Ansty and Staplefield Parish Council - Freedom of Information

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Freedom of Information

The Freedom of Information Act came into force at the beginning of 2005 and encourages greater openness and transparency across the whole public sector. The Act provides individuals or organisations with the right to request information held by a public authority. The Act obliges every public authority to adopt an approved Publication Scheme. The intention of this is to require authorities to make certain kinds of information routinely available to the public. The Information Commissioner’s Office (ICO) has produced a new model publication scheme that all public sector organisations must adopt from January 2009. The Ansty and Staplefield Parish Council Publication Scheme is based on this model and can be viewed by clicking on the link.

Ansty and Staplefield Parish Council Publication Scheme

Information available from Ansty and Staplefield Parish Council under the model publication scheme

INTRODUCTION

The Freedom of Information Act
The Freedom of Information Act grants to members of the public rights of access to all kinds of recorded information held by a wide range of public authorities. Information about the Act is available from the Information Commissioner’s Office at http://www.ico.gov.uk/
Publication Scheme
The Act requires every public authority to adopt and maintain a generic model publication scheme which should be adopted and operated by all public authorities from January 2009. Ansty and Staplefield Parish Council adopted the generic model publication scheme at their Council meeting on 19^th January 2009. It is intended to provide everyone interested in the Council with a comprehensive guide to the information that the Council will automatically or routinely publish or otherwise makes available to the public.
Freedom of Information Requests and the Publication Scheme
It is important to note that a publication scheme simply sets out the information that is routinely available. Information that is not listed in the Information Available Guide of this document can still be requested and it will be made available unless it can be legitimately withheld. This can be done by making a written request to the Clerk who will reply within 20 working days after receipt of the request.
The Council’s Commitment to the Act
The Council is committed to openness and accountability and already makes information available to the public, through its website, via the telephone, or by post.

MODEL PUBLICATION SCHEME
This model publication scheme has been prepared and approved by the Information Commissioner. It may be adopted without modification by any public authority without further approval and will be valid until further notice. This publication scheme commits an authority to make information available to the public as part of its normal business activities. The information covered is included in the classes of information mentioned below, where this information is held by the authority. Additional assistance is provided to the definition of these classes in sector specific guidance manuals issued by the Information Commissioner.

The scheme commits an authority:

To proactively publish or otherwise make available as a matter of routine, information, including environmental information, which is held by the authority and falls within the classifications below.
To specify the information which is held by the authority and falls within the classifications below.
To proactively publish or otherwise make available as a matter of routine, information in line with the statements contained within this scheme.
To produce and publish the methods by which the specific information is made routinely available so that it can be easily identified and accessed by members of the public.
To review and update on a regular basis the information the authority makes available under this scheme.
To produce a schedule of any fees charged for access to information which is made proactively available.
To make this publication scheme available to the public.

Classes of Information

Who we are and what we do.
Organisational information, locations and contacts, constitutional and legal governance.
What we spend and how we spend it.Financial information relating to projected and actual
income and expenditure, tendering, procurement and contracts.
What our priorities are and how we are doing.
Strategy and performance information, plans, assessments, inspections and reviews.
How we make decisions.
Policy proposals and decisions. Decision making processes, internal criteria and procedures,
consultations
Our policies and procedures.
Current written protocols for delivering our functions and responsibilities.
Lists and Registers.
Information held in registers required by law and other lists and registers relating to the functions
of the authority.
The Services we Offer.
Advice and guidance, booklets and leaflets, transactions and media releases. A description of the services offered.

The classes of information will not generally include:

Information the disclosure of which is prevented by law, or exempt under the Freedom of Information Act, or is otherwise properly considered to be protected from disclosure.
Information in draft form.
Information that is no longer readily available as it is contained in files that have been placed in archive storage, or is difficult to access for similar reasons.
The method by which information published under this scheme will be made available
The authority will indicate clearly to the public what information is covered by this scheme and how it can be obtained.
Where it is within the capability of a public authority, information will be provided on a website. Where it is impracticable to make information available on a website or when an individual does not wish to access the information by the website, a public authority will indicate how information can be obtained by other means and provide it by those means.details will be provided. An appointment to view the information will be arranged within a reasonable timescale.
Information will be provided in the language in which it is held or in such other language that is legally required. Where an authority is legally required to translate any information, it will do so.
Obligations under disability and discrimination legislation and any other legislation to provide information in other forms and formats will be adhered to when providing information in accordance with this scheme.
Charges which may be made for Information published under this scheme
The purpose of this scheme is to make the maximum amount of information readily available at minimum inconvenience and cost to the public. Charges made by the authority for routinely published material will be justified and transparent and kept to a minimum.
Material which is published and accessed on a website will be provided free of charge.
Charges may be made for information subject to a charging regime specified by Parliament.
Charges may be made for actual disbursements incurred such as:
- photocopying
- postage and packaging
- the costs directly incurred as a result of viewing information.
- Charges may also be made for information provided under this scheme where they are legally authorised, they are in all the circumstances, including the general principles of the right of access to information held by public authorities, justified and are in accordance with a published schedule or schedules of fees which is readily available to the public.
- If a charge is to be made, confirmation of the payment due will be given before the information is provided. Payment may be requested prior to the provision of information.

Written Requests

Information held be a public authority that is not published under this scheme can be requested in writing, when its provision will be considered in accordance with the provisions of the Freedom of Information Act.

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
Who’s who on the Council and its Committees	hard copy website	6p per sheet Free
Contact details for Parish Clerk and Council members	As above	As above
Location of main Council office	As above	As above
Staffing structure	Hard copy	6p per sheet
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
Annual return form and report by auditor	Hard copy	6p per sheet
Finalised budget	Hard copy	6p per sheet
Precept	Hard copy	6p per sheet
Borrowing Approval letter	Hard copy	6p per sheet
Financial Standing Orders and Regulations	Hard copy	6p per sheet
Grants given and received	Hard copy	6p per sheet
List of current contracts awarded and value of contract	Hard copy	6p per sheet
Members’ allowances and expenses	Hard copy	6p per sheet
Class 3 – What our priorities are and how we are doing (Strategies and plans, performance indicators, audits, inspections and reviews)
Parish Plan	Website Hard copy	Free 6p per sheet
Annual Report to Parish or Community Meeting (current and previous year as a minimum)	Hard copy	6p per sheet
Quality status	Not applicable
Local charters with MSDC and WSCC	Hard copy	6p per sheet
Class 4 – How we make decisions Decision making processes
Timetable of meetings	hard copy website	6p per sheet Free
Agendas of meetings	hard copy website	6p per sheet Free
Minutes of meetings (as above) – nb this will exclude information that is properly regarded as private to the meeting.	hard copy website	6p per sheet Free
Reports presented to council meetings - nb this will exclude information that is properly regarded as private to the meeting.	hard copy	6p per sheet
Responses to consultation papers	hard copy	6p per sheet
Responses to planning applications	Hard copy	6p per sheet
Bye-laws	Hard copy	6p per sheet
Class 5 – Our policies and procedures (Current written protocols, policies and procedures for delivering our services and responsibilities) Current information only
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	6p per sheet
Policies and procedures for the provision of services and about the employment of staff: Risk Assessment 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	6p per sheet
Schedule of charges )for the publication of information)	Hard copy	6p per sheet
Class 6 – Lists and Registers Currently maintained lists and registers only
Assets Register	Hard copy	6p per sheet
Register of members’ interests	Hard copy	6p per sheet
Register of gifts and hospitality	Hard copy	6p per sheet
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
Community centres and village halls	Hard copy	6p per sheet
Parks, playing fields and recreational facilities	Hard copy	6p per sheet
Seating, litter bins, clocks, memorials and lighting	Hard copy	6p per sheet
Bus shelters	Hard copy	6p per sheet
Agency agreements	Hard copy	6p per sheet
Additional Information None identified.

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 @ ..p per sheet (black & white)	Actual cost *
Disbursement cost	Photocopying @ ..p per sheet (colour)	Actual cost
	Postage	Actual cost of Royal Mail standard 2^nd class

* the actual cost incurred by the public authority