Freedom of Information

Boxley Parish Council Model Publication Scheme for local councils (Core classes, plus optional classes of information).

The scheme is intended to encourage local councils to publish more information proactively and to develop a greater culture of openness and transparency.  The list details what information is obtainable. All local authorities are required to have a publication scheme and the parish council is only required to list the information it produces.  Other information is available at the parish office or the Clerk may know its location/publisher and help will be given where possible i.e. the parish council does not publish but does have a copy of the Local Plan that may be consulted.

Boxley parish council has endeavoured to be open and accountable to its residents and adopted this scheme on 2^nd December 2002 .  The publication scheme is maintained by the parish Clerk and the parish council is happy to make the documents detailed in the following list available.  The model publication scheme does restrict some documents such as Minutes to the last 2 years however, where possible, the parish council will produce documents prior to the stated periods.  Photocopies of documents requested under this scheme will be forwarded within 20 working days.

If a request for information is refused a reason/explanation must be supplied.  Appeals against any refusal can be made using the parish council’s existing complaint procedure.  Details of the complaints procedure is explained on the parish council’s website or in the leaflet “Complaints Procedure” which is available from the parish office.  If the applicant is not satisfied with that response there is a procedure to appeal to the Information Commissioner.

It is not the intention of the parish council to charge for copies of this scheme or for information that is then requested however it has reserved the right to do so.  Charging (for the cost of photocopying and postage and packaging) will be at the discretion of the Clerk and the Chairman of the parish council. 

Further information or copies of particular documents can be requested from or consulted at the parish office, the opening hours of which are generally 8:50 – 14:30 .  Arrangements can be made to open the parish office outside of these hours.

In the spirit of openness and accountability the parish council allows residents to address members at its public meetings.  Details of this can also be obtained from the parish office.

The Clerk to the Council Mrs Pauline Bowdery will be responsible for maintaining the scheme on a day to day basis.  The Chairman to the Parish Council will be responsible in the absence of the Clerk.

At its meeting on the 7^th March 2005 the parish council adopted a Record Management Policy and Procedure.  This details the length of time documents are kept before they are disposed of.  A copy of the Policy and Document Retention Periods can be obtained from the parish office.

 Core Classes of Information.

Council Internal Practice and Procedure

Minutes of council, committee and sub-committee meetings – limited to the last two years.

Procedural Standing Orders.

Councils’ Annual Report to Parish Meeting.

Agendas and supporting papers for council, committee and sub-committee – limited in each case to the forthcoming/immediate meeting.

Terms of Reference for Committees.

Policies and Procedures relating to the management of Beechen Hall.

Race Equality Review.

Protocol for attending parish council and committee meetings.

Code of Conduct

Members Declaration of Acceptance of Office.

Members Register of Interests.

Register of Members Interests Book.

Periodic Electoral Review

This is information concerning changes to the electoral arrangements for parish, town and community councils. It includes recommendations for the creation of new wards, the amendment of existing wards, proposals for the names of new wards and alteration to the number of councillors to be elected tot he council.

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

Information relating to the last boundary review of the council area

Employment practice and Procedure

Terms and conditions of employment.

Job descriptions.

Equal Opportunities Statement

Health and Safety Policy.

Disciplinary Procedure.

Exclusions – ‘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.

Responses to planning applications.

Exclusions – Copies of planning consultations, the Development Plan, Structure Plan, Local Plan and Rights of Way/Footway maps all of which are available from the local planning and/or highway authority respectively.

Audit and Accounts.

Annual return form – limited to the last financial year.

Annual Statutory report by auditor (internal and external) – limited to the last financial year.

Receipt/Payment books, receipt books of all kinds, Bank Statements from all accounts – limited to the last financial year.

Precept request – limited to the last financial year.

VAT records – limited to the last financial year.

Assets register – this will include details of commons/village greens owned by the council including management schemes for commons as well as village halls, community centres and recreation grounds.

Risk Assessments.

Fees and charges applied by the council.

Grants Procedure and Policy.

Investments approved Policy.

Petty Cash.

Payment of bills by Direct Debit and Standing Orders Meeting

Development and Implementation of Policy

Policy statements issued by council.

Responses made by council to consultation papers.

Complaints handling procedure

Parish councillor guidance notes for site visits/lobbying.

Reports produced for Overview and Scrutiny Committees.

Byelaws. Section not used as not applicable to parish council

Council circulars/newsletters

Parish Newsletter.

Parish Information Leaflet.

Arts, Entertainment and Tourist Information

Beechen Hall Publicity Leaflet.

Use of Boxley Green and Wildfell Close Open Space.

Allotments. Section not used as not applicable to parish council

Burial Grounds

Plans

Burial Ground Regulations.

Exclusions – all documentation relating to individual applications and registrations under both privacy and data protection laws.

Best Value. Section not used as not applicable to parish council

Ref. Policy/Freedom

04.12.02. Approved by Information Commissioner 02.01.03

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