Publication Scheme

This policy was adopted by the Council at its meeting held on 27th February 2019 – Minute Ref. 19/27c. For review annually.

Information available from West Bergholt Parish Council under the publication scheme

Please note, we aim to deal with all written requests for information promptly. However, under the legislation you should allow up to 20 working days for the response, counting the first working day after the request is received as the first day.

Information to be published	How the information can be obtained	Cost
Class 1 – Who we are and what we do
Who’s who on the Council and its Committees	Website / Bulletin / Noticeboard Hard copy – contact Clerk	Free 10p/sheet
Contact details for Parish Clerk and Council members	Website / Bulletin / Noticeboard Hard copy – contact Clerk	Free 10p/sheet
Location of main Council office and accessibility details	Website / Bulletin / Noticeboard	Free
Committee & staffing structure	Website Hard copy – contact Clerk	Free 10p/sheet
Class 2 – What we spend and how we spend it
Annual return form and report by auditor	Website Hard copy – contact Clerk	Free 10p/sheet
Finalised budget	Website Hard copy – contact Clerk	Free 10p/sheet
Precept	Website Hard copy – contact Clerk	Free 10p/sheet
Borrowing Approval letter	Hard copy – contact Clerk	Free 10p/sheet
Financial Standing Orders and Regulations	Website Hard copy – contact Clerk	Free 10p/sheet
Grants given and received	Hard copy – contact Clerk	Free 10p/sheet
List of current contracts awarded and value of contract	Hard copy – contact Clerk	Free 10p/sheet
Members’ allowances and expenses	Hard copy – contact Clerk	Free 10p/sheet
Class 3 – What our priorities are and how we are doing
West Bergholt Neighbourhood Plan (previous Parish Plan)	Website Hard copy – contact Clerk	Free 10p/sheet
Annual Report	Website Hard copy – contact Clerk	Free 10p/sheet
Quality status	Website / Bulletin / Noticeboard Hard copy – contact Clerk	Free 10p/sheet
Local charters drawn up in accordance with DCLG guidelines	N/A	N/A
Class 4 – How we make decisions
Timetable of meetings (Council, any committee/sub-committee meetings and parish meetings)	Website / Bulletin / Noticeboard Hard copy – contact Clerk	Free 10p/sheet
Agendas of meetings (as above)	Website Hard copy – contact Clerk	Free 10p/sheet
Minutes of meetings (as above) (N.B. this will exclude information that is properly regarded as private to the meeting)	Website Hard copy – contact Clerk	Free 10p/sheet
Reports presented to council meetings (N.B. this will exclude information that is properly regarded as private to the meeting)	Website Hard copy – contact Clerk	Free 10p/sheet
Responses to consultation papers	Hard copy – contact Clerk	10p/sheet
Responses to planning applications	Website Hard copy – contact Clerk	Free 10p/sheet
Bye-laws	N/A	N/A
Class 5 – Our policies and procedures
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	Website Hard copy – contact Clerk	Free 10p/sheet
Policies and procedures for the provision of services and about the employment of staff: Grievance policy Disciplinary policy Equality and diversity policy Health and safety policy Lone worker policy Annual leave policy Policies and procedures for handling requests for information Complaints procedures (including those covering requests for information and operating the publication scheme)	Website Hard copy – contact Clerk	Free 10p/sheet
Information security policy (CCTV & WiFi)	Website Hard copy – contact Clerk	Free 10p/sheet
Document retention & disposal policy	Website Hard copy – contact Clerk	Free 10p/sheet
Information & data protection policy	Website Hard copy – contact Clerk	Free 10p/sheet
Schedule of charges (for the publication of information)	Website Hard copy – contact Clerk	Free 10p/sheet
Class 6 – Lists and Registers
Any publicly available register or list (if any are held this should be publicised; in most circumstances existing access provisions will suffice)	N/A	N/A
Assets Register	Hard copy – contact Clerk	10p/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)	N/A	N/A
Register of members’ interests	Website Hard copy – contact Clerk	Free 10p/sheet
Register of gifts and hospitality	Hard copy – contact Clerk	10p/sheet
Class 7 – The services we offer
Allotments	Website Hard copy – contact Clerk	Free 10p/sheet
Burial grounds and closed churchyards	N/A	N/A
Village hall	Website Hard copy – contact Clerk	Free 10p/sheet
Parks, playing fields and recreational facilities	Website Hard copy – contact Clerk	Free 10p/sheet
Seating, litter bins, memorials, village sign and beacon	Hard copy – contact Clerk	10p/sheet
Bus shelters	Hard copy – contact Clerk	10p/sheet
Markets	N/A	N/A
Public conveniences	N/A	N/A
Agency agreements	N/A	N/A
A summary of services for which the council is entitled to recover a fee, together with those fees (e.g. burial fees)	N/A	N/A
Additional Information
Community engagement policy & strategy	Website Hard copy – contact Clerk	Free 10p/sheet
Risk management scheme	Website Hard copy – contact Clerk	Free 10p/sheet
Action plan	Website Hard copy – contact Clerk	Free 10p/sheet
Training & development policy	Website Hard copy – contact Clerk	Free 10p/sheet
Social media & electronic communication policy	Website Hard copy – contact Clerk	Free 10p/sheet
Any additional WBPC policies	Website Hard copy – contact Clerk	Free 10p/sheet

Freedom of Information (FOI) requests and the publication scheme

It is important to note that the publication scheme simply sets out the information that is routinely available. If you have a request for information that is not addressed by the council’s Publication Scheme, or you need to contact the parish council about this scheme, please contact:

Laura Walkingshaw, Clerk to the Parish Council
80 Chapel Road
West Bergholt
CO6 3HL

Telephone: 07726 424419

Email: [email protected]

If making your request by email, please include “WBPC FOI Request” in the subject box to ensure it is not blocked by spam filters.

Schedule of charges

This describes how the charges have been arrived at and should be published as part of the guide.

TYPE OF CHARGE	DESCRIPTION	BASIS OF CHARGE
Disbursement cost	Photocopying @ 10p per sheet (black & white)	2p + electricity + staff time*
	Photocopying @ 25p per sheet (colour)	On request only: 15p + electricity + staff time*
	Postage	Actual cost of Royal Mail standard 2nd class
Statutory Fee		In accordance with the relevant legislation (quote the actual statute)

* the actual cost incurred by the public authority

Publication Scheme

Information available from West Bergholt Parish Council under the publication scheme

Information to be published

How the information can be obtained

Cost

Class 1 – Who we are and what we do

Class 2 – What we spend and how we spend it

Class 3 – What our priorities are and how we are doing

Class 4 – How we make decisions

Class 5 – Our policies and procedures

Class 6 – Lists and Registers

Class 7 – The services we offer

Additional Information

Freedom of Information (FOI) requests and the publication scheme

Schedule of charges