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Publication SchemeDocument Retention Policy The St. Mary Bourne Parish Council has adopted the following policy in relation to the retention of the following documents. Minutes/Meeting Reports & Agendas. The current & previous 4 years records are stored in the Parish Office. All Minutes/Agendas and Meeting Reports prior to this period are archived with the Hampshire County Records Office. Accounts. Working Accounts, the current year and the previous 6 years accounts are stored at the Council’s Office. The Audited Accounts, the current year and the previous 6 years accounts are stored at the Council’s Office. All previous years Audited Accounts are archived with the Hampshire Records Office. Deeds. All original copies of deeds are achieved with the Hampshire Records Office Miscellaneous Correspondence. The current year and the previous 2 years are stored at the Council’s Office. All previous years are destroyed. Emails. Emails marked as or considered as ‘Information Only’ are read and deleted. Emails marked as correspondence are printed and stored with miscellaneous correspondence (see above). Once printed the email will be deleted. Emails pertaining to projects or considered necessary to retain will be printed and attached to the relevant documentation and achieved with any other relevant documentation, the email will then be deleted. The same policy will apply to emails sent from the Parish Council’s email address. Note. This policy applies to Parish Council owned computers only. Councillors’ own computers are the private property of the Councillor and therefore this policy does not apply to emails sent from Councillors’ computers on behalf of the Parish Council. Quotes and Contracts. With be retained with all relevant documents within the Councils Accounts and will be retained as for the Accounts. Planning Documents – The current years Paper Plans/documentation & comments are retained and stored at the Council’s Office. Note When the e-planning initiative is fully implemented the Parish Council will not retain any paper plans. This policy was adopted by the St. Mary Bourne Parish Council at the Council Meeting on December 9th 2008. Signed Bridget Culley Core Classes of InformationModel Publication Scheme This model publication scheme has been prepared and approved by the Information Commissioner. It may be adopted without modification by any public authority without further approval and will be valid until further notice. This publication scheme commits an authority to make information available to the public as part of its normal business activities. The information covered is included in the classes of information mentioned below, where this information is held by the authority. Additional assistance is provided to the definition of these classes in sector specific guidance manuals issued by the Information Commissioner. The scheme commits an authority: • To proactively publish or otherwise make available as a matter of routine, information, including environmental information, which is held by the authority and falls within the classifications below. • To specify the information which is held by the authority and falls within the classifications below. • To proactively publish or otherwise make available as a matter of routine, information in line with the statements contained within this scheme. • To produce and publish the methods by which the specific information is made routinely available so that it can be easily identified and accessed by members of the public. • To review and update on a regular basis the information the authority makes available under this scheme. • To produce a schedule of any fees charged for access to information which is made proactively available. • To make this publication scheme available to the public. Classes of Information Who we are and what we do. Organisational information, locations and contacts, constitutional and legal governance. What we spend and how we spend it. Financial information relating to projected and actual income and expenditure, tendering, procurement and contracts. What our priorities are and how we are doing. Strategy and performance information, plans, assessments, inspections and reviews. April 2008 1 Model Publication Scheme V1.0 How we make decisions. Policy proposals and decisions. Decision making processes, internal criteria and procedures, consultations. Our policies and procedures. Current written protocols for delivering our functions and responsibilities. Lists and Registers. Information held in registers required by law and other lists and registers relating to the functions of the authority. The Services we Offer. Advice and guidance, booklets and leaflets, transactions and media releases. A description of the services offered. The classes of information will not generally include: • Information the disclosure of which is prevented by law, or exempt under the Freedom of Information Act, or is otherwise properly considered to be protected from disclosure. • Information in draft form. • Information that is no longer readily available as it is contained in files that have been placed in archive storage, or is difficult to access for similar reasons. The method by which information published under this scheme will be made available The authority will indicate clearly to the public what information is covered by this scheme and how it can be obtained. Where it is within the capability of a public authority, information will be provided on a website. Where it is impracticable to make information available on a website or when an individual does not wish to access the information by the website, a public authority will indicate how information can be obtained by other means and provide it by those means. In exceptional circumstances some information may be available only by viewing in person. Where this manner is specified, contact details will be provided. An appointment to view the information will be arranged within a reasonable timescale. Information will be provided in the language in which it is held or in such other language that is legally required. Where an authority is legally required to translate any information, it will do so. Obligations under disability and discrimination legislation and any other legislation to provide information in other forms and formats will be adhered to when providing information in accordance with this scheme. April 2008 2 Model Publication Scheme V1.0 Charges which may be made for Information published under this scheme The purpose of this scheme is to make the maximum amount of information readily available at minimum inconvenience and cost to the public. Charges made by the authority for routinely published material will be justified and transparent and kept to a minimum. Material which is published and accessed on a website will be provided free of charge. Charges may be made for information subject to a charging regime specified by Parliament. Charges may be made for actual disbursements incurred such as: • photocopying • postage and packaging • the costs directly incurred as a result of viewing information Charges may also be made for information provided under this scheme where they are legally authorised, they are in all the circumstances, including the general principles of the right of access to information held by public authorities, justified and are in accordance with a published schedule or schedules of fees which is readily available to the public. If a charge is to be made, confirmation of the payment due will be given before the information is provided. Payment may be requested prior to provision of the information. Written Requests Information held by a public authority that is not published under this scheme can be requested in writing, when its provision will be considered in accordance with the provisions of the Freedom of Information Act. April 2008 3 Information available from |
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Publication SchemeTYPE OF CHARGE | DESCRIPTION | BASIS OF CHARGE |
Disbursement cost | Photocopying @ ..p per sheet (black & white) A4 | Actual cost 10 pence per sheet |
| Photocopying @ ..p per sheet (colour) A4 | Actual cost 20 pence per sheet |
| Other charges will be identified in the table below |
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| Postage | Actual cost of Royal Mail standard 2nd class |
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Statutory Fee | £25.00 per hour up to a total of 18 hours maybe charged for work | In accordance with the relevant legislation |
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Information to be published | How the information can be obtained | Cost *See above for details |
Class1 - Who we are and what we do (Organisational information, structures, locations and contacts) This will be current information only | (hard copy and/or website) | * |
Who’s who on the Council and its Committees |
| * |
Contact details for Parish Clerk and Council members (named contacts where possible with telephone number and email address (if used)) |
| * |
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Class 2 – What we spend and how we spend it (Financial information relating to projected and actual income and expenditure, procurement, contracts and financial audit)
Current and previous financial year as a minimum | (hard copy and/or website) |
*
* |
Annual return form and report by auditor |
| * |
Finalised budget |
| * |
Precept |
| * |
Borrowing Approval letter |
| n/a |
Financial Standing Orders and Regulations |
| * |
Grants given and received |
| * |
List of current contracts awarded and value of contract |
| * |
Members’ allowances and expenses |
| n/a |
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Class 3 – What our priorities are and how we are doing (Strategies and plans, performance indicators, audits, inspections and reviews)
| (hard copy or website) |
* |
Parish Plan (current and previous year as a minimum) |
| £5.00 per copy |
Annual Report to Parish or Community Meeting (current and previous year as a minimum) |
| * |
Quality status (Copy of the portfolio) |
| £25.00 Per copy |
Local charters drawn up in accordance with DCLG guidelines |
| * |
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Class 4 – How we make decisions (Decision making processes and records of decisions)
Current and previous council year as a minimum
| (hard copy or website) |
* |
Timetable of meetings (Council, any committee/sub-committee meetings and parish meetings) |
| * |
Agendas of meetings (as above) |
| * |
Minutes of meetings (as above) – nb this will exclude information that is properly regarded as private to the meeting. |
(hard copy or website) | * |
Reports presented to council meetings - nb this will exclude information that is properly regarded as private to the meeting. |
| * |
Responses to consultation papers |
| * |
Responses to planning applications |
| * |
Bye-laws |
| n/a |
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Class 5 – Our policies and procedures (Current written protocols, policies and procedures for delivering our services and responsibilities)
Current information only
| (hard copy or website) |
* |
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
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| *
* *
* * * |
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 Recruitment policies (including current vacancies) Policies and procedures for handling requests for information Complaints procedures (including those covering requests for information and operating the publication scheme)
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| *
*
* * *
*
* |
Information security policy |
| * |
Records management policies (records retention, destruction and archive) |
| * |
Data protection policies |
| * |
Schedule of charges )for the publication of information) |
| * |
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Class 6 – Lists and Registers Currently maintained lists and registers only
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(hard copy or website; some information may only be available by inspection) |
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Any publicly available register or list (if any are held this should be publicised; in most circumstances existing access provisions will suffice) |
| * |
Assets Register |
| * |
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) | Apply to B&DBC |
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Register of members’ interests | Apply to B&DBC |
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Register of gifts and hospitality | Apply to B&DBC |
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Class 7 – The services we offer (Information about the services we offer, including leaflets, guidance and newsletters produced for the public and businesses)
Current information only
| (hard copy or website; some information may only be available by inspection) | * |
Allotments |
| n/a |
Burial grounds and closed churchyards |
| n/a |
Community centres and village halls |
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Parks, playing fields and recreational facilities |
| * |
Seating, litter bins, clocks, memorials and lighting |
| * |
Bus shelters |
| n/a |
Markets |
| n/a |
Public conveniences |
| n/a |
Agency agreements |
| * |
A summary of services for which the council is entitled to recover a fee, together with those fees (e.g. burial fees) |
| n/a |
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Additional Information
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Contact details:
The Parish Clerk Tel:01264 738039
The Parish Council Office email clerk@stmarybourne-pc.gov.uk
The Village Centre
St. Mary Bourne
Hampshire SP11 6BE
Exclusions
Core Classes of Information
Employment Practice and Procedure
Personal records i.e. appraisals, employees specific salary 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 Rights of Way authorities 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 the whole tender process is fair, I.e. 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.
Code of Conduct
The Parish Council would point out that there is no legal obligation for it to provide copies of Member’s Register of Interests , this remains the responsibility of the Borough Council’s Monitoring Officer.
This page was last edited on 3 Jul 2009