Minutes of East Scotland Branch Committee Meeting - 15Th September 2015

MINUTES OF EAST SCOTLAND BRANCH COMMITTEE MEETING - 15 TH SEPTEMBER 2015 AT BC OFFICES STIRLING.

Present: Barry Prater ( Branch Chairman ), Colin Whitehead (Branch Treasurer ), Helen Rowe ( Aberdeen Area Organiser ), Glyn Edwards ( Angus and Perthshire Butterfly Recorder ), Duncan Davidson ( Fife and Clacks. Butterfly Recorder & Fife Area Organiser), Paul Brooks (Angus contact ), Richard Buckland ( Membership and Newsletter Secretary & Lothians Area Organiser), Paul Kirkland ( BC Director, Scotland ).

1). Barry Prater welcomed all present. Apologies : David Lampard, Apithanny Bourne, Cathy Cauldwell. Dot Dahl ( secretary ) has moved out of the area and can no longer fulfill the role of Secretary. Glyn agreed to take minutes for the meeting.

2). Declaration of Interests. None were declared.

3). Approval of the minutes of previous meeting ( April 3rd 2015 ) These were agreed to be a true record.

4). Matters arising not covered later. a). Butterfly Records Sheet ( Newsletter version ). There was some discussion at the last meeting regarding the Butterfly Records Sheet which is sent out with the newsletter. The current sheet directs all records to Wareham and these sheets are then redistributed to the relevant Butterfly Recorder. There are options that could see individual Butterfly Recorders’ addresses printed on the form and the relevant form sent out by area to the members. It was decided that the suitability of the current form would be reassessed in January so that if it is not considered satisfactory changes can be made before the next newsletter is issued in April. b) Butterfly Records Sheet ( Website version ) Helen Rowe asked if the website form had been updated. Glyn has subsequently checked the form and it directs sightings to the relevant Butterfly Recorder. c) LBAPs. At the last meeting Barry was actioned with ensuring that relevant LBAP officers were linked in to relevant branch contacts so that they were aware of the branch's Regional Action Plan priorities for butterflies and moths. Action: still to be progressed by Barry d) E mail addresses of members. E mail contact is becoming the preferred ( lowest cost ) method of contacting members. Following a request at the last meeting Richard Buckland confirmed that most new members provide an e mail address. There are still some older members where no email address is available. e) Borders BC Reserve for Northern Brown Argus in the Borders. Barry, Richard and Malcolm Lindsay have had some discussion with the Tweed Forum. It may be possible to start a project to manage an area where NBA is present. This will be further investigated with local land managers. The net outcome may be an area that is managed for NBA but is not a BC reserve. 5). Branch Finances and current assets. A.FINANCES. Colin Whitehead presented a summary of YTD income and expenditure with estimates for expenditure for the rest of the financial year. ( See Appendix 1 ) The income/expenditure for the year are expected to be roughly balanced leaving the branch funds at around £4500. There has been a considerable increase in the Branch contribution for the Members Day Event ( £584 c.f. £157 for last year). This is because the charge to members attending has been reduced to £10 to encourage higher attendance. East Branch pays a proportionally high percentage of the costs for Members Day as the Branch has most numbers attending. Whilst Colin questioned whether this increase was consistent with the Branch’s remit of spending resources on conservation activities, Barry’s view was that spending the money on members was worthwhile since it provides a platform to get more members involved in conservation/monitoring activities. The Branch will not incur a similar increase for the Recorders' Day 2016 event as it will be covered in part by the SNH grant for recording activities. B. ASSETS. Barry had produced an asset register for the Branch. (Appendix 2 ) Richard stated that he has approximately £100 worth of gardening equipment which is not on the list. The equipment is available for anyone who wants to borrow it. Helen said that some of the equipment under her name is not with her at present but she knows who has it. Duncan said he thought the Heath Trap under his name was loaned to the King’s Building in Edinburgh. Duncan will contact them to see if they still have it. In general any of the equipment on the list is for use by the whole Branch. C. FUNDING. Barry raised the issue that funding from SNH had been made available for the Highland Branch for recording in remote areas and wondered whether any similar funding was available for the East Branch. Paul Kirkland explained that this fund is no longer available. He went on to say that a new grant to BC Scotland from SNH had been agreed. The grant covers six areas: I) Species - action to conserve specific butterflies and moths. 2)Advisory - agri-environmental schemes for farmers. 3) Support for the collection of records. 4) Volunteer project in the Central Belt to start in 2016.. 5) Policy work. 6) Bog Squad. The grant is for 2 years instead of the normal 3 with a grant for the third year dependent on the achievement in the first 2 years. With general cutbacks in spending, grants are becoming more difficult to get. Paul will issue a summary of the deliverables from the grant. East Branch can then see if any of their activities fit in with the deliverables and may be eligible for some funding.

6) Butterfly Records a) Recorders. There are 4 new recorders and Duncan covering the Branch. To date there have been no issues raised by the new recorders and the new recorders are requested to raise any issues when the bulk of the records start arriving in the next few weeks. b) iRecord ( Wildlife recording scheme ) iRecord data for butterflies are currently received by R. Fox and redistributed to local butterfly recorders. It was not certain what happened to moth records. Paul Kirkland will clarify the situation with Richard Fox. c) Big Butterfly Count Records. These records are sent from HQ to the local Butterfly Recorder. Verification of these records is virtually impossible and in the past Duncan has not entered them on the local data base. The objective of the Big Butterfly Count is to increase public awareness of and involvement with butterflies and moths and not as a population monitoring system. d) Data collation at Branch level. In the past Duncan compiled the Butterfly records for the whole branch, whereas now there will be 5 data sets which will be sent to Richard Fox who should be able to collate them into one for East Branch. It may also be possible for Head Office to create species distribution maps for butterflies. Action: Barry to discuss possibilities with Jim Asher and Richard Fox e) Distribution maps on website Helen raised the issue that distribution maps for all areas are no longer available on the website. It is thought there may be some technical issue. Action: Helen will check with Mark Cubitt as to the current status. f) First Sightings Sheet. This sheet is updated by Mark Cubitt with data he becomes aware of. Butterfly Recorders should thus send any sightings that have not already been recorded on the First Sighting Sheet. Some first sightings records come via BC Scotland’s Facebook page. These should be linked to East Scotland Facebook page so Mark has these records. Action: Branch F/B Administrators/Editors (Barry, Duncan, Mark Cubitt, Paul Brooks, Iain Cowe) g) Data Analysis. Butterfly and moth records produce a large mass of data. Analysis of this data could provide useful trends which could be used in targeted conservation activity. Barry has contacted Reuben Singleton and Will Telfer who may be interested in some analysis this winter. Barry has suggested that as a starting point trends for PBF, Small PBF and Large Heath be investigated. Duncan raised the issue that there may be some conflict of interest as the individuals carrying out the analysis could use the data for commercial purposes. The general view was that even if this were the case there would be a net benefit to BC. Action: Barry to check if this is a significant concern.

7) Butterfly Transects Barry had copied the attendees with two documents relating to Transects. See Appendices 3 and 4. a).UK BMS guidance highlighting gaps in monitoring coverage of Priority Species 2015 - 2017, which shows that for most of these species insufficient sites are being monitored to give truly representative data at the branch level; it also identifies how many more sites for each species they would like to be monitored in the next 2 years. It was requested that the five butterfly recorders identify sites in their areas and then try to get more sites monitored. Timed counts may be the most time-efficient method for most of the species on the list. The document also highlighted some transects where there was 10 plus years of data but which appeared to have stopped and the status of the following transects is to be checked: Crombie Country Park - Paul Brooks Morton Lochs - Replaced Tentsmuir - Replaced Whitlaw Mosses - Barry Prater Callender Wood - Paul Kirkland Sourhope - Paul Kirkland Vane Farm - Glyn Edwards Culvie Wood - Helen Rowe Actions: Barry to alert Branch Butterfly Recorders to identify new monitoring sites; also to collate data on transects which have stopped. b). Summary of Transects. This list shows all the transects for East of Scotland and when results were last updated. Butterfly recorders are requested to identify the transects in their own area and check where results are not up to date. There is an online Transect Recording sheet which is easy to use and gives instant access to historical data for the transect. Action: Barry to contact Butterfly Recorders not at Committee meeting

8) Moth Recording The main emphasis is on recording for the next moth Atlas. There is one more year - 2016 to try to get more records for the under recorded areas. Barry produced a map showing under recorded areas. Paul Brooks raised concerns that the situation in Angus was not as bad as the maps suggested and a lot of work has been done in the low record areas. However he was concerned that the new records would not be included in the Atlas because the CMR may not send in the VC records in time for the inclusion in the Atlas. This would be demotivational for the group that has worked hard to improve the 10km square status of moths in Angus. Further discussion between the CMR, Barry and Paul to take place outside the meeting. Richard suggested putting a request in the Newsletter to try to get more trapping done in ‘low count’ squares. This would be helpful. Actions: Barry & Paul Brooks to discuss moths data with VC90 Recorder; Richard to include newsletter article for 2016 issue.

9) Members' Day Arrangements A draft agenda for the meeting has been published and sent out to members. Glyn Edwards asked what could be done to ensure that all new members have some contact with a committee member to welcome them and hopefully get them involved in some activity. New members will have a star ( or something ) on their name badges so they are readily identifiable. Members' Day is a busy time as it is one of the few occasions that members get to meet, but the committee members present will try to speak to as many new members as possible.

10) Email Security Glyn explained that whilst sending out a monthly events letter to East Branch members his email was hacked and some members received a ‘mugged in Ukraine’ scam email. Although the email addresses were not stored in ‘contacts’ the hackers managed to get the addresses from the ‘sent mail’ box. Following this incident future letters were sent via Dotmailer - a more secure system managed by Richard Heafield at HQ. Basically Richard sends the requester a blank event sheet, the requester fills it in with the message he wishes to distribute, sends it back to Richard who distributes it to the East Branch Membership, whose email addresses are held by HQ. Richard Buckland says that he would adopt this system in future. If more local messages are required e.g. to Angus members only, it should be possible to group the email addresses by postcode so that only Angus members receive the message. This can be further investigated if there is any demand for this service. In general it is recommended that Dotmailer is used when communicating with the general membership.

11) Conservation Awards. Any proposed recipients of any of the awards should be sent, along with the appropriate citation to Barry Prater by September 18th.

12) Urban Members and Green Space Project. Barry had copied a letter sent to Paul Kirkland regarding this proposal ( see Appendix 5 ). This letter clearly lays out the objectives of the project. Paul Kirkland explained he is currently in talks with potential funders for the project and that more details would be announced when the required funding is in place.

13) Committee Membership Roles. The branch does not currently have a Publicity Officer. During a discussion with Martin Warren it was suggested that : 1. Facebook was a good method for achieving publicity and perhaps recruiting a Publicity Officer. 2. Branches could use the services of Katie Callaghan ( Media Officer for the regions ) who has a wide range of contacts with local media. Katie will be present at the Members Day and would be willing to discuss local publicity with anyone who is interested.

14) Date of next Meeting and AGM With the Recorders’ Gathering due on March 19th it was felt that early February would be the best time for the next meeting. Barry would like to hold a full AGM meeting - the recent AGMs have been squeezed into the lunch break during Members' Day. Given advanced warning, it should be possible to get Martin Warren or someone else from HQ to address the meeting. With most members in Edinburgh it was agreed that this would be the best place for the meeting. The proposed dates are April 9th/10th or April 16th/17th. Action: Richard and Colin to look into possible venues and select a date. If possible the date should not clash with any activities of other local naturalist groups. 15) A.O.B. Helen gave Colin a cheque for £30 raised from a collection box at the visitor centre at B……. Helen also indicated areas for which funding requests may be made in future: 1. Fencing for Dark Bordered Beauty site at ……………. Fencing is required to prevent sheep eating Aspen suckers. 2. Bucket trap - Nick ……. may request a trap for surveying work next year. 3. Butterfly of the Cairngorms leaflets - Stock of these leaflets has been depleted and a similar one for Aberdeenshire would be useful. Help with printing costs may be required.

Barry Prater - Barry announced that after 5 years as Branch Chairman he needs to step back from some activities which are now taking up too much of his time. Barry is willing to continue in the role of Branch Chairman. He will clarify which activities need to be delegated and the Committee will need to decide how these will be managed.

Circulation of Minutes: All Committee Members, Mark Cubitt, Iain Cowe, Simon Metcalfe, Glenn Roberts, Trefor Woodford, Paul Kirkland, Diane Garland (BC HQ), Mark Young, Michael Johnston.

APPENDIX 1 BC Financial update September 2015

Balance at start of year 4488

Income to Sept 15

BC share of subs 3021 VAT repayment 43 Atlas sales 86 Bank recharge 9

Total 3309

Expenditure to Sept 15

Conservation 803 (Kincraig, 324; poppers, 456; battery, 23) Newsletter 742 Postage + stationery 291 Travel 16 Insurance 153 VAT 58 Loch Leven event 56 Bank 3

Total 2122

Liabilities for rest of year

BC Members day 584 (157 last year) Office/newsletter/postage 420 (last year) BC Recorders 184 (184 last year)

Total minimum expenditure to year end £3310 APPENDIX 2 East Scotland Branch Assets for Property Insurance 2015-2016

Name Address Details Serial All risks Total cover Branch total numb ers Helen Rowe 98 Springhill Rd, moth-trapping equipment £600 £600 Mastrick, Aberdeenshire battery £75 £75 AB16 6QL GPS device £100 £100 Brian Stewart 36 Leggart Terrace, battery £210 £210 Aberdeen AB12 5UD Barry Prater 12 Barefoots Crescent, generator + moth-trapping £1,100 £1,100 Eyemouth, Borders TD14 equipment 5BA GPS device £100 £100 Display boards & banner £225 £225 Projector £400 £400 Butterfly display cabinet £100 £100 Mark Cubitt 12 Burgh Mills Lane, 3 batteries £540 £540 Linlithgow Bridge, Linlithgow, West Lothian EH49 7TA Malcolm Burn House, Mossilee generator + moth-trapping £800 £800 Lindsay Road, Galashiels, TD1 equipment 1NF David Lampard 51 Johnston Avenue, generator £500 £500 Dundee DD3 8HA Duncan 140 Pitcorthie Drive, moth-trapping equipment £150 £150 Davidson Dunfermline, Fife KY11 8BJ Harry St Cyrus, Montrose, GPS device £100 £100 Bickerstaff Angus DD10 0BS Robin Cowe 6 Lammerview, Chirnside, GPS device £100 £100 Berwickshire TD11 3UW Glyn Edwards 2 Park Avenue, 2 Tree Poppers £456 £456 £4731 Tillicoultry, Clacks FK13 6BW

Barry Prater 8 September 2015 APPENDIX 3

UKBMS guidance highlighting gaps in monitoring coverage of Priority Species 2015-2017 Butterfly Conservation has recently completed an updated analysis of monitoring coverage of Priority Species by multi- species transects, single species transects, timed counts and larval web searches through the UK Butterfly Monitoring Scheme. Common and widespread species and habitats were excluded as these are best sampled by the Wider Countryside Butterfly Survey (WCBS) and are the focus of additional targeted efforts to improve coverage. Habitat specialists that are not Priority Species were also excluded.

This exercise has highlighted a number of coverage gaps, at UK, Country and Butterfly Conservation (BC) Branch scales to inform the establishment of new monitoring for the period 2012-2014. By improving coverage we will be able to produce more accurate trends in butterfly populations and to break down the data in more ways e.g. carry out analysis of trends by habitat or landscape-scale conservation project.

We thought it would be useful to highlight these coverage gaps to BC Branches, as many transect co-ordinators, and other Branch personnel play a key role in guiding monitoring effort locally. The gaps in coverage are given on the attached sheet. We used BNM 1-km square data from 2009-2013 and assessed the proportion monitored using UKBMS sites data from 2012-14. Turnover in UKBMS sites (balance of new versus lost) was compared for two periods: 2009-2011 versus 2012-2014. At the BC Branch level the number of WCBS squares for Small Heath and Wall Brown was also used to assess coverage and whether additional monitoring was required for these species.

Note that this is a broad and imperfect analysis! BNM data for 2009-2013 may not be complete, or include sites that were extinct by 2014. Each UKBMS transect data was aggregated across three years (the annual number will be less), whilst each site was only assigned to a single 1-k square, when in fact it may cross several. It is hoped these potential sources of error that may cause over or under-representation will cancel each out across all sites. However, please treat the analysis as a general indication of gaps, rather than faultless science!

We have also highlighted defunct monitored sites with long data runs (>10 years), where it may be worth re-establishing monitoring. We know that some of these sites are now being covered by newly established transect routes or are still being monitored in other ways, but they are all listed here for completeness.

Note that Brown Hairstreak and White-letter Hairstreak are frequently cited as requiring new monitoring to increase coverage. However, we are not advocating setting up extensive new adult monitoring for these species. Egg count methods have been now standardised for Brown Hairstreak and we will have a push on this species in the autumn. White-letter Hairstreak will be the next species to look into improving monitoring methods.

Finally, this is only guidance from a national perspective and no doubt you will continue to have other priorities determined on a local base, which it will be important to continue to develop. We hope that this guidance will be useful in developing the monitoring network in your Branch area so that it continues to give a steadily more accurate and scientifically robust picture of the trends of UK butterflies. Feel free to get in touch over any of this.

Yours sincerely, Dr Tom Brereton/ Ian Middlebrook Head of Monitoring /Butterfly Monitoring Co-ordinator Butterfly Conservation Butterfly Conservation

APPENDIX 4

APPENDIX 5 Paul Kirkland TD14 5BA Director Scotland, Butterfly Conservation Balallan House 24 Allan Park Stirling FK8 2QG 13 June 2015 Dear Paul Proposed Project - Greenspace Butterflies The East Scotland branch is very supportive of this proposal. As you will know, one of Butterfly Conservation's core aims is to "Raise widespread awareness amongst the public, and especially young people, about the role of butterflies and moths in contributing to a healthy environment and the need to conserve them now and in the future." A very high proportion of the population in East Scotland lives in the major urban centres, and the same is true for our branch members. For most of these people it will be only the commoner and widespread species of butterfly which they are likely to come across in their gardens, parks and other green spaces and it will be these that they would want to cherish and improve conditions for. While the conservation of our many threatened and rarer species is extremely important, we must also be persuading people to conserve the wildlife which is literally closer to their homes. There is a huge role for the Local Authorities and others who have responsibility for maintaining and managing urban open spaces, including their treatment of grass verges and the choices of park flowers and shrubs. In many situations the balance could be shifted from aiming for tidiness and pretty planting to providing more benefits for wildlife, including butterflies. The sort of things that the East Scotland branch could do in support of the project are:  suggest survey sites in the urban areas selected for study, including those where improvements to habitats could be made for butterflies & moths  provide links to other relevant projects and activities we are aware of which could complement the project  encourage our members and other people/groups interested to participate in the project  provide some technical support and back-up to those engaged in survey work I hope this is helpful to you and please keep me in touch with developments. With best regards

 Dr Barry Prater Chairman - Butterfly Conservation East Scotland Butterfly Conservation is a charity registered in England & Wales (254937) and in Scotland (SCO39268); Butterfly Conservation - Company limited by guarantee, registered in England (2206468); Registered Office: Manor Yard, East Lulworth, Wareham, Dorset, BH20 5QP Charity registered in England & Wales (254937) and in Scotland (SCO39268). VAT No. 565 90 70 16 