SOHAM TOWN COUNCIL
FREEDOM OF INFORMATION POLICY
Local Authorities, by law, must make information available to the public as part of their normal business activities. The information covered is included in the classes of information mentioned below, where this information is held by the authority. The scheme commits an authority:
• proactively to 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 authority and falls within the classifications below.
• proactively to 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 authority 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 authority.
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.
See final page for list of exemptions to disclosure
The method by which information published under this scheme will be made available
The authority 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 a public authority, 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, a public authority 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 an authority 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 authority 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.
Model taken from Government website
– Chairman (Adopted February 2010)
Review updated on 18th October 2012
Reviewed 21st November 2013
Exemptions guidance
Duty to confirm or deny (AG21)
Prejudice and adversely affect (AG20)
Public interest test (AG3) – recently updated 1/7/09
The exemptions
Section 21 – Information reasonably accessible to the applicant by other means (AG6)
Section 22 – Information intended for future publication (AG7)
Section 23 – Information supplied by or relating to security bodies – new
Section 24 – The national security exemption – new
Section 26 – Defence (AG10)
Section 27 – International relations (AG14)
Section 28 – Relations within the UK (AG13)
Section 29 – Economy (AG15)
Section 30 – Investigations (AG16) – recently updated 03/08/09
Section 31 – Law enforcement (AG17) – recently updated 03/08/09
Section 32 – Information contained in court records (AG9)
Section 33 – Public audit (AG18)
Section 34 – Parliamentary privilege – under review
Section 35 – Policy formulation, Ministerial communications, Law Officers’ advice and the operation of Ministerial Private Office (AG24)
Section 36 – Effective conduct of public affairs (AG25)
Section 36 – What should be recorded? – new
Section 37 – Communications with Her Majesty and the awarding of honours (AG26)
Section 38 – Health and safety (AG19)
Section 39 – Environnemental information (EIR guidance pages)
Section 40 – Personal Information (AG1) – recently updated 11/11/08
Section 40 – Update note: Applying the exemption for third party personal data: the Tribunal’s approach in House of Commons v IC & Leapman, Brooke and Thomas
Section 41 – Information provided in confidence (AG2)
Section 41 – The duty of confidence and the public interest
Section 41 – Information provided in confidence relating to contracts
Section 42 – Legal professional privilege (AG4)
Section 43 – Commercial interest (AG5)
Section 43 – Public sector contracts – FOI annexe
Section 43 – Commercial detriment of third parties
Section 44 – Prohibitions on disclosure (AG27)
Information available from Soham Town Council under the model 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) | Website www.soham-tc.gov.uk Hardcopy-This will be current information only N.B. This Councils already publishes as much information as possible about how they can be contacted. | Free 10p per page |
Who’s who on the Council and its Committees | Website www.soham-tc.gov.uk Hardcopy-This will be current information only | Free 10p per page |
Contact details for Town Clerk and Council members (named contacts where possible with telephone number and email address (if used)) | Website www.soham-tc.gov.uk Hardcopy-This will be current information only | Free 10p per page |
Location of main Council office and accessibility details | Website www.soham-tc.gov.uk Hardcopy-This will be current information only | Free 10p per page |
Staffing structure | Website www.soham-tc.gov.uk Hardcopy-This will be current information only | Free 10p per page |
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 | Website www.soham-tc.gov.uk Hardcopy | Free 10p per page |
Annual return form and report by auditor | Website www.soham-tc.gov.uk Hardcopy-This will be current information only | Free 10p per page |
Finalised budget | Website www.soham-tc.gov.uk Hardcopy-This will be current information only | Free 10p per page |
Precept | Website www.soham-tc.gov.uk Hardcopy-This will be current information only | Free 10p per page |
Borrowing Approval letter | Where applicable Website www.soham-tc.gov.uk Hardcopy-This will be current information only | Free 10p per page |
Financial Standing Orders and Regulations | Website www.soham-tc.gov.uk Hardcopy-This will be current information only | Free 10p per page |
Grants given and received | Website www.soham-tc.gov.uk Hardcopy-This will be current information only | Free 10p per page |
List of current contracts awarded and value of contract | Where applicable Website www.soham-tc.gov.uk Hardcopy-This will be current information only | Free 10p per page |
Members’ allowances and expenses | Website www.soham-tc.gov.uk Hardcopy-This will be current information only | Free 10p per page |
Class 3 – What our priorities are and how we are doing (Strategies and plans, performance indicators, audits, inspections and reviews) | Website www.soham-tc.gov.uk Hardcopy-This will be current information only | Free 10p per page |
Town/Neighbourhood Plan (current and previous year as a minimum) | Where applicable Website www.soham-tc.gov.uk Hardcopy-This will be current information only | Free 10p per page |
Annual Report to Town or Community Meeting (current and previous year as a minimum) | Website www.soham-tc.gov.uk Hardcopy-This will be current information only | Free 10p per page |
Quality status | Approved to register (2021) Website www.soham-tc.gov.uk Hardcopy-This will be current information only | Free 10p per page |
Local charters drawn up in accordance with DCLG guidelines | Where applicable Website www.soham-tc.gov.uk Hardcopy-This will be current information only | Free 10p per page |
Class 4 – How we make decisions (Decision making processes and records of decisions) Current and previous council year as a minimum | Website www.soham-tc.gov.uk Hardcopy-This will be current information only | Free 10p per page |
Timetable of meetings (Council, any committee/sub-committee meetings and Town meetings) | Website www.soham-tc.gov.uk Hardcopy-This will be current information only | Free 10p per page |
Agendas of meetings (as above) | Website www.soham-tc.gov.uk Hardcopy-This will be current information only | Free 10p per page |
Minutes of meetings (as above) – nb this will exclude information that is properly regarded as private to the meeting. | Website www.soham-tc.gov.uk Hardcopy-This will be current information only | Free 10p per page |
Reports presented to council meetings – nb this will exclude information that is properly regarded as private to the meeting. | Hardcopy-This will be current information only | 10p per page |
Responses to consultation papers | Hardcopy-This will be current information only | 10p per page |
Responses to planning applications | Hardcopy-This will be current information only | 10p per page |
Bye-laws | 10p per page | |
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 | Website www.soham-tc.gov.uk Hardcopy-This will be current information only | Free 10p per page |
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) | Website www.soham-tc.gov.uk Hardcopy-This will be current information only | Free 10p per page |
Information security policy | Website www.soham-tc.gov.uk Hardcopy-This will be current information only | Free 10p per page |
Records management policies (records retention, destruction and archive) | Website www.soham-tc.gov.uk Hardcopy-This will be current information only | Free 10p per page |
Data protection policies | Website www.soham-tc.gov.uk Hardcopy-This will be current information only | Free 10p per page |
Schedule of charges for the publication of information | Website www.soham-tc.gov.uk Hardcopy-This will be current information only | Free 10p per page |
Class 6 – Lists and Registers Currently maintained lists and registers only | (hard copy or website; some information may only be available by inspection) | |
Any publicly available register or list (if any are held this should be publicised; in most circumstances existing access provisions will suffice) | Website www.soham-tc.gov.uk Hardcopy-This will be current information only | Free 10p per page |
Assets Register | Website www.soham-tc.gov.uk Hardcopy-This will be current information only | Free 10p per page |
Disclosure log (indicating the information that has been provided in response to requests; recommended as good practice, but may not be held by Town councils) | Website www.soham-tc.gov.uk Hardcopy-This will be current information only | Free 10p per page |
Register of members’ interests | Website www.soham-tc.gov.uk Hardcopy-This will be current information only | Free 10p per page |
Register of gifts and hospitality | Website www.soham-tc.gov.uk Hardcopy-This will be current information only | Free 10p per page |
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) | |
Allotments | Website www.soham-tc.gov.uk Hardcopy-This will be current information only | 10p per page |
Burial grounds and closed churchyards | Website www.soham-tc.gov.uk Hardcopy-This will be current information only | 10p per page |
Community centres and village halls | Website www.soham-tc.gov.uk Hardcopy-This will be current information only | 10p per page |
Parks, playing fields and recreational facilities | Website www.soham-tc.gov.uk Hardcopy-This will be current information only | 10p per page |
Seating, litter bins, clocks, memorials and lighting | Website www.soham-tc.gov.uk Hardcopy-This will be current information only | 10p per page |
Bus shelters | Website www.soham-tc.gov.uk Hardcopy-This will be current information only | 10p per page |
Markets | Website www.soham-tc.gov.uk Hardcopy-This will be current information only | 10p per page |
Public conveniences | Website www.soham-tc.gov.uk Hardcopy-This will be current information only | 10p per page |
Agency agreements | Website www.soham-tc.gov.uk Hardcopy-This will be current information only | 10p per page |
A summary of services for which the council is entitled to recover a fee, together with those fees (e.g. burial fees) | Website www.soham-tc.gov.uk Hardcopy-This will be current information only | 10p per page |
Additional Information This will provide Councils with the opportunity to publish information that is not itemised in the lists above | ||
Contact details: Office Soham Town Council Walter Gidney Pavilion Soham CB7 5ED
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 @ 15p per sheet (colour) | Actual cost | |
Postage | Actual cost of Royal Mail standard 2nd class | |
Statutory Fee | In accordance with the relevant legislation (quote the actual statute) | |
Other | ||
* the actual cost incurred by the public authority