FREEDOM OF INFORMATION ACT 2000 Under this Act, the Parish Council was required to produce and maintain a Publication Scheme - a list of the classes of information that the Parish Council is prepared to make available, as a matter of course, to the public.
The Parish Council adopted such a scheme at its meeting at its meeting in November 2002 and the Scheme was then submitted to the Information Commissioner who approved it on the 28th November 2002. The Scheme became effective as from the 1st March 2003.
MODEL PUBLICATION SCHEME FOR LOCAL COUNCILS
1. This is a model publication scheme for parish, town and community councils (known collectively as local councils) in England and Wales.
The purpose of the scheme is to be a means by which local councils can make a significant amount of information available routinely, without waiting for someone to specifically request it. The scheme is intended to encourage local councils to publish more information proactively and to develop a greater culture of openness and transparency.
2. In accordance with the provisions of the Freedom of Information Act 2000 the scheme specifies the classes of information which local councils publish or intend to publish.
Excluded throughout the model scheme is general correspondence sent or received by councils and all information relating to private individuals by virtue of it being personal data under the Data Protection Act 1998.
In certain classes a limitation on the age of some documents has also been stipulated. For the avoidance of doubt this does not mean information beyond that date cannot be obtained, it simply indicates that it is not available as a matter of course within the model publication scheme.
If original documents are more readily available from another source, details of that organisation are again specified in the scheme.
3. The information contained in each class will be available in a variety of formats namely in hard copy on request from the clerk of the council, by inspection at the council office or other suitable premises by prior appointment or, where a council has a website some of the information may be available thereon.
4. Reasonable charges may be raised for the provision of copies of the documents/information listed in each of the classes.
The classes are as follows:-
CORE CLASSES OF INFORMATION
1) COUNCIL INTERNAL PRACTICE AND PROCEDURE
Minutes of council, committee and sub-committee meetings limited to the last 2 years. Procedural Standing Orders Councils Annual Report to Parish Meeting
2) CODE OF CONDUCT
Members Declaration of Acceptance of Office Members Register of Interests Register of Members Interests Book
3) PERIODIC ELECTORAL REVIEW
This is information concerning changes to the electoral arrangements for parish, town and community councils. It includes recommendations for the creation of new wards, the amendment of existing wards, proposals for the names of new wards and alterations to the number of councillors to be elected to the council.
Information relating to the last Periodic Electoral Review of the council area Information relating to the latest boundary review of the council area
4) EMPLOYMENT PRACTICE AND PROCEDURE
Terms & conditions of employment Job descriptions
Exclusions personal records i.e. appraisals, employee specific salary details, disciplinary records, sickness records and the like by virtue of being personal data under the Data Protection Act 1998
5) PLANNING DOCUMENTS
Responses to planning applications
Exclusions Copies of planning consultations, the Development Plan, Structure Plan, Local Plan and Rights of Way/Footpath maps all of which are available from the local planning and/or highway authority respectively
6) AUDIT AND ACCOUNTS
Annual return form limited to the last financial year Annual Statutory report by auditor (internal and external) limited to the last financial year Receipt/Payment books, Receipt books of all kinds, Bank Statements from all accounts limited to the last financial year Precept request limited to the last financial year VAT records limited to the last financial year Financial Standing Orders and Regulations Assets register this will include details of commons/village greens owned by the council including management schemes for commons as well as village halls, community centres and recreation grounds. Risk Assessments
Exclusions all commercially sensitive information e.g. quotations and tenders, loan documentation and insurance policies. With regard to quotations and tenders, this information is treated as confidential to ensure that the whole tender process is fair i.e. if tender information is released to a third party prior to the end of the tender period those who initially submitted tenders could be undercut and/or unfairly disadvantaged.
Some documents will be displayed on the Parish Council Notice boards as has previously been the case.
Copies of documents are available on application in writing to me at the address given below. Applicants will then be advised of the cost and this is payable in advance. Copies of document will be charged at 50p per A4 sheet together with cost of postage.
John Sandiford, Welbeck, 2 Buxton Lane, Caterham, Surrey, CR3 5HB,