Tuesday, January 11, 2005 Meeting

The January meeting of the Heart of Texas Bed and Breakfast Owner’s Association, hosted by Linda Williams at Creekside Gardens, was called to order by incoming president, Becky Hodges.  Outgoing secretary, Shirley Lands, read minutes of the November meeting.  Becky made one correction regarding bylaws, and then the minutes were unanimously approved with a motion made by Bruce Dyer. 

Sandra Twitty, who will continue in the office for 2005, read treasurer’s report.  The beginning balance was $1407.02.  Checks written were $186.22 to the Lake Brazos Steak House, for the Christmas Banquet, and $170.40 to association member and webmaster Jerry Walters in payment for web calendar and domain hosting fees, leaving a new balance of $1050.40. Sandra reminded everyone that she is currently collecting dues of $50.00 for the new year.  Becky stated that she had received some checkbooks for the association. Sandra stated that she had new checks printed, but she had those in her possession. Becky will look into the reason that the checks in question were sent to her.  A motion was made by Shirley Lands to approve the treasurer’s report as read, and was seconded by Rick Allen.  There was unanimous approval.

Under Old Business, Becky stated that the schedule of meeting places for the New Year had been filled except for the next meeting, February 8.  She asked members who had not committed to hosting a meeting to think about hosting in February. Jerry Walters said that he and Jan would be willing to host at the Lighthouse, but wanted to leave the opportunity for new members, whose homes have not been visited by the association.   It was agreed to make a decision at the end of the meeting. Becky reminded everyone that the calendar and schedule of the meetings is on the web and looks very good.  Jerry reminded everyone that if a decision about the meeting was not confirmed this evening that it would be on the web as soon as he is advised.

Becky asked for discussion about the Christmas Banquet, and whether it is something that the association wants to repeat this year.  Sandra and Becky both commented that it was a nice time for visiting and enjoying fellowship with members. It was agreed that we should do it again, and discuss further as the time is closer.

The fact that the association did not participate in a Christmas open house was opened for discussion.  Rick and Sandra stated that they had inquiries as to why we did not have it this year.  Linda Williams asked about participation in the “Story Book Christmas,” and if they had asked us this year.  Becky questioned who had handled for 2004.  Rick could not recall whom, but said someone from the “Story Book Christmas” had asked him about the association’s participation or lack of.  Sandra suggested that someone explain to the new members. 

Before explaining, Becky asked new members Larry and Michelle Price to introduce themselves. They did, and described their ranch retreat, bed and breakfast, the Ranch Bunkhouse.  It is a three-bedroom apartment in the corner of a large barn, located on their ranch near Salado.  Guests are free to board their horses, and ride the ranch grounds. They are near the Wildfire arena and the Bell County Expo Center, where numerous equine events take place.  The apartment sleeps 8 adults, and has a complete kitchen and laundry facility.  It is “a nice quiet place in the country” and is adjacent to the Summers Mill Retreat & Conference Center.

Becky inquired about a B&B association in Salado.  Larry stated that there is one there, but the niche filled by the Ranch Bunkhouse does not necessarily coincide with the Salado association, which has a large membership and is quite expensive.  Michelle provided everyone with a Ranch Bunkhouse brochure.

Linda Johnson, new member and owner, along with husband Warren, of the Bear Creek guesthouse introduced herself. Warren was unable to attend.  She described her guesthouse as a “nice country place, with lots of wildlife, heavily wooded, but easily accessible to Waco and Baylor.”  It is also a complete house, with kitchen and laundry, and sleeps six adults.  They opened for guests this past November.

Because Linda works at Baylor, there were some questions and discussion as to how she promotes her B&B to Baylor, and if she has any insight as to how the association could promote itself to or through the alumni association.  Linda stated that she is aware of a new effort by the alumni association to partner with corporations to provide discounts in exchange for advertising.  Linda Williams asked if there was a set amount to discount, in order to participate.  Linda Johnson said that the participating business or corporation determines its discounts.

Sandra asked how the Christmas open house at the Lighthouse was. Jerry stated that in a way it was slower than in the past, but there were more new people, as people who had not previously attended, so it was good.

Jerry mentioned that the new members had paid their dues, and that he had been working on the web.  He stated that if they were approved this evening the new B&B’s would be on the web the next day.  Rick made a motion that we approve the new members. The motion was 2^nd by Marsha Boggs and unanimously approved.  The association now has 19 members.

Becky welcomed the new members and stated that we look forward to seeing them at meetings and to their participation.

Bruce asked that we go back to the Christmas tour discussion.  Becky explained that for three or four years they held an open house.  It was optional to members, but the “Cotton Palace” had participated. The proceeds went to various community organizations, like Waco High, Midway Choir, and “Story Book Christmas.”  She stated overall it always went well, though sometimes it was a little challenging to have guests in the house and participate in the tour simultaneously.  She said that participation was always good, until 2003, when most of the B&B’s participating had a light turnout.  Rick stated that even so, the association raised $850.00 and then donated $150.00 the first year of “Story Book Christmas” participation.  He said there were lots of reasons different members decided not to participate in 2004.  Dorothy Dyer stated that this year it was good for them that they did not have open house, as they had illness and some issues with house repairs.

Becky asked what the group’s inclination is now, to participate or not?  Bruce stated that it has brought little tourists outside of Waco.  It was mentioned that we should listen to local input as to whether we should participate.  Shirley asked what exactly would be the criteria for what we hear, as to whether we participate. Rick said just try to keep up with people who ask, [to see if there is a demand or desire to tour the homes].  Linda Williams added that she saw the publication put out by “Storybook Christmas,” and that it was very good.  Bruce agreed that it was good, but stated that it never gave him any results.  Becky agreed, but said that we might have had a few people, other than locals, and that local people are not the majority of her clients.

Linda Williams stated that she does get some local business.  Becky agreed that she also gets some local people who want a weekend out of the house, but not much, and stated that had she done the open house this year it would have been exceptionally hard because of the heavy bookings. She said that even though the open house is only one day, it requires devotion of a full weekend, decorating, etc.  Linda Williams said that she feels that decorations can be at a minimum, as people really come to see the B&B, not the Christmas decorations. 

Rick brought up the fact that only a few of the large number of members show, and mentioned probably due to the fact that several are on the outskirts of Waco, or even out of the county.  It was discussed that maybe selling tickets in geographic areas would be an alternative to get more B&B’s to participate and more guests to participate as well.   Linda Williams said that she would really like to do it, to let people know that she is available.  There was much discussion about where the money goes, who had many tourists and who had none, and that we hate to say “no” to participation as an association when some may want to participate.

Larry asked if we thought we got new customers as a result of the open house participation.  Rick said “no” but Sandra said “yes.”  There was discussion about the nice ad in “Waco Today,” and its value.  Becky wanted to know who would participate in 2005.  There was much discussion regarding the Waco houses participating here, and then outlying B&B’s participating at times when their own community was hosting events, and/or having donation boxes to benefit certain organizations local to the B&B, as it is believed if the open house is for a fund raiser, more guests would participate.  Bruce reminded everyone that if we don’t participate in a fundraiser like “Storybook Christmas,” then we don’t get the nice, free advertising.  Rick agreed, and stated that the ad was valuable as it was expensive.

It was agreed to discuss this again, and make a decision no later than April, in order to ensure good ad preparation and planning. 

Due to the lengthy discussion, the group broke for coffee and dessert before continuing the meeting.

As the meeting resumed, under Old Business, Becky asked if there was a need for a committee to amend the bylaws. Jerry recalled that at first that was suggested, but that the changes were discussed and approved at the November meeting, so there was no need for a committee.  Becky agreed.

There was a little discussion about insurance.  It was suggested that members who live in their B&B’s could look into using a homeowners’ policy.

Under other Old Business, Becky mentioned that she had some information about the proposed new hotel in Waco.  She said that she had some information but is supposed to get more.  Rick said that he is aware of a proposed 2,000-room hotel, and the city will subsidize some of the expense. It was briefly mentioned that this could hurt the business of B&B’s.  Becky said that without the hotel there is no hope for Waco to get the Bush Library.  Shirley asked if A&M [Bryan] has a four star hotel, and Rick answered that they do. 

Bruce said that the CVB continues to send lodgers to Temple and Belton when Waco hotels are full, and did so again during the recent military event on New Years Day.  Rick said that three people were able to find them, in spite of going to the CVB for help. He said his rates were better than the hotels, for this event. Becky said that she has been to two meetings with the CVB, and hopes to begin to help us when she attends the January meeting.  There was discussion about the Masons not coming back to Waco, and Rick said the local hotels gouge them.   Mrs. Dyer said that she believes Waco will still have the Masons.

Becky then moved to New Business.   She asked incoming VP Susan Mazanec to explain an idea that she has, regarding membership dues and attendance requirements.   Susan explained that perhaps we should offer “non-active” memberships at a higher rate than active members, as there might be some B&B’s who do not wish to make the required five meetings, but would gladly pay a higher membership fee to remain on the web.  Jerry said that he thought we should offer something to keep as many members as possible, for several reasons, but one due to the time consuming difficulty of removal from the web.   Becky said that she likes the idea and thinks the higher membership fee is justified.  Rick asked how many members have left.  Jerry said one in Crawford and one in Valley Mills.  It was reminded that Valley Mills actually closed.  Linda Williams suggested $70.00 instead of $50.00.  Pam Scobell said she thought it should be double or triple active members’ dues. It was discussed that if someone had a true emergency and missed a seventh meeting that consideration would be taken.  Then there was discussion as to how a member moving from active to inactive would be billed, and how to avoid too much recordkeeping.  A committed headed by Dutch Schroeder, and including Susan Mazanec and Warren Johnson, (agreed in his absence by wife Linda), was formed to determine the best method of managing active and inactive membership fees.  The committee will make a recommendation at the next meeting.

Becky then asked the group about meeting programs, and how they should be handled.  She said that we should to continue to share ideas, use technology, do better marketing, participate in community events, and get our name out, and that guests speakers is one way to help us do this.   She asked everyone to be on the look out for ways to advertise and avoid missed opportunities, especially those that are not cost prohibitive.  Linda W. mentioned that there are probably vendors who would like to sell their services to or through us, who would provide or sponsor programs.  Jerry mentioned that normally the VP is the person in charge of programs.  He suggested that if we have an idea we forward those to Susan, and provide detail.    Susan questioned if we would need to vote on guest speakers. Becky confirmed that a vote is not necessary, and that the program is her [Susan’s] decision.  Rick reaffirmed that we will all send ideas to her.  Shirley asked about the gentleman who was at the [Christmas] dinner, who talked about visiting a B&B and then writing an article about it. Marcia said that she was afraid that he was looking for free lodging, and there is no guarantee that he would do an article. Linda W. said that she had a marketing e-mail about this.  Larry said that he had heard about such scams through a community education seminar on “How to Make a B&B Profitable.”  Marcia said that she had called the newspaper for which the gentleman claimed to work, and found that he is actually a freelance writer.  Becky said the article he had was a good one.  Bruce said if you let him stay with you there is no guarantee that he will write about your place.  Dutch mentioned that Bill Foster (Waco Trib) used to come to all the association meetings.

Becky then asked Dutch Schroeder of the Cotton Palace B&B to give information of the HAT convention he attended in August. He provided booklets with listings of HAT members, and discussed various seminars and sessions that he and his wife attended while at the convention. Becky said that the inspection for HAT approval is not rigorous, and it is well worth the effort of a B&B owner to become a member of HAT.  Currently her B&B is the only HAT member in the HOTB&B Owners Association.

As the meeting was about to adjourn, Larry Price offered to host the February meeting at the Ranch Bunkhouse.  Marcia asked if we might want to meet 30 minutes earlier, due to the distance, but it was decided to keep the meeting at the regular time of 6:30. The next meeting will be February 8, 6:30 pm at the Ranch Bunkhouse in Salado.  Directions and a map will be on the web tomorrow.

Shirley Lands made a motion to adjourn, Dutch Schroeder seconded, and it was unanimously approved.