Asking a Question at a Meeting
Submitting a question to a public meeting
What questions can be asked?
Questions can be asked on any subject relating to any business of the council or the wellbeing of the district.
Your question must be about a particular topic and should not include a series of sub-questions.
Questions should not:
- be about any specific individual's personal circumstances
- be defamatory, offensive or frivolous
- be substantially the same as a question which has been put to a public meeting in the last six months
- require the disclosure of confidential information
Please note that no public or member questions, petitions or motions may be dealt with at the Annual Meeting of Council which is held in May.
When to submit a question
- Questions that relate to an item to be discussed at the meeting must be submitted in writing by 10am, two clear working days before the meeting
- Questions that don't relate to an item that is being discussed at the meeting must be submitted by 10am, seven working days before the meeting
The calendar of meetings can help you to work out deadlines and meeting dates and provides links to meeting agendas.
Please note that 'working days' don't include the day the question is received or the day of the meeting (as well as bank holidays and weekends).
How to submit questions
There are several ways to submit questions.
- complete and submit our on-line form or our printable form [209kb]
- email your question to the Democratic Services Team
- write to the Democratic Services Team at our offices in Market Street, Newbury
If you don't want to ask the question personally at the meeting you can nominate someone else (eg a friend or your local Councillor) to ask it for you. If this is the case, you need to notify us about this at the same time that you submit your question.
We'll contact you to acknowledge receipt of your question and to let you know the date of the meeting on which your question will be asked.
Information on attending the meeting will be sent to you and whoever is asking the question on your behalf (if relevant).
What happens at the meeting?
Questions will be taken in the order in which they are received, and are asked by saying "I ask my question as set out in the agenda". Any answers are offered without discussion.
If any person submits more than one question at a meeting, only their first question is guaranteed to be asked and answered.
If there's time after all other questions have been asked and answered, the Chairman may invite the questioner to ask their further question/s.
Answers to questions may take the form of a direct oral response, a reference to a publication containing the desired information, or a written answer (where a reply cannot conveniently be given orally, or because of a lack of time).
Someone asking a question in writing who chooses not to attend in person (and doesn't nominate someone else to do so for them) will receive a written response. There's no opportunity to ask a supplementary question in this case.
However, a questioner or representative attending the meeting in person may ask one further supplementary question, that arises directly out of the answer given to their original question. This supplementary question should be relevant to the original question and mustn't introduce any new subject matter.
The Chairman will invite the questioner to ask a supplementary question if the questioner wishes to do so.
Questions and their answers are recorded in the minutes of each meeting and can be viewed on the relevant webpage (links below).