Publication Scheme under the Freedom of Information Act 2000

The purpose of this publication scheme is to show what classes of Council information are available routinely.  The scheme was approved by Council at their meeting of 2 December 2002.

In some cases a class of information sets out a range of information which is excluded from publication. Where that is the case the reasons behind the decision to exclude are clearly stated.  Excluded throughout this scheme is general correspondence sent or received by councils and all information relating to private individuals by virtue of it being personal data under the Data Protection Act 1998.

In certain classes a limitation on the age of some documents has also 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 model publication scheme.

All requests for information must be made in writing. Charges may be raised for the provision of copies of the documents/information listed in each of the classes.

CORE CLASSES OF INFORMATION

1)    COUNCIL INTERNAL PRACTICE AND PROCEDURE

Information	Format in which it is available	Charge for supply (yes/no)
Minutes of council, committee and sub-committee meetings (limited to the last 2 years).	Website	No
	By appointment with Clerk	Yes
Procedural Standing Orders	By appointment with Clerk	Yes
Council's Annual Report to Parish Meeting	Website	No
	By appointment with Clerk	Yes

2)    CODE OF CONDUCT

Information	Format in which it is available	Charge for supply (yes/no)
Members Declaration of Acceptance of Office	By appointment with Clerk	Yes
Members Register of Interests	Held by Scarborough Borough Council	-
Declaration of Member's Interests	Contained within minutes, see Item 1 above	See Item 1

3)    PERIODIC ELECTORAL REVIEW

This is information concerning changes to the electoral arrangements for parish, town and community councils. 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	Format in which it is available	Charge for supply (yes/no)
Information relating to the last Periodic Electoral Review of the council area	Held by Scarborough Borough Council	-
Information relating to the latest boundary review of the council area	Held by Scarborough Borough Council	-

4)    EMPLOYMENT PRACTICE AND PROCEDURE

Information	Format in which it is available	Charge for supply (yes/no)
Terms & conditions of employment	By appointment with Clerk	Yes
Job descriptions	By appointment with Clerk	Yes

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

Information	Format in which it is available	Charge for supply (yes/no)
Responses to planning applications	Contained within minutes, see Item 1 above	See Item 1

Exclusions Copies of planning consultations, planning decision notices, planning appeal decisions, 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

Information	Format in which it is available	Charge for supply (yes/no)
Annual return form (limited to the last financial year)	By appointment with Clerk	Yes
Annual Statutory report by internal or external auditor (limited to the last financial year)	By appointment with Clerk	Yes
Receipt/Payment books, Receipt books of all kinds, Bank Statements from all accounts (limited to the last financial year)	By appointment with Clerk	Yes
Precept request limited to the last financial year	Contained within minutes, see Item 1 above	See Item 1
VAT records (limited to the last financial year)	By appointment with Clerk	Yes
Financial Standing Orders and Regulations	Contained within Procedural Standing Orders, see Item 1 above	See Item 1
Assets register	Contained within Annual Accounts	Yes
Risk Assessments	By appointment with Clerk	Yes

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.

CHARGES

1)    Information obtained by appointment with the Clerk:-

Simple search	£1 search fee per item, plus 50p. per page copy fee and (where applicable) postage.
Detailed search (eg. multiple extracts from Council minutes)	£5 search fee per search, plus 50p. per page copy fee and (where applicable) postage.

2)    Information available from National Park, Borough or County Councils:-

Charged by them at their respective rates.

3)    Information available from the Parish Council website: Free.

CONTACT DETAILS

Mrs J. Marley, Clerk to Cloughton Parish Council, 41 Scalby Road, Burniston, Scarborough, YO13 0HN Tel. 01723-870299 (may be an answerphone) Email: