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Newton St Cyres Parish Council

Freedom of Information Act

Guide to the Publication Scheme 

Introduction

Under the Freedom of Information Act (“the Act”) it is the duty of every public authority to adopt and maintain a publication scheme. The Information Commissioner’s Office (ICO) changed the emphasis in the approval and operation of publication schemes to a generic model which has been adopted and operated by Newton St Cyres  Parish Council. 

Newton St Cyres Parish Council Publication Scheme

The Scheme provides a list of all the information the parish council makes routinely available, explains how it can be accessed and whether or not a charge is made for it. 

Manner of publication

It is important that all sections of the community can access the council’s information, and systems are in place to make the listed information available to the public as easily as possible. 

Where possible, information will be placed on the Parish Council web-site and where this is not possible the information needs to be made available and / or sent to the person requesting it. 

Information available from Newton St Cyres Parish Council under the model publication scheme

 

Information to be published

How the information can be obtained

Cost

Class 1 - Who we are and what we do

(Organisational information, structures, locations and contacts)

 

This will be current information only

 

 

Who’s who on the Council and its Committees (listed on the AGM Minutes)

Website

Hard Copy

Free

10p per sheet + P&P

Contact details for Parish Clerk and Council members (named contacts where possible with telephone number and email address (if used))

Website

Newsletter (published periodically)

Hard Copy

Free

Free

 

10p + P&P

Location of main Council office and accessibility details

Website

Hard Copy

Free

20p + P&P

Staffing structure

n/a

n/a

 

 

 

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

Notice Boards (Oct/Nov)

Hard Copy

Free

60p + P&P

Finalised budget

Parish Council meeting – Jan

Hard Copy

Free

10p + P&P

Precept

Parish Council meeting – Jan

Hard Copy

Free

10p + P&p

Borrowing Approval letter

n/a

n/a

Financial Standing Orders and Regulations (Part of the Parish Council Standing Orders)

Hard Copy (8 Page document)

£1.10 + P&P

Grants given and received

Hard Copy

10p + P&P

List of current contracts awarded and value of contract

Website (Relevant Minutes)

Hard Copy

Free

10p + P&P

Members’ allowances and expenses

n/a

n/a

 

 

 

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 a minimum)

Website

Hard Copy

Free

Free + P&P

Annual Report to Parish or Community Meeting (current and previous year as a minimum)

Website

Copy delivered to each house

Free

Free

Quality status

Website (Relevant Minutes)

Free

Local charters drawn up in accordance with DCLG guidelines

n/a

n/a

 

 

 

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, any committee/sub-committee meetings and parish meetings)

Website

Hard Copy

Free

10p + P&P

Agendas of meetings (as above)

Website

Notice Boards

Hard Copy (Full or Abbreviated available)

Free

Free

10p per sheet + P&P

Minutes of meetings (as above) – nb this will exclude information that is properly regarded as private to the meeting.

Website

Hard Copy

Free

10p per sheet + P&P

Reports presented to council meetings - nb this will exclude information that is properly regarded as private to the meeting.

Hard Copy

10p per sheet + P&P

Responses to consultation papers

Hard Copy

10p per sheet + P&P

Responses to planning applications

MDDC Website

Hard Copy

Free

10p per sheet + P&P

Bye-laws

n/a

n/a

 

 

 

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:

 

Procedural standing orders

Committee and sub-committee terms of reference – n/a

Delegated authority in respect of officers – n/a

Code of Conduct

Policy statements – n/a

 

 

 

Hard Copy/website unless n/a

 

 

Please note that these documents are lengthy

 

 

10p per sheet + P&P

Policies and procedures for the provision of services and about the employment of staff:

 

Internal policies relating to the delivery of services – n/a

Equality and diversity policy – n/a

Health and safety policy – n/a

Recruitment policies (including current vacancies)  - n/a

Policies and procedures for handling requests for information

Complaints procedures (including those covering requests for information and operating the publication scheme)

 

 

 

 

 

 

 

 

 

 

Hard copy

 

 

 

 

 

 

 

 

 

 

10p per sheet + P&P

Information security policy

n/a

n/a

Records management policies (records retention, destruction and archive)

n/a

n/a

Data protection policies

n/a

n/a

Schedule of charges for the publication of information)

Listed below

10p + P&P

 

 

 

Class 6 – Lists and Registers

 

Currently maintained lists and registers only

 

(hard copy or website; some information may only be available by inspection)

 

Any publicly available register or list (if any are held this should be publicised; in most circumstances existing access provisions will suffice)

 

 

Assets Register

Hard Copy

10p + P&P

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)

n/a

n/a

Register of members’ interests

Hard Copy/MDDC website

60p + P&P

Register of gifts and hospitality

Hard Copy

10p + P&P

 

 

 

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

 

(hard copy or website; some information may only be available by inspection)

 

Allotments

Contact Clerk

 

Burial grounds and closed churchyards

Contact Church

 

Community centres and village halls

Contact Village Hall

 

Parks, playing fields and recreational facilities

Contact Rec Club

 

Seating, litter bins, clocks, memorials and lighting

Location Info only

Free

Bus shelters

Location info only

Free

Markets

Contact Village Hall

 

Public conveniences

n/a

n/a

Agency agreements

n/a

n/a

A summary of services for which the council is entitled to recover a fee, together with those fees (e.g. burial fees)

Allotments

£10 per annum

 

 

 

Additional Information

 

None to date

 

 

 

 

Any information that is not listed above can still be requested

 

 

 

 

 

 

Contact details:

Jane Hole                                                       Website: https://parish.middevon.gov.uk/newtonstcyres

Clerk to Newton St Cyres Parish Council             

The Cellar, Pump Street

Newton St Cyres

EX5 5BY

 

E-mail: Parishclerk@newtonstcyes-pc.gov.uk

 

 

SCHEDULE OF CHARGES

 

This describes how the charges have been arrived at and should be published as part of the guide.

 

 

TYPE OF CHARGE

DESCRIPTION

BASIS OF CHARGE

Disbursement cost

Photocopying @ 10p per sheet (black & white)

Actual cost *

 

Photocopying @ 20p per sheet (colour)

Actual cost

 

 

 

 

Postage

Actual cost of Royal Mail standard 2nd class

 

 

 

Statutory Fee

 

In accordance with the relevant legislation (quote the actual statute)

 

 

 

Other

 

 

 

 

 

 

 

 

* the actual cost incurred by the public authority

 

 

Date of last review:          May 2018

 

Date of next review:         May 2019