Minutes from 1/11/2020 In-Person PNWBA Board of Directors Meeting

Prepared by: Steve Rubin, PNWBA Board Secretary

Roll Call:

Jane Biehl - President - Present
Chris Kelly - Vice President - Present
Lance Rasmussen - Treasurer - Present
Steve Rubin - Secretary - Present
Glenn Elliott - President Emeritus
Jason Bauer - Board Member - Present
Open (Formerly Jane) - Board Member
Gregg Fujino - Board Member - Present
Dale Groestema - Board Member - Present
John Lim Hing – Board Member
James Jones - Board Member
Pat Maddock - Board Member - Present
Eric Mendel - Board Member - Present
Bill Stock - Board Member - Present
Loralee Williams - Board Member - Present

11 of 14 members present for a quorum.
Call to order:
The president called the meeting to order at 10:30 AM.

Welcome and President's Address
Jane is happy to be back as President and hopes for a great year.

PNWBA Bylaws and Board Member Responsibilities
The Board reviewed the bylaws individually.

Board Member Agreement
The Secretary received a signed board member agreement from all present. Steve will reach out to get signed agreements from those not present.

Re-form Standing Committees
Board approved the standing committees.

Committee List – Will be posted to the website.

Financial Report and 2019 Budget:
Paul presented the PRELIMINARY 2019 Financials to the board. Basically, the organization broke even for the year and, at present shows a $1.95 net income for 2019. This may change as the financials are finalized. Cash on hand is approximately the same at year-end as the year started.

This precipitated a wide-ranging board discussion on manageable costs, i.e. storage, insurance, as the organization appears to move toward basic service events.

Eric provided a cost breakdown of various event structures – full-service vs modified basic service services event vs current basic services event.

There was a motion approved to form a task force to define and recommend a possible modified basic service. Dale will lead and Eric, Chris, Jason, and Bill will participate. They will report out at the February board meeting.

Chris asked for Accord certificate of insurance coverage (1 board coverage and 1 the association for events B&O) – Jane will contact our insurance agent for this information.

2020 Board meeting schedule
Phone meetings monthly on the 3rd Wednesday of each month at 6:30 pm
Feb 19, Mar 18, Apr 15, May 20, Jun 17, July 15 Aug 19, Sep 16, Oct 21
Nov (Annual Meeting, date TBD), Dec 16 (possible change due to 2020 election)

Pat suggested that it might be feasible to investigate some professional help with our organization in terms of business planning. He will start a preliminary investigation of costs and recommendations and costs and report at the February meeting.

Committee reports.
Handout on Membership Management Software from Lance. Per the board, this seems like it will meet our needs. Board approved a motion to move forward.

Regular Business
Minutes from the previous meeting
Review and Approval of December minutes were approved by the board. Steve will post to the forum.

Events and sanctioning requests
Eric – Smoke and Fire – Pasco 4/24 – 25. No sides. Firefighter Indoor Judging 3-3.5k Sampling. 30 maximum. Possible Full-Service event with Bacon as a side category. Judging and Pitmaster class a month before. Board approved to sanction.

3/28 Pitmaster and Judging classes in Pasco in preparation for the April event. Board approved.

BBQ in April benefits the Canadian Cancer Society – we normally provide a donation by eliminating the sanctioning fee. HJ participation is also by donation. 4/4. Will include Chili. Board approved to sanction.

BC Festival of Chili and BBQ. 5/1-5/3. 2-day event. 20k Canadian. 40 teams target. Board approved to sanction.

Per Jason, Saffron is proposing a judging class in late Summer or Fall. Aug 29-30 or Oct 31-11/1. After discussion, the board tabled it for now.

Pat presented the Washington State (Puyallup) Spring Fair. Split the cost of trophies. We need this to be a qualifier. Teams are required to vend either Saturday or Sunday. They also plan to bring in 3 professional vendors and caterers to ensure enough food. Splits will be the same as last year. He is expecting Incentives to vend on Saturday. Pro caterers will not compete in people’s choice unless in Sunday comp. They will also use Pro vendors Friday evening. 4/17-19. $20k. Board approved to sanction.

Dale – Reviewed the Dec 21 Feed Homeless in Portland. Served 30-35 people + 125 in homeless shelters. Future events will probably target only homeless shelters to serve 185-200 people. Thanks to Gregg for letting them use his kitchen. Motion to reimburse Dale $300 for feed homeless passed by the Board.

Dale - Rib Rally 2/29 in Vancouver WA. No prize money, but just an opportunity to cook and face the judges. He will email some of our recent pitmaster class attendees. $1,500 PNWBA donation. The board approved.

Pat asked the board for a $500 deposit to hold Clearwater for the November annual meeting. The Board passed the motion.

Pat suggested that the board help in finding sponsors for our November meeting. No board action.

A motion was approved by the board to appoint Paul to fill Jane / Frank’s remaining position subject to a review of whether he can legally serve.

Motion to adjourn was approved at 5:40 pm

The next board meeting will be Wednesday 2/19/2020 at 6:30 PM via phone.