Freedom of Information

Freedom of Information Act – Publication Scheme 

 

We are always willing to give advice on matters relating to any of our services. Officers will be friendly, helpful, and professional and treat customers with respect. 

 

 We want to make it as easy as possible for you to contact our staff at our office by telephone, email or letter. Our contact details are at the top of this page. The office is open weekdays between 9.30am to 1.00pm. 

 

 This publication scheme has been prepared and approved by the Information Commissioner.  This publication scheme commits Ongar Town 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 Town Council. 

This scheme commits Ongar Town Council:

 

  • To proactively publish or otherwise make available as a matter of routine, information, including environmental information, which is held by the Town Council and falls within the classifications below.
  • To specify the information which is held by the Town 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 Town 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 readily available to the public.

 

Classes of information

 

Format

 

Who we are and what we do

 

Organisational information, structures, locations and contacts

  
  • Council structure

     

     ·        Councillors details

     

     ·        Staffing structure

     

     ·        Location

     

     ·        Contact details

     

W

 

 W

 

 P

 

 W

 

 W

 

What we spend and how we spend it

 

 Financial information relating to projected and actual income and expenditure, tendering, procurement and contracts

 

  
  • Annual Return form

     

    ·        Auditors Reports

     

    ·        Budget & precept demand

     

    ·        Councillors’ allowances and expenses

     

    ·        Grants made

     

    ·        Current contracts

     

    ·        Financial Regulations

     

P

 

P

 

P

 

P

 

W

 

W

 

P

 

What our priorities are and how we are doing

 

Strategy and performance information, plans, assessments, inspections and reviews

 

  
  • Annual Reports

     

    ·        Responses to consultation papers

     

    ·        Quality status

     

    ·        Local charters

     

W

 

P

 

W

 

W

 

How we make decisions

 

Policy proposals and decisions.  Decision making processes, internal criteria and procedures, consultations

 

  
  • Timetable of meetings

     

    ·        Agendas and minutes of all council meetings open to the public(Excluding information that is properly regarded as private to the meeting)

     

    ·        Reports presented to the Council when open to the public

     

    ·        Responses to planning applications

     

    ·        Record of the Town Meeting

W

 

W 

 

P

 

P

 

 

W

 

W

 

Our policies and procedures

 

Current written protocols for delivering our functions and responsibilities

 

  
  • Standing Orders

     

    ·        Health and Safety

     

    ·        Equal Opportunities

     

    ·        Complaints Procedure

     

    ·        Code of Conduct

     

    ·        Records Management

     

P

 

P

 

P

 

P

 

P

 

P

 

Lists and registers

 

Information held in registers required by law and other lists and registers relating to the functions of the Parish Council

 

  
  • Assets Register

     

    ·        Register of Councillors Interests

     

    ·        Register of gifts and hospitality

     

P

 

I

 

I

 

The services we offer

 

Information about the services we offer advice and guidance, leaflets and newsletters.  Details of the services offered

 

  
  • Play Area

     

    ·        Town events

     

    ·        Street Furniture (seats, litter/dog bins, notice boards, etc)

     

    ·        Street Lighting (maintenance and supply)

     

    ·        Community minibus

     

    ·        Allotments

     

    ·        Cemetery

E

 

E

 

E

 

E

 

E

 

E

 

E

 

 

Key to format abbreviations:

W – Website, E – Email, P – Paper, I – Inspection,  

 

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.

 Methods by which information published under this scheme will be made available:

 

  • Where it is within our capability, information will be published on our website.
  • Where it is impracticable to make information available on our website, or if an individual does not wish to access the information by the website, hard copies can be requested, or an appointment made to view the requested information at a mutually convenient time and location 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 Town 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 Town 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 the Council 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.