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Freedom of Information Act

General Information 

Silchester Freedom of Information Publication Scheme

The freedom of information Act 2000 became law on the 30th November 2000 and widened a right of public access to all types of recorded information held by public authorities which includes parish and town councils. 

Public authorities are obliged to disclose all information, written / audio / visual.  Information held by councils can only be withheld from the public in very limited circumstances, if there are lawful reasons to do so. 

Every council must adopt a publication scheme to be approved by the Office of the information Commissioner.  A publication scheme will list all documents and information that is readily available to the public, background papers to important decisions that affect the public and material printed for both internal and external use. 

A new template for the publication scheme has been introduced by the information commissioner which will take effect from 1st January 2009.It may be adopted without modification by any public authority without further approval and remains valid until further notice.  The publication scheme commits an authority to make information available as part of its normal business activities. 

Written requests: 

Any request must be –

  1. In writing (includes electronic means)
  2. Legible
  3. Capable of subsequent reference
  4. Contain the name and address of the requestor
  5. Describe the information required  

The council must: 

  1. Say whether it holds the information
  2. Communicate the actual information
  3. Satisfy the request within 20 working days  

There is a right to make a reasonable charge for photocopies only.  A reasonable charge is 20p per A4 sheet and double for A3. 

Parish Clerk November 2008

Publication Scheme Under the Freedom of Information Act 2000

Information available from Silchester Parish Council under the Model Publication Scheme (reviewed and updated 25 November 2008)

Information to be published

How the information can be obtained

Cost

Class1 - Who we are and what we do (Organisational information, structures, locations and contacts) This will be current information only

Hard Copy and/or website Contact Clerk

20p per sheet + postage

Who’s who on the Council and its Committees

Website hard copy - Contact Clerk

Free 20p per sheet + postage

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

Website hard copy - Contact Clerk

Free 20p per sheet + postage

Location of main Council office and accessibility details

Website

Free

Staffing structure

hard copy - Contact Clerk

20p per sheet + postage

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

(hard copy and/or website) Contact Clerk

Annual return form and report by auditor

hard copy - Contact Clerk

20p per sheet + postage

Finalised budget

hard copy - Contact Clerk

20p per sheet + postage

Precept

hard copy - Contact Clerk

20p per sheet + postage

Borrowing Approval letter

N/A

Financial Standing Orders and Regulations

hard copy - Contact Clerk

20p per sheet + postage

Grants given and received

hard copy - Contact Clerk

20p per sheet + postage

List of current contracts awarded and value of contract

hard copy - Contact Clerk

20p per sheet + postage

Members’ allowances and expenses

hard copy - Contact Clerk

20p per sheet + postage

Class 3 – What our priorities are and how we are doing (Strategies and plans, performance indicators, audits, inspections and reviews)

(hard copy or website)

Parish Plan (current and previous year as a minimum)

N/A

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

Website hard copy - Contact Clerk

Free 20p per sheet + postage

Quality status

hard copy - Contact Clerk

20p per sheet + postage

Local charters drawn up in accordance with DCLG guidelines

N/A

Class 4 – How we make decisions (Decision making processes and records of decisions) Current and previous council year as a minimum

(hard copy or website)

Timetable of meetings (Council, any committee/sub-committee meetings and parish meetings)

Website hard copy - Contact Clerk

Free 20p per sheet + postage

Agendas of meetings (as above)

Website hard copy - Contact Clerk

Free 20p per sheet + postage

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

Website hard copy - Contact Clerk

Free 20p per sheet + postage

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

Website hard copy - Contact Clerk

Free 20p per sheet + postage

Responses to consultation papers

hard copy - Contact Clerk

20p per sheet + postage

Responses to planning applications

hard copy - Contact Clerk

20p per sheet + postage

Bye-laws

Website hard copy - Contact Clerk

Free 20p per sheet + postage

Class 5 – Our policies and procedures (Current written protocols, policies and procedures for delivering our services and responsibilities) Current information only

(hard copy or website)

Policies and procedures for the conduct of council business:

Procedural standing orders Committee and sub-committee terms of reference Delegated authority in respect of officers Code of Conduct Policy statements

hard copy - contact clerk

hard copy - contact clerk hard copy - contact clerk hard copy - contact clerk hard copy - contact clerk N/A

20p per sheet + postage

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

Internal policies relating to the delivery of services Equality and diversity policy Health and safety policy Recruitment policies (including current vacancies) Policies and procedures for handling requests for information Complaints procedures (including those covering requests for information and operating the publication scheme)

hard copy - contact clerk

hard copy - contact clerk hard copy - contact clerk hard copy - contact clerk hard copy - contact clerk hard copy - contact clerk hard copy - contact clerk

20p per sheet + postage

Information security policy

N/A

Records management policies (records retention, destruction and archive)

hard copy – contact clerk

20p per sheet + postage

Data protection policies

Information Commissioner

Schedule of charges for the publication of information

Website hard copy - Contact Clerk

Free 20p per sheet + postage

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)

Please contact Basingstoke & Deane BC

Assets Register

hard copy – contact clerk

20p per sheet + postage

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

Register of members’ interests

Please contact  Basingstoke & Deane BC

Register of gifts and hospitality

Please contact  Basingstoke & Deane BC

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

N/A

Burial grounds and closed churchyards

N/A

Community centres and village halls

N/A

Parks, playing fields and recreational facilities

hard copy – contact clerk

20p per sheet + postage

Seating, litter bins, clocks, memorials and lighting

hard copy – contact clerk

20p per sheet + postage

Bus shelters

hard copy – contact clerk

20p per sheet + postage

Markets

N/A

Public conveniences

N/A

Agency agreements

N/A

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

N/A

Additional Information This will provide Councils with the opportunity to publish information that is not itemised in the lists above Management plan in relation to Silchester Common

Website Hard copy – contact clerk

20p per sheet + postage

Contact details: Parish Clerk - Chris Gunnell 07470 809086 or clerk@silchester.org

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 @ 20p per sheet (black & white)

Actual cost *

Photocopying @ 35p 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