On 11th November, a special Council meeting of the Society was held in the Board Room of the Natural History Museum, London. All officers and elected members of the Council were present, together with a number of Vice-Presidents and the Chair of the Publications Committee. This meeting was called by the President to review and discuss the issues and challenges facing the Society, and possible ways to deal with them. A Review Document was prepared and circulated to the Council. Unfortunately, due to the wide ranging scope of the issues to be addressed, and the limited time available, not all such items were discussed. However, this article is a formal summary of the agreements made on the day, and is published as information for the Society membership. The President would be pleased to hear from any member who wishes to comment on any of the issues addressed.
It was agreed that the Society has a unique role to play in the molluscan world, especially in biogeographical recording.
It was also agreed that there was a lack of knowledge concerning what our members (and non-members) want from the Society.
DATA
A policy on the release of data held by the Society was agreed. An article explaining and detailing this policy is elsewhere in this issue of Mollusc World.
It was agreed that this data policy document regarding records would be sent out to the recorders (as far as is reasonably practicable) who have contributed to Society Recording Schemes, and an agreement with this policy requested in writing. The Policy would also be publicised in all our normal and any other appropriate outlets to cover all future records obtained [Journal, Mollusc World, Website, Members Guide, Conchology UK Smart Groups].
It was agreed that all data on the National Biodiversity Network (NBN) Gateway http://data.nbn.org.uk would be placed at the full public access level, except for pearl mussels and Roman snails (Annex A listed species). It was agreed that it was desirable to exchange data with other individuals and groups (e.g. Biological Records Centres etc.), provided appropriate protocols are in place.
ROLE OF SOCIETY RECORDERS
There was considerable discussion concerning the role of the Society’s Recorders. A list of both essential and desirable functions was drawn up. However, it was accepted by Council that the carrying out of all these functions by one person was not possible except in an almost full-time capacity. These functions are listed below:
Verification of records & establishment of new and important records: it was agreed that the Non-Marine Recorder should exercise a degree of common sense and sensitivity, but be able to examine, or have examined by another approved expert, records of importance.
Help with identification of specimens sent by both members and nonmembers.
Manage the electronic databases of records: it was agreed that Recorders must be computer literate, but not expected personally to enter all the data. The Recorders should manage the records and databases held by the Society
Administration of recording schemes: it was agreed that each Recorder should be the sole overall administrator of the recording system and co-ordinate with those volunteers who run the schemes agreed by the Council.
Compilation of annual report on new and interesting records: it was agreed that an annual report of activities for Mollusc World should be produced, not just new records. There should be an emphasis on records which are interesting and important, rather than new.
Attendance at field, indoor meetings or those of other similar groups on behalf of the Society whenever possible, particularly taking opportunities to support new members.
It was recognised that to carry out all these functions would require a support team. It was therefore agreed that it would be necessary that there should a team supporting each Recorder. The Recorder will determine who should be in that support team, and should have the skills to be able to work with a team.
RECORDING SCHEMES
It was agreed that the Society would encourage members to submit data to the Society’s recording schemes.
It was agreed that Holocene fossil records should be kept (as they shed light on the present mollusc fauna and were included in the last Non-Marine Atlas), and should be sent to the Natural History Museum (London). The Society would not at present actively seek a fossil recording scheme.
It was agreed that Mike Allen (currently a member of Council) would run an archaeological scheme on behalf of the Society. Some considerable amounts of data are already computerised. The importance of these records lies in indicating when mollusc species reached Britain after the last Ice Age.
It was agreed that if the managers of recording schemes wish to partner with the Society, then the Society is willing to do this. The Society should also actively seek such partners.
It was agreed that currently there would be no plans for full-scale published distribution atlases. However, the Society needs to reinvigorate recording nationwide for selected species studies, and supply better interpretation of data.
It was agreed that the Society should provide supportive information, in the form of a Recording Manual, and training, in order to promote the recording schemes. A group will be set up at the next meeting of the Conservation & Recording Committee. The Recording Manual will include suitable Papers for Students. Others may be suitable for Mollusc World if updated and illustrated.
It was agreed that the software to be used for the Marine and Non-Marine Recording schemes would be ‘Recorder 6’. Mike Weideli, an expert in this software, will be asked to create a front end for Recorder 6 for non-marine records.
It was agreed in principle that the Society should pay to get existing backlog recording scheme data keyed, if it did not prove possible to find enough volunteers or a grant to do this.
It was agreed that the Society should investigate the acceptance of records online, subject to the provision of a suitable editing process. It is understood that suitable software for this may become available in the next 1-2 years. It was also agreed that this software should be evaluated when it become available.
It was agreed that the provision in the future of interactive databases on the web site requires further debate.
JOURNAL
It was agreed that an international Editorial Board for the Journal be appointed. A Society rule change is not required to introduce an Editorial Board. The possibility of e-publishing will be explored.
MOLLUSC WORLD
It was acknowledged that the principal challenge facing Mollusc World is to ensure a continuing flow of good copy.
It was agreed that there should be an electronic archive of pdf files of the Journal and Mollusc World articles.
It was agreed that the Society would print the Members’ Guide every two years. The 2007 guide would go ahead, but that the Council will consider this question again once the Recording Manual is produced.
It was agreed that in future each special publication should have a full business plan, and where possible be revenue neutral or ensure a profit. It is suggested that the cost for any future conference proceedings be included automatically in the cost of the conference.
WEB SITE
It was agreed that the take-up for online membership was so low that the Society should end the scheme. Those who had paid would be offered either their money back or a discount off full membership. The full content of the web site would be open to all. This policy would be reviewed in the long term.
It was agreed that the Society would pay to join a service to find out how many hits the web site receives.
It was agreed that the content of the web site should be enhanced and that assistance is needed in writing more material.
It is agreed that seeking speakers for meetings is made a routine item for the agenda of the Council meeting before the one immediately preceding the AGM when a ‘brainstorming’ session should be held.
It was agreed that the old Society Account Books (currently stored by Mike Weideli) should go to the archive in Leeds.
Julia Nunn, President, on behalf of the Council of the Conchological Society of GB & Ireland
12th February 2007