Note: the legal name of the CBBQA is "Southern California Barbecue Association, Inc."

Southern California BBQ Association
Regular Board of Directors Meeting
Wednesday December 17, 2003
Minutes

NOTE: DUE TO A LACK OF BOARD MEMBERS PRESENT, THIS WAS NOT AN OFFICIAL BOARD MEETING. THERE WERE NOT ENOUGH MEMBERS TO ATTAIN A QUORUM, THEREFORE NO VOTES COULD BE TAKEN. HOWEVER, A NUMBER OF ISSUES WERE DISCUSSED AND DECISIONS THAT DID NOT REQUIRE A VOTE WERE MADE AND ARE BEING ACTED UPON.


Present at the meeting: Jeff Jones, Jim Mehl, John Hopkins, Henry Joe Peterson. Treasurer Gina Hayes and board members Gene Goycochea, Todd Eves and Carl Kaun were not present. Also attending was regular member Frank Boyer.

I. EVENTS
A discussion was held on events for 2004. Some are confirmed, others are not. As soon as events are confirmed, they should be sent to Bill Wight for inclusion on the calendar section of CBBQA.com. The calendar on the web site is currently empty, aside from the Q-fest in February. So we need to get more events confirmed and posted ASAP.

The following events were discussed.

1) March 13-14, 2004 Dr. BBQ Class. Antioch California. Ray Lempe will be in California and will be doing a class for us. Event coordinator is Jeff Jones. Information can be found at www.DrBBQ.com

2) April 30-May 1, 2004 California Classic, Antioch CA. Jeff and Frank are currently working to make this event the new West Coast Championship. They are working out the details. Regardless, the event will be held.

3) Judging Classes: We need 1 in the South, and 1 in the North. John Hopkins noted that we no longer need to fly out Ed Roith from Kansas City to run the judging classes. John Hopkins reported that he can’t get a response from the Bristol Farms butchers, so he has no idea if they’re interested or not. A tentative date of April 3rd was set for the Northern CA event.  Jeff Jones mentioned that he could probably secure a location for the event, the same one we used for the Paul Kirk Class.

4) Frank Boyer’s Annual Northern California Picnic. A tentative date of April 17th has been set, pending approval from Mrs. Boyer on the use of Frank’s house.  Jeff Jones volunteered his house if Frank’s place is not an option this year. Theme will probably involve seafood in addition to BBQ. Fish tacos and pulled pork were discussed.

5) Gene’s 2 Events: Gene does the Beachfront in March and the July 4th event in Imperial Beach. Since Gene could not attend tonight’s meeting, dates will be confirmed later.

6) An unconfirmed Huntington Beach Cookoff, August 21st. John Hopkins is working on this one.

7) Follows Camp, usually the first weekend in August. We need to contact Ray Shotkafard and confirm.

II. SPONSOR BANNERS
Jeff Jones raised the issue of how long sponsor banner stay up on the front page of CBBQA.com. They seem to remain up there for an indefinite period of time. Some belong to sponsor who only sponsored one event a long time ago, yet their banner is still up. Frank Boyer pointed out that Lazarri has a permanent banner, but they have provided charcoal and have been loyal sponsor of every Northern CA event for the past several years. It was proposed that the board adopt a clear policy toward banners on the front page that clearly states the length of time a banner is displayed for both business members and event sponsors. The board must also develop a rate to charge businesses if they want to pay to run their banner. This will be discussed at the next board meeting.

III. CBBQA WEB SITE and BILL WIGHT.
Jeff and the board acknowledged the terrific job Bill Wight is doing with the web site. Jeff reported that Bill has agreed to stay on for a while as webmaster as long as he is given content to post. Apparently Bill is getting more content to post from the membership.  The board should continue to help provide content for Bill, and encourage the general membership to contribute content.

IV MEMBERSHIP UPDATE
Jeff Jones reported that we currently have 60 new membership packets complete and 30 remaining to assemble. He noted that he also has a letter prepared to send to the 200-300 past and overdue members encouraging them to rejoin. He is also doing a special mailing to send ballots to vote for the upcoming board election.

The issue of the newsletter came up. The board acknowledged the problem of how irregular, and often absent it has been. Jeff noted that a BBQ association on the East Coast uses the National BBQ News as it’s newsletter, including a subscription in the price of membership and diligently providing a monthly column to the paper to fill space and serve as regular member communications. The board members present agreed this might be a fine idea for CBBQA to implement. Frank Boyer, who was present at the meeting, has a relationship with the National BBQ News editorial staff and will look into starting a similar relationship for CBBQA and report back to the board.

V. TEAM OF THE YEAR (TOY)
The board noted that there was an error in the last meeting when it was discussed that our calendar was different from KCBS. Several general members pointed out the error, which was duly noted. The CBBQA calendar is, in fact, on the same schedule as the KCBS calendar, which runs the same as the calendar year, January 1 to December 31 each year. As for the upcoming TOY awards in February of 04, Jim Mehl reported that TOY chairperson Tom Brohammer should have all the info he needs to calculate this years winners. Jeff Jones will order trophies.

VI. CONTEST REP CLASS
The issue of having John Ross or a KCBS representative form KCBS fly out to teach a Contest Representative Class was discussed. There was some discussion as to whether a KCBS official is needed to fly out, or if materials can be obtained from them directly and the apprentice process be handled out here by our resident Contest Reps. Henry Joe Peterson volunteered to contact John Ross to find out the correct procedure.

VII. NEXT MEETING:
Wednesday January 21, 2004. 7:30 PM. Jeff will provide a call-in number.

MEETING ADJOURNED.
# # #

Southern California BBQ Association
Regular Board of Directors Meeting
Wednesday October 29, 2003
Minutes

Present at the meeting: Jeff Jones, Jim Mehl, Todd Eves, Gene Goycochea, Henry Joe Peterson. Treasurer Gina Hayes and board members John Hopkins and Carl Kaun were not present.

I. Team of the Year (TOY)
Including Non Members?
The board discussed the issue of TOY status regarding teams who are not CBBQA members. The TOY rules state that teams must be registered SCBBQA members the day before their first contest. If a team was never a member, they do not qualify for TOY. The board agreed that teams who are late on RENEWING their membership would qualify since they may not have renewed due to SCBBQA's own negligence and not notifying them that their membership had expired. The board agreed to stick to the TOY rules as stated and not stray from them - thinking it would be unfair to change the rules midstream. Gene Goycochea made a motion to stick to the TOY guidelines listed above. Motion was seconded by Jim Mehl. Motion passed unanimously.

Contests that count towards TOY
The board discussed various 2003 competitions to clarify whether or not they counted in the TOY system

The B-NB contest in Scottsdale in March of 2003 does NOT count. It was never KCBS sanctioned.

The Arizona Old Tucson Studios contest in March of 2003 DOES count. The event was KCBS sanctioned.

The American Royal Invitational does NOT count. It is not open to all teams, nor does KCBS count it in their TOY system.

The board also discussed why the SCBBQA TOY calendar is not in sync with the KCBS TOY calendar. The answer is they have bad weather in the Midwest, and therefore a shorter season. We extend TOY to capture contests in the fall, hence the discrepancy. The board determined that our TOY calendar need not be in sync with that of KCBS, and no changes would be made.

II. Membership
Jeff Jones reviewed all the SCBBQA membership packet components that are ready to roll. Including a certificate and laminated membership card (designed by Pam Gram), window decals which are already printed, and a plaque for Business Members. We are waiting on a list of new members from Jim Mehl so we know who to send a packet out to.

The board also discussed moving to a new renewal system whereby all members must renew on January 1 of each year. To start the process, anyone who enrolls or renews in November or December of 2003 will get those two months free membership and will be paid through until December 31 of 2004. Those that enroll or renew in 04 will pay a reduced, prorated rated based on when they join so they only pay membership on those months they are members until December 31 of 2004, when they must renew at the regular rate. The annual renewal and pro-rated system will begin on January 1 of 2004.

Henry Joe Peterson made a motion to adopt all items discussed above as policy for memberships. Motion was seconded by Jim Mehl. Motion passed unanimously.

III. CBBQA 5013C Status
Jeff Jones reported that the process is moving forward, the attorneys are working and would have the process complete by the end of 2003.

IV. BOARD NOMINATIONS
The board discussed timing of opening nominations for board positions and when the new members will take office. Jeff Jones contended that the current board has their term up in January, and we need to start the process of nomination and elections right away so the new members can take office on January 1, 2004. Jim Mehl disagrees, contending that the board needs to serve a full calendar year from when they took office, which was not until May of 2003. Furthermore, Jim contends that the SCBBQA bylaws state that the board has the power to hold elections when appropriate, not just at the start of the calendar year.

After much discussion, it was determined that the nomination process will begin with elections to be held via mail in December of 03 and January of 2004. The new board will be installed at the Annual meeting and Q-Fest in February of 2004.

Furthermore, it was determined that the February Q-Fest will become a larger, annual event where the following will take place: 1) Annual Membership Meeting 2) Installation of the New Board 3) Team of the Year Award Ceremony and 4) Q-Fest and huge celebration with much rejoicing.

Henry Joe Peterson made a motion to adopt all items discussed above as policy for elections and annual meetings. Motion was seconded by Gene Goycochea. Motion passed unanimously.

Discussion continued with Jeff Jones noting that two mailings would take place as soon as possible. First, a call for nominations, and second, an actual vote and ballot including all candidates nominated. The first mailing would include the renewal letter for members who are due, since you must be an active and paid member to vote.

V. LIFETIME MEMBERSHIP
The board discussed the possibility of charging a larger fee for lifetime membership. The board recognized that Gene Goycochea is currently the only lifetime membership, having paid a $250 fee several years back. The board assured Gene that his lifetime membership would be honored, and that selling a similar offering to the general membership is a good idea. Price was not determined and the discussion will be continued.

VI. BY LAWS FOR NEW CBBQA
Jeff reported that the attorneys recommend using a much more general set of by laws moving forward as CBBQA. Jeff said the attorneys suggested using these more generic bylaws in the documentation tot he state, then adopting the rules stated in our current by laws as policy under the new by laws. Jim Mehl made a motion to move forward with the more generic bylaws for CBBQA. Motion was seconded by Todd Eves. Motion passed unanimously.

VII. NUMBER OF BOARD MEMBERS
A discussion was held on reducing the size of the board from 7 to 5 members for expediency sake. The issue was discussed and it was determined that 7 seemed like a better number and would represent more opinions. Jim Mehl made a motion to keep the board at 7 members. Motion was seconded by Todd Eves. Motion passed unanimously.

VIII. CHILLI COOK-OFFS
Gene Goycochea reported that after a recent event he met with event coordinators for the International Chili Society who would be interested in working with CBBQA in the future to combine BBQ contests with Chili cook-offs to help draw more public interest in both areas and draw bodes to attend events and make them more profitable. All agreed it was a fantastic idea wand would look for opportunities to hold combined BBQ and Chili events.

IX. NO BIG CHILL
Jeff Jones reported that the Big Chill cookoff in Tahoe in March is no longer a KCBS sanctioned event but a rib burn and vending event. SCBBQA will not be involved, individual members are free to participate if they wish.

X. WEB HOSTING
Jeff Jones reported that Roger Cole is still being charged on his personal credit card for hosting the CBBQA web site. Jeff reported that he will have the account taken off Roger's card and that SCBBQA would pay for the fees annually, via check.

XI. DECORUM ON E-MAIL LIST
Jim Melh requested that board members help maintain decorum on the CBBQA Yahoo list and avoid posting inflammatory messages. Todd Eves agreed.

XII. NEXT MEETING
The next SCBBQA board meeting is scheduled for Wednesday November 19th at 7:30 PM. Jeff will distribute a call-in number at that time.

Meeting adjourned.

Southern California BBQ Association
Regular Board of Directors Meeting
Wednesday August 27, 2003
Minutes

Present at the meeting: Jeff Jones, Jim Mehl, John Hopkins, Todd Eves, Carl Kaun, Henry Joe Peterson. Treasurer Gina Hayes and board member Gene Goycochea were not present.

I. Regular Membership
Regular membership and renewals were discussed. It was noted that the PayPal link on the Web site needed some attention. The membership kit to new members would consists of a CBBQA window sticker, a pin, a certificate, and a laminated membership card. A discussion was held to set membership fee at $35 for new members and $25 for renewing members. John Hopkins made a motion to set the rates at $35 for new members and $25 for renewing members. Motion was seconded by Karl Kaun. Motion passed unanimously.

II. Business Membership
A discussion on revising Business memberships was held. The rate discussed was $50 per year, which includes a banner that would appear in rotation with other banners on the home page, a permanent link on a special Business Member directory page, and a plaque. A discussion was held on how to handle current Business members who have been promised a permanent link on the home page. Their membership terms would remain unchanged, and banners would stay in place until they renew. Then the new , rotating banner system would apply to them. The matter of allowing certain businesses to have the lead banner at the top of the page permanently was discussed. It was determined that the lead banner at the top of the page would not be grandfathered to anyone, but serve as a rotating banner space for all Business Members. Banner space could also be purchased at market rates. But no business would get it for free. John Hopkins made a motion to adopt all items discussed above as policy for Business memberships. Motion was seconded by Karl Kaun. Motion passed unanimously.


III. Two New Contests
Jeff Jones announced that we have been approached to do two new contests. The first of which is on December 26, 2003 at the Rose Bowl. The second of which is on June 26th, 2004 at Huntington Beach. Jeff noted that he would put the word out to find a contest rep and someone, preferably from Southern CA, to organize the Rose Bowl contest in December. John Hopkins and Gene Goycochea are on board to rep and organize the Huntington Beach cookoff.

IV. Bristol Farms CBJ Class
John Hopkins reported that there is no news yet on a date for this event. He hasn't heard back from the Bristol Farms guys. When he does, he will let us know.

V. Financial Update
Jeff Jones reported a brief financial update. He received an e-mail from Gina Hayes detailing our financial status. SCBBQA has two debts to be immediately paid: $814.09 to KCBS and $998.44 for insurance. Jeff noted that these two bills would be mailed off the next day. After those bills were paid, the remaining balance was $7468.62. This would leave plenty of money left to pay for the 5013C status, which would cost us roughly $500 in attorneys fees and $800 in fees to the state and other expenses.

VI. Approval of Minutes
John Hopkins made a motion to approve the minutes from the last board meeting. Motion was seconded by Henry Joe Peterson. Approved unanimously.

VII. Elections
A discussion was had on when to hold elections. Jeff Jones noted that elections are normally held in December. Jim Mehl stated his position that the current board should stay in place a few months longer since we were not put in place immediately in January. Jim also noted that the by-laws stated that election times could be set by the board at will. With the exception of Jim, most believed that if we have membership, 5013C status, and other major projects put to bed by December that they have no problem turning the organization over to a new board. John Hopkins noted that ALL of the efforts we are undertaking, including the new logo, new look, 5013C status, consolidation as CBBQA, and all membership activities are being accomplished by the current board with the explicit intention that they be carried out and continued by the new board.

VIII. Board Meeting Conference Call
Jeff Jones noted that in order for him to keep his job, regular board meeting conference calls are no longer free. Jeff did find a 12 cents per minute rate for future conference calls. The board agreed that because we are spread out, the conference calls are the way to go. Jeff suggested that for future conference calls, a tight agenda be developed and adhered to, and unnecessary discussion kept to a minimum in order to save money. Everyone agreed.

IX. Next Meeting
It was agreed that the next Board meeting would be Wednesday September 24, 2003 at 7:30 P.M.

Meeting adjourned.

Southern California BBQ Association
Regular Board of Directors Meeting
Wednesday July 23, 2003
Minutes

Present at the meeting: Jeff Jones, Jim Mehl, Gene Goycochea, John Hopkins, Todd Eves, Carl Kaun, Henry Joe Peterson. Treasurer Gina Hayes was not present.

I. Open Board Position
Jeff Jones reported that board member Eva Harris has resigned from her position on the board. Jeff proposed that her seat on the board not be replaced by another CBBQA member. John Hopkins made a motion not to replace Eva Harris with a new board member. Motion was seconded by Jim Mehl. Motion passed unanimously.

II. Approval of Minutes
Jeff Jones proposed that the board approve and adopt the minutes from the previous board meeting on 6/26/03. John Hopkins made a motion to approve the minutes. Motion was seconded by Henry Joe Peterson. Motion passed unanimously.

III. Financial Update
Jeff Jones reported that the names have been changed on the checking account authorizing Jeff Jones and Gina Hayes to sign checks. Those names will be added to the account as of 7/24/03. The next step is to permanently remove the previously authorized names of Tom Brohammer and Roger Cole from the account. Jeff reported that new checks will be ordered as soon as the name changes have cleared.

It was determined that the PayPal account would be transferred from previous Treasurer John Hopkins over to Jim Mehl, since Jim is also managing the membership database.

Previous treasurer John Hopkins agreed to send all previous bank statements and receipts to Jeff Jones, so that new Treasurer Gina Hayes can prepare a current financial statement.

IV. Name Change Status
Jeff Jones reported that our attorneys have informed us that SCBBQA funds can be used to finance the CBBQA 5013C application and legal fees. He reported that the process would be started after we fill out the appropriate forms, pay a retainer fee to the attorney, and have a 45 minute conference call. After the application is filed, a temporary Tax ID for the new CBBQA corporation would be issued, with full status granted about 4 months after that - in the November/December time frame.

Jeff noted that we will need to have a basic idea of operating expenses to complete the application. Board members noted that operating expenses include Web hosting, mailing costs, membership materials, and some travel.

Jeff would be contacting Gina Hayes, Jim Mehl, and Gene Goycochea to participate in the conference call with our attorney.

V. CBJ Class/Bristol Farms Butchers
The date for the upcoming CBJ class for the Bristol Farms meat cutters, as well as the general membership, has not been set. It will likely be held on a Saturday in October at the Manhattan Beach Bristol Farms location. When the date is set, the event will be promoted.

VI. Upcoming Events
Go For the Gold, Follows Camp, 8/1-8/2
John Hopkins reported that he would not be able to be there on Saturday to serve as KCBS Contest Representative. Jim Mehl volunteered to rep the contest. John Noted that Jim would not be paid, since Contest Reps in CA competitions have traditionally not been paid. When contests are out of state, then expenses are paid, but not within the state. Jim Mehl stated that he would need access to a computer and a printer.

Operation BBQ
A smaller event for 300 troops was taking place at 29 Palms on 7/24. Todd Eves and others were handling that cook-off. The larger event on 9/20/03 is still being worked out. Donations were still needed of meat and sauce. Insurance details were still being worked out with the USMC. More details would follow as they were available.

Laughlin Nevada Rib Event
It was reported that the Laughlin event was no longer a cook-off sanctioned by KCBS and operating under KCBS rules. Rather, it was being turned into a people's choice rig vending event. It was noted that since the event is no longer KCBS sanctioned, it would be removed from the calendar on the web site. Gene Goycochea made the motion to remove the event from the calendar. Jim Mehl seconded the motion. Motion passed unanimously.

Q-Fest
Todd Eves volunteered to orchestrate the next Q-fest for the fall sometime. Todd suggested the East Shore RV park in San Dimas. Jeff Jones noted that it might be nice to hold the Q fest more equidistant between Northern and Southern CA. He mentioned Fresno as a possible location, per his conversation with the folks from Smokehouse woods. The site is an RV park. Other members noted that we could involve Bushrod's BBQ and the Fresno Sheriff's department. The Harris Ranch in Coalinga was ruled out due to their lack of desire to participate. Todd Eves and Gene Goycochea agreed to co-organize the event and would look into locations and logistics.

Frank Boyer Seminar
It was noted that Frank Boyer would be doing a 1/2 day BBQ Seminar in San Jose on Saturday 7/26/03. An e-mail on the CBBQA list would be sent out for some last minute promotion to help fill the class.

VII. Membership Update
There is an urgent need to update Membership materials. For the past several months, new members have nothing to show for their membership fees. New material would need to be produced, including a welcome letter, certificate, button, sticker, and possibly business cards. In addition to new membership materials, a renewal letter is needed. Henry Joe Peterson volunteered to write 2 letters, the welcome letter and the renewal letter. We will then look into costs for membership materials.

VIII. Chairman of the Board
John Hopkins reported that he is still named as Chairman of the Board for SCBBQA. He stated that in the interest of having one leader he was happy to pass the title on to President Jeff Jones. The legal ramifications of having the President serve as Chairman of the board were discussed. Normally, the Chairman of the Board does not vote on issues, but only serves as a tie-breaker. Carl Kaun reviewed the SCBBQA by-laws and noted that there was no provision prohibiting the President from also serving as Chairman. John Hopkins made a motion to make Jeff Jones both President and Chairman of the Board. Carl Kaun Seconded the motion. Motion passed 6 yes to 1 no, with Jim Mehl being the opposing vote.

IX. Next Meeting
It was agreed that the next Board meeting would be Wednesday August 27, 2003 at 7:30 P.M.

Meeting adjourned.

Southern California BBQ Association
Board of Directors Meeting
Conference Call
Thursday June 26, 2003 7:30pm
Minutes

[Note: To those who may be confused by the name SCBBQA, the legal name of our association was never changed to CBBQA and is still SCBBQA.]

Present via conference call: Board members Jeff Jones, Jim Mehl, Henry Joe Peterson, Carl Kuan, Todd Eves, Eva Harris, Gene Goycochea, John Hopkins. Board member Gina Hayes was not present. Also attending were SCBBQA members Bill Wight, Lee Fisher, and Pam and Pete Gram.

I. Checking Account Update
Jeff Jones has obtained the necessary paperwork form Washington Mutual to change the names of those authorized to sign SCBBQA checks. Jeff checked with his local branch and learned that they have revised their policy and can authorize signature changes from any branch. Jeff will complete the transfer of Signatures.

The SCBBQA checking account currently has a balance of roughly $5,000. Of that $5000 balance, roughly $700 is overdue to KCBS. Money is also owed to Gene Goycochea, John Hopkins, Jim Mehl, and others. It was discussed to pay off all debts as soon as possible after checking account signatures have been changed.

Jeff Jones made a motion that from now on the board must give prior approval on all expenditures over $100. Motion was seconded, and approved unanimously.

Jeff Jones made a motion to pay off KCBS debt as a first priority. Motion was seconded, and approved unanimously.

II. Logo Presentation
Henry Joe Peterson presented 5 options for the new CBBQA logo. Each logo was reviewed and discussed in terms of pros and cons. The group gravitated toward logo number 3. It was suggested by Todd Eves to make the color in logo number 3 more of bright red, but the group ultimately settled on the richer dark red color. Henry Joe Peterson proposed a motion to adopt logo number 3 as the new CBBQA logo. Motion was seconded and approved unanimously.

It was discussed to have the new logo made into 2 identical banners for use at SCBBQA events. One banner for Northern CA events, one for Southern CA events. The banner would have the logo on it and the word information. Jeff Jones made a motion to produce two banners. Motion was seconded and approved unanimously.

III. SCBBQA to CBBQA Transition Plan
Jeff Jones reported that the IRS requires 2 separate filings for 501(C) 3 status. SCBBQA has not completed either filing. According to IRS rules, the filings must happen within a specified time period of each other. If that second filing is delinquent, penalties and fines can apply.

Jeff Jones discussed his extensive conversation with Gary Connor a student at the recent Paul Kirk class in Concord. Gary Connor helps set up non-profit organizations for a living. His recommendation is to dissolve SCBBQA and start CBBQA from scratch to avoid the penalties associated with a late second filing.

Jeff Jones recommended to the board that the board follow Gary Connor's recommendation and dissolve SCBBQA and re-apply as CBBQA. Jeff noted that the state is very particular about not using the funds remaining from the dissolved SCBBQA bank account to pay for the new application fee.

Jeff Jones explained the process would involve sending the State Attorney General a letter dissolving SCBBQA. Jeff would look online to find a sample letter and follow it.

Jeff suggested using Gary Connor recommended contacts to help us complete the application, which would cost roughly $495 plus state and legal fees, total about $1500-$2000. Board members would fund the legal and state fees out of pocket. Those fees would eventually be reimbursed.

The firm we choose would advise us on constructing more open-ended by-laws to file with our application, and recommended other rules we have in place be restructured as policies, which are easier to alter if need be.

Finally the issue of remaining a children's charity was discussed. Everyone agreed that we should remain involved with children's charities like the Boys and Girls clubs. Eva Harris discussed funding an annual scholarship, asking candidates to write an essay to qualify.

John Hopkins noted that the plan to dissolve SCBBQA and proceed with the formation of CBBQA is commensurate with the desires of the general membership as voted at the November 2002 Q-Fest in San Dimas.

Jeff Jones proposed that a sub-committee form to discuss the matter further. Jim Mehl and Gene Goycochea volunteered. The team will have a 45-minute conference call with Gary Connor and report back to the board at the next meeting.

Jeff Jones raised a motion to waive Gary Connor's annual SCBBQA dues for this year in return for his assistance on this matter. Motion was seconded and passed unanimously.

IV. Operation BBQ Events

Bill Wight and Gene Goycochea reported on OBBQFOT events.

First is a NAVY SEALS event at the Coronado Special Weapons facility. The event is for 600 NAVY SEALS and family members, for a total of 600-800 people to feed. The date of the event is still TBD. Negotiations are taking place to determine if this is a SCBBQA event, or an event sponsored entirely by the NAVY SEALS in which SCBBQA is only a participant. Gene will determine who will insure the event, SCBBQA or the NAVY seals, with preference being for the latter.

Secondly the event for the marines on September 20th at 29 Palms was discussed. The numbers have been revised from 15,000 down to 7,000 marines and family members. Insurance liability, whether covered by the Marines or by the SCBBQA policy has yet to be determined. The Marines have provided necessary information for sponsors and donors to make their contributions tax deductible, charitable donations.

Bill Wight made a motion that both events be officially sanctioned SCBBQA events and be promoted on the web site and other promotional materials. Motion was seconded and passed unanimously.

V. Bristol Farms Butchers to become CBJs
John Hopkins raised an issue of past business where in return for 3 years of dedicated service and meat donations, a group of butchers from Bristol Farms would be given a CBJ class taught by John Hopkins and Gene Goycochea. SCBBQA would cover the fee owed to KCBS for each of the Bristol Farms butchers. John and Gene would teach the class on a volunteer basis. Board member Eva Harris went on record as being opposed to the expense involved.

It was suggested to open the class up to the public, who would pay the normal $65 per person tuition for the class to help subsidize the event. The CBJ class will be scheduled and promoted to the general membership and public as well.

John Hopkins made a motion to hold the class and have SCBBQA pay the tuition of the Bristol Farms butchers. Motion was seconded and passed 7-1, with Eva Harris casting the opposing vote.

VI. Adopt minutes off May Board Meeting
Jeff Jones made a motion to officially approve the minutes from the May SCBBQA board meeting. Motion was seconded and passed unanimously.

VII. Next SCBBQA Board Meeting Wednesday July 23, 2003.
Meeting was scheduled for Wednesday July 23rd, 2003 at 7:30 PM. Jeff Jones will provide a call-in number and code for the meeting.

CBBQA Board Meeting (Officially, still the SCBBQA)
Thursday May 22, 2003
7:30 PM
Meeting Minutes


Present at meeting via conference call: Jim Mehl, Jeff Jones, Henry Joe Peterson, Lee Fisher, Gene Goycochea, Eva Harris, Carl Kaun, Gina Hayes, Bill Wight.

1. Current Acting President Gene Goycochea calls meeting to order.

2. Motion is made to certify SCBBQA election results. Motion is passed unanimously. New board is officially in place, consisting of Jim Mehl, Jeff Jones, Henry Joe Peterson, Gene Goycochea, Eva Harris, Carl Kaun, and Gina Hayes. John Hopkins is certified as a board member but is not present.

3. Nominations for the position of President of SCBBQA are taken. Nominees are Jeff Jones and Jim Mehl. Jeff Jones receives 6 votes Jim Mehl receives 2. Jeff Jones is named president and presides over meeting.

4. Nominations for position of Vice President are made. Jim Mehl and John Hopkins are nominated. Jim Mehl receives 7 votes John Hopkins receives 1. Jim Mehl is Vice President.

5. A motion is made to separate the position of secretary/treasurer into two positions, one secretary the other treasurer. Motion seconded and passed unanimously.

6. Nominations for treasurer are made. Gina Hayes and Henry Joe Peterson are nominated. Henry Joe Peterson declines nomination. Gina Hayes is elected unanimously.

7. Nominations for secretary are made. Henry Joe Peterson is nominated. Henry Joe Peterson is elected unanimously.

8. Status on SCBBQA Checking Account: Discussion on transferring the names of SCBBQA members authorized to sign checks. Currently, 4 names are on the checking account: Tom Brohamer and Roger Cole as authorized signers and John Hopkins, Gene Goycochea past president and past Treasure who were going to be the next signers but it was never completed. A motion was made and seconded to change authorized signatures to only those of Jeff Jones - President and Gina Hayes - Treasure and remove the previous 4 names. Motion was passed unanimous by the board. Tom Brohamer will visit the Washington Mutual branch in Torrance on or soon after 6/2/03 transfer paperwork. Gina Hayes and Jeff Jones will follow up with local branches and fax their signatures to the Torrance Branch.

9. Because of Washington Mutual's rigid policy of making changes only at the Torrance branch in Southern CA, some discussion was made on the value of changing banks. It will be researched and discussed at the next board meeting after the incoming signatures are authorized.

10. A Finance Committee was formed, consisting of Gina Hayes, Jeff Jones, Jim Mehl, and Dean Hayes. Objectives of the Finance committee will be to clear up current signature issue, complete all tax returns and prepare up to date financial statements for CBBQA. The committee will report their progress at the next board meeting.

11. A Legal/IRS Committee was formed, consisting of Henry Joe Peterson, Gene Goycochea, Jeff Jones and Jim Mehl. Objectives of the committee will be to file a name change with the State of California for the complete and official name change from SCBBQA to CBBQA. Secondly, the committee will be responsible for filing the application with the IRS for non-profit 501 3(c) status. Some discussion ensued on how to achieve non-profit status most efficiently. Suggestions included starting the filing process from scratch as CBBQA once the name change was complete. Another suggestion was to contact the Bolt Law School at UC Berkeley and offer the project up to a third year law student as a project paper. The last suggestion was to work with Joe O'Connell and gauge his willingness to help SCBBQA in this matter. The committee will report their progress at the next board meeting.

12. A Membership Committee was formed consisting of Eva Harris, Lee Fisher, Jim Mehl, Jeff Jones and . Objectives of the committee will be twofold. First, to draft and mail out a renewal letter to SCBBQA members delinquent in paying their 03 dues. Secondly, to craft a vision for the future of SCBBQA membership drives and ways to attract new members and provide fulfillment packets to new enrollees. Discussion included the continuation or discontinuation of the $250 lifetime membership, creation of a new CBBQA logo and membership materials, and instituting policies to have membership booths manned at every CBBQA event. The committee will report on their progress at the next board meeting.

13. An Event Committee was formed consisting of Gene Goycochea, Todd Eves, Jeff Jones and Gina Hayes. The committee mentioned upcoming events including Operation BBQ for our Troops, as well as Gene's Surf and Turf events. . The committee will report on their progress at the next board meeting.

14. "Operation BBQ for Our Troops" events were discussed. Bill Wight and Gene Goycochea discussed tentative events at 29 Palms in August and at the US Navy Pacific Fleet Headquarters in San Diego for the Navy Seals. After discussing pros and cons and feasibility of each event, it was determined that CBBQA will pursue the Navy Seals event in San Diego. The event is for 600 people. Some discussion was held on the matter of SCBBQA's insurance covering our liability for such a large event. It was determined that if our insurance will not cover the event, that Gene will attempt to obtain a waiver of liability from the Navy to cover SCBBQA at the time that contracts for the event are drawn. Gene and Bill Wight are also actively seeking sponsors for the event to donate food, including Smart and Final.

15. Todd Eves made mention of his event for the Los Angeles Fire Department. The group decided it was important to have a SCBBQA presence at the event, so we are trying to located the SCBBQA banner Lee Fisher made for the 29 Palms event for use by Todd at the LA event.

16. A contact list for the new board is needed. Henry Joe Peterson agreed to create a new contact list for the board's use, as well as work on an updated board page for CBBQA.com that Bill Wight will post.

17. A follow up board meeting date of Thursday June 26th at 7:30 PM via conference call was confirmed.

18. Meeting adjourned at 9:00pm

 Organization

About Us

Board Meeting Minutes
2003

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June 26
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