Orkney Local Licensing Forum

• Upcoming meeting papers can be found in the Council Meetings Calendar
• Minutes for previous meetings are in the list of all Local Licensing Forum meetings

A key focus for every Local Licensing Forum should be the Licensing Policy Statement written by the Licensing Board in their area. In essence, all other work done by Forums links into this.

The Forum should be looking at:

• What is happening in the area in relation to alcohol and licensed premises?
• Is the Licensing Board making decisions in line with what is stated in their Policy?
• What is the effect of the Board’s decisions in the area?
• Does more need to be done, and if so, how does this impact on the Licensing Policy?

The Forum should gather evidence from a range of sources to support their views.

All Forum discussions should lead to consideration of the steps that can be taken to ensure that local Policy is consistent with what is regarded as important by the Forums.

Forums also have a role in helping to network on licensing issues locally. To do this, they need to develop links with other local organisations and partnerships that may be undertaking relevant work such as Alcohol and Drug Partnerships, Community Safety Partnerships, Public Health Bodies, and where relevant, Community Planning.

Can Forums Comment on Individual Premises or Applications?

Forums are unable to have any input in relation to individual applications or cases, so they require to focus on wider policy issues. This means that the Forum should always have the topic of policy on its agenda, and all Forum discussions should lead to consideration of the steps that can be taken to ensure that local policy is consistent with what is regarded as important by the Forums.

Whilst the Forum cannot comment on an individual premises they are able to recommend to the Board that particular attention is paid to an area if there are problems.

What Core Knowledge do Forum Members Need?

It is important that Forum members are equipped to perform the role which is demanded of them. They therefore need to be familiar with:

• The Legislation and Guidance involving both Forums and Boards.
• The Licensing Policy Statement of their Board.
• Local issues involving licensing matters.

It is recommended that Forum members attend a Licensing Board meeting to aid their understanding of the role and procedures of the Board.

There is no requirement for Forum members to have any specific legal knowledge, unlike Licensing Board members who must complete mandatory training and sit an exam. However, they may find it helpful to get a basic overview of the law.

What Information Should Forums Consider?

Forums need to be properly informed to allow them to operate effectively and it is important for Forums to carry out research and produce evidence to the Board when making recommendations or providing advice. By doing so, the Forum will earn the respect and trust of the Board, and it will be far more difficult for the Board to reject any proposals put forward to it by the Forum.

Forums are entitled to the same statistical information from the police or local council as the Licensing Board. In addition, the Licensing Forum should utilise the expertise of its members to gather information and they should form links with local bodies as they consider relevant.

Some of the ways in which the impact of licensing in the local area can be assessed are:

• Observation of issues.
• Statistics.
• Concerns raised by people – some of these will be raised with LSOs.

Forums should be aware that many premises will be well run but may be affected by problems occurring in neighbouring areas. In addition it can be worth looking at why some premises are better than others to see if there is any good practice that can be shared. There are a number of schemes where licence holders work together to improve the area, such as PubWatch or the Unite schemes for late night premises, which the Forum should be aware of.

Should a Member of the Licensing Board Also Be a Member of the Licensing Forum?

Unfortunately there is not a simple answer to this question. The guidance provided by the Scottish Government appears contradictory as, on the one hand it recognises the knowledge and experience that a Licensing Board member could bring to the Forum, but on the other hand it makes clear that the Forum must be an entirely independent body. The question arises as to whether a Forum can be truly independent if one of its members is in a position to review, give advice and make recommendations to the Board that he or she is a member of? It does seem that the independence of the Forum is compromised, or, at the very least, may be seen to be compromised, by the inclusion of a Board member. At the end of the day, it is a matter for Forums themselves to determine but the crucial questions that perhaps should be considered are:

• Is it necessary for a Board member to be present on the Forum to allow it to perform effectively?
• Is it necessary for the Forum to be, and to be seen to be, an impartial body?
• Which of the two is more important?

Does the Licensing Board Have to Listen to the Forum?

Licensing Boards must consider any recommendations made by the Forum and, if they choose not to follow the Forum’s advice, they must provide reasons in writing to the Forum within 42 days.The Licensing Board must also supply data and relevant information to the Forum when requested.

How Can Forums Represent the Community?

It is essential for Forums to accurately represent community opinion. Local Licensing Forums need to use their local knowledge and their own experiences, as well as statistics and evidence from expert groups, to review the impact of licensing in their area. Whilst the Licensing Scotland Act 2005 only requires residents to live in the area, and only requires LSOs to work in the area, it would be sensible that all others should live or work in the area.

As well as representing community opinion, it is vital that Forums properly engage with the communities they represent, so it is important that members of the public, who have an interest in licensing as well as local knowledge, can make contact with Forums.

Community Engagement comes in various forms and there is no one size fits all rule. The National Standards for Community Engagement was published in 2005 and provides advice and information on best practice principles for the way that we should engage with communities. This is not a definitive document but instead should be looked on as a form of toolkit that can be utilised by agencies to assist in developing the level of engagement with the community that is required. The Standards can be found on the Scottish Community Development Centre's website.

How Often Should a Forum Meet?

In terms of the legislation, Forums are required to meet at least 4 times per year and they must have at least one joint meeting with the Licensing Board, giving a total of 5 meetings annually.

It would appear that most Forums are opting to restrict themselves to the minimum number of meetings.

What is important is that each Forum identifies the main local issues which it considers are crucial, that work is carried out in these key areas and if the tasks involved are going to be time consuming, that it appoints sub committees to investigate the issues and report back to the main Forum.

How Are Members Appointed to a Forum?

It is for the council to decide who and how many members are appropriate for the Local Licensing Forum. At least one LSO must be a member, but it is for the council to appoint other members “on such terms and conditions as the relevant council may determine”. It is recommended that some sort of protocol is agreed within the council as to how this is done.

Points to consider are:

• It is important that the independence of the Forum is maintained.
• There should be clear separation of the Licensing Forum from the Licensing Board and other council functions.
• It is important that a Forum is not seen to be ‘hijacked’ by a particular interest group.

In addition, more practical details to be decided are:

• How do you advertise vacancies in the Forum?
• How can people apply? Is there a standard application form?
• Is there a specific drive to seek applications from those with particular knowledge or skill levels?

What is the Council’s Role in Supporting Forums?

Apart from having a statutory duty to establish Licensing Forums, councils require to provide Forums with such staff, property and services as the council considers is required for the Forum’s purposes. It is normal for this to include a venue for the Forum meetings, an administration person to take, produce and circulate minutes and a legally qualified person with experience of liquor licensing to provide legal advice if required. It is advisable that a small budget be available for training of Forum members and for supporting the Forums activities.

In addition the Council has a duty to provide information to the public about the Forum and its work. As a basic, all Local Licensing Forums should be advertised on the Local Authority’s website, ideally with minutes from previous meetings, details of future meetings and how to contact the Forum.

What is the Role of the National Licensing Development Officer?

The Scottish Government has funded the position of the National Licensing Officer from 2007-2010 to provide support to Forums as they become established. This includes maintaining the website with general information on forums, contact details for each forum along with more detailed guidance for Forum members.

Where Can I Get Further Information?

You can contact the National Licensing Development Officer via email or on 01415726705.

If you are interested in finding out a bit more about the law, there are easy to read publications available that were written for personal licence holders or staff. These are normally available from training providers. The general public can buy the “Personal Licence Holder’s Guide” and the “Workbook for Staff of Licensed Premises”, both written by Alcohol Focus Scotland, from Amazon.

Advertising of the Local Licensing Forum

The Guidance for Licensing Boards and Local Authorities issued by the Scottish Government in April 2007 suggested:

• Many licence holders and representatives of youth organisations and persons having functions relating to health, education or social work can be reached through representative organisations.
• In public agencies, care should be taken to target the most appropriate officer, who might not necessarily be the chairperson or chief executive.
• An innovative approach should be taken to engaging local communities, in addition to engagement through publicity, community councils, housing associations, and other local organisations.

Publicity tools councils may wish to consider in establishing a Forum may include:

• The local press and any associated public meetings.
• Leaflets to explain the role of the Forum and to give notice of public meetings.
• Leaflets and posters can be placed in shops, gyms, libraries and public buildings to reach the general public.
• Leaflets can be included with letters sent to licence holders, the police and other organisations, individuals and community organisations.
• A dedicated page might be created on the Council's website, with a prominent link from the home page, to give details of how the Forum will be set up and, in time, to become the Forum's own web page.

On the Council’s website there could be:

• Link through ‘community’ tab.
• Link through licensing tab.
• Separate webpage.
• Purpose of Local Licensing Forum.
• Membership of Local Licensing Forum.
• Agendas for meetings.
• Minutes of meetings.
• Opportunity for public to comment.

Details of the current members of the Orkney Local Licensing Forum can be viewed in PDF format from the Related Downloads section.

If you are interested in becoming a member of the Forum, please contact Hazel Flett, details below.

Further information relating to Local Licensing Forums in Scotland can be found on their website.

If you would like further information relating to the Orkney Local Licensing Forum or have any comments, please contact:

Hazel Flett

Corporate Services, Orkney Islands Council, Council Offices, Kirkwall, KW15 1NY.