1. Members who serve on the Combined Fire Authority (CFA) and professional officers who are its employees or appointed to serve it, have complementary roles in providing local governance which is transparent and accountable. Effective partnership requires mutual respect and a proper understanding of the status and obligations of the individuals concerned.
2. Members and officers are expected to adhere to the principles relating to conduct and behaviour as laid down in their respective codes of conduct.
3. This protocol applies, where appropriate, to voting co-opted members (Independent Persons) of the CFA or any of its committees.
4. Members are the elected representatives of their communities and are accountable to the electorate for the delivery of policies and services. Officers are required to respect the representational role of members. Members should not involve themselves in the day-to-day management of services but they are entitled to be listened to when raising issues on behalf of the people they represent. In fulfilling their role, the following standards can be expected of officers:
4.1 Officers to provide objective unbiased information and advice on matters of Authority business.
4.2 Officers to act with integrity and respect confidentiality within the limits of their own responsibilities.
4.3 Officers to respect and support the representational and leadership role of members and associated workloads and pressures.
5. Officers are accountable to the Authority for the implementation of policies and the delivery of services, and are responsible for the day-to-day management of services. In fulfilling these roles, officers can expect:
5.1 To be treated with dignity, courtesy and respect by members.
5.2 Members to provide mutual support and respect appropriate confidentiality.
5.3 Members to fulfil their commitments to attend and participate in public meetings and events.
5.4 Members to respect officers’ working time and the level of seniority in their roles.
6. Officers employed by Lancashire Fire and Rescue Service are accountable to the Chief Fire Officer. Although they should always seek to assist members, they must only do so within their role and responsibilities.
7. The Chair and Vice-Chair of the Authority require regular briefings from the Chief Fire Officer, the Monitoring Officer and the Treasurer.
8. Chairs and Vice-Chairs of committees will be consulted and briefed routinely as part of the process of preparing agenda reports for committees. Any advice given by officers must be considered by chairs and members of committees in reaching a decision.
9. Political Group spokespersons are entitled to request and receive regular briefings on issues of Authority business.
10. Members who do not belong to a political party group are entitled to seek and receive information on Authority business on a similar basis.
11. Officers will not normally provide advice or information to a political party group. Similarly officers should not normally be asked to brief political party group meetings or discussions which involve non-Authority representatives.
12. Members can approach the Chief Fire Officer, the Monitoring Officer or the Treasurer to provide them with information, and advice that they reasonably need to assist them in discharging their role as a member of the CFA. A request might be made for general information about a particular aspect of activities or for specific information on behalf of a constituent. If members wish to visit Authority premises they should contact the Chief Fire Officer or Community Protection Manager so that the necessary arrangements can be made.
13. Members have rights to access documents that are to be discussed in public meetings, and further rights for exempt (part two) documents if they are to be discussed in full CFA meetings or if they are a member of a committee the documents are to be discussed at. When part two reports are provided to members this is on the basis that they are private and confidential and further disclosure may be unlawful. Any information contained within a part two report must not be given to the press or members of the public unless permission is specifically given by the Chair or Chair of a committee following advice from the Monitoring Officer.
14. A member of one political party group does not have the right to inspect a document that forms part of the internal workings of another political party group. The same applies to any document or part of a document containing advice provided by a political adviser or assistant.
15. The requirements of confidentiality referred to in the Code of Conduct for members must be strictly observed. Any material provided on a confidential basis must remain so unless permission to share that information is given by the person providing it. Officers must also at all times consider data protection and any other statutory provision relating to confidentiality.
16. Under the Local Government Act 1986, material must not be published which in whole or in part appears to affect public support for any political party. Information published is restricted to the provision of information relating to the functions of the Authority only.
17. Under the Political Parties, Elections and Referendums Act 2000, restrictions also apply to the publication of material within 28 days of any local election or referendum.
18. Correspondence between an individual member and an officer should not normally be copied by the officer to any other member. Where it is felt necessary to copy the correspondence to another member, this should be made clear to the member who originated the enquiry. If the correspondence includes information relating to another member, then it will automatically be copied to the other member concerned, without reference to the member originating the enquiry.
19. The only basis on which the Authority can lawfully provide support services such as stationery, typing, printing, photocopying, and transport to members is to assist them in discharging their role as CFA members. Support services must only be used for Authority business and must not be used in connection with party political campaigning activity. Members must ensure that they adhere to the relevant codes of conduct or procedures relating to the use of LFRS computers. They should also follow health and safety procedures.
20. The protocol is intended to act as a guide for both members and officers. The Monitoring Officer to the Authority will offer advice on the implementation and operation of the protocol.
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