Council Policies & Freedom of Information Scheme

Complaints Handling
2008 Policy - Complaints Handling


Equal Opportunities
2008 Policy -
Equal Opportunities
 

Health and Safety
2008 Policy -
Health and Safety
 

Recruitment
2008 Policy -
Recruitment
  

 

E-mail Protocol 
2012 Policy - E-Mail Protocols

 

 

Website Policy 
2012 Policy - Website


Social Media Policy

2015 Social Media Policy

 

Freedom of Information Scheme etc.

Freedom of Information Act 2000
This page consists of information on the Freedom of information Scheme, Council's Standing Orders and The Code of Conduct for Members
 
North Hinksey Parish Council

Freedom of Information

This Publication Scheme was adopted by North Hinksey Parish Council on Thursday 18th December 2008 and is operational from 1st January 2009. This scheme replaced the one in operation from 2002 – 2008. 

Introduction
This model publication scheme has been prepared and approved by the Information Commissioner. It has been adopted without modification by the Parish Council and does not require further approval, being valid until further notice.
The publication scheme commits the Parish Council 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.  

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.
  • Specify the information which is held by the authority and falls within the classifications below.
  • Proactively publish or otherwise make available as a matter of routine, information in line  with the statements contained within this scheme.
  • 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.
  • Review and update on a regular basis the information the authority makes available under this scheme.
  • roduce a schedule of any fees charged for access to information which is made proactively available.
  • 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.
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

  1. The Parish Council will indicate clearly to the public what information is covered by this scheme and how it can be obtained. 
  2. Information will be provided on the Parish Council’s 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, the Parish Council will indicate how information can be obtained by other means and provide it by those means. 
  3. 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.
  4. Information will be provided in the language in which it is held or in such other language that is legally required. Where the Parish Council is legally required to translate any information, it will do so.
  5. 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.
  6. Charges which may be made for Information published under this scheme.
  7. 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 Parish Council for routinely published material will be justified and transparent and kept to a minimum.
  8. Material which is published and accessed on a website will be provided free of charge.
  9. Charges will be made for information subject to a charging regime specified by Parliament.
  10. Charges will be made for actual disbursements incurred such as: -
    • Photocopying
    • Postage and Packaging
    • The costs directly incurred as a result of viewing information, or as a result of preparing information in a non-standard format or a different format to that held. by the Parish Council. 
  11. Charges will 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.
  12. If a charge is to be made, confirmation of the payment due will be given before the information is provided. Payment will be requested prior to provision of the information.

Written Requests
Information held by the Parish Council 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.

NHPC 18/12/2008  

Information available from North Hinksey Parish Council under the Model Publication Scheme 
1st January 2009

Information to be published How the information can be obtained Cost
Class1 - Who we are and what we do
(Organisational information, structures, locations and contacts)
(Current information only)
(website and/or hard copy)  
Who’s who on the Council and its Committees
Website 
Hard copy
Free
10p per sheet
Contact details for Parish Clerk and Council members (named contacts where possible with telephone number and email address (if used)) Website
Hard copy
Free
10p per sheet
Location of main Council office and accessibility details
Website
Hard copy
Free
10p per sheet
Staffing structure Website
Hard copy
Free
10p per sheet
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 Hard copy 10p a sheet
Finalised budget Website
Hard copy
Free
10p a sheet
Precept
Website
Hard copy
Free
10p a sheet
Borrowing Approval letter Hard copy 10p per sheet
Financial Standing Orders and Regulations Hard copy 10p per sheet
Grants given and received Hard copy 10p per sheet
List of current contracts awarded and value of contract Hard copy 10p per sheet
Members’ allowances and expenses Hard copy 10p per sheet
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) Not applicable   
Annual Report to Parish or Community Meeting (current and previous year as a minimum) Website
Hard copy
Free
10p per sheet
Quality status Not applicable  
Local charters drawn up in accordance with DCLG guidelines
Not applicable  
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, parish meetings and working groups) Web-site
Botley Library
Hard copy
Free
Free
10p a sheet
Agendas of meetings of the Parish Council and Planning Committee

 


Other Sub-Committees

Web-site
Parish Noticeboards
Botley Library
Hard copy at meeting
Parish Noticeboards
Botley Library
Hard copy at meeting
Free
Free
Free
Free
Free
Free
Free
Minutes of meetings of the Parish Council and Planning Committee

 

 
Other Sub-Committees 

NB: this will exclude information that is properly regarded as private to the meeting.

Web-site
Botley Library
Hard copy of the minutes of the previous meeting, at the next meeting.
Botley Library

Hard copy

Free
Free
Free

Free

10p a sheet

Reports presented to council meetings
NB: this will exclude information that is properly regarded as private to the meeting.
Hard copy
10p per sheet
Responses to consultation papers Hard copy 10p per sheet
Responses to planning applications Website (minutes)
Hard copy
Free
10p per sheet
Bye-laws Hard copy 10p per sheet
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





Hard copy
Hard copy
Hard copy
Hard copy
Hard copy




10p per sheet
10p per sheet
10p per sheet
10p per sheet
10p per sheet
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 (including current vacancies)

Policies and procedures for handling requests for information
Complaints procedures (including those covering requests for information and operating the publication scheme)

 





)
)Website
)

)Hard Copy
)








Free


10p per sheet

Information security policy  Not available as still to be drafted for approval  
Records management policies (records retention, destruction and archive) Hard copy
10p per sheet
Data protection policies Not available as still to be drafted for approval
 
Schedule of charges (for the publication of information) Hard copy 10p per sheet
Class 6 – Lists and Registers
Currently maintained lists and registers only
(Hard copy or website; some information may only be available by inspection)
 
Any publicly available register or list (if any are held this should be publicised; in most circumstances existing access provisions will suffice)    
Assets Register Hard copy
10p a sheet
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) Not applicable   
Register of members’ interests Hard copy 10p a sheet
Register of gifts and hospitality Hard copy 10p per sheet
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 Website
Hard copy
Free
10p a sheet
Burial grounds and closed churchyards Not applicable   
Community centres and village halls Not applicable  
Parks, playing fields and recreational facilities Website
Hard copy
Inspection of files as agreed with the Clerk
Free
10p a sheet
Free
Seating, litter bins, clocks, memorials, lighting (Details in Asset Register) Hard copy 10p a sheet
Bus shelters (Details in Asset Register) Hard copy 10p a sheet
Markets Not applicable  
Public conveniences Not applicable  
Agency agreements Not applicable   
A summary of services for which the council is entitled to recover a fee, together with those fees (e.g. allotment fees) Hard copy 10p a sheet
Additional Information
This will provide Councils with the opportunity to publish information that is not itemised in the lists above:
   
Remembrance Day Service – Commonwealth War Graves Section, Botley Cemetery, North Hinksey Lane, Oxford Website
Hard copy
Free
10p a sheet
Annual Garden Competition Website
Hard copy
Free
10p a sheet
North Hinksey Nature Reserve Website
Hard copy
Free
10p a sheet

Contact details:

All requests for hard copies should be made by e-mail or in writing to the:

Clerk to North Hinksey Parish Council,

Mr. Alan Stone
27 Long Close, Eynsham Road, 
Botley, Oxford  OX2 9SG
     
Tel:  01865 864478

SCHEDULE OF CHARGES

Type of Charge Description
Basis of Charge
Disbursement cost
Photocopying @ 10p per single
sided sheet (black & white)
Actual cost *
  Photocopying in colour (where possible)

Price per single sided sheet on application

Actual cost*
  Postage Actual cost of Royal Mail. All correspondence will be sent by standard 2nd class mail. 
If 1st class post is requested this will be charged at the appropriate rate.
Statutory Fee  Not applicable  In accordance with the relevant legislation (quote the actual statute)
Other
 Copies of archived items held by Oxfordshire County Archives or solicitors Cost on application*

  • The actual cost incurred by the public authority, including any third party charges and Clerks time in producing or preparing the requested information.


Approved by the Parish Council on 18/12/2008