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Freedom of Information

Cyngor Cymuned Ceulanamaesmawr Community Council Publication Scheme

Freedom of Information Act 2000 Publication Scheme

This publication scheme commits the Council 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 Council. Additional assistance is provided to the definition of these classes in sector specific guidance manuals issued by the Information Commissioner.

The scheme commits the Council:

  • to proactively publish or 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 Council 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 Council 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 Council.

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 Council 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 the Council, 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, the Council 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 the Council 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 Council 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.

Information available from Ceulanamaesmawr Community Council under the publication scheme

Information to be published

How the information can be obtained

Cost

Class1 - Who we are and what we do

(Organisational information, structures, locations and contacts)

This will be current information only

N.B. Councils should already be publishing as much information as possible about how they can be contacted.

Who’s who on the Council and its Committees

Hard copy (or email) list of Councillors and members of sub-committees via Clerk

10p/page + 2nd Class Post

No charge for e-mail

Contact details for Clerk and Council members (named contacts where possible with telephone number and email address (if used))

Hard copy (or email) contact details of Councillors via Clerk

10p/page + 2nd Class Post

No charge for e-mail

Location of Council’s main offices and contact details

Clerk: Lowri Jones

01970 832403 (j.lowri@yahoo.co,.uk) Frongoch View, Tre’r Ddol, Machynlleth, Powys SY20 8PN

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

Annual return form and report by auditor

Displayed on Council’s public notice board for 3 weeks. Also hard copy available (or e-mail) via Clerk.

20p/page + 2nd Class Post

No charge for e-mail

Finalised budget

Hard copy (or email) via Clerk

10p/page + 2nd Class Post

No charge for e-mail

Precept

Hard copy (or email) via Clerk

10p/page + 2nd Class Post

No charge for e-mail

Financial Standing Orders and Regulations

Hard copy (or email) via Clerk

10p/page + 2nd Class Post

No charge for e-mail

Grants given and received

Hard copy (or email) via Clerk

10p/page + 2nd Class Post

No charge for e-mail

List of current contracts awarded and value of contract

Hard copy (or email) via Clerk

10p/page + 2nd Class Post

No charge for e-mail

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

(Strategies and plans, performance indicators, audits, inspections and reviews)

Class 4 – How we make decisions

(Decision making processes and records of decisions)

Current and previous council year as a minimum

Timetable of meetings (Council, any committee/sub-committee meetings and community meetings)

Public Notice boards and Hard copy (or email) via Clerk

10p/page + 2nd Class Post

No charge for e-mail

Agendas of meetings (as above)

Hard copy (or email) via Clerk

10p/page + 2nd Class Post

No charge for e-mail

Minutes of meetings (as above) – nb this will exclude information that is properly regarded as private to the meeting.

Hard copy (or email) via Clerk

10p/page + 2nd Class Post

No charge for e-mail

Reports presented to council meetings - nb this will exclude information that is properly regarded as private to the meeting.

Hard copy (or email) via Clerk

10p/page + 2nd Class Post

No charge for e-mail

Responses to consultation papers

Hard copy (or email) via Clerk

10p/page + 2nd Class Post

No charge for e-mail

Responses to planning applications

Hard copy (or email) via Clerk

10p/page + 2nd Class Post

No charge for e-mail

Class 5 – Our policies and procedures

(Current written protocols, policies and procedures for delivering our services and responsibilities)

Current information only

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

Hard copy (or email) via Clerk

10p/page + 2nd Class Post

No charge for e-mail

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)

Hard copy (or email) via Clerk

10p/page + 2nd Class Post

No charge for e-mail

Information security policy

Hard copy (or email) via Clerk

10p/page + 2nd Class Post

No charge for e-mail

Records management policies (records retention, destruction and archive)

Hard copy (or email) via Clerk

10p/page + 2nd Class Post

No charge for e-mail

Data protection policies

Hard copy (or email) via Clerk

10p/page + 2nd Class Post

No charge for e-mail

Schedule of charges )for the publication of information)

Hard copy (or email) via Clerk

10p/page + 2nd Class Post

No charge for e-mail

Class 6 – Lists and Registers

Currently maintained lists and registers only

Any publicly available register or list (if any are held this should be publicised; in most circumstances existing access provisions will suffice)

Assets Register

Hard copy (or email) via Clerk

10p/page + 2nd Class Post

No charge for e-mail

Register of members’ interests

Can be examined by arrangement with Clerk

No charge

Register of gifts and hospitality

Can be examined by arrangement with Clerk

No charge

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

(hard copy or website; some information may only be available by inspection)

Burial grounds and closed churchyards

Details available by contacting Clerk

No charge

Parks, playing fields and recreational facilities

Information available from Clerk

No charge

Seating, litter bins, clocks, memorials and lighting

Information available from Clerk

No charge

Bus shelters

Information available from Clerk

No charge

A summary of services for which the council is entitled to recover a fee, together with those fees (eg burial fees)

Hard copy of current fees available from Clerk

No charge

Contact details: Clerk: Lowri Jones, Frongoch View, Tre’r Ddol, Machynlleth, Powys SY20 8PN 01970 832403 (j.lowri@yahoo.co,.uk)

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)

Actual cost

Photocopying @ 20p per sheet (colour)

Actual cost

Postage

Actual cost of Royal Mail standard 2nd class

Where practical information will be send electronically by e-mail. There will be no charge for e-mail messages.