Western Cape Birding Forum Now represents 17 clubs with more than 2,000 members in the Western Cape. Minutes of the meeting held at Helderberg Nature Reserve Environmental Centre, Somerset West on Saturday, 6 February 2016. Vernon Head - Chaired the Meeting. Sylvia Ledgard - Minutes. Present Cape Bird Club: Vernon Head, Sylvia Ledgard, Priscilla Beeton, Johan Schlebusch, Dave Whitelaw, Joan Ackroyd. Tygerberg Bird Club: Brigid Crewe. BirdLife Overberg: Anton Odendal. BirdLife Plettenberg Bay: Mark Brown. West Coast Bird Club: Colin de Kock, Keith Harrison. BirdLife Worcester: Charl Oettle. Somerset West Bird Club: Bryan Butler, Caroline Crump, Freya Brett, Sakkie Krynauw, Annamarie Krynauw. Stanford Bird Club: Marian Williams. Apologies Mike Bridgeford, Pat Nurse, Bill Naude, Kobus Graaff, Elsa Gebhard, Brian Vanderwalt, Salome Willemse, Jo Hobbs, Peter Hochfelden, Dale Wright, Tony Williams. 1. CONFIRMATION OF MINUTES Confirmation of Minutes of Previous Meeting (12/9/2015). Noted Caroline Crump (SWBC) was omitted from the list of attendees - record amended accordingly. Minutes otherwise agreed. 2. ELECTION OF WCBF OFFICE BEARERS 2016. Appointments agreed by unanimous decision: WCBF Chairman: Anton Odendal Regional Representative: Mark Brown Mark agreed also to accept the role of Vice-Chair for WCBF. Thanks are due to Dave Whitelaw and Sakkie Krynauw for accepting re-election as Conservation Member and Treasurer, respectively. The appointment of Secretary is pending. Vernon noted that the partnership of Anton and Mark will bring together combined skills and experience that will grow the bird clubs and the conservation goals of the Forum - Anton for birding and club related activities with his passion for birdwatching, involvement in the birding community and fundraising drive, and Mark as one of South Africa’s top ornithologists and conservationists representing the Regional Forum on the Executive Board of BirdLife South Africa. A Vote of thanks. The Forum recorded thanks and appreciation to outgoing Chairman Vernon Head and Secretary Sylvia Ledgard for their contribution to WCBF over the past 13 years. 3.OPERATIONAL RULES AND PROCEDURES. The Regional Forums operate under the BirdLife South Africa Terms of Reference dated 8 May 2015 for Regional Forums. The ToR governs general procedures applicable to the Forums. In accordance with clause 13.5 of the BLSA constitution, each Regional Forum is required to prepare a set of rules specific to their operation. In line with this brief, a preliminary set of rules was distributed to WCBF member clubs on 19 October. To simplify the application of this document, it has been updated to incorporate both the general rules and those specific to WCBF. The updated document was distributed to member clubs in January 2016 and covers: (1) Status. (2) Objectives. (3) Membership of the Forum. (4) Bird Club representation on the Forum. (5) Other attendees at meetings. (6) Rights and voting procedures of member Clubs. (7) Nomination and election of Office Bearers. (8) Nomination and Election of Regional Representative for the Executive Board of BirdLife South Africa. (9) Meetings of the Forum (10) Fuel Allowance for Attendance at Meetings. (11) Finances. (12) Planned Activities for the Year and Action Plan. (13) Measurement of Success of the Forum. (14) Dissolution of the Forum. The Operational Rules and Procedures of WCBF must be officially endorsed by member clubs at the next meeting of WCBF (4 June 2016), subject to any changes that may arise as a result of decision on the voting procedure and any other issues that may be tabled. Action: Forum members. 4. VOTING PROCESS. Rights and Voting Procedures of Member Clubs. The Cape Bird Club has proposed an alternative voting structure to the “one club, one vote” system as is presently listed in the Operational Rules and Procedures, which they suggest will be more appropriate and fairer for all the clubs. * Refer to Appendix 1 of these minutes for CBC committee’s proposal to the Forum. Voting would operate on a simple, sliding scale based on the registered membership of the clubs. The alternative options for decision are: (1) Voting will be on the basis of one club, one vote by mandated representatives of member clubs present. Voting will be by a show of hands unless a ballot is called by the majority of the members present. A majority vote will prevail with the chairman having a casting vote in the event of a majority outcome not being achieved. (Note: the chairman will have a casting vote only, not both a deliberative and casting vote.) (2) Voting will be by mandated representatives of member clubs present on the basis a sliding scale as follows: 2 to 100 registered members = 1 vote 101 to 300 registered members = 2 votes Over 300 registered members = 3 votes - The maximum number of votes accorded to a club will be limited to three. - Determine definition of “registered members” = Main members or Main plus Family members. Consensus on the voting process was not reached at this meeting and has been carried forward to the next meeting (4 June 2016) for decision. Action: Forum members. Comments arising: (1) Voting. KH queried why a vote was needed at all. CdK noted that voting by consensus was the mechanism originally agreed at the workshop on 6 June 2015. (JS): The Forum represents not only the clubs as entities but also the club members. A voting system needs to be in place as a mechanism for resolving important issues. (2) Role of the Regional Forum versus Role of the Bird Clubs. (DW): The form of the Forum has changed in that we now have a Regional Representative who will take issues to BirdLife South Africa. In effect, clubs’ access to BirdLife South Africa is through the Forum. A mechanism is needed to facilitate this process. (VH): Affiliated clubs have a direct line to BirdLife South Africa in regard to membership and own club matters. A division is in place at Head Office for this purpose and clubs can communicate directly with; Membership Manager Shireen Gould [email protected] and Business Manager Fanie du Plessis [email protected] The office of Regional Representative has been set up to deal with conservation and group issues pertaining to the Region as a whole. The Forum is a think tank for regional issues with bird clubs working as a team to filter information and concerns to BirdLife South Africa for resolution at Executive Board level or where appropriate at the AGM. (MB): Every club still has a voice and can communicate directly with BirdLife South Africa. The Forum is to enable BirdLife SA to interact with the bird clubs, pooling research and information to benefit Regional resources for conservation. The bird clubs are entirely responsible for their own affairs. (PB): In regard to club matters, for example, BirdLife South Africa is currently providing membership administration services to clubs. This is important for large memberships. If it were to be proposed that this be discontinued, a uniform response would be needed. (VH) If the issue is one that has implications for the Regional clubs as a whole, it is a matter for the Forum to take up. If it applies to an individual club, that club would take it up directly with BirdLife South Africa. (3) The Forum’s Mandate (VH). Noted that WCBF has a double mandate: To promote and support the Forum’s conservation activities and objectives in the region. To co-ordinate the activities of the bird clubs in relation to Regional activities and interests. WCBF evolved originally as a group of bird clubs that came together with the purpose of co-ordinating activities, running courses, sharing speakers and supporting smaller clubs. (4) (MB): BirdLife South Africa’s structural changes follow the international model, conforming to those of BirdLife International and the RSPB. 5. WCBF FINANCES (Sakkie Krynauw). (1)Financial Report for the Year 2015. The financial report for the year ended 31 December 2015 is attached to these minutes. Opening balance: R19 456 Income: R33 676 Expenditure: R34 849 Final balance: R18 283 Income was derived from club contributions, the BLSA grant, and reimbursement of deposit payments for the Ebb & Flow conference. Expenditure covered venue costs, car claims, Ebb & Flow conference costs (deposit paid and guest accommodation). (2) Budget Forecast for 2016 (Revised). Income R13 630 Expenditure R16 000 Deficit: - R 2 370 Income is derived from club contributions and the BLSA grant. Expenditure covers three meetings in the year. Note: Following the appointment of Mark Brown as Regional Representative, provision has been made for his travel costs from Plettenberg Bay for scheduled meetings. The preliminary budget forecast as presented at the meeting has been adjusted accordingly. The budget deficit that arises will need to be addressed by the Forum. 6. OUTREACH PROGRAMME-WEST COAST BIRD CLUB (Colin de Kock). Funds held by WCBF in respect of the Anne Gray Flamingo Bird Club fund were transferred to WCBC for their schools outreach programme. Colin thanked the Forum and outlined the programme and budget. It is modelled on the SOS concept and is structured to take in schools on the Berg River axis, Piketberg, Porteville, Aurora and Velddrif, Goedverwacht and the Moravian Mission which have received very little, if any, eco-based attention in the past. Interactive workshops and activities will be organised with the focus on “Saving our Wetlands”, using material developed by BirdLife South Africa for the Flufftail festival. Children, teachers and parents will be involved. There will be talks on conserving wetland birds in trouble and their habitats, littering and plastic in water, and treatment of animals. DW congratulated Colin on the organisation of this important initiative. Note: (VH) A satellite festival, allied to the Flufftail Festival, is being developed for the Western Cape.