Publication Scheme

The Publication Scheme has been prepared in accordance with the Freedom of Information Act 2000.  The purpose of the Scheme is a means by which the Town Council can make a significant amount of information available routinely, without waiting for someone to specifically request it.  The Council aims to develop a culture of openness and is keen to raise public awareness of the existence and contents of the adopted scheme.

In certain classes, a limitation on the age of some documents has been stipulated.  For the avoidance of doubt, this does not mean information beyond that date cannot be obtained, it simply indicates that it is not available as a matter of course within the publication scheme.

If original documents are more readily available from another source, details of that organisation are again specified in the scheme.

The information contained in each class will be available in a variety of formats e.g. hard copy on request from the Town Clerk, by inspection at the Council Offices and information on the Council’s website.

Reasonable charges may apply for the provision of copies of the documents/information listed in each of the classes.

Exclusions - in some cases, a class of information sets out a range of information which is excluded from publication.  In these cases, the reasons behind the decision to exclude are clearly stated.

Excluded throughout the scheme is general correspondence sent or received by the Town Council and all information relating to private individuals by virtue of it being personal data under the Data Protection Act 1998.

1     Internal Practice and Procedure

Minutes of Council, Committee and Sub-Committee meetings – limited to the last two years.

Agendas and supporting papers for council, Committee and Sub-Committee meetings limited in each case to the forthcoming/immediate meeting.

Terms of Reference for Committees and Sub-Committees

Procedural Standing Orders

Council’s Annual Report to Annual Parish Meeting.

2.     Code of Conduct

Members’ Declaration of acceptance of Office.

Members’ Register of Interests.

Register of Members Interest Book.

3.     Periodic Electoral Review

This is information concerning changes to the electoral arrangements for the Town Council.  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 relating to the last Periodic Electoral Review of the Council area.

Information relating to the latest boundary review of the Council area

4.     Employment Practice and Procedure

Terms and conditions of employment.

Job Descriptions.

Staffing Structure.

Exclusions - 'personal records' i.e. appraisals, employee specific salary details, disciplinary records, sickness records and the like by virtue of being personal data under the Data Protection Act 1998.

5.     Planning Documents

Responses to planning applications

Exclusions – 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.

6. Audit and Accounts

Annual return form – limited to the last financial year (Statement of Accounts).

Annual Statutory report by auditor (internal and external) – limited to the last financial year.

Receipt/Payment books, Receipt Books of all kinds, Bank Statements from all accounts – limited to the last financial year.

Precept request – limited to the last financial year.

VAT records – limited to the last financial year.

Financial Standing Orders and Regulations.

Assets register – this will include details of halls, community centres and recreation grounds and other properties owned by the Council.

Risk Assessments

Fees and charges applied by the council

Exclusions – all commercially sensitive information e.g. 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 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.

7.     Council Circulars/Newsletters

Town Guide