Committee Members Present: Lorraine DeVaux (co-chair), Nancy Fields (co-chair), Alana Betts, Mike Hoyle, Bill Clarke
Also present: cottage owners Kathy Crouch, Karen Crouch
Committee and staff roles
Reviewed/redefined the roles and responsibilities
Full time rental manager + part time rental agent
2020 Rental Office Hours - Fri 9-6, Sat 9-9, Sun-Thurs 9-5
Phone interviews set up for next week
Once Rental Manager is hired, review how committee can be of best support to staff
Current rental report
27 cottages in program
Reiterate there is a “make your cottage available for rental through the Rental Program for a minimum of 4 high-season weeks (July and August) Page 11, paragraph 1 of rental contract)
There are some cottages not participating – rental manager will work directly with the cottage owner to enforce
Need strong reports (ie, overall and per-cottage occupancy rate) to distribute to Committee each month for review/discussion.
New Rental Manger will be responsible for pulling/distributing each month along with financial reports
Lorraine, Donnie and Alana to review what reports can be pulled from Guesty.
Lorraine updated that new rental packets are on the way (pocket folders, rules, amenities, check-out procedures, wi-fi information, renter comment card, and Sandbar coupon). Packets can be put together ahead of time, which will save staff time
Rental manager’s responsibility to update in cottage descriptions and photos on both website and Guesty
Allow each renter to enter updated and fresh descriptions of their cottage along with updated photos. With or without photos of the Seaglass Village Adult only amenities.
This is the rental manager’s responsibility. Alana will ensure that all cottages are brought up to date
Discussed allowing owners to designate their cottage as "Family Friendly" or "Adults Only" to prevent stress on the Rental Management team over children.
Review automated messaging timing – 3 days out, reminder the day before. What goes out the day after check in, mid-week, after check out.
Alana to confirm chamber membership and trolley advertising
Implement increased marketing to past renters
Alana to research short-term rental rules re: age discrimination in advertising. Do we follow the same fair housing rules as for-sale properties?
2020 Rental Meeting Schedule
Committee agreed to meeting on last Sunday of each month at 10am.
Lorraine to update SGF calendar
Recommendation to Board is to release communication to upcoming renters, past renters, and the public (via website and Facebook) that we have implemented the following protocols and precautions:
Gate code, directions to cottage and other instructions sent to renter prior to arrival
Key boxes at rental cottage – code will match gate entry code
Rental packets are pre-assembled and left in the cottage
Starting April 1, Sheets and towels are sealed at the cleaner, not touched by ungloved hands
Explain why guests are requested to make their own beds
Cottage cleaning procedures should be outlined to renter
Key return procedure – also no face-to-face contact required
Implement no-fee cancellation policy
Share information re: local restaurants doing take-out and delivery
Alana to get cleaning checklist including info re: sanitization products and procedures – send to Lorraine
Lorraine to draft message
For Discussion at Next Meeting
Need to work out procedures for private rentals
How will renter get email w/instructions and directions to cottage
$75 registration fee – staff appears to be doing less work, so is this fee still equitable?
Are linens included?
Consider shorter term rentals in peak season – re-evaluate as Coronavirus situation evolves.
Discuss new sheet process – once coronavirus emergency has passed, is it wise to have renters make their own beds (we’re a high-end facility, some renters are elderly, etc.)
Re-evaluate the requirement of owners needing to be in program for 4 weeks during peak – that requirement was instituted from when we had to advertise each individual cottage. We didn’t want to pay VRBO the fee, and not get ROI – with all the cottages in the program now, do we still need this requirement?