-          Ongoing CBJ PR

Sponsorship Activities

-          Continued Kingsford Points Chase implementation/follow-up

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

-          Coordination of Rancher’s Reserve Beef Cup pre- and post- event

Misc

-          Completed 2011 Annual Membership Survey

  • Announced giveaway winners via KCBS website
  • Created and shared Survey results via KCBS website

-          Gathered and sent member-generated credit card designs to KCBS

-          Working with KCBS on Extreme Home Makeover BBQ Throwdown

  • Garnered sponsor donations
  • Assisting with logistics as needed
    • Expect to see national exposure of the KCBS brand

-          Request from Illinois Pork Board to rent/lease the Pork Board trailer (details to be discussed at board meeting)

 

FINANCE COMMITTEE:  Mike Budai

The Finance Committee recommended adopting the financial statements as presented. 

Seconded by Tana Shupe, the motion was accepted unanimously.  In answer to a request, Mike will report to the Board  how the $20,000 allocated for the Sam's Club BBQ Series is being spent.

 

SANCTIONING COMMITTEE:  Wayne Lohman

The Sanctioning Committee recommends approval of all new and existing contests listed in the August New/Change Request Report.  Seconded by Randy Bigler, the m otion was accepted unanimously.

 

New Contests:

10/14-16  Best Backyard BBQ                                                    New London, CT

10/8-9      Grill'n & Chill'n on Main                                            Waxhaw, NC

12/9-11    Holiday Barbeque for Kids                                         Mesa, AZ

Existing Contests (2012):

6/15-16    Blue Ridge BBQ & Music Fest                                     Tryon, NC

5/4-5         Apple Blossom BBQ Contest                                      St. Joseph, MO

5/25-26    Lewisburg Rotary Club BBQ                                      Lewisburg, TN

3/30-31    Benton KY Kiwanis BBQ Kook-off                             Benton, KY

7/3-4         Whiting 4th of July BBQ Cook-off                            Whiting, IA

3/30-31    Slidell BBQ Challenge                                                 Slidell, LA

5/18-19    Randolph County Pig Party                                       Steeleville, IL

3/2-3         Smokin in the Square                                                 Pensacola, FL

5/18-19    Bakersfield's Biggest Baddest BBQ Championship   Bakersfield, CA

12/30-31  Second Annual Wild West BBQ Championship       Buena Park, CA

12/31-1/1 Second Annual Wild West BBQ Championship      Buena Park, CA

New Contests (2012):

8/26-27    Deaths Door Barbeque                                               Washington Island, WI

5/11-12    Rods, Ribs & Rock-n-Roll                                           Manhattan, KS

 

EDUCATION COMMITTEE:  Paul Kirk & Tana Shupe

In this committee's efforts to support the Mission of KCBS, we believe it is especially important to educate and develop a program for our young cookers.  We have researched a specific program that is exhibiting the success that we believe could help us reach that goal.  The facility is located approximately 110 miles from Nashville, and the program is designed to expose its participants to numerous aspects of kitchen operation including cooker design and assembly, cutting/identifying meat cuts, cooking/grilling, food chemistry, mixing/weighing, blending rubs, marinades, sauces, glazes, along with garnering sponsorships and community support, and creating brand imagery.

The program includes two age groups, one for 4th through 8th graders, and the second for 9th through 12th graders.  Participants are trained in multiple skill sets and are exposed to professional barbecue competitions.

We are requesting an amount, not to exceed $850*, for the chairman and co-chairman of this committee to visit the facility and to then determine the feasibility and manner in which this type of program can be encouraged and instituted in other cities throughout the country.

*Estimated expenses:

Round-trip flight from Kansas City to Nashville:                 $385

One-night hotel accommodation:                                           125

Mileage:  ±400 mi. @ .555

   Tullahoma/Nashville/Crossville/Return                                200

Meals:                                                                                          70

                                                                                                $780

Mark Simmons asked that the request be amended to allocate up to $1,000O.  A motion to allocate the request was made by Randy Bigler.  Seconded by Wayne Lohman, the otion passsed unanimously.

 

CBJ COMMITTEE:  Mike Lake 

The following updated detailed YTD judging classes report sent to BOD.  Synopsis for 2011: 48 classes - 2,080 Students - 627 KCBS Members - 1,439 New Members - 14 Media Comps

Continuing Education for judges: Committee is working with MMA regarding the formatting of a web based program.  The report was accepted as submitted.

 

CONTEST REPS COMMITTEE:  Mark Simmons & Randy Bigler 

The Contest Rep Committee met August 2 by conference call. Mark Simmons, Randy Bigler, Larry King and Ken Dakai were present. Bunny Tuttle was not able to be on the call due to schedule conflicts.

 

 The Committee is happy to report that Don and Nancy Muller are now contest reps and will serve the New England area well. They have received several very positive reports and all of the reps who have been involved in their training have given positive reports. The same can be said for Audrey Budai and Sharon Hadley. All are now able to be assigned to contests.

 

There have been some situations where contest reps are smoking while they are handing out boxes. A note is to be posted on the rep forum to remind them that contest reps are not to smoke and handle boxes at the same time and if they smoke to be sure that they wash their hands before they hand out boxes.

 

There was a review of last month's recommendations by the Rules Committee and the recommendation from the Rep Committee was in agreement with the decision of the BOD that all three of the proposals be withdrawn.

 

No additional motions were brought before the BOD.

 There is one matter to be reviewed in closed session concerning a contest rep.

The committee's report was accepted as submitted.

 

CONTEST PROGRAM COMMITTEE:  Mike Budai

The updated committee members include Mike Budai, Candy Weaver, Don Harwell, Carolyn Wells, Stephen Smith, Kevin Keeling, Scott Grinstead and Steve Grinstead

 

The Contest Program Committee recommends accepting and funding the proposal from InDevX inc.

 

RULES COMMITTEE:  Randy Bigler

The Rules Committee met on Monday Aug 1 by conference call. Members on the call were the Bigler's, Vince Carriccoi and Arlie Bragg. We have decided to table the motion on having the Contest Reps do the meat inspections and withdraw the other two motions for Reps to do Pit Inspections and requiring judges to complete comment cards on scores of 5 or lower.

 

After discussions between the Rules and Rep Committees, both committees decided to withdraw the motion to have comment cards discontinued.

 

Randy Bigler made a motion that, effective January 1, 2012, the terminology of Rule #8 be updated to reflect that the sous-vide technique is not allowed to be used as a KCBS cooking technique.  Seconded by Mike Budai, the motion passed with eight aye votes, and one nay vote.  Two members were absent.

 

The consensus of the board is to change terminology on the Judges' Meeting CD to reflect that judges may not consume or use alcoholic beverages or other mind-altering substances prior to or during judging, that only water may be consumed during judging, and that scented wipes may not be used while judging.

 

MEMBERSHIP COMMITTEE:  Gene Goycochea - No Report

PHILANTHROPY COMMITTEE:  Arlie Bragg - No Report

TECHNOLOGY COMMITTEE:  Don Harwell - No Report

 

OLD BUSINESS:

Candy Weaver made a motion that the board accept the proposal to un-wrap the National Pork Board graphics off of the KCBS new trailer.  Seconded by Mark Simmons, the motion was accepted unanimously.

 

NEW BUSINESS: 

The board ruled that Bradley cookers are electric and are not allowed for use in KCBS sanctioned contests.

 

At 8:05 p.m., Randy Bigler moved to go into closed session.  Seconded by Paul Kirk, ayes were unanimous.

 

AGENDA FOR CLOSED SESSION:

1)  Discussion regarding a Contest Rep.  CONSENSUS OF THE BOARD IS THAT THE REP CHAIRPERSONS WILL DETERMINE THE PROPER RESOLUTION OF THE ISSUE.

 

2)  Proposal from InDevX Inc. 

 

After coming out of closed session, the board's consensus is that the rep chairpersons will determine the proper resolution of the issue regarding a specific rep.

 

Mike Budai made a motion that the board accept and fund the proposal from InDevX.  Seconded by Paul Kirk, the motion passed eight ayes to one nay, with two members absent.

 

At 9:12 p.m., Paul Kirk moved to adjourn.  Seconded by Randy Bigler, the motion passed unanimously.

 

(End of Minutes from August meeting.)

 

 

MARKETING REPORT:  Tana Shupe/Mike McCloud

GABT Tour

-          Completed 16 GABT events

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

-          Recruitment of local volunteers to ensure event success

-          Generated additional publicity through radio remotes in Worland, WY and Sparks, NV.

Sam’s Club BBQ Series

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

  • Publicized through regional e-blasts to competitors
  • Promoted all activities via KCBS social media assets
  • August competitions included: Birmingham, Marietta, Orlando, Indianapolis

-          Continued coordination and Assistance with Sam’s Club National Championship in Bentonville

  • Coordination with logistics for partners
  • Coordination and planning for VIP Party
  • Coordinating a private CBJ class for Sam’s Club executives.

Merchandise

-          Total August Sales: $2693.00

Web

-          Advertising sold for August: $2227.50

-          Uploaded September Bullsheet

-          Uploaded MP3 of August’s BOD meeting

-          Updated Rancher’s events: Rancher’s Reserve Sirloin Competition (links/ dates/photos) on KCBS webpage

PR

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

-          GABT: 1505 Twitter Followers / 10293 FB post views

-          KCBS:  884 Twitter Followers / 142768 FB post views

-          GABT releases to: Milwaukee, WI, Dillon, CO and Reno, NV markets

-          Rancher’s Reserve release to:  Dallas, TX market

-          Kingsford Points Chase release to: Portsmouth, ME and Worland, WY markets

-          Updated Kingsford Points Chase blog after Eliot, ME and Worland, WY events

-          Updated News section of KCBS website as necessary

-          Ongoing CBJ PR

Sponsorship Activities

-          Coordination for Sam's Club National BBQ Tour VIP Event  

-          2012 Planning - Conducting brand meetings for next year's GABT, Sam's Club National BBQ Tour and American GrillMaster Experience  

Miscellaneous  

-          Further work on KCBS iPhone/Droid App

-          Created banner box placeholder for promoting KCBS 26th Annual Banquet in San Diego: Added online registration for Embassy Suites. “Smoking in San Diego”

-          Agency services invested:

  • Strategy- 9.25 Hours
  • Administrative- 8.08 Hours
  • Web/Social Media- 24.25 Hours
  • Public Relations- 48.36 Hours
  • Production- 8.60 hours
    • TOTAL- 98.54 Hours

 


FINANCE REPORT - Mike Budai

1) The Finance Committee recommends adopting the financial statements sent to the board on September 11, 2011.

 

2) Motion to establish the KCBS Foundation with $2000 in seed capitol. (establish account, incorporate, bylaws, etc.) The purpose is that Tony's family designated KCBS as a memorial gift in Tony's name. In order for those gifts to be tax deductable, they have to be made out to the foundation. There are already gifts to be deposited. I propose the KCBS Foundation be established for (1) educational, (2) charitable, (3) disaster relief and (4) other charitable acts.

 

SANCTIONING REPORT - Wayne Lohman

The Sanctioning Committee recommends approval of all new and existing contests listed in the September New/Change Request Report pending discussion by the Board.

 

The only new contest in question, because of team density, is the Storm Lake, IA contest, 117 miles from an existing contest in Pender, NE.  Spoke with Pender, NE organizer, Mark Lorensen who felt that the State Center, IA contest, 153 miles apart, was more of a competition threat than new Storm Lake, IA event.  He didn't feel that the Storm Lake, IA contest would hurt his event since it was only 17 teams and this event had been held for several years.  Storm Lake will have their contest even if we don't sanction as it is part of a city festival.

 

I will update the Board on my discussion with Mike McMillen on the Tuscumbia, MO contest held on August 12 & 13 in which the organizer did not meet minimum sanctioning requirements.

 

New Contests:

11/11-12         Smokin on the Delta                                         Antioch, CA

Existing Contests (2012):

5/18-19           Cotton Pickin' BBQ Cook-off                            Hartselle, AL

3/9-10             BBQ Championship & Hog Wild Festival         Mobile, AL

8/3-4               Smokin on the Prarie                                        Gillette, WY

5/11-12           Sertoma 48 BBQ                                               Lawrence, KS

5/4-5               Mississippi Springfest                                       Ashland, MS

4/6-7               The Ultimate BBQ Showdown

                        East vs West III                                                 Wildomar, CA

7/27-28           Westfair "I Got Smoked at Westfair"               Council Bluffs, IA

5/25-26           8th Annual Best Dam Barbecue Challenge      Boulder City, NV

5/25-26           Red, White & Blue BBQ                                   Topeka, KS

4/20-21           Main Street BBQ & Bluesfest                           Washington, MO

8/3-4               Laurie Hillbilly BBQ                                          Laurie, MO

6/29-30           I Love Barbecue & Music Festival                    Lake Placid, NY

8/17-18           20th Annual State Barbeque Championship

                        of Nebraska                                                      LaPlatte, NE

4/20-21           6th Annual Smokin Red Dirt BBQ                     Enid, OK

6/1-2               Original SC BBQ Championships                      Huron, SD

5/25-26           Rhythm Q's & Blues                                         Edmond, OK

6/8-9               Que'n for Kids OC BBQ Festival                       Costa Mesa, CA

7/6-7               2nd Annual Holbrook Ace in the Hole

                        BBQ Cook-off                                                    Holbrook, AZ

New Contests (2012):

4/20-21           Cornelia Apple Blossom BBQ Festival              Cornelia, GA

6/15-16           Lakefest BBQ Contest                                       Storm Lake, IA

3/2-3               Surprise BBQ Festival                                       Surprise, AZ

1/27-28           Georgia BBQ Championship Throwdown        Young Harris, GA

7/13-14           1st Annual Smokin Up a Storm Charity

                        BBQ Challenge                                                 Norman, OK

7/27-28           Foothills Country Fair Backyard BBQ Bash      Cleveland, TN

6/1-2               Milk Cow Music Festival                                  Fair Oaks, IN

 

MEMBERSHP REPORT - Gene Goycochea

We now have a deal with National rental car to get a small discount; we will also receive a Emerald level for free.  I will explain benefits at the meeting.

 

CBJ REPORT - Mike Lake

The following updated detailed YTD judging classes report was sent to BOD.  Synopsis for 2011: 54 classes - 2,404 Students - 740 KCBS Members - 1,649 New Members - 15 Media Comps.

 

The questions for the continuing education program have been sent to the “IT” folks at MMA and we are now working on the best format to place this program in a Web based program.                                

 

Special Recognition for those CBJ’s who have documented and achieved 100 contest(s).  A special badge or logo is being prepared for our consideration by one of those judges.                                 

 

TECHNOLOGY REPORT - Don Harwell

Created MP3 file of the August regular meeting for posting on our web site.

Quarterly review of the KCBS web has begun and updates and fixes of data are being tracked. 

Elections:  After review of several online elections companies I motion that we (KCBS) use Votenet Solutions as the Company for our online voting for the January 2012 election.   The cost of the services for 15,000 eligible voter is $8,000.00 and for an addition $3,000.00 we can add up to five votes/surveys/elections in a 12-month period

 

EDUCATION REPORT - Paul Kirk

Tana’s and my trip to visit Mark Davis and the Jr Skill Centers in Monterey, TN has been postponed to next month so we can interview students that are in the program and get their input and ideas about their program.

 

CONTEST PROGRAM REPORT - Mike Budai

Initial discovery process has been completed and on 9-7-2011, InDevX submitted a contract proposal to the committee.  The Contest Program Committee will be meeting to discuss and make recommendations on the proposed contract.

 

REP REPORT - Mark Simmons

The month of August was fruitful for KCBS.  The Association sanctioned 51 contests, which included almost 2000 teams competing (an average of 38 teams/contest).  Over $400,000 was included in the payouts for the contests and more than 95% of the judges were certified.

 

Our reps are doing a fine job across the country and represent KCBS as great ambassadors.

 

The committee is beginning to trudge through the rep manual with the intent of making recommendations for revisions for the 2012 season.

 

Sharon Hadley has completed her requirements and is now a contest rep who can receive assignments.

 

Everywhere I go I have judges, cooks, and even new members requesting to become a part of the rep pool.  We review applications as they are submitted in writing with a recommendation of an existing rep.  The greatest need for new reps still is in the middle Atlantic and Northeastern part of our country.  Probably the next part of the country where the need will be greatest could be the West Coast. That area seems to be doing very well in adding new

sanctioned contests.

 

NEW BUSINESS:

 

Mike Budai:  I move that after a team's head cook membership has expired for 12 months that the team name is dropped from the KCBS data base.

 

Don Harwell:  I move to copywrite the terms “KCBS Pit Master” and “KCBS Pit Masters”

After cooking 20 KCBS contests a KCBS member would earn membership in the KCBS Pit Masters.  A patch could be designed and sold to those who qualify and perhaps even a line of clothing.  Membership would be required to continue to be a part of the KCBS Pit Masters.

 

Don Harwell:  I move to reword the Table Captains CD for 2012 From“……Each contestant must submit at least six (6) portions of meat in an approved container. Meat may be presented, sliced, diced, pulled, or chopped; all are acceptable forms of presentation. ….” To“……Each contestant must submit at least six (6) portions of meat in an approved container. With the exception of Ribs, meat may be presented, sliced, diced, pulled, or chopped; all are acceptable forms of presentation

 

Paul Kirk:  Moves that the following be approved as the KCBS procedure for solving situations relevant to Reps/Judges/Cooks.  Set-Up a Situation/Grievance Panel made up of one (1) board member and four (4) KCBS members in good standing.  This needs to take place before the board meeting and their decision presented to the board.

 

  1. We get both sides of the story

1a.  If there is any conflict with the parties involved, we appoint a Mediator.

  1. The information is reviewed, discussed and annualized.
  2. The Panel makes an educated Decision or Determination
  3. Panel reports to the Board.

 

Arlie Bragg:  Proposes a Community Disaster and Relief Fund.

A fund of $25,000.00 should be allocated to be used for disaster and community relief.  The fund will be allocated in amounts up to $2,500.00 per request.  There will be two methods to access these funds.  Provided, that these funds are issued on a reimbursement basis for actual food purchased and prepared by members of KCBS, only.

 

Method one:  Disaster relief, when a natural disaster occurs which impacts a significant portion of a community and one or more KCBS members organize a group to cook and provide food to Police, Fire, rescue workers and those members of the community who are affected by the tragedy.  KCBS will provide reimbursement (based upon actual receipts submitted) for meats, food and water provided, without charge, in an amount not to exceed $2,500.00 per occurrence.(note any person or person who pursues this project MUST contact the KCBS office to ascertain that funds remain for distribution, (not approval) prior to the event.

 

Method two:  Community action, when a community is effected by such things as the deployment of  military unit(s) or the return of a military unit(s) from a combat area, then application may be made for approval of the project, by a member of KCBS and a group organized to cook and provide food to the military personal and families.  Upon approval of the project , KCBS will provide reimbursement (based upon actual receipts submitted) for meats, food and water provided, without charge, in an amount not to exceed $2,500.00 per occurrence. (Approval will take a minimum of 45 days prior to the event.)

 

Tana Shupe:  For Discussion, a suggestion to publish a copy of the Independent Contractor's Agreement in The Bullsheet.

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