Tuesday, October 12, 2004 Meeting

President Jo Ann Weaver called the meeting to order.  Becky Hodges read minutes of the last meeting, in the absence of Secretary Shirley Lands.  It was reported by Helen Jones, that the association has $1407.02 in the treasury.  Treasurer Sandra Twitty phoned the report to Helen.  A motion to accept the minutes as read, as well as the report of the Treasurer, was made by Bruce Dyer and seconded by John Boggs.

For the benefit of visitors, each member made an introduction, along with the name of respective establishments. Visitors Linda and Warren Johnson introduced themselves and stated that their new facility, “Bear Creek Guest House” near Crawford will soon be open for business.   Guest Speaker Denise Ballew, representing “The Restaurant and Entertainment Directory” also introduced herself.

President Weaver opened discussion of “old business.”  John Boggs acknowledged the excellent job that Jerry Walters has done on the new availability/booking page on the association’s website. 

It was mentioned that Pam Allen was to check on the details of updating the association’s collective brochure.   Rick Allen reminded the group that the Waco Convention and Visitor’s Bureau, (CVB) paid for the brochures the first time they were created and ordered, about four years ago.  The brochures have actually been in print for about three years. He went on to discuss the fact that the B&B Association has not had any representation on the CVB board for two years, and that member Becky Hodges has recently been sworn in as a member of that board, which will open doors for the association to approach the CVB for increasing awareness of the available bed and breakfasts in the area as well as possibly approaching them to assist in updating and printing the brochure again.  Becky stated that she will be attending her first meeting, as a board member, shortly, and would like to get the “lay of the land” before opening the idea of brochure assistance.   She agreed to provide more information next month.

Bruce Dyer stated that he frequently receives faxes from the CVB when conventions are being planned. Often the actual events, which will bring lodgers to the area, are a year away. He stated that he always fills in the information and returns to the CVB, but has never gotten any bookings or contacts from his efforts.  He suggested that we try to find out what actual information is being sent to the potential guests.

Rick suggested that the association should market itself to the CVB for other uses than just conventions. He cited numerous events that take place in Waco, such as golf tournaments and other sporting events.  These events are held all over the city, at various facilities, and the bed and breakfasts are often in locations more convenient to the event locations than traditional places of lodging.   Further, he suggested that we might try to go after some of this business as a group, rather than individually.  Members discussed various events, which had led to such bookings. 

Under New Business, President Weaver stated that the next meeting, which will be held at the Shabby Chic Guest House in Lott, would be the last meeting of the year. At this meeting a new slate of officers will be nominated and elected.  In order to do so, a nominating committee consisting of three members must be formed.  Rick Allen, Linda Williams, and Jo Ann Weaver, outgoing president, agreed to serve as the nominating committee.  President Weaver reminded members that Vice President Becky Hodges will move into the position of President, and officers to be nominated and elected will be the Vice President, Treasurer, and Secretary.  President Weaver reminded the group that we meet 11 months out of the year, January through November, and that members must be present a minimum of five times per year to remain in the association.

President Weaver asked for confirmation of members who offer services for weddings.  Linda Williams—Creekside Garden Bed and Breakfast, Susan Mazanec—Rope the Wind Ranch and Retreat, and Jerry Walters—The Lighthouse Bed and Breakfast all stated that they facilitate weddings.   Linda asked questions about taxing the charges for weddings. It was confirmed that only sales tax would apply for use of the facility for an event, unless the accommodations also included overnight guests, in which case the hotel/motel taxes would also apply.   Other members then discussed that they would be open for wedding receptions, providing it did not interfere with other guests, and mentioned that to ensure no conflict, the reception would require reservation of the entire home. 

President Weaver reminded the group that she has information for advertising in Lisa Jaska’s free wedding publication, if anyone is interested. 

There was some discussion about insurance, initiated by Bruce Dyer. It was the general consensus that most who had used the agent from Jasper were still using him, but renewals are eminent.  Mr. Dyer volunteered to contact Wolf, to inquire about any changes in abilities to insure B&B’s in Texas.

President Weaver then reintroduced guest speaker Denise Ballew.  Ms. Ballew represents the free publication, “The Restaurant and Entertainment Directory” which is distributed in the Waco area. She stated that she distributes about 10K copies per month to local museums, health clubs, restaurants, hotels, and numerous other “high traffic” areas.  She discussed the fact that she is now incorporating entertainment information into what once was only a restaurant guide.  Ms. Ballew listed several entertainment establishments that have committed to advertising in her publication. She explained that it is printed in two-month supplies, with two different covers.  She offered to discount the rates for a limited time should the association choose to advertise, on a trial basis.  One fourth of a page is normally $130.00 per month, with a four-month minimum.  Ms. Ballew offered to provide ½ page for the same price, or to reduce the ¼ ad to $75.00 per month.  She indicated that she would be flexible, for a temporary time, on the four-month minimum run time.  There would also be a one-time charge of $35.00 for ad design. President Weaver reminded the group that we had previously discussed using association funds to advertise in this publication, and it was defeated.  She stated that members might want to consider advertising on an individual basis. 

Ms. Ballew offered publications for each member to place in their respective establishments, and two members volunteered to also take some to their workplace.

It was suggested by Marcia Boggs that we have an association Christmas party. She suggested that since we are not sponsoring a tour of homes, and there are funds available that we have a dinner out.  President Weaver agreed to check into restaurants available. Susan mentioned that there is a nice place for private parties called 1424 Bistro Café, on Washington Street.

A motion to adjourn was made by John Boggs, and was seconded by Jerry Walters.

Delicious refreshments of cake, pastries, coffee and hot cider were served by hosts Charlie and Helen Jones.