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August Board Meeting Quick Notes

August 16, 2013

Kansas City Barbeque Society

Board of Director's AGENDA

August 14, 2013

 

*The following Quick Notes reflect the actions taken at the Board of Directors Meeting on August 14, 2013 and will become the official minutes of that meeting approved by the board at its next scheduled meeting

 

RECITATION OF KCBS MISSION STATEMENT AND BOARD PLEDGE

 

Attendance: Candy Weaver ,Mark Simmons, Mike Peters, Mike Budai ,Dave Compton, Steve Farrin, Tana Shupe , Randy Bigler, Kim Collier, Jeff Stith, Carolyn Wells

 

Other attendance: Mike McCloud MMA , Karrin Murphy

 

 

MINUTES

Kim Collier:

Approval to accept minutes of last meeting

Second Wayne Lohman

All say aye, No apposed

Minutes accepted

 

Section Report

Karrin Murphy

 

Status   Date R'cvd       Date of Contest            Contest Name  City      ST        Additional Information  Reps    Meets  90 day deadline

New Contest 2013       7/5/2013          10/5-6/2013     BBQ Masters in the Woods      Foster  RI        No conflicts            Baroody           x

New Contest 2013       7/11/2013        10/12-13/2013 Rhythm & Ribs Cottonwood     AZ       No conflicts      Maes & Silver    x                                                                                             

New Contest 2014       8/5/2013          4/4-5/2014       Que at the View           Gulfport            MS      No conflicts            Gould & Shupe            x                                                                                             

Existing Contest 2014   7/23/2013        2/7-8/2014       Brasstown Valley's BBQ Throwdown   Young Harris    GA       No conflicts            Braziers            x

Existing Contest 2014   8/9/2013          2/21-23/2014   Cattlemen's Caribbean BBQ Competition         San Juan           PR            No conflicts      Lohmans          x

Existing Contest 2014   7/18/2013        3/7-8/2014       Smokin in the Square    Pensacola         FL        No conflicts            Braziers            x

Existing Contest 2014   7/16/2013        4/25-26/2014   BBQ Boogie & Blues   Calhoun            GA       No conflicts            Haggitt & Preston         x

Existing Contest 2014   7/23/2013        5/23-24/2014   10th Annual Best Dam Barbecue Challenge       Boulder City     NV            No conflicts      McIntosh          x

Existing Contest 2014   7/18/2013        6/20-21/2014   Smoking Knights BBQ Competition      Hutchinson       MN      No conflicts            Gage    x

Existing Contest 2014   7/23/2013        6/20-21/2014   2nd Annual South Park Kick Ass BBQ Competition     Fairplay            CO      No conflicts      Tuttle    x

Existing Contest 2014   7/12/2013        6/27-28/2014   Grillin' in Grafton           Grafton WI       No conflicts      R & K Williams           x

Existing Contest 2014   7/26/2013        7/3-4/2014       "Back To Mayberry" BBQ  Competition           Whiting IA        No conflicts            Milhous            x

Existing Contest 2014   8/2/2013          7/18-19/2014   RiverFest Red, White and Que Bellevue           NE       Des Moines, IA - 139 miles, co existed in 2013       Tuttle    x

Existing Contest 2014   8/7/2013          8/1-2/2014       Laurie Hillbilly BBQ      Laurie   MO      Olathe, KS - 144 miles, co existed in 2013 Morrows & Showalter  x

 

BOD Approval

New Contest 2014       7/26/2013        5/2-3/2014       George County Firefighers Association BBQ Challenge Lucedale            MS      Brandon, MS -144 miles -31 teams 2013 -182 teams listed in CMS                             x

Randy Biglar make a motion to approved

Second Jeff Stith

All say aye, No apposed

Motion pass

 

Finances

Mark Simmons

Attached are the July Financials for KCBS.
The Finance Committee recommends they be approved as presented.

 

No other motions for the finance committee for this meeting.

 

 

2013_July_KCBS_Financials.xlsx
22K   View   Open as a Google spreadsheet   Download  

Second Mike Budai

All say aye, No apposed

Finance accepted

 

 

 

Kim Collier

Rep Committee

I would like to make a Motion  that we have the following dress code added to the Rep Advisory and manual.

The dress code for KCBS is business casual. KCBS Reps are representing Kansas City Barbeque Society and shall look professional and presentable at all times.

KCBS Name Badge

The KCBS Rep name badge shall be worn at all times while at a contest. If the Rep’s name along with the KCBS logo is embroidered onto the shirt being worn at the contest, wearing the name badge is optional.

 

Slacks, Pants, and Suit Pants

Slacks that are similar to Dockers and other makers of cotton or synthetic material pants, wool pants, flannel pants, dressy capris, nice looking dress synthetic pants and jeans are acceptable. Pants shall be free of holes and unwrinkled. Shorts may be worn but they shall have hemmed legs (no cutoff jeans or pants). Inappropriate shorts or pants include gym or running shorts, sweatpants, exercise pants, bib overalls, leggings, and any spandex or other form-fitting pants such as people wear for biking.

 

Skirts, Dresses, and Skorts

Casual dresses and skirts are acceptable. Dress and skirt length should be at a length at which you can sit comfortably in public. Skorts are also acceptable.

 

Shirts, Tops, Blouses, and Jackets

Dress casual shirts, dress shirts, sweaters, tops, golf-type shirts, turtlenecks, blouses and sleeveless blouses are acceptable attire. Men’s shirts shall have a collar. Shirts or blouses May have the embroidered KCBS logo displayed. The shirt may also have the Rep’s name embroidered but this is not required. Inappropriate attire includes tank tops, wife beaters, midriff tops; shirts with potentially offensive words, terms, logos, pictures, cartoons, or slogans; halter-tops; and t-shirts unless worn under another blouse, shirt, jacket, or dress. Outerwear should not display other BBQ team names or logos but may display the Rep’s team name or logo.

 

Shoes and Footwear

Conservative athletic or walking shoes, loafers, clogs, sneakers, boots, flats, dress heels, and leather deck-type shoes are acceptable. Flip-flops, slippers, are not acceptable.

 

Hats and Head Covering

Hats shall not display BBQ team names or logos and shall be free from offensive language or images.

Second Mike Budai

10 aye, Mark Simmons, Mike Budai, Tana Shupe, Mike Peters,Kim Collier, Randy Bigler, Don Harwell,Whayne Lohman, Jeff stith,Dave Compton

1 appose  Steve Farrin

Motion Pass

 

I would like to make a motion that reps collect all table captain slips at the end of judging in order to Keep the blind judging blind.  To be added to the Captain CD for year 2014.

Second Steve Farrin

All say Aye

No appose

Motion Pass

 

Randy Bigler

I would like to make a motion  to have the KCBS website changed to have a link put on the front page that our members could use to pay their dues. I have received several inquiries for this option because it is to difficult to find the current tab to pay dues on line.

Withdrawal motion

I would like to make a motion to  have the KCBS mobile site changed to  had a link that would take you right to the contest results. Get KCBS Results would work.

Second Jeff Stith

All say Aye

No appose

Motion Pass

 

I would also like to discuss and motion that the paper application to join KCBS be discontinued.  I have not handed out one of these forms for a very long time. Why waste the money on have them

Withdrawal motion

 

Technology

Mike Budai

 

 

1) Posted the July 10, 2013 board meeting to the KCBS website.

 

2) Updated the kcbs.us email accounts for the office staff and committee groups as requested.

 

3) Updated the Accuconference conference call accounts as requested.

 

4) Replace the office server battery backup unit.

 

5) Cleaned office workstation of malware.

 

Second Tana Shupe

All aye

No appose

Motion pass

 

Score

Mike Budai

I ask the board to accept this report.

So far, we have successfully run 60 contests with Score.

The only technical issue that came up deals with the "results not in" marker not updating correctly to "results in" when the contest results were submitted. This has been fixed.

The committee recommends that a "Clear Table" feature be added in the next version of Score. Currently, it is time consuming to go through and delete all the team scoring information if a user enters the incorrect table number and then saves that table.

The committee seeks board guidance on how to handle replacing a judge. Score tracks judges by table and seat number under the assumption that the same judge is seated at the same position for all four categories. If a judge needs to be replaced, the committee feels it is not fair to the old or new judge to use either CBJ number. We recommend that the CBJ number for the replaced seat be deleted as if the seat was a non certified judge.

Second Don Harwell

All say Aye

No appose

Motion Pass

 

Dave Compton

Philanthropy Report

 

The next month will be a busy one for the Philanthropy Committee.  I have been gathering input on different ways to structure our Grants in Aid program and the Committee will be discussing and reviewing them this month.  We will have some recommendations ready for the Board by September meeting.

 

All say Aye

No appose

Accept report

 

 

Mike Peters 

Membership

Below are the numbers for JULY 2013 provided by Sammye at the KCBS office.

 

Number of Total Members= 18,101

 

Number of New Members= 503

 

Number of Renewed Members=910

 

Number of Non-renewals= 888

 

Number of members who signed up via the website= 282 (40 were families)

 

Number of New Members from Judging  classes= 127

 

All say Aye

No appose

Accept report

 

 

Tana Shupe

EDUCATION REPORT

The next month will be a busy one for the Philanthropy Committee.  I have been gathering input on different ways to structure our Grants in Aid program and the Committee will be discussing and reviewing them this month.  We will have some recommendations ready for the Board by September meeting.

 We'll have an article for The Bullsheet from former youth cooks encouraging more participation and telling what fun entering competitions has been for them.  We'll also be telling youth where various Kids' Ques take place.

With learning that "Backyard" teams are interested in more events, I'm putting a list together to let them know where competitions are held.

I received no responses from my article asking members "what they want to know."  I'll be attending several contests in the next few weeks and will try to gather more input.

Second by Randy Biglar

All say Aye

No appose

Accept report

 

Don Harwell

CBJ Committee Report

As of the end of July; 49 Certified Barbeque Judging (CBJ) classes have been taught in 2013, two of those being international (Netherlands and England).   There has been a total of 2253 Students, 1557 New Members, 657 KCBS Members.   

KCBS has also had 17 Certified Table Captain (CTC) Classes with a total of 284 students. 

The CBJ committee met on July 30th with discussion on the following to be presented to the BOD:

1.         CBJ Shirts and Master Shirts.

Update: The KCBS office is finalizing the new CBJ shirts.  An e- blast will be sent to the membership about the new shirts and news about ordering as they become available.

2.         The CBJ committee continues to discuss continuing education for CBJ Judges.     Questions and answers are being collected and reward recognition is being discussed.

3.         The committee discussed and as chair I place the following motion to the BOD.

a.         If a CBJ has not continued to maintain his/ her CBJ status because of not being a KCBS member for a lapsed time of three (3) years or more. This person must first attend and pay for CBJ class before receiving the status of an active CBJ in good standing.  

Second Tana Shupe

All say Aye

No appose

Motion Pass

4.         The next CBJ Committee meeting is scheduled for August 27th.

Accept report as amended .

All say Aye

No appose

Accept report

 

Don Harwell

Ad Hoc Committee

As presented in last month’s report.  The goal was to present the final committee survey to the BOD in August and ready the survey questionnaire for our membership voting in September.   The BOD has been copied on the survey and

I motion that the Member’s survey be approved and the survey questionnaire for members be readied and sent to each KCBS member in September.

Second Dave Compton

State that this is a survey, and survey questions may be presented to the BOD to vote.

Add question about if banquets should stay in KC

 

All say Aye

No appose

Motion Pass

 

 

Don Harwell

Ad Hoc Committee: Comment Cards

The committee has discussed a redesign to comments cards.  The Comment Cards used to date have the alternate entry/box number written on the card from the judge giving the comment. With the new scoring program (KCBScore) alternate entry/box numbers are not known to the cooks.

 I motion that the new designed version of comment cards be used and that they be put into use as quickly as they can be printed and distributed to the Reps.   The BOD has been copied on the design.  

Table for next meeting

 

 

 

 

Jeff Stith

Rules Committee

A Member wants to know if wild boar would be considered legal pork.  Would like the input of the board.  

 

Motion for rules change for 2014: Motion that Transglutaminase (TG or TGase), commonly known as meat glue, be considered illegal to use prior to meat inspection.  Rule 7 would read as follows:  

7) All competition meats shall be inspected by the Official Meat Inspector during the times established by the contest organizer but not prior to the day before judging. Once the competition meat has been inspected, it shall not leave the contest site. Cooking shall not begin until the competition meat has been inspected by the Official Meat Inspector. All competition meat shall start out raw. No pre-seasoned meat is allowed other than manufacturer enhanced or injected products, as shown on label EXCLUDING but not limited to teriyaki, lemon pepper or butter injected.  The use of transglutaminase (meat glue) prior to meat inspection shall not be allowed.  When the contest organizer supplies the meat, the contestant is not required to enter only that meat. Competition meat not meeting these qualifications shall be disqualified; given a one (1) in all criteria by all six judges.

Second Steve Farrin

 3 Aye, Mike Peters, Steve Farrin, Jeff Stith

8 oppose, Kim Collier, Mike Budai, Mark Simmons, Dave Compton, Randy Bigler, Wayne Lohman, Don Harwell

Motion fail

Jeff Stith

Banquet  

Banquet Committee Meeting

8.1.2013

7:00pm to 8:00pm

Conference Call

Meeting called by

Raye Keyes

Type of meeting

 

Facilitator

 

Note taker

 

Timekeeper

 

Attendees

Candy Weaver, Carolyn Wells, Richard Preston Steve Farrin, Jeff Stith, Raye Keyes

HOSTOING TABLE CAPTAINS CLASS

 

 

Discussion

HOSTING TABLE CAPTAINS CLASS

 

 

Conclusions

This year KCBS will have a Table Captains Class.  Don Harwell has agreed to Instruct the class.  It will be

Held on Friday, January 17th from 9:30am to 11:30am in a separate area so as not to interfere with the any other events. There will

Not be a scavenger hunt this year.  The TC Class will take its place.

Action Items

Person Responsible

Deadline

 

 

 

 

 

 

MENUE SELECTION

 

 

Discussion

We presently have a choice between the Filet of Beef ($48); Tenderloin and Crab Cake ($56);

Georgia Chicken ($35); Southwest Chicken Roulade ($35)

 

Conclusions

Carolyn and Raye to explore other menu options as the committee did not think the above options were

Adequate.  Perhaps a choice between beef or chicken would be better.  To be revisited at our next committee meeting.

Beverages only will be provided during the meeting breaks.

Action Items

Person Responsible

Deadline

Explore other menu options.

Raye Keyes

Aug.16

 

Carolyn Wells

Aug. 16

VENDOR BOOTHS; BARBEQUE CRAWL; EMCEE; NEXT MEETING DATE

 

 

Discussion

There will not be a tradeshow per se.  However, if the big sponsors want to set up a booth, it would

Be welcomed. Candy suggested having a BBQ Crawl.  Mike and Chris Peters to emcee the ceremony.

 

Conclusions

Revisit the BBQ Crawl at the next meeting.

OUR NEXT MEETING WILL BE HELD ON WED. AUGUST 21ST AT 7:00PM

 

Action Items

Person Responsible

Deadline

 

 

 

 

      

 

All say Aye

No appose

Report accepted

 

Wayne Lohman

Marketing

 

 The IOTeam has completed all but one of their scheduled international sanctioned contests and classes for 2013.  We want to bring the Board up to date to what we have accomplished and what opportunities we expect in the near future.  We do have one remaining trip for a cooking/judging school the first weekend in Sept., sponsored by a German Meat Co. who became involved with KCBS after attending our CBJ class in Hoofddorp, Netherlands.

Briefly, in 2013, we have had 3 sanctioned contests, 2 licensed events and 6 CBJ classes this year.  Interest in both contests and classes continue at a rapid pace and currently we have discussions ongoing with 12 different countries outside North America.  Of those 12 countries, three separate regions have requested KCBS chapters; Scandinavia, Netherlands and the Caribbean, all of which are large enough to support their local society, and sanctioned events.

The biggest challenge for the IOTeam is to continually underwrite the cost of travel for the requested contests and classes.  In order for an organizer to be able to afford a sanctioned contest and/or CBJ class, we waive all repping fees except what is paid to KCBS.  We fly standby to keep our personal coss to a minimum and the average trip cost per couple amounts to $2800-3200, excluding the hotel costs  incurred when we get bumped off flights.  Our last trip to Estonia involved two IOTeam couples staying 3 days in Detroit trying to get on a flight to Amsterdam.   We are also being asked to make decisions that require Board policy before any action can take place.  This involves matters such a KCBS Chapters, fees, meat entries, etc.

I mentioned cost because this is what we will encounter as more contests and classes come on line from BBQ Societies dropping out of the WBQA.  Poland and Germany are two of the largest and better organized WBQA members who have requested sanctioned KCBS contests for 2014-15.

It should also be noted that it takes at least 2 to 4 trained CBJ Instructors and a cook, to run this class.  Our day of instructions starts off with both cooks and cbj’s meeting together for the discussion of theoretical judging, different flavor profiles, the selection and cuts of meats, preparation of entries, cooking time, temperatures and presentation.  Cooks are separated into teams for the overnight cooking sessions and the CBJ students go home for the evening.  The following day the CBJ students have a review of the judging criteria of each category 30 minutes before turn-in.  The cooks are preparing for a mock contest of the four meat entries.  Entries are turned in and judged by KCBS rules and times.  Cook’s may attend the judging session and hear comments about their entry.  This is very constructive dialog between cooks and judges which works well for training both parties.

We believe International activities will continue at a pace which eventually will require another cooking/judging team (IOTeam) to meet our expansion opportunities.  Those teams will also need sponsors and funds to meet the cost of our International growth.

 

Randy Second

Consensus vote  is a yes to keep international growth growing

Report accepted

 

 

KCBS/MMA Marketing Report

 

Merchandise

  • Total June Sales: $2,223

 

Web

  • Advertising sold for July: $2,055

 

GABT

  • 3 successful event activations: I love Barbeque & Music Festival in Lake Placid, NY; New Jersey State Barbecue Championship in North Wildwood, NJ; and Up in Smoke in Mason City, IA.
  • Continual Coordination and Logistics for 2013 GABT Tour
  • GABT promotional registrations thus far7,379

 

Sam’s National BBQ Tour

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

 

Smithfield:

  • 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: 3,296 Twitter Followers / 5,745 FB Likes
  • KCBS:  3,768 Twitter Followers / 16,753 FB Likes
  • Updated News section of KCBS website as necessary (Sam’s Tour news post, Smithfield Rib Super Series recap, Sam’s regional reviews)
  • Bullsheet Content – Sam’s Tour, Smithfield Rib Super Series, Reser’s ABPSC, GABT, Rancher’s Beef Cup
  • Promoting contest on each platform (Big Green Giveaway and Backyard Celebrity BBQ Bash)

 

Miscellaneous

  • ·         Adirondack Grill Pellets has now joined the KCBS Member Discount program.
  • ·         2014 planning for GABT and brand programming has begun.
  • ·         Mike recently joined a strategy session to discuss international efforts for KCBS branding and logo considerations
  • ·         Mike recently visited with Carolyn and the Kansas City Tourism effort in Vegas at the ACF show
  • ·         Mike consulted with the KC Marathon and KCBS office to see how efforts can support one another
  • ·         2014 Initiative may be tested in 4th quarter
  • Mike advised/prepped Carolyn for NYT article

 

Old Business

Carolyn Wells

Report on truck/trailer

I’ve had an email exchange with Stan Hays of OBR. They are interested in the truck and trailer.

I will get him some pictures and we can carry on from there.

I believe donating them both to OBR for furthering their excellent disaster relief work, and receiving whatever tax break we can realize would be the best option. I defer to our tax preparers and legal regarding the paperwork. Both are fully depreciated, and are serving no useful purpose in storage.

As for an outright sale, I believe the truck could be turned quickly. And, I have no idea as to the fate of the trailer, but suspect a very narrow market interest. I’d welcome the comments from those more knowledgeable than I am on the subject.

Mike Peters Motion to donate the truck and trailer to Stan Hays of OBR , and that they would have the KCBS logo presented at all times.

Second Randy Bigler

1 abstain

Motion Pass

Dave Compton Motion to wave the 72 rule, 

Second Tana Shupe

1 abstain

Motion Pass

 

Candy Weaver

Directors Responsibility Statement and Code of Conduct Policy

 

Based upon the late receipt of an opinion letter from an attorney for one board director, this matter will be referred back to KCBS attorneys.

Motion to move to close secession

Move to close session Tana Shupe

Second Randy Bigler

All say Aye

No appose

Motion Pass

 

Discussion for close session 

Record keeping issues for closed sessions

Rep Issue

Renewal agreement

Back to open session

Emergency executive motion

Motion to suspend the 72 hr rule Tana

Second Kim Collier

10-Aye, Mark Simmons,Mike Peters,Don Harwell,Dave Compton,Wayne Loman,Randy Biglar, Mike Budai,Kim Collier

1-no Steve Farrin

Motion pass

 Motion  That technology to stop recording of close session,  and any past close session be removed from Accuconference

8-Aye, Don Harwell, Kim Collier, Mike Budai, Tana Shupe, Mike Peters, Mark Simmons , Wayne Lohman

3-opose, Jeff Stith, Dave Compton, Steve Farrin

Motion pass

Motion to go back to close session Tana Shupe

 Second Mike Budai

All say Aye

No appose

Motion Pass

 

Back to open session

Reps issue

Kim Collier

Motion to remove the Dave and Lori Lopp as KCBS reps, due to the Brentwood contest situation. Dave and Lori have the right to address the BOD, Dave and Lori may reapply to become KCBS  rep after  Aug.14 2014 date.

Second Dave Compton

 Candy motion to accept the Mbbqa  proposal

Mbbqa Will be added to marketing

Second Tana

All say Aye

No appose

Motion Pass

 

 

 

Tana Shupe motion to adjourn meeting

Second Wayne Lohman

All say Aye

No appose

Motion Pass

 

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