Freedom of Information & Publication Scheme

Adopted - 25/08/2016

  1. Introduction

    Compliance with the Freedom of Information Act 2000 is the legal responsibility of local authorities and other public organisations. It is part of a wider group of national policies which aim to modernise government and show people how it is working on their behalf.

    Since January 2005 people have had a right to know what decisions are taken on their behalf, and how services are run. They can ask to see not only printed leaflets and other publications, but also any background files and other records relating to the business of the organisation, unless statutory exemptions apply.

    Bardney Group Parish Council has produced and publicised a Publication Scheme, which makes it clear what information can already be accessed. The Publication Scheme outlines any charges which may be made in supplying any information.

     

  2. Publication Scheme

Information to be published

How it can be obtained

Class 1 - Who we are and what we do

 

Who’s who on the Council and its Committees

Website/Notice Boards

Contact details for Parish Clerk and Council

Website/Notice Boards

Location of main Council office and accessibility details

Website/Notice Boards

Members of Staff

Website/Notice Boards

Class 2 – What we spend and how we spend it

 

Annual return form and report by auditor

Website

Finalised budget

Website

Precept

Website - Meeting Minutes

Expenditure against budget

Website - Meeting Minutes

Financial Standing Orders and Regulations

Website

Grants given and received

Website - Meeting Minutes

List of current contracts awarded and value of contract

Website - Meeting Minutes

Borrowing Approval Letter

On Application - none to date

Members’ allowances and expenses

Website - Meeting Minutes

Class 3 – What our priorities are and how we are doing

 

Parish Action Plan (current year)

Website/Notice Boards

On Application for archived

Annual Report to Parish or Community Meeting (current year)

Website

On Application for archived

Class 4 – How we make decisions

 

Timetable of meetings (Council and any committee/sub-committee meetings and parish meetings)

Website/Notice Boards

Agendas of meetings ( current and previous year as minimum)

Website

On Application for archived

Minutes of meetings – n.b. excluding information that is properly regarded as private to the meeting

Website

On Application for archived

Reports presented to council meetings – n.b. excluding information that is properly regarded as private to the meeting

On Application

Responses to consultation papers

On Application

Responses to planning applications

On Application

Bye-laws

On Application

Class 5 – Our policies and procedures

 

Procedural standing orders

Website

Committee and sub-committee terms of reference

Website

Delegated authority in respect of officers

Website

Code of Conduct

Website

Policy statements

On Application

Policies and procedures for the provision of services and about the employment of staff

On Application

Internal instructions to staff and policies relating to the delivery of services

On Application

Complaints procedures (including those covering requests for information and operating the publication scheme)

Website

Equality and diversity policy

Website

Health and safety policy

Website

Recruitment policies (including current vacancies)

On Application

Policies and procedures for handling requests for information

Website

Complaints procedures (inc those covering requests for information and operating the publication scheme)

Website

Data protection policies

Website

Schedule of charges (for the publication of information)

Detailed Below

Class 6 – Lists and Registers

Currently maintained lists and registers only

 

Any publicly available register or list

On Application

Assets register

On Application

Disclosure log

On Application

Register of members’ interests

On Application

Register of gifts and hospitality

On Application

Burial Records

On Application

Class 7 – The services we offer

 

Allotments

Website

Burial grounds and closed churchyards

Website

Seating, litter bins, clocks, memorials and lighting

On Application

Bus shelters

On Application

Services for which the council is entitled to recover a fee, together with those fees (e.g. burial fees)

On Application

Markets

None

Parks, playing fields & recreational facilities

None managed by BGPC

Village Halls

None managed by BGPC

Public Conveniences

None

 

Any additional information which is not part of the Publication Scheme can be requested under the Freedom of Information Act 2000.

 

  1. Schedule of Charges

     

Type of Charge

Description

Basis of Charge

Disbursement Cost

Photocopying @ £0.15 per sheet (black & white)

Photocopying @ £0.30 per sheet (colour)

Postage

Actual cost incurred

Statutory Fee

To be confirmed on application and subject to nature of request.

In accordance with the relevant legislation.

Other

To be confirmed on application and subject to nature of request.

In accordance with any relevant legislation.

 

 

  1. Procedures
  • A request for information must be made by letter or e-mail and should be sent to:

    The Clerk to the Council

    Bardney Group Parish Council

    Bardney Fire Station

    Alma Martin Way

    Bardney

    Lincoln

    LN3 5TF

    The request must include a contact name, an address for correspondence and state clearly what information is required.

  • Responsibility for dealing with all requests for information has been delegated to the Clerk to the Council.
  • The first step will be to identify whether the requested data is held by the council.  If not, the applicant will be notified accordingly.
  • If information is held, and is not subject to any exemption, it will normally be supplied within 20 working days unless there is a fee to pay, or further clarification must be sought.
  • If the request for information is unclear, the Clerk of the Council will contact the applicant to clarify what data is being sought. If clarification of a request is needed, the 20 working day period will commence on receipt of the additional information.
  • If the information is not held by the Council, but the Council is aware of another public body which may hold the information, the request will either be forwarded to the third party concerned, or the applicant will be given details of which public authority is believed to hold the information.
  • Where information cannot be provided, a refusal notice will be issued explaining which exemption applies, and advising of any right to appeal, if applicable. 
  • Where information is subject to a ‘qualified exemption’ under the FOI Act, there may be an extension to the 20 day period whilst further consideration is given to applying the public interest test, to determine whether any information should be withheld or disclosed.
  • Where any complaint is received about the processing of any request for information, this will be referred on to the Complaint’s Panel for attention.
  • Where any correspondence is received from the Information Commissioner’s Office in relation to any Freedom of Information matter, this will be referred on to the Council for attention.