FREEDOM OF INFORMATION ACT 2000

A model publication scheme has been prepared and approved by the Information Commissioner which public authorities must adopt. To reduce duplication and bureaucracy and to ensure consistency in the release of information, the Information Commissioner’s Office (ICO) developed a model publication scheme that any public authority can use. It classifies information at a high level and broadly states the way authorities can provide information and what they can charge for.

The 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. A publication scheme sets out the kinds of information that a public authority should make routinely available. The information should be easy for the authority and any individual to find and use.

The model specifies seven classes of information. To maximise the routine release of information the categories have been set at a high level. Most information that a public authority holds falls into the seven classes. However, this does not mean the authority must routinely release all the information covered by the broad definitions in the definition document for that sector.

The scheme sets out the circumstances under which an authority would not be required to make information routinely available. These are when:

the information is not held;
the information is exempt from disclosure, for instance personal data or commercial interest; or
the authority cannot easily access the information.

A TEMPLATE BELOW HAS BEEN ADAPTED TO SUIT THE NEEDS OF THIS COUNCIL BUT PRECEDING IT IS THE INFORMATION PREVIOUSLY SUPPLIED IN OUR PREFERRED FORMAT

Annual Audited Accounts & supporting information) plus Certificates )	Displayed in St George’s Church Porch after the Audit & can be inspected at the Parish Office by appointment
VAT Records	The Council is not registered for VAT charging purposes as it makes no taxable supplies but it is able to reclaim VAT it has paid on goods or services it has purchased.
Financial Regulations	Can be inspected at the Parish Office by appointment
Risk Assessments	Can be inspected at the Parish Office by appointment
The Employment Practice of the Council	Can be inspected at the Parish Office by appointment

Details of Planning Applications ) Decisions of the Local Planning Authority )	Full current & past details may be inspected at the Stroud District Council Offices Ebley Mill Stroud Glos GL5 4UB

Individual current Planning Applications ) Responses to Planning Applications )	can also be inspected at the Parish Office by appointment Copies available as per Minutes

Allotments Register	The Register of Allotments Holders Can be inspected in the Parish Offices by appointment. There are basically 5 plots, some of which are worked in halves. As of December 2008 there are 8 tenants.

Document	Period	Reason
Minute Books	Indefinite	Archive
Accounts	Indefinite	Archive
Receipt Books	Six Years	VAT
Bank Statements/Deposit Books	Last Completed Audit Year	Audit
Bank Paying-in Books	Last Completed Audit Year	Audit
Cheque Book Stubs	Last Completed Audit Year	Audit
Invoices	Six Years	VAT
VAT Records	Six Years	VAT
Petty Cash Records	Six Years	VAT
Insurance Policies	While Valid	Management
Deeds	Indefinite	Audit/Management
Allotments Register	Indefinite	Audit/Management

Information to be published	How to obtain information	Cost
Class1 - Who we are and what we do (Organisational information, structures, locations and contacts)
Who’s who on the Council and its Committees	On website	Nil
Contact details for Parish Clerk and Council members (named contacts where possible with telephone number and email address (if used))	On website	Nil
Location of main Council office and accessibility details	Clerk’s Private Dwelling by appointment only
Staffing structure	The Clerk

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	Available on request Annual A/Cs on website In year A/Cs available on request	10p/sheet Nil 10p/sheet
Annual return form and report by auditor	Available on request	10p/sheet
Finalised budget	£21,925 (2009/10) details on request	10p/sheet
Precept Total	£21,500 (2009/10)
Borrowing Approval letter	Not applicable
Financial Standing Orders and Regulations	Hard copy in Minutes Book	10p/sheet
Grants given and received	Minuted and logged in Receipts & Payments file	10p/sheet
List of current contracts awarded and value of contract	Mowing – information available on request	Nil
Members’ allowances and expenses	None paid

Class 3 – What our priorities are and how we are doing (Strategies and plans, performance indicators, audits, inspections and reviews)	Website Aims & Objectives
Parish Plan (current and previous year as a minimum)	Website
Annual Report to Parish Meeting (current and previous year as a minimum)	On website under Annual Parish Meeting	Nil
Quality status	NO
Local charters drawn up in accordance with DCLG guidelines	Signed up to GCCs Charter with Parishes – available to view on request	Nil

Class 4 – How we make decisions (Decision making processes and records of decisions) Current and previous council year as a minimum	As a Council body corporate. Decisions minuted. Some day to day decisions are necessarily delegated to the Clerk but not a general expenditure authorisation!
Timetable of meetings (Council, any committee/sub-committee meetings and parish meetings)	On website, basically monthly 3^rd week, No meeting in December
Agendas of meetings (as above)	Available free to view on request or	10p/sheet
Minutes of meetings (as above) – nb this will exclude information that is properly regarded as private to the meeting.	Published on website	Nil
Reports presented to council meetings - nb this will exclude information that is properly regarded as private to the meeting.	Not applicable
Responses to consultation papers	Minutues or responses would be available on request
Responses to planning applications	Minuted, available on request & on SDC website
Bye-laws	Not applicable

Class 5 – Our policies and procedures (Current written protocols, policies and procedures for delivering our services and responsibilities) Current information only	Website if applicable
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	Understood Understood No committees Daily functions delegated to Clerk Adhered to & fully endorsed Will be published on website if made
Policies and procedures for provision of services and about staff employment: 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)	None specifically but adhere to rules, norms and procedures laid down elsewhere and as required by law.
Information security policy	Important material secured
Records management policies (records retention, destruction and archive)	Some retained locally, some archived at GCC
Data protection policies
Schedule of charges (for the publication of information)	See below

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)	Electoral Register for the Parish available to inspect on request
Assets Register	Inspection available on request
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)
Register of members’ interests	Available to inspect on request
Register of gifts and hospitality	None registered currently

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) Newsletters via circulating magazines and on website
Allotments	5 full plots off St George’s Close
Burial grounds and closed churchyards	NO
Community centres and village halls	NO
Parks, playing fields and recreational facilities	PLAY AREA & MUGA
Seating, litter bins, clocks, memorials and lighting	VARIOUS SEATS
Bus shelters	5 SHELTERS
Markets	NO
Public conveniences	NO
Agency agreements	With GCC to recover some costs of extra verge mowings
Summary of services for which the council is entitled to recover a fee, together with those fees (e.g. burial fees)	Not applicable

Additional Information This will provide Councils with the opportunity to publish information that is not itemised in the lists above

TYPE OF CHARGE	DESCRIPTION	BASIS OF CHARGE
Disbursement cost	Photocopying @10p per sheet (black & white)	Actual cost * 10p

	Postage	Actual cost of Royal Mail standard 2^nd class

Statutory Fee		In accordance with the relevant legislation (quote the actual statute)

Other

FREEDOM OF INFORMATION ACT 2000

PUBLICATION SCHEME

KING'S STANLEY PARISH COUNCIL 2002

Authority KING'S STANLEY PARISH COUNCIL – serving King's Stanley, Selsley & Middleyard.

Method of Publication

Planning

Archive Material

Exempt Material