Purpose
The Purpose of all working groups that ESSA members have access to can be found here.
Secretariat members:
- ESSA Projects & Event Manager
- Occasional attendance by the ESSA Director, ESSA Health & Safety Manager and/or Membership Executive
- Visitors by invitation
- Paper copies: Paper copy only members are able to contribute to the Working Group in the forms of project and survey input as well as any output the group wish to create. They will receive all notes and supporting documents from each meeting, however will not actively participate in or attend any meetings.
- Active members: Members are encouraged to attend meetings which will be a mix of live and virtual. Members must aim to attend 2 consecutive meetings.
The chair and vice position of each working group is typically arranged in the first instance by the secretariat who will seek a willing and appropriately experienced member of the community represented by the group. Each term will run for 12 or 24 months. It is anticipated that the vice will move into the chair position when the time arrives. When the chair and vice position are up for renewal candidates are able to put themselves forward to seek the group election. Representatives of the secretariat will chair meetings as an absolute last resort.
Frequency: Bi-monthly or Quarterly - dependent upon group need.
Where: Zoom/Teams or face to face at venues/offices. At times coinciding with relevant events/exhibitions.
Duration: 4/5 hrs – when face to face. Up to 1.5hrs when meetings via Zoom/Teams. Annual calendar of meetings can be viewed via Association website.
Sub Committees may be convened to take forward a specific project or task with outcomes or recommendations presented to the Working Group for discussion and approval.
Meeting scheduling to be managed by ESSA Adminstative Executive. All agenda, paper collection and consolidation to be managed by ESSA. Members are encouraged to suggest agenda items and guest speakers. Any items required for input into the agenda to be notified to ESSA Projects & Event Manager. Notes with actions to be circulated post meeting by ESSA Adminstrative Executive within 14 working days.
Members can engage outside of group meetings. Some groups facilitate WhatsApp messaging groups.
Q&A function: Secretariat can circulate member questions, collate responses, and supply should members wish to.
All communications (bar meeting invites) to the group from the secretariat will be bcc’d
All members are encouraged to have their cameras on during virtual meetings (indicating name and venue). All members are also expected to respond to meeting invites. Respect every individual within the group. Allow everyone to voice their opinion or ideas, without interrupting or talking over each other. Be honest but considerate. Cooperate with other group members. Be open to opposing ideas. Take a democratic approach to disagreements. This collaboration will cultivate a constructive relationship with group members working towards a shared goal.
Commercial information must not be shared within the meetings or in any WhatsApp groups
We would like to advise and inform interested parties of your participation on the ESSA working groups. This data will be shared on circulated working group notes, the ESSA websites and with Board members upon request. Please be advised in accordance with the GDPR principle of legitimate interest, on joining the ESSA working groups, we will share your email address with other Working Group Members within outlook so that we can include you in the diary invites for the meetings. Members must not utilise the email addresses detailed. On occasion Team meetings may be recorded. Should you not wish to appear you are asked to disable your camera. The final recording will not be made public but circulated to members only. In addition, we may include your image on the website, social media and to accompany PR stories in the trade media – but we would always notify you of our intent before proceeding with such a request. Please do not forward the invite to third parties within or external to your organisation. You may withdraw your assumed consent to this at any time. We will hold your data for 5 years after your membership has ended on our secure CRM and password protected database.
