Minutes of Committee Meeting held at 19.30, 22nd October 2007 at 63 Hamilton Road, Reading

1. Apologies for absence: Gordon Langsbury, Chris Heard, Chris Robinson. The Chairman welcomed Peter Standley who was attending for item 9.
2. Minutes of the Committee meeting held 10th July 2007 were approved with the correction of Rosalind Stanley’s name.

3. Matters Arising and review of actions not covered elsewhere: none.
4. Treasurer’s Report: John Roberts presented provisional year end figures. Total income was £9,560, main items were: subscription (£3,022), data sales (£1,400), gift aid (£768), interest (£370) and calendar sales (£354) plus approximately £1,800 of costs recovered from participants of coach trips and the Anniversary Dinner. Total expenditure was £8,793, made up of room hire (£1,700), speakers (£530), secretarial and publicity expenses (£684), newsletter (£157), insurance (£135), report (£1,561) and the anniversary dinner (£1,877 of which Club funds contributed £350). The Club total fund balance stood at £9,625 and the Birds of Berkshire Conservation Fund held a further £4,649.
5. Bird Report update (Colin Wilson): A publication date by the end of the year was still targeted for the 2004 report, though species accounts had still to be finished by Derek Barker. The database for 2005 should be ready early in 2008 to enable a start to be made on the species accounts. Colin asked members to promote the sale of advertising space and let him know of potential advertisers. Discussions on a grant towards the 2004 report were being held with Thames Water, with help from Andy Tomczynski [subsequently confirmed].
6. Database and data exchange agreements (Colin Wilson): There had been no progress on completion of the agreement between the Club and TVERC on transfer of data, because no response had been received from NDOC on the proposed agreement between NDOC and BOC on use of the database. It was noted that less than 10% of records came via NDOC. As he was working with TVERC, Renton Righelato agreed to establish their urgency for an agreement.
7. Promotion of the Club (Ruth Angus, Gordon Langsbury, Colin Wilson) Ruth Angus reported that there had been little interest shown at the Pepsico “Green Day”, whereas open days alongside Kay Optics at Dinton Pastures had been productive. A number of articles had appeared in the local press and on website as a result of press releases by the Club. The talk by Graham Wynne, RSPB Chief Executive, was being widely publicised and preparations for the evening (7th November) were discussed. John Roberts would organise special raffle prizes, including a Honey Buzzard drawing by Robert Gillmor. Ruth Angus would arrange notices and marshals to direct visitors from car parks to the Palmer Building.
8. AGM There will be no Committee members retiring by rotation and it was agreed that no new members would be proposed by the Committee. Information to be provided to Neil Bucknell for the Chairman’s report on membership (Dot Lincoln), meetings attendance (Renton Righelato). Separate reports would be given by John Roberts (Treasurer’s report), Ted Rogers (outdoor programme) and Colin Wilson (records for 2006/7).
9. Conservation plans Peter Standley explained the conservation roles he had been carrying out in the County, which included consultation on the biodiversity action plans (BAPs) with unitary authorities, input to Wildlife Heritage Sites with BBOWT, membership of the Berkshire Nature Conservation Forum. It was agreed that John Lerpiniere, as conservation Officer, should be nominated as the Club’s representative on the Berkshire Nature Conservation Forum. Peter Standley would continue to participate in Bracknell Forest and Wokingham forums. The Committee thanked Peter for the work he has done over many years for bird conservation in Berkshire. Renton Righelato had circulated a report of the Birds of Berkshire Conservation Fund and noted that no applications had come forward so far in 2007. It was agreed that the Fund activities would be discussed at the next meeting.
10. Kennet Valley Park Developments Colin Wilson summarised the current position on the proposal to build 7,500 houses on the Searles Lane area to the south of Reading. The SERA Inspectors Report to the Minister (Hazel Blears) had recommended the Kennet Valley Park plan. It was agreed that the Club should continue its opposition and that Neil Bucknell should prepare a letter to the Minister. [ Subsequent investigation indicates that the Inspector's report was not subject to consultation, and that a revised Regional Plan would be published in the new year which would be subject to further consultation. This would be the stage to make further representations if the Kennet Valley Park recommendations appeared there. ] Colin Wilson said he would (i) establish the positions of key organisations (including EA, WBC, RSPB, Natural England), (ii) prepare a briefing note to members to enable them individually to voice opposition and (iii) draft a petition.
11. Data Protection Act Renton Righelato reported that he understood that the Club was exempt from registration under the Act, but that its provisions limiting the type of data we hold, its use and consent apply. We are permitted to hold names and addresses of members for the purpose of communicating with them, provided members are aware and consent and the information is destroyed when a member leaves the Club. It was agreed that a note be added to the membership form giving consent and that a brief note be put in the next Newsletter (Renton Righelato).
12. Any other business
1. Several of the Committee had received invitations to Consultations on Berkshire Conservation Target Areas.
2. John Roberts proposed that he be authorised to pay fuel expenses to Committee members and others travelling on behalf of the Club. The proposal was agreed.
3. The Christmas Social would be arranged by Dot Lincoln and Ray Reedman, who would call on members for help as needed.
13. Date and venue for next meeting. 21st January 2008 at 71 Kidmore Road, Caversham at 7.30 pm.

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, Peter Standley.