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July BOD Quick Notes

July 12, 2013

 

Kansas City Barbeque Society

Board of Director's AGENDA

July 10, 2013

 

*The following Quick Notes reflect the actions taken at the Board of Directors Meeting on July 10, 2013 and will become the official minutes of that meeting approved by the board at its next scheduled meeting

 

BOD Attendance: Candy Weaver, Mike Budai, Tana Shupe, Mike Peters, Kim Collier, Randy Bigler, Don Harwell, Wayne Lohman, Jeff Stith, Steve Farrin, Carolyn Wells, Mark Simmons

 

Other Attendance

Karrin Murphy, Mike McCloud MMA

 

Member Call In

Call In Arlie Bragg

 

The meeting was called to order at 7:06 p.m

 

Arlie Bragg, call in about why he did not accept a team to enter and will be refunding the teams entry money.

 

RECITATION OF KCBS MISSION STATEMENT AND BOARD PLEDGE

 

 

MINUTES

Kim Collier:

Approval to accept minutes of last meeting

Second Wayne Lohman,

All say aye, No apposed

Minutes approved

 

Karrin Murphy

 

Existing Contests 2013– In house Approval

Existing Contests 2014 – In house Approval

3/14-15/2014               Don’t Be Cruel BBQ Duel                                           Tupelo, MS

4/3-5/2014                   Smokin on the River                                                    Summerville, GA

4/11-12/2014               6th Annual Main Street BBQ & Bluesfest                     Washington, MO

5/9-10/2014                 Jiggy with the Piggy BBQ Challenge                            Kannapolis, NC

New Contests 2013 – In house Approval

9/13-14/2013               Island Fest                                                                   Dubuque, IA

New Contests 2014 – In house Approval

2/27-3/1/2014              Shotgun Fred BBQ Showdown                                    Huntsville, TX

7/11-12/2014               1st Annual BBQ Throwdown & Farm Festival Salisbury, NC

BOD Approval

Existing Contest 2014

4/25-26/2014               VFW Post 846 6th Annual BBQ Challenge                   Overland Park, KS

9/19-20/2014               Tilley Harley-Davidson Biker Blues BBQ Rally          Salisbury, N

New Contests 2013

10/18-20/2013             Sons of the American Legion Red, White                    Smithville, MO

and Blue BBQ                                    

 Steve Farrin motion to accept all 3 contest, Jeff Stith second

All say aye, No apposed

Motion pass

 

Mike McCloud MMA/ Wayne Lohman

Marketing

I want to get this month's report to you early.  We will be traveling to Puerto Rico at the time of Wednesday's Board meeting.  Please call or email any questions that you may have on our international activities.  Kim, please add my report to Mike McCloud's.

 

Since the June Marketing Report, the IOTeam has received requests for sanctioning requirements for Nordrheim-Westfalen, Germany and Warsaw, Poland organizers.  Both organizers are CBJ's and both have been involved with large food festivals and existing bbq contests through WBQA sanctioned bbq events.  The Polish organizer has cooked as a competitive team at the Jack for the past 9 years and sponsored the Polish WBQA BBQ contest for the last 6 years.  Both contests hold promise of being successful KCBS events now that we have International Reps to help them with their first year's event. We will continue to work closely with both organizers in a mentoring capacity.

 

The training of International Reps, the van Galen's, is on going.  They are now working with organizers in Germany, Holland and England for license contests.  They will complete their training schedule with their last two contests at the Jack and World Food Championship.  We expect they will be working 6 to 8 contests in Europe next year.

 

This weekend will be our first sanctioned KCBS Contest in San Juan, Puerto Rico at the new Sheraton Convention Center.  We have 40+ teams competing and a crowd of 10,000 is expected to attend the event.  Cattlemen's and Rums of Puerto Rico are the two main sponsors which will draw a large crowd with 30 plus teams giving samples.  The Caribbean BBQ Association wants to sanction 3 of their 5 contests in the Caribbean next year.  CBBQA has scheduled a CBJ class in San Juan in February, 2014 in San Juan.

 

Currently, the IOTeam is working on 11 sanctioned contests for 2014 in 9 foreign countries.

 

KCBS/MMA Marketing Report

July 2013

Merchandise

  • Total      June Sales: $2,290

 

Web

  • Advertising      sold for June: $1,705
  • Sent      out Endorsement Entertainment eblast to all event directors
  • Sent      out KCBSScore eblast to all members that are associated with a team
  • Created      new microsite for Wright Brand Bacon’s – Destination: Bacon Domination      competition
  • 227      members have opted in to receive Birthday emails
  • 2,226      online entries for the KCBS Celebrity BBQ Bash contest

 

GABT

  • 3 successful event      activations: Lincolnton Hog Happenin’ in Lincolnton, NC; Blue Ridge BBQ      & Music Festival in Tryon, NC; and Safeway National Capital Barbecue      Battle in Washington, D.C.
  • 5 successful retail      activations: Sam’s Club #6355 in Hickory, NC; Sam's Club #6452 in      Asheville, NC; Sam’s Club #6402 in Greensboro, NC; Sam’s Club #6569 in      Bluefield, VA; Sam’s Club #6652 in Frederick, MD
  • Continual Coordination and      Logistics for 2013 GABT Tour
  • GABT promotional      registrations thus far 6,077

 

Sam’s National BBQ Tour

  • 18 Local events complete
  • 1 Regional event complete
  • Continual PR/Social Media      Updates
  • Coordination and logistics      for 2013 Sam’s Tour

 

Smithfield:

  • 1      successful event: Blue Ridge BBQ & Music Festival, Tryon, NC
  • Monthly      eblast to SRSS database featuring upcoming events, announcing winners and      a call out to Smithfield Food Service
  • Monthly      strategy calls with Smithfield to discuss social media, events, couponing
  • Continual      Coordination and Logistics

 

PR

  • Social      Media, using KCBS, and GABT Facebook and Twitter pages to promote      KCBS-related events/promotion
  • GABT:      3,065 Twitter Followers / 5,340 FB Likes
  • KCBS:  3,412 Twitter Followers / 16,194 FB      Likes
  • Updated      News section of KCBS website as necessary (Sam's Tour new posts, KCBS team      of the week and recaps, Smithfield Rib Super Series recap, Kingsford      contest)
  • Bullsheet      Content – Sam’s Tour, Smithfield, Reser's, GABT
  • Promoting      contest on each platform (Big Green Giveaway and Backyard Celebrity BBQ      Bash)

 

Miscellaneous

  • Special      initiative for 2014 - possible test run in 2013. Mike to update.
  • Beginning      talks with KC Marathon possible cross-promo opportunity
  • International      KCBS sanctioning strategy session to be held soon 

 

 

We have collected all the results for the KCBS Membership Survey that went on May 1st and ended on May 15th. The survey is loaded with helpful information not only for KCBS but for brands and partnerships that KCBS has or will be pursuing.


Below is our executive summary of the report, please take a moment to read and look at the survey attached. If you have any questions please let me know. Overall the survey was a huge success for KCBS and partners!


Methodology

 

A total of 4,165 online surveys were completed during our 2013 KCBS Member Survey. Based on 18,872 active members, the margin of error is + 1.34 at the 95% confidence level.  This makes the KCBS Member Survey valid to represent the entire membership.

  

Survey Highlights

 

Competitive BBQ continues to gain popularity, which is showcased by an 18% increase in the number of contests our members participate in each year. 

·      In 2010, 37% of our members participated in 6+ events per year

·      In 2013, 55% of our members will participate in 6+ events per year 

 

Competitive BBQ teams continue to be strong repetitive buyers.

·      In 2010, 55% of our competitors spent between $201-$400 per contest

·      In 2013, 55% of our competitors still spend between $201-$400 per contest

·      In 2010, only 27% of our competitors spent more than $401 per contest

·      In 2013, 32% of our competitors will spend more than $401 per contest

 

More KCBS members are investing in the art of grilling.

·      In 2010, 55% of our members owned three or more grills

·      In 2013, 64% of our members own three or more grills

 

Similar to average consumers, KCBS members have increased how much they are grilling or barbecuing for leisure.

·      In 2010, 63% of our members grilled or barbecued for leisure 25+ times a year

·      In 2013, 70% of our members will grill or barbecue for leisure 25+ times a year

KCBS members are interested in learning new cooking techniques and recipes – 62% try new products & ingredients on a regular basis

·      In 2013, 55% of our members got info to improve their cooking skills from cooking shows

·      In 2013, 54% of our members got info to improve their cooking skills from cookbooks

·      In 2013, 52% of our members got info to improve their cooking skills onsite at BBQ contests

 

KCBS members are active online

·      In 2013, 85% of our members visit the KCBS website at least a few times per month

·      In 2013, 77% own smartphones

·      In 2013, 70% frequently use Facebook

 

                                                                        

2013 KCBS Member Survey data   report.docx
  237K   View   Download    

 

 

Mark Simmon/Carolyn Wells

Strategic Planning

 

The Strategic Planning Committee continues to meet every two weeks. No actions to be considered by the Board at this time.

 

 

 

Mark Simmon/Carolyn Wells

Financial Committee

Mark Simmons is in Montana and does not have internet access. He asked me to forward the attached Financial Reports with request that they be accepted as presented.

 

 

Carolyn

3 attachments — Download all attachments  

       

BALANCE SHEET-JUNE 2013-sh.xls
  33K   View     Open as a Google spreadsheet     Download    

 

       

INCOME STMT-JUNE-sh-2013.xls
  36K   View     Open as a Google spreadsheet     Download    

 

       

INCOME STMT-YTD JUNE-sh-2013.xls
  36K   View     Open as a Google spreadsheet     Download    

 

 Motion to accept  Mike Budai, Second by Tana Shupe

All say aye, No apposed

Motion pass

 

 

Mike Budai

Technology Committee

Activity since last report:

1) Posted the June 12, 2013 KCBS board meeting recording to the KCBS website.

2) Updated rep advisory postings, received from the Rep Committee, on the rep Yahoo group site and the KCBS website.

3) Updated the KCBS.us email/groups for office personnel changes.

4) Updated office workstation accounts for personnel changes.

5) Updated committee email groups as requested.

6) Replaced office server battery backup due to failure.

 

I ask the board to accept this report.

 All say aye, No apposed

Report accepted

 

 

 

Mike Budai

KCBScore Committee

There have been three installation issues reported so far with Score. All have been resolved.

The rep training webinars have been going well. At time of this board meeting, all available reps with contests in July or August will have taken the webinar or have signed up. The remaining reps have been invited/scheduled for webinars. The committee recommends to the board that we start using Score as of July 11, 2013.

  Buy July 17, all reps will be trained, and RAT in training by July 28

I ask the board to accept this report.

 

All say aye, No apposed

Motion pass

 

Mike Budai

 

Motion: KCBScore becomes the official KCBS contest scoring program as of July 11, 2013 and  is used at all sanctioned contests going forward.

Tana Shupe Second motion

Aye, 6 Mark Budai, Tana Shupe, Mike Peters, Kim Collier, Don Harwell, Mark Simmon

No 4 Randy Bigler, Wayne Lohman, Jeff  Stith, Steve Farrin,

Motion pass

 

 

Motion: As a replacement for comment cards, judges will write their comments on the back of the score card.

 Mark Simmons Second the Motion

Aye 3 Mark Simmon, Mike Budai, Kim Collier

No 6 Mike Peters,Randy Bigler,Don Harwell,Wayne Lohman, Steve Farrin

Abstain 1 Tana

Motion fail

 

Tana Shupe

Education committee

An article has been prepared for The Bullsheet asking members what would be useful for them to know and inviting them to send the committee helpful information they want to share with the membership.

 

We are also working on interviews with winners of Kids Que events to share in future issues.

 

Jeff Stith

 Rule Committee

Motion to amend the pork rule that was originally re-worked for the 2014 season.  This new wording would replace what was adopted previously and go into effect January 1, 2014:

"PORK:  Pork is defined as Boston Butt, Boston Roast, Picnic and/or Whole Shoulder. After trimming, pork shall be cooked whole (bone in or bone out), however, once cooked, it may be separated and returned to the cooker at the cook's discretion.  It may be turned in chopped, pulled, chunked, sliced or a combination of any of those."

 

 

Mike Peters Second motion

Aye 8 ,  Mike Budai, Tana Shupe,Mark Simmon,Mike Peters,Kim Collier,Wayne Lohman,Jeff Stith,Randy Bigler

No 2 Steve Farrin, Don Harwell

Motion pass

 

 

Jeff Stith

Banquet Committee

As of now, we have heard no further from the RMBBQA. (Rocky mountain BBQ association). We were previously informed that they were looking to put together a proposal for a banquet in Denver in January, 2015 or 2016.

 

Kim Collier

Rep Committee

I would like to make a motion that the verbiage to the rep advisory be modified to reflect the following terminology relating to containers read the same.   Using different terms for the same object only leads to confusion.   In some cases, the word “turn-in” appears before the word “container”.   To be consistent,   have all the different verbiage i.e.: box, Styrofoam tray, all re-worded to read “team turn-in container” in each instance that it appears.

Also modify the verbiage “as per BOD approval” or “as decided by the BOD” by removing the verbiage as all rules, regulations, and advisories must be approved by the BOD it redundant to repeat this notification of the actions of the BOD.

See attached Rep Advisory for changes in verbiage.  Those annotated in yellow to be modified and the verbiage in red be removed.

Second Don Harwell,( with the amended Change what verbiage is need without BOD approval as long as the core policies do not change)

All say aye, No apposed

Motion pass

 

I would like to make a motion that monetary Solicitation by a KCBS Reps at a contest for a charity is prohibited. 

And it be added to the Code of Conduct in the Rep Manual   

 

Second Randy Bigler

Aye 9 Mike Budia, Tana Shupe,Mark Simmon, Mike Peters, Kim Collier, Randy Bigler, Don Harwell, Wayne Lohman, Jeff Stith  

No 1 Steve Farrin

Motion Pass

 

Dave Compton

Philanthropy Committee

I'm waiting for two more non profits to send me some information on how they award grants and scholarships.  Once I have these, hopefully by next week, our committee will be looking at a lot of options on what criteria we feel should be used in the future for awarding the Grants in Aid. 

 

We'll be looking at whether to keep the paper applications or go to an online system, whether to set a grade point requirement, and many other options.

 

 

Don Harwell

CBJ Committee

I would like to thank Sammye Phelps from the KCBS office for the help she provides myself and the CBJ committee each month.  Sammye is the Member Services Manager, the office coordinator for CBJ, Table Captain, Cooking Classes and the Master Judge’s Program.

As of the end of June, 47 Certified Barbeque Judging (CBJ) classes have been taught in 2013, two of those being international (Netherlands and England).   There has been a total of 2153 Students, 1513 New Members, 629 KCBS Members.   

KCBS has also had 15 Certified Table Captain (CTC) Classes with a total of 270 students. 

The CBJ committee met on June 24th with discussion on the following to be presented to the BOD:

  1. CBJ Shirts and Master Shirts.

Update: An e- blast will be sent to the membership about the new shirts and news about ordering as they become available.

  1. The CBJ committee continues to discuss continuing education for CBJ Judges.   As previous outlined, the committee believes that continuing education for CBJ should not be mandatory but that CBJs that participate in continuing education from KCBS should be rewarded.   The BOD in June was asked if they agree with this and it was confirmed that they do.  Question and answers are being collected and reward recognition is still being discussed.
  2. The next CBJ Committee meeting is scheduled for July 30th.

 

Aye, all, no appose

Report accepted

 

 

Don Harwell

Ad Hoc Committee

Ad Hoc Committee named to finalize the Member Survey and Regional Representation

After meeting on July 2nd, the committee, made up of Steve Farrin, Tana Shupe, Don Harwell, Candy Weaver and Carolyn Wells are in the final process of reviewing a questionnaire for the membership.  The goal is to present the final committee survey to the BOD next month and ready the survey questionnaire for membership voting in September. 

Aye, all, no appose

Report accepted

 

 

 

 

 

 

 

 Mike Peters

Membership committee

 

Below are the numbers for   MAY  2013.

 

Number of Total Members= 17,918

Number of New Members= 540

Number of Renewed Members=1488

Number of Non-renewals= 665

Number of members who signed up via the website=224 (30 were families)

Number of New Members from Judging  classes=197

 

We received a proposal by a member to change the Lifetime Membership rates to a sliding scale based upon age. Can Carolyn or some of the BOD members who were involved with the the origination of the Lifetime Membership rate please discuss the original thoughts?

 

Carolyn was approached by an insurance company that offers coverage for trailers and pull behind vehicles (cookers). I have not heard any details yet but this does sound promising as another member benefit

 

 

Old Business

 

2013 Smoke on the Beach contest to be held in Myrtle Beach, SC on August 31 did meet their obligations to be sanction  by  KCBS.

 

 

New Business

 

Don Harwell:  Motions affecting comment cards:

 

1. I make a motion that the use of comment cards be suspended for contest that have  ____ (a number to be determined by the BOD) participants or more.

2. I make a motion that the use of comment cards be suspended for contest where the reps have made a special request to the BOD for said suspension. 

3. I make a motion that the Entry (Box) # be cut off the top of all comment cards after they are stapled to the team detail reports until the implementation of newly designed comment cards can be printed and dispersed to the KCBS Reps or until September, 2013 whichever comes first.

4. I make a motion that comment cards would have a special tear off section that would have the place for the judges to write the entry or box number and that all reps should be instructed that the comment cards be stapled to the appropriate team detail report and after stapling, the tear off section containing the entry/box number be torn off and disposed of.

5. I make a motion that the newly designed comment cards shown below be implemented at all contest no later than September 2013.

 

Comment card used today

 

             

   
   

        

   
   

Entry (Box) #________________

 

 

Chicken,     Ribs,     Pork,     Brisket

Other:  _____________________

CBJ:          YES       /       NO

 

Scores:     ______     ______            ______   

 Comment: ___________________________

___________________________

___________________________

___________________________

 

___________________________

 

Constructive comments only, please - Use back if needed

  Candy have a Consensus vote on if we should find a way to make commit cards works in the future

Aye 6, ,Randy Biglar, Don Harwell,Jeff Sitih,Steve Farrin,Mike Peters,Candy Weaver

No 5 Mike Budai, Tana Shupe,Wayne Lohman,Mark Simmon, Kim Collier

Consensus pass find a way to make keep the commit cards.

 

CBJ Chair, Rep Chair, KCBS Score chair are to form a committee to figure a way to keep commit cards.

 

 

Tana Shupe:  I would like to request that the following be added as a statement or a rule to the 2014 Official Rules and Regulations for competing at a KCBS-sanctioned event: 

From the time they arrive at a contest site until final departure, all participants at a KCBS-sanctioned contest are expected to deport themselves honorably and respectfully to all other teams, judges, KCBS representatives and organizers.  Failure to do so may result in ejection from, disqualification, or forfeiture of winnings from the contest.

 

Statement given to the rules committee to review

 

Candy Weaver:  I move that the Kansas City Barbeque Society Board of Directors Responsibility Statement and Code of Conduct Policy (as attached hereto) be officially accepted for execution by every director serving on the board now and in the future, for all directors' guidance in serving their fiduciary duties.

 

 

FinalBoard_Responsibility_Statement_and_Code_of_Conduct_Policy_-_With_Confidentiality_Agreement DOC.docx
35K   View   Download  

 

Table for next month

 

Tana Shupe moved we go into close session

Second by Steve Farrin

 

 

Kim Collier

I would like to make a motion to accept the following persons to start their rep in training Robert and Angela McKee, Germantown MD and Dave Amend, Marietta, GA.

Second Wayne Lohman

Aye, all, no appose

Motion pass

Complaints made about Reps.

There were complaints made about two different sets of reps. After investigation all parties involved were contacted and issues were discussed and resolved to the satisfaction of the complaint, the accused ,and the Rep committee . 

 

Report accepted by the BOD

 

 

Steve Farrin move to move out of close session

 

Randy Bigler motion to adjourn

Second by Tana Shupe

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