Public Questions Procedure - Sheffield Council

This guide explains how members of the public can ask questions at council meetings in Sheffield, England, and what procedural steps to expect. It summarises the controlling instruments, the office that manages public questions, typical timeframes and practical action steps for asking, withdrawing or appealing a decision by the meeting chair. The guidance below is written for residents, community groups and organisations who want to participate in Full Council or committee meetings and need a clear, practical route to submit questions or seek a response.

Overview of the Procedure

Public question rights at Sheffield council meetings are governed by the councils meeting procedures and the Constitution. Democratic Services administers notice and publication of public questions and confirms whether a question is eligible under the Procedure Rules. Meetings are chaired by the Lord Mayor or the committee chair, who applies the rules and times for asking questions.

Who Can Ask and What Counts as a Question

Ordinarily any member of the public, a resident or a representative of a local organisation may submit a question relevant to the councils responsibilities. Questions must normally relate to council business or services delivered by the council and be within the remit of the body to which the question is addressed.

Submitting Questions - Practical Steps

• Check the meeting date and the constitutions notice requirements with Democratic Services.
• Prepare your question in writing with a clear subject and any supporting facts or documents.
• Send your question to Democratic Services by the published method (email or online form) and keep proof of submission.
• Confirm whether your question will be accepted and, if so, whether you may ask it in person or will receive a written reply.

Penalties & Enforcement

The councils meeting rules focus on procedure and control of the meeting rather than monetary penalties for asking questions. Enforcement is primarily procedural: the chair may refuse to accept a question, require it to be rephrased, limit speaking time, or exclude disruptive attendees. The Constitution and meeting conduct rules set out these powers.

• Monetary fines for asking public questions: not specified in the councils Procedure Rules or constitution.
• Escalation: first and repeat procedural refusals are managed through the chairs powers and may be recorded in the minutes; financial penalties are not indicated.
• Non-monetary sanctions: exclusion from the meeting, removal for disorder, direction to cease speaking, and referral to the Monitoring Officer for conduct issues.
• Enforcer: the meeting chair (Lord Mayor or committee chair) and Democratic Services administer the rules and handle complaints about procedure.
• Appeal/review: procedural rulings can be raised with Democratic Services or the Monitoring Officer; specific time limits for review requests are not published in a single form on the constitution pages.
• Defences/discretion: reasonable excuse, demonstrable error in acceptance, or a request to amend a question may be considered by Democratic Services or the chair.

Applications & Forms

There is usually no special statutory fee to submit a public question. Councils commonly accept questions by email or an online submission to Democratic Services; if a specific form exists it is published on the councils meeting or Democratic Services pages. If no form is published, submit a clear written question and follow Democratic Services directions for the meeting in question.

What to Expect at the Meeting

• You may be called to ask your question at a specified time in the agenda and given a short time to speak.
• Your question and the councils response are usually recorded in the meeting minutes.
• Answers may be immediate, provided in writing after the meeting, or referred to officers for follow-up.

Action Steps

• Draft a concise written question and note the meeting to which it is addressed.
• Contact Democratic Services to confirm submission method and any deadlines.
• Submit your question and retain proof of delivery; attend the meeting if you wish to ask the question in person.
• If the chair refuses your question, request reasons in writing and ask Democratic Services about review or referral to the Monitoring Officer.

FAQ

Who manages public question submissions?

Democratic Services administers receipt, eligibility checks and publication of public questions for council and committee meetings.

Is there a fee to submit a public question?

No fee is typically charged to submit a public question; the councils constitution or meeting guidance will say if a form or fee applies.

Can I speak in person at the meeting?

Permission to speak in person depends on the meetings Procedure Rules and the chairs discretion; contact Democratic Services to confirm whether in-person speaking is allowed.

How-To

1. Identify the council meeting that covers your question and note its agenda date.
2. Contact Democratic Services to confirm submission method, any required wording and the deadline.
3. Submit a clear written question with your name, contact details and any supporting facts.
4. Attend the meeting if required or wait for a written response; follow up with Democratic Services if no reply is received.
5. If your question is refused, ask for the reasons in writing and request a review or referral to the Monitoring Officer.

Key Takeaways

• Public questions are governed by the councils Procedure Rules and handled by Democratic Services.
• Submit questions in writing and confirm deadlines with Democratic Services well before the meeting.

Help and Support / Resources

• Sheffield City Council  Constitution and Procedure Rules
• Democratic Services - contact and enquiries
• Sheffield Democracy Portal - meetings and agendas