Written Questions for Councillors: Guidance for the Trial Period
As agreed at the December 2021 council meeting, we are piloting a new way of asking questions of cabinet members and committee chairmen. This replaces written questions at council meetings for the trial period, meaning that written questions will not be invited for the February and May meetings.
When can I use this process?
Although you can use this to ask about anything, we are asking Councillors to think of this as a way to have questions of a kind that that they would have previously asked at full council dealt with more quickly.
Remember that, just as with written Council questions, the question and answer will be published.
If it is a question about a specific service, eg highways, social care, libraries etc, you will normally be better using the Member Enquiries service.
It is not suitable for detailed enquires or responding to a constituent’s concerns, particularly if that involves looking at separate documents or emails – please continue to use member enquiries or contact the Cabinet Member directly for that.
How do I ask a question?
Questions will only be accepted via this form. You can only ask a question if you are
logged into your ECC account or from an ECC device.
https://forms.office.com/r/UiJ5L79sAw
or
How long will it take to receive a reply?
You should normally receive a reply within 10 working days, though we aim to be quicker. It may be that if the Member is on holiday or unwell then either someone else will reply on their behalf, or you may have to wait a little longer.
What will be published?
You will receive a reply to your question by email.
We will publish the question and the answer in batches, meaning that there may be a short delay until publication.
Questions and answers will be published here.
https://cmis.essex.gov.uk/essexcmis5/
Will my question be edited before publication?
Just as is currently permitted, questions may be edited. This rarely happens but we have occasionally edited questions for brevity or correct typos. We do not edit the substance of a question.
If you ask a question which isn’t suitable for publication, such as one about a specific constituent, then it may be referred to Member Enquiries.
What if I don’t want my question / reply to be published?
Use the normal Member Enquires service as usual. Member Enquiries are not published whereas all questions asked using the written questions process will be published.
Is there a limit on the number of questions I can ask?
There is currently no limit. If the process leads to significant increase in the number of questions, then we will need to balance the needs of councillors with any resourcing issues.
Can I ask a follow up question?
There is no specific follow up process, but you can of course ask another question. Please consider whether the written question process is the best way of doing this - it may be better just to email the Cabinet Member or their advisor directly.
Will my question and the answer be reported to a meeting of full Council?
No. During the trial period this will replace the written questions process. You can of course ask an oral question at Council if you wish. Oral questions will continue in their current form.
What’s the difference between this and the current Member Enquiries process?
Please continue to use the Member Enquiries process as you would have before. It’s best for is best for information where the Cabinet Member doesn’t need to be involved.
It’s also best if you don’t want the question to be published. We will generally be able to answer Member Enquiries slightly more quickly than written questions as the process is slightly simpler.
You cannot send chains of emails or supporting documents with a written question whereas you can with a member enquiry. Questions must be submitted on the form.
What if I am having difficulties in accessing the form?
Please contact your support officer in the Democracy Team. They will be pleased to help you.
Am I guaranteed a reply from the person to whom my question is directed?
You are guaranteed a reply, but questions may be redirected to a more appropriate person, just as happens with written questions.
Remind me, how do I ask a question?
https://forms.office.com/r/UiJ5L79sAw
or
https://tinyurl.com/ECCWQF
You need to use an ECC device or be logged into your ECC account
What happens at the end of the trial period?
We will go back to having written questions at council meetings unless before May the Council makes a permanent change to the constitution.
We will look at the impact on the time of councillors, officers and other resources in order to make a final recommendation to Council.
How do I give feedback on all this?
Please contact Paul Turner or Phil Cruddace in the first instance.