Series Bylaws

        Last Amended - August 26, 2016

I.            Purpose/Mission: The mission of the Old North State BBQ Series (“ONS”) is to promote barbecue excellence through competitions and educational opportunities, recognize meritorious achievement among participating BBQ teams, and also enhancing tourism as an economic development initiative in North Carolina. The Series is currently pursuing a 501(c) non-profit corporation in the State of North Carolina. All Series members are organizers of community festivals that feature barbecue competitions sanctioned by the Kansas City BBQ Society (KCBS), the largest cooking competition sanctioning organization in the world.

 

      II.            Definitions

Board:                The Board of Directors of the ONS.
Director:            A member of the ONS Board of Director
Event:                An ONS qualifying KCBS contest.
KCBS:                 Kansas City Barbecue Society
Year:                   The twelve-month period that begins on January 1.
Fiscal Year:        March 1 – February 28
Annual Meeting: January-February

 

    III.            Board

A.      The governing body of the ONS shall be the Board consisting of seven (7) BBQ representatives, namely, the Chairperson, Immediate Past Chairperson, Vice Chairperson, Secretary, Treasurer, and two (2) additional directors elected in accordance with Section IV of these Bylaws.

B.      The ONS Board may consist of any of the following: ONS qualifying event organizers, judge advocate, cook team advocate, KCBS advocate, and no more than one sponsor/business advocate. There shall be no less than three (3) ONS qualifying event organizers on the Board.

C.       The Board of Directors of the ONS shall be members of KCBS and responsible to the ONS membership for the overall management and administration of the ONS and its various activities and functions. The Board of Directors shall be authorized to act for the ONS during the year in accordance with the approved scope of activities set forth by the ONS during its Annual Banquet/Meeting.

D.      The Board of Directors is empowered to expend ONS funds, make necessary adjustments in the ONS annual budget to ensure its positive balance, withhold expenditures in the event sufficient ONS funds are not available, and to call special meetings of the ONS event membership that may be considered essential to conduct its responsibilities.

 IV.            Election of Directors and Officers

A.      No less than two months prior to the annual meeting the Chairperson shall appoint a nominating committee. At a regular meeting one month before the Annual meeting, the nominating committee shall present a proposed slate of candidates, including a biography of each candidate, to the current Board. The slate of candidates being the Chairperson-elect, Vice Chairperson, Secretary, Treasurer, and One Director. Directors shall serve two year terms on a staggered basis. Additional nominations may be accepted from the floor.

B.       The final slate of candidates for each office and position shall be placed on a ballot in alphabetical order under each office and shall be voted on by the Board at the annual meeting or no later than February 28. The candidate for Chairperson-elect, Vice Chairperson, Secretary, and Treasurer receiving the majority of the votes shall be declared elected to their respective office. The director nominee receiving a majority of the votes shall be declared elected as a director. In the event there is only one nomination for each and all offices and positions, the club may accept the slate as proposed by acclamation. The candidate elected Chairperson-elect shall serve as Chairperson for the following year. The Candidate for Vice-Chairperson elected in such balloting shall be placed on the ballot as candidate for Chairperson-elect for the following year. The candidates elected shall take the title and position effective the first day following the Annual Meeting.

C.       The officers and director so elected, in accordance with Section “A”, together with the Chairperson, Immediate Past Chairperson, and previously elected Director, shall constitute the Board.

D.      A vacancy in the Board or any office shall be filled by action of the Board.
 

       V.            Duties of Officers

A.      Chairperson - The Chairperson shall be the presiding officer of the ONS and of the Board of Directors. The Chairperson shall be responsible to the ONS event members for the overall management and administration of all activities and functions of the ONS and shall act as its official representative and spokesperson. The Chairperson shall convene the Board of Directors at least two (2) times each year and on other special occasions as conditions warrant. The Chairperson shall present the Board of Director’s proposed annual budget to the ONS event members and shall be responsible for the proper execution and control of the approved budget. Sign or approve all checks drawn on back accounts of the ONS Corporation. The Chairperson may sit ex-officio on any committees of the ONS.  The Chairperson appoints representatives of event members to any committees deemed necessary for the continued and enhanced mission of the ONS. Chairperson shall be a voting member of the Board. 

B.      Immediate Past Chairperson – It shall be the duty of the Immediate Past Chairperson to serve as a director and to perform such other duties as may be prescribed by the Chairperson or the Board. Immediate Past-Chairperson shall be a voting member of the Board.

C.       Vice-Chairperson - The Vice-Chairperson of the ONS shall succeed to the Chairperson at the conclusion of the Chairperson’s term. He or she shall be responsible to the Board of Directors for internal administration of the ONS, primarily serve a liaison to qualifying event activities, and chair any committee’s deemed appropriate by the Chairperson. The Vice-Chairperson shall preside and act in place of the Chairperson in his or her absence at any meetings or activities of the ONS. Upon the death or resignation of the Chairperson, the Vice-Chairperson shall assume all duties and responsibilities of the Chairperson for the unexpired term. The Vice-Chairperson shall coordinate with the Treasurer and two directors to prepare the ONS Annual Banquet. The Vice-Chairperson shall periodically review bylaws for potential revisions to be discussed during an annual executive planning meeting. Vice-Chairperson shall be a voting member of the Board.

D.      Secretary – It shall be the duty of the Secretary to keep tally of the ONS Scoring from qualifying events; update ONS social media; record attendance at meetings; send out notices of Board meetings; record and preserve the minutes of such meetings. Approval of meeting summaries may be accomplished via email and proxy vote. Secretary shall be a voting member of the Board.

E.       Treasurer It shall be the duty of Treasurer to keep proper accounting, control, and management of all funds required or disbursed by the ONS. He or she shall prepare and execute the annual budget, and recommend budget revisions that may be periodically required to maintain a balanced budget. With prior approval of the Board, prepare and/or sign checks to be drawn on the accounts of the ONS Corporation for an amount not exceeding $1,000. With prior approval from the Board, prepare and/or sign checks to be drawn on the accounts of the ONS Corporation for an amount exceeding $1,000. File any tax returns or other finance information as may be required by local, state, or federal law. A financial report for the previous year shall be prepared and submitted to the Executive Committee no later than February 28 of the following year. Treasurer shall coordinate the function of any budget committee that may be created. The Treasurer shall be a voting member of the Board.

F.       DirectorsThere shall be two at-large Directors of the Board. The At-Large directors will be elected as per Article IV and serve a term of two years. When possible, one director shall represent an ONS qualifying event from East of US-220, and one director shall represent an ONS qualifying event from West of US-220. The Directors shall co-chair a Series sponsorship committee and assist Secretary, as needed, with ONS team scoring.  Directors will also assist the Vice-Chairperson and Treasurer with budget recommendations. Directors shall be voting members of the Board.

G.      Associate Membership - is extended to all persons who have an interest in the ONS, and the betterment of barbecue in North Carolina. Associate members shall be no more than three (3) at any given time on the Board. Associate members may serve a two-year term but no more than two consecutive two-year terms (no more than four years in a row). Associate members may not hold elective office in the Series, nor may they vote.

H.      Term of Office - All officers and members of committees shall serve one-year terms commencing with the Annual Banquet/Meeting (February-January). The Chairperson, Vice-Chairperson, and Immediate Past Chairperson may not be re-elected to their current offices, but are eligible for election to another office. Officers other than those expressly prohibited to succeed themselves may be re-elected to the same office. Officers appointed to serve out unexpired terms of office may be elected to a one-year term for that office at the next election date. The Chairperson shall appoint someone to fill all unexpired vacant offices.

I.        Removal of OfficersUpon recommendation of the majority of the Board, officers of the ONS may be removed from their office for cause by a 2/3-majority vote of the Board at a meeting for which a thirty (30) day notice has been given. The term of office of any officer who is absent from two (2) consecutive meetings of the Board shall automatically terminate unless such absence is excused by the Board for good and sufficient cause.

    VI.            Meetings

A.      Annual Meeting/Banquet – An annual meeting of the Board shall be held in January or February in each year as established by the Board, at which time the election of officers and directors to serve for the ensuing year shall take place.

B.      The Board shall schedule and conduct at least two (2) meetings per year. The Chairperson shall preside during the meetings and may call additional meetings when, in his or her opinion, circumstances warrant. Further, should three (3) or more members of the Board petition the Chairperson, a special meeting of the Directors shall be convened. Any organizer of an ONS qualifying event may attend meetings of the Board of Directors.

C.       Quorum – In order to conduct business properly assigned or delegated to the Board of Directors, a minimum of three (3) Board members must be present.

D.      Voting - Decisions on any motion, except those motions concerning the subsequent revision of these bylaws, or the removal of officers, shall be made by the majority (50% plus one) of the ONS Board present at any meeting for which proper notice has been given by the Secretary and for which a quorum is present.

E.       Method of Voting – The business of the ONS shall be transacted by viva voce vote except the election of officers and directors, which shall be by ballot. The Board may determine that a specific resolution be considered by ballot rather than by viva voce vote. Vive voce vote is defined as when Board voting is conducted by vocal assent.

 

  VII.            Finances

A.      The Treasurer shall deposit all ONS funds in a bank, named by the Board. The club funds shall be categorized into three separate parts/accounts: annual club operations (including qualifying event application revenues, sponsorship revenues, annual operation expenses, and the like); charitable funds/service projects (including funds for budgeted service activities as well as proceeds from ONS fundraisers); and, if applicable, ONS Reserves.

B.      All bills relating to the ONS approved budget shall be paid by the treasurer or other authorized officer with approval of the Chairperson or Vice-Chairperson.

C.       A thorough review of all financial transactions by a qualified personal shall be made once each year.

D.      Officers having charge or control of ONS funds shall give bond as required by the Board for the safe custody of the funds of the ONS; cost of bond to be borne by the ONS.

E.       The fiscal year of ONS shall be March 1 – February 28.

F.       Any revenue excess from the operating account or unspent funds from fundraisers after the end of the year should be deposited into the reserve account within two (2) months of the close of the year, with Board approval. Reserves may be used to supplement the operating budget when the budget plan exceeds the prior year’s fund-raising and sponsor revenues, and as directed by the Board.

G.      Expense Reimbursement:  From time to time there may be reimbursable expenses to Board Members for costs associated with the operation and promotion on the ONS. With prior approval of the Board, such costs shall be reimbursed through budgeted funds with proper documentation, such as receipts, and after review and approval of the Treasurer.

 VIII.            Budget

A.      Prior to the Annual meeting, the Vice-Chairperson, Treasurer, and two directors shall prepare a recommended balanced budget and submit it to the Board at its Annual Banquet/Meeting. The budget shall reflect the Series' proposed financial commitments to promoting all qualifying events and planned programs, as well as the anticipated costs of administering and promoting the ONS. The proposed budget shall be available for Board review no less than 10 days prior to its adoption.

B.       The Board shall adopt a balanced budget, set the amounts of the annual application fee, and establish any operation or procedural guidelines for the execution of the budget. As a part of the proposed budget, the Board shall submit a year-to-date financial report during the Annual meeting. A final financial report shall be prepared and distributed to the qualifying event organizers.

C.       With the approval of the Board, the Treasurer and Directors shall be authorized to solicit funds for only those purposes specifically authorized by the ONS in the annual budget.

D.      During the fiscal year, should certain modifications, additions, or deletions to the annual budget become necessary for the proper execution of the budget in accordance with the approved guidelines set forth by the Board, the Chairperson or the Treasurer shall so inform the Board. The Board may then make those alterations to the budget, which it deems necessary and proper, provided that no alterations, modifications, or additions to the budget result in a negative balance of the ONS funds. Qualifying event members of the ONS shall be notified of all changes in the overall annual budget at the next Annual meeting.

E.       The Board may not expend ONS funds for any purposes inconsistent with the approved budget, nor make any expenditure for any purpose which would result in a negative balance of the ONS funds on hand.

    IX.            Resolutions

A.      The Board shall not consider any resolution of motion to commit the ONS on any matter until the Board has given it careful consideration during a called meeting. Such resolutions or motions, if offered at an Annual Meeting/Banquet, shall be referred to the Board without discussion at that time.

 

      X.            Order of Business

A.      Meeting called to order.

B.      Introduction of visitors/guests.

C.       Announcements, KCBS information.

D.      Committee reports if any (ONS Scores, Sponsorships, Budget, etc.)

E.       Unfinished Business.

F.       New Business.

G.      Adjourn

 

    XI.            Revision to Bylaws

A.      These bylaws shall be adopted by a majority vote of Board Members at any regular meeting at which a quorum is present and shall supersede any existing bylaws. These bylaws thereafter may be amended at any regular meeting, a quorum being present, by a two-thirds vote of all Board Members present, provided notice of such proposed amendment shall have been mailed/emailed to each Board Member at least ten (10) days before such meeting. No amendment or addition to these bylaws can be made which is not in harmony with the mission of the ONS.

  XII.            ONS Qualifying Event Eligibility

A.      Fees and Criteria: The number of events associated with the ONS shall be no fewer than five (5). Events shall qualify for membership in the Series under the following criteria:

1.       Event shall be located in the State of North Carolina; and

2.       Event shall be sanctioned by the Kansas City Barbecue Society (KCBS).

3.       No later than January 31st of each year, the ONS will accept applications from interested KCBS event organizers whose event meets the expectations, quality, and mission of the ONS; and,

4.       Event shall agree to contribute an annual membership fee of $5 per team based on the number of team entries during the previous year’s event, no less than $300 and not to exceed $500, payable upon being invoiced by the ONS before or after the event, whichever is mutually beneficial to both the ONS and event.

5.       If Event is a first-time KCBS event, ONS membership will be $300.

6.       There is no “ownership” of weekends by any one event. If KCBS sanctions more than one event on the same date(s), all events sanctioned have the opportunity to apply and be part of the ONS.

7.       Submitting an ONS application is not a guarantee of membership. Events will be invoiced before or after the event, whichever is mutually beneficial to both the ONS and event.

8.       The ONS Board shall make a decision on event applications within 30 days of receipt.

B.        Expel, Suspension, and/or Censure of Qualifying Event: Event actions or conduct that does not adhere to the mission of the ONS shall be grounds for action by the ONS Board to expel, suspend, or censure an event. Any action taken shall be by majority vote of the Board and may be appealed to the Board at a special meeting. Any event voted to be expelled, suspended, or censured forfeits their ONS application fee for the year.

 

XIII.            Team Participation Rules:

1.       There is no fee to enter. Teams are automatically entered by competing in ONS qualifying events throughout the ONS calendar year (January – December).

2.       Residents of any State are eligible.

3.       Ranking in the ONS will be based on team’s overall cumulative scores, as calculated and ranked by KCBS. The number of events used for determining ONS Champion will be determined as follows:

 

Total Series Member Events:                   Highest Cumulative Overall Score (# of events):

Five (5)                                                        Three (3)

Six (6)                                                          Three (3)

Seven (7)                                                     Four (4)

Eight (8)                                                      Four (4)

Nine (9)                                                       Four (4)

Ten (10) – Twelve (12)                                 Five (5)

Thirteen (13)+                                              Seven (7)

Teams may compete in as many contests as they choose, but to be eligible to win ONS prizes, a team must earn ONS points in a minimum number qualifying events for each respective year. In order to participate, teams must follow KCBS rules and regulations. KCBS membership is encouraged but not required to participate. If a team chooses not to compete in an event, the team score will reflect zero (0). In the event of a tie, ties will be broken as follows: First Tie Breaker will be the Highest Single Event Overall Score. Second Tie Breaker will be decided by the second Highest Single Event Overall Score. There will not be a Third Tie Breaker. If the scores are still tied, prize money for the affected places will be combined and divided evenly among the tied teams.

Important Note: Team names are extremely important. It is each team’s responsibility to verify their name is spelled and listed correctly on each contest’s score sheet. KCBS representatives can only verify spelling at each individual contest.

Also, in the spirit of competition, teams are also encouraged to maintain the same head cook/pitmaster throughout the year.

Legal Disclaimer: The Board of the Old North State BBQ Series (“ONS”) will not be held responsible for scoring errors of for misspelled team names or information provided by KCBS. The ONS is not responsible for contest cancellations. Prize money will be retained by the Series Secretary/Treasurer for accounting purposes and distributed to the winner once all the scores have been tallied and verified by a third party not directly related to the ONS. The ONS will consider hosting an annual event/banquet during which time the winner’s prize money and trophy will be presented.