Publication Scheme
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Revision |
1.1 |
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Adopted |
March 2023 |
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Last Reviewed |
May 2024 |
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Review period |
Bi-annually |
DOCUMENT CONTROL: Rev 1.0 Reviewed May 2023. Adopted without changes.
DOCUMENT CONTROL: Rev 1.1 Reviewed May 2024. Updated Policy list & copy fees.
Hemswell Parish Council
PUBLICATION SCHEME
Introduction
Hemswell Parish Council (PC) has a duty to respond to requests for information and to publish information proactively. Sections 19 and 20 of the Freedom of Information Act 2000[1] requires every public authority to have a publication scheme, approved by the Information Commissioner’s Office (ICO)[2], and to publish information covered by the scheme. The publication scheme sets out certain classes of information that must be routinely available and easily accessed such as policies and procedures, minutes of meetings, annual reports and financial information. The table below details the information that Hemswell (PC) publishes in order to meet its commitments under the ICO ‘Model Publication Scheme’ for Parish/Community Council, other legislation[3] and codes[4]. The ICO requires Hemswell PC to make particular information available unless:
- The PC does not hold the information;
- The information is exempt under one of the FOIA exemptions or Environmental Information Regulations 2004 (EIR) exceptions, or its release is prohibited by another statute (eg UK GDPR);
- The information is readily and publicly available from an external website; such information may have been provided by the PC or on its behalf. The PC must provide a direct link to that information;
- The information is archived, out of date or otherwise inaccessible; or,
- It would be impractical or resource-intensive to prepare the material for routine release.
If you are seeking particular information from Hemswell Parish Council, please check to see if it is already available on the PC website, https://hemswell.parish.lincolnshire.gov.uk/. For example, the minutes of meetings will contain decisions from PC meetings, budgets, expenditures, and financial governance matters. If you cannot find the information you are seeking, please contact the clerk (email: hemswellparishcouncil@gmail.com).
[1] Freedom of Information Act 2000, ss 19 and 20.
[2] Information Commissioner’s Office. https://ico.org.uk/for-organisations/foi/publication-schemes-a-guide/
[3] The Openness of Local Government Body Regulations 2014, 8.
[4] Transparency Code fo Smaller Authorities, available via Gov.uk website https://www.gov.uk/government/publications/transparency-code-for-smaller-authorities
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Class 1. Hemswell Parish Council (PC) - Who we are and what we do - Organisational information, locations and contacts. |
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| Information to be published | How the information can be obtained | Cost |
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Who’s who on the Parish Council and its Committees Councillor Register of Interests |
Website, noticeboards, email, hard copy WLDC website: https://democracy.west-lindsey.gov.uk/mgParishCouncilDetails.aspx?ID=318&LS=2 |
Print/copy |
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Contact details for the clerk and Council members |
Website, noticeboards, email, hard copy |
Print/copy |
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Correspondance address for the PC and accessibility details |
Website, notice boards, email, hard copy |
Print/copy |
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Staffing structure |
Contact the clerk |
- |
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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. |
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| Information to be published | How the information can be obtained | Cost |
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Annual return form and report by auditor |
Website, email, hard copy. |
Print/copy |
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Finalised budget |
Website, email, hard copy, minutes of meeting. |
Print/copy |
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Precept |
Website, email, hard copy, minutes of meeting. |
Print/copy |
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Borrowing Approval letter |
Not applicable |
- |
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Financial Standing Orders and Regulations |
Website, email, hard copy. |
Print/copyy |
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Grants given and received |
Email, hard copy, minutes of meeting |
Print/copy |
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List of current contracts awarded and value of contract |
Email, hard copy. |
Print/copy |
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Members’ allowances and expenses |
Contact clerk – Currently no allowances paid. Expenses documented in financial transactions and minutes of meetings |
Print/copy |
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Class 3. What our priorities are and how we are doing Strategy and plans, performance indicators, audits, inspections and reviews. |
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| Information to be published | How the information can be obtained | Cost |
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Neighbourhood Plan - Made March 2023 |
Website, email. |
Print/copy |
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Annual Report to Parish or Community Meeting |
Website, email, hard copy, Annual Parish Minutes of Meeting |
Print/copy |
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Quality status |
Not applicable |
- |
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Local charters drawn up in accordance with DLUHC guidelines |
Not applicable |
- |
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Class 4. How we make decisions Decision-making processes and records of decisions. |
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| Information to be published | How the information can be obtained | Cost |
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Timetable of meetings (PC, any committee/sub-committee meetings and parish meetings) |
Website, noticeboards, email, hard copy. |
Print/copy |
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Agendas of meetings (as above) |
Website, noticeboards, email, hard copy. |
Print/copy |
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Minutes of meetings (as above) – Excluding information that is properly regarded as private to the meeting. |
Website, noticeboards, email, hard copy. |
Print/copy |
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Reports presented to PC meetings - Excluding information that is properly regarded as private to the meeting. |
Website, noticeboards, email, hard copy, minutes of meetings. |
Print/copy |
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Responses to consultation papers |
Included in minutes of meetings |
Print/copy |
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Responses to planning applications |
Included in minutes of meetings, |
Print/copy |
| Byelaws | Not applicable | - |
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Class 5. Our policies and procedures Current written protocols, policies and procedures for delivering our services and responsibilities. |
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| Information to be published | How the information can be obtained | Cost |
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Policies and procedures for the conduct of PC business: Procedural Standing Orders, Financial Regulations |
Website, email, hard copy. |
Print/copy |
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Policies and procedures for the provision of services and employment of staff: Internal instructions to staff and policies relating to the delivery of services. |
Website, email, hard copy. |
Print/copy |
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Records management policies (records retention, destruction and archive) |
Contact Clerk |
Print/copy |
| Data Protection policy, Data Breach policy.Print/copy | Website, email, hard copy. | Print/copy |
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Schedule of charges (for the publication of information) |
Website, email, hard copy. |
Print/copy |
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Class 6. Lists and Registers Information held in registers required by law and other lists and registers relating to the functions of the authority. |
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| Information to be published | How the information can be obtained | Cost |
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Asset Register |
Website, email, hard copy. |
Print/copy |
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Register of members’ interests |
Website, email, hard copy, WLDC Website. |
Print/copy |
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Register of gifts and hospitality |
Included in minutes of meetings |
Print/copy |
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Class 7. The services we offer Advice and guidance, booklets and leaflets, transactions and media releases. A description of the services offered. |
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| Information to be published | How the information can be obtained | Cost |
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Allotments |
Not applicable |
- |
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Burial ground |
Website, contact the clerk |
- |
| Services for which we are entitled to recover a fee and details of those fees (e.g., burial fees) | Website, email, hard copy or contact the clerk | Print/copy |
| Closed churchyards | Not applicable - Contact local Vicar | - |
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Community centres and village halls |
Not applicable - contact Hemswell & Harpswell Village Hall Committee |
- |
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Parks, playing fields and recreational facilities |
Contact the clerk |
- |
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Seating, litter bins, lighting and Maypole. |
Contact the clerk |
- |
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Bus shelters |
Contact the clerk |
- |
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Agency agreements |
Not applicable |
- |
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Additional Information Additional information that is not itemised in the lists above. |
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| Information to be published | How the information can be obtained | Cost |
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Newsletter (ad hoc) |
Website, Hand delivered to all homes in Hemswell or included in distributed publications e.g. Trent Cliff Gazette. |
Print/copy |
Visit the home page for contact details.
SCHEDULE OF CHARGES
| TYPE OF CHARGE | DESCRIPTION | BASIS OF CHARGE |
|---|---|---|
| Disbursement cost |
Printing and Photocopying @ 15p per sheet (black & white) Packing and postage by Royal Mail standard 2nd class postage. |
Actual cost * |