Romsey Extra Parish Council Electorate 2563
Publication Scheme under the Freedom of Information Act 2000
The purpose of this publication scheme is to be a means by which the council can make a significant amount of information available routinely. The scheme will ensure that the council will publish more information pro-actively and help it to develop a greater culture of openness and transparency. This authority?s key responsibilities are to represent the electorate of its areas, to take action within the legal framework and to provide a leadership focus for the community.
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 last 2 years) | A4 sheet Length approx. 6 pages per meeting (Also available for reference in Romsey Library.) Website: www.thelocalchannel.co.uk/romseyextra | Yes |
| Procedural standing orders | A4 Sheet Length 12 pages | Yes |
| Council?s annual report to parish meeting | A4 sheet Length approx. 4 pages Website: www.thelocalchannel.co.uk/romseyextra | Yes |
2. Code of Conduct
| Information | Format in which it is available | Charge for supply (yes/no) |
| Members? declaration of acceptance of office | Monitoring Officer of Test Valley Borough Council holds this | TVBC Policy refers |
| Members? register of interests | As above | As above |
| Register of Members? interests book | Available to view by appointment with clerk | Yes |
3. Periodic Electoral Review
This is information concerning changes to the electoral arrangements for parish 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. | Test Valley Borough Council holds this information | TVBC Policy refers |
| Information relating to the latest boundary review of the council area | As Above | As Above |
4. Employment Practice and Procedure
| Information | Format in which it is available | Charge for supply (yes/no) |
| Terms and conditions of employment | A4 sheet Length approx 5 pages | Yes |
| Job descriptions | A4 sheet Length 2 pages | Yes |
5. Planning Documents
| Information | Format in which it is available | Charge for supply (yes/no) |
| Responses to planning applications | A4 sheet Length 1 page | Yes |
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 | A4 sheet Length 4 pages | Yes |
| Annual statutory report by auditor (internal and external) - limited to the last financial year | See above (integral) | Yes |
| Receipt/payment books, receipt books of all kinds, bank statement from all accounts - limited to the last financial year | Viewing by appointment with clerk | Yes |
| Precept request - limited to the last financial year | A4 sheet Length 1 page | Yes |
| VAT records - limited to the last financial year | VAT recorded in R/P book ? viewing by appointment VAT reclaim A4 sheet Length approx 2 pages | Yes |
| Financial Standing Orders and regulations | A4 sheet Length 8 pages | Yes |
| Assets register - includes details of commons/village greens owned by the council, including management schemes for commons as well as village halls, community centres and recreation grounds | A4 sheet Length 1 page | Yes |
| Financial risk assessments | Viewing by appointment with clerk | Yes |
OPTIONAL DOCUMENTS WITHIN CORE CLASSES
1. Council Internal Practice and Procedure
| Information | Format in which it is available | Charge for supply (yes/no) |
| Agendas and supporting papers for council, committee and sub-committee meetings - limited in each case to the forthcoming/immediate committees | Agendas A4 sheet (2 pages) Also on website: www.thelocalchannel.co.uk/romseyextra Supporting Papers not available | Yes |
| Terms of reference for committees | N/A | |
2. Employment Practice and Procedure
| Information | Format in which it is available | Charge for supply (yes/no) |
| Equal opportunities policy | A4 sheet Length 2 pages | Yes |
| Health and Safety policy | N/A | |
| Staffing Structure | None | |
3. Planning Documents
| Information | Format in which it is available | Charge for supply (yes/no) |
| Parish Plan | None | |
4. Audit and Accounts
| Information | Format in which it is available | Charge for supply (yes/no) |
| Loan Sanction approvals | None | |
| Fees and charges applied by the council | N/A | |
| Safety inspection records | N/A | |
| Register/file of members? allowances | N/A | |
5. Development and implementation of Policy
| Information | Format in which it is available | Charge for supply (yes/no) |
| Policy statements issued by council | N/A | |
| Responses made by council to consultation papers | A4 sheet. Length variable. | Yes |
| Analysis of responses received to public consultations by the council | N/A | |
| Village appraisal | N/A | |
| Complaints handing procedure | Under development | TBA |
6 Byelaws
| Information | Format in which it is available | Charge for supply (yes/no) |
| For the regulation of a mortuary and post mortem room | N/A | |
| For the regulation of a pleasure ground or public space | N/A | |
| For the regulation of an open space or burial ground | N/A | |
| For the regulation of any baths, swimming pool, bathing place or wash-house | N/A | |
| For the regulation of the hiring of pleasure boats in a park or pleasure ground provided by a council | N/A | |
| For the control of dogs and dog fouling | N/A | |
7 Council Circulars/Newsletters
| Information | Format in which it is available | Charge for supply (yes/no) |
| Parish Council Newsletter | 4 Page A4 size Newsletter | No |
| History of parish | N/A | |
8 Arts, Entertainment & Tourist Information (Relates only to information produced by the Parish Council).
| Information | Format in which it is available | Charge for supply (yes/no) |
| None | | |
9 Allotments
| Information | Format in which it is available | Charge for supply (yes/no) |
| Plans | N/A | |
| Standard Tenancy agreements | N/A | |
10 Burial Grounds
| Information | Format in which it is available | Charge for supply (yes/no) |
| Plans | N/A | |
| General Policies | N/A | |
11 Best Value
This information which encompasses the duty owed by a council to the local people, to provide good quality services at an acceptable cost, to continually improve the delivery of public services and to marshal such services across its entire area.
| Information | Format in which it is available | Charge for supply (yes/no) |
| Best Value performance plan | N/A | |
| Best Value inspection reports | N/A | |
EXCLUSIONS
Core Classes of Information
Employment Practice and Procedure
?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.
Planning Documents
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.
Audit and Accounts
All commercially sensitive information, eg. 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.
Optional Classes of Information
Allotments
Individual tenancy agreements and rent payment records under both privacy and data protection laws.
Burial Grounds
All documentation relating to individual applications and registrations under both privacy and data protection laws.
ADOPTED: 14/11/02 (Min.ref. 78C)
APPROVED by the INFORMATION COMMISSIONER (Ref W2000962 letter dated 16/12/02)
For the period 28/02/03 to 28/02/07
Updated 10/02/05 (Adopted 10/03/05 Min ref 181b)