Introduction

  1. WinACC has ambitious goals. WinACC groups engage people to be creative, convivial and collaborative on topics which they are enthusiastic about, and that contribute to achieving the overall WinACC priorities set by the trustees. These guidelines for groups aim to co-ordinate our efforts to make WinACC as effective as possible.

Terms of reference

  1. Each group aligns its activity with overarching WinACC strategy and policy framework in the annual business plan, working cooperatively with other WinACC groups in areas of mutual interest.
  2.  Each WinACC group has terms of reference defined by the group and approved by the management group and trustees.

Goals

  1. Each group sets one or more specific goals, with realistic timescales, to achieve these goal(s). It must be clear how they contribute to reducing Winchester’s carbon footprint within the strategy and policy framework in the current annual business plan.

Membership

  1. Each group defines and publishes its criteria for membership – for example, whether meetings are open to all or only to group members; how new people join the group; whether there is a maximum size. These vary depending on the goals and modus operandi of the group.
  2. An up-to-date e-mailing list of group members is maintained by the WinACC office. A group may choose to have two mailing lists: a core group of people who attend meetings, and a wider group of people interested in keeping abreast of discussions and activities.

Chair

  1. Each group has a Chair appointed by the group for a year who ensures meetings happen, creates an effective agenda, ensures that someone notes action points, and encourages action between meetings.

Meetings

  1. Business meetings normally last no more than 90 minutes.

10. The WinACC office publishes the dates of group meetings for the year on the WinACC website event calendar, so that people who miss one don't get out of the loop (unless there are practical reasons against it). Different groups are likely to meet more or less often depending on what they are doing.

11. The agenda is set by the Chair who normally invites the rest of the group to suggest items.

12. Notes of meetings, consisting mainly of principal action points and suitable for wider publication, should be approved by the Chair, sent to group members and the WinACC office.

Group communications

13. Each group has a section on the WinACC website to publish their goal(s), objectives and timescales to achieve these goal(s). They can put up any other information they wish to bring to the attention of group members.

14. Groups are encouraged to identify material on their topic to publish on the WinACC website. This can be done for them by the WinACC office, time permitting, or someone from the group can have editing rights to publish material for the group.

Resources from the rest of WinACC

15. Each group has one person from the WinACC office as their main link. That person attends meetings of the group as far as possible, maintains the email group of members, and does what they can to support the Chair of the group e.g. by booking meeting rooms, copying papers, arranging refreshments, and helping identify agenda items. It is better if the group can take their own minutes though the office will help if essential.

16. The WinACC office sends out press releases for groups, who are encouraged to identify material suitable for releases.

17. The Science and Technology Advisory Panel does all it can, within its capabilities, to advise other WinACC groups about climate science and assist them to base their actions on the best evidence available.

Co-ordination across WinACC

18. A group shall not enter into legal or financial commitments or issue media statements or responses without the written approval of WinACC Director or WinACC Chair.

19. To ensure that WinACC has a consistent public profile, groups are asked to get the agreement of the WinACC Chair or Director, or someone delegated by them in their absence, before they:

  • initiate contact with any funder
  • take up a public position, for example by writing to      MPs, leading Councillors or other key stakeholders

20. Group Chairs are ex-officio members of the Strategy and Policy Committee and can add items to the agenda of that Committee.

21. Each group has at least one WinACC trustee as a member who can provide advice and act as their main link to the trustees.

22. Group Chairs are asked to write a brief quarterly report to each trustee meeting about the progress the group is making in implementing its plan and contributing to the business plan.

23. At least once a year, a joint planning meeting of the group Chairs and WinACC trustees ensures that everyone is involved in reviewing WinACC’s past actions and thinking about future priorities. 

WinACC Strategy and Policy Committee

March 2012