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Freedom of Information

FREEDOM OF INFORMATION ACT 2000

PUBLICATION SCHEME

INFORMATION FOR PARISHIONERS FROM CHINEHAM PARISH COUNCIL

Background

The Freedom of Information Act 2000 received Royal Assent on 30 November 2000. The Act defines the public authorities that are covered by the Act and so are required to adopt and maintain a publication scheme.

What is a publication scheme?

Under the Act every public authority is required to adopt and maintain a publication scheme. This scheme provides the public with a structured listing of any information released, with authorities undertaking a commitment to make to available to all. The scheme must set out how the parish council intends to charge for providing the information. In this scheme, the term ‘publication’ refers to documents available in a variety of formats.

What charges are there?

Where a member of the public is seeking to obtain a copy of information included in this Parish Council’s publication scheme the Council may set reasonable charges for this. Costs are available on application by post to the Clerk and may include photocopying costs, postage (where incurred) and staff time.

Confidentiality notice

Chineham Parish Council’s policy is to be as open as possible and supply the information requested but the Parish Council may withhold any information if it considers its release not to be in the public interest and could cause significant harm. Any sensitive and confidential information is exempt from public information. Any exclusion as prescribed by law is contained in the publication scheme.

Requests for information

Anyone can request information in writing or by email. the request must include details of the applicant and the information sought. The applicant has two rights: to be told whether the information is held by a local council and to receive the information as a copy or summary, if considered to be in the public interest. The Parish Council will have to respond within 20 days of the request. If a fee is required, the Parish Council can extend this period up to 3 months until the fee is paid.

Your Parish Council is striving to make available Parish Council information on written request to people resident in this parish. In so doing, your Council is following the provisions of the Freedom of Information act 2000. This includes what is called a Publication Scheme for Parish Councils. Copies of the Publication Scheme (A4 sheets with a table showing what information is accessible) will be available on request at monthly Parish Council meetings and posted on the Parish web site (www.chineham.gov.uk).

This is a new initiative and, as parishioners are aware, your Parish Council has modest resources. We therefore have to charge for this information to account for some of the costs of production. Our Publication Scheme will be revised from time to time.

Chineham Parish Council has a policy of accountability to residents and an aim to be as open and transparent in its dealings as possible. We welcome public interest and involvement in our community local government.

Parish Clerk
March 2003

CHINEHAM PARISH COUNCIL - ELECTORATE: 5215

PUBLICATION SCHEME UNDER THE FREEDOM OF INFORMATION ACT 2000

The purpose of this publication is to be a means by which the council can make a significant amount of information available routinely. The scheme will ensure that the council will publish more information pro-actively and help it to develop a greater culture of openness and transparency. This authority’s key responsibilities are to represent the electorate of its areas, to take action within the legal framework and to provide a leadership focus for the community.

Note – All documents are available on application to the Parish Clerk at:

PO Box 6275, Basingstoke, Hampshire RG22 4WJ
or email clerk@chineham.gov.uk

CORE CLASSES OF INFORMATION

1 Council Internal Practice and Procedure

Information	Format in which it is available	Charge for supply (yes/no)
Minutes of council, committee and sub-committee meetings (limited to last 2 years)	A4 loose leaf sheets. Minutes of Full Council meetings published on web site.	Yes No
Procedural standing orders	A4 loose leaf sheets	Yes
Council’s annual report to parish meeting	A4 loose leaf sheets	Yes

2 Code of Conduct

Information	Format in which it is available	Charge for supply (yes/no)
Members’ declaration of acceptance of office	Copy of acceptance available	Yes

Members’ register of interests

The Monitoring Officer at District Council holds this register. Contact:

Mr David Robb, Monitoring Officer, Chief Executive’s Department, The Borough of Basingstoke & Deane, Civic offices, London Road, BASINGSTOKE RG21 4AH

N/A

Interests are recorded in the Minutes at every meeting.

Yes

3 Periodic Electoral Review

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

Information	Format in which it is available	Charge for supply (yes/no)
Information relating to the last Periodic Electoral Review of the council area	This is held by Basingstoke & Deane Borough Council	Not known
Information relating to the latest boundary review of the council area	This is held by Basingstoke & Deane Borough Council	Not known

4 Employment Practice and Procedure

Information	Format in which it is available	Charge for supply (yes/no)
Terms and conditions of employment	A4 loose leaf sheets	Yes
Job descriptions	A4 loose leaf sheets	Yes

5 Planning Documents

Information	Format in which it is available	Charge for supply (yes/no)
Responses to planning applications	Record of comments available from Planning Committee Minutes if relevant. Application number must be quoted	Yes

6 Audit and Accounts

Information	Format in which it is available	Charge for supply (yes/no)
Annual return form – limited to the last financial year	A4 loose leaf format	No
Annual statutory report by auditor (internal and external) – limited to the last financial year	A4 loose leaf format	No
Receipt/payment books, receipt books of all kinds, bank statement from all accounts – limited to the last financial year	Viewing by appointment at a public place	Yes
Precept request – limited to the last financial year	A4 loose leaf format	Yes

VAT records – limited to the last financial year	A4 loose leaf sheets	Yes
Financial Standing Orders and regulations	A4 loose leaf sheets	Yes
Assets register – includes details of commons/village greens owned by the council, including management schemes for commons as well as village halls, community centres and recreation grounds	Assets register available in A4 loose leaf format	Yes
Financial risk assessments	Under development	To be advised

EXCLUSIONS

Core Classes of Information

Employment Practice and Procedure

‘Personal records’ ie appraisals, employee specific details, disciplinary records, sickness records and the like by virtue of being personal data under the Data Protection Act 1998.

Planning Documents

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

Audit and Accounts

All commercially sensitive information, eg quotations and tenders, loan documentation and insurance policies. With regard to quotations and tenders, this information is treated as confidential to ensure that the whole tender process is fair, ie if tender information is released to a third party prior to the end of the tender period, those who initially submitted tenders could be undercut and/or unfairly disadvantaged.