Council Information available to public

This model publication scheme has been prepared and approved by the Information Commissioner.  It may be adopted without modification by any public authority without further approval and will be valid until further notice.
This scheme was adopted by Street Parish Council on 27th November, 2008 together with the attached guide to information available.  Both documents will be effective from 1st January, 2009.
This publication scheme commits an authority to make information available to the public as part of its normal business activities.  The information covered is included in the classes of information mentioned below, where this information is held by the authority.  Additional assistance is provided to the definition of these classes in sector specific guidance manuals issued by the Information Commissioner.
The scheme commits an authority:
*     To proactively publish or otherwise make available as a matter of routine, information, including environmental information, which is held by the authority and falls within the classifications below.
*     To specify the information which is held by the authority and falls within the classifications below.
*     To proactively publish or otherwise make available as a matter of routine, information in line with the statements contained within this scheme.
*     To produce and publish the methods by which the specific information is made routinely available so that it can be easily identified and accessed by members of the public.
*     To review and update on a regular basis the information the authority makes available under this scheme.
*     To produce a schedule of any fees charged for access to information which is made proactively available.
*     To make this publication scheme available to the public.
Classes of Information
Who we are and what we do
Organisational information, locations and contacts, constitutional and legal governance.
What we spend and how we spend it
Financial information relating to projected and actual income and expenditure, tendering, procurement and contracts.
What our priorities are and how we are doing
Strategy and performance information, plans, assessments, inspections and reviews.
How we make decisions
Policy proposals and decisions.  Decision making processes, internal criteria and procedures, consultations.
Our policies and procedures
Current written protocols for delivering our functions and responsibilities.
Lists and Registers
Information held in registers required by law and other lists and registers relating to the functions of the authority.
The Services we Offer
Advice and guidance, booklets and leaflets, transactions and media releases.  A description of the services offered.
The classes of information will not generally include:
*     Information the disclosure of which is prevented by law, or exempt under the Freedom of Information Act, or is otherwise properly considered to be protected from disclosure.
*     Information in draft form.
*     Information that is no longer readily available as it is contained in files that have been placed in archive storage, or is difficult to access for similar reasons.
The method by which information published under this scheme will be made available
The authority will indicate clearly to the public what information is covered by this scheme and how it can be obtained.
Where it is within the capability of a public authority, information will be provided on a website.  Where it is impracticable to make information available on a website or when an individual does not wish to access the information by the website, a public authority will indicate how information can be obtained by other means and provide it by those means.
In exceptional circumstances some information may be available only by viewing in person.  Where this manner is specified, contact details will be provided.  An appointment to view the information will be arranged within a reasonable timescale.
Information will be provided in the language in which it is held or in such other language that is legally required.  Where an authority is legally required to translate any information, it will do so.
Obligations under disability and discrimination legislation and any other legislation to provide information in other forms and formats will be adhered to when providing information in accordance with this scheme.
Charges may be made for Information published under this scheme.
The purpose of this scheme is to make the maximum amount of information readily available at minimum inconvenience and cost to the public.  Charges made by the authority for routinely published material will be justified and transparent and kept to a minimum.
Material which is published and accessed on a website will be provided free of charge.
Charges may be made for information subject to a charging regime specified by Parliament.
Charges may be made for actual disbursements incurred such as:
*      photocopying
*      postage and packaging
*      the costs directly incurred as a result of viewing information.
Charges may also be made for information provided under this scheme where they are legally authorised, they are in all the circumstances, including the general principles of the right of access to information held by public authorities, justified and are in accordance with a published schedule or schedule of fees which is readily available to the public.
If a charge is to be made, confirmation of the payment due will be given before the information is provided.  Payment may be requested prior to provision of the information.
Written Requests
Information held by a public authority that is not published under this scheme can be requested in writing, when its provision will be considered in accordance with the provisions of the Freedom of Information Act.

Information to be published                                                       How the information       Cost
       can be obtained
Class 1  –  Who we are and what we do
(Organisational information, structures,
locations and contacts)
This will be current information only
N.B.  Councils should already be publishing
as much information as possible about how
they can be contacted.
Who’s who on the Council and its Committees  –   Hard copy and website      
Contact details for Parish Clerk and Council – Hard copy and website       
members (named contacts where possible
with telephone number and email address
(if used)
Location of main Council office and – Hard copy and website        
accessibility details
Staffing structure  – Hard copy and website        
Class 2  –  What we spend and how we
spend it
(Financial information relating to projected and
actual income and expenditure, procurement,
contracts and financial audit)
Current and previous financial year as a minimum
Annual return form and report by auditor – Hard copy
Finalised budget  – Hard copy and website
Precept     –  Hard copy
Borrowing Approval letter     – Hard copy
Financial Standing Orders and Regulations       –  Hard copy
Grants given and received      – Hard copy and website
List of current contracts awarded and value of contract       – Hard copy
Members’ allowances and expenses     – Hard copy
Class 3 – What our priorities are and how we are doing
(Strategies and plans, performance indicators, audits, inspections and reviews)
Parish Plan (current and previous year as minimum)    –   Hard copy
Annual Report to Parish Meeting (as above)   –  Hard copy
Quality Status   –  Hard copy
Local charters drawn up in accordance with   –  Hard copy
Class 4 – How we make decisions
(Decision making processes and records of decisions) Current and previous council year as a minimum
Timetable of meetings (Council, committee, sub-committee
and parish meetings)    – Hard copy and website
Agendas of meetings (as above)  –  Hard copy and website
Minutes of meetings (as above) NB this will exclude
information that is properly regarded as private to
the meeting.         –  Hard copy and website
Reports presented to council meetings NB this will exclude
information that is properly regarded as private to the
meeting.    –    Hard copy
Responses to consultation papers  – Hard copy
Responses to planning applications    –   Hard copy
Bye-laws    –  Hard copy
Class 5 – Our policies and procedures (Current written
protocols, policies and procedures for delivering our
services and responsibilities) Current information only
Policies and procedures for the conduct of council business  Hard copy
Procedural standing orders                                   Hard copy
Committee and sub-committee terms of reference               Hard copy
Delegated authority in respect of officers                   Hard copy
Code of Conduct                                              Hard copy
Policy Statements                                            Hard copy
Policies and procedures for the provision of services
and about the employment of staff
Internal policies relating to the delivery of services       Hard copy
Equality and diversity policy                                Hard copy
Health and Safety Policy                                     Hard copy
Recruitment Policy (including current vacancies)                               Hard copy
Policies and procedures for handling requests for information        Hard copy
Complaints Procedure (including those covering requests for
information and operating the publication scheme)                            Hard copy
Information security policy                                                                        Hard copy
Records management policies (records retention, destruction
and archive)                                                                                                    Hard copy
Data protection policies                                                                                Hard copy
Schedule of charges for the publication of information                         Hard copy
Class 6 -Lists and Registers – currently maintained lists only   
Any publicly available register or list (if any are held this
should be publicised; in most circumstances existing access
provisions will suffice)                                                    Hard copy
Assets Register                                                                                                 Hard copy
Disclosure log (indicating the information that has been
provided in response to requests; recommended as good
practice, but may not be held by parish councils)                                     Hard copy
Register of Members Interests                                                                      Hard copy
Register of Gifts and Hospitality                                                                   Hard copy
Class 7 – The services we offer (information about the
services we offer, including leaflets, guidance and
newsletters produced for the public and businesses)
Current information only.
Allotments                                                                                                          Hard copy
Burial grounds and closed churchyards                                                       Not applicable
Community Centres and village halls                                                           Hard copy
Parks, playing fields and recreational facilities                                          Hard copy
Seating, litter bins, clocks, memorials and lighting                                  Hard copy
Bus shelters                                                                                                        Hard copy
Markets                                                                                                               Not applicable
Public conveniences                                                                                          Not applicable
Agency agreements                                                                                           Hard copy
A summary of services for which the council is entitled
to recover a fee, together with those fees eg. burial fees                           Hard copy
Contact details:             Mrs L.A Ruff, Street Parish Council, Street Parish Rooms, 6 Leigh Road, Street BA16 0HA. Tel. 01458 440588 Email
Schedule of Charges
No charge made at present but if these were introduced they would be arrived at using the following information.
Type of Charge               Description                                                     Basis of Charge
Disbursement Cost        Photocopying at  p per sheet(b&w)           Actual cost incurred by council
                                               Photocopying at  p per sheet (colour)   Actual cost
                                               Postage                                                        Actual cost of Royal Mail 2nd class
Statutory Fee                                                                                             In accordance with the relevant legislation (quote
                                                                                                                      actual statute)