Meetings and governance
Meetings will be pre-scheduled quarterly and dependant on content, will be held in person at Lichfield District Council House or virtually via Microsoft Teams. Events which require discussion will be tabled to a scheduled meeting.
In the event that concerns are raised regarding an event, which falls outside of the timeframes of the scheduled meetings, an extraordinary meeting may be called. Where this occurs, all efforts will be made to provide as much notice as possible to required attendees. Any request to co-ordinate an extraordinary meeting should be made to the SAG Chair at least 1 month prior to the event.
In more complex cases or where considered appropriate, the SAG can meet as a group or sub-group to discuss those public events that are considered to have the potential to present a significant risk to public safety. For example, where there are issues of non-compliance that affect more than one member and cannot be resolved by their enforcement provisions alone, then arrangements can be made to hold a meeting attended by the relevant members of the SAG.
An agenda and papers for meetings will be provided by LDC. Minutes of the meeting will be taken, detailing any multi-agency advice provided by the SAG, which will be circulated to SAG members within two weeks of the meeting taking place. Where an event is discussed and advice provided, the relevant section of the minutes will also be provided to the event organiser for their records. Records will also be kept by LDC.
Members of the SAG must notify the Chair, as soon as practicable, of any declarations of a personal and/or prejudicial interest relating to the events being discussed.
Meetings will not usually be open to the public, however, requests to attend a meeting as an observer, outlining the reasons in writing, at least 10 working days prior to the meeting, will be reviewed and may be allowed at the discretion of the SAG.