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Policies & Publication Scheme

Parish council » Policies & Publication Scheme

Policies & Publication Scheme

  • Archived Policies and Publications
    • Policies & Publication Scheme
    • Policy Statements
  • Policy Statements
    • Policies & Publication Scheme
    • Archived Policies and Publications
  • Suffolk Archive Records

In April 2018, Walberswick Parish Council formally adopted, in unmodified form, the Model Publication Scheme produced by the Information Commissioners Office (ICO). Follow the link to see the Model Publication Scheme.

At the same meeting, Walberswick Parish Council also adopted the Publication Template for Parish Councils produced by the ICO and arising from the Model Publication Scheme. Follow the link to see the previous Publication Scheme template, which was adopted in June 2013 and which was replaced with the template below.

Subsequent changes to the documents published can be tracked in version controlled form using the table below:

Version Number Date Notes Differences between versions
3.8 May 2022 Updated to include items discussed and resolved ay May 22 Annual Meeting of the Council LGA Code of Coduct replaced Suffolk Local Code of Conduct. Policies amended to incorporate a GDPR impact statement as they come up for routine review.
3.7 July 2021 Updated to include items discussed and resolved at July 2021 Parish Council meeting New Reserves Policy added and policy review schedule updated to reflect new policies on reserves, data breach and use of village greens
3.6 May 2021 Updated to include items discussed and resolved at May 2021 Parish Council meeting Updated Procedural Standing Orders to a) make them gender neutral, b) reflect that the Employment Working Party had become a formal Committee. Updated Financial Regulations to make them gender neutral.
3.5 April 2021 Updated to include items discussed and resolved at April 2021 Parish Council meeting Publication Scheme policy updated to reflect all version changes since it was originally adopted (previous policy archived)
3.4 January 2021 Updated to include items discussed and resolved at January 2021 Parish Council meeting New policy on use of Village Greens, updated template for review of internal controls (previous template archived) and amended allotment tenancy agreement (previous agreement archived)
3.3 November 2020 Updated to include items discussed and resolved at November 2020 Parish Council meeting  New Data Breach policy
3.2 May 2020 Updated to include items discussed and resolved at May 2020 Parish Council meeting Annotated policies and policy statement page to reflect latest dates of review and/or re-adoption for each policy
3.1 January 2020 Updated to include items discussed and resolved at January 2020 Parish Council meeting Amended Internal Review by Councillor Template (old template archived), amended Financial Regulations to allow for Internet banking Payments (old Financial Standing Orders archived)
3.0 May 2019 Updated to include items discussed and resolved at May 2020 Parish Council meeting Amended Policy on Press & other media, amended Employment Policy, addition of Terms of Reference for Safety Committee & Employment Committee
2.9 March 2019 Updated to include items discussed and resolved at March 2019 Parish Council meeting New Memorial Donations policy
2.8 January 2019 Updated to include items discussed and resolved at January 2019 Parish Council meeting New Risk assessment template, new Financial Regulations (old policy archived), new Internal Review by Councillor template
2.7 December 2018 Updated to include items discussed and resolved at December 2018 Parish Council meeting New Employment policy,new holiday Leave and Absence policy,
2.6 November 2018 Updated to include items discussed and resolved at November 2018 Parish Council meeting Revised policy for dealing with the press and other media (old policy archived), revised reporting of meeting policy (old policy archived), new Allotment Allocation and Rent policy, revised Allotment Tenancy Agreement (old policy archived)
 
2.5 October 2018 Updated to include items discussed and resolved at October 2018 Parish Council meeting New equal opportunities and diversity policy, revised Records Retention and Management policy (old policy archived)
2.4 September 2018 Updated to include items discussed and resolved  at September 2018 Parish Council meetings New grievance policy & procedure, revised Correspondence Policy (replaced "delegation of powers to clerk" policy which was archived)
2.3 August 2018 Updated to include items discussed and resolved at July 2018 Parish Council meeting Updated policy statements on Procedural Standing Orders and Financial Regulations added (old policies archived)
2.2 May 2018 Updated to include items discussed and resolved at May 2018 Parish Council meeting New policies covering Subject Access Request and Data & Information Security added. Previous complaints policy replaced with new policy (old policy archived)
2.1 April 2018 Updated to include items discussed and resolved at April 2018 Parish Council meeting Addition of Byelaws, Addition of Privacy Notice for Staff & Councillors, Addition of Privacy Notice for Residents and general Public, removed reference to Public Conveniences (as none operated currently by the Parish Council), updated to show policies under development
2.0 April 2018 Adopted April 2018 - Publication Scheme final draft Current Publication scheme adopted by WPC

 

Information available from Walberswick Parish Council under the model publication scheme

 

The policy of Walberswick Parish Council is to make information available unless one or more of the following is the case:

  • It does not hold the information;
  • The information is exempt under one of the FOIA exemptions or Environmental Information Regulations exceptions, or its release is prohibited by another statute;
  • The information is readily and publicly available from an external website; such information may have been provided by Walberswick Parish Council or on its behalf: in this case Walberswick Parish Council will provide a direct link to that information;
  • The information is archived, out of date or otherwise inaccessible; or,
  • It would be impractical or resource-intensive to prepare the material for routine release.

If one or more of the conditions above apply, the relevant item below is marked "N/A" as the information is not currently published

Class1 - Who we are and what we do

(Organisational information, structures, locations and contacts)

Information to be published

How the information can be obtained

Cost

Notes

Who’s who on the Council and its Committees

Website – Councillor Details

Free

 

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

Website – Contact Details

Free

 

Location of main Council office and accessibility details

N/A

 

 

Staffing structure

N/A

 

 

 

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)

Information to be published

 

How the information can be obtained

Cost

Notes

Annual return form and report by auditor

 

Website – Finance Reports

Free

 

Finalised budget

 

Website – Approved Minutes of relevant meeting

Free

 

Precept

  Website – Approved Minutes of relevant meeting

Free

 

Borrowing Approval letter

 

N/A

 

 

Financial Regulations

  Website – Financial Regulations

Free

 

Grants given and received

 

N/A

 

 

List of current contracts awarded and value of contract

 

N/A

 

 

Members’ allowances and expenses

  Website – Approved Minutes of relevant meeting

Free

 

 

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

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

Information to be published

How the information can be obtained

Cost

Notes

Parish Plan

Website – Parish Plan

Free

 

Annual Report to Parish or Community Meeting

Website – Annual Parish Meeting

Free

 

Quality status

N/A

 

 

Local charters drawn up in accordance with DCLG guidelines

N/A

 

 

 

Class 4 – How we make decisions

(Decision making processes and records of decisions)

Information to be published

How the information can be obtained

Cost

 Notes

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

Website – Meeting Schedule

Free

 

Agendas of meetings (as above)

Website – Agendas

Free

 

Minutes of meetings (as above)

N.B. This will exclude information that is properly regarded as private to the meeting.

2009-Present: Website – Minutes

 

Prior to 2009 – Archived - hard copy on request (if available) to Parish Clerk

Free

 

20p per sheet plus postage

 

Reports presented to council meetings  N.B. This will exclude information that is properly regarded as private to the meeting.

Website – Approved Minutes of relevant meeting

Free

 

Responses to consultation papers

Website - Consultation Papers

Free

 

Responses to planning applications

Website – Agenda of relevant meeting

Free

 

Byelaws

Website - Byelaws

Free

 

 

Class 5 – Our policies and procedures

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

Information to be published

How the information can be obtained

Cost

Procedural standing orders

Website - Standing Orders

Free

Committee and sub-committee terms of reference

Safety Committee - Website: Safety Committee

Employment Committee - Website: Employment Committee

Free

Delegated authority in respect of officers

N/A

 

Code of Conduct

(External) Website: Code of Conduct (opens in new window)

Free

Policy statements

Website - Policy Statements

Free

Internal instructions to staff and policies relating to the delivery of services

N/A

 

Equality and diversity policy

Website - Equality and Diversity Policy

 

Health and safety policy

N/A

 

Recruitment policies (including current vacancies)

Website - Employment Policy

 

Policies and procedures for handling requests for information

Website - Subject Access Request Policy

Free

Complaints procedures (including those covering requests for information and operating the publication scheme)

Website - Complaints Procedure

Free

Information security policy

Website - Information Security Policy

Free

Records management policy (records retention, destruction and archive)

Website - Records Management Policy

Free

Data protection policy

Website - Data Protection Policy

Free

Schedule of charges (for the publication of information)

Website – on this page

Free

 

Class 6 – Lists and Registers

Information to be published

How the information can be obtained

Cost

Any publicly available register or list

N/A

 

Assets register

Website - Assets Register

Free

Disclosure log

N/A

 

Register of members’ interests

(External) Website – Register Of Interests (opens in new window)

Free

Register of gifts and hospitality

N/A

 

 

Class 7 – The services we offer

(Information about the services we offer, including leaflets, guidance and newsletters produced for the public and businesses)

Information to be published

How the information can be obtained

Cost

Allotments

Website - Allotments

Free

Burial grounds and closed churchyards

N/A

 

Community centres and village halls

N/A

 

Parks, playing fields and recreational facilities

Website - Property

Free

Seating, litter bins, clocks, memorials and lighting

N/A

 

Bus shelters

N/A

 

Markets

N/A

 

Public conveniences

N/A

 

Agency agreements

N/A

 

Services for which the council is entitled to recover a fee, together with those fees (e.g. burial fees)

N/A

 

 

SCHEDULE OF CHARGES

This describes how the charges have been arrived at

TYPE OF CHARGE

DESCRIPTION

BASIS OF CHARGE

Disbursement cost

Photocopying @ 20p per sheet (black & white)

Actual cost of time & materials

 

Postage

Actual cost of Royal Mail standard 2nd class

Statutory Fee

N/A

 

Other

N/A

 

 

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