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Annual and ordinary meetings of the full Authority

1. The administrative year shall commence on 1 April. The Authority shall hold an annual meeting of the full Authority between 1 April and 30 June each year. The date of this is to be determined at a meeting of the full Authority in the preceding administrative year.

2. The programme of scheduled ordinary meetings for the full Authority shall be determined by the Authority at the annual meeting. Where it is necessary to change the date, time or place of any scheduled ordinary meeting of the full Authority, the meeting shall take place on such date, place or time as determined by the Monitoring Officer in consultation with the Chair of the Authority and group leaders.

Extraordinary meetings of the full Authority

3. The Chair of the Authority may at any time call an extraordinary meeting of the Authority.

4. If the office of Chair is vacant, or if the Chair is unable to act for any reason, the Vice-Chair of the Authority may at any time call an extraordinary meeting of the Authority.

5. Three members of the Authority may call an extraordinary meeting of the Authority if a request for such a meeting has been presented to the Chair or Vice-Chair of the Authority and either they have refused to call a meeting, or no extraordinary meeting has been called within seven days of the presentation of the request.

6. Where any person or persons decides to call an extraordinary meeting of the Authority, they shall inform the Monitoring Officer that they have done so, the business to be transacted and the date and time for which the meeting is called. The Monitoring Officer shall ensure that the notice and summonses required by Schedule 12 to the Local Government Act 1972 are published and sent.

Committee meetings

7. Meetings of committees constituted in accordance with Standing Order 6 shall be held as and when deemed necessary at the discretion of the Chair of the Authority or the Chair of the committee in question, and in compliance with any requirements set out in the terms of reference of that committee.

Venue

8. The venue of all meetings of the full Authority and committees shall be fixed by the Monitoring Officer in consultation with the Chair of the Authority or the Chair of the committee in question.

Meeting papers

9. Notice of the time and place of public meetings will be displayed at Lancashire Fire and Rescue Service’s headquarters and published on its website, at least five clear working days before the meeting in accordance with the Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012.

10. An item of business may only be considered at a public meeting where a copy of the agenda or part of the agenda including the item has been available for inspection by the public as required by regulation 7 (paragraph 9.1) for at least five clear working days before the meeting.

11. A copy of the agenda and every report for a meeting will also be made available for inspection by the public and on the website at least five clear working days before the meeting.

12. If a meeting is convened at shorter notice than five clear days (for example an extraordinary meeting), then the notice and publication of the agenda and papers will be published at the time the meeting is convened.

13. Notwithstanding paragraph 9 above, any item of business may be considered at a meeting if by reason of special circumstances, which shall be specified in the minutes, the Chair of the meeting is of the opinion that the item should be considered at the meeting as a matter of urgency.

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