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BOD MEETING QUICK NOTES - November 9, 2011

November 12, 2011



Board of Directors Meeting - November 9, 2011



*These notes are the Minutes of the referenced board meeting, but are not considered official until voted on and approved by the entire board at it's next official meeting.



There were no member requests to speak.


KCBS MEMBERS PRESENT:  Mike McCloud, Dennis Polson, Vicki Peyton & Dale Newstrom


BOARD MEMBERS PRESENT:  Candy Weaver, Gene Goycochea , Randy Bigler, Wayne Lohman, Tana Shupe, Merl Whitebook, Mike Budai, Mike Lake, Arlie Bragg, Don Harwell, and Executive Director Carolyn.   Paul Kirk was absent.


President Candy Weaver called the meeting to order at 7:03 p.m .  The board members recited thr KCBS Mission and Board Pledge.


MINUTES:  Tana Shupe moved that the Board approve the following Minutes of the meeting held on October 12, 2011.  Seconded by Wayne Lohman, ayes were unanimous and the Minutes were accepted as presented.  (NOTE:  The complete Minutes of the board meeting held on October 12, 2011 may be viewed on the KCBS website under the heading KCBS Board Agenda for November 9, 2011.)





Mike McCloud reported that MMA Creative is finalizing the 2012 season for the Sam's Club BBQ Series and that the series will be extended geographically and strategically.  More information will be presented at the next board meeting.


Mike will update the Board with information and requests for the Pork Board trailer at next board meeting.



-          Successfully completed 2011 GABT Tour including 3 October GABT events @ American Royal, Sam’s National and The Jack

-          Generated additional publicity through radio remotes in Kansas City, MO, Bentonville, AR and Lynchburg, TN

-          Working with Peters on Tour Recap/ Financials/ Winter Storage

-          In communication with potential sponsors for 2012 GABT Tour

Sam’s Club BBQ Series

-          Successfully completed 2011 Sam’s BBQ Tour

-          Talking with Sam’s Club about 2012 and sponsorship opportunities


-          Total October Sales: $8196

-          (American Royal- $5500, The Jack-$1200, Web Merchandise- $1496)

-          New merchandise added to website in light of Extreme Makeover airing.  New items include: poncho, umbrella, travel mug & cooler


-          Advertising sold for October: $1820 (Casablanca and KCBS)

-          Uploaded November Bullsheet

-          Uploaded MP3 of October’s BOD meeting

-          Banquet Registration cards uploaded on website

-          KCBS Homepage Update (Sam’s National/Extreme TV Broadcast)

-          Eblast sent to event directors with tutorial on uploading data on KCBS website

-          KCBS Mobile Application in production for 2012 launch


-          Social Media, Using MMA, KCBS, and GABT Facebook and Twitter pages to promote KCBS-related events/promotion

-          GABT: 1587 Twitter Followers / 9823 FB post views

-          KCBS:  1039 Twitter Followers / 157920 FB post views

-          GABT releases to: Bentonville, AR, Lynchburg, TN and Kansas City, MO markets

-          Kingsford Points Chase release to: Lynchburg, TN, Atlanta, GA, Kansas City, MO, and Fayetteville, AR markets

-          Updated Kingsford Points Chase blog after Kansas City, MO and Fayetteville, AR events

-          Extended promotion of the Sam’s Club National BBQ Tour Championship, American Royal and The Jack

-          Successful Kingsford Point Chase Award Ceremony at The Jack

-          Updated News section of KCBS website as necessary

Sponsorship Activities

-          Mike will update the board on current Sponsorship activities

2012 KCBS Annual Banquet

-          Working with KCBS office to secure sponsors for 2012 Annual Banquet



The Finance Committee recommended adopting the financial reports as submitted. Seconded by Tana Shupe, there was no discussion and the reports were accepted as presented.


REP COMMITTEE:  Mark Simmons & Randy Bigler

Committee reported thast in October KCBS sanctioned 42 contests in 20 different states.  This resulted in 97 reps being used with 1929 teams competing.


The CBJ percentage was 91% and it is believed that there were no rep errors or organizer concerns.  The reps are completing a very good season with a minimal number of issues needing to be addressed.


The Rep Committee met on Monday, November 7 and will continue the discussion of revisions to the rep manual and pertinent issues to be dealt with at the rep meeting in San Diego.



The following updated YTD judging classes report was sent to BOD:  60 classes - 2,709 Students - 811 KCBS Members - 1,881 New Members - 15 Media Comps.   Next month report will include the total number of CBJ’s who have earned the MCBJ status.  


I would also like to put forth a motion that we bring in all of the current CBJ Instructors for a retreat.  This retreat could be held in conjunction with the initial board meeting for new board members (some have referred to this as our strategic planning session).   My proposal is that those CBJ instructors who are not board members could join the board on Saturday evening for a group supper and then have a planning session on Sunday, February 12th, in conjunction to the proposed date for the 2012 Board of directors Strategic Planning Session.   This would save us a considerable amount of monies in transportation, since there are several on the board who also conduct classes.   Seconded by Randy Bigler, the motion was approvded unanimously.


I have met with the IT personnel at MMA and they are on board with the continuing education program.   A series of 75 questions will be submitted to them this week.  The IT people at MMA do not for see any problems with having this program ready to introduce to the membership at the 2012 Award banquet.



We are moving forward looking into the Year 2012 with grants and sponsorships.


Other items I have concerns about: We need a line item in the sanctioning agreement to address who is responsible for payout funds at a KCBS contest.  The organizer, event director and or coordinator is not necessary the person responsible for the funds.  We also need a chain of command that needs to be followed in the case at a cook-off the funds advertized are not available.  Carolyn Wells reported that the Sanctioning Agreement is being reworked and will update the board at our next meeting.



The Sanctioning Committee recommends approval of all new and existing contests listed in the following November New/Change Request Report, including the Richmond, VA contest tabled from previous month.  Seconded by mark Simmons, the report was accepted as presented.


Tabled at October meeting:

9/7-8               Recovery Fest                                                   Richmond, VA

New Contests (2012):

1/20-21           BBQ 4 PanCan                                                  Mesa, AZ

4/21-22           Tony Stone Low & Slow BBQ

                        Competition Contest                                        Netherlands

4/27-28           BBQ Boogie and Blues                                     Calhoun, GA

5/4-5               BBQ Jamboree                                                 Fredericksburg, VA

6/15-16           Bay Area BBQ Championship                           Oakland, CA

6/29-30           1st Annual Coalville Pig-Out BBQ Comp.         Coalville, UT

7/13-15           Nanaimo Barbecue Festival                             Nanaimo, BC, Canada

9/28-30           Smoke-n-Thunder BBQ Competition                Rome, GA

Date Change in 2012 for Existing Contest:

6/15-16 to 6/8-9  Blue Ridge BBQ Festival                              Tryon, NC

2/24-25           Kansas Winter Q                                               Great Bend, KS

6/15-16           The DeSoto Shrine Club 4th Annual

                        2012 BBQ Cook-Off                                          Hernando, MS

9/7-8               Hay Capital BBQ Cook-Off                               Yates Center, KS

Existing Contests (2012):

4/6-7         Smoke in the Spring                                               Osage City, KS

4/20-21     4th Annual VFW Post 846 BBQ Challenge             Overland Park, KS

4/27-28     9th Annual Smokin' in the Creek                            Sugar Creek, MO

4/27-28     Stagecoach BBQ Championship                             Indio, CA

5/4-5         WhistleStop Festival & Rocket City BBQ                Huntsville, AL

5/11-12     Celebration Cook-Off                                             Lyons, KS

5/18-19     Minnesota in May                                                  Fairbault, MN

5/25-27     Red, White & Bar-B-Q                                            Westmont, IL

6/1-2         Smokin' on the Summit                                          Lee's Summit, MO

6/1-2         Smokin' in the Steele                                              Owatonna, MN

6/8-9         Raytown State Championship BBQ Cook-Off         Raytown, MO

6/8-9         Poor Que                                                                Montello, WI

6/14-16     Colorado Barbecue Challenge                               Frisco, CO

6/15-16     State Center Rose Festival BBQ Champ.                State Center, IA

6/15-17     Rock /n Ribfest                                                       Merrimack, NH

6/15-16     Hog Wild BBQ & Chrome Fest                               Chandler, OK

6/15-17     Crossborder Blues, Brews and Que                       Wilson, NY

6/22-23     Iowa State Barbeque Championship                      Marshalltown, IA

6/22-23     Smoke on the Square in Memory of

                  David Harness                                                        Franklin, IN

6/22-23     Auburn Hills Barbecue CookOff                             Auburn Hills, MI

6/22-23     The Great Lenexa BBQ Battle                                Lenexa, KS

6/22-23     Rock'n Freedom                                                     Seymour, MO

7/13-14     Leveland Loves Barbecue                                       Loveland, CO

7/20-21     Riverfest 2012: Red, White & Que                         Bellevue, NE

7/20-21     Blues, BBQ & Bargains                                           Hays, KS

8/3-4         Dillard Bluegrass & BBQ Fest                                Dillard, GA

4/13-14     Smoke on the Falls                                                 Gadsden, AL

8/24-25     Up in Smoke on the Square                                    Lincoln, IL

8/24-25     New Holland SummerFest                                      New Holland, PA

8/24-25     Grill Games                                                            Kenosha, WI

8-24-25      Smokin' on the Oak                                                Bonner Springs, KS

8/24-25     Smokin on the Water                                             Lakeport, CA

8/31-9/1    Four State BBQ Championship Presented by

                  Downstream Casino Resort                                    Quapaw, OK

8/31-9/1    Smoke on the Beach                                               Myrtle Beach, SC

9/2-3         Grill For a Grand 2012                                           Suquamish, WA

9/7-8         Silver Lake Apple BBQ Festival                              Mears, MI

9/14-15     Battle of the Brisket                                               Mission, KS

9/14-15     Showdown on the Plains BBQ Challenge &

                  Air Show                                                                 Scott City, KS

9/14-15     Cherokee Strip Cook-Off                                        Ponca City, OJK

9/14-15     Smokin n the Ville                                                  Edwardsville, KS

9/21-22     Shawnee Great Grillers State Championship         Shawnee, KS

9/28-29     Ak-Sar-Ben's River City Rodeo & Stock Show        Omaha, NE

10/12-13   The Real Squeal: Lyons Barbeque &

                  Music Festival                                                         Lyone, GA

10/19-20   Florence Eureka Days                                             Florence, CO

10-19-20    Big Buffalo Crossing BBQ Cook-Off                       Munfordville, KY


Request approval from the Board to allow the Sanctioning Committee chair to form a committee to study the feasibility of sanctioning backyard contests on a stand-alone basis.  We will then report findings, and submit a proposal at the December meeting.



The Rules Committee would like to see Rule #7 wording changed from: Once the competition meat has been inspected, it shall not leave the contest site. (to read leave the Cook-Site).  As there is already a rule to cover this issue, Randy will prepare an advisory stating that this rule must be adhered to.



We have 14 KCBS members running for the Board of Director seats. The nominees have been published on the KCBS website,  All have accepted their nomination and have received the list of questions and  instructions on what they need to submit for the upcoming election. The list of nominees are:

1.     George Mullins, Texas

2.     Dennis Polson, Kansas

3.     Steve Farrin, Massachusetts

4.     Jeff Stith, Missouri

5.     Dave Compton, Iowa

6.     Steve Grinstead, Ohio

7.     David Londeen, Minnesota

8.     William “BJ” Hoffman, Iowa

9.     Gene Goyechea – INCUMBENT - California

10.   Larry Hadley, Kansas

11.   DennyMike Sherman, Maine

12.   Kim Collier, Missouri

13.   Sonny Ashford, Nebraska

14.   Forrest Bruce,  Kansas


EDUCATION COMMITTEE:  Paul Kirk & Tana Shupe

The meeting in Monterey was quite productive, although it raised many questions as to how a similar program for youths can be promoted and replicated in other places.  The SkillCenter has put together a manual that has been helpful to them, and could provide an excellent resource.  We learned a lot about what has and hasn't worked for them and what agencies (especially governmental) may prove to be easier to work with.  The SkillCenter has been approached by several companies, so possible sponsorship opportunities for a "Kids" specific program were discussed. 


It is obvious that putting together a comprehensive, workable program of this magnitude will take some time, so over the next couple of months we plan to have a conference call with all of the committee members in order to prepare a rudimentary plan to present to the board for its input. 



Created MP3 file of the October regular meeting for posting on our web site.


Update to members “My Profile” to be able to change password.


Election Contract is being finalized.  We now have over 15,000 members who can vote this January.  To present a motion, Don moved that the 72-hour rule for submission of motions be suspended.  Seconded by Randy Bigler the motion passed unanimously.  Don then made a motion to add additional monies to up the total to 15,000.  Seconded by Randy Bigler, the motion passed unanimously.  A question was raised as to the correct number and because membership numbers have recently been updated, Don will confirm the membership. 



Work on KCBScore continues and while it is still early in phase 2, it appears to be on schedule.

The Program Committee met to review the program GUI's and make changes that were relayed to InDevX. None of the Committee's changes are expected to delay the project. Testing of KCBScore is expected to be time consuming.


The committee has created a modified score card that reorders the "table", "cbj" number fields and adds a "seat" number field that coincides better with the data entry fields in KCBScore.  In addition the new score card adds space for a seventh team to accommodate contests with insufficient number of judges.


I motion that the updated score card sent to board members be adopted to be used at all sanctioned contests when our current supply of score cards runs out.  Seconded by mark Simmons, ayes were unanimous and the motion passed.


During the March meeting, the board changed the score weighting from: A=.5714, T=2.2858, T=1.1428 to a new score weighting factors of: A=.56, T=2.2972, T=1.1428. Changing the weighting in BQWin is not practical. The release date for KCBScore is still too far off to predict.

Therefore I motion that KCBS changes to the new weighting factors when KCBScore is deployed.  Seconded by Don Harwell, the motion passed unanimously.



Due the timeliness of the following motion, Gene Goycochea made a motion to suspend 72-hour rule. Seconded by Wayne Lohman, the motion passed unanimously.  Gene then made a motion to provide a $5.00 discount to new members  during the month of December. Seconded by Randy Bigler, ayes were unanimous.





Don Harwell moved that the proposed bylaws sent to members of the board be put to membership vote with the BOD vote in January.  After lengthy discussion, the board has decided to ask the By-Laws committee to rework the regional specifications.


Candy Weaver reported that she has not completed numbers for a KCBS-backed BBQ Tour 2, but will have more information soon





Don Harwell made a motion that the BOD travel plan be updated from four (4) paid trips to three (3) paid trips.  These include the yearly banquet, the yearly strategic planning meeting, and one other.   Seconded by Tana Shupe, the motion passed unanimously.


Don Harwell made a motion that attendance by the board members at the yearly banquet and the yearly strategic planning meeting for the corporation be fully funded by KCBS.   Seconded by Randy Bigler, the motion passed unanimously.


Don Harwell made a motion that KCBS member Ray Lampe be added as a full member to the KCBS International Outreach Team along with the names approved last month.  2nd by Gene Goycochea, a role call vote was requested.  The results were as follows:

Harwell - Y, Lohman - N, Goycochea - Y, Shupe - N, Bigler - N, Bragg - Y, Lake - Abstain, Budai - N,  Simmons - Absent, Kirk - Absent, Whitebook - Absent  With (4) Nays, (3) Ayes and (1) Abstain.  Motion failed.

Randy Bigler moved to go into closed session.  Seconded by Wayne Lohman, board moved into closed session.




Discussion of members for awards to be given away at the annual banquet. 


2012 Sam's Club National BBQ Tour.


Discussion of issues at a contest held a little over a month ago and a possible motion to follow discussion.  Situation was tabled to see how the resolution with the organizer develops.


Randy Moved to go back into open session.  Seconded by Wayne Lohman, the board returned to open session.


Back in open session, Wayne Lohman moved that we accept the first three contests planned for the 2012 Sam's Club Series scheduled in Tampa, FL on 2/18, New Orleans on 3/3, and Conroe, TX on 3/10, with the anticipation that they will receive sanctioning at the next board meeting.


Gene moved to accept the two names submitted by the award committee for the sportsmanship and ambassador awards.    Seconded by Don Harwell, the vote was unanimous.


Information regarding the referenced contest will be updated at the next board meeting.


Randy Bigler made a motion to adjourn.  Seconded by mark Simmons, the motion passed unanimously.  The meeting adjourned at 9:55 p.m.


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