Agenda and minutes

Addtional Meeting, Licensing & Regulation Committee - Tuesday, 29th January, 2019 6.30 pm

Venue: Walton Suite, Guildhall, Winchester

Contact: Claire Buchanan, Senior Democratic Services Officer  Tel: 01962 848438 Email:

No. Item


Disclosures of Interests

To receive any disclosure of interests from Members and Officers in matters to be discussed.


Note:  Councillors are reminded of their obligations to declare disclosable pecuniary interests, personal and/or prejudicial interests in accordance with legislation and the Council’s Code of Conduct.


If you require advice, please contact the appropriate Democratic Services Officer, prior to the meeting.



No declarations of interest were made.


Minutes pdf icon PDF 69 KB

Minutes of the previous meeting held on 6 December 2018.





That the minutes of the previous meeting of the Committee, held on the 6 December 2018, be approved and adopted.



Public Participation

To receive and note questions asked and statements made from members of the public on issues relating to the responsibility of this Committee.



The Licensing Manager updated the Committee concerning improvements to the Council’s Taxi Licensing Policy referred to as the “Tip Top Taxi” project. The Committee was advised that over time, factors influencing the existing Policy had changed, for example, environmental issues, vehicle specification and accessibility requirements. It was felt that now was an appropriate time to review all of the relevant issues. The Committee would be updated with progress at key stages of the project.


Patrick Davies addressed the Committee regarding agenda item six, “Polling Station Review”, report LR516 refers. Mr Davies felt that the review of Polling Stations had not been publicised and consulted upon widely enough and sought some reassurance on this point. Specifically, he stated that although he had seen an article concerning the review in the local media, he questioned whether the local political party that he assisted had been made aware of it. Mr Davies also questioned the proposal within the report to move the polling station at the Holiday Inn, Telegraph Hill to Cheriton Village Hall as he felt that the new location would make it more difficult for local residents to vote.


The Chief Executive, (attending the meeting in her capacity of Acting Returning Officer) responded by confirming that the review had been done in line with statutory requirements. The Electoral Services Manager provided an overview of the consultation and communication milestones which included:


  • a press release and Council website update on 22 October 2018.
  • email communication to all major political party agents, parish clerks and Councillors on the same day.
  • a hard copy being left on the Council’s reception.


Following conclusion of the consultation on the 16 November 2018, officers then:


  • publicised all of the comments received on the Council’s website in December 2018.
  • publicised the details of this Committee meeting including all consultation comments on the 21 January 2019.


The Chairman advised Mr Davies that Officers would contact him to confirm the details of the communication with the specific local political party he had referred to.



Polling Station Review pdf icon PDF 98 KB

Additional documents:


Officers introduced the report which set out the outcome of a review of polling places undertaken in accordance with the Electoral Registration and Administration Act 2013. A number of key points concerning the review were made, summarised below:


  • that the purpose of the review was to provide accessible and convenient polling places across the district.
  • that cost was not a major consideration for the review.
  • that officers had reviewed many options and had travelled extensively across the district examining existing venues and potential new ones.
  • that an evaluation and grading system was adopted in order to “score” each polling station from 1 to 3 (with 1 being most suitable)
  • that a full communication plan would be rolled out to ensure residents were aware of locations ahead of the May 2019 elections.


The Committee was further informed that:


  • Appendix A of the report contained the full list of consultation responses
  • Appendix B identified the current polling places and
  • Appendix C displayed the proposed new polling places.


Finally, the proposed changes were summarised as follows:


  • that The Henry Beaufort school be confirmed as a permanent polling station.
  • that the polling station at the Holiday Inn, Telegraph Hill be amalgamated with the polling place at Cheriton Village Hall.
  • that the polling station at Drummond Close be relocated to Level 10 Church.
  • that the polling station at The Valley be amalgamated with the polling place at St Luke's Church Centre, Mildmay Street.
  • that the polling station at All Saints Church Denmead be moved to White Wings.
  • that the polling station at Berewood School be retained.
  • that the polling station at the Courtyard, Guildhall be retained for 2019 but Officers would continue to evaluate alternative options.


Members debated the report, the proposed changes and the issues connected with current polling stations. The following points were made:


  • There was a number of concerns raised regarding facilities for Tellers, particularly in poor weather. Members advised that they felt this was especially an issue at Henry Beaufort School, Symonds Court, Colden Common Recreation Ground and Olivers Battery. Officers explained that they were sympathetic to the issues raised regarding Tellers but electoral guidance was that they should be located outside of the polling place and to not follow this guidance could give rise to a challenge. However, Officers were happy to discuss any concerns that Members had with the site owner and would take up the issues raised regarding Henry Beaufort school.


Officers responded to certain specific issues raised by Members as follows:


  • the Common room at The Valley. This had been split into a dwelling which has made it difficult to continue to be used as a polling station.
  • the Courtyard, Guildhall. In response to queries over costs, Officers advised that the venue operated on a commercial basis and so whilst it would be retained as a Polling Station, suitable alternatives would be evaluated.




·         That having considered the information and for the reasons explained in report LR516 the polling districts and polling places set out in Appendix  ...  view the full minutes text for item 4.

Registering to speak at this meeting:

The information below relates to the majority of meetings of the council but please note that different rules do apply for registering to speak at meetings of Full Council, Licensing Sub Committees, Planning Committees, Open Forums, the Winchester Sports & Leisure Park (WSLP) Advisory Board and the Standards Hearing and Human Resources Sub Committees and the Appointments Panel. Further information can be obtained using the contact details above.

Members of the public may speak at this meeting, provided they have registered to speak three working days in advance. Please contact Democratic Services via or (01962) 848 264 to register to speak and for further details - which can also be found on the individual meeting agenda front sheets.

With the exception of the WSLP Advisory Board, members of the public should note that a live audio feed of the meeting will be available from the council's website ( ) and the video recording will be publicly available shortly after the meeting. For members of the public who are unable to utilise this facility a limited number of seats will be made available at the above named location however attendance must be notified to the council at least 3 working days before the meeting. Please note that priority will be given to those wishing to attend and address the meeting over those wishing to attend and observe.


Licensing & Regulation Committee on Tuesday, 29th January, 2019, 6.30 pm{sidenav}{content}