Agenda and draft minutes

To record the names of apologies given and Deputy Members who are attending the meeting.

Apologies for absence were received from Councillors Prest and Langford-Smith with Councillors Morris and Cunningham attending as standing deputy members.

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.

There were no declarations of interest made.

RESOLVED:

          That the minutes of the previous meeting held on 5 September 2023 be approved and adopted.

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

Patrick Davies spoke during public participation regarding report LR576 as summarised briefly under the relevant minute below.

The Licensing Manager introduced the report and summarised the main changes to the current policy which were proposed as a result of the consultation and set out in Appendix 1 to the report.  She highlighted the following typographical errors:

a)    In paragraph 11.3a) of the covering report which should have referred to the Environment Act 1995 (not 2015 as stated).

b)    In Policy B3 the first bullet point should be divided into two sentences with separate bullet points.

c)    Correction to the paragraph numbers in the Counter Terrorism section of “Section B Public Safety” to B4 and B5.

The Licensing Manager responded to questions on the following:

a)    The potential impact of the new Levelling-Up and Regeneration Act 2023 on protection of national parks and whether consequential changes were required to the policy.  The Licensing Manager agreed to investigate this further in order that any necessary amendments could be submitted to Council.

b)    The potential impact of the proposed additional Policy C6 on the future operation of large outside events held within the South Downs National Park (SDNP) area.

c)    The use of the word “adequate” in Policy B3. 

The Committee agreed to an additional recommendation to give delegated authority to the Licensing Manager to consider the impact of the Levelling-Up and Regeneration Act as detailed below.

RESOLVED:

          That authority be delegated to the Licensing Manager, in consultation with the chair of the Committee and the Cabinet Member for Place and Local Plan, to agree revised wording to the Policy (if required) in response to the requirements of the Levelling-Up and Regeneration Act 2023.

RECOMMENDED (TO COUNCIL):

That the revised Statement of Licensing Policy under the Licensing Act 2003 be approved and adopted as set out in Appendix 1 to the report, subject to any additional amendments required in response to the Levelling-Up and Regeneration Act 2023 as outlined above.

Patrick Davies spoke during public participation regarding this report as summarised briefly below.

He stated that he had submitted representations to the review of polling arrangements on behalf of the local Labour party.  He did not believe that his comments relating to the variation in turnout in certain areas had been adequately addressed.  Specifically he believed there was a shortage of polling stations in suitable locations in St Lukes and St Bartholomew wards which resulted in a reduced turnout from voters living in certain areas of Stanmore and Winnall.  He did not consider it an adequate response in the report to state that no alternative suggestion was supplied.

The Governance Manager responded to the points raised by Mr Davies including advising that alternative locations for polling stations in the areas mentioned had been investigated but no suitable location had been identified currently. She emphasised that the monitoring for possible new polling stations would continue.

The Governance Manager introduced the report and drew attention to typographical errors in the report’s recommendations and elsewhere in the report. Specifically in relation to Newlands polling district, reference to “XW3” should be corrected to “WR3”. 

She responded to members’ questions on the following:

a)    Confirmation that turnout information at different polling stations was reported after each election.

b)    There was potential for future provision for an additional polling station at Whiteley when community facilities were provided but Meadowside Leisure Centre was a suitable location for the double station at this time.

c)    The practical difficulties and expense of using portacabins for polling stations.

d)    The practical difficulties for both schools and the voting process of using schools as polling stations, particularly given the short statutory notice period provided for a parliamentary election.

e)    That consideration had been given to a range of alternatives due to the loss of a polling station in the Upper Meon Valley and the reasons why proposed polling stations such as Makins Court were not suitable.

f)      The reasons for the proposed location of polling stations in Weeke.

g)    An explanation of the cost liability of different types of election.

h)    Communication of the proposed changes to polling stations and areas to the electors.

i)      The impact of the newly introduced Voter ID requirements.

j)      The percentage of postal voters across the district.

As a visiting member, Councillor Porter requested that the references to “Barton Farm” be corrected to “Kings Barton”.  She also asked that consideration be given to not having separate access for able and non-able voters at polling stations.  The Governance Manager noted this comment for further consideration and guidance to presiding officers when setting up polling stations.

One Member suggested that the suitability of Tichborne Cricket Club as an alternative polling station be investigated.  The Governance Manager agreed to investigate this suggestion further for possible future arrangements and report back accordingly.

RESOLVED:

1.                That the following changes to polling districts are agreed:

a)    Newlands: To combine WR2 and XW2 creating WR3.

b)    Headbourne Worthy: To split WW to  ...  view the full minutes text for item 6.