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KCBS Board Meeting Agenda 6/10/15

June 9, 2015

Kansas City Barbeque Society

Board of Directors’ Meeting Agenda

June 10, 2015

Roll Call: 

Mike Peters, Randy Bigler, Kim Collier, Candy Weaver, Bill Capstack, Dave Compton, Dennis Polson, Mike Hays, Mike Richter, Sandy Fulton. Mark Simmons, Wayne Lohman

KCBS Office:  Carolyn Wells, Karrin Murphy, Emily Dupont

MMA – Mike McCloud

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, excellence in barbeque and the American way of life may be strengthened and preserved forever.

Minutes of March Meeting

Candy Weaver:  I move to accept minutes of the May 13th meeting.

Financial Statements

Kim Collier:   Please accept the attached finance report.   

Sanctioning Report

Emily Dupont:  Automatic Approval   NO REPORT

REC’D                    DATES                   NAME                                                                                    CITY, STATE

New Contests – In House Approval

5/18/2015              7/24-7/25               Days of 47 BBQ Showdown                                             Salt Lake City, UT

5/29/2015              8/28-8/29               First Annual Cleveland Bluegrass & BBQ Festival         Clayton, NC

5/22/2015              9/25-9/26               Oak Grove BBQ & Lemonade Festival                           Oak Grove, MO

6/4/2015                                9/25-9/26               Jammin in JC Blues & BBQ Festival                                Junction City, KS

(COMPETITOR SERIES)   

               

Existing Contests – In House Approval

5/29/2015              8/28-8/29               Let the Drums Roar BBQ Contest                                  Dallas Center, IA

(COMPETITOR SERIES)                   

 

6/3/2015                                9/5-9/6                   Grill Stock (United Kingdom)                             London     UK

6/1/2015                                9/5-9/6                  Whiskey & Wings Grill Festival                                          Winter Park, CO

(COMPETITOR SERIES)   

               

5/22/2015              11/6-11/7               MVH BBQ BIVOUAC (Armed Forces Tribute)               St. James, MO

5/22/2015              11/7-11/8               MVH BBQ BIVOUAC (POW/MIA Tribute)                        St. James, MO

5/29/2015              4/29-4/30/16         Fire at the Foothills BBQ & Chili Cook-Off                      Chelsea,  AL

(BACKYARD CONTEST)                                                 

 

5/29/2016              5/8-5/9/16              Beers, Fries & BBQ III –  The Belgian

Championship Low & Slow BBQ                     Hasselt  Belgium

 

Board Approval – Existing Contests

5/19/2015              10/2-10/3               Smokin At the Market                                                      Gallatin     , TN

                                CONFLICT:   Guntersville, AL – 81 miles                      

 

Sanctioning Report:

Mark Simmons:  The sanctioning committee meeting was held on May 27th with all in attendance. Several issues were discussed and action taken for the BOD was the following: (This motion is related to office procedures so it may not be necessary but the office has requested this change in procedure due to the volume of cards that are retained in the office and the few requests that are received to check them).

The Sanctioning Committee moves that the judging slips be retained for 30 days after the contest (instead of the existing procedure to keep them 60 days). The cooks would be informed via announcement on the website.

MMA Marketing Report

June 2015

 

Merchandise

●              Total May Sales: $4,023.00

●              12 - Birthday redemption

●              6 - Cookbooks

 

Web

•               Total Page Views for May: 533,367

•               Total Unique Users for May: 59,508

•               Advertising sold for May: $1,250

•               Member log-in was changed

•               Ongoing International updates – Photo Rotator, Google Translate

 

250KCBS Meals Mission

•               Current Total – 2,760 meals (as of 6.3.15)

•               Current Number of Events that have signed up: 35

•               Continual PR/Social Media Updates

 

Sam's Tour:

•               13 local events complete

•               1 regional event complete

•               Continual PR/Social Media Updates

•               On-going coordination and logistics for 2015 Sam’s Tour

•               Coordinating a pilot program, “BBQ 101: Tips & Techniques of the Pros”, this month to encourage consumer participation and share KCBS information

•               Sam’s Tour monthly eblast

 

Great American Cookout Tour

•               6 KCBS events complete

•               8 Retail Stops complete

•               Looking into re-routing to the American Royal vs. Dana Point State BBQ Championship

•               On-going coordination and logistics for 2015 GAC Tour

 

PR

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

•               GAC: Twitter Followers (5,264) / FB Likes (24,536)

•               KCBS:  Twitter Followers (8,829) / FB Likes (35,040)

•               Updated news sections of KCBS as needed, Bullsheet eBlast, KCBS monthly eblast, posted sanctioned events each week on social media

Miscellaneous

•               The Membership Survey has ended and we received more than 4,000 submissions. Data is being compiled and we are coordinating gift cards for the winners.

•               Currently identifying a date for McCormick’s Seal of Approval Review Panel

•               YETI Sponsorship is approved and the PR announcement is in the review process

•               Mike visited with Daphne, AL mayor on May 21st; report sent to Carolyn

•               New MMA Project Manager, for KCBS, started June 8th

 

 

 

Marketing Report:

Mike Hays:  The Marketing Committee met Wednesday, June 3, via teleconference.  We were joined by Mike Richter, Chair of the Membership Committee.

The agenda for this months meeting was to discuss marketing opportunities that pertain to increasing and retaining membership.  Based on our discussion, we feel there are 2 main areas to focus on regarding membership. 

First, the Membership Application needs to be updated to include photos of contests and the judging tent, to be more appealing to potential members.  Along with this, we need to update our affinity programs(membership discounts, etc.) so we can more clearly communicate the benefits of membership.  We will also be looking at establishing a new member "kit" to include a t-shirt that is only available to members, as well as maybe some samples of rubs and/or bbq related products.

Second, we need to look at investing into membership retention.  This would involve activities such as reaching out to members who have let their membership lapse, maybe via email, postcard, or phone call to ask them about the reasons they decided not to renew their membership.  This information could then be used to determine the areas that KCBS needs to focus on to retain more members.

We also discussed the viability of having KCBS booths at selected contests, staffed by volunteers, to conduct "membership drives".  More discussion is needed on this topic before we can move forward.

The ideas from this meeting will be discussed with the Membership Committee at their next meeting and we will continue to coordinate the efforts of both committees on this topic moving forward.

I ask the Board to accept this report.

 

International

Wayne Lohman:  The IOTeam is preparing for their upcoming trip to Europe with the first stop in Perugia, Italy.  This second year event will feature cooking/judging classes and a BBQ competition contest for the weekend of June 20.  24 teams will be competing which is triple the teams who competed in last year’s contest.  The Piacere has served as the training ground for two other sanctioned Italian contests attended by new KCBS organizers.

We leave Italy and travel to Prague, Czech Republic for cooking/judging classes.  The cooking class will be structured for the general public and a more intense class for the competitive cooker.  The CBJ students will attend the competitive cooker class and judge the meat entries the following day in a mock KCBS contest where the cooks hear them critique their entries in each category.  A sanctioned Prague contest is schedule for September.

The Lohman’s will stay an extra week for the Prime Uve contest.  This is the first invitational contest in Europe located North of Venice in Gaiarine, Italy.  The organizer, Bonaventure Maschio Distrillery, has   patterned it after the American Royal and Jack Daniel’s World Championship Invitational Contests.  Bonaventure’s intent is to hold a “white-glove” event with 20 teams, chosen among the barbecue elite in Europe.  Every team country will have 1-3 teams invited according to their KCBS competition results between May 1st, 2014 and April 30th, 2015.  In addition to the four main meat categories, teams will compete in three optional categories of Sauce, Barrel Smoke (Anything Butt) and Dessert.  In the Sauce and Dessert category, it is mandatory to use one of the Prime Uve spirits.  In the Barrel Smoke category, it is mandatory to smoke with chunks from a barrel used for aging of Prime Uve Nere.  This barrel will be broken at the opening ceremony.

The International Board of Managers has officially sanctioned 35 International Contests to date.  This number far exceeds our 2015 goal of 27 contests by year end.  We now have 7 Contest Reps, 5 training in Europe, and two training for Australia.

The Board is also addressing the following challenges:

•           CBJ Manuals translated to local country language

•           Rep Training

•           KCBS Wearables

•           Printing of KCBS Contest Supplies

•           TOY and Country Cups

 

Each of these issues are being addressed by the appropriate committee within the Board of Managers.

CBJ Committee Report:

Randy Bigler:  No Report for May

MOTION:  Motion to approve travel reimbursement for board members to participate in Town Hall meetings.

The next CBJ meeting will be held 30 June 2015 @ 7:00 pm CST

Rep Committee

Kim Collier: Make a motion for a new Rep in Training.   Make a motion to approve a Rep.  Details discussed in closed session.

Things talked about:

No supply shipments will be shipped on Mondays. The office is too busy.

Shipping days will be Tues, Wed, Thurs, and Friday. 
If you request supplies after 2pm, they will ship the following day. Any requests on Friday after 2pm will not ship until Tuesday.

This was posted on the Rep Yahoo site.

Talked about not changing the 4 main categories in KCBScore, and this was posted on the Rep Site.

It was suggest to have the Tech committee to make it to where the 4 main categories cannot be changed in the next  KCBScore update. Dennis did make a note of this.  

Please accept my report

KCBS Score Committee/Technology Committee

Dennis Polson:  There are some Score issues with ties.  The cooks are getting the correct information at the contest, but the placing may not be the same on the website.

Scott and Steve Grinstead are working on this issue with InDevX to resolve this problem.

There are no other issues to discuss.

I move to accept this report.

 

Banquet Committee:

Sandy Fulton:  Committee:  Sandy Fulton, Carolyn Wells, Mike Peters, Chris Peters, Barbara Driscoll and Raye Keyes.   Tom Hillman resigned from Committee due to his current work schedule.

Trying to secure a big Banquet sponsor-Jim Beam has been discussed.  Mike McCloud is working on securing a sponsor. 

Recognition for former champions will be in the form of a slide show, acknowledgements etc.  The committee will update topic next month.

We will not host Champions Contest in conjunction with 2016 Banquet.  Topic will be removed from Banquet Committee Agenda and perhaps tie in with the 250,000 Meals initiative in the spring.

Mike and/or Carolyn will turn over the task of special recognition for judges, reps, past presidents and organizers to the appropriate committees.  Banquet Committee will no longer be involved in this other than adding it to the program for the Awards  Dinner.

80’s Party was discussed.  KCBS Members would send in their Prom Pictures-Put on display, choose Prom King and Queen.  Estimated costs, DJ, Photographer, and Decorations would be $2,500 not including finger food.  Estimating 300 people.  Committee would like to open it at no cost to all who attends.  Sandy will discuss at Board meeting for approval will have food costs by then.

Lifetime Member Reception is still being finalized.

Chris Peters is working on donations from various sources.  Committee is discussing the possibility of arranging for a silent auction.

Carolyn working on a guest speaker, she will advise of updates.

Barbara working with MMA about exhibitors will update at next meeting. 

Rayes working on BBQ Crawl.  Committee decided on the 3 restaurant package.  Raye will communicate with that vendor and ask for next steps to secure the package for our January dates.

Registration will be set up in the hotel lobby.  Per Raye, registration will be very streamlined and attendees will be able to sign up for what they want to participate in on the website along with the dinner and 80’s Party.  Chris has been extremely successful in securing items for the goody bags.

All sessions will need a brief written description that will be published in the final program.  Each moderator is being asked to write a 1 or 2 sentence general description of the session content and provide it to Sandy by November 1.  Also each moderator will be asked how much time is needed for their session so the agenda can be put together and do room assignments...

 Submitted to BOD for their approval.

 

Membership Report:

Mike Richter:    The Membership Committee will meet telephonically Wednesday, June 17th at 7 PM Central time.

 

Below are the membership numbers for May 2015:

 

Number of Total Members = 20,478

Number of New Members = 552

Number of Renewed Members = 1393

Number of Non-renewals = 980

Number of members who signed up via the website = 234 (30 were families)

Number of New Members from Judging classes = 181

Number of Lifetime Members = 759

Number of International Members = 752

Number of Countries represented by KCBS Members = 29

 

 

Rules Committee

Mike Richter:  The next meeting of the Rules Committee is Monday, June 8th at 7 PM Central time.

During the December 2011 Board meeting, the Board received a motion which passed requiring the identification of barbeque cook teams for TOY purposes by a single chief cook member number filed with the KCBS office at the start of the cook year.   Additionally, that chief cook must be present at the contest for that team to receive points toward TOY.  The Board also determined in the event of the chief cook is not present at a particular contest due to an emergency situation, the chief cook must present a valid and documented reason to the Rules Committee for ruling as to whether the reason justifies awarding TOY points to the team at the discretion of the Board. 

The Rules Committee has received inquiries asking how much time the chief cook must spend on site at the competition.  A search of the records did not reveal an answer and as such the following motion is submitted to the Board.

Motion:  The Chief Cook of record of the team for TOY purposes must be present during the Turn-in Windows for the four main meats in order for the results to count toward TOY.

 

Nominating Committee

Sandy Fulton: The nominating Committee will have its first meeting in July.  In the meantime we have posted notice of the upcoming elections and have published information on the procedures to follow for nominating an individual to the Board.  The rules will be in the July issue of the Bullsheet.

I move to accept this report

Communications Committee

Candy Weaver:  There was no Communications Committee meeting in May.  Next planned phone meeting will be June 16th.

Assisted Karrin Murphy on her first issue as editor of the Bullsheet.  Karrin did a great job! 

A sample Judge's Score Sheet was shared with the Technology Committee which passed it on to the CBJ Committee. 

 

Strategic Planning Committee

Bill Capstack:  Our committee members are Bill Capstack (Chairman), Paul Kirk, Mark Simmons, Dennis Polson, Bruce Bubacz, Joe Otto, Mike Peters (President) and  Carolyn Wells (Executive Director)

 

Our Committee met on May 18th and June 1st. 

 

1.         Permanent Home for KCBS:

We have examined nine properties thus far.  Of the nine, one looks promising at this time.  We intend to continue the search for buildings that offer the best fit for the needs of KCBS.  We have also interviewed three architectural firms for the program, design and build-out of our new home. Details of our interviews and recommendations will be presented to the board in the near future.  The search continues…

 

2.         Review prior board decisions for their origin, justification and continued relevance:  Each board member was provided with the converted (Excel to Word) document listing every board action from 2/18/1987 through 12/31/2014 along with instructions on how to extract data.  This document has proven useful in discovering the history of any particular discussed issue, such as TOY, banquets, CBJ’s, etc.  Our desire is that going forward that all future actions by the board since 2014 will be added to this document.

 

3.         Finalize the job requirements and transition agreement for the Executive Director:  The transition agreement is being prepared and we are contemplating that the document will be ready for board approval in July.

 

4.         Develop ancillary category standards:

The committee approved the standards for oysters, steaks, sausage, desserts and vegetables/vegetarian.  Hamburger guidelines have also been approved by the committee. We feel that going forward, that this committee should not be developing food standards for ancillary contests.

 

MOTIONS:

 

Motion to add hamburgers to the previously approved categories.

 

Motion to approve the guidelines for oysters, steaks, sausage, desserts, vegetable/vegetarian and hamburgers.

         

5.         Explore additional ways to expand participation at events, i.e., Collegiate-level competitions:

The planning for the first collegiate-level licensed competition at UMKC is progressing well.

We have obtained approval from the American Royal to conduct a tailgating competition at the Royal this year.  The proposed KCBS Tailgate Rules have been sent to the Rules Committee and the board for consideration.

 

6.         KCBS History: 

Data is being collected on a continuing basis.

 

 

Philanthropy Committee Report

Dave Compton:  All of the letters, both for acceptance and denial, have gone out for the Grants in Aid and the Charitable Grants for this year. 

 

We are starting to get ideas on what we want to change or improve for next year.  Now that we've got the initial program in place for electronic applications, making changes won't be that difficult.  Anyone who has an idea on improving the process or on the requirements is invited to send their ideas to philanthropy@kcbs.us and the Committee will take a serious look at them.

 

We hope to have all of our changes ready to present to the Board this Fall and that we'll post the applications a lot earlier than this year, hopefully by November at the latest.

 

We also will start putting together our "break out session" for the Annual Banquet in Kansas City next January and we'll keep the Banquet Committee up to speed on this.

 

I ask that the Board accept this report.

 

Old Business

NONE.

New Business

NONE.

Closed Session Agenda:

Kim Collier:  Propose new rep in training and new rep.

Bill Capstack:  Strategic Planning Office Location

Mike Peters:  Public Relations issue.



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