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October 2018 Board Quick Notes

October 11, 2018
Kansas City Barbeque Society
Board of Directors Meeting
Wednesday, October 10, 2018
Quick Notes
 
Meeting called to order at 7:00 central time.
 
Roll Call: Mike Peters, Wayne Lohman,  Dennis Polson, Randall Bowman, Phillip Brazier, Alan Sellers, Jay Amsbaugh,
Mike Richter (7:41), Arlie Bragg (7:06) and Jason Cole not in attendance at beginning of meeting
 
KCBS Office: Carolyn Wells, Kim Collier
 
Request to Speak: 
 
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 September meeting.
2nd - Phillip Brazier Motion passes unanimously
 
Financial Statements
Phillip Brazier: Attached is the September financial report. Pleased accept this report.
 
President’s Report:
 
 
Sanctioning Report:
EventName
StartDate
EndDate
ContestLocation
*15th annual Recovery Fest/ 10th annual State BBQ Championship
9/13/2019
9/14/2019
Richmond, VA
*Bama Q Capital City Cook-Off
2/22/2019
2/23/2019
Montgomery, AL
*Bordertown BBQ Brawl
7/19/2019
7/20/2019
Sault Ste Marie, MI
*Butler Chambers Of Commerce BBQ & Hucksters Days
9/6/2019
9/7/2019
Butler, MO
*City Of Springs BBQ Championship
5/10/2019
5/11/2019
Sulphur, OK
*Fire at the Foothills(BACKYARD ONLY)
4/5/2019
4/6/2019
Chelsea, AL
*Humble Rodeo and BBQ
2/1/2019
2/2/2019
Humble, TX
*Papa Joe's Banjo-B-Que & Music Festival
5/24/2019
5/25/2019
Evans, GA
*Rockin BBQ
5/10/2019
5/11/2019
Warsaw, IN
*Smoke On the Ohio
9/13/2019
9/14/2019
Mt.Vernon, IN
*Smoke on the Trails
9/27/2019
9/28/2019
Gardner, KS
*West Bottoms BBQ Contest
9/28/2019
9/29/2019
Kansas City, MO
9th  Annual Bull Moose
4/5/2019
4/6/2019
Millington, TN
Barbourville BBQ Cookoff & Festival
6/14/2019
6/15/2019
Barbourville, KY
BBQ Capital Cook Off
4/26/2019
4/27/2019
Lexington, NC
Beer,Fries & BBQ VI
5/11/2019
5/12/2019
Kapermolenpark,Hasselt,
Brasstown Valley Resort BBQ Throwdown (JUDGES FULL)
2/1/2019
2/2/2019
Young Harris, GA
Brew N Q
5/25/2019
5/26/2019
Leicester Shire,
Brew N Q Invitational
5/24/2019
5/25/2019
Leicester Shire,
Country Road & BBQ Contest -Day1
3/22/2019
3/23/2019
Torreglia, Padova,
Country Road & BBQ Contest -Day2
3/23/2019
3/24/2019
Torreglia, Padova,
Eastern BBQ Contest Day 1
4/19/2019
4/20/2019
Ninove,
Farm Meat De Vaartse Hoeve BBQ Contest
9/7/2019
9/8/2019
Dongen,
Heat Beads BBQ Turf Wars
11/5/2018
11/6/2018
Cranbourne Victoria,
High on the Hog Festival
4/19/2019
4/20/2019
Winchester, TN
National Western BBQ Throwdown
1/11/2019
1/12/2019
Denver, CO
Quebec City International BBQ & Music Fest
6/8/2019
6/9/2019
Quebec,
Ridgefield Gone Country BBQ Festival
5/4/2019
5/5/2019
Ridgefield, CT
Sip & Swine BBQ Festival
3/1/2019
3/2/2019
Lawrenceville, GA
Smoke In the Springs
4/12/2019
4/13/2019
Osage City, KS
Southaven Springfest
4/26/2019
4/27/2019
Southaven, MS
TN River BBQ Battle & Music Fest
3/29/2019
3/30/2019
Savannah, TN
 
Need BOD Approval
California Guinea Pig - Meat Provided event.  February event
Motion to approve - Mike Peters
2nd Jay Amsbaugh  Motion passed unanimously
 
Sanctioning Committee Report
Sanctioning Committee met on October 3 at 7pm Central.
Discussed the Backyard Proposal submitted by the BY AdHoc Committee
 
Mike Peters makes the motion to approve the following:
2nd by Wayne Lohman Motion passes unanimously
 
“Backyard Stand Alone” – No Master Series involved
Backyard Stand Alone- 4 Meats (Must be sanctioned as a Competitor Series) 
$400 fee + $25 each for additional categories + $12 per team
Contests with 20+ ( or whatever) years in existence will be grandfathered. 
Backyard Stand Alone- 3 Meats 
$250 fee + $25 for each additional category + $10 per team
No additional category can be one of the KCBS 4 Main Meats
Backyard Stand Alone- 2 Meats
$250 fee + $25 for each additional category + $8 per team
No additional categories can be one of the KCBS 4 Main Meats
 
The “4 Meat” Stand Alone fee of $400 is based on if KCBS raises the sanctioning fee from $350 to $400.
In any of the above listed contests, the organizer can determine which categories will count toward their Grand and Reserve Champions.  Therefore, the last sentence under Rule #10 of the Backyard Rules and Regulations needs to be re-written.  Also, #9 under Judging Procedures of the same booklet.
***********************************
“Backyard With” – Held in conjunction with a Master Series Contest
If turn-ins are held simultaneously with the Master Series turn-ins and at the same location, the number of Backyard teams will be added to the number of Master Series teams to determine the number of Contest Reps required.  The categories for the Backyard teams will be listed under “Extra Categories” and a fee of $25 per category will be assessed in addition to the $12 per team.  
Backyard With
$25 per category + $12 per team
 
If turn-ins are held at a different time but at the same location it will be sanctioned as a “Backyard With/Stand Alone”.  This will require additional contest reps based upon teams
Backyard With/Stand Alone
$100 fee + $25 for each category + per team cost determined by the number of meat categories
3 meats - $10 per team, 1-2 meats - $8 per team
 
In either of the above listed contests, the organizer can determine which categories will count toward their Grand and Reserve Champions.  Therefore, the last sentence under Rule #10 of the Backyard Rules and Regulations needs to be re-written.  Also, #9 under Judging Procedures of the same booklet.
People’s Choice may be any of the 4 KCBS main meats as it is not judged or scored by KCBS.
 
Sanctioning committee should discuss grilling sanctioning and additional category such as steak and wings. 
Discussion concerning trim-fold changes by end of October per KCBS rules. Rule change notification should only cover Master Series try-fold discussion. 
 
Marketing Committee Report

Marketing/Social Media KCBS September 2018

(Stats through 9/1/18 – 9/30/18)

Web
Total page views for August: 666,509
Total Unique Users for August: 88,046
Time per Visit: 4.53 minutes
 Great American Cookout Tour
Major event stops completed: 17
(Heading to Lockhart, TX)
 
Social Media, using KCBS, and GAC Facebook, Instagram and Twitter pages to promote KCBS-related events/promotion
 
Twitter Followers: 16.243
Twitter Impressions: 93,252
Instagram Followers: 4,195
Facebook total Likes: 83,685
Total Audience: 104,123
Facebook Impressions:  451,018
Facebook Post Clicks: 29,265
Facebook Reactions: 5,298
 
Print Media Impressions for KCBS (Domestically) 7,158,517
Print Media Impressions for KCBS (Internationally) 4,633,105
 
Are these numbers good? Yes, up a considerable number of growth. More social media postings have assisted.
 
February Invitational Update - None
 
International Committee Report
The Fall of 2018 has brought 4 KCBS contests to Australia. We are thrilled with the growth we are seeing down under and feel much of the thanks goes to our OUTSTANDING reps there-Garth Welsh and David Ong. They are truly leading the way in Australia with integrity, brains and a passion for BBQ and the BBQ Family.
 
To meet the growing interest in KCBS in Australia, we are presently training four reps from differing geographic areas: Karina Rumens (Perth), Desmond Deng and Peta McManus (Melbourne), Scott Barnett (Brisbane). They are combining a great passion for BBQ with hard work to learn the processes and programs of KCBS. 
 
Part of the IO team (Jim and Becky Johnson and Debby Gage) traveled to Chidlow, Western Australia, for a two-day cooking school and CBJ class…and contest. The class was held at the home of our organizers-Fran and Norm Brewer. The contest was held in downtown Chidlow on the “green” or park. We took on 12 new judges and 9 table captains and the contest had 24 teams. Fran held a licensed contest last Spring to get ready for this contest. Fran and Norm are detailed and thorough organizers, dedicated to creating exemplary events. 
 
Approved reps in Montreal, CA. 
New Zealand is 36th country with membership and activity. 
 
We see a bright future for KCBS in Australia…We will continue to need CBJ and TC classes as the KCBS brand continues to grow.

Rules Committee Report

Due to unforeseen reasons the Rules Committee did not meet in September. 
 
CBJ Committee Report
KCBS CBJ Committee Meeting
September 24, 2018 7 pm
 
Members Present: Dennis Polson, Chair; Linda Polson, Recording Secretary,
Ralph Williams, Jon Amedei, Carl Parrish, Frank Gonzales, and Phillip Brazier, KCBS BOD.
 
Dennis reported that the BOD approved the Committee's recommendations regarding judge's take-home cooler size and that information will be publicized by e-blast, Facebook and Bullsheet article.
 
Frank reported that there are now 40 teams signed up for the judges cooking with a team effort; teams are from 21 different states, covering a wide geographical area.
 
Jon reported that the banquet committee will meet tomorrow & he hopes the CBJ committee's suggestions for incentives for CBJs to attend the banquet will be approved.
 
Dennis reported that the rules committee is still considering the brisket and pork issues.
 
Dennis reported that members will be able to add “Lifetime” to a Master CBJ Badge but will have to pay for it. It also stated that no more than 2 titles will be able to be put on the badge.
 
Dennis reported that Randy & Carol Bigler are writing an article for the Bullsheet regarding practice cooking experiences; they have participated in several.
 
The committee again discussed the idea of a Master Table Captain designation and the problem of “No Show” judges.
 
The meeting adjourned at 8 pm. Next meeting will be October 29th at 7 pm.
 
Rep Committee Report:
Rep Committee Meeting
September 25, 2018
 
The meeting began at 7:00 PM Central Time
Members present: Alan Rothrock, Steve Grinstead, Dennis Polson, Bill & Debbie Gage, Steve Alvarez
Members absent:  Ralph William, Mike Eberle, Bob & Terri McKinnon, Kim Collier
Carolyn Wells, Executive Director, also, attended.
Phillip Brazier, Rep Chair, conducted the meeting.
The meeting started with an open floor segment to give some members an opportunity to join the conference. The judge seating program was discussed, and some possible modifications were suggested.  Steve Grinstead will put suggestions in an email and forward to Brazier to share with Mark Gibbs.
Brazier, then, brought the committee up to date on all the, newly, approved Reps.
Bill Jones – VA
Jeff Chambers – DE
Chere Amend – GA
Dan Vogt – CO
Michal & Rhonda Santiago- CA
Next, the committee was informed that there had been an overwhelming response from judges that they did not like the Table Captains showing box numbers instead of reading them out.  There is no need to continue the trial.
Each committee member needs to email Brazier their physical address along with an estimate of how many judges/volunteers they will be working with the rest of 2018. They will be sent Blue Rhino coupons to distribute that gives the redeemer a FREE tank exchange.
Steve Grinstead suggested that at contests that have a Cabo Wabo ancillary event, the product infused category should be held BEFORE the drink category.
The final discussion of the evening was the subject of judge no-shows. The consensus was that communication between applicants and coordinators is one of the major culprits.  Each rep needs to continue to push their coordinators to stay in constant contact with the judges they select.
The meeting adjourned at approximately 7:30 PM Central.
The next Rep Committee meeting will be on October 23, 2018.
 
Discussed the Cabo Wabo category and holding the infused category before the drink category.
 
Technology Committee Report
Platform and Website still on track based upon last months report. 
 
Strategic Planning Committee Report
No Report
 
Banquet Committee Report
The Banquet Committee met on September 25th at 3:30 PM CST.  In attendance Carolyn Wells, Mike Kalny, Allen Sellers, Karrin Murphy, Greg Mcaleer.
 
Greg Mcaleer has donated his time to get the frontstream auction site up on our web page.  Greg needed payment processing method approval which was the Stripe plan with a charging fee of 3.4% + 35cents per transaction.  The easiest and most cost-effective method.  
Greg requires pictures and descriptions of items to be auctioned off and will get with Randall Bowman regarding this.  Karrin and Greg will meet Friday to coordinate issues such as selling tickets for the Philanthropy fundraiser at Boulevard and tickets to the Banquet on the site.  Questions remain as how to differentiate the two events regarding auction page and describing where the money will go towards – scholarship or banquet expenses. 
Karrin is keeping a spreadsheet on who has purchased tickets to the Philanthropy event and the banquet.  Last year no fees were deducted when interested members called in to the office directly to purchase tickets.
Carolyn, Kim, Karrin, Mike and Richard Fergola from Fergolicious met with the chef of the Argosy Hotel & Casino on September 18th to select a menu for the banquet.  The menu agreed upon:
Salad:  Butter lettuce wedge salad with candied walnuts, goat cheese, blueberries and dates
Dressing:  Blackberry vinaigrette or Hot bacon
Entrée: Petit Filet with Wine Demi/Bacon wrapped Diver Scallops
Starch: Yukon mashed potatoes
Vegetable: Tri-color baby carrots
Dessert: Red Velvet Cake with chocolate dipped strawberry and profiteroles puffed pastry
 
The committee would like to honor in addition to judges, KCBS Reps and Organizers.  The committee is working on what criteria should be used to select (and how they will be selected)  the KCBS Rep of the Year and Contest Organizer of the Year.  If approved by the BOD Karrin will put these new award categories in the Bull sheet for November and will be listed on the web site and Facebook with an e-blast going out to all members.
The meeting was adjourned at 4:30 PM CST.  The next meeting will be on October 30th at 3:30 CST.
 
Mike Kalny
Banquet 1st Chair 
 
Interested in having a room available for the Invitational Reps to meet prior to the Feb event.
 
Membership Committee Report
Active Members 19,007
New Members 328
New from CBJ Class 187
Renewed Members 764
Non- Renewed 479
New from Website 108
Total Lifetime Members 1774
International Members 1609
Countries Represented 33
Members “auto” renewed 838
 
Jay will be bringing some ideas for membership to the committee and then to the board for next month.
 
Nominating/Election Committee Report
Currently have 11 members who have been sent the documents for board members and the details concerning sending documentation to KCBS. 
 
Emailed all members running the following: Please do not tag or put information about your running for KCBS onto any current KCBS directors pages, whether Facebook, Twitter, Instagram, etc. All sitting board members are asked to refrain from endorsing or disparaging members who are running to not influence the election, whether on purpose or accidentally. 
 
Karrin and I also discussed the statement “The election voting shall begin the first business day of the year (January, 2nd 2019) through the Friday (January, 11th 2019 12:00PM (NOON) CST).” Consensus after discussing with President Bowman was to keep the end date at January 11. 
 
Spoke with ParkRoad again to insure that the KCBS platform would be able to handle the 2019 election process without having to use an outside vendor like past years. The election module will be able to handle the KCBS election.
 
Mike Richter - KCBS has always used a 3rd party for certification of the results. Park Road has spoken with platform developer also. 
 
Education/Communication Committee Report
Notes to the board from the meeting:
Communications & Education Committee meeting. Oct 02, Tuesday  2018 3:30 pm Central Notes for our agenda of the conference call:
We  discuss the official judges Facebook page and how we are at 531 members we want to push our friends to see if we can get to 1,000. We are still get 4 out of 10 are not KCBS judges and we are offering them judging class pathway located on the KCBS web site.  We need to find out how this lookup function is going to work in the new web site. Karrin has put another line in the request page to ask from their Judges number that is saving me time every day looking up judges numbers before accepting.

Ambassador program.
We did not roll out the program in Richmond, Virginia last week end as the public traffic was just too slow. Our next event will be Harrisburg, PA. and then Boo-B-Que for the final in the East this year.  Plans were discuss about bringing the program to Little Rock so we could share with other regions and see if we can get other teams started sharing the KCBS Word.
 
We discuss Bill Jones’ program for developing some more goals to reach for after you have become a Master Judge.  The ability to become a Reserved Master Judge or a Grand Master Judge by assisting in organizing, training, ambassador, help the reps, and other levels and position of Volunteering at KCBS events.
 
We are going to present the program to Dennis Polson and his CBJ committee for review and hopefully some action to move it forward.  We may have to depend on the honesty of KCBS members to chart and listed their accomplishments, the new web platform may give us a better channel also for accountability in the future.  This is also a no cost program that will work to stimulate and motivate judges to stay longer and have more fun.  
 
Building Committee Report
We had to replace some parts on the air-conditioning unit this month we’re still waiting on bids for the cooling unit then we have to replace please accept my report.
 
Philanthropy Committee Report
The Philanthropy Committee did not meet for September.  However an update on the November 4th fundraiser at Boulevard Brewery in Kansas City is as follows:
 
The fundraiser is  less than a month away.  I will have to meet with the office staff and participating restaurants to plan the physical logistics of the event as well as coordinate the activities of all participants.  I hope to accomplish this during the coming week.  
 
The souvenir pint glass has been placed on order with Boulevard's vendor.  Table cloths will have to be ordered along with plates, napkins and utensils.  Food serving volunteers will have to be identified along with auction/raffle donations.  A floor layout of the event has to be provided to Boulevard by the 19th of October.
 
An audio/visual presentation will have to be identified as well as table decorations etc.
 
We need to decide what our event signage will be.
 
Old Business
TOY Committee - We will continue discussions on team of the year points for 2019
Motions to be made in November - Discussion - As long as the rule change has been posted 14 days prior, can this roll through until November meeting? 3rd rep issue when a contest hits over 50. Arlie is suggesting 45 as max points. 47 is harder. If you push to 50, there is an issue with the 3rd rep and addl cost for organizer. Why max points? If no max, then cherry picking.  Drives people to contests. Belief is that we hurt contests and challenge of TOY. Need to have a plan for data and determining the correct path.  Who is this rewarding? Another option would be extend contests counting to 15 so a chaser might not drop from a less than 35 team event. 
 
Phillip Brazier - report from our ad hoc Backyard Committee. Would ask that the sanctioning committee review the backyard committee recommendation.  Addressed in Sanctioning Committee.

Deputy Director update - 2 proposals from search firms have come in so far. 3 others have been contacted. Contract coming from search firm selected. 

Arlie Bragg - I propose that we take the BullSheet digital January 1 it’s already been voted on so let’s get this thing rolling out January 1.

Carolyn Wells will gather factual data concerning number of paper bull sheets distributed and true costs of publishing. Postponed until November meeting.

Phillip Brazier report on Blue Rhino coupon distribution. All coupons have been distributed. There have been redeeming issues and there is an 800 number on the coupon should there be a problem with redemption. 
 
New Business
 
 
Closed Session Agenda
Discussion of the Nov 4 Philanthropy fundraiser.
Discussion on the Judge of the Year, Rep of the Year, and Organizer of the Year proposal.
Discussion of online reporting of teams, members and data.
 
Motion to move into closed session at 8:35 pm by Phillip Brazier - 
2nd by Mike Richter Motion passes unanimously
 
Dennis Polson moves to go back into open session, Mike Peters second, Motion passes unanimously
Back into open session at 10:17 PM central time
 
Motion by Mike Richter
I move we suspend the rule requiring trifold and Team of the Year (TOY) rules to be voted on by the October meeting for the next competition year. This motion is  to allow for a possible change to TOY to be brought before the Board during the November Board meeting.
Wayne Lohman 2nd  Motion passes unanimously
 
Accepted the resignation of Mike Kalny as KCBS board member. 
Motion by Mike Peters to accept. 2nd by Alan Sellers Motion passes unanimously
 
Motion to adjourn by Wayne Lohman, 2nd by Alan Sellers. Motion passes unanimously
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