Citizen-Science Bird Survey Planning Meeting
Date: July 15, 2026
Time: 6:30–7:45 p.m.
Location: Riverside Community Centre / Zoom

Attendees:
- Maya Chen — Project Coordinator
- Dr. Liam O’Donnell — Ornithology Advisor
- Priya Shah — Volunteer Coordinator
- Carlos Mendes — Data Manager
- Erin Walker — Outreach Lead
- Noah Williams — Parks Department Liaison
- Beth Grant — Returning Volunteer
- Samir Patel — New Volunteer

Agenda:
1. Confirm survey goals and geographic coverage
2. Review field protocol and species-identification support
3. Finalize volunteer training and survey schedule
4. Discuss data submission and quality control
5. Plan community outreach
6. Assign next steps

Discussion Notes:
- The survey will document bird abundance and species diversity in local parks, wetlands, school grounds, and residential areas.
- Liam recommended using fixed 10-minute point counts so results can be compared across locations and survey dates.
- Survey teams should record all birds seen or heard, weather conditions, start time, and estimated distance from the observation point.
- Volunteers may submit uncertain identifications with photographs or audio recordings for expert review.
- Priya reported 34 registered volunteers. Several are beginners, so training will include common bird calls, binocular use, field safety, and practice data entry.
- Noah confirmed that survey activities are permitted in municipal parks, provided participants remain on public trails and do not disturb nests or vegetation.
- Carlos demonstrated the online reporting form and proposed weekly checks for duplicate records, incomplete fields, and unusual sightings.
- Erin suggested outreach through libraries, schools, neighbourhood associations, and the local nature club.
- Beth noted that early-morning surveys may create transportation barriers. The group agreed to encourage carpooling and offer several later survey sessions.

Decisions:
- The survey period will run from August 1 through September 15, 2026.
- Participants will use standardized 10-minute point counts.
- Each site will be surveyed at least three times during the project.
- Surveys should not proceed during heavy rain, high winds, or thunderstorms.
- Rare or unexpected species records will require a photograph, audio recording, or confirmation from an experienced observer when possible.
- Data will be submitted through the project’s online form within 48 hours of each survey.
- Two volunteer training sessions will be offered: one online and one in person.
- A public summary of results will be released in October.

Action Items:
- Maya: Finalize the site list and circulate the survey handbook by July 20.
- Liam: Prepare the common-species identification guide and rare-sighting review criteria by July 22.
- Priya: Schedule training sessions, organize survey teams, and create a carpool sign-up sheet by July 23.
- Carlos: Update the reporting form, add required weather fields, and test the duplicate-record checks by July 25.
- Erin: Distribute recruitment materials to community partners and schedule social media posts by July 21.
- Noah: Provide maps showing trail access, parking, and restricted habitat areas by July 22.
- Beth: Recruit two experienced volunteers to assist with the in-person training.
- Samir: Test the mobile reporting form on Android and iOS devices and report any usability issues by July 19.

Next Meeting:
July 27, 2026, at 6:30 p.m. via Zoom.