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August 13 Board Meeting Agenda

August 11, 2014

Kansas City Barbeque Society

Board of Directors’ Meeting Agenda

August 13, 2014

Roll Call: 

 

Board pledge:

                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.

                I accept my duties as a KCBS director to further the KCBS mission so that truth, justice and excellence in barbeque and the American way of life may be strengthened and preserved forever.

Minutes of July Meeting

Candy Weaver:  I move to accept minutes of last meeting.

 

Financial Statements

I ask the BOD to accept the July financial reports.

 

President’s Report

Mark Simmons

 

Sanctioning Report

Karrin Murphy:  Automatic Approval

REC’D                    DATES                   NAME                                                                                    CITY, STATE

Existing Contests 2014– In house Approval

7/21/2014     11/13-18/2014              World Food Championships-                                            Las Vegas, NV

                                                                World Barbecue Championships

New Contests 2014 – In house Approval

7/11/2014              9/6-7/2014         Sky’s the Limit BBQ Classic                                                 Garden City, KS

                                                                Part Two

7/8/2014                10/3-4/2014          Pigfest USA                                                                          Hillard, OH

7/7/2014                10/18-19/2014     WinnaVegas Rib Master Classic                                      Sloan, IA

Existing Contests 2015 – In house Approval

7/7/2014                2/21-22/2015        Smokin’ Hot BBQ San Juan                                              San Juan, Puerto Rico

7/29/2014              3/13-14/2015        Don’t Be Cruel BBQ Duel                                                  Tupelo, MS

7/29/2014              4/10-11/2015        Cedar Fest BBQ                                                                   Cedar Park, TX

7/21/2014              4/17-18/2015        Bynum Schools Best of the Basin                                    Midland, TX

                                                                BBQ Championship

7/7/2014                5/1-2/2015            Smokin’ Hot BBQ Nassau                                                 Nassau Bahamas

7/21/2014              5/1-2/2015            The Whistlestop Festival & Rocket                                   Huntsville, AL

                                                                City BBQ

7/29/2014              5/1-2/2015            Naptown barBAYq Contest and                                        Annapolis, MD

                                                                Music Festival

7/22/2014               5/1-2/2015           Brews, Blues & Bar-B-Q Cookoff                                     Lansing, KS

8/7/2014                5/1-2/2015            Apple Blossom BBQ Contest                                            St. Joseph, MO

7/14/2014               5/2-3/2015           Ridgefield Gone Country BBQ Festival                           Ridgefield, CT

7/22/2014              5/22-23/2015        Best Dam Barbecue                                                           Boulder City, NV

7/30/2014               5/22-23/2015       Red, White and BBQ (Day1)                                              Westmont, IL

7/30/2014              5/23-24/2015        Red, White and BBQ (Day2)                                              Westmont, IL

7/31/2014              6/19-20/2015        Barbourville BBQ Cook-Off & Festival                            Barbourville, KY

7/7/2014                6/26-27/2015        3rd Annual Willard Freedom                                             Willard, MO

                                                                Feast BBQ Cook-Off

8/4/2014                 6/26-27/2015       3rd Annual Ribtock MBA BBQ Festival                            Omaha, NE

New Contests 2015 – In house Approval

8/1/2014                4/24-25/2015        Morris Twister Days BBQ Competition                            Morris, OK

7/21/2014              5/29-30/2015        Horse Town Brew n Que Festival                                     Norco, CA

7/29/2014               7/10-11/2015       Chillin & Grillin in the Glades                                            Wise, VA

Sanctioning Committee Report

Randy Bigler:  No report

Marketing Report:

MMA Marketing Report

August 2014

Merchandise

●          Total July Sales: $2,681.31

●          61 - Birthday redemption YTD

●          38 – Cookbooks YTD

Web

•           Advertising sold for July: $1,540

●          549 members have opted in to receive Birthday emails YTD

100KCBS Meals Mission

•           21 out of 55 events completed

•           26,567 meals donated so far (27% of completion within 92 days)

•           Continual PR/Social Media Updates

Sam's Tour:

•           21 Local events complete

•           1 Regional events complete

•           Successfully changed the Rockford, IL Regional location to Madison, WI with just a few hurdles

•           Continual PR/Social Media Updates - Picked up by 165 media outlets that has so far reached 13,281,686 impressions since launch

•           Utilized KCBS Marketing funds to successfully secure FB ads, 2 radio remotes

•           Sent eBlast reminder that Bentonville Judges registration will begin Aug 6th

•           On-going coordination and logistics for 2014 Sam's Tour

Great American Cookout Tour

•           11 festivals and 25 retail stops completed

•           Continual PR/Social Media Updates

•           On-going coordination and logistics for GAC

Reser’s America’s Best Potato Salad Challenge

•           4 out of the 5 competitions completed

•           Next stop August 8th Ribs, Pigs & Watermelons in Huntington State Beach, CA

BBQ Guru Challenge

•           5 out of the 10 competitions completed

•           Next stop August 8th Ribs, Pigs & Watermelons in Huntington State Beach, CA

PR – Courtney

•           Social Media, using KCBS, and GAC Facebook and Twitter pages to promote KCBS-related events/promotion

•           GAC: 1% increase in Twitter Followers (4,784 ) / 1% increase in FB Likes (24,371)

•           KCBS:  1% increase in Twitter Followers (6,897) / 1% increase in FB Likes (28,518)

 •          Updated News section of KCBS website as necessary (Region 3 preview article, Sam’s Nat’l event results)

•           Bullsheet Content – Sam’s, GAC, Reser's, BBQ Guru, McCormick Grill Mates KCBS Match Up

Miscellaneous

•           Event Photos and recap addition to the website slated to be complete on August 15.

 

International Outreach: 

Wayne Lohman:  The KCBS International Team has been busy this summer preparing for their third trip to Europe in September.  Our first stop will be a cooking/judging class in Heinsberg, Germany at Otto Gourmet Company, a high end meat importer.  This location has been our most successful teaching event in Center Europe as we have held this class for the past 3 years with an average of 30 cooking teams and 24 CBJ’s. 

The following week we travel to Diksmuide, Belgium for the Lowlands BBQ Championship.  This event recognizes the 100 year battle between the Belgium and French troops resisting the advancing German troops.  We are very pleased that Carolyn Wells will be attending this celebration, CBJ class and our 2nd sanctioned Belgium Contest.  We are expecting 40 competing teams with an estimated public attendance of 40,000 during the weekend.

The Lohmans will stay an extra week to rep our first German contest in Nordrheim Westfalen.  This contest is close to Otto Gourmet in Heinsberg, so we expect to have 100% certified judges.  To date, we have 13 teams signed up.  This contest organizer is Roman Schellartz, director of a very successful Octoberfest event in the area so we expect this contest to grow in the future.

One of the secondary benefits to our International growth has been the development of a working relationship with a major grill manufacturer who has been a prominent sponsor for our new International Contests.  We have taught our cooking classes in their grilling academies and certified their teaching chefs in the UK, Scandinavia and Italy.  This relationship has carried over to the World Food Championship where they have agreed to supply the International Teams with cooking equipment and supplies while sponsoring the International Village at this event.

Since the July report we have scheduled two new sanctioned contests for 2015.  Our first Australian Contest is in Melbourne on Feb. 7 & 8, at Queen Victoria Market.  Melbourne is known as the food city in Australia.  Our newest contest was scheduled this week for Brugg, Switzerland for the weekend of May 2-3.  At both of these locations we will teach our cooking/judging classes with a sanctioned contest to follow.  The organizer of the Melbourne contest has asked that we have a separate class for the local butcher shops in the Queen Victoria Market who are not familiar with US cuts of meat.

 

CBJ Committee Report:

Don Harwell:  Tuesday July 29th the CBJ Committee held its monthly meeting.

Much of the meeting was discussion on Judges scoring different than being taught from the present CBJ training.  Example of a judge’s statement was heard: “I score down on the chicken box if it does not have white meat.”  Or “If the brisket box does not have burnt ends it will get a lower score from me”.  The fact is a judge must not score down because of what is not there! 

All the committee members agree we must continue to educate judges after their CBJ class. 

•               We are about to kick off the “CBJs Continuing Education Program” which will aid judges on changes  and just keeping a CBJ refreshed with judging within KCBS.   FYI, after completing this yearly program a CBJ will receive a lapel pin (rocker) to display their achievement.     

•               Articles on the KCBS WEB and Bullsheet are a must we all agree, and committee member Ed Hartman has taken the task to working on these.

•               As we all know we play a recording at each judges meeting, this needs to be reviewed for updates yearly.

•               Handouts were discussed and will continue to be reviewed

Discussion also was held on: How often can a judge cook with a team before he/she cannot judge at a contest at which the cook team is competing in.  The CBJ committee will continue discussion on this issue and report back to the BOD next month.    This discussion also turned to family members of the cook team judging and when they can judge / table captain again more thoughts will be provided to the BOD from the committee on this.

A new revision of the 2014 CBJ Class Organizer’s Guide is available with new edits and new fees outlined.  The committee believes that there needs to also be a Certified Table Captain’s (CTC) Class Organizer’s Guide.  This guide is being created and patterned after the CBJ Class guide.

A critique of the CBJ class and instructor has been created and tested.  Each class will begin using these to get feedback of the classes.  Thanks Carol Bigler.

Note:  New colors being added to the CBJ shirt.  Keep checking KCBS.us for the new colors. 

The next CBJ committee meeting is scheduled for August the 26th, 2014.

 

Rep Committee

Kim Collier:  Motion to accept new reps and reps in training after discussion in closed session.

KCBS Score Committee/Technology Committee

Kim Collier:  Nothing to report

Banquet Committee:

Mike Peters: We are looking at these meetings for the upcoming banquet.

> Rules Meeting

 > Organizers Meeting

 > Marketing Meeting

 > Rep Meeting

 > CBJ/TC Best Practices/Standards

 > Rub/Sauce bringing to market

 > Butcher class

 > How to get sponsorships

 > KCBScore

 > How to become a KCBS Rep

 > BOD open forum for Q/A

 > Judge Tracking - how will KCBS use this data at contests?

 >CPR safety class

Any other suggestions before we finalize the weekend?

We are looking at travel costs before we make a suggestion for 2017 banquet location.

 

Membership Report:

Richard Preston:

Monthly Committee Meeting July 17, 2014 (Next meeting August 21, 2014)

Members on Conference Call: Richard Preston, Chair, Dennis Polston, Vice Chair, Ernie Hiers, Recorder, Ralph Weller, Dave Amend, Mark Simmons, President, Bill Shiflett, Ardie Lauxman, Carolyn Wells, Executive Director.  Absent: Ryan McBreen, Sammye Phelps, Membership Services

GOALS FOR 2014

•               Increase membership to 20,000 (currently 19,073)

•               Increase lifetime membership to 600 (currently 529)

•               Expand membership services

OLD BUSINESS

Judges Sign-ups

•               Target date  mid August, 2014

KCBS Feeding 100,000 Initiatives

•               22,335 meals served (this does not include this weekend)

•               Looking into more advertisement on this program

Certified BBQ Pitmaster Program (CBP)

•               Logo – Richard, Program will be call KCBS Pitmaster

•               Application form – Filing for second extension on trademark, no artwork was found

•               Committee members should submit ideas for the program levels via the KCBS email group – Hiers will compile documents and send draft back out to committee members. Submissions should be by July 27th.

•               Carolyn suggested that the levels should be something like bronze, silver, gold, and platinum

Membership Discount Update

•               Restaurant Finder feature is complete and was planned to go live on July 15, with a E-blast about the feature being sent out afterwards. The release has been delayed for a few weeks.

NEW BUSINESS

Lifetime Member – (Submitted by Dennis Polston) – This will be discussed next meeting

The older members of KCBS do not see the advantage of a Life Membership but would still like to be a Life Member.  There might be many reasons why they are not becoming Life Members -- money, health, age, cutting out driving long distances to contests, family, etc.

This is what I was thinking:

A member 65 years old or older (is could be 60 or whatever we come up with) that has paid their dues 5 CONSECUTIVE years be added together and subtract that amount from a Life Membership.

Example: A person is now 70 and they have paid 5 years of consecutive dues (single 175.00) (family 250.00), subtract that from a Life Membership they would now owe (single 175.00) (family 250.00).

Now a problem we might have is those Life Members that fit into this situation that have already become Life Members.  Do we do a refund if asked?

We have a few members that have been longtime members, 20 consecutive years plus. Should we do something for them?  Most I think would fit in the above example.  But a parent or grandparent might have bought a child membership before we came up with a Life Membership.  That person could be in their 30, 40, 50's.

                MEMBERSHIP NUMBERS FOR JUNE, 2014 (provided by Sammye Phelps)

•               Total Members                                                     19,318

•               New Members                                                     591

•               Renewed Members                                            1,137

•               Non-Renewals                                                      657

o              Signed via Website                                             276 (31 families)

o              New Members (Judging Classes)                   287

o              Lifetime Members                                               563

o              Number of International Members                  587

o              Number of Countries                                            24

 

Nominating Committee

Dennis Polson:  The Nominations article is in the August issue of the Bullsheet.

I move to approve this report.

 

Education/Communications Committee

Candy Weaver:  The Education/Communications Committee met briefly on July 15, 2014.  Attending were Dennis Polson, Mike McDearman, Ralph Williams, Candy Weaver, Carolyn Wells and Mark Simmons.

Dennis discussed the lottery draw for backyard Shadetree competitors at the Jack. 

Continuing efforts on digital Bullsheet. 

Bluetoad announced translation modules for article view.  Languages included are French, German, Portugese, Spanish and traditional Chinese.  Board did approve on July 9, the conversion of the August issue.  Candy will include more detailed instructions on expanding screen size, clicking on URL addresses to go straight to advertiser web sites and e-mail addresses to open an e-mail window.  Compile a list of questions for advertisers regarding the digital Bullsheet.

Currently digital Bullsheet is open for anyone to view if you have the link, which is available in KCBS News.  Older issues in PDF format are stored under member download section.  Do we want to password protect the Bullsheet?  Is there not a benefit to using this as a draw to potential members?  Explore making part of the Bullsheet open with the rest password protected for members (with a link to join up).

Discussed the need to change advertising prices for commercial advertisers (not organizers).  Will look at advertising rates of comparable publications.

Web site issues.  Compiling list of broken links.  If you find any, please pass them along.  With Kids' Que list update, 3 broken contest links found for September.  Those have been fixed.  Mike McDearman discussed 4H program in Tennessee that he's doing.

Carolyn discussed computer and phone issues at the office the week of July 7th.

The August Bullsheet was converted to and live on August 4th.  From August 4 to the morning of the 8th, there have been 617 unique visits with an average time spent reading 10 minutes.

Next meeting is August 19th.

 

Strategic Planning Committee

Bill Capstack: 

Our committee met twice since our last board meeting in July

Our current objectives include:

•               KCBS Foundation 501(c)(3)

•               Executive Director Succession Planning

•               Expanding the Diversity of KCBS Events

•               Permanent Home for KCBS

•               Document the History of KCBS

KCBS Foundation 501(c)(3) Status:

•               The application has been delivered to our legal firm for submission to the IRS

Executive Director Succession Planning:

•               On-going discussions with emphasis towards examining the job requirements and compensation package to be presented to the board in the near future

Expanding the Diversity of KCBS Events:

•               On-going discussions

•               Wayne Lohman will discuss a great opportunity for us to consider

     Permanent Home for KCBS:

•               On-going discussions

     Document the History of KCBS:

•               On-going discussions

Our committee was previously tasked with developing/documenting committee descriptions.  That was completed.  At our BOD meeting in June 2014 the Executive Committee was given the responsibility of negotiating the MMA contract renewal.  There is no record of this committee being created.  The recommended verbiage below is submitted for your approval:

EXECUTIVE COMMITTEE:  Shall be comprised of the President, Vice-President, Treasurer, Secretary and the Executive Director.  The committee shall be responsible for, but not limited to, negotiating contracts and other oversight actions as deemed necessary.

I make a motion to accept our report.

Philanthropy Committee Report

Dave Compton:  Our committee has been working on revamping the wording of the Gary Wells Sportsmanship and the Carolyn Wells Ambassador Awards.  Nothing has really changed in the Awards themselves, mainly housekeeping issues.  One of the biggest changes would be the way that nominations are sent in to KCBS.  Right now they can be sent by mail to the office or by e-mail to any one of three people.  This can lead to confusion and lost or misplaced information.  I think that we should set up a dedicated e-mail address for these awards such as: wellsawards@kcbs.us .  That way we would have a permanent place to send these that wouldn't change if the office staff or the committee chair should change.  Also, we would add language on who can nominate which persons for an award to say that they can't nominate themselves or a close family member.

 

 

 

 

Here are the changes in the following attachments:

Gary Wells KCBS Sportsman Award Criteria

WHAT: The recipient of the Gary Wells KCBS Sportsmanship Award will be one who exhibits exceptional qualities of a barbeque sportsman. This award would go is given to a KCBS member who displays a high level of observance of the rules, fairness, generosity, and good character. The recipient of the Gary Wells KCBS Sportsmanship award would exhibits these qualities on a regular basis and has shown a particularly exceptional example(s) of good sportsmanship at one or more KCBS barbeque contests.

WHO: Any member of KCBS may nominate a fellow member who is in good standing for this award and is not limited to cooks, judges, representatives, etc. A KCBS member cannot nominate him or herself. KCBS members serving on the board are not eligible for this award during the time of selection.

WHERE: The Gary Wells Sportsmanship Award will be announced and / or presented to the recipient at the annual KCBS banquet.

WHEN: The nomination for the Gary Wells KCBS Sportsmanship award must be emailed to the KCBS office and received no later than noon of December 1st of the year prior to the banquet. Call for award nominations will be posted on the website and printed In the Bullsheet from November 1st – November 30th for the year prior to the banquet.

HOW: A written email nomination must be made in the form of a letter that states the reasons for nomination along with examples of how the nominee has promoted KCBS as an organization to the general public.

The nomination letter will be read at the banquet prior to presentation of the award, with limited editing allowed by the award committee and /or board of directors and upon approval of the board of directors. The author of the letter and /or name of the person making the nomination is always kept confidential.

The award nomination committee will review all letters submitted and in the case of six or more letters, the Awards Committee will choose the top five letters to be reviewed by the board of directors. The board of directors will choose by way of voting and discussion, the recipient or in the event of a tie, recipients of the award no later than the December board meeting. The Board of Directors reserves the right to not make an award. All decisions by the Board of Directors are final.

Mail Nominations to: Email Nominations to either: (I would suggest identifying a single point of contact so there is no confusion, lost materials, etc.)

KCBS

Carolyn Wells KCBS Ambassador Award Criteria

WHAT: The recipient of the Carolyn Wells KCBS Ambassador Award will be one who exhibits exceptional qualities of a KCBS ambassador. This award would go to a KCBS member who displays a high level of good character as well as especially promoting KCBS as an organization to the general public.

WHO: Any member of KCBS may nominate a fellow member who is in good standing for this award and is not limited to cooks, judges, representatives, etc. A KCBS member cannot nominate him or herself  or a close family member. KCBS members serving on the board are not eligible for this award during the time of selection.

WHERE: The Carolyn Wells Ambassador Award will be announced and /or presented to the recipient at the annual KCBS banquet. 

WHEN: The nomination for the Carolyn Wells Ambassador award must be emailed to the KCBS office and received no later than noon of December 1st of the year prior to the banquet.

Call for award nominations will be posted on the website and printed In the Bullsheet from November 1st – November 30th for the year prior to the banquet.

HOW: A written email nomination must be made in the form of a letter that states the reasons for nomination along with examples of how the nominee has promoted KCBS as an organization to the general public. The nomination letter will be read at the banquet prior to presentation of the award, with limited editing allowed by the award committee and /or board of directors and upon approval of the board of directors. The author of the letter and /or name of the person making the nomination is always kept confidential.

The award nomination committee will review all letters submitted and in the case of six or more letters, the committee will choose the top five letters to be reviewed by the board of directors.

The board of directors will choose by way of voting and discussion, the recipient or in the event of a tie, recipients of the award no later than the December board meeting.

Mail Nominations to: Email Nominations to either:

KCBS 

 

 

 

 

Also, I am asking the Board's permission to start building an electronic application for the Grants in Aid program.  If it's okay we should have a demonstration ready within two months.

Attn: Awards Nominating Committee 

Also, I am asking the Board's permission to start building an electronic application for the Grants in Aid program.  If it's okay we should have a demonstration ready within two months.

I move that the Board accept these changes and this report.

 

Regional Representation Committee

Wayne Lohman:  As requested by the Board in the June meeting, the following attachments are the findings that the Committee collected in our study of Regional Representative Directors.  The Committee did not reach a conclusion or recommendation to the Board:

Attachment A is the Committees recommendation of 6 voting regions.  This breakdown of voting regions were based on the requirements that the States be contiguous where possible and that the regions have the smallest voting variance as possible.  These 6 regions have less than a 5% voting variance between the region with the fewest voting members and the region with the most voting members.

At each years annual election, two regional directors and two at large directors would be elected to the Board.  If a Director is unable to full fill his term commitment, the "unfinished term" would be based on whether the Director was from a particular region or an "at large" Director.

The Committee recommends that the membership votes on all Directors so that the total votes per region are similar to each region.

Attachment B lists the Pros and Cons of KCBS having Regional Representative Directors.  This list was compiled by a previous Board when studying this issue.

If the Board decides that they want the membership to vote on this issue then the details of the election would have to be worked out by the committee.  Details that need to be addressed are election procedures, BullSheet notice and Bylaw changes.

 

Rules Committee

Candy Weaver:  The rules committee in the last month has fielded rules questions forwarded from the KCBS office.

Recently a copy of the 2014 rules was requested and distributed for the purpose of editing the rules to reinforce positive definitions of barbeque (as defined by USDA section 319.80), how it's cooked with the thought of eliminating prohibitions.  Any method not defined is not allowed.  This should be presented to the board at the next meeting.

 

Old Business

Candy Weaver:  I move that a judge's contest report detailing their average scores per category, their table's average category scores along with the average scores for the contest be developed and made available on the web site for the judge to download, if desired.   6/11/2014 TABLED PENDING WHAT TECHNOLOGY COMES BACK WITH ON CURRENTLY APPROVED PROPOSALS.  7/9/2014 RE-TABLED FOR THE SAME REASON ABOVE.

 

New Business

Don Harwell:  From a letter from the Jack Daniel’s Committee:                        

I am concerned that the Jack Daniel’s Committee has reported to KCBS that three organizers were told by KCBS Reps to make-up a team and to turn in something and “they” (the Reps) would make sure the contest counted.

Why would a Rep make-up a team and why would we (KCBS) allow persons to work for us in this behavior.

I ask (motion) the Rep committee review this behavior and present to the BOD their findings.   

And I would like to open back up discussion on “a late turn-in being turned in for “1s” but not being judged at a table”.  I motion that late turn-ins be sent to a table to be judged, but the table be told that the entry must receive all 1s for being late. 

Candy Weaver:  While at Memphis in May this past spring, Carolyn and I visited with a company out of Colorado that does beautiful work with custom metal trophies (steelimagesinc.com).  Please check out samples of their work on their web site.  Carolyn has reached out to them and asked for preliminary designs for Team of the Year trophies.  The advantage is that these will lay flat for easy packing in a suitcase.  I move that we pursue re-designing Team of the Year trophies so that the KCBS logo will feature predominately with graduated size increasing with higher placement.

Candy Weaver:  Last year, the board accepted new designs for 180 pins that replace the 180 Star and 180 circle with a KCBS logo based design (designs attached).  Because of existing supply of "plain" pins, we have not started using these designs.  I move that the current plain 180 pins (star and circle) be retired and the new designed pins with the KCBS logo in front of the star and circle be implemented as soon as pins are made, received and disbursed to the rep corps.

 

Closed Session:

Our Best of the Best 700 180 100+