Publication Scheme - Monk Sherborne Parish Council

Publication Scheme

Monk Sherborne Freedom of Information Publication Scheme

The freedom of information Act 2000 became law on the 30^th 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 1^st 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 –

In writing (includes electronic means)
Legible
Capable of subsequent reference
Contain the name and address of the requestor
Describe the information required

The council must:

Say whether it holds the information
Communicate the actual information
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

Information available from Monk Sherborne Parish Council under the model publication scheme (Reviewed and updated 31^st December 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	Hhard 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	Hard copy - Contact Clerk	20p per sheet + postage
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	N/A
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	N/A
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 -Please contact clerk N/A 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 - Please 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)	Not available
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	N/A

Contact details:
Parish Clerk 28 Dukes Ride Silchester Reading Berks RG7 2PY
mspcclerk@gmail.com
www.monksherborne-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 @ 20p per sheet (black & white)	Actual cost *
	Photocopying @ 35p per sheet (colour)	Actual cost
	Postage	Actual cost of Royal Mail standard 2^nd class
Statutory Fee		In accordance with the relevant legislation (quote the actual statute)
Other
* the actual cost incurred by the public authority