Minutes of Committee Meeting held on 22nd July 2008, 71 Kidmore Road, Caversham.

1. Apologies for absence: Ruth Angus
2. Minutes of the Committee meeting held 26th March 2008 were approved.
3. Matters Arising and review of actions:
1. Garden Bird Survey: Ted Rogers had started discussions with the BTO about sharing the BOC and BTO survey data.
2. 2004 Report: Colin Wilson said that the report is expected to be ready for distribution in mid August; Derek Barker is working on the 2005 report; work on the 2006 report awaits the transfer of NDOC records.
3. TVERC data exchange agreement: the Secretary reported that the agreement had been completed and that commercial organisations seeking data from TVERC would be referred to the BOC. It was requested that records that had been turned down by the Rarities Committee be tagged as rejected (CW).
4. Kennet Valley Park development: The Chairman explained that the KVP housing proposal had been removed from the SE England development plan; lobbying by bird watchers was cited as a contributory factor. Colin Wilson asked members to respond to the consultation invitation supporting the exclusion of the development. He explained that further work was being done to try to get more of the area designated as a Wildlife Heritage Site. Members were invited to a meeting on 31st July at 7 pm in Burghfield village hall. Colin was thanked for his efforts in combating the KVP proposal.
5. Queen Mother Reservoir access: Renton Righelato reported that he had given Thames Water proposals for a license agreement and permit conditions. The agreement is now being worked on by TW. He explained that TW require that only BOC members be allowed permits and that members seeking permits would have to provide proof of identity (photo ID) and address (eg service bill).It was felt that members only access would be a significant benefit for some members and would attract new members, as such the costs could be borne by Club funds. T the Committee approved the £500 license fee. (RRi to progress).
4. Treasurer’s report: John Roberts reported that the Birds of Berkshire Conservation Fund held £5,831 and the Club’s unrestricted fund £13,581, £7,000 of which is in a fund attracting interest at 4.95% currently. Subscriptions for 2007/8 had been £3,413 (£3,057 for 2006/7) and gift aid £829 (£768). Speakers and room hire had cost £2,122 (£2,280). Colin Wilson noted that the cost of the 2004 report would be about £2,500 and that provisions should be made for a similar amount for each of the outstanding reports (2005, 2006).
Officers were asked to put in their expenses claims for 2007/8 by 7th September (All officers).
5. 2008/9 Season pack distribution: Ted Rogers expected to have the summer newsletter and programme card ready around 10th August. Renton Righelato will prepare the notice of AGM and labelled envelopes for the same date. Colin, Ted and Renton will liaise over packing and posting, which depends on the availability of the 204 Report (CW, TR, RRi).
6. Berkshire Show: BOC stand: Chris Robinson said that NDOC had agreed to share a stand with BOC at the Berkshire Show, focussing on the joint Atlas effort. The Committee endorsed the proposal and Neil Bucknell, Colin Wilson, John Roberts and Chris Robinson agreed to organise and man the stand.
7. Bird fair trip: The Committee endorsed Ray Reedman’s decision to hire a smaller coach for the bird Fair in view of the lower take up than expected. The Committee agreed to underwrite any shortfall in costs.
8. Any other business
1. BOC sponsorship of the Birds of Berkshire Atlas Group: The Committee agreed to formally be a sponsor for the Atlas and receive funds to further the project. A memorandum of understanding between the Club and the Atlas Group will be drafted (RRi).
2. Charity Commission Annual Report: the Secretary noted that because the Club’s income had exceeded £10,000 last year, it was now required to file a report and accounts (done).
3. Committee positions: Renton Righelato noted that three elected Committee members were due to retire in November and there was discussion of potential new members. The Chairman agreed to approach two candidates (Debbie Reynolds and Hugh Netley) and Colin Wilson another (Ken Moore). A job description for the Secretary was requested for potential replacements for Renton (RRi).
4. Conservation Fund: the members of the fund committee approved John Lerpiniere’s request for up to £500 for barn owl boxes and tools for their installation.
5. Meeting 24th September: Neil Bucknell will liaise with the speaker for this meeting as Ray Reedman will be away.
9. Date and venue for next meeting: 7.30 pm on 21st October at 63 Hamilton Road.

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.