Vice President Susan Mazanec called the meeting of the Heart of Texas Bed and Breakfast Owners Association to order at 6:45 pm March 8, 2005 at the Countess Rose B&B in Hillsboro Texas.

The minutes were read, and approved with a motion by Shirley Land and a second by Joann Weaver.  Treasurer Sandra Twitty read her report, which was approved with a motion and a second by Bruce Dyer and Marcia Boggs, respectively.

Under old business, Dutch Schroeder provided a Membership Committee report of the results of the e-mail survey of members, regarding our desire to have web only members and at a higher membership fee.  Dutch reviewed all responses, and it was discussed that the issue at hand really only surrounds one member, or previous member, and that the Association by laws clearly outline what should happen regarding that member. It was further discussed that managing different fees, and policing changing fees would be difficult, as well as who would be the judge of “extenuating circumstances” causing absence from meetings. John Boggs reminded the group that the report from Dutch was just that, a report and that there are no changes being made to our bylaws at this time. Susan agreed that the committee is not making any recommendation now, but it is willing to if the Association wants the committee to continue its evaluation.

It was determined that since there is now an Associate Member Committee studying the option of offering membership to non B&B owners, as associates, further recommendations by the Membership Committee regarding "website-only" members would be postponed.  The Associate Member Committee investigating the associate membership offering will make a presentation at the next meeting. It was suggested that they should be non-voting members, if we were to allow them to join, but they would be on our website or have a link to their site from ours. 

The fact that there was only one member who had not met the meeting requirements was again brought up. Bruce reminded that someone has to keep an attendance record. Jo Ann stated that when she was president she did that.  There was discussion of members not paying dues in a timely manner. Jo Ann said that when Helen was president it was decided that dues must be paid by March 30 for each year. There was some disagreement as to whether this rule was ever voted in to the bylaws.  [However, note Bylaws Section 2.3. Delinquency. Members whose dues are not paid within 90 days of the beginning of the calendar year shall be considered delinquent and dropped from membership.] John said that it is currently in the bylaws, section 2.6 that to be an eligible member one must attend five meetings each year and if not the member may not renew the next year. It is very clear.  He said that there is no need to change anything in the bylaws unless we decide to have web only members with different dues. There was some discussion as to how much more the dues should be, but this discussion was tabled without a vote.

There was a limited discussion about how well the web works for each member, and how one tracks or knows that a referral actually came from the web.  Further discussion about programs and methods of actually tracking your “hits” was mentioned.

Dutch brought the group back to the purpose of the committee, which is to avoid so much time consuming discussion in the actual meetings. He said that the committee could continue to work with the information from the survey, and bring forth a recommendation if the members desire. John suggested that they do that.   After more discussion, John made a motion that the Membership Committee, dealing with levels of membership and possible "website-only" members, wait until the Associate Member Committee reports, and the members would determine where to go then. It was seconded by Dutch and passed.

Marcia expressed thanks to Dutch and his committee for their work and for the informative report.

Under new business, the Marketing Committee made a quick report.  It was suggested that the Association participate in a special section honoring the Lady Bears basketball team.  It was agreed that we would need a $400.00 allowance to get the ad in the paper.  The motion was made by John and seconded by Shirley that we place the ad at a maximum of $400.00. Penny Mercer will work with the Tribune to place the ad.  Then Joan presented copies of marketing tips that committee member Larry Price had provided from a publication on running B&B’s.   Larry reminded members that there is a survey on the e-mail that he would like to have returned for presentation of results at the next meeting.  It was also presented that we need to get our Association brochure printed and distributed. Penny agreed to prepare a proof and present to members, along with costs, at the next meeting.  Sandra Twitty made a motion that the Marketing Committee prepare the brochure for proof and Marsha Boggs seconded it.

Donna Jackson, who was introduced by John and Marsha Boggs, presented a program.  Donna is a Baylor student who is from a “B&B Family.”  She is willing to “B&B Sit” or help out in any way, as she has adequate experience. She provided her contact information, 254-722-2482 and e-mail yldonna@hotmail.com. She works for $10.00 per hour.  She is also willing to negotiate contract rates for certain jobs.  John and Marcia have stayed with her parents at their B&B and provided very favorable reports.

Bruce Dyer stated that he had checked on insurance after receiving information from a company in Maryland.  It turns out that their representative in Texas is the agent in Jasper that many of the members use currently.

Susan then asked if any members wanted to break into groups to discuss individual issues. The offer was declined for this meeting due to the lateness of the hour. Jerry suggested that at the next meeting we prepare in advance and break into the work groups.  Marsha asked that members e-mail topics of discussion groups to Susan. John mentioned that each group would need a facilitator.

John also introduced our new member. Joanne Heitmiller is operating Country Charm Bed and Breakfast, a guesthouse near West, one mile off I35.  She stated that her cottage has 2 bedrooms and one bath, a full kitchen, and she provides a continental breakfast, which includes West kolaches, breads and homemade granola.

Nancy returned to the insurance subject and said that she has been having trouble and trying to get insurance. Penny mentioned that she has an agent in El Campo, whose information was provided at the November meeting. John asked her to e-mail the information to all members.  He then made a motion to adjourn which Bruce seconded.

Members were served delicious doubled chocolate brownies, ice cream and beverages, and tours of the beautiful Countess Rose were continued.

Penny Mercer

Secretary