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FACT: There's been an 18% increase in contest participation by members in the past year    
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FACT: 70% of our members grill-out/cook BBQ more than 25 times per year    
FACT: 56% of Americans report having a smartphone, 77% of KCBS members do    
FACT: 70% of KCBS members use Facebook    
FACT: 55% of members choose charcoal when cooking for leisure    
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FACT: Learning from friends, family and at competitions is the best way to improve cooking skills    
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August 2018 Board Agenda

August 6, 2018
Kansas City Barbeque Society
Board of Directors Meeting
Wednesday, August 8, 2018
Agenda
 
Meeting called to order at 
 
Roll Call: Mike Peters, Wayne Lohman,  Dennis Polson, Mike Richter, Arlie Bragg, Randall Bowman, Phillip Brazier, Jason Cole, Alan Sellers, Michael Kalny, Jay Amsbaugh
 
KCBS Office: Carolyn Wells, Kim Collier
 
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.
 
Minutes of Last Meeting
Mike Peters: I move to accept minutes of the July meeting.
2nd - 

Mike Peters: I move to accept minutes of the July Special meeting

2nd - 
 
Financial Statements
Phillip Brazier: Attached is the July financial report. Pleased accept this report.
 
President’s Report:
 
 
Sanctioning Report:  Provided by Kim C
EventName
StartDate
EndDate
ContestLocation
Smokin on the Water
11/3/2018
11/4/2018
Bayswater, 
*Heritage Days BBQ Showdown Day 1
6/21/2019
6/22/2019
Belvidere, IL
*Heritage Days BBQ Showdown Day 2
6/22/2019
6/23/2019
Belvidere, IL
*Cedar Fest BBQ Cook-Off
4/5/2019
4/6/2019
Cedar Park, TX
KCBS International BBQ Contest Vuur en Vlees
7/6/2019
7/7/2019
Deurne, 
14th Annual HANOR Smokin' Red Dirt BBQ
4/26/2019
4/27/2019
Enid, OK
BBQ Jamboree (Day 1)
5/3/2019
5/4/2019
Fredericksburg, VA
BBQ Jamboree (Day 2)
5/4/2019
5/5/2019
Fredericksburg, VA
*Beef Empire Days Smokin in the Wind
5/31/2019
6/1/2019
Garden City, KS
*Holy Cow Kosher BBQ & Festival (KOSHER SERIES)
10/20/2018
10/21/2018
Garden City, NY
Tony Stone BBQ Competition 
6/8/2019
6/9/2019
Hoofddorp, 
Indio California State BBQ Championship & Festival DAY 2 (JUDGES FULL)
11/3/2018
11/4/2018
Indio, CA
*Holmes Drywall Supply BBQ Cook-off (INVITATIONAL ONLY GRILLING SERIES)
10/2/2018
10/3/2018
Kansas City, MO
*Sticky Jar Open Sauce Contest by Spicin Foods 
11/10/2018
11/10/2018
Kansas City, MO
I Love Barbecue & Music Festival 
7/5/2019
7/7/2019
Lake Placid, NY
*Bataille Sur La Sorgue
10/13/2018
10/14/2018
L'Isle-sur-la-Sorgue, 
Milliken BBQ Beef N Bean Day
8/9/2019
8/10/2019
Milliken, CO
Twin Valley Fire and Smoke
5/17/2019
5/18/2019
Morgantown, PA
Eastern BBQ Contest
4/20/2019
4/21/2019
Ninove, 
W.E.S.T. Winter Extreme South Tyrol BBQ Contest
1/19/2019
1/20/2019
Rein in Taufers, BZ
*Oath BBQ Championship Contest 
11/9/2018
11/10/2018
Sealy, TX
2nd Wild King BBQ Competition
4/13/2019
4/14/2019
Tirol, 
*BarnBQ
10/19/2018
10/20/2018
Topeka, KS
BBQ Gives Back-III (DAY 1)
3/22/2019
3/23/2019
Urbanna, VA
BBQ Gives Back-IV (DAY 2)
3/23/2019
3/24/2019
Urbanna, VA
Austrian BBQ Festival BARBECUE on ICE 
2/16/2019
2/17/2019
Weissensee, 
 
 
Need BOD Approval
No conflicting events
 
Sanctioning Committee Report
Sanctioning Committee met on Wednesday, August 1, 2018 7pm Central
 
Sanctioning agreement - Discussion of adding the line: KCBS hereby grants to licensee/organizer a non-exclusive license to use KCBScore data for their licensed contest for a period of 12 months. Licensee/organizer is not authorized to share, sublicense KCBS contest results or Intellectual Property without written authorization from KCBS.  
KCBS data is important and valuable.  If we do for one, we should do for all.
Concerns - what does this do for different groups like Carolina BBQ Cup, Georgia BBQ Championship, RMBBQA and other events that link together in support of KCBS and building events? I would not expect that KCBS would want to hamper efforts to grow our events and support the groups that support us.
What would the consent form look like? Unsure at this time. 
If an event posts results on their website or in their local newspaper, that would be considered Public Information and would be free for all. How would we control this? Considering the new T & C that will follow the new website, there will be verbiage that members will not abuse KCBS data or risk losing membership. Consider asking events to only list top 5 overall and category winners or direct to kcbs.us for full results. 
Are we concerned with Data or placing at events? Example 1st place GC or GC scoring 701.8932?
Who owns the scoring information? KCBS built everything. After meat hits the table - everything else is KCBS proprietary information. 
Just like pay per view, you must have a subscription/membership to see results.
Intellectual property lawyer with KCBS?
Protecting ourselves and going after violators. 
 
I spoke with a person very familiar with IP and his suggestion is to look at it this way. We have a FREE data usage and a PAID data usage:
FREE - someone will use and will not profit/capitalize from that use. They request and agree to KCBS terms and conditions.
PAID - KCBS spent money on programs and if someone chooses to use the data for something they will profit from, there should be a fee.
 
Website - for full results click kcbs.us can be added to websites and newspaper articles. Ask to allow only GC, RGC and Category winners with all other inquiries going to KCBS.us
 
Discussed guaranteeing events. Have researched different bonds and avenues of covering the prize purse. No way to guarantee. No support to an event “fee” that would cover defaulted contests - no contest should have to pay for another contests default. It has also been suggested that first year events must escrow the prize purse. Will review.
 
The Notary requirement will be going away on the sanctioning agreement. Platform will use e-signatures.
 
Asked about the date reservation policy being included in the sanctioning agreement outside of the signature. 
 
Marketing Committee Report
Continued discussions on marketing program for 2019. Would like to present during closed session. We also discussed an email from the Rules committee on the uniformity turn-in trays. We made recommendations for the Rules committee to explore.
 
International Committee Report
2018 August Board of Managers Report
While Niagara Falls is one of the most visited tourist attractions in Canada, it is going to become the most requested BBQ event location in years to come for both cooks and judges.  Part of the KCBS International IOTeam had the opportunity to rep this first-time contest that was so well organized, there was little advice the reps could give the organizer’s.  The only change in the venue was at the direction of the Niagara Fire Dept. who made the organizers move the teams off the grass to the tarmac due to drought conditions.  KCBS certainly doesn’t want to witness, or cause, a grass fire in Firemen’s Park.  We also had the opportunity to work with Craig & Heather Maidens, a new rep couple in training.  They are well on their way to completing the requirements to becoming our first Canadian Reps to assist us with our contest growth in the Eastern Canadian Provinces.
We have just finished reworking the International CBJ and CTC Invoice. Our goal was two-fold.  The organizers have asked for everything to be on one page. Thus, we have the CBJ, CTC, and Rep expenses on one page.  Due to multiple languages, we also felt it necessary to keep it simple but explicit.  

Rules Committee Report
The Rules Committee met July 17th. A question was recently received regarding the use of a smoker using something similar to an automatic pellet feed auger system except using electricity to ignite and constantly burn the compressed wood. There was confusion regarding the legality of the smoker in a KCBS competition which was cleared up to the team by the onsite contest reps. The rules clearly state "Gas and electric heat sources shall not be permitted for cooking or holding." The committee discussed a few other topics and submits the following for consideration by the board and the Rep and Marketing committees.

The committee would like the Rep Committee to discuss and possibly draft additional expectations / guidelines for reps regarding:  standardizing how the turn in clock is handled in between turn ins; time frame distribution for turn in boxes e.g. for teams onsite prior to cooks meeting boxes will be available or distributed between ? and ? [recommend 1 and 3 pm (or earlier)]; and a time frame for cooks meetings e.g. cook's meeting should be held between ? and ? e.g. 4-6.

Regarding the turn in clock, the committee believes the easiest solution is a set of laminated 8" x 10" sheets/placards/papers that read, for example, "The turn in window for chicken has ended." It can be placed on the turn in table and held down with a paper weight. This would eliminate need for the clock or a person to stand outside after the window has closed. The Rep would place the notice when the clock is tuned over. Hopefully, this may eliminate any uncomfortable confrontations that sometimes occur. Note:  it is possible for one laminated notice to work, since dry erase markers write on clear plastic laminate. The laminate could say, "The turn in window for __________ has ended." A paper towel and a dry erase marker can fill in the blank.

Additionally, the committee believes it is time for standardized boxes at all KCBS sanctioned events. Unfortunately, there continues to be significant differences in the size and quality of turn in boxes. Ideally the boxes would have the KCBS logo on top and a standardized location for box numbers. Whenever the turn in table is filmed or photographed in action, KCBS would be prominently displayed as well as the professionalism of our organization. The committee discussed some of the challenges standardization could present and believe the benefits outweigh the challenges. Hopefully, a contract could be awarded or possibly a sponsorship with drop ship capabilities. Organizers typically have to purchase the boxes and believe they would be relieved by having one less thing to purchase.  The cost of the boxes and shipping could be included in the sanctioning fee. The committee believes the standard box in addition to 9x9 where the top and bottom come together they should be at least 8x8 in the bottom where the angled sides end, the top should be an inch, and the bottom should 2 inches.

 
CBJ Committee Report
KCBS CBJ Committee Meeting met on July 30, 2018 7 pm
 
Members Present: Dennis Polson, Chair; Jason Cole, Co-chair; Linda Polson, Recording Secretary; Ralph Williams, Marge Plummer, Jon Amedei, Frank Gonzales, Maxine Kilgore, Brian DeCoud, Carl Parrish, and Phillip Brazier, KCBS Rep Chair.
 
Following roll call, Frank gave a report on the cook sign up project. Approximately 15 teams have offered to have CBJs cook with their teams.  Strategies to involve more cooks was discussed; Phillip will ask Reps to announce it to cooks at contests. The article will be published again in the August Bullsheet and Dennis will contact KCBS office about putting information on Facebook.
 
Jon reported on banquet committee activities; he said that the committee is contracting a private company to accomplish some of the goals related to CBJ attendance incentives-free meals, free dinner tickets,etc.
 
A question had been raised about judges taking shots with the cooks on the morning of a contest.  Following discussion, the committee voted that Dennis and Phillip write a statement from the committee that it is not appropriate for judges to participate in contest day shots due to the presence of alcohol. Phillip will then send a request to Reps to read a statement at Judges meetings.
 
Dennis reported that the KCBS office would like clarification about adding Lifetime to 100+ and/or MCBJ Badges; following discussion, the topic was tabled until the next meeting so members can study badges, etc.
 
Dennis stated that he had received an email from someone who is unable to judge but is a table captain and would like the Committee to consider having a Master Table Captain designation. Several considerations were discussed including criteria, documentation, tracking, etc. Committee members will give the idea more thought and it will be discussed further at the next meeting.
 
Other items discussed included recent questions raised on Facebook about judges evaluating brisket with a “finger test” and pork money muscle with a “thumb test”; the committee suggested that Dennis refer these items to the rules committee.
 
The meeting was adjourned at 8 pm. Next meeting is scheduled for August 27th at 7 pm. 
 
Rep Committee Report:
Rep Committee Meeting was held on July 24th, 2018
 
The meeting began at 7:00 PM Central Time
Members present: Alan Rothrock, Steve Grinstead, Ralph Williams, Steve Alvarez, Dennis Polson, Kim Collier, Bill & Debbie Gage, Mike Eberle
Members absent:  Bob McKinnon
Carolyn Wells, Executive Director, and Alan Sellers and Wayne Lohman, Board Members, also, attended.
Phillip Brazier, Rep Chair, conducted the meeting.
The meeting focused on scoring audits.
After input from all present, it was determined that most, if not all, perform FULL audits at all their contests, whenever possible.  
However, there are times when a full audit is just not feasible due to the size of the contest and the present Advisory for Auditing is not enough to provide enough coverage to avoid problems.
It was decided that Brazier would re-write and submit to the Board for their approval, an updated Auditing Advisory.  Kim Collier would assist by providing information on how audits are conducted on large contests.  The Advisory will be sent to Rep Committee members for their review before presenting to the Board.
In the June meetings, the committee members were asked to try, at their next contest, a procedure where the Table Captains presents the boxes for judges to read the numbers instead of reading them aloud.  The thought being it would help reduce noise and possible confusion and a judge, possibly, hearing and writing down the wrong number.
Response was mixed with some reporting some positive results, while others reported very negative comments.  It was determined that the procedure should be tested for another month and the committee discuss in the August meeting.
The meeting concluded with Brazier expressing the need for some Reps to step up and run for the Board in the upcoming election. 
The meeting adjourned at approximately 8:00 PM Central.
The next Rep Committee meeting will be on August 28th, 2018.
 
I would like to make a motion to remove Advisory #1.12 which was titled “Audit Procedure” and replace it with Advisory #1.12 titled “Audit Procedure for Scoring at a Contest”.
 
1.12  Audit Procedure  
 
All reps are to complete an audit, described below, at each contest.  The Rep Critique has been amended to evaluate if this procedure has been accomplished.  This is required to insure that the person entering the data is doing so accurately.
 
The REP or volunteer entering contest scores in the computer will use at least the top 3 teams in each category for their audit.  The entire tables’ scores will be audited.  In the event multiple winners are on the same table, additional cards may require auditing. BOD 6/4/11
 
1.12  Audit Procedure for Scoring at a Contest
Reps should make every effort possible to perform a FULL audit of the WHOLE contest (all cards for all tables). There are several different ways to accomplish this goal, so, no one set way is required, as long as it is performed.
At some larger contests, performing the FULL audit may not be possible.  In these cases, the following procedure should be utilized.
In each category, the top three (3) DIFFERENT tables should be audited, along with the three (3) DIFFERENT middle tables and the three (3) DIFFERENT bottom tables.
By auditing the tables, not just the teams, you get a more diverse audit with much more coverage.
 
Technology Committee Report
Working to integrate KCBScore with the new platform. 
Reviewing all internal contracts to clarify what KCBS is actually contractually obligated in regards to the corporate office.
 
Strategic Planning Committee Report
No report
 
Banquet Committee Report
The Banquet Committee met on July 31st at 3:30 PM CST.  In attendance: Carolyn Wells, Mike Kalny, Allen Sellers, Kim Collier, Karrin Murphy, Randal Bowman
 
The committee discussed the importance of having the panorama frontstream auction site up and going with our donated auction items.  Local smoker/grill manufacturers and distributors have indicated they are waiting on our site to see how their product will be showcased.  Karrin indicated she will have a training session with frontstream on Friday the 3rd of August.  Auction site and ticket site for the banquet and philanthropic fundraiser hopefully will be set up by mid-September and no later than mid-October for the banquet.  The fundraiser could be a pilot to see how smoothly it functions before using it to sell banquet tickets instead of using Eventbrite. 
Jason Cole with the marketing committee has expressed interest in soliciting sponsors for tables at the banquet.  The committee would welcome the marketing committee to send out requests to BBQ related companies for sponsorship at the banquet. Randall indicated that Compart Duroc Pork is the sponsor of the pork and rib meat category at the banquet. Sponsors are still needed for the chicken and brisket.  Mike Kalny has a contact with Smart Chicken and will contact them.  If they decline he will contact Tyson Foods. 
Seminars so far confirmed at the banquet are:
Kimberly Temple Schrant – Opening a BBQ business
Kit Maxfield of Spicin Foods - How to take your sauce to market
Sean Young & Jordan Fishman – Our new and revamped web site tutorial
Organizational Round table – for Organizers/CBJs/Rules
Other seminars being looked at:
How to brand your name – By Megan Day of Burnt Finger & Richard Fergola of Fergolicious.
How to promote yourself on social media
The CBJ committee reported that we are contracting a private company to find out how to accomplish the goals related to how to increase CBJ attendance at the banquet with incentives such as free meals/tickets/awards.  Our committee had no knowledge of this unless they were referring to the survey suggested by the educational committee.
The meeting was adjourned at 4:00 PM CST
The next banquet committee meeting will be on Tuesday August 28th at 3:30 PM CST
 
Membership Committee Report
Active Members 19,102
New Members 305
New from CBJ Class 149
Renewed Members 1057
Non- Renewed 883
New from Website 171
Total Lifetime Members 1748
International Members 1599
Countries Represented 33
Members “auto” renewed 791
 
The membership committee meeting is Monday.
 
Nominating/Election Committee Report
With the committee chairman vacancy, Mike Peters will assume the chair of the committee since he will not be up for re-election. 
Information about the upcoming board election will be going out in the next Bullsheet
Question about putting something on the ballot for the upcoming election.
The new platform will be performing the 2019 election.
 
Education/Communication Committee Report
No Report
 
Building Committee Report
No report
 
Philanthropy Committee Report
Philanthropy Report
The Philanthropy Committee did not meet in July.  The Philanthropy scholarship fundraiser ad is in the Bullsheet for August.  It will also be in the September and October editions.  A web banner has also been created and will appear on the KCBS web site advertising the event.  Table top tents have been created from the ad and will be given to the participating restaurants for advertisement.  
As soon as the frontstream panorama program is running tickets will be sold through the site. 
The office has indicated that scholarship award letters have been sent to the applicants receiving scholarships.  Letters were sent to those who did not receive scholarships on Friday the 3rd.
Mike Kalny
Philanthropy Chair
 
Old Business
TOY Committee - No report
Phillip Brazier - report from our ad hoc Backyard Committee
Deputy Director update
 
New Business
 
Closed Session Agenda
 
Executive Committee Report
2019 Marketing Program
Three (3) new Reps who have completed their training.
Non-member behavior at a KCBS event with motions to follow
Technology update with motions to follow
 
Motion to move into closed session
Our Best of the Best 700 180 100+