hosted by Joanne Heitmiller of Country Charm B&B, West

Tuesday, May 6, 2008

The following B&B’s were represented at our 2^nd business meeting of the 2008 business year:

• Back Porch
• Colcord House
• Cotton Palace
• Country Charm
• Creekside Garden
• The Farm
• Hawkins House
• Judge Baylor
• Let’s Go Country
• Rope the Wind
• 1895 Tarlton House
• Guests- see note below
Also in attendance at this meeting were some invited guests:
Carla Pendergraft- from the Waco Convention and Visitor’s Bureau
Scott Sanders- Membership and Marketing at the Greater Waco Chamber of Commerce

The meeting was called to order by President Linda Williams. Cindy Draper, Secretary, read the minutes from the last meeting. There was one correction to the minutes. At the end of the 2^nd paragraph, $17.00 to Pam Allen for the printing of an ad was changed to the printing of the inside of additional brochures. This change was made and the corrected minutes were approved. The treasurer’s report was given by Sandra Twitty. The balance given was as $1749.50.

Our guests were then invited to give their presentations so they could leave before we carried on the rest of the business for the evening. Carla Pendergraft, from the Waco Convention and Visitor’s Bureau, discussed the role and services of the Bureau. She provided tourist guides, maps, and pens to the owners. She discussed the new brochure rack in their office which is now dedicated to Waco and the expanded area around Waco. Our Association brochures and individual B & B brochures will be located in the new portable rack. She gave us the website which gets over a million hits each year – www.wacocvb.com and the phone number – 1-800-WACO-FUN or the local number- 254-750-8696. 

She also noted the link at the bottom of the page – About Us to learn more about the Waco Tourist and Visitor Bureau. Her personal e-mail address is: carlap@ci.waco.tx.us Carla also spoke about her greater appreciation of B&B’s now after she spent a couple of nights in one out of town. She had been somewhat biased about them due to an unpleasant experience in one a few years back. The owners really appreciated her truthfulness and offered to provide stays in their B&B’s to help educate her and other staff working in that office recommending lodging to visitors to the Waco area.

Scott Sanders, of the Greater Waco Chamber of Commerce, discussed the role of the Greater Waco Chamber of Commerce. In the past it was understood that Associations could not join, but now we would be able to join as an Association. Three advantages of joining were given: marketing as a member of the Chamber, opportunities for advertising and helping us branch out, and economic growth for the entire McLennan County market area. The yearly price of joining as an Association on the entry level was $345.00. This was later discussed under new business and a motion for the Association to join the Chamber was made by Marcia Boggs; there was a second by Joanne Heitmiller. The group voted in favor to join.

Old Business
The HOT B&B brochure was addressed. We still have approx. 2000 shells left, and we decided to add the e-mail addresses to the updated Association B&B membership inside. Pam Allen will e-mail the members a copy so they can proof their information before printing additional ones. We discussed possibly changing the outside after we run out of shells to something more noticeable.

Brochures at the Airport- Linda Williams brought up the fact that the cost for keeping our brochures at the airport was going up substantially and required a 5yr. to 10yr. contract. With no known reservations coming from the airport brochures, Bruce Dyer made a motion to cease the contract with the airport due to the cost and length of contract required. Cindy Draper second the motion. The members voted to take the brochures out of the airport. It was noted that the Association should receive approximately $153.00 back from the airport.

Austin American Statesman Ad- It was mentioned that we voted in the last business meeting (Feb.) to have Pam Allen design an ad to be placed in the Austin American Statesman. The ad cost $250. A copy of the ad was shown at this meeting to the members attending.

New Business

After the first meeting in March of the Membership Committee (Linda Williams, Joanne Heitmiller, Sandra Twitty, Cindy Draper, and John Boggs), application updates were addressed due to insufficient records and paperwork within the Association. All members will fill out application and sign the liability release agreement. The committee discussed accepting new memberships & presented drafts for accepting new members into the Association. An amendment to the bylaws was motioned by Linda Williams that the duties of the Vice President of the Association would expand and include membership development. A second was made by Bruce Dyer. Another change to the bylaws was motioned by David Stoops to request that members attend a mandatory of 4 business meetings during each year. Bruce Dyer second the motion. Members voted and the motion passed. It was added that members could be excused if prior notification was given.

Under marketing issues, Cindy Draper brought up the process of putting the Association brochures at Texas Tourists Information Centers. There is no charge, but the updated brochure has to be sent to Austin for approval. Joanne Heitmiller made a motion to send the brochure to Austin for approval so we can put them at designated Texas Tourists Information Centers across Texas. Cindy will take care of sending a copy of the brochure once Pam Allen has updated it and the members have checked over their information. It was addressed to go ahead and print all the brochure shells left to save additional funds for printing and to meet the demands of having enough for the Tourist Centers. Becky Hodges second the motion. The members voted; motion passed.

Susan Mazanec brought up another marketing avenue. The People Newspaper is smaller paper designed to target more individual areas of the Greater Dallas Metroplex. She introduced the possibility of advertising in these newspapers. Due to the length of the meeting, she will be providing additional information at the next business meeting.

The next meeting will be held Tuesday, June 3 at the Colcord House. Rick and Pam Allen will be hosting the meeting.

A motion to adjourn the meeting was made by Becky Hodges and David Stoopes second the motion.

Report submitted  by  Secretary, Cindy Draper.