Publication Scheme

The Freedom of Information Act 2000 requires the Council to have a Publication Scheme explaining how certain types of council information are made available.

Information available from Rowlands Castle Parish Council

under the ICO Model Publication Scheme (Version 2, 2014) for the Freedom of Information Act

This guidance/template gives examples of the kinds of information the ICO would expect Parish/Community Councils to provide in order to meet their commitments under the Model Publication Scheme.

The ICO expects Parish/Community Councils to make the information in this definition document available unless:

The guidance is not meant to give an exhaustive list of everything that should be covered by a Publication Scheme. The legal commitment is to the Model Publication Scheme, and public authorities should look to provide as much information as possible on a routine basis.

Publishing datasets for re-use

Public authorities must publish under their Publication Scheme any dataset they hold that has been requested, together with any updated versions, unless they are satisfied that it is not appropriate to do so. So far as reasonably practicable, they must publish it in an electronic form that is capable of re-use.

If the dataset or any part of it is a relevant copyright work and the public authority is the only owner, the public authority must make it available for re-use under the terms of a specified licence. Datasets in which the Crown owns the copyright or the database rights are not relevant copyright works.

The Datasets Code of Practice recommends that public authorities make datasets available for re-use under the Open Government Licence.

The term ‘dataset’ is defined in section 11(5) of FoIA. The terms ‘relevant copyright work’ and ‘specified licence’ are defined in section 19(8) of FoIA. The ICO has published guidance on the dataset provisions in FoIA. This explains what is meant by “not appropriate” and “capable of re-use”.

Information to be published

How the information can be obtained Cost

Class 1 – Who we are and What we do
Current organisational information, structures, locations and contacts

Who’s who on the Council and its Committees

Website
Hard copy

Free
5p per A4 side

Contact details for Parish Clerk and Council members
Named contacts where possible, with telephone number and email address

Website
Hard copy

Free
5p per A4 side

Location of main Council office and accessibility details

Website
Hard copy

Free
5p per A4 side

Staffing structure

Website
Hard copy

Free
5p per A4 side

Class 2 – What we spend and How we spend it
Financial information relating to projected/actual income and expenditure, procurement, contracts and financial audit. Current and previous financial year as min.

Annual Return form and Report by Auditor

Website
Hard copy

Free
5p per A4 side

Finalised budget

Website
Hard copy

Free
5p per A4 side

Precept

Website
Hard copy

Free
5p per A4 side

Borrowing Approval letter

N/A

N/A

Financial Standing Orders and Regulations

Website
Hard copy

Free
5p per A4 side

Grants given and received

Website – see Minutes
Hard copy

Free
5p per A4 side

List of current contracts awarded and value of contract

Website – see Minutes
Hard copy

Free
5p per A4 side

Members’ allowances and expenses

Website
Hard copy

Free
5p per A4 side

Class 3 – What our priorities are and How we are doing
Strategies and plans, performance indicators, audits, inspections and reviews

Parish Plan
(current and previous year as a minimum)

Website
Hard copy

Free
5p per A4 side

Annual Report to Parish Meeting
(current and previous year as a minimum)

Website
Hard copy

Free
5p per A4 side

Quality status

N/A

N/A

Local charters drawn up in accordance with DCLG guidelines

N/A

N/A

Class 4 – How we make decisions
Decision making processes and records of decisions. Current and previous council year as a minimum

Timetable of meetings
(Council, incl its Committees and Sub-committees, and Parish Mtgs)

Website
Hard copy

Free
5p per A4 side

Agendas of meetings
(as above)

Website
Hard copy

Free
5p per A4 side

Minutes of meetings
(as above) excl information properly regarded as private to the Mtg

Website
Hard copy

Free
5p per A4 side

Reports presented to council meetings
excl information properly regarded as private to Mtg

Website
Hard copy

Free
5p per A4 side

Responses to consultation papers

Website
Hard copy

Free
5p per A4 side

Responses to planning applications

Website
Hard copy

Free
5p per A4 side

Bye-laws

Website
Hard copy

Free
5p per A4 side

Class 5 – Our policies and procedures
Current written protocols, policies and procedures for delivering our services and responsibilities)

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

All on Website
Hard copy

Free
5p per A4 side

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

Internal policies relating to the delivery of services
Equality and Diversity policy
Health and Safety policy
Recruitment policies incl current vacancies
Policies and procedures for handling Requests for Information
Complaints procedures incl Requests for Information and Publication Scheme

EITHER on Website,
OR Hard copy,
OR in development

Free
5p per A4 side

Information Security Policy

In Development

TBC

Records management policies (records retention, destruction and archive)

In Development

TBC

Data protection policies

In Development

TBC

Schedule of charges for the publication of information

Part of this Document

Free

Class 6 – Lists and Registers
Currently maintained Lists and Registers only. Some information may only be available by inspection.

Any publicly available Register or List

Website
Hard copy

Free
5p per A4 side

Assets Register (as at most recent Financial Year End)

Website
Hard copy

Free
5p per A4 side

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)

N/A

N/A

Register of Members’ Interests

Website
Hard copy

Free
5p per A4 side

Register of Gifts and Hospitality

EHDC

N/A

Class 7 – The services we offer
Current information about the services we offer, including leaflets, guidance and newsletters produced for the public and businesses. Some information may only be available by inspection.

Allotments

Contact Portsmouth CC

N/A

Burial grounds and closed churchyards

Contact St John’s Church

N/A

Community centres and village halls

Contact RC Parish Hall

N/A

Parks, playing fields and recreational facilities

Hard copy

5p per A4 side

Seating, litter bins, clocks, memorials and lighting

Hard copy

5p per A4 side

Bus shelters

Hard copy

5p per A4 side

Markets

N/A

N/A

Public conveniences

Hard copy

5p per A4 side

Agency agreements

N/A

A summary of services for which the council is entitled to recover a fee, together with those fees (eg burial fees)

N/A

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

Contact Details

Lisa Walker, Clerk to Rowlands Castle Parish Council
Address: Parish Office, 11 The Green, Rowlands Castle PO9 6BW
Tel: 02392 413044
Email: clerk@rowlandscastlepc.org.uk

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 @ 5p per side of A4 (black & white)

Actual cost

Photocopying @ 10p per side of A4 (colour)

Actual cost

Postage

Actual cost of Royal Mail standard 2nd class, unless otherwise requested

Statutory Fee

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