Approval
This Publication Scheme was approved at the Parish Council Monthly Meeting on 3 April 2019
Model 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 o 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.
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.
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.
Coxhoe Parish Council Publication Scheme Schedule
This publication scheme gives details of information available to the public. For further details, please contact the Parish Clerk on clerk@coxhoeparishcouncil.gov.uk or 07988 283287, or at the address at the end of this document.
Class 1. Who we are and what we do
Organisational information, structures, locations and contacts. This will be current information only.
The information can be obtained on the website
The cost is free
Who’s who on the Council and its Committees
The information can be obtained on the website
The cost is free
Contact details for Clerk, Council members and key Officers (named contacts where possible with telephone number and email address)
The information can be obtained on the website and in The Chronicle
The cost is free
Location of main Council office and accessibility details
The information can be obtained on the website
The cost is free
Staffing structure
The information can be obtained in hard copy
The cost is free
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.
The information can be obtained on the website
The cost from website is free, Accounts in hard copy are Actual cost plus second class post
Annual return form and report by auditor
The information can be obtained on the website or hard copy
The cost is free from website and in hard copy Hard Copy £0.72p plus second class post
Finalised budget
The information can be obtained on the website
The cost is free
Precept
The information can be obtained on the website
The cost is free
Borrowing Approval letter
The information can be obtained on the website
The cost is free
Financial Standing Orders and Regulations
The information can be obtained on the website
The cost is free
Grants given and received
The information can be obtained on the website
The cost is free
List of current contracts awarded and value of contract
The information can be obtained on the website
The cost is free
Members’ allowances and expenses
Not Applicable. Members do not claim any expenses
Class 3. What our priorities are and how we are doing
Any strategies and plans, annual action plan, performance indicators, audits, inspections and reviews, local charters drawn up in accordance with DCLG guidelines
The information can be obtained on the website or hard copy
The cost is free from website and in hard copy Hard Copy Actual cost plus second class post
Parish Plan (current and previous year as a minimum)
The information can be obtained on the website
The cost is free
Annual Report
The information can be obtained on the website and in The Chronicle
The cost is free
Quality Status
The information can be obtained on the website
The cost is free
Class 4. How we make decisions
Timetable of meetings (Council, any committee and sub-committee meetings and community meetings)
Current and previous council year as a minimum
The information can be obtained on the website
The cost is free
Agendas of meetings Current and previous council year as a minimum
The information can be obtained on the website and noticeboards
The cost is free
Minutes of meetings (as above). This will exclude information that is properly regarded as private to the meeting. Current and previous council year as a minimum
The information can be obtained on the website
The cost is free
Reports presented to council meetings. This will exclude information that is properly regarded as private to the meeting. Current and previous council year as a minimum.
The information can be obtained in hard copy.
The cost is free
Responses to consultation papers. These may be included in reports and minutes
The information can be obtained on the website
The cost is free
Responses to planning applications
The information can be obtained in minutes and on the planning website
The cost is free
Class 5. Our policies and procedures
Current written protocols, policies and procedures for delivering our services and responsibilities. Current information only
The information can be obtained on the website and in hard copy
The cost is free for the website and in hard copy Actual cost plus second class postage
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
The information can be obtained on the website
The cost is free
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)
The information can be obtained on the website
The cost is free
Information security policy
The information can be obtained on the website
The cost is free
Records management policies (records retention, destruction and archive)
The information can be obtained on the website
The cost is free
Data protection policies
The information can be obtained on the website
The cost is free
Schedule of charges (for the publication of information)
The information can be obtained on the website
The cost is free
Class 6. Lists and Registers
Currently maintained lists and registers only (and not breaching General Data Protection Regulations)
Some information may only be available by inspection
The information can be obtained on the website and in hard copy
The cost is free for the website and in hard copy Actual cost plus second class postage
Any publicly available register or list
Not Applicable
Assets Register
The information can be obtained on the website
The cost is free
Disclosure log (good practice to indicate that the information has been provided in response to requests)
The information can be obtained in hard copy
The cost is Actual cost plus second class postage
Register of members’ interests
The information can be obtained on the website via Durham County Council link
The cost is free
Register of gifts and hospitality
The information can be obtained in hard copy
The cost is Actual cost plus second class postage
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. Some information may only be available by inspection
The information can be obtained on the website and in hard copy
The cost is free for the website and in hard copy Actual cost plus second class postage
Allotments
The information can be obtained on the website
The cost is free
Burial grounds and closed churchyards
The information can be obtained on the website
The cost is free
Seating, litter bins, clocks, memorials, lighting and any other services
The information can be obtained on the website
The cost is free
Agency agreements if any
The information can be obtained on the website
The cost is free
A summary of services for which the council is entitled to recover a fee, together with those fees (e.g. allotment rent fees)
The information can be obtained on the website
The cost is free
Schedule of Charges
Type of Charge
Disbursement cost
- Photocopying @ 1p per sheet (black & white) Actual cost to Coxhoe Parish Council
- Photocopying @ 3p per sheet (colour) Actual cost to Coxhoe Parish Council
- Postage is Actual cost for Royal Mail standard second class
Statutory Fee
- In accordance with the relevant legislation (actual statute will be followed)
Contact Details for Coxhoe Parish Council
Parish Clerk, Coxhoe Village Hall, Coxhoe, Durham, DH6 4DB
Telephone 0191 3773658 or 07988 283287
Email: clerk@coxhoeparishcouncil.gov.uk
Website: www.coxhoeparishcouncil.gov.uk
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