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April 2018 Quick Notes

April 12, 2018

Kansas City Barbeque Society

Board of Directors Meeting

Wednesday, April 11, 2018

Quick Notes

 

Meeting called to order at 7:02 Central

 

Roll Call: Mike Peters, Wayne Lohman,  Dennis Polson, Mike Richter, Arlie Bragg, Randall Bowman, Phillip Brazier, Jason Cole, Alan Sellers, Michael Kalny, Jay Amsbaugh, Eric Burkhart

KCBS Office: Carolyn Wells

Request to Speak: None

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.

Request to move into closed session to discuss RFP Proposals

            Mike Peters: Motion to move into closed session

            2nd Wayne Lohman - Approved unanimously.

Moved to closed session

Open session 8:15 central

             Mike Peters: Motion to finalize negotiations of the contract not to exceed amounts discussed for the new KCBS platform that was presented.

            2nd Richter Motion passed unanimously

 

Minutes of March 2018 Meeting

            Mike Peters: I move to accept minutes of the March meeting.

            2nd - Phillip Brazier Motion passed unanimously

 

Financial Statements

            Phillip Brazier: Financial reports were emailed to the board. Pleased accept this report.

 

President’s Report:

GAC Brand Partners

Brands that we have never had before. One of the best years since inception

McCormick Grillmates, Blue Rhino, Bubba Burger and Gunter Wilhelm are all returning again for 2018. McCormick is also bringing their other brands including Stubbs BBQ Sauce, Franks Hot Sauce, French’s and Lawry Seasoning. GrillGrates, Green Mountain Grills, Reynolds Aluminum Foil, Igloo Coolers and Royal Oak Charcoal are joining the tour in addition to Compart Duroc, Otto Wilde Grill, Bull Grills, Diamond King Smokers, BBQ Guru, BBQr’s Delight Pellets, BillE’s Bacon, Pine Mountain Logs and Diamond Matches.

 

Sanctioning Report:

 

 


EventName

StartDate

EndDate

ContestLocation

The Great Northwest Barbecue & Beer Festival 

7/13/2018

7/14/2018

Coeur d' Alene, ID

New Jersey State Barbecue Championship 

7/13/2018

7/14/2018

North Wildwood, NJ

Pigs and Peaches BBQ Festival

8/24/2018

8/25/2018

Kennesaw, GA

*2nd Annual Halfway to St.Pats BBQ Contest

8/25/2018

8/26/2018

Emmetsburg, IA

Mazatzal Grill Masters-BBQ competition & Testicle Festival 

9/28/2018

9/29/2018

Payson, AZ

*SMOKEToBERFEST

10/5/2018

10/6/2018

Ottumwa, IA

*NILE Beer B Q

10/13/2018

10/14/2018

Billings, MT

Slab-O-Rama Barbeque Challenge

1/18/2019

1/19/2019

Bullhead City, AZ

*Shotgun Fred BBQ Showdown

2/15/2019

2/16/2019

Huntsville, TX

*Meat, Smoke & Beer Festival-Barbecue at the Lakeside Moebisch

6/2/2018

6/3/2018

Morbisch, 

*Iowa Juneteenth Observance( Grilling Competitors Series)

6/16/2018

6/16/2018

Des Moines, IA

*BBQ-Fest Cooking Contest

7/20/2018

7/21/2018

Dyersburg , TN

26th Annual State BBQ Championship of Nebraska 

8/10/2018

8/11/2018

Arlington, NE

*Smokin on the White

9/7/2018

9/8/2018

Batesville, AR

BBQ in the Badlands

9/21/2018

9/22/2018

Glendive, MT

*Barbeque on the Hill (COMPETITOR'S SERIES)

9/22/2018

9/22/2018

Blue Island, IL

Boo-B-Que

10/19/2018

10/20/2018

Rehoboth Beach, DE

*Best of the Midwest BBQ Cook-off

10/19/2018

10/20/2018

Union Grove, WI

Assumption Fest Smokin Hot BBQ Contest

6/29/2018

6/30/2018

Assumption, IL

RiverFest Red White & Que

7/7/2018

7/8/2018

Bellevue, NE

Wild West BBQ Shoot Out

8/24/2018

8/25/2018

Wendover, NV

*Cherokee Strip BBQ Cook-Off

9/21/2018

9/22/2018

Ponca City, OK

*Qlathe BBQ Championship

3/15/2019

3/16/2019

Olathe, KS

Smokin in the City

4/21/2018

4/22/2018

Perth, 

 

Back To Mayberry

7/6/2018

7/7/2018

Rodney, IA

Pikes Peak BBQ Showdown(GRILLING COMPETITORS SERIES)

8/17/2018

8/18/2018

Woodland Park , CO

Chamber Low and Slow Barbecue cook off(BACKYARD ONLY)

8/25/2018

8/25/2018

Nevada, MO

39th American Royal World Series of Barbecue (INVITATIONAL)

9/14/2018

9/15/2018

Kansas City, KS

*Big Brothers And Big Sisters Riverfest

9/14/2018

9/15/2018

Decatur, AL

39th American Royal World Series of Barbecue (OPEN)

9/15/2018

9/16/2018

Kansas City, KS

Smithfield BBQ Classic

9/28/2018

9/29/2018

Richmond , VA

Kincaid Fair Smoke Off(BACKYARD ONLY)

9/29/2018

9/29/2018

Kincaid, KS

*Cape Coral Rotary BBQ Smoke Out

2/22/2019

2/23/2019

Cape Coral, FL

Need BOD Approval

National Pitmaster Championship (Meat is being supplied) Cumming, GA 07-20&21-18 No Conflict and returning just on a different date. Last year 07-14&15-2017

*The KCBS board has approved the Guinea Pig series as presented which must have board approval, not in-house. See below for details under Meat Provided Contests.

Committee suggests that the National Pitmaster Championship be approved as a master series event.

Motion by Mike Peters to approve the National Pitmaster Championship as a Master Series event.

2nd Wayne Lohman Passed Unanimously

The National BBQ Cup/Que’n in Cumming, Cumming GA 11-16-18-2018 Returning contest. This is the double contest held same day, same time, same location. 

They are asking for a waiver of Rule #2 for the TWO - Day 1 events so that TOY points will be awarded. Rules would not change for 2018 so waiver is requested for 2018. 

Committee suggests that the National BBQ Cup/Que’n in Cumming, Cumming GA be approved with a waiver granted.

Motion by Mike Peters to approve the National BBQ Cup/Que’n in Cumming, GA dual event waiver of Rule #2.

2nd Mike Richter Passed unanimously

Discussion points for rules committee concerning double contests have been shared for their review.

 

Sanctioning Committee Report

Sanctioning Committee Met on Wednesday April, 4

Two events for Committee review

National Pitmaster Championship (Meat is being supplied) Cumming, GA 07-20&21-18 No Conflict and returning just on a different date. Last year 07-14&15-2017

*The KCBS board has approved the Guinea Pig series as presented which must have board approval, not in-house. See below for details under Meat Provided Contests.

Committee suggests that the National Pitmaster Championship be approved as a master series event.

The National BBQ Cup/Que’n in Cumming, Cumming GA 11-16-18-2018 Returning contest this is the double contest held same day, same time, same location. 

They are asking for a waiver of Rule #2 for the TWO - Day 1 events so that TOY points will be awarded. Rules would not change for 2018 so waiver is requested for 2017. 

Committee suggests that the National BBQ Cup/Que’n in Cumming, Cumming GA be approved with a waiver granted.

Two contests on same day rule

Rule #2 States

2) Each team shall consist of a chief cook and as many assistants as the chief cook deems necessary. A team shall not compete in more than one KCBS sanctioned contest under the same team name, on the same date. Chief cooks and/or assistant cooks may only cook for their designated team at the contest they are attending.

This was what we discussed at the last meeting:

Discussion of two contests being held on the same day as Master Series events. 

There is currently a rule that states a cook team can only receive points for one contest per day. This rule was established so a team could not game the system and gain points at two different contests on the same day in different locations. That was the “intent” of the rule. Should this rule be changed/modified, the committee suggests the following:

There should be strict guidelines implemented and enforced:

Both contests must be held on the same day/weekend,

Both contests must be held at the same address,

Both contests must have the same organizer,

If a cook enters both contests, the head cook must be the same, 

Each contest must have separate contest representatives,

Each contest must be open for a cook to be able to just cook one of the two. 

Both contests must have board approval instead of office approval. 

Contests should not be approved for an inexperienced organizer.

Very experienced contest reps should be assigned by the KCBS Rep Chair. 

1 event must not be dependent on the other event. 

The Sanctioning committee would like the Rules committee to review and bring a motion to the board for a rule change of Rule #2

Backyard Events - 

The committee recommends the following as motions to the board:

Any Backyard contest having 20 teams or less only be assigned one contest representative. 

A Backyard event is considered Chicken and Ribs with ancillary events being other than Pork and/or Brisket. Any Backyard event that includes more than Chicken and Ribs of the standard KCBS meats must be sanctioned as a competitor series event or if the event includes all four KCBS meats (Chicken, Ribs, Pork and Brisket), it must be sanctioned as a Master Series event. 

Professional Organizer Designations

On 3/10/10, the board approved the following:

"Professional Organizer/Promoter Exemption: A Professional Organizer/Promoter is an individual who has acted as an Organizer or an individual who has been the legal agent for an Organizer acting as a "Promoter" of a KCBS Master Series contest, a KCBS or Competitive Series, or a combination of the above for a minimum of 20 events total (lifetime), or in the alternative 5 events for each of the previous 3 years. (15 events) A Professional Organizer/Promoter must be in good standing with KCBS, in compliance with all rules for contests and a member of KCBS who supports the values and ideals of KCBS.  Exception: KCBS will grant an exemption to a person who meets the above definition as follows: Application for sanctioning time period: 60 days minimum for sanctioning of a Masters series or a Competitive series contest.  

The committee recommends the following as motion to the board:

The Sanctioning committee recommends the following:

"Professional Organizer/Promoter Exemption: A Professional Organizer/Promoter is an individual who has acted as an Organizer or an individual who has been the legal agent for an Organizer acting as a "Promoter" of a KCBS Master Series contest, a KCBS or Competitive Series, for a minimum of 5 events for each of the previous 3 years. (15 events) A Professional Organizer/Promoter must be in good standing with KCBS, in compliance with all rules for contests and a member of KCBS who supports the values and ideals of KCBS.  Exception: KCBS will grant an exemption to a person who meets the above definition as follows: Application for sanctioning time period: 60 days minimum for sanctioning of a Masters series or a Competitive series contest.  The Professional Organizer must petition the Sanctioning Committee for inclusion including their list of contests over the previous 3 years. 

The list of Professional Organizers will be shared with interested parties contacting the KCBS office for assistance with their events. This will take the responsibility off of the office staff to recommend or suggest individuals.

Mileage/Distance rule

20. Sanction requests are reviewed at the time they are received. Contests that are less than 150 miles and have not co-existed in the past will be given to the Board of Directors for approval. Sanction approval is at the discretion of the Board of Directors based on date availability, lead time, strength of application and supporting materials, availability of Contest Representatives and other factors.

This was discussed and Density and Saturation are different in different areas of the country. Another issue is FRI/SAT and SAT/SUN contests. Should the Mileage Distance rule be for a weekend instead of turn in day? The sanctioning committee would like more input and believe that more information should be gathered to determine if mileage for FRI/SAT and SAT/SUN contests are a greater concern than mileage for same day event.

Not discussed but on the agenda for May Sanctioning meeting:

Cook Team Payout - should we have stricter rules for first time organizers or events to insure that teams pay out? Require a bond? 

Per the sanctioning agreement - events must provide a prize letter guarantee and be an organizer in training prior to their first event. Is this currently followed? Does the sanctioning agreement need reviewed?

Sanctioning agreement - one time revocable license for the use of our data by a contest. Includes data including placement of winners for use by the event only. 

What is considered an INVITATIONAL?

Discussion

Sand Springs, OK event - has CW reached out to them?

 

Motions for the board:

1. Any Backyard contest having 20 teams or less only be assigned one contest representative. 

   

A Backyard event is considered Chicken and Ribs with ancillary events being other than Pork and/or Brisket. Any Backyard event that includes more than Chicken and Ribs of the standard KCBS meats must be sanctioned as a competitor series event or if the event includes all four KCBS meats (Chicken, Ribs, Pork and Brisket), it must be sanctioned as a Master Series event. 

Motion by Mike Peters

2nd by Mike Richter 

 

Mike Peters - Motion tabled until ready to present to the board

Mike Richter - 2nd - passed unanimously

Discussion - Financial - BY each rep gets $100 plus computer fee of $50.

One rep DQ? Why all 4 meats? Loophole being taken advantage of - less cost for organizer.

Current Backyard rules - 2 meat categories. Additional categories allowed but not towards GC 

Grandfather existing contests? Why not just raise price instead?

KCBS contest reps should police to insure only 2 meats going towards GC. Current rules should apply.

Events should have to petition the board for a waiver if they plan on having more than the 2 meats. Past contests should only be considered, not new ones.

Contest Representative motion has been passed on to Rep Committee for review and submission should they so choose. BY Rules have also been forwarded to Rep committee for review.

"Professional Organizer/Promoter Exemption: A Professional Organizer/Promoter is an individual who has acted as an Organizer or an individual who has been the legal agent for an Organizer acting as a "Promoter" of a KCBS Master Series contest, a KCBS or Competitive Series, for a minimum of 5 events for each of the previous 3 years. (15 events) A Professional Organizer/Promoter must be in good standing with KCBS, in compliance with all rules for contests and a member of KCBS who supports the values and ideals of KCBS.  Exception: KCBS will grant an exemption to a person who meets the above definition as follows: Application for sanctioning time period: 60 days minimum for sanctioning of a Masters series or a Competitive series contest.  The Professional Organizer must petition the Sanctioning Committee for inclusion including their list of contests over the previous 3 years. 

Motion by Mike Peters

2nd by Dennis Polson Unanimously approved

 

Marketing Committee Report

Marketing Committee met on 4/10/18

We discussed adding value to our membership benefits and perks to our members. The majority of the meeting revolved around how to increase the attendance at banquet. Auction  items and giveaways, recognizing not only the top 25 teams but also judges, reps & organizers. We discussed how we can recognize the top teams in the 20, 15, 10 or 5 or less categories. How can we promote the banquet throughout the year, types of breakout sessions that will benefits our membership and sponsors for the banquet. We moved our meeting to the 4th Wednesday at 7pm central.
 

 

International Committee Report

2018 April International Board of Managers Report

Canada is off to a roaring start with new contest for 2018.  Five new contests have applied for sanctioning in the first 4 months of this year.  New contest locations include Comrose, Quebec City, Ayr, Niagara Falls and Swift Current with ongoing discussions for 4 more events later in the year.  Craig & Heather Maiden will start their Rep Training this month and will be a big help with new contests in the Eastern Provinces of Canada.

Our European BBQ circuit is also off to a good start with 2 new contests in March and April for a total of 13 BBQ events.  New contests have been scheduled in Bristol, England, Belgrade, Serbia and Le Touque (le-2-K), France to date.  Our two new European Reps, Andreas & Eva Schnoll will have completed their training by June giving us a total of 8 Reps in Europe.

Contest activity has also picked up in Central America with our second contest in Costa Rica and discussions of 3 new BBQ events in Panama.  Part of the KCBS International IOTeam is in Costa Rica this week for both a contest and CBJ class in addition to training two new rep couples, based in San Jose.  This will give us a base to expand into Mexico and Central & South America. We are still working on a date for a CBJ Class and contest in Brazil, later this year.

Our projected contest count for 2018 is 55-58 events.  We expect our membership base to continue to grow as all of our reps will be trained instructors by the end of the year.  We see growth opportunities in Australia and now have two reps helping with organizers in that country.  Asia is moving very slowly but we are working on our first contests in Japan & Guam later in the year and working on identifying two potential rep candidates in Eastern Asia area.

 

Rules Committee Report

The committee met March 20th. Several topics were discussed including the reheating of meats, pan frying, and sampling the samples in a box.  The next meeting is Tuesday, April 17th at 7 central.

 

CBJ Committee Report                                       

KCBS CBJ Committee Meeting

March 26, 2018 7 pm CDT

Members Present: Dennis Polson, Chair; Jason Cole, Co-chair; Linda Polson, Recording Secretary, Carl Parrish, Marge Plummer, Maxine Kilgore, Frank Gonzales, Jon Amedei, Ralph Williams, Bill & Debbie Gage, Brian DeCoud, Phillip Brazier, KCBS BOD, and Carolyn Wells, KCBS Executive Director.

Dennis opened the meeting & explained that a potential sponsor is interested in providing coupons for their product to CBJs at contests & that the BOD requested CBJ Committee suggestions of ways to fairly distribute the coupons. The committee discussed the topic at length; Dennis will provide the list of ideas to the Bod.

The other item for discussion was CBJ re-certification. Items discussed were: 1. judges being taught the scoring system differently at different times over the years, 2. suggestion that judges cook with teams more than once & cooks learning from the judging experience, 3. cooks who are not objective about quality of their entries on a given day, 4. difficulty of successful retraining after a judge has used certain criteria for a long time, 5. value of comment cards to cooks & whether comment cards should be mandatory in certain instances, 6. options for re-training, i.e. online, etc. & tracking judges who have done Continuing Education or been re-trained, 7. suggest that reps promote online Continuing Education, 8. need for database of cooks who are willing to mentor CBJs for cooking experience, 9. posting CBJ Power Point presentation on-line for refresher, & 10. possible need for testing after training. The committee will discuss this topic further at future meetings.

A question was raised about the Judge sign-up on KCBS website. The process & problems were reviewed & it is apparent that many organizers/judge coordinators do not understand how the process works & education is needed.

The meeting adjourned at 8:10 pm.

Linda Polson, Recording Secretary

 

Rep Committee Report:

NO REPORT

 

Technology Committee Report

KCBScore is on version 12.6.1.5 and there is currently nothing in process.

Sent suggestion to CBJ chair concerning CBJ class attendees signing up online prior to the class. This would make class costs one simple fee for the organizer, allow the attendee to have his member number prior to the class, provide cost savings for family memberships, reduce errors, and significantly reduce back office processing time. We have shared with a couple of upcoming class instructors and we will work together to test the process.

ParkRoad is working with the office concerning processes and efficiencies. RFP presentation for approval.

 

Strategic Planning Committee Report

NO REPORT

 

Banquet Committee Report

Banquet Committee meeting 3/27/18 at 3:35 PM

In attendance: Mike Kalny, Alan Sellers, Kim Collier, Karrin Murphy, Marty Bodine, Greg Macaleer, Carolyn Wells, absent Eric Burkhart, Jason Cole, Randall Bowman

I st Chair Mike Kalny opened the meeting with an agenda of how to break even and enhance the overall experience of the attendees.  Carlyon Wells indicated that most of the expenses occurred due to the cost of the meal ($60) combined with a 23% surcharge + sales tax.  The $16,000 food and beverage fee was met along with the 190 room night minimum for the weekend.  No hard figure on the number of attendees but an estimate of 250 was given by Carolyn.  The AV costs were $3,500 for big screen and projector. The DJ charged $500 and photo booth $300.

Allen Sellers wanted to broaden the number of sponsors and trade show participants as well as providing interesting and member beneficial classes such as meat trimming and spice blending.  Kim Collier will contact Keith of Valley Oaks Steak Co., in Lone jack, Mo about the meat trimming class and Allen will contact a spice blending instructor. 

It was mentioned that new sponsors will have to be found for each meat category at the awards ceremony.  Allen was to contact a Kobe Brisket company and Marty Bodine was to check on a chicken sponsor.  It was recommended that all new sponsor contacts be run by Randall Bowman to avoid conflicts with other sponsorship programs.

To increase attendance Allen recommended having celebrity chefs demonstrate cooking classes.  Karrin thought with the cost involved by providing comp rooms and fees the negative cost would outweigh the added attendance draw.

Mike Kalny thought emphasis should be placed on recognizing judges during the banquet.  It was mentioned that time restraints and lower award money this year would prevent this recognition at the banquet itself but maybe at the CBJ meeting in the afternoon. It was also mentioned that organizers should also be recognized.  A certificate of appreciation maybe.  It was also discussed how to accurately determine how many contests judges attended since they may be table captains and volunteers.  Allen thought this can be mined by the new computer seating program which should list every judge attending a contest regardless of his function.  Mike Kalny thought it would also be beneficial to recognize teams by 1st/2nd/3rd/ place according to how many contests entered; such as 5 or less/10 or less/15 or less. It was even mentioned to somehow recognize backyard contest winners after so many contests even though their points are not recorded.

Marty asked how many sponsors would be needed.  Karrin is working on a sponsorship platform.  $10,000-$5,000-$2,500 and what perks they will get such as a full table at the banquet.  Karrin will also contact last year sponsors such as the KC BBQ store.  Each sponsor will be provided a table for a trade show presentation if wanted.  Such as Original Juan’s and OP Food Expo last year. 12 tables were available last year for vendors and only 6 were used.  Many sponsors declined a table.  Carolyn emphasized this is an annual meeting and awards banquet not a trade show per se. Kim will check on additional room for vendors next year if needed.

Karrin will put a blurb in the BullSheet in April about the banquet in 2019 and also on social media/Facebook.

Kim is collecting items for the raffle and already has some for next year.  Karrin will check on signage banners.  Kim said the raffle for contests will be done differently next year starting earlier on Saturday with a 1 PM cutoff and raffle at 2 PM.  Members of the committee were encouraged to be on the lookout for donors/sponsors especially in the greater KC area.  It was suggested that an event for Saturday afternoon be a BBQ tour of area restaurants paired with Boulevard beer, maybe a luncheon or dinner Friday at Q39 where Boulevard beer could be paired with the menu.

Kim suggested a hula hoop contest for the Friday night dance with winners getting a $25 hotel gambling voucher. A new DJ will probably replace last years.

The meeting was adjourned at 4:30 PM.

Mike Kalny

Banquet Committee 1st Chair

Discussion - should be more value to non-top 25 teams. Deals at banquet, classes, etc. Must be more financially feasible.

 

Membership Committee Report

Active Members                    19,852

New Members                      389

New from CBJ Class           133

Renewed Members                         1597

Non- Renewed                     974

New from Website               145

Total Lifetime Members       1596

International Members        1510

Countries Represented      33

Members “auto” renewed   607

Membership committee heard a report on the Ambassador Program from Donna Fong.  They need more materials to hand out to prospects, will work with the office to obtain what they need.

There was a general discussion of possible new ideas that we will continue to work on.

 

Nominating/Election Committee Report

NO REPORT

 

Education/Communication Committee Report

The committee met and concluded that our social media exposure needs to be drilled into and develop a better understanding so that we don’t drive off into the weeds trying to fix or change anything at this juncture in our web/ reporting of social media during and in conjunction with current web development.

As for the Education side we are going to focus on Kid’s Q as the Education arm and drive more efforts into exploring the resources provided for those who wish to conduct these functions at their events. With 100 Kid’s Q events yearly, we concluded that we are pushing around 25% of the events to promote the Education of the younger sets of cooks working their way up it the sport.

We are looking for additional reach out programs to expand what we already have in place.

Offering a Kid’s Q University at all Kid’s Q events could give an additional function that may increase the participants. Just getting a volunteer team to teach their skills for all kids at an event would be low in cost. Maybe giving the team a awards title of Regional Kids professional KCBS University Professorship.

A special large sticker for their trailer to drive all over promoting our University Kid training.

 

Building Committee Report

As you knew the building was flooded last week.  We had to close a few days.  It has all been fixed and we are open for business.  Thank you to Carolyn and the staff for keeping as much running as we could.  The upstairs client was very understanding!

Currently in process as to responsibility for payment of repairs.

Generator need?

Windows cut out? Ordered and installed in the next couple of weeks.

Old building - B. Bacon has the listing and renewal on upstairs listing.

 

Philanthropy Committee Report

TASKS & TIMEFRAME FOR PHILANTHROPY COMMITTEE - 2018

April 30th – Deadline for students to submit application

May 1st-14th – KCBS Office prepares, verifies applications are complete, and prepopulates the scoring           spreadsheet

May 15th - Digital files released to Philanthropy Committee

May 15th -22nd – Committee members complete their individual reviews and fill out the Excel scoresheet

May 23rd – Committee members submit their Excel score sheet to Mike Kalny – mkalny@kcbs.us

May 30th – Committee meets to panel and prepare recommendations

June 6th -   Committee Chair forwards materials and recommendations to BOD

June 13th - BOD meets to make final decisions

June 27th-29th – KCBS Office prepares appropriate correspondence for each applicant in writing

July 15th – Each applicant must provide proof of fall enrollment

August 1st – Awards announced

August 2ndt-16th – KCBS Office prepares and mails checks

Mike Peters emphasized that privacy issues will have to be addressed concerning the drop box method used in the past.  Mike recommended the use of an “identifier” for the applicant which keeps their personal information secure while referencing them as a # such as (KCBS 18-1234).  Mike thought the use of Google Docs ‘expanded’ to have a shared file that committee members and KCBS could access and have control over would be more secure than drop box.

Mike thought that for the next round in 2019 the platform will be in place and can be formatted to automatically make some of these things happen.  This year each applicant could be given an “identifier” number and a master list could be kept for going back to once the reviews are done.  The concern this year would be with the reference letters with personal information and names.  Requested IT Park Road Tech for help/suggestions.

Jordan Fishman replied that Park Road is working internally to devise a companywide PII protection policy.  He said we do not need to replace candidates with numbers.  Collecting information is not a problem but how we store it and who is permitted access to the sensitive bits. 

Since I am new to the selection process I recommended that two veteran Philanthropy members, Nancy Goldsmith and or Dave Edyburn contact Jordan and walk him through the selection process as he requested.

As of April 4th, we have 8th applicants, two have sent in application, essays, and two letters

One has filled out application, essays and sent in one letter

Two have somewhat filled out the application and essays

One has sent in only one letter

One has sent in only two letters

One has sent in application and one letter

Exploratory meeting with Boulevard Brewing Company for fund raising events for creating a philanthropy endowment fund or other events.

Carolyn Wells, Mike Kalny, Kim Collier and Greg Macaleer met with Boulevard Brewing Co Director of Hospitality, Blue Lawrence, on Wednesday, March 28th to discuss what partnership between our two organizations could be created for charitable fundraisers.  Mr. Lawrence showed us the Muehlebach Suite of the Brewery and gave us rental information for non-profit charitable organizations.

If KCBS wished to reserve the suite this year, (April-November) the event would have to be held on either a Sunday, Monday, or Tuesday from 5:00 pm – 10:30 pm for a cost of $2,500.  All Boulevard beer, wine and soft drinks would be provided along with a waiter staff as well as a security guard.  KCBS would have to provide catered BBQ, table cloths and entertainment if desired. Twenty tables and 200 chairs would be provided for a sit-down buffet dinner for 200 and possibly 50 more stand up.  Revenue generated at $50 per head would be $10,000/or $60 per head for $12,000 minus building, catering, and entertainment costs.  A silent auction could also be held or bingo to generate more revenue.

A formal on-line request was made to the marketing department of Boulevard to help in financing the cost of the rental.  This was the preferred method of contacting the philanthropic arm of their company.  The problem lies in the fact that they will not contact KCBS until 4-6 weeks before the event which leaves little time to plan the event.  

Other efforts will be made to talk with the individuals who make the decisions for their charitable events sooner so we could bring a proposal before the BOD.

Mike Kalny

Philanthropy Chair

 

Old Business

TOY committee

Word document sent out - ask that it be covered in closed session.

 

New Business

KCBS Proprietary information discussion including Contests/organizations/businesses using KCBS Proprietary Information

Licensing to give permission

Have to protect the brand.

More teams at contests mean more revenue for both events and KCBS. If a group promotes a multi contest series, it helps all. Trying to promote the right way. We have a data licensing agreement in place. Already established. We need to start acting like a business considering we are now working with multimillion dollar businesses.

Lines have gotten gray - must make more black and white. 1 million views a month shows the value and people are looking.

Are we opening ourselves up legally should groups/contests mishandle our data?

CBJ Powerpoint discussion - Dennis Polson

Committee review of PPT. Went through slides and revised. Beta tested at classes. All looks positive. Informing the board of the change to the new PPT.

Only available for CBJ instructors.

Inclusion of non-board members on interboard correspondence

Emails are being sent and non-members are included in some correspondence.

Board email - should be board only for reply all.

Non-disclosure agreements could be implemented on a committee basis.

Be cautious on replying so board inclusion only.

 

Closed Session Agenda

Executive Committee Report

KOD report - Phillip Brazier

Brand Partner Updates

Final resolution of Marketing company.

TOY

Motion to move into closed session at 10:16 pm

Motion by Richter

2nd by Mike Peters Passed unanimously

Returned to Open Session at 11:52pm

Motion to approve the legal settlement concerning the marketing company

            Motion by Richter

            2nd by Jason Cole

            Recuse vote - Mike Peters, Wayne Lohman, and Arlie Bragg

            Motion passes

Motion to adjourn

            Mike Richter

            2nd Alan Sellers

 

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