# Spring Bird Survey Planning Meeting

**Date:** July 29, 2026  
**Time:** 6:30–7:25 p.m.  
**Location:** Riverside Community Centre / Zoom  
**Facilitator:** Maya Chen  
**Note-taker:** Luis Ortega

## Attendees

- Maya Chen — Project coordinator
- Luis Ortega — Volunteer coordinator
- Dr. Priya Nair — Ornithology adviser
- Helen Brooks — Data manager
- Samir Patel — Route leader
- Joanne Ellis — Route leader
- Noah Williams — Outreach volunteer
- Camille Roy — Parks department liaison

**Regrets:** Erin Walsh — School engagement lead

## Agenda

1. Confirm survey dates and geographic coverage
2. Review observation and data-entry protocols
3. Plan volunteer training and route assignments
4. Discuss outreach, accessibility, and equipment
5. Identify safety concerns and next steps

## Discussion Notes

### Survey Schedule and Coverage

- The main survey weekend will be **May 15–17, 2027**, with **May 22–24** reserved for weather-related make-up counts.
- Surveying will take place between sunrise and 10:00 a.m.
- The group will retain last year’s 18 routes and add two wetland routes near North Marsh, subject to parks approval.
- Route leaders noted recurring gaps in coverage around East Creek and the industrial shoreline.
- Volunteers should survey only their assigned route to reduce duplicate observations.

### Observation Protocol

- The survey will use five-minute stationary counts at marked locations, supplemented by incidental observations recorded between points.
- Observers should record all birds seen or heard, the number of individuals, detection method, time, weather, and breeding evidence.
- Uncertain identifications should be flagged rather than guessed. Photos or audio recordings are encouraged when practical.
- Sensitive species locations will be visible only to the project coordinator, data manager, and designated conservation partners.
- Dr. Nair recommended a short refresher on distinguishing common warblers by song.

### Data Collection

- Volunteers may enter observations through the mobile form or use printed field sheets.
- Route leaders will review submissions for missing times, unusually high counts, and duplicate records.
- Data should be submitted within 48 hours of completing a route.
- Helen will maintain a change log for any corrections made after submission.
- The final anonymized dataset will be published under a Creative Commons licence after quality review.

### Training and Volunteer Support

- Two training sessions will be offered: one virtual evening session and one outdoor practice walk.
- New volunteers will be paired with experienced observers where possible.
- Training will cover identification basics, count methods, app use, privacy, and field safety.
- Large-print field sheets and a list of step-free observation points will be available.
- The team will maintain a small loan pool of binoculars, clipboards, and portable battery packs.

### Outreach and Safety

- Recruitment will focus on returning volunteers, local nature clubs, schools, and neighbourhood associations.
- Outreach materials should make clear that beginners are welcome and do not need their own binoculars.
- Volunteers must work in pairs on wetland and shoreline routes.
- Surveys will be cancelled during thunderstorms, extreme heat, wildfire-smoke advisories, or unsafe flooding.
- Any injured or distressed wildlife should be reported to the regional wildlife rehabilitation service; volunteers should not attempt rescue unless trained.

## Decisions

- Approve **May 15–17, 2027** as the primary survey period and **May 22–24** as the make-up period.
- Continue using stationary point counts with incidental observations between points.
- Require submissions within 48 hours of each route survey.
- Add the two North Marsh routes if parks approval is received by March 1.
- Restrict access to precise locations of sensitive species.
- Offer both virtual and in-person training.
- Pair new participants with experienced volunteers whenever capacity allows.
- Publish an anonymized, quality-checked dataset after the survey.
- Require paired volunteers on wetland and shoreline routes.

## Action Items

| Action | Owner | Due Date |
|---|---|---|
| Confirm permits for the two proposed North Marsh routes | Camille | February 15 |
| Update route maps and point-count markers | Samir and Joanne | March 8 |
| Revise the mobile form and printable field sheet | Helen | March 15 |
| Draft the observation protocol and sensitive-species guidance | Priya | March 15 |
| Reserve the community centre and schedule the virtual training | Luis | March 22 |
| Prepare large-print materials and accessibility notes | Luis and Camille | April 1 |
| Inventory binoculars, clipboards, and battery packs | Joanne | April 1 |
| Draft recruitment notice and social media posts | Noah | April 5 |
| Contact schools and youth groups | Erin | April 8 |
| Assign volunteers to routes and identify coverage gaps | Maya and Luis | May 1 |
| Send final safety briefing and weather policy | Maya | May 10 |
| Review and publish the anonymized dataset | Helen and Priya | July 31 |

## Open Questions

- Can an additional route leader cover East Creek?
- Will the parks department permit temporary route markers at North Marsh?
- Should incidental nocturnal observations be collected separately from the main survey?
- Is funding available to purchase four additional pairs of loaner binoculars?

## Next Meeting

**Date:** March 24, 2027  
**Focus:** Permit status, training materials, recruitment progress, and equipment needs.