Policies and Procedures

Contents

1.   Purpose
2.   Scope
3.   Responsibilities & review
4.   Related legislation, policies and guidance
5.   The publication scheme
6.   Requesting information not found in the publication scheme
7.   Making a Freedom of Information request
8.   Exemptions
9.   Charging policy
10.   Version control and amendment history
 

1   Purpose

1.1   Under the Freedom of Information Act 2000 (FOIA), Doddington and Whisby Parish Council (the Council) has a duty to adopt and maintain a publication scheme describing:

•   the classes of information it publishes;
•   how and where such information is published (e.g. website, paper copy, etc.);
•   whether or not a charge is made for such information.

1.2   The Council has adopted the model Publication Scheme.

1.3   Under the Freedom of Information Act 2000, Doddington and Whisby Parish Council has two main responsibilities – to produce a Publication Scheme and to deal with individual requests for information.

1.4   The purpose of the publication scheme is to let everyone know what information will be automatically or routinely published and to ensure that a significant amount of information is available to the public, without the need for a specific request to be made.

2   Scope

2.1   This policy is concerned with information which can be accessed under the Freedom of Information Act 2000.

2.2   This policy does not cover the procedures relating to the access to personal information.

3   Responsibilities & review

3.1   The clerk to council is responsible for dealing with requests made under the Act, maintaining a disclosure log and keeping the council informed of any requests made.

3.2   This policy should be reviewed on a biennial basis or in response to changes in relevant legislation.

4   Related legislation, policies & guidance

4.1   This policy is not a substitute for legislation, regulations and codes of practice but defines how the Council will apply the relevant legislation. Related legislation, policies and guidance is listed below:

•   Freedom of Information Act 2000
•   General Data Protection Regulations (GDPR) 2018

Doddington and Whisby Parish Council internal documents:

•   Publication scheme
•   Document Retention Policy
•   Subject Access Request procedure

5   The publication scheme

5.1   In accordance with the Freedom of Information Act 2000, Doddington and Whisby Parish Council has a publication scheme. The publication scheme commits Council to make information available to the public as part of its normal business activities.

5.2   Wherever possible Council will provide information through its website. Where information is only available in a non-electronic form or when an individual does not wish to access information electronically, the information may be requested in another format. Council has a duty to provide the information in an intelligible format and will try to meet specific requests where possible. Council acknowledges the need to ensure information is accessible to everyone including those with a recognised disability. In these circumstances, Council will endeavour to provide information in a suitable format.

5.3   Some information may only be available to view in person. In these circumstances an appointment to view the information will be arranged within a reasonable timescale.

5.4   Council will ensure that members of the public are aware of the information that is made readily available to them, provide details of how this information can be accessed and any charges which may be applicable. These details are available in the the publication scheme which can be found on the Council’s website.

6   Requesting information not found in the publication scheme

6.1   The Freedom of Information Act 2000 gives the public the right to access information held by councils and other public bodies. The Act also explains what is expected of councils and the types of information that needs to be made available.

7   Making a Freedom of Information request

7.1   Freedom of Information requests need to be made in writing (by letter or email) to the clerk who is responsible for responding to requests.

7.2   When making a Freedom of Information request, the following information must be included:

•   name;
•   contact details;
•   a detailed description of the recorded information required.

7.3   When requesting information, the enquirer does not have to mention the Freedom of Information Act, nor the reasons why the information is sought.
 
7.4   Most Freedom of Information requests will be free of charge. However, there may be a charge for photocopying or postage. Council will notify the enquirer in advance if there are any charges associated with the request.

7.5   Doddington and Whisby Parish Council will respond to all Freedom of Information requests within 20 working days.

7.6   The Parish Council is registered with the Information Commissioner’s Office.

Registration number: ZA033882

8   Exemptions

8.1   Anyone making a request to a public authority for information must be informed whether the public authority holds that information and supplied with it. Some information does not have to be revealed, such as personal information or commercially sensitive data. You can view a full list of these exemptions on the Information Commissioner’s Office website – www.ico.org.uk.

8.2   Doddington and Whisby Parish Council can refuse a Freedom of Information request if it will cost more than £450 to respond.

8.3   Council may also ask for the request to be more specific in order for the information to be provided.

8.4   If Council refuses to provide the information requested, the enquirer can ask them to review their decision. If the enquirer is still not satisfied with the response received, they are advised to contact the Information Commissioner’s Office.

9   Charging Policy

9.1   Information can be inspected, by appointment, on application to the Clerk. Information that can be copied without breaching copyright laws can be provided by hard copy at the cost per single sided A4 sheet of:

•   15p (black and white)
•   30p (colour).

9.2   A detailed search of records (for example Council minutes or archive material) is subject to a charge of £15 per search plus the relevant photocopying charges.

9.3   Any photocopies sent by post will be subject to the actual cost of postage and packaging.

9.4   Any Statutory Fees will be charged in accordance with the relevant legislation.
 

10   Version control and amendment history