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Freedom of Information

INFORMATION FOR RESIDENTS ON THE MODEL PUBLICATION SCHEME

Background

The Freedom of Information Act 2000 received Royal Assent on 30th November 2000.  The Act defines the public authorities that are covered by the Act and so are required to adopt and maintain a publication scheme.  Paragraph 7, Part II of Schedule 1 of the Freedom of Information Act 2000 defines a local authority within the Local Government Act 1972 as a public authority

What is a Publication Scheme

Under the Act every public authority is required to adopt and maintain a Publication Scheme.  This scheme provides the public with a structured listing of any information released together with the authority’s undertaking of a commitment to make it available to all.  The Scheme must set out whether and how the Parish Council intends to charge for providing the information.  In this scheme the term ‘publication’ refers to documents available in a variety of formats

Model Scheme

Attached is Oakley and Deane Parish Council’s publication scheme that defines information that the Parish Council holds which is accessible to members of the public.  The Publication Scheme indicates the format of each publication and its length.  The Parish Council strives to be as open as possible with local government information and the work it does.  The Parish Council wishes to introduce greater openness and to continue to seek ways to make even more information available to the public

What charges are there?

Where a member of the public is seeking to obtain a copy of information included in this Parish Council’s Publication Scheme, the council may set reasonable charges for this.  Costs are available on application by post to the Clerk and may include photocopying costs, postage (where applicable) and staff time.

Confidentiality Notice

Oakley and Deane Parish Council’s policy is to be as open as possible and to supply the information requested but it may withhold any information if it is considered its release not to be in the public interest and could cause significant harm.  Any exclusions as prescribed by law are contained in the Publication Scheme

Requests for information

Anyone can request information in writing or e-mail.  The request must include details of the applicant and the precise information sought.  The applicant has two rights, to be told whether a local council holds the information and to receive the information as a copy or summary, if considered to be in the public interest.  The Parish Council will have to respond within 20 days of the request.  If a fee is required, the Parish Council can extend this period up to three months until the fee is paid

Mrs S M Warner Parish Clerk                                                                              Dated: 12th December 2002

OAKLEY AND DEANE PARISH COUNCIL

Publication Scheme under the Freedom of Information Act 2000

The purpose of this publication scheme is to be a means by which the council can make a significant amount of information available routinely.  The scheme will ensure that the council will publish more information pro-actively and help it to develop a greater culture of openness and transparency.  This authority’s key responsibilities are to represent the electorate of its areas, to take action within the legal framework and to provide a leadership focus for the community

Note: All documents are available on application to the Parish Clerk at 60 Pardown, Oakley, Basingstoke, RG23 7DZ

CORE CLASSES OF INFORMATION

Council internal practice and procedure:

Information

Format in which it is available

Charge for supply (yes / no)

Minutes of Council meetings (limited to last 2 years for paper copies or last five months on the Parish Council’s website)

A4 loose-leaf format.  Variable length of documents  -  6 to 8 pages per meeting

Yes if photocopies are required

Minutes of Planning Committee meetings (limited to last 2 years for paper copies or last six months on the Parish Council’s website)

A4 loose-leaf format.  Variable length of documents  -  1 to 2 pages per meeting

Yes if photocopies are required

Procedural standing orders

A4 loose leaf format of 8 pages

Yes

Councils annual report to parish meetings (including Minutes)

A4 loose-leaf format. Length of document (including Chairman’s report for Oakley)  -  2 pages  for Oakley and 1 page for Deane.  Also on the Parish Council’s website

Yes if photocopies are required

Code of Conduct

Information

Format in which it is available

Charge for supply (yes / no)

Members declaration of acceptance of office

Copy of Acceptance.  Length of document  -  1 page

Yes

Members register of interests

Parish Council would direct all applicants to Basingstoke and Deane Borough Council

Not applicable

Register of Members interest book

A4 loose-leaf format.  Length of document  -  1 page per member

Yes

Periodic Electoral Review:

This is information concerning changes to the electoral arrangements for Parish 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

Format in which it is available

Charge for supply (yes / no)

Information relating to the last Periodic Electoral Review of the council area

Printed publication. Length of document 8 pages plus plans

Yes

Information relating to the latest boundary review of the council area

Printed publication.  Length of document   8 pages plus plans

Yes

Employment Practice and procedures

Information

Format in which it is available

Charge for supply (yes / no)

Terms and conditions of employment

A4 loose-leaf format for each type of employee Length of documents  -  2 pages

Yes

Job descriptions

A4 loose-leaf format for each type of employee Length of documents  -  1 page

Yes

Planning documents

Information

Format in which it is available

Charge for supply (yes / no)

Responses to planning applications

Standard Basingstoke and Deane Borough Council planning response form in loose-leaf format.  Length of document  -  1 page.  Please specify which planning application and date for ease of reference

Yes

Audit and accounts

Information

Format in which it is available

Charge for supply (yes / no)

Annual Return form  -  limited to the last financial year

A4 loose-leaf format.   Length of document  3 pages

Yes

Annual statutory report by auditor (internal and external)  -  limited to the last financial year

A4 loose-leaf format   -Length of document  2 pages

Yes

Receipt and payments books of all kinds, bank statements from all accounts  -  limited to the last financial year

Receipts and payments are computerised by way of an Excel spreadsheet. Length of printout approximately 52 sheets of A4. Bank statements in A4 format.  Length of documents  - 32 pages (approximately)

Yes if photocopies / printouts are required

Precept request  -  limited to the last financial year

A4 loose-leaf format Length of document  -  1 page

Yes

VAT records  -  limited to the last financial year

Records are computerised by way of an Excel spreadsheet. Length of printout 1 sheet of A4 if only figures shown on the returns are required – otherwise 27 sheets

Yes if photo copies of returns or printouts are required

Financial Regulations

A4 loose-leaf format.  Length of document  -  5 pages

Yes

Assets register  -  includes details of all land, buildings and equipment owned by the Parish Council  including tender documents for recreation grounds

Assets register in A4 loose-leaf format.  Length of document  -  5 pages

Tender documents in A4 loose-leaf format.  Document length  -   2 to 5 pages

Yes

OPTIONAL DOCUMENTS WITHIN CORE CLASSES

Council internal practice and procedure

Information

Format in which it is available

Charge for supply (yes / no)

Agendas and supporting papers for council meetings  -  limited in each case to the forthcoming / immediate meetings

Agenda in 1 A4 page format or on the Parish Council’s website but supporting documentation variable depending on nature of subject matter for each meeting and subject in each case to any confidentiality restrictions

Yes if photocopies are required

Terms of reference for Working Parties

Not applicable

Not applicable

Racial equality policy

A4 page format   - 1 sheet

Yes

Employment practice and procedures

Information

Format in which it is available

Charge for supply (yes / no)

Equal opportunities policy

Document in A4 loose-leaf format.  Length of document  -  1 page

Yes

Health and Safety policy

Document in A4 loose-leaf format.  Length of document  -  7 pages

Yes

Staffing Structure

Document  in 1 page A4 format

Yes

Planning documents

Information

Format in which it is available

Charge for supply (yes / no)

Village Design Statement

Printed document with maps etc. in the form of a booklet or on the Parish Council’s website

No

Audit and accounts

Information

Format in which it is available

Charge for supply (yes / no)

Loan sanction approvals

Not applicable

Not applicable

Fees and charges applied by the council

Document in A4 loose-leaf format.  Length of document  -    2 pages

Yes

Safety inspection records

A4 annual statement prepared by the Borough Council on the Parish Council play area equipment.  Length of document  -   variable number of pages

Yes

Register / file of Chairman’s allowance

Document in A4 loose-leaf format.  Length of document  -  1 page

Yes

Register / file of members’ allowances

Not applicable

Not applicable

Development and implementation of policy

Information

Format in which it is available

Charge for supply (yes / no)

Policy statements issued by Parish Council

Not applicable

Not applicable

Responses made by Parish Council to consultation papers

Members of the public are requested to specify the subject matter together with an approximate date when requesting details

Yes

Analysis of responses received to public consultations by the Parish Council

Members of the public are requested to specify the subject matter together with an approximate date when requesting details

Yes

Village appraisal

Not applicable

Not applicable

Complaints handling procedure

A4 loose-leaf format.  Length of document  -    1 page

Yes

Byelaws

Information

Format in which it is available

Charge for supply (yes / no)

For the regulation of a mortuary or post mortem room

Not applicable

Not applicable

For the regulation of a pleasure ground or open space

A4 loose-leaf format.  Length of document  -  1 page

Yes

For the regulation of an open space or burial ground

A4 loose-leaf format.  Length of document  -  3 pages

Yes

For the regulation of any baths, swimming pool, bathing place or wash-house

Not applicable

Not applicable

For the regulation of the hiring of pleasure boats in a park or pleasure ground provided by a council

Not applicable

Not applicable

For the control of dogs and dog fouling

Obtainable from Basingstoke and Deane Borough Council

Not applicable

Council circulars and newsletters

Information

Format in which it is available

Charge for supply (yes / no)

Parish Council Newsletter

1 A4 sheet

No

History of Parish

Book published in 1994

£5 per copy

Arts, entertainment and Tourist information (relates only to information produced by the Parish Council)

Information

Format in which it is available

Charge for supply (yes / no)

Footpath and rights of way map

A4 format leaflet

No

Allotments

Information

Format in which it is available

Charge for supply (yes / no)

Plans

A4 diagrammatical format  Length of document  - 2 pages

Yes

Standard tenancy agreement

A4 lose-leaf format   Length of document  -  1 page  Members of the public may only view model agreements

Yes

Rules and regulations

A4 lose-leaf format   Length of document  -  3 pages

Yes

Burial grounds

Information

Format in which it is available

Charge for supply (yes / no)

Plans

A2 diagrammatical format. Length of document  -  1 page

Yes

Regulations

A4 lose-leaf format   Length of document  -   3 pages

Yes

Best value

This information which encompasses the duty owed by a council to the local people, to provide good quality services at an acceptable cost, to continually improve the delivery of public services and to marshal such services across its entire area.

Information

Format in which it is available

Charge for supply (yes / no)

Best Value performance plan

Not applicable

Not applicable

Best Value inspection reports

Not applicable

Not applicable

EXCLUSIONS

Core classes of information

Employment Practice and procedures

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

Planning documents

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

Audit and accounts

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,

Optional Classes of Information

Allotments

Individual tenancy agreements and rent payment records under both privacy and the Data Protection Act 1998

Burial Grounds

All documentation relating to individual applications and registrations under both privacy and the Data Protection Act 1998

PARISH COUNCIL COMMENTARY TO MODEL SCHEME

Core Classes of information

Code of Conduct:The Parish Council would point out that there is no legal obligation for it to provide copies of Members’ Register of Interests nor the Interests Book as this remains the responsibility of the Borough Council’s Monitoring Officer

Optional Classes of Information

Oakley and Deane Parish Council is prepared to allow inspection of the documents listed under this section and provide copies if appropriate and according to circumstances.  Parishioners are requested to put their requests in writing and to arrange a suitable appointment

Reviewed and agreed at meeting of Parish Council on 8th May 2008