Citizen-Science Bird Survey Planning Meeting
Date: July 15, 2026
Time: 6:30–7:25 p.m.
Location: Riverside Community Centre / video call

Attendees
- Maya Chen — Project Coordinator
- Dr. Luis Romero — Ornithology Advisor
- Priya Shah — Volunteer Coordinator
- Ben Wallace — Data Manager
- Aisha Grant — Community Outreach Lead
- Tom Becker — Route Leader
- Ellen Park — Parks Department Liaison

Regrets
- Noah Williams — Accessibility Advisor

Agenda
1. Confirm survey goals and target species
2. Finalize survey dates, routes, and observation protocol
3. Review volunteer recruitment and training
4. Discuss data submission and quality control
5. Confirm outreach, safety, and accessibility arrangements

Discussion Notes
- The survey will document breeding-season bird diversity and relative abundance across urban parks, residential streets, wetlands, and the river corridor.
- All bird species will be recorded. Volunteers will also flag observations of Chimney Swift, Bank Swallow, Bobolink, and other locally uncommon or at-risk species.
- The main survey weekend is scheduled for May 23–24, 2027, with May 29–30 reserved as the weather backup.
- Twelve routes have been drafted. Each route will include 8–10 fixed observation points and should take approximately two hours.
- Surveys will begin at sunrise and finish within three hours. At each point, teams will conduct a five-minute stationary count and record every bird seen or heard.
- Flyovers will be recorded separately. Birds detected between fixed points may be added as incidental observations but will not be included in point-count totals.
- Each team should include at least one volunteer who can identify common local birds by sound.
- Priya reported 38 volunteer expressions of interest. Approximately 50 volunteers are needed to staff every route with a backup observer.
- Training will include one online orientation and two optional field sessions. Materials will cover identification basics, use of the survey form, respectful photography, private-property boundaries, and procedures for sensitive species.
- Ben demonstrated the draft mobile form. A printable form will remain available for volunteers without smartphones or reliable mobile data.
- Data submissions will be reviewed for missing fields, duplicate records, unusual counts, and observations outside expected ranges. Luis will review rare or unexpected sightings.
- Exact locations of nests and sensitive species will not appear in the public dataset.
- Ellen confirmed that permits are not required for observation from public paths, but route leaders must avoid closed restoration areas.
- The group discussed heat, storms, ticks, uneven terrain, and roadside visibility. Route descriptions will include difficulty ratings and known hazards.
- Two routes are currently wheelchair accessible. The group agreed to identify at least one additional step-free route before volunteer registration opens.
- Public results will be shared through a short report, an online species summary, and a community presentation in June.

Decisions
- Use fixed five-minute point counts as the standard survey method.
- Hold the main survey on May 23–24, 2027, with May 29–30 as the backup weekend.
- Record all species and highlight locally uncommon or at-risk species for expert review.
- Require at least two volunteers per route, including one experienced observer.
- Provide both mobile and paper data-entry options.
- Keep sensitive nest and species locations out of public-facing data.
- Add route difficulty, accessibility, and safety information to volunteer materials.
- Publish preliminary results by June 18, 2027.

Action Items
- Maya: Confirm survey dates with partner organizations and reserve the community centre for training by August 1.
- Luis: Finalize the target-species reference sheet and rare-sighting verification guidance by August 15.
- Priya: Prepare the volunteer registration form and draft team assignments by September 1.
- Ben: Add offline saving, flyover reporting, and sensitive-location fields to the mobile form by August 22.
- Aisha: Draft recruitment materials for libraries, schools, nature clubs, and neighbourhood groups by August 10.
- Tom: Walk all proposed routes, verify observation points, and document hazards by September 15.
- Ellen: Confirm park access, restoration-area closures, and washroom availability by September 5.
- Maya and Noah: Review routes and training materials for accessibility and identify a third step-free route by September 12.
- All route leaders: Submit backup-leader names before the October planning meeting.

Open Questions
- Whether loaner binoculars can be sourced for new volunteers.
- Whether incidental observations should be included in the public species map.
- Which platform will host the final public dataset.

Next Meeting
Date: October 6, 2026
Time: 6:30 p.m.
Focus: Route approval, volunteer registration, training schedule, and mobile-form testing.