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BOARD AGENDA - January 13, 2012

January 11, 2012

Because I am departing for the Annual Meeting, all reports in their entirety are not included on the website as is normal.  However, if anyone would like to see an attachment, please send your request to tshupe@kcbs.us and I will transmit upon my return.  Thank you.  Tana Shupe, Secretary

KANSAS CITY BARBEQUE SOCIETY

Board of Directors Meeting - January 13, 2012

AGENDA

  

RECORD NAMES OF KCBS MEMBERS CALLING IN

 RECORD KCBS MEMBERS IN ATTENDANCE

 HONOR KCBS MEMBER REQUESTS TO SPEAK

 Recitation of the KCBS Mission and the Board Pledge:   

 MINUTES:  Tana Shupe moves that the Board approve the Minutes of the meeting held on December 14, 2011.  (Minutes sent to BOD.)   

 MARKETING COMMITTEE REPORT:  Mike McCloud/Tana Shupe  (Report sent to BOD.)

 FINANCE COMMITTEE REPORT:  Mike Budai

Finance Committee members are: Candy Weaver, Carolyn Wells, Kim Collier, Mark Simmons and Mike Budai.

 1) The Finance Committee recommends adopting the attached financial statements.

 2) Motion to adopt the attached preliminary budget.

 SANCTIONING COMMITTEE REPORT:  Wayne Lohman

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

 At the December meeting, we tabled the Columbus, GA and Grandview, MO request to be sanctioned as they were in conflict with two existing contests who met the 2012 requirements.  Discussion between the Columbus and Calhoun, GA, locations resulted in agreement between the two sites that they were located far enough from each other to be able to attract teams from other locations and states.  The two contests are 174 miles apart and located close to different states.  We recommend sanctioning both contests.

 As of this writing, the Grandview and Belton, MO contests are still in conflict with each other.  We recommend that we not sanction the Belton, MO contest since the two locations are 6 miles apart and suggest a Competitors Series event for the rib and brisket entries.  Carolyn is working with the City of Belton Mayor's office to try to resolve this conflict.

 Also, attached to the report is a request from Ben Lowenstein to be appointed to a Professional Promoter status.  Review of his past organized contests and his good standing with KCBS, we recommend granting his request.  (Request sent to BOD.)

 Since this is my final report as a member of the Board of Directors, I will submit the Sanctioning Chairman Responsibilities and Procedures to the Board President as requested.

 Per Dawn Endrijaitis communication of January 10, please add the following location change to the Sanctioning Report for January. Location Change 6/8-9    Sam’s Club Augusta, GA to Huntsville, AL.  Current Contests: Tryon, NC (360) ~ Pueblo, CO~ Marietta, OH~ Shakopee, MN~ Wynne, AR~ Tecumseh, OK~ Fredonia, KS~ Montello, WI~ Costa Mesa, CA~ Raytown, MO~ Tonganoxie, KS~ Hannibal, MO.  No conflicts exist.

 TECHNOLOGY REPORT:  Don Harwell

Committee members are: Don Harwell and Arlie Bragg.  Mike Budai has been removed from this committee. The committee is in transition and transfer of the technical operations of this committee is being carried out. MP3 was created for the November BOD meeting for the web site.

 ELECTION REPORT:  Don Harwell

Committee member is Don Harwell.  Although technically the election is going OK, it is a lot of work to get setup and handle all of the issues.  I motion that elections that require a vote of the entire membership be handled by an independent firm such as, but not limited to Votenet Solutions.  This independent firm would be hired to run the entire election from setup, management, day to day administration to the final results. 

 CBJ REPORT:  Mike Lake  (Report sent to BOD)

 MEMBERSHIP REPORT:  Gene Goycochea

Membership is rolling rite along, will have results of membership drive and number of total current members at the board meeting.  Membership numbers as of today (January 9, 2012) 15,061.

 PHILANTHROPY REPORT:  Arlie Bragg

Philanthropy Report Apps with start running in Feb Bullsheet for all Grants and Grants in Aid Email blast all members about the Grants and Grants in Aid

 RULES COMMITTEE REPORT:  Randy Bigler

On rule number 8 we have no consequences listed on the rules, for a team caught using one of the banned cooking techniques. Par-Boiling, Deep Frying or Sous-vid.

 We recommend that the team be disqualified and receive zeros for that entry.

On rule number 14 we have no consequences or procedure in the rules on what to do if a container is turned in with the number on the bottom of the container.

 Open for discussion and recommend Rep Committee issue an advisory for all reps to follow so that all Reps handle this situation in the same manner.

 Advisory February 17, 2006:  1.  The KCBS Rep should caution the contestant to turn in next time with the number on top.  2.  You may advise the contestant that they have whatever time remaining on the Official Clock to correct the violation, or 3.  The KCBS Rep or persons accepting samples could place a blank label over the number on the bottom and put the alternate number on the top of the box. 

 REP COMMITTEE REPORT:  Mark Simmons & Randy Bigler

Mark Simmons:  For our last report this BBQ season, I wanted to give you some helpful statistics...

 2011 Stats

Total Contests: 415

Cancelled Contests: 35

Total Teams who competed: 14,635

Average # Teams at a contest: 39

Average Attendance 8,594

Average Prize Money: $9,183

14.635 teams competed in KCBS sanctioned events in 2011

881 rep assignments

 This information is very helpful as we talk to organizers, judges, and other reps throughout the year.  We grew over 10% last year and our numbers for contests this year look very good.

 We received 4 new reps in 2011 and a 5th rep has almost completed their RAT training to be recommended to the BOD for their approval.

 The Rep Committee met by conference call on January 5th ... Our biggest point of discussion revolved around the process to attract new rep candidates. We have many people who volunteered. This is a very serious position and very visible to the organizers, cooks, judges and table captains so it is critical that we enlist those candidates who put the best foot forward for KCBS...We are preparing a more structured and objective process as we do expect to bring several new candidates in the next few months.

 There is continuing review of the Rep manual and it is expected that a revision will be available to the BOD in the next month or so.

 It has been a pleasure to work with the Board of Directors in 2011 and very educational. I would like to express my appreciation to our contest reps who have served KCBS well in 2011. I would also like to thank the rep committee for their volunteer work and input and to the Co-Chair, Randy Bigler who has contributed much to the committee, the rep program, and given much valuable input.

 The Rep meeting Saturday, from 1:00 p.m. - 2:30 p.m. will include a "best practices" forum with a panel of seasoned reps.  It should be interesting and helpful.  We look forward to a great 2012.

 Randy Bigler:  I would like to make a motion to approve the attached changes/additions/ deletions to the Contest Rep's Manual.

 EDUCATION COMMITTEE REPORT:  Paul Kirk

Because the report was received after the 72-hour deadline, there is no formal report from the Education Committee.  However, to keep the board updated, the report as sent is attached.

 COMPUTER PROGRAM REPORT:  Mike Budai

KCBScore Contest Program Committee members are: Candy Weaver, Carolyn Wells, Stephen Smith, Kevin Keeling, Steve Grinstead, Scott Grinstead and Mike Budai

 Work on KCBScore is progressing. Since the last report the committee has reviewed draft 1 and compiled a change list. On December 22 I met with InDevX to review the changes. InDevX sent the Committee Draft 2 on December 30 with the changes. After reviewing draft 2, the committee met on January 9 and created a new change list. I met with InDevX on January 10 to go over the new changes. If the next draft has addressed all of the committee's changes we should be able to started the testing phase.

 It should be noted that InDevX has lost their lead programmer as of the release of Draft 2. I am meeting with the InDevX team and the new programmer next week. My hope is that this personnel change won't slow us down too much.

 OLD BUSINESS

 KCBS Foundation:  The Kansas City Barbeque Society Foundation has been incorporated and has received EIN number and Non-Profit Charter number from the State of Missouri.   When Tony Stone passed in late August, his daughters indicated his wish that in lieu of flowers, donations be made to KCBS to a foundation for education in his memory.

 Attached is a list of donors and amounts. Funds have been deposited in a separate account. Donors have received tax letter acknowledging donation.  I understand there is a concern as to whether this is a Private Foundation or a Public Charity. My understanding from conversation with legal was that we would not have a problem being considered a Public Charity. I have emailed him asking for this in writing.  It is off to a slow start.

 Regional Representation:  As the motion was tabled at the December meeting to add to the bylaws that 6 directors of the BOD will be from six regions, I motion that the new attached breakout of five regions from Carolyn Wells be accepted as the regional breakout of the regions to be placed on a special members’ election.   Carolyn states, it is cut to 5 regions, but membership numbers are at 19-21% per region. This was sent to all Directors in November per suggestion of Candy Weaver.

 NEW BUSINESS

Don Harwell:  It has come to my attention that one of the candidates currently running for a position on the KCBS board of directors was not an active member from November 30 to December 28, 2011. 

Candy Weaver:  I move that all e-mail addresses for kcbs.us be hosted as part of the kcbs.us web site hosting service utilized by MMA, initially configured by MMA and managed in the future by staff at the KCBS office.

Candy Weaver:  I move that KCBS consider the feasibility of and implementation of a members' only bulletin board.  The purpose of this bulletin board will be to post notices of member events and passings (births, deaths, marriages etc.), buy sell area for BBQ equipment, judges looking for cook team to cook with for masters, cook team relocation looking for new members and such other similar information.  This will serve as a member benefit, since member sign in to the website will be necessary to see same.

Candy Weaver:  Attached is a CEO Contract engaging Carolyn Wells through 12/31/2014.  Also attached is Carolyn's job description and an addendum, requested by me, which lists her KCBS related activities (omitting rep assignments).  Discussion of same in closed session.  For open meeting after closed session discussion (may be modified during closed session as the board wills). 

I move that the board authorize the execution of the CEO Contract and offer our CEO a raise in salary going forward in 2012.  I further move that KCBS obtain and maintain "key man" insurance on Carolyn Wells for the duration of the CEO Contract.

CLOSED SESSION

Don Harwell:  Invalid Candidate Issue  (See attached.)

Candy Weaver:  CEO Contract  (See attached.)

 

 

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