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UPDATED QUICK NOTES

September 16, 2012
I have discovered that the Quick Notes previously posted did not post in their entirety. After attempting to post them several times, I believe the document is so long, that it was necessary to restructure it. Thank you for your patience.
Tana Shupe, Secretary
KANSAS CITY BARBEQUE SOCIETY
Board of Director's Meeting
September 12, 2012
QUICK NOTES*
*These "Quick Notes" reflect the actions taken at the meeting of the above date but are not the official "Minutes" until approved by the entire board at its next scheduled monthly meeting.
President Candy Weaver called the meeting to order at 7:05 p.m. central time.

BOARD MEMBERS PRESENT: Executive Director Carolyn Wells, Candy Weaver, Mike Budai, Mark Simmons, Tana Shupe, Randy Bigler, Mike Lake, Arlie Bragg, Jeff Stith, Steve Farrin, and Dave Compton. Paul Kirk was absent.

MEMBERS CALLING IN: Dennis & Linda Polson, Dale Newstrom, Vickie Peyton, Karrin Murphy, and Casey Taylor-Johns (MMA).

MEMBER REQUESTS TO SPEAK: There were no requests to speak.

Recitation of KCBS Mission and Board Pledge:
MISSION: Recognizing barbeque as America's Cuisine, the Mission of the Kansas City Barbeque Society is to celebrate, teach, preserve and promote barbeque as a culinary technique, sport and art form.
BOARD PLEDGE: I accept my duties as a KCBS director to further the KCBS Mission so that truth, justice, excellence in BBQ and the American way of life may be strengthened and preserved forever.


MINUTES of August 8 & 15, 2012 - Tana Shupe: Previously sent to board members and posted on KCBS website, I request that the Minutes from the meetings on August 8 and the special meeting on August 15, 2012 be accepted as presented. Motion to accept was seconded by Randy Bigler and the Minutes were approved as presented.


FINANCIAL REPORT - Mark Simmons:
The Finance Committee moves that the August financials be approved as attached. Seconded by Mike Budai, the financials were accepted as presented.
KCBS/MMA MARKETING REPORT - September 2012 - Jeff Stith
Merchandise
- Total August Sales: $2579
Web
- Advertising sold for August: $800
- Uploaded September Bullsheet
- Uploaded MP3 of August’s BOD
- 2013 Banquet Registration
- Partner Programs Update:
- Tyson Best Wing on the Planet- 4 activations in August
- Reser’s America’s Best Potato Salad Challenge and Kingsford $40K Challenge- 0 activations in August
GABT
- 2 successful tour activations in August: Wisconsin State Fair in West Ellis, WI and Blues, Brews and Barbeque in Birch Run, MI
- Continual Coordination and Logistics for 2012 GABT Tour
Sam’s National BBQ Tour
- Continual Coordination and Logistics for 2012 Sam’s Tour- 4 local events in Rockford, IL, Pittsburgh, PA, Medford, NY, Pleasantville, NJ
- Continual PR/Social Media Updates
- Sam’s National Championship Weekend: planning and sponsor coordination
PR
- Social Media, using MMA, KCBS, and GABT Facebook and Twitter pages to promote KCBS-related events/promotions
- GABT: 2125 Twitter Followers / 1479 FB Likes
- KCBS: 1793 Twitter Followers / 10,964 FB Likes
- Updating KCBS/GABT Twitter feeds/facebook feeds 3-4 times per week (more frequent for Twitter) and engaging in more conversations via Twitter to build a better "community"
- Updated News section of KCBS website as necessary (Sam’s Club results, Jack drawing)
- Bullsheet Content – Sam’s Review, Kingsford Review, Tyson recap, Reser’s Review
- GABT blog post reviews
- GABT -local PR: Wisconsin State Fair and Blues, Brews and Barbeque
- Sharing GABT Big Green Egg promotions via Twitter and Facebook
Sponsorship Activities
- Mike will update the board on sponsorship activities
Jeff Stith reported that the Sam's Club management is very happy with this year's events, and the competitions will be held again in 2013 with the same number of contests and the same prize money, and that they plan to have more in Kansas and Missouri.
Candy Weaver made a motion to accept the marketing report; seconded by Mike Lake, the motion passed.
SANCTIONING REPORT - Submitted by Karrin Murphy
The MR BBQ Barbeque Challenge has requested to be moved from the Mississippi Valley Fairgrounds to Le Claire Park in Davenport, IA.
A date change was requested for the Little Engine Vista contest from 12/8/12 to 12/15/12.
New Contests in 2012
10/12-13 2nd Annual High Point BBQ Battle Clarksburg MD
11/9-11 Smoke on the Water Nevada BBQ Championship Laughlin NV
Existing Contests in 2013
Date Contest Name City ST
1/25-26 5th Annual Lake Havasu Music Brews &BBQ Championship Lake Havasu City AZ
3/8-9 BBQ Championship & Hog Wild Festival Mobile AL
3/29-30 Benton KY Kiwanis Barbeque Kook-Off Benton KY
4/5-6 Kennett Jaycee's Show Me State BBQ Cook-Off Kennett MO
4/19-20 Main Street BBQ & Bluesfest Washington MO
4/26-27 BBQ Boogie & Blues Calhoun GA
5/3-4 Bixby BBQ & Blues Festival Bixby OK
5/25-26 BBQ, Blues & Brews on the Bay North Bend OR
5/31-6/01 Big Blue BBQ Championship Marysville KS
6/7-8 It's A Smokin Good Thing Tecumseh OK
6/7-8 Boats, Bands and BBQ Pueblo CO
6/14-15 Blue Ridge BBQ & Music Festival Tryon NC
6/21-22 5th Annual Auburn Hills BBQ Cook-Off Auburn Hills MI
7/3-4 Liberty 4th Fest BBQ Contest Liberty OH
7/4-5 I Love Barbecue & Music Festival Lake Placid NY
7/12-13 Ohio Veterans Barbeque Cook-Off Kettering OH
7/19-20 Blues, BBQ & Bargains Hays KS
7/26-27 Foothills ountry Fair BBQ Bash Cleveland TN
8/2-3 Laurie Hillbilly BBQ Laurie MO
8/23-24 Death's Door Barbecue Washington Island WI
9/13-14 Cherokee Strip Cook-Off Ponca City OK
New Contests in 2013
5/3-4 The Masters in May Fremont WI
6/14-15 California Honey Harvest Festival & KCBS BBQ Fillmore CA
6/21-22 South Park Kirk Ass BBQ Competition Fairplay CO
6/28-29 Hogging Up Virginia/Bluegrass BBQ Competition Winchester VA
Licensed in 2012
10/3 Holmes Drywall Kansas City MO
CBJ REPORT - Mike Lake
This past Wednesday, September 5th the CBJ committee met to select for your approval new CBJ instructors. Please refer to list below to see the individuals that were considered by the committee.
The following were selected to be presented to the board:
Kelly McIntosh - California
Dave Londeen - Minnesota
Bill & Debbie Gage - International & Domestic
Wayne & Maria Lohman - International & Domestic
Mike Lake made a motion that the board accept the recommendations from the committee and approve the above mentioned individuals to be CBJ instructors. Seconded by Randy Bigler, the motion passed.
Note: The Y-T-D report on class activity will be sent to you from the office.
Perspective CBJ Instructors presented to the CBJ committee:
(in no particular order of preference)
Lew Miller - (Iowa).
Dave Londeen - (Minnesota)
Dennis Polson - (Kansas)
Larry King - (Kansas City)
Tana Shupe - (Tennessee)
Ernie Poland -(Tennessee)
The Lovely's -(New England)
Kelly McIntosh -(California)
Steve & Scot Grinstead - (Ohio)
Bill & Debbie Gage - (International)
Wayne & Maria Lohman - (International)
Ralph Williams - (Arkansas)
Current CBJ Instructors:
1. Mike Lake. 9. Don Harwell
2. Carolyn Wells. 10. Ken Daki
3. Mark Simmons. 11. Randy Bigler
4. Ed Roith. 12. Gene Goyachea
5. Bunny Tuttle
6. Merl Whitebook
7. Mark Simmons.
8. Stephen Smith.
Wayne & Maria Lohman - International
Bill & Debbie Gage - International
KCBScore COMMITTEE - Mike Budai
The committee has received and evaluated two updates to Score since the last board meeting. While we are getting close to having a beta ready version, several issues must be corrected first.
1)There is an issue with the 32 bit version dealing with a printing error that the developer has a fix for and should be included in the next update.
2)Another issue has to do with making it easier to edit the data fields during entry of the first judge at a table.
3)The pre-populated CBJ number field still needs improvement.

There are more tweaks needed in the report sections such as truncating the "Team Name" field to save paper, fixing the "Table Rank" field, Name the printout in the header of the "Top" report for awards to avoid confusion, Indexing of the "Registration Report" hard copy and changing the default setting in the "Overall" report to not print the team alt number.

Score is far enough along that I was able to run side by side tests at the Quapaw and Blue Springs contests with BQWin. All results were identical between the two programs except for one tie and after researching it, the difference was due to the random number generator. (electronic coin toss) Normal operation since each contest sets new numbers.

The Quapaw contest was a straight four category contest of 44 teams.

The Blue Springs contest was a 67 team contest, with a sub contest of 17 local teams, two ancillary categories and a Kids-Q contest with the standard two age groups. Five computers with novice volunteers were used to key the contest. This allowed testing the multiple contest function, experienced/other function, export/import function, printing of all contest labels and reports.

The feedback I have received from the teams to date has all been positive.

All results matched between the two programs and Score ran without incident.

Work continues on the API function. Meetings this week are planned to finalize the login security. At this point, Score sends it's data to our website server, is stored in a file and reports if successful. The CMS for the office to check and edit results is almost finished. The remaining steps for the API to finish are:

1) to parse the received and stored contest data file to populate the database tables.

2) complete the security login.

3) include a copy of the contest database with the results that then gets emailed to the results@kcbs.us address to be archived on our local server.

While we still have quite a few cosmetic tweaks to take care of, we are down to the few issues stated above before I feel we are ready to start beta testing.

Once we have working 32 and 64 bit installers, I plan on distributing Score to the board via our Usendit account regardless of where we are with the cosmetic changes. Since this is still a work in progress and there is currently no security function, I ask the board members not to distribute copies of the program to anyone else.

I ask the board to accept this report. Seconded by Mike Lake, the report was accepted as presented.

TECHNOLOGY COMMITTEE REPORT - Mike Budai

Update since the August 8th board meeting:

1) Created and posted MP3s of the August 8th and 15th board meetings on our website.

2) Completed purchasing and delivery of all the software and hardware for the office computer upgrade.

a) Completed creating and installing the image for all the new desktop computers.

b) Currently working on creating the laptop image.

Once the laptop image is finished and installed I will begin deploying all the new machines. Due to time constraints imposed by finishing Score and the barbeque season, I don't expect to be able to finish the deployment until the end of November.

Item for board discussion: I would like the board to discuss and decide which board members are to receive which critiques sent to our KCBS groups.

Randy Bigler made a motion that the committee chair should receive the critiqes and pass them along to whomever he/she feels is appropriate. After discussion, the motion was tabled.

Mike Budai made a motion to accept the report; seconded by Tana Shupe, the report was accepted as presented.

REP COMMITTEE REPORT - Mark Simmons

The rep committee met Wednesday evening, September 5 and interviewed reps in training who had fulfilled their qualifications.

A Contest rep webinar was held on Tuesday evening, September 4th and seemed to be well attended and well received. Many topics were discussed and several questions were answered. This is a part of the ongoing training for continuous improvement in our leadership skills and understanding of the duties of a KCBS contest rep. The other dates are Thursday, September 13th at 8:00 p.m. CDT and Wednesday, September 19th at 8:00 p.m. CDT.

Motion #1: The rep committee unanimously moves that Larry and Lynda Voth, having completed their training, be approved as KCBS contest reps. Seconded by Mike Budai, the motion passed.

Motion #2: The rep committee unanimously moves that Kent and Rachel Scheetz, having completed their training, be approved as KCBS contest reps. After further discussion, the motion was tabled until next month.

Motion #3: The rep committee moves that Bill Maes of Colorado be approved as a KCBS contest rep in training. Seconded by Tana Shupe, the motion passed.

There is an additional matter concerning a rep for discussion in executive session.

ELECTION COMMITTEE REPORT - Randy Bigler

One person has shown interest in running for the board. Randy reported that we will use VoteNet again this year for our election procedures. Candy Weaver reminded the board that we will be voting on four members with the 5th person filling the position recently vacated by George Mullins. Current board members not eligible for re-election are Paul Kirk and Mike Lake; Candy Weaver and Arlie Bragg are eligible for re-election.

RULES COMMITTEE REPORT - Dave Compton

Dave was prepared to make motions regarding two recent suggestions for changes to KCBS Rules, but was reminded that all changes must be turned in by August of each year, and asked Dave to start a file with suggestions for new rule changes to be presented to the next elected board.

MEMBERSHIP COMMITTEE REPORT - Steve Farrin

Number of Total Members= 17046

Number of New Members= 239

Number of Renewed Members= 753

Number of non-renewals=616

Number of members who signed up via the westsite=89 (18 were families)

Number of new Members from Judging classes=330

Motion: In order to both maintain and attract new member of KCBS I move that KCBS offers to cover the minimal costs associated with adding new discounts to the members only page. Any discount program that the BOD approves will contain the discount information as well as a link to the discounters web page. The discount will only appear on the members only page, not in the bullsheet or email blast. Each company that is approved to appear on the members only page will be provided information on Bullsheet, eblast and website advertising.

I further move that the costs of adding discounts to the members only page be tracked each month and made available to the BOD to insure that they don't become excessive. If the costs do become excessive then the BOD has the right to rescind this offer. Seconded by Dave Compton, the motions passed.

OLD BUSINESS

President Weaver's proposed that the Nondisclosure Agreement for board review should be signed by all board members and office staff. After discussion, the board asked Candy Weaver and Steve Farrin to gather additional information and that the Agreement be taken to the lawyers for further clarification.

NEW BUSINESS

Jeff Stith withdrew his motion to reconsider a recent decision by the board.

Mike Budai moved to go into Executive Session; seconded by Mike Lake, the motion passed.

When returning to Open Session, the following decisions were announced.

Carolyn Wells will write a letter to the organizer of the contest in Myrtle Beach citing concerns by the cooks and directing the organizer to attend other contests before their 2013 event.

Regarding Candy Weaver's presentation regarding a potential website helpful to KCBS, she and Carolyn Wells will gather additional information and report back to the board.

Candy Weaver made a motion to accept Carolyn Wells' Employment Agreement. Seconded by Mike Budai, the motion passed.

At 9:00 p.m. Randy Bigler made a motion to adjourn; seconded by Steve Farrin, the motion passed.

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