For details on preparing for a remote Licensing Panel / Sub-Committee meeting, see our deputation pages.
People who have registered to speak at the remote meeting should, using the details provided to them in advance by the clerk, join the remote meeting no later than 5 minutes before the meeting starts to allow time to check their audio and video connection with the committee clerk. They will then be asked to mute themselves and turn off their video feed until they are called to speak.
People simply wanting to watch the meetings can do so via the live stream available online.
Order of business
The meeting will usually run in the order set out in the agenda. A meeting may be considering several applications, so parties may have to wait some time until the hearing of the application with which they are involved starts.
Agendas will be published as normal but unfortunately, we cannot provide hard copies of agendas at the moment. Agendas will all be published online via our democracy pages.
At the start of each application, the Chair will ask all registered speakers for that application to introduce themselves and outline the procedure to be used. The procedure changes depending on the type of application, but for the majority of applications the procedure is as follows:
- Licensing Officer’s introduction to the report
- Admission of late papers (see below)
- Any amendments to the application are set out by the applicant (up to 2 minutes permitted)
- Responsible authorities (15 minutes, shared by all responsible authorities)
- Interested parties (15 minutes, shared by all interested parties)
- Applicant / licence holder (15 minutes)
- Summaries by each representative group (up to 2 minutes per group)
- Deliberation by the Panel / Sub-Committee with a decision made and reasons given.
After the Licensing Officer’s introduction and the submissions of each representative group, there may be questions of clarification from the Panel / Sub-Committee as well as other parties as permitted by the Chair.
The procedure, including order and time limits, vary depending on the application. You should consult the front of the agenda for the procedure to be used. The Chair will also outline this at the start of the application.
Addressing the meeting
Parties who have registered to address the meeting are reminded to keep themselves muted with the video turned off until they are called to speak, and to mute themselves and turn off their video when finished speaking. You should only use the chat to indicate you are having audio connection issues.
When making your submission to the hearing, you should:
- State your name and your role, whether an affected resident, responsible authority representative, applicant or otherwise.
- Bear in mind the Panel / Sub-Committee will have read your written representation, so it would be helpful if you were concise and avoided repetition as it is your only chance to make your views heard.
- Keep to time, whether you have the full 15 minutes to speak or a shorter period of time because you are sharing. You will be warned when there is a minute left. If you go over time, the Chair may cut-off your speech.
Once your submission has concluded, you may not address the Committee again, other than to answer questions.
It is expected that anyone who has registered to speak will conduct themselves in an orderly manner and only speak when called upon by the Chair. You may be warned, muted, or if necessary ejected from the remote meeting if the Chair deems your conduct to be sufficiently disruptive.
Parties to a licensing hearing may submit further late materials no later than 7pm, two working days before the meeting is due to start. These will be published online and circulated to the Panel members.
At the start of the relevant item, after the officer’s presentation, the Chair will confirm which late papers have been circulated and invite each representative group to set out in up to 2 minutes per group why the papers should be accepted or not. The Panel / Sub-Committee will then decide whether to admit the papers – taking advice as needed from officers – and take any adjournment necessary to ensure all voting members have read them.
The Panel / Sub-Committee will deliberate in public and other participants should remain muted at this point, not use the meeting chat. The Panel / Sub-Committee will discuss the application, evidence provided – both verbally and in writing – and the relevant licensing policies. At the end of their discussion they will agree whether to approve the application – in full or with modifications such as additional conditions – or to refuse it, and give their reasons.