Freedom of Information
OAKLEY AND DEANE PARISH COUNCIL
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:
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Information
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Format in which it is available
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Charge for supply (yes / no)
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Minutes of Council meetings (limited to last 2 years for paper copies or last five months on the Parish Council’s website)
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A4 loose-leaf format. Variable length of documents - 6 to 8 pages per meeting
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Yes if photocopies are required
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Minutes of Planning Committee meetings (limited to last 2 years for paper copies or last six months on the Parish Council’s website)
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A4 loose-leaf format. Variable length of documents - 1 to 2 pages per meeting
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Yes if photocopies are required
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Procedural standing orders
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A4 loose leaf format of 8 pages
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Yes
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Councils annual report to parish meetings (including Minutes)
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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
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Yes if photocopies are required
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Code of Conduct
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Information
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Format in which it is available
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Charge for supply (yes / no)
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Members declaration of acceptance of office
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Copy of Acceptance. Length of document - 1 page
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Yes
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Members register of interests
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Parish Council would direct all applicants to Basingstoke and Deane Borough Council
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Not applicable
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Register of Members interest book
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A4 loose-leaf format. Length of document - 1 page per member
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Yes
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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
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Information
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Format in which it is available
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Charge for supply (yes / no)
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Information relating to the last Periodic Electoral Review of the council area
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Printed publication. Length of document 8 pages plus plans
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Yes
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Information relating to the latest boundary review of the council area
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Printed publication. Length of document 8 pages plus plans
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Yes
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Employment Practice and procedures
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Information
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Format in which it is available
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Charge for supply (yes / no)
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Terms and conditions of employment
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A4 loose-leaf format for each type of employee Length of documents - 2 pages
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Yes
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Job descriptions
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A4 loose-leaf format for each type of employee Length of documents - 1 page
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Yes
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Planning documents
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Information
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Format in which it is available
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Charge for supply (yes / no)
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Responses to planning applications
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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
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Yes
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Audit and accounts
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Information
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Format in which it is available
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Charge for supply (yes / no)
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Annual Return form - limited to the last financial year
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A4 loose-leaf format. Length of document 3 pages
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Yes
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Annual statutory report by auditor (internal and external) - limited to the last financial year
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A4 loose-leaf format -Length of document 2 pages
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Yes
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Receipt and payments books of all kinds, bank statements from all accounts - limited to the last financial year
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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)
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Yes if photocopies / printouts are required
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Precept request - limited to the last financial year
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A4 loose-leaf format Length of document - 1 page
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Yes
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VAT records - limited to the last financial year
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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
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Yes if photo copies of returns or printouts are required
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Financial Regulations
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A4 loose-leaf format. Length of document - 5 pages
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Yes
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Assets register - includes details of all land, buildings and equipment owned by the Parish Council including tender documents for recreation grounds
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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
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Yes
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OPTIONAL DOCUMENTS WITHIN CORE CLASSES
Council internal practice and procedure
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Information
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Format in which it is available
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Charge for supply (yes / no)
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Agendas and supporting papers for council meetings - limited in each case to the forthcoming / immediate meetings
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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
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Yes if photocopies are required
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Terms of reference for Working Parties
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Not applicable
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Not applicable
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Racial equality policy
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A4 page format - 1 sheet
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Yes
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Employment practice and procedures
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Information
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Format in which it is available
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Charge for supply (yes / no)
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Equal opportunities policy
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Document in A4 loose-leaf format. Length of document - 1 page
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Yes
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Health and Safety policy
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Document in A4 loose-leaf format. Length of document - 7 pages
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Yes
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Staffing Structure
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Document in 1 page A4 format
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Yes
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Planning documents
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Information
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Format in which it is available
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Charge for supply (yes / no)
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Village Design Statement
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Printed document with maps etc. in the form of a booklet or on the Parish Council’s website
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No
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Audit and accounts
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Information
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Format in which it is available
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Charge for supply (yes / no)
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Loan sanction approvals
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Not applicable
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Not applicable
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Fees and charges applied by the council
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Document in A4 loose-leaf format. Length of document - 2 pages
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Yes
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Safety inspection records
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A4 annual statement prepared by the Borough Council on the Parish Council play area equipment. Length of document - variable number of pages
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Yes
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Register / file of Chairman’s allowance
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Document in A4 loose-leaf format. Length of document - 1 page
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Yes
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Register / file of members’ allowances
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Not applicable
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Not applicable
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Development and implementation of policy
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Information
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Format in which it is available
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Charge for supply (yes / no)
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Policy statements issued by Parish Council
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Not applicable
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Not applicable
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Responses made by Parish Council to consultation papers
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Members of the public are requested to specify the subject matter together with an approximate date when requesting details
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Yes
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Analysis of responses received to public consultations by the Parish Council
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Members of the public are requested to specify the subject matter together with an approximate date when requesting details
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Yes
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Village appraisal
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Not applicable
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Not applicable
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Complaints handling procedure
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A4 loose-leaf format. Length of document - 1 page
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Yes
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Byelaws
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Information
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Format in which it is available
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Charge for supply (yes / no)
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For the regulation of a mortuary or post mortem room
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Not applicable
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Not applicable
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For the regulation of a pleasure ground or open space
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A4 loose-leaf format. Length of document - 1 page
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Yes
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For the regulation of an open space or burial ground
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A4 loose-leaf format. Length of document - 3 pages
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Yes
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For the regulation of any baths, swimming pool, bathing place or wash-house
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Not applicable
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Not applicable
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For the regulation of the hiring of pleasure boats in a park or pleasure ground provided by a council
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Not applicable
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Not applicable
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For the control of dogs and dog fouling
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Obtainable from Basingstoke and Deane Borough Council
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Not applicable
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Council circulars and newsletters
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Information
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Format in which it is available
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Charge for supply (yes / no)
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Parish Council Newsletter
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1 A4 sheet
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No
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History of Parish
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Book published in 1994
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£5 per copy
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|
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Arts, entertainment and Tourist information (relates only to information produced by the Parish Council)
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Information
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Format in which it is available
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Charge for supply (yes / no)
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Footpath and rights of way map
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A4 format leaflet
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No
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Allotments
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Information
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Format in which it is available
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Charge for supply (yes / no)
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Plans
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A4 diagrammatical format Length of document - 2 pages
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Yes
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Standard tenancy agreement
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A4 lose-leaf format Length of document - 1 page Members of the public may only view model agreements
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Yes
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Rules and regulations
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A4 lose-leaf format Length of document - 3 pages
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Yes
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Burial grounds
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Information
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Format in which it is available
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Charge for supply (yes / no)
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Plans
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A2 diagrammatical format. Length of document - 1 page
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Yes
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Regulations
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A4 lose-leaf format Length of document - 3 pages
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Yes
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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.
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Information
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Format in which it is available
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Charge for supply (yes / no)
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Best Value performance plan
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Not applicable
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Not applicable
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Best Value inspection reports
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Not applicable
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Not applicable
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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
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