November Board Meeting Quick NotesNovember 11, 2016
Kansas City Barbeque Society
Board of Directors’ Quick Notes
November 9, 2016
Member request to speak:
Mike Peters, Randy Bigler, Bill Capstack, Dennis Polson, Mike Hays, Mike Richter, Sandy Fulton, Mark Simmons, Wayne Lohman, Dave Compton, Joe Otto, Arlie Bragg
KCBS Office: Carolyn Wells, Kim Collier, Karrin Murphy
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 Last Meeting
Sandy Fulton: I move to accept minutes of the October 12, 2016 meeting. Bill Capstack seconded. Motion carried.
Financial Statements: Mark Simmons
The Finance Committee moves that the financials be approved as presented and entered into the permanent record of KCBS. Bill Capstack seconded. Motion carried.
This concludes my report.
Randy Bigler: Like to report that the Open House and Ribbon cutting went extremely well. We had around 150-200 people in attendance. I would like to thank Carolyn, Sybilla, Karrin, Kim, Glenna, Rais, and Alyce, and Sammye. Thank Clara Williams for the food, Mark Simmons for being Master of Ceremonies and Bill Capstack for all that the Strategic Planning Committee has done
Sanctioning Report: Kim Collier
Date of Contest
New Contest Name
Lassen County Annual BBQ Cook-Off
*Car Blues BBQ
*Smoke on the Border
Out west Food Fest BBQ Competition
*The Wind Rider Music & BBQ Festival
*Chisholm Trail BBQ Cook Off
*The Great Wisconsin Tune Up BBQ Competition
*Decatur's Smokin BBQ Festival
*Music tree Festival
Smoke On the Trails
Southern Smoke BBQ Championship
Date of Contest
Existing Contest Name
Main Street BBQ& Blues Fest
Jiggy with the Piggy
Capital BBQ Festival
Farm Meat De Vaartse Hoeve BBQ contest
Papa Joe Banjo-B-Que & Music Festival
Jim Beam BBQ Classic
Tilley Harley-Davidson Biker Blues BBQ Rally and BBQ Classic
The Whistle-stop Festival & Rocket City BBQ
10th Annual Big Island BBQ
Smoke on the Water(Backyard Contest)
Seventh Annual Bull Moose
2017 Clayton Rib Cook Off(Competitors Series)
Hop's N Hogs On the Harbor(Formerly known as Badger Brew Que)
NYC BBQ Cook-Off
*Giant Barbecue Battle
24TH Annual Colorado BBQ Challenge
Historic New Castle BBQ
Madison Magazine BBQ Festival
Dodge City Days
BBQ on the Bow
City of Show Low's 5th Annual BBQ Throwdown
*Que by the Sea
6th Annual Smokin On The Lake
Stillwater Elks Lodge Blazathon
*Smokin-in-Sapulpa 4th Annual BBQ
6th Annual Death Door Barbeque
*Central Illinois BBQ Throwdown
Lakeland Pig Festival
*Holy Smoke BBQ Competition
Ohio Veterans Barbecue Cook-Off
Interstate BBQ Festival
Boss Hog State Championship Cook-OFF
*Knights Of Columbus BBQ Smoke Off 4 Life
*Bixby BBQ'n Blues Festival
Status – Date R'cvd Date of Contest Contest
Existing Contest 8/12/2016 04/08&09/2017 BBQ Boogie & Blues- Calhoun, Ga.
Conflicting Contests Hampton GA 109-120 miles,
Calhoun can only have 35-38 teams depending on the team’s space size. Most of the teams the go to Calhoun are from TN. Flip side Hampton GA/Atlanta Speedway would pull teams away if they have a prize purse and that will hurt the contest 600+ active teams in GA & TN
Arlie Bragg informed Kim that the Hampton Contest is going to be held the week before. It goes up another contest just 35-40 miles away. This change just happened yesterday and Randall asked Arlie to let the Board know. Randall will contact Kim with the information on this contest. It will be discussed at the Board’s December meeting when all information is turned in to Kim.
The Gardner Kansas contest that the Board asked Kim to see if the Organizer could choose a different date at last month’s meeting. The Organizer chose a date that does not conflict with another contest. No conflict now.
SANCTIONING COMMITTEE -Meeting Minutes
September 13, 2016
Chairperson: Sandy Fulton
Members: Carolyn Wells, Randy Bigler, Debbie Yopp, Kim Collier, Karrin Murphy, Mickey Williams, Michael Fay, Betty Frizzell, Sandy Fulton
As per the Sanctioning Committee’s request Sandy has contacted Graham Wilson and arranged for him to join our meeting. After introducing him he gave a brief history of his BBQ event in Apex North Carolina, and several of the ways he turned this event from a $10,000 deficit event into a $60,000 profit in 4 years. After our meeting the Committee agreed that he should be added to the Banquet agenda. Sandy will add it to the Facebook Organizers Page and Kim will email all Organizers letting him know he will have a session at the Banquet. Raye will contact the hotel to obtain a price on Boxed Lunches. The session will go from Noon to 3 M. Sandy will contact Graham to see if he will agree to do this and report back to the Committee.
Kim and Karrin have asked for the details for the ad for the Video Contest so it can be placed in the Bullsheet by the end of the year.
Debbie Yopp has been handling the Questionnaire for Survey Monkey. She needs to make a couple small changes and then it will be sent to all the Organizers by Kim. They will be told it is a confidential Survey. Karrin and Kim will tally the results of the survey. This survey will help us to determine where Organizers are having difficulties and where they are having triumphs. Economic Impact questions will also be asked. Sandy will share the results with the BOD.
Randy is still working on trying to find a nationwide sponsor for grills for the contestants.
The committee discussed the letter Sandy that was to be sent out regarding an Organizer’s conduct during the planning of her event. All were in agreement that the letter needed to be sent and to have the BOD approval on the letter. Sandy will discuss at next BOD meeting.
Please accept this report.
KCBS/MMA Marketing Report
(Stats through 10/1/16 - 10/31/16)
- Total page views for October: 424,445 (+0.44%)
- Total Unique Users for October: 50,478 (-15%)
- Time per Visit: 3:46 (+22%)
- Advertising sold for October: $300 (-29%)
- Scorecard Page Hits - See additional report
250KCBS Meals Mission
- Current Total to Date – 292,989 meals
- 124 Contests Signed Up to Date
● Ongoing coordination, planning, and logistics for 2017 Sam’s Tour
Great American Cookout Tour
- 2017 presentations in process
- Major event stops completed: 19 of 20
- Retail stops completed: 50 of 50
- November Stops
- Shelby Hog Happnin’
- World Food Championships
PR & Social Media
- ● Twitter Impressions: 64,700 (1.09% +)
- ● Facebook Page Likes: 47,150 (1.26% +)
- ● Facebook Reach: 133,562 (85.5% -) [no Sam's Club]
- ● Instagram followers: 1,078 (+32.1% +)
- ● Total Audience: 60,873 (1.66% +)
- Twitter Followers: 6,757 (3.04% +)
- Twitter Impressions: 8,900 (12.7% -)
- Facebook Page Likes: 24,224 (0.01% +)
- Facebook Reach: 19,737 (88.2% -) [fewer events to boost]
- Instagram followers: 255 (18.6% +)
- Total Audience: 31,236 (0.46% +)
ADVANCED ONLINE SALES REPORT
ROYALTY PAID TO KCBS
50% KCBS PORTION
50% MMA PORTION
- We have 3 companies seeking new Seals of Approval for 2017
- Seeking board approval if the subcommittee recommends
Marketing Committee: Mike Hays
The Marketing Committee met November first and for updates on some of the prospects we are talking to about providing member benefits. We also narrowed down a list for companies to focus on for 2017.
We are working on a link on the KCBS website to allow donors to donate to the Wall of Flame online instead of having to call the office. They will also be able to designate their donation as a gift, and MMA is in the process of designing the Thank You card that will be sent to the gift recipient. We look for this to be available before Thanksgiving and will use social media, an eblast and the website to announce this new feature.
The next meeting is scheduled for Tuesday, Dec 6th at 6:00 pm CST.
I ask the Board to accept this report.
KCBS Marketing Committee Chair
International: Wayne Lohman
No Report for November.
Minutes for CBJ Meeting
October 25, 2016
7:13 pm Central Time
Committee members attending:
Dennis Polson-CBJ Chair
Rich and Bunny Tuttle
Newcontinuing educations questions are now on line. Carol Bigler reported that she had used the service twice and it was working as it was designed to do. She did report some errors did appear (duplicate answers, misspelled words, etc.). Dennis suggested that all members of the committee use the site and send any errors to him.
Writing on judging plates-
Dennis reported that the board did not want any judge to write on the judging slip, but could write on their judging plate. After much discussion, Kelly McIntosh suggested the following:
The judge may write down their scores and concise notes regarding an entry on their judging plate for the purpose of filling out comment card (s) after their score card has been turned in to their table captain. No other notes of any kind may be written down in a notebook, napkin, or any other media. The judge’s personal scores and the box numbers they judged shall not be disclosed outside the judging area. This includes sharing with a cook or sharing/posting on social media. What happens in the judging area stays in the judging area.
Dennis moved that we accept the statement of judges keeping notes on the judge’s plate. Mike Richter seconded. Motion passed.
Mike Peters asked the committee for a recommendation to allow judges with 10+ KCBS sanctioned judging sessions to be vetted for the ambassador program, instead of requiring them to be a Master Judge. In trying to better understand the program, he introduced Donna Fong from California, where she has been utilizing the program. Mike, Kelly and Carolyn have witnessed the program in action, and are very pleased with the results. Kelly and Donna explained the program has 3 judges in the booth and the head judge reports to the Reps at the contest if all went well.
Mike asked if it would be possible for those judges working in the booth to receive a signature in their book for manning the booth. After much discussion, it was decided that the committee did not have any problem with giving a volunteer signature, as long as the board approved. Dennis will bring the matter to the board for approval.
In the end, the committee agreed to the following:
- To allow judges with 10+ judging sessions to be in the ambassador program
- To give a volunteer signature for manning a booth at a sanctioned KCBS event.
We adjourned at 8:07pm CST
Respectively submitted by
Carol D. Bigler
I move to accept the Official Certified Judges Contest Verification Record new form. To be discussed at next month’s meeting. Motion withdrawn.
KCBS Rep Committee Meeting
KCBS Rep Committee Minutes
November 2, 2016 at 7 pm CDT
Members Present: Dennis Polson, Chair; Mike Hays, Co-Chair; Steve Alvarez, Ralph Weller, Maxine Kilgore, Mike Eberle, Kathy Brazier, Bill & Debbie Gage, Dave Londeen, Linda Polson, Randy Bigler ,KCBS President; Carolyn Wells, KCBS Executive Director; and Kim Collier, KCBS Office Staff.
Dennis called the meeting to order. He reported that John Ryan, a Rep in Training from Kansas City/Melbourne, Australia has completed his training is and is ready to be recommended to the BOD for approval. Bill Gage requested that International Rep status be tabled for the time being.
Dennis reported that the BOD did not accept the statement presented about judges keeping notes on entries and wants judges to be able to write numbers and notes on plates to help fill out comment cards. Following discussion, the following statement was developed for submission to the BOD for approval:
The judge may write down their scores and concise notes regarding an entry on their judging plate for the purpose of filling out comment card(s) after their score card has been turned in to their Table Captain. No other notes of any kind may be written down in a notebook, napkin or on any other media. The judges’ personal scores and the box numbers they judged shall not be disclosed outside of the judging area. This includes sharing with a cook or sharing/posting on social medial. What happens in the judging area stays in the judging area.
It was suggested that the statement, if approved, be added to the judges’ and table captains’ scripts for 2017.
The issue of excessive comment cards was discussed at length. No decision was made.
The seating of judges was discussed. It was reported that some Reps are seating judges without consideration of experience, etc. Some use the “Southwest shuffle,” some try to pre-seat judges based on information provided by the organizer and some mix the group after they are seated. More information will be obtained and discussion continued at the next meeting.
Meeting adjourned at 8:10 pm.
Respectfully submitted by:
Linda Polson, Recording Secretary
November 2016 KCBS Rep Committee Minutes
In closed session discussion of Rep.
Tech Committee-Joe Otto
The Tech Committee met on November 1, 2016. We discussed projects worked by our committee this year and status of projects:
12.6.1 Is currently in place and working
12.6.3 and 12.6.5 are in development stages, 12.6.3 will be available for trial tests soon and 12.6.5 soon after. 12.6.5 Should be in place early next year.
Data is now provided to the board to show how many judges access each week and each month.
Changes are in place to assist the office in computing Backyard TOY and International TOY
KCBS has a company page on LinkedIn; member’s accounts now show the KCBS logo beside lines for certification, volunteer activity, etc.
The focus of the Tech Committee through January will be to review: website, software packages, and applications.
To suggest direction and improvements for discussion at the Strategic Planning portion of the February meeting of the BOD.
October 25, 2016
MEMBERS: Randy Bigler, Carolyn Wells, Randall Bowman, Julie and Rusty Cook, Rais Keyes, Carol Bigler, Darrell Meade, Sandy Fulton and Karrin Murphy.
The committee discussed the addition of Graham Wilson to the Banquet Schedule. Carolyn’s thoughts were that we should allot 3 hours for his session, in particular for the Question and Answer segment. Rais will contact Hotel for a price on a Boxed Lunch. Sandy will add it to the Facebook Page for Organizers and Kim Collier will send out an Email to all Organizers. Sandy will contact Graham and confirm with him. Rais says she can schedule him on Saturday from Noon to 3 PM.
Rais reported that she is going to ask Sammy to do a Press Release to help secure Exhibitors for the Banquet, as of now we only have one.
Rais is now in the process of finalizing the Schedule and having it ready to be placed in the Bullsheet.
Randall and Julie and Rusty are gathering items for the Goody Bags. A big thank you to them for helping with this task.
Rais reminded Sandy to mention to the Board members to be prepared to give their reports on the accomplishments for this past year for each of their committees. This session will be Friday morning from 9-10:30 AM.
We will be doing Bingo; Randy has agreed to help with this. The cost will be $1.00 for three cards.
Sandy has been asked to find out from Graham Wilson if he has any audio visual needs so we can pass that information on to Randall.
Rules Committee: Mike Richter, Chair
The Rules Committee met October 10th. The majority of the meeting centered on the comments and suggestions received regarding the proposed motion to return the maximum TOY points to 50 from 35. (The motion was withdrawn at the October Board meeting.) The committee also discussed other topics including suggesting organizers consider paying top five overall and/or paying deeper in the individual categories. The next meeting is Monday November 14th at 7 central.
Earlier in the year an adhoc committee was formed to look at defining an "Invitational" competition. The Rules Committee will discuss the below definition at our November meeting. The committee will hopefully have a definition proposal for the Board in December.
An "Invitation Competition" is hereby defined as a KCBS sanctioned competition in which the competing teams are invited to participate by the contest organizer. Furthermore, teams that are not invited are not permitted to sign up and compete at said contest.
Not sure we need to address type of smokers, years of the contest, invitation criteria, etc. as it is irrelevant and an invitational contest is simply a function of the organizer limiting entry into the contest.
Membership Report: Mike Peters
October Membership Numbers
Active Members 21001
New Members 335
New from CBJ Class 113
Renewed Members 984
Non-Renewed Members 610
New from Website 165
Total Lifetime Members 1109
International Members 1210
Countries Represented 30
Membership Committee met on Wednesday, October 26.
Ambassador Program - MNBBQ has reached out and Donna Fong has been in communication to implement the program in MN. CBJ committee is in favor of allowing CBJ’s who have judged at least 10 contests to receive “V” Volunteer signatures for serving as ambassadors. This has always been the membership committee’s intent. Currently MCBJ’s are being targeted as KCBS Ambassadors but there are times when MCBJ’s are needed for judging and a qualified CBJ would be used. This volunteer signature would go towards MCBJ status.
Proactive Membership Drive - With the membership rate change, the committee suggests that we send out the email with “Before the rates change” as soon as possible.
Discussion on opening back up CBJ classes and increasing food quality at CBJ classes to better help new CBJ’s understand competition quality BBQ. KCBS needs to set high expectations of class cooking teams and new judges. Good food makes better quality judges. Our opinion - better food comes when classes are scheduled at a different time than contest. Suggest finding competition cooks that also cater.
Motion - CBJ’s who have judged at least 10 contests are eligible to receive volunteer signatures to count towards Master Status. This is for the Ambassador Program for volunteers outside the judge’s tent. Dave Compton second. Motion carried.
Nominating Committee: Arlie Bragg
We have seven people running for the 2017 Board of Directors. They have been sent an email requesting an ad for the Bullsheet if they want us to run one. The members running are:
All have accepted the nomination.
I would also like to speak on the renumbering system at our contest.
COMMUNICATIONS COMMITTEE: MARK SIMMONS
The communications committee met via conference call on Wednesday, October 26.
In attendance were Mark Simmons, Debby Gage and Karrin Murphy.
The committee is reviewing ways that Kids Q participation can be enhanced and also some evaluation of the advertising component of the Bullsheet.
No recommendations are brought before the Board of Directors at this time.
Strategic Planning Committee: Bill Capstack
STRATEGIC PLANNING COMMITTEE REPORT
Our committee members are Bill Capstack (Chairman), Joe Otto (Co-Chair), Bruce Bubacz, Sybilla Hawkins, Doyle Hill, Paul Kirk, Skip Sayles, Mark Simmons, Jon Williams, Randy Bigler (President), and Carolyn Wells (Executive Director).
Our future meeting schedule: 1st and 3rd Mondays (unless there is a holiday) 7-8 P.M. (CDT) November 21; December 5, 19;and January 2017 2.
We met on October 17th and November 7th.
KCBS World Headquarters:
- The Ribbon Cutting/Grand Opening event was a success.
Develop and Finalize the Executive Director Transition Agreement, Duties, Responsibilities and Competencies:
- The final draft of the Succession Plan was reviewed by the Executive Committee and will be discussed in closed session.
Explore additional initiatives to recommend for consideration by the various committees at the annual Strategic Planning session next February:
- In motion.
We ask the board to accept this report.
- Motion to approve the Executive Director Succession Plan.
Philanthropy: Dave Compton
This month we were still working on getting the applications finalized for the KCBS Scholarships and the Challenge Grants. Hopefully everything will be ready to post before the first of the year at least that is what we're aiming for.
We are also looking at a better, more efficient system for submitting applications and handling the applications after they are submitted. This is a long term project that we're just starting to look at, so we'll try to do periodic updates on what's happening.
Our Committee is also always looking for ways to better serve our members through Philanthropy so any ideas that anyone might have would be welcome.
I ask that the Board accept this report.
At 7:52 PM CST Sandy Fulton moved and Bill Capstack seconded that the Board meeting go into closed session. Motion passed.
Closed Session Agenda
Dennis Polson: Discussion of Rep.
Bill Capstack: Motion to approve the Executive Director Succession Plan.
Mike Peters: BBQ Cleaner Co. Seal of Approval
At 8:48 PM CST Mike Hays moved and Mike Richter seconded that we go into Open Session, Motion passed.
Dennis Polson moved and Mike Richter seconded that John Ryan be approved as a Domestic Rep. Motion passed.
Mike Peters made the motion and Bill Capstack seconded that we apply the Seal of Approval to the BBQ Cleaner Company. Motion carried.
Bill Capstack moved to approve the Executive Directors Succession Plan. Dennis Polson seconded. Randy Bigler asked for any discussion on this motion. Dennis Polson moved to table the motion to research more information on the Succession Plan. Wayne Lohman second the motion. Motion Passed to table discussion until a later date.
Mike Richter moved and Wayne Lohman seconded that the meeting adjourn. Motion passed. Meeting adjourned at 8:52 PM CST.