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
2nd
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
7th 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