Minutes Regional Groups 24 Nov 2006
in Melbourne

Meeting opened with a welcome by Doris Graham (chair) at 0935

Present: Grahame Rogers, Allan Briggs, Alison Russell-French, Ian Hume, Linley Grant, Rob Davis, Graeme Hamilton, Andrew Ley, Tony Grice (minutes)

Apologies: Eric Woehler, Mike Weston, Jack Baker, Justin Watson, Dean Ingwersen

Doris Graham enquired about the addresses to be used for circulation of newsletters. The meeting agreed that the addresses available on Wingspan were the appropriate ones.

AR-F requested that the IBA project be discussed during general business.
GH asked that the meeting discuss the level of reporting being requested of Regional Groups. GR wishes to discuss the amount that Regional Groups should charge for bird surveys.

The meeting reviewed the minutes of the previous minutes.

Engagement in the NRM process by Regional Groups. GR indicated that members were being encouraged to apply for funding through the NRM process. LG indicated that Birds Tasmania is actively involved in Tasmanian regional bodies. (In these minutes I have used the expression Regional Group to refer to BA Regional Groups and (NRM) Regional Bodies to refer to the groups that operate the NRM process within the states).

AR-F indicated that BA is recognized as a nationally significant organization relevant to NRM interests; she sees important opportunities for more active engagement e.g. surveys in SE Gulf country. AR-F plans to meet with chairs of Queensland regional bodies to raise the BA profile and that the NRM process is likely to be an important source of funding for some years to come.

AR-F suggests that Regional Groups could consider identifying bird species, locations and issues around which NRM bodies could be engaged.

LG suggests an involvement with NRM meetings by BA Regional Group representatives is likely to lead to useful outcomes.

Major conservation issues GH indicated a need to identify major conservation issues relevant to birds. We need (both nationally and regionally) to identify priorities. Waders are a focus that we have strengths and interests in. Woodlands are arguably the most important habitat.
AR-F stated we need to operate at all levels: national, state and regional/local.
LG: BA should be engaged through Federal legislation to support state or local issues.
AR-F: Regional Groups and BA as a whole should be familiar with the new EPBC Act; BA NO has put in a submission in relation to the new Act. NO will circulate the BA submission in relation to the new EPBC Act.

GR suggests each Regional Group should prepare a list of the important conservation issues in their regions and define priorities for BA attention. RG convenors will be responsible for providing this information by April 2007.

NO will provide the Regional Groups with a template for submissions in relation to conservation priorities. GH will be responsible for providing this by end of 2006.

RD suggests that regional conservation coordinators should meet regularly to more effectively link with activity at the national level.

AR-F indicated that it would be very useful in regards engagement with the NRM process if BA had a clear conservation agenda.

BA Strategic Plans GH reported indicated that the Strategic Plan is not yet complete. It will be re-formulated following Sunday’s meeting of Council and placed on the web site before the end of 2006. A paper entitled “Who are we?” was circulated as material that may be useful in the interim.

Important Bird Areas GH: The IBA technical group met in Darwin earlier this year and made good progress. A number of IBAs came up for approval. Concerns over the rigour of the approval process have been raised at Council and are being considered by the Research and Conservation Committee, prior to an expected wave of IBA nominations in 2007. Rio Tinto is likely to continue its involvement in supporting the IBA project. BA will deliver a “publication” on IBAs in some form though this will not necessarily be in the form of a book as done for other parts of the world.

RD indicated that it is important that stakeholders for individual IBAs must be involved in the proposal preparation process.

AR-F: governments and NRM bodies should be engaged in the process too. We need to be considering the on-going processes for maintaining IBAs in the longer term.

AB: Some important possible IBAs may have been overlooked because they are on private land.

RD: Rio Tinto may not support maintenance of IBAs that involve land owned or operated by its competitors.

Meeting expenses The meeting agreed that issue of expenses in relation to past meetings is closed. All Regional Group representatives should submit invoices to National Office for reimbursement of their costs in attending today’s meeting.

DG indicated that travel expenses to BARG meetings would relate only to the annual meetings in Melbourne. (BA Victoria does not expect travel expenses for RG meetings).

Cost of running Regional Groups This issue has been largely covered by the Regional Groups providing NO with budgets. These budgets do not indicate what financial resources they might hope for. GR and AL indicated that their Groups operate within their budget and supplement the funds received from NO through efforts to raise funds through their activities. LG indicted that Birds Tasmania’s requirements are not covered by the amount received from NO. AB said that it costs his group half of its capitation fees to cover its audit fees.

DG: BA Vic is a large and financially viable group. In response to advice received the group has been deliberately running down its financial reserves (because BA is a not-for-profit organization). AR-F and GH suggests that this is not necessary and that holding some cash reserves is desirable.

Gifts and donations GR asked for clarification on the question of gifts and donations when donors ask that their donation be allocated to a specific project. GH indicated that a donor can state a preference and their donation will attract a tax deduction. They cannot receive a tax donation for donations where they absolutely require that their donation go toward a specific project. The concept of a tax deductible donation is that the donor will not receive a benefit or a service as a result of their donation.
GH will check up on the issue of Regional Groups being authorized to issue receipts for tax deduction purposes.

Charging to conduct surveys RD: BAWA has decided not to do consultancies. Previously, they charged consultancy rates. They currently do surveys on a volunteer basis.
GR: BASQ conducts a survey at a cost of $160/day.
RD: There is an issue of OH&S in relation to paid work. There is a risk of losing our reputation as an independent scientific body.

Financial reporting by RGs GH indicated that RGs have been requested to provide (1) a mid-year Income Statement (end of June) (2) A 9-month Income Statement and forecast end of year operating result (end of October) and (3) a budget for the coming year (also end of October).

Policy and Procedures Manual AL presented a draft of the manual that has not been advanced for some time (several years). The process has fallen behind the schedule set at the last meeting. AL will revise the schedule:
End of January 2007 – receipt of comments by individuals
Mid-May 2007 – considered by Governance Committee
End of May 2007 – final draft sent to the Council

A draft BA regional conservation groups element of the manual has been prepared.

Revision of Regional Groups component of manual: GR will co-ordinate a call for submissions from Regional Groups, requiring a response from them to be sent to AR-F by the end of February 2007. AR-F will collate these submissions (alisonrf@iinet.net .au) and will prepare and provide AL with a revision by the end of March 2007. AL will prepare the revised manual by the end of April 2007 and distribute to RG. The manual will then be considered by the RG meeting in May 2007.

There is an issue in relation to Regional Groups using individual logos. RD suggests that Regional Groups should do away with individual logos. AR-F and GH indicate a strong preference for a single logo. If RGs are going to use regional logos the “Emu” logo must always be used in conjunction. NO will provide guidelines in relation to formatting material. RG convenors should take the “one logo” to committees.

AL: suggests revision of standard RG names so that we use Birds Australia - “Region” e.g. Birds Australia - North Queensland (“group” will be deleted from the name).

Newsletters AR-F requested that each RG send her a copy of their newsletters.

Web sites and Regional Groups web page BAWA has its own operational web site. GH indicated that the BA website would be upgraded in 2007 with the intention that Regional Groups can author and upload their own content to the main site. There may be possibilities for attracting external funding for establishing or improving web sites. RG newsletters could be provided through the web sites.

Membership campaign GR indicated that a large number of people drop out of membership over time. GH told the meeting that members are reminded when their renewal is due and again 6 months later. AR-F suggested that each new member receive a welcome letter from the President. LG reminded the meeting of the importance of personal contact for new members or potential new members. GH to ensure that the new members pack contains a welcome letter from the President.

Calendar There is a clash of timing between the Congress and the AOC. GH indicated that the calendar was developed without sufficient consultation. He has modified some elements of the calendar as necessary as a band aid solution pending a complete revision. The AGM and Member’s Day will be in South Australia in May 2007. The Congress and Campout planned for Tasmania is timed to be very close to the Australasian Ornithological Conference in Perth. There may be other formats for the different meetings to diversify the total package. AR-F suggested dropping the Campout but retaining the Conference in 2007. The Campout could be tied to the Penguin Conference. A possibility is to move the Congress and Campout to a different state.

Decision – BA Tasmania is still expecting to organize the Congress in 2007. The date has not been finalized. LG will take these ideas to BA Tasmania.

GH asked whether the RGs are in a position to both organize Congresses and have input into AOC. He indicated that in the past Council had decided that AGMs and Members’ Days should be in places that were readily accessible to a majority.

GH will revise the calendar in consultation with Regional Groups via GR.

Occupational Health and Safety GR distributed an Excursion Risk Assessment form. He suggested that groups discuss OH&S issues prior to undertaking a field activity.

GH: Insurance advice is that completion of this type of form is not necessary though he recommends that groups do it anyway. It should become policy. No-one at the meeting saw any real difficulties in adopting such a policy, and its use was approved in principal. GR agreed to make the form that they use available through their web site. Its effectiveness can be monitored and modified. The OH&S committee will consider it for approval. All those attend activities must sign on in order to be involved.

Relationship with other bird organisations There is already a good deal of co-operation with other organizations at least in some regions.

Sustainable actions RD: Does BA have sustainable practices in place?
GH: The organization is conscious of the issue and is attempting to do this more effectively as it moves to the new building. BA is attempting to make travel carbon neutral by paying an “internal tax” to support BA tree planting projects. Within the next 6 months a paper will go to Council proposing such a scheme and giving option for how it would operate.

Minutes from 2:30 pm by G Rogers.

BA Library. Some concern was expressed that the library was to be broken up when the office moved. Margaret Cameron believes that the library's first responsibility is to members and then officers, and it has a national responsibility for unique ornithological material, and that we should beware of casting out historical and foreign material which is not always easy to get elsewhere.
GH advised that it is intended to remove multiple copies, non-ornithological works readily available elsewhere, and the “nice to have “ books which are not useful references, These will be offered to Gluepot, Broome, BASNA, and then to members. One copy (2 of Emu) of the rest will be kept accessible to members. GH noted that much material is now available on the internet.

Privacy. GH: It is assumed that members give their contact details to BA for the purposes of BA, so RGs should feel free to contact their members.

Congress 2006. A great success. Held on Thursday and Friday because it was a remote location, for which many of the 136+ attendees would be arranging leave. The budget was set to cover costs, resulting in a surplus of over $2000. Noting the cost of a professionally organised conference, some delegates were of the opinion that a larger surplus should be aimed for, both as a safety cushion and to raise funds for conservation.

Comments from the President.
1. Alison is to open the Fivebough Birding and Nature Fair (Leeton) tomorrow. 3 days of seminars, lectures and exhibitions.
2. UK newspaper The Independent has published bird posters. ?local possibilities.
3. Council needs to determine what to do with the proceeds of the sale of 415 Riversdale Rd.

Comments from the CEO. The Constitution is being revised, for vote by members in May 2007. Some sections are no longer relevant; one (unneeded) section obliges us to pay pay-roll tax; Council needs to be able to coopt members with expertise not possessed by current members (e.g. in finance management). Draft changes will be available to members for comment soon.

Reports from the Regional Groups.

BASNA. IH circulated plans of the Australian Bird Education Centre in the Newington Armoury, Homebush. This will comprise the BA Sydney office, a library, a seminar room, and a display room, rented from the Sydney Olympic Park Authority. There is a 70 person YMCA Lodge next door, and natural woodland behind, making it suitable for use by school and other groups for education programs. BASNA plan to have the modifications of the Heritage-listed building completed in time for their AGM next year.
1. Cowra Woodlands Birds Program - now in its 6th year, it involves tree plantings on private land, fencing out sensitive nesting areas, and regular bird surveys.
2. Regent Honeyeater Recovery Project in the Capertee Valley.
3. North Head Bird Surveys - funded by the Sydney Harbour Federation Trust, and now in its 2nd year. We are looking at long-term involvement as conservation works are undertaken by the Trust.
4. Birds in Backyards - we recently held a strategic planning meeting, with Graeme Hamilton in attendance, on how to go national (Adelaide City has approached us already).
5. BASNA Twitchathon - Alan Morris is now coordinating this annual event. Funds raised in 2006 will go to boosting the coffers of the Australian Bird Study Association's Research Fund. Funds raised in 2007 will likely go to fitting out the Australian Bird Education Centre.

BT. LG presented their half-yearly report. Membership is now 290+. The group is using reserves to maintain activities.
Bird Counts were carried out of Winter Waders and Gulls, shore birds at Ralph’s Bay, the West Coast, and King Island. The BT database is being updated..
BT is heavily involved with the 3 regional NRMs, and many other groups.
BT has made 12 major submissions to Government concerning pressure on bird populations, and has been active working for the preservation of Ralph’s Bay.
Yellow Throat is emailed to 110 members, and posted to 200 every 8 weeks.
The 2006 Tasmanian Bird Report has been printed and circulated at a cost of $1200.

BAC. AB. Surveys included – FRCC survey of wetlands before and after restoration; 8 sites in Paddy’s Lagoon Forestry Qld plantation before planting, to be followed by after planting monitoring; 8 sites for Atlassing in the Regions NRM project for the Fitzroy Basin region; Eungella Honeyeater surveys for the Mackay Whitsunday NRM region; bi-annual surveys of NAPCO’s Gordon Downs.
3 new nominations for IBAs – Welford NP, Shoalwater Bay, Corio Bay.
Monthly wader surveys at Kinka Beach and Wetlands; participation in QWSG search for wader roosts between Tannum Sands and Hervey Bay.
BAC donated 4 volumes of HANZAB to CQU library.

BASQ. GR Many surveys – quarterly of 4 properties with Conservation Covenants/ Land for Wildlife in partnership with Brisbane City Council; quarterly of cotton farms in the Namoi region; breeding season for Albert’s Lyrebird in the Main Range; monthly at the Bundamba wetlands for the Sporting Shooters Association; in July 16 people on 66 sites in the Mulligan River Nature Refuge for NAPCO and QPWS. There were 89 spp found in the landscape which included Channel country, residuals, gibber plains, Mitchell grass grassland, sand plains, dunes and mound springs.
New IBAs being investigated: Moreton Bay, Hervey Bay.
A number of appearances at field days have shown the flag and generated interest but no new memberships.
4 page newsletter in Wingspan, and monthly email newsletter to those who request it (160 on list – includes non-BASQ members.)
We are exploring ways to increase cooperation with Birds Queensland and BrisBOCA

BAVIC. DG. Monthly meetings, long weekend campouts and 2 birding outings each month.
Surveys on Trust for Nature Properties. Involvements in TBN activities. Quarterly Newsletter.
Research projects in the Rushworth Forest (catching and banding; training banders); and the You Yangs.
Bird counts, wader surveys and banding.
Volunteers assist with many tasks in National Office.

BA(NN). AL. Investigating IBAs (12 possibilities).
Newsletter posted to all members.
Detailed survey of Diamantina NP (with help from QPWS) in June 2006 (again in June 2007.)
China birding trip April 2006. (Costa Rica in April 2007.)
Monitoring and banding of Regent Honeyeaters at Barraba. $10,000 from the Recovery Team.

BAWA. RD. Congress 2006 (above).
Display at Wildflower Festival in Kings Park, Perth. Mounted displays (incl Carnaby’s Black-Cockatoo) attracted much attention.
NO employs Helen Pitman for the South Coast Carnaby’s project. Swan coastal plain has few left (urban development, clearing of pine plantations).
2-day workshops for beginners. ( 1 day slides and talks, 1 day in the field.)
Search for the northern Ground Parrot.
DEC is buying pastoral stations and destocking them. Give fuel and support to BAWA for surveys.

BANQ. TG. (submitted later)
1. Australia day long weekend – Kingfisher Park and Julatten annual campout.
2. Beach stone-curlew survey (April)
3. AGM at Kingfisher Park (May)
4. Stall at Ecofiesta – joint with TBOCA (June)
5. Annual crane count (October)
6. Participated in cotton pygmy goose survey
7. Stall at Townsville City Council address by David Suzuki (October)
8. Participated in black-throated finch waterhole count (October)
9. Serpentine Lagoon bird survey
10. Klaproth Scrub bird survey (Malanda)
11. Submission on local government planning scheme amendments in relation to impacts on White-bellied sea-eagle.
12. Submission on redesignation of Unallocated State Land (Townsville)
13. Provided comments on black-throated finch recovery plan
14. Contributed to “Tropical birding trails” discussions
15. Stall at Yungaburra markets (Atherton Tableland)
16. Prepared posters on black-throated finch and cranes for public display

Meeting closed at 4:40 pm.

Next meeting 25 May Mount Gambier.

BA Calendar (pdf file)