Apologies for absence: John Lerpiniere, Chris Robinson, Rosalind Stansfield.
Minutes of the Committee meeting held 16th April 2007 were approved.
Database agreement: Colin Wilson reported that he was waiting for NDOC to respond on the proposed agreement. Once the agreement with NDOC is completed, a data exchange agreement will be negotiated with TVERC. Colin agreed to send a copy of the agreement to the chairman.
John Roberts reported that Club funds stood at £11,041 (£8,823 at the start of the year). Subscription income excluding life membership, was £2965 (£2902). Data sales of £1,175 had been achieved by Colin Wilson. A claim for £737 for Gift Aid had been made.
The Conservation Fund stood at £4,520. John Roberts noted that it was difficult to keep a precise record of small donations to the fund made at the same time as subscriptions payments to the Club, but he estimated that £79 would be transferred to the fund.
It was agreed that “country member” discounts were rarely appropriate and the option would be removed from the membership form.
Colin Wilson reported that he expected the 2000/1 report would be published in time for inclusion in the 2007/8 Season pack - this would remove the long term backlog. A cost of up to £1,600 for 350-400 copies was approved.
Chris Heard and Colin Wilson reported that the first draft of the species accounts for the 2004 had been completed and the BRBC had reviewed records where appropriate. It was hoped that the report could be published by the end of the 2007 calendar year.
£500 remained from the Thames Water grant towards reports: this would be used for the 2000/2001 report. Andy Tomcynski offered to help in seeking a grant for future reports.
Committee members were asked to tell Colin Wilson how many copies of reports and Atlases they held.
Ray Reedman was complimented on the final indoor programme for 2007/8, which was tabled. Ted Rogers reported that the field trip programme was almost complete and the programme card, in the same format as last year, would be ready for the third week of August (Ted).
It was agreed that no notices of special resolutions were required for the AGM and Renton Righelato would prepare the notice of the meeting to include in the pack. The mailing will be prepared in the week commencing 20th August (Renton) and bird reports inserted as soon as available (Colin) for posting by 30th August. It was agreed that a subgroup of the officers would review the constitution and propose changes for the 2008 AGM, in particular in relation to retired and country membership (Neil/John/Renton).
Ruth Angus showed posters that she had created and made a number of proposals for distribution of lealflets and stands at shows through the summer. It was agreed that we should have stands, if it could be arranged, at the Green Day at the Arlington Centre, Theale and at the Earley show, but not at the County Show, held at Newbury, though it was hoped that in future years this might be done, perhaps jointly with the NDOC.
The subcommittee on promotion had yet to meet, but would be preparing press releases and a campaign for the presentation of the new season. As there would not be a committee meeting before the campaign, the material will be circulated to the officers in advance (Ruth Angus, Gordon Langsbury, Colin Wilson).
The importance of keeping the website fresh was emphasised and all members would be invited to put forward relevant material. Articles should be moderated by Colin Wilson or Renton Righelato, who would pass them to Marek Walford for putting on the site.
John Roberts noted that the cost of room hire at the University had risen to £143/evening.
Dot Lincoln reported her analysis of non-renewing members: 17 paid late; 21had still not renewed for the 2006/7 season; 11 had been members of a year or less; 4 long term members had not replied to her letters/phone calls; 2 were in poor health; 1 was “too busy”; 2 gave no reasons. The membership list had been updated accordingly.
It was agreed that the BOC website set up a page for Atlas-related news (Colin/Renton/Neil to develop).
A meeting of a county bird club forum should be discussed with NDOC and others (Neil Bucknell).
Ted Rogers will contact John Farnsworth for GBS records.
There had been insufficient material for a summer Newsletter; committee members were asked to send material to hom as soon as possible so that he could prepare a late summer newsletter (Ted Rogers). A shorter Autumn Newsletter would be included in the new season mailing, as usual.
Ray Reedman said that Tern hide at Lavell’s lake will be out of action as it is to be rebuilt over the next few weeks.
22nd October 2007 at 63 Hamilton Road, Reading.
Distribution: Committee Members: Ruth Angus, Gordon Langsbury, John Lerpiniere, Dot Lincoln, Ray Reedman, Renton Righelato, John Roberts, Ted Rogers, Rosalind Stanley, Andy Tomczynski, Marek Walford, Colin Wilson. BTO rep: Chris Robinson, County Recorder: Chris Heard.