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November 13 Board Meeting Quick Notes

November 15, 2013

KansasCity Barbeque Society Board of Director's Meeting November 13, 2013

Minutes

RECITATION OF KCBS MISSION STATEMENT AND BOARD PLEDGE:

BOD Attendance: Candy Weaver, Mike Budai, Mike Peters, Randy Bigler, Jeff Stith, Wayne Lohman, Dave Compton, Kim Collier, Steve Farrin, Don Harwell, Tana Shupe

Other Attendance: Carolyn Wells, Megan LeBlanc from MMA, Karrin Murphy MINUTES

Kim Collier:

Approval to accept minutes of last meeting Second by Tana Shupe

All say aye, No opposed

SanctioningReport

Karrin Murphy

Sanctioning

Requiring board action: Status Date R'cvd

Date of Contest Contest Name

City

ST

Conflicting Contests

Additional Information Reps

Existing Contest 2014 10/18/2013 6/26-28/2014 Rock'n Freedom Seymour MO Willard, MO - 50 miles J&C Williams

Existing Contest 2014 11/4/2013 9/5-6/2014 Bates County Barbecue State Championship & Festival Butler MO Blue Springs, MO - 70 miles Warmer weather, some contestants asked to have before the American RoyalHadley & Budai

TABLED Last meeting

New Contest 2014 9/30/2013 9/13-14/2014 Table Rock Boats and Bones Kimberling City MO Clinton, MO - 140 miles Clinton was a first year contest in 2013 Rogers

Second Mike Peters

All say aye, No opposed

Mark Simmons Financials

The finance committee moves that the October financials be approved as presented Second Mike Budai

All say aye, No opposed

Wayne Lohman IO Team

I would like motion to accept a new KCBS contest in Belgium for the 2nd week in May so that the organizer can start advertising. No issues, no conflicts with that contest, it will be automatically approved. No motion necessary.

Marketing Mike McCloud/Wayne Lohman KCBS/MMA Marketing Report Merchandise

Total September Sales: $2,1325 – 15% off coupons redeemed from Birthday emails

Web

Advertising sold for October: $700656 members have opted in to receive Birthday emails2,456online entries for the KCBS Celebrity BBQ Bash contest GABT

3 successful event activations in October: American Royal, Kansas City, MO – Bliss Brews & Que, Fort Bliss, TX – Sam’s Club National BBQ Championships, Bentonville, ARContinual Coordination and Logistics for 2013 GABT Tour – wrapping up

GABT promotional registrations thus far 11,100 Sam’s National BBQ TourTour is CompleteContinual PR/Social Media UpdatesCoordination and logistics for 2013 Sam’s Tour

Smithfield:

1 successful event: 10th Ever ShedHed Blues Festival in Ocean Springs, MSMonthly strategy calls with Smithfield to discuss social media, events, couponingContinual Coordination and LogisticsRSS upcoming events – The National BBQ Cup in Cumming, GA – Plant City Pig Jam in Plant City, FL

Wright Brand Bacon:

Destination: Bacon Domination! Upcoming event: The National BBQ Cup in Cumming, GA (sampling only)Continual Coordination and Logistics for remaining events Rancher’s Reserve:Continual Coordination and Logistics for remaining events

PR

Social Media, using KCBS, and GABT Facebook and Twitter pages to promote KCBS-related events/promotionGABT: 3,723 Twitter Followers / 6,390 FB LikesKCBS: 4,515 Twitter Followers / 19,575 FB LikesUpdated News section of KCBS website as necessary (Sam's Tour new posts, KCBS team of the week and recaps, Smithfield Rib Super Series recap)Promoting contest on each platform (Big Green Giveaway and Backyard Celebrity BBQ Bash) Miscellaneous

Representation Survey has 3,068 KCBS members that answered the survey (report of results attached)

Mike Peters Nominating Committee

We have 9 people running for the BOD. Bill Capstack - MCBJ from the KC area Mary O'Connor - CBJ from Chicago

Sandy Fulton - Organizer from Maryland- withdrew Mark Simmons - incumbent

Eric Burkhart - Cook from Eugene, MO Randy Bigler - incumbent

Dennis Polson - Rep - Kansas

Richard Preston - Rep - Tennessee Ralph Williams - Rep - Arkansas

All have been emailed their requirements for the election including all the legal documents that will need to be signed should they be elected. Most have already submitted and by the time of this meeting, all should have for publishing in the next Bullsheet.

Mike Budai

Technology Committee Report

Activity since last report:

1) Posted the October 9, 2013 board meeting recording to the KCBS website.

2) Increased the KCBS website server to handle increased traffic flow during large contests.

3) Repaired office workstations as needed.

4) Completed website updates: "Join" on the home page is now "Join or Renew" in a larger font. A 100+ box has been added to the CBJ section CMS for office use. Judges section of the website now indicates Certified Table Captain, Master Judge and 100+ contests.

I ask the board to accept this report. All say aye, No opposed

Mike Budai

KCBScoreCommitteeReport

The developer delivered the first draft of the Score update November 6. I completed analysis and sent back changes on November 8.

Development is on schedule. Seven out of the eleven issues are ready for committee testing. The remaining four points are being worked on.

I ask the board to accept this report. All say aye, No opposed

Jeff Stith Rules Committee

Mike Peters: Since I was not on the call for the Pork rule motion during the October board meeting, I would like to address this once again. I believe as a board, we want to keep KCBS as a Barbeque competition and not a grilling competition. We also want to be responsible to the cooks and allow them to conserve product by producing both slices and pulled/chunks from one pork butt by parting during the cooking process and returning it back to the cooker. We do not want people to grill medallions/sliced money muscle so why don't we address what we do not believe is "Barbeque".

I propose the following motion for consideration:

PORK: Pork is defined as Boston Butt, Boston Roast, Picnic and/or Whole Shoulder, weighing a minimum of five (5) pounds. After trimming, pork shall be cooked whole (bone in or bone out). Once parted into slices, medallions, cutlets, chunks, pulled or shredded portions, those portions may not be returned to the cooker or grill.

Second Mike B Motion Pass

6 yes, Mike B, Randy B, Kim C, Wayne L, Tana S, Mike P 4 No, Steve F, Don H, Dave C, Jeff S

After passing the motion, Tana Shupe wished to change her vote. Steve Farrin moved to allow Tana to change her vote to the pork rule

Second Dave Compton Tana S, Don H, Abstain

Mike B, Mike P, Kim C, Dave C, Jeff S, Wayne L , Steve F say aye, Motion Passed

5 Yes, Mike B, Randy B, Kim C, Wayne L, Mike P

6 No, Steve F, Don H, Dave C, Jeff S, Tana S, Tie Breaker -Candy W

After vote change the motion was tied Candy was the tie breaker which resulted in the defeat of Mike P motion

Motion Fails

Mike motion

Jeff:

I make the motion that the set of rules for 2014 be officially finalized. There were only two rules applying to cooks that were passed as motions to be changed during this year.

Rule #12 regarding garnish was changed in wording. The last sentence currently says: "Improper garnish shall receive a score of one (1) on appearance. The word "improper" has been changed to "illegal".The pork rule has been changed to read: Pork: Pork is defined as Boston Butt, Boston Roast, Picnic and/or Whole Shoulder. After trimming, pork shall be cooked whole /9bone 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."

Second Steve Farrin

3-Yes Steve F, Dave C, Jeff S

7-no Don H, Tana S, Mike B, Randy B, Kim C, Wayne L, Mike P

Motion fails as is, Consensus of the BOD is to put the 5 lb back in and allow the meat to be put back on the smoker.

Special meeting will be made to finalize the pork rule and the 2014 Rules before the end of November.

Jeff: I also make a motion that MMA prepare an e-Blast to go out to KCBS membership requesting suggestions for proposed rules changes for the 2015 competition year and that this e-blast includes the request to forward to the rules committee email address.

Second Dave Compton All say aye, No opposed Tana Shupe EDUCATION REPORT

Although the office sent an email to organizers to determine where the Backyard and Kids' Ques are held, I've received little response. I am preparing an article for The Bullsheet giving information for the contest organizers from whom I've heard, and will use that opportunity to encourage more response from the organizers.

Report accepted

Kim Collier

Contest Rep Committee

I would like to make a motion to change the following advisory changed:

To expedite posting results on the KCBS Website, Reps are asked to submit the results as soon as possible after the awards using the submission process built into the KCBScore program. Do not submit the results before the completion of the awards ceremony as the results are posted to the KCBS website instantly. Due to changes in websites and technology, please always follow the current instructions you have been given as Reps for reporting of results for the website. February 17, 2006

Rimder

3.07 Taking labels off of entry trays

Question: When can you remove labels from entry trays?

Opinion: The Reps should not take a label off of a container unless the Rep is looking for a correction. Labeled containers may not leave the judges area and should not be

thrown away until after the awards ceremony. If there were ancillary categories and the cooks used their own serving dish/platter/tray, the alternate number labels must be removed before returning the serving dish(es) to the cook. February 17, 2006

3.19 Table Captains Distracting Judges

Question: Can Table Captains eat or drink during the judging process?

Opinion: Table Captains are welcome to discreetly sample any leftovers after the Judges have been served. Sampling should be done away from the judging table when possible as to not to influence the scoring of the judges. Table Captains (nor the Judges) should be talking until the Judges Slips have all been picked up, unless it is to answer a question about an entry. February 17, 2006

Suggestion to just send out reminder on the yahoo group on the above, no motion needed.

I would like to make a motion to approve the following persons to start their rep in training

Steve and Maryalice Alveres

Randy Bigler second

All say aye, No opposed

CBJ Committee Report Don Harwell

As of the end of October; 62 Certified Barbeque Judging (CBJ) classes have been taught in 2013, four of those being international (Netherlands, England and Germany). There has been a total of 2672 Students, 1861 New Members, 790 KCBS Members.

KCBS has also had 22 Certified Table Captain (CTC) Classes with a total of 317 students. The BOD approved the following motion in October:

The committee and I put forth the following motion: I motion that a CBJ that is judging or table captaining a Sanctioned, Competitive, or Backyard event be given the following credit for these events: ¼ credits for each KCBS meat judged or table captained. That’s a full credit for an event with the four KCBS

meats, ¾ credits for three meats, ½ for two meats and ¼ credits for one meat. Reps will write any partial credits after their signature in a CBJ’s book (¼, ½, ¾). No number is needed after the Reps signature if the CBJ is judging or table captaining four meats. As is now the policy, a CBJ working as a table captain should receive the lettering of “TC” by the Rep after their signature.

After approval, the BOD voted to delay the effective date of the approved motion until after the November BOD meeting, so verbiage could be cleared up. The CBJ committee has reviewed the approved motion and has asked that the BOD replace the motion approved in October with the following:

1. I motion that the following verbiage replace the approved verbiage above and be placed into effect after Reps have been notified.

RequirementsforMaster Certified Barbeque Judge:

Requirements for Master Certified Barbeque Judge:

You must receive 30 credits (signatures from a Rep), cook with a team at a contest (that you are not judging), and receive a 90+ on a KCBS master test to become a Master Judge. KCBS Sanctioned, Competitive, or Backyard Contests can be used to obtain credits. It is highly recommended that you cook with a team prior to your 15th

contest. At least, one of the 30 credits and not more than 10 credits must be as a volunteer. A volunteer assignment is a duty assigned by a Rep within the judging area. Duties can include Table Captain, Turn-in table, left-over table, help with other duties KCBScore, etc.…. A CBJ working a duty other than judging will receive the lettering of “V” by the Rep’s name after their signature. In cases where a judge participates the same day in multiple events at the same contest, a maximum of one

credit (signature) will be provided per contest. (Example: a sanction contest, followed by a backyard.)

TanaShupe Second

All say aye, No opposed

2. I motion that the wording for the 2014 Judge’s MP3 be: **

All Judges must attend this meeting and listen to the CD this audio playing before they can judge.

9. During Appearance scoring, Judges are not allowed to touch the containers, samples, or look at the underside of samples. Remember, garnish is optional and if used it is not to be judged as part of the appearance score. Judgesare to look for illegal garnish only. Along with judging for Appearance, Judges are to review for legality. They are to look for unapproved garnish, illegal foreign objects, sculptured meat, marked tum-in container, pooled sauce and incorrect samples. Each contestant must submit at least six (6) portions of meat in an approved container.

On your table, you will find comment cards for your use to advise the Cooks as to why you felt that their entry deserved the score given. The use of the comment card is strictly voluntary by you, the Judge.

You should know when you give a positive score, a comment is not necessary because the score itself, tells the cook they are achieving excellence in BBQ. Cooks appreciate your comment which is signified by giving a positive score.

However, As a BBQ Judge you are encouraged, if you desire, to provide information to the cooks which may help them understand the score you have given and to provide helpful information to improve their performance in the future. The comments should be of the type which will assist them in perfecting their art and skills. Please no derogatory comments, constructive only. If you wish to provide a comment to the cook about your scores:

Randy Bigler Seconds All say aye, No opposed

3. I motion that the wording for the 2014 Table Captain’s MP3 be: **

Judging Process

At some contests, the carrying trays will simply be handed to you with the sample boxes already loaded on them. At other contests, you will be picking up the sample boxes at the distribution area and placing them on carrying trays yourself. Either way, do not put them in numerical order. Once you have all 6 sample boxes assigned to your table on your tray you will write a number the boxes numerically beginning with 1 from 1 through 6 in a comer of each

box. I n a d d i t i o n , w r i t e y o u r t a b l e n u m b e r o n t h e o p p o s e c o r n e r o f e a c h b o x . On your Table Captain’s slip for that category, write the box number in the 1 through 6 order numerically as they are arranged on your tray. You will present the samples to your table starting with the box you labeled #1 but calling out the box numbers as they are affixed on top of the box.

Choose the sample container that is labeled #1, open the container and display this first sample container to the Judges for their scoring of APPEARANCE. Judges are not allowed to touch the containers, samples, or look at the underside of samples during Appearance scoring. Do not allow distribution of samples from the container at this time. Along with judging for appearance, Judges are to review for legality. They are to look for unapproved garnish, illegal foreign objects, sculptured meat, marked turn-in container, pooled sauce and incorrect samples. Each contestant must submit at least six (6) portions of meat in an approved container. Withthe exception of Ribs, meat may be presented, sliced, diced, pulled, or chopped; all are acceptable forms of presentation. Garnish is optional and if used it is not to be judged as part of the appearance score. Judges are to look for illegal garnish only.

After all samples have been presented and scored for Appearance, select the sample container you labeled #1. Announce the box number of the sample container to the table, open it and hand it to the first Judge. Have the first Judge take a sample. That Judge should then pass that container to the next Judge, receive the next sample container from you, and continue the process of opening and passing each container around the table for the Judges to select their samples. The judging process for scoring Tenderness and Taste for each entry should not start until each Judge has all entry samples on their judging plate. Once a judge has all of his orher samples on their judging plate, the judge may begin with the first sample by judgingTaste and then Tenderness. Each sample must be evaluated for Taste and Tenderness individually. The score for the first sample must be permanently written on the scorecard before the Judge moves on with tasting, evaluating, and scoring the next sample.

Steve Farrin Second

All say aye, No opposed

4. I motion that the wording for the 2014 Cook’s MP3 be: **

Tabled until Pork rule is finalized

Ad Hoc Committee: Comment Cards

New comment cards have been printed and mailed to Reps having contest this year. I ask the Board to close this committee.

All say aye, No opposed

Ad Hoc Committee: Member’s Survey and Regional Representation: Chair – Don Harwell

The survey questionnaire has been sent to membership.

Mark Simmons

StrategicPlanningCommittee

The strategic planning committee met and at the request of Dave Compton, chairman of the philanthropy committee, discussed various aspects of the Grants and Grants in Aid program of KCBS...

An email has been forwarded to Dave Compton, chair of the philanthropy committee, with our input. It is the opinion of the committee that we provided little groundbreaking information and that Dave has done a good job in researching and preparing a list of criteria for receiving these awards.

This concludes the strategic planning report.

We ask that the report be accepted as presented. Accepted.

Dave Compton Philanthropy Committee

We have come up with a set of criteria for the Grants in Aid program that we feel will help KCBS in the decision-making process for the 2014 Grants in Aid. I have attached an application form that I feel addresses these criteria without being overly intrusive by asking for information that we really don't need.

There are a few things that (hopefully) are in red on the application. These are things that we really should discuss as a Board before giving final approval. I think that we should discuss:

Required GPA (I recommend a bare minimum of 2.0 or higher) The length of the essay

Cut-off date for Applications to be in to the office

Any other criteria that the Board feels should be included

We could, if the Board approves, allow applications via fax or e-mail. I feel that by allowing an e-mail application it would cut down on the work required by the office staff as each application would just be forwarded to the Committee as it came in.

2014 Grants in Aid Information.doc

26K View Download

I ask that the Board accept this report. All say aye, No opposed

Mike Peters

Below are the numbers for OCTOBER 2013.

Number of Total Members= 17,680 Number of New Members= 288 Number of Renewed Members=735 Number of Non-renewals= 353

Number of members who signed up via the website= 131 (26 were families) Number of New Members from Judging classes= 87

Karrin ran a list of the top 500 teams registered with KCBS in TOY. The numbers were surprising to me. There are still contests to be competed in but as of this listing,

30+ contests - 10 teams

25-29 contests - 9 teams

20-24 contests - 26 teams

15-19 contests - 51 teams

11-14 contests - 95 teams

10 contests - 26 teams

9 contests - 55 teams

8 contests - 48 teams

7 contests - 58 teams

6 contests - 58 teams

5 contests - 44 teams

Which means that the balance of the 2689 teams registered have probably cooked 5 contests or less.

Mike Budai has requested information from the programmer to see what costs would be involved to form a lower level division for teams that compete in a limited number of contests. I think that discussion should include what we are looking for to increase membership/team participation.

Not sure if the strategic planning committee has discussed ways to increase teams/membership or not. I think there are ways to increase team participation which would increase judging seats along with assisting organizers...

All say aye, No opposed

Old/new business

Candy Weaver

I move that the confidentiality agreement be executed by all board members. After discussion in closed session, this document to be referred back to attorneys for clarification of president’s function as detailed in the Bylaws.

I move that KCBS develop a score sheet for judges so they can evaluate their scores. To be available on website. After discussion in closed session, Technology will provide data for 5 contests for demonstration to be given after documentation complete.

Candy Call to move into closed session Don Harwell second

All say aye, No opposed Closed Session Agenda Kim Collier – Rep Issues Don Harwell- Table Captain

Candy Weaver – Contract issues related to KCBScore (not development) Candy Weaver – Legal opinion regarding code of conduct

Don Harwell – Transparency issues

Move to open

No business after closed session so Tana Shupe moved to adjourn Second Mike Budai

All say aye, No opposed

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